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 [email protected] 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

69 ANNEXURE-C Functionl Requirement Specifications (read with Annexure-J) for Web Based Application for MG NREGS A Module Based Process Automation through The following pages captures the essential requirements that a software solution shall fulfill in order to effectively implement the mandate of the MG NREGS. The Annexure-J which contains the Proof of Concept Write-Up covers in details how the software solution is expected to deliver the functionalities. It is visualized that the software solution shall be a very effective web based application, with strong application and user support. It is envisaged that down the years potentially online user could touch 50,000 The software solution should be able to capture data (at present close to public servants a figure which will increase with increase) and operationalize the data so that tracking of each MG NREGS aspect is achieved real-time or close to real-time. The details in this regard are given below. The reports shall be generated as per need; in addition to that, default regular reports shall be created as per the Act, Rules and Annexure A&B attached herewith. Apart from these reports the software solution shall also create a Query Builder which will allow intelligent query building at the level of users of the solution. The response time and SLAs from the software solution side on these reports and queries shall be as per Annexure-H. The State of Karnataka has Karnataka State Wide Area Network (KSWAN) and State Data Centre with appropriate approvals the same could be put to use for the purposes of the MG NREGS, RDPR DEPT. SYSTEM REQUIREMENTS The proposed solution should have service oriented architecture. Software should support data exchange with external systems using XML based web services. USERS of the SYSTEM The focus of the work of MNREGA is Village and Gram Panchayat. There are 5627 Gram Panchayats, 176 Taluks, 30 Districts and One MG NREGS. At least three to four users at Gram Panchayat Level needs to be supported. Total Expected Users in the System : Out of 20000, at least are going to have digital signature support in the system. Page 69 of 129

70 Digital Signatures are procured and distributed by MG NREGS itself but for those users digital signature support will be required at different steps of the workflow. The architecture and design of the system is such that it should support the scale which is mentioned above. DATA EXCHANGE REQUIREMENTS All the data exchange of the proposed system to another system is going to happen through XML based web services. These web services may be used over encrypted channels. SYSTEM REQUIREMENTS THE PROPOSED SYSTEM SHOULD WORK IN BOTH ONLINE AND OFFLINE MODES. ONLINE MODE OPERATION The desired system is a centralized web based system having accessible over internet to Browsers. OFFLINE MODE OPERATION REQUIREMENTS There are 5627 gram panchayats in Karnataka. A lot of them has internet connectivity issues and a few of them has intermittent internet connectivity. The desired software is a web based centralized software system. Software System for Gram Panchayats having No Internet Connectivity The software should have a client which can be installed independently on the Gram Panchayat computer. The client should be self sufficient it means there should be a single installer having all the components if required of database, application server and software. The client should almost having zero configuration required to install and run the application. This is one of the critical requirements since at gram panchayats level technical know how to resolve the technical issues of installation and the system is going to be single window of all MNREGA related works. The installation of software will just require putting the Gram Panchayat code and Digital Signature of Gram Panchayat. This piece of functionality is included in the scope of work and no additional payment will be done for this piece of work. Synching of Data to Central Server Page 70 of 129

71 The synching process should be able to sync to the central server. The data should be extracted digitally signed which can be synched to a taluk or district office at any interval of time. The system should have capability to take care of multiple sync/duplicate sync. At central server level there should be a detailed encrypted logs of the synching process. Software System for Gram Panchayats having Intermittent network connectivity System should support disconnected offline mode of operation whenever internet connection becomes available, the data should automatically sync with the central server. This process should be almost without any manual intervention. System should keep detailed encrypted logs of the synching process. Multi-Language Support System should have support for Kannada language for all the masters, transactions and reports. Kannada Language specific keyboard may be supported to provide this functionality. MODULE WISE FUNCTIONAL REQUIREMENTS THE FUNCTIONAL REQUIREMENTS MENTIONED IN THIS DOCUMENT ARE INDICATIVE ONLY. THE SOLE PURPOSE OF PROVIDING THIS FUNCTIONAL REQUIREMENTS ARE TO HELP AND GUIDE THE PROSPECTIVE BIDDERS IN THEIR BID PREPARATION. THESE REQUIREMENTS WILL PROVIDE A BROAD FRAMEWORK DURING AS IS AND TO BE PROCESSES. AS IS AND TO BE DOCUMENTS ONCE PREPARED BY BIDDER AND APPROVED BY MG NREGS WILL FORM THE BASIS OF SOLUTION DELIVERY. The number of MIS reports shall be as mentioned in Scope of Work Finance and Accounting CASH BASED AND ACCRUAL BASED ACCOUNTING SUPPORT The proposed system should support both Cash based as well as Accrual based Accounting. Finance and Accounting module of MG NREGS is on similar lines of Government Accounts/Government owned PSU/accounts of Government of Karnataka. So the software must have the features for finance and accounts control for MNREGA. MNREGA has certain expenditure controls like only 6% of total expenditure can be on administrative expenses. Page 71 of 129

