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LABOUR DEPARTMENT, HARYANA
Request for Proposal (RFP)
for
1. Design, development and deployment of Aadhaar Enabled Canteen
Attendance System (AECAS)
And
2. Establishment of Worker Facilitation Centres and capturing the legacy data
for workers.
Cost of the RFP: -Rs. 10,000/-
(Non-refundable and in the form of Demand Draft in favour of Labour Commissioner,
Haryana payable at Chandigarh)
30 Bays Building, Sector 17-B, Chandigarh – 160 017
Tele-fax: 0172-2701266 Tel.: 0172-2701373,
Website: hrylabour.gov.in, e-mail:[email protected]
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RFP NO.IT Cell/2018/02
Online bids are invited from qualified bidders, as per criteria laid in Annexure 2
of this RFP, in two covers as technical and financial bids for development &
implementation of Aadhaar Enabled Canteen Attendance System (AECAS),
establishment of Worker Facilitation Centres (WFC) and Legacy data digitization.
The Bidders shall submit their bids documents only at
https://etenders.hry.nic.in as per the dates mentioned below. No bids by any other
method and beyond last date of submission shall be accepted. The department
reserves the right to withdraw this RFP and cancel this bid at any stage without
assigning any reason whatsoever.
Summary of Key Dates:-
SN Department Stage Bidder’s Stage Start date and time Expiry date and time
1 Publication of RFP Document Download 12.06.2018 at 11.00 AM 02.07.2018 at 3.00 PM
2 Pre Bid Meeting
To understand the
broad scope of the
project
18.06.2018 at 11.00 AM
onward
18.06.2018 till 4.00
PM
3 Technical Bid
Opening - 02.07.2018 at 3.10 PM --
4
Technical
presentation by the
Bidders for the
project
Presentation 04.07.2018
At 11. AM onwards
04.07.2018
Till 5.00 PM
5 Financial Bid Opening -
05.07.2018 at 11. AM
onwards but not before
technical evaluation is
finalised.
-
This Request for Proposal is being re-advertised. The bidders who have applied
earlier at EOI stage or RFP stage as against first advertisement shall have to bid again
afresh. The Demand Drafts for cost of RFP and EMD submitted earlier with the
Department by bidders may be collected from this office on any working day.
The bidders shall also submit or send the certified hard copy of the technical
bid documents only on or before 02.07.2018 at 3.10 PM to this office; failing which
bid will not be considered. All the above activities shall be held in the office of the
Labour Commissioner, Haryana, First Floor, 30 Bays Building, Sector 17-B, Chandigarh.
The address for all above activities is:-
30 Bays Building, Sector 17-B, Chandigarh – 160 017 Tele-fax: 0172-2701266 Tel.: 0172-2701373, 2971057
Website: hrylabour.gov.in, e-mail:[email protected]
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1 Table of Contents
1. Department Overview ........................................................................................................................6
1.1 Core Activities of Labour Department ............................................................................7
1.2 The functions performed by these Wings of the Department are as follows: - ......7
2. Project Overview ................................................................................................................................7
2.1 General Scope & Deliverables ..................................................................................................8
2.2 Scope for Aadhaar Enabled Canteen Attendance System (AECAS)– An Overview ...........9
2.2.1 Scope of Work for AECAS ................................................................................................... 10
2.2.2 Broad classification of requirement............................................................................. 11
2.3 Scope for Workers Facilitation Centre (WFC) - An Overview .......................................... 15
2.3.1 Scope of Work for WFC ....................................................................................................... 16
2.4 Scope for Legacy Data Digitization – Data Entry & Scanning ........................................... 18
2.5 Scope Deviations ..................................................................................................................... 20
3. Roles and Responsibilities .............................................................................................................. 21
3.1. Responsibilities of Labour Department ................................................................................... 21
3.2. Responsibilities of Selected Vendor ......................................................................................... 21
3.3 Responsibilities of Project Coordinator/Project Manager, Labour Department .......... 22
4. Time Schedule for implementation of the project ................................................................... 23
5. Operational Requirements ............................................................................................................. 24
5.1. Warranty and Post installation Support Requirements......................................................... 24
5.2. Annual Maintenance Contract (AMC) ....................................................................................... 24
5.2.1. Project Management Unit (PMU) at Head Office – Broad Scope of Work ...................... 24
5.2.2. The constitution of the Project Management Unit (PMU) ................................................ 25
5.2.3. Space for PMU .......................................................................................................................... 25
5.2.4. General Guidelines for PMU .................................................................................................. 25
5.2.5. Help Desk .................................................................................................................................. 26
5.3. Annual Maintenance Contract (AMC) for Hardware Items ................................................... 26
5.4. Change Requests Management (CRM) ...................................................................................... 27
5.5. Documentation ............................................................................................................................ 27
5.6. Training Requirement (Capacity Building) .............................................................................. 28
6. Delivery of Hardware items and penalty for late deliver ........................................................ 28
7. Testing and user Acceptance ........................................................................................................ 28
7.1. Acceptance Criteria .................................................................................................................... 28
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8. Exit Management at the completion of the project period ..................................................... 29
8.1. Extension beyond 3 years .......................................................................................................... 29
9. Bid Documents ................................................................................................................................. 29
9.1. Who can bid as against this bid ................................................................................................ 29
9.2. Distribution of Tender Documents ........................................................................................... 30
9.3. Cost of Bidding ............................................................................................................................. 30
9.4. Instruction for the Bidder .......................................................................................................... 30
9.5. Documents comprising the bidder‟s bid .................................................................................. 30
9.6. The cost of bid document i.e. RFP .......................................................................................... 30
10. Bidding Process ............................................................................................................................ 31
10.1. Important dates ....................................................................................................................... 31
10.2. Bid Submission, Format and Signing .................................................................................... 31
10.3. Language of Bid ....................................................................................................................... 31
10.4. Preliminary Process to be confidential ............................................................................... 32
11. Earnest Money Deposit (EMD) .................................................................................................... 32
12. Submission of Bids ....................................................................................................................... 32
12.1 Late Bids ................................................................................................................................... 32
12.2 Modification, Substitution & Withdrawal of Bids .............................................................. 33
13. Technical Bid Evaluation ............................................................................................................ 33
13.1 Venue of Opening the Technical Bids .................................................................................. 33
13.2 General Guidelines for Opening of Bids .............................................................................. 33
13.3 Opening of Technical Bids ..................................................................................................... 33
13.4 Correction of errors ................................................................................................................ 33
13.5 Evaluation Procedure ............................................................................................................. 34
14. Financial Bid Evaluation ............................................................................................................. 34
14.1 Venue of Opening of Commercial Bids ................................................................................ 34
14.2 Opening of Financial Bids ...................................................................................................... 34
14.3 Clarification of Bids ................................................................................................................ 35
14.4 Correction of errors ................................................................................................................ 35
14.5 Evaluation Procedure and Criteria ....................................................................................... 35
14.6 Acceptance or Rejection of Bids .......................................................................................... 36
15. Award of Contract ....................................................................................................................... 36
15.1 Notification of award ............................................................................................................. 36
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15.2 Signing of contract .................................................................................................................. 36
16. Performance Guarantee ............................................................................................................. 36
17. The Ownership and Intellectual Property Rights in the Software and database. ............ 37
18. Miscellaneous ............................................................................................................................... 37
18.1 Delays in Performance Schedule .......................................................................................... 37
19. Corrupt, fraudulent and unethical practices ......................................................................... 38
20. Resolution of disputes and jurisdiction ................................................................................... 38
20.1 Overriding Authority for Clause conflict ............................................................................. 38
20.2 Arbitration ................................................................................................................................ 38
21. Notices .......................................................................................................................................... 39
22. Use of documents and Information .......................................................................................... 39
23. Currency of the bid ..................................................................................................................... 39
24. Period of bid validity .................................................................................................................. 39
25. Payment Schedule ....................................................................................................................... 40
25.1. Payment Schedule for AECAS ................................................................................................ 40
25.2. Payment Schedule for WFC ................................................................................................... 40
25.3 Payment Schedule for Legacy Data Entry ............................................................................... 40
25.4 General terms and conditions for payment schedules ......................................................... 41
26 Penalties ....................................................................................................................................... 41
26.1 Data Entry & Scanning ................................................................................................................ 41
26.2 Development of Software for AECAS ....................................................................................... 41
26.3 Replacement of manpower at WFC.......................................................................................... 42
26.4 Penalty during warranty period of hardware ......................................................................... 42
27 Compliance of Labour Laws for the manpower employed at WFC etc. ............................ 42
28 Tentative Bill of Material ........................................................................................................... 42
Annexure 1 - Bid Letter .......................................................................................................................... 45
Annexure 2 - Technical Evaluation Criteria ........................................................................................ 46
Annexure 3–Financial Quotation ........................................................................................................... 52
Annexure X - Qualification of Manpower ............................................................................................ 56
Annexure Y - Technical Specifications ................................................................................................ 57
Annexure Z - Sample Form for HBOCWWB Workers Registration ................................................... 67
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1. Department Overview
The State of Haryana has witnessed an unprecedented era of swift industrialization
since its formation on 1stNovember, 1966. Maintenance of industrial peace and
harmony, safeguarding and improving the working conditions of the workers in
industries is the responsibility of the Labour Department. The department seeks to
promote a healthy and positive partnership between the labour, the management and
the Government. While the department takes care of the interests of the worker, it is
sensitive to the needs of the industry. It is gratifying to record that Haryana enjoys
exemplary harmonious relations in the industrial sector. This has been made possible
by the conscious efforts of the Government, the willing cooperation of the workers
and the managements. The subject of labour is included in the concurrent list of the
Constitution of India and both the Central and State Governments are competent to
enact legislation on the subject. Therefore, more than 25 labour enactments are
being administered and enforced by the Labour Department.
The Labour Department, Haryana based out in Chandigarh is under the administrative
control of Ministry of Labour & Employment, Government of Haryana. The
Department is responsible for the enforcement of more than twenty-five Central and
State legislated Labour Laws. The Labour Laws are for ensuring the basic rights of the
workers towards their safety, health, welfare, wages, working hours, welfare
schemes, settlement of industrial disputes and prevention of malpractices like
exploitation by employment of child labour, bonded labour etc. etc. running over a
wide spectrum of workforce related issues.
The Labour Department makes it possible for its functionaries to be in tune with the
changing industrial atmosphere which requires them to act as a catalyst in
maintaining harmonious industrial relations, by training them in modern management
techniques in collaboration with industry. This sensitizes them to the market changes
that have taken place, keep them in touch with future global developments and lead
to increasing faith and trust in their professional competence. In this regard, the
State Government has formulated a 'State Labour Policy-2006'.
The aim of the Labour Policy has been to help in evolving a mutually and increasingly
beneficial partnership between employers and workers; to help create conditions in
which workers can make their maximum contribution towards increasing productivity
while their rights are protected and their exploitation is prevented; to ensure the
welfare of workers along with economic progress and Stability; to help the employers
and workers to cooperate continuously and resolve their differences amicably through
Social Dialogue; and the Labour Policy aims to foster peaceful and in-house
settlement of disputes, by progressively narrowing down the areas of conflict and
maintain industrial peace in the State, so that there are no strikes or lockouts.
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1.1 Core Activities of Labour Department
For enforcement of the legislations the various functions of the Department are
performed through following four arms namely: -
i) Labour Wing,
ii) Industrial Safety and Health Wing (Factory Wing),
iii) Adjudication Wing,
iv) Welfare Boards
1.2 The functions performed by these Wings of the Department are as follows: -
i) Enforcement of Labour Laws and maintaining industrial peace and
harmony.
ii) Regulatory functions of registration, licensing and compliance of
provisions relating to safety, health and welfare provided under the Acts
and Rules.
iii) Ensuring industrial safety and health at work places.
iv) Conciliation and counselling for the compliance of labour laws.
v) Adjudication.
vi) Labour welfare and social security through various welfare schemes of
the Haryana Labour Welfare Board (HLWB) and the Haryana Building and
Other Construction Workers Welfare Board (HBOCWWB).
2. Project Overview
The development and implementation of Information Technology (IT) related works of
the Labour Department, Haryana and its associated two welfare Boards i.e. the
Haryana Labour Welfare Board (HLWB) and the Haryana Building and Other
Construction Workers Welfare Board (HBOCWWB) is centrally performed by the IT cell
of the Labour Department, Haryana. Therefore, the term Department or Labour
Department in this document shall mean and refer to the Labour Department or any
of the associated welfare boards interchangeably in the given context as the case
may be. Hence, this Request for Proposal (RFP) has been issued by the Labour
Department on behalf of itself and two associated welfare Boards.
Also the already running online services for industries and workers have developed
and implemented in integrated manner as the target users of these services are also
highly inter related in their functioning.
The Labour Department requires external agency to work on the present project
specifically for the following major activities:-
1. Designing, developing and operating Aadhaar Enabled Canteen Attendance
System (AECAS)
2. Setting up and operating Worker Facilitation Centres (WFC)
3. Perform Legacy Data Digitization – Data Entry and Scanning of old records.
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2.1 General Scope & Deliverables
The bidder‟s responsibilities shall majorly include
1. Developing software application for WFC, AECAS and Legacy Data Digitization
as explained in the scope here and Expression of Interest already issued in the
first advertisement of this bidder selection procedure.
2. Provide necessary infrastructure, manpower, hardware items and other
resources for smooth operations and use of this intended software
development system.
3. Development of an inventory management software for all the hardware items
procured for WFC and AECAS.
4. Setting up of Project Management Unit (PMU) at Head Office to support
existing online applications and new software system along with all the
hardware, software as per requirements specified in corresponding part of this
document.
