tender.docx · Web view14.2 The TEC shall first evaluate the Technical Proposal. The TEC while evaluating the Technical Proposals shall have no access to the Commercial Proposals

Tender for Software Services for NHB

Gurgaon, Haryana – 122015

Request for Proposal (RFP)

FOR

Software Services for NHB

For

1. Upgradation of NHB's website & its online applications 2. Design, develop and implement a web-based Financial Management

System3. Annual Maintenance Support for NHB’s Website and its online software

applications

15th Feb, 2011

Bid document available from : 15 Feb 2011

Last Date for submission of bid : 03 Mar 2011 - 14.00 hrs

Tender bid (Technical) opening : 03 Mar 2011 - 15.00 hrs

National Horticulture Board 1 | P a g e o f 4 0


Table of Contents

1. Definitions.........................................................................................................................................4

2. Invitation for Proposal - RFP Notice...............................................................................................4

3. Disclaimer..........................................................................................................................................5

4. Interpretation....................................................................................................................................5

5. Due Diligence.....................................................................................................................................6

6. Cost of Bidding...................................................................................................................................6

7. Clarification of Bidding Documents...................................................................................................6

8. Amendment of Tender Document.....................................................................................................6

9. Language of Bid.................................................................................................................................6

10. Site Visit...........................................................................................................................................7

11. General Instructions........................................................................................................................7

12. Qualification criteria of the Bidder..................................................................................................8

13. Earnest Money Deposit (EMD)........................................................................................................9

14 Evaluation of Bids...........................................................................................................................10

15 Technical Evaluation Criteria..........................................................................................................11

16. Undertaking..................................................................................................................................12

17. Bid Prices......................................................................................................................................12

18. Period of Validity of Bids................................................................................................................13

19. Scope of Work...............................................................................................................................13

20.Technical Bid Requirements..........................................................................................................13

21. Commercial Bid Requirements.....................................................................................................15

22. Deliverables...................................................................................................................................16

23. Training and Maintenance Support...............................................................................................16

24. Hardware Requirement and Minimum configuration...................................................................16

25. Copyright and Trademarks:...........................................................................................................17

26. Milestones and Payment Terms....................................................................................................17

27 Other Terms and Conditions...........................................................................................................18

28 Force Majeure................................................................................................................................18

29 Resolution of disputes...................................................................................................................18

30 Award of contract...........................................................................................................................19

31 Notification of Award.....................................................................................................................19



32 Signing of Agreement.....................................................................................................................19

33 Expenses for the Contract...............................................................................................................19

34 Failure to abide by the Contract.....................................................................................................19

35 Termination of Contract.................................................................................................................19

36 Governing Law................................................................................................................................20

37 Submission of Bids..........................................................................................................................20

38 Contents of Technical Envelope 1 (Technical Bid)..........................................................................20

39 Authentication of Bid......................................................................................................................20

40 Validation of Interlineations in Bid.................................................................................................20

41 Sealing and Marking of Bid.............................................................................................................21

42) Address for Submission of Bid.......................................................................................................21

43) Responsibility of the Bidder...........................................................................................................21

44) Rejection of Bid.............................................................................................................................21

45) Late Bid..........................................................................................................................................21

46) Opening of Technical Bid...............................................................................................................21

47) Opening of Commercial Bids.........................................................................................................22

48) Clarifications of bids......................................................................................................................22

49) Completeness of bids....................................................................................................................22

50) Rectification of Errors...................................................................................................................22

Annexure I: The status of existing website of NHB...............................................................................24

Annexure II: Enhancements and upgradation of online appl. and NHB website.................................30

Annexure III: Design, dev., implementation & support of Financial Mgmt. S/y...................................31

Annexure IV.........................................................................................................................................33

Annexure V Government of India guidelines for websites..................................................................34



1. Definitions

“Applicable Law” means all relevant laws in force and effect as of the date hereof and which may be promulgated or brought into force and effect hereinafter in India, including judgment, decrees, injunctions, Writs or orders of court, as may be in force and effect during the subsistence of this Tender Document.

“Bid Document” shall mean the document submitted by the bidder, pursuant to understanding and agreeing with the terms and conditions set out in this Tender Document.

“Contract” shall mean the agreement to be entered into between NHB and the successful Bidder.

“Evaluation Committee” shall mean the committee constituted by NHB

NHB: National Horticulture Board

2. Invitation for Proposal - RFP Notice

2.1 This invitation to tender is for Software Services for NHB to provide the following services:


System3. Annual Maintenance Support for NHB’s Website and its online software

applications

2.2 The bidder is advised to study this document carefully before submitting their proposal. Submission of the proposal in response to this notice shall be deemed to have been done after careful study and examination of this document with full understanding of its terms, conditions and implications.

2.3 This RFP document is non-transferable. S.No. Information Details

2 Date of availability 15.02.2011

4 Last date and time of submission of proposals

03.03.2011

5 Place, time and date of opening of technical proposals

Gurgaon, 3.00 p.m., 03.03.2011

6 Place, time and date of opening of commercial proposals

To be informed separately

7 Contact person for queries C.P. Gandhi, Assistant Director 0124-2343348, 8800103799

8 Address at which response to National Horticulture Board, 85,



RFP is to be submitted Institutional Area, Sector-18, Gurgaon

3. Disclaimer

The information contained in this bid document or subsequently provided to Bidder(s), whether verbally or in documentary or any other form by or on behalf of NHB or any of their employees is provided to Investors/Bidder(s) on the terms and conditions set out in this document and such other terms and conditions subject to which such information is provided.

By acceptance of this tender document, the recipient further agrees that this tender document may not be distributed, reproduced or used for any other purpose than the evaluation of Designing, Development and Maintenance of Website, its online applications and development of Financial Management System. The recipient agrees that it will cause its directors, Partners, officers, employees and representatives and any other parties who provide services to the recipient to use the tender document for the purposes in the manner stated above.

NHB does not make any representation or warranty expressed or implied, as to the accuracy, authenticity, timeliness and/or completeness of the information contained in this tender document. Each Bidder should, therefore, conduct its own investigations and analysis and should check the accuracy, adequacy, correctness, reliability and completeness of the assumptions, assessments, statements and information contained in this tender document.

The NHB also accept no liability of any nature whether resulting from negligence or otherwise howsoever caused arising from reliance of any Bidder upon the statements contained in this tender document. NHB may in their absolute discretion, but without being under any obligation to do so, update, amend or supplement the information, assessment or assumptions contained in this tender document. The issue of this tender document does not imply that NHB is bound to select a Bidder and NHB reserves the right to reject all or any of the Bidders or Bids without assigning any reason whatsoever.

4. Interpretation

In this Tender Document, unless the context otherwise requires,

(a) For the purpose of this Tender Document, where the context so admits,

the singular shall be deemed to include the plural and vice-versa andMasculine gender shall be deemed to include the feminine gender and vice-versa.

(b) References to Clauses, Recitals or Schedules are references to clauses and recitals of and schedules to the Contract and the Tender Document. The Schedules, annexure and addendums shall form an integral part of this Contract.

(c) Any reference herein to a statutory provision shall include such provision, as



is in force for the time being and as from time to time, amended or re-enacted in so far as such amendment or re-enactment is capable of applying to any transactions covered by this Contract. Any references to an enactment include references to any subordinate legislation made under that enactment and any amendment to, or replacement of, that enactment or subordinate legislation. Any references to a rule or procedure include references to any amendment or replacement of that rule or procedure.

