DESIGN, DEVELOPMENT, MAINTENANCE OF TABLET BASED AND WEB BASED DATA COLLECTION APPLICATION

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1 O/o COMMISSIONER, DIRECTORATE OF ECONOMICS & STATISTICS, MADHYA PRADESH VINDHYANCHAL BHAWAN, BHOPAL (MP) Phone no Fax no TENDER DOCUMENT For DESIGN, DEVELOPMENT, MAINTENANCE OF TABLET BASED AND WEB BASED DATA COLLECTION APPLICATION Tender No.: 8041 Tender No.: 8041 Page 1

2 Disclaimer All information contained in this Request for Proposal (RFP) provided is in the good interest and faith. This is neither an agreement and nor an offer/ invitation to enter into an agreement of any kind with any party. Though adequate care has been taken in the presentation of this RFP document, the interested bidders shall satisfy themselves that the document is complete in all respects. The information published in this document is not intended to be exhaustive. Interested Bidders are required to make their own enquiries and assumptions wherever required. Intimation of discrepancy, if any, should be given to the specified office immediately. If no intimation is received by this office by the date mentioned in the document, it shall be deemed that the RFP document is complete in all respects and firms submitting their bids are satisfied that the RFP document is complete in all respects. Directorate of Economics and Statistics, Madhya Pradesh reserve the right to reject any or all of the applications submitted in response to this RFP document at any stage without assigning any reasons whatsoever. Directorate of Economics and Statistics, Madhya Pradesh also reserves right to withhold or withdraw the process at any stage with intimation to all who have submitted their bids in response to this RFP. Directorate of Economic and Statistics, Madhya Pradesh reserve the right to change/ modify/ amend any or all of the provisions of this RFP document without assigning any reason. Any such change would be communicated to the bidders by posting it on the website of DES ( Neither Directorate of Economics and Statistics, Madhya Pradesh nor their employees and associates will have any liability to any prospective Respondent interested to apply or any other person under the law of contract to the principles or resolution or unjust enrichment or otherwise for any loss, expense or damage which may raise from or be incurred or suffered in connection with anything contained in this RFP document, any matter deemed to form part of this RFP document, the award of the Assignment, the information and any other information supplied by or on behalf of Directorate of Economics and Statistics, Madhya Pradesh or their employees and Prime Bidder/ Consortiums or otherwise arising in any way from the selection process for the Assignment. Information provided in this document or imparted to any respondent as part of RFP process is confidential to Directorate of Economic and Statistics, Madhya Pradesh and shall not be used by the respondent for any other purpose, distributed to, or shared with any other person or organization. Tender No.: 8041 Page 2

3 Notice Inviting Tender (NIT) DIRECTORATE OF ECONOMICS & STATISTICS, MADHYA PRADESH VINDHYANCHAL BHAWAN, BHOPAL (MP) Phone no Fax no , Website: Notice Inviting Tender (NIT) Tender No : 8041 RFP for Design, Development and Maintenance of Tablet Based and Web Based Data Collection Application Directorate of Economics & Statistics invites Request for Proposals (RFP), from qualified and experienced agencies for Design, Development and Maintenance of tablet based and web based Data collection application. Interested Bidders eligible as per qualification criteria may submit their response to the RFP latest by till HRS. The proposal must accompany a non-refundable amount of Rs.1000/- (Rupees One Thousand only)/- towards non-refundable RFP Document Fees in the form of DD / Banker s Cheque drawn in favour of COMMISSIONER, DES payable at BHOPAL. The proposal also accompany Earnest Money Deposit INR 1,00, (One Lac only) in the form of DD / Banker s Cheque drawn in favour of COMMISSIONER, DES, payable at BHOPAL. The Pre-Bid meeting is scheduled on at HRS at Directorate office. The detailed RFP document can be downloaded from Sealed proposals should reach at below mentioned address: Shri R. S. Rathore, Additional Director, Directorate of Economics & Statistics, Ground Floor, Vindhyanchal Bhawan, Bhopal Phone: Fax: Directorate of Economics and Statistics, Madhya Pradesh reserve the right to reject any or all of the applications submitted in response to this RFP document at any stage without assigning any reasons whatsoever. (Commissioner) Directorate of Economics & Statistics, Madhya Pradesh, Bhopal Tender No.: 8041 Page 3

4 Abbrevi ation ACS AMC BCP CMMi COTS CV DES DR DSC EMD FY GPR IPR LAN LoI MoA MIS MoU NGO NIT OEM PKI PPP PQ PSU RFP SLA SP SP SRS SSL STQC SWAN Abbreviations Description Additional Chief Secretary OR any officer appointed by the government of Madhya Pradesh to Head the Planning Economics and Statistics Department Annual Maintenance Contract Business Continuity Plan Capability Maturity Model Integration Commercial Off the Shelf Software Contract Value Directorate of Economics and Statistics Disaster Recovery Digital Signature Certificates Earnest Money Deposit Financial Year Government Process Re-engineering Intellectual Property Rights Local Area Network Letter of Intent Memorandum of Article Management Information System Memorandum of Understanding Non-Government Organization Notice Inviting Tender Original Equipment Manufacturer Public Key Infrastructure Public Private Partnership Pre-Qualification Public Sector Unit Request for Proposal Service Level Agreement System Provider System Provider System Requirement Specifications Secure Socket layer Standardization, Testing and Quality Certification Directorate, DeiTY State Wide Area Network Tender No.: 8041 Page 4

