Government of Odisha Housing & Urban Development Department · 2020-03-21 · Government of Odisha Housing & Urban Development Department Date: 21.03.2020 ADDENDUM-5 TO NOTICE INVITING

Government of Odisha

Housing & Urban Development Department

Date: 21.03.2020

ADDENDUM-5 TO NOTICE INVITING REQUEST FOR PROPOSAL (RFP)

The addendum-5 is issued to amend some conditions as well as the bid submission due

date under RFP for Implementation of an integrated e-Governance Solution across all Urban

Local Bodies of Odisha. The RFP document incorporating revisions made is also enclosed for

ready reference of the bidders.

All other terms & conditions remain unaltered.

sd/-

Director Municipal Administration

Request for Proposal For “Selection of an Implementing Agency for implementation of an Integrated

e-Governance Solution across all Urban Local Bodies of Odisha”

Page 1 of 4

ADDENDUM No-5

Addendum No-5 to RFP NO 23692 Dated 18.12.2019 Request for

Proposal for “Selection of an Implementing Agency for

implementation of an Integrated e-Governance Solution across all

Urban Local Bodies of Odisha”.

This addendum No-5 is issued to amend following conditions of above

RFP:

1. Clause 3.5 B of the RfP is modified as “Bidder must have Developed

and Implemented Web-Based Integrated Solution either on open

source platform or developed on own/Licensed platform addressing a

minimum of 3 functions as defined above under the e governance

application for municipalities / state & central government departments

/ PSUs and have successfully operated for 1 year after Go-Live of

Similar project in past 7 years and the Project value should be as

below:

One project of project value not less than Rs. 7 Crore, OR

Two projects of project value not less than Rs. 5 Crore each, OR

Three projects of project value not less than Rs. 4 Crore each”

2. Point no. 15 (Table A and Table B) of the Annexure C is modified as

Table - A

“Similar Project” of “Developing and Implementing Web-Based

Integrated Solution either on Open Source Platform or Developed

on Own / Licensed Platform for e governance applications for

municipalities / state & central government departments / PSUs”

for minimum 3 Functions listed as per clause 3.5 A under Section

on pre-qualification for general bid.



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SN

Name

of

Client

and

Address

Project

details

(Web-Based

Integrated

Solution

either on

Open Source

Platform or

Developed on

Own /

Licensed

Platform for e

governance

applications

for

municipalities

/ state &

central

government

departments

/ PSUs)

Project

Executed in

at least 1

Municipal

Corporation

with a

population

more than

5 lakhs or

at least 50

ULBs of a

single state

in India or

In case of

PSU in the

whole

company or

In case of

government

in the

whole

department

Date of

Work

order/

Agreement

Date

of

GO-

Live

O&M

Period

Name of

Functions

covered

under e

governance

application

for

municipalities

/ state &

central

government

departments

/ PSUs

Work

order/

Agreement

Copy.

At page--

-

Table -B

Bidder must have Developed and Implemented Web-Based Integrated

Solution either on open source platform or developed on own/Licensed

platform addressing a minimum of 3 Functions (listed as per clause 3.5

A under Section on pre-qualification for general bid) for e governance

application for municipalities / state & central government departments

/ PSUs and have successfully operated for 1 year after Go-Live of Similar

project in past 7 years and the Project value should be as below: One

project of project value not less than Rs.7 Crore or Two projects of

project value not less than Rs.5 Crore each or Three projects of project

value not less than Rs.4 Crore each.



Page 3 of 4

SN

Name

of

Client

and

Address

Project

details

(Web-Based

Integrated

Solution

either on

Open Source

Platform or

Developed on

Own /

Licensed

Platform for e

governance

applications

for

municipalities

/ state &

central

government

departments

/ PSUs)

Project

Value in

Rs

Date of

Work

order/

Agreement

Date

of

GO-

Live

O&M

Period

Name of

Functions

covered

under e

governance

application

for

municipalities

/ state &

central

government

departments

/ PSUs

Work

order/

Agreement

Copy.

At page--

-

3. In Clause 1.1(7) of the RfP regarding General (Pre- Qualification) and

Point no. 10 of Annexure C of the RfP, Technical qualified personnel /

work force are defined as personnel with Engineering/MBA/Post

graduate qualifications.

4. In Point no. 14 of the Annexure C of the RfP (Financial Details), is

modified as (Separate sheet to be enclosed for each member of

Consortium on Bidder Letter Head-Please refer clause 3.4 under section

on pre-qualification for general bid).

5. Section 6.21 (Key personnel) of the RfP is modified by insertion of “to

be based at location to be specified by H&UDD for the O&M and Help

Desk support timelines as defined in Clause 2.6.3 in Annexure L” for

positions related to Technical Support Engineers and Helpdesk Support

Officer. For other resources, “The exact timing of their engagement has

to be decided by the bidder as per the requirement.”

6. Section 2.1.2 f of the Annexure L of the RfP is modified as the Bidder

will support in the SSL Certificate procurement requirement for Odisha

domain name. The SSL certificate will be procured by the Department.

7. RFP document incorporating revisions made through addendum No 5

is also enclosed for ready reference of the bidders.

8. The last date of submission of bids from different agencies under RFP

for Implementation of an integrated e-Governance Solution across all

Urban Local Bodies of Odisha is hereby extended from 24.03.2020 at



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12.00 PM to 07.04.2020 at 12.00 PM. The date of opening of Technical

Proposal is also amended to 07.04.2020, 1.00 PM. The above

amendment may be read at all places in the RFP where bids

submission/ opening date was mentioned.

9. All other terms & conditions of RFP remains unaltered.

Director, Municipal Administration

REQUEST FOR PROPOSAL

FOR

Selection of an Implementing

Agency for implementation of

an Integrated e-Governance

Solution across all Urban Local

Bodies of Odisha.

RFP No- _______________ Dated:

Director Municipal Administration 3rd Floor, Kharvel Bhawan, West Wing, Room No- 301,

Bhubaneswar 751001 [email protected] Phone : 0674-2392104,

2525 (EPABX)

Request for Proposal For “Selection of an Implementing Agency for implementation of an Integrated e-Governance Solution across all Urban Local Bodies of Odisha”

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Table of Contents

Contents 1. CHECKLIST .......................................................................................................................................................... 5

1.1 GENERAL (PRE-QUALIFICATION) BID ....................................................................................................... 5 1.2 TECHNICAL BID .............................................................................................................................................. 6 1.3 PRICE BID ......................................................................................................................................................... 6

2. INVITATION OF BIDS ......................................................................................................................................... 8 2.1 INTRODUCTION .............................................................................................................................................. 8 2.2 AMENDMENT OF INVITATION ..................................................................................................................... 9

3. PRE-QUALIFICATION FOR GENERAL BID ................................................................................................. 11 4. PROJECT PROFILE .......................................................................................................................................... 15 5. SCOPE OF WORK ............................................................................................................................................. 17 6. INSTRUCTION TO BIDDERS .......................................................................................................................... 19

6.1 COST OF BIDDING ....................................................................................................................................... 19 6.2 PROPOSAL VALIDITY AND SECURITY .................................................................................................... 19 6.3 PRE BID MEETING........................................................................................................................................ 19 6.4 AMENDMENT OF BIDS ................................................................................................................................ 20 6.5 LANGUAGE OF BID & CORRESPONDENCE .......................................................................................... 20 6.6 BID CURRENCIES ......................................................................................................................................... 20 6.7 FORMAT AND SIGNING OF BID ................................................................................................................ 20 6.8 SEALING AND MARKING OF BIDS ............................................................................................................ 20 6.9 DEADLINE FOR SUBMISSION OF BIDS ................................................................................................... 21 6.10 LATE BIDS ...................................................................................................................................................... 21 6.11 MODIFICATION & WITHDRAWAL OF BIDS ............................................................................................. 22 6.12 BID OPENING................................................................................................................................................. 22 6.13 GENERAL INFORMATION ........................................................................................................................... 22 6.14 DISQUALIFICATION OR REJECTION OF TENDER ............................................................................... 23 6.15 FORFEITURE OF EMD (BID SECURITY).................................................................................................. 23 6.16 TERMINATION OF CONTRACT AND COMPENSATION THEREOF ................................................... 24 6.17 LIQUIDATED DAMAGES .............................................................................................................................. 24 6.18 DOCUMENTS TO BE FURNISHED WITH GENERAL (PRE-QUALIFICATION) BID .......................... 24 6.19 DOCUMENTS TO BE FURNISHED WITH TECHNICAL BID .................................................................. 24 6.20 DOCUMENTS TO BE FURNISHED WITH PRICE BID ............................................................................ 25 6.21 KEY PERSONNEL ......................................................................................................................................... 25 6.22 EVALUATION & SELECTION CRITERIA ................................................................................................... 27

7 AWARD OF WORK ............................................................................................................................................ 32 7.1 DMA'S RIGHT TO ACCEPT OR REJECT ANY OR ALL BIDS ............................................................... 32 7.2 NOTIFICATION OF AWARD ........................................................................................................................ 32 7.3 CORRUPT OR FRAUDULENT PRACTICES............................................................................................. 32 7.4 APPLICATION ................................................................................................................................................ 33 7.5 PAYMENT SCHEDULE ................................................................................................................................. 33 7.6 DELAYS IN THE CONSULTANT'S PERFORMANCE .............................................................................. 34 7.7 PERFORMANCE SECURITY ....................................................................................................................... 34 7.8 TERMINATION FOR DEFAULT ................................................................................................................... 34 7.9 PROGRESS OF THE PROJECT ................................................................................................................. 34 7.10 CONFIDENTIALITY ....................................................................................................................................... 34 7.11 EXIT MANAGEMENT .................................................................................................................................... 35 7.12 FORCE MAJEURE ......................................................................................................................................... 35 7.13 ARBITRATION ................................................................................................................................................ 36 7.14 LEGAL JURISDICTION ................................................................................................................................. 36 7.15 COMPLETENESS OF TENDER OFFER .................................................................................................... 36 ANNEXURE – A: BID COVER LETTER (TECHNICAL BID) .................................................................................. 38 ANNEXURE – B: BIDDER’S BRIEF PROFILE ....................................................................................................... 40 ANNEXURE – C: FORMAT FOR SYNOPSIS OF PRE- QUALIFICATION ............................................................. 41 ANNEXURE – D: FORMAT FOR SYNOPSIS OF TECHNICAL BID ....................................................................... 44 ANNEXURE-E: FINANCIAL DETAILS OF BIDDER................................................................................................ 46


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ANNEXURE-F: PROPOSED APPROACH AND METHODOLOGY OF THE PROJECT ........................................ 47 ANNEXURE-F-1: FORMAT OF CV ............................................................................................................................ 48 ANNEXURE-G: SELF DECLARATION ..................................................................................................................... 49 ANNEXURE-H: ACCEPTANCE OF TERMS & CONDITIONS CONTAINED IN THE TENDER DOCUMENTS 50 ANNEXURE-I: CONSORTIUM AGREEMENT.......................................................................................................... 51 ANNEXURE-J: COVER LETTER (PRICE BID) ......................................................................................................... 53 ANNEXURE-K: PRICE BID SCHEDULE ................................................................................................................... 55 ANNEXURE- L: TERMS OF REFERENCE & PROJECT PROFILE ......................................................................... 60 APPENDIX 1: ABOUT DIGIT ...................................................................................................................................... 74 APPENDIX 2: FUNCTIONAL REQUIREMENTS ...................................................................................................... 95 ANNEXURE- M: DRAFT CONTRACT ..................................................................................................................... 119 ANNEXURE- N: CATEGORY WISE LIST OF ULBS ACROSS THE STATE ....................................................... 144 ANNEXURE- O: DIGIT SPECIFIC TECHNOLOGIES ............................................................................................. 148 ANNEXURE- X: FORMAT OF THE EMD ................................................................................................................ 149


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CHAPTER – 1

CHECKLIST


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1. CHECKLIST

Please check whether following have been enclosed in the respective covers, namely, letter of General Bid (Pre-qualification Criteria), Technical Bid and Price Bid:

1.1 GENERAL (PRE-QUALIFICATION) BID

1. Tender Paper Cost (DD No.: ……………………., Amount: Rs. 10,000/-, Bank.: …………….., Date: ……….……………..) Please refer Annexure-C)

Yes No Page No.

2. Earnest Money (DD No.: ……………………., Amt: Rs.10,00,000/-, Bank.: …………….., Date: ……….……………..) (Annexure-C)/ Bank guarantee (BG) is acceptable. BG format is as specified at Annexure- X. Issuing and advising bank to issue using SFMS as per directive of Ministry of Finance Govt. Of India F.No.7/112/2111-BOA dated 17.07.2012.

Yes No

3. Goods and Services Tax (GST) Copy of Registration, and latest GST Return (Annexure-C)

Yes No

4. The applicant must be either a registered organization/company in operation for 7 years (Annexure-C)

Yes No

5. Proof of Average Annual Turnover of not less than Rs. 40 crore

Yes No

6. Proof of ISO 9001:2000 and SEI-CMM- LEVEL 3 (any member of consortium must have this certification) (Annexure-C)

Yes No

7. Proof of technical qualified workforce1 of at least 100 personnel (Annexure-C)

Yes No

8. Proof of successfully competing “Similar Project” (Annexure-C)

Yes No

9. Self-Declaration of Black Listing and Debar (Annexure-G)

Yes No

10. Acceptance of terms & conditions contained in the tender documents (Annexure-H)

Yes No

11. Consortium Agreement (Annexure-I) Yes No

12. Power of Attorney for Signing the Bid (Annexure-C)/ Board resolution/Specific Authorisation by Director or

company secretary authorising the bid signing authority

can also be accepted as alternative to Power of Attorney”.

Yes No

Note: The format for synopsis of Pre-qualification bid is furnished at Annexure C, which should be filled in and duly signed and enclosed along with Annexure G, H and I in the Pre-qualification Bid.

1 Technical qualified personnel / work force are personnel with Engineering/MBA/Post graduate qualifications


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1.2 TECHNICAL BID

1. Technical Bid Cover Letter (Annexure-A) Yes No Page No

2. Details of Bidder Profile (Annexure-B) Yes No

3. Past Project Experience of Bidder in the last seven years

(Annexure-D)

Yes No

4. Past Operation and Maintenance Experience of Bidder in last 7 years (Annexure-D)

Yes No

5. Number of Persons/ professionals Trained for each Assignment of Implementation of Web-Based Integrated Solution for e governance applications for municipalities / state & central government departments / PSUs in last 7years (Annexure-D)

Yes No

6. Experience In Any 5 Best Municipal Projects in Government Institution of India. (Annexure-D)

Yes No

7. Brief CV of Technical Personnel (Annexure-D) Yes No

8. Details of Financial Capabilities of Bidder (Annexure-E) Yes No

9. Proposed Methodology (Annexure-F) Yes No

Note: The format for synopsis of Technical bid is furnished at Annexure D, which should be filled in and duly signed and enclosed along with Annexure A, B, E & F in the Technical Bid.

1.3 PRICE BID

1. Cover Letter Price Bid (Annexure-J) Yes No Page No

2. Price Schedule (Annexure- K ) Yes No


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CHAPTER – 2

INVITATION OF BIDS


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2. INVITATION OF BIDS

2.1 INTRODUCTION

The Government of Odisha is striving to leverage digital transformation in heralding a new era of improved efficiency and effectiveness of services delivery to the citizens. Further, it is an endeavour of the Government of Odisha to continuously improve the quality of life of citizens by leveraging new-age innovative technologies.

The Housing & Urban Development Department (H&UDD), Government of Odisha has ambitious plans to scale up e-governance across all 114 Urban Local Bodies (ULBs) in the state (Please refer to Annexure N for the List of ULBs). It aims to enhance the citizen experience of public services by providing integrated, end-to-end services using a comprehensive State-wide Service Delivery Infrastructure, supported by a chain of Citizen Service Centres (CSCs) and by utilizing advanced ICT tools for citizen-facing service delivery and back-office computerization.

Given this context, H&UDD has launched a programme named ‘SUJOG - Sustainable Urban Services in a Jiffy by Odisha Government’ to roll out e-governance services across the ULBs in State. SUJOG will make urban governance transparent, technology enabled, time-bound through teamwork, thereby leading to transformation in the lives of citizens in all Urban Local Bodies of the State. This initiative has to be driven by the following Vision Statement:

“To keep citizens at the heart of the Digital Transformation of urban services”.

Further, to bolster its commitment towards revitalizing the public administration and making it citizen-centric, H&UDD has signed a MoU with eGovernments Foundation, to deploy their full stack of Municipal Services applications alongwith the digital platform called ‘DIGIT - Digital Infrastructure for Governance, Impact & Transformation’ − India’s largest Open Source Platform for Urban Governance.

Director of Municipal Administration (DMA) “Client”, on behalf of H&UDD invites competitive bid proposals from interested bidders for selection of implementing Agency who have sufficient experience in the area of Municipal e-Governance for implementation of the digital platform across 113 ULBs of Government of Odisha (Excluding Bhubaneswar) as well as operation & maintenance of this system as specified in this RFP.

The detailed tender notice for the said work is available on the website www.urbanodisha.gov.in. The Bidder has to submit a non-refundable fees of Rs. 10,000/- (Rupees Ten Thousands only) in the form of Demand Draft from a scheduled bank in favor of Director of Municipal Administration, payable at Bhubaneswar.

The schedule for this purpose is as under: S.N. Particulars Date Time

1 Release of Bid Document 18.12.2019 5 pm

2 Last date for issue/ downloading of tender 30.01.2020 3 pm

3 Demo of DIGIT platform 6.1.2020 & 7.1.2020

11 am

4 Last date of submission of pre-bid queries (e-mail: [email protected] with copy to [email protected]

13.1.2020 11am

5 Pre bid conference at SUDA Conference Hall 13.1.2020 11 am

6 Clarification to Pre-bid/Issue of corrigendum 17.1.2020 5 pm

7 Submission of complete proposals 07.4.2020 12 pm

8 Opening of General & Technical Bids 07.4.2020 1 pm

9 Date of Presentation on approach & methodology To be intimated later

10 Date of opening of Financial bids To be intimated later

mailto:[email protected]


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The proposal should be submitted in the prescribed format at the following address on or

before Submission Date & time

Additional Director

State Urban Development Agency (SUDA)

H & UD Department , Govt. of Odisha

Adjacent to Bhubaneswar Municipal Corporation Office,

Vivekanand Marg, Bhubaneswar

PIN: 751014

Email : [email protected]

In this connection any other necessary information can be obtained from the following

office:

Director Municipal Administration 3rd Floor, Kharvel Bhawan, West Wing, Room No- 301, Bhubaneswar 751001

2.2 AMENDMENT OF INVITATION

Notwithstanding anything else contained to the contrary in this tender document, DMA

reserves the right to cancel / withdraw / modify fully or partially the “Invitation of Bids”

or to reject one or more of the bids without assigning any reason and shall bear no

liability whatsoever consequent upon such a decision.

At any time prior to the deadline (or as extended by DMA) for submission of bids, DMA,

for any reason, (whether at its own initiative or in response to clarification requested by

the prospective bidder), may modify the RFP document by issuing amendment(s).

The amendment(s) to the tender document, if any will be published in the website only.

The bidders are requested to regularly visit the website for updates.

The addendum shall be binding on all the bidders

In order to allow bidders a reasonable time to take the amendment(s) into account in their

bid response, DMA at its discretion may extend the deadline for submission for bid.



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CHAPTER – 3

PRE-QUALIFICATION FOR GENERAL BID


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3. PRE-QUALIFICATION FOR GENERAL BID

The following criteria are prescribed as pre-qualification criteria for “Selection of Implementing

Agency for implementation of an Integrated e-Governance Solution across all Urban Local Bodies

(ULBs) of Odisha” (hereinafter referred as ‘Bidder’) interested in undertaking the project.

3.1 The Bidder should have submitted Rs. 10,000 towards the cost of the Tender Document.

3.2 The Bidder should have furnished the EMD of Rs. 10,00,000 (Rupees Ten Lacs) only in

the form of Bank Draft/ through Bank guarantee (BG) is acceptable. BG format is as

specified at Annexure- X from any scheduled bank payable at Bhubaneswar.

3.3 The Bidder should be a national/International level IT organization/company in operation

for the last Seven years as on 30th November 2019 in India.

3.4 The Sole Bidder/ Consortium must have minimum average turnover of INR 40 Cr (Rupees

Forty Crores) from software development, maintenance and system Integration for

the preceding 3 financial years ended with 31st March 2019. Statement to that effect

should be certified by Chartered Accountant. The bidder should have been profitable

for all these three financial years. Copies of audited balance sheets, profit & Loss

Accounts and Annual Reports of last 3 financial years (upto 31-March-2019) should be

enclosed.

3.5 The Bidder must have the following Technical Qualifications:

A. The Sole Bidder and In case of Consortium, any member of the Consortium must

have been engaged in “Similar Project” of “Developing and Implementing Web-

Based Integrated Solution either on Open Source Platform or Developed on Own /

Licensed Platform for e governance applications for municipalities / state & central

government departments / PSUs ”, for minimum 3 Functions listed below and the

bidder must have Implemented in:

at least 1 Municipal Corporation with a population more than 5 lakhs

or

at least 50 ULBs of a single state in India.

or

In case of PSU in the whole company

or

In case of government in the whole department.

And The bidder must have completed operation & maintenance for at least 1 year

after Go-Live successfully of the functions listed below, in the last 7 years as on 30-

11-2019.

The “Similar project” must cover minimum 3 of the Functions as below :


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a) Financial Accounting System

b) Property Tax / Holding Tax Module

c) Birth & Death Module

d) License Module

e) Water / Sewerage connection & Billing System

f) Grievance Redressal Module

g) Citizen Facilitation Centre Integration

h) Building Plan approval system

i) Marriage Registration Module

j) Road Cutting approval System

k) Stores (material management and inventory module)

l) HRMS Module

m) Purchase module/ E Auction / Reverse Auction

B. Bidder must have Developed and Implemented Web-Based Integrated Solution

either on open source platform or developed on own/Licensed platform addressing

a minimum of 3 functions as defined above under the e governance application for

municipalities / state & central government departments / PSUs and have

successfully operated for 1 year after Go-Live of Similar project in past 7 years and

the Project value should be as below:

I. One project of project value not less than Rs. 7 Crore OR

II. Two projects of project value not less than Rs. 5 Crore each OR

III. Three projects of project value not less than Rs. 4 Crore each.

Copies of work orders along with implementation certificate or completion

certificates of such projects should be enclosed with the bid.

3.6 The Bidder should submit copy of GST registration certificate along with the bid.

3.7 The Bidder must be possessing ISO 9001:2000 certification and SEI-CMM Level – 3

Certification. (In case of consortium, this will be mandatory for at least one consortium

member)

3.8 The Bidder should have technically qualified workforce of at least 100 as on 30-11-19 on

its payroll. A Self Certification to this extend is to be submitted by the bidder.

3.9 The bidder must have requisite experience and deploy Expert/ workforce having

knowledge in the technology as specified in Annexure O.

3.10 In case of bidding as consortium, only 2 member consortiums will be allowed. In case

of consortium bidding, MOU/agreements of the consortium members should be

submitted for their exclusive association for this bid and joint responsibility for the


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respective scope, as per Format provided at Annexure I to be submitted along with the Bid.

3.11 Applicants should not be under a declaration of ineligibility or black listed by Govt. of

India / State Govts. A self-declaration certificate should be enclosed as per proforma given

in Annexure G.

3.12 DMA, GoO reserves the right to accept or reject any or all responses without

assigning any reason.

Only those bidders qualified in the pre-qualification will be called for a technical

presentation.


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CHAPTER – 4

PROJECT PROFILE


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4. PROJECT PROFILE

Details given under Terms of Reference at Annexure-L


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CHAPTER – 5

SCOPE OF WORK


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5. SCOPE OF WORK

Details given under Terms of Reference at Annexure-L


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CHAPTER – 6

INSTRUCTION TO BIDDERS


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6. INSTRUCTION TO BIDDERS

6.1 COST OF BIDDING

6.1.1 The Bidder shall bear all costs associated with the preparation and submission of

its bid and ‘C l ien t ' will in no case be responsible or liable for these costs,

whether or not the Bid is finally accepted.

6.1.2 Non-transferable Tender: If tender document was purchased in such case

the Tender Document is not transferable. Only the party who has purchased this

tender form shall be entitled to quote.

6.2 PROPOSAL VALIDITY AND SECURITY

6.2.1 Technical and Financial Proposals shall remain valid for a period of six months

(180 days) from the date of submission of the date. DMA shall reject the

Proposal as being non- responsive if it is valid for a shorter period.

6.2.2 In exceptional circumstances, prior to expiry of the original Proposal validity

period, DMA may request that the Bidders t o extend the period of validity

for a specified additional period. The request and the responses thereto shall

be made in writing to or by facsimile to the listed contact information of the

Bidders. In such cases, the Bidders shall not be required or permitted to

modify the Proposal, but shall be required to extend the validity of the

Proposal for the extension period.

6.2.3 The Bidder shall furnish, as part of its Proposal, a Bid Security (EMD) of

Rs.10 Lacs in the form of Bank Draft/ through Bank guarantee (BG) is

acceptable. BG format is as specified at Annexure- X from scheduled

banks in favour of 'Director of Municipal Administration’ payable at

Bhubaneswar, Odisha.

6.2.4 The EMD shall be returned to the non-successful bidder.

6.3 PRE BID MEETING

6.3.1 The Bidders designated representatives are invited to attend the Pre Bid meeting

at their own cost, which will take place at SUDA, Bhubaneswar.

6.3.2 The purpose of the meetings will be to clarify issues and to answer questions

on any matter that may be raised at that stage.

6.3.3 The Bidder is requested, to submit any questions in writing to reach DMA as

per the prescribed timelines. Because, It may not be practicable at the Pre-Bid

meeting to answer all the questions instantly.

6.3.4 Any modification of the Proposal documents which may become necessary as a


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result of the Pre-Bid Conference, shall be made by the DMA exclusively through

the issue of an Addendum/Corrigendum in the web site.

6.4 AMENDMENT OF BIDS

6.4.1 Bids once submitted cannot be amended. However, in case of some administrative

exigencies, DMA may decide to take fresh bids from all the Bidders before actually

opening of the Technical and Price Bids.

6.4.2 In order to afford prospective Bidders reasonable time to make amendment in

their bids, DMA may, at its discretion, extend the deadline for the submission of

bids. However, no such request in this regard shall be binding on DMA.

6.5 LANGUAGE OF BID & CORRESPONDENCE

The Bidder will prepare Bids in English language only. All the documents relating to the Bid

(including brochures) supplied by the Bidder should also be in English, and the correspondence

between the Bidder & DMA will be in English language only.

6.6 BID CURRENCIES

Prices shall be quoted in INDIAN RUPEES.

6.7 FORMAT AND SIGNING OF BID

6.7.1 The Bidder shall prepare 2 (Two) copies of the Bid, clearly marking "Original Bid" on

one copy and "Copy of Bid" on the remaining one copy. In the event of any

discrepancy among various copies, the Original Bid shall prevail. Bids shall be

packed and sealed as per procedure.

6.7.2 The original and copies of the Bid shall be neatly typed and shall be signed, by an

authorised signatory/ies on behalf of the Bidder. The authorization shall be provided

by written Power of Attorney / Board resolution/Specific Authorisation by Director or

company secretary authorising the bid signing authority can also be accepted as

alternative to Power of Attorney” accompanying the Bid. All pages of the Bid, except

for un- amended printed literature, shall be initialed by the person or persons signing

the Bid.

6.7.3 The Bid shall contain no interlineations, erasures or overwriting, in order to correct

error made by the Bidder. All corrections shall be done & initialed by the authorised

signatory after striking out the original words / figures completely.

6.8 SEALING AND MARKING OF BIDS


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6.8.1 The Bidder shall seal & mark various parts of the Bid as follows:

(i) Technical Bid in 2 (Two) copies in two different envelopes. Both of the envelopes

shall be sealed in a covering envelope superscribed with words “Technical Bids

- Selection of Implementing Agency for implementation of an Integrated e-

Governance Solution across all Urban Local Bodies (ULBs) of Odisha".

(ii) Price Bid in 1 (One) copy in separate envelopes. The Price Bid shall be sealed

in a covering envelope superscribed with words “Price Bid - Selection of

Implementing Agency for implementation of an Integrated e-Governance

Solution across all Urban Local Bodies (ULBs) of Odisha.

6.8.2 Every envelope and forwarding letter of various parts of the Bid shall be

addressed as follows:

Additional Director





PIN: 751014


6.8.3 If the envelopes are not sealed and marked as required above, DMA will

assume no responsibility for the Bid's misplacement or premature opening.

6.8.4 Bids sent through Email /Telex / Telegrams / Fax shall not be acceptable.

6.8.5 The envelope shall be sealed by signing across all joints & pasted a good quality

transparent adhesive tape on top of such joints & signatures.

6.9 DEADLINE FOR SUBMISSION OF BIDS

6.9.1 Bids will be received by the DMA at the specified address not later than the specified

time.

6.9.2 DMA may, at its discretion, extend this deadline. DMA may also extend this

deadline for any other administrative reason.

6.10 LATE BIDS

Any bid received by DMA after the deadline for submission of bids prescribed by DMA,

as per schedule of tender will be rejected.



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6.11 MODIFICATION & WITHDRAWAL OF BIDS

6.11.1 DMA may allow modification of Bid if any substantial changes have to be made

in the scope of work. This option will be available to every Bidder who has

submitted Bid.

6.11.2 Bids cannot be withdrawn during the interval between its submission of bids and

expiry of Bid's validity period, as specified by DMA.

6.12 BID OPENING

6.12.1 The RFP Evaluation Committee(s) shall evaluate the General Bids, Technical Bids

and Presentation and Price Bids. The decisions of the Evaluation Committee(s)

in the evaluation of the Price bids shall be final. No correspondence will be

entertained outside the process of negotiation / discussion with the Committee(s).