5. Setting up of a dedicated call based Helpdesk support for WFC and AECAS at
Head office along with hardware, software as per requirements specified in
corresponding part of this document.
6. Setting up of control room at head office for monitoring of CCTV feeds from
WFC and AECAS in the field.
7. Study of existing online applications and infrastructure available with the
department.
8. Integration of new software applications developed for WFC, AECAS and the
legacy data digitization for already registered beneficiaries workers and
welfare benefits disbursed; with the existing application developed in PHP,
MySQL at www.hrylabour.gov.in.
9. Any enhancements in existing online application of department and to study
likely impact of this integration on the already in use system.
10. Integration of existing application with any other services and to study likely
impact on that system.
11. SMS Gateway services along with MIS reports to track services wise usages of
SMSs.
12. Security audit of the overall software of the department (both existing as well
as to be developed) from CERT-In empanelled company. It shall be done once
in each year during the entire duration of the project i.e. each year for 3 years
or 5 year if extended beyond 3 years. The bidder shall provide Security
Certificate of the department‟s website and new website launched for AECAS,
if any, to the department from the CERT-In empanelled company. The
department shall not make any separate payment for incurring the cost of
implementation of their suggestion (s), if any. The bidder is to adequately
factor in these costs in their financial bid quotes.
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13. Coordination and supporting existing vendor for application integrations, as per
requirement.
14. Providing complete documentation, back up, work flows, manuals etc. of the
system.
15. Providing necessary trainings to department staff for putting this software in
operations and subsequent training. All the logistics for training shall be
arranged by the department. The bidders shall provide the trained resource
person along with relevant material to give one or two days training to the
department personnel.
2.2 Scope for Aadhaar Enabled Canteen Attendance System (AECAS)– An Overview
On the occasion of “SwarnJayanti” of the State of Haryana, through these two
welfare Boards i.e. the HLWB & the HBOCWWB has set up subsidised canteens for
workers. Launched under a scheme “आहारयोजना”, the aim is to provide adequate
quantity of healthy, nutritional and hygienic food at affordable prices to the
construction workers. Therefore, the Government has decided to set-up twenty-three
canteens initially, one at each District Headquarter of the State except Gurugram and
Faridabad, where two such canteens will be established. Initially, one meal i.e. lunch
shall be served. The other meal may be extended as decided by the Board. Currently,
5 canteens at Sonepat, Hisar, Yamunagar, Faridabad and Gurugram are operational
and the process of setting up such canteens at other locations is underway. The
number of such canteens may vary from time to time.
The Government of Haryana has set up subsidized canteens with the aim to provide
adequate quantity of healthy, nutritional and hygienic food at affordable prices to
the industrial/ construction workers or to the general public in the State of Haryana.
These canteens will be established at accessible and convenient places to the
majority of such workers. The meal will be provided to the beneficiaries of these
welfare Boards or general public @ Rs. 10/- only and the balance amount of the cost
of the meal will be borne by the respective Boards or the Food and Supplies
Department. The unregistered workers will also be allowed to take the meals from
these canteens on the payment of the full cost of the meal. The scheme would be
executed in partnership with the private/ government service providers engaged in
the service of providing food to masses.
The main objectives of setting up Aadhaar Enabled Canteen Attendance System
(AECAS) are:
To capture the Aadhaar enabled attendance of the person taking meal at any of
these canteens.
Ease of Administration and reduction in Manual work.
Efficient, Effective and Transparent Processes.
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Eliminate chances of leakages in the system
Eliminate chances of duplication / fake reporting by vendor
Gather accurate analytical data for help in better decision making by Government
for welfare of workers
Improving the Quality of Service and Information to all the functionaries and stake
holders.
2.2.1 Scope of Work for AECAS
This is a turnkey based project and it is responsibility of the system integrator i.e. SI,
here in this document bidder, to design system, supply, install and commission system
for satisfactory functioning. The scope of the project involves design, development
and deployment of comprehensive end-to-end software and providing compatible
hardware solution for Aadhaar Enabled Canteen Attendance System (AECAS). The
entire activity should be completed within a time period of 9 weeks with maximum
limits of 10 weeks at one location and then eventually it should be expandable within
two weeks to other locations, as many locations and at any time as the Department
desires. The Detailed Functional Requirements specification given in this document
shall be considered as an integral part of the scope of work and intending bidders
should take it into account while estimating their efforts and bids. The broad scope of
work of this engagement would include:
i) To prepare a Software Requirement Specification (SRS) Report – based on an
independent assessment of the requirements of the department and the
functional requirements as specified in this tender document i.e. RFP for
designing, development and implementing AECAS.
ii) To design and develop web based attendance software solution – based on
Requirement Specifications, Technological and Operational Requirements and
the existing system features. The proposed system shall be integrated with the
existing system, which has been developed in open source technologies.
iii) Supply and commission Aadhaar based biometric device equipped with finger
print scanner along with any peripherals as required.
iv) Supply and commission CCTV cameras as per requirement along with any
peripherals as required.
v) To establish control room at Head office in Chandigarh or Panchkula for
monitoring of CCTV feeds.
vi) To provide integrations with SMS Gateway and Mail / Messaging System.
vii) To test and pilot run the proposed system software.
viii) To get the software security audit done by the CERT-In empanelled agencies
along with the patching of the bugs raised during security audit process.
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ix) Hosting and Support for implementing the application on hosting servers
provided by the Labour Department or bidder.
x) Multi location implementation – Approx 40 different locations in the state.
xi) To ensure that the software design and implementation takes care of necessary
security aspects such as data safety, access controls, integrity, backup
measures and disaster recovery etc. as per latest industry standard.
xii) To provide training and support - the software vendor should ensure that the
users are suitably trained for using their respective application areas.
xiii) To provide full documentation of the system design, installation and
implementation of the Proposed and Existing software solutions and user
manuals both in hard copy and soft copy.
xiv) To provide the support for database administration, optimization of data, and
handling /managing the applications and different databases on live servers.
xv) To suggest the department regarding specifications of the required Hardware
and software for smooth and efficient working of servers.
xvi) Business Process Re-engineering, if any.
xvii) To provide MIS reports as and when desired.
xviii) To undertake Annual Maintenance work for software and hardware items
supplied for three years extendable for 2 years more if department desires,
after completion of handholding period of three months.
xix) Change Requests Management (Handling Change Requests – Post
Implementation), if any.
xx) Integration with other database of Haryana Labour web portal
www.hrylabour.gov.in, UIDAI and any other applications of Haryana State
Government or Government of India as per requirement for this purpose.
2.2.2 Broad classification of requirement
The requirements can be broadly classified into four categories as detailed
below:-
1. Defining the requirement for software development
An Aadhaar enabled web based biometric attendance system for the workers taking
meals in the canteens is to be designed and deployed. The working of this software is
enumerated in the following steps:
a. Whenever any user walks into the canteen for consuming food, he / she will
have to first mark attendance in the installed system by way of entering
Aadhaar number and scanning of fingerprint through the device for
authentication from UIDAI.
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b. The system would first validate the credentials of the persons i.e. matching of
Aadhaar number with fingerprints by hitting at UIDAI portal in real time and
then identifies him/her as the beneficiary of the respective welfare Boards or
as others whose subsidized food payment is to be made by the Food & Supplies
department, Haryana as the case may be. Once the attendance is marked, the
person can proceed for consuming food.
c. In this process, the software shall automatically cross-check with the existing
database & categorize the user falling into any one of the following
categories:-
i) The Haryana Building and Other Construction Workers Welfare Board or
ii) The Haryana Labour Welfare Board or
iii) Others
d. A MIS reporting panel is to be designed for the department. Through this
reporting panel, the department officer can easily generate reports which can
be bifurcated as per below (but not limited to these only. The department may
ask to provide any other report as required from time to time) :-
i) District/location Wise
ii) Canteen Wise
iii) Worker Wise
iv) Time Slab Wise
v) Date Wise etc.
e. The software shall have admin panel to create different canteen sites with the
functionalities of making them active and inactive as and when demanded. The
allocation of the canteen to service providers/ operator can be done through
admin.
f. The department officer will be able to add the details of canteen operator
along with payment released as per subsidy.
g. The admin panel of the software shall enable the departmental officer to set
the time slab particularly in the case if in future more than one meal per day is
served at a particular site e.g. for breakfast the system can have time slab
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from 7am-10am and 12noon - 3pm for lunch etc. which can be changed as per
departmental requirement from time to time.
h. Even the time slab for different canteen can be set different depending upon
the requirement at the moment/ location.
i. The admin should be able to create sub-admin for management of canteens by
local officer. The sub-admin shall be able to perform routine tasks of handling
operations of a particular canteen.
j. The software is to ensure that only one attendance is registered for one meal
per day, however, if more than one meal is served at a canteen then between
the two attendances of a user in a day, if any, minimum gap period say one
hour, to be set by admin for individual canteen, is blocked to prevent duplicity
of attendance and only one attendance is marked between the stated time slab
(s).
k. If someone does not have Aadhaar or the Aadhaar is not being captured or
internet is unavailable momentarily, food must not be denied. There should be
provision to take CCTV Camera snapshot record and submitted by canteen
operator / vendor as a record simultaneously. The operator shall seed this
offline attendance record, if any, on daily basis well in time in this system.
l. The system shall flag to the offices controlling the canteen as and when offline
record per day is entered above a threshold limit to prevent any possible
misdeeds.
m. The admin / sub-admin panel would be assigned based on user‟s requirements
from the departmental or operators side.
n. Total no of terminals with site location details along with unique address shall
be displayed for identification purpose.
o. The admin panel to show live i.e. online / offline status of attendance
terminals installed at canteen locations.
p. All attendance data captured by attendance terminal shall be immediate
transferred to central server.
q. Canteen site specific team shall be able to view site specific attendance data.
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r. Central monitoring team shall be able to view all the canteen site data on one
screen.
s. Security Audit of the system would have to be got done by CERT-In empaneled
agencies and to incorporate the recommendation thereof.
t. The system should be immensely scalable, secure and reliable.
u. Training of the developed software system for department officer / canteen
operator.
v. User Manual for the attendance software system would be prepared.
2. The hosting and procuring of dedicated domain/subdomain for marking the
attendance of the worker taking meals.
The hosting of the developed canteen attendance software system shall be done at
the servers provided by the vendor from MEITY empanelled hosting company or by the
Department as the case may be and charges shall be paid to the vendor accordingly.
A separate dedicated domain /subdomain name shall be also taken for the new
system to be developed e.g. or www.hrylabourcanteen.in or
www.hrylabourcanteen.gov.in as per availability. Vendor has to provide all the other
necessary support and infrastructure like regular backup, SSL certificate etc.
3. Integration with the existing database of the e-services of the Labour
Department, Haryana & UIDAI for Aadhaar verification.
The new developed system will be integrated with the existing database of the
operational e-services hosted at www.hrylabour.gov.in and UIDAI for identifications
and verification of workers using Aadhaar details and scanning of fingerprints of the
beneficiaries of the welfare Boards / workers or general public.
4. Hardware and other infrastructures like internet, fingerprint scanning
devices, CCTV, computer machines, web camera to be installed at the
canteens locations to make the system functional/operational.
To make the above mentioned system functional / operational, minimum hardware
infrastructure required is as under:
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a. Aadhaar based Biometric device equipped with finger print scanner along
with any peripherals like cables etc. as required. Minimum 1 fingerprint
device per 50 workers or part their off to avoid rush and chaos at canteens.
Further waiting time for the user workers to make attendance should not be
above 10 minutes.
b. CCTV cameras along with any peripherals like cable, switch, storage etc. as
required to make it operational. Minimum 2 CCTV cameras to be installed in
every canteen to have real time surveillance for capturing day to day
activities. Minimum One camera should be installed at the cash counter /
near attendance device and the other camera to be installed in kitchen to
keep a check on quality of food being served. Depending upon the size of
the canteen site, no. of cameras to be installed per site may vary. All the
installation and networking to be done by vendor.
c. Minimum 1 Laptop/Desktop with storage, UPS backup as per specified
d. Web camera
e. Internet / wifi connection with bandwidth of at least 2 MBPS and able to
connect with at least 10 devices at a site.
f. Parties may suggest any additional hardware required, if any, to accomplish
objective of the project.
2.3 Scope for Workers Facilitation Centre (WFC) - An Overview
The Labour Department has also developed an online system for facilitation of
industries and workers. The online system is for deliveries of online services related
to registrations and licensing for the industries under various labour laws. This system
is also enabled for registration of workers as beneficiaries of the two welfare Boards
associated with the Department and disbursement of welfare benefits to these
beneficiaries in their AADHAAR seeded bank accounts. The two welfare Boards are
the Haryana Welfare Board and the Haryana Building & Other Construction Workers
Welfare Boards for the industrial workers and the building & other construction
workers respectively.
The use of the online services require some level of computer literacy and requisite
infrastructure facilities like computer, printer, scanner, copier internet and use of e-
payment etc. It is a fact that majority of workers in India are not well acquainted
with online processes and do not have such computer and allied facilities at their
disposal. Therefore, the Labour Department, Haryana is intending to provide these
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workers the facilities of Workers Facilitation Centres, where computer literate
manpower with necessary infrastructure is available for his/her use to get him
registered as beneficiary of any of the two eligible welfare Boards and to seek various
welfare benefits. Hence is the requirement of Workers Facilities Centres (WFC).