5 Definitions Applicable Law means the Contract shall be interpreted in accordance with the laws of India. Bidder means any firm offering the solution(s), service(s) and/ or materials required in the tender call. The word Bidder when used in the pre award period shall be synonymous with bidder and when used after award of the contract shall mean the successful bidder with whom client signs the contract for rendering of goods and services. The bidder may refer to prime bidder or any consortium partner (in case of consortium). Client means the Directorate of Economics and Statistics. System Provider means the firm or consortium providing the solution under this contract as named in RFP/ Technical specifications/scope of work. Contract means the agreement entered into between the Client and the System Provider (Bidder), as recorded in the Contract Form signed by the parties including all attachments and appendices thereto and all documents incorporated by reference therein. Contract Price means the price payable to the Service Provider under the Contract for the full and proper performance of all its contractual obligations. Bidder s representative means the duly authorized representative of the SP, approved by the Client and responsible for the System Provider s performance under the contract. Effective Date means the date on which the Agreement is executed. Financial bid or the Commercial Bid means the part of offer that provides price schedule. Goods and services mean the solution(s), service(s), materials or a combination of them in the context of the tender call and specifications. Performance security means on receipt of notification of award from the client, the successful bidder shall furnish the security in accordance with the conditions of contract, in the form acceptable to the Client. Pre-qualification and Technical bid means that part of the offer that provides information to facilitate assessment, by DES, professional, technical and financial standing of the bidder, conformity to specifications etc. Products mean all of the equipment, Hardware, Software, supplies and consumable items that the SP is required to install or provide under the contract, plus the associated documentation. Project Plan means the document to be developed by the Bidder and approved by the Clients, based on the requirements of the Contract and the preliminary project plan included in the Bidder s bid. Should the Project Plan conflict with the Contract in any way; the relevant provisions of the Contract shall prevail in each and every instance. Tender No.: 8041 Page 5

6 Specification means the functional and technical specifications or statement of work, as the case may be. Tender call or invitation for bids means the detailed notification seeking end to end solution. Three part bid or Two Stage bid means the EMD, PQ & technical bids, financial bid are put in separate files and their evaluation is sequential. Go-live shall be defined as the date of acceptance of prerequisite conditions as specified in Clause 5.2 and 5.3:Go-Live of Section III: Project Requirements in this RFP. Tender No.: 8041 Page 6

7 Table of Contents DISCLAIMER... 2 NOTICE INVITING TENDER (NIT)... 3 ABBREVIATIONS... 4 DEFINITIONS REQUEST FOR PROPOSAL FACT SHEET PRE-BID MEETING STRUCTURE OF THE RFP SECTION I: INTRODUCTION EXECUTIVE SUMMARY INTRODUCTION INTRODUCTION TO DES OBJECTIVES OF THE PROJECT SECTION II: BIDDING PROCEDURES PROPOSAL PREPARATION TENDER DOCUMENT COST AND EARNEST MONEY DEPOSIT (ENVELOPE A) PRE-QUALIFICATION (PQ) AND TECHNICAL PROPOSAL (ENVELOPE B) COMMERCIAL PROPOSAL (ENVELOPE C) PROPOSAL SUBMISSION BID EVALUATION CRITERIA PRE-QUALIFICATION CRITERIA TECHNICAL EVALUATION CRITERIA COMMERCIAL EVALUATION CRITERIA OVERALL EVALUATION CRITERIA BID EVALUATION PROCESS BID EVALUATION COMMITTEE PRE-QUALIFICATION EVALUATION TECHNICAL EVALUATION COMMERCIAL EVALUATION OVERALL EVALUATION USING QCBS CONTRACT FINALIZATION AND AWARD CRITERIA ISSUANCE OF LOI SIGNING OF CONTRACT SECTION III: PROJECT REQUIREMENTS ABOUT THE PROJECT AND OBJECTIVES Tender No.: 8041 Page 7

8 2. SCOPE OF WORK IMPLEMENTATION MODEL COVERAGE FUNCTIONAL AND TECHNICAL REQUIREMENTS DATA COLLECTION AUTOMATION SOLUTION Installation of Automation System Software Licenses Upgrades/Updates and Changes in the Solution SOLUTION HOSTING & CERTIFICATION HELPDESK SERVICES MANPOWER RESOURCES Project Management Unit Manpower for New Survey configuration Support TRAINING AND CAPACITY BUILDING MINIMUM REQUIRED DELIVERABLES PROJECT SCHEDULE IMPLEMENTATION TIMELINES AND PAYMENT MILESTONES GO-LIVE OF LOGIN APPLICATION GO-LIVE OF DATA COLLECTION APPLICATION ACCEPTANCE CRITERIA SERVICE LEVEL REQUIREMENTS (SLR) DEFINITIONS CATEGORY OF SLRS Deployment SLR Operational SLR Helpdesk SLR EXIT MANAGEMENT GOVERNANCE STRUCTURE BIDDER S RESPONSIBILITIES DES S RESPONSIBILITIES SECTION IV: INSTRUCTIONS TO BIDDERS GENERAL CONDITIONS OF CONTRACT LANGUAGE OF BIDS COMPLIANCE & COMPLETENESS OF RESPONSE SIGNING OF COMMUNICATION TO DES AMENDMENT OF BID DOCUMENT BID VALIDITY DEADLINE FOR SUBMISSION OF BIDS CLARIFICATION OF COMMERCIAL BIDS RIGHT TO TERMINATE THE PROCESS Tender No.: 8041 Page 8