(e) The headings and sub-headings are inserted for convenience only and shall not affect the construction and interpretation of this Tender Document. References to the word “include” and “including” shall be construed without limitation. Any reference to day shall mean a reference to a calendar day including Saturday and Sunday.

5. Due Diligence

The Bidder is expected to and shall be deemed to have examined all instructions, forms, terms and specifications in this Tender Document. The Bid should be precise, complete and in the prescribed format as per the requirement of the Tender Document. Failure to furnish all information required by the Tender Document or submission of a bid not responsive to the Tender Document in every respect will be at the Bidder’s risk and may result in rejection of the bid. NHB shall at its sole discretion be entitled to determine the adequacy / sufficiency of the information provided by the Bidder.

6. Cost of Bidding

The Bidder shall bear all costs associated with the preparation and submission of its bid and NHB shall in no event or circumstance be held responsible or liable for these costs, regardless of the conduct or outcome of the bidding process.

7. Clarification of Bidding Documents

NHB shall make best efforts to respond to any request for clarification of the Tender Document, such request to be made in writing. Such response / clarification shall to the extent possible be made in writing. NHB shall not be responsible for any delay including but not limited to any postal delays.

8. Amendment of Tender Document

At any time before the deadline for submission of bids, NHB may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, modify the Tender Document by amending, modifying and / or supplementing the same.

All changes shall be posted on website www.nhb.gov.in and prospective Bidders are required to go through the same before submission of bid. All such amendments shall be binding on them without any further act or deed on NHB’s part.



In the event of any amendment, NHB reserves the right to extend the deadline for the submission of the bids, in order to allow prospective Bidders reasonable time in which to take the amendment into account while preparing their bids.

9. Language of Bid

The Bid prepared by the Bidder, as well as all correspondence and documents relating to the Tender Document and / or the bidding process exchanged by the Bidder and NHB shall be written in English language only.

10. Site Visit

The bidder may visit NHB head office to obtain more information and collect the required details. Bidders are requested to communicate in 3 days advance about their visit. A maximum of 2 representatives from the bidder’s organization will be permitted.

11. General Instructions

11.1 The Bidders are requested to read the tender document carefully.

11.2 Bidder is one who has responded to the “Software Consultancy Services for NHB (AMC & FMS)”. The Bidder shall duly fill in all the information specified in the prequalification criteria specified. In the event of any additional information required by the NHB other than that specified in the pre-qualification criteria, the Bidder to the NHB shall duly submit such information in the prescribed time. The Bidder shall submit the Tender Document duly signed on each page as a part of the bid. It shall be expressly agreed herein by the bidder that he has read and understood the complete Tender Document and other documents / requirements and shall comply with the same except what is stated in specified Deviation / Non-Compliance statement format.

11.3 NHB shall reserve the right to verify the operation and performance of Project by the Bidder and the Bidder shall permit NHB to do so. The NHB will evaluate the information submitted by the Bidder with regard to Bidder’s capacity. The Bidder cannot subcontract the work at any stage without prior written approval from the NHB.

11.4 Bids received with incomplete information / documents shall be rejected. Bids not adhering to Terms, Conditions, Specifications and other details as given in this document may be summarily rejected.

11.5 All deviations from the Terms, Conditions and other details of Tender Document should be separately and clearly submitted.

11.6 This tender document is not transferable.

11.7 Modification or Withdrawal of Offers is not permissible after its submission. If the offer is withdrawn before the validity period, the EMD will stand forfeited. To assist in the scrutiny, evaluation and comparison of offers, NHB may, at its discretion, ask some or all Bidders for clarification of their offer.



11.8 The request for such clarifications and the response will necessarily be in writing.

11.9 Preliminary Scrutiny: NHB will scrutinize the offers to determine whether they are complete, whether any errors have been made in the offer, whether required technical documentation has been furnished, whether the documents have been properly signed, and whether items are quoted as per the schedule. NHB may, at its discretion, waive any minor non-conformity or any minor irregularity in an offer. This shall be binding on all Bidders and NHB reserves the right for such waivers. 11.10 Award Criteria: Technical Offers in Envelope 1 will be evaluated first to check whether all required information and documents as specified in the Tender Document are submitted and to ascertain whether the Bidder meets all Qualifying Criteria. The Bidders who’s Technical Offers are found to be in accordance with the specifications mentioned in the tender document would be short-listed and will be called for technical presentation. The bidders who score more than 65% in technical evaluation, only their Commercial Bids in Envelope 2 would be opened. The selection shall be based on both Technical and Financial Criteria with respective weightages being 65% for Technical Proposal and 35% for Financial Proposal.

11.11 The Bidder should abide by the terms and conditions specified in the tender document. If Bidders submit conditional offers, they shall be liable for outright rejection.

11.12 The NHB reserves the right to make any changes in the terms and conditions of the tender.

11.13 The offers containing erasures or alterations will not be considered. Technical details must be completely filled in. Correct technical information of the service being offered must be filled in.

11.14 Filling up of the information using terms such as “OK”, “accepted”, “noted”, “as given in brochure / manual” is not acceptable.

11.15 NHB may treat offers not adhering to these guidelines as unacceptable.

11.16 Bidders are not allowed to subcontract in any manner without written approval from NHB and Consortium Bids are not acceptable.

11.17 The contract period for the AMC support shall be initially for one year, extendable for three more years on satisfactory performance. The FMS development and implementation shall be completed in Six months from the date of awarding the contract.

12. Qualification criteria of the Bidder

12.1 Bidder can be a proprietary or Partnership Firm or Pvt. Ltd. Or limited company (Deed of constitution/ registration certificate to be enclosed in technical bid) and should have a software development center in the National Capital Region of Delhi (NCR of Delhi) for extending support to NHB head National Horticulture Board 8 | P a g e o f 4 0


quarters.

12.1 The bidder should have a minimum yearly turnover of Rupees Fifty Lakhs during the last Three Financial years and should have executed at least three projects of individual value worth Rs.20 Lakhs each for design, development and maintenance during last three financial years. A certificate from the customer in this regard would be required.

12.3 Bidder should have the experience of minimum five years in the line of Designing, Development and maintenance of website. (CA Certificate in support to be enclosed in technical bid indicating experience more than five years in similar line)

12.4 The bidder should have at least developed 8-10 websites and maintained at least 5 websites during last three years (A list of websites developed and maintained to be submitted in technical bid along with details of client and URLs).

12.5 Out of these, the bidder must have carried out a minimum of one project in agriculture domain; the bidder also should have carried out one software project on government financial / subsidy schemes management.

12.6 The Bidder should not be Blacklisted or involved in any Corrupt & Fraudulent Practices by any Central/State government ministry/affiliate or Public sector undertaking.

12.7 Supporting documents for fulfilling the qualification criteria will have to be submitted in technical envelope No.1.

13. Earnest Money Deposit (EMD)

13.1 Bidders are required to submit Rs. 10,000/- (Rs. Ten thousands) as EMD for the bids in form of Demand Draft of Nationalized or Scheduled Bank / Pay Order drawn in favour of ‘National Horticulture Board payable at Gurgaon.

13.2 EMD Demand Drafts / Pay Orders should be part of Envelope 1.

13.3 The EMD is non-interest bearing and is refundable to unsuccessful bidders after signing of the Contract by the successful bidder.

13.4 The successful Bidders EMD will be discharged upon expiry of "Offer Validity Period" mentioned in Instruction to Bidder. EMD of unsuccessful bidders shall be refunded after one month of finalization of Tender.

13.5 The EMD will be forfeited;

• If a bidder withdraws his bid during the period of validity.