2.3.1 Scope of Work for WFC
This is a turnkey based project and it is responsibility of the system integrator to
design set up, supply manpower, install and commission hardware, software and
system for satisfactory functioning. The scope of the project involves physical site
preparation, deployment of a comprehensive end-to-end software and hardware
solution for the centre. The department shall only provide sitting space, water and
electricity connections apart from other civil works required. All other required items
including manpower, hardware, software, furniture, stationery etc. for successful
operations shall be provided and managed by the bidder only. The entire activity of
setting up WFC at one location should be completed within a time period of Four (4)
weeks of handing over the site. The Detailed Functional Requirements specification
given in this document shall be considered as an integral part of the scope of work
and intending bidders should take it into account while estimating their efforts and
bids. The broad scope of work of this engagement would include:
1. The bidder shall establish two such WFCs at each District Headquarter of the
State and one at Head office, Chandigarh / Panchkula. The number of centres
can be increased or decreased in future.
2. The bidder shall provide all the hardware, software and manpower to
undertake above activity like industrial grade scanner, printer, copier, printing
paper for smart card, smart card reader etc.
3. The bidder shall design and develop the software and integrate the same with
the existing online e-services of the labour department/ welfare boards for
tracking the work performed by their manpower.
4. The bidder shall also provide require hardware, software, manpower and
infrastructure for printing and issuing smart cards to the workers on their
registration. Initially, this service shall have to be made available to six
locations in Haryana preferably at Ambala, Panipat, Gurugram, Hisar,
Faridabad, Rohtak and eventually may be extended for other locations in the
State of Haryana. The smart card should contain necessary information of the
worker and a unique identification number.
5. The bidder is to provide all the infrastructure for keeping the WFC operational
such as computers, UPS with power back up, printer cum scanner, web cam,
still camera for capturing the photo of the users, internet facility, phone
facility, tables chairs, all kind of stationeries needed i.e. pen, file, papers
sheets of different sizes etc. at the point of supply of manpower for WFC.
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6. The bidder shall also supply IT/ computer trained manpower having the
requisite qualifications to the district level / below / upper level of
administrative unit of the Labour Department, Haryana or its associated
welfare Boards.
7. The bidder shall train its manpower to be deployed at WFC in departmental /
welfare Boards instructions/ guidelines in the online processes of workers
registrations and related with receipt of their claims for seeking welfare
benefits and their disbursement.
8. The bidder shall maintain an account/e wallet etc. for making contribution
payments to the welfare Board on behalf of the workers. The cash received
from workers shall be deposited in this account/e wallet at the end of the day.
9. The department/ welfare boards shall provide building and Electricity & water
connection and basic civil works at the locations. The bidder shall be
responsible for making the place upto liveable standards and setting up the
other entire required infrastructure like, Internet, Tables, chairs, air
conditioning of place, payment of electricity & water charges, daily cleaning
etc.
10. The bidder shall undertake the above mentioned activities for a period of three
years which may be extended for further two years on mutual consents. After
completion of the project if extended, the bidder shall undertake Annual
Maintenance work of software and hardware for two years as well.
11. For the sake of simplicity of operations, the activity at each location will be
performed by a unit, which shall consist of following items:
o Min. Two (2) Nos. of manpower as per qualification specified in the
Annexure X
o Min. Two (2) Nos. of laptops/desktops and allied items
o Min. Two (2) UPS for power back up
o One (1) Scanner / Copier and allied items
o One (1) Printer and allied items
o One (1) Aadhaar based biometric device for attendance of the staff
provided.
o Min. Two (2) Nos. of CCTV camera and allied items required for installation
& networking
o Internet connection of at least 2 MBPS with unlimited usage
o Stationery as is used including pen, pencil, paper, diaries, markers, files,
folders etc.
o Furniture like sitting arrangement for operations manpower as well as
public and storage like Tables, Chairs, Almirah, Racks, Workstations (as per
requirement)
o Regular Payment of Electricity & water charges
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12. Payments to the bidder shall be done from head office on monthly basis / per
unit basis as the case may be.
13. The bidder is required to develop a dashboard for monitoring attendance of
the manpower provided through Aadhaar based biometric systems at each
WFC.
14. The bidder is to provide all the infrastructure for keeping the WFC operational
such as computers, UPS with power back up, printer, copier, scanner, web cam
- still camera for capturing the photo of the users, internet facility, phone
facility, tables, chairs, all kind of stationeries needed i.e. pen, file, papers
sheets of different sizes etc. at the point of supply of manpower for WFC.
15. The department shall get the waiver on transaction charges on using online
wallet for making payment for workers registration from the concerned
authorities. Till the time the waiver is provided, the department will reimburse
transaction charges borne by the bidder. The bidder shall provide complete
dashboard for usage of e wallet.
16. Control Room / Command centre to be set up at Head office in Chandigarh for
monitoring of CCTV feeds from fields.
17. The bidder shall provide hierarchy / escalation matrix of the manpower
resources provided to undertake all the above mentioned activities. This
hierarchy / escalation matrix is different from Project Management Unit in
article 5.2.2
18. The bidder shall provide option to replace manpower in case the
department/board is not satisfied by performance of particular resource
person provided by the bidder for the above mentioned activities. The overall
more than annual 20 percentage replacement of manpower on the directions of
the department/board shall attract penal provisions. The bidders shall provide
the dashboard for monitoring the replacement of resource person.
19. The manpower provided should be on rolls of the bidder. Subcontracting not
allowed.
20. In future, the location may ask to add more units depending upon the
workload. Minimum tenure for each unit shall be three years. The tenure may
be extended on mutual consent for further two for which bidder shall give
financial quotation by considering the inflation cost and hardware
maintenance/ replacement cost.
2.4 Scope for Legacy Data Digitization – Data Entry & Scanning
The Labour Department also requires the legacy data to be digitized and integrated
with the existing application developed by department. The objective is mainly to
utilize the data for searches and modification. Due to the nature of working of Labour
Department/ boards the historical data is equally significant for meeting the
objectives of department. The Boards/ Department requires historical data for two
major reasons; one to understand the complete strength of workers, working in both
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the boards and what the benefits they are taking of different welfare schemes. Based
on this information, the department/ boards can make future improvement plans and
shall make decision making more effective. This exercise is explained in the following
steps:-
1. The bidder shall undertake the digitization of legacy data pertaining to
workers‟ registrations and details of any benefits availed by the worker or its
family in the past.
2. The bidder is required to make software for data entry and integrate with the
existing application of the department and integrate in overall system as
required.
3. The bidder shall be required to scan and upload the registration forms in a
repository / integrate the same with the existing online e-services of the
labour department/ welfare boards. The legacy data is for around seven lakhs
beneficiaries in the standard applications forms. The paper based form
application is running in around three A4 size sheets per application i.e. around
21 lakh pages. The actual number shall be based on as is where is.
4. The data is available in fields and the bidder will not be allowed to take
physical forms out of the office premises. It is the responsibility of the bidder
to collect data from the locations.
5. The bidder will be handed over the documents in a batch and will cross check
this information and will prepare a list containing discrepancies, if any.
6. Bidder will carry his scanner and any other hardware required to location and
scan all documents in the office premises only. Data entry/digitization can be
done at any other place of bidders.
7. It will be the responsibility of the bidder to take the documents from the stack
area for digitizing and after digitalizing should be restored in the same place
from where it has been taken. Documents/Records are to be arranged
chronologically and necessary pagination done.
8. The bidder shall be required to independently arrive at the methodology,
based on globally acceptable standards and best practices, suitable for the
Department by providing state-of-art technology.
9. The source document will be in Hindi/Punjabi/English either typed or hand
written.
10. The documents are primarily available on paper media only. They are generally
very old, delicate, fragile and brittle and need special and sophisticated
handing techniques.
11. The bidder shall be responsible to scan all the documents and carry out Quality
Checks in order to ensure that the scanning quality is good and the pages are
perfectly scanned.
12. Scanned images (preferably in .jpg, .gif, .tifformat) of these documents will
have to be converted into enhanced PDF files.
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13. The bidder shall be responsible to use scanner only with minimum resolution of
300 dpi.
14. The data entry of indexing field of scanned document should be prepared in
consultation with the concerned department.
15. The bidder or deployed manpower will get the entered data verified from the
concerned official of the department.
16. The bidder shall provide all the required hardware, software and manpower to
undertake above mentioned digitization activity. The bidder should provide
necessary hardware (including desktop systems, scanners, printers/copiers,
UPS etc., in sufficient quantity), application software and other infrastructure
for Scanning & Digitization work.
17. The hardware supplied for this scope shall be the property of the bidder and
any maintenance required in this regard shall be the responsibility of the
bidder.
18. This is a one-time activity, which is to be completed within three (3) months of
the award of work and providing the relevant data by the department/boards.
19. The bidder shall provide hierarchy / escalation matrix of the manpower
resources provided to undertake all the above mentioned activities.
20. Sample form is attached at Annexure Z.
21. The party shall be responsible for maintaining the confidentially of data
supplied. The original data or punched data will not be used for any other
purpose during or after the job.
22. The selected bidder or his employees will not disclose the content of
documents given for scanning or archiving. The selected bidder should not also
disclose the above to any of its existing or future clients.
23. It is responsibility of the bidder to generate Check-list, Proof Reading,
Updation of record & final check-list with back-up.
24. The bidder shall have to supply the dully Punched and verified data as per
requirements (in English/Hindi/Punjabi) on CDs/DVDs/HDDs as well per defined
schedule. The bidder will also have to keep back-up of the punched data till
the completion of the project.
2.5 Scope Deviations
In requirement gathering phase, complete information related to proposed software
development shall be provided to the selected vendor. During the Design and
Development phase a few session for requirement clarification can also be arranged.
But there should be a provisioning of atleast 20% changes/scope deviation during
implementation/integration phase.
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3. Roles and Responsibilities
A clear definition of roles and responsibilities of all the partners involved brings
transparency, accountability, manageability and efficiency in any project. The
following are the roles and responsibilities of department, the Selected Vendor, and
the Project Coordinator.
3.1. Responsibilities of Labour Department
As owner of the Project, the role of Labour Department in the successful
implementation of the project includes discharging the following responsibilities:
i) To ensure that all the participating branches take active part in project.
ii) To identify the officials for conducting detailed SRS.
iii) To identify key points of contacts who would be able to dedicate quality time
with the vendor.
iv) To conduct review meetings at regular intervals to monitor the overall progress
of the project.
v) To ensure participation and support from all the Branches and employees in
the implementation of the project.
vi) To provide all the formats of forms and reports to be designed into the system.
vii) To ensure speedy centralized issue resolution.
viii) To identify employees who can be trained by selected vendor for learning the
technical details of the Software.
ix) To ensure timely sign – offs.
x) To provide necessary infrastructure support and resources to the vendor during
the development stage.
xi) To handle the crucial change requests management.
3.2. Responsibilities of Selected Vendor
The following are roles and responsibilities of the vendor to be selected for design,
development, testing and implementation of the software at Labour Department.
i) To design, develop, test and implement a secure, scalable Application
Software system for the department, adopting interoperable standards.
ii) To prepare a System Requirement Specification (SRS) Report and get it
approved by department.
iii) To supply, commission hardware as per required and always keep it use
worthy.
iv) The bidder shall provide reporting and logging panel by department for any
hardware maintenance related issues.
v) To ensure security of the data with adequate back–up measures.
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vi) To provide training to the user community to make them conversant with the
application software.
vii) To meet the functional requirements specified in this document and cover any
other related functionality identified by labour department whilst preparation
of detailed SRS.
viii) To provide full documentation of the design, training and implementation of
the software and user manuals.
ix) To provide new changes of software as warranted by needs of Labour
department.
x) To ensure successful integration of the proposed system with the existing
systems.
xi) To make reports at specified periodic intervals on progress of the project.
xii) To interface with Project Coordinator and Management of department for
managing the Change.
xiii) To follow the terms and conditions as specified in this Tender document and in
any other subsequent related documents.
xiv) To get the security audit done by the CERT-In empanelled agencies and to fix
the deficiencies so surfaced.
xv) To monitor the project as a whole including the new software development
and performance of Project Management Unit (PMU) through a project
monitoring tool. Any appropriate tool for project monitoring has to be provided
by the vendor at his cost. The department officers shall also be provided the
login id to this tool.
xvi) The vendor shall handover all the relevant data in readable form from this tool
at the exit of the contract for record of the department.
xvii) To assistant and support the existing software and server hosting providers in
operations, customisation, stabilisation, improvement etc. of the already
running online applications of the department and welfare Boards through
PMU.
3.3 Responsibilities of Project Coordinator/Project Manager, Labour Department
The Project Coordinator/ Project Manager or known by whatever name is the key
person who serves a pivotal role in this project. The roles and responsibilities of the
Project Coordinator are as follows:
i) To ensure close coordination of all the participants and the external agencies
involved in the project.
ii) To give the valuable inputs while preparing SRS document.
iii) To take steps to mitigate any potential risks that might surface during the
course of the project.
iv) Set up and administration of an issue and escalation management process.
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v) To identify the staffs, who need to undergo user training at various levels.
vi) Handle change requests management.
vii) To monitor the overall progress of the project.
viii) To ensure timely release of the payments as per agreed Schedule.
ix) Any other work in the interest of smooth roll out of the project timely.
4. Time Schedule for implementation of the project
The vendor shall implement the system on pilot basis at one location, to ascertain its
stability. The stability assessment shall be done upon successful user acceptance
testing of modules and the system. On successful implementation the stability of the
software shall be tested and thereafter, the system shall be rolled out across the
state as per the availability of the sites. The indicative Project Plan for the
implementation activity is given below:
S No Activity Milestone/Deliverable Time
1 AECAS
System Study and Preparation of SRS and its sign off
X+2 weeks
Design and development of software module for AECAS and WFC
X+6 weeks
Testing, Modification and User Acceptance Testing (Pilot Run)
X+8 weeks
Implementation and Go live
(After go live at one location, every location to
be made go live in 2weeks‟ time as and when
required)
X+9 Weeks (maximum
X+10)
2 WFC
Setting up of WFC including development of software and its integration with the already running system. The subsequent addition of WFC shall be done with in four weeks from demand by the department.