6.12.2 At the date, time and location of the bid opening as specified in the RFP, the

Evaluation Committee(s) shall open the Proposals in the presence of Bidders'

designated representatives. The Bidders' representatives who are present shall

sign a register evidencing their attendance. The Bidders' names and any such

other details will be announced by the Evaluation Committee(s) at the opening.

6.12.3 The Evaluation Committee(s) reserves the right at any time to postpone or

cancel a scheduled bid opening. The bids will be opened at the address specified

in RFP.

6.12.4 The bidders qualified in General Bids would only be called for Technical

Presentation.

6.12.5 After evaluation of technical bids, the Price bids of only those Bidders who secure

70% marks in the technical evaluation, as specified in this RFP, will be opened.

The date and time of opening of the financial bids will be as intimated and the

bids would be opened in the presence of the Bidder's authorized representatives

who choose to be present.

6.13 GENERAL INFORMATION

6.13.1 The bidder who are downloading the tender document from the website must furnish

the tender fee of Rs. 10,000.00 (Rupees Ten Thousand only) along with the

General Bid (Pre Qualification Criteria) apart from EMD (to be enclosed in the Pre-

qualification Bid) of amount Rs. 10,00,000 (Rupees Ten Lacs Only) payable in form

of Demand Draft/ through Bank guarantee (BG) is acceptable. BG format is as

specified at Annexure- X in favour of Director of Municipal Administration from a

Scheduled Bank and payable at Bhubaneswar. Tender, duly filled and accompanying

all supporting documents, should be submitted on or before the prescribed time after


P a g e | 2 3

which no tenders would be accepted and would be liable for outright rejection.

6.13.2 The bidder should submit soft copy of technical bid including approach and

methodology on a read only CD/DVD in PDF Format.

6.13.3 While tenders are under consideration, tenderers and their representatives or other

interested parties, are advised to refrain from contacting by any means tenderer's

personnel or representatives, on matters relating to the tenders under study. DMA if

necessary will obtain clarification on tenders by requesting such information from any

or all the tenderers either in writing or through personal contact as may be necessary.

The tenderer will not be permitted to change the substance of his offer after the tenders

have been received in DMA. Any attempt by any bidder to bring pressure of any kind,

may disqualify the bidder for the present tender and the bidder may be liable to be

debarred from bidding for DMA tenders in future for a period of three years.

6.13.4 DMA reserves all rights to cancel the tender without assigning any reason thereof.

6.13.5 Source Code & Intellectual Property Rights - The bidder is to implement solution on

top of DIGIT platform which is available as open source under MIT. The original source

code is provided as open source under MIT license and only the copy/customised

version of the source code used for Odisha will belong to H&UDD.

6.14 DISQUALIFICATION OR REJECTION OF TENDER

The tender is liable to be rejected or the bidder disqualified at any stage on account of the

following.

6.14.1 If the bid or its submission is not in conformity with the instruction mentioned herein.

6.14.2 If the bid is not accompanied by the requisite document fee (Rs. 10,000)

6.14.3 If the bid is not accompanied by the requisite EMD (Rs. 10,00,000)

6.14.4 If it is received after the expiry of due date and time.

6.14.5 If it is incomplete and required documents are not furnished.

6.14.6 If misleading or false statements/ representations are made as part of pre-qualification

requirements.

6.14.7 If found to have a record of poor performance such as having abandoned work, having

been black-listed, having inordinately delayed completion and having faced

Commercial failures etc.

6.15 FORFEITURE OF EMD (BID SECURITY)

EMD submitted by the bidder may be forfeited under the following conditions

6.15.1 If the bidder withdraws or Modify the bid before the expiry of the validity period.

6.15.2 If the bidder violates any of the provisions of the terms and conditions of the tender.


P a g e | 2 4

6.15.3 In the case of a successful bidder fails to (a) accept award of work, (b) sign the Contract

Agreement with DMA (c) furnish performance security, or the bidder violates any of

such important conditions of this tender document or indulges in any such activities as

would jeopardize the interest of DMA in timely finalization of this tender.

6.15.4 The decision of DMA regarding forfeiture of bid security shall be final and shall not be

called upon question under any circumstances. A default in such a case may involve

black-listing of the bidder by DMA/GoO.

6.16 TERMINATION OF CONTRACT AND COMPENSATION THEREOF

If the bidder fails to carry out the award / work order in terms of this document within the

stipulated period or any extension thereof, as may be allowed by DMA, without any valid reasons

acceptable to DMA, DMA may terminate the contract after giving one month notice, and the

decision of DMA on the matter shall be final and binding on the bidder. Upon termination of the

contract, DMA shall be at liberty to get the work done at the risk and expense of the bidder

through any other agency, and to recover from the bidder compensation or damages.

6.17 LIQUIDATED DAMAGES

In the event of delay in execution of work, specified in this Contract / furnishing of deliverables,

the bidder shall be liable to a penalty @0.5 % of the value of work order in respective phases,

for every week of delay upto a maximum of 5%, after which DMA shall be at liberty to cancel

the award. For the purpose of this clause, part of a week shall be considered to be a full week.

6.18 DOCUMENTS TO BE FURNISHED WITH GENERAL (PRE-QUALIFICATION) BID

This part of the bid must comprise the prescribed format synopsis of pre-qualification bid

(Annexure-C) duly filled in along with Annexure G, H, I and all supporting document.

6.19 DOCUMENTS TO BE FURNISHED WITH TECHNICAL BID

This part of the bid must comprise of the following documents

Tender documentation fee

EMD.

Technical Bid Cover Letter (Annexure A)

Details of Bidder Profile (Annexure- B)

The prescribed format synopsis of Technical Bid (Annexure-D) duly filled in along with

all supporting document

Details of the Project Experience during the last 7 years (Annexure-D)


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Brief CV of Technical Personnel (Annexure-D)

Financial Details of Bidder (Annexure-E)

Proposed Methodology (Annexure F)

Soft Copy of the Technical bid on CD/DVD

6.20 DOCUMENTS TO BE FURNISHED WITH PRICE BID

The Price Bid shall comprise of Annexure J and K. The Price Bid shall be given in Schedule-I

(Annexure-K) and consist of cost against work to be performed and deliverables for each of

the two phases (including break up for each step) separately. However, comparison shall be

done only for the aggregate amount of all the phases put together. Man-month rates may also

be quoted separately in Schedule-II (Annexure-K). This will enable p a y m e n t o f additional

amount per man month Basis for carrying out additional work beyond the present scope of work

for which change request has to generated and man month required for same to be agreed and

payment to be made as per man month rates offered under this schedule. Further, Item rates for

Data digitization also to be offered in this schedule to be utilized for any data digitalization work

done by bidder during implementation based on actual basis.

Schedule-II will not considered for determining inter se position in tender.

6.21 KEY PERSONNEL

The successful Bidder must position at least the following full time dedicated manpower for

carrying out various phases of the assignment. The exact timing of their engagement has to be

decided by the bidder as per the requirement.


P a g e | 2 6

Sl. No

Description Minimum Qualification Nos.

1. Project Manager MCA/B. Tech / B.E./MBA from a reputed institute

Minimum Experience: At least 12 yrs.

Languages known (Read, Write and Speak): Hindi, English

Should have managed large programs of similar nature in India for at least 5 years

Experience in ULB projects will be preferred

Should be adept at representing the organization at high level meetings with the client

Excellent writing, communication, time management and multitasking Skills

1 (for firms not

having municipal application

experience it is mandatory to have project manager

having experience of handling project

of municipal application)

2. Functional expert MCA /B. Tech. / B.Sc./ MBA/CA from a reputed institute

Minimum 8 years of experience

Should have experience of working on large programs of similar nature in India for at least 5 years

Domain Knowledge of ULB functions like Property taxes, trade license ULB Accounting etc. is a must.

Adequately skilled on the software application platforms proposed for the project.

1 (for firms not

having municipal application

experience it is mandatory to have functional experts having experience of handling project

of municipal application)

3. Solution Architect MCA / B. Tech / BE (IT or CS) / Diploma

Minimum 7 years of work experience with 5 years or more as a Solution Architect

Experience in ULB e-governance projects will be preferred

Experience in MicroServices based Architecture will be must

Experience in technologies highlighted in Annexure O for e.g. Kubernetes, Docker, CI CD, Python or Bash Scripting, Git working knowledge is a must

1

4. DevOps Engineer MCA / B. Tech / BE (IT or CS) / DBA with minimum of 7 years of work experience with 5 years or more as a DBA for an IT project.

Experience in technologies highlighted in Annexure O for e.g. Kubernetes, Docker, CI CD, Python or Bash Scripting, Git working knowledge is a must

Experience in Managing Development, UAT, Production and Corresponding Devops related to AGILE methodologies in cloud environment is required

Experience in database activities like instance tuning, schema management, space management, backup and recovery, disaster recovery, data replication, database refresh etc.

1


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5. Technical Support Engineers

MCA / B. Tech / BE (IT or CS) / Diploma

Minimum 3 years of work experience with 2 years or more as a Support Engineer at client side in the relevant platform


30*

6. Helpdesk support Officer

Graduate / Diploma

Minimum 2 years of work experience handling help desk operations


5*

* to be based at location to be specified by H&UDD for the O&M and Help Desk support timelines

as defined in clause 2.6.3 in Annexure L.

The Bidders are however free to deploy more resources in order to meet the time schedules laid

down in this Tender Document.

6.22 EVALUATION & SELECTION CRITERIA

The Proposal Evaluation Committee will carry out a detailed evaluation of the Proposals

in order to determine whether the technical aspects are in accordance with the requirements

set forth in the RFP Documents. In order to reach such a determination, the Proposal

Evaluation Committee will examine and compare the technical aspect of the Proposals

on the basis of information provided by the bidder, taking into account the following factors:

Overall completeness and compliance with the requirement

Proposed work plan and methodology shall demonstrate that the bidder will

achieve the performance standards within the time frame described in RFP

documents.

Any other relevant factors, if any, listed in RFP document, or the DMA deems

necessary or prudent to take into consideration.

In order to facilitate the technical proposal evaluation, the technical criteria laid down along with the assigned weights have been presented in the following table.

Sl. Item Total Marks

Criteria Marks

1 Financial Capabilities 15

1.1 Average Turnover in last 3 FY 10

For Rs. 40 Crore Turnover 7 Marks, for every additional Rs. 10 Crore. 1 marks each subject to maximum 10 marks

1.2 Average Net worth during the last 3 financial years

05

For Rs. 10 Crore 2 marks, for every additional Rs. 2 Crore, 1 marks each subject to maximum 5 marks

2 CV 15


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2.1

Project Manager

5 30% for Qualification, 30% for total Experience, 40% on specific similar project Experience

2.2

Functional Expert

5 30% for Qualification, 30% for

total Experience, 40% on specific

similar project Experience

2.3

Solution Architect

5 30% for Qualification, 30% for

total Experience, 40% on specific

similar project Experience

3 Past Experience of Bidder in last 7 years 10

3.1

Experience in Developing and Implementing Web-Based/micro-services based Integrated Solution for e governance applications for municipalities / state & central government departments / PSUs in last 7 Years.

10

Total Value of Assignments (in

INR)*

NB: Single Project value must be Rs. 1 Crore or above will be considered for weightage. Bidder must submit the project completion/implementation certificate or copy of Agreement as documentary proof to certify value of contract. *Percentile marking method will be adopted - the highest will get 10 marks and others will get in proportion.

4 Past Operation and Maintenance Experience of Bidder in last 7 years 10

4.1

Experience in Operation and Maintenance of Web-Based/micro-services based Integrated Solution for e governance applications for municipalities / state & central government departments / PSUs in last 7 Years.

10

Total duration of Assignment

Total years of O&M for all projects

shall be considered for marking.*

NB: Single Project value must be Rs. 1 Crore or above will be considered for weightage Bidder must submit the project completion/implementation certificate or copy of Agreement as documentary proof to certify the Operation and Management Experience. *Percentile marking method will be adopted - the highest will get 10 marks and others will get in proportion.


P a g e | 2 9

5

Number of Persons/ professionals Trained for each Assignment of Implementation of Web-Based/micro-services based Integrated Solution for e governance applications for municipalities / state & central government departments / PSUs in last 7 years

05

5.1

Experience in providing training to Persons/ professionals for each assignment of Web-Based/micro-services based Integrated Solution for e governance applications for municipalities / state & central government departments / PSUs in last 7 years.

05

No of professionals Trained for each assignment.

Total number of professional for all projects shall be considered for marking. *

NB: Single Project value must be Rs. 1 Crore or above will be considered for weightage Bidder must submit the Client Certificate or Self certification by internal auditor is acceptable to certify the training of professionals. *Percentile marking method will be adopted - the highest will get 05 marks and others will get in proportion.

6 Experience In Municipal/Smart City SPV Projects for Government Institution of India. MAXIMUM 5 BEST PROJECT in Last 7 years

10

6.1 Experience in Municipal/Smart City SPV Projects for Government Institution of India.

10

Total Value of Assignment (in

INR) will be considered for

marking

NB: Single Project value must be minimum Rs. 50 lakhs or above will be considered for weightage. Bidder must submit the project completion/implementation certificate or copy of Agreement as documentary proof to certify value of contract. *Percentile marking method will be adopted - the highest will get 10 marks and others will get in proportion.

7 Bid Approach and Methodology 35

7.1 Presentation on work plan, approach, relative strengths.

15 Project Manager shall make the presentation.


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7.2 Work Plan Approach and Proposed Methodology for this project

20

Formulation of clear work plan with various activities defined separately. The bidder should provide the main activities of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the client), and delivery dates of the reports. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TOR and ability to translate them into a feasible working plan. A list of the final documents, including reports, drawings and tables to be delivered as final output, should be included here. The work plan should be consistent with clearly defined, work Schedule Deliverables.

The marking scheme presented here is an indication of the relative importance of the evaluation

criteria. Bidders securing a minimum of 70% marks in the technical evaluation will only be considered

for further Price Bid evaluation. Bids of tenders which don’t secure the minimum specified technical

score will be considered technically non-responsive and will not be considered for financial evaluation.

The minimum qualifying marks in the technical Bid shall be 70 (70% of 100) out of 100. Price bids of those bidders who are only technically qualified in the technical evaluation will only be opened. All other Price bids will be ignored.

Quality and Cost Based Selection (QCBS) method will be followed during the overall selection

process. Based on the evaluation of technical proposal, the technically qualified bidders shall be ranked

highest to lowest Technical Score(ST) in accordance to the marks obtained during the technical

evaluation stage. There shall be `70% weightage to technical score and 30% weightage to financial

score.

The individual bidder’s financial score (SF) will be evaluated as per the formula given below:

SF= [Fmin / Fb] * 100 (rounded off to 2 decimal places)

where, SF= Normalized financial score of the bidder under consideration

Fmin=Minimum financial quote among the technically qualified bidders

Fb= Financial quote of the bidder under consideration

Combined Score (S) = ST * 0.7 + SF * 0.3

Where ST = Technical score secured by the bidder. Where SF = Financial score secured

by the bidder. The bidder securing the highest evaluated Combined Score(S) will be awarded the contract observing due procedure.


P a g e | 3 1

CHAPTER – 7

AWARD OF WORK


P a g e | 3 2

7 AWARD OF WORK

7.1 DMA'S RIGHT TO ACCEPT OR REJECT ANY OR ALL BIDS

Notwithstanding anything else contained to the contrary in this Tender Document, DMA reserves

the right to accept or reject any Bid or to annul the bidding process fully or partially, or modifying

the same and to reject all Bids at any time prior to the award of work, without incurring any liabilities

in this regard.

7.2 NOTIFICATION OF AWARD

7.2.1 Prior to the expiry of the period of Bid validity, DMA will notify the successful Bidder

in writing by speed post or Fax or email that its Bid has been accepted.

7.2.2 The liability of the Consultant(s) to perform the services will commence from the date

of notification of Award. The Completion Period shall be counted from the date of

'Notification of Award of Work'.

7.2.3 The successful bidder is required to sign a contract within 15 days of award of work in the

standard contract format/SLA enclosed as Annexure M.

7.3 CORRUPT OR FRAUDULENT PRACTICES

DMA requires that the Tenderers under this tender observe the highest standards of ethics during

the procurement and execution of such contracts. In pursuance of this policy, the Purchaser (i.e.

DMA) defines the terms set forth as follows:

7.3.1 “Corrupt Practice” means the offering, giving, receiving or soliciting of any thing of value

to influence the action of the public official in the procurement process or in contract

execution; and

7.3.2 “Fraudulent Practice” means a misrepresentation of facts, in order to influence a

procurement process or execution of a contract to the detriment of the Purchaser, and

includes collusive practice among Bidders (prior to or after bid submission), designed to

establish bid prices at artificial non-competitive levels and to deprive the Purchaser of the

benefits of the free and open competition;

7.3.3 The Purchaser will reject a proposal for award if it determines that the Bidder

recommended for award has engaged in corrupt or fraudulent practices in competing for

the contract in question.

7.3.4 The Purchaser will declare a Bidder ineligible, either indefinitely or for a stated period of

time, to be awarded a contract if at any time it is determined that the Bidder has engaged

in corrupt and fraudulent practices in competing for or in execution of the contract.


P a g e | 3 3

7.4 APPLICATION

These General Conditions shall apply to the extent that these are not superseded by specific

provisions in other parts of this tender document. A detailed Work Order (Phase wise) regarding

consultancy work shall be issued, after the bid is selected. Detailed provisions of such an order

shall have an overriding effect vis-à-vis this Tender Document.

7.5 PAYMENT SCHEDULE

To be paid as per payment Schedule below:

S No. Milestone Payment % of Contract

Value (A+B) Price

Schedule

1 Submission and approval of Solution Design

Document (SDD) and Report on Hardware

requirement to be arranged by Client / ULB).

10%

2 Acceptance of User Acceptance Test per

Application wise.

20% of Application Cost

Quoted

3 ULB wise Data Migration and Go Live

4 Municipal Corporation 5% each corporations 20%

109 ULBs ( per 10/11 ULB) -4 % each 40%

4 Balance to be paid during first year O&M on

Monthly basis @ 2.5 % per quarter

10%

S No Operation and Maintenance Payment % of quoted

Fee

1 O&M including help desk support Monthly basis @

25% per quarter for 1st and 2nd year (FOR C1 & C2

of Price schedule)

25% of Annual Fee

quarterly

2 Payment for Help Desk support, cost for 3rd Year @

25 % per quarter ( For C-3 of price schedule)

25% of Annual Fee

quarterly

S No Training Payment % of quoted

Fee

1 For Training of 510 staff to be completed in batches

of 30 Nos.

90% of fee per Training

per batch

2 At the end of 1st year O&M during which on the job

trainings/handholding to 113 ULBs should have been

completed

Remaining 10% of quoted

fee


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7.6 DELAYS IN THE CONSULTANT'S PERFORMANCE

7.6.1 Delivery of services shall be made by the Service Provider in accordance with the time-

schedule specified by DMA.

7.6.2 The Consultant will strictly adhere to the time-schedule for the performance of Work.

However, DMA can relax this time limit.

7.6.3 In case of delay in performance for reasons attributable to the Service Provider, such

liquidated damages shall be imposed as are stipulated in the clause 6.10 placed or

agreement signed, while awarding the consultancy work.

7.7 PERFORMANCE SECURITY

Within 7 (Seven) days of Notification of “Award of the Work” the company shall furnish Performance

Security to DMA @ 10% of the total value of quoted bid by way of irrevocable and unconditional

Bank Guarantee in favour of DMA for a period to be specified in the award of work. This Bank

Guarantee should be valid for 3 years duration. The proceeds of the Performance Security shall be

payable to DMA as compensation for any loss resulting from the Company’s failure to fulfill its

obligations under the terms and conditions of the Work Order. The EMD of the company shall be

returned on submission of above performance Security.

The Performance Security regarding commencement of job / task will be discharged by DMA and

returned to the company not later than 30 (Thirty) days following the date of completion of the

company’s performance, related obligations under the terms & conditions of the Work Order.

7.8 TERMINATION FOR DEFAULT

DMA may without prejudice to any other remedy for breach up of terms and conditions (including

forfeiture of Performance Security by written notice of default sent to the company, terminate the work

/ task in whole or in part, after sending a notice to the Company in this regard.)

7.8.1 If the Company fails to deliver or complete the job assigned in the terms and conditions

within the time period (s) specified in the Tender Document.

7.8.2 If the Company fails to perform any other obligations under the terms and conditions.

7.9 PROGRESS OF THE PROJECT

Progress of the Project may be intimated in writing to DMA on monthly basis.

7.10 CONFIDENTIALITY


P a g e | 3 5

Any information pertaining to the Govt. of Odisha or any other agency involved in the project,

matters concerning Govt. of Odisha that comes to the knowledge of the vendor in connection with this

contract, will be deemed to be confidential and the contractor will be fully responsible for the same

being kept confidential and held in trust, as also for all consequences of its concerned personnel

failing to observe the same. The vendor shall ensure due secrecy of information and data not

intended for public distribution. The affidavit to this effect should be submitted along with security

deposit.

7.11 EXIT MANAGEMENT

7.11.1 In the case of termination of the Project Implementation, the parties shall agree at that

time whether, and if so during what period, the provisions of the clause shall apply. The

parties shall ensure that their respective associated entities shall carry out their respective

obligations set out in this clause

7.11.2 Confidential Information, Security and Data: SI shall promptly on the commencement of

Exit Management period, supply to DMA the following, namely:

All current and updated data as is reasonably required for the purposes of

DMA transitioning services to its replacement ITSP in a readily available

format

All other information (including but not limited to documents, records and

agreements) relating to the services reasonably necessary to enable DMA,

or its Replacement ITSP to carry out due diligence in order to transition of the

Provision of the services to DMA, or its Replacement ITSP (As the case may

be)

Before the expiry of the Exit Management period, SI shall deliver to DMA all

new or updated materials and shall not retain any copies thereof, except that

the SI shall be permitted to retain one copy for archival purposes

Before the expiry of the Exit Management period, unless otherwise provided

under the agreement, DMA shall deliver to SI all forms of confidential

information of SI which is in the possession of DMA and its users.

System Integrator shall submit source code of all applications to H&UD

Dept/DMA and any other relevant information. The source code and the

intellectual property rights concerning the Project shall vest with H&UD

Dept., Government of Odisha

7.12 FORCE MAJEURE

7.12.1 This clause shall mean and be limited to the following in the execution of the contract

placed by DMA.

War / hostilities


P a g e | 3 6

Riot or civil commotion

Earth Quake, Flood, Tempest, Lightning or other natural physical disaster

Restrictions imposed by the Government or other statutory bodies, which is

beyond the control of the consultant, which prevent or delay the execution of the

order by the consultant

7.12.2 The consultant shall advise DMA in writing the beginning and the end of the above

clauses of delay, within 7 days of occurrence and cessation of the force majeure

conditions. In the event of a delay lasting for more than one month, if arising out of clauses

of force majeure, DMA reserves the right to cancel the contract without any obligation to

compensate the consultant in any manner for whatsoever reason, subject to the provision

of clause mentioned.

7.13 ARBITRATION Refer clause 8 of Annexure-M

7.14 LEGAL JURISDICTION

All legal disputes are subject to the jurisdiction of Bhubaneswar courts only.

7.15 COMPLETENESS OF TENDER OFFER

The Bidder is expected to examine all instructions, forms, terms, conditions and deliverables in the

Tender Documents. Failure to furnish all information required by the tender documents or

submission of a tender offer not substantially responsive in every respect to the tender documents

will be at the Bidder 's risk and may result in rejection of its tender offer. The tender offer is liable to

be rejected outright without any intimation to the Bidder if complete information as called for in the

tender document is not given therein, or if particulars asked for in the Forms / Performa in the tender

are not fully furnished.


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CHAPTER – 8

PROFORMA & ANNEXURE


P a g e | 3 8

ANNEXURE – A: BID COVER LETTER (TECHNICAL BID)

BID COVER LETTER (TECHNICAL BID) (On Bidder Letter Head)

To

Director Municipal Administration Through

Additional Director





PIN: 751014


Ref: Tender No: Tender Name: __________________________________________

Sir, We declare:

1) That we have the domain knowledge in functioning of Urban local bodies, municipal e-governance, Web Application Development, Multiple Database Handling, Database Synchronization, and Database Integration with other existing software, generic report generation software, Training on Software & Networking.

2) That we are equipped with adequate manpower/technology for providing the services as per the requirement laid down in the RFP Document and we are prepared for live/technical demonstration of our capability and preparedness before the Director of Municipal Administration

3) We hereby offer to provide the Services at the prices and rates mentioned in the Price Bid at Annexure J and K

4) Schedule for Providing Services

5) We do hereby undertake, that, in the event of acceptance of our bid, the Services shall be provided as stipulated in the schedule to the Bid document and that we shall perform all the incidental services.

6) We enclose herewith the complete Bid as required by you. This includes:

i) Bidder’s Brief Profile (Annexure B)

ii) Synopsis of Pre- Qualification ( Annexure- C)

iii) Synopsis of Technical Bid ( Annexure- D)

iv) Financial Detail of Bidder ( Annexure- E)

v) Proposed Methodology & Timeline (Annexure-F)

7) We agree to abide by our offer for a period of 180 days from the date of submission of Bid and that we shall remain bound by a communication of acceptance within that time.

8) We have carefully read and understood the terms and conditions of the tender and the conditions of the contract applicable to the tender and we do hereby undertake to provide services as per these terms and conditions.

9) Certified that the bidder is a company and the person signing the tender is the duly constituted attorney.

10) Bid Security (Earnest Money Deposit) for an amount equal to Rs. 10,00,000.00 (Rupees Ten Lakh only) is enclosed in the Cover containing the letter for Pre-qualifying Requirements.

11) We do hereby undertake, that, until a formal contract is prepared and executed, this bid, together with your written acceptance thereof or placement of letter of intent awarding the contract, shall constitute a binding contract between us.



P a g e | 3 9

Signature of the Bidder

Date:

Place: Company Seal


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ANNEXURE – B: BIDDER’S BRIEF PROFILE BRIEF PROFILE - LEAD BIDDER’S

1 Name of the Firm/Company

2 Year Established

3 Address of Office

4 Telephone No.

5 Fax No.

6 E-mail Address

7 Website

8

Sectors’ in which the company/firm has provided similar services to Govt./PSU/Agencies in India

9

No. of full time personnel currently under employment

10 Name of the Contact Person

11 Contact Person’s mail id

12 Contact Person’s Mobile No


Date:

Place: Company Seal

BRIEF PROFILE - CONSORTIUM MEMBER

1 Name of the Firm/Company

2 Year Established

3 Address of Office

4 Telephone No.

5 Fax No.

6 E-mail Address

7 Website

8 Sectors’ in which the company/firm has provided similar services to Govt./PSU/Agencies in India

9

No. of full time personnel currently under employment

10 Name of the Contact Person

11 Contact Person’s mail id

12 Contact Person’s Mobile No


Date:

Place: Company Seal


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ANNEXURE – C: FORMAT FOR SYNOPSIS OF PRE- QUALIFICATION

Format for Synopsis of Pre-Qualification

2 Technical qualified personnel / work force are personnel with Engineering/MBA/Post graduate qualifications

1. Name of the organization / Firm/ Institute

2. Date of Registration of Firm

3.

Permanent address Tel : Fax : Email id :

4.

Name of the Authorized person for submitting proposal: Mobile No. : Email id : (Attach Authorization letter of Competent Authority)

5.

Demand draft/Receipt Details of Tender fee (Rs. 10,000/-) Amount : DD No. : Issuing Date : Name of the Bank:

6.

Demand draft Details OF EMD (Rs. 10.00 Lakh) Amount : DD No. : Issuing Date : Name of the Bank: Bank guarantee (BG) is acceptable. BG format is as specified at Annexure- X. Issuing and advising bank to issue using SFMS as per directive of Ministry of Finance Govt. Of India F.No.7/112/2111-BOA dated 17.07.2012.

7. Details of registration of GST (Enclosed copy of documents)

8. ISO 9001:2000 Certification details:

9. Details of SEI-CMM Level – 3 Certification:

10. Number of Technical Qualified Personnel2 as on 30.11.2019 (Self-Certification enclosed)

11. Self-Declaration Certificate regarding ineligibility/ Blacklisting

(To be Furnished and Enclosed)

12.

The bidder to confirm of having requisite experience and deploy Expert/ workforce having knowledge in the technology as specified in Annexure O.

YES/ NO


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14. Financial Details (Separate sheet to be enclosed for each member of Consortium on Bidder

Letter Head - please refer clause 3.4 under Section on pre-qualification for general bid):

SN Year

TURN OVER

from software development, maintenance and system

Integration

Networth

1. 2016-17

2. 2017-18

3. 2018-19

4. Average for 3 years

15. Format for Qualifying Requirement

Table - A

“Similar Project” of “Developing and Implementing Web-Based Integrated Solution either on Open

Source Platform or Developed on Own / Licensed Platform for e governance applications for

municipalities / state & central government departments / PSUs” for minimum 3 Functions listed

as per clause 3.5 A under Section on pre-qualification for general bid.

SN

Name of Client and

Address

Project details

(Web-Based Integrated

Solution either on Open Source

Platform or Developed on

Own / Licensed Platform for e governance

applications for municipalities / state & central

government departments /

PSUs)

Project Executed in

at least 1 Municipal

Corporation with a

population more than 5

lakhs or

at least 50 ULBs of a

single state in India or

In case of PSU in the

whole company or

In case of government in the whole department

Date of Work order/

Agreement

Date of GO-Live

O&M Period

Name of Functions covered under e

governance application

for municipalities

/ state & central


PSUs

Work order/

Agreement Copy.