9 1.9. DISQUALIFICATION OF BIDS RIGHT TO ACCEPT/REJECT ANY OR ALL PROPOSALS CONTRACT DURATION LATE PROPOSAL MODIFICATION & WITHDRAWAL OF PROPOSAL PENALTIES LIMITATION OF LIABILITY BID SECURITY / EMD PERFORMANCE SECURITY BID PRICES DISCOUNTS, LEVIES, FREIGHT ETC PAYMENTS RESOLUTION OF DISPUTES GOVERNING LANGUAGE APPLICABLE LAW TAXES AND DUTIES OWNERSHIP AND USE OF DATA TERMINATION FOR DEFAULT CONSEQUENCES OF TERMINATION TERMINATION FOR INSOLVENCY FORCE MAJEURE NOTICES BINDING CLAUSE INTERPRETATION OF THE CLAUSES SPECIAL CONDITIONS OF CONTRACT CONSORTIUM SUB-CONTRACTING INFRASTRUCTURE ARRANGEMENT BY BIDDER RISK PURCHASE COMPLIANCE TO GUIDELINES WARRANTIES & INTELLECTUAL PROPERTY RIGHTS (IPR) SECTION V: FORMATS & TEMPLATES FORMAT 1: BID FORM FORMAT 2: BIDDER S PROFILE FORMAT 3: DECLARATION REGARDING CLEAN TRACK FORMAT 4: REQUEST FOR PRE-BID CLARIFICATIONS FORMAT 5: PROJECT EXPERIENCE FORMAT 6: PROFORMA FOR AGREEMENT (DRAFT VERSION ONLY) FORMAT 7: COMMERCIAL BID LETTER FORMAT 8: DETAILED COMMERCIAL BID FORMAT FORMAT 9: FORMAT FOR CONSORTIUM AGREEMENT Tender No.: 8041 Page 9

10 10. FORMAT 10: PERFORMANCE BANK GUARANTEE FORMAT 11: MANUFACTURER S AUTHORIZATION FORM (MAF) FORMAT 12: DECLARATION FORMAT 13: AUTHORIZATION LETTER FORMAT 14: PROJECT KEY PERSON DETAILS SECTION VI: ANNEXURES ANNEXURE A: MODULE WISE DESCRIPTION OF PROPOSED APPLICATION LOGIN APPLICATION DATA COLLECTION APPLICATION (TABLET AND WEB BASED BOTH) Tablet Based Data Collection Application Web Based Data Collection Application ADMIN MODULE Survey Management Non Functional Requirements Customization Cost USING DATA COLLECTION APPLICATION CONFIGURE SURVEYS AS PER ANNEXURE D ANNEXURE B: DESIRED FEATURES OF THE APPLICATION GENERAL FEATURES OF THE APPLICATION Enterprise architecture of the application Technology Integration User Access Management Effective password management controls Access Control to Information Single Sign-on Integrated portal-cum website: Secure communication over network Secure Storage of Critical Items Detailed session management abilities Access Filtering Security Monitoring Security - User Profiles Other security services Restricted report generation INFORMATION SECURITY CONTROLS Internet Use Backup and Recovery Procedures User Access Management User Account Management Rules Password Management and Protection SYSTEM DEVELOPMENT AND MAINTENANCE Controlled Environment Tender No.: 8041 Page 10

11 Source Code Management Version Control Testing CAPACITY OF THE SOFTWARE SOLUTION PORTAL ANNEXURE C: SPECIFICATION OF TABLET ANNEXURE D: SURVEYS Tender No.: 8041 Page 11

12 1. Request for Proposal Sealed bids are invited from eligible, reputed, qualified IT Firms with sound technical and financial capabilities for design, development, implementation and maintenance of an end to end IT solution along with the establishment and operation of related outsourced process operating units as detailed out in the Scope of Work under this RFP Document. The intent of this RFP is to invite proposals from the agencies/ Firms/Companies (also referred to as bidders) to enable the DES to select a System Provider for Automation of DES, Bhopal Fact Sheet S.No. Items/Events Description a) Cost of Bid document INR 1, (One Thousand)(non-refundable) in the form of separate DD / Banker s Cheque drawn in favor of COMMISSIONER, DES Payable at BHOPAL. b) Earnest Money Deposit INR 1,00, (One Lac only) in the form of separate DD / Banker s Cheque drawn in favor of COMMISSIONER, DES Payable at BHOPAL. c) Date of NIT Issued 06/12/2014 d) Date & Time for Pre-Bid Meeting e) Last date & time of submission of bid f) Date & Time of opening of Envelope A (EMD) g) Date & Time of opening of Envelope B (Technical Proposal) h) Technical Presentation / Demo 22/12/2014, HRS 30/12/2014, HRS 30/12/2014, HRS 30/12/2014, HRS Date and Time slot for bidders meeting pre-qualification criteria would be communicated. i) Financial Bid Opening Would be communicated to Technically Qualified Bidders j) Bank Guarantee 20% of the Bid Amount and valid up to 4 Years from the date of agreement signing. k) Address for Contact Person: Shri R. S. Rathore, Additional Director, Directorate of Economics & Statistics, Ground Floor, Vindhyanchal Bhawan, Bhopal Phone: Fax: l) ids for Communication des@mp.nic.in Tender No.: 8041 Page 12