Or

• In case of a successful bidder, if the bidder fails to sign the contract in accordance with terms and conditions.



14 Evaluation of Bids

14.1 Tender Evaluation Committee (TEC) will carry out a detailed evaluation of the Prequalification Bids and Technical Bids received in order to determine the same are substantially responsive to the requirements set forth in the Request for Proposal. In order to determine this, TEC will examine the information supplied by the Bidders, and shall evaluate the same as per the evaluation criteria specified in this RFP.

14.2 The TEC shall first evaluate the Technical Proposal. The TEC while evaluating the Technical Proposals shall have no access to the Commercial Proposals until the Technical evaluation is concluded and the competent authority accepts the recommendation. Evaluation of the technical proposal will be done and at this stage the Commercial bid (proposal) will remain unopened. Technical Offers in Envelope 1 will be evaluated first to check whether all required information and documents as specified in the Tender Document are submitted and to ascertain whether the Bidder meets all Qualifying Criteria. The Bidders who’s Technical Offers are found to be in accordance with the specifications mentioned in the tender document would be short-listed and will be called for technical presentation.

14.5 Technical Presentation: The committee will invite each bidder to make a presentation as part of the technical evaluation.

14.7 In order to qualify technically, a proposal must secure a minimum of 65% of total marks after summing up as per Criteria mentioned in (15). Only those proposals which have a minimum score of 65% of total marks will be considered for opening of their Commercial Bid and evaluation thereof. However, NHB reserves the right to lower or increase minimum score.

14.8 Commercial proposals of only those firms who are technically qualified shall be opened publicly on the date & time specified by the NHB, in the presence of the Consultants' representatives who choose to attend.

14.9 The Technical and commercial bids will have a 65:35 weight age of marks respectively in the evaluation criteria. The Quality cum Cost Based System (QCBS) shall be followed to evaluate the bids.

a) Technical Weightage (St): The marks scored by the bidder in technical evaluation (as per 15) shall be calculated to 65 points as below:

St = 100* T/65 where T is the Technical score awarded to the bidder as per Technical Evaluation Criteria

b) Financial Weightage (Sf): The marks scored by the bidder in Financial evaluation shall be calculated to 35 points as below:

i) The lowest evaluated Commercial Proposal (Fm) will be given the maximum Commercial score (Sf) of 35 points.

ii) The Commercial scores of all the other proposals will be determined by Sf = 35 * Fm/F (F = value of Commercial proposal under consideration).

c) Final Selection: Proposals will be ranked according to their combined technical (St) and Commercial (Sf) scores. The combined technical and Commercial score shall be calculated as S = St + Sf. The firm achieving the highest combined technical and Commercial score (S) will be invited for negotiations.



14.10 There should be no mention of prices in any part of the bid other than the commercial bids.

14.11 Unit prices for each component of the Financial proposal should be mentioned. Any spelling mistakes or incomplete information furnished would invite for a disqualification of the bid

14.12 In the commercial bid if there is any discrepancy between the prices mentioned in figures and in words, the prices mentioned in words will prevail.

14.13 Substantially Responsible Bids: A substantially responsive Bid is one, which conforms to all the requirements, terms, conditions and specifications of the Request for Proposal.

14.14 Any attempt by a Bidder to influence it’s the bid evaluation process may result in the rejection of the Bidder's Bid.

15.0 Technical Evaluation Criteria

15.1 The Bidding process shall be a two-stage process. Prior to the detailed evaluation of the Technical Bids, NHB shall determine whether each bid is

(a) Complete(b) Is accompanied by the required information and documents and(c) Is substantially responsive to the requirements set forth in the tender document. (d) The core technical evaluation criteria are broadly defined as under:

i. Relevant past experience (35 Marks), which includes,1. Software development projects handled for authorities operating in the field of Agriculture (10)2. Maximum Number of successful websites developed & Maintained (10)3. Number of successful implementation of a Financial Management or Subsidy Management Scheme for a Government Organization (15)

ii. Solution proposed (45 Marks), which includes,1. Extent of Understanding of NHB’s requirements (25)2. Solution proposed, its robustness, scalability, expandability & execution strategy (10)3. Proof of Concept, PoC (10)

iii. Presentation of Technical Proposal, understanding of requirements and ability to respond to Tender Evaluation Committee (TEC) queries and man-power proposed ability to (20 Marks)

15.2 Technical proposals scoring not less than 65 % of the total marks will only be considered for financial evaluation.



15.3 If deemed necessary, NHB in its sole discretion to make required variations in the cut off points for technical evaluation including criteria for technical evaluation.

15.4 Tender Evaluation Committee: The Managing Director, NHB will constitute the Tender Evaluation Committee. This committee will evaluate the Bid Documents submitted by the Bidders.

15.5 The Tender Evaluation Committee may choose to conduct technical negotiation or discussion with any or all the Bidders. The decision of the Evaluation Committee in the evaluation of the Technical and Commercial bids shall be final and binding on all the parties.

15.6 Any effort by a Bidder to influence the Tender Evaluation Committee’s processing of Bids or award decisions may result in the rejection of the Bid.

15.7. Failure of the Bidder to agree with the Terms & Conditions of the RFP/Contract shall constitute sufficient grounds for the annulment of the award of contract, in which event the contract may be awarded to the next most responsive bidder.

16. Undertaking

An undertaking from the Bidder stating the compliance with all the conditions of the Contract and Technical Specifications of the Bidding Document will be required since no deviation will be acceptable to NHB.

17. Bid Prices

a) The price i.e. offer must be made by the intending bidder covering all important points mentioned in the bid format enclosed in this bid document. The financial offer may be submitted keeping in view the terms and conditions of this bid document and site conditions.

b) The bidder shall include payment of all dues such as taxes & other statutory dues, not specifically mentioned in the specification but essential for successful completion of work. The bidder shall not be eligible for any extra charges in respect of such payments. Though not mentioned in the bid document, Extra charges if any, shall be paid by the bidder only.

c) All liabilities, whatsoever, on account of copy rights or any other reason, if any, shall be borne by the bidder.

d) Any royalties or patents or the charges for the use of content, images, software’s etc. thereof that might involve in the contract shall not be paid by NHB. The bidder only shall pay for such claims without putting any financial burden on NHB.

18. Period of Validity of Bids

18.1 Validity Period



Bids shall remain valid for 180 (One hundred eighty) days after the date of bid opening prescribed by NHB, NHB holds the right to reject a bid valid for a period shorter than 180 days as nonresponsive, without any correspondence.

18.2 Extension of Period of Validity

In exceptional circumstances, NHB may solicit the Bidder’s consent to an extension of the period of validity. The request and the response thereto shall be made in writing. Extension of validity period by the Bidder shall be unconditional. The EMD provided shall also be suitably extended. A Bidder may refuse the request without forfeiting the EMD.

A Bidder granting extension of validity will not be permitted to modify his technical or commercial bid.

19. Scope of Work

Invitation of Proposals for AMC Support and further upgradation of NHB's website and its online software applications and to develop and implement a web-based Financial Management System.

National Horticulture Board (NHB) invites proposals from Software Consultants/firms with requisite experience and expertise for short listing and selection for Annual Maintenance Support and further upgradation of its website and online software applications hosted as a part of the website, used by public stake holders and NHB officials. In addition, NHB also intends to design, develop and implement a web-based financial management software system to manage, allocate and monitor fund receipt and reconcile and release/utilization of funds under various schemes and heads.

In brief, the requirements of the present tender would have following components/parts:


System3. Annual Maintenance Support for NHB’s Website and its online

software applications

The detailed terms of reference for the above said activities are given in the Annexure 1, 2, 3, 4 & 5 respectively.

