Request for Proposal For Selection of an IT Solution Provider for

Transcription

1 Request for Proposal For Selection of an IT Solution Provider for Web Based Application for MG NREGS Module Based Process Automation through RFP Identification No. RDP/04/C.Cell-2013 Last Date of Bid Submission: 6 th February 2013 (Tendering through e-procurement Portal of Government of Karnataka) Page 1 of 129

2 Abbreviations and Terminology Used Abbreviation GoK MG NREGS, RDPR Dept FD NREG NIC HRMS E-Procurement RFP Description Government of Karnataka Mahatma Gandhi National Rural Employment Guarantee Scheme, Department of Rural Development & Panchayat Raj, Govt of Karnataka Finance Department, Government of Karnataka National Rural Employment Guarantee National Informatics Centre Human Resource Management System E-Procurement Portal of Government of Karnataka Request for Proposal Page 2 of 129

3 Section 1: Preface 1.1 Executive Summary The purpose of this Request for Proposal (RFP) is to select an IT Solution Provider for MG NREGS Module Based Process Automation through : A well functional end-to-end Web based Software Solution will achieve (a) Household & wage seeker friendly registration for Job Card Anywhere, anytime On-line application (in addition to regular application method) (b) Monitoring of Planning, follow up, tracking and ensuring that planning process gets completed in a time-bound manner. (c) Work selection as per Guidelines, better execution, monitoring & transparency (d) The work estimation would be automated and standardized. This one aspect itself will reduce a lot of bottlenecks and wrong implementations in the field. (e) The estimate preparation as well as the measurement of executed works will be automated through GPS enabled devices. This will lead to date&time as well as geo-stamped measurements for each work. The duplication and false measurements will reduce substantially. (f) The manual measurements will be replaced by e-mb (electronic Measurement Book) and the same will be linked with the estimates of the work. The billing and accounts will also be linked to this e-mb. So not only the need for manual calculations be obviated, a lot of time and drudgery will be saved (g) Prompt payment for works in transparent fashion would happen and fraudulent payments will come down substantially due to billing automation as stated above (e-fms is independently being rolled out which will deliver payments electronically into accounts of Job Card holders) (h) HRMS computerization will enable proper management of manpower as well as increased accountability, performance review/monitoring etc. (i) All work site time&date plus geo-stamped photos will be part of bill preparation itself. (j) The accounts, billing and finances will be computerized. A transparent system of accounting will emerge, and, audit, reconciliation, and utilization will be available on-line. (k) Reporting, Analysis, Dynamic Queries, Analytics for evaluation, monitoring and corrective action. Bidders are advised to study this document carefully. SubMG NREGS, RDPR Dept of RFP shall be deemed to have been done after careful study and examination of this document with full understanding of its implications. The RFP document must be read in it its entirety including annexures. 1.2 Schedule for Bid Process Management The MG NREGS, RDPR Dept will follow the bid schedule given in the table below, however the department reserves the right to change the schedule at any moment. The changes in schedule will be notified through e-procurement Portal of Government of Karnataka. Page 3 of 129

4 S.No. Milestone Date 1. Publication of RFP document or Tender Publication Last date of submission of queries Pre-Bid Conference Last date to bid Opening of Technical Bids Pre-qualification and Technical Evaluation of Bids (10AM onwards) 6. Opening of Financial Bids (for technically qualified bidders only) 7. Award of Contract As per finalization Contact Address for Communication Regarding Bid Any queries/doubts/questions regarding the bid shall be addressed to MG NREGS, RDPR Dept Department of Rural Development and Panchayat Raj, 2 nd Floor, 3 rd Gate, M S Building Bangalore nregs-ka@nic.in Phone: About Karnataka Karnataka is a state in south west India. It is bordered by the Arabian Sea to the west, Goa to the northwest, Maharashtra to the north, Andhra Pradesh to the east, Tamil Nadu to the southeast, and Kerala to the southwest. The state covers an area of 191,976 square kilometres (74,122 sq mi), or 5.83% of the total geographical area of India. It is the eighth largest Indian state by area, the ninth largest by population and comprises of 30 districts. More information about Karnataka can be found at Information about Government of Karnataka can be found at MG NREGS: Introduction: Mahatma Gandhi National Rural Employment Guarantee Scheme (MG NREGS) is implemented as a Centrally sponsored scheme under the aegis of Ministry of Rural Development (MoRD), Govt of India, for operationalization of the mandate of National Rural Employment Guarantee Act, 2005 an act which guarantees minimum 100 days of unskilled wage employment to rural households across the country. Salient Features of the Scheme: Page 4 of 129

5 MG NREGS has the following salient features 1. Each Rural Household which registers with a local gram panchayat is issued a Job Card within a period of 15 days of filing of an application seeking such a Job Card the only thing verified is that the household seeking the Job Card are ordinarily resident in the said Gram Panchayat and are adult memebers. 2. Based on the issued Job Card the concerned household becomes entitled to guaranteed unskilled wage employment for at least 100 days in a year. This guarantee for 100 days is for each household with all the members of the said household taken together. For better tracking of employment availed by each Job Card holding family the unskilled wage employment is given against a written demand and accounts are kept of the employment availed against each Job Card. 3. Accordingly, each Job Card is uniquely numbered and details of all the members of the family to which the card is issued are captured in the Job Card together with photographs. 4. In case unskilled employment is sought by any member of a family holding a Job Card, and, the same is not made available to the seeker of employment within a period of 15days from date of application; such a seeker of employment becomes entitled to Unemployment Allowance which shall be paid to him by Programme Officer of MG NREGS. 5. The aim of the scheme is to give sustainable employment with asset generation accordingly, a minimum 60% of funds must be spent on unskilled wage payment portion. The unit to calculate whether minimum 60% funds have been spent on unskilled wage payment is Gram Panchayat, Taluk level and District level depending on the operational area of an Implementing Agency. 6. There are no financial targets nor specific budget in MG NREGS, however, labour demand is used to assess the requirement of funds for a specific Gram Panchayat, Taluk and District. The same is summed up to assess the likely labour demand for the whole State. The labour demand is assessed using the formula = [No of Job Cards] X 100. This forms the upper limit of labour demand for an area, and, then depending upon the practical demand actually generated previous year a more practical assessment is arrived at for a given area. The same is summed up for all Gram Panchayats, and, a practical demand for whole district is worked out. The same is used to arrive at a practical figure for labour demand for the whole State. 7. Central Government gives 90% of the funds while State Government gives rest of 10% funds as State share. 8. As giving gainful unskilled employment is central to MG NREGS, therefore, MoRD, GoI, has prescribed 16 broad category of works which can be executed/taken up under MG NREGS. The works not covered by these 16 category of works cannot be taken up under MG NREGS. 9. The Central Govt has issued detailed guidelines for implementation of the Scheme, and, the same is termed as MG NREGS. The States have been asked to evolve their own detailed Schemes within the broad parameters of MG NREGS. 10. MG NREGS prescribes that not more than 6% of the scheme funds could be utilized for meeting administrative expenses related with implementation of the scheme. Page 5 of 129

6 Implementation Details of MG NREGS: While full details are in the Guidelines of MG NREGS; broadly, there are following processes 1. Registration for Job Card & Labour Demand a. The start point of MG NREGS process is with a Rural Household apply for registration to Gram Panchayat b. A family and it adult members who are ordinarily resident of a Gram Panchayat (at the time of registration) can register themselves in the said Gram Panchayat as a Household c. Gram Panchayat upon verification (within 15 days) of (i) local residence (ii) family (iii) Adult (>18years age), will be registered with a unique registration number. d. GP will issue Job Card to each such registered Household. e. As each Job Card is entitled to 100 days of unskilled employment; therefore, the number of Job Cards are the upper limit on Labour Demand in a Gram Panchayat. The actual Labour Demand projections for a Gram Panchayat will be based on previous years experience, and, other conditions in labour market (including wage rate, drought conditions etc). 2. Planning a. MG NREGS implementation process starts with the planning process wherein starting from the grassroots level of village/grama sabhas people sit down in Grama Sabha, and, themselves identify the works they wish to be taken up in their area. The works list is prepared and approved by this Grama Sabha which is essentially comprises of all adults of a village/panchayat. b. The works shall belong to the 16 permitted categories of works. c. The work-lists prepared by Grama Sabha are perused and prioritized by Gram Panchayat. However, Gram Panchayat cannot delete the works from the list of Grama Sabha even in case of ineligible project it can only suggest for inclusion of an alternate work. d. The work lists prioritized by Gram Panchayats are, then, examined and, approved by Taluk Panchayat Samitis. The TPS can add such works to the list of these works which run across multiple Gram Panchayats or are inter- Gram Panchayat e. Similarly, after approval by Taluk Pachayat Samitis, the Zilla Panchayat approves the work list. The idea is that works are examined from admissibility point of view (16 category of works and maintenance of 60:40 ratio) however, even inadmissible works can also be only sought to replaced by another admissible work. Zilla Panchayat can include inter- Taluk works as well as works of Line Department which are inter-taluk works. However, the approval of Grama Sabha for all works is mandatory. f. Once approved by Zilla Panchayat the prioritized work list becomes Annual Action Plan for the district. It is to be noted that Annual Action Plan contains prioritized list of works which would be taken up in the next financial year. The Grama Sabhas would have suggested long list of works, and, the same is expected to exceed the practical Labour Demand of an area, therefore, prioritized list of proposed work enable picking the top priority works such that the Annual Action Plan conforms with practical Labour Page 6 of 129

7 Demand of an area (Gram Panchayat). Therefore, the prioritization role of Gram Panchayat, Taluk Panchayat and Zilla Panchayat plays critical role in creating the Annual Action Plan. g. The works which do not find mention in the Annual Action Plan (limited due to practical Labour Demand) but were part of list prepared by Gram Sabha will become part of Shelf of Projects. The works will be picked from Shelf of Projects in case Labour Demand of an area goes beyond the originally conceived Annual Action Plan. h. The planning process for a given Financial Year starts on 15 th August of the preceding year, and, the district Annual Action Plan and the district Shelf of Projects for a Financial Year shall be in place before 1 st December of preceding year i. The district Annual Action Plans shall be consolidated at the State level and sent to MoRD, GoI, as Annual Action Plan for whole State based on which the funds are ear-marked for each State. The same are covered in Budget of the Central Government. 3. Estimate Preparation for Works As soon as the Grama Panchayat prioritizes the works as proposed by Grama Sabhas, the relevant technical personnel shall make detailed technical estimates of the works as per priority of the Gram Panchayat. In this regard technical estimates shall be prepared for at least such number of works (as per prioritized list prepared by Gram Panchayat) which will meet the Labour Demand of Gram Panchayat. The prepared technical estimates shall be technically approved by relevant technical authorities. By 31 st December when Annual Action Plan of the district is ready, the full and duly approved technical estimates shall also be ready. In fact, this should be completed by 31 st October itself in order to facilitate correct Annual Action Plan preparation at both Taluk and district levels. In any case, Annual Action Plan a given financial year for a district (along with the technical estimates of the works that are included in the said plan) shall be ready and finalized by 31 st December of the preceding year. The details in this regard are as stated in the Planning process stated above. 4. Works Management, Execution & Payment a. There is category of permissible works and also of impermissible works. Annual Action Plan and Shelf of Projects shall consist of only the permissible works. b. Unskilled Wage & Material cost ratio of 60:40 shall be maintained at GP level as a unit (for line department this could be at Taluk or District level as a Unit) c. In case at least 10 Job Card holders approach a GP for assigning works, and, no work is on-going to which they can be assigned; then GP shall initiate a fresh work from among list of works in Shelf of Projects (Annual Action Plan of GP). d. e-muster Roll shall be issued under signatures of Programme Officer (EO TPS) for the labourers and the e-nmr has a specific number and validity for 15 days. Page 7 of 129

8 e. Executed works in field shall be measured by Technical Personnel each week and wages shall be paid and bills paid as well. f. Payments are being issued to the labourers through account payee cheques, and through e-fms Pay Order (electronic fund transfer) in 7 districts in the state. The whole State will migrate to e-fms payment mode in next two to three months. 5. Social Audit, Civil Society, Quality Monitoring, 3 rd Party Inspections A gamut of agencies and activities are envisaged which both concurrently, and, post facto do evaluation and independent monitoring of execution of works under MGNREGS. The aim is also to bring transparency, accountability and people s participation in management of MG NREGS. 6. Ombudsman System & Complaints Management MG NREGS has built-up and is further strengthening the system of enquiries into specific allegations, complaints. This is a complementary system to point no 5, and, specific powers are now conferred on Ombudsmen (who are senior, experienced, well-meaning citizens with relevant background) to impose penalties and also order recoveries and initiate disciplinary action for lapses. 7. Human Resource Management & Administrative Expenses Each year about Rs70-90Crores are spent for administrative expenses out of which about Rs30Crores are for payment to personnel alone. This cost is going to increase with substantial addition of manpower as is envisaged at present. A proper planning and monitoring of this is necessary. 8. MIS (Management Information System) An elaborate MIS has been developed for reporting on MG NREGS by NIC. It is a web based application which is hosted in New Delhi on a central Server. A lot of static information on MG NREGS is available on MIS which is regularly updated from the field (nrega.nic.in/misreport.htm). This site caters to need of the whole country. The above points are major processes/aspects of MG NREGS. A more detailed write-up in the form of Operational Guidelines, 2012 is attached herewith for further understanding in Annexure-B. MGNREGS, RDPR Dept, is also setting up a call center to a. Guide citizens about the MG NREGS. For example details of scheme, programs, entitlements, benefits etc. b. Guide citizens about the various touch points of the MG NREGS, RDPR Dept to avail a service including modalities or procedures for accessing such entitlements/benefits Page 8 of 129

9 c. Registration for Job Card i. The request from Citizens for issuance of new Job Card or inclusion of name in an existing Job Card will be accepted over phone. The details captured in the appropriate software provided by MG NREGS, and, sent to appropriate quarters through this Software. ii. The MG NREGS provided software or the appropriate software solution will hand-hold the Call Centre personnel in doing this. iii. Guide the citizens to apply for Job Card on-line through web. d. Demand for Unskilled Employment (Labour Demand) i. Any family with a Job Card can demand unskilled employment from a local Gram Panchayat by submitting application in Form-6 ii. The Call Centre shall accept the applications over phone demanding unskilled employment from Job Card Holders. The demand shall be logged into MG NREGS software solution or appropriate software solution, and, escalated to proper office through the software. iii. The MG NREGS software or the appropriate software solution will hand-hold the Call Centre personnel in doing this. iv. Guide the citizens to apply for unskilled employment on-line through web. e. Complaints & Grievances i. Any MG NREGS, RDPR DEPT related complaint filing and followup through Call Centre ii. The MG NREGS software or the appropriate software solution will hand-hold the Call Centre personnel in doing this. iii. Guide the citizens to register complaints/grievances on-line through web. iv. Any other MG NREGS Activity v. General Enquiries vi. Enable self-help IVR to read out the status of the application. vii. Daily/weekly/monthly MIS, as and when required in prescribed format Page 9 of 129