Y + 4 weeks
3 Legacy Data Digitization Software development, Data Scanning, Data
Entry Z + 12 Weeks
4
PMU and Helpdesk set up at Head Office
PMU and Helpdesk should be set up from Day 1 of the project so that they are ready as soon as soon as either one or both of the WFC & Canteen facilities go live
X
X: Start date of the Project Y: Date of Handing over of site by department after civil works Z: Date of handing over of Data by department to the bidder
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Any delay on part of department due to approvals time would be excluded.
Deemed approval if department fails to reply within 15 days of document
submission.
Data verification by department for data entry time shall be excluded from vendor
time period for implementation of the project.
The Project Management Unit shall start functioning from the award of the work
order and continue to work during the subsistence of the project of three years or
in its extended period, if any.
5. Operational Requirements
This section outlines the operational requirements of the overall system developed. It
should be noted that the Vendor would be involved in the implementation of the
solution as well as on-going support during the entire duration of project.
5.1. Warranty and Post installation Support Requirements
The successful bidder must furnish a warranty for providing free post installation
comprehensive support during a warranty period of three years from the date of
successful installation and commissioning and for extended period as and when
extended. The bidder should have own in-house software development and
customization set-up.
5.2. Annual Maintenance Contract (AMC)
5.2.1. Project Management Unit (PMU) at Head Office – Broad Scope of Work
The bidder shall set up a project management unit at head office during the entire
duration of the project including the extended period as when it is extended to
support all the activities including implementation, maintenance and dedicated
management of the developed system. The scope includes managing software and
related activities including monitoring of CCTV feeds from Canteens and WFCs. The
bidder shall also be responsible for coordinating with the agency that has developed
the existing application software for the department for generation of new MIS
required and to integrate the newly developed modules with existing application as
well as in case of any other integration required.
Deployed manpower will be responsible for following major activities:
1. They will be responsible to undertake the support work for smooth and trouble
free running of the new developed application system including hardware.
2. They will take the timely and accurate data backup of the application software
until the period of entire contract.
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3. They will be helping the department in generation of various MIS reports.
4. They will be completely responsible for training the departmental staff and
involved stakeholders as and when desired by the department.
5. To assistant and support the existing software and its vendor and server
hosting providers in operations, customisation, stabilisation, improvement etc.
of the already running online applications of the Department and welfare
Boards.
6. Any other work assigned by the Department from time to time to accomplish
the overall objective of the online services of the department or the welfare
boards or creation of new websites or any integrated services web portal of the
Central or State Government/ Department /Organisation or any other relevant
service provider of the private organisation.
5.2.2. The constitution of the Project Management Unit (PMU)
For this purpose the bidder should provide full time resources at head office for
better co-ordination with field staff and improvement, enhancement, stabilisation,
customisation of already existing online applications of the department/boards.
1. Project Manager – 1 (experience of more than 8 years)
2. Team lead – 1 (experience of more than 5 years)
3. Sr. Software Developers – 2(experience of more than 4 years)
4. Software Developers – 2(experience of more than 2 years)
5. Quality Analyst – 1 (experience of more than 3 years)
6. Network Admin – 1 (experience of more than 3 years)
7. Business Analysts – 1 (experience of more than 3 years)
8. Field Support staff - Software implementers for training and technical support –
2
9. Office boys –2
5.2.3. Space for PMU
The department will provide sitting space but the bidder shall provide the required
hardware like laptop, printer, internet, telephone lines (minimum two) and furniture
including air condition etc. to its resources.
5.2.4. General Guidelines for PMU
1. The resources of the PMU shall not be generally changed. However, if changed
due to any reason, the bidders shall provide replacement with equal or higher
experience and qualification. Such replacement should be trained on the
project by bidder before deployment in the PMU.
2. If any resources remains on leave for more than once in a month and no
replacement provided the corresponding cost shall be deducted from the
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approved price of the PMU. The corresponding cost shall be decided on his
latest salary paid by the bidder.
3. The resources of PMU should be on rolls of the bidder. Subcontracting not
allowed.
4. The bidders shall provide and replace the senior software developers or
software developers or any other resource of the technology as per
requirement basis from time to time.
5. The department may reduce or increase the size of this PMU depending on the
requirement with prior notice. In case of reduction one month notice shall be
given. In case of increase vendor shall make all the good endeavour to provide
the resource in shortest possible time and not later than two weeks form
communication.
6. For determination of the price of each resource in case of increase or decrease
of resource, the bidder‟s finally approved price quoted in article 5.4 shall be
used.
7. The department may ask the replacement of any resource person if his/her
work is not fond satisfactory. No cost shall be borne by the department for
such replacement.
5.2.5. Help Desk
The selected bidder will be responsible for setting up a call based helpdesk at the
Head office for supporting system developed for WFC and AECAS. The entire set up
has to be arranged by the bidder including 4 manpower, required hardware (including
phones, desktop/laptop, internet, email facility etc. per resource) and Help Desk
Management software etc.
The resources of Help desk should be on rolls of the bidder. Subcontracting not
allowed.
5.3. Annual Maintenance Contract (AMC) for Hardware Items
1. It is the sole responsibility of the bidders to ensure the continuous operations of
all the hardware like computer, printer, air conditioner etc. and services like
internet, phone etc. supplied at WFC or otherwise during and after the expiry
of their warranty / guaranty period as long as contract under this document is
in subsistence in original three years or in extended period as and when
extended.
2. If after sales support is provided by separate agency/third party, it should
either be an Authorised service centre or certified by the Original Equipment
Manufacturer (OEM) and to be co-ordinated by the bidder.
3. This bidder shall factor in the cost of transportation & halts of the servicing
staff of the Supplier and cost of any components that might require to be
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replaced in course of clearing faults in his bid quotes itself. The department
shall not make any payment for these purposes.
4. If any hardware is not repaired within two days of its reporting, the penal
provisions shall be attracted.
5. The bidder shall provide reporting and logging panel for any hardware
maintenance related issues.
5.4. Change Requests Management (CRM)
1. On successful implementation of the developed modules and user acceptance
testing the vendor shall also be optionally required to provide the support for
change requests management. The vendor shall provide the complete
screenshots, work flows, manuals etc. and get them approved from the
department.
2. If case any new module is required to be developed or need of some major
changes occurs in the than existing functionalities; then the department shall
evaluate and decide on the basis the approved document whether the work is
to be handled under CRM. During this period the vendor shall facilitate the
department with following team members, whenever required; if the resources
provided in PMU are not enough for the task:-
Developer (Minimum experience 3 years)
Designer (Minimum experience 3 years)
Tester (Minimum experience 3 years)
Business Analyst (Minimum experience 4 years)
3. Bidder must quote the man day cost (8 hours) for change requests management
requirement for employing above profiles separately as optional cost, which
shall be binding for the subsistence period of project. The price for any CRM in
future as and when demanded shall be arrived based upon required number of
hours for each profile. The bidder shall get the tentative hours approved from
the Department at the appropriate time of implementation of any CRM on
demand of the department. The department shall monitor the actual
consumption of hours for each profile and compensate accordingly.
4. The bidders shall provide above resources in the technology as required at that
time.
5.5. Documentation
The Software vendor is required to submit documents as mentioned in different
sections in this RFP Document.
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5.6. Training Requirement (Capacity Building)
1. On successful commissioning of the system, the agency shall impart training for
day-to-day operations to any numbers of the chosen executive/staff of the
department / board. The resource of PMU specifically assigned for training
shall provide the training on the system.
2. In case, training needs outstation visit, the boarding and lodging has to be
arranged by the bidder. However, the conveyance for the employees would be
borne by the Department. The conveyance charges shall be as admissible to
class II Officer of the Factory Wing of the Labour Department.
6. Delivery of Hardware items and penalty for late deliver
Free of cost delivery to the consignee at the ordered sites in the State of Haryana
within four weeks of placement of Purchase order.
In case supplier fails to supply the item within specified time frame, a penalty shall
be imposed @ 0.5% per week or part thereof of the value of the delayed supply for
each week of delay or part thereof. Maximum penalty will be restricted to the 10% of
agreed price for the contract for that item(s) only and beyond that the Purchase
order shall be treated as cancelled and the security deposit to the extent of the price
of that item (s) will be forfeited. Thereafter the department may buy it from market
and bidders shall compensate the price.
7. Testing and user Acceptance
The Department will undertake an exercise of Testing and User Acceptance of the
system as soon as the vendor declares the system to be ready for the exercise. The
Selected vendor shall test the application and invite department to test the
modules/application.
7.1. Acceptance Criteria
The primary goal of Testing and Acceptance is to ensure that the project meets
requirements, standards, specifications and performance prescribed by the
department by ensuring that the following are associated with clear, quantifiable
metrics for accountability:
Performance
Availability
Security
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Manageability
Standards and protocols
The project is to be designed to meet all functional, non-functional and management
requirements as mentioned in this Document.
8. Exit Management at the completion of the project period
The bidder is required to share exit management plan for handing over the project
post completion. The initial duration of the project is 3 years which is extendable
upto further 2 years on mutual agreement. In case, the project is not extended
beyond 3 years period, the entire solution including hardware, software has to be
handed over to the department in working condition. In case any hardware is found in
faulty or nonworking condition, the same shall be replaced/ repaired by the bidder or
the department has the right to adjust the cost in the final bill. For calculation
purposes, the depreciation cost shall be counted as per the Income tax rules.
8.1. Extension beyond 3 years
The bidder has to provide rates for 4th and 5th years which will come into effect in
case the project is extended beyond initial period of 3 years. The bidder shall take
care of the depreciation cost of hardware within first 3 years of the contract period.
In case contract is extended beyond initial 3 years in to 4th and 5th years, the bidders
shall be responsible for maintaining all the hardware, software and other allied
services of initial three years into working and operational mode/conditions extended
period also.
9. Bid Documents
9.1. Who can bid as against this bid
All interested persons can bid for this RFP. The interested bidders must be qualified
in terms of the qualification criteria in Annexure 2 of this RFP. This Request for
Proposal is being re-advertised. The bidders who have applied earlier at EOI stage or
RFP stage as against first advertisement shall have to bid again afresh. The Demand
Drafts for cost of RFP and EMD submitted earlier with the Department by bidders may
be collected from this office on any working day.
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9.2. Distribution of Tender Documents
A complete set of the Tender Document shall be available on the website
https://etenders.hry.nic.in. The time schedule for issue, closing etc. of the tender
document is as per mentioned in the tender document earlier. The bidder shall bear
the risk of delay in receiving the Tender Documents for any reasons whatsoever.
9.3. Cost of Bidding
The bidder shall bear all the cost associated with the preparation, submission of bid
including presentation and any travelling expenses. The Department will in no case be
responsible or liable for any such costs.
9.4. Instruction for the Bidder
The bidders are expected to examine all instructions, forms, project requirements
and other information in the Tender documents. Failure to furnish all information
required by the Tender documents or submission of a bid not substantially responsive
to the Tender documents in every respect will be at the Bidder's risk and may result
in rejection of its Bid.
9.5. Documents comprising the bidder’s bid
The following documents should constitute the bidder‟s bid:
1. Bid Letter in Annexure 1 (Covering Letter)
2. Technical bid along with all relevant attachments/ schedules duly completed
and signed by the Bidder
3. Technical Bid should address all the requirements specified in the Tender and
should contain but not be limited to the sections specified in the Annexure 2.
4. The Bidder's Commercial Bid with content as mentioned in Annexure 3.
5. A declaration that Key Personnel (by name) whose name has been mentioned
in the bid would be deployed in this project till they continue to remain in
employment of the vendor and in case of substitution, a resource of matching
capabilities would be made available.
6. Any other information that is to be submitted during the course of bid process
9.6. The cost of bid document i.e. RFP
The cost of bid document i.e. RFP is Rs. 10,000/-. This cost is non-refundable and
shall have to be submitted in the form of Demand Draft separately in favour of Labour
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Commissioner, Haryana payable at Chandigarh). The DD must be submitted in the
office of Labour Commissioner, Haryana before the last date and time of bid
submission. The failure of which shall reject the bid.
10. Bidding Process
10.1. Important dates
The date for issuance of RFP, pre bid meeting, closing of bid submission, opening of
bids – Technical as well financial are as indicated above in Summary of Key Dates.
Please note that the dates and times are final, however, the Department reserves the
right to change the same at any point of time. The bidders would, however be
intimated of the changes on the website and by no other means as and when it
happens.
10.2. Bid Submission, Format and Signing
1. Complete proposals must be submitted to https://etenders.hry.nic.in/ on the
specified Date & Time in the Two Bid format
Technical Bid,
Commercial Bid - “Financial Bid”.
2. The bid, consisting of the documents listed in the instructions, shall be typed, uploaded and shall be digitally signed by the Bidder or a person or persons duly authorized to bind the Bidder to the contract.
3. All the documents comprising the bid shall be serially page-numbered. Only detailed complete bids in the form indicated above received prior to the closing time and date of the bids shall be taken as valid.
4. The cost of the this RFP is Rs. 10,000/-, which is non-refundable and to be submitted in the form of Demand Draft in favour of Labour Commissioner, Haryana payable at Chandigarh. The DD should be submitted separately in the office of Labour Commissioner, Haryana and copy of which may be enclosed with the bid documents.