72 Any change in rules/policies and procedures in the accounts should be implemented within thirty days of intimation. Account Head Support To categorize and control the flow of fund and expenditure the software application must support hierarchical account code. Applicability of Accounting Head: An accounting head may be applicable at certain level of accounting unit [MG NREGS, Zilla Panchayat Accounts, Taluk Panchayat Accounts, Gram Panchayat Accounts]. This applicability may be enforced for a particular period. Accounting Units There are 5627 Gram Panchayat in Karnataka. For the effective management of finances each of these gram panchayats can be treated as Accounting Units. This implies monthly trial balances of the gram panchayat should be prepared as per double entry government accounts norms. Taluk Panchayat Trial balances should be its own trial balance of the month plus sum of trial balances of the lower level accounting units which are gram panchayats. Zilla Panchayats On the similar lines of Taluk Panchayats, zilla panchayats trial balances should be zilla panchayat its own trial balance and jusridictional taluk panchayat trial balances and gram panchayat trial balances. MG NREGS Level Accounts At state level trial balance will be State s own trial balance and consolidation of trial balances of 30 districts, 176 Taluks and 5627 gram panchayats. These consolidated accounts will form the accounts of MNREGA Accounts. The trial balance preparation at any of the above mentioned accounting units shall be as per accounting principles of accrual and cash based accounting. As stated above both accrual and cash based methods needs to be supported. These trial balances or monthly account preparation should be as per the established accounting practices of Journal Voucher Preparation, Audit Support and Posting to General Ledger Cash Book Management Cash Book functionality needs to be maintained from GP Level to State Level. Page 72 of 129

73 Software should have a provision to close the cash book daily, weekly, fortnightly/monthly. The closure of cash book should be digitally signed. Once a cash book is closed no entry/adjustment entry can be permitted to the cash book. The cash book should have provision to support both Cash and Bank Transactions. MG NREGS is in the process of shifting for most of its electronic payment direct to account using EFMS system from central account. In case of such payments still the cash book at GP/Taluk and District level needs to be updated with a virtual entry and tag that this update is due to payment at State level. Balancing and for payments related to EFMS the cash book should be properly updated. All the cash book entries should be properly supported by vouchers. The software should have provision to navigate from cash book to original source documents. All the accounting documents and workflow can be navigated from the cash book to the original source documents. Software should be able to provide cash analysis as per Government accounting norms before posting to General Leader of the Gram Panchayat. Bank Accounts Related Functionalities Each beneficiary in the MNREGA is either having a bank account or is going to have a bank account. Additionally bank accounts are maintained at Gram Panchayat Level Taluk Panchayat Level Zilla Panchayat Level Most of the payments are going to happen through EFMS (E-Payment directly to bank accounts), still few of payments are going to happen through cheque book. The software should have provisions for Bank Account Management, Cheque Book/leaf Management, Cheque Management. Bank Accounts Reconciliation: Software should have provisions for Account Reconciliation for all three modes - online (means integrating to bank either through XML based web services or ftp based data backup) - Excel or CSV based file upload Page 73 of 129

74 - Manual reconciliation each cheque by cheque reconciliation The complete history/logs of reconciliation including failures should be available and should be encrypted. Further, now, there is a special efms system of payment by GPs and other Implementing Agencies under MG NREGS. In this system a single pooled central account at the 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. Expenditure Control and Management Software should support expenditure accounting for all accounting units from the Gram Panchayat, taluk panchayat, zilla panchayat to MG NREGS. Software should allow head of account wise and Accounting Unit wise (Lowest one is Gram Panchayat) expenditure controls to be exercised. Detailed Account head wise comparison between different accounting units in a particular time period/over a particular time period is required for prudent financial control and better fund utilization. For all project oriented expenditures of MNREGA the upper limit for which expenditures can be permitted is sanctioned cost. Software should enforce this limit Software should allow particular Head of Accounts Association with a particular type of Bills. As soon as a bill is accepted in the system it should automatically prompt a single Head of Account/a group of Accounts to be associated with the bill. System should provide a mechanism to provide a checklist associated with the bill. System should allow checklists to be associated with the workflow steps. System should also have a provision to associate a workflow with a particular bill. System should have a provision for a particular step of workflow to be digitally signed. System should allow workflow steps to be defined in such a way that few steps of workflow may cross Accounting units i.e. one step of a workflow may be executed at Gram Panchayat and next step of workflow may be executed at Taluk Panchayat or Zilla Panchayat level or even MG NREGS. Page 74 of 129