10 Section 2: Instruction to Bidders 2.1 Introduction At present there is an IT system / MIS solution has been developed by National Informatics Centre [NIC] (NREGASoft) for MG NREGS, RDPR Dept and is available at Any web-based solution developed for MG NREGS shall fully integrate with the existing solution/solutions based on laid down standards of Ministry of Information Technology, Dept of Information Technology s e-governance standards. The Software Solution being developed in this RFP shall be in complete complimentarity with NregaSoft of NIC, New Delhi. 2.2 Corrupt Practices MG NREGS, RDPR DEPT requires bidders to observe the highest standard of ethics during the procurement and execution of such contracts. a) The following definitions apply: Corrupt practice means the offering, giving receiving, or soliciting, directly or indirectly, of any thing of value to influence the action of any party in the procurement process or the execution of a contract; Fraudulent practice means a misrepresentation or mission of facts in order to influence a procurement process or the execution of a contract; collusive practices means a scheme or arrangement between two or more bidders, with or without the knowledge of the Department, designed to influence the action of any party in a procurement process or the execution of contract coercive practices means harming or threatening to harm, directly or indirectly, persons, or their property to influence their participation in a procurement process, or affect the execution of a contract; b) Department will reject a proposal for the award of Contract if it determines that the bidder recommended for award has, directly or through an agent, engaged in corrupt, fraudulent, collusive, or coercive practices in competing for the Contract Any communication between the bidder and the MG NREGS, RDPR DEPT related to matters of alleged fraud or corruption must be made in writing. By signing the contract, the bidder shall represent that it is either the owner of the Intellectual Property Rights (IPR) in the hardware, software or materials offered, or that it has proper authorization and/or license to offer them from the owner of such rights. For the purpose of this clause, IPR shall be defined in the Section 8 of this bid document. Wilful misrepresentation of these facts shall be considered a fraudulent practice Page 10 of 129

11 2.3 Eligible Bidders Pre-Qualification Criteria (minimum technical requirements) (see Annexure-L) 1. The bidder shall be in IT business and worked for a Government Department or a Govt Public Sector Undertaking in the last three years (as on ) [LoI/Work order/completion Certificates] 2. The bidder must have implemented in last the six years at least three web-based software solutions either for Government of Karnataka/Government of India/other state governments or for Govt Boards/Govt PSUs/Govt Corporations as on The bidder shall have executed or executing to the satisfaction of government department or PSU/Board one IT works of value not less than 10 Crore rupees Or Shall have executed/executing to the satisfaction of department two IT works of not less than 5 Crores Rupees each Or Shall have executed/executing to the satisfaction of department three IT works of not less than 3 Crore Ruppees each 4. The bidder shall not have been blacklisted by Government of Karnataka/Government of India/other state governments and their PSUs/Boards/Corporations. Note: Consortium bidding is NOT permitted, and, subject to eligibility criteria stated above, more than one legal entity cannot together or jointly bid for this tender. Eligibility will be as per the qualification criteria defined above. Bidder shall not have a conflict of interest with objectives of this Bid and this RFP. Participation by Bidder(s) having a conflict of interest will result in the disqualification of all the Bids. MG NREGS, RDPR DEPT considers a conflict of interest to be a situation in which a party has interests that have a potential or are likely to adversely influence that party s performance of assigned duties or responsibilities, contractual obligations, or compliance with applicable laws and regulations, and that such conflict of interest may contribute to or constitute a prohibited corrupt practice. A Bidder may be considered to be having a conflict of interest in this bidding process if, including but not limited to, the bidder: (a) acts directly or indirectly in collusion with any of other bidders or parties; or (b) have the same legal representative for purposes of this Bid; or (c) have a relationship with each other and uses it to have access to information about or influence on the Bid of another Bidder, or influence the decisions of the Department regarding this bidding process (d) a Bidder bids more than one bid in this tender (here a bidder means a single legal entity). Participation by a Bidder in more than one Bid will result in the disqualification of all Bids in which it is involved. However, this does not limit the inclusion of the same product (commercially available hardware, software or network product manufactured or produced by the firm), as well as purely incidental services such as installation, configuration, routine training and ongoing maintenance/support, in more than one bid; or Page 11 of 129

12 (e) a Bidder or any of its sub-contractors participated as a consultant in the preparation of the design or technical specifications of the Bid and services that are the subject of the bid. 2.4 Eligible Goods and Related Services For the purpose of this Clause, the term Goods includes hardware, software, networking equipments and cables; and Related services includes services such as insurance, transportation, associated documentation, installation, customization, integration, field survey, testing and commg NREGS, RDPR Depting, training, technical support, maintenance, repair and other necessary services to be provided by the selected bidder and necessary for successful implementation of the project as specified in the contract. 2.5 Language of Bid The Bid, as well as all correspondence and documents relating to the Bid exchanged by the Bidder and MG NREGS, RDPR DEPT, shall be written in the English. Supporting documents and printed literature that are part of the Bid may be in another language provided they are accompanied by an accurate translation of the relevant passages in English. 2.6 Cost of Bidding All costs and expenses incurred by the Bidder in any way associated with this Bid will be borne entirely and exclusively by the Bidder regardless of the conduct or outcome of Bid. Bid Prices 1. The Bidder shall indicate price in the prescribed format (Annexure-I) for all items it proposes to provide under the Contract. Prices should be shown separately for each item as detailed in Tender Documents. The price components furnished by the Bidder in accordance with format below will be solely for the purpose of facilitating the comparison of bids by MG NREGS, RDPR Dept and will not in any way limit the MG NREGS, RDPR Dept s right to contract on any of the terms offered. 2. Prices quoted in the bid must be firm and final and shall not be subject to any upward modifications, on any account whatsoever. However, the MG NREGS, RDPR Dept reserves the right to negotiate the prices quoted in the bid to effect downward modification. 3. The Contract price shall be the only payment, payable by MG NREGS, RDPR Dept, to the successful bidder for completion of the contractual obligations by the successful bidder under the Contract, subject to the terms of payment specified in the contract. The price would be inclusive of all applicable taxes, duties, charges and levies, unless specified otherwise. 4. The prices, once offered, must remain fixed and must not be subject to escalation for any reason whatsoever within the period of contract. A proposal submitted with an adjustable price quotation or conditional proposal may be rejected as non-responsive. 5. Prices in any form or by any reason before opening the Commercial Bid should not be revealed by the bidder or their representatives, failing which the offer shall be liable to be rejected. Page 12 of 129

13 2.7 Currency of Bid The currency of bid will be Indian Rupees. 2.8 Amendments to RFP At any time prior to the deadline for mission of the Bids, MG NREGS, RDPR DEPT can amend the bid by issuing a corrigendum. Such corrigendum will be available on the e- Procurement site of the Government of Karnataka. MG NREGS, RDPR DEPT, at its discretion for any reason whether at its own initiative may add, modify or remove any element of the Goods (including hardware, software etc) or any component of Related Service entirely or any part thereof from the bid document till the time of award of contract. 2.9 Right to reject any bid or all bids MG NREGS, RDPR DEPT reserves the right to accept or reject any Bid, and to annul the bidding process and reject all Bids at any time prior to Contract award, without thereby incurring any liability to the Bidders 2.10 Information in RFP The RFP contains statements derived from information that is believed to be true and but does not purport to provide all information that may be necessary or desirable, to enable an intending contracting party to determine, whether or not to enter into a contract with respect of this RFP Local Conditions It will be imperative on each bidder to fully inform himself of all local conditions and factors which may have any effect on the execution of the works. MG NREGS, RDPR DEPT will not entertain any request for clarifications from the bidders, regarding such local conditions. It must be understood and agreed that such factors have properly been investigated and considered while submitting the proposals. No kind of financial or any adjustments will be made once the bids are submitted Sections of Bidding Document The Instruction to Bidders issued by the Department is a part of the Bidding Document. All the sections mentioned in Section : Preface are part of bidding document Period of Validity of Bids Bids shall remain valid for the period of 120 days after the bid submission date. This can be extended by mutual acceptance for a period of 60 days after intial period of 120 days 2.14 Bid Security The Bidder shall furnish a Bid Security in the amount and currency specified in the bid document. Page 13 of 129

14 2.15 Submission Process and Deadlines The Bidding Process will be conducted through E-procurement Portal of Government of Karnataka (eproc.karnataka.gov.in). Entire process including Tender Fee, EMD Payment, Technical and Financial Bid Submission are handled by the e-procurement Portal of Government of Karnataka. All communications regarding Pre-Bid, dates and timing will be done through e-procurement Portal of GoK. The details about participation process through Government of Karnataka e-procurement Portal can be found on eproc.karnataka.gov.in 2.16 EARNEST MONEY DEPOSIT (BID GUARANTEE) The bidders shall furnish EMD for an amount of Rs. 400,000/- ( Rs. Four Lakhs Only) through any of the four e-payment modes mentioned in the e-procurement Portal. The bid guarantee may be forfeited: a. If a Bidder withdraws / modifies its bid during the period of bid validity specified by the Bidder on the Bid Form; or b. In case of a successful Bidder, if the Bidder fails to sign the Contract; or c. In case of a successful Bidder, if the Bidder fails to furnish the Security Deposit/Performance Guarantee E-payment modes for Tender Processing Fee & Earnest Money Deposit. The supplier/contractor shall pay the Earnest Money Deposit (EMD) & Tender Fee in the e-procurement portal using any of the following payment modes: Credit Card Direct Debit National Electronic Fund Transfer (NEFT) Over the Counter (OTC) i. CREDIT CARD PAYMENT METHOD: To pay the registration fee through your credit card, click on the Credit Card (Online Payment) option. If you choose to pay the fees later click on Close button. Click Pay after verifying details on the screen that appears. Click on Pay button to proceed with payment process. Click Back if you wish to Choose a different payment method. Click on OK button on the payment method Confirmation window that is displayed. You will choose your card type (VISA, master Card). You enter your credit card details. Card Details completely filled. Page 14 of 129

15 The screen will look like it is shown above when you have completely filled the card details. Click on PAY NOW button to effect the payment. Your card details are verified by the payment gateway service and you will receive confirmation of payment debited to your card account if the card is valid. If the card is not valid you will receive alert about it and system will wait for you to correct any errors in the card details provided by you. A successful transaction message is displayed. ii. DIRECT DEBIT METHOD: Click on Direct Debit Using Internet Banking (Online Payment) option to pay from your bank account through Internet Banking facility. Click on Pay to proceed or Back to change the payment method on the Payment details screen. Click on OK on the confirmation window to effect the payment. Click on Cancel and then on Back to change the payment method. You will get information on your screen about successful completion of payment process. iii. OTC PAYMENT PROCEDURE: If a contractor/supplier chooses to make payment of EMD/tender processing fees Over The Counter (OTC) in any of the designated Axis Bank branches listed in the e-procurement web-site ( the contractor/supplier will need to log into e-procurement system, access the tender for which bid is being created and then select the OTC option under the payment section and print the Challan shown in that section. The printed challan will have the unique bid reference number and the amount to be remitted. Along with the challan, contractor can choose to make the payment either in the form of cash or Page 15 of 129

16 in the form of Demand Draft. Cheque payments will not be accepted. The contractor is requested to specifically inform the bank officer to input the unique bid reference number printed in the challan in the banking software. Upon successful receipt of the payment, the bank will provide a 16-digit reference number acknowledging the receipt of payment. This 16-digit reference number has to be inputted by contractor in the payment section of its bid as payment confirmation before the bid is submitted (i.e.) as a pre-requisite for bid submg NREGS, RDPR Dept. iv. NEFT PAYMENT PROCEDURE: If a contractor/supplier chooses to make payment of EMD/tender processing fees using Reserve Bank of India's (RBI) National Electronic Fund Transfer (NEFT) system, the contractor/supplier will need to log into e-procurement system, access the tender for which bid is being created and then select the NEFT option under the payment section and print the Challan shown in that section. The printed challan will have the unique bid reference number, account details of Government of Karnataka and the amount to be remitted. The contractor has to submit the printed challan to its bank-branch (NEFT-enabled) and request for an account-toaccount transfer, wherein the money will get transferred from the contractors' bank account to GoK's bank account. The contractor shall ensure that NEFT transfer instructions are executed and the funds are wired to the Government of Karnataka's principal account before the last date for bid submg NREGS, RDPR Dept and preferably 24 hours before the last date for bid submg NREGS, RDPR Dept. If the contractor's bank transfers/wires the money after the last date for bid submg NREGS, RDPR Dept, the contractor's bid will be liable for rejection. Upon executing the transfer, the contractor's bank will provide a reference number generated by NEFT software as confirmation of transfer, which has to be inputted by contractor in the payment section of its bid as payment confirmation before the bid is submitted (i.e.) as a pre-requisite for bid submg NREGS, RDPR Dept. Also, the account number from which the funds were transferred have to be inputted in the e-procurement system as part of its bid. The supplier/contractor s bid will be evaluated only on confirmation of receipt of the payment (EMD) in the Government of Karnataka central pooling a/c held at Axis Bank. For details on e-payment services refer to e-procurement portal for more details on the process. Page 16 of 129

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18 Note: In e-procurement Portal Contractor has the option of withdrawing the Bid by digitally signing to withdraw/cancel bid before the bid submg NREGS, RDPR Dept time /Date. Earnest Money Deposit paid by the unsuccessful Bidders will be returned as soon as possible after the tender has been finalised. Earnest Money Deposit of the successful Bidder will be refunded after fulfilment of the security Deposit and Performance Guarantee Clause. The deposit towards EMD shall not carry any interest Bidder Queries and MG NREGS, RDPR DEPT Responses All enquiries from the bidders relating to this RFP must be submitted through e- procurement portal of Government of Karnataka. The answers to the enquiries will be posted on the E-Procurement portal of Government of Karnataka. Pre-Bid queries will be accepted up to two business days prior of Pre-Bid date Errors and OMG NREGS, RDPR Depts Bidders shall notify the department of any error, fault, omg NREGS, RDPR Dept, or discrepancy found in this RFP document but not later than three business days prior to the bid SubMG NREGS, RDPR Dept due date Pre-Bid Conference The Department will host a Pre-Bid Conference, at date, time and venue mentioned in the E-Procurement Portal of Government of Karnataka. Any change in the date, time and venue of the Pre-Bid will be intimated through e-procurement Portal of Government of Karnataka. (eproc.karnataka.gov.in) 2.20 Bid Proposal Bid Proposals must be direct, concise, and complete. The Tender Scrutiny Committee will evaluate the bidder s proposal based on its clarity and the directness of its response to the requirements of the project as outlined in this RFP 2.21 Technical Proposal (See Annexure-L and fill up) The technical proposal shall contain a detailed description of how the bidder will provide the required services outlined in this RFP. It shall articulate in detail, as to how the bidder s Technical Solution meets the requirements specified in the RFP. Technical proposal shall clearly show the preparedness of the bidder to meet the quality as well as timely delivery requirements. In case bidder wants to submit additional information, they shall mark it as supplemental and write on top beyond the scope of work. Technical proposal shall be structured as per the scope of work mentioned in this bidding document and technical evaluation criteria mentioned in Annexure D and shall address following at the minimum Previous Experience Page 18 of 129