10.3. Language of Bid
The Bid and all correspondence and documents related to the Bid exchanged by the
Bidder shall be written in English language only. Supporting documents and printed
literature furnished by the Bidder may, however, be in another language provided
that they are accompanied by an accurate translation of the relevant passages in
English language.
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10.4. Preliminary Process to be confidential
Information relating to the examination, clarification and comparison of the bids and
recommendations for the award of the project shall not be disclosed to bidders or any
other persons not officially concerned with such process until the award to the
successful bidder has been announced.
11. Earnest Money Deposit (EMD)
The bids should be submitted along with an EMD of Rs. 10,00,000 (Rupees Ten Lakh
Only). Those bids without this EMD will be summarily rejected. The Demand Draft
/Banker‟s Cheque/Pay Order of Scheduled or Nationalized Banks/Call deposit receipts
payable at Chandigarh should be drawn in favour of “Labour Commissioner,
Haryana” Payable at Chandigarh. The instrument for EMD must be submitted in the
office of Labour Commissioner, Haryana before the last date and time of bid
submission. The failure of which shall reject the bid.
The EMD of those companies that are rejected during the technical evaluation stage
will be returned within one week from the date of the decision. The EMD of the
remaining unsuccessful companies will be returned after one week from the date of
signing the agreement with the successful bidder. The EMD of the successful bidder
shall be returned to the vendor on submission of Performance Guarantee by the
bidder. The vendor shall not claim any interest on the EMD. The EMD money shall
remain deposited in the department head of account during this period.
A Letter of Intent (LoI) will be issued to the Successful Bidder. However, if the
successful bidder is unable to sign the LoI/ contract within 15 days from the award of
the contract, the EMD will be forfeited and the award will be treated as withdrawn.
Department reserves the right to award the contract to the next lower bidder(s), at
the price of L1, who will also be required to sign the LoI/contract as per the terms
and conditions of this document and so on so forth.
12. Submission of Bids
Bids must be submitted only at https://etenders.hry.nic.in/
12.1 Late Bids
Bids received after the due date and time for any reason whatsoever shall not be
opened and shall be returned to the respective bidder.
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12.2 Modification, Substitution & Withdrawal of Bids
The Bidder is not permitted to modify, substitute, or withdraw the bid after its
submission
13. Technical Bid Evaluation
13.1 Venue of Opening the Technical Bids
The venue of opening of Technical Bids is given as below:
Venue: Office of the Labour Commissioner, Haryana
30 Bays Building, Sector 17,
Chandigarh - 160 017
If the specified date of bid opening is declared a holiday for Labour Department the
bids shall be opened at the appointed time and location on the next working
day/specified date.
13.2 General Guidelines for Opening of Bids
Bids will be in two parts (Technical and Financial) as indicated in the Tender. There
will be two bid – opening events, namely Technical Bid Opening and Financial Bid
Opening. The eligibility documents submitted along with the Technical bids will be
evaluated first and only those vendors will be evaluated further which are found
Eligible.
13.3 Opening of Technical Bids
Bids will be opened in the presence of the Bidder or the bidder's representatives
present if any on the specified date, time and venue in this document. If the bidder‟s
representative is present at the event, he/ she shall sign an attendance register to
acknowledge his/ her presence for the same.
13.4 Correction of errors
Prior to the detailed evaluation, Department will determine the substantial
responsiveness of each bid to the bidding documents. For purposes of these clauses, a
substantially responsive bid is one, which conforms to all the terms and conditions of
the bidding documents without material deviations. No Correction in the bid shall be
entertained after submission of the bid.
Labour Department may, at its discretion, waive any minor infirmity or nonconformity
or irregularity in a bid, which does not constitute a material deviation, provided such
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waiver does not prejudice or affect the relative ranking of any bidder. If a bid is not
substantially responsive, it will be rejected by Labour Department and may not
subsequently be made responsive by the bidder by correction of the nonconformity.
13.5 Evaluation Procedure
1. Technical bids shall be evaluated using „Technical Bid Evaluation Criteria‟. An
indicative list of evaluation criteria is given in Annexure 2. The bidders
securing more than 40 percent score in technical bid shall be treated as
Technically Qualified Bidders.
2. The Financial Bids of only the Technically Qualified bidders will be opened for
further processing.
3. The technical and financial scores secured by each bidder will be added using
weightage of 60% and 40% respectively to compute a Composite Bid Score.
4. Financial Bids that are less than 50% of the average bid price will be
disqualified [the average bid price is computed by adding all Financial Bid
values of ALL the technically qualified bidders and dividing the same by the
number of bidders].
5. The bidder securing the highest Composite Bid Score will be adjudicated as the
Best Value Bidder for award of the Project.
6. In the event the bid composite bid scores are „tied‟, the bidder securing the
highest technical score will be adjudicated as the Best Value Bidder for award
of the Project.
14. Financial Bid Evaluation
14.1 Venue of Opening of Commercial Bids
The venue of opening of Financial Bids is given as below:
Venue: Office of the Labour Commissioner, Haryana
30 Bays Building, Sector 17,
Chandigarh - 160 017
If the specified date of bid opening is declared a holiday for Labour Department the
bids shall be opened at the appointed time and location on the next working
day/specified date.
14.2 Opening of Financial Bids
The Financial Bids of only those Bidders, who are technically qualified during the
technical evaluation, would be opened. Bids will be opened in the presence of the
Bidder or the bidder's representatives present if any. If the bidder‟s representative is
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present at the event, he / she shall sign an attendance register to acknowledge his/
her presence for the same. The bidders names, bid‟s modifications or deviations,
withdrawals, and such other details as the department officer at his discretion, may
consider appropriate, will be announced at the opening.
14.3 Clarification of Bids
During evaluation of the bids, department may, at its discretion, ask the bidder for
clarification of its Financial Bid. The bidder may be required to produce detailed
price break-up to demonstrate the internal consistency and justification/
reasonability of those prices.
14.4 Correction of errors
If there is a discrepancy between the quoted rate in figures and the quoted rates in
words, quoted rate in words will take precedence.
If there is a discrepancy between the unit rate and the total price that is obtained by
multiplying the unit rate and the quantity, the unit rate shall prevail and the total
price shall be corrected, unless in the opinion of the evaluation committee there is an
obvious misplacement of the decimal point in the unit rate in which case the total
cost as quoted will govern and the unit rate are corrected. No Correction in the bid
shall be entertained after submission of the bid.
14.5 Evaluation Procedure and Criteria
1. The financial quotation of the bidders for the entire project shall be as per the
format mentioned in Annexure - 3.
2. The financial bid of technical qualified bidders shall only be opened.
3. Financial evaluation would be done based on the commercial quote being made
by the bidders in the bid.
4. Financial Quotation for Component „A, B & C‟ in Financial Bid Format in
Annexure 3 shall only be considered for lowest commercial quote (L1)
calculation.
5. L1 Calculation shall be done using following formula:-
a) The bidder with lowest financial bid (L1) will be awarded 100% financial score.
b) Financial Scores for other than L1 bidders will be evaluated using the following
formula:
Financial Score of a Bidder
The value shall be adjusted to two decimal places
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6. The technical and financial scores secured by each bidder will be added using
weightage of 60% and 40% respectively to compute a Composite Bid Score.
14.6 Acceptance or Rejection of Bids
Department reserves the right to accept or reject any bid, and to annul the bidding
process and reject all bids at any time prior to award of contract, without thereby
incurring any liability to the affected. In that case the EMD shall be refunded and no
other costs.
15. Award of Contract
15.1 Notification of award
Prior to expiry of the period of the bid validity, Department will notify the successful
bidder in writing that its bid has been accepted. The Department will promptly notify
each unsuccessful bidder and will discharge their Earnest Money Deposit (EMD).
15.2 Signing of contract
At the same time as department notifies the successful bidder that its bid has been
accepted, department will issue the LoI/ work order and agency will submit a non-
judicial stamp paper of Rs. 50/- for execution of the contract.
In case of joint bid/ consortium, the lead bidder shall be responsible for successful
execution of the contract with the department. The contract will be executed
between the department and all the parties of the consortium.
Failure of the successful bidder to accept the contract within time period of 7 days
from the date of the award letter/LoI, shall constitute sufficient grounds for the
annulment of the award, in which event, Department may make the award to the
next lowest bidder at the cost of L1 or call for new bids.
16. Performance Guarantee
On receipt of notification of award from department the successful bidder shall
deposit an irrevocable performance guarantee equivalent to 5 % (five) of the non-
recurring expenses inaward value of the contract or of minimum of Rs. 10,00,000/- ,
whichever is higher. The guarantee shall be in the form of Deposit at Call
Receipt/Banker‟s Cheque/Pay Order/Demand Draft/Guarantee Bond from any
Nationalized/Scheduled Bank in favour of “Labour Commissioner, Haryana” Payable
at Chandigarh. The performance guarantee shall be initially valid up to the
stipulated date of completion of handholding period plus 30 days beyond that. In case
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the time of completion of work gets enlarged, the vendor shall get the validity of the
Performance Guarantee extended to cover such enlarged time of completion of work.
After recording of the completion certificate for the work by the competent
authority, the Performance Guarantee shall be returned to the vendor, without any
interest.
In the event of contract being determined or rescinded under the provision of any of
the Clause/Condition of the agreement, the Performance Guarantee shall stand
forfeited in full and shall be absolutely at the disposal of the Labour Department. The
bidder shall not seek any interest or appreciation of the amount deposited with
Labour Department.
17. The Ownership and Intellectual Property Rights in the Software and
database.
This contract is hire for work contract and Labour Department shall be solely owner
of the software so developed in the process, data base and hardware purchased as
per exit management plan mentioned in this document. Also all the Intellectual
property rights in the software so developed in the process shall entirely vest in the
Labour Department and successful bidders shall not use it for any other person
without the prior permission of the Labour Department.
18. Miscellaneous
18.1 Delays in Performance Schedule
The Vendor shall perform the tasks under the project in accordance with the activity
schedule specified by the department as per this Tender document. An unexcused
delay by the Vendor in the performance of its contract obligations shall render the
Vendor liable to any of the following sanctions:
Forfeiture of its Performance Guarantee
Termination of the contract for default
If at any time during the performance of the contract, the Vendor encounters
conditions impending timely completion of the services under the contract and
performance of services, the Vendor shall promptly notify department in writing of
the reason for the delay, its likely duration and causes. As soon as practicable, after
receipt of the Vendor‟s notice, department shall evaluate the situation and may at its
discretion extend the Vendor‟s time for performance, in which case the extension
shall be ratified by an amendment of the contract.
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19. Corrupt, fraudulent and unethical practices
“Corrupt Practice” means the offering, giving, receiving or soliciting of anything of
value to influence the action of department official in the process of contract
execution. “Fraudulent Practice” means a misrepresentation of facts in order to
influence a Tendering process or the execution of a contract detrimental to the
interests of department and includes collusive practice among Bidders (prior to or
after bid submission) designed to establish prices at artificial non-competitive levels
and to deprive department of the benefits of free and open competition. “Unethical
Practice” means any activity on the part of bidder, which tries to circumvent Tender
process in any way. Unsolicited offering of discounts, reduction in financial bid
amount, upward revision of quality of goods, etc. after opening of first bid will be
treated as unethical practice. Department will reject a bid for award and also may
debar the bidder for future Tenders in department if it determines that the bidder
has engaged in corrupt, fraudulent or unethical practices in competing for, or in
executing a contract.
20. Resolution of disputes and jurisdiction
Department and the Bidder shall make every effort to resolve amicably by direct
informal negotiation any disagreement or dispute arising between them under or in
connection with the contract. Any matter arising out of the above contract or project
or for the procedure for the appointment of the vendor shall be governed by the Laws
of Union of India. Only Courts at Chandigarh (with exclusion of all other Courts) shall
have the jurisdiction to decide or adjudicate on any matter or dispute which may
arise.
20.1 Overriding Authority for Clause conflict
In case of any conflict arising out between two clauses, workability of any technical
specification, operation of the terms and conditions of this RFP as a whole; the
Administrative Secretary of the Department shall be the sole over riding authority to
decide on such matter for smooth operations of the mandate of this RFP. The vendor
shall be given the opportunity to represent his case before deciding anything likely to
affect his cost.
20.2 Arbitration
In the event of any doubt, dispute or differences arising under the tender agreement
or in connection wherewith except as to matters the decision on which is specifically
under the terms and conditions of this tender. The same shall be referred to the
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arbitration appointed in mutual consent between the Labour Department and the
bidder. The award of the Arbitrator shall be final and binding on the parties.
21. Notices
Any notice given by one party to the other pursuant to this contract shall be sent to
the other party in writing or by telex, email, cable or facsimile to the other party‟s
address, and confirmed in writing by the other party. A notice shall be effective when
delivered or tendered to other party whichever is earlier.
22. Use of documents and Information
The Bidder shall not, without prior written consent from department, disclose/
share/ use the any document, contract, or any provision thereof, or any specification,
plan, drawing, pattern, sample or information furnished by or on behalf of
department in connection there with, to any person other than a person employed by
the Bidder in the performance of the contract. The Bidder shall not, without prior
written consent of department, make use of any document or information made
available for the project, except for purposes of performing the Contract. All project
related document (including this Tender document) issued by department, other than
the contract itself, shall remain the property of department and shall be returned (in
all copies) to department on completion of the Bidder‟s performance under the
contract if so required by department.
23. Currency of the bid
Currency of the Bid should be in Indian Rupees only.
24. Period of bid validity
The bid shall be valid for 180 days after date of opening of the bids. If any bidder
withdraws his tender before the „said‟ period or makes any modifications in the terms
and conditions of the tender which are not acceptable to department, then the
department shall, without prejudice to any other right or liberty, be at liberty to
forfeit the entire said Earnest Money Deposit absolutely. In addition to all these, the
party will not be allowed to tender for any work of department for a period of five
years.