Activity 1 & 2 shall be taken up by the vendor together and be completed within 6 months from the date of award of the contract. A dedicated team comprising software professionals with good experience in .NET platform shall be required to execute the tasks mentioned above, deploying selected resources onsite at NHB.

Activity 3 shall be on Annual mode and also begin immediately with the Award of the contract. Atleast two resources (one system administrator &



one programmer) shall be deployed at NHB for AMC work. The would extend support for the existing website, its online applications as well as support the upgraded website and the Financial Management system implemented by the selected bidder. Further technical and domain support may be provided remotely by senior representatives from the bidder's premises whenever required to assist the onsite team to deliver the required support.

20. Technical Bid Requirements

The Technical Bid should cover:

a. Brief profile of the firm/company applying, giving proof of expertise in the field of Website development and the competence for developing and managing online applications.

b. List of clients for whom similar services are being provided during the last 3 years and the nature of work carried out

i) Reference of at least 10 customers, project details, contact details and URL references required.

ii) Out of these, it is required to have minimum 1 project in agriculture domain; the bidder also should have carried out one software project on government financial / subsidy schemes management.

c. A concept note on the understanding of present status of NHB website, its online applications and the proposed financial management system.

d. Proposed methodology for AMC support to NHB, financial management system and upgradation of NHB’s website and its online applications including work plan detailing the tasks involved milestones etc.

e. Suggestions on additional features that may be added to NHB's website and a technical proposal for implementing the same.

f. Compliance and Technical Proposal for new features to be added to NHB's website.

g. The estimated man-power deployment onsite for this project for NHB to deliver the scope of work mentioned in the tender as below:

i. For Upgradation of NHB’s website, its online applications and Design, Development and Implementation of Financial Management System

S.No

Man-power Type Period Number of man-months proposed



1.2.3.4.5.6.7.*

TOTAL~

~ Please add more rows above TOTAL row if required

ii. Annual Maintenance Support to NHB

S.No

Man-power Type Period Number of man-months proposed

1.2.

TOTAL ~

~ Please add more rows above TOTAL row if required

h. Profiles of Senior Management and onsite software developers proposed to be deployed

i. The bidder is required to disclose / specify in the proposal, any plan of outsourcing or subcontracting of the proposed activities to a third party. NHB does not entertain any kind of consortium to participate in this bidding process.

j. Any other relevant information that may be of interest for the project under consideration.

k. All supporting documents/information sought under Section 12, “QUALIFICATION CRITERIA OF THE BIDDER”, but not covered above.

21. Commercial Bid Requirements

Financial bid should be separately sealed super scribed as Commercial Bid – Tender for Software Consultancy Services for NHB (AMC & FMS):

a. Commercial Bid – Tender for Software Consultancy Services for NHB–:The format shall be as below:



S.No

Activity Period Lump sum charges (including all kinds of taxes)

1. Upgradation of NHB's website & its online applications

6 months

2. Design, development and implementation of Financial Management System for NHB

6 months

3. AMC support of existing website, its online software applications during the first year from the date of award of the contract as well as support for the upgraded website, its online applications and Financial Management System for remaining period.

1 year -extendable for 3 more years (Charges shall be mentioned only for 1 year)

4.

Cost of Any Ready-made software product Licenses to be procured by NHB

Total

All charges should be inclusive of VAT, service taxes, etc. if any.

The bidder shall also quote unit rates for the following type of resources on a man-month basis, so that NHB can request for deployment of additional resources onsite from the selected bidder for any new project:

S.No

Man-power Type Period Lump sum charges (including all kinds of taxes)

1. System Analyst One month

2. Software Programmer (with 2-3 years of experience in .NET development)

One month

3. Website designer One month

These rates are sought for future project requirements of NHB; hence shall not be taken into account for the Commercial Evaluation for the present assignment.

22. Deliverables

Bidder has to handover the Source Code , Patches & Releases (If any ) ,



Application Software, All content used in the Designing of the Website, along with Technical Documents, user Manual, functional Manual, installation guide and any other if required for creation of development environment and hosting, launching of the FMS application to NHB for the purpose of copyright and intellectual properties.

The FMS application developed as well as any upgradation carried out in the existing website or online applications, shall comply with the necessary Internet Security guidelines. The charges for making any corrections towards the feedback received from NIC/NIC-empanelled Internet Security Auditors for this upgradation or FMS shall be borne by the successful bidder.

23. Training and Maintenance Support

Bidder will provide training at NHB premises to 5 staff people without any extra cost.

24. Hardware Requirement and Minimum configuration

The present website and the online applications are currently hosted in NIC servers and the proposed FMS application shall also be hosted at NIC server or at NHB premises.

Bidder should provide the Requirement of Minimum Hardware Configuration, third party software, tools, required for the successful deployment of the FMS application.

25. Copyright and Trademarks:

Successful bidder will hand over all the software and graphics to NHB for the purpose of copyright and intellectual ownership. On the bottom of every page a link navigating to information page regarding copyright.

26. Milestones and Payment TermsFor Activity 3 of section (19) of the tender:

a. The total support cost for these components shall for a period of one year.

b. The payment release against these activities shall be on a quarterly basis, on rendering satisfactory services on completion of each quarter.

For Activity 1 & 2 section (19) of the tender:

a. The efforts and timeline should be separately mentioned against milestones like functional understanding, design, development, testing, implementation and training.



b. The upgradation of website, its online applications as well as complete Financial Management System should be implemented within 6 months from the date of award of contract, followed by six months of warranty support.

c. The expected project schedule to have the following deliverable components against each milestone:

Sl. No.

Activities to be performed under Calendar Months

Release of Payment on %age of total cost

1 Submission of functional requirements document to NHB for Approval

One month 10%

2 Delivery of technical design document, prototype of the complete software applications along with sample data and report formats

One month 10%

3 Delivery of developed and tested functional system

Three months

35%

4 Trial and security audit of functional applications – to be done along with NHB and get approval from NHB

One month 220%

5 Implementation, migration of existing data and making the system live, training to user groups at NHB/HQ, user & technical manual, source code

One month 15%

Warranty Support Six months 10%

27 Other Terms and Conditions

a. Guarantee/ Warranty

All programming systems as delivered carries a six months warranty.

b. Contract time period:

The contract period for Activity 1 & 2 shall be One year from the date of awarding of the contract and for Activity 3 shall also be One year from the date of awarding of the contract, but extendable for 3 more years.

The bidder is not authorized to terminate the agreement before its maturity.

28 Force Majeure

a) If at any time during continuance of this contract, the performance in whole or in part in any obligation under this contract shall be prevented or delayed by reasons of any war, hostility, acts of public enemy, acts of civil commotion, strikes, lockouts, sabotages, fire, flood, explosions, epidemics, quarantine restrictions (hereinafter referred to as eventualities) then, the notice of the happening of any such eventuality shall be given by



the Bidder to the NHB within 2 (two) days from the date of occurrence. Neither party shall by reasons of such eventuality, be entitled to terminate this contract, nor shall have any claim for damages, compensations against the other in respect of such nonperformance or delay in performance, and deliveries under this contract. Normal working shall be resumed as soon as such eventuality has come to an end or ceased to exist.

b) Provided that if the performance in whole or in part by the bidder or any obligation under this contract is prevented or delayed by reasons of and such eventuality for a period exceeding 30 (thirty) days, then the NHB may terminate this contract by giving notice in writing.