19 Experience in development/deployment of of various IT and egovernance Solutions to various government departments/organizations/psus. Experience in providing a Bidder role covering hardware, Software, data centre etc. (The documentary proof of above as scanned copy document must be submitted along with bid) Technical solution as per requirements of RFP (please, see Section 4 Scope of Work ) The Data Centre requirements and Deployment Architecture, Server Application and Hardware proposed by the bidder. (Application will be hosted at State Data Centre and Disaster Recovery Centre will be provided by e- Governance Department in due course) The Application Software proposed by the bidder (Reporting Engine, Dashboards, Drill Downs, Analytics, Grievance Management System etc). Hardware Infrastructure for data centre hosting proposed by the bidder. MG NREGS, RDPR DEPT will provide the data centre of e-governance department of Government of Karnataka System Software proposed by the bidder. Security Architecture proposed by the bidder Proof of Concept Demonstration Proof of Concept demonstration shall be as per the Functional Requirements Specifications (FRS) attached in the scope of work and as explained in Annexure-J. The basic aim of proof of concept demonstration is to evaluate the bidder understanding of the work and his ability to execute the work under given timelimits Project Management Methodology Approach & Methodology planned for adoption for successful execution of the project. Project Plan. (Shall cover Customization/Development) Risk Management Plan Training Plan. The selection of the technical proposal during technical evaluation would under no circumstances imply the acceptance of the technical proposal. Acceptance of the technical proposal would be subject to its complete adherence to the technical requirements as specified in the RFP including load and performance testing requirements Financial Proposal (Annexure-I) Prices in bid shall be quoted only in Indian Rupees. Financial bids must be submitted in the format Annexure-I and uploaded in e-procurement portal. The bidders shall mandatorily quote for all the items for IT Implementation, including any items which are not identified in the formats provided for the successful implementation of the project and subsequent operations & maintenance inline with SLA. Cost quoted for software solution shall be total and inclusive of all the cost (see Annexure-I) components including the maintenance and project management for 1 year after go live. Page 19 of 129

20 Annual Maintenance and Project Management for 2 nd and 3 rd year shall be quoted separately. Cost quoted for hardware shall include the cost of installation, configuration and maintenance for 3 years Deviation The bidder shall provide deviations and exclusions in the Format for Deviation Statement Annexure F. Bids having deviation or exclusions unacceptable to Department will be rejected irrespective of outcome of technical evaluation Total Responsibility Bidder shall take total responsibility of the defect free operation of egovernance Solution for MG NREGS, RDPR DEPT for three years after GO-LIVE without any conditions. An undertaking to this effect shall be submitted as part of this bid Bid Submission Bids submissions shall be as per the e-procurement portal of Government of Karnataka Late Bids Bids received after due date and time will be rejected 2.27 Opening of Bids MG NREGS, RDPR DEPT will open the Technical Proposals in the presence of Bidders representatives who choose to attend, at the address, date and time specified in the e- Procurement Portal of Government of Karnataka. After the evaluation of the Technical Proposals which will include Technical Presentation and Proof of Concept Demonstration, MG NREGS, RDPR DEPT will invite bidders who have submitted substantially responsive Technical Proposals to attend the opening of the Price Proposals. The date, time, and location of the opening of Price Proposals will be advised by MG NREGS, RDPR DEPT through e-procurement Portal of Government of Karnataka Interpretation of Bid in case of Arithmetic Errors In case of discrepancy between the amounts mentioned in figures and in words, the amount in words will prevail Withdrawal of Proposals No proposals can be withdrawn from the date of submission of bid until bid validity period Evaluation of Bid The bids of bidders will be evaluated in two steps 1. Technical Evaluation (see Annexure D & L) 2. Financial Evaluation (see Annexure-I) Page 20 of 129

21 Technical Evaluation (Annexures D & L) The technical evaluation will consist of Proposal Evaluation Proposal evaluation as per Technical evaluation criteria (Section 2.21 read with Annexure D read with Annexure J). The First Stage of Technical Evaluation is checking of the meeting of Pre-Qualification Conditions as per Section Proposal Presentations and Proof of Concept Demonstration The Tender Scrutiny Committee-cum-Technical Expert Committee shall technically evaluate each of the bidders at time, date and venue as determined by MG NREGS, RDPR DEPT as per sub-section 1.2 of Section 1 of this RFP. The technical presentation and other detailed technical evaluations as per Annexure-D is the fundamental step in the technical evaluation process. Bidders shall present and demonstrate their technical solution to the committee. Technical Presentations also include Proof of Concept demonstration (Annexure-J). The total presentation time for each bidder will be as determined by the Tender Scrutiny Committee and may extend to field demonstration of the PoC and spread over more than few days. The proof of concept demonstration (see Annesure-J) shall be as per the Functional Requirements Specifications mentioned in this bid document (Annexure-C) read with Annexures A, B, J and Section 4 Scope of Work. The PoC shall show how the solution will deliver the FRS/Scope of Work. The bidder shall demonstrate his PoC as per explanation given in Annexure-J. Depending on the evaluation criteria mentioned in this document (Annexure-D and Annexure-J), each Technical Bid will be assigned a technical score out of a maximum of 100 points, including the marks allocated for Proof of Concept (PoC) (65 Marks Total Marks of PoC are 850 and the scored marks will be scaled down to reflect makrs out of 65 Marks. The formula to be used in this regard shall be Let marks scored in PoC be H ; then marks in PoC scaled down to 65 = 65 X [H/Total Marks of PoC] Financial Evaluation (See Annexure-I) The technical bids of only those bidders who meet the minimum prescribed PQR (see paragraph above) and score at least 65marks in the Tehnical Evaluation (see ) will be declared substantially Technically Responsive and their financial bids, thereupon, be opened (the bids of other bidders shall be declared Technically Unresponsive and rejected) Final Evaluation of Bids The financial bids of Technically Responsive Bidders as per clause shall be opened, and, the bidder with the lowest financial bid will be declared L1 (Annexure-I). In case of two or more bidders having identical financial bids then Page 21 of 129

22 the following method shall be adopted to declare the L1 (i) bidder with higher technical evaluation marks (see ) shall be L1. (ii) However, in case two or more bidders have identical technical as well as the financial marks; then the L1 shall be decided by draw of lots. Note: In case the final L1 bidder does not come forward for entering into contract due to any reason then the work shall be retendered Award of Contract MG NREGS, RDPR DEPT will consider to award the work only to the bidder who has been declared L1 as per paragraph among all the technically qualified bidders Signing of Contract Immediately after the notification of award of contract, the successful bidder shall enter into an agreement with MG NREGS, RDPR DEPT. The Ageement shall be on a stamp paper of suitable value as decided by MG NREGS, RDPR DEPT and in the form as decided by MG NREGS, RDPR Dept, basically, covering Scope of Work and this RFP Performance Bank Guarantee The successful bidder shall deposit with MG NREGS, RDPR DEPT, within fifteen (15) working days of the date of award of the work an unconditional and irrevocable Performance Bank Guarantee (PBG) from a scheduled Nationalised bank, in the format in Annexure E: Performance Bank Guarantee (PBG), payable on demand, for the due performance and fulfilment of the contract by the bidder. Failure to submit the PBG within the specified period by the bidder may be construed as non-acceptance of the contract and failure to comply with the terms and conditions of the RFP, leading to the forfeiture of the entire EMD amount. This Performance Bank Guarantee will be for an amount equal to 10% of total contract value, which shall be intimated by the MG NREGS, RDPR DEPT upon signing the contract. PBG shall be invoked by MG NREGS, RDPR DEPT in the event Implementation Agency (i) fails to meet the milestones provided for in the Time Schedule for Implementation and Operations contained or any changes agreed between parties. (ii) Fails to perform the responsibilities and obligations. (iii) Misrepresentations of facts/information submitted to the department. (iv) Otherwise, fails to discharge responsibilities as prescribed in the Agreement The bank guarantee shall be valid for {Entire project period from the date of award of work plus three months beyond the last date of validity of the project} (project period is three years from date of Go-Live). In case project implementation/go-live is delayed performance bank guarantee shall be extended for that period of time plus three months. MG NREGS, RDPR DEPT will notify the Bidder in writing thirty days (30) days in advance about the exercise of its right to invoke performance bank guarantee Page 22 of 129

23 In case PBG is not extended, or, made available as required, by the bidder, the MG NREGS, RDPR Dept reserves right to deduct the requisite amount from any money of the Bidder with the MG NREGS, RDPR Dept MG NREGS, RDPR Dept or any amount of any bill or bills due for payment to the Bidder, until the entire amount of PBG is deducted. The MG NREGS, RDPR Dept, at its discretion, in case of default to extend the period of PBG, reserves the right to terminate the contract at full cost and risk of the bidder. This default or termination shall be treated as failure to meet the requirements of the contract and the bidder shall be liable for blacklisting from any future tenders/works for a period of two years from date of order of such a blacklisting. This blacklisting shall be in addition to any other legal remedies available to MG NREGS, RDPR Dept Warranty and Maintenance Bidder will provide complete maintenance and project management support for all full solution including hardware (if any) as per this RFP for a period of three years after GO-LIVE period. (GO LIVE + 36months). During the warranty period (if applicable to specified Goods and Services see Section 4), the bidder shall warrant that the goods supplied under the contract are new, unused, of the latest release version/ models at the time of delivery and incorporate all recent improvements in design and materials, unless provided otherwise in the contract. The bidder shall further give warranty that the goods supplied under this contract shall have no defects arising from design, materials or workmanship. MG NREGS, RDPR DEPT shall promptly notify the successful bidder in writing of any claims arising under this warranty. Upon receipt of such notice, the bidder shall, within the warranty period and with all reasonable speed, repair or replace the defective systems, without costs to the and within the time specified and acceptable to the MG NREGS, RDPR DEPT. If the successful bidder, having been notified, fails to remedy the defect(s) within the period specified in the contract, Department may proceed to take such reasonable remedial action as may be necessary, at the successful bidder s risk and expense and without prejudice to any other rights, which Department may have against the bidder under the contract. During the comprehensive warranty period and Annual Maintenance and Project Management Contract period (see Section 4 Scope of Work ), the successful bidder will provide all product(s) and documentation updates, patches/ fixes, and version upgrades within 15 days and shall carry out installation and make operational the same at no additional cost to MG NREGS, RDPR DEPT. The successful bidder hereby warrants Department that: The proposed Solution represents a complete integrated solution meeting all the requirements as outlined in the RFP and further amendments if any, and provides the functionality and performance, as per the terms and conditions specified in the contract. The successful bidder will be responsible for all components of products included in the systems. This information supplements information in scope of work regarding warranties Page 23 of 129

24 2.35 Failure to Agree with Terms and Conditions of RFP Failure of the successful bidder to agree with the Terms & Conditions of the RFP shall constitute sufficient grounds for the annulment of the award, in which event Department may award the contract to the next best value bidder or call for new bid. The bidder may be blacklisted for participation in tenders of Government of Karnataka Disclaimer Subject to any law to the contrary, and to the maximum extent permitted by law, the procurement Entity the department and its director, officers, employees, contractors, representatives, agents,and advisers disclaim all liability from any loss, claim, expense (including, without limitation, any legal fees, costs, charges, demands, actions, liabilities, expenses or disbursements incurred therein or incidental thereto) or damage, (whether foreseeable or not) ( Losses ) suffered by any person acting on, or refraining from acting because of any presumptions or information (whether oral or written and whether express or implied), including forecasts, statements, estimates, or projections contained in this RFP document or conduct ancillary to it whether or not the losses arise in connection with any ignorance, negligence, inattention, casualness, disregard, omg NREGS, RDPR Dept, default, lack of care, immature information, falsification or misrepresentation on the part of the Procurement Entity, department or its director, officers, employees, contractors, representatives, agents, or advisers Page 24 of 129

25 Section 3: Project Governance and Strategic Control For the successful implementation of the Project as outlined in the scope of work it is necessary to identify and delineate the roles of Governance and Implementation and also ensure clarity of strategic control through the project implementation and beyond. This will get adequate buy in from all the stakeholders Governance Structure: In order to ensure smooth implementation of the project, a project steering committee will be constituted. The project streering committee will meet at least once in two weeks (initially on a weekly basis) to take stock of the progress. The project steering committee will be responsible for the overall implementation strategy ensuring adequate collaboration among stakeholders. 3.2 Project Management Unit and Implementation Structure: Project would be implemented adopting the best professional practices so as to ensure attainment of the project goals in a timebound manner. In this context project would require special skills in project management, change management, technology, domain, etc. In order to ensure that these specialists work on the project in a dedicated manner, a PMU will be to be set up in MG NREGS, RDPR DEPT. Project Steering Committee Policy, Vision, Strategy Project Management Unit Implementation, Training Project Tracking The PMU will be responsible for monitoring application development, pilot implementation, quality check, roll out, version control, implementation progress, training etc. 3.3 Strategic Control over Application Persons of MG NREGS, RDPR DEPT, Government of Karnataka will be associated during all the phases of the application. Solution Provider must obtain the sign-off of MG NREGS, RDPR Dept, Government of Karnataka on the design and acceptance testing document Audit of Software Solution MG NREGS, RDPR DEPT may constitute a committee or commission a third party or ask the Bid Winner to have the certification (Security and Performance) from among relevant vendors empaneled by e-governance Dept, Govt of Karnataka or relevant vendors empaneled/approved by Dept of Information Technology, Govt of India for/after Go-Live (Module Wise and Overall). All the changes desired by the certification process shall be Page 25 of 129

26 implemented by bidder free of cost and within a deadline provided by MG NREGS, RDPR DEPT. The audit shall be done, as per the decision of MG NREGS, RDPR Dept, concurrently for each Software Module separately or more than one Modules taken together. The Application System and the Source Code has to deposited with the MG NREGS, RDPR DEPT after rollout, for any subsequent changes made to the software during maintenance period 3.4 Enhancements/Changes to the Application 1. Any subsequent change in the source code after 3 rd party audit needs to be deposited with MG NREGS, RDPR Dept, Government of Karnataka with appropriate log and documents maintained with each change. 2. Any changes to the application, required to enhance the functionality, or to improve performance or to address the security gaps, shall first be hosted in an application staging environment, tested for consistency, integrity and performance by the Application Administrator of the Bidder. MG NREGS, RDPR Dept shall review the proposed change and accord their approval or reject the request. These changes must accompany impact analysis document. 3. MG NREGS, RDPR DEPT may entrust the responsibility to designated administrators, who can exercise the privilege of approval or rejection of the proposed change request. 4. No change to the application shall be effected by the Bidder unless the process defined at 1, 2, 3 above is gone through. MG NREGS, RDPR DEPT may undertake comprehensive application audits at regular intervals through a 3rd party to ensure application functionality and integrity. The application software, source codes, libraries as well as binaries shall be version controlled using a source code control management software. 3.5 Strategic Control over Database MG NREGS, RDPR Dept, Government of Karnataka will exercise the strategic control over database through the database tools like database software, schema and data browsing tools supplied by the Bidder. The entire database, including the table structures, schemas and master data are deposited with the MG NREGS, RDPR DEPT Enhancements/Changes to the Database Schema 1. Any subsequent change in the database schema, procedures, triggers or any source code, binary, library associated with database after 3 rd party audit post rollout needs to be deposited with MG NREGS, RDPR DEPT with appropriate log and documents maintained with each changes. 2. Any changes to the database schema, procedures, triggers or any source code, binary, library associated with database, required to enhance the functionality, or to improve performance or to address the security gaps, shall first be hosted in an application staging environment, tested for consistency, integrity and performance by the Application Administrator of the Bidder. MG NREGS, Page 26 of 129

