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RFP for Website
1 IETE
REQUEST FOR PROPOSAL (RFP) FOR
Redesign, Development, Deployment and Maintaining IETE Web
Site and Applications
For
The Institution of Electronics and Telecommunication Engineers
IETE is soliciting Proposals / Bids from suitable agencies for Redesign, Development,
Deployment and Maintaining of IETE Web Site (www.iete.org) and Applications
which is flexible, dynamic, scalable, secure, easy to navigate, access, modify, upload
and aesthetic &professional, by a dynamic agency with requisite professional &domain
expertise. The details of the RFP are in the attached document.
Issue of RFP : 31August, 2021
Last DayofSubmission : 04September 2021, 5 PM
Date of Opening oftheBID : 04September 2021, 6 PM
Bid and ModeofSubmission Via Email containing TWO separate pdf document
(password protected) for Technical bid and Financial
Bid
And
Sealed envelope containing two separate envelops
for Technical bid and Financial Bid, for record
purpose (shall reach by 10th September, 2021)
Bid for Phase 1 will be evaluated and work order
shall be awarded accordingly
Bid for Phase 2 and Phase 2 plus shall be made as
budgetary estimate
AMC shall be explicitly mentioned for three years
(year-wise)
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2 IETE
Documents tobeenclosed : All relevant documents as per EligibilityCriteria
along with Technical Bid
EMD/PBG : EMD/PBG in the form of Bank Guarantee shall
be 10% of the project value
ContactforEnquiry : Technical: Mr. Mohit Singh,
Email:[email protected],Mobile:+91-9990252195
: General: Dr. Harish Mahendru,
Email: [email protected],Mobile:+91-8860020897
AddressforSubmission : Secretary General,
The Institution of Electronics and
Telecommunication Engineering (IETE),
2, Institutional Area, Lodhi Road, New Delhi – 03
Ph:+91-11-45142104, 106, 153, Ext: 220
Email: [email protected]
Website: www.iete.org
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F
Requirements for Redesign, Developing, Deploying and
Maintaining Web Site and Applications
Introduction
he Institution of Electronics and Telecommunication Engineers (IETE) established in 1953 is
India’sleadingprofessionalsocietydedicatedtowardsdevelopmentandadvancementof
science and technology related towards Electronics and Telecommunication fields.
Withmorethan 120,000 members from India and abroad, it provides leadership in scientific
and technical areas through a network of 63 centres. IETE conducts and sponsors technical
meetings, conferences, symposia, and exhibitions all over India, publishes technical journals
and provides continuing education as well as career advancement opportunities to its
members.
IETE disseminates information to all its stakeholders through their website (www.iete.org). It is now
felt that there is a need to revamp the website and make it contemporary using present day
technologies thereby delivering its services to all its stakeholders effectively and in a timely manner.
The present website is built mostly around static content and a few applications to support the core
functioning. However, over a period of time, these applications have become less functional and
hence it calls for an immediate revamp of the entire website along with the underlying applications.
This exercise will make the electronic presence of IETE responsive, dynamic, and contemporary
allowing all users a smooth and seamless access to information and the underlying applications.
In view of this the Governing Board has decided to take a big leap in restructuring and redesigning
the web presence of IETE and also introduce a large set of services for the site users.
Scope of Work
ollowing sections of the document describes the outline of scope of the work for an agency to
carry out the proposed web site re-design, re-development of existing applications wherever
needed,deployment of the new applications, and integration of new services for all
identifiedstakeholders in a ubiquitous manner.
The Agency should carry out the following activities incorporating best industry practices
A. Design, Development & Deployment of the Information Website. This also includes
collecting and consolidation of all content (contentwriting/scripting)
B. Design an innovative navigation for IETEportal
C. Design, Development &Deployment all the web basedapplications
D. Maintain the Website Content for any changes as requested byIETE
E. Manage Applications - Add new applications as needed, Modify features of existing
applications in line with the changing demands from variousstakeholders.
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4 IETE
F. Generate appropriate technical documentation for the entire web site & associated
applications
G. Define and assist in establishing a strong security infrastructure for the web site and their
applications and also define the standard guidelines as per standardpolicies.