29 Resolution of disputes

The dispute resolution mechanism shall be as follows: a) In case of dispute between NHB and the successful bidder, if not resolved amicably, same shall be referred to adjudication / arbitration in accordance with Indian Arbitration and Conciliation Act 1996.

b) If such dispute arises then either party may forthwith give to the notice in writing of such dispute to other party and shall be referred to the adjudication of an arbitrator in accordance with Indian Arbitration and Conciliation Act 1996.

c)The Managing Director of NHB will appoint the designated officer mutually agreed between the parties will work as an arbitrator.

d) The decision of the arbitrator shall be final and binding upon both the parties, i.e. NHB and the successful bidder.

e) All unresolved disputed matters will have the jurisdiction of Pune, so far as legal and court matters are concerned.

30 Award of contract

NHB’s right to accept any Bid and to reject any Bid or all Bids Notwithstanding anything stated herein, NHB reserves the right to accept full or part of the Bid or reject any Bid, and to cancel/annul the bidding process and reject all Bids at any time before the award of the Contract.

31 Notification of Award

Notification to Bidder

The Bidder whose Bid has been accepted shall be notified of the award by the NHB prior to the expiration of the period of validity of the proposal, by registered letter or by fax. The Bidder shall acknowledge in writing, the receipt of the Letter of Acceptance and shall send his acceptance to enter into the Contract within 15 (fifteen ) days from the receipt of the Letter of Acceptance.



32 Signing of Agreement

Pursuant to the Bidder acknowledging the Letter of Acceptance, the Bidder and NHB shall promptly and in no event later than 15 days from the date of acknowledgement of the Letter of Acceptance, sign the Contract. NHB shall have the right and authority to negotiate certain terms with the successful Bidder before signing of the Contract.

The signing of the Contract shall amount to award of the Contract and the Bidder shall initiate the execution of the work as specified in the Contract.

33 Expenses for the Contract

All incidental expenses of the execution of the Contract/ agreement shall be borne solely by the successful Bidder and such amount shall not be refunded to the successful Bidder by the NHB.

34 Failure to abide by the Contract

The conditions stipulated in the Contract shall be strictly adhered to and violation of any of these conditions shall entail immediate termination of the Contract without prejudice to the rights of NHB with such penalties as specified in the Bid Document and the Contract.

35 Termination of Contract

Termination for Default NHB may, without prejudice, to any other remedy for breach of Contract, by prior written notice of default sent to the Bidder, terminate the Contract in whole without assigning any reason if

a. The qualified Bidder fails to perform any other obligation(s) under the Contract.

b. If the Bidder is in material breach of the representations and warranties contained in this Contract.

36 Governing Law

The laws of Republic of India shall govern the Tender Document and the Contract.

37 Submission of Bids

Bid should be submitted in two envelopes -envelop 1 (Technical envelope) and envelope 2 (Commercial envelope). The envelopes 1 and 2 should be inserted in third envelope.

38 Contents of Technical Envelope 1 (Technical Bid)

a. Bid Application on the letter head



b. Checklist of Submissions c. Letter of Undertaking regarding acceptance of terms and conditions.d. Document of Constitution of the firm/company. e. Audited Balance Sheets / CA Certificate in support of turnover criteria.f. Copy of the experience statement supported by documents establishing

clearly five years experience in designing and development and maintenance of website

g. List of websites clearly mentioning websites developed in last five years with their URL and client details.

h. List of Customers and their contact details for whom Software Applications have been developed in the Financial Management Sector

i. DD of EMD of Rs. 10, 000/- (Rs. Ten thousands) drawn in the name of “ National Horticulture Board” payable at Gurgaon.

j. Details of minimum hardware configuration, third party software, operating system environment etc. of proposed technical platform for FMS.

39 Authentication of Bid

The original and all copies of the Bid Document shall be signed by a person or persons duly authorized to bind the Bidder to the Contract. A duly stamped Power-of-Attorney accompanying the Bid Document shall support the letter of authorization. The person or persons signing the Bid Document shall initial all pages of the Bid Document, including pages where entries or amendments have been made.

40 Validation of Interlineations in Bid

Any interlineations, erasures, alterations, additions or overwriting shall be valid only if the person or persons signing the bid have authenticated the same with signature.

41 Sealing and Marking of Bid

The copies of the Technical Bid shall be placed in lacquer sealed envelope 1 clearly marking each "Technical Bid. The Commercial Bid shall be placed in separate lacquer sealed envelope 2 clearly marking it as "Commercial Bid Do not open with Technical Bid". The two envelopes shall then be placed in third envelope, which shall also be appropriately lacquer sealed and marked as ‘Bid for Software Consultancy Services for NHB (AMC & FMS) ’.

42) Address for Submission of Bid

Last date of submission of bid 03 Mar, 2011 upto 2.00 p.m. Bids complete in all respect shall be delivered to –

National Horticulture Board



Ministry of Agriculture, Government of India85, Institutional Area, Sector - 18Gurgaon - 122015 (Haryana)

In addition to the above, the inner envelopes shall indicate the name and address of the Bidder to enable the bid to be returned unopened in case it is declared "late".

43) Responsibility of the Bidder

If the outer envelope is not sealed and marked as required, NHB will assume no responsibility for the Bid’s misplacement or premature opening.

44) Rejection of Bid

The Bid Document shall be submitted in the form of printed document. Bids submitted by Telex, fax or email would not be entertained. Any condition put forth by the bidder not conforming to the bid requirements shall not be entertained at all and such bid shall be rejected.

45) Late Bid

Any bid received by NHB after the deadline for submission of bids prescribed by NHB, will be summarily rejected and returned unopened to the Bidder. NHB shall not be responsible for any postal delay or non-receipt / non-delivery of the documents. No further correspondence on this subject will be entertained.

46) Opening of Technical Bid

46.1 Opening of Bids

NHB will open all Technical Bids on …………….. The Bidder’s representatives who are present shall sign a register evidencing their attendance. In the event of the specified date of Bid opening being declared a holiday for NHB the Bids shall be opened at the appointed time and location on the next working day.

46.2 ANNOUNCEMENT OF BIDS

The Bidder’s names, Bid modifications or withdrawals and the presence or absence of requisite bid security and such other details will be announced at the opening. No bid shall be rejected at bid opening, except for late bids.

46.3 BIDS NOT CONSIDERED FOR EVALUATION

Bids those are rejected during the bid evaluation process shall not be considered for further evaluation, irrespective of the circumstances.



47) Opening of Commercial Bids

47.1 Opening of Bids

Commercial Bids will be opened and compared after the technical evaluation. The commercial bids will be opened only of those bidders, who will score above 65% in technical evaluation. The name of Bidder, bid prices, total amount of each Bid, etc. shall be announced by the NHB at the Commercial Bid opening. The NHB will prepare minutes of the Commercial Bid Opening.

The date, time and venue of opening of commercial bid will be advised to the short listed bidders separately.

48) Clarifications of bids

To assist in the evaluation, comparison and an examination of bids, NHB may, at its sole discretion, ask the Bidder for a clarification of its bid including breakup of rates. The request for clarification and the response shall be in writing. If the response to the clarification is not received before the expiration of deadline prescribed in the request, NHB reserves the right to make its own reasonable assumptions at the total risk and cost of the Bidder.

49) Completeness of bids

NHB will examine the bids to determine whether they are complete, whether they meet all the conditions of the Tender Document and Technical Specifications, whether any computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed and whether the Bid Documents are substantially responsive to the requirements of the Tender Document.