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25. Payment Schedule
25.1. Payment Schedule for AECAS
1. Advance up to 20% of the one-time software development, hardware set up
and 3 month of recurring cost. The advance for hardware set up and 3 month
of recurring cost shall be only proportional to the number of canteen locations
being set up initially in first stage. Thereafter similar advance for hardware set
up and three months recurring cost will be paid as and when the new canteens
are set up.
2. 50% payment of software after its development and successful UAT.
3. 20% payment of software on its go live.
4. Balance 10% payment of software after one month of successful operations/go-
live.
5. 70% payment of the hardware after obtaining the performing UAT (User
Acceptance Test) from department / concerned office that the hardware has
been delivered, installed and made operational for AECAS at a particular
canteen location.
6. Balance 10% payment of hardware after one months of successful operation
after UAT.
25.2. Payment Schedule for WFC
1. Advance up to 20% of the one-time software development, hardware set up
and 3 month of recurring cost. The advance for hardware set up and 3 month
of recurring cost shall be only proportional to the number of WFCs being set up
initially in first stage. Thereafter similar advance for hardware set up and
three months recurring cost will be paid as and when the new WFCs are set up.
2. 50% payment of software after its development and successful UAT.
3. 20% payment of software on its go live.
4. Balance 10% payment of software after one month of successful operations/go-
live.
5. 70% payment of the hardware after obtaining the performing UAT (User
Acceptance Test) from department / concerned office that the hardware has
been delivered, installed and made operational for WFC at a particular office
location.
6. Balance 10% payment of hardware after one months of successful operation
after UAT.
25.3 Payment Schedule for Legacy Data Entry
1. 100% payment for Data Digitization within 7 days of submission of bills and
after obtaining the clearance of the concerned office/officers. The concerned
office/officers shall give clearance after the bidder claims his work
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completion. The payment can be made on monthly basis for the part of the
work completed.
25.4 General terms and conditions for payment schedules
1. The cumulative of all the above mentioned advances is against the
Performance Guarantee. If the overall advance required exceeds the amount of
Performance Guarantee, then the bidder shall submit an additional Bank
Guarantee for the excess amount over and above the Performance Guarantee
already submitted. (Format to be notified at the time of signing of the
Agreement).
2. Once AECAS (s) or WFC (s) becomes functional at the first stage identified
locations the payment for subsequent monthly recurring cost shall be paid on
monthly basis on post usages basis. The advances already made for monthly
recurring cost shall be adjusted as against the first three months of actual
expenses of these locations.
3. Recurring payments for AECAS (s) or WFC (s) or PMU or helpdesk or server etc.,
whatever availed, will be done on monthly basis after obtaining the Clarence
from the users of these services. The users of these services shall give
clearance within 7 days of submission of bills otherwise clearance shall be
treated as deemed clearance.
4. All the payment for AECAS or WFC or Legacy Data Entry shall be done from
head office.
5. The payment of security audit shall be made on production of certificate for
relevant years.
6. The price of the SMS, if availed, shall be paid on monthly actual usages basis
only.
26 Penalties
The bidder shall be liable for deduction of payment in case of delay/non-completion
of assigned job in stipulated time from the date of award as per details given
hereunder:-
26.1 Data Entry & Scanning
1. No payment will be deducted upto delay of 14 days.
2. Delay after two weeks, Rs. 5,000/- per week will be deducted.
3. Delay more than four week and upto 45 days Rs. 10,000/- per day will be
deducted.
26.2 Development of Software for AECAS
1. No payment will be deducted upto delay of 14 days.
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2. Delay after 14 days, 0.5% of the cost of software development per week
will be deducted.
3. Delay more than four week and upto 45 days 1%of the cost of software
development will be deducted.
26.3 Replacement of manpower at WFC
The overall more than annual 20 percentage replacement of manpower on the
directions of the department/board shall attract penal provisions at the rate of salary
of one month for that resource manpower.
In case of delay delivery beyond the delivery period, a penalty @0.5% for two weeks
(fourteen days) for the delay of first four weeks and 1% for the delay of four weeks
(30 days) upto a maximum cap of penalty of 4% for total delay of six weeks (42 days)
would be applicable. However if the department opts to accept the items beyond six
weeks (42 days) delay, 1% penalty per week would continue.
26.4 Penalty during warranty period of hardware
If the complaints are not rectified within the stipulated period as mentioned in clause above an equivalent standby shall be supplied till rectification. A penalty of 0.25% on the value of the item will be charged per day till the equipment is put on working condition, in case the standby item is not supplied.
27 Compliance of Labour Laws for the manpower employed at WFC etc.
It shall be entirely the responsibility of the bidders to make compliance of the various
Law including Labour Laws for the manpower working under this project and shall be
the employee of the bidders only. The bidder shall make the relevant statutory
payment to ESI/EFP etc. as applicable and shall factor in this his bid. The department
shall not be responsible for such lapse on the part of bidder, if any.
28 Tentative Bill of Material
A. Bill of material for WFC
1. One Time Set up - Department will provide building, water & electricity
connection. Rest everything has to be set up and run by the bidder.
S. No
Item (s) Description Min
quantity required
1 Laptop / Desktop
for operations by manpower 2
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2 UPS power supply 2
3 Scanner, printer, copier
for operations 1
4 Web Cam for operations 2
5 CCTV IP Camera Installation including peripherals like NVR, HDD, switch, networking etc
2
6 Biometric Aadhaar based
Including installation and peripherals 1
7 AC Including peripherals and installation 1
8 Fans, Lighting ISI marked set 1
9 RO, Water cooler
ISI marked including installtion 1
10 Furniture Min. 1 Table, 1 Waiting bench min. capacity 4 persons, 1 Almirah, 2 Rack, 2 persons sitting capacity workstation/computer sitting table, 4 chairs
1
11 Site preparation Networking, Renovation, Electric worketc, if required
1
12 Smart card printer
For smart card operations Note:- Ref. Article 2.3.1 (4). The cost of this item is to be quoted separately and payment shall be made only for the actually installed.
1
13 Smart Card Reader
One smart card reader for each WFC and it is to be integrated with the online services
1
2. Recurring / monthly – (Include monthly water & electricity bills charges)
S. No
Item (s) Description Min
quantity required
1 Manpower Operators& Manager 2
2 Internet 2 Mbps 1
3 Consumables Stationary, Printer Consumables 1
4 Maintenance Site, Hardware, electricity, water charges
1
B. Bill of material for AECAS
1. One Time Set up
S. No
Item (s) Description Min
quantity required
1 Laptop / Desktop for operations by
manpower 1
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2 UPS power supply 1
3 Aadhaar enabled Biometric device
Finger print 1
4 Web Cam for operations 1
5 CCTV IP Camera Including peripherals like
NVR, 1 TB HDD, switch 2
6 Site preparation Networking, CCTV
installation, Renovation etc, if required
1
2. Recurring / monthly
S. No
Item (s) Description Min
quantity required
1 Internet 2 Mbps 1
2 Maintenance Site, Hardware, software 1
C. Bill of material for PMU and Help desk- Head office - Recurring / monthly
S. No
Item (s) Description Min
quantity required
1 Internet 4 Mbps 1
2 PMU Manpower, Hardware, software (including CCTV
control room), work station with Air conditioning etc.
1
3 Helpdesk Manpower, Hardware, software 1
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Annexure 1 - Bid Letter
Submission Letter Date: [Insert Date]
To,
Labour Commissioner,
30 Bays Building, Sector 17,
Chandigarh - 160 017
Dear Sir,
[Sub: Bid for AECAS, WFC and Legacy data digitization for Labour Department
Project]
Having examined the Tender Documents, the receipt of which is hereby
acknowledged, we, the undersigned, offer to design, develop, test, deliver and put
into operation the aforementioned software, in full conformity with the said Tender
Documents. We undertake, if our bid is accepted, to commence work on the Project
and to achieve Operational Acceptance within the respective timelines stated in this
Document. We declare that we have studied the Tender Documents and are making
this bid with a stipulation that you shall award us Contracts for the Development/
Delivery/Integration/Implementation of the software including all maintenance/
improvement/ customization services and other services specified in the Tender
Documents. We have read the provisions mentioned in the Tender Documents and
confirm that these are acceptable to us. We further declare that additional
conditions, variations, deviations, if any, found in the bid shall not be given effect to.
We undertake, if our bid is accepted, to commence the work on the project
immediately upon your Notification of Award to us, and to achieve Completion within
the time stated in the Tender Documents. We agree to abide by this bid, consisting of
this letter, the technical specifications, the Price Schedules. Until the formal final
Contract is prepared and executed between us, this bid, together with your written
acceptance of the bid and your notification of award, shall constitute a binding
contract between us.
Dated this [insert number] day of [insert month], [insert year]
Signed:
In the capacity of [insert Title of Position]
Duly authorized to sign this bid and on behalf of [insert Name of Bidder]
Attachments: 1.
2.
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Annexure 2 - Technical Evaluation Criteria
The bid submitted by the bidders will be screened by the technical committee of the
department. The department shall evaluate the bids using following Technical Bid
Evaluation Criteria:-
SN Attribute Description Max
Pts. Supporting Documents
Part A - Qualifying Technical Evaluation Criteria
1. Incorporation
The Bidder must be registered in
India under the Companies Act
1956/ the Companies Act 2013 as
the case may be having its
registered office in India or a
Partnership Firm registered under
the Partnership Act, 1932 or
registered under LLP Act, 2008 for
the last five years as on
31.03.2018. Certified Copy must be
attached.
N/A
Attested copy of the
Certificate of Incorporation.
2. Turnover
The bidder should have average
Turnover of Rs. 7 (Seven) Crores in
last three Financial Years (2014-
15, 2015-16, 2016-17) and should
be a profit making company before
tax in each of the last three
audited financial years from IT
software services.
N/A Audited Balance sheet and
Profit & Loss account
statement of the Bidder for
each of the last 3 audited
financial years.
Certificate duly signed by
Company Secretary of the
Bidder confirming the
positive net-worth for the
last three financial years.
3.
Previous
Experience in
IT/ IT enabled
services
The bidder must have adequate
experience for development &
implementation of customized IT/ IT
enabled services in Central / any
State/UT Government Department /
PSU/ Board/ Corporation for atleast
10 different projects.
The above project experience may
be for any period post incorporation
of the bidder‟s entity.
N/A
Work Order / Client
Certificate/ Project
citations/Define of
satisfactory execution &
payment record. etc.
The above documents should
be on the name of bidder
only.
4.
Previous
capacity for
doing IT/ IT
enabled
services
The bidder must have adequate
experience for at least one project
of value equal or more than Rs. 3
(three) Crores. for development &
implementation of customized IT/ IT
N/A Work Order / Client
Certificate/ Project
citations/Define of
satisfactory execution &
payment record. etc.
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enabled services in Central / any
State/ UT Government Department
/ PSU/ Board/ Corporation.
The above project experience may
be for any period post incorporation
of the bidder‟s entity.
The above documents should
be on the name of bidder
only.
5. Manpower on roll of the bidder
The bidder should have minimum 50
regular IT professional employees on
its payroll as on 31.03.2018.
N/A Proof of Head count – Self
certificate from company HR
head on company letter
head.
6. Office in Tricity
The bidder should have or shall have
to establish/ maintain an office in
Tricity (Chandigarh / Mohali /
Panchkula) with presence of
relevant professional manpower
during the subsistence of the
project, if work is awarded.
N/A Proof of address of Office
location – Electricity bill/
Rent Agreement/ Water Bill
/ BSNL telephone bill etc. or
an undertaking duly signed
by the Promoter/ Director of
the company/ firm to the
effect, if work is awarded.
7. Debarred/ Black Listed
The bidders should not have been
black listed in the last five years
by any Government entity in India
by Central / any State/ UT
Government Department / PSU/
Board/ Corporation for breach of
any applicable law or violation of
regulatory prescriptions or
breach of agreement as on date of
submission of Bid.
N/A Self-certificate duly signed
by the Promoter/ Director of
the company/ firm etc.
8. Compatibility
with system
The proposed hardware and
software system should have mutual
compatibility for overall operations
including AECAS and meet the
minimum specifications as indicated
in the document.
N/A A self-certificate document
indicating minimum
compliance.
9. Certification
The bidder should be ISO / CMMI
compliant.
N/A Relevant certificate, valid at
least as on date last date of
RFP submission.
Part B - Marks Awarding Technical Evaluation Criteria
1.
e-Governance
Project -
exposure
Bidder's experience of development,
deployment and implementation of
customized web based application /
software work in last five years i.e.
ending on 31.3.2018.
Direct Purchase Order (s) from
Central / any State/ UT Government
Department / PSU/ Board/
Corporation. The individual project
20
Purchase Order / Completion
certificate / Payment
Receipts.
The above documents should
be on the name of bidder
only.
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must be with minimum value of Rs.
50 lakh each.
Five marks for one project with maximum 20 marks.
2. Multi location
Implementation
Bidder's capability of
implementation of the projects at
multiple locations.
The project may have been assigned
to bidder from Central / any State/
UT Government Department / PSU/
Board/ Corporation.
The locations must be
geographically apart.
The individual project to qualify in
this criterion must have more than
10 locations in implementation. The
marks shall be awarded as per
number of multi-location in any
single project
11 to 40 locations= 5 marks,
41 to 70 locations = 10 marks,
71 to 100 locations = 15 marks,
101 and above locations = 20
marks.
20
Purchase Order / Completion
certificate / Payment
Receipts
The above documents should
be on the name of bidder
only. The bidder is self-
certify that the multi
locations are geographically
apart.