At page---

13. If bidding as consortium, Furnish details of Consortium

Party 1 a. Name:

b. Role/Scope:

c. Agreement/MoU

Party 2 a. Name:

b. Role/Scope:

c. Agreement/MoU


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Table -B

Bidder must have Developed and Implemented Web-Based Integrated Solution either on open

source platform or developed on own/Licensed platform addressing a minimum of 3 Functions (listed

as per clause 3.5 A under Section on pre-qualification for general bid) for e governance application

for municipalities / state & central government departments / PSUs and have successfully operated

for 1 year after Go-Live of Similar project in past 7 years and the Project value should be as below:

One project of project value not less than Rs.7 Crore or Two projects of project value not less than

Rs.5 Crore each or Three projects of project value not less than Rs.4 Crore each.

SN

Name of Client and

Address

Project details

(Web-Based Integrated

Solution either on Open Source

Platform or Developed on

Own / Licensed Platform for e governance

applications for municipalities / state & central


PSUs)

Project Value in Rs

Date of Work order/

Agreement

Date of GO-Live

O&M Period

Name of Functions covered under e

governance application

for municipalities

/ state & central


PSUs

Work order/

Agreement Copy.

At page---

Note: Project covered in Table-A can also be repeated under Table-B. Certified that the information provided above are true and correct, documents enclosed as per requirement.

Authorized Signature [In full and initials]: Name and Title of Signatory:

Name of Firm: Seal:


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ANNEXURE – D: FORMAT FOR SYNOPSIS OF TECHNICAL BID

Format for Synopsis of Technical Bid

1. Work Experience In Developing and Implementing Web-Based Integrated Solution for e governance applications for municipalities / state & central government departments / PSUs in last 7 years Up To 30/11/2019

SN

Name of Client and Address

Project details for Developing and Implementing Web-Based Integrated

Solution in last 7 years

Value of consultancy

fee in INR

Work order issued/ MoA

signed on (date) (Attach

documents)

Reference page no of Support Documents

(ADD ROWS IF REQUIRED)

NB: Single Project value must be Rs. 1 Crore or above will be considered for weightage. Bidder must submit the project completion/implementation certificate or copy of Agreement as documentary proof to certify value of contract. Total value will be considered for marking.

* Percentile marking method will be adopted - the highest will get 10 marks and others will get in proportion.

2. Experience in Operation and Maintenance of Web-Based Integrated Solution for e

governance applications for municipalities / state & central government departments / PSUs in last 7 years Up To 30/11/2019

SN Client and Address

Project details for Operation and Maintenance of

Web-Based Integrated Solution

Duration of O&M

Value of contract Work order

issued/MoA signed on

(date) (Attach documents)

Reference page no of Support Documents

1

2

3

Single Project value must be Rs. 1 Crore or above will be considered for weightage Bidder must submit the project completion/implementation certificate or copy of Agreement as documentary proof to certify the Operation and Management Experience. Total O&M period will be considered for marking.



P a g e | 4 5

3. Number of Persons/ professionals Trained for each Assignment of Implementation of Web-Based Integrated Solution for e governance applications for municipalities / state & central government departments / PSUs in last 7 years.

SN Client and Address

Project details for No. of Training

Number of Persons Trained

Value of Assignment

Client Certificate

(Attach documents)

Reference page no of

Support Documents

1

2

3

NB: Single Project value must be Rs. 1 Crore or above will be considered for weightage Bidder must submit the Client Certificate or Self certification by internal auditor is acceptable to certify the training of professionals. Total number of persons trained will be considered for marking


4. Experience in Municipal/Smart City SPV Projects in Government Institution of India. MAXIMUM 5 PROJECTS IN LAST 7 YEARS

SN

Name of Client and Address

Project details in last 7 years Value of

Contract in INR

Work order issued/MoA

signed on (date) (Attach

documents)

Reference page no of

Support Documents

NB: Single Project value must be minimum Rs. 50 lakhs or above will be considered for weightage. Bidder must submit the project completion/implementation certificate or copy of Agreement as documentary proof to certify value of contract. Total value will be considered for marking. * Percentile marking method will be adopted - the highest will get 10 marks and others will get in proportion.

5. Details of Key Personnel: CV of Key personnel to be attached as per format given in Annexure F-1

SN Position Name of the Expert Qualification Experience Details of best

projects

1 Project Manager

2 Functional Expert

3 Solution Architect

Authorized Signature [In full and initials]:

Name and Title of Signatory: Name of Firm:

Seal:


P a g e | 4 6

ANNEXURE-E: FINANCIAL DETAILS OF BIDDER

Financial Details of Bidder

(Charted Accountant Certificate and Balance Sheet to be enclosed):

Use Separate sheet for each Consortium Member

SL. No. Financial YEAR TURN OVER

from software development, maintenance and system Integration

Networth

1 FY 2016-2017

2 FY 2017-2018

3 FY 2018-2019

4

Average for 3 years

Statutory Auditor Name of Audit Firm: Seal of Audit Firm: Name of Partner: Membership No: Contact No: Address: Note: The Bidder shall attach copies of the Balance Sheets, financial statements certified by Chartered Accountant in Practice with his registration no for each financial year. The bidder will submit Statutory Audit Report for each year reflecting annual turnover for each year.


P a g e | 4 7

ANNEXURE-F: PROPOSED APPROACH AND METHODOLOGY OF THE PROJECT

PROPOSED APPROACH AND METHODOLOGY OF THE PROJECT

A detailed wr ite-up under the following heads to be submitted along with this offer.

i. Appreciation of the project and response to the ToR.

ii. Approach & Methodology to take up project.

Attach Sheet(s), as required

Authorized Signature [In full and initials]: Name and Title of Signatory:

Name of Firm: Seal:


P a g e | 4 8

ANNEXURE-F-1: FORMAT OF CV PROPOSED POSITION : 1. Full Name : 2. Date of Birth : 3. Education : 4. Other Training : 5. Countries of Work

Experience :

6. Employment Record S.No Name of the Organisation Date Role

7. Work Undertaken That Best Illustrates Capability To Handle the Tasks Assigned Project Name Client Name Year & Location Position Held Main Project

Features (1-2 lines max) and Activities Performed

Project Features: Activities Performed:

Project Name Client Name Year & Location Position Held Main Project

Features (1-2 lines max) and Activities Performed

Project Features: Activities Performed:


P a g e | 4 9

ANNEXURE-G: SELF DECLARATION

SELF DECLARATION

Date :

Ref :

To


Additional Director





PIN: 751014


Ref: Tender No:

Sir, In response to the invitation No. , Dt: . Of Ref. Ms. /Mr.

, as a , I / We hereby declare that our company

is having unblemished past record and was not declare black listed or

debarred either indefinitely or for a particular period of time.


Date:

Place: Company Seal



P a g e | 5 0

ANNEXURE-H: ACCEPTANCE OF TERMS & CONDITIONS CONTAINED IN THE TENDER DOCUMENTS

ACCEPTANCE OF TERMS & CONDITIONS CONTAINED IN THE TENDER DOCUMENTS

To


Additional Director





PIN: 751014

Email : [email protected] Ref: Tender No:

Sir,

I have carefully gone through the Terms & Conditions contained in the Tender Document

(RFP) and Addendum and Corrigendum issued [No. <<>> ] regarding “Selection of

Implementing Agency for implementation of an Integrated e-Governance Solution across all

Urban Local Bodies of Odisha””

I declare that all the provisions/clauses of this Tender Document are acceptable to my

company. I further certify that I am an authorised signatory of my company and am,

therefore, competent to make this declaration.


Date:

Place: Company Seal



P a g e | 5 1

ANNEXURE-I: CONSORTIUM AGREEMENT

CONSORTIUM AGREEMENT (In Non-Judicial Stamp Paper)

This Consortium Agreement is executed on this…………. day of…………….., 2019 between M/s………………….………., a company incorporated under laws of………………..and having its Registered/Principal Office at………………………….……………………. (herein after called the `Lead Member’ which expression shall include its successors, executors and permitted assigns)

And M/s……………………………………………………………., a company incorporated under the laws of ………………and having its Registered/ Principal Office at……………………………..………………. (herein after called the ‘Second Member’ which expression shall include its successors, executors and permitted assigns) The two Consortium Members are collectively referred to as “Consortium Members”.

A. WHEREAS, DMA has invited Request for Proposal (RFP) from Consultancy Firm vide its document no. …………………… for Selection of Implementing Agency for Implementation of e-Governance Solution in all Urban Local Bodies (ULBs) of Odisha.

B. AND WHEREAS as per the RFP document, Consortium applications will also be considered by DMA subject to a maximum of two Consortium members.

C. AND WHEREAS the Bid documents are being submitted to DMA vide Proposal dated ………… based on the Consortium Agreement by these presents in accordance with the requirement of RFP document conditions and requirements and have been signed by all the Consortium members. NOW THIS INDENTURE WITNESSETH AS UNDER: In consideration of the above premises and agreements all the Consortium Members to this Consortium do hereby agree as follows:

1. We the partners in the Consortium hereby confirm that the name and style of the Consortium shall be…………….. Consortium.

2. In consideration of the RFP bid submitted by the Consortium to DMA, qualification of our

bid by DMA if considered acceptable and on the award of contract by DMA to the Consortium (if selected by DMA), we the partners to the Consortium, hereby agree that the Lead Member (M/s………… ) shall act as the lead partner for self, and for and on behalf of Second Member and further declare and confirm that we shall jointly and severally be bound unto DMA for execution of the contract in accordance with the contract terms and shall jointly and severally be liable to DMA to perform all contractual obligations including technical guarantees. Further, the Lead Member is authorised to incur liabilities and receive instructions for and on behalf of any or all partners of the Consortium.

3. The roles and responsibilities of each Consortium Members are as given below.

Consortium member Scope of work

Lead Member

Second Member

The Minimum holding of Consortium member shall be 26%.

4. In case of any breach of the said contract by any of the partners of the Consortium, we hereby


P a g e | 5 2

agree to be fully responsible for the successful execution/ performance of the contract in accordance with the terms of the contract. 5. It is expressly understood and agreed between the partners to this agreement that the responsibilities and obligations of each of the partners shall be as detailed in clause 3 supra. It is further agreed by the partners that the above sharing of responsibilities and obligations shall not in any way be a limitation of the joint and several responsibilities of the partners under the contract. 6. This Consortium Agreement shall be governed, construed and interpreted in accordance with Laws of India. Courts of Bhubaneswar shall have exclusive jurisdiction in all matters arising there under. 7. In case of award of Contract, we the partners to this Consortium Agreement do hereby agree that we shall furnish the contract Performance Guarantee in favour of DMA from a bank acceptable/ approved by DMA for a value as stipulated in the Contract award and such guarantee shall be in the names of Lead Member of the Consortium. 8. It is further agreed that this Consortium Agreement shall be irrevocable and shall form an integral part of the Contract and shall continue to be enforceable till DMA discharges the same. It shall be effective on the date first above mentioned for all purposes and intents. IN WITNESS WHEREOF, the partners to this Consortium agreement have, through their respective Authorised Representatives, have executed and delivered this Consortium Agreement on the day first above mentioned. For M/s……………………….(Lead Member) Signature of Authorised Representative Name Designation For M/s……………………….(Second Member) Signature of Authorised Representative Name Designation Witness 1: Witness 2


P a g e | 5 3

ANNEXURE-J: COVER LETTER (PRICE BID)

COVER LETTER (PRICE BID)

To


Additional Director





PIN: 751014


Ref: Tender No:

Sir,

We declare:

1) That we have the domain knowledge in functioning of ULBs, municipal e-governance, Office Automation Process, Web Application Development, Multiple Database Handling, Database Synchronization, and Database Integration with other existing software, generic report generation software, Training on Software & Networking.

2) That we are equipped with adequate manpower/technology for providing the services as per the requirement laid down in the RFP Document and we are prepared for live/technical demonstration of our capability and preparedness before the representatives of Director of Municipal Administration

3) We hereby offer to provide the Services at the prices and rates mentioned in the Price Bid at Annexure L to K

4) Schedule for providing Services

5) We do hereby undertake, that, in the event of acceptance of our bid, the Services shall be provided as stipulated in the schedule to the Bid document and that we shall perform all the incidental services.

6) We enclose herewith the complete Price Bid as required by you. This includes:

i) Price Bid Cover Letter (Annexure J)

ii) Price Schedule (Annexure- K )

7) We agree to abide by our offer for a period of 180 days from the date fixed for opening of the Technical

Bids and that we shall remain bound by a communication of acceptance within that time.

8) We have carefully read and understood the terms and conditions of the tender and the conditions of the

contract applicable to the tender and we do hereby undertake to provide services as per these terms

and conditions.

9) Certified that the bidder is a company and the person signing the tender is the duly authorized to

sign the bid.

10) We do hereby undertake, that, until a formal contract is prepared and executed, this bid, together with

your written acceptance thereof or placement of letter of intent awarding the contract, shall constitute a

binding contract between us.


Date:

Place: Company Seal



P a g e | 5 4

Notes:

I. Bidder should provide all prices as per the prescribed format under this Annexure

II. All the prices (even for taxes) are to be entered in Indian Rupees ONLY (%age values are not

allowed)

III. It is mandatory to provide breakup of all Taxes, Duties and Levies wherever applicable And / or

payable.

IV. DMA reserves the right to ask the Bidder to submit proof of payment against any of the taxes,

duties, levies indicated.

V. DMA shall take into account all Taxes, Duties & Levies for the purpose of Evaluation

VI. The Bidder needs to account for all Out of Pocket expenses due to Boarding, Lodging and other

related items.

VII. The Unit Rate as mentioned in the following formats shall be used for the purpose of ‘Change

Order’ for respective items, if any. However, based on the market trends, DMA retains the right to

negotiate this rate for future requirements.

VIII. For the purpose of evaluation of Price Bids the DMA shall make appropriate assumptions to arrive

at a common bid price for all the Bidders. This however this shall have no co-relation with the

Contract value or actual payment to be made to the Bidder. In case the bidder fails to provide

any price for any of the line item or assumes any functionality less than what is required

than highest price offered by any of the bidders for the same line item including implementation

charge will be added to the bidders quote for lowest bidder calculation.


P a g e | 5 5

ANNEXURE-K: PRICE BID SCHEDULE

PRICE BID SCHEDULE

Price Schedule Part-I

A. Study of Existing system and Customization from e- Municipality to DIGIT Platform. Migration and Transfer of Data from Existing Application creation of SUJOG Dashboard. Go-Live of application in 113 ULBs for the following Application.

Sl No. Item Name of Application Total Price in Rs Total Price in Words

A-1 Property Tax

A-2 Trade License

A-3 Building Plan Approval

A-4 Grievance Redressal

A-5 Finance & Accounts

A-6 Water & Sewerage

A-7 Dashboard & Portal

Total (A)

(Add row for extra Application name)

B. Integration of e_ Municipality data into SUJOG Dashboard with Application Programme Interface (API) (Customization Source code to be provided to the bidder).

Sl No. Item Name of Application Total Price in Rs Total Price in Words

B-1 Marriage Registration

B-2 Road Trenching

B-3 Odisha One Portal

B-4 Municipal Services Pavilion and

CSCs

B-5 IFMS/Treasury

B-6 Human Resource Management

System

B-7 State determined payment gateway

and SMS gateway, POS machine

B-8 Digital Signature/e-sign


P a g e | 5 6

Total B)

(Add row for extra Application name )

C. Operation & Maintenance C-1 Operation and Maintenance of Customized Application covered under A including help desk support for 2 Years

Sl.

No Description Amount in INR

Per month Total Cost INR per year

1. Lump Sum for Year-1

2.

Lump Sum for Year-2

TOTAL of C-1

C-2 Operation and Maintenance of Integrated Municipal Application covered under B including help desk support for 2 Years (Limited to Customised Code Provided)

Sl. No Description Amount in INR

per month Total Cost INR

1. Lump Sum for Year-1

2.

Lump Sum for Year-2

TOTAL of C-2

C-3 Help Desk Support for 1 Year after Operation and Maintenance period for Applications

Sl. No Description Amount in INR

per month Total Cost INR per year

1. Lump Sum

TOTAL C-3


P a g e | 5 7

D. Capacity Building and Training to the professionals of 113 ULBs total (Total 510 No. of personnel – in batches of 30 for 6 days) for taking over operation of Applications during first year O&M period. TA & DA charges to be paid by client to trainees.

SI.

No Description Amount (in

INR) per batch of 30 staff for 6 days (R)

Total Cost (in INR) for 17 batches =17*R

1. Lumpsum

Total - D


Date:

Place: Company Seal


P a g e | 5 8

Summary of Price Bid- Schedule-I S No. Particulars Amount in INR A Study of Existing system and Customization from e-

Municipality to DIGIT Platform. Migration and Transfer of

Data from Existing Application creation of SUJOG

Dashboard. Go-Live of application in 113 ULBs for the

following Application. (Total A)

B Integration of e-Municipality data into SUJOG along with

integration with external applications through Application

Programme Interface (API) (Customization Source code

to be provided to the bidder) (Total B)

C-1 Operation and Maintenance including helpdesk support

of Customized Application covered under A for 2 Years

(Total_C1)

C-2 Operation and Maintenance including help desk support

of Integrated Municipal Application covered under B for 2

Years (Limited to Customised Code Provided)

(Total_C2)

C-3 Help Desk Support for 1 Year after Operation and

Maintenance period (Total_C3)

D Capacity Building and Training to the professionals of 113

ULBs (Total_D)

Total (A+B+C1+C2+C3+D)

Add GST @_____

Grand Total

Total Amount in Words


Date:

Place: Company Seal


P a g e | 5 9

Price Schedule Part-II

A. Rate per Man-month for Change Request Management additional Scope and to be valid till the end of O&M contract period & Help Desk Support Period.

Sl. No Description Rate per Manmonth in INR

1. Project Manager

2. Functional experts

3. Solution Architect

4. DevOps Engineer

5. Technical Support Engineers

6. Helpdesk support Officer

B. Rate for Data digitization If any during implementation

Sl. No Description Rate per in Rs.

1. Scanning & digitization per page

2. Data entry of the master data/ the transaction data per record

C. Rate for fresh development, O&M of additional modules in DIGIT platform such as marriage registration, road trenching etc.

Sl. No Description Rate per in Rs.

1. Development of module in DIGIT platform

2. O&M of the module in DIGIT platform


Date:

Place: Company Seal


P a g e | 6 0

ANNEXURE- L: TERMS OF REFERENCE & PROJECT PROFILE

Terms of Reference & Project Profile

1. Background

1.1. Introduction

The Government of Odisha is striving to leverage digital transformation in heralding a new era of improved efficiency and effectiveness of services delivery to the citizens. Further, it is an endeavour of the Government of Odisha to continuously improve the quality of life of citizens by leveraging new-age innovative technologies.

The Housing & Urban Development Department (H&UDD), Government of Odisha has ambitious plans to scale up e-governance across all 114 Urban Local Bodies (ULBs) in the state. It aims to enhance the citizen experience of public services by providing integrated, end-to-end services using a comprehensive State-wide Service Delivery Infrastructure, supported by a chain of Citizen Service Centres (CSCs3) and by utilizing advanced ICT tools for citizen-facing service delivery and back-office computerization.

Given this context, H&UDD has launched a programme named ‘SUJOG - Sustainable Urban Services in a Jiffy by Odisha Government’ to roll out e-governance services across the ULBs in State. SUJOG will make urban governance transparent, technology enabled, time-bound through teamwork, thereby leading to transformation in the lives of citizens in all Urban Local Bodies of the State. This initiative has to be driven by the following Vision Statement:

“To keep citizens at the heart of the Digital Transformation of urban services”.

Further, to bolster its commitment towards revitalizing the public administration and making it citizen-centric, H&UDD has signed a MoU with eGovernments Foundation, to deploy their full stack of Municipal Services applications alongwith the digital platform called ‘DIGIT - Digital Infrastructure for Governance, Impact & Transformation’ − India’s largest Open Source Platform for Urban Governance. DIGIT is a modular, extensible and evolvable platform that complies with the architectural principles and guidelines as proposed in the National Urban Innovation Stack, published by Ministry of Housing & Urban Affairs (MoHUA) https://smartnet.niua.org/nuis.

Refer Appendix 1 for the key guiding principles of DIGIT and detailed documentation of the Platform.

The Platform includes a feature-rich digital Dashboard, portal for all ULBs, Public Grievance Management System, Financial Budget & Accounting System, Asset Management System, Property Tax Management System, Water and Sewerage System, Trade License System and Online Building Plan Approval System.

To implement the above initiative, H&UDD intends to engage a Professional Agency, referred to as the “Bidder” that will implement the envisaged system in all its dimensions as specified in this RFP as well as operate & maintain this system as specified in this RFP.

The following sections give a broad project objective & outcomes and broad scope of work to be performed by the Bidder.

1.2. Project Objectives

3 CSCs are broadband enabled service delivery points, for aggregating content and offering relevant Government to Customers

(G2C), Business to Customers (B2C), Business to Business (B2B) and other services to Urban citizens

https://smartnet.niua.org/nuis


P a g e | 6 1

The broad objectives of the project include:

a. Provide enhanced quality of urban services to citizens through online / single window service delivery channel and ensure accessible, convenient, transparent and timely delivery of services

b. Minimize the number of visits required by the citizens to the ULBs c. Achieve internal efficiency & effectiveness of the ULB by

Automating and optimizing their back-office processes, which helps them, focus on their core functions and responsibilities by freeing them from routine operations.

Integrating the departments/functions within ULB for better information flow and transparency.

d. Integrate with the existing software in place at H&UDD/ULB/Other urban parastatals e. Facilitate secure, instantaneous and online payment options for the taxes and statutory fees

associated with services. f. Reduce administrative burden and be a cost-effective service delivery channel for ULBs.

1.3. Project Outcomes

From the perspective of different stakeholders, following are the desired outcomes from this project:

a. For Citizens & Businesses:

Anywhere, Anytime Services via multiple Delivery channels & mechanism

Delivery of all Services within pre-defined timelines

Ease of payment of fees for the services received

An effective Grievance Redressal Mechanism

Transparency in availing services

Improved citizen participation

b. For ULBs & the Government:

Improved service delivery to citizens

Standardized practices and procedures across all ULB offices

Improved productivity of officials

Centralized decision support system to monitor and evaluate the performance of all ULB offices

2. Scope of Work

2.1. Digital Solution Implementation

2.1.1. Requirement Gathering a. The Bidder shall understand the DIGIT platform, along with key features and functionalities. b. The Bidder shall carry out a detailed study of the functional requirements of the Solution to

formulate the Solution Design Document (SDD). For Minimum functional requirements and features of each of the modules of the Solution, refer to Appendix 2 of this RFP. The SDD shall necessarily contain the following details:

Detailed mapping of the prevailing workflows for different processes

Functional logic for various Citizen service and support processes - for example issue of trade license, property mutation etc.

User groups, roles and types of access needed

Service access channels- such as portals, CSCs, mobile app, handheld devices, etc.

System checks requirements

Master Data requirements

Reporting requirements

Security requirements

Audit requirements


P a g e | 6 2

Migration requirements - Digital and Manual records

Language and Localization requirements

Integration requirements with existing systems and any other external agencies

Any other relevant details which are required to clearly articulate solution requirement

c. The Bidder shall visit at least 3 Municipal Corporations, 3 Municipalities and 3 NACs to understand the process and shall work with the stakeholders to get comprehensive understanding of the gaps as part of the assessment.

d. The Bidder shall conduct workshops with relevant users of the systems wherever necessary, to obtain more details on the requirements of the project

e. The Bidder shall compare the prevailing processes and any planned changes to these processes with the Platform/ product

f. The SDD preparation shall take into account the Business Process Reengineering (BPR) changes identified during the Requirement gathering stage

g. The Bidder shall identify the configurations, extensions and integration requirements for the implementation. Any changes required in the proposed processes will have to be explicitly discussed and agreed with H&UDD and relevant stakeholders.

h. Based on the requirements study, Bidder shall submit a SDD which should be agreed upon with H&UDD through a formal sign off.

i. Once the SDD is approved, the Bidder would create a High Level Design (HLD) which should be agreed upon with H&UDD through a formal sign off. The HLD would consist of deployment design, coding standards, architectural requirements etc.

2.1.2. Solution Configuration

a. The Bidder shall configure and deploy the solution for delivering all the services and management functions detailed in SDD.

b. The Solution shall be hosted at the State Data Centre (SDC) on the basis of evaluation of SDC. c. The Solution should be able to integrate with the other e-Governance applications if any as

determined during the study phase and necessary APIs should be developed for integration. Few of these external applications are mentioned below:

Odisha One Portal

Municipal Services Pavilion and CSCs

IFMS/Treasury

Human Resource Management System

State determined payment gateway and SMS gateway, POS machine

Digital Signature/e-sign

Digi Locker

Marriage registration (In E-municipality)

Road trenching (In E-municipality) etc d. Web Portal and Mobile applications shall be the interface and delivery channel for citizens,

employees and other stakeholders to access various services of the ULBs. Users shall have direct access to this portal from their office/homes/other locations. The portal shall also be accessible from CSCs.

e. In order to extend and configure the platform to provide the solutions listed in this RFP, the Bidder must adhere to all applicable guiding principles of DIGIT.

f. The Bidder will support in the SSL Certificate procurement requirement for Odisha domain name. The number of SSL certificates will depend on the number of domains. The SSL certificate will be procured by the Department.

g. The Bidder needs to operate/maintain all third party services like wordpress plugins, Google Play store / IOS Store account etc.

h. The Bidder will freshly develop additional modules on DIGIT platform (if required). Payment for this shall be based on item rate offered in financial bid.

2.1.3. Acceptance Testing, Audit and Certification


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a. The Bidder must build up an overall plan for testing and acceptance of system, in which specific methods and steps should be clearly indicated and approved by H&UDD. The acceptance test plan will be defined by the Bidder, agreed and approved by H&UDD and will include all the necessary steps to ensure complete functionality, operation and performance of the system.

b. Primary goal of Testing & Acceptance would be to ensure that the project meets requirements, standards, specifications and performance prescribed by the RFP by ensuring that the following are associated with clear, quantifiable metrics for accountability:

Functional Requirements

Availability

Performance

Security

Manageability

Project Documentation

Data Quality

c. UAT shall be done centrally. Installation and operation testing has to be done at all installation sites.

d. It is Bidder’s responsibility during the tests to evaluate and recommend any further changes to the infrastructure & application, at no extra cost to H&UDD. Any recommendations for change will be discussed with H&UDD.

e. H&UDD reserves the right to conduct Third Party Audit for functional, performance, security, SLA monitoring, hardware & infrastructure, etc. Cost incurred towards Third Party Audit will be borne by the H&UDD.

2.1.3.1. Acceptance Criteria

a. System would be accepted in a phased manner. The Bidder has to ensure the delivery of the system as per Implementation Plan. H&UDD will accept the system only when the system is up as per implementation plan (along with data digitization & migration requirement for the respective sub system/module) and the shortlisted Services are getting delivered via the same.

b. Functional Requirements: The system developed/customized by Bidder shall be reviewed and verified by the H&UDD and select internal department users (i.e. User Acceptance Testing) against the Functional Requirements signed-off. Any gaps, identified as a severe or critical in nature, shall be addressed by Bidder immediately prior to Go-live of the system.

c. Performance: Performance is that aspect of service, which is measured in terms of throughput and latency. The thresholds for performance shall be defined in the Initial phase of the project. Higher throughput and lower latency values represent good performance of a service. Throughput represents the number of service requests served. Latency is the round-trip time between sending a request and receiving the response. This test process will include the following activities:

Determination of performance metrics

Designing performance tests

Development of workload

Performance testing

Identification of bottlenecks and providing solutions

Determining final performance figures.

Communication of final results to all stakeholders Final output of this process would be a sizing guide for the solution tested. The sizing guide will document the details of the performance tests, test data, bottlenecks identified, alternate solutions provided, and the final performance data.

d. Availability: High Availability is a key requirement. The project must provide

employees/Citizens/CSC Operators with timely, continuous access to information. The project must also be able to rebound or recover from any planned or unplanned system downtime,


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ensuring a minimal impact on the operations. Availability is the quality aspect of whether the service is present or ready for immediate use. Availability represents the probability that a service is available. Larger values represent that the service is always ready to use while smaller values indicate unpredictability of whether the service will be available at a particular time. It is expected that Bidder would maintain average availability / uptime of all components included but not restricted to hardware items, servers, database servers, system software, enterprise wide application software, etc. as per the SLA.

e. Security: Security is the aspect of the service of providing confidentiality and non-repudiation by

authenticating the parties involved, encrypting messages, and providing access control. The applications can have different approaches and levels of providing security, depending on the service requester. Security Process will include:

Audit of Network, Server and Application security mechanisms

Assessment of authentication mechanism in application / components / module

Assessment of data encryption mechanism

Assessment of data access privileges, retention period and archival mechanism

Assessment for tools provided by Bidder for Vulnerability assessment and automated policy compliance tools, Log Correlation, end to end data encryption and various other security tools.

Final outcome of this process would be a comprehensive audit report including all Network, Server and Application security features incorporated in this project.

f. Manageability: H&UDD shall review that the solution deployed has adequate monitoring and

tracking features for measuring the utilization and availability of resources. This includes:

Remote monitoring of Status and Statistics of all high-level components

Management capability to start/stop/restart services and systems

Auto discovery of all components manageable

Auto discovery of all other system components

Ability to track changes in configuration of the system components to help track service

System disruptions

g. Project Documentation: H&UDD shall review the project documents developed by Bidder

including requirements, design, source code, installation, training and administration manuals, version control, Layout Plan, etc. Any issues/gaps identified by the H&UDD, in any of the above areas, shall be addressed to the complete satisfaction of H&UDD. Documentation requirement (but not limited to) are as follows:

Technical, Operational and User Manuals for operation of deployed solution

All policy documents such as Security Policy, Backup and Recovery Policy, Business Continuity Plan (BCP), etc.

Source Code and solution design documents

Maintenance manuals for equipment at SDC, Networks, server and other hardware

Network Diagrams

Documentation of IP and Subnet Scheme, Routing Tables and ACL etc. deployed for Intranet

Documentation of device configurations such as firewall, routers, servers etc.