H. Tobringallexternalcommunicationsinsyncincludingprofile,socialmediacommunications
I. To post a Documentary video of IETE activities and services towards nation building on main
page/ portal ofIETE
The proposed site and the applications can be planned and designed in a suitable manner that
allows a 2 or 2 plus (preferably three phases) rollout of applications.
Milestones forCompletionof Work
The timeline for scope of work of Phase-1shall be 90 days (3 months) from the date of issuance of
work order and shall be as below:
Sl. No. Events Timeline
1. Milestone1:Architectural Design and Development of
Homepage, navigation menus& subsequent webpages
and template approval from IETE authorities.
Collection of respective required contents, data,
photographs, etc. supplied by IETE authorities.
30 Days (One month) from the
date of work order
2. Milestone2:Successful Design, Development and
launching IETE website as per the requirements of
Phase-I.
60 Days (Two months)from the
date of work order
3. Milestone3:Testing, Integration, Acceptance and
Launch of website
90 Days (Three months)from
date of work order
Payment Terms and Conditions
Payment shall be milestone based as defined above (for Phase1).
1. Advance: 20% of project value
2. Milestone2:30% of project value
3. Milestone3:30 % of project value
4. Milestone4: 20% of project value (on completion of the warranty period)
Delay in project shall invite penalty. To be discussed and mutually agreed at the time of issue of work
order.
Website hosting space and SSL to secure Domain and Subdomains
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Website hosting space and SSL to secure Domain and Subdomains prices shall be quoted as separate
line item for a period of three years. IETE may place an order to an agency or decide to augment its
existing infrastructure.
Invoice to be raised on annual basis,
Cloud server specifications (Minimum):
SSD Cloud 2x with CentOS 7 and PleskWebPro
Operating System : Linux
4 GB RAM
2 Core Processor
80 GB SSD Disk
4TB Bandwidth/month
Dedicated IP address
Snapshot Backups
100GB Backup Space
24/7 fully managed Assistance
Cloud Location : India
Mode of Selection of an agency
Internal committee formed for the purpose shall carryout the evaluation and will recommend the
agency based on Technical and Financial bids. Presentation is to be made by the agencies, shortlisted
by the committee.
Decision of the committee is final in all respect
Training and Documentation
Training of minimum two working days/ eight hours shall be provided to two or three employees of
IETE to understand the framework and to equip them to make day today changes in the website. Basic
SEO shall be also covered like google analytics and other tools to measure performance of the
website.
A document shall also be handed over performance monitoring, explaining the steps for changes and
day to day operations.
Agreement
The successful qualified bidders shall have to enter into an agreement in the office of the Secretary
General, IETE in prescribed format before commencement of the service.
Confidentiality
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The contractor shall maintain utmost confidentiality of information supplied method of operation,
procedure etc. and shall not make or allow to make an unauthorized copy, use, access or other
utilization of these materials commercially or otherwise, directly or indirectly except as agreed to by
IETE.
This confidentiality will be maintained by the contractor for the said contract period from the date of
service level agreement. The bidder shall follow the standard information systems of security policies
and Govt. of India guidelines.
Ownership of Source Code of Website
The entire website (along with all the programs and contents developed to achieve the desired
functionality mentioned in the scope of the work or any subsequent communication in this regard) will
be the intellectual property right of IETE and will be sole property of IETE and not content of the same
will be produced or used by the contractor for purpose other than IETE website without the prior
permission of IETE. The contractor must return all the data to IETE following expiry or termination of
the contract.
Eligibility Criteria
Agency shall meet following requirements:
1. Organization status (Type) andlongevity Private Limited or MSME registered Unit
Minimum 5 years operations
2. Turnover /Credentials At least 50 Lakhs turnover in any one year
over last three years
OR
Should have completed minimum FIVE
workorders with Government/PSU in last 7
(Seven) years
3. No. of sizeable website accomplished (SEO
compliant)
Minimum 25 websites must be active.
Furnish details of these sites.