3.
Technical
Manpower Set
up Experience
Bidders experience of supplying
technical manpower in the form of
Project Management Unit (PMU) or
Help Desk or known by any other
name for handling the project in the
office of any Central / State/UT
Government Department / PSU/
Board/ Corporation.
The individual PMU must have had
minimum of five technical
resources.
Three marks for one project with
maximum 15 marks.
15
Purchase Order / Completion
certificate / Payment
Receipts
The above documents should
be on the name of bidder
only
4. Domain
Experience
Bidder‟s experience of development
of software solution for Labour
Department of Central / any State/
UT Government Department / PSU/
Board/ Corporation or such similar
organisation handling the welfare
schemes.
In particular the criteria is to test
the domain knowledge of
implementation of welfare schemes
run by Labour related Welfare Board
or such similar organisation handling
the welfare schemes, known by any
15
Purchase Order / Completion
certificate / Payment
Receipts
The above documents should
be on the name of bidder
only
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name, of any Central or any
State/UT Government Department/
PSU/ Board/ Corporation.
Up to one project = 7 marks
Up to two projects = 15.
5.
Data
Digitization
Experience
Bidder‟s experience of executing
data digitization projects for any
Central / any State/ UT Government
Department / PSU/ Board/
Corporation.
Three marks for one project with
maximum 15 marks for up to five
projects.
15
Purchase Order / Completion
certificate / Payment
Receipts
The above documents should
be on the name of bidder
only
6. Technical
presentation
Presentation about company profile,
quality of constitution of team and
the technical proposal with special
attention paid to approach,
methodology and understanding of
the requirements.
Completeness of the proposed
solution relative to other bidders.
All activities to be undertaken
during development,
implementation and maintenance.
Capability in executing open source
technologies projects for
government units. What value does
the bidder proposes to add in the
department with their proposed
solution. The marks shall be based
upon:-
Company profile,
Project Understanding,
Technology Stack,
Implementation Plan -including
the hierarchy / escalation
matrix in WFC in article 2.3.1.17
Value Addition.
15
Presentation. Signed and
stamped copy to be
submitted at the time of
presentation
Note:-
1. The bidders who qualify the criteria of Part A – i.e. Qualifying Technical
Evaluation Criteria of above annexure 2 shall only be awarded marks in Part B
i.e. Marks Awarding Technical Evaluation Criteria.
2. The marks for any project implemented in State of Haryana shall be 100
percent of the marks allocated but the marks for any project implemented
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outside of the State of Haryana but within India shall be 70 percent of the
marks allocated.
3. The marks against criteria no. 4 (Domain Experience) of Part B of above
Annexure 2 for the project implemented in Labour Department of Central / any
State/ UT Government Department / PSU/ Board/ Corporation shall be 100
percent of the marks allocated but the marks for any other such project shall
be 70 percent of the marks allocated. This condition is to be read with above
conditions at no. 2.
4. The implementation locations of the projects must be in India only.
5. The value of marks shall be adjusted only up to two decimal places.
6. All the documents should be submitted with proper pagination.
7. The supporting documents for technical evaluation criteria should in the same
sequence of the annexure 2 above and duly number and indexed.
8. The single project can be submitted against more than one criterion of part A
or B of above Annexure 2. The copy of same project is not required to be
submitted multiple times in such eventualities.
9. The above documents should be on the name of bidder only.
10. The bidder is to submit comprehensive listing of the each project required for
different criteria of Part A & B of above annexure 2 in the format given below.
Please also submit s small write up of maximum one A4 size page on scope of
each project. The write up shall have on top of it the project no as per table
given below.
Project No.
Name of client
Please specify the category of the client out of Central / State/ UT Government Department / PSU/ Board/ Corporation
The project is to be treated as against serial nos --- of part ----- (Please write all the sr. nos. and their respective part of the A or B, if project is to be considered for more than one criteria.
Value of the project in Rs. --- in lakhs as per award of work order.
Duration of the project with Start date, finish date
Page no. from --- and to --- in the pagination of submitted documents.
Implementation Location of the project. Indicate the State/ UT
1
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2
11. The bid shall be treated faulty bid and shall be rejected if summery of
document for all the project is not submitted in the above format.
12. The Vendors who get a score of 40 or more in the technical bid round shall be
considered to be technically qualified.
13. The Labour Department, Haryana / associated welfare Boards may withdraw
this RFP at any time without assigning any reason what so ever.
14. This RFP is for selecting the service provider only for hire for service contract.
15. The Bidder must be a manufacturer or its authorised partner for supply of
major hardware items based in India and it shall furnish necessary proof for the
same in the specified format.
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Annexure 3–Financial Quotation
(All price to be quoted in Indian Rs.---- only)
Note: The financial quotation should be excluding the applicable taxes.
A. One Time Cost- Software Development and Hardware Set up Cost
Description Units Price per
unit Total
AECAS
One Time Software Development for AECAS. Ref. Article 2.2
1
One Time Setup & Site Preparation of AECAS, Ref. Article 2.2, 28.B.1
20
WFC
One Time Software Development for WFC. Ref. Article 2.3
One time Setup & Site Preparation of WFC (Including Hardware, Furniture etc.). Ref. Article 2.3, 28.A.1
50
Smart card Printer
Note:- Ref. Article 2.3.1 (4) 6
Legacy Data Capturing
One Time Software Development for legacy data capturing, Ref. Article 2.4
1
One Time Data entry Cost, Ref. Article 2.4 7,00,000
Per Page Scanning Cost (approximately 7 lac documents, 3 page each record). Ref. Article 2.4
21,00,000
Others
Security Audit Charges, Ref. Article 2.1.12. Please quote year wise price for five years.
1
The one time server setup fee, Ref. Article 2.2.2.2, Annexure Y.12
1
Total One Time Cost (in Rupees)
The total cost of all the above components shall be taken for financial bid evaluation
as A.
B. Operational / Recurring Cost on Monthly Basis
SN Description
Units
(U)
Year 1 Year 2 Year 3 Year 4 Year 5 Total quotation for five
years
Price (a)
Total (u*a*12)
Price (b)
Total
(u*b*12)
Price
(c)
Total
(u*c*12)
Price
(d)
Total
(u*d*12)
Price
(e)
Total
(u*e*12)
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1 Monthly Cloud Server Hosting Charges. Ref. Article 2.2.2.2, Annexure Y.12
1
2 Monthly Cost for PMU. Ref. Article 5.2, 5.2.1, 28.C
1
3 Monthly Cost for Helpdesk. Ref. Article 5.2.5, 28.C
1
4 Monthly Cost for WFC Operations. Ref. Article 2.3, 28.A.2
50
5 Monthly Cost for AECAS Operations. Ref. Article 2.2, 28.B.2
20
6 SMS Charges. Ref. Article 2.1.11
One lacs per month
Total yearly Cost (in Rupees)
The total cost for all the above components from 1 to 6 for five years shall be taken
in financial bid evaluation as B.
The price of the SMS shall be paid on monthly actual usages basis only. The vendor
shall provide free MIS Panel with tracking of SMS used in respective services in the
already running online system, Sender ID registration and SMS Whitelisting in case his
SMS service is used by the department/board.
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C. Rates for Additional resources, if required. Ref. Article 5.4
S. No Profile
Man Day rate (in Rs) (8 hours/ day) for one
resource
Please quote only for one days of work for
each resource.
1st year 2nd
year 3rd year 4th year 5th year
1 Developer
2 Designer
3 Tester / QA
4 Business Analyst
5 Helpdesk Operator
Total
Grant Total of all the above
The total cost for all the above components from 1 to 5 for five years shall be taken
in financial bid evaluation as C.
Note:-
1. The department may take the services of any number of the above resources
and for any integral multiple of man days. The payment for such utilisation of
such resources shall be done on the monitoring of their work assigned on daily
basis to be shared by the vendor.
2. The total cost of all the above resources quoted for only one day for all the
five years shall be taken for financial bid evaluations. The bidders may factor
in the inflation cost over the years as the price shall remain as per this bid
approved.
3. The total of the three head of account above in financial bid at A - One Time
Cost- Software Development and Hardware Set up Cost, B - Operational /
Recurring Cost on Monthly Basis and C - Rates for Additional resources hall be
taken as overall financial bid for the project for the purposes of composite
score of the bidders.
4. All the financial price/quotes of L1 bidders shall be reduced proportionally to
the negotiated price by the Special High Powered Committee to the quoted
price for each item in the eventuality if only overall total cost of the project
has been negotiated instead of negotiation of individual items.
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The total of all the above three components of bid quotation at A, B & C in this
annexure 3 shall be taken as overall financial quotation for financial bid evaluation as
per article 15.5.
Grant total of A+B+C = ------------------------------ in figure.
Grant total of A+B+C = ------------------------------ in words.
Dated this [insert number] day of [insert month], [insert year]
Signed:
In the capacity of [insert Title of Position]
Duly authorized to sign this bid and on behalf of [insert Name of Bidder]
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Annexure X - Qualification of Manpower
1. Worker Facilitation Centre (WFC)
Operator
Education – Minimum 10+2 or equivalent, ITI / Diploma, any Computer course
Experience – Minimum 2 years relevant experience
Manager
Education - Minimum graduate, any Computer course
Manager – Minimum 4 years relevant experience
2. Data Entry Operator – Legacy Data Entry
Operator
Education – Minimum 10+2 or equivalent, ITI / Diploma, any Computer course
Experience – Minimum 2 years relevant experience
Manager
Education - Minimum 10+2 or equivalent, ITI / Diploma, any Computer course
Experience – Minimum 4 years relevant experience
3. Project Management Unit - PMU at Head Office
S. No
Category Experience
Level Min. Qualification
1 Project Manager 8 year+ B.E. / B.Tech / MCA
2 Team Lead 5 year+ B.E. / B.Tech / MCA
3 Sr. Software Developer 4 year+ B.E. / B.Tech / MCA
4 Software Developer 2 year+ B.E. / B.Tech / MCA
5 Quality Analyst 3 year+
B.E. / B.Tech / MCA / BCA
6 Network / Server Admin 3 year+
B.E. / B.Tech / MCA / BCA
7 Business Analysts 3 year+
B.E. / B.Tech / MCA / BCA
8 Software Implementers for Training & Tech support
2 year+ B.E. / B.Tech / MCA / BCA
9 Office Boys NA 10th Pass Certificate
4. Helpdesk at Head Office
S. No Category Experience Level Min. Qualification
1 Operator 1 year+ Diploma / Graduate in IT/Computers
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Annexure Y - Technical Specifications
1. Finger print based Biometric Device Specification – (Offered make / model / part no.
(to be specified by the bidder)
Parameters Specification
Minimum Platen Area
Optical/multispectral/capacitance technology
If platen area is 15.24 mm x 20.32 mm or more Sensor-extractor should meet<2% FRR in Aadhaar authentication system (at FAR of 0.01%)
If platen area is 12.8 mm x 16.5 mm but less than 15.24 mm x 20.32 mm, sensor-extractor should meet<2% FRR in Aadhaar authentication system (at FAR of 0.01%)
Any other Technologies <2% FRR in Aadhaar authentication set up (at FAR of 0.01%)
Image quality
Must be listed on “IAFIS Certified Product List” posted on https//www.fbibiospecs.org/IAFIS/Default.aspx under “PIV Single Finger Capture Devices” OR Lab Test conformance report showing compliance to ISO 19794-4OR Any other equivalent conformance report (to be approved for equivalence by expert committee appointed by Competent Authority
Extractor Quality
2. MINEX compliance 3. Number of Minutiae generated by extractor to be in
conformance to ISO Specification. Tested for at least 12 Minutiae points generated under test conditions.
NFIQ Quality Software
Inbuilt NFIQ quality software either at device level or extractor level.