75 Software should allow preconditions to be associated with a particular step of the workflow. Software should have provision to track the status of a particular bill through the workflow steps. Software should have a provision for pre-audit and post-audit of the bills. The software should have provisions to be integrated with IVR (Interactive Voice Response) solution for tracking of the status of the bill. Definition and Association of Rules Software should have provision for definition of expenditure rules. The provision should be such that rules can be defined at user level and they may be enforced at any of the accounting unit level or even project level. SUPPORT OF FIFO In passing the bills FIFO violations reports needs to be generated. Fund Management Requisition of Funds: Software solution should provide requisition of funds from one Accounting Unit (Gram Panchayat, Taluk Panchayat, Zilla Panchayat, MG NREGS) to another account (any one of the above). The fund requisition should always accompany the bills for which funds has been requisitioned. Software should have provisions for selecting the passed bills for which funds can be requisitioned. When the fund requisition comes the requisition itself should show the amount pending in accounts and the account heads under which they had been kept. Relevant accounting records/vouchers needs to be generated for support and posting should happen in relevant books of accounts. Fund Release Request from MNREGA to Government of India There are expenditure limits and other rules which needs to be complied before fund requisition can be made to Government of India. Page 75 of 129

76 System should be able to define these conditions and once these conditions has reached should have provision to create the fund requisition requests to Govt. of India. If there is any shortfall in expenditure taking into accounts various ongoing projects, pending bills the system should be able to identify where the works or passing of bills needs to be expedited for meeting the work completion or financial utilization criteria. Fixed Asset Accounting The primary purpose of the MNREGA is the creation of employment in the village. In the process of implementation of Projects fixed assets (whether new/repair/remodelling) gets created. The system should have a provision to generate Work in Progress Accounts for an ongoing Project to account for work in progress. In MNREGA there are close to two lakhs ongoing projects. So two lakhs work in progress accounts needs to be maintained. These work in progress accounts should contain all the relevant details of material and labour expenditure. Again the work in progress accounts needs to be aggregated from Village, GP, Taluk, District and MG NREGS. Once the ongoing peroject is completed, the asset categorization should happen as per the accounting rules for transfer of work in progress to the fixed assets. This is at this point fixed asset register comes into picture. The software system should support fixed asset register, depreciation of assets (this is going to be notional in case of MNREGA but still for purpose of evaluation and effectiveness of scheme) and the assets created over a period of time. These assets may be categorized into various groups. Audit and Certification of Accounts at Gram Panchayat Level System should have feature for certificate of acceptance of monthly accounts of Accounting Units (GP/Taluk/ZP/MG NREGS and a work flow needs to be associated with that. The system should have provision for back tracing from Monthly Accounts to Accounting Statements To Vouchers to Original Source Documents. Web based linkage support must be provided for the same. System should also provide the mechanism for definition of types of expenditures for which pre-audit and post-audit must be done. It should also have a provision where for a particular accounting unit each of the expenditures must be audited. Page 76 of 129

77 Stores, Material Management and Procurement Schedule of Rates: MNREGA projects require 60:40 ratio of labor and material expenditure. Definition of Schedule of Rates Schedule of Rates can be defined at MG NREGS Level and District level. MG NREGS takes Karnataka Public Words Department Schedule of rate as its schedule of rate. If an item is available both at State level as well as District level for preparation of estimate in that district schedule of rate defined at that level will take precedence. Schedule of rate should be defined at the lowest level of item/labour cost. This is required in the case that let us say in case of revision of minimum labour charges - all the schedule rates where this labour rate is defined should be changed automatically. Software should have provision for keeping multiple revision of schedule of rates. The history of revisions in schedule of rates should be maintained item wise. Stores Support Each of the projects where there is a material component this material needs to be purchased, sometimes stored and then released to the project. (In MNREGA there is a provision for 60:40 ratio of labour and material component). All the store related transactions like Receipt of Materials, Issue of materials, Invoice, Ack, Return Invoice needs to be supported. Procurement Management The procurement management module should support all the procurement from GP level to MG NREGS level. A valid purchase order needs to be there for receipt of materials for use in the MNREGA projects. The software should have provision for defining procurement entity. There are different procurement powers available at different level of authorities in GP, Taluk, Panchayat and MG NREGS. Software should have provision for procurement on - Single Source Selection - Under limit of one lakh and five lakh powers Page 77 of 129