50) Rectification of Errors

Arithmetical errors will be rectified on the following basis: -

If there is a discrepancy between the rates in words and figures, the rate in words will govern. If the bidder does not accept the correction of errors, his bid will be rejected and his EMD may be forfeited.



Annexure I: The status of existing website of NHB

A. Website/Online Software Applications

National Horticulture Board has its website at www.nhb.gov.in, hosted at NIC, New Delhi. The static content of the website needs periodical updation and regular redesign and technological improvement. In addition, NHB has planned that the contents of the website be published in all Official Languages of India, automatically translated using free translation tools available in public domain, either online or offline. The successful bidder has to identify these tools and incorporate them as a part of NHB’s website. Wherever and whenever the automatic translation is not upto the expectations of NHB, charges for manual Translation for any of the official Indian Languages shall be paid extra (Refer Annexure-II).

In addition, National Horticulture Board has initiated, design, developed and implemented the following online web applications:

1. Project Management Module for Commercial Horticulture Scheme 2. Project Management Module for Cold Storage Scheme 3. Project Management Module for Technology Development & Transfer Scheme 4. Market Information Service Scheme Module 5. National Cold Storage Database Software Module 6. Area and Production Statistics for Horticulture Crops (under construction)

The details of each of these online applications are given below:

1. Project Management Module for commercial Horticulture Scheme

ScopeDesign, development and implementation and easy to use online application with the focus of assisting farmers and entrepreneurs to apply online for LOI & Subsidy, and also track their application status – under the Commercial Horticulture Scheme.Key features:a. Through this, any beneficiary across India can apply for the LOI & Subsidy

for any of the commercial horticulture projects.b. The application processing fee for this submission is received through

offline as well as online payment modes.c. The applied application is received by NHB nodal offices across 35

locations, along with the required processing fee.d. The nodal officers also have an Intranet application through which update

beneficiary details, project clearance status, subsidy release details. Through this the nodal officers can generate the relevant MIS reports

e. There are key MIS reports relating to all such commercial horticulture project applications and their pendency is available on NHB Website for public viewing and reference.



Technical modules are as under:a. Online – available for Public Access

i. LOI Applicationii. LOI Status Trackingiii. Acknowledgement Letter to applicant

b. NHB Intranet – available only for NHB’s Officers i. Updating of Applications detailsii. Updating of Application Statusiii. Generation of Letter reports & MIS reportsiv. Master data managementv. Access Control & User management

Software Modules Summary

No. of Entry modules

No. of MIS reports

No. Master Pages

22 48 4

2. Project Management Module for Cold Storage Scheme

ScopeDesign, development and implementation of Cold Storage Subsidy Scheme for with the focus of providing daily arrival and pricing trends of major horticulture products received in Major Markets across India.Key featuresa. Through this, any beneficiary across India can apply for the LOI & Subsidy

for setting up a Cold Storage projects.b. The application processing fee for this submission is received through



beneficiary details, project clearance status, subsidy release details. Through this the nodal officers can generate the relevant MIS reports

e. There are key MIS reports relating to all such cold storage project applications and their pendency is available on NHB Website for public viewing and reference.

Technical modules are as under:a. Online – available for public access:


b. NHB Intranet – available only for NHB’s Officers: vi. Updating of Applications detailsvii. Updating of Application Statusviii. Generation of Letter reports & MIS reports



No. of MIS reports

No. Master Pages



4 27 2

3. Project Management Module for Technology Development & Transfer Scheme

ScopeDesign, development and implementation of Technology Development & Transfer Scheme through which financial assistance is extended by NHB for various components covered under this scheme to potential farmers and small and medium agricultural entrepreneurs.Key featuresa. Through this, any beneficiary across India can apply for the LOI & Subsidy

for setting up a Technology Development & Transfer related projects.b. The application processing fee for this submission is received through



beneficiary details, project clearance status, assistance fund release details. Through this the nodal officers can generate the relevant MIS reports

e. There are key MIS reports relating to all such cold storage project applications and their pendency is available on NHB Website for public viewing and reference.

Technical modules are as under:a. Online – available for Public Access


b. NHB Intranet – available only for NHB’s Officers:i. Updating of Applications detailsii. Updating of Application Statusiii. Generation of Letter reports & Generation of MIS reports



No. of MIS reports

No. Master Pages

4 8 2

4. Market Information Service Scheme Module

ScopeDesign, development and implementation of online capturing and reporting system for collecting and collating daily market price and arrival of selected horticulture products from selected Agricultural Market Centers across the country.



Key featuresa. The data collected from across various Market Centers are being forwarded

to NHB Nodal Officers on a daily/weekly basis in electronic format.b. The received data at Nodal Offices and Head Quarters are captured using a

data capturing system, through which the officers can capture data against a Horticulture Produce, against a Center and against a date.

c. The captured data related comprehensive MIS reports are available within NHB’s intranet for internal consumption.

d. The upto data captured through this intranet system is made available to the public through the website market arrival and pricing reports

Technical modules are as under:a. Online:

i. Display of MIS data through websiteb. NHB Intranet:

i. Add & update of data market arrival data by NHB Nodal Officersii. Generation of MIS reports



No. of MIS Reports

No. Master Pages

1 16 2

5. National Cold Storage Database Software Module

ScopeThis module was conceived to consolidate all the Cold Storages across India under a single validated database. The main objectives were i) To enable cold storage units to easily integrate into the future supply chain logistics networks, ii) To take care of Human Resource training needed for cold storage operators and managers through government interventions and iii) To provide technical guidance for enhancement of energy efficiency and overall performance of cold stores.

Key Featuresa. The cold storage database was created based on a Performa createdb. The data collected through printed Performa were then captured through

an intranet module by the Computer Division of NHB Head quarters.c. The online search facility of cold storages have been provided in the NHB

WebsiteTechnical modules are as under:

a. Online: i. Search facility for Public to view information on cold storagesii. Register online for new cold storages

b. NHB Intranet: i. Add & update of cold storage related information by NHB against

the physical Performa receivedii. Generation of MIS reports





No. of MIS Reports

No. Master Pages

4 3 2

6. Area and Production Statistics for Horticulture Crops (under construction)

ScopeIt was aimed to develop an online data capturing as well as online data / MIS report generation module to take care of the production statistics data of selected horticulture products that is being collected by NHB and its nodal offices across the country.Key featuresa. Within the intranet, there is a module that is being developed for capturing

of Production Statistics.b. The statistics include various details like crop category, crop, year of

production, state, variety, total area of production (in Acres) and total production (in Metric Tonnes).

c. Since the state-level data is being collected by the State NHB Nodal Offices, it is designed in a way for State Offices to login and add/update the production data into the common database through the web based data capturing modules.

d. The captured data is envisaged to be used for internal yearly Horticulture Handbook prepared by NHB as well as to publish on NHB’s website through MIS query based reports.

Technical modules are as under:a. Online:

i. Search facility for Public to view information on production statistics

b. NHB Intranet: iii. Add & update of production statistics by NHB, its nodal officesiv. Generation of MIS reports



No. of MIS Reports

No. Master Pages

5 5 1

The technical details are as below:1. The application framework

a. Microsoft ASP.Net 2.0 frameworkb. Applications developed using 3-tier architecturec. Web Servicesd. MS Charting componentse. SMS Gateway Integration with automatic SMS Alerts to stake holders f. Payment Gateway Integration for online users



2. Hosting and infrastructurea. The complete application has been hosted in NIC’s data center at

New Delhib. The application support & maintenance is required to be done from

NHB’s Head Quarters, and this is connected to the NIC through VPN connectivity.