Details of IT infrastructure required

All the relevant documents related to Implementation and any other document which may be necessary.

h. Data Quality: H&UDD shall perform the Data Quality Assessment for the data digitized/ migrated

by Bidder. The errors/gaps identified during the Data Quality Assessment shall be addressed by


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Bidder before moving the data into production environment, which is a key milestone for Go-live of the solution.

2.2. Data Migration & Digitisation

The Bidder would be responsible for the digitization of the data currently available in the databases of the existing IT systems to the new Database implemented for the proposed project. The procedure for Data digitization and Migration activities is covered in subsequent paragraphs.

2.2.1. Data Migration Requirements

The Bidder will ensure that the data migration task is completed before shifting to the new application. For the data migration activity the Bidder will:

a. Procure and maintain any hardware, software, tool or plug-in required for performing data

migration and related tasks at no additional cost to H&UDD.

b. Design data migration plan including acceptance methodology and get it approved from H&UDD.

Data Migration plan should also highlight the prioritization for data migration based on locations,

modules and/or sub-phase.

c. Data migration for each sub-phase/module/location/ULB to be implemented must be completed

atleast one week prior to start of its pilot implementation in that location/ULB. Migration of

location/ULB specific data must be completed atleast one week prior to start of implementation

in that location/ULB.

d. H&UDD will provide the available data to the Bidder for migration purposes in the format as

available with H&UDD. Bidder will convert the format, if required and migrate the existing data.

Bidder will provide the print outs and /or on-line view access of the migrated data to H&UDD for

verification purposes. Cost towards printer, paper, cartridge, etc., will be borne by Bidder.

e. The Bidder will provide checklists for migrated data to H&UDD for verification, including number

of records, validations (where possible) and other controls.

f. The Bidder will submit a report on the quality assurance/control and the process adopted duly

ensuring the accuracy in the migrated data (100% accuracy is required). Further, H&UDD will

verify the data digitization on random sampling basis.

g. Any corrections as identified in the migrated data during Data Quality Assessment and Review

shall be addressed by Bidder at no additional cost to H&UDD. Bidder shall be required to make

corrections as identified as soon as possible and maximum in a week from date of notifying by

H&UDD or timeline as agreed with H&UDD.

2.2.2. Data Digitization Requirements

The Bidder will be responsible for the data entry and/or digitization of the existing paper based records / physical files (IF REQUIRED). Payment for this shall be based on item rate offered in financial bid. The Bidder shall develop/procure and maintain all the software/hardware/tool/plug-in required for the purpose of digitization/scanning of documents as appropriate. The Bidder will formulate the data digitization plan and the resource plan, in consultation with H&UDD, based on the guidelines & statistics provided below. A. Guidelines for Data Digitization Work

a. Data would be digitized in LIFO order i.e. first complete most recent year’s data for specified services, before digitizing data of previous years.

b. Data Digitization task must be completed atleast one week prior to Bidder’s request to H&UDD for issuing certificate of ‘Operational Acceptance’ for all concerned modules and locations. For instance, in case of ‘Operation Acceptance’ for a particular module and ULB, data digitization related to that module and ULB must be completed atleast one week prior to request to H&UDD for issuing certificate of its ‘Operational Acceptance’.

c. Bidder will submit a report on the quality assurance/control and the process adopted duly ensuring the accuracy in the digitized data (100% accuracy is required). Bidder shall do atleast


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review at two level for the data digitized and submit the printout of digitized data with sign and stamp of authorized signatory of Bidder for further review and quality assessment by H&UDD. Further, H&UDD will verify the data digitization on random sampling basis within a period of 10 working days from the day of submission of printouts (along with online access) of digitized data to H&UDD.

d. Any corrections identified in the digitized data during Data Quality Assessment and Review shall be addressed by Bidder at no additional cost to H&UDD. Bidder shall be required to make corrections as identified as soon as possible and maximum in a week from date of notifying by H&UDD or timeline as agreed with H&UDD.

B. Process to be followed for Data Entry & Digitization a. H&UDD/Respective ULB will hand over the physical files (ULB wise) along with all the supporting

documents to the Bidder in a batch of 30-50 files or as mutually agreed. Records to be digitized may include physical files and scanned documents as well.

b. The Bidder would arrange all the papers in an appropriate manner and will put an Identification Number (IN) for each file and papers (as per the categories)

c. Bidder will do the data entry of the master data and the transaction data as per the requirements of the Workflow and Document Management System. The data digitized has to be bilingual i.e. in English and Odia

d. The Bidder will also scan all the requisite documents and will link them with the appropriate file in the Document Management System.

e. All the activities related to the data entry, scanning & digitization will most likely to be carried out at the premises of the Department/ULB offices.

f. H&UDD will arrange for the suitable space, table, chair and electrical connections (including electricity charges) for onsite staffs of Bidder at respective locations, while the Bidder will arrange for other necessary infrastructure, manpower and other consumables. Furthermore, Stationary and toner requirements for digitization related activities (including printed records to be verified by Department) shall be responsibility of Bidder.

g. Bidder will submit printouts of digitized data to H&UDD/ULBs for further verification. Cost towards printer, paper, cartridge, etc., will be borne by Bidder.

h. H&UDD will verify 10% records on random sampling basis viz-a-viz the original documents and will return the whole lot of records to the Bidder if the quality check by H&UDD fails. In this regard, maximum 2 iterations are allowed.

i. The Bidder shall update the digitized data based on the input received from H&UDD. The final hardcopy of digitized data, softcopy of the digitized data and softcopy of scanned documents would be returned back to H&UDD on DVDs or other electronic media at the end of the process. Bidder shall be responsible for provision of all types of medias (including DVDs).

j. The Digitized Data will be the property of H&UDD and should not be copied or used by Bidder for any other purposes other than the scope of this project. Any infringement in this regard will be serious and legal action will be taken against the Bidder.

2.3. Training & Change Management a. As the organization goes through changes IT infrastructure will also change from time to time to

meet the changing needs of the businesses. Proper change management will ensure that

approved changes are implemented efficiently and with acceptable risk to the existing and to the

new IT Services with minimal impact on the operations of ULBs. Training can be used as an

effective medium to bring about the necessary change. Therefore, as envisaged by H&UDD, the

Bidder is required to train the ULB/department staff (technical personnel and end-users) to

enable them in effectively operating the system. Bidder shall also be responsible for re-training

the staff whenever changes are made in the Solution that is implemented for this project.


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b. Before the commencement of the training, the Bidder shall prepare a capacity building plan at

various levels including the ULB administrators and module specific administrators and agreed

upon by H&UDD as part of the solution phase.

c. The Bidder must impart training to the personnel from H&UDD and ULBs in the operation of the

application software, generation of MIS reports, maintenance of User Logins and operations of

the backend servers, policies and procedures. All the personnel selected shall be trained on all

the modules of the concerned ULB. For all these training programs the Bidder should provide

necessary course material, manuals for troubleshooting and system admin to the trainees etc.

Training Room /Premises, whiteboard, furniture for training would be provided by respective

Corporations and DDR offices. However any other infrastructure required such as desktops, etc.

shall be the responsibility of the Bidder.

d. In addition to the individual trainings conducted centrally for the ULB and the H&UDD staff,

Bidder may introduce ‘Train the Trainer’ Concept for effectiveness and continuity of training for

future in consultation with H&UDD. For this purpose he may select potential trainers from various

ULB staff/H&UDD staff and grade them as certified trainers. This is a recognition certificate.

ULB’s may use these selected trainers for conducting their internal trainings.

e. Bidder shall take the feedback from trainees at the end of each trainee and submit a report to

H&UDD.

f. Training shall be imparted in English and/or Odia

g. Bidder shall develop documents, videos, e-contents in English and the local language (maximum

5-15 minutes) and upload on the portal so that users can do self-learning. E-Contents should be

prepared for:

Registration into application

Password change

Application/Portal Navigation

Broad functionalities/features of all modules

Walk through of each functionality enabled in the system

h. At the beginning of the project, following trainings shall have to be provided by the Bidder:

# Training Detail Staff to be trained

Persons per training session

Duration

1 General Awareness Training (Basic computer awareness training)

510

30 2 days

2 Functional Training on Application and system administration training

510 30 2 days

4 Change Management and IT sensitization training for Senior officers

510 30 2 days

i. Subsequently, on the job trainings/handholding shall have to be provided by the Bidder during

the O&M period of the project.

2.4. Centralized Help-desk Set Up and Operations a. H&UDD requires a helpdesk enabled with IVRS and required software and call management

service that will automate processes to consolidate, log, track, manage and escalate incidents

and problems. The Service will act as a single point of contact Helpdesk for all ULB employees


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/Operators under CSCs who will record an incident. It will help H&UDD to accelerate detection

and problem resolution, maintain accurate configuration details, and minimize the risk caused

by any change.

b. Bidder is required to set up, operationalize and run this centralized helpdesk, accessible through

telephone, the web portal, mobile phone where the users of the portal can call to register

complaints and/or make suggestions.

c. H&UDD shall provide toll-free number for helpdesk and will pay directly to Service Provider the

cost towards its usage. Bidder shall check and verify the usage of toll-free number and submit a

verification note every month.

d. Bidder shall be responsible for arranging necessary space, power, infrastructure, etc. for

helpdesk to be set up. Bidder can propose helpdesk from its location or through available hosted

call centre solution but within the State of Odisha.

e. Minimum 3 helpdesk staffs are expected under this project. However, Bidder shall be required

to provide satisfactory response to all calls received at helpdesk. Based on number of calls,

H&UDD may increase or decrease the number of helpdesk seats. Resources for helpdesk

operation shall be dedicatedly deployed on this project for full time basis. Payment to Bidder will

be made based on actual number of helpdesk seats.

f. The centralized helpdesk would also facilitate resolution of day to day technical issues faced by

the technical coordinators at the ULB level through call ticket management system

g. The centralized helpdesk will :

track each incident / call to resolution

Escalate the calls, to the appropriate levels

Coordinate with respective stakeholders for closure of calls

Analyze the incident / call statistics and provide monthly reports including but not limited

to - type of incidents / calls logged, Incidents / calls resolved, Incidents / calls open

h. Operational requirements for Helpdesk:

Helpdesk will provide services using toll-free numbers to the employees/ Operators of CSCs during general shift from 8AM to 8PM except on public holidays declared by Government of Odisha.

Helpdesk should be both IVRS-enabled as well as operator-assisted.

Helpdesk will be connected to SWAN by Bidder.

Call / Service request received at helpdesk for a specific ULB would be forwarded to them accordingly.

The services shall be rendered across the State. The service shall be accessible in English, Hindi and Odia.

The Bidder must periodically solicit user satisfaction levels about the e-Government system, among other things, by conducting surveys.

The menu structure shall provide callers with touch tone shortcuts, that can be used in sequence, which will allow the knowledgeable users to access information more quickly, without having to “drill down” through the menu structure with every call.

The number of operator at helpdesk to be scaled up, if necessary, by the Bidder based on transaction growth and to meet the SLAs

Helpdesk system should provide ULB wise, service wise and ward wise complaint details.

Helpdesk should be integrated with the helpdesk run by Common Service Centres to receive any query/complaint directly from their helpdesk for the issues pertaining to solution provided by Bidder.

2.5. Operations & Maintenance a. The Bidder will operate and maintain all the components of the proposed solution for a period of

two years from operational acceptance of phase -1.


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b. During the O&M phase, Bidder shall customise, implement and manage the Solution in

accordance with the service level defined for the project.

c. Bidder shall provide operational support and maintenance services for the term of the Project

including but not limited to the overall system stabilization, IT infrastructure solution

maintenance, system administration, security administration, database administration, network

administration and end-user problem resolution. The Bidder will have to ensure that the solution

is functioning as intended and attending to all problems associated in operation of the application

system.

2.5.1. Application Solution Management a. The Bidder will provide full support to ensure that the Solution implemented under this Contract

shall have no defect arising from development/ customization/configuration or from any act or

omission of the Bidder.

b. This support should also cover adapting the Solution for any additional requirement that might

come to the notice of H&UDD at the time of actual use of the same.

c. During the Project term, the Bidder shall be completely responsible for defect-free functionality

of the Solution implemented under this Contract and shall resolve any related issues (including

bug-fixing, etc.) within the duration agreed between the H&UDD and the Bidder, at no additional

cost to H&UDD.

d. Since it has been considered that application may undergo the changes post-go live of

application, hence Bidder shall deploy the required resources during operation & maintenance

period. Bidder shall make all the customization in the Application during Operation &

Maintenance period as per requirement of H&UDD without any additional cost/change request

to H&UDD for all the services/modules mentioned in this RFP. The related cost may be factored-

in reasonably under ‘Maintenance Charges of Application’ in the financial formats.

e. The Bidder shall provide latest updates, patches/ fixes, version upgrades relevant for the

Solution implemented under this Contract.

f. Bidder shall be responsible for Version Management and its documentation reflecting changes

or enhancements made in the application including features and functionality. Bidder shall

update the Application in form of ‘Releases’ for any change made post application security audit

of sub-phase 1. Each release will be tested thoroughly by Bidder including unit testing, system

testing, performance testing and regression testing. Bidder shall submit UAT test cases to

H&UDD with Requirement Traceability Matrix (RTM) for UAT by H&UDD. All the releases are

subject to security audit by H&UDD.

g. All planned or emergency changes to any component of the system shall be through the

approved Change Management process. The Bidder shall ensure:

Detailed impact analysis

Appropriate communication on change required has taken place

Proper approvals have been received

Schedules have been adjusted to minimize impact on the production environment

All associated documentation are updated post stabilization of the change

Version control maintained for change

h. The Bidder shall be responsible for arranging for annual technology support with eGovernments

foundation (limited to upgrades for DIGIT platform)) during the entire O&M phase. The Bidder

shall be responsible for arranging for annual technology support for any other third party product

used as part of solution deployment during the entire O&M phase.

2.5.2. Infrastructure Management a. The Bidder must carry out the study and due diligence to arrive at the right sizing to host the

solution. Once these requirements are signed off by H&UDD, the hardware and infrastructure

required by the Bidder will be procured by H&UDD.


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b. The Bidder will also be responsible to work with H&UDD, provide assistance to ensure that the

Application is hosted on the environment provided by the state, and finalise the SLAs needed

from the Infrastructure. And also ensure that the Development, Production, UAT and Training

instances are available as needed with required remote access provided for these instances.

c. The Bidder will also work with the department to finalize the back-up and DR strategy and

implement the same.

d. To enable IT support and administration, the Bidder would need to plan and deploy experienced

manpower so as to maintain availability of services and SLAs. Infrastructure Management

includes the following activities:

Design of appropriate System Administration policy with precise definition of duties and

adequate segregation of responsibilities and obtaining approval for the same from

Purchaser.

Overall management and administration of infrastructure solution including servers,

networking & security components, storage solution etc.

Performance tuning of the system as may be needed to comply with SLA requirements on a

continuous basis.

Security management including monitoring security and intrusions into the solution.

Monitor and track server and network performance and take corrective actions to optimize

the performance on a daily basis.

System administration tasks such as managing the access control system, creating and

managing users, etc.

Data storage management activities including backup, restore and archival etc.

The Selected Bidder undertakes to ensure that regular back-up copies of data are created

and maintained safely.

Maintenance of the database

e. Network Administration & Management consists of the following activities but not limited to:

Administering User IDs, Network analysis and performance optimizing, Continuous monitoring

and management of network during the working hours of CSCs on each working day and

restoration of breakdown within prescribed time limits, Ensuring network security and database

security at all times.

f. Design of Network Administration Policy and getting it approved from H&UDD for effective and

efficient management of Network resources. Network Administration would broadly include the

activities: Network devices configuration, management and tuning for optimum performance,

Tracking the network status, Availability and taking the remedial and preventive actions in case

of problems, Network fault isolation and resolution, Monitoring of network performance and

escalation of performance deterioration to concerned authorities and take remedial actions to

resolve such issues, Implementation/ modification of network routing policies, IP addressing

policy as required and Documentation related to network configuration, routing policies, IP

addressing scheme etc.

2.5.3. Information Security a. Bidder will be responsible for implementing measures to ensure the overall security of the

solution and confidentiality of the data. The Bidder shall monitor production systems for events

or activities, which might compromise (fraudulently or accidentally) the confidentiality, integrity

or availability of the Services. This monitoring shall be through the security controls including:

Real-time intrusion detection tools

Audit review tools

Manual processes

b. Bidder shall develop and deploy a detailed security policy for the solution implementation &

maintenance in adherence to policies and procedures as laid by Govt. of India and Odisha.


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c. Bidder shall be responsible for application security audit from CERT-In empaneled agencies and

STQC during implementation and operation & maintenance period as per requirements given in

this RFP and submit ‘Certificate of Audit’ to H&UDD along with detailed report on vulnerabilities.

d. Bidder shall take approval from H&UDD for the selection of CERT-In empaneled agency.

H&UDD shall make the payment for Security Audit separately.

e. Bidder shall fix all the vulnerabilities as per report of Security Auditor and submit the compliance

report.

f. Bidder shall produce and maintain system audit logs on the system for a period agreed by Bidder

and H&UDD, at which point they will be archived and stored at off-site or as desired by H&UDD.

Bidder would deploy tools for automated correlation of audit logs for relevant security exceptions

in real time or in near real time and take immediate remediation action.

2.5.4. Transition/ Exit

a. The Bidder shall provide the Department or its nominated agency with a recommended exit

management plan or transition plan. The Exit Management Plan shall deal with the following

aspects of the exit management in relation to the Agreement as a whole or the particular service

of the Agreement:

Transition of Managed Services

Migration from the incumbent SDC/cloud environment to the new environment

b. The Bidder is responsible for both Transitions of the Services as well as Migration of the Data,

Content and other assets to the new environment.

c. The Bidder shall ensure that all the documentation required by the H&UDD for smooth transition

(in addition to the documentation provided by the Cloud Service Provider) are kept up to date

and all such documentation is handed over to the H&UDD during regular intervals as well as

during the exit management process.

d. Document, update, and provide functional organization charts, operating level agreements with

Third-Party contractors, phone trees, contact lists, and standard operating procedures

e. Transfer physical and logical security processes and tools, including cataloguing and tendering

all badges and keys, documenting ownership and access levels for all passwords, and

instructing H&UDD or its nominee in the use and operation of security controls.

2.6. Programme Management, Phasing, Timeframe and Deliverables

2.6.1. Programme Management

a. The Bidder shall assume responsibility of managing and monitoring the project as per the

Indicative Time Schedule specified in this RFP, under the agency assigned by H&UDD as

Program Manager for the project

b. The Bidder shall monitor the progress of Change Management plan and data migrations as

given out in the RFP in order to enable a smooth transition to the new system

c. The Bidder shall submit following Monthly Progress Reports to the Program Manager agency

summarizing:

Results accomplished during the period

Cumulative deviations from schedule of progress on milestones as specified

Corrective actions to be taken to return to planned schedule of progress

Proposed revisions to planned schedule

Other issues, outstanding problems and action proposed to be taken

Interventions which the Bidder expects to be made and the actions to be taken before

the next reporting period

Test results of training


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2.6.2. Project Phasing a. The Project will be implemented in two phases- Phase-I and Phase-II. The classification of

phases is based on H&UDD’s priority for ULBs and modules.

b. Location wise coverage of phases is illustrated in table below:

Phases Modules Location

I Property Tax, Water & Sewerage, Online Building permission system, Trade License, Grievance redressal, Finance & Accounts available in DIGIT

All ULBs

II API integration of Marriage registration & Road trenching module available in e-municipality including external applications such as Odisha One Portal, Municipal Services Pavilion and CSCs, IFMS/Treasury, Human Resource Management System, State determined payment gateway and SMS gateway, POS machine, Digital Signature/e-sign, Digi Locker etc.

All ULBs

c. H&UDD reserves the right to modify the modules and names of the ULBs, which would be

covered in Phase-I and Phase-II, based on priority of services at the time of submission of

detailed Project Plan by the Bidder and at the sole discretion of H&UDD.

2.6.3. Timelines & Deliverables

a. Bidder has to ensure the timely delivery of all deliverables and completion of all activities of the

project in line with Project Plan submitted by Bidder and approved by H&UDD. Indicative

timeframe of key deliverables/activities are provided below:

Sl. No. Milestones Timelines 1 Award of Contract/LOI/Kick-off meeting T

2 Requirements Gathering & SDD T+ 45 days

3 Phase I - Pilot Implementation in 1 Municipal Corporation, 1 Municipality and 1 NAC

T + 150 days

4 Phase I - Completion of Go-Live in 113 ULBs

T + 180 days

5 Phase II – Pilot Implementation in 1 Municipal Corporation, 1 Municipality and 1 NAC

T + 210 days

6 Phase II - Completion of Go-Live in 113 ULBs

T + 240 days

7 O&M and Help desk Support (M) For 2 years from the date of Go-live – Phase I

8 Help desk Support For 1 year after (M)

b. The schedule of activities listed above has been devised based on the following assumptions:

Separate teams shall be deployed by the Bidder to undertake data digitization/migration, implementation of proposed solution and Training & Capacity Building.

These Teams shall be available to work in parallel to each other. For instance, when the team designated for implementation of proposed solution is undertaking rollout of a


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particular sub-phase, the team for data digitization/migration can continue their tasks for the next sub-phase.

2.7. Operation Acceptance

Bidder shall obtain the Operation Acceptance Certificates from the H&UDD for each Phase rollout.

2.7.1. Operation Acceptance – Pilot a. After successful pilot completion, Bidder shall submit a report to obtain the Operational

Acceptance- Pilot. In order to get Operational Acceptance-Pilot Certificate, following activities

relating to the Pilot implementation must be completed:

FRS/SRS sign-off by H&UDD

H&UDD’s Approval of all related deliverables of Bidder as specified in this RFP

Testing by Bidder including Functionality Test, Database Test, Integration Testing, Unit Test, System Test, Stress test and Load/ Performance test.

UAT completion by H&UDD

Application Security Audit (Agency for this audit will be engaged by Department) and compliance to audit observation by Bidder

Readiness of Data Centre, Near DR and DR sites with all proposed ICT infrastructure including SLA monitoring tool

Completion of Training and Change Management Workshops in pilot locations

Completion of data migration, digitization and master data related activities for pilot locations

Monitoring and Help Desk setup to be in place before transitioning to go live phase. This should be planned before go live across state is planned

Delivery of all transactions of services/management functions relating to concerned sub-phase for a period of atleast one month through the on-line system from the date of Government Order in pilot locations

b. Based on the above and only after being completely satisfied that all the concerned users of

pilot locations have access to the System and are using the System for the respective functional

areas, the H&UDD shall issue Operational Acceptance – Pilot.

2.7.2. Operation Acceptance – Go-live a. After successful Pilot, system shall be Go-Live at all the remaining locations of Phase-I and

Phase-II. Bidder may submit a report to obtain the Operational Acceptance- Go-Live (Phase

wise OR ULB and module wise) as and when required. To obtain Operational Acceptance – Go-

Live Certificate, following activities relating to the Go-Live must be completed:

Submission of updated FRS/SRS

Submission of all updated documents (such as User Manuals, design documents and training material)

Readiness of Data Centre, DR and Near DR site with all proposed ICT infrastructure/Services including SLA monitoring tool

Completion of Training and Change Management Workshops

Completion of data migration, digitization and master data related activities

Delivery of all transactions of services/management functions relating to concerned sub-phase for a period of atleast one month through the on-line system from the date of Government Order in pilot locations

b. Based on the above and only after being completely satisfied that all the concerned users of

related locations have access to the System and are using the System for the respective

functional areas, the H&UDD shall issue Operational Acceptance– Go-Live (Phase wise OR

ULB and module wise).


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APPENDIX 1: ABOUT DIGIT The key guiding principles of DIGIT are as below:

Ecosystem Driven

Interoperability through Open APIs and Open Standards

Inclusive

Minimalistic

Privacy and Security by Design

Unbundling

Designing for evolvability and scale

Transparency and Accountability through Data

Non-Repudiable

Domain Modelling

Federated Architecture

Ensuring extensibility through the use of layered design

Multi- channel Access

Further details on DIGIT Platform and documentation is available below: https://digit-discuss.atlassian.net/wiki/spaces/EPE/pages/18710606/Billing-Collection-Integration

Overview The following provides an overview of the functional specifications for the following Products provided

through the DIGIT platform

A. Public Grievance Redressal

B. Property Tax

C. Trade License

D. Online Building Permission System

E. Accounting System

F. Water and Sewerage Management

G. Dashboards

A. Public Grievance Redressal (PGR) System

Objective of this document is to give an overview of PGR to all stakeholders. PGR System is an

application in which citizens can lodge complaints and track them, whereas employees can track and

address grievance incidents raised by the citizens. The platform is available for use in both mediums as

web and mobile app. The PGR product features can be broadly classified as the following modules:

1. Registration, Login and Creation of User Profile

2. Lodging a Complaint

3. Assigning a Complaint

4. Resolving a Complaint

5. Manage Complaints

6. Track Complaints

https://digit-discuss.atlassian.net/wiki/spaces/EPE/pages/18710606/Billing-Collection-Integration


P a g e | 7 5

7. Dashboards and Reports

8. General Features


This module provides enables the following capabilities

● OTP Based Login for Citizen via Web/Mobile App

● OTP Based Login for Employee via Web/Mobile App

● Provision for language selection during first time registration for both Employee and

citizens

● Provision of creating a personalized Profile for Citizens and employees on Web App

● Login Credentials for the various hierarchies of employees

● Role-based access for performing different actions relating to grievance redressal

2. Lodging a Complaint The Citizen or Citizen Service Representative (CSR) on behalf of citizens can lodge,civic

works related complaints in the PGR system. Users can also upload associated or relevant

pictures with the complaint. For identifying the location of the complaint, the user can provide

city, mohalla, house no. and other details or even select the location using maps. After filing

the complaint a complaint number is generated. This module enables the following

capabilities:

● Provision for Citizens to Lodge and Track Complaints via Mobile or Web App

● Provision for Employees to Assign, Reassign, Resolve complaints via Mobile or Web

App

● Citizen can Upload Photographs

● Citizen can Select grievance from a list

● Citizen can Capture Address

● Citizen can Capture additional details about the complaint

● CSC Employee can File a complaint on behalf of the citizen.

● CSC Employee can Capture Complaint location, medium of complaint, complaint type

and other details

● System provides 2 levels of comprehensive grievance list

● Grievances mapped with departments

● The system generates a unique ticket number for each complaint based on complaint

type and the same is communicated to the citizen by SMS, Whatsapp, and / or email.

3. Assigning a Complaint Assigning officer has dashboard with unassigned complaints. Any complaint can be selected

to view details and expected closure timelines. Assigning officer can select and assign

complaints to appropriate Employee from a department-wise list. A complaint can also be re-

assigned, if it is assigned incorrectly or for any other reason.

This module enables the following capabilities:

● Assigning Officer can Assign grievance to employees


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● Assigning Officer can Reject Complaints by providing reason for Rejection

● Assigning Officer :Re-assign complaints

4. Resolving a Complaint

The Employee can view the complaints assigned to him on a dashboard with a functionality to

mark them for closure. Employee can view details and closure timelines of the complaints from

a list. After resolving the complaint the Employee can upload pictures as evidence and also enter

comments. With the help of share feature, complaints details can be shared via Whatsapp, SMS,

email etc to contractors. If the citizen finds the resolution to be unsatisfactory, the complaint can

be reopened. Citizens can also provide feedback and rate the resolution.


● Last Mile Employee can Add photograph and comments after resolution

● Last Mile Employee can Request for re-assign of complaints

● Last Mile Employee can interact with assigning Officer over a Call

5. Manage a Complaint

Employee has access to the dashboard of open complaints from which he can select a complaint

to view details and closure timelines. Employee can also request to reassign the complaint by

selecting a reason from the list. In that case, the request goes to assigning officer and the

complaint can be reassigned to a different Employee. The system has different interfaces for

Assigning officer, Employee and CSR. Assigning officer can view tabs which contains

unassigned and assigned complaints which are received from the citizens. Assigning officer can

also view open/ closed complaints and access PGR reports for all grievances. Employee’s

interface contains open and closed complaints which are assigned to him. CSR can view/ search

the list of all the complaints filed on citizen’s behalf. System has provision to search, sort and

refresh the list of grievances.


● Assigning Officer can view Complaint Worklist (Inbox)

● Assigning Officer can View list of all complaints

● Assigning Officer can view Auto prioritization of list based on SLA

● Assigning Officer can Review submitted complaints

● Last Mile Employee can View list of all complaints

● Last Mile Employee can view Auto prioritization of list based on SLA

● Last Mile Employee can Review submitted complaints

● CSC can Search and view complaints based on complaint number, phone number, name

of complainant

● Citizen can reopen a complaint that has been resolved if he is not satisfied with the

resolution

● Citizen can rate a complaint after resolution

6. Track Complaints

This module enables the following capabilities to Track complaints:

● Citizen can View all complaints filed - pending and completed

● Citizen receives Notifications via App, SMS, email for complaint updates

● Citizen can View complaint timeline in the app

● Citizen can Interact with municipality (Call & Comments)


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● Assigning Officer can Track Assigned Complaints with timeline view

● Assigning Officer can Receive updates on complaints

Assigning Officer can Interact with Last Mile Employee (Call)


PGR Reports provide an operational bird’s eye view of the PGR system in the city. It enables

city managers - commissioners, department heads, administrators at various levels to keep a

track of the volume of complaints being received and the performance of the ULB and its

employees in addressing them. Reports can be filtered based on date and also can be

downloaded in pdf and xls formats.

● State Dashboard : View Reports for Grievance filed, pending, completed and overdue-

ULB wise , location wise

● State Dashboard : View Reports for SLA performance and time taken for resolution

● State Dashboard : Drilldown by Various Levels

● Reports : View Reports by State, ULB, Complaint Types, Department

8. General Features

Auto routing System has capability for Auto routing to assigning officer (city / department level) followed by

assigning to the last mile employee

Auto escalation

The system has the capability for escalation of non-resolved cases with defined timeline to the

ULB/Concerned head.

