REQUEST FOR PROPOSAL FOR THIRD PARTY AUDIT OF ODISHA URBAN LOCAL BODIES AUTOMATION SYSTEM (E-MUNICIPALITY)

Transcription

1 REQUEST FOR PROPOSAL FOR THIRD PARTY AUDIT OF ODISHA URBAN LOCAL BODIES AUTOMATION SYSTEM (E-MUNICIPALITY) Government of Odisha Housing & Urban Development Department 1st Floor, Annex-B Building State Secretariat, Bhubaneswar, Odisha. PIN

2 Contents 1 Fact Sheet: Notice for RFP Invitation for Bids Format for Pre-bid queries Objective of project OULBAS ( Odisha Urban Local Bodies Automation System ) Scope of Work for the TPA Time Line, Duration and Payment Schedule Project Profile of e-municipality Background: Urban Governance in Odisha: Integration of e-municipality Application with Odisha Online Portal: IT Infrastructure Details List of Equipment deployed at 44 ULBs: List of IT Equipment deployed at Data Centre: Project Timeline for development / implementation of e-municipality Project: Key Stakeholders: System Architecture: Component centric architecture having above 12 modules Technology Stack of e-municipality: Network Architecture: Instruction to Bidders Eligible Bidder Proposal validity and security Pre Bid Meeting Bid Opening and Evaluation Approach & Methodology General Information Disqualification or Rejection of Tender Forfeiture of EMD (Bid Security) Penalty on Termination of Contract for default Liquidated Damages Terms & Conditions Amendment of bids...22 Page 2

3 12.2 Language of Bid &Correspondence Bid Currencies Format and signing of Bid Sealing and Marking of Bids Deadline for submission of Bids Late Bids Modification &Withdrawal of Bids Award of Work Notification of Award Corrupt or Fraudulent Practices Application Payment Schedule Delays in the Consultant's Performance Performance Security Termination for Default Progress of the Project Confidentiality Force Majeure Arbitration Legal Jurisdiction Completeness of Tender Offer Forms and Annexure Annexure- 1 Acceptance of Terms & Conditions of Tender...28 Documents Annexure -2 Brief Bidder Profile and Technical Bid Annexure 3 Self Declaration Annexure 4 Representative Authorization Letter Annexure 5 Certificate for Satisfactory Work from Clients Annexure 6 Bid Letter (Financial Bid) Annexure FINANCIAL BID FORMAT...35 Page 3

4 1 Fact Sheet: Tender Notice Important Information for the Bidder Particulars Bid Inviting Authority Request for Proposal No. Details State Level Nodal Agency, H&UD Department, Govt. of Odisha HUD-PROJ-SCH-0024/2014/17926/HUD, Dt Sale of RFP document Start Date RFP document can be downloaded Non refundable RFP document Purchase Price Earnest Money Deposit (EMD) / Security payable Mode of Payment of Non refundable RFP document Purchase Price & Earnest Money Deposit (EMD) / Security payable Place of submission of bid document Address for correspondence Last date & time of submission of written quires for Clarification on RFP document. The format for submission of query is provided at 3.1 of RFP. Quires can also be sent to the mentioned ID in the required format only Date, Time & venue for pre-bid conference (Only Two representatives from each bidder with necessary authorization letter) Last date & time for submission of proposal / bid Opening of General Bids/Technical Bids Opening of Financial bids & Rs. 3,000 (Rupees three thousand only) Rs. 30,000 (Rupees thirty thousand only) Demand Draft / Banker s Cheque in favour of State Level Nodal Agency, Housing & Urban Development Department payable at Bhubaneswar from any of the Nationalized / Scheduled Financial Bank. Housing & Urban Development Department, Govt. of Odisha, 1st Floor, Annex-B Building, State Secretariat, Bhubaneswar, Odisha. Pin Special Secretary-cum-Nodal Officer, SLNA, H&UD Department, Govt. of Odisha, 1st Floor, Annex-B Building, State Secretariat, Bhubaneswar, Odisha. Pin Date: 23 rd July 2015 till Hrs. E Mail ID : pmuhud@gmail.com Date: Time: P.M Venue: Conference hall of H&UD Dept., GoO Date: , Time: Hrs. Venue: Conference hall of H&UD Dept., GoO Date: , Time: Hrs. Venue: Conference hall of H&UD Dept., GoO To be informed Page 4

5 2 Notice for RFP Request for Proposal for Third Party Audit of Odisha Urban Local Bodies Automation System (e-municipality) in 44 ULBs RFP No: HUD-PROJ-SCH-0024/2014/17926/HUD, Dt Sealed proposals are invited by the State Level Nodal Agency (SLNA), Housing and Urban Development Department, Government of Odisha, for Third Party Audit of Urban Local Bodies Automation System (e-municipality) in 44 ULBs from amongst consultancy firms/ agencies that are having similar auditing experience and fulfilling the Eligibility Criteria specified in this document. The bidders have to submit a technical & financial proposal for the entire scope of work. 1. Completed Proposal for the work in prescribed format shall be received up to , 01 PM the sealed proposals can be sent well in advance by registered post or speed post or in person to the Special Secretary, Housing and Urban Development, Government of Odisha, 1st Floor, Annex-B Building, State Secretariat, Bhubaneswar Bidders can also submit proposal by hand to above office for which necessary secretariat gate pass can be issued latest by P.M on for submission of offer. The necessary details such as ID proof, Mobile No., for concerned representative should be mailed to pmuhud@gmail.com ( ) before one day for processing the secretariat gate pass. 2. The Proposal received shall be opened on , 4 PM in the presence of representatives of bidders. Bidders are requested to ensure the presence of their representative at the time of opening of the bid. The representative must have to submit an authorization letter from the concern Organization to participate in the bid opening activity.. 3. While all information/data given in the RFP are, to the best of the Client s knowledge accurate within the consideration of scope of the proposed contract, the Client holds no responsibility for accuracy of information and it is the responsibility of the Bidder to check the validity of information/data included in this document. 4. The Client reserves the right to cancel the entire bid process or part of it, at any stage without assigning any reason thereof. Interested Bidders may obtain further information from the office of the Special Secretary, H & UD Dept., Odisha via Tel , sshudd.odisha@gmail.com Page 5 SD/-