4. Experience in Applications development and
integration
Web reference of such portals as proof of
such integration
5. Institutional/Educational/ Skill / technology
company websitesdeveloped
Min two
6. References Three
7. Experience in socialmedia Web reference for requisite experience to
handle social media needs
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7 IETE
8. Content development/ script writing
experience
For at least 10 websites, Web reference of the
work.
9. Why Agency should be considered by IETE /
Any additionalcomment
Also provide proof of works/quality of work,
web references of live portal of their design.
Proof of work order
Features of the Website:
his section enumerates in brief the overall features of the website. This is an indicative
guideline to agency to understand the overall requirements. It is recommended that the
agency understands the overall requirements and elaborate on the scope, features
andfunctionality of each aspect mentioned hereunder.
PHASE-1
1. The website should be designed and implemented using the latest and current technology
features using an attractive and aggressive template enhancing the brand image ofIETE.
2. The website should be dynamic, responsive supporting ease of use. It should be compatible
for all versions of current browsers, compatible on heterogeneous environments like
Windows, Linux, MAC and also support ubiquitous access over tablets and mobilephones.
3. The website should provide all static information showcasing the core activities of IETE in
easy to navigate pages, appropriately catalogued. Required information should be easily
accessed in not more than 3clicks.
4. The website should support details of various Centres and provide links to the web pages of
these IETEcentres.
5. The website should facilitate listing and searching of all registered members to view their
profiles.
6. Membership: Online membership registration, with membership form, upload of
documents (if any), validation of the requirements (automatic or manual), approval of the
application (manual or automatic), confirmation of registration, online
paymentofregistration fees (linking to various payment gateway services like bank transfer,
credit / debit cards, digital wallets like PayTM, GooglePay, and other popular services).
7. The website should have an announcement section to help users be aware of upcoming
events. These announcements should be linked to the event page for more details of the
event. Event pages can be added using a standard template whenever needed, or they can
be hosted externally.
8. The website should support announcements and offerings from affiliateorganizations.
9. The website should provide a platform to conduct the business aimed at meeting the
objectives of the society. To support this, it should facilitate scheduling of meetings, intimate
announcements of meetings, send requisite communications, notices and relevant documents
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as stipulated from time totime.
10. The website should support a news section highlighting achievements and activities of
various centres, members and otherstakeholders.
11. The website should support a photo and video gallery for IETEHQ.
12. The website should list and offer all public facing documents for easy downloads as a
statutorymeans.
13. Elections – Post announcementsregarding elections time to time on IETE website during the
election process.
14. The website should offer for easy download all accessible technical material like standards
documents, publications, abstracts and full papers that are hosted for freedownloads.
15. Search – a keyword based search facility should be provided to allow search across the vast
technical content hosted on thesite.
16. The website should offer links to announce and manage competitive events like Project
competitions, Hackathon, Young innovator events announced by IETE, and other
Government Agencies like DOT, MIETY /DOE, DST, MHRD, DRDO,BIS.
17. A contact us page to facilitate the site user to post an enquiry/ a query / a clarification / or
help on topics of concern to the member. These interactions can lead to mail based
communication to an authorised office bearer ofIETE.
18. The website should have SEO features built in to enhance its visibility and ranking in search
engines.
19. The web site shall support links to social media links like the FB page, Instagram Page,
Twitter etc.
20. The website shall offer a sitemap with an intra site search forinformation.
21. The website should integrate smoothly with the existing e-mail services ofIETE.
22. Micro Sites: The website should support upto 10 satellite websites (micro/mini sites), one for
each major centres. These mini sites shall be based on a fixed standard structure showcasing
the core information of the centre, the team and the list of activities, achievements,
announcements and a photogallery.
PHASE-2
Applications to be implemented (Proposedlist, not exhaustive)
Applications offered to users on the website offer a wide variety of services for all the stakeholders.