Notifications

The system has the capability to send notifications to citizens. These notifications can be sent

for various steps like - complaint filing, change of status, complaint resolution. These notifications

can be sent in the language chosen by the ULB through all channels - SMS, Whatsapp, Email.

Configurable Masters The system provides the following masters that can be configured as per the State’s

requirements:

● Assigning Officer : View, edit and update profile

● Assigning Officer : Department wise employee list

Last Mile Employee : Employee Directory

● Configure assigning officer : Assigning officer can be at ULB / department level


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B. Property Tax System

The Property Tax System (PT) provides a digital interface to make property assessments, pay property tax, generate payment receipts and monitor tax collection. It can be used by the citizens, Urban Local Body (ULB) counter and field employees, and ULB Administrators to accomplish their specific tasks. It is available as a mobile and web-based application. The PT product features can be broadly classified as the following modules:


2. Filling an Assessment for a Property

3. Searching for a Property

4. Modifications to a Property

5. Generate Demand Notice

6. Payments collection and Receipts


8. General Features





● Provision for language selection during first time registration for both Employee and

citizens


● Login Credentials for various hierarchy of employees

● Role based access for performing different actions relating to property tax modules

2. Filing an Assessment for a Property With this feature, a citizen and employee can perform self-assessment of a new property for a

financial year. This feature helps in registering the property in the system. The details of the property

can be entered online and can be assessed for calculation of the taxes. The PT Product is designed in

a user friendly manner and reduces chances of error. System calculates the tax automatically and

creates the demand. If a user wants to reassess his property due to any reason (for eg, incorrect data,

change in property etc), it can be done by editing details of last assessment. Employee can edit the

details of the last assessment, on behalf of the citizen based on owner’s input. Citizen can track down

the status of his incomplete assessment. Any incomplete assessment can be searched and

completed.

This module provides enables the following capabilities:

● Citizen/CSC can Assess New Property (By Different Financial Years).

● Citizen/CSC can Capture Address, Assessment Info, Owner Info.for all types

of properties like residential houses, flats and commercial buildings.

● Sample Details captured:

o Door Number,

o Mutation number,

o Number of floors,

o Area covered,

o Owner and co-owner,

o Mailing & permanent address,

o Built year

o Individual room measurements


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● The system computes the property taxes automatically as per process and

rules of the state.

● The system has a facility to make entry in system by inspector after site visit

and assessment of the same by the superintendent.

● The system supports dynamic calculation for late fees, interest, rebates, etc.

as on the day of demand generation.

● The system fetches the data of previous year property data while e-filing for

current year so that all the dues are calculated.

● The system assigns a unique property ID based on the process defined in the

ULBs.

● Citizen/CSC : View/Print Summary of Filled Form

o Assessment Form

o Assessment Form is also sent by email to citizen

● Upload Documents

o Ownership/Title related

o ID Proof

o Any other statutory documents

3. Searching for a Property

Citizen or Employee can track down the status of his incomplete assessment. Any incomplete

assessment can be searched and completed. This module provides the following capabilities:

● Citizen/CSC can search for Property by

o Mobile No,

o City,

o Property Tax Unique ID

● Citizen/ CSC can view Incomplete Assessments

● Citizen/CSC can reassess Searched Property

● View Property details and pending dues

4. Modifications to a Property

The PT system provides the ability to capture mutation and transfer of ownership. It reduces interfaces

between the user and the State and thus promote greater transparency. It also helps in reducing the

time taken for mutation after registration. The system provides the ability for alteration of assessment

after verification and inspection. Any structural changes like addition/extension/reduction of existing built

up area or construction type OR utility changes like usage or occupancy have an impact on the

increase/decrease in property tax demand. These changes can be handled by the ‘Additional/Alteration

of Assessment’ feature. The System provides the ability for bifurcation/ amalgamation of property. The

property bifurcation/ amalgamation undergoes an approval process. The parent property needs to be

modified accordingly, which can be done in the system.

This module provides the following capabilities:

● Mutation of property and change of ownership details

● Capture Extension/ Addition and Alteration and reassessment based on changed

property details

● Bifurcation of property

● Amalgamation of property

5. Generate Demand Notice


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System has the capability to automatically generate demand notice for a financial year based on set

triggers like time-based roll over on completion of a financial year. The system notifies the citizens about

the demand through SMS/Email. The generated Bills can also be grouped and printed for physical

distribution by the ULB employees. The system provides the capability to Employees to merge and

download bills based on given parameters to plan their distribution drives.


● Generate Demand Notice based on periodic basis

● Group Demand Notices

● Print Demand Notices

● Cancel Demand Notices

● Send notifications to citizens on demand generation- SMS, Whatsapp, Email,

Physical bill

6. Payments collection and Receipts The citizen/ employee can view payment status of previous assessments from Assessment History

section. Payment for any assessment with full or partially paid amount can be completed. Receipts for

assessment can be downloaded in Assessment history section after searching for the property details.


● Payment of Property Tax -Online, Cheque, Cash, DD, during assessment

● Partial Payment of Property Tax -Online, Cheque, Cash, DD, during assessment

● The system allows a citizen to pay for anyone's property without changing the demand

● The system can also be integrated with PoS machines to enable doorstep collection of

property tax and issuance of receipt

7. Reports and Dashboards

PT reports provides facility to access receipt register, cancelled receipt register, account receipt

register, ULB wise PT collection report, DCB Register. All reports can be downloaded in PDF/XLS

format. State level administrator can monitor property tax collections, assessments and other

information at a state level through dashboards.


● State Dashboard : View Reports for Total Collections, Properties Assessed, ULBs

on Prod, Usage Type, Payment Distribution

● State Dashboard : PT Collection Timeline (Monthly, Weekly)

● State Dashboard : ULB Wise (Collection, Assessments)

● Cancelled Receipt Register Report

● PT Collection Report (ULB/Date Wise)

8. General Features

Notifications The system has the capability to send notifications to citizens. These notifications can be sent for

various steps like - assessment completion, payment reminder, payment confirmation. These

notifications can be sent in the language chosen by the ULB through all channels - SMS, Whatsapp,

Email.

Legacy Data Migration The system has the capability to migrate Demand and Collection. In most states, the preliminary step

would be to migrate Legacy data of existing properties/connections along with the Demand and

Collection details. This would ensure that subsequent demand generation happens through the

system.

Configurable Masters


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The system provides the following masters that can be configured as per the State’s requirements:

● Charges & Calculation : Calculation Engine, Rebate, Penalty,

● Rate Master

● State Masters : Property Ontology, Documents List, Employee Data Mapping, Boundary

Data Mapping List of Features- Property Tax

List of Functionalities Corresponding Features

Registration, Login,

Creation of User

Profile

Provision for Language Selection during first time registration via

Mobile/ Web App.

OTP Based Login for Citizen/ Employee via Mobile/

Web App

Login Credentials for various hierarchy of employees.

Provision of Personalized Profile for Citizen/ Employee on Web App

Filing an assessment

for a property

Citizen/CSC : Assess New Property (By Different Financial Years).

Citizen/CSC : Capture Address, Assessment Info, Owner Info.

Citizen/CSC : View/Print Summary of Filled Form

Searching for a

property

Citizen/CSC : Search Property (By Mobile No,City, Property Tax

Unique ID, Existing ID).

Citizen/CSC : View the Searched Property

Citizen : View My Properties

Citizen : View Incomplete Assessments

Citizen/CSC : Edit the Searched Property

Citizen/CSC : Reassess Searched Property

Generate demand

notice

Generate Demand Notice based on periodic basis

Group/ Print/ Cancel Demand Notices

Send notifications to citizens on demand generation- SMS, Whatsapp,

Email, Physical bill

Modifications to a

property

Mutation of property and change of ownership details

Capture Extension/ Addition and Alteration and reassessment based

on changed property details

Bifurcation/ Amalgamation of property

Payment collection

and receipts

Payment of TAX (Online,Cheque,Cash,DD) : During Assessment

Payment of TAX (Online,Cheque,Cash,DD) : Partial Payment

Citizen/CSC : Download Receipts for payments

Dashboards and

reports

State Dashboard : View Reports for Total Collections, Properties

Assessed, ULBs on Prod, Usage Type,

Payment Distribution

State Dashboard : PT Collection Timeline (Monthly,Weekly)


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State Dashboard : ULB Wise (Collection, Assessments)

Cancelled Receipt Register Report

PT Collection Report (ULB/Date Wise)

General features Notification

Legacy data migration

System assigns a unique property ID based on the Process defined in

the ULBs.

System has the facility to classify the property based on its type.

System allows changing the type of property.

Configuration masters Configurable Rate Master (ULB Specific) : Fire Cess/ Building Height

Charges & Calculation : Calculation Engine, Rebate, Penalty

State Masters : Property Ontology, Documents List, Employee Data

Mapping, Boundary Data Mapping


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C. Trade License System The purpose of this document is to give an overview of the Trade License System (TLS). The Trade License product provides a digital interface, allowing citizens to apply for the Trade License and subsequently make the payment online.

The Trade License product enables:

● Ease of doing business — Traders can apply for new licenses, renewals, amendments,

and supplemental licenses

● Regulatory Tracking — Administrators can track and manage regulatory processes

● Shorter Timelines — It streamlines and automates business licensing processes and helps

a business to be set up quickly

● Data-driven decision making — The application collates valuable information on the

economic activity and employment opportunities in a ULB

The features can be broadly classified as the following modules:


2. Applying for a Trade License

3. Trade License Issue

4. Modifications to a Trade License

5. Renewal of Trade License

6. Payments and Fee


8. General Features





● Provision for language selection during first time registration for both Employee and citizens

● Provision of creating a personalized Profile for Citizens and employees on Web App Login

Credentials for the various hierarchies of employees

● Role-based access for performing different actions relating to Trade License modules

2. Applying for a Trade License

User can apply for a new TL from the system. User can select the type of license to apply. The user

enters trade details, owner details and documents after which application can be reviewed and

submitted. Similarly, a counter employee can also apply for TL on behalf of the citizen. The system

has a workflow integration which enables stage-wise approval before Approval for issuing the Trade

License. This module enables the following capabilities:

● Citizen can Apply for a new Trade License through mobile app/ Web

● Citizen/CSC can capture Trade details, Trade Units, Accessories, Owner Details, Address,

purpose, Date of issuance, License number etc.


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● Citizen/CSC Upload Documents

● Citizen/CSC can calculate Breakup Based on Selected Trade

● Citizen/CSC can select Multiple Accessories for the Trade

● Citizen/CSC can Apply for Multiple Trade Licenses

● Citizen/CSC can Download/Print Application Summary

● Citizen/CSC can Download/Print Trade Reference No

● Citizen/CSC can View the applied licenses

● The system has the facility to deliver the service online & through SEWA KENDRA.

● The portal displays all the information including the processes and documents required for

the convenience of the citizen.

● The system has the facility to assign a unique identification number based on the license

type, which will be used for all future transactions of the license.

3. Trade License Issue The system has the facility to assign the application to the respective Inspector for survey and

verification. After the application is submitted, it goes to document verifier. The next step after

document verification is field inspection. After field inspector’s approval, the TL is approved by the

approver. This module enables the following capabilities:

● Document Verifier, Verifies & Forwards or Rejects the application

● Licensing Inspector, Verifies and Forward the Application

● Licensing Inspector, Sends Back or Rejects the Application

● Licensing Inspectors Approves the Application

● Citizen, Pays for the license post verification process online or at the CSC

● CSC, Collects Fee post verification.

● The system allows the printing of license and sending the license through e-mail.

● The system allows the SMS alerts to the applicant regarding the date of inspection/visit by

the inspector, approval/rejection of the application.

● The system allows the inspector to enter the field visit details and field visit report is

generated and automatically routed to the superintendent.

4. Modifications to a Trade License The system has the facility to edit/update the Application based on the Inspection report against the

application.

5. Renewal of a Trade License The system has the facility to provide a hassle-free renewal process for citizen and employee ease, leading to increased revenues, by reducing unlicensed trades. The system allows sending of SMS and Email notifications and reminders based on the renewal cycle.

6. Payment and Fee This module enables the following capabilities:

● The citizen can pay for the license post verification process

● CSC, Collects Fee post verification.


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● The system allows intimating the applicant about the payment of the license fee through

SMS/ e-Mail.

● The system allows the Generation of receipt for the payment

● The payment modes enabled are Card(offline), cash, cheque, DD


This module provides the following reports:

● Cancelled Receipt Register Report

● TL Collection

● TL Application Status- showing the number of licenses approved/rejected.

● TL ULB Wise Status

● State Dashboard: View Reports for Total Licenses, Licenses Issued, Payment Collected,

Payment Distribution

8. General Features

Notifications The system has the capability to send notifications to citizens. These notifications can be sent for

various steps like - verification completion, payment reminder, payment confirmation. These

notifications can be sent in the language chosen by the ULB through all channels - SMS, Whatsapp,

Email.

Configurable Masters The system provides the following masters that can be configured as per the State’s Requirements:

● Charges & Calculation : Calculation Engine, Rebate, Penalty,

● Rate Master

● State Masters: Masters : Trade Ontology, Documents List, Accessories,

● Ownership, Employee Data Mapping, Boundary Data Mapping, Fee Matrix (License Fees)

List of Features- Trade License

List of

Functionalities Corresponding Features

Registration, Login,

Creation of User

Profile

Provision for Language Selection during first time registration via

Mobile/ Web App.

OTP Based Login for Citizen/ Employee via Mobile/ Web App

Login Credentials for various hierarchy of employees.

Provision of Personalized Profile for Citizen/ Employee on Web App

Applying for a Trade

License

Citizen/CSC : Enters Trade Details, Trade Units, Accessories, Owner

Details.


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Citizen/CSC : Upload Documents

Citizen/CSC : ULB Wise Trade Selection

Citizen/CSC : Calculation Breakup Based on Selected Trade

Citizen/CSC : Multiple Accessories Field Count

Citizen/CSC : Multiple Trade License.

Citizen/CSC : Download/Print Application Summary

Citizen/CSC : Download/PRINT Trade Reference No

Citizen/CSC : View the applied licenses.

Citizen : Pays for the license post verification process.

CSC : Collects Fee post verification.

Trade Licence Issue

Document Verifier : Verify & Forward/ Reject the application

Licensing Inspector : Verify and Forward/ Send back/ Reject the

Application.

Licensing Officer : Approve/ Send back the Application

Licensing Officer : Reject/ Cancel the Application

Modification to a

Trade License

Edit/ Update the Application based on the Inspection report against the

application.

Renewal of a Trade

Licence Renew trade license.

Payment and Fee Configurable Workflow Rights : Edit & Payment Collection

Payments & Collection : Various Payment Modes

Dashboards and

reports

Cancelled Receipt Register Report

TL Collection

TL Application Status- showing the number of licenses

approved/rejected.

TL ULB Wise Status

State Dashboard: View Reports for Total Licenses, Licenses Issued,

Payment Collected, Payment Distribution

General features Notifications : SMS Notifications

Charges & Calculation : Calculation Engine

Charges & Calculation : Rebate/ Penalty- Date Based

Charges & Calculation : Ad-Hoc Rebate/ Penalty

Charges & Calculation : Exemptions Trade Type & Owner Type

Configuration

masters

Configurable Workflow Rights : Edit & Payment Collection

Configurable Verification & Approval


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D. Online Building Permission System The OBPS product features can be broadly classified as the following modules:

1 Online registration of Architects/ Engineers / Supervisors etc.

2 Online Real Time Scrutiny of Drawing/Plan

3 Submission of Application and uploading Documents

4 Application Process by the Department

5 Online Payment

6 Certificate

7 Notice

8 General requirements

1. Online registration of Architects/ Engineers / Supervisors etc.

This module enables Architects / Engineers / Supervisors /Town Planners etc. to register Online.

Provision to migrate already registered Architects/ Engineers / Supervisors details in the system with

current status and validity of registration. Provision to renew the registration.

a. Centralized Registration: Provide a single interface for the registration of all

architects (across state), who intend to do transaction with the ULBs.

b. Online Application for Registration: Identify the applicant with reference to a

unique ID. Capture the following minimum information of the applicant with

appropriate validations.

i. Unique ID

ii. Name

iii. Address

iv. Corporate Information

v. Certificate from Council of Architecture/ Other authorities

vi. Educational Qualification

c. This module will also consist of the following:-

i. Facility for uploading of attachments as required by ULB for establishing

identity and past experience etc.

ii. Enable online submission of registration fee.

iii. Assigning a unique application number to each applicant.

iv. Enable tracking the status of the application.

d. Approval of Applications: Enable the Competent Authority to approve/reject the

applications for registration; based on a workflow system and business rules.

Communication of successful registration/ rejection to the applicant through an e-

mail alert & SMS.

e. Renewal of Registrations: Enable the Competent Authority to renew the applications for registration according to workflow/business rules. Communication of successful renewal will be sent to the applicant through an e-mail alert & SMS.

f. Search: Enable authorized officials to search the database for list of registered

architects based on the ‘search’ criteria such as - line of business, turnover, past

experience or as decided by ULB.

g. Help: Provide an online handbook and user manual for registration. Provide

FAQs on the registration process. ULB official will provide help desk assistance

for resolving architects queries on registration process.

2. Online Real Time Scrutiny of Drawing/Plan


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a. The Module enables the Architect/Engineer to submit the Drawing in Drawing

Interchange Format(DXF) format from any Open Source CAD tools of their

choice. The condition for the following are:

i. The drawing should adhere to the Standards stipulated.

ii. The Standards will be provided to the Architect in the native format (DXF) .

b. The Module enables the Architect/Engineer to submit the Application for various

Services as listed above along with required supporting documents.

Under the current provision, the document checklist will aid the

Architect/Engineer. iii. The scrutiny process is online realtime and the Architect/Engineer will get

the detailed Scrutiny report within minutes of submitting the Plan.

iv. Scrutiny reports will list the Bye-laws and sub-clauses with the approved

values against the extracted values.

v. Based on the extracted value range validation will be done by the system.

iv. Only on clearance of all the Rules Scrutinised the Report will reflect

ACCEPTED.

v. On Accepted Report a unique number of the Scrutiny will be generated

c. Scrutiny Parameters for all types of building meant for different usage; as per

building bye laws and approved master plan will be taken into scrutiny. The major

Plan provisions are as under :

vi. Plot area / shape

vii. Road width details

viii. MOS (Marginal open space)

ix. Ground coverage

v. FAR (Floor area ratio)

vi. Building height

vii. Use of building (Floor wise including mixed use in floors)

viii. Parking provision

ix. Amenities

x. Components of building

xi. Services Evaluation

xii. Firefighting requirement

xiii. Green building norms

xiv. Rain Water Harvesting

xv. Water supply

xvi. Water treatment

xvii. Solid waste management provisions

xviii. NOC required on the basis of drawing details

3. Submission and processing of Application

a. The entire process from the time of submission of drawing to scrutiny completion is

automatic without any human intervention and instantaneous.

i. If the Scrutiny report REJECT the drawing the Report will have the details of

the clauses in which it was rejected and also the values of the parameters.

ii. The Architect/Engineer can correct the drawing and can resubmit the

drawing till he gets the approval.

iii. Only on approval the unique reference number for the Scrutiny Report will

be generated.

iv. Only with this number the Submission of Application can be initiated.

b. The OBPS handles the Plan Scrutiny in Online Real time mode and there is no need

for any wait time, once the Plan is drawn. Scrutiny gets completed in less than a

minute.


P a g e | 8 9

c. From the Plan submitted by the Architect the System will generate all the relevant

plan in PDF format automatically. These are the set of Plans which will be issued to

the end user with certification on successful completion of the Application Process.

d. The Application can be filled and required documents can be uploaded by the

Architect once he has the Plan Scrutiny Reference number.

e. On Submission the Citizen need to validate and self certify the Application.

4. Application Process by the Department

a. Workflow is configurable as per the requirements and will be done during the

Customisation phase of the Project

b. All approvals will be electronically signed (e-sign) with QR code

c. The application captures all relevant details for all internal and external agencies;

relevant data needs to be forwarded to corresponding agencies for issuing NOCs.

d. SLA on NOC is also validated by the System. If the required date is passed without

a reply from the NOC department the NOC will be taken as Deemed approved.

e. In addition a single window mechanism is also built into the system. This feature can

be used by Departments which do not have the IT system for their process in full.

f. Provision for entering onsite inspection details and geo-tagged images (document

upload facility) of the Site Inspection.

g. The product has for the staff and the management for viewing the completed and

pending tasks / works / applications.

h. The product has features for Online single window system, and integrations with all

internal and external agencies required to provide applicable NOCs/approvals (Fire

Services, Water and Sewerage Department, Discoms, AAI,

NMA, Forest, Labour, Factory Directorate) i. A Statewide Dashboard is also available which can be used by State Administrators

to see the flow of applications and the pendency or exceptions.

j. The product offers Security on User Authentication with Role based access

k. The product will generate various MIS reports as per requirements of the

Departments from time to time. MIS reports based on the payment received, dues

position, plans passed, pending proposals, delayed approvals be generated as per

Department requirement.

l. The Product has well-defined inspection report format at various levels to guide the

inspectors which is also configurable.

m. The Product incorporates digital signature (e-sign) for approval of application at

different levels in the application system, Building permission letter, approved

drawing, notices, letters, completion cum occupancy certificates etc.

n. Product has well defined service levels and the escalation matrix to officials

regarding time limit for processing an application automatically in the system.

o. The Product after the Citizen validates the application the system will schedule the

Document Verification visit date. This date can be rescheduled by both the parties

once.

p. SMS/Email Alerts enabled in the Product

i. Document Verification Meeting

ii. Field Verification

iii. Fee Computed and Demand Generated

iv. Plan Permit Approved and Digitally Signed

q. The Checklist for the Document Verification will be filled up by the officials on the

Document Verification meeting. In the system the Checklist is configurable.

r. The Product offers provision to incorporate the changes of building by-laws as

intimated by the department in the application within time frame.


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v. Product has the feature to capture the history of changes and based on the

original application submission date the relevant rules will be taken into

account for scrutiny.

s. The Product has the feature of provisioning ther Revoking/Cancelling of Building

Permission.

t. On completion of the Document Verification the applicable NOC Departments will be

addressed by the System for NOC.

u. Field Verification Schedule will be assigned by the System with reschedule option

for both the parties once.

v. The officials can do the Field Verification, update the report in a checklist format and

forward for approval

5. Online Fee Payments

a. The solution is integrated with the payment gateway for Online Payments and

facilitate for Fee collection, Fee calculation, refund calculation and generate online

fee receipts based on the submitted Building plan.

b. Upon approval of the report and NOC clearances the Fees are computed

automatically by the system.

c. The Fee computation uses the Plan Parameters and the applicable laws and rules

of the State which are configurable.

d. The Plans in PDF will be generated by the System with QR Code without any manual

intervention.

e. Citizen/Architect can pay the Fees Online

f. Upon payment of Fees Plan Permit Approval process will be initiated and approved

with Digital Signature. The Permit has been incorporated with QR Code.

g. The Fees can be collected under various heads of accounts and the Reports for the

collections against the Heads of Accounts will be generated. This will enable the user

to account the collections accordingly.

6. Certificate(s) a. The product has provision to generate certificates with e-Sign/ digital signature and

QR code which can be downloaded by the applicant.

7. Notice(s)

a. The notices, acknowledgment letters, approval letters, deviation or the rejection

letters will be system generated with e-sign.

b. Every communication sent/received from/by an applicant will be received online

only and reflected in the case as well as in the reports which can be used in court

cases & for any other purpose.

8. General requirements

a. The software tracks delays in approval steps and maintain an audit log of the

approval process steps.

b. The solution allows extraction of system logs to excel/pdf formats for internal analysis

of cases.

c. The product have provisions where in providing basic parameters like certificate no.,

name, area etc. would generate basic information about approved certificate and

hence would enable easy third party verification.

d. The Checklist, FAQ, User guide with video should be provided for end users.

e. The product provision to get month wise approved/ rejected/ pending application and

status of pending approval.

E. Water & Sewerage Management


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The Water and Sewerage (W&S) module provides a digital interface to apply for water and sewerage connections and, pay the water and sewerage charges for connection/s. It can be used by the citizens, Urban Local Body (ULB) counter employees and field employees, and ULB Administrators to accomplish their specific tasks. It is available as a mobile and web-based application. The Water and Sewerage product features can be broadly classified as the following modules:


2. Applying for new Water/Sewerage connection

3. Searching for a Connection

4. Modifications to a Connection

5. Entering meter reading of metered connections

6. Generate Demand

7. Payment collection and Receipts

8. Closure of water connection


1. Registration, Login and Creation of User Profile This module provides enables the following capabilities



● Provision for language selection during first time registration for both Employee and citizens


● Login Credentials for various hierarchy of employees

● Role based access for performing different actions relating to W&S module

2. Application for new Water/Sewerage connection The system allows the Citizen / ULB user (with appropriate role in the system) to apply for a New

Water/Sewerage connection. The application goes through an approval workflow before it is available

for various transactions in the system. The workflow to be followed for a new water/sewerage

connection is configurable. In the workflow, the ULB official will generate the estimation notice. Once

the payment is made, work order will be generated.

Every time there is a change in the status of an application, the citizen will be intimated through in-

app notifications, SMS and email. The citizen and employee can view the history of the various

states that an application has been in and the comments added by the employee in each state of

the application.

3. Searching for a Connection

Only employee from W&S department will be able to access the feature, to search for water and

sewerage connections. They can search for any connection based on parameters such as:

● Consumer number

● Application number

● Owner mobile number

● Application status

● From date

● To date

The search result contains, Application number, Consumer number, Owner name, Status, Due


P a g e | 9 2

amount and Pay now option. The Employee can make payment for a connection on the citizen’s

behalf using ‘Pay Now’ option.

Citizens can also search for their connection in the portal. They can search using Owners mobile

number, Property ID, Consumer number etc. The search result yields, Owner’s Name, Address, Due

amount and Pay option.

4. Modifications to a Connection

The system facilitates the title transfer of water tap connection from one person to the other person.

Title transfer of water tap connection directly depends up on Property tax. If title transfer is done in the

property tax module then at the time of final approval, the changes will reflect in the W&S module

automatically. After title transfer has been completed successfully, subsequent bills will be generated

with the details of the new owner/s.

Water tap change in usage happens when property type is changed from residential to Non-

residential or from Non-residential to residential. Change in usage directly depends on the property

tax module. If property type is changed in Property tax system then it will automatically reflect in the

W&S system. When there is a change in the usage type, the subsequent bills will reflect the rates as

per the updated usage category. When there is a change in the usage category in the middle of the

billing cycle, pro-rata charges will be applied in the next billing period.

The change in connection category from non-metered to metered and vice-versa is also possible in

the W&S system with the appropriate workflow configured to intimate all stakeholders of the change

and collect any charges (if applicable) from the citizen.

5. Entering meter reading of metered connections On W&S billing screen, there is a card called ‘Meter reading’. Employee can click on ‘Meter reading’

which redirects the employee to meter reading landing screen. The employee can search based on

following criteria:

● ULB

● Boundary Type

● Boundary Value

● Billing Year

● Billing Period

● Billing Period Value ● Consumer No.

This feature facilitates the employee to search for all results based on desired criteria. The search

result yields the following values: consumer number, owner name, meter status, last reading, current

reading, date and consumption.

The employee can edit meter status, current reading, date and consumption under certain conditions.

Based on this information the employee can generate the bills for connections.

6. Generate Demand

In the system there is a feature to generate demand under billing section. Generate demand has a

search feature in which, the connections can be searched for which demand has been already

generated. Employee can view, also edit those demands based on certain conditions.

The system has the capability to configure the demand generation as an automatic or a manual

process. In automatic process the demand generation for non-metered connections is automatically

done periodically. For metered connection as soon as the employee enters the meter reading and

clicks on ‘SAVE’, the demand is generated.


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Any success/ failure to generate demand triggers automatic notification to the concerned ULB officials

via email. Also the demand generation cycle, demand generation date and officials who should

receive the notifications can be configured.

7. Payments collection and Receipts The citizen can pay for dues by searching his/her connection. In search results, the citizen can click

on pay, which redirects to the summary page of the dues. After this, the citizen can pay for dues

online. Employee can also collect the payment on citizen’s behalf. After searching for the desired

connection, clicking on pay will redirect the employee to common payment page. The employee can

print the receipt after payment is successfully collected. The citizen is also notified and gets a

download receipt link in the notification.

8. Closure of Water Connection If Water tap owner has got his own water source then water tap owner can initiate for Water tap

connection closure permanently. So, that tap will be closed permanently and demand would not be

generated for the connection. Application for closing of water tap connection is accepted only with the

latest water charges receipt and clearing of old dues.

9. Dashboards and Reports The state level administrator can keep track of relevant metrics by using dashboards. Dashboards for

W&S can be accessed by a state level user under login. The dashboard has these components:

● Financial Indicators

○ W&S Total collections YTD

○ Water Collection

○ Sewerage Collection

○ Water - Demand vs Collection (Monthly trend)

○ Sewerage - Demand vs Collection (Monthly trend)

● Municipal Adoption

○ W & S : No. Of ULBs Live

○ W & S: Total Number of ULBs

○ Water Consumers by Connection Type

○ W & S Consumers by Usage Type

○ Total Collections by Source

○ Total Collections by Mode

○ W & S Adoption : ULB Wise

● Today’s Collections

○ W&S Total collections: Today

○ Water Charges - Total collections: Today

○ Sewerage Charges - Total collections: Today

○ W&S - Total No. of Receipts: Today

○ Water - Total No. of Receipts: Today

○ Sewerage - Total No. of Receipts: Today

○ Mode wise W&S collections: Today

○ W&S ULB wise collections: Today

F. Accounting System National Municipal Accounting Standards compliance is necessary for ULB funding and grants. The

Accounting System is an NMAM compliant application which can be integrated with all the other

relevant modules (both internal as well as third party system) with budgetary controls in place. The


P a g e | 9 4

complete books of accounts can be maintained at one place which enables the creation of Financial

statements. The high level feature set is listed below.