27 RDPR DEPT shall review the proposed change and accord their approval or reject the request. These changes must accompany impact analysis document. 3. MG NREGS, RDPR DEPT may entrust the responsibility to designated administrators, who can exercise the privilege of approval or rejection of the proposed change request. 4. No change to the application shall be effected by the Bidder unless the process defined at 1, 2, 3 above is gone through. MG NREGS, RDPR Dept, Government of Karnataka may undertake comprehensive application audits at its own convenience at regular intervals through a 3rd party to ensure database integrity. The application software, source codes, libraries as well as binaries shall be version controlled using a source code control management software Database Administrator Actions 1. Database Administrator role shall be separate from application user or any kind of user. 2. All Database Administrator Actions shall be automatically logged by the database server/audit log tools. 3. MG NREGS, RDPR DEPT may do a 3 rd party comprehensive audit of Database Administrator Actions. 4. MG NREGS, RDPR DEPT appointed database administrator may oversee the actions of Bidder Database Administrator by their physical presence. 5. User Administration shall not be part of database administration Encryption of Data Confidential data in the database must be encrypted by the application and the data which must not be modified shall be hashed and digitally signed by the application at the time of original data population itself. This feature must be designed as part of Application Security. The need to encrypt data must be clearly spelt out in System Requirement Specifications document. Names of encrypted tables must be separately submitted to MG NREGS, RDPR DEPT. This shall be in conformity with the standards and protocols laid down by Dept of Information Technology, Govt of India. 3.6 Strategic Control over Application Security. 1. The entire application must be developed as per the security requirements mentioned in this RFP document & e-governance Standards as laid down by Dept of IT, Govt of India. 2. The core activities relating to security administration like assigning roles and privileges, configuration management in relation to all the security assets shall be carried out only after the prior approval of MG NREGS, RDPR Dept, Government of Karnataka. 3. MG NREGS, RDPR DEPT or its designated agency will have full access to all the logs to supervise and review the system activities. Page 27 of 129

28 4. The System shall provide the capability to centrally monitor the content of audit records generated by individual components throughout the system. 5. System must automatically generate and SMS alerts to pre-defined and SMS accounts regarding accounts management creation, deletion, change of rights. 6. Bidder must strictly comply with requirements of ISO while designing Risk Assessment, Operational and Applicability plan and Security Policy. 7. MG NREGS, RDPR DEPT at its own cost may conduct a security audit by third party to ensure that the Security Policy and the Operational Procedures are strictly implemented and practiced by all the users of the system and that there is no breach or compromise of security. This audit can be undertaken at any moment. 8. The Bidder shall comply with all the recommendations made by the third party auditor within the time specified. 9. The system shall allow conducting post-implementation review and audit in select cases that have resulted in a major change to check the completeness and correctness of the administrative tasks performed and ensuring that all and only those necessary components have been installed on the system. Page 28 of 129

29 Section 4: Scope of Work Scope of Work Period of Engagement : Three years but the period for software licensing (if any) shall be five years Note: The first year maintenance and project management shall not be paid separately and shall be covered in the cost of Software Solution itself.. The Annual Maintenance & Project Management Contract (AM&PM C) for 2 nd and 3 rd year shall be done and responsibilites in this regard shall be discharged as per this RFP and contract. The Solution Provider shall ensure adequate resources and personnel are made available as per this RFP requirements to deliver and discharge responsibilities cast upon him by this RFP and the contract. MG NREGS, RDPR DEPT s Module Based Process Automation through end-to-end Web Solution is going to be developed at Bidder Site. Note: The Scope of Work or this section shall have over-riding effect insofar as anything else written in this RFP which may be inconsistent or interpreted to be inconsistent or likely to be interpreted to abridge or dilute the requirements of this section. 4.1 Functional & SLA Requirements 1. The software solution shall be built in complementarity with the existing NregaSoft of NIC New Delhi (including full responsibilty of integration and coordination with existing software solutions). For details on NregaSoft visit 2. The software solution shall be web-based. The solution architecture shall be based on Centrally hosted n-tier Web Based approach. A web portal for showcasing the MG NREGS and its details and activities shall be developed. The software solution shall integrate with other software solutions as per requirements of MG NREGS. The software solution shall seamlessly support both on-line and off-line modes. This is so as many a Gram Panchayats and other offices/locations which are likely to use the software solution do not have a very reliable internet connectivity. Therefore, the software solution shall be able to seamlessly toggle between on-line & off-line mode of operation without the user getting to know any difference. The data/information captured during the off-line mode shall be automatically synchronized once the internet connectivity becomes alive/active. The ability to work off-line shall be configurable in terms of number of hours/days beyond which the error/warning/ticket message is generated seeking intervention of the Administrators. The software shall allow data sychronization of PERMANENTLY offline mode systems with on-line system strictly though Digital Signatures Certificate plus biometric based authentication. Further, in case of automatic sychronization by the software (temporary offline systems) the use of Transport Layer Security (TLS) and/or Secure Sockets Layer (SSL) protocols shall be mandatory. SMS, Mobile, Call Centre & IVR Support All the aspects and facets of MG NREGS shall have SMS, Mobile, Call Centre Support and Integrated Voice Recording System including Complaints, Labour Demand, any other. Page 29 of 129

30 3. In case of permanently off-line GP locations, the software solution shall run in offline mode with regular data and other synchronization with a pre-determined location (in terms of IP address). This synchronization shall be secure and authenticated with the Digital Signatures and Biometrics of (i) PDO of the GP, and, (ii) One Person authorized by EO TPS. Further, the use of Transport Layer Security (TLS) and/or Secure Sockets Layer (SSL) protocols shall be mandatory. 4. The S0ftware Solution shall create a home page for each of 5627 GPs, 176 Taluks, 30 District ZP offices with the following staffing pattern (subject to change in final SRS) a. ZP Office (i) One CEO ZP (ii) One Ombudsman (iii) Two Deputy Secretary ZP & Project Director DRDA (iv) District MIS Cooridinator (v) Two Supervisors (vi) Five Case Workers (vii) Five Data Entry Operators (viii) One Grievance/Complaint Case Worker b. Taluk Pachanyat Samiti (i) One EO TPS (ii) One Assistant Director Taluk (iii) One Taluk MIS Cooridinator (iv) Two Supervisors (v) Five Case Workers (vi) Three Data Entry Operators (vii) One Grievance/Complaint Case Worker c. GP (i) One Adhyaksha (ii) One PDO (iii) One GP Secretary (iv) Two Data Entry Operators (v) One Grievance/Complaint Case Worker d. The application must support role based access control for authorization purposes. Each staff/personnel shall have a login ID with intuitive login name (such <Deisgnation.OfficeName.Location> (PDO.GP.Kanakapura etc). The login id of a government servant shall be linked with his (i) id (ii) Mobile No; (just like facebook allows this). In this, the first login could be as per based on Official ID, and, once logged in, an employee shall be asked to give his and mobile no (compulsory), thereafter, the government servant can use (i) Regular Login ID (ii) His id (iii) Mobile number, to login. The facility or PoP facility shall be created for each of these personnel. Each of the user as stated above shall have option to navigate and login as Virtual User into all other logins albeit with read-only permissions. The whole of the above adminsitrative hierarchy shall be built graphically and a. The administrative tree is not merely a graphical representation of the administrative hierarchy but the said hierarchy shall be built into the office creation. In other words, each office which is created will know at which administrative level it is situated and shall be linked to those above and below it in administrative hierarchy. b. It is this administrative level which shall be reflected at the top of the HOME PAGE when an officer/official logs in (see Annexure-Z for generic screen shot). The radio button in each login main page of each employee shall lead to full Administrative Tree of all departments wherein each name shall be a hyperlink drill-down. For example once the Full Administrative Tree populates the screen, clicking EO TPS will open all EO TPS Offices of the State (district wise). These, in turn, will also be hyperlink drilldowns and, clicking any of the EP TPS Office Page 30 of 129

31 will open full Login Main Page of the EO TPS as READ-ONLY. This idea is called Virtualizated Users. Virtualized Users: As per above, once drill-down Administrative Tree is available on the screen, the purpose is to enable each officer and official to navigate every other login environment as a Virtual User. In this, for example, CEO ZP of a district will have ability to click and login as Virtual User in any EO TPS or even PDOs login. This facility shall be available to each and every official user to login as Virtual User albeit with READ-ONLY permissions. Moreover, in case a government servant is going beyond his administrative jurisdiction, then the READ-ONLY provision will be limited even further and shall not have ability to see individual persons. No virtual User shall have read permission to read (i) s (ii) To-Do List (iii) Similar personalized information. 5. Login Main Page Functionalities: The functionalities of each button/table/chart etc are explained below a. Heading: The items are self explanatory Administrative Level is the level as per Administrative Hierarchy Tree b. Admin: Self explanatory one. i. Employee Master = edit option for add/modify/delete office employees with login creation ii. Workflow Master = Edit/create service wise workflows and link to Employees or link to other offices iii. Authorized Representative = Allows configuring one or more authorized representatives of Head of Office to act on behalf of the office c. Performance Rank: i. Depending upon at which level a particular office is in the Administrative Hierarchy, its performance ranks are calculated (for example CEO Office will be ranked at (i) Division Level (ii) State Level, whereas, GP Office will be ranked at (i) Taluk (ii) Sub-division (iii) District (iv) Division, and, (v) State level). ii. Rank can be calculated using suitable measureable Parameters Performance Rank = Weighted Average of Performance in Multiple Criteria/Parameters Clearly, a real number will be obtained using above formula (for each State, Division, District etc level) which can be used to rank inter-se all offices of a given type (rank all EO TPS Offices, CEO ZP offices etc). Rank in (a), (b), (e) will be as per real score of an office in these parameters. d. To-Do List: This is a Calendar Linked electronic PA/planner. Also, any important instructions which a senior officer sends through Small Message button will come and get tagged in this. e. Pop: This button allows iphone style collating and single or multiple inbox support for at least three service providers Page 31 of 129

32 6. The functionalities are broadly explained Module by Module below. The broad functional requirements below shall be read together with (i) MG NREGS Operational Guidelines 2012, (ii) National Rural Employment Guarantee Act, 2005, (iii) MG NREG Scheme of Karnataka, (iv) Karnataka Unemployment Allowance Payment Rules, (v) Karnataka Employment Guarantee Council Rules, (vi) Karnataka Employment Guarantee Fund Management Rules (vii) Write-Up on PoC Annexure J (i) General The Modules and the Scope of Work shall be read along with other documents are stated above, and, the Modules shall be created such that MG NREGS Guidelines are enabled, supported and enforced. FRS and Write-Up on PoC are covered in detail in Annexure-C and Annexure-J, respectively, and, the same shall be treated as part of this Scope of Work. (ii) Registration & Planning Module This software module will allow a citizen to apply & register as a Job Card Holder On-line as well as at Gram Panchayat. Similarly, the registration through Common Service Centres (CSCs such as Nad Katcheris/Nemmadi) shall be supported. This step will link the process of registration of a household to Job Card generation and capturing the information in MIS or other software. This shall obviate need to do manual entries substantially into the MIS. The registration of a household and issuance of Job Card shall be as per the prescribed MG NREGS Guidelines in this regard. In the Planning Process the conduct of Grama Sabha, the proceedings of thereof and recommended works list of Grama Sabha will be computerized. Now, once the first list of recommended/approved works by a Grama Sabha is entered into system, all subsequent processes of prioritization of works (GP, TPS and ZP level) right upto creation of Shelf of Projects and Annual Action Plan will be automated and shall not need any futher data entry. In fact, the list of approved works of Grama Sabha shall be entered once. The subsequent prioritization, short-listing, Annual Action Plan preparation shall be based on this entered list of works only. The entered list of works can be prioritized, shall be categorized as permissible / impermissible ; but not deleted. The Gram Panchayat, Taluk, District level authorities shall have not have option to add any work which has not come as duly approved by Grama Sabha. However, the GP/Taluk/District level authorities and Line Departments shall have option to recommend works to the Grama Sabha by entering these works in Planning Module as Works Recommended to Grama Sabha. No deviations from the MG NREGS Guidelines shall be permitted. The Annual Action Plan shall be created for each district in a time bound manner the Planning Module shall ensure this as per MG NREGS Guildelines/prescribed timelimits. There are Permissible and Impermissible Category of works under MG NREGS Operational Guidelines. This categorization shall be fully captured by the Planning Module. At present there are 16 broad category of permissible works. Each work which is approved in the Grama Sabha shall be first categorized as Permissible or Impermissible. In case of Page 32 of 129

33 permissible works, the same shall be further categorized into one of the 16 (at present this number may change in future) permissible cateogries. Further, each of the 16 permissible category of works shall be further divided into sub-categories based on the wage-material ratio associated with the work. The wage-material ratio shall be calculated using the Estimation Preparation Module. The works under a given category but with similar wage-material ratio shall be categorized together as a sub-category. The idea is that Software Solution shall ensure that overall 60:40::Wage:Material Ratio is maintained at a Gram Panchayat level (with minimum 60% funds of MG NREGS being spent on unskilled labour wages). In other words, the Annual Action Plan and Shelf of Projects created for a Gram Panchayat shall be such that at least 60% of the funds of MG NREGS are spent on unskilled labour wages in a financial year. The Finance, Accounting & Wage and Bill Payment Module shall keep a track of this and highlight at regular (configurable) intervals any deviation from this minimum requirement. It shall be possible to track all planning processes across the state and take corrective actions in time to ensure adherence to prescribed time-limits. The Planning Module shall automatically highlight deviations from the prescribed time-limits of MG NREGS, and, take suo-moto corrective action to the extent possible by way of issuing SMS and alerts, printed notices etc. The Job Card holders shall be able to apply at Gram Panchayat personally, or, On-line and even through a Call Centre. The demand of work shall be, in turn, used to assess the Labour Demand, and, the same shall then correlated with preparation of Action Plans (depending on the estimated cost of the works). The labour demand of an area/gp shall be continuously kept a track of, and, in case the actual labour demand and execution of works crosses 75% of the originally approved labour budget (in terms of labour demand); then this Module shall automatically trigger as well as alert for enhancement (to an extent that shall be configurable) of labour budget and increase in Annual Action Plan for the concerned area/gp from among the Shelf of Projects or Grama Sabha s Approved list of works. In case the said list of approved works of Grama Sabha is inadequate then the Module shall trigger and alert for conduct of new Grama Sabhas. The Planning Process and Annual Action Plan shall be correlated with the number of Job Cards in a Grama Panchayat such that Person Days in the Annual Action Plan for a Grama Panchayat shall not exceed [100 X No Job Cards in the GP]. This upper-limit shall be enforced subject to any changes in MG NREGS Guidelines in this regard. The planning process for creation of Annual Action Plan for a financial year starts from 15 th August of the preceding year. The Grama Sabhas shall be conducted, the worklists prepared and approved in the Grama Sabha shall have to be entered into the Planning Module. As per above details, the Planning Process is as follows Page 33 of 129

34 Step-by-Step Planning Process Works are identified or selected or chosen or proposed by villagers, GPs or Line Depts or other Agencies The worklist is prepared as per above proposals and consolidated GP and Villagewise The worklist is placed for discussion and decision of the Grama Sabha Grama Sabha delibrates the list and approves/rejects/modifies the worklist. A final duly approved worklist is given by Grama Sabha The GS approved worklist goes to GP. The GP prioritizes the list as per GP's Labour Budget (Labour Budget is based on expected Labour Demand in a GP). There should be attempt to select works in all/maximum number of villages in the GP. GP cannot delete any work (unless it violates MG NREGS Guidelines) and can merely priotitise the worklist. The prioritized and GP approved Worklist goes to Taluk/Block Panchayat for approval. EO TPS shall examine the worklist as to admissibility of works as per MG NREGS Guildelines. The inadmissible works shall be sent back to GP for change by EO TPS Page 34 of 129