6 Special Secretary H & UD Dept., Govt. of Odisha 3 Invitation for Bids The office of the Special Secretary-cum-Nodal Officer (SLNA) Housing and Urban Development Department, Govt. of Odisha, invites competitive bid proposal from Eligible consultancy firms/ agencies for the Third Party Audit of Odisha Urban Local Bodies Automation System (e-municipality) in 44 ULBs. 3.1 Format for Pre-bid queries RFP No.:- Name of the Bidder: Detail Contact address of the bidder:- S.N Section No. Page No of RFP RFP Clause Query Signature Name of the authorized signatory Company Seal Page 6

7 4 Objective of project OULBAS ( Odisha Urban Local Bodies Automation System ) As a follow up to the various program of e-governance launched by GoI under National e- Governance Program, Government of Odisha decided to implement State Flagship Project on e-governance in the year 2009 in all the Urban Local Bodies in order to bring in sustained improvement in efficiency and effectiveness of delivery of Municipal services to the citizens in the State of Odisha. e-municipality is a centralized integrated application for all the urban local bodies of the state. OCAC is implementing this project through OeSL for 44 ULBs in the first phase out of 111 ULBs. This solution is being developed and managed by Tata Consultancy Services from State Data Center and support center located at OCAC, Bhubaneswar. e-municipality project will automate a major portion of the tasks undertaken by the various Municipal bodies of the state. All the modules are tightly coupled with each other to have a single and integrated state wide view of ULB information. The various modules under this initiative are: Stake Holder Interface System (SIS) or Individual Web Portal for ULBs. Municipal Management Information System (MMIS) for centralized reporting. Birth and Death Registration and Certificate Issuance. Holding/Property Tax Management Module Trade License Management Module Solid Waste Management Module Grievance Redressal Module Welfare Scheme Management Module Accounts and Audit (Double Entry Accounting) Water Connection and Charges Building Plan Approval Module For smooth implementation of the project and capacity building of ULB officials, Hand Holding Support Officers have been provided at 44 ULBs. However, the unique feature of the project lies in the fact that all the modules are workflow based which are used like desk-to-desk file movement in the office. A shining example of the same lies in the use of the application by the Misc Sarkars, VS clerks, Community organizers and tax collectors of ULBs. Key Features: Online institutional registration of Birth and Death events directly from the Health Institutions reducing the turnaround time of registration. Page 7 Municipal Management Information System (MMIS) has brought about a single and integrated view of the ULB and provides timely & reliable management

8 information. Dashboard provides a comprehensive view of the current health status of the Municipality activities. Work list Feature keeps the user aware of the tasks pending with him/her. Generation of digitally signed and Bar Coded Birth and Death certificates from e- Municipality. Notification to citizen using the SMS and feature on e-municipality. Integration of e-municipality with Odisha Online (a portal for all types of government utility bill collection across the state), to facilitate payment from the Web and CSC Counters. Citizens will avail various services in ULBs, Odisha Online centers and Online through Web application. Customized ULB Portals designed for all ULBs which provides a window to the ULB. This initiative aims to develop an integrated system to deliver citizen centric service at ULBs and the major objectives are: Provides anytime, anywhere access to the citizens. Develop a single and integrated view of ULB information system. Provide timely & reliable information for effective decision making. Increase the efficiency and productivity of ULBs. Adopt a standards-based approach to enable integration with other related applications. 5 Scope of Work for the TPA 1. The Scope of overall assessment will cover: a) Study the Project Back ground and award of the work by H&UD Dept. to OCAC/OeSL and the Master Service Agreement (MSA) signed between OeSL and System Integrator (M/s TCS). b) Study the Data Centre architecture & design and the services envisaged hosted at Odisha State Data Centre (OSDC). c) Study all hardware and system software & its architecture have been delivered and installed under the e-municipality Project at OSDC and the sites as per the RFP. d) To monitor the various SLAs and suggest for improvement if any. e) Study of various modules and their functionality under e-municipality Project specified in MSA including the following features in the respective modules. Page 8 Single sign on across all applications GIS enabled for future integration Availability of tools for maintenance of all modules of application software for future requirement