These applications need to be implemented, tested and deployed for use. Features and functionality
of each application should be clearly analyzed, prioritized before it is taken up for implementation. It
is recommended to implement the application in phases2. Agency shall discuss with the appropriate
authorities of IETE to identify the detailed functionality, scope of features and only then move ahead
for implementing. The list below is a brief list of applications envisaged:
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A. Features for IntranetUsers
The website should provide the following features to support day to day activities of various office
bearers, employees, and other stakeholders (internal and external)
1. All users of the system should be authenticated with a login mechanism that supports
password verification, password management, and two stageauthentication.
2. Role based access to be provided to the users to ensure secure and controlled use of
applications. Roles can be defined, reassigned, revoked by the competent authority /
administrator. Roles will identify the privileges and will also identify what operations the
specific user canperform.
3. The website should provide a platform for collaboration and communication between all
office bearers andstakeholders.
4. The website should provide various functionalities for different stakeholders through a
secure loginmechanism.
B. Online submission of Journal’s/Papers/Publications and Blogs
1. The website should provide secure accessto
a) Technicaljournals
b) Technical papers andpresentations
c) Conferencematerial
d) Call forpapers
e) Resource Archives
f) All other resources meant for distribution to the usercommunity.
2. Subscription for Journals –the application should manage subscription to specificjournals.
3. The website should provide a forum for members to exchange knowledge. Postings on
technical topics can be listed in a Forum for discussion, inviting replies / responses by the
community members. Posting to the forum is restricted to members while the general
visitor can view theforum.
4. Publications: Uploading papers by corporate members/ aspirants (an exclusive id, login
credentials to be provided), to send it to Reviewer, get feedback and to share same with
candidates.
5. The web site should provide a blog that enables users to post articles on technical topics for
the benefit of the community. Only registered users can post to the blog, while general
visitors can view theblogs.
6. Optionally, a text chat application can be integrated for all intranet users to facilitate instant
messaging/ communications.
C. Event Generation and Management System
Manage Events – To manage the entire event cycle. Events would be an activity like a
conference, exhibition, seminar, paper submissions. The application should manage the entire
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process of announcement, accepting nominations, accepting participation registrations,
management of payment (in the standard manner linked to various payment services, and
distribution ofcertificates.
D. Micro Sites: The website should support 50 additional satellite websites (micro/mini sites), one
for each of their centres (this is in addition to 10 major centres). These mini sites shall be based
on a fixed standard structure showcasing the core information of the centre, the team and the
list of activities, achievements, announcements and a photogallery.
PHASE-2 Plus
A. e-LearningResources
Skill Development Activities – To manage IETE recognized and IETE supported skill
development activities, the website should offer a platform for stakeholder participation. This
includes search and identification of skill development courses, their training centres,
candidate registration, distribution of learning material, evaluation andgrading.
1. The website should facilitate managing various learning resources through a web based
delivery. The website should link to individual course pages that manage
announcement, participant registration, course content delivery, conducting quiz and
exams, evaluate and grading, and finalcertification.
2. The website may use appropriate application interfaces to 3rd party providers for
managing such anactivity.
3. The website may offer to host pre-recorded video content on technical topics to be
streamed / downloaded bymembers.
4. The website may also offer CBT based learning resources on specific technical topics to
be streamed / downloaded by interestedmembers.
User Characteristics
There may be three types of users for the system as listed below:
Administrator:Administrator is responsible for system user administration and
maintaining system.
Trainer:The Trainer is divided into two roles. One will have right to edit the course
content and other one have no any such rights.
Trainees:Trainees are those who will enroll for any course/training module.
Functional Requirements
a. Management of online module content in all available formats. The content covers
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general module information, learning materials and other information’s.
Functional Requirement Description.
1. Trainers have access right to add / update / delete course module information.
2. Trainer have related access right can add / update / delete course categories.
3. Trainers who have access right can upload and download learning materials.
b. Communication among module participants in the form of email, commenting and
feedback.
1. Trainee and Trainer can leave comment and feedback via in-built inbox for
messaging.
c. A system of user accounts with an advanced access level system and rights.
B. Online Examination and Certification System
Certifications/ Examinations – As a certification authority, IETE requires to conduct online
certificate examinations. The application should manage the complete process of candidate
registration, conducting the examination, assessment and announcing the result, grading
and finally delivery ofcertificates.