Masters ● Chart Of Accounts

● Bank

● Bank account

● Fund

● Function

● Financials year

● Scheme and sub-scheme

● Vendor (Contractor/Supplier)

● Recovery codes

● Accounting entities and User defined masters

● Cheque master

● Ledger opening balance

● Service to Bank Account mapping

Expenditure Accounting ● Creation and approval of expense bill

● Create and approve voucher from bill

● Payment of Bills

● Direct bank payment

● Cancel Bill

● Cheque Assignment

● RTGS Assignment

● Surrender and reassign cheques

● Surrender and reassign RTGS

Revenue Accounting ● Creation and approval of receipt voucher

● Creation of day end remittance vouchers

● Miscellaneous receipts

Journal Voucher ● Book adjustment entries (General Journal vouchers)

● Creation and approval of Vouchers of type - Works,

Purchase, Fixed Assets

General ● Cancel Voucher

● View Voucher


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Reports ● Accounting Reports

• General Ledger

• Trial Balance

• Bank book

• Day book

• Journal book

• Opening balance

● Collection

Reports •

Receipt

Register

● MIS Reports

• Bills and Payments

• Cheque issue register

• RTGS Advice

Configuration data ● Master data upload

● System configuration set up

G. Dashboards ● Integrated Dashboards for Property Tax, Public Grievance Redressal System and Trade

License ● Dashboards will enable State Administrators to monitor key performance indicators, measure

performance of ULBs and analyze data trends to make data driven decisions ● Dashboards showcase Adoption, Citizen Engagement, Digital uptake, Task success Metrics

Features

Dashboards are equipped with long term as well as short term data analysis feature. It also

provides ability to view results filtered by different parameters.

Type of

Dashboard Description

Public Grievance

Redressal

Dashboards

It will enable State Admin to measure various data metrics like total

complaints, status of complaints, monthly and weekly trends, top

complaint categories, ULB wise performances, SLA breaches,

source of complaints etc.

Property Tax Dashboards

It will enable State Administrators to measure various data metrics

like total collections, total properties assessed, monthly and weekly

trends of tax collection, ULB wise performance, property usage type

Trade License Dashboards

It will enable State Administrators to measure various data metrics

like total applications processed, total licenses issued, monthly and

weekly trends of tax collection, ULB wise performance, trade type

analysis.

APPENDIX 2: FUNCTIONAL REQUIREMENTS ● Solution should integrate with the CSC’s to allow them to access the services from the solution


P a g e | 9 6

implemented by the bidder

● Solution should be able to generate single integrated bill for all the services consumed by the

citizen. It should allow the citizen to make payments for all the services based on the demand

and allocate the payments for different heads based on the rules defined by H&UDD

● The solution should have MIS reports in each of the modules to enable the ULB authorities to

perform their operations and reporting needs as per the Solution Design Document

Digital Dashboard Requirement

Number Functionality

DD.001

Ability to provide a snapshot of Key Performance Indicators

Detailed & interactive charts & graphs .

City level Dashboard to enable Municipal Executives to make decisions

based on the dashboards

DD.002 The Dashboard should have facility to generate graphs, pie-Charts, Bar Charts, etc.

DD.003 The dashboard shall have provision of monitoring service level agreement.

DD.004

The critical parameters for the following systems are expected to be

tracked in the Dashboard:

- Property Tax

- Water Charges

- Financial Accounting

- Grievance Management

- Trade License

- Any other applications as needed by the <HUDD>

DD.005 The system should be able to provide real-time data into the above systems.

DD.007

The Dashboard should have capability for providing Project Status;

Property and water revenue, connections, defaulter's etc.

DD.008

The system should also have a state level dashboard for the state

officials to view the data of all the municipalities with an ability to drill

down to respective ULB's and then to individual transactions. The

views and data required for State Level Dashboard will be different

from that of the City Level Dashboard

DD.009

The system should have the ability to compare Year on Year

performance of the municipality on various parameters like Property

Tax Revenues, Water Charge

Revenues etc.

DD.010 The users should be able to access the dashboard in tablets/laptops/desktops

DD.011 The dashboard should have facility for access and role based control

ULB Portal

Requirement

Number

Functionality


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Technical Requirements

WPS.001 Should be based on open source web based CMS

WPS.002 Should be responsive so that it can be viewed on any form factor- mobile, tablet, PC

WPS.003 In compliance with GOI guidelines

Portal Features

WPS.004 Homepage should have the facility to update message from HCM,HUDM Mayor,

Commissioner on the web-portal

WPS.005

● Homepage should have the link to various subsections

like: About ULB

● City

Informatio

n Services

● Projects

● Right

To

Inform

ation

● Contac

t Us

● Log in

Or any other link specified by<HUDD>

WPS.006

Should link to the third party services which are needed by the citizen,

thus forming a single comprehensive repository of all the services.

WPS.007

Should include ULB History, objectives, management team, vision &

mission, customer services, budget, departments. This page should have the facility to be updated.

WPS.008

City Information should include – Offices, schools, colleges, hospitals,

blood banks, police stations, post offices, city map, tourist attractions etc.

WPS.009

Services should include all services provided by ULB to its citizens-

application forms, schemes, grievances, calculations of charge and tariff

(online calculations related to property tax, license etc.), Online

Payments. This will be linked to individual applications available either by

the bidder or a third party system

WPS.010

Application acceptance for various services /

certificates include

● Birth / Death Certificates

● Duplicate Bills

● Building Permission

related services

● Water Connection

This will be linked to individual applications available either by the bidder or a third

party system

WPS.011

Grievances should include

● Acceptance

● Status Tracking of Applications and Grievances


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WPS.013 Projects include all the projects that are taken up by different departments of ULB

WPS.015 Ability to publish the Newsletters

WPS.016

Departments/Wards: Intro, objectives, responsibilities, powers & duties of

officers, employees with gross salary, activities, time limit, directory with

telephone no.

Committee: Members, purpose, type, frequency of meeting, documents

available for public

Projects/ Activities: Budget head, work activities, allocated amount, current statistics


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Public Grievance Management and Citizen Engagement

Requirement


Master maintenance

PGR.001

System should have the ability to maintain different types of grievances and the Service Level timelines for each of them.

PGR.002 System should have the ability to maintain the category of the grievances registered in the municipality (Add/Modify/ Search).

PGR.003 System should have the ability to maintain the details of officers designated to redress grievances mapped to the department-section/ward.

PGR.004 System should have the ability to define the escalation matrix.

PGR.005 System should have the ability to map each application to a department-section.

PGR.006 System should have the ability to integrate with HRMS / Employee database for routing/escalating the grievance registered respectively

Grievance Registration

PGR.007

System should have an Integrated platform to register a grievance through multiple channels like Mobile app, Website, Call to ULB, Manual application and Citizen Portal.

PGR.008

System should have the ability to generate unique grievance IDs and generate acknowledgement and verify status with the unique grievance ID

PGR.009 Citizen should be able to file a grievance through mobile and track its

status

PGR.009 System should have the ability to route the grievance directly to the officer responsible based on the ward/GIS location and complaint type.

PGR.010

System should have the ability to allow section heads to allot the grievance to the concerned officer responsible and update the status of the registered grievance

PGR.011 System should have the ability to update/Auto update the status after each level of necessary action has been taken

PGR.012

System should enable the officer to view/access the grievance on mobile app or on Web interface to redress the grievance and update the status.

PGR.013 Employees should be able to access the grievances assigned to him on the mobile. They

should be able to address the grievance and update the status through

mobile

PGR.014 System should have the ability to escalate the grievance if the SLA is not met(i.e. if not addressed in the given time)

PGR.015

System should have the ability to allow a citizen to re-open the complaint if not satisfied. and ability to capture the citizen feedback.

PGR.016 System should have the ability to register a grievance with photos and allows closure of grievance with evidence - photo upload option for officer redressing the complaint.

MIS & Reports


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PGR.017

System should have the ability to generate section wise grievance register for a given period with its status.

PGR.018 System should have the ability to generate statistics report on section-wise number of grievances received/ handled/ pending/ disposed (Type wise/Zone wise/ward wise) and the details of staff attending it.

PGR.019 System should have the ability to generate department wise grievance

disposal register

PGR.020 System should have the ability to generate Ageing Analysis reports

PGR.021 System should have the ability to generate analytical reports for performance evaluation at the ULB level and department wise.

PGR.022 System should have the ability to generate citizen feedback report.

PGR.023 System should have the ability to maintain the details of work/application that has not

been addressed within the prescribed time, number of days of delay in case of delay in SLA of the grievances registered in the municipality (Add/Modify/ Search)

SMS/Email Integration

PGR.024 Configuration with SMS server for sending SMS to applicants and employee showing their application status and other alerts.

PGR.025 Configuration with Email server for sending email to applicants showing their application status.

PGR.026 The system should allow the call center operators to login and file grievances on their behalf and generate reports on the number of complaints filed by them

PGR.027 The system should allow the call center operators to capture citizen feedback on the grievances.

Citizen Engagement

System should allow employees to send notifications needing citizen action

System should allow employees to send public broadcast messages to the

citizens

System should allow employees to share details of events and important public

updates with the citizens

System should allow employees to share key data and information about the

city(such as access points for services) with the citizen


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Financial Budget and Accounting

Number Features

Masters

FMS.001

System should have the facility for incorporating formats for reporting and books of accounts as prescribed in the National Municipal Accounts Manual and Odisha State Municipal Accounting Manual. <HUDD> will provide the reporting and formats as desired by the department

FMS.002

System should have the facility for incorporating of existing formats of

registers in ULBs. <HUDD> will provide the existing formats being

required.

FMS.003 System should have a facility to create Account Head Definition. Domain Expert

Committee will decide the Chart of Accounts for the entire state.

FMS.004 System should have the facility for Account Grouping and Sub-Grouping

FMS.005

System should have the ability to maintain Bank Account Details of all

vendors, Bidders and customers

FMS.006 System should have the ability to manage Vendor Details (Name, Address etc.)

Departmental Process

FMS.007 System should support budget upload from excel sheets with proper validations.

FMS.008 System should support revised budget upload from excel sheets

with proper validations.

FMS.009 System should have the ability to prepare Budget Appropriation between

different budget heads through approval process or proper access rights.

The workflow may be different for different category of ULBs.

FMS.010 System should have the ability to perform administrative approval / dis-

approval of work linked to budget availability. The workflow may be

different for different category of ULBs.

FMS.011 System should have the ability to generate report on comparison between

actual and estimated cost/expenditures.

FMS.012 System should have the ability to restrict/display warning

messages in case the budgetary limits are exceeded based on

the configuration.

FMS.013 System should be able to generate receipts through Internet / CFCs.

FMS.014 System should have the ability to generate receipts of collections (property

tax, water tax, rent, grants, security money and earnest money, etc.) – By

Counter as well and Summary reports

FMS.015 System should have the ability to approve bills/vouchers based on

workflow.. The

workflow may be different for different categories of ULBs.

FMS.016 System should have the ability to add/ modify discounts or waivers.


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FMS.017 System should have the ability to record/ modify a bill raised.

FMS.018

System should have the ability to manage cheque/ cash deposit slips into bank.

FMS.019 System should have the ability to handle dis-honoring of cheques.

Payment Management

FMS.020

System should have the facility for maintenance of master database of all

Bidders, contractors and vendors.

FMS.021 System should have the facility for calculation of sales tax, tax deducted at source etc.

FMS.022

Accounting system should book the liability on entry of these

amounts and an appropriate entry should be made based on double

entry accrual based accounting principles.

FMS.023

System should allow disbursement of payments (salary,

contractors/Bidders, administrative expenses, PF, profession

tax, etc.)

FMS.024 System should be able to handle statutory payments (PF etc.) for employee

FMS.025

System should facilitate entry of the consolidated salary and statutory

(PF, PT etc.) payment amounts for each department in the accounting.

FMS.026 System should have the ability to entry details of bill / liability.

FMS.027

System should have the ability to authorize/approve the payment through work flow

FMS.033 System should support different modes of payment(NEFT, RTGS etc;) along with cash and cheque mode of payments.

FMS.028 System should have the ability to make partial Payment Voucher for the bills generated

FMS.029

System should have the ability to assign cheque to the payment vouchers

and maintain the cheque book details received by the banks.

FMS.030 System should have the ability to record cheque issuance details.

FMS.031 System should have the ability to record cheque cancellation details.

FMS.032 System should facilitate collection of security deposit / earnest money

deposit

management.

Debt Management

FMS.033 System should facilitate bank reconciliation.

FMS.034 System should have the ability to maintain the ledger for TDS/ VAT

Account, and allow

Online Payment/remittance of Tax

FMS.035 System should maintain bank account wise balances


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FMS.036 System should integrate ledger A/c with ECS Payment

FMS.037 Reports and Registers with respect to bills and payment vouchers to be

generated/

maintained. What does this mea

FMS.038 System should have the ability to generate balance sheet

FMS.039 System should have the ability to maintain Bill Register

FMS.040 System should have the ability to maintain Journals vouchers pertaining

to the bills

created.

FMS.041 System should have the ability to generate Journal daybook report

FMS.042 System should have the ability to generate Journal voucher report.

FMS.043 System should have the ability to generate advance ledger.

FMS.044 System should maintain Deposit Ledger.

FMS.045 System should have the ability to generate payment register.

FMS.046 System should generate Outstanding Bill Register.

FMS.047 System should maintain Cash Book (Detailed & Summary)

FMS.048 System should maintain Bank Reconciliation Statement.

FMS.049 System should have the ability to maintain Opening balance for the general ledger heads.

FMS.050 System should maintain Day Closing balance.

FMS.051 System should be able to generate Budget Variance Reports.

FMS.052 System should maintain Works Details (Contractor-wise bill and payment details)

FMS.053 System should maintain Party-wise deductions (Rebates, penalties) Register

FMS.054 System should maintain Security Deposit Register

FMS.055 System should maintain Advance Register

FMS.056 System should maintain Cheque Issue Register.

FMS.057 System should be able to generate cheque Dis-honor Register.

FMS.058 System should maintain Trial Balance, Income & Expenditure Statement

FMS.059 System should maintain Accounts analysis reports (revenue, expenditure, etc.)

FMS.060 System should provide facility to transfer funds from one bank account to another within the same fund as well as across funds.

FMS.061 System should provide the facility to close the accounting to any particular year as and when needed.


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FMS.062 System should be able to do the payment for all the recoveries that are deducted as part of the bills.

FMS.063 System should be able to check bank balance sufficiency before the payment voucher concurrence

Miscellaneous Collections

System should have the ability to capture miscellaneous payments made by

citizens to the ULB like advertisement tax, parking charges etc.

System should have the ability to collect miscellaneous payments made by citizens

through all modes such as -cash, cheque/DD, card

System should have the ability to provide a report on collections by -

Employee(collector), ULB, Service or any other combination of these


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Asset Management

Requirement

Number Feature

Classification of Assets

MAM.001

System should be able to register immovable

assets such as Land

o Building

o Roads, Footpaths

o Bridges, Culverts, Flyovers, Subways & causeways

o Drains including underground drains

o Water Works Distribution

o Public Lighting System

o Lakes and Ponds

o Capital Work-in Progress

MAM.002

System should be able to register movable assets

o Plant and Machinery – including machinery of Water Works &

Drainage, Road department machinery

o Vehicles

o Furniture & Fixtures System

o Office Equipment

o Other Equipment

MAM.003

System should be able to capture

asset details Ownership

o Cost (purchase/ transfer/ construction)

o Appreciation

o Depreciation principle

MAM.004 System should be able to prepare opening balance for asset valuation.

Asset transaction

MAM.005 System should be able to register purchase of new asset from stores module.

MAM.006 System should be able to create a land asset.

MAM.007 System should be able to register asset sale.

MAM.008

System should be able to register improvement on asset (E.g. -

construction of new floors, road resurfacing etc.) from works module.

MAM.009 System should register every asset with a code and description.

MAM.010 System should facilitate capitalization of asset.

MAM.011 Asset revaluation and depreciation facility should be provided

MAM.012 System should pass required financial vouchers for capitalization,

reevaluation, sale

and disposal transactions.

MAM.013 System should be able to link the asset to the GIS data.


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MIS

MAM.014 System should be able to generate reports related to assets in different categories

MAM.015

System should be able to facilitate Search option on asset information

(road name, pin code etc.)

MAM.016

System should be able to provide reports about the improvement

works done for an asset over a time period.


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Property Tax Management System

Number Feature

Property New Assessment

PT.001 The system shall have a facility for allowing new property assessment by Authorized

officials (Initiated by municipal employees)

PT.002 The system shall have a facility to allow citizens to file a new

assessment from the portal through Self Assessment

PT.003 Citizen should be able to view property tax details and pay the property tax through

mobile app

PT.004 The system shall have a facility to generate unique property ID based

on the defined rules

PT.005 The system shall have a facility to support for multiple owners

PT.006 The system shall have a facility to support for multiple floors

PT.007 The system shall have a facility for calculation of the property tax demand based on the Municipal act of the state. The calculation may be different for different categories of ULBs.

PT.008 The system shall have a facility for calculation of property tax arrears based on different characteristics like occupation date, road width etc;

PT.009 The system shall have a facility for document attachment and images.

PT.010 The system shall have a facility for Maintenance of complete history of modifications to

the record.

PT.011 Employee should be able to view the Property Tax details on the mobile

Property Modification

PT.012 The system shall have a facility for property modification leading to

Demand changes.

PT.013 The system shall have a facility to approve workflow for property modification. The workflow may be different for different categories of ULBs.

PT.014 The system shall have a facility to support for multiple types of workflows based on property and demand attributes.

PT.015 The system shall have a facility for modification of correspondence address/email and contact numbers.

Property Amalgamation

PT.016 The system shall have a facility to amalgamate existing properties into

a single property.

PT.017 The system shall have a facility to validate area of the property during

amalgamation.

PT.018 The system shall have a facility for not allowing amalgamation if taxes

are due.

PT.019 The system shall have a facility of approval workflow for amalgamation. The workflow may be different for different category of ULBs.

PT.020 The system shall have a facility for deactivation of original property.

PT.021 The system shall have a facility to disallow transactions on

amalgamated properties.

Property Bifurcation

PT.022 The system shall have a facility for creation of one or many properties from an existing property by bifurcation process.


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PT.023 The system shall have a facility to validate area of the property during

bifurcation.

PT.024 The system shall have a facility of not allowing bifurcation if taxes are

due.

PT.025 The system shall have a facility of approval workflow for bifurcation. The workflow may be different for different category of ULBs.

PT.026 The system shall have a facility for deactivation of original

Property(Incase required)

PT.027 The system shall have a facility for disallow Transactions on Bifurcated

Properties

Property Name Transfer

PT.028 The system shall have a facility for name transfer with support for Sale Deeds / Inheritance / Gift / Will / Settlement.

PT.029 The system shall have a facility for approval workflow for name transfer. The workflow may be different for different category of ULBs.

PT.030 The system shall have a facility for generation of Transfer Notice

Property Objection / Appeals

PT.031 The system shall have a facility to capture citizen objections. / Appeals

PT.032 The system shall have a facility to support for hearing on objections.

PT.033 The system shall have a facility to Increase/Decrease of tax amounts

based on judgment.

PT.034 The system shall have a facility for memo generation for revised tax

details.

Billing and Collection

PT.035 The system shall have a facility to generate demand notice for single

property.

PT.036 The system shall have a facility for demand bill generation for bulk.

PT.037 The system shall have a facility for payment of property tax.

PT.038 The system shall have a facility for online payment and through mobile

app

PT.039 The system shall have a facility for payment through citizen service

centers.

PT.040 The system shall have a facility for field collection.

PT.041 The system should enable collection of taxes by third parties/vendors

through open APIs.

PT.042 The system shall have a facility to support for advance payment.

PT.043 The system shall have a facility to collect title transfer fee.

Reports

PT.044 The system shall have a facility to generate defaulter’s reports.

PT.045 The system shall have a facility to generate property usage reports.

PT.046 The system shall have a facility to generate Demand Collection Balance

reports at a boundary level. i.e. zone/ward etc.

PT.047

The system shall have various MIS reports at City, Ward, Street levels

as decision support tools for the revenue department and citizens (e.g.

Defaulters Report, Zone/Ward-wise

collections/Bill Collector wise collections)

PT.048 The system shall have a facility to display collection trend analysis

based on property type.

PT.049 The system shall have a facility to generate boundary wise deactivated

properties report.


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PT.050 The system shall have a facility to generate daily collection report of

property tax and also arrears, penalties etc

Other Requirements

PT.051 The systems shall have the facility to update specific property records

as ‘under court case’ and freeze all transactions on all such records

PT.052 The system should ability to integrate with court case system, if needed

PT.053 The system should have facility to capture Digital Door Number and

query the property records using that

PT.054 The system shall have a facility to record multiple owners against a

property

PT.055 The system shall have a facility to capture Electricity connection details


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Water and Sewerage Management

Requirement


Citizen Services

WTM.001

The system shall have a facility for the citizen to apply for a new water

connection online or through the citizen service centers or

webportal/mobile app. The system should have approval workflows for

new connection. The workflows may depend on the category of the ULBs.

WTM.002

The system shall have a facility for the citizen to apply for closure of

connection (Permanent / Temporary) online or through the citizen

service centers. The system should have approval workflows for

closure of connection. The workflows may depend on the category of

the ULBs.

WTM.003

The system shall have a facility for the citizen to apply for change of use

online or through the citizen service centers. The system should have

approval workflows for change of use. The workflows may depend on the

category of the ULBs.

Citizen should be able to view water tax details and pay the charges

through mobile

WTM.004 The system shall have a facility to handle reconnection.

WTM.005 The system shall have a facility for Temporary Disconnection

WTM.006 The system shall have a facility for Work Order Printing for new connections, re-onnections and closing of connections.

WTM.007 The system shall have a facility to define scrutiny charges of water connection.

WTM.008 The system shall have a facility to capture field verification details.

WTM.009 The system shall have a facility to define entry of approval/remarks during the

workflow.

WTM.010 The system shall have a facility to track the status of the application

WTM.011 The system shall have a facility for maintenance of transaction history.

WTM.012

The system shall have a facility to capture various details of the Water

Connection like

- Consumer Details- Property Details, Owners Details, Link to Property Number.

- Metered/ Non Metered Connections

- Multiple Usage type - Domestic, Commercial, etc.

- Tariff Category.

WTM.013 The system shall have a facility to define the generation of an application

acknowledgement receipt

WTM.014 The system shall have a facility to capture various connection Details like Connection

Size, Distribution Line, etc.

WTM.015 The system shall have a facility to capture Compliance for ‘No dues’ for property Tax

WTM.016 The system shall have a facility to capture Meter Information like Meter No. , Make , Cost etc.


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WTM.017 The system shall have a facility to generate disconnection notice for unauthorized connection.

WTM.018 The system shall have a facility to generate disconnection notice for existing connection.

WTM.019 The system shall have a facility to define deposit for various connection

size & category.

WTM.020 The system shall have a facility to define water connection charges and water usage charges.

WTM.021 The system shall have a facility to capture meter reading.

WTM.022

The system shall have a facility for bill generation

- Billing for metered and non-metered connections

- Consideration of advance paid if any

- Interest calculation on arrears

- Duplicate bill generation

WTM.023 The system shall have a facility for printing bills individually or in bulk.

MIS

WTM.024 The system should be able to generate connection outstanding register.

WTM.025 The system should be able to generate meter reading report.

WTM.026 The system should be able to generate list of consumers ward, category & size wise.

WTM.027 The system should be able to generate List of connections.

WTM.028 The system should be able to generate List of closed connections.

WTM.029 The system should be able to generate ward-wise recovery reports.

WTM.030 The system should be able to generate top defaulters report.

WTM.031 The system should be able to generate tax-wise demand details.

WTM.032 The system should be able to generate advance payment reports.

WTM.033 The system should be able to generate bill status for bill generation.

WTM.034 The system should be able to generate Illegal connection reports.

WTM.035 The system should be able to generate demand register.

WTM.036 The system should be able to generate Arrear demand register.

Masters

WTM.037 The system should maintain details of water sources types (Addition/Modification/Search)

WTM.038 The system should maintain details of usage type

(Addition/Modification/Search)

WTM.039 The system should maintain details of pipe size

master(Addition/Modification/Search)

WTM.040 The system should maintain details of security deposit master (Addition/Modification/Search)

WTM.041 The system should maintain details of meter cost


WTM.042 The system should maintain details of Water charges



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Trade License System

Requirement Number Features

Citizen Services

TLS.001 The system shall have a facility for Issuing New Licenses

TLS.002 The system shall have a facility for Issuing Duplicate License

TLS.003 The system shall have a facility for Changing the Name of Business

TLS.004 The system shall have a facility for Changing in Business – Trade category and sub category.

TLS.005 The system shall have a facility for transfer of license.

TLS.006 The system shall have a facility for renewal of license.

TLS.007 The system shall have a facility for cancellation of license.

TLS.008 The system shall have a facility for online payment and generation of receipt.

Issuance of License

TLS.009

The system shall have a facility to capture license details like

• License Holder’s Details – One or multiple owners

• Capture of Mobile No. / E-Mail ID

• Link to Property Number

• License Details – Temporary/ Permanent License

• Name of Business, Business Address

• Trade/ Business Details – License Type, Subtype - multiple

levels to define types and sub types.

• License type, sub-type

TLS.010 The system shall have a facility to Calculate License Fee

TLS.011 The system shall have a facility to generate License Certificate

TLS.012 Citizen should be able to view trade license details and pay the license fee through mobile

Other Departmental Process

TLS.013 The system should be able to scrutinize license applications.

TLS.014 The system shall have a facility to make inspection entry.

TLS.015 The system shall have a facility to generate show cause notice for not renewing.

TLS.016 The system shall have a facility to approve the license with various levels of work flow. The workflow may vary for different category of ULBs.

TLS.017 The system shall have a facility to send reminder notice for renewal.

TLS.018 The system shall have a facility to cancel license

TLS.019 The system shall have the facility to digitally sign the license certificate.


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TLS.020 Employee should be able to view the Trade License details on the

mobile

MIS

TLS.021 The system shall have a facility to generate License Register

TLS.022 The system shall have a facility to generate List of Defaulters

TLS.023

The system shall have a facility to generate reminder notices for renewal

TLS.024 The system shall have a facility to generate Demand / Collection Register

TLS.025 The system shall have a facility to generate reports showing

Changes in License Types, Business Partners, Cancellation

Licenses, etc.

TLS.026 The system shall have a facility to generate reports w.r.t. Bills / Notices generated

Other Requirement

The system shall have a facility to issue temporary licenses within 3 days and if License is not issued within a specified number of days,it will be deemed approved

The system shall have a facility to issue Licenses for multiple contiguous periods

The system shall have a facility for withdrawing license/charge penalty in case of discrepancies found during inspection.

The system shall have a facility to allow trade license employees to collect property tax for commercial properties as well.

The system shall have a facility to communicate with the citizen during the application process


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Online Building Permission System

Requirement Number

Features

Online registration of Architects/ Engineers/ Supervisors

OBPAS.001 The system shall have a facility for Architects / Engineers / Supervisors / Town Planners etc. to register online

OBPAS.002 The system shall have a facility for migrating already registered Architects/ Engineers / Supervisors details into the system with current status and validity of the registration.

OBPAS.003 The system shall have a facility to renew the registration.

OBPAS.004 The system shall provide a single interface for the registration of all the

architects (across the state), who intend to do transactions with the

ULBs- Centralised Registration

OBPAS.005 The system shall have facility for Online Application for Registration: Identify the applicant regarding a unique ID. Capture the following minimum information of the applicant with appropriate validations.

● Unique ID ● Name ● Address ● Corporate Information ● Certificate from Council of Architecture/ Other

authorities ● Educational Qualification

OBPAS.006 The above shall have the following additional facilities: ● Facility to upload attachments as required by ULB for

establishing identity & experience etc. ● Enable online submission of the registration fee ● Assigning a unique application number to each

applicant ● Enable status tracking of the application

OBPAS.007 The system shall have a facility for approval of applications: Enable the Competent Authority to approve/reject the applications for registration, based on a workflow system and business rules. Communication of successful registration/ rejection to the applicant through e-mail & SMS alerts.

OBPAS.008 The system shall have a facility for renewal of registrations: Enable the Competent Authority to renew the applications for registration according to workflow/business rules. Communication of successful restoration will be sent to the applicant through e-mail & SMS alerts.

OBPAS.009 The system shall have a facility for Search: Enable authorised officials to search the database for a list of registered architects based on the ‘search’ criteria such as - the line of business, turnover, experience, or as decided by ULB.

OBPAS.010 The system shall have a facility for Help: Provide an online handbook and user manual for registration. Provide FAQs on the registration process.

Online Real time scrutiny of drawing/plan


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OBPAS.011 The system shall have a facility to enable the Architect/Engineer to submit the Drawing in Drawing Interchange Format(DXF) format from any Open Source CAD tools of their choice. The condition to be followed are:

● The drawing should adhere to the Standards stipulated

● The Standards will be provided to the Architect in the native format (DXF)

OBPAS.012 The system shall have a facility to enable the Architect/Engineer to submit the Application for various Services as listed above along with required supporting documents.