3. Database Storagea. Data maintained in SQL Server 2005 with a mirror backup

maintained within Server located within NHB HQ premises.b. The present database size is approximately 5 GB of all the

applications developed.



Annexure II: Enhancements and upgradation of online applications and NHB website

The existing applications that have been developed and running at this moment, needs to have the following enhancements and upgradation to meet with the growing needs of NHB for incorporating new features.

1. Incorporation of Government of India guidelines for websites (Annexure V).

2. Database storage, optimization and improvement3. Application tuning and performance improvement 4. Submission and fixing up reported issues of periodical security audit as

per NIC norms5. Creation of Mirror Backup for Live Application and database between

NHB Website and the staging server (of NHB) and responsibility of keeping them updated from time to time.

6. Enhancement of existing data presentation through visually enriching charts, graphs and pictorial representations and maps on all running management / analytical reports of all the modules, wherever applicable.

7. Translation of existing website by incorporating all scheduled Indian Languages using automatic or manual method, and ensure that the translated website pages does not misrepresent the existing content provided in the English version. Charges for Translation and creation of One A4 Size HTML/PDF/MS-Word document with average 300 words per page into any of the official Indian Languages for translation in any Indian Language may be quoted separately.

8. Implementation of SSL Certificate on NHB Website and doing required amendments on all online applications to enable SSL based access.



Annexure III: Design, development and implementation of Financial Management System for NHB

A. Present System

National Horticulture Board receives the sanctions and budget from the Ministry of Agriculture for release of subsidy and also for offering financial assistance under selected schemes. This receipt and utilization of funds happens at different intervals in a financial year.

Along with the budget allocation from Ministry, NHB also receives grants from NHM, TMNE, NBM, etc. and other sources

The budget amounts received from these sources (NHB) are utilized for offering subsidy and financial assistance under following schemes:

Commercial Horticulture Scheme Cold Storage Scheme Technology Development and Transfer Horticulture Promotion Service Market Information Scheme

The same fund is also utilized for the purpose of Strengthening Capabilities of NHB, which includes the operation expenses like Pay & Allowances, other administrative expenses such as Travel, Medical expense reimbursements, of the officers and staff located in the Head Quarters and all other state nodal centers.

The utilization of these funds is used for the following major areas:- Subsidy & Grants to Projects- Pay, expenses, and other administrative expenses of Head Quarters

gets disbursed through Strengthening Capabilities of NHB- Pay, expenses, and other administrative expenses of NHB State

Centers meet out from the MIS Scheme- All other sundry expense heads go from Major Head - Strengthening

Capabilities of NHB

The yearly statutory reports for financial and auditory requirements are prepared annually. At present, this financial management is being done manually.

B. Functional Requirements

a. It is proposed to design, develop and implement a web-based financial management system to:

i. Manage, allocate and monitor fund receipt from ministry/other sources like application fee, interest earned, etc.

ii. monitor and reconcile the release/utilization of funds under various schemes and expense heads



b. The proposed financial management system should become part of the existing NHB Intranet available.

c. This solution should be having independent set of access control & role management features through which the access can be restricted to few set of users within NHB as well as extend facility for officers from Ministry to login into the same system for monitoring the fund utilization and also do required approval online, if required.

d. This system should allow Financial Division at Head Quarters, to allocate funds to each Nodal Center against each of the expense heads.

e. On disbursement of expenses, the nodal centers should be able to update the same through an online utilization section.

f. This system should be able to allow booking the expenses by the HQ and nodal centers through standard book keeping practices.

g. The system should cater to the needs of preparing annual balance sheet and books of accounts for the purpose of statutory and audit purposes.

h. The nodal centers should be able to seek change or request for additional fund or reallocation of fund between multiple schemes or expense heads to head quarters

i. The financial division at head quarters should be able to receive such requests, review them, update relevant approval notes, and release additional fund to nodal centers, against the request they have made.

j. The developed software should be having capability of tracking financial years

k. System should have facility to switch to previous financial years, purely for MIS and reporting purpose.

l. The receipt and utilization should be strictly against the current financial year.

m. The system should also have provisions to perform the following tasks:i. Pay & allowances moduleii. TDS calculation and document preparation moduleiii. Advances Central Register – interest and non-interest bearingiv. Printing of all chequesv. Preparation of statutory / other documents as per government

prescribed formats: Balance sheets



Income / Expenditure Accounts Receipts & Payments Accounts Complete Schedules

n. File/DAK Tracking System

A file /DAK tracking system also need to be implemented and integrated it with FMS. The system should be able to track all the incoming and outgoing communication from / to NHB with reference to financial transactions.

a. Record of receipt of any incoming Dak/file at any user level at NHB, including Diary & Dispatch division

b. Record of issue of any outgoing Dak/file at any user level at NHB, including Diary & Dispatch division

c. Facility for uploading of and linking to electronic documents related to any Dak /File stored in a centralized electronic archive

d. Integration of this system with other other systems like Project Management Modules / FMS and automatically updating the data.

e. The supporting documents formats that may be required to be stored (Unicode supported) would be in formats like MS-Word, MS-Excel, PowerPoint, PDF, or HTML

f. Search engine for documents based on keywords, subject, organization, NHB division, name of person, dates of receipts & Issue, etc.,



Annexure IV:

Scope of Work for Annual Maintenance Support for NHB’s Website and its online software applications

A.Onsite Support Model:

Atleast two resources (one system administrator & one programmer) shall be deployed at NHB for AMC work. The would extend support for the existing website, its online applications for the first six months as well as support the upgraded website and the Financial Management system implemented for the remaining period.

Further technical and domain support may be provided remotely by senior representatives from the bidder's premises whenever required to assist the onsite team to deliver the required support.

B. Scope of Work

1. Regular Updation of the NHB website as per directions of NHB2. Technical support to computer section of NHB for effective

management of NHB website 3. Software maintenance, including preventive maintenance and

troubleshooting problems reported4. User support to NHB staff and officers5. Making the site compatible with all the major browsers, whenever a

new version is introduced6. Software support for new features to be developed or modifications in

the online applications or Financial Management System, using dedicated onsite manpower, as per user’s feedback OR Policy Changes.

7. Suggest and implement new features on the website keeping user’s convenience in mind.

8. Providing remote support over email/phone to users using NHB’s online applications all over the country

9. Review meetings with Senior management of the bidder- atleast once in a month



Annexure V Government of India guidelines for websites

Sl. No. Guide Lines1. Government of India Identifiers

1 Association to Government is demonstrated by the use of Emblem/Logo, prominently

displayed on the homepage of the website

2Ownership information is displayed on homepage and on all important entry pages

of the website.

3Complete and self explanatory title of the homepage (appearing on the top bar of the

browser) is provided.

4 Website is registered under 'gov.in' or ' nic.in' domain.

5Website provides a prominent link to the 'National Portal' from the Home page and

pages belonging to National Portal load in new browser window

2. Building Confidence

6 Website has a Copyright Policy, prominently displayed on the homepage.

7 Due permission have been obtained for publishing any content protected by copyright.

8 Source of all documents, whether reproduced in part or full, is mentioned.

9 Website has a comprehensive Hyper Linking Policy

10 Clear indication are given when a link leads out to a non government website.

11 The mechanism is in place to check the accuracy of Hyperlinked Content.

12 Mechanism is in place to ensure that there are no 'broken links' (internal as well as

external) or 'Page not found' errors.

13 Website has comprehensive Terms and Conditions statements, linked from all

important pages.

14 Terms & Conditions disclaims responsibility of the content sourced/ linked from non

Government website and clearly indicates whether information available on the site

can be used for legal purposes or not.