78 The relevant provisions of procurement should be implemented in the software. The actual bidding process in the Government of Karnataka happens through the E- Procurement portal of Government of Karnataka. Software should have a provision to provide all the the relevant steps in the procurement Process (other than the bidding process which happens through E-Procurement Portal of Government of Karnataka). The system should automatically be able to create purchase requisition against an work order/estimate and then through proper procurement rules (as per KTPP act). Delegation of Power Support for Purchase Software should have provision for defining the delegation of power and enforcing while approval of purchase requisitions. The software should be able to implement workflow and while approval of purchase requisitions should enforce the delegation of power. In case of tender purchase/quotation purchase the inviting and accepting authority should be defined. All through this process the work order, estimation, accounting unit should be properly tagged through this process. Purchase Order The software should be able to create purchase order through the system. The purchase order should be able to define all the relevant details like delivery location in the case of MNREGA projects this can be actual work execution location. It is also possible to define multiple delivery schedules depending on the progress of execution of the work. System should have provision to terminate the purchase order. Modifications/Cancellation in Purchase Order System should have provisions for modifications in purchase order. The modification of purchase order should be able to update the relevant fields of quantity, delivery date and location. All the modification and cancellations in the purchase order should happen through the proper government procedures and relevant work flows must be associated with that. Page 78 of 129

79 Receipt of Materials The receipt of materials during execution of work or in case of services purchase by Taluk/District/MG NREGS can happen only against a purchaser order. The relevant records like Material Purchase Note, Invoice should be automatically generated by the system. Material Receipt note also should have provision for recording the accepted quantity. Three way Matching while Passing Material Purchase Bills All the material purchase bills should be matched three way for Bill itself Purchase Order And the Material Receipt Note with accepted material quantity Issue of Material for work execution Issue of material happens against a work order which gets created against an approved estimate. Software should support creation of multiple material issue requests against an approved work order. The items sanctioned in the work order is the upper limit of the requisitioned materials. In case the work order gets modified through a supplementary work order/supplementary estimate the new revised limit should be enforced. Stores Associated with the GP The majority of work execution in MNREGA is at Gram Panchayat Level. It is quite usual to have multiple work executions going on at same time. There may be physical storage of material at single location or scattered through out the gram panchayat. For monitoring and work execution purchases the software should be able to treat all these scattered MNREGA work locations as racks/bins in a virtual store where the material is stored. This will allow to show the material position at any moment of time and it is possible to see the work order wise stock/inventory positions. The work in Progress accounts should be updated with respect to unused material/disposal of material and diversion of material to another work projects. Page 79 of 129

80 Work Execution Management System The main input to the work execution Management Systems are approved projects for Gram Panchayat and in case of inter-panchayat works taluk panchayats The technical estimates of the project will be prepared for each of these approved projects. The number of projects for which the technical estimates needs to be prepared will be capped by the anticipated labour demand. IN A GIVEN YEAR THERE ARE GOING TO BE THREE LAKHS ESTIMATE IN THE SYSTEM. WITH THE INTRODUCTION OF NEW SYSTEM IT IS EXPECTED THAT NUMBER OF ESTIMATES WILL RISE SO THE SYSTEM SHOULD BE ABLE TO SUPPORT CLOSE TO 15 LAKH ESTIMATES ANNUALLY/At-a-given-time. Template Driven Estimate Preparation Except for few cases most of the estimates will be template driven. The templates of the estimates will be provided by MG NREGS. For field related work the technical estimate will capture the physical location (latitude, and longitude) of the work. In case photographs need to be taken the estimate will also capture the photograph which will be time stamped and geo-tagged before start of the execution of the work. Mobile Devices Support While Preparing Estimates For locations where there is no issue of mobile phone signals the estimates will be prepared using the mobile handsets and data update at central server will happen instantly. In these cases the mobile handsets itself will capture the GPS location as well as geotagged and timestamped photos. Minimum Handsets which needs to be supported will be: Nokia and Android based handsets. Any other device support will be over and above this. Availability of Templates on the Mobile Handsets Estimates are going to be prepared using templates. These templates should be available on the mobile handsets. The templates which are applicable to the works approved at GP Level/Taluk level corresponding to that village is only going to appear on the handsets. During estimate preparation the details (GPS, Geo-tagged and time-stamped photographs) will be captured on the mobile devices directly and sent to central server. Page 80 of 129

81 Estimate Preparation using GPS Specific Devices In situations where no mobile signals are present the details will be captured on the device itself. The devices/exported data out of devices will be brought to a location like GP/Taluk where internet connectivity is there and the exported data should be uploaded in the system through a single click. This should immediately become available on the central server and populate the GIS layers. Mobile Devices/GPS Specific Devices will be provided by MG NREGS. Supply/Purchase of the mobile handsets and GPS devices are not in the scope of work. Real Time Tracking of Estimates Preparation at MG