13 S.No. Items/Events Description m) Address for Proposal submission against RFP Shri R. S. Rathore, Additional Director, Directorate of Economics & Statistics, Ground Floor, Vindhyanchal Bhawan, Bhopal Phone: Fax: Pre-Bid Meeting DES will host a pre-bid meeting as per the schedule given in this RFP. A Pre-bid meeting may be organized to provide clarifications sought by the bidders. Bidders are permitted to submit their queries in writing ( des@mp.nic.in) to DES in format 4 at least two days before pre bid meeting date and time. *Any future Corrigenda/Information/ Reply to Pre-bid Queries shall be posted only on our website Structure of the RFP This RFP is meant to invite proposals from interested bidders (System Providers) capable of delivering the services described herein. This Request for Proposal document consists of six Sections viz: Section I : Introduction Section II: Bidding Procedures Section III: Project Requirements Section IV: Instructions to Bidders Section V: Formats & Templates Section VI: Annexures Tender No.: 8041 Page 13

14 Section I: Introduction Tender No.: 8041 Page 14

15 1. Executive Summary Directorate of Economics and Statistics, Bhopal (hereinafter referred to as DES), seeks for an end-to-end Automation solution for conducting surveys. The System Provider is required to provide the solution as a service and engage on AMC for a period of 3 years after Go-Live. The selected service provider shall customize, deploy and maintain the solution, and provide the required technical manpower for smooth and effective running of the system for next 3 Years during AMC. 2. Introduction 2.1. Introduction to DES The function of Directorate of Economics & Statistics encompass the systematic collection, scientific analysis and objective interpretation of statistical data relating to the various aspects of Socio-economic activities in the State with a view to build up a comprehensive, coordinated picture of the developing economy in the State. To coordinate the Statistical activities among various Government Departments and to provide important statistical data for various developmental activities of the government is also a major responsibility of the Directorate. The Directorate of Economics and Statistics is declared nodal agency for statistical activities in Madhya Pradesh state Objectives of the Project The Application aims to automate process of collection of survey data for the government of Madhya Pradesh. Presently DES use manual format to collect the data. The current process is very time consuming and manpower centric. Rigorous follow-ups need to be done at each level to get the data on time and at the same time processing the same into digitized form from manual form is prone to error. Hence the solution is envisaged to automate the entire process so that errors are minimized and time, manpower is saved. The objectives of the project are: a) To speed-up the data collection. b) To facilitate DES to minimizing back office data entry jobs. c) To ensuring the field visits and capture data with use of GPS enabled tablets. d) To improve transparency and accountability in the overall system. Tender No.: 8041 Page 15

16 Section II: Bidding Procedures Tender No.: 8041 Page 16

17 1. Proposal Preparation Bidder is expected to examine all instructions, forms, terms and requirements in the RFP document and prepare the proposal accordingly. Failure to furnish all information required by the RFP document or submission of a proposal not substantially responsive to the RFP document in every respect may result in the rejection of proposal. The proposals should be submitted to DES in three parts as mentioned in the following sections: Tender Document Cost and Earnest Money Deposit (Envelope A) Tender Document Fees (DD / Banker s Cheque) EMD (DD / Banker s Cheque) 1.2. Pre-Qualification (PQ) and Technical Proposal (Envelope B) Along with other documents, following documents shall be a part of PQ and Technical Proposals: Bid Form on the bidder s letter-head as per Format 1: Bid Form A duly notarized Power-of-Attorney/ Board Resolution granting the person signing the proposal the right to bind the bidder and company s registered address including person s name/designation, , phone, fax and mobile number for official correspondence Bidder/Company Profile as per Format 2: Bidder s Profile Certificate of Incorporation if any or relevant registration documents Audited annual financial results (balance sheet and profit & loss statements) of the bidder for the last three financial years (FY 11-12, 12-13, 13-14) Undertaking for not being blacklisted by any State / Central Govt. by the bidder, as per Format 3: Declaration Regarding Clean Track Permanent Account Number (PAN) from Income Tax authorities of bidder along with certified photocopy Service Tax and VAT Details of bidder Other documents as mentioned in the Pre-Qualification Criteria section of this document Authorization letter from Software/hardware/networking OEMs (Bidder should submit and undertaking from OEM(s) to assure the authorization and support for Three (3) years after Go-Live for the supply/services related to that OEM). Undertaking on bidder s letterhead to this effect should be submitted with proposal The team composition, including SPOC, as proposed by the bidder shall be specified clearly in the Technical bid, along with the CVs of the resources proposed. Tender No.: 8041 Page 17