15 Website has a Privacy Policy linked from all the relevant pages.

16

All electronic commerce transactions are handled through secure means.



Sl. No. Guide Lines3. Scope of Content : Primary Content

About us

17 All information about the department, useful for the citizen and other stakeholders,

is present in ' About Us' section and mechanism is in place to keep the information

up to date

Schemes

18 The complete title of the Scheme is reflected.

19 The website provides a complete description of the scheme along with the procedure

for obtaining the associated benefits.

20 The validity of the scheme has been mentioned.

Services

21 Self explanatory title of the services is published.

22 The website provides a complete description of the service along with the procedure to apply for/avail the same.

Forms

23 The website provides the complete title of the form along with the purpose it is used for

24 Language of the Form (other than English) is mentioned clearly.

Acts

25 The complete title of the Act (as written in the official notification) is mentioned.

Documents

26 The complete title of the document is mentioned on the website.

27 The language of the Document (other than English) is mentioned clearly.

28 Validity of the Circular/ notification is mentioned.

Circulars and Recruitment

29 The official title of the Circular /Notification is mentioned.

30 Validity of the Circular/ notification is mentioned.

Tenders and Recruitment

31 Mechanism in place to ensure that all Tender / Recruitment Notices issues by the Department are published on the website.

32 Website provides a complete description of the Tender / Recruitment notice along with the procedure to apply for the same

33Mechanism is in place to ensure that information on old / irrelevant Tender / Recruitment notices is removed or moved into the archive section



Sl. No. Guide Lines News and Press Release

34 News / Press releases are displayed along with the date and these are organized as per the archival policy of the website

Contact Us

35 Website has a 'Contact Us' page, linked from the home page and all relevant places in the website.

36 The complete contact details of important functionaries in the Department are given in the 'Contact Us' section

Presence on the National Portal

37Mechanism is in place to ensure that all the Citizen Services, Forms, Documents and Schemes are registered with the respective repositories of the National Portal.

Scope of Content : Secondary Content

38 Mechanism is in place to ensure that all outdated announcements are removed from the website or moved to archive

39 All Discussion Forum on the website are moderated.

40 For every related link, the complete URL of the Home Page/concerned webpage is provided.

Scope of Content : Tertiary Content

41Feedback is collected through online forms and mechanism is in place to ensure timely response to feedback/queries received through the website.

42 The website has a readily available Help section

43Complete information including title, size(playing time for audio/video), format, usage instructions and plug-in to view the file is provided for downloadable material including documents.

44 Mechanism is in place to ensure that all downloadable material is free from virus.

45 Minimum content as prescribed in the guidelines is present on the homepage.

46 Subsequent pages of the website have the minimum content as prescribed in the guidelines.

47 Website is free from offensive / discriminatory language.

4. Quality of Content

48 Content is compiled and packaged with citizen orientation.

49 The Department has a Content Contribution, Moderation and Approval Policy(CMAP) for the Websites.

50 Home Page and every important entry page of website displays the last updated / reviewed date.

51 Department has a Content Review Policy(CRP) for the website.

52 All Documents / Reports have a time stamp at least on the main page.

53 The Departments have a clearly laid out Content Archival Policy(CAP) for the website.

54 Clear and simple language has been used throughout the website.

55 The language is free from spelling and grammatical errors.



Sl. No. Guide Lines

56 Whenever there is a change in the language of a web page it has been clearly indicated.

57 Consistency in nomenclature is maintained across the website.

58 All information, which is of direct importance to the citizen, is accessible from the Homepage.

59 Information structure and relationship is preserved in all presentation styles.

60 The meaningful reading sequence is preserved in all presentation styles.

61 Documents / pages in multiple languages are updated simultaneously.

5. Design

62 Visual/textual identity elements highlighting the Government's ownership of the website are prominently placed on the page.

63 A consistent page layout has been maintained throughout the website

64 National identity symbols like Flag, National Emblem etc., are in a proper ratio and colour.

65 Hindi/ regional language fonts have been tested on popular browsers for any inconsistency (loss of layout)

66 Web Pages allow resizing of text without the use of assistive technology.

67 Text is readable both in electronic and print format and the page prints correctly on an A4 size paper.

68 There is adequate contrast between text and background colour.

69 All information is conveyed with colour is also available without colour.

70 Alternate text is provided for non text elements(e.g. images).

71 Websites provide textual description of audio / video clips and multimedia presentation.

72 Caption have been provided for all important audio content.

73 Web pages do not contain any content that flashes for more than three times in a second.

74 There is a mechanism to control scrolling, blinking content.

75 There is a mechanism to control (stop, pause….) audio that starts automatically.

76 All pages on the website have a link to the home page.

77 The positioning and terminology used for navigation items and navigation scheme is consistent across the website.

78 There are no links to 'under construction' pages.

79 Each page is a stand alone entity in terms of ownership, navigation and context of content.

80 Web pages allow the user to bypass repeated blocks of content.

81 Website has either a "search" box or a link to a "search" page from every page of the website.

82 Website has an up to date Site Map that is linked to the Home Page as well as to all important entry pages of the website.



Sl. No. Guide Lines83 If the site uses frames, each frame is properly titled.

6. Development

84 Website uses Cascading Style sheets to control layouts/styles

85 Website is readable even when sheets are switched off or not loaded.

86 Web pages are usable even when scripts, applets etc are turned off.

87Documents are provided either in HTML or other accessible formats. Instruction / Download details for viewing these formats are provided.

88 In content implemented using mark up languages, the elements have been use according to specification.

89 Labels have been provided when content requires input from the users.

90 Time limit for time dependent web functions can be adjusted by the user ( also refer exceptions).

91 Instructions for operating/ understanding content do not rely solely on characteristics like shape, size, location etc.

92 All input errors are flashed in text.

93 Functionality of content is operable through keyboard.

94 Focus is not trapped in any component while navigating through keyboard only.

95 Purpose of each link is clear to the user.

96 When any component receives focus it does not initiate change in context.

97 Changing the setting of a component does not change the context unless the user has been informed of the same.

98 Metadata for pages like title, keywords, description and language is appropriately included.

99 Data tables have been provided with necessary tags / mark up.

100 All components receives focus in an order that preserves the meaning / operation.

101 Role of all interface components can be programmatically determined.

102 The websites have been tested on multiple browsers.

103 Websites has cleared Security Audit by certificate agency and has a Security Policy.

7. Website Hosting

104 Websites are accessible to the intended audience in an efficient and secure manner on 24 x 7 basis.

105The hosting Service Provider possesses state-of-the art multi-tier security infrastructure as well as devices such as firewall and intrusion prevention system.

106 The hosting Service Provider has redundant server infrastructure for high availability.



Sl. No. Guide Lines

107 The hosting service provided performs regular backup of the web site.

108The Hosting Service Provided has a Disaster Recovery (DR) Centre in a geographically distance location and a well crafted DR plan for the website.

109 Website Hosting Provider provides Helpdesk & Technical support on 24x7x 365 basis.

110All possible secure measures have been taken to prevent defacement/ hacking of the website and the Department has been contingency plan in place for situation like these.

8. Website Promotion

111 Website ranks in the first five results on major search engines when searched with relevant keywords.

112It has been ensured that all stationery of the department as well as advertisements/ public messages issued by the concerned Department prominently display the URL of the website.

9. Website Management

113 Department has nominated a Web Information Manager as defined in the guidelines.

114 The websites has a website monitoring policy.

115 All policies and plans are approved by Head of Department.