The scrutiny process is online real-time, and the Architect/Engineer will get the detailed scrutiny report within minutes of submitting the Plan

● Scrutiny reports will list the By-laws and sub-clauses with the approved values against the extracted values

● Based on the obtained value range validation will be done by the system

● Only on clearance of all the rules scrutinised the report will reflect ACCEPTED

OBPAS.013 The system shall have a facility to generate a unique number of criteria for scrutiny. on the accepted report Scrutiny parameters for all types of building meant for different usage; as per building by-laws and approved master plan will be taken into account. The primary plan provisions are as under :

● Plot area/shape ● Road width details ● MOS (Marginal open space) ● Ground coverage ● FAR (Floor area ratio) ● Building height ● Use of building (Floor wise including mixed-use in

floors) ● Parking provision ● Amenities ● Components of building ● Services Evaluation ● Firefighting requirement ● Green building norms ● Rain Water Harvesting ● Water supply ● Water treatment ● Solid waste management provisions ● NOC required based on drawing details

Submission and processing of Applications

OBPAS.014 The system shall automate the entire process from the time of submission of drawing to scrutiny completion without any human intervention and is instantaneous.

● If the Scrutiny report rejects the drawing, the report will

have the details of the clauses in which it was denied

and also the values of the parameters


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● The Architect/Engineer can correct the drawing and can

resubmit the drawing until he gets the approval

● Only on approval of the unique reference number for the

Scrutiny Report will be generated

● Only with this number, the Submission of Application

can be initiated

● On submission, the citizen needs to validate and self-

certify the application.

Application Process by the Department

OBPAS.015 The system shall have configurable workflows as per the requirements

OBPAS.016 The system shall enable all approvals to be electronically signed with QR code

OBPAS.017 The system shall enable application to capture all relevant details for all internal and external agencies; relevant data needs to be forwarded to corresponding agencies for issuing NOCs.

OBPAS.018 The system shall enable validating the SLA on NOC if the required data is passed without a reply from the NOC department, the NOC will then be considered as Deemed approved.

OBPAS.019 The system shall enable a single-window mechanism is also built into the system. This feature can be used by departments which do not have the IT system for their process in full.

OBPAS.020 The system shall have provisions for entering onsite inspection details and geotagged images (document upload facility) of the Site Inspection.

OBPAS.021 The system shall enable the staff and the management to view the completed and pending tasks/works/applications.

OBPAS.022 The system shall enable features for Online single window system, and integrations with all internal and external agencies required to provide applicable NOCs/approvals (Fire Services, Water and Sewerage Department, Discoms, AAI, NMA, Forest, Labour, Factory Directorate)

OBPAS.023 The system shall enable a Statewide Dashboard is also available which can be used by State Administrators to see the flow of applications and the pendency or exceptions.

OBPAS.024 The system shall offer Security on User Authentication with Role-based access

OBPAS.025 The system shall enable generation of various MIS reports as per the requirements of the Departments from time to time, MIS reports based on the payment received, dues position, plans passed, pending proposals, delayed approvals be generated as per Department requirement.

OBPAS.026 The system shall enable well-defined inspection report format at various levels to guide the inspectors, which is also configurable.

OBPAS.027 The system shall enable digital signature (e-sign) for approval of the application at different levels in the application system, Building permission letter, approved drawing, notices, letters, completion cum occupancy certificates, etc

OBPAS.028 The system shall have well-defined service levels and the escalation matrix to officials regarding the time limit for


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processing an application automatically in the system.

OBPAS.029 The system shall schedule the Document Verification visit date after the Citizen validates the application, This date can be rescheduled by both parties only once.

OBPAS.030 The system shall enable SMS/Email Alerts are enabled in the Product for

1. Document Verification Meeting 2. Field Verification

OBPAS.031 The system shall enable computation of fees and generation of demand.

OBPAS.032 The system shall enable approval and digitally signature of

Plan Permit

OBPAS.033 The system shall enable configurable checklist for the Document Verification to be filled up by the officials on the Document Verification meeting

OBPAS.034 The system shall have a provision to incorporate the changes of building by-laws as intimated by the department in the application within the time frame.

OBPAS.035 The system shall enable capture of history of changes and based on the original application submission date, and the relevant rules will be taken into account for scrutiny.

OBPAS.036 The system shall enable provision of Revoking/Cancelling of Building Permission.

OBPAS.037 The system shall enable addressing different NOC dept. for NOC upon completion of the Document Verification

OBPAS.038 The system shall enable assignment of Field Verification Schedule with rescheduling option for both parties.

OBPAS.039 The system shall enable the officials to update the report in a checklist format and forward for approval post the Field Verification

Online Fee Payments

OBPAS.040 The system shall enable integration with the payment gateway for Online Payments and facilitates for Fee collection, Fee calculation, refund calculation and generate online fee receipts based on the submitted Building plan.

OBPAS.041 The system shall enable automatic computation of fees upon approval of the report and NOC clearances using the Plan Parameters and the applicable laws and rules of the State

OBPAS.042 The system shall enable generation of the Plans in PDF with QR Code without any manual intervention.

OBPAS.043 The system shall enable payment of fees online by

Citizen/Architect

OBPAS.044

Upon payment of fees, the system shall initiate the Plan Permit Approval process and approved with Digital Signature. The Permit shall been incorporated with QR Code.

OBPAS.045 The system shall enable collection of fees under various heads of accounts and the Reports for the collections against the Heads of Accounts to be generated. This will enable the user to account for the selections accordingly.


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Certificate(s)

OBPAS.046 The system shall have a provision to generate certificates with e-Sign/ digital signature and QR code, which can be downloaded by the applicant.

Notice(s)

OBPAS.047 The system shall enable generation of the notices, acknowledgment letters, approval letters, deviation or the rejection letters with e-sign

OBPAS.048 The system shall have a provision for every communication sent/received from/by an applicant to be accepted online only and reflected in the case as well as in the reports which can be used in court cases & for any other purpose.


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ANNEXURE- M: DRAFT CONTRACT

Draft CONTRACT

For

Selection of Implementing Agency for e-Governance and Migration from e-Municipality to e-Governance in 114 Urban

Local Bodies (ULBs) of Odisha.

Director Municipal Administrator (DMA), Housing & Urban Development Department, Bhubaneswar


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Contents

I. Form of Contract

II. General Conditions of Contract

1. General Provisions

2. Commencement, Completion, Modification and Termination of Contract

3. Obligations of the Consultant

4. Consultants’ Personnel and Sub-Consultants

5. Obligations of the Employer

6. Payments to the Consultant

7. Fairness and Good Faith

8. Settlement of Disputes

9. Liquidated Damages

10. Miscellaneous Provisions

III. Special Conditions of Contract

IV. Appendices

Appendix A – Description of Services

Appendix B - Reporting Requirements

Appendix C - Staffing Schedule

Appendix D - Cost Estimates in Foreign Currency

Appendix E - Duties of the Employer


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CONTRACT FOR CONSULTANTS’

Between

Director Municipal Administrator (DMA), Housing & Urban Development Department, Government of Odisha, Bhubaneswar

and

[name of the Consultant]

Dated:


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I. Form of Contract

This CONTRACT (hereinafter called the “Contract”) is made the [day] day of the month of [month], [year], between Director Municipal Administrator (DMA), Department of Housing & Urban Development Department, Government of Odisha (hereinafter called the “Client”), or the First Party

and,

[name of Agency] (hereinafter called the “Agency”) of the FIRM.

WHERE AS

(a) the Agency, having represented to the “Client” that it has the required professional skills, personnel and technical resources, has offered to provide in response to the Tender Notice dated issued by the Client;

(b) the “Client” has accepted the offer of the Agency to provide the services on the terms and conditions set forth in this Contract.

NOW, THEREFORE, IT IS HEREBY AGREED between the parties as follows:

1. The following documents attached hereto shall be deemed to form an integral part of this Contract

(a) The General Conditions of Contract;

(b) The Special Conditions of Contract;

(c) The following Appendices:

Appendix A: Description of Services

Appendix B: Reporting Requirements

Appendix C: Staffing schedule

Appendix D: Cost Estimates

Appendix E: Duties of the “Client”

Appendix F: Duties of the Agency


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The mutual rights and obligations of the “Client” and the Agency shall be as set forth in the Contract, in particular:

(a) the agencies shall carry out and complete the Services in accordance with the provisions of the Contract; and

(b) the “Client” shall make payments to the Agency in accordance with the provision of the Contract

IN WITNESS WHEREOF, the parties hereto have caused this Contract to be signed in their respective names as of the day and year first above written.

Signed by -----

In presence of 1. For and on behalf of the DMA, H&UD Dept.

[name of “Client”]

(Witnesses)

(i)

(ii)

In presence of 2. For and on behalf of the [ name of firm]

(Witnesses)

(i)

(ii)


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II. General Conditions of Contract

1. GENERAL PROVISIONS

1.1 Definitions Unless the context otherwise requires, the following terms whenever used in this

Contract have the following meanings:

a. “Applicable Law” means the laws and any other instruments having the force of law in

Odisha for the time being.

b. “Agency” means any private or public entity that will provide the Services to the

“Client” under the Contract.

c. “Contract” means the Contract signed by the Parties and all the attached documents listed in

its Clause 1, that is the General Conditions (GC), the Special Conditions (SC) and the

Appendices.

d. “Day” means calendar day.

e. “Effective Date” means the date on which this Contract comes into force and effect

pursuant to Clause GC 2.1.

f. “Foreign Currency” means any currency other than the currency of the “Client’s” country.

g. “GC” means these General Conditions of Contract.

h. “Government” means the Government of Odisha

i. “Local Currency” means Indian Rupees.

j. “notice” Written communication sent to Address for communication mentioned in contract.

k. “Party” means the “Client” or the Aagency, as the case may be, and “Parties” means both

of them.

l. “Personnel” means professionals and support staff provided by the Agency assigned to

perform the Services or any part thereof; “Foreign Personnel” means such professionals and

support staff who at the time of being so provided had their domicile outside the Government’s

country; “Local Personnel” means such professionals and support staff who at the time of

being so provided had their domicile inside the Government’s country; and “Key Personnel”

means the Personnel referred to in Clause GC 4.2(a).

m. “Reimbursable expenses” means all assignment-related costs [such as travel, translation,

report printing, secretarial expenses, subject to specified maximum limits in the Contract].

n. “SC” means the Special Conditions of Contract by which the GC may be amended or

supplemented.

o. “Services” means the work to be performed by the Agency pursuant to this Contract, as

described in Appendix A hereto.

p. “Third Party” means any person or entity other than the “Client”, or the Agency.

q. “In writing” means communicated in written form with proof of receipt.

1.2 Relationship Between the Parties


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Nothing contained herein shall be construed as establishing a relationship of master and servant

or of principal and agent as between the “Client” and the Agency. The Agency, subject to this

Contract, has complete charge of Personnel performing the Services and shall be fully responsible

for the Services performed by them or on their behalf hereunder.

1.3 Law Governing Contract: This Contract, its meaning and interpretation, and the relation between

the Parties shall be governed by the applicable laws of Odisha.

1.4 Headings: The headings shall not limit, alter or affect the meaning of this Contract.

1.5 Notices

1.5.1 Any notice, request or consent required or permitted to be given or made pursuant to this

Contract shall be in writing. Any such notice, request or consent shall be deemed to have

been given or made when delivered in person to an authorized representative of the Party

to whom the communication is addressed, or when sent by registered post to such Party at

the address specified in the SC.

1.5.2 A Party may change its address for notice hereunder by giving the other Party notice in writing

of such change to the address specified in the SC.

1.6 Location: The Services shall be performed at 113 ULBS of ODISHA as are specified and, where

the location of a particular task is not so specified, at such locations, as the “Client” may approve.

1.7 Authorized Representatives: Any action required or permitted to be taken, and any document

required or permitted to be executed under this Contract by the “Client” or the Agency may be

taken or executed by the officials specified in the SC.

1.8 Taxes and Duties: The Agency and Personnel shall be liable to pay such direct and indirect

taxes, duties, fees and other impositions levied under the applicable laws of India/Odisha except

GST, which shall be payable as per applicable rate.

1.9 Fraud and Corruption

1.9.1 Definitions: It is the Client’s policy to require that Clients as well as Agency observe

the highest standard of ethics during the execution of the Contract. In pursuance of this policy,

the Client defines, for the purpose of this provision, the terms set forth below as follows:

(i) “corrupt practice” means the offering, receiving, or soliciting, directly or indirectly, of any

thing of value to influence the action of a public official in the selection process or in contract

execution;

(ii) “fraudulent practice” means a misrepresentation or omission of facts in order to

influence a selection process or the execution of a contract;

(iii) “collusive practices” means a scheme or arrangement between two or more Agency,

with or without the knowledge of the Client, designed to establish prices at

artificial, non-competitive levels;

(iv) “coercive practices” means harming or threatening to harm, directly or indirectly, persons

or their property to influence their participation in a procurement process, or affect the


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execution of a contract;

1.9.2 Measures to be taken by the Client

a. The Client may terminate the contract if it determines at any time that representatives of

the Agency were engaged in corrupt, fraudulent, collusive or coercive practices during the

selection process or the execution of that contract, without the Agency having taken timely

and appropriate action satisfactory to the Client to remedy the situation;

b. The Client may also sanction against the Agency, including declaring the Agency ineligible,

either indefinitely or for a stated period of time, to be awarded a contract if it at any time

determines that the Agency has, directly or through an agent, engaged in corrupt, fraudulent,

collusive or coercive practices in competing for, or in executing, a Client-financed contract;

1.9.3 Commissions and Fees

At the time of execution of this Contract, the Agency shall disclose any commissions or fees that

may have been paid or are agreed to be paid to agents, representatives, or commission agents with

respect to the selection process or execution of the contract. The information disclosed must include

at least the name and address of the agent, representative, or commission agent, the amount and

currency, and the purpose of the commission or fee.

2. COMMENCEMENT,COMPLETION, MODIFICATION AND TERMINATION OF CONTRACT

2.1 Effectiveness of Contract: This Contract shall come into force and effect on the date (the

“Effective Date”) of the “Client’s notice to the Agency instructing the Agency to begin carrying out

the Services. This notice shall confirm that the conditions precedent and effectiveness conditions,

if any, listed in the SC have been met.

2.2 Termination of Contract for Failure to Become Effective: If this Contract has not become

effective within such time period after the date of the Contract signed by the Parties as specified

in the SC Client may, by not less than twenty one (21) days written notice to the Agency, declare

this Contract to be null and void, an d f o r f e i t t h e E MD .

2.3 Commencement of Services: The Agency shall begin carrying out the Services not later than

the number of days after the Effective Date specified in the SC.

2.4 Expiration of Contract: Unless terminated earlier pursuant to Clause GC 2.9 hereof, this Contract

shall expire at the end of such time period as specified in the SC.

2.5 Entire Agreement: This Contract contains all covenants, stipulations and provisions agreed by

the Parties. No agent or representative of either Party has authority to make, and the Parties

shall not be bound by or be liable for, any other statement, representation, promise or agreement

not set forth herein.

2.6 Modifications or Variations:

(a) Any modification or variation of the terms and conditions of this Contract, including any


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modification or variation of the scope of the Services, may only be made by written agreement

between the Parties. Pursuant to Clause GC 7.2 here of, however, each Party shall give due

consideration to any proposals for modification or variation made by the other Party.

(b) In cases of substantial modifications or variations, the prior written consent of the Client is

required.

2.7 Force Majeure

2.7.1 Definition

a. For the purposes of this Contract, “Force Majeure” means an event which is beyond the

reasonable control of a Party, is not foreseeable, is unavoidable and not brought about by or

at the instance of the Party claiming to be affected by such events and which has caused the

non-performance or delay in performance, and which makes a Party’s performance of its

obligations hereunder impossible or so impractical as reasonably to be considered impossible

in the circumstances, and includes, but is not limited to, war, riots, civil disorder, earthquake,

fire, explosion, storm, flood or other extreme adverse weather conditions, strikes, lockouts or

other industrial action (except where such strikes, lockouts or other industrial action are

within the power of the Party invoking Force Majeure to prevent), confiscation or any

other action by Government agencies.

b. Force Majeure shall not include (i) any event which is caused by the negligence or

intentional action of a Party or by or of such Party’s Sub-Agency or agents or employees, nor

(ii) any event which a diligent Party could reasonably have been expected both to take into

account at the time of the conclusion of this Contract, and avoid or overcome in the carrying out

of its obligations hereunder.

c. Subject to clause 2.7.2, Force Majeure shall not include insufficiency of funds or inability to

make any payment required hereunder.

2.7.2 No Breach of Contract: The failure of a Party to fulfil any of its obligations hereunder shall

not be considered to be a breach of, or default under, this Contract insofar as such inability arises

from an event of Force Majeure, provided that the Party affected by such an event has taken all

reasonable precautions, due care and reasonable alternative measures, all with the objective of

carrying out the terms and conditions of this Contract.

2.7.3 Measures to be Taken:

a. A Party affected by an event of Force Majeure shall continue to perform its obligations under

the Contract as far as is reasonably practical, and shall take all reasonable measures to

minimize the consequences of any event of Force Majeure.

b. A Party affected by an event of Force Majeure shall notify the other Party of such event as soon

as possible, and in any case not later than fourteen (14) days following the occurrence of

such event, providing evidence of the nature and cause of such event, and shall similarly give

written notice of the restoration of normal conditions as soon as possible.

c. Any period within which a Party shall, pursuant to this Contract, complete any action or task,


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shall be extended for a period equal to the time during which such Party was unable to

perform such action as a result of Force Majeure.

d. During the period of their inability to perform the Services as a result of an event of Force

Majeure, the Agency, upon instructions by the “Client”, shall either demobilize or continue with

the Services to the extent possible, in which case the Agency shall continue to be paid

proportionately and on prorate basis, under the terms of this Contract.

e. In the case of disagreement between the Parties as to the existence or extent of Force Majeure,

the matter shall be settled according to Clause GC 8.

2.8 Suspension: The “Client” may, by written notice of suspension to the Agency, suspend all

payments to the Agency hereunder if the Agency fails to perform any of its obligations under this

Contract, including the carrying out of the Services, provided that such notice of suspension (i)

shall specify the nature of the failure, and (ii) shall allow the Agency to remedy such failure, if

capable of being remedied, within a period not exceeding thirty (30) days after receipt by the Agency

of such notice of suspension.

2.9 Termination

2.9.1 By the “Client”: The “Client” may terminate this Contract in case of the occurrence of any of the

events specified in paragraphs (a) through (i) of this Clause GC 2.9.1..

a. If the Agency fails to remedy a failure in the performance of its obligations hereunder, as

specified in a notice of suspension pursuant to Clause GC 2.8 hereinabove, within thirty (30)

days of receipt of such notice of suspension or within such further period as the “Client” may

have subsequently approved in writing.

b. If the Agency becomes (or, if the Agency consists of more than one entity, if any of its Members

becomes and which has substantial bearing on providing Services under this contract) insolvent

or go into liquidation or receivership whether compulsory or voluntary.

c. If the Agency fails to comply with any final decision reached as a result of arbitration proceedings

pursuant to Clause GC 8 hereof.

d. If the Agency, in the judgment of the “Client”, has engaged in corrupt or fraudulent practices in

competing for or in executing this Contract.

e. If the Agency submits to the “Client” a false statement which has a material effect on the rights,

obligations or interests of the “Client”.

f. If the Agency places itself in position of conflict of interest or fails to disclose promptly any conflict

of interest to the Client.

g. If the Agency fails to provide the quality services as envisaged under this Contract. The

Consultancy Monitoring Committee (CMC) formulated to monitor the progress of the assignment

may make judgment regarding the poor quality of services, the reasons for which shall be


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recorded in writing. The CMC may decide to give one chance to the Agency to improve the

quality of the services.

h. If, as the result of Force Majeure, the Agency is unable to perform a material portion of the

Services for a period of not less than sixty (60) days.

i. If the “Client”, in its sole discretion and for any reason whatsoever, decides to terminate

this Contract.

2.9.1.1 In such an occurrence the “Client” shall give a not less than thirty (30) days’ written notice of

termination to the Agency, and sixty (60) days’ in case of the event referred to in (i).

2.9.2 By the Agency: The Agency may terminate this Contract, by not less than thirty (30) days’ written

notice to the “Client”, in case of the occurrence of any of the events specified in paragraphs (a)

through (d) of this Clause GC 2.9.2.

a. If the “Client” fails to pay any money due to the Agency pursuant to this Contract and not

subject to dispute pursuant to Clause GC 8 hereof within forty-five (45) days after

receiving written notice from the Agency that such payment is overdue.

b. If, as the result of Force Majeure, the Agency is unable to perform a material portion of the

Services for a period of not less than sixty (60) days.

c. If the “Client” fails to comply with any final decision reached as a result of arbitration pursuant

to Clause GC 8 hereof.

d. If the “Client” is in material breach of its obligations pursuant to this Contract and has not

remedied the same within forty-five (45) days (or such longer period as the Agency may have

subsequently approved in writing) following the receipt by the “Client” of the Agency’s

notice specifying such breach.

2.9.3 Cessation of Rights and Obligations: Upon termination of this Contract pursuant to

Clauses GC 2.2 or GC 2.9 hereof, or upon expiration of this Contract pursuant to Clause GC 2.4

hereof, all rights and obligations of the Parties hereunder shall cease, except (i) such rights and

obligations as may have accrued on the date of termination or expiration, (ii) the obligation of

confidentiality set forth in Clause GC 3.3 hereof, (iii) the Agency’s obligation to permit inspection,

copying and auditing of their accounts and records set forth in Clause GC 3.6 hereof, and (iv)

any right which a Party may have under the Law.

2.9.4 Cessation of Services: Upon termination of this Contract by notice of either Party to the other

pursuant to Clauses GC 2.9.1 or GC 2.9.2 hereof, the Agency shall, immediately upon dispatch

or receipt of such notice, take all necessary steps to bring the Services to a close in a prompt and

orderly manner and shall make every reasonable effort to keep expenditures for this purpose to a

minimum. With respect to documents prepared by the Agency and equipment and materials

furnished by the “Client”, the Agency shall proceed as provided, respectively, by Clauses GC

3.9 or GC 3.10 hereof.

2.9.5 Payment upon Termination: Upon termination of this Contract pursuant to Clauses GC 2.9.1


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or GC 2.9.2 hereof, the “Client” shall make the following payments to the Agency:

a. If the Contract is terminated pursuant to Clause 2.9.1 (h), (i) or 2.9.2, remuneration

pursuant to Clause GC 6.3(h) (i)hereof for Services satisfactorily performed prior to the effective

date of termination, and reimbursable expenditures pursuant to Clause GC 6.3(h)(ii) hereof for

expenditures actually and reasonably incurred prior to the effective date of termination;

b. If the agreement is terminated pursuant of Clause 2.9.1 (a) to (g), the Agency shall not be

entitled to receive any agreed payments upon termination of the contract. However, the

“Client” may consider to make payment for the part satisfactorily performed on the basis of

Quantum Merit as assessed by it, if such part is of economic utility to the Client. Applicable

Under such circumstances, upon termination, the client may also impose liquidated damages

as per the provisions of Clause 9 of this agreement. The Agency will be required to pay any

such liquidated damages to client within 30 days of termination date.

2.9.6 Disputes about Events of Termination: If either Party disputes whether an event specified in

paragraphs (a) through (h) of Clause GC 2.9.1 or in Clause GC 2.9.2 hereof has occurred, such

Party may, within forty-five (30) days after receipt of notice of termination from the other Party,

refer the matter to Clause GC 8 hereof, and this Contract shall not be terminated on account of

such event except in accordance with the terms of any resulting arbitral award.

3. OBLIGATIONS OF THE AGENCY

3.1 General

3.1.1 Standard of Performance: The Agency shall perform the Services and carry out their obligations

hereunder with all due diligence, efficiency and economy, in accordance with generally accepted

professional standards and practices, and shall observe sound management practices, and employ

appropriate technology and safe and effective equipment, machinery, materials and methods. The

Agency shall always act, in respect of any matter relating to this Contract or to the Services, as

faithful adviser to the “Client”, and shall at all times support and safeguard the “Client’s legitimate

interests in any dealings with Sub-Consultancy firm/agency or Third Parties.

3.2 Conflict of Interests: The Agency shall hold the “Client’s interests paramount, without any

consideration for future work, and strictly avoid conflict of interest with other assignments or their

own corporate interests. If during the period of this contract, a conflict of interest arises for any

reasons, the Agency shall promptly disclose the same to the Client and seek its instructions.

3.2.1 Agency not to benefit from Commissions, Discounts, etc.:

a. The payment of the Agency pursuant to Clause GC 6 hereof shall constitute the agency’s

only payment in connection with this Contract and, subject to Clause GC 3.2.2 hereof, the

Agency shall not accept for its own benefit any trade commission, discount or similar payment


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in connection with activities pursuant to this Contract or in the discharge of its obligations

hereunder, and the Agency shall use its best efforts to ensure that any Personnel and agents

of either of them, similarly shall not receive any such additional payment.

b. Furthermore, if the Agency, as part of the Services, has the responsibility of advising the “Client”

on the procurement of goods, works or services, the Agency shall comply with the Client’s

applicable procurement guidelines, and shall at all times exercise such responsibility in the best

interest of the “Client”. Any discounts or commissions obtained by the Agency in the exercise

of such procurement responsibility shall be for the account of the “Client”.

3.2.2 Agency and Affiliates Not to Engage in Certain Activities: The Agency agrees that, during

the term of this Contract and after its termination, the Agency and any entity affiliated with the

Agency, shall be disqualified from providing goods, works or services (other than consulting

services) resulting from or directly related to the Agency’s Services for the preparation or

implementation of the project.

3.2.3 Prohibition of Conflicting Activities: The Agency shall not engage, and shall cause their

Personnel not to engage, either directly or indirectly, in any business or professional activities

that would conflict with the activities assigned to them under this Contract.

3.3 Confidentiality: Except with the prior written consent of the “Client”, the Agency and the

Personnel shall not at any time communicate to any person or entity any confidential information

acquired in the course of the Services, nor shall the Agency and its Personnel make public the

recommendations formulated in the course of, or as a result of, the Services.

3.4 Insurance to be Taken out by the Agency: The Agency (i) shall take out and maintain, at their

own cost but on terms and conditions approved by the “Client”, insurance against the risks,

and for the coverages specified in the SC, and (ii) at the “Client’s request, shall provide evidence

to the “Client” showing that such insurance has been taken out and maintained and that the current

premiums therefore have been paid.

3.5 Accounting, Inspection and Auditing: The Agency (i) shall keep accurate and systematic

accounts and records in respect of the Services hereunder, in accordance with internationally

accepted accounting principles and in such form and detail as will clearly identify all relevant time

changes and costs, and the bases thereof, and (ii) shall periodically permit the “Client” or its

designated representative and/or the Client, and up to five years from expiration or termination

of this Contract, to inspect the same and make copies thereof as well as to have them audited by

auditors appointed by the “Client” or the Client, if so required by the “Client” or the Client as the

case may be.

3.6 Agency’s Actions Requiring “Client’s Prior Approval: The Agency shall obtain the “Client’s prior

approval in writing before taking any of the following actions: (a) Any change or addition to the

DESCRIPTION OF SERVICES of Appendix A.


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3.7 Reporting Obligations: The Agency shall submit to the “Client” the reports and documents

specified in Appendix B hereto, in the form, in the numbers and within the time periods set forth in

the said Appendix. Final reports shall be delivered in CD ROM in addition to the hard copies

specified in said Appendix.

3.8 Documents Prepared by the Agency to be the Property of the “Client”: All plans, drawings,

specifications, designs, reports, other documents and software prepared by the Agency for the

“Client” under this Contract shall become and remain the property of the “Client”, and the Agency

shall, not later than upon termination or expiration of this Contract, deliver all such documents

to the “Client”, together with a detailed inventory thereof. The Agency may retain a copy of such

documents, but shall not use anywhere, without taking permission, in writing, from the Client and

the Client reserves right to grant or deny any such request.. If license agreements are necessary

or appropriate between the Agency and third parties for purposes of development of any such

computer programs, the Agency shall obtain the “Client’s prior written approval to such

agreements, and the “Client” shall be entitled at its discretion to require recovering the expenses

related to the development of the program(s) concerned.

3.9 Equipment, Vehicles and Materials Furnished by the “Client”: Equipment, vehicles and

materials made available to the Agency by the “Client”, or purchased by the Agency wholly or partly

with funds provided by the “Client”, shall be the property of the “Client” and shall be marked

accordingly. Upon termination or expiration of this Contract, the Agency shall make available to the

“Client” an inventory of such equipment, vehicles and materials and shall dispose of such

equipment and materials in accordance with the “Client’s” instructions. While in possession of such

equipment, vehicles and materials, the agency, unless otherwise instructed by the “Client” in writing,

shall insure them at the expense of the “Client” in an amount equal to their full replacement value.

3.10 Equipment and Materials Provided by the Agency: Equipment or materials brought into

the Government’s country by the Agency and the Personnel and used either for the Project or

personal use shall remain the property of the Agency or the Personnel concerned, as applicable.

4. AGENCY’S PERSONNEL

4.1 General: The agency shall provide such services as are required to carry out the Services as per

Appendix-A.

4.2 Description of Personnel:

a. The title, agreed job description, minimum qualification and estimated period of


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engagement in the carrying out of the Services of each of the Agency’s Key Experts are as per

the Agency’s proposal and are described in Staffing Schedule at Appendix C.

b. If required to comply with the provisions of Clause GC 3.1.1 hereof, adjustments with respect

to the estimated periods of engagement of Key Experts set forth in Appendix C may be made

by the Agency by written notice to the “Client”, provided (i) that such adjustments shall not

alter the originally estimated period of engagement of any individual by more than 10% or one

week, whichever is larger, and (ii) that the aggregate of such adjustments shall not cause

payments under this Contract to exceed the ceilings set forth in Clause GC 6.1(b) of this

Contract. Any other such adjustments shall only be made with the “Client’s written approval.

c. If additional work is required beyond the scope of the Services specified in Appendix A, the

same to be agreed in writ ing between the parties and amount exceeding the ceiling

limit specified in agreement will be modified.

4.3 Approval of Personnel: The Key Experts and Sub-Consultancy firm/agency listed by title as well

as by name in Appendix C are hereby approved by the “Client”. In respect of other Personnel

which the Agency proposes to use in the carrying out of the Services, the Agency shall submit to

the “Client” for review and approval.