18 1.3. Commercial Proposal (Envelope C) The Commercial Proposal should be submitted as per the format of Commercial Bid as per Format 7: Commercial Bid Letter & Format 8: Detailed Commercial Bid Format. Both formats are required to be filled, failing which the bid may be rejected. 2. Proposal Submission 2.1. The proposals submitted should have all pages numbered. It should also have an index giving page wise information of documents. Proposal that are incomplete or not in prescribed format will be summarily rejected All the envelops should be properly sealed. All the three envelopes mentioned above should be put inside the outer envelope properly sealed The Bidder shall submit the proposals as described below SEALED PROPOSALS must be dispatched to arrive at the DES office not later than the indicated closing time and date. Proposals received in any manner other than as outlined here will be invalidated Proposals shall be submitted in English The Envelopes should be marked as RFP - Data Collection (Outer Envelope) Tender Document Fees and Earnest Money Deposit (Envelope A) Pre-Qualification (PQ) and Technical Proposal (Envelope B) Commercial Proposal (Envelope C) Prices should not be indicated in the Pre-Qualification and Technical Proposals In case of discrepancy between amount given in words and figures, the details given in words shall prevail All the columns of the quotation form shall be duly, properly and exhaustively filled in. The rates and units shall not be overwritten. Rates shall always be both in the figures and words A CD containing soft copies of all of the documents in the respective envelopes The Bidder is allowed to submit only one proposal against this RFP. The bidder has to submit the complete proposal not in part or for particular quantum of work, such proposal will automatically be disqualified without any intimation to bidder. References to previous or ongoing Proposals will be not considered Information, which the bidder considers to be proprietary, should be clearly marked as such. Tender No.: 8041 Page 18

19 2.6. DES will accept no responsibility for the premature opening of a proposal, which is not properly addressed, sealed or identified Documents in support of eligibility must be enclosed with the tender. Offers without satisfying eligibility conditions will be out rightly rejected and no correspondence in this regard will be entertained All envelopes shall indicate the bidder's name and address. The envelope shall be addressed as follows: Attention: The Commissioner, Directorate of Economics and Statistics, RFP Data Collection Application/2014 Ground floor, Vindhyachal Bhawan, Bhopal Phone , Fax ). ( des@mp.nic.in) 3. Bid Evaluation Criteria 3.1. Pre-Qualification Criteria S.No. Criteria Valid Supporting Documents/Information to be submitted as criteria Validation with Technical proposal 1. Prime Bidder and consortium partner should be an Information Technology Service based Company/Society/Firm registered in India since last 3 (Three) years under suitable act. 2. The bidder should have minimum Annual Turn-over of Rs. 2 (Two) crore in every year in past three financial years with profit each year. In case of joint venture the turn-over should be from the lead firm/company. Incorporation/Registration certificate along with MoA/Bylaws (or similar document) should be furnished as documentary proof. Audited Balance Sheet & Profit & Loss A/c is to be submitted. In case F/Y Annual Reports are not prepared; a certificate of provisional financial figures duly certified by a Chartered Accountant is to be submitted. 3. Bidder must have successfully developed and deployed in last 3 years at least two Tablet / mobile based data collection application for any Government in india / Semi-Govt./ PSU/ Reputed NGOs with minimum 75 device deployment on android based tablet. Completed Format 5: Project Experience, for each project Work order (clearly indicating value), Relevant documents to proof desired scope/quantum of work. Completion Certificate on Client letter head. Tender No.: 8041 Page 19

20 S.No. Criteria Valid Supporting Documents/Information to be submitted as criteria Validation with Technical proposal 4. Bidder must have successfully developed and deployed in last 3 years at least two web based data collection applications for any Government in india / Semi-Govt./ PSU/ Reputed NGOs of value not less than Rs. 20,00, (Twenty lac ) each. 5. The prime bidder (including all consortium partners in case of consortium) shall not be blacklisted by any Government/Semi Government organizations in India, as on date of submission of bid. Completed Format 5: Project Experience, for each project Work order (clearly indicating value), Relevant documents to proof desired scope/quantum of work Completion Certificate on Client letter head. Format 3: Declaration Regarding Clean Track should be attached for the bidder Technical Evaluation Criteria Sl. No Technical Parameters Checklist Maximum Score Minimum Qualification Score 1. OVERALL RESPONSE Criteria for Prime Bidder / Consortium Partner Understanding of scope, objectives and completeness of response; overall concord between requirements, proposal etc TECHNICAL CAPACITY ( Android based application) Professional expertise, knowledge and experience with similar kind of customized application development and deployment on tablet (not before year 2011).Minimum 15 Marks will be awarded for satisfying Eligibility Criteria number 3. Additional marks will be awarded as under: 01 marks for each project having deployment between 10 and less than 25 tablet devices on android based tablet. 02 marks for each project having deployment between 25 and less than 50 tablet devices on android based tablet. 03 marks for each project having deployment between 50 and less than 75 tablet devices on android based tablet Tender No.: 8041 Page 20