35 The Taluk/Block Executive Officer (Programme Officer) and TPS can only refer back to GP such works in the worklist which violate MG NREGS Guidelines. The other works in the approved list must be approved without change by TPS within 15 days of receipt (EO shall place the worklist in TPS within ten days of receipt of list). In case EO/TPS fail to approve the worklist as sent by GP within 15- days, then it shall be deemed to have been approved by TPS. The TPS can add certain works which are admissible and are of "inter- GP" nature The deemed approved or actually approved worklist reaches CEO ZP, who shall examine from point of admissibility of works from MG NREGS guidelines. The inadmissible works shall be sent back to GP for reconsideration. The other admissible works shall have to approved. The Zilla Panchayat shall approve the admissible works within 15-days of receipt failing which the worklist shall be deemed to have been approved. The ZP can add certain works which are admissble and are of "Inter- Taluk" nature The approved worklist as per Labour Budget shall become "Annual Action Plan" for the district, and, enter into "Shelf of Projects". This consolidated "Annual Action Plan" as per Labour Budget shall be sent by CEO ZP to State level, which, in turn, sends it to Ministry of Rural Development, Govt of India as State Plan. All the district annual action plans are consolidated, and, financial requirements of the State are arrived at. (iii) Estimate Preparation Module & e-measurements Standard templates will be prepared for all the works that are taken up under MG NREGS. The said templates will be loaded on mobile devices which have Page 35 of 129

36 capability to capture time&date and geo-stamping of locations. The device shall have to be taken to actual spot of the proposed work and then dimensions/data fed into the template to generate the estimate for the work. This will substantially reduce the scenario of preparation of work estimates without visiting the worksites. The estimate once prepared and approved will become finalized and frozen. Now, during the actual execution the executed works will be measured using same mobile devices and the measurements of executed work will be fed into the software to generate bills for payments. These e-measurement will be linked to automatic preparation of e-bills and also linked to e-mr of MIS (both at the time of downloading as well as entry). This will trigger electronic payments for both wages and material directly into the correct accounts. The Bid Winner shall list out the compatible mobile devices wherein the device can serve the purposes of (i) Mobile Phone (ii) GPS/GeoStamping (iii) Photography (iv) Estimate Making & e-mb. These shall be, to the extent possible, regular mobile phones available in the market. The Bid Winner shall clearly state the ability of mobile devices listed by him to capture GeoStamp in absence of mobile networks as well as the likely resolution and error in capture of GeoStamp shall also be mandatorily mentioned (iv) (v) Finance, Accounting & Wage and Bill Payment Module A complete Finance, Accounting (including bill processing) Module shall be developed. This will computerize full accounting system of MG NREGS. The existing e-fms system will be used for bill as well wage payments, however, the calculations and billing which trigger the e-fms payments will be computerized (bill preparation will be based on electronic input of mobile devices which act as e-mb). This Module shall integrate fully with the MIS/NregaSoft of NIC, New Delhi particularly, for efms payments. The efms system of payment is used by GPs and other Implementing Agencies under MG NREGS. In this system a single pooled central account at the state/district level is used for payment of bills of GP and other Implementing Agencies. The GP and IAs trigger payments from this single pooled bank account electronically through use of DSC/PKI. The accouting and cash book writing shall adequately take care of this. The software solution shall also full integrate with this efms system of NIC s NregaSoft. In future, UID/Aadhaar based payments will become the standard payment method of MG NREGS, and, the software solution shall fully support and integrate with the same. Material Management & Asset Management A complete module shall be developed for Material Purchases, Inventory, Storage and Management. The process to procure material will also be computerized including e-procurement integration (if required). This module Page 36 of 129

37 will be directly linked to e-estimation Module, and, thus, ensure that material purchases are not in excess of estimations. This module shall be directly linked to e-estimation, e-mb, e-billing, Finance & Accounts Modules, and, thus, ensure that material purchases are not in excess of estimations. The Module shall link each procurement to the works, and, at least, the following shall be the features a. Based on the PD projection in the 1 st quarter of the financial year, the upper limit shall be put on material procurement. This Module shall not allow more procurement of material than this limit. b. Thereafter, as per the %age achievement of PD as against the projected PD in the preceding months of the current financial year, the upper limit on material procurement shall be affixed for material procurement from second quarter onwards (July onwards) c. Each procurement shall be linked to specified works, and, their estimates shall serve as the upper limit on the material procurement that can be done for a particular work. The material procurement without linkages with work in the Annual Action Plan shall not be permitted. d. These limits subject to strict enforcement after December may be relaxed and configurable at the discretion of CEO ZP or the concerned Line Department which is an Implementing Agency. e. Once, Action Plan linked work-wise procurement of material is done, the procedure to do so shall be in conformity of KTPP Act, and, with proper tax, royalty and duty payments. The software solution shall allow generation of tender notices, tender documents etc. f. The utilization of the material shall be as per progress of a work and connected estimate of the work. The billing of a work in Billing, Finance & Accounts Module will automatically lead to proper accounting and reconciliation of the material already used/issued for a work. In this sense, the issuance of material for a work shall be based on the estimate of the work and the Software Solution shall not allow more material to be issued or utilized for a work than its approved estimate. g. The asset creation shall be a direct by-product of completion of a work in MG NREGS. No separate manual entries shall have to be made for Asset Register. Asset Mapping etc. The work ID shall become/get linked to the Asset ID. (vi) The asset creation will be a direct consequence of completion of a work in MG NREGS. No separate manual entries shall have to be made for Asset Register. Asset Mapping etc. (vii) GIS Module A complete satellite image based GIS Module shall be developed for transparency and monitoring. The following shall be ensured (A) Each work shall be shown on the GIS the works could be at different stages a. Proposals (under consideration, yet to be approved by Grama Sabha) b. Approved list of Grama Sabha c. Approved list of Gram Panchayat ( Shelf of Project of GP ) Page 37 of 129

38 d. Approved list of Taluk ( Shelf of Projects in a Taluk = Sum of Shelf of Projects of all GPs in a Taluk PLUS Line Dept Works in a Taluk) e. Approved Annual Action Plan of a district f. Works started in a given year g. Works on-going at a given point of time h. Works completed in a given year(s) The works in category (e) to (h) must be captured and shown on the GIS. From among works in the category (a) to (d), such of the works for which estimate has been prepared in the Standard Estimation Template, shall also be shown on the GIS. In other words, each work for which estimate has been prepared shall automatically get linked to the GIS Module for display. (B) The assets created in MG NREGS shall be displayed on the GIS Map on same lines as works. (C) There are 16 Permissible Categories of works. Then there are Sub-category. In overall context of Point (A) above, there shall be option to view or display works and assets on GIS a. Category Wise b. Sub-Category Wise c. District wise d. Taluk Wise e. GP wise (D) All works and assets photographs (being time & geo-stamped) shall display all relevant information about the work through a drill-down feature which will go right upto the muster roll level entries about the MG NREGS wage seekers who executed the said work (including photographs of actual works/assets). This way the GIS Module shall be lined with the other Modules of the Software. (E) The display on the GIS of the possible duplicate works shall be made available. Briefly: A complete satellite image based GIS Module shall be developed for transparency and monitoring. The created assets will be displayed on the GIS Map, and, attempts will be made to correlate terrain and the works specifically suitable to the terrain. All works and assets photographs (being stamped with time & geostamped) will display all relevant information about the work through a drill-down feature which will go right upto the muster roll level enteries about the MG NREGS wage seekers who executed the work (including photographs of actual works/assets). (viii) Human Resource Management System A complete HRMS system will be developed including leave management, payments, performance evaluation etc. In context of more than Rs50Crores annual payment going-out for Manpower/contractual staff, this Module will become THE TOOL to manage the workforce, evaluate them continuously, and, do performance review based on which they will get payments, continuation or performance evaluation shall be based on this Module. Page 38 of 129

39 Therefore, in absence of this module it will be practically impossible to monitor and supervise the workforce and track their outputs and contributions to MG NREGS. All the workforce will be provided id and login id from the software solution. The notices, communications, etc through software solution shall be treated at par with paper/formal communications, and, the same shall lead to efficient management of manpower. The delegation of power with respect to personnel issues shall occur and get enforced through the software solution. (ix) (x) (xi) Complaints/Grievance Management Module This is a self explanatory Module. Idea is to have a complaint/grievance module which is interactive one with the complainant, and, obtains his feedback on the closure/decision on his complaint. If he is unsatisfied with the resolution/reply of a complaint then the said complaint is automatically escalated to the next higher level/officer. This continues to happen until State Level. This way a complainant need not run from pillar to post to have his voice heard. Full Call Centre & IVR support shall be given as well. Ombudsman Module All 30 districts will soon have Ombudsman who, in turn, is a formal authority to examine complaints on and with respect to MG NREGA implementation. Ombudsman has authority to issue formal orders for recovery, recommendations for disciplinary action etc. All these will be provided by the Module plus the orders of Ombudsman will reach proper quarters both physically as well as electronically for follow up action. Digital Signatures Certificate Management About Digital Signatures Certificate (DSCs) are soon going to be part and parcel of MG NREGS implementation as all/majority of the payments under MG NREGS shall be made using them (including, all payments to labourers/job Card Holders). Apart from this, the DSCs shall be used extensively for all MG NREGS management, HRMS, and other communications. In view of large number of DSCs, the software solution shall build a robust, intuitive, and intelligent DSC and Dongle management system to ensure that (i) the DSCs do not expire without aprior and advance alerts for renewals (ii) New DSCs requests are triggered without any delay (3-months in advance) (iii) the usage of DSCs is logged and tracked, including, the IP addresses from where the DSCs are used. The web based solution shall fully support PKI and Digital Signatures Certificates of both government servants as well as private individuals. The Software Solution will also fully support web-based/on line and offline biometric authentication. The standards in this regard are as prescribed by Ministry of Information Technology, Govt of India. A full module for management of DSCs, including, but not limited to (i) Dongle Management (ii) Timely and in-advance DSC Renewal Management (iii) New DSC issuance (iv) All aspects of DSC Management. (xii) Social Audit Module The whole gamut of activities on social audit front will be captured through on-line reporting, evaluation. The State of Social Audit will be able to use this Page 39 of 129

40 Module to track and follow up the social audit across the state. The Module will give facility to scan and upload photographs, proceedings, and, other feedback and reports emerging in Social Audit from the field. (xiii) SMS, Mobile, Call Centre & IVR Support All the aspects and facets of MG NREGS shall have SMS, Mobile, Call Centre Support and Integrated Voice Recording System including Complaints, Labour Demand, any other (xiv) (xv) Reporting, Dashboarding and Analytics Module MG NREGS due to its massive data generation and multiple issues and points of evaluation/monitoring/performance; needs a very dynamic, query based, and, intelligent reporting system. It needs Analytics to predict demands for Gram Panchayats and Districts. This Module shall automatically highlight deviations from the prescribed MG NREGS Guidelines, and, take suo-moto corrective action to the extent possible by way of Calls through IVR, Call Centre, SMS and alerts, printed notices etc. This Module shall also be linked with other Modules to trigger action for deviations from the MG NREGS Guidelines for example, action on violation of 60:40::Wage:Material Ratio; false bills (once this has been finalised by an appropriate authority) and the recoveries from salaries, delayed payments to labourers/bills; etc. As per availble data, the software solution should provide log and data for measurement, statistics, analysis and analytics (office wise, officer wise, GP wise, Line Department, district, taluk and sub-taluk wise) of a. average payment time, b. average Person Days, c. on Muster Rolls, d. on wages, material and other payments, e. work and person days generation - spatially and area wise (patterns shall be discovered in this regard for practical action) f. Mean, Median, Standard Deviations & other Statistical features of transactions, works, person-days, MG NREGS review points, above points shall be calculated and made available, and, also automatically acted upon to the extent possible. The software solution shall run from Go-Live. The solution over the web could be accessed by upto 6000 (six thousand) concurrent online users at a given point of time though the total logins and passwords will be more than that and expected to touch 30,000 (thirty thousand). The meaning of concurrent users is explained in Annexure-K. (xvi) The web based solution shall fully support PKI and Digital Signatures Certificates of both government servants as well as private individuals. The Software Solution will also fully support web-based/on line biometric authentication. The standards in this regard are as prescribed by Ministry of Information Technology, Govt of India. A full module for management of DSCs, including, but not limited to (i) Dongle Management (ii) Timely and in-advance DSC Renewal Management (iii) New DSC issuance (iv) All aspects of DSC Management. Page 40 of 129

41 (xvii) The solution architecture shall be based on Centrally hosted n-tier Web Based approach. A web portal for showcasing the MG NREGS and its details and activities shall be developed. The software solution shall integrate with other software solutions as per requirements of MG NREGS. The integration shall be achieved by the Solution Provider as per laid e- Governance Standards. The solution is a high availability solution both in hardware and software terms. (xviii) The Application shall support both English and Kannada for all the reports/dashboards/query Builder. The application shall be accessible using popular web-browsers such as Internet Explore, Mozilla Firefox, Google Chrome etc. (xix) Security Policies must be developed using global standards like ISO Security Policy shall be implemented only after it is approved by third party audit agency. The various laid standards, security and other protocols and mandatory directions of Ministry of Information Technology, Department of Information Technology, Govt of India, shall be complied. (xx) The SMS & Mobile based reports shall be provisioned in the software solution. The application shall provide to send SMSes. Application may use the SMS gateway provided by the e-governance department of Government of Karnataka or any other SMS Gateway that MG NREGS, RDPR Dept may make available. The actual cost with respect to these SMSs/Mobiles will be borne by MG NREGS, RDPR DEPT. It is expected that about 1Lakh SMSes would be needed to be sent each day. (xxi) The application must support role based access control for authorization purposes. (xxii) Web Solution shall provide pop facility in each User Login Account whereby the user can port all his s (at least in gmail, hotmail, and yahoo accounts) to his User Login of this Web Solution.This pop is akin in functionality to standard facilities provided in Smart Phones or MS Outook in this regard. (xxiii) The software solution shall integrate (through XML data-interchange web services) with the existing Software as well as the other existing department software with respect to aims of MG NREGS so that the Scope of Work is adequately delivered. The other software solution also have responsibility to fully cooperate in the integration. In case of any issue in this regard the decision of the MG NREGS, RDPR, Dept, shall be final and same will be reflected in the SRS document. It is expected that standards and protocols prescribed by Ministry of Information Technology, Department of Information Technology, Govt of India shall be complied with. It shall be duty of the Solution Provider to integrate through XML data-interchange web services in this Solution Provider shall support both push and pull of data with real-time, or close to real-time database synchronization. In this context it may be noted that the Software Solution and full Solution would consist of three components namely, o Web Portal o Application Software o Integration Component Page 41 of 129

42 The protocol for communication including data formats and exact mechanism of data transfer with participating entities shall be morefully documented in the SRS document. (xxiv) The training will be organised by the MG NREGS, RDPR Dept but actual training at Bangalore & Mysore shall be imparted by the bid winner resource persons. It is assessed that training of trainers will be the focus of training at Bangalore and Mysore level and upto 1500 persons (Trainers) in total could be trained at Bangalore & Mysore level over the period of nine-months. The training will be done in batches upto size of 30. So it is expected 50 such batches will be trained on the software. The bid winner shall have to provide the resource persons for these training. The training is expected to be completed in 9 months time from Go-Live. (xxv) The Bid Winner shall ensure and post 8 dedicated personnel of prescibed qualifications the throughout the contract period to deliver the requirements of this RFP with MG NREGS at the location(s) of choice of MG NREGS. (xxvi) Web User Interface should be clean HTML without having to install additional third party applications or plug-ins (xxvii) Statistics, Analysis and Analytics: As per availble data, the software solution should provide log and data for measurement, statistics, analysis and analytics (office wise, officer wise, GP wise, Line Department, district, taluk and sub-taluk wise) of a. average payment time, b. average Person Days, c. on Muster Rolls, d. on wages, material and other payments, e. work and person days generation - spatially and area wise (patterns shall be discovered in this regard for practical action) f. Mean, Median, Standard Deviations & other Statistical features of transactions, works, person-days, MG NREGS review points, above points shall be calculated and made available. (xxviii) A support to Petitions and Unemployment Allowance claims as per provisions of the MG NREGS Guidelines on the works/nregs shall be created. This shall become full on-line decision support system for Authorities. This functionality is essential to correctly operationalise and decide the Unemployment Allowance claims (xxix) SLAs of performance of the software (at DataCentre level) [Note that bandwidth and Datacentre is responsibility of MG NREGS, RDPR Dept] shall be (see Annexure-H for details as the same be read as part and parcel of Scope of Work) a. Concurrent on-line users 6000 (six thousand) (Annexure-K) b. Portal page display time < 7seconds c. Time required to generate reports i. Report that does not give individual details < 10 seconds ii. Report that gives individual details and individuals are less than 500, < 15 seconds and for reports displaying upto records/individual details < 60 seconds. An intelligent Page 42 of 129