4.4 Removal and/or Replacement of Personnel:

a. except as the “Client” may otherwise agree, no changes shall be made in the Personnel. If, for

any reason beyond the reasonable control of the Agency, such as retirement, death, medical

incapacity, among others, it becomes necessary to replace any of the Personnel, the Agency

shall forthwith provide as a replacement a person of equivalent or better qualifications.

b. If the “Client” (i) finds that any of the Personnel has committed serious misconduct or has been

charged with having committed a criminal action, or (ii) has reasonable cause to be dissatisfied

with the performance of any of the Personnel, then the Agency shall, at the “Client’s written

request specifying the grounds therefore, forthwith provide as a replacement a person with

qualifications and experience acceptable to the “Client”.

4.5 Resident Project Manager: If required by the SC, the Agency shall ensure that at all times during

the Agency’s performance of the Services a resident project manager, acceptable to the “Client”,

shall take charge of the performance of such Services.

5. OBLIGATIONS OF THE “CLIENT”

5.1 Assistance and Exemptions: Unless otherwise specified in the SC, the “Client” shall use its

best efforts to ensure that the Government shall:

a. Provide the Agency and Personnel with work permits and such other documents as shall be

necessary to enable the Agency or Personnel to perform the Services.

b. Arrange for the Foreign Personnel to be provided promptly with all necessary entry and exit


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visas, residence permits, exchange permits and any other documents required for their stay in

India.

c. Issue to officials, agents and representatives of the Government all such instructions as may be

necessary or appropriate for the prompt and effective implementation of the Services.

d. Provide to the Agency, Sub-Consultancy firm/ and Personnel any such other assistance as may

be specified in the SC.

5.2 Change in the Applicable Law Related to Taxes and Duties: If, after the date of this Contract,

there is any change in the Applicable Laws of Odisha with respect to taxes and duties, which

are directly payable by the Agency for providing the services i.e. service tax or any such applicable

tax from time to time, which increases or decreases the cost incurred by the Agency in performing

the Services, then the remuneration and reimbursable expenses otherwise payable to the Agency

under this Contract shall be increased or decreased accordingly by agreement between the

Parties hereto, and corresponding adjustments shall be made to the ceiling amounts specified in

Clause GC 6.1(b).

5.3 Services, Facilities and Property of the “Client”:

a. The “Client” shall make available to the Agency and its Personnel, for the purposes of the

Services and free of any charge, the services, facilities and property described in Appendix

E at the times and in the manner specified in said Appendix E.

b. In case that such services, facilities and property shall not be made available to the Agency as

and when specified in Appendix E, the Parties shall agree on any time extension that it may

be appropriate to grant to the Agency for the performance of the Services.

5.4 Payment: In consideration of the Services performed by the Agency under this Contract,

the “Client” shall make to the Agency such payments and in such manner as is provided by Clause

GC 6 of this Contract.

5.5 Counterpart Personnel:

a. If necessary, the “Client” shall make available to the Agency free of charge such professional

and support counterpart personnel, to be nominated by the “Client” with the Agency’s advice,

if specified in Appendix E.

b. Professional and support counterpart personnel, excluding “Client’s” liaison personnel, shall

work under the exclusive direction of the agency. If any member of the counterpart personnel

fails to perform adequately any work assigned to such member by the Agency that is consistent

with the position occupied by such member, the Agency may request the replacement of such

member, and the “Client” shall not unreasonably refuse to act upon such request.

6. PAYMENTS TO THE AGENCY

6.1 Total Cost of the Services

a. The total cost of the Services payable is set forth in Appendix D as per the agency’s proposal

to the Client and as negotiated thereafter.

b. Except as may be otherwise agreed under Clause GC 2.6 and subject to Clause GC 6.1(c),


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payments under this Contract shall not exceed the amount specified in Appendix-D.

c. Notwithstanding Clause GC 6.1(b) hereof, if pursuant to any of the Clauses GC 4.2 (c) or

5.2 hereof, the Parties shall agree that additional payments shall be made to the Agency in

order to cover any necessary additional expenditures not envisaged in the cost estimates

referred to in Clause GC 6.1(a) above, the ceiling or ceilings, as the case may be, set forth in

Clause GC 6.1(b) above shall be increased by the amount or amounts, as the case may be, of

any such additional payments.

6.2 Currency of Payment: All payments shall be made in Indian Rupees.[In case the payment is to

be made in the currency other that Indian Rupees, the same shall be mentioned instead of Indian

Rupees]

6.3 Terms of Payment The payments in respect of the Services shall be made as follows:

a. The Agency shall submit the invoice for payment when the payment is due as per the agreed

terms. The payment shall be released as per the work related milestones achieved and as

specified as per SC 10.

b. Once a milestone is completed, the Agency shall submit the requisite deliverables as

specified in this Contract. The Client shall release the requisite payment upon acceptance of

the deliverables. However, if the Client fails to intimate acceptance of the deliverables or its

objections thereto, within 30 days of receipt of it, the Client shall release the payment to the

Agency without further delay.

c. Final Payment : The final payment as specified in SC 10 shall be made only after the final

report and a final statement, identified as such, shall have been submitted by the Agency and

approved as satisfactory by the “Client”. The Services shall be deemed completed and finally

accepted by the “Client” and the final report and final statement shall be deemed approved by

the “Client” as satisfactory ninety (90) calendar days after receipt of the final report and final

statement by the “Client” unless the “Client”, within such ninety (90) day period, gives written

notice to the Agency specifying in detail deficiencies in the Services, the final report or final

statement. The Agency shall thereupon promptly make any necessary corrections, and

thereafter the foregoing process shall be repeated. Any amount, which the “Client” has paid or

caused to be paid in accordance with this Clause in excess of the amounts actually payable in

accordance with the provisions of this Contract, shall be reimbursed by the Agency to the

“Client” within thirty (30) days after receipt by the Agency of notice thereof. Any such claim by

the “Client” for reimbursement must be made within twelve (12) calendar months after receipt

by the “Client” of a final report and a final statement approved by the “Client” in accordance

with the above.

d. For the purpose of payment under Clause 6.3 (b) above, acceptance means; acceptance of

the deliverables by the Client after submission by the Agency and the Agency has made

presentation to the CMC / Client (Mention this if presentation is required) with / without

modifications to be communicated in writing by the Client to the agency.


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e. If the deliverables submitted by the Agency are not acceptable to the Client / CMC, reasons

for such non-acceptance should be recorded in writing; the Client shall not release the payment

due to the agency. This is without prejudicing the Client’s right to levy any liquidated damages

under clause 9. In such case, the payment will be released to the consultant only after it re-

submits the deliverable and which is accepted by the Client.

f. All payments under this Contract shall be made to the accounts of the Agency specified in the

SC.

g. With the exception of the final payment under (c) above, payments do not constitute

acceptance of the Services nor relieve the Agency of any obligations hereunder, unless the

acceptance has been communicated by the Client to the Agency in writing and the Agency has

made necessary changes as per the comments / suggestions of the Client communicated to

the agency.

h. In case of early termination of the contract, the payment shall be made to the Agency as

mentioned here with: (i) Assessment should be made about work done from the previous

milestone, for which the payment is made or to be made till the date of the termination. The

Agency shall provide the details of persons reasonably worked during this period with

supporting documents. Based on such details, the remuneration shall be calculated based on

the man month rate as specified; (ii) A reasonable assessment of the reimbursable and

miscellaneous expenses shall be made based on details furnished by the Agency in this regard

with supporting documents and based on the assessment of the work done and the respective

rates as provided. Wherever such an assessment is difficult, the rates should be arrived at

by calculating the amount on pro -rata basis. The total amount payable shall be the amount

calculated as per (i) and ( ii) above plus any applicable tax.

7. FAIRNESS AND GOOD FAITH

7.1 Good Faith: The Parties undertake to act in good faith with respect to each other’s rights under

this Contract and to adopt all reasonable measures to ensure the realization of the objectives of

this Contract.

7.2 Operation of the Contract: The Parties recognize that it is impractical in this Contract to provide

for every contingency which may arise during the life of the Contract, and the Parties hereby

agree that it is their intention that this Contract shall operate fairly as between them, and without

detriment to the interest of either of them, and that, if during the term of this Contract either Party

believes that this Contract is operating unfairly, the Parties will use their best efforts to agree on

such action as may be necessary to remove the cause or causes of such unfairness, but no failure

to agree on any action pursuant to this Clause shall give rise to a dispute subject to arbitration

in accordance with Clause GC 8 hereof.

8. SETTLEMENT OF DISPUTES


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8.1 Amicable Settlement: Performance of the contract is governed by the terms & conditions of the

contract, in case of dispute arises between the parties regarding any matter under the contract,

either Party of the contract may send a written Notice of Dispute to the other party. The Party

receiving the Notice of Dispute will consider the Notice and respond to it in writing within 30 days

after receipt. If that party fails to respond within 30 days, or the dispute cannot be amicably settled

within 60 days following the response of that party, clause GC 8.2 shall become applicable.

8.2 Arbitration: In the case of dispute arising upon or in relation to or in connection with the contract

between the Client and the agency, which has not been settled amicably, any party can refer the

dispute for Arbitration under (Indian) Arbitration and Conciliation Act, 1996. Such disputes shall be

referred to an Arbitral Tribunal consisting of 3 (three) arbitrators, one each to be appointed by the

Client and the agency, the third arbitrator shall be chosen by the two arbitrators so appointed by

the parties and shall act as Presiding Arbitrator. In case of failure of the two arbitrators, appointed

by the parties to reach a consensus regarding the appointment of the third arbitrator within a

period of 30 days from the date of appointment of the two arbitrators, the Presiding arbitrator shall

be appointed by the Secretary of the Ministry / Department. The Arbitration and Conciliation Act,

1996 and any statutory modification or re-enactment thereof, shall apply to these arbitration

proceedings.

8.3 Arbitration proceedings shall be held in India at the place indicated in SC and the language of the

arbitration proceedings and that of all documents and communications between the parties shall be

English.

8.4 The decision of the majority of arbitrators shall be final and binding upon both parties. The expenses

of the arbitrators as determined by the arbitrators shall be shared equally by the Client and the

agency. However, the expenses incurred by each party in connection with the preparation,

presentation shall be borne by the party itself. All arbitration awards shall be in writing and shall

state the reasons for the award.

9. Liquidated Damages

9.1 The parties hereby agree that due to negligence of act of any party, if the other party suffers losses,

damages the quantification of which may be difficult, and hence the amount specified hereunder

shall be construed as reasonable estimate of the damages and both the parties agree to pay

such liquidated damages, as defined hereunder as per the provisions of this Contract.

9.2 The amount of liquidated damages under this Contract shall not exceed [ 10 ] % of the total value

of the contract as specified in Appendix D.


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9.3 The liquidated damages shall be applicable under following circumstances:

a. If the deliverables are not submitted as per schedule as specified in SC 10, the Agency shall

be liable to pay 1% of the total cost of the services for delay of each week or part thereof.

b. If the deliverables are not acceptable to the Client as mentioned in Clause 6.3 (f), and defects

are not rectified to the satisfaction of the Client within 30 days of the receipt of the notice, the

Agency shall be liable for Liquidated Damages for an amount equal to [ 1 ]% of total cost of

the services for every week or part thereof for the delay.

10. Miscellaneous provisions:

i. “Nothing contained in this Contract shall be construed as establishing or creating between the

Parities, a relationship of master and servant or principal and agent.

ii. Any failure or delay on the part of any Party to exercise right or power under this Contract shall

not operate as waiver thereof.

iii. The Contractor/Agency shall notify the Client/ the Government of Odisha of any material

change in their status, in particular, where such change would impact on performance of

obligations under this Contract.

iv. Each member/constituent of the Contractor/Consultancy firm/agency, in case of a consortium,

shall be jointly and severally liable to and responsible for all obligations towards the

Client/Government for performance of works/services including that of its Associates/Sub

Contractors under the Contract.

v. The Contractor/Agency shall at all times indemnify and keep indemnified the Client/Government

of India against all claims/damages etc. for any infringement of any Intellectual Property Rights

(IPR) while providing its services under the Project.

vi. The Contractor/Agency shall at all times indemnify and keep indemnified the Client/Government

of India against any claims in respect of any damages or compensation payable in consequences

of any accident or injury sustained or suffered by its (the Contractor’s/Consultancy firm/agency’s)

employees or agents or by any other third Party resulting from or by any action, omission or

operation conducted by or on behalf of the Contractor/Consultancy firm/agency.

vii. The Contractor/ Agency shall at all times indemnify and keep indemnified the Client/Government

of India against any and all claims by Employees, Workman, Contractors, sub-contractors,

suppliers, agent(s), employed engaged or otherwise working for the Contractor, in respect of

wages, salaries, remuneration, compensation or the like.

viii. All claims regarding indemnity shall survive the termination or expiry of the Contract.

ix. It is acknowledged and agreed by all Parties that there is no representation of any type, implied

or otherwise, of any absorption, regularization, continued engagement or concession or

preference for employment of persons engaged by the (Contractor/Consultancy firm/agency)

for any engagement, service or employment in any capacity in any office or establishment of the


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Government of India or the Client.

x. Limitation of Liabilities—the maximum liability to the bidder under this contract shall be limited to Maximum of Contract value and will not include any consequential claims.


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I. Special Conditions of Contract:

(Clauses in brackets { } are optional; all notes should be deleted in final text)

SC

Clause

Ref. of GC

Clause

Amendments of, and Supplements to, Clauses in

the General Conditions of Contract

1. 1.5 The addresses are:

1. “Client” :

Attention :

2. Agency :

Attention :

2. 1.7

{insert name of member}

The Authorized Representatives are:

For the “Client”:

For the Agency:

3. 2.1 The effectiveness conditions are the following:

a. The contract to be signed within 15 days of intimation.

b. Performance bank guarantee to be submitted within 15

days of contract signing.

4. 2.2 The time period shall be one months

5. 2.3 The time period shall be 15 days from effective date

6. 2.4 The time period of expiry of contract is …………

7. 4.5 a. The Resident Manager to be located at Bhubaneswar

office of the Firm/Agency to coordinate with DMA

8. 6.1 (b) The ceiling in local currency is Rs lakhs

( Copy of Financial Proposal to be included)

9. 6.3 PAYMENT AND REPORTING SCHEDULE shall be as

mentioned in TOR

10. 8.3 The Arbitration proceedings shall take place in

Bhubaneswar in India.

Binding signature of Contractor Signed by

(for and on behalf of duly authorized vide Resolution

No dated of the Board of Directors of )


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In the presence of (Witnesses)

1.

2.


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APPENDIX A – DESCRIPTION OF SERVICES

Note: This Appendix will include the final Terms of Reference worked out by the “Client”

and the Agency during technical negotiations, dates for completion of various tasks,

place of performance for different tasks/activities, specific tasks/activities/outcome to be

reviewed, tested and approved by “Client”, etc.

APPENDIX B - REPORTING REQUIREMENTS

As prescribed in RfP Copy to be enclosed

APPENDIX C – STAFFING SCHEDULE

As prescribed in RfP Copy to be enclosed

APPENDIX D – Total COST OF SERVICES IN

Total cost under this contract will be limited to Rs.…….lakh inclusive of all taxes and

duties. Applicable GST. Copy of Financial Proposal

APPENDIX E - DUTIES OF THE “CLIENT”

(Include here the list of Services, facilities and property to be made available to the

Agency by the “Client”).


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Bank Guarantee Format for Performance

To

Director Municipal Administrator (DMA) Department of Housing & Urban Development Department, Government of Odisha

WHEREAS……………………………………………….(name and address of the contractor) (hereinafter

called "the contractor") has undertaken, in pursuance of contract no ……………… dated…………………..to

provide service of ………………….(description of services) (herein after called "the contract").

AND WHEREAS it has been stipulated by you in the said contract that the Contractor shall furnish you

with a bank guarantee by a scheduled commercial bank recognized by you for the sum specified therein as

security for compliance with its obligations in accordance with the contract;

AND WHEREAS we have agreed to give the contractor such a bank guarantee;

NOW THEREFORE we hereby affirm that we are guarantors and responsible to you, on behalf of the

contractor, up to a total of……………………………………………. (amount of the guarantee in words and

figures), and we undertake to pay you, upon your first written demand declaring the contractor to be

in default under the contract and without cavil or argument, any sum or sums within the limits of

(amount of guarantee) as aforesaid, without your needing to prove or to show grounds or reasons for

your demand or the sum specified therein.

We hereby waive the necessity of your demanding the said debt from the contractor before presenting

us with the demand.

We further agree that no change or addition to or other modification of the terms of the contract to be

performed there under or of any of the contract documents which may be made between you and the

contractor shall in any way release us from any liability under this guarantee and we hereby waive

notice of any such change, addition or modification.

This guarantee shall be valid until the ......... day of ............., 20…...........

Our………………….… branch at………………………… * (Name & Address of the ………………….. ……….* branch) is liable to pay the guaranteed amount depending on the filing of claim and any part thereof under

this Bank Guarantee only and only if you serve upon us at our…………………..* branch a written claim or

demand and received by us at our…………………… branch on or before Dt…………….. Otherwise bank shall

be discharged of all liabilities under this guarantee thereafter.

…………..…………………………...

(Signature of the authorized officer of the Bank)

……….……………………………………..

Name and designation of the officer

……………………………………. …………………………………….

Seal, name & address of the Bank and address of the Branch

* Preferably at Bhubaneswar


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ANNEXURE- N: CATEGORY WISE LIST OF ULBS ACROSS THE STATE

Sl No.

Category of the ULB Sl No. Name of the ULB

1 Category-I (1) 1 Bhubaneswar (MC)

2 Category-II (1) 1 Cuttack (MC)

3 Category-III (3) 1 Berhampur (MC)

2 Sambalpur (MC)

3 Rourkela (MC)

4 Category-IV (4) 1 Puri (M)

2 Balesore (M)

3 Baripada (M)

4 Bhadrak (M)

5 Category-V (14) 1 Balangir(M)

2 Jharsuguda(M)

3 Jaypore(M)

4 Baragarh(M)

5 Brajarajnagar(M)

6 Raygada(M)

7 Bhawanipatna(M)

8 Paradeep(M)

9 Dhankanal(M)

10 Barbil(M)

11 Keonjhorgarh(M)

12 Jatni(M)

13 Rajgangpur(M)

14 Sunabedha(N)

6 Category-VI (27) 1 Vyasanagar(M)

2 Koraput(N)

3 Kendrapara(M)

4 Joda(M)

5 Khurda(M)


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Sl No.


6 Sundargarh(M)

7 Paralakhemundi(M)

8 Angul(M)

9 Choudwar(M)

10 Talcher(M)

11 Anandapur(M)

12 Belpahar(M)

13 Jajpur(M)

14 Phulbani(M)

15 Pattamundai(N)

16 Basudevpur(M)

17 Jagatsinghpur(M)

18 Biramitrapur(M)

19 Soro(M)

20 Titilagarh(N)

21 Malkangiri(N)

22 Nowrangpur(M)

23 Umerkote(N)

24 Gunupur(N)

25 Chandbali(N)

26 Nayagarh(M)

27 Jaleswar(M)

7 Category-VII (59) 1 Rairangpur(N)

2 Hinjilicut(M)

3 Polsora(N)

4 Dhamnagar(N)

5 Karanjia(N)

6 Deogarh(M)

7 Bhuban(N)

8 Chatrapur(N)


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Sl No.


9 Kantabanjhi(N)

10 Aska(N)

11 Patnagarh(N)

12 Barpalli(N)

13 Sonepur(M)

14 Bhanjanagar(N)

15 Boudhgarh(N)

16 Junagarh(N)

17 Nimapara(N)

18 Kesinga(N)

19 Khariar Road(N)

20 Balliguda (N)

21 Daspalla(N)

22 Balugaon(N)

23 Padampur(N)

24 Pipili(N)

25 Champua(N)

26 Banki(N)

27 Kavisuryanagar(N)

28 Hindol(N)

29 Athagarh(N)

30 Banpur(N)

31 Nilagiri(N)

32 Kamakhyanagar(N)

33 Konark(N)

34 Dharamgarh(N)

35 Attabira(N)

36 Kotpad(N)

37 Nuapara(N)

38 Binika(N)

39 Kuchinda(N)


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Sl No.


40 Redhakhol(N)

41 Purusottampur(N)

42 Buguda(N)

43 Khariar(N)

44 Soroda(N)

45 Ranpur (N)

46 Kodala(N)

47 Digapahandi(N)

48 Udala(N)

49 Khallikot(N)

50 Athamallik(N)

51 Rambha(N)

52 Balimela(N)

53 Odagaon(N)

54 Ganjam (N)

55 Chikiti(N)

56 G. Udayagiri(N)

57 Belaguntha(N)

58 Bijepur(N)

59 Tusura(N)

8 Category-VIII (5) 1 Kasinagar(N)

2 Khandapara(N)

3 Tarva(N)

4 Gopalpur(N)

5 Gudari(N)

Total: 114 ULBs (To be implemented in113 ULBs excluding Bhubaneswar)


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ANNEXURE- O: DIGIT SPECIFIC TECHNOLOGIES Category Area Description

DevOps SysOps. (Linux admin (Ubuntu), SSH, Package management, SSL, security, Firewall Rules, Troubleshooting)

AWS/Azure (Kubernetes, Instances/VMs, LB, VPC, DB, Volumes, Autoscaling VMs, DNS Routing)

Dockers (Create Docker file, understanding docker file, install docker, push, pull, registry)

Kubernetes 1.12 & Kubectl

(Creating k8s cluster using EKS/AKS/or manual, deploying, scaling & monitoring, troubleshooting the cluster

Jenkins & CI Pipelines

(Plugins, configurations, Jobs, credentials, scripted CI/CD Pipelines)

Python and Jinja2 templets

(Install python, pip installation, encode, decode, Jinja2 templates)

CI/CD Pipeline

(Git Commit => validation => CI Test => Build => Bake Docker Image => Push Image => DeployTo k8s)

GitOps GitBranching, PullRequests, Tagging, Repo Forking, etc

Engg. Microservice Architecture

https://medium.com/free-code-camp/how-to-scale-microservices-with-message-queues-spring-boot-and-kubernetes-f691b7ba3acf

Build a REST API

1. React+ SpringBoot API+ Push to Kafka + Consume & Persist data to PostGres

2. React + Node API+ Push to Kafka + Consume & Persist data to PostGres

ElasticSearch & Kibana

JDBC Query

Zuul, Zuul Filters

https://medium.com/@jegasingamjeyanthasingam/zuul-functionality-routing-proxy-and-filters-285f911146ea

OAuth2 https://medium.com/tech-tajawal/microservice-authentication-and-authorization-solutions-e0e5e74b248a

Java (OBPS Stack)

Hibernate, Spring JPA, JSP, Jasper Reports, Elastic search, JQuery, Python, Postgress( database),Kibana Dashboard





https://medium.com/tech-tajawal/microservice-authentication-and-authorization-solutions-e0e5e74b248a

https://medium.com/tech-tajawal/microservice-authentication-and-authorization-solutions-e0e5e74b248a


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ANNEXURE- X: FORMAT OF THE EMD

(To be executed on stamp paper of appropriate value)

B.G. No. [___] Dated:

To

Director Municipal Administrator (DMA) Department of Housing & Urban Development Department, Government of Odisha

In consideration of you, State Urban Development Agency (referred to as SUDA, which expression will, unless it is repugnant to the subject or context thereof include, its successors and assigns) having agreed to receive the Bid of [insert name of Applicant] with its registered office at [Insert Address] (referred to as the Applicant which expression will unless it be repugnant to the subject or context thereof include its/their executors, administrators, successors and assigns), for “Selection of an Implementing Agency for implementation of an Integrated e-Governance Solution across all Urban Local Bodies of Odisha” (the Project), pursuant to the Request for Proposal dated [___] (referred to as the RFP) and other related documents, if any (collectively referred to as Bid Documents), we (Name of the Bank) having our registered office at [___] and one of its branches at [___] (referred to as the Bank), at the request of the Applicant, do hereby in terms of the RFP, irrevocably, unconditionally and without reservation guarantee the due and faithful fulfilment and compliance of the terms and conditions of the Bid Documents (including the RFP) by the said Applicant and unconditionally and irrevocably undertake to pay forthwith to SUDA an amount of Rs. [___] (referred to as the Guarantee) as our primary obligation without any demur, reservation, recourse, contest or protest and without reference to the Applicant, if the Applicant will fail to fulfil or comply with all or any of the terms and conditions contained in the said Bid Documents. 1. Any such written demand made by SUDA stating that the Applicant is in default of due and faithful compliance with the terms and conditions contained in the Bid Documents will be final, conclusive and binding on the Bank. 2. We, the Bank, do hereby unconditionally undertake to pay the amounts due and payable under this Guarantee without any demur,reservation, recourse, contest or protest and without any reference to the Applicant or any other person and irrespective of whether the claim of SUDA is disputed by the Applicant or not, merely on the first demand from SUDA stating that the amount claimed is due to SUDA by reason of failure of the Applicant to fulfil and comply with the terms and conditions contained in the Bid Documents, including but not limited to the following events: (a) If an Applicant withdraws its Proposal during the Proposal validity period or any extension agreed by the Applicant thereof. (b) If an Applicant is disqualified in accordance with Clause 2.8; (c) If the Applicant tries to influence the evaluation process or engages in corrupt, fraudulent, coercive or undesirable practice or restrictive practice as set out in Clause 2.10 of the RFP. (d) If an Applicant is declared as the preferred Applicant(s) and it:

(i) withdraws its Proposal during negotiations. However, failure to arrive at a consensus between the Client and the first ranked Applicant shall not be construed as withdrawal of proposal by the first ranked Applicant; (ii) fails to furnish the Performance Security in accordance with Clause 4.3 of the RFP; (iii) fails to sign and return, as acknowledgement, the duplicate copy of the letter of award; (iv) fails to fulfil any other condition precedent to the execution of the Contract, as specified in the letter of award; or (v) fails to execute the Contract.

Any such demand made on the Bank shall be conclusive as regards amount due and payable by the Bank under this Guarantee.


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3. This Guarantee shall be irrevocable and remain in full force for a period of 210 (two hundred ten) days, including any extensions thereof, and will continue to be enforceable till all amounts under this Guarantee have been paid. If the Applicant is declared as the Agency, then the validity of the EMD of such Applicant shall be extended until the date on which the Agency submits the Performance Security. The EMD of the Agency will be returned upon the Agency furnishing the Performance Security. 4. We, the Bank, further agree that SUDA will be the sole judge to decide as to whether the Applicant is in default of due and faithful fulfilment and compliance with the terms and conditions contained in the Bid Documents including, those events listed at clause 2.8 above. The decision of SUDA that the Applicant is in default as aforesaid will be final and binding on us, notwithstanding any differences between SUDA and the Applicant or any dispute pending before any court, tribunal, arbitrator or any other authority. 5. The Guarantee will not be affected by any change in the constitution or winding up of the Applicant or the Bank or any absorption, merger or amalgamation of the Applicant or the Bank with any other person. 6. In order to give full effect to this Guarantee, SUDA will be entitled to treat the Bank as the principal debtor. 7. The obligations of the Bank under this Guarantee are absolute and unconditional, irrespective of the value, genuineness, validity, regularity or enforceability of the Bid Documents or the Bid submitted by the Applicant. 8. The obligations of the Bank under this Guarantee shall not be affected by any act, omission, matter or thing which, but for this provision, would reduce, release or prejudice the Bank from or prejudice or diminish its liability under this Guarantee, including (whether or not known to it, or SUDA):

(a) any time or waiver granted to, or composition with, the Applicant or any other person; (b) any incapacity or lack of powers, authority or legal personality of or dissolutions; or change in the Applicant, as the case may be; (c) any variation of the Bid Documents, so that references to the Bid Documents in this Guarantee shall include each such variation; (d) any unenforceability, illegality or invalidity of any obligation of the Applicant or SUDA under the Bid Documents or any unenforceability, illegality or invalidity of the obligations of the Bank under this Guarantee or the unenforceability, illegality or invalidity of the obligations of any Person under any other document or guarantee or security, to the extent that each obligation under this Guarantee shall remain in full force as a separate, continuing and primary obligation, and its obligations be construed accordingly, as if there were no unenforceability, illegality or invalidity; and (e) any extension, waiver, or amendment whatsoever which may release a guarantor or surety (other than performance of any of the obligations of the Applicant under the Bid Documents).

9. Any notice by way of request, demand or otherwise will be sufficiently given or made if addressed to the Bank and sent by courier or by registered mail to the Bank at the address set forth herein. 10. We undertake to make the payment on receipt of your notice of claim on us addressed to [name of Bank along with branch address] and delivered at our above branch which will be deemed to have been duly authorized to receive the notice of claim. 11. It shall not be necessary for SUDA to proceed against the Applicant before proceeding against the Bank and the Guarantee will be enforceable against the Bank, notwithstanding any other security which SUDA may have obtained from the Applicant or any other person and which will, at the time when proceedings are taken against the Bank, be outstanding or unrealized. 12. We, the Bank, further undertake not to revoke this Guarantee during its currency except with the previous express consent of SUDA in writing. 13. The Bank represents and warrants that it has power to issue this Guarantee and discharge the obligations contemplated herein, and the undersigned is duly authorized and has full power to execute this Guarantee for and on behalf of the Bank. 14. For the avoidance of doubt, the Bank's liability under this Guarantee will be restricted to Rs. [___]. The Bank will be liable to pay the amount or any part of the Guarantee only if SUDA serves a written claim on the Bank in accordance with clause 11 of this Guarantee, on or before ………………….. (indicate date corresponding to 210 days from the Proposal due date). 15. Capitalized terms used but not defined herein shall have the meanings given to them in the RFP.


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Signed and Delivered by…………………Bank By the hand of Mr./Ms. …………….. its …………… and authorised official. (Signature of the Authorised Signatory) (Official Seal)