9 Page 9 Time and user Stamping of each transaction Online payment gateway for all tax and fee collection etc f) Review of the escalation mechanisms being followed to resolve any issues between various stakeholders of the project. g) Review of project management approach adopted by H&UD/ OCAC/ OeSL/ TCS and provides suggestion for its improvement. h) Review of Service level with various stakeholders, helpdesk and can suggest for addition or deletion as per the requirement of the project. i) Suggestion on steps to be taken for proper implementation of the project preparing a road map for the state initiative. j) Review of IT Infrastructure and Network/ LAN requirement at ULBs. k) Capacity Building and Training Requirements at ULBs/H&UDs. l) Suggestion on Act/Rule Level Changes, Notification Required for improved service delivery. m) Suggestion on Change in roles and responsibilities of various stakeholders. n) Suggestion to increase the revenue of the ULBs through the application. o) To examine potential benefits and the limitations (negative aspects) of the project and recommended solutions to take care of the negative factors. p) Determine specific performance indicators for assessing the performance of the project. q) Prepare the questioner for the sample study for each category of stakeholders in consultation with department and do the sample study as per the number of samples given in the table. r) Impact assessment with respect to delivery of services in terms of efficiency, User-convenience and Citizen centricity. s) Awareness required to adopt the system t) Analysis of feedbacks given during sample study and prepare report. u) Suggestions on improvement of system and key learning s. v) Study of sustainability and replicability factor i.e. any other Services/ULBs to be added to the framework & requirement of any support resource. Apart from 44 ULBs covered under e-municipality project it is proposed to roll out to rest ULBs. Specific recommendation to be given as regards to improvement, Modifications, and additional features to be incorporated in the existing system before roll out in order to achieve the objectives of e-municipality applications. w) Study existing exit management clause of agreement and suggest the methodology to be adopted for better Exit process management to smoothly running of e-municipality Project. This role is envisaged with the objective of ensuring preparedness of the user Department all the time for any eventuality resulting in termination of contract. This includes support/ advice in the event of exit of the SI. The TPA would: I. Review the exit process as per the contract.

10 II. Advise the user department on documentation, process and procedures necessary for taking over the e-municipality Project. III. Provide advisory support document for transition from the current e- Municipality SI to the new SI. 2. Audit Plan and Methodology: TPA would prepare plan and formulate report templates and Time Line for different activities and submit for approval a. 2.1 System Study and Submission of Questioner / Schedule b. 2.2 Report of Assessment Survey at 44 ULBs. The tentative sampling plan will be as follows: Stakeholders Central (RDC) Northern (RDC) Southern (RDC) Total H&UD Department Municipal Corporation 1 x 10 1 x 10 1 x Municipality 5 x 10 5 x 10 5 x NAC 1 x 5 1 x 5 10 H&FW Dept. 5 5 Health Office (Birth & Death) IT Dept, OCAC, OeSL, M/S TCS Pvt. Ltd. Government Hospitals/ Private Hospitals and Nursing Homes (for Birth & Death module) 5 x 2 5 x 2 5 x x 5 5 x 5 5 x 5 75 Citizens 20 x x x Change Request Management Audit: TPA would monitor the change request given by the department, its impact on project cost and duration, approval of the same by the department authority, implementation of the same. 4. Deliverables 1. Audit Plan with Time Line 2. Report on System Study and Submission of Draft Schedule 3. Report of Assessment Ssurvey at 44 ULBs 4. Submission of Draft Report and Presentation 5. Submission of Final Report Page 10

11 5. Manpower Requirement : Adequate Manpower has to be provided by the TPA in order to complete the assignment as per timeline fixed in the tender. 6 Time Line, Duration and Payment Schedule The Agency will be carrying out Audit services of the Automation System at ULBs. As per scope of audit indicated above and will complete the assignment in a period of 3 Months. The Agency to provide the following deliverable as per time line indicated under. Sl. No. Deliverables/Reports Time frame in months from date of award Payment Slab 1 Audit Plan with Time Line 10 days 10% System Study and Submission of Questioner / Schedule Report of Assessment Survey at 44 ULBs Submission of Draft Report and Presentation 10 days 10% 40 days 35% 15 days 10% 5 Submission of Final Report and acceptance 15 days from the date of draft Presentation 35% The above deliverables are to be submitted to the SLNA. 7 Project Profile of e-municipality 7.1 Background: The National Mission Mode Project (NMMP) for Municipalities is one of the Mission Mode Projects that has significant citizen interaction, since municipalities provide a large number of basic services for millions of citizen living in India s urban centers. It is envisaged that MMP for municipalities would provide a major fillip to the Government of India's Ministry of Urban Development's urban reform agenda. The vision for the National Mission Mode Project for e-governance in Municipalities is to leverage the ICT opportunities for sustained improvement in efficiency and effectiveness of delivery of municipal service to citizens. Broad objective of MMP on e-governance in Municipalities is the application of electronic means to improve the efficiency and effectiveness in the interaction between local Government and its citizens as well as other interest groups like NGOs, CBOs, RWAs, private sector, etc. It also aims at boosting internal Government operations to support and stimulate good governance system. 7.2 Urban Governance in Odisha: There are 111 urban local bodies (ULBs) in Orissa, categorized as Munic ipal corporations (5), Municipalities (45) and Notified Area Councils (61). They are constituted by State Government. Page 11

12 In the year 2009 the Housing and Urban Development (H&UD) Department, Government of Odisha implemented ICT framework at the Urban Local Bodies (ULB)to improve citizen service delivery. The project termed as e-municipality is aimed at simplifying processes, bringing in transparency& accountability, providing need based quality and timely information to all the urban citizens. OULBAS centralized application software is a part of the Transaction Processing System (TPS), which is catering to all the functionality of ULB for providing and maintaining the basic civic services to the citizens. The software has various submodules, which are interacting with each other to fetch relevant data/information and generate reports. All these sub-modules have facility of external interfacing for allowing the citizens or other interested stakeholders to post on-line applications, make queries, lodge complaints, view progress/response and also provision for making on-line payments. The integrated system provides following services to common citizen of Orissa through a workflow platform in a hassle free manner. Page 12 i. Online Birth and Death Registration from Hospitals and Issuance of certificates ii. Collection of Holding tax iii. Tracking of traders and collection of Trade license fees for better service delivery iv. Grievance Redresses and tracking module makes easy way of solving grievances raised by citizen v. Tracking the vehicles through Solid waste management module vi. Monitoring of Beneficiaries and related payment across the ULB through Welfare scheme Management vii. Water Charge Collection and new water connection viii. Proper Monitoring of the Services and collection ix. User friendly and easy access to common citizen 7.3 Integration of e-municipality Application with Odisha Online Portal: It has also been decided that, e-municipality Application will be integrated with Odisha Online portal. In order to avail the above services through e-municipality applications by the citizens, user fees can also be collected through various payment modes like net banking, debit & credit cards or through off line service module like Odisha Online Jana Seva Centres or through Common Service Centre. 7.4 IT Infrastructure Details The details of IT equipments deployed at different ULBs and at Data Centre located in State Data Centre, OCAC are given below. The Bidder should go through the details of the equipment for better understanding of this project. 7.5 List of Equipment deployed at 44 ULBs: Desktop Location Name Laser Printer DMP UPS &Monitor Anandpur Anugul

13 Desktop Location Name Laser Printer DMP UPS &Monitor Baleswar Baragarh Barbil Baripada Berhampur Bhadrak Bhawanipatna Bhubaneswar Biramitrapur Bolangir Boudhagarh Brajarajnagar Chatrapur Chowdwar Cuttack Deogarh Dhenkanal Jagtsinghpur Jajpur Jatni Jaypore Jharsuguda Joda Kendrapara Keonjhar Khurda Koraput Malkangiri Nawarangpur Nayagarh Paradip Paralakhemundi Phulbani Puri Rajagangapur Rayagada Rourkela Sambalpur Sonepur Sundargarh Page 13

14 Desktop Location Name Laser Printer DMP UPS &Monitor Talcher Vyasanagar List of IT Equipment deployed at Data Centre: Sl.No Equipment Quantity. Make Model Servers 1 Backup Server 1 Sun Micro Systems SUN FIRE X File Server 1 Sun Micro Systems SUN FIRE X Mail Server 1 Sun Micro Systems SUN FIRE X Anti Virus Server 1 Sun Micro Systems SUN FIRE X Application Server 2 Sun Micro Systems SUN 4V T Database Server 2 Sun Micro Systems SUN 4U Sun Sparc M Web Server 3 Sun Micro Systems SUN 4V T Development Server 1 Sun Micro Systems SUN 4V T EMS Server 3 Sun Micro Systems SUN FIRE X SMTP Server 1 Sun Micro Systems SUN FIRE X HTTP Server 1 Sun Micro Systems SUN FIRE X4150 Network And Other Equipment 13 LCD Monitor 2 ATEN CL KVM Switch 2 ATEN CS SAN Switch 2 CISCO MDS Tape Library 1 SUN Tape Laibrary SL Load balancer 2 CISCO CISCO App Director Internet ASA 1 CISCO LAN L2 Switch 2 LINKSYS SGE Internet L2 Switch 2 LINKSYS SGE LAN ASA 1 CISCO Router 1 CISCO WILY TIM 1 CA TIM 24 WILY TESS 1 CA TES 25 L3 Switch 2 CISCO WS C4503 E 26 Storage 1 SUN Storage KVA On-Line UPS 2 Numeric Helpdesk 28 DESKTOP with Monitor UPS _ LASER PRINTER 1 31 DOT MATRIX 1 Page 14

15 Sl.No Equipment Quantity. Make Model PRINTER 32 FLAT BED SCANNER PORT SWITCH Project Timeline for development / implementation of e-municipality Project: Phase and Activities IT equipment installation at 44 ULB, Data Centre set up, application development, customization, training and implementation Support, maintenance, facility management (From 1 st Oct 2010) Timeline One Year Five Year 7.8 Key Stakeholders: The impact of the e-municipality system being sensitive, a consultative and a bottomup approach has to be adopted impacting the following stakeholders: H&UD Department, GoO H&FW Department and Director Public Health-cum-Chief Registrar Birth & Death ULB and Health Office(Birth and Death) officials External Agencies like hospitals/health institutions OCAC and OeSL officials Citizen M/S TCS, System Integrator 8 System Architecture: Component centric architecture having above 12 modules 8.1 Technology Stack of e-municipality: e-municipality has been designed on the Open Source Framework owing to which application is one of the most sustainable initiative of the country. Backend database of the application is Oracle Database Enterprise 10g and hosted through J Boss application server. Over time the framework has been proven to be extremely flexible and reliable. The technology Stack is as follows. Page 15

16 8.2 Network Architecture: Page 16

17 9 Instruction to Bidders 9.1 Eligible Bidder Page 17 I. The bidder must have experience of Audit/Impact Assessment of two e- Governance Project where the software is developed by a CMMI 5 company and each project value to be above Rs. 20 lakhs II. The bidders must have at least 50 persons in their payroll as full time/contractual employees as on 31st March, III. "Average" Annual consultancy turnover of the bidder should be more than Rs. 1 Cr. for last 3 financial years. IV. The bidder must have a team of professionals having valid professional certifications (CISA/CISSP/ITIL/) and must have on its payroll at least 5 professionals put together in the above categories. Undertaking and copy of certificates of the professionals to be provided V. The agency should not under blacklisted by any state government, central Government or any other public sector undertaking or a corporation as on the date of this RFP. An undertaking to this effect should be submitted. 9.2 Proposal validity and security I. Technical and Financial Proposals shall remain valid for a period of 180 days from the date of Technical Bid opening specified. SLNA shall reject the Proposal as being non-responsive if it is valid for a shorter period. II. III. IV. In exceptional circumstances, prior to expiry of the original validity period of the proposal, SLNA may request that the Bidders extend the period of validity for a specified additional period. The request and the responses thereto shall be made in writing to or by facsimile to the listed contact information of the Bidders. In such cases, the Bidders shall not be required or permitted to modify the Proposal, but shall be required to extend the validity of the Proposal for the extension period. The Bidder shall have to furnish with RFP document purchase price i.e. Rs. 3, and EMD security of Rs 30, in the form of Bank Draft or Bank Banker s Cheque in favour of ' State Level Nodal Agency, Housing & Urban Development Department payable at Bhubaneswar from any of the Nationalized / Scheduled Financial Bank. The refund of EMD to the unsuccessful bidder may be refund after award of the contract.. The EMD of successful bidder will be released on submission of performance security as per Clause no Pre Bid Meeting I. The Bidders designated representatives are invited to attend at their own cost, the Pre Bid meeting which will be held at : Conference Hall of H&UD dept., 1st Floor, Annex-B Building, State Secretariat, Bhubaneswar The purpose of the meetings will be to clarify doubts and queries relating to any matter on the RFP that may be raised at that stage. II. Last date & time of submission of written quires for Clarification on RFP document is 23 rd July 2015 till Hrs. The format for submission of query

18 III. IV. is provided at 3.1 of RFP. Quires can also be sent to in the required format only. Any modification of the Proposal documents which may become necessary as a result of the Pre-Bid meeting shall be made by the SLNA, exclusively through the issue of an Addendum /Corrigendum in the web site. All clarification shall be given by hosting in web site which can be considered by all intending bidders. 9.4 Bid Opening and Evaluation I. The Evaluation Committee(s) shall evaluate the Technical Proposal and Financial proposal. II. III. IV.. The decisions of the Evaluation Committee(s) in the evaluation of the Financial bids shall be final. No correspondence will be entertained outside the process of discussion with the Committee(s). The Evaluation Committee(s) shall open the Technical Bid as per the scheduled date, time and location as mentioned in the document, in the presence of Bidders' designated representatives who may choose to attend. In case of any contingency, the Evaluation Committee(s) reserves the right at any time to postpone or cancel a scheduled bid opening, in which case an alternative date, time & location will be intimated through the website. V. The Bidder should take enough care to submit all the information sought in the desired formats. The bids are liable to be rejected if information is not provided in the desired formats, however SLNA reserves right to seek any clarification from any bidder if it so desires. The proposals, in general, shall be evaluated using the following criteria: Technical evaluation of the bid would be carried out applying the evaluation criteria specified below. Each respective technical bid will be attributed a technical score as per following breakup: SN Main Criteria and Weight age out of Total 100 marks Sub Criteria Sub Weight age Turnover 1. Financial Strength - 20 (average 3 years) above RS 1 Cr. 5 marks For every additional RS 1 Cr. 1 mark each Max-10 marks 10 Net Worth (average 3 years) above Rs. 25 lakhs- 5marks For every additional Rs. 5 Lakhs 1 Mark each, Max- 10 Marks 10 Quality and Number of OWN having CISA/CISSP Certification Auditors 2. Institutional Strength 25 5 auditors 5 marks for every additional one Auditor 20 Persons 1 Mark each, Max- 15 Marks. 15 Page 18

19 SN 3. Main Criteria and Weight age out of Total 100 marks Similar Experience of auditing of any e- Governance Project developed by CMMI-5 company 20 (Project value should be more than Rs. 20 Lakhs) Sub Criteria Total No. of Personnel in the Payroll of the Firm For above 40 Persons 2 Marks, for every additional 20 Persons 1 Mark each, Max- 10 Marks. For 2 Projects 4 Marks For each additional Projects - 2 Marks each Maximum 20 Marks Sub Weight age Experience in other AUDIT (of 5 Best Projects in last 5 years up to 31st March 2015) 15 ** Approach & Methodology Total Duration Projects (in years) 5 Total Value of Projects(in INR) 10 Understanding of Scope 10 Work Plan for audit management 05 Detailed approach and methodology 05 Based on the evaluation of technical bids, the bidders shall be ranked highest to lowest technical score (St) in accordance with the total ma rks obtained. The bidders with technical bid score of minimum 70% and above will be considered technically qualified for further process. ** For each bidder the duration value of all the Projects will be totaled and the bidder having highest value will get full mark and others in proportion. The price bids of technically qualified bidders will only be opened for financial evaluation. After evaluation of the Technical Bids, the Financial bids of those Bidders who will be declared eligible by the evaluation committee, will only be opened. The date, time and location for opening will be intimated to bidders for remaining present, who may choose to attend. 10 Approach & Methodology The bidder needs to furnish a write up with following details. Understanding of Scope as per RFP Work Plan for audit management Detailed approach and methodology Page 19

20 11 General Information I. The Bidder shall bear all costs associated with the preparation and submission of its bid and SLNA (hereinafter referred to as the 'Purchaser') will in no case be responsible or liable for these costs, whether or not the Bid is finally accepted. II. Tender, duly filled in and accompanied by all supporting documents, should be submitted on or before , 13 Hrs. after which no tenders would be accepted and all tenders received after due date would be liable for outright rejection. III. The bids will be opened at Conference Hall of H&UD dept., 1st Floor, Annex-B Building, State Secretariat, Bhubaneswar The sealed covers containing bids will be opened in the presence of bidder s representatives as per the bid opening schedule mentioned earlier. One representative per bidder would be permitted to be present at the time of opening the tender. The Financial Bids of those eligible bidders, short-listed by the evaluation committee will only be opened, the date of which will be intimated to eligible bidders. IV. Tenders shall be fully in accordance with the requirements of the General Terms and Conditions. Appropriate forms furnished with this specification shall be used in filling the information. Incomplete, illegible and unsealed tenders will be rejected. Telegraphic tenders will not be accepted and no correspondence will be made in this matter. V. All offers should be made in English. Conditional offers and offers qualified by such vague and indefinite expression such as Subject to immediate acceptance, Subject to prior sale etc. will not be considered. VI. The Price and conditions of the offer should be valid for at least a period of 180 days from the date of tender opening. Tenders with validity of less than 180 days may be rejected. VII. Submitted tender forms, with overwritten or erased or illegible rate or rates not shown in figures and words in English, will be liable for rejection. In case of discrepancy between words and figures noted against each item of the tender and between unit rates and the total amount, the decision of the tendering authority will be final and binding on the bidders. Corrections in the tender, if unavoidable, should be made by rewriting with dated initial of the bidder after scoring out the wrong entries. Clerical and arithmetical mistakes may result in rejection of the tender. VIII. While tenders are under consideration, bidders and their representatives or other interested parties, are advised to refrain from contacting by any means, the evaluation committee or any personnel of SLNA, on matters relating to the tenders under study. IX. SLNA if necessary will obtain clarification on tenders by requesting such information from any or all the bidders either in writing or through personal contact as may be necessary. The bidder will not be permitted to change the substance of his offer after the tenders have been received in SLNA. Any attempt by any bidder to bring pressure of any kind, may be disqualified and the bidder may be liable to be debarred from bidding for SLNA tenders in future for a period of three years. X. SLNA reserves all rights to cancel the tender without assigning any reason thereof. Page 20

21 11.1 Disqualification or Rejection of Tender The tender is liable to be rejected or the bidder disqualified at any stage on account of the following: I. If the bid or its submission is not in conformity with the instruction mentioned herein. II. III. IV. If the bid is not furnishing non refundable RFP document Purchase Price i.e. Rs. 3,000 (Rupees three thousand only) and Earnest Money Deposit (EMD) / Security payable Rs. 30,000 (Rupees thirty thousand only). If it is not signed with seal, on all the pages of the bid document. If it is received after the expiry of due date and time. V. If it is incomplete and required documents are not furnished. VI. VII. If misleading or false statements/ representations are made as part of prequalification requirements. If found to have a record of poor performance such as having abandoned work, have been black-listed, having inordinately delayed completion and having faced Financial failures etc Forfeiture of EMD (Bid Security) EMD submitted by the bidder may be forfeited under the following conditions: I. If the bid or its submission is not in conformity with the instruction mentioned herein. II. If the bidder withdraws the tender before the expiry of the validity period. III. If the bidder violates any of the terms and conditions of the RFP. IV. If a successful bidder fails to (a) accept award of work, (b) sign the Contract Agreement with SLNA, after acceptance of communication on placement of award, (c) furnish performance security, or the bidder violates any of such important conditions of this tender document or indulges in any such activities as would jeopardize the interest of SLNA in timely finalization of this tender. The decision of SLNA regarding forfeiture of bid security shall be final and shall not be called upon question under any circumstances. A default in such a case may involve black-listing of the bidder by SLNA/GoO Penalty on Termination of Contract for default If the bidder fails to carry out the award / work order in terms of this document within the stipulated period or any extension thereof, as may be allowed by SLNA, without any valid reasons acceptable to SLNA, SLNA may terminate the contract after giving one month notice, in which case the decision of SLNA on the matter shall be final and binding on the bidder. Upon termination of the contract, SLNA shall be at liberty to get the work done at the risk and expense of the bidder through any other agency, and to recover from the bidder compensation or damages Liquidated Damages In the event of delay in execution of work, specified in this Contract / furnishing of deliverables,the bidder shall be liable to a of the value of work order in respective phases, for every week of delay,up to a maximum of 10%, after which SLNA shall be at liberty to cancel the award. For the purpose of this clause, part of a week shall be considered to be a full week. Page 21

22 12 Terms & Conditions 12.1 Amendment of bids I. Bids once submitted cannot be amended. However, in case of some administrative exigencies, SLNA may decide to take fresh bids from all the Bidders before actually opening of the Technical and Financial Bids. II. In order to afford prospective Bidders reasonable time to make amendment in their bids, SLNA may, at its discretion, extend the deadline for the submission of bids. However, no such request in this regard shall be binding on SLNA Language of Bid &Correspondence The Bid will be prepared by the Bidder in English language only. All the documents relating to the Bid (including brochures) supplied by the Bidder should also be in English, and the correspondence between the Bidder & SLNA will be in English language only. The correspondence by Fax / must be subsequently confirmed by a duly signed formal copy Bid Currencies Prices shall be quoted in INDIAN RUPEES, inclusive of all prevailing taxes Format and signing of Bid I. The Bidder shall prepare 2 (Two) copies of the Bid, clearly marking "Original Bid" on one copy and "Copy of Bid" on the remaining one copies. In the event of any discrepancy among various copies, the Original Bid shall prevail. Bids shall be packed and sealed as per procedure mentioned below. II. The original and copies of the Bid shall be neatly typed and shall be signed, by an authorized signatory on behalf of the Bidder. The authorization shall be provided by written Power of Attorney accompanying the Bid. All pages of the Bid, except for un amended printed literature, shall be initialed by the person or persons signing the Bid. III. The Bid shall contain no interlineations, erasures or overwriting, in order to correct error made by the Bidder. All corrections shall be done & initialed by the authorized signatory after striking out the original words / figures completely Sealing and Marking of Bids I. The Bidder shall seal & mark various parts of the Bid as follows: a) General and Technical Bid in 2 (Two) hard copies and 1 (One) soft copy (1 Original + 1 Copy + 1 CD/DVD (non-editable) in different envelopes. All of the envelopes shall be sealed in a covering envelope super scribed with words Technical Bids for Appointment of TPA for Odisha ULB Automation System. Non refundable RFP document Purchase Price and EMD" will not be Opened Before , 4 P.M. " which needs to be submitted in a separate envelop along with Technical Bid. Page 22

23 b) Financial Bid in one hard copies (Original) in a sealed envelop super scribed with words Financial Bid for Appointment of TPA for Odisha ULB Automation System-e-Municipality & "DO NOT OPEN ". II. Every envelope and forwarding letter of various parts of the Bid shall be addressed as follows: The Special Secretary, SLNA H & UD Department, Govt. of Odisha 1st Floor, Annex-B Building, State Secretariat, Bhubaneswar Tel , sshudd.odisha@gmail.com. If the envelopes are not sealed and marked as required above, SLNA will assume no responsibility for the Bid's misplacement or premature opening. Bids sent through Courier /Telex / Telegrams / Fax / shall not be acceptable. Bids to be submitted Through Hand delivery/speed post/registered post. The envelope shall be sealed by signing across all joints & pasting good quality transparent adhesive tape on top of such joints & signatures. A Bidder, who packs its Bid in a manner other than what has been described in above clause, may face rejection of the Bid Deadline for submission of Bids I. Bids will be received by the SLNA at the specified address not later than , 1 P.M. Bids received after the deadline for any reason including due to Postal delays will not be accepted. II. SLNA may, at its discretion, extend this deadline for any administrative reason Late Bids Any bid received by SLNA after the deadline for submission of bids prescribed by SLNA, as per schedule of events will be rejected Modification &Withdrawal of Bids Page 23

24 I. Modifications of Bids may be allowed by SLNA if any substantial changes have to be made in the scope of work. This option will be available to every Bidder who has submitted Bid. II. Bids cannot be withdrawn during the interval between its submission of bids and expiry of Bid's validity period, as specified by SLNA. 13 Award of Work Notwithstanding anything else contained to contrary in this Tender Document, SLNA reserves the right to accept or reject any Bid or to annul the bidding process fully or partially, or modifying the same and to reject all Bids at any time prior to the award of work, without incurring any liabilities in this regard Notification of Award I. Prior to the expiry of the period of Bid validity, SLNA will notify the successful Bidder in writing by speed post or Fax or that its Bid has been accepted. II. The liability of the Consultant(s) to perform the services will commence from the date of notification of Award. The Completion Period shall be counted from the date of 'Notification of Award of Work' Corrupt or Fraudulent Practices SLNA requires that the Bidders under this tender observe the highest standards of ethics during the procurement and execution of such contracts. In pursuance of this policy, the Purchaser (i.e. SLNA) defines the terms set forth as follows:- I. Corrupt Practice means the offering, giving, receiving or soliciting of anything of value to influence the action of the public official in the procurement process or in contract execution; and II. III. IV Application Fraudulent Practice means a misrepresentation of facts, in order to influence a procurement process or execution of a contract to the detriment of the Purchaser, and includes collusive practice among Bidders (prior to or after bid submission), designed to establish bid prices at artificial noncompetitive levels and to deprive the SLNA of the benefits of the free and open competition; SLNA will reject a proposal for award if it determines that the Bidder recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question. SLNA will declare a Bidder ineligible, either indefinitely or for a stated period of time, to be awarded a contract if at any time it is determined that the Bidder has engaged in corrupt and fraudulent practices in competing for or in execution of contract. These General Conditions shall apply to the extent that these are not superseded by specific provisions in other parts of this tender document. A detailed Work Order regarding consultancy work shall be issued, after the bid is finalized incorporating the agreed conditions which shall be final. Page 24

25 13.4 Payment Schedule Sl. No. Deliverables/Reports Time frame in months from date of award Payment Slab 1 Audit Plan with Time Line 10 days 10% System Study and Submission of Questioner / Schedule Report of Assessment Survey at 44 ULBs Submission of Draft Report and Presentation 10 days 10% 40 days 35% 15 days 10% 5 Submission of Final Report and acceptance 15 days from the date of draft Presentation 35% 13.5 Delays in the Consultant's Performance I. Delivery of services shall be made by the Consultant in accordance with the time-schedules specified by SLNA. II. III. The Consultant will strictly adhere to the time-schedule for the performance of Work. Any changes due to uncontrollable factors, SLNA can relax this time frame. In case of delay in performance for reasons attributable to the Consultant, such liquidated damages shall be imposed as are stipulated in the clause 6.10 above or as per agreement signed, while awarding the consultancy work Performance Security Within 7 (Seven) days of Notification of Award of the Work the company shall furnish Performance Security to 10% of the total value of the order by way of irrevocable and unconditional Bank Guarantee in favor of SLNA valid for a period of 15 months. The proceeds of the Performance Security shall be payable to SLNA as compensation for any loss resulting from the Company s failure to fulfill its obligations under the terms and conditions of the Work Order. The Performance Security will be discharged by SLNA and returned to the company not later than 30 (Thirty) days following the date of completion of the company s performance, related obligations under the terms & conditions of the Work Order. In the event of extension of contract period the security to be extended as per requirements of SLNA from time to time Termination for Default Page 25

26 Page 26 I. SLNA may without prejudice to any other remedy for breach up of terms and conditions (including forfeiture of Performance Security by written notice of default sent to the company, terminate the work / task in whole or in part, after sending a notice to the Company in this regard.) II. III. If the Company fails to deliver or complete the job assigned in the terms and conditions within the time period (s) specified in the Tender Document. If the Company fails to perform any other obligations under the terms and conditions Progress of the Project Progress of the Project may be intimated in writing to SLNA on monthly basis Confidentiality Any information pertaining to the SLNA or any other agency involved in the project, matters concerning SLNA that comes to the knowledge of the vendor in connection with this contract, will be deemed to be confidential and the contractor will be fully responsible, for the same being kept confidential and held in trust, as also for all consequences of its concerned personnel failing to observe the same. The vender shall ensure due secrecy of information and data not intended for public distribution. The affidavit to this effect should be submitted along with security deposit Force Majeure I. This clause shall mean and be limited to the following in the execution of the contract placed by SLNA. II. a. War / hostilities b. Riot or civil commotion c. Earth Quake, Flood, Tempest, Lightning or other natural physical disaster d. Restrictions imposed by the Government or other statutory bodies, which is beyond the control of the consultant, which prevent or delay the execution of the order by the consultant The consultant shall advise SLNA in writing at the beginning and the end of the above clauses of delay, within 7 days of occurrence and cessation of the force majeure conditions. In the event of a delay lasting for more than one month, if arising out of clauses of force majeure, SLNA reserves the right to cancel the contract without any obligation to compensate the consultant in any manner for whatsoever reason, subject to the provision of clause mentioned Arbitration Amicable Settlement: Performance of the contract is governed by the terms & conditions of the contract, in case of dispute arises between the parties regarding any matter under the contract, either Party of the contract may send a written Notice of Dispute to the other party. The Party receiving the Notice of Dispute will consider the Notice and respond to it in writing within 30 days after receipt. If that party fails to respond within 30 days, or the dispute cannot be amicably settled within 60 days following the response of that party, clause GC 8.2 shall become applicable.

27 Arbitration: In the case of dispute arising upon or in relation to or in connection with the contract between the Client and the Consultancy firm/agency, which has not been settled amicably, any party can refer the dispute for Arbitration under (Indian) Arbitration and Conciliation Act, Such disputes shall be referred to an Arbitral Tribunal consisting of 3 (three) arbitrators, one each to be appointed by the Client and the Consultancy firm/agency, the third arbitrator shall be chosen by the two arbitrators so appointed by the parties and shall act as Presiding Arbitrator. In case of failure of the two arbitrators, appointed by the parties to reach a consensus regarding the appointment of the third arbitrator within a period of 30 days from the date of appointment of the two arbitrators, the Presiding arbitrator shall be appointed by the Secretary of the Ministry / Department. The Arbitration and Conciliation Act, 1996 and any statutory modification or re-enactment thereof, shall apply to these arbitration proceedings. Arbitration proceedings shall be held in Bhubaneswar, India and the language of the arbitration proceedings and that of all documents and communications between the parties shall be English. The decision of the majority of arbitrators shall be final and binding upon both parties. The expenses of the arbitrators as determined by the arbitrators shall be shared equally by the Client and the Consultancy firm/agency. However, the expenses incurred by each party in connection with the preparation, presentation shall be borne by the party itself. All arbitration awards shall be in writing and shall state the reasons for the award Legal Jurisdiction All legal disputes are subject to the jurisdiction of Bhubaneswar courts only. 14 Completeness of Tender Offer The Bidder is expected to examine all instructions, forms, terms, conditions and deliverables in the Tender Documents. Failure to furnish all information required in the tender documents or submission of a tender offer not substantially responsive in every respect to the tender documents will be at the Bidder's risk and may result in rejection of its tender offer. The tender offer is liable to be rejected outright without any intimation to the Bidder if complete information called for in the tender document is not given therein, or if particulars asked for in the Forms / Annexure in the tender are not fully furnished. Page 27