21 Sl. No Technical Parameters Checklist Maximum Score Minimum Qualification Score 04 marks for each project having deployment between 75 and less than 100 tablet devices on android based tablet. 05 marks for each project having deployment on 100+ devices on android based tablet. 3. TECHNICAL CAPACITY (Web based application) Professional expertise, knowledge and experience with similar kind of web based customized application development and deployment (not before year 2011). Minimum 15 Marks will be awarded for satisfying Eligibility Criteria number 4. Additional marks will be awarded as under: marks for each additional web based project having value 10 lac and less than 20 lac. 02 marks for each additional web based project having value 20 lac and less than 30 lac. 03 marks for each additional web based project having value 30 lac and above. 4. Technical Presentation Exactly similar kind of application / solution in any government / semi Government / PSU / reputed NGO. (Marking will be either 10 (ten) or 00 (zero) in this criteria Total 100 Note: ** Technical Score less than 50% will not be considered for Financial Bid. Bidder has to score minimum qualification marks in each evaluation criteria mentioned above to qualify for financial bid DES will assign points to the technically qualified bidders based on the technical evaluation criterion mentioned & approved by committee. The commercial bids for the technically qualified bidders will then be opened and reviewed to determine whether the commercial bids are substantially responsive. The passing score in Technical stage is 50 out of Total 100 (Hundred) Marks in the above mentioned criteria. If deemed necessary, DES in its sole discretion to make required variations in the cut off points for technical evaluation including criteria for technical evaluation. Tender No.: 8041 Page 21

22 Bidder is required to submit necessary credentials/ documentary proof of Purchase Order/ Agreement/ Completion Certificates, detailing Scope of Work, Timelines, project experience certificate etc. or relevant documents in support each of above parameters DES reserves the right to take the decisions of whose commercial bids are to be opened Commercial Evaluation Criteria The Bid Evaluation Committee will evaluate the Commercial bids received from the bidders, in specified format, as mentioned below: The Price Score of the bidder will be calculated using the following formulae: Where Price Score = L. P. X 100 O. P. L.P. is the Lowest Price offer of the Technically Qualified Bidders O.P. is the Offer Price of the bidder being evaluated 3.4. Overall Evaluation Criteria The Bids received will be evaluated using Quality cum Cost Based Solution (QCBS), giving 70 percent weightage to the Technical Score and 30 percent weightage to the Price Score. Total Score = (Technical Score x 0.70) + (Price Score x 0.30) 4. Bid Evaluation Process 4.1. Bid Evaluation Committee The bid evaluation committee constituted by DES shall evaluate the bids. This may involve the representations from field and/or other department s experts. The decision of the bid evaluation committee in the evaluation of the Technical and Commercial bids shall be final Pre-Qualification Evaluation Pre - qualification bid documentation shall be evaluated as under: The evaluation committee will check if the bidder has deposited the EMD along with the Technical Proposal and the same are found to be in order The documentation furnished by the bidder will be examined prima facie to see if the Company s capacity, skill base and other Bidder attributes as claimed therein are consistent with the needs of this project. Tender No.: 8041 Page 22

23 DES may ask bidder(s) for additional information, and/or arrange discussions with their professional, technical resource to verify claims made in bid documentation. If the bidder fails to submit the additional supporting documents, the bid shall be rejected Technical Evaluation The bidders technical solution proposed in the bid document shall be evaluated as per the requirements specified in this RFP and adopting the evaluation criteria spelt out in this document The Bidders are required to submit all required documentation in support of the evaluation criteria specified (e.g. detailed project citations and completion certificates, client contact information for verification, profiles of project resources and all others) as required for technical evaluation Presentation: Each bidder has to make a presentation to the bid Evaluation Committee at a date, time and venue as informed by DES. The Technical presentation must include the following: Understanding of the Project Requirements Highlights of the Proposed Solution Proposed Approach & Methodology Detailed Project Plan Coverage of individual Modules in Proposed Application Proposed Application Architecture Proposed Security Architecture Proposed Team Composition Live Demo of the Solution for Proof of Concept Each Technical Bid will be assessed for technical score on a scale of 1 (minimum) to 100 (maximum) points. Only the bidders, who score a total Technical score of 50 (Fifty) or more, will qualify for the evaluation of their commercial bids The bidder with less than 50 score in technical evaluation will be treated as nonresponsive. Each bidder has to present the technical bids to the evaluation committee for examination. The score will be computed for Score of The technical evaluation of the bid will be based on the bidder s response to the requirements as mentioned in the RFP, which will include the Technical Specifications mentioned in RFP Technical bids shall be examined by the bid evaluation committee with respect to compliance, completeness and suitability of the proposal to the project and only the bids Tender No.: 8041 Page 23

24 which are in compliance to the requirements mentioned in the RFP shall be considered as technically qualified Commercial Evaluation Bid evaluation committee will evaluate and compare the bids determined to be substantially responsive. It is bid evaluation committee s intent to select the proposal that is most responsive to the project needs and each proposal will be evaluated using the criteria and process outlined in this section Only the commercial bids of those bidders qualified in the technical evaluation shall be opened. Commercial bids of the non-responsive bidders will not be opened The evaluation shall be strictly based on the information and supporting documents provided by the bidders. It is the responsibility of the bidders to provide all supporting documents as listed in forms necessary to fulfill the mandatory eligibility criteria The Price Score of the bidder will be determined by the Committee, which will be used for overall evaluation Overall Evaluation using QCBS Based on the Technical Score and Price Score obtained by the bidder, the Committee will calculate the Total Score of the Bidder Bidder scoring highest Total Score will be given highest priority and will be selected In case of tie, the bidder securing higher Technical Score would be given preference and will be selected. 5. Contract Finalization and Award Criteria 5.1. Issuance of LoI DES shall notify the selected bidder, through a Letter of Intent (LoI), that its bid has been accepted. The letter of intent will be accompanied by the proforma for contract, incorporating all agreements between the parties Signing of Contract Within 15 days of receipt of the LoI, the successful Bidder shall sign and date the contract and return it to DES The selected bidder will initiate the execution of the work as specified in the agreement. Tender No.: 8041 Page 24