Resolution Minimum 500 DPI with 5% margin on the lower side
Grey scale/ Image type
8 bit, 256 levels
Extractor & Image Template Standard
ISO 19794-2 for fingerprint minutiae template and ISO 19794-4 for Fingerprint Image Template
Maximum Acquisition time(Placement to Template)
< 2 secs
Audio/Visual indication
A/V indication either at device level or at application level for indicating various events like: a) Indication for placing finger b) Start of capturing c) End of capturing
Liveness Detection
Preferable
Latent detection Preferable
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Platen Rugged, minimum IP 54 rating preferable Prefer scratch resistant features
Preferred Operating Temperature
0 to 45 degree Centigrade
Preferred Storage Temperature
0 to 50 degree Centigrade
Preferred Humidity
10 to 90%
ESD >= 8Kv
Environment, health and safety
ROHS certification
Safety UL or IEC60950 compliance
EMC compliance FCC class A or equivalent
Operating system environment
Vendor needs to declare the compatible operating system
Connectivity 1. Standard USB connectivity for PC based application. 2. Connectivity for POS devices
2. Indoor Dome IP Camera CCTV Camera device - - Offered make / model / part
no. to be specified by the bidder
S. No
Parameter Min. Technical Specification
1 Image Sensor 1/2.9 ” 2MP progressive scan CMOS
2 Effective Pixels 1920(H) ´ 1080(V)
3 Electronic Shutter Speed
Auto/Manual, 1/6s~1/100000s
4 Min. Illumination Colour: 0. 08Lux(F2.0,AGC ON), 0Lux With IR on
5 S/N Ratio More than 45dB
6 Video Streaming Dual
7 Max. IR LEDs Length IR Range 30m
8 ICR Auto(ICR)/Color/B/W
9 White Balance Auto/Natural/Street Lamp/Outdoor/Manual
10 Gain Control(AGC) Auto/Manual
11 Back Light Compensation
BLC,HLC,DWDR
12 Privacy Masking Off/On (4 Zone, Rectangle)
13 Motion Detection Off/On (4 Area, Rectangle)
14 Lens 2.8 mm Fixed Lens(3.6mm Optional)
15 Video Compression H.265+/ H.265/H.264+/H.264
16 Resolution
1080P(1920×1080)/1.3MP(1280x960)/720P(1280x720)/D1(704x576)
17 CIF(352x240)
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18 ROI Off/on (4 Zone)
19 Ethernet 1 RJ-45
20 Bit Rate H.265 : 12K – 6400kbps,H.264: 32K – 10240kbps
21 Protocol
IPv4/IPv6, HTTP, HTTPS, TCP/IP, UDP, UPnP, ICMP, IGMP, RTSP, RTP,SMTP, NTP, DHCP, DNS, PPPOE, DDNS, FTP, IP Filter, QoS,L2TP,RTCP,SIP,802.1x,ONVIF,API
22 User Access 20 users
23 Power Supply DC12V, PoE (802.3af)
24 Power Consumption Max<4.22W
25 Working Environment -30°C~+60°C, Less than 95% RH
26 Dimension 109.9mm x 81mm
27 Weatherproof Standard
IP67,IK10
28 Weight 0.34Kg
3. Four Channel 4K H.265 Network Video Recorder (NVR) - Offered make / model
/ part no. to be specified by the bidder
S. No
Parameter Min. Technical Specification
1 Main Processor Dual-core embedded processor
2 IP Camera Input 4 channel
3 Operating System Embedded Linux
4 Two-way Talk 1 channel Input, 1 channel Output
5 User Interface GUI
6 Interface 1 HDMI, 1 VGA
7 Resolution
3840 × 2160 , 1920 × 1080 , 1280 × 1024, 1280 × 720 , 1024 × 768
8 Compression H.265 / H.264
9 Motion Detection MD Zones: 396(22×18)
10 Video Loss Supports
11 Camera Blank Supports
12 Smart Phone iPhone,iPad,Android Phone
13 Video Display Split \1/4
14 Video Recording
Max 80Mbps,8MP/6MP/5MP/4MP/3MP/1080P/720P/D1 etc
15 Record Mode Manual, Schedule (Regular, MD(Motion Detection), Stop
16 Trigger Events
Recording, PTZ, Tour, Video Push, Snapshot and Screen Tips
17 Video Detection
Motion Detection, MD Zones: 396 (22 × 18), Video Loss and Tampering
18 Playback Function
Play, Pause, Stop, Rewind, Fast play, Slow play, Next file, Previous file, Next camera, Previous camera, Full screen, Repeat, Shuffle, Backup selection,Digital zoom
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19 Search Mode Time/Date,MD& Exact search (accurate to second)
20 Backup Mode USB Device/Network
21 Interface 1 HDMI, 1 VGA, 2 USB(USB 2.0)
22 Ethernet Port 1 RJ-45 port (10/100Mbps)
23 Record Interval
1-120Min(Default: 60Min),Pre Record:1-30Sec,Post Record:10-300 Sec
24 Max. User Access 128 users
25 Protocols
HTTP, HTTPS, TCP/IP, IPv4/IPv6, UPnP, RTSP, UDP, SMTP, NTP, DHCP, DNS, IP Filter, PPPoE, DDNS, FTP, IP Search, ONVIF 2.4, CGI Conformant
26 Storage 1 SATA III Ports, Up to 6TB capacity
27 Power Supply DC12V/2A
28 Power Consumption <3W (Without HDD)
29 Operating Conditions -10°C ~ +55°C (+10°F ~ +90%°RH), 86 ~ 106kpa
30 Weight 0.45Kg
4. Five Port fast Ethernet Switch with 4 PoE- Offered make / model / part no. to
be specified by the bidder
S. No
Parameter Min. Technical Specification
1 Relatively Operating Humidity
0~95%
2 Ethernet Standard IEEE 802.3/802.3u/802.3af/at
3 Anti-thunder Level Common mode 6KV Standard: IEC61000-4-5
4 Buffer 768K
5 CCTV Mode 1pc (Green), green indicates CCTV
6 Ethernet Speed
1~4 ports:Default:10/100Mbps; CCTV:10Mbps; UPLINK:100Mbps
7 ESD 6KV/8KV Standard: IEC61000-4-2
8 Ethernet Port Light
2pc (Yellow & Green) on RJ45,yellow indicates PoE, green indicates Link/Act
9 Transmission Distance
1~4 ports:Default:0~100m; CCTV:0~250m; Uplink:0~100m
10 Pluse Group Level 3 Standard: IEC61000-4-4
11 PoE Power Budget 12W
12 Power Light 1pcs (Red)
13 Power Consumption <5W
14 Net Weight(g) 315g
15 Dimension 135mm x 85.6mm x 27mm
16 Exchange Capacity 1.0Gbps
17 Packet Forwarding Rate .74Mpps
18 Operating Temperature- 10°C~ 55°C
19 MAC Address List 2K
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20 Power Source DC48V-54V
6. Cat 6 Cable (OSP)
Minimum required Technical Specification
Offered make / model / part no. (to be specified by the bidder)
Cat 6 cable should be shielded twisted pair CAT-6, High quality 250 MHz, Compatible with PoE Switches and Injector, Compatible with all Network IP Camera, TIA/EIA and ISO Category 6 as per specifications
7. Smart Card Printer - Offered make / model / part no. (to be specified by the
bidder)
Parameter Minimum required Technical Specification
Printing Capability Single-sided & dual-sided printing
Printing Speeds (Sec/Card)
4.2 seconds (monochrome (K) single-sided card)
18 seconds (full-color (YMCKO) single-sided card)
24 seconds (full-color (YMCKOK) dual-sided card)
Input Hopper Capacity 100
Output Hopper Capacity
25
Card sizes accepted CR80 - standard PVC or PET (CR80 is the size of a standard credit card)
Card thickness accepted
10-37 mil
Interface USB 2.0 & Ethernet
Print Resolution DPI Min. 300 DPI
Software Drivers Compatible with latest Windows
Warranty 36 months on printer and print head
Weight & Dimensions Less than6 kg, 6.9'' x 8.8'' x 21.2'' (175mm x 223mm x 538mm)
Printer includes Printer Driver CD
Quick Install Guide and Warranty
Cleaning pen
Cleaning roller spindle
USB cable
Power supply
Power cord
Printer options Encoding –
ISO magnetic stripe
JIS magnetic stripe
Smart card personalization o Contact/contactless all-in-one reader o HID iClass read/write encoder o Third-party OEM smart card option-ready
Extended 200-card input hopper
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Extended 100-card output hopper
8. Laptop/ desktop with storage - Offered make / model / part no. (to be
specified by the bidder)
Parameter Minimum required Technical Specification
CPU Minimum i3 core processor or higher, Minimum 2 GHZ speed
Memory 4 Gb RAM or higher
Storage 1 Tb or higher
Monitor LED Display 1366*768 pixel or higher
Features/Ports Antivirus protected, Webcam 1.0 MP or more, 64 bit OS, Wireless, Bluetooth, USB slots etc.
Operating Systems
The necessary software licenses (OS, Database) etc. should also be provided along with the system
9. Printer/Scanner/Copier - Offered make / model / part no. (to be specified by
the bidder)
Copy
Copy Type Monochrome Laser
Copy Speed Up to 18 / 19cpm (A4 / LTR)
Copy Resolution Speed priority
mode:
600 x 400dpi
Resolution
priority mode:
600 x 600dpi
Halftones 256 levels
Warm up Time (From
Power On)
10secs. or less
Recovery Time (From Sleep
Mode)
2secs. or less (Copy)
0.3sec. or less (Print)
First Copy Time (FCOT) 12.0 / 11.8secs. (A4 / LTR)
Paper Source 150-sheet cassette
Paper Weight 60 to 163g/m2 (cassette)
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Papet Output 100 sheets (face down)
Zoom 50 - 200% in 10% increments
Copy Size Platen: Up to A4 / LTR
Copy Features 2 on 1, ID Card Copy
Copy Memory 64MB (Shared)
Printer Type Monochrome Laser
Print Speed Up to 18 / 19ppm (A4 / LTR)
First Printout Time (FPOT) 7.8 / 7.7secs. (A4 / LTR)
Print Language UFR II LT
Print Resolution Up to 600 x 600dpi, 1200 (equivalent) x 600dpi
Print Memory 64MB (Shared)
Scan
Scan Type CIS
Scan Resolution Optical: Up to 600 x 600dpi
Driver
enhanced:
Up to 9600 x 9600dpi
Colour Depth 24-bit
Document Size Platen: Up to A4
Compatibility TWAIN, WIA
Output File Format Windows: Hi-Compression PDF, Searchable
PDF, PDF, JPEG, TIFF, BMP
Mac: PDF, JPEG, TIFF, BMP, PNG
Pull Scan Yes, USB
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Scan To PC None
Interface / Software
Standard Interface USB 2.0 Hi-Speed
USB Function Print, Scan
Compatible Operating
Systems*1
Windows 8 (32 / 64-bit), Windows 7 (32 / 64-bit),
Windows Vista (32 / 64-bit), Windows XP (32 / 64-
bit), Windows 2000, Mac OS X 10.4 - 10.8, Linux*3
General Specifications
LCD Display 7 Segment (1 digit) LED
Dimensions
(W x D x H)
372 x 276 x 254mm (With the cassette closed)
372 x 371 x 254mm (With the cassette opened)
Weight w/CRG: 8.2kg
w/o CRG: 7.6kg
Power Consumption Max:
960W
During
Operation:
450W
Standby: 2.5W
Sleep: Approx.1.4W
TEC (Typical Electricity
Consumption)
0.6kWh/W
Toner Cartridge Cartridge 325(1,600 pages)
(Bundled cartridge 700 pages)
Recommended Monthly
Print Volume
250 - 1,000 pages
10. UPS - Offered make / model / part no. (to be specified by the bidder)
UPS In case of Desk top 1. 600 VA UPS –with 230 V 1 Phase / Load 140-300 VAC
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2. Line Interactive UPS with AVR & PWM Technology for computers suitable for Single Phase Input &Single Phase Output, 3. Indicators: Mains presence, UPS mode, Battery low, Overload Battery, 4. Sealed Maintenance Free (VRLA) Built-in type of Exide / Quanta / CSB / Panasonic Make Batteries, 5. Switching Device shall be MOSFET Switching over time from AC mains to PS mode on power failure shall be Max. 10 milliseconds.
11. Other Miscellaneous Item(s)
S. No
Item Specification
1 ACalongwith installation 5 star rating, 1.5 Ton, ISI
2 Tubelight setalongwith installation ISI marked LED tubelight
3 Fanalongwith installation ISI marked Standard 3 blade
4 Web cam / still camera Standard make good quality, connectible with desktop/laptop
5 Furniture – (Min. 1 Table, 1 Waiting bench min. capacity 4 persons, 1 Almirah, 2 Rack, 2 persons sitting capacity workstation/computer sitting table, 4 chairs) along with installation
Standard size furniture of good make
Almirah - Steel make approx. size 7*4*1.5,
Rack - Standard size steel 7*4*1.5 aprrox.
6 Water Cooler with ROalongwith installation ISI marked standard make min capacity 50 Litre
7 Stationery Consumables - Smart card PVC blank cards/ribbon, Printer paper, Diaries, notebooks, Pen, Pencil, Markers, Cardboards, Notice Boards, staplers, Drinking glasses, stamp pads and any other such items as required.
Standard items of good make
12. Monthly Cloud Server Hosting Charges (from MIETY Empanelled Hosting
company). The Server Specification. Table A.
S. No Type Qty Sizing (CPU/RAM/STORAGE)
1 Application server 1 4 CPU / 6 GB / 120 GB
2 Storage Server 1 4 CPU / 6 GB / 2 TB
3 Database server 2 6 CPU / 6 GB / 120 GB
4 Testing server 1 4 CPU / 4 GB / 120 GB
5 SMTP server 1 2 CPU / 2 GB / 40 GB
6 Reporting server 1 4 CPU / 4 GB / 120 GB
7 Server / OS Management of all 1 As required
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VMs
8 Back up Management of all VMs 1 As required
9 Data Transfer Bandwidth 1 1 Tb / Month (Inbound/Outbound)
1. The selected bidder shall also provide rate card for individual item(s) like
CPU/core, RAM, Storage space, bandwidth etc. which has been used to arrive
at the cost of above server specifications in financial quotation. This rate card
can be negotiated prior to the award of the work order and accordingly
negotiated rate card shall be applicable for arriving price of items in case
server specifications are changed in future.
2. The selected bidder will be responsible to manage and perform all the server
related activities including the server operations, management, optimisation
services and back up etc. The bidder should quote price accordingly.
3. One Time Setup Fee: Professional Services charges for Setting up the service
including the server, storage, network, firewall, Load balancer and Backup
solution and cabling etc. to make the server operational shall also be provided
in the financial quotation.
4. Once the new applications are live the performance of the servers would
indicate whether we have to scale up or down the server requirements.
Therefore, department may use any scaled down or scaled up version of the
specifications and cost would be calculated accordingly.
5. The specification above are minimum, the vendor may opt to have better
technical specification as per availability in the market trend.
6. The above proposal must be with the shifting plan / strategy with specific
reference to the down time of the application/web portal, in case the
department decides to shift from the already running online applications to the
server provided by the bidder.
7. The bidder shall be paid for server hosting services only if it is availed by the
department and only for the actual quantity used.
8. The total cost of server against items in table A above and one time server
setup fee is to be evaluated in financial quotation.
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Annexure Z - Sample Form for HBOCWWB Workers Registration
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