Non Functional Requirements:
his section identifies the Non Functional Requirements suggested for the proposed
system.
1. Availability: The site should be hosted on a suitable cloud server that ensures availability of
99.5% on a minimum and having high end bandwidth to manage the website traffic.
2. Security: All interactions on the website should be secure, data exchanges encrypted using
SSL/TLS and connections usinghttps:// for domain and sub-domains.
3. Usability: Website should be available for use from a variety of platforms, environments,
devices and it should provide browsercompatibility.
4. Reliability: As per industry standards and best practices
5. User Access: All registered users should be authenticated before allowing access to the
specific applications. This system should provide standard password management features
(forgot password, change password, CAPTCHA, email & OTPconfirmation).
6. User Data Security: All user personal data is a confidential issue. The System must be
allowed authorized users login only. Therefore, the user account in the system must be
unique. All users must be registered and activated by the user account first.
7. Traffic: The website should support the following trafficvolumes
a) Web visitors: 100 simultaneous, 5000 on a daily basis. (On specific days, like
examinations, announcement of results etc., the volume can increase 50X)
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b) Intranet Users: 200 simultaneous users, 5000 users per day accessing various
applications
c) Bandwidth: The application and servers should handle 50GB data per day and
when needed should scale 10x times
d) Page Load times: Web pages / applications should have low latency as
recommended by the industry standard (typically 1500 msec)
8. Recommended Technologies: As far as possible, it is recommended to use Open
Source Platforms, Software, Tools & Utilities to implement the web site and the
associated applications. Developer should clearly mention the use of any proprietary
software in use and identifythe licensing aspects (and the cost) for the use of such
software. As a society for social cause, IETE strongly recommends use of Open Source
technologies wherever possible.
9. A CMS based integration can be provided to manage frequent updates to the sitecontents.
10. Monitoring:All user interactions, their visits should be logged in user log files.All user
logins should be logged in security logfiles.
11. Site Hardening: The site and associated applications shall be well hardened in such a
manner that it provides safeguards against malware, hacks, and virusattacks.
12. Regulatory:Thewebsiteandassociatedapplicationsshouldconfirmtoalltherulesoftheland.
13. Technical Assistance:The agency will setup a HELPDESK to provide Telephonic and E-mail
technical assistance to resolve the general and technical queries and issues of the IETE users
and visitors during business days and hours.
14. Administrative: All administrative functions like backup and restore of data, content and
other sensitive application related data shall be provided for use of the
SystemAdministrator.
Project Monitoring:
isted here are few aspect of the overall methodology for project management. A detailed
project Management Plan would describe the actual manner of managing the project along
with detailing the aspect of post release activities.
• Agency shall provide a complete project management plan listing the roles and responsibilities
of selected and designated teams in charge of the project. The project management plan should
give a complete WBS of all modules / tasks together with time schedules. The PMP also
identifies the manner in which the project shall be implemented along with the guidelines for
project kick-off, completion of work stages, means and mechanics of user acceptance, module
wise or phase wisedeployment.
• Agency will submit Weekly progress monitoring report to the designated ProjectManager.
• WeeklyprogressreviewmeetingsreportshouldhighlighttheProgress,statusandIssues(ifany).
• Recommended to adapt an Agile methodology with a 2 weeks’scrumcycle.
• Project status should be briefed tothe stakeholders.
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• These meetings should not be held for more than 45minutes.
Maintenance of IETE Website –Content/Data Management, Issues
Management, Bug Fix & Change Request Management:
he Agency shall identify appropriate procedure and a system for reporting issues in the
workings, report bugs post deployment and notify changes to the requirements.
The agency would also require to carry out the following tasks:
• Responsible for overall supervision to ensure that authentic and updated information and
services are available all the time at the website.
• Home page improvement, as may be necessary form time to time.
• Regular Updations of news, photo/events gallery, data, reports, tender announcements, EOIs,
notices, circulars, recruitments, and other related information etc., on daily, weekly fortnightly or
monthly basis as may be required.