25 Section III: Project Requirements Tender No.: 8041 Page 25

26 1. About the Project and Objectives DES is nodal agency for statistical data collection for the Government of Madhya Pradesh. Every year number of various surveys are being through the DES. To speed-up the data collection, minimizing back office data entry jobs and ensuring the field visits it is planned to use GPS enabled tablets for collection of data. With respect to this RFP, the scope is limited to development of Android Tablet application, web based data collection application and admin module to manage the centralized and configuration of survey using Data Collection Application. 2. Scope of Work The Scope of Work for the System Provider, with reference to Automation of survey in DES consists of following components: 1. Login Application 2. Data Collection Application ( Android and Web Based both) 3. Admin Module 4. Using Data Collection Application Configure surveys as per annexure D Implementation Model The System Provider shall build, maintain, and upgrade the application for the duration of 3 years from Go-Live. The helpdesk for troubleshooting etc. shall be setup by the System Provider in Bhopal. Also, the technical manpower for facilitating surveys etc. shall be provided by the System Provider on time to time basis Coverage The bidder is required to roll out the automation solution across all the DES offices in Madhya Pradesh. 3. Functional and Technical Requirements The functional and technical requirements are detailed out in this section Data Collection Automation Solution The detailed functional requirements are described in Annexure A: Module Wise Description of Proposed Application Installation of Automation System The application required at a central server shall be remotely accessible through web interface. The system shall be made available purely as a web interface for client machines, and should not require any special installation etc. It should be browser independent, and work on all the browsers (both on mobile and computers), i.e. Chrome, Firefox, Internet Explorer, Netscape and Dolphin. The App for tablet should be available on the web application and can be downloaded and installed on tablet. Tender No.: 8041 Page 26

27 Software Licenses The software licenses required if any shall be procured by the bidder. The system software licenses required shall be genuine, perpetual, full use and should provide patches, fixes, security updates directly from the OEM at no additional cost to the DES, for the entire period of contract. All the licenses and support should be in the name of DES, Bhopal. However, if the software is open source then this provision shall not be applicable Upgrades/Updates and Changes in the Solution The System Provider will be responsible for all the upgrades, updates, installation of patches and overall maintenance of the automation solution Solution Hosting & Certification The solution can be hosted in State Data Center or NIC. The Automation solution shall be certified by cert-in empanelled agencies. The bidder shall also be responsible for getting the STQC certification. The bidder will be required to make the changes suggested by such agencies, in the automation solution. The bidder will also be required to get the certin certification done on yearly basis, post Go-Live also till the contract in place Helpdesk Services Helpdesk will serve as a single point of contact for all incidents and service requests for the users. This will work as a single point of contact for closure / escalation of incidents. The activities shall include: The System Provider has to ensure that the system is available as per prescribed SLA. The System Provider shall install/develop his/her own tools for monitoring the SLA, at no additional costs to DES System Provider shall setup the call centre and shall provide the seating infrastructure, desks, chairs, power supply and connectivity for the helpdesk. The entire IT infrastructure required for the helpdesk services shall be arranged by the System Provider Helpdesk shall operate from 8:00 AM till 10:00 PM (IST) The bidder shall provide sufficient manpower, in order to stay within the limits of call waiting/hold time, as per the industry standards or as specified by the DES from time to time. The bidder is free to vary the size of the helpdesk team, as and when required, but the minimum team-size of 2 technical manpower shall be kept Provide support through necessary channels for reporting incidents to the helpdesk. The incident reporting channels shall be the following: support Telephone support Tender No.: 8041 Page 27

28 Online Incident Management Implement a call logging system in line with the defined incident types as per the SLAs. The helpdesk personnel shall log user calls and create an incident Creation of knowledge base on frequently asked questions to assist users in resolving basic incidents by themselves Track each incident till closure Provide incidents resolution progress to callers Analyze the incidents statistics and provide monthly reports including but not limited to: Number and types of incidents logged Number of incidents resolved Number of incidents open 3.4. Manpower Resources The dedicated manpower is required for installation of the system and for conducting the survey related activities. The detailed requirement is as described below: Project Management Unit The Project Management Unit, comprising of Project manager and supporting team shall be provided by the bidder. The bidder shall provide the proposed team structure and detailed CVs of the proposed team members in the Technical proposal Manpower for New Survey configuration Support The bidder shall also provide the technical manpower to facilitate the staff of DES to configure the new survey in the application as and when required Training and Capacity Building The system provider will be required to train all the users of the system from DES staff, in batches of approximately people, for 1 day per batch. 5 batches are proposed for training. The system provider shall also make available separate detailed illustrative user manuals for the application for the use of DES staff. Over and above these trainings, the helpdesk shall provide the support to all users of the system. Tender No.: 8041 Page 28