43 reporting architecture must be built to display large data set in sets of smaller batches with response time as prescribed in this section and SLAs. iii. Other simple queries < 15 seconds iv. Complex queries, charts/graphs and analytics < 30 seconds d. Password and login management of upto 1Lakh users 21 Software The customized software and the Software Solution developed shall be the property of MG NREGS, RDPR Dept, Govt of Karnataka All the system/software licenses (if any) shall be procured by the Solution Provider. The system/software licenses mentioned in the Bill of Materials shall be genuine, perpetual, full use and should provide patches, fixes, security updates directly from the OEM at no additional cost to MG NREGS, RDPR Dept for the entire period of 5 years. Solution Provider shall be responsible for providing the perpetual licenses for the commercial software so as to maintain the IPR and source code (customised / extension) with MG NREGS, RDPR Dept, Govt of Karnataka. The bidder shall provide with a full use database license All the licenses and support should be in the name of MG NREGS, RDPR Dept, Govt of Karnataka 22. Time shall be the essence of the contract and of this work as MG NREGS, RDPR Dept has to meet very tight time and delivery deadlines, therefore, timely delivery and adherence to delivery schedule is essential part of the requirement of successful implementation. Non successful adherence to time limits of delivery as stated in this bid document, and; in particular, in Section 5, shall result in declaring the work unsuccessful and closure of the contract for breach of contract condition without any financial or cost liability to MG NREGS, RDPR Dept. 4.2 Responsibilities of the State Data Centre (SDC) The application and the supporting artefacts will be co-hosted at the State Data Centre. The following are the roles and the responsibilities of the SDC: a. Ensuring the uptime of IT infrastructure set up at the SDC b. Storage of Data related to the this project c. Provide secure database services for the this project via the internet d. Ensure compliance with the requirements of the SLA between the MG NREGS, RDPR Dept and the SDC 4.3 Hardware Configuration for the New Application The Solution Provider is required to assess and state and provide as per need the IT infrastructure requirements for hosting the Software Solution. The IT infrastructure assessment should cover servers, security, storage, networking etc as required for ensuring performance, security and availability of the application software as a part of the proposal. This infrastructure requirement provided by the selected bidder shall be validated by MG NREGS, RDPR Dept and a Technical Expert Team. After award of contract, this cost provided by the selected vendor would be compared to the preferential hardware cost that CeG, e-governance is being offered by various vendors of the same. If the cost specified by the bidder is lower than this, then the hardware could be procured by the selected bidder. If higher, then MG NREGS, RDPR Dept has the option of procuring the same Page 43 of 129

44 according to the Bill of Materials provided in the proposal. This decision would be taken by MG NREGS, RDPR Dept soon after the successful vendor has been identified. In this actual procurement will be as per requirement assessed. The solution including the hardware shall be hosted in the Karnataka State Data Centre (SDC). However it is the responsibility of the SOLUTION PROVIDER to ensure performance, security and availability of the application. The IT infrastructure requirements signed-off between the SOLUTION PROVIDER and MG NREGS, RDPR Dept shall be provided by the SDC or it may be procured by the MG NREGS, RDPR Dept. The security and network infrastructure such as firewall, antivirus, LAN and internet connectivity shall be provided by the SDC. The SOLUTION PROVIDER shall provide the configuration, specifications and rates for the complete bill of materials of the hardware (Servers, Storage, etc) infrastructure components, OS and Database licenses (which shall also include OEM support for the period of the contract) to fulfil the requirements of RFP as per the SLA. The detailed Bill of Materials shall be provided by the vendor meeting the specifications and Service level criteria identified. Procurement of IT infrastructure components for the data centre and the DR site as per design, sizing and configuration of the SOLUTION PROVIDER, along with required support for period of contract would be carried out by either the SOLUTION PROVIDER at quoted rate or MG NREGS, RDPR Dept itself. MG NREGS, RDPR Dept will have sole discretion to procure the same from the SOLUTION PROVIDER at quoted rates or from alternate sources. If asked by MG NREGS, RDPR Dept to supply part or all of these components, the SOLUTION PROVIDER will be committed to procure and supply the requested items at quoted rate and configuration. The price quoted shall be valid for entire contract period. All the hardware shall comply with the specifications as submitted in the Proposal by the SOLUTION PROVIDER and shall be certified by the OEM. The SOLUTION PROVIDER should ensure that all the required hardware and system software at the Data Centre is in place before the new application software is placed for deployment and subsequent UAT. The SOLUTION PROVIDER should also ensure that all hardware and network hardening is performed in collaboration with SDC and KSWAN so as to ensure full security of the project infrastructure. This activity should be completed before the application software and the database is sent for deployment. The 3rd party auditor will be responsible for providing, to the SOLUTION PROVIDER, the policies to be followed for ensuring network and hardware hardening. MG NREGS, RDPR Dept shall perform the load testing, as part of third party acceptance testing, to verify the compliance of IT infrastructure & software provided by SOLUTION PROVIDER with the performance indicators defined for the project in the SLA document. Any gaps identified in the system performance review shall be addressed by the SOLUTION PROVIDER to the complete satisfaction of the MG NREGS, RDPR Dept at no additional cost. If the performance of the system is affected on account of the installed hardware limitations, due to the rapid growth in the transaction volumes on the platform, the SOLUTION PROVIDER is required to augment the infrastructure (For e.g. Additional servers, storage space and the corresponding s/w etc) free of cost. In case, after go-live, there is a change in functionality, which may lead to performance degradation beyond the service levels specified in this RFP, then the MG NREGS, RDPR Dept and SOLUTION PROVIDER can mutually discuss and decide the level of upgradation required over the hardware configuration already deployed at DC. Based upon the conclusion of the agreement the MG NREGS, RDPR Dept may procure additional hardware at the rate specified in the financial proposal. Here it should be noted that the payments due against the hardware and software procured by the MG NREGS, RDPR Page 44 of 129

45 Dept would be identified after depreciating the cost quoted for the item in the commercial proposal by 5 % multiplied by the number of year spent from the date of issuance of purchase order, e.g. if cost quoted for a particular brand of server is A and the same server has to be procured in the 3rd year of the contract then the rate of depreciation would be 5 % x 2= 10%. The configuration and installation of the hardware at the SDC should be complete before the UAT of the New Application Warranties o In case the MG NREGS, RDPR Dept decides to procure the hardware requirements for the DC from the SOLUTION PROVIDER, the SOLUTION PROVIDER shall be responsible for the comprehensive on site maintenance and support for this hardware infrastructure. o In case MG NREGS, RDPR Dept intends to procure the hardware for DC through the SOLUTION PROVIDER, it should be the responsibility of the SOLUTION PROVIDER to ensure that all warranties and support are procured and provided for the entire contract period. The warranties should be procured in the name of the MG NREGS, RDPR Dept. It is thus the responsibility of the SOLUTION PROVIDER to provision for the costs, related to warranties for the entire contract period, while quoting in the commercial proposal. o For any COTS (Commercially of the Shelf) products proposed by bidders for new implementation, it is necessary for the bidders to obtain authorisation from the respective software vendors (OEM). Any bids without such authorisation shall be liable for disqualification. The SOLUTION PROVIDER shall be responsible for installation of other system software including Software Solution and the database software or any other components required for the MG NREGS, RDPR DEPT solution. The SDC has already implemented physical & environmental controls in the State Data Centre, including UPS, AC, physical security etc and these basic services shall be extended by the SDC to the SOLUTION PROVIDER for the project. However, it is the responsibility of the SOLUTION PROVIDER to ensure that the systems are performing inline with the requirements of the Project as per the SLA. 4.4 User Acceptance Testing Functional & non-functional testing of application system The MG NREGS, RDPR Dept will appoint a Third Party Auditors (TPA) to perform audit of the entire new system. It will be the TPA who shall represent the MG NREGS, RDPR Dept in providing acceptance to all the deliverables provided by the SOLUTION PROVIDER. The TPA agency would be selected through a separate tender and the selected agency would have a high level of credibility, audit experience and background with adequate domain expertise in the area of Information Technology, Security Audits, SLA monitoring and consulting. The 3rd party review will focus on the following: Deliverable Audit This audit will focus on reviewing the deliverables. The review will focus on comparing the o Completeness of the deliverables as well as the o Compliance of the deliverables to best practices and global standards. Process Audit This audit will focus on checking the processes being followed while preparing the deliverables. The processes will be evaluated against the standards specified by the SOLUTION PROVIDER. Implementation Audit The implementation audit will focus on reviewing the implemented system. It will verify the performance, functional compliance, security compliance and SLA monitoring. Page 45 of 129

46 MG NREGS, RDPR Dept would perform a detailed acceptance testing over the application deployed over SDC from all locations from where the system is expected to be accessed along with a test from the web portal. The applications would be tested by the MG NREGS, RDPR Dept with respect to the parameters laid down in Scope of Work. The MG NREGS, RDPR Dept will undertake an exercise of Testing, Acceptance and Certification of the system through a TPA, as soon as the SOLUTION PROVIDER declares the system ready for this purpose before Go-Live. SOLUTION PROVIDER shall coordinate with the MG NREGS, RDPR Dept and/or the nominated agency for performing the acceptance testing and certification. The testing will be performed after deployment of the solution at SDC. The testing will be performed from selected sites and web portal. The testing would be performed before the pilot is initiated. Hardware acceptance testing The quality of hardware procured under the contract will be verified by performing burn test. The MG NREGS, RDPR Dept would use the hardware devices procured under this contract for a period of one month before giving it an acceptance. A Third Party Auditors would be involved to verify the configuration of the system and ascertain whether it meets all known standards mentioned the RFP. The auditor will also verify the warranty related documents. 4.5 Pilot run of the project The SOLUTION PROVIDER shall carry out the pilot implementation and testing of the New Application as per details prescribed by the MG NREGS, RDPR Dept. The pilot would be carried out with all the features of the system in a place as per decision of MG NREGS. The Pilot shall be carried out in the connected & integrated production environment. The SOLUTION PROVIDER shall address the issues/ fix the bugs identified during the pilot phase before Go-Live. The SOLUTION PROVIDER will have to maintain a log of the bugs found during this period. The list of bugs would have to be addressed by the 10th day of their logging. This would ensure that the SOLUTION PROVIDER is not stuck with bug fixes till the end and the fix may be tested in production. The SOLUTION PROVIDER shall obtain a sign-off from the MG NREGS, RDPR Dept after successfully addressing the issues. 4.6 Operations & Maintenance (O&M) of the Solution * The SOLUTION PROVIDER shall be responsible for the over-all management of the system including the core application software and entire related IT Infrastructure (as per Bid if any). The following describe some prominent items of responsibility but the list need not to be treated final. Page 46 of 129

47 o o o Web Portal Application Software including the Integration Component for integrating with external agencies and any 3rd party component used in the application software Hardware and Software Server System including COTS software systems like OS and RDBMS at state data centre The SOLUTION PROVIDER shall ensure compliance to uptime and performance requirements of system as indicated in the SLA in the RFP and any upgrades/major changes to the software shall be planned accordingly by SOLUTION PROVIDER for ensuring adherence to the SLA requirements. Application Support & Maintenance o o o o o During the contract period, SOLUTION PROVIDER shall be completely responsible for defect free functioning of the application software and shall resolve any issues that include bug fixing, improvements in presentation and/or functionality and others at no additional cost during the operations & maintenance period within a duration agreed between MG NREGS, RDPR Dept and the SOLUTION PROVIDER, any additional time will attract penalty. SOLUTION PROVIDER shall provide the latest updates, patches/ fixes, version upgrades relevant for the solution components agreed upon by the MG NREGS, RDPR Dept. The SOLUTION PROVIDER shall be responsible for software version management, and software documentation management reflecting current features and functionality of the solution. All planned changes to application systems shall be coordinated within established Change Control processes to ensure that: Appropriate communication on change required has taken place Proper approvals have been received Schedules have been adjusted to minimize impact on the production environment The SOLUTION PROVIDER shall define the Software Change Management & Version control process and obtain approval for the same from the MG NREGS, RDPR Dept. For any changes to the software, SOLUTION PROVIDER has to prepare detailed documentation including proposed changes, impact to the system in terms of functional outcomes/additional features added to the system etc. SOLUTION PROVIDER is required to obtain approval from the MG NREGS, RDPR Dept for all the proposed changes before implementation of the same into production environment and such documentation is subject to review at the end of each quarter of operations & maintenance support. For performing of any functional changes to system, which are deviating from the signed-off Functional Requirements/System Requirements, a separate Change Control Note (CCN) shall be prepared by the SOLUTION PROVIDER and effort estimates shall be mutually agreed between SOLUTION PROVIDER and MG NREGS, RDPR Dept. This is applicable to the change requests Page 47 of 129

48 coming up after the Go-live stage. Before, the go-live stage, such changes and feedbacks from MG NREGS, RDPR Dept pertaining to functional specifications will be incorporated by the SOLUTION PROVIDER without any additional costs to MG NREGS, RDPR Dept. o Any changes/upgrades to the software performed during the operations & maintenance phase shall be subjected to the comprehensive & integrated testing by the SOLUTION PROVIDER to ensure that the changes implemented in the system meets the desired and specified requirements of MG NREGS, RDPR Dept and doesn t impact any other function of the system The SOLUTION PROVIDER shall review security advisories (such as bulletins generally available in the industry) on a regular basis to determine vulnerabilities relevant to the IT assets and take necessary preventive steps. Infrastructure Maintenance: This clause would come into force only if the SOLUTION PROVIDER has been mandated with the purchase of hardware required for the application (if any). In case, MG NREGS, RDPR Dept has accepted the mandate of purchasing hardware, as per the specifications of the SOLUTION PROVIDER, for the application, then SDC would be in charge of maintaining the hardware. o The essence of the hardware maintenance contract is to ensure that all the components of hardware work perfectly in unison and deliver rated performance during the period covered by the agreement between the SOLUTION PROVIDER and the MG NREGS, RDPR Dept and that the systems uptime is upto the standards prescribed in the RFP. o o The SOLUTION PROVIDER would be responsible for guarding the systems against virus, malware, spyware and spam infections using the latest Anti virus enterprise / corporate edition suites which include anti-malware, anti-spyware and anti-spam solution for each Server. The Anti-virus suite and updates will have to be provided by the SOLUTION PROVIDER at regular intervals as and when the new signatures are released by the OEM. The cost of the software suite shall also be mentioned in the commercial bid. The SOLUTION PROVIDER for the purpose of support on new upgrades & patches shall have a back to back arrangement with the vendors/solution PROVIDER from whom the software suite is purchased. The copy of the same shall be submitted to MG NREGS, RDPR Dept. The anti virus should have the subscription for three years server download real-time updates and upgrades from the OEM site. The anti virus patches and updates will be pushed from State Data Centre (SDC). During the preventive maintenance visits, the SOLUTION PROVIDER will make sure that the latest updates is loaded in all the systems. o The SOLUTION PROVIDER shall have the back to back agreement with 24/7 premier support with antivirus OEM, which shall ensure that any critical issues w.r.t. virus/antivirus/backup recovery/application related issues are addressed within the 24 hrs. The copy of such agreement shall be provided by the SOLUTION PROVIDER to the MG NREGS, RDPR Dept. Such agreement shall be valid throughout the contract period. Page 48 of 129