• Refurbishments of website at appropriate interval.
• Making website more accessible through popular search engine.
• Providing link to related website.
• Keeping pace with the changing platforms.
• Creating and arranging the archives of documents by suitably indexing and numbering.
• Putting all the documents in a uniform format w.r.t colour, size, font, etc.
• Putting a web traffic counter to know the user number and no of hits.
• Download option for specific documents on request.
• Any other connected work depending upon the necessary.
• Backend, Integration & Databases Services:-
o a) Programming (Code Repair, New Codes, Repairing Broken Links)
o b) Database Administration, Maintenance & Integration
o c) Search Engine Optimization.
o D)Version upgrades (CMS, Dot Net, PHP, MySQL and other tools)
• Services of contract included in the website maintenance plans as follows:-
o Text: Additions and Deletions.
o Photos: Additions, Deletions and basic retouching.
o WebPages: Additions or Deletions using existing webpage design.
o Navigation: Basic navigation changes (add, move and or delete an item in the navigation).
o File Downloads: Additions or deletions of PDFs and other documents.
o Videos: insertion or Deletions of Pre-edited video.
o Links: Additions or deletions.
o Color and Background Images: Changes/ replacements.
o Flash: Text-only changes and basic photo replacements in flash animation.
o Forms: Dynamic form layout and integration.
• The Corporate Architecture of our website design and elements handlings.
o Home page changes
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o Inner pages content changes/up-dating
o Adding or maintaining links.
o IETE/Sub-Institutions news updates.
o Adding new pages to the website.
o Adding new interactive components to the website
o Modifying content and graphics
o Site “makeovers”
o Executive Council details changes.
o Registration updates with search engines.
• Fine tuning of the website performance.
• The website has to be guarded against any type of hacking/virus attacks.
• Monthly submission of the CMS Log and Audit trail report.
• Sending bulk email messages and SMS can be send remotely to the identified users as and when
required to send notification mails of events/meets etc.
• For any email and SMS the email server and SMS Gateway will be provided by the IETE.
• Regular web promotions on IETE Social Media Platforms.
• For any new requirements - Design, Development and Installation of any Modules/features
including development of dynamic database driven web applications on need basis, the focal
point identified by the bidder needs to submit a detailed technical proposal on the same and also
provide the time estimate for completion.
• lt will be the responsibility of the AMC holder to ensure that the work assigned by the IETE to the
agency is of high quality and is completed within the stipulated time.
Terms and Conditions:
• Four months (120 days) Free Warranty will be applicable from the date of launching of website.
• After completion of Free Warranty period, contract of AMC will take place as Paid
AMC.
• The regular maintenance can be provided through remote access using server login credentials to
update the IETE website on regular basis.
• The agency has to strictly maintain the confidentiality of IETE data and web services.
• At the time of delivery of the platform and website, agency has to communicate the 1-2 point of
contact for any debugging purpose.
• Apart from the work mentioned in the technical scope of work above, the agency needs to train
the IETE staff for handling and managing the applications.
• A complete training needs to be provided to the staff for handling the activity mentioned above
in thePhase-2 and Phase-2plus section.
• Any changes in human resources must be informed immediately to the IETE.
• Any tampering with Database and Web pages without informing IETE will not be allowed.
• The agency shall have to provide security virus attack and hacking of websites. In case of virus or
hacking attack, the firm has to recreate/restore the website as per the requirements of IETE.
• The agency shall be required to undertake full responsibility of the safe custody, security of data
supplied by this agency. It shall ensure there is not transmission of contents in any form outsides
its office.
• The detailed information of the IETE Website AMC Team whom the agency is planning to assign
this work along with the contact details of the focal point who will be coordinating the website
AMC services from bidder’s office needs to be submitted after the award of contract.
• IETE will provide the existing Server access, SMS API’s, Payment Gateway Integration
information’s, Photographs, Videos, Contents and respective information’s of the IETE etc.
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However, agency need to communicate the requirement well in advance. Agency has to inform at
least one month in advance for any new/additional requirements which arise during
maintenance/upgradation of website.
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