29 4. Minimum Required Deliverables The suggested list of deliverables (but not limited to) from the successful bidder includes: 4.1. Document containing detailed requirement captured and analysis including functional requirement, Interface Specifications, application security requirements and process workflows High Level Software Design document including Software Architecture design, Logical and Physical Database Design, source code, administrative passwords, Test Plans and Test cases at overall level etc Detailed Project Plan, with week-wise activities, including, but not limited to, detailed timelines for customization and acceptance testing of the modules, submission of deliverables, etc Detailed acceptance testing plan Testing Reports 4.6. Tools to monitor the SLAs should be supplied, installed and maintained by the Bidder Training Plan, Training Manuals and literature 4.8. User Administration Manuals (For System Administrators) in English/Hindi 4.9. Operational Manual for User in English/Hindi Weekly Status and Review Reports during the implementation period Periodic Review and Testing Reports of the Automation Solution Security Audit Reports Escalation Mechanism Exit Management Plan Monthly Reports during operations period (These reports must include the details of the maintenance activities, modifications in the software, release of new versions (if any), Analysis of the incident / call statistics, in that particular month. Also, the SLA compliance matrix for the respective month shall be present in this report.) Note: The approval of deliverables above, except 4.15 will also be a pre-requisite for Go-Live. Tender No.: 8041 Page 29

30 5. Project Schedule The System provider shall provide a detailed plan for implementation of the solution. The System Provider will be required to get the application tested and certified by Cert-in empanelled agency, as per the requirement of the RFP Implementation Timelines and Payment Milestones S/No. Activity/Task/ Milestones Time to Payment Milestone Completion (in Weeks**) 1. Project Start/ Signing of Contract T NA 2. Requirement Study, SRS preparation, SDD T + 2 NA designing and submission for Login Application 3. Approval of SRS and SDD for Login Application T + 3 NA 4. Development of Login application and T + 4 NA submission of Beta Version 5. Feedback on Beta version of Login Application T + 5 NA 6. Submission of updated Version of Login T + 6 NA Application 7. User Acceptance Test and Go-Live of Login T + 7 5% of Bid Amount Application along with submission of source code and administrative passwords. 8. Requirement Study, SRS preparation, SDD designing and submission for Survey Application T + 7 NA 9. Approval of SRS and SDD Survey Application T % of Bid Amount 10. Development of Survey Application and NA submission of Beta Version T Feedback on Beta version of Survey T % of Bid Amount Application 12. Submission of updated Version of Survey T + 28 NA Application 13. User Acceptance Test of Survey Application T % of Bid Amount and UAT sign off 14. Submission of final Version of Survey T + 34 NA Application 15. Configuration of Village Survey Schedule, T + 34 NA Employee Census Schedule and Go-Live 16. Submission of technical documents, test cases, source code, administrative passwords, manuals and training T % of Bid Amount Tender No.: 8041 Page 30

31 17. Operations Phase After Go-Live 1) 5% of the bid amount will be paid after 1 Year completion of AMC 2) 5% of the bid amount will be paid after 2 Year completion of AMC 3) 10% of the bid amount will be paid after 3 Year completion of AMC Note: 1) T refers to signing of contract. Operations Phase will start from the date of Go-Live and will last for 3 (Three) years. 2) No advance payment will be made Go-Live of Login Application Go-Live of login application will be defined as: UAT acceptance and submission of source code along with administrative passwords. And The Solution shall be certified by cert-in empanelled agencies. The process for STQC certification must also be started before Go-Live 5.3. Go-Live of Data Collection Application Go-Live date will be defined as date of acceptance of the below mentioned pre-requisites by the DES Configuration of Village Survey Schedule, Employee Census Schedule. AND The Automation Solution shall be certified by cert-in empanelled agencies. The process for STQC certification must also be started before Go-Live. AND Submission and Approval of Deliverables as specified in Clause 4: Minimum Required Deliverables of Section III: Project Requirements of this RFP. Tender No.: 8041 Page 31

32 5.4. Acceptance Criteria DES will accept the commissioning and project Go-Live only as described earlier A team comprising of representatives from DES and Bidder will verify satisfactory performance of all the modules Any delay on account of DES side procedures such as issuance of Government orders, logistics arrangement at site offices, personnel deployment, power supply, network connectivity and bandwidth etc. should not be considered for acceptance. In case such a delay occurs, the acceptance should be completed for those services where these procedures are not impacting. The prorated payment for the delayed service may be made in good faith by DES For acceptance testing of the Software solution the DES shall mutually agree on a detailed Acceptance Test Plan. 6. Service level Requirements (SLR) The purpose of this Service Level Requirements (hereinafter referred to as SLR) is to clearly define the levels of service which shall be provided by the Bidder to DES for the duration of this contract Definitions For purposes of this Service Level Agreement, the definitions and terms as specified in the contract along with the following terms shall have the meanings set forth below: "Uptime" shall mean the time period for which the specified services / components with specified technical and service standards are available to the DES. Uptime, in percentage, of any component (Non IT & IT) can be calculated as: Uptime = {1- [(Downtime) / (Total Time Maintenance Time)]} * 100 Downtime shall mean the time period for which the specified services / components with specified technical and service standards are not available to the DES and excludes the scheduled outages planned in advance for DC and the link failures. It is clarified that this term covers non-availability of the Application at Server Side and shall be monitored at Server Side. Bidder shall be given maintenance time as per the Tier III SDC standards. Incident refers to any event / abnormalities in the functioning of the software application services that may lead to disruption in normal operations. Tender No.: 8041 Page 32