49 o o o o o o o SOLUTION PROVIDER should provide solution to virus alerts when they occur (with in 24 hrs) or earlier in case of emergency. SOLUTION PROVIDER has to take corrective action in case systems get affected due to virus activity. The SOLUTION PROVIDER shall maintain the Hardware and Software (including Applications, Databases, OS, Antivirus, Backup s/w or any s/w related for application deployment & maintenance/support etc) for a period of 3 years from the formal Go-Live. The SOLUTION PROVIDER shall perform rectification of system software problems due to crashing or malfunctioning of the OS; within the time limits prescribed in the SLAs. The SOLUTION PROVIDER shall perform installation of upgrades of system software, which should be under taken as part of preventive maintenance. The critical updates shall be implemented immediately. Rectification of system software problems due to crashing or malfunctioning of the OS; within the time limits prescribed in the SLAs. The successful bidder shall procure licenses as required for the complete IT infrastructure supplied under this contract. The license certificate has to be procured in the name of the MG NREGS, RDPR Dept, GOK. The essence of the software maintenance contract is to ensure that the entire systems software works perfectly in unison and delivers rated performance during the period covered by the agreement between the SOLUTION PROVIDER and the MG NREGS, RDPR Dept and that the systems uptime is up to the standards prescribed in SLAs. This includes the design of an appropriate System Administration policy with precise definition of duties, adequate segregation of responsibilities and obtaining the approval for the same from the MG NREGS, RDPR Dept. System Administration includes the activities listed below: Performance tuning of the system (application and database) to enhance system s performance and comply with SLA requirements on a continuous basis 24x7 monitoring & management of availability & security of the infrastructure & assets (including data, network, servers, systems etc). o o o o The SOLUTION PROVIDER shall monitor security and intrusions into the system, which include taking necessary preventive and corrective actions. The SOLUTION PROVIDER shall monitor and record, server & network performance and take corrective actions to ensure performance optimisation on a daily basis. Escalation and co-ordination with other vendors for problem resolution wherever required. System / Database administration tasks such as managing the access control system, creating and managing users and other related work o SOLUTION PROVIDER is required to study the detailed data storage and backup & Recovery requirements of the MG NREGS, RDPR Dept including the Page 49 of 129

50 storage space required with necessary specifications and document it as part of SRS. o o o o o o SOLUTION PROVIDER shall design and implement adequate data backup and restoration procedures for new data (including the database and all other data elements generated by the system and users). SOLUTION PROVIDER shall ensure that Data backup is maintained till the last transaction occurring in the system. The data synchronization between the Data Centre and DR site shall also be designed and implemented by SOLUTION PROVIDER. SOLUTION PROVIDER shall also maintain the monthly data backup on the external backup tapes, in an encrypted form, which should be moved to a secured location agreed with the MG NREGS, RDPR Dept on a quarterly basis. The SOLUTION PROVIDER shall maintain the adequate stocks of spares to meet the requirements. The MG NREGS, RDPR Dept reserves the right to verify the stocks at any time. The SOLUTION PROVIDER shall enable audit logs for the server/system activities and such audit logs shall be analysed at regular intervals to identify and address the security and performance issues. The SOLUTION PROVIDER shall also produce and maintain system audit logs on the system for a period agreed to with the MG NREGS, RDPR Dept. On expiry of the said period the audit logs should be archived and stored off-site at a location agreed with the MG NREGS, RDPR Dept. Support to system users with respect to attending to their requests for assistance in usage and management of the application The SOLUTION PROVIDER shall proactively deploy any s/w agent to monitor the hardware and software for any signs of a breakdown/failure and plan maintenance accordingly. The SOLUTION PROVIDER shall undertake scheduled maintenance for as per a predetermined plan. Develop the Standard Operating Procedures (SOPs), in accordance with the ISO & ITIL standards, for PD Infrastructure management. These SOPs shall cover all the aspects including Infrastructure installation, monitoring, management, data backup & restoration, security policy, disaster recovery, operational procedures etc. The SOLUTION PROVIDER shall obtain sign-offs on the SOPs from the MG NREGS, RDPR Dept and shall make necessary changes, as and when required, to the fullest satisfaction of MG NREGS, RDPR Dept. Whenever a component has to be replaced because of technical, functional, manufacturing or any other problem, it shall be replaced with a component of the same make and configuration. In case the component of same make and configuration is not available, the replacement shall conform to open standards and shall be of a higher configuration specifically approved by MG NREGS, RDPR Dept. Other important activities shall include but not limited to: Daily maintenance of system configuration Implementation of system security features Overall security of the network (excluding KSWAN) Day-to-day disk space management Page 50 of 129

51 Database tuning for performance Tracking the servers performance taking remedial and preventive actions in case of problems Proper upkeep of storage media for taking backups o SOLUTION PROVIDER will undertake preventive maintenance measures as a part of overall responsibility for maintenance of the System. It will include the following activities: Form PM policy in consultation with MG NREGS, RDPR Dept Frame PM schedules PM must cover entire system PM activities must be conducted at least once in a quarter o o o The SOLUTION PROVIDER shall be eligible to claim the cost of replacement of components lost or damaged due to theft, arson, natural calamities or proven mishandling of the equipment by the operators of the MG NREGS, RDPR DEPT, at the published rates thereof, based on the certificate given by the MG NREGS, RDPR Dept. The SOLUTION PROVIDER, may, if so advised technically and if applicable due to Bid, get a dysfunctional hardware component repaired in lieu of its replacement, subject to ensuring the overall compliance of the requirement of uptime. As a part of infrastructure and facility management reporting, the SOLUTION PROVIDER will provide following, but not limited to, system generated reports. Daily health check up report to be part of the monthly maintenance report Daily performance status including downtime for servers Daily, weekly and monthly reports on activities related to system administration Daily, weekly and monthly reports on activities related to database administration PM report with date, time, name of personnel, his observations and action taken List of issues faced, action taken and their status User Profiles and Account Management o SOLUTION PROVIDER is required to design and implement the user management processes and obtain sign-off from the MG NREGS, RDPR Dept for such process. o The user-id naming & protocol shall be designed and implemented for all the user ids. Such naming convention and protocol shall be signed-off with the MG NREGS, RDPR Dept, which shall be adopted across the State. o Necessary user account creation, management polices and procedures shall be defined and implemented by the SOLUTION PROVIDER including obtaining approval for each user id created in the systems. Separate user id shall be created or each employee, which uniquely identifies that employee across the network. o The end users shall only be provided with role based privileges and access. Such roles, privileges shall be signed-off with the MG NREGS, RDPR Dept MG NREGS, RDPR Dept. o System administration tasks should include tasks such as managing the access control system, creating and managing users, etc. Page 51 of 129

52 o o o Produce and maintain system audit logs on the system for a period agreed to with the MG NREGS, RDPR Dept. The audit logs should be archived and stored as per the Mandatory security requirements given in the Section 12 of the RFP. The SOLUTION PROVIDER shall perform system hardening which involves assessment and review of threats to various entities such as Operating System environment, Database tier/application Tier or Webservers, end user systems, etc from non-authorized personnel and creation of a Security Policy to specifically mitigate these threats. The Security Policy should then be applied on all entities of the system. The systems would be subjected to a suitable audit by the MG NREGS, RDPR Dept and all the recommendations provided by the auditor should be addressed by the SOLUTION PROVIDER to the complete satisfaction of the MG NREGS, RDPR Dept. 4.7 SLA Monitoring Service levels agreed with the SOLUTION PROVIDER would be monitored by the MG NREGS, RDPR Dept MG NREGS, RDPR Dept on a monthly basis and payments would be made for each month after subtracting the total penalties arising due to non compliance of the SLA The SOLUTION PROVIDER shall develop an SLA Measurement and Monitoring System (SMMS) for measuring and reporting the SLAs The SMMS shall be developed in conjunction with the MG NREGS, RDPR Dept solution SOLUTION PROVIDER shall ensure that proposed SMMS address all the SLA measurement requirements and calculation of applicable penalties aas per this RFP It would be the responsibility of the SOLUTION PROVIDER to generate appropriate MIS reports both in hard and soft copies to ensure accurate capturing of the work carried out during the month. Payments to be made for each month would be calculated on the basis of the monthly MIS reports generated from SMMS With respect to the functions and activities to be undertaken by the vendor under the scope of this project, no outsourcing will be allowed. All the personnel deployed during the contract period shall be full time employee on the roll of selected bidder. 4.8 Exit Management At the end of the contract period or during the contract period, if any other agency is identified or selected by the MG NREGS, RDPR Dept MG NREGS, RDPR Dept for providing O & M Services for the Software Solution, the SOLUTION PROVIDER selected through this bid is required to provide necessary handholding and transition support, which shall include but not limited to the following: a. Handing over the updated and complete source code for the application software including the configuration files, setup files etc. b. SubMG NREGS, RDPR Dept of updated system documentation as per the documentation requirements mentioned in the earlier section c. Handing over all the system manuals provided by the system software vendors including the media (CDs/DVDs) d. Handing over the system software including the media e. conducting detailed walk-through, demos and training for the MG NREGS, RDPR DEPT solution to the new vendor to the full satisfaction of the MG NREGS, RDPR Dept MG NREGS, RDPR Dept f. Addressing the queries/clarifications of the new agency regarding the MG NREGS, RDPR DEPT solution Page 52 of 129

53 g. Non-performance of the any of the activities by the SOLUTION PROVIDER may lead to forfeit of the performance bank guarantee issued by the SOLUTION PROVIDER. For Requirements of generating reports, dashboards, Analytics - FRS (Annexure-C) shall be read in conjunction with the National Rural Employment Guarantee Act & Rules (Annexure A & B). It is the responsibility of the bidder to deliver the solutions as per FRS and Act. 4.9 Other Details MG NREGS, RDPR DEPT is going to provide database access for this Software Solution Application. The said data is captured by the existing software solutions of MG NREGS, RDPR Dept and the same shall be accessed Volume of Data for Reporting Purpose The number of Job Cards holders working in a financial year are touching about 20Lakhs at present and can increase upto 50 lakh. The offered web-based solution shall be scalable and architected to provide the reporting functions for this volume of data. The number of on-going works at a given point of time can be estimated to be around 3Lakhs and this can increase upto 10Lakh on-going works at a given point of time. At the end of specified period (not less than one year), to be decided by MG NREGS, RDPR Dept MG NREGS, RDPR Dept, the data could be archived and a separate reporting, queries, Analytics, etc system could be evolved for archived data. However, none of pending/on-going works data should be archived irrespective of the vintage of its inception/age. At the same time, unless decided otherwise, the archived data shall have same reporting, queries, Analytics etc as for live database and would run on year-wise data Reporting Needs for Entire Contract period The Reports are going to evolve over a period of time and the needs for new reports will arise through out the contract period. Reports can be categorized as follows (see FRS for details in Annexure-C): A. General Reports including all apsects of on-going works, completed works, shelf of works, all and various statistics on wages, person-days, material expenses, office/gp/taluk/district/state reports on all aspects of MG NREGS etc B. Matrix Reports with each cell of the matrix being hyperlinked. The drill-down shall be from State level to GP level to inidividual work and individual labour/job Card level who worked on a given project. C. Graphical Reports :Pie Charts, Bar Charts, Trend Charts, etc D. Drill Down features: The Reporting application shall reach at the lowest level of data available. In general, the drill-down shall have capacity to go upto the lowest granular level of data which would be controlled as per need and user privileges. E. Analytics: The general discipline of Analytics is well understood and data Analytics would be required to be done to achieve the goals of MG NREGS, RDPR Dept Act & Rules and the FRS. As per availble data, the software solution should provide Page 53 of 129

54 statistics, analysis and analytics (office wise, officer wise, GP wise, Line Department, district, taluk and sub-taluk wise) of a. average payment time, b. average Person Days, c. on Muster Rolls, d. on wages, material and other payments, e. work and person days generation - spatially and area wise (patterns shall be discovered in this regard for practical action) f. Mean, Median, Standard Deviations & other Statistical features of transactions, works, person-days, MG NREGS review points, above points shall be calculated and made available. g. proposals for Business Process Re-engineering h. Default prediction and prevention i. Ranking of officers, offices, districts, departments on rational and transparent criteria, etc. j. etc F. Query Builder: A good functional query builder shall be provided to meet the report generation requirements of the MG NREGS, RDPR Dept and its users. G. See Annexure-J for details and the same is the minimum level of functionalities for PoC and the same shall be scaled up as per this Scope of Work, and, any report incidental to the Scope of Work and meeting the objectives of the MG NREG Scheme shall be delivered Number of Reports The reports will come from various sections of the Act mentioned in the FRS (Annexure-C). This number could change as per due intimation by MG NREGS, RDPR Dept MG NREGS, RDPR Dept, The Selected bidder will have to design reports sitting with the MG NREGS, RDPR Dept Team. Reports will get changed/modify/evolve over a period of 12 months. The report shall be treated as different reports only when they are logically distinct, capture and/or produce different logical results and fields. Any two or more reports substantially giving same information will all be treated as a SINGLE report (merely giving same or substantially same information at different administrative locations or levels will not be treated as different reports). In this sense (i) 750 different HTML Reports, (ii) 500 different graphical reports, (iii) 250 different dashboards (iv) a user-friendly and powerful Query Builder, and, (v) Analytics capability are required in total. MG NREGS, RDPR Dept can alter this requirement. The decision of MG NREGS, RDPR Dept whether two or more reports logically constitute single or more than one report shall be final. Page 54 of 129

55 PDF and Excel Export of Reports Reports needs to have user friendly with export functionality for both PDF, Excel/Other standard outputs Bidders are expected to read Act and FRS and prepare sample reports in the proof of concept presentation. Page 55 of 129

56 Section 5: Project Implementation Schedule Timelines for Project Entire Rollout must be completed along with validation as per deadlines given below. Timelines for Complete Project Implementation Project Timelines S.No. Milestone Deadline (Days) 1 Contract Sign-off T0 2 SRS Document Finalisation T Finalization of User Acceptance Test Document T Customization/Development of Application All Modules T Demonstration & Approval of Solution and UAT & Audit T Training of 100 Trainers T Complete Rollout (Go-Live) All Modules* T Remaining Training T *Module-Wise Roll Out shall be permitted at the discretion of MG NREGS, RDPR Dept. MG NREGS, RDPR Dept, may give provisional clearances and/or do provisional finalisation of the documents in order to meet the above timelines. However it will be the responsibility of Bidder to incorporate any changes in the application at a later date which might be necessitated due to requirements of National Rural Employment Guarantee Act, Rules, Schemes and FRS document as per Scope of Work. MG NREGS, RDPR Dept shall intimate this requirement and the same shall be treated as part of main requirements and the Scope of Work. Page 56 of 129

57 Section 6: Acceptance Testing and Certification Process MG NREGS, RDPR Dept, reserves full right to have single Roll Out / Go-Live of the entire Software Solution, or, go ahead with Module Wise Roll Out/ Go Live. The security and other audits shall be undertaken as per the decision of MG NREGS, RDPR Dept, in this regard. The Security and other technical Audits shall be by vendors empanelled by e-governance Department or by approved vendors of Ministry of Information Technology, Govt of India. The details of this shall be as per SRS document. The aim of acceptance testing and certification is to make sure the project meets the Specifications, functional and performance requirements as mentioned in RFP MG NREGS, RDPR DEPT will constitute a committee of experts for acceptance testing of the software as per user acceptance test document. MG NREGS, RDPR DEPT will work with Bidder after finalization of RFP for writing of User Acceptance Test Document, MG NREGS, RDPR DEPT may appoint a third party auditor/agency for certification for Security and Performance. The Third party agency will lay down guidelines and norms for the Security testing and certification Third Party Agency will also establish a process for notifying bidder of any deviations in the deliverables early in the schedule for corrective action. 6.1 User Acceptance Test and Functional Audit This audit will focus on the functional compliance of the software as per the accepted software requirements Specifications. A User Acceptance Test document will be used for functional testing. User Acceptance Test document will be prepared by Bidder just after finalization of the System Requirements Specifications The user acceptance test document must be accepted by before pilot certification. TPA will use its own testing tools for User Acceptance testing. Third Party agency however will use its own set of test data for certification. 6.2 Security and Implementation Audit Security Audit will be performed after User Acceptance Testing as per the Security Requirements in the RFP. TPA is also going to do a security audit of software solution and entire configuration including data centre. For security testing of the solution, TPA will do penetrative testing. TPA will use it own security and penetration testing tools. Issues raised by TPA will be fixed by Bidder in the time frame agreed and entire solution will again be tested for Security, functional and performance requirements. In this the MG NREGS, RDPR DEPT may constitute a committee or commission a third party or ask the Bid Winner to have the certification (Security and Performance) from among relevant vendors empaneled by e-governance Dept, Govt of Karnataka or relevant vendors empaneled/approved by Dept of Information Technology, Govt of India for/after Go-Live (Module Wise and Overall). All the changes desired by the certification process shall be implemented by bidder free of cost and within a deadline provided by MG NREGS, RDPR DEPT. The audit shall Page 57 of 129

58 be done, as per the decision of MG NREGS, RDPR Dept, concurrently for each Software Module separately or more than one Modules taken together. 6.3 Legacy Data Migration and Backup mechanism Compliance Review TPA will check the compliance regarding availability of legacy data from manual system. TPA will also check the backup and restore mechanism and its effectiveness. TPA will conduct a backup and restore operation to check the compliance. 6.4 Other Compliances MG NREGS, RDPR Dept may audit the various documents like training material, user guides, administration guides for its effectiveness and quality. Over and above MG NREGS reserves the right to check on its own or use any other mechanism for ensuring the compliance mentioned above. Page 58 of 129

59 Section 7: Payment Schedules, Service Level Agreements, Terms and Conditions 7.1 Definition of FINAL Acceptance Testing Final Acceptance Testing is date after complete deployment/implementation, rollout, User Acceptance Testing and Training to 100 Master Trainer as per scope of work. Security and Performance Testing will be conducted as part of Final Acceptance Testing. Final Acceptance Testing is GO-LIVE for Application. The MG NREGS, RDPR Dept, reserves full right to accept and go ahead with Module-Wise Roll Out. In case this is done then GO-LIVE shall mean Module-Wise Go-Live. The Module Wise Go-Live or Roll-Out shall be for single or more than one Module at a time the decision of MG NREGS, RDPR Dept, shall be final in this regard. A specific order by MG NREGS, RDPR Dept, for Module Wise Roll Out/Go Live mentioning the specific Modules Going Live shall be mandatory precondition for such a Roll-Out/Go Live. The payment schedule mentioned hereunder shall be read accordingly. 7.2 Payment Schedules S.No. Milestone Upper Payment Due * Timelimit (Days) 1 Contract Sign-off T0 NIL 2 SRS Document Finalisation T0+ 20 NIL 3 Finalization of User Acceptance Test T0+ 35 NIL Document 4 Customization/Development of T0+ 90 NIL Application All Modules 5 Pilot Demonstration & Approval of Software Solution with UAT (Module- Wise) T This shall be paid Module-Wise. In this sum-total of software solution cost of Modules (i) to (xii) (see Price Bid) shall be divided equally among 12 software Modules (see price bid Module (i) to (xii)) and for delivery of this Milestone for each of 12 Modules, the payment shall be of equal-cost of the said Module. T0+150 This shall be paid 6 Module Wise Roll-Out of Individual Modules # Module-Wise. In this sum-total of software Page 59 of 129

60 7 Complete Rollout (Go-Live) of full Softwar Solution 8 Successful Training Completion for 100 Master Trainers 9 Remaining Training (from Go-Live to until completion of training completion for Master Trainers as per Scope of Work) 10 Three Months from Complete Roll Out (see point no 7) 11 The Hardware and Server Application software will be paid as per actual delivery as per contract. However, the MG NREGS, RDPR Dept shall not accept any such delivery before successful completion of point no 5 except for meeting requirements of point no 5 itself. This requirement to meet deliverables for point no solution cost of Modules (i) to (xii) (see Price Bid) shall be divided equally among 12 software Modules (see price bid Module (i) to (xii)) and for delivery of this Milestone for each of 12 Modules, the payment shall be (including 15% already paid) of equal-cost of the said Module. T % of total software solution cost (including 30% already paid on any specific Modules) T % of total software solution cost (not to be paid before Go- Live) (including 80% already paid) Go-Live to Completion of Training (Complete Roll Out )+ 90 Days Payment shall be done on-prorata basis (per batch of upto 30) on the cost of training in the bid. Any training batch of more than 30 will be paid extra on prorata basis [(Cost of 30 batch)x (No of trainees)/30] 5% of software solution cost - taking payment to 90% of software cost (including 85% software cost already paid) Page 60 of 129

61 5 shall be decided by the MG NREGS, RDPR Dept as per Scope of Work and SRS document. The payments for hardware, server application supplies (as per SRS) to meet the requirement of point no 5 shall of the quoted cost. The rest of the payment for the same shall be AFTER successful Pilot demonstration and UAT compliance (if any) & UAT approval as per point no. 5. The deliveries thereafter shall start only after such successful (to be approved by Expert Group) demonstration and complied and approved UAT (by third party auditor) as per point no % of Software Solution Cost shall be paid in 12 equal installments at end of each month from date of G0-Live as per point no The payment for AM & PM C for 2 nd and 3 rd year will be made in equal installments payable at the end of each quarter in 2 nd and 3 rd year. The 2 nd year starts from 366 th day from date of Go-Live (point no 6) * In case the Bid Winner is able to deliver successfully any mile-stone ahead of the deadline as fixed above then the Bid Winner shall be eligible to immediately receive payment corresponding to the milestone successfully delivered irrespective of the timeline or time elaspsed since T0. This shall not be applicable to item no 9, 10, 12 and 13 which will be paid strictly as per timeline stated in these points. # Roll Out of individual Modules shall be at sole discretion of MG NREGS, RDPR Dept. 7.3 Penalty for Late Delivery Time will be the essence of the contract and of this work as MG NREGS, RDPR Dept MG NREGS, RDPR Dept has to meet very tight time and delivery deadlines, therefore, timely delivery and adherence to delivery schedule is essential part of the requirement of successful implementation. Non successful adherence to time limits of delivery as stated in this bid document, and; in particular, in Section 5, shall result in declaring the work unsuccessful and closure of the contract for breach of contract condition without any financial or cost liability to MG NREGS, RDPR Dept. This is without prejudice to other remedies under the Contract including deducting from the Contract Price, as liquidated damages, any losses suffered by MG NREGS, RDPR Dept due to omissions and commissions of the Bid Winner. 7.4 Scheduled Maintenance Six hours of scheduled maintenance will be allowed every month. The scheduled maintenance shall only be carried from 11 PM to 5 AM. The scheduled maintenance must be notified at least three working days in advance. 7.5 Notices Page 61 of 129

62 All notices and other communications under this contract must be in writing, and must either be mailed by registered mail with acknowledgement Due. Or hand delivered with proof of it having been received. If mailed, all notices will be considered as delivered after 5 days, of the notice having been mailed. If hand delivered, all notices will be considered, when received by the party to whom the notice is meant and sent for. All notices under this contract shall be sent to or delivered at the address as specified by the parties. A Notice shall be effective when delivered or on the Notice s effective date, whichever is later. 7.6 Master Service Agreement MG NREGS, RDPR DEPT, Government of Karnataka will sign a master service agreement for the terms, conditions, clauses in the RFP. Page 62 of 129

63 Section 8: Intellectual Property, Confidentiality and Legal Indemnification 8.1 Intellectual property Rights MG NREGS, RDPR DEPT, Government of Karnataka shall have source code and license rights for all the application software including source code, configuration files, documentation developed specifically for the application. However, intellectual property rights for any software artifact/components available with Bidder prior to application development will remain with Bidder. For this purpose components included in the solution but available with Bidder prior to this work shall be clearly indicated in the technical proposal. Bidder shall submit to MG NREGS, RDPR Dept any changes in code/document/any other software artefact within one month of such change. 8.2 Confidentiality Both parties undertake to each other to keep confidential all information (written as well as oral) concerning the business and affairs of the other, which has been obtained or received as a result of the discussions leading upto or the entering of the contract After the entering of the contract the Department and the Bidder shall keep confidential and shall not, without the written consent of the other party hereto, divulge to any third party any documents, data, or other information furnished directly or indirectly by the other party hereto in connection with the Contract, whether such information has been furnished prior to, during or following completion or termination of the Contract. Notwithstanding the above, the Supplier may furnish to its Subcontractor such documents, data, and other information it receives from the Department to the extent required for the Subcontractor to perform its work under the Contract, in which event the Supplier shall obtain from such Subcontractor an undertaking of confidentiality similar to that imposed on the Supplier under this Clause The Purchaser shall not use such documents, data, and other information received from the Supplier for any purposes unrelated to the Contract. Similarly, the Supplier shall not use such documents, data, and other information received from the Department for any purpose other than the design, procurement, or other work and services required for the performance of the Contract. 8.3 Limitation of Liability Except in cases of gross negligence or willful misconduct neither party shall be liable to the other party for any indirect or consequential loss or damage, loss of use, loss of production, or loss of profits or interest costs, provided that this exclusion shall not apply to any obligation of the Supplier to pay liquidated damages to the department and the aggregate liability of the Bidder to the Department, whether under the Contract, in tort, or otherwise, shall not exceed the amount specified in the Contract Price. Page 63 of 129

64 8.4 Force Majeure The Supplier shall not be liable for forfeiture of its Performance Security, liquidated damages, or termination for default if and to the extent that it s delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure. For purposes of this Clause, Force Majeure means an event or situation beyond the control of the Supplier that is not foreseeable, is unavoidable, and its origin is not due to negligence or lack of care on the part of the Supplier. Such events may include, but not be limited to wars or revolutions,earthquake, fires, floods, epidemics, quarantine restrictions, and freight embargoes. If a Force Majeure situation arises, the Supplier shall promptly and no later than seven days from the first occurrence thereof, notify the MG NREGS, RDPR DEPT in writing of such condition and the cause thereof. Unless otherwise directed by the Department in writing, the Supplier shall continue to perform its obligations under the Contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event The decision of the Department with regard to the occurrence, continuation, period or extent of Force Majeure shall be final and binding on the Supplier. 8.5 Public Disclosure All materials provided to the MG NREGS, RDPR DEPT by bidder are subject to Country and Karnataka public disclosure laws such as RTI etc. 8.6 Disclaimer Department reserves the right to share, with any consultant of its choosing, any resultant Proposals in order to secure expert opinion. Page 64 of 129

65 Section 9: Disputes and Law Settlement of Disputes The Purchaser and the Supplier shall make every effort to resolve amicably by direct informal negotiation any disagreement or dispute arising between them under or in connection with the Contract. If the parties fail to resolve such a dispute or difference by mutual consultation within twenty-eight (28) days from the commencement of such dispute and difference, either party may require that the dispute be referred for resolution to the formal mechanisms, described below (The date of commencement of the dispute shall be taken from the date when this clause reference is quoted by either party in a formal communication clearly mentioning existence of dispute or as mutually agreed) : a. The mechanism for resolution of disputes for bidders shall be in accordance with the Indian Arbitration and Conciliation Act of The Arbitral Tribunal shall consist of 3 (Three) Arbitrators. Each Party shall nominate an Arbitrator and the two nominated Arbitrators shall mutually agree and nominate a third Presiding Arbitrator. b. The Arbitrators shall necessarily be retired High Court Judges c. The place for arbitration shall be Bangalore. Governing Law The Contract shall be governed by and interpreted in accordance with the laws of the India. The High Court of Karnataka at Bangalore and Courts subordinate to such High Courts shall have exclusive jurisdiction in respect of any disputes relating to the tendering process, award of Contract and execution of the Contract. In all cases, this contract shall be governed by and interpreted in accordance with the Law of the Union Of India. In this context, the expression Law takes within it s fold Statutorylaw, Judicial Decisional Law and Delegated Legislation as well Page 65 of 129

66 Section 10: Exit and Handover Termination of Contract Termination for Default The Department may, without prejudice to any other remedy for breach of Contract, by Notice of default sent to the Supplier, terminate the Contract in whole or in part: if the Supplier fails to deliver any or all of the Goods or Related Services within the period specified in the Contract, or within any extension thereof granted by the Department. if the Supplier, in the judgment of the Department has engaged in corrupt, fraudulent, collusive, or coercive practices Any representation made by the bidder in the proposal is found to be false or misleading if the Supplier commits any breach of thecontract and fails to remedy or rectify the same within the period of two weeks (or such longerperiod as the Department in its absolute discretion decide) provided in a not in this behalf from the Department Consistently not meeting the SLAs as defined in this RFP. Termination for Convenience The Department, by Notice sent to the Supplier, may terminate the Contract, in whole or in part, at any time for its convenience. The Notice of termination shall specify that termination is for the Department s convenience, the extent to which performance of the Supplier under the Contract is terminated, and the date upon which such termination becomes effective The Goods that are complete and ready for shipment within thirty days (30) days after the Supplier s receipt of the Notice of termination shall be accepted by the MG NREGS, RDPR DEPT at the Contract terms and prices. For the remaining Goods, the MG NREGS, RDPR DEPT may elect: To have any portion completed and delivered at the Contract terms and prices; and/or to cancel the remainder and pay to the Supplier an agreed amount for partially completed Goods and Related Services and for materials and parts previously procured by the Supplier Consequences of Termination Upon Termination of the Contract, the Supplier shall Prepare and present a detailed exit plan within five calendar days of termination notice receipt to the designated individual in the MG NREGS, RDPR DEPT. The designed individual in the MG NREGS, RDPR DEPT and along with designated team will review the exit plan. If approved, Supplier shall start working on the same immediately. If the plan is rejected, Supplier shall prepare alternate plan within two calendar days. If the second plan is also rejected, MG NREGS, RDPR DEPT will provide a plan for Supplier and it shall be adhered by in totality. The Exit Plan shall cover at least the following :- Page 66 of 129

67 Execute all documents that may be necessary to effectively transfer the ownership and title, including OEM warranties in respect of all work Handover all developed codes, related documentation and other Configurable Items, if any in his possession; The supplier will sign a completion certificate at the end of successful completion (all points tracked to closure) of the Exit Plan At end of three years contract period a similar exit plan needs to be worked out. In that case timelines can be as per mutual convenience but within the last ninety (90) days of expiry of support period. Page 67 of 129

68 Annexure -A Visit URL for copy of National Rural Employment Guarantee Act, 2005 Visit URL ANNEXURE-B for MG NREGS Rules, Operational Guidelines, Unemployment Allowance Rules - Page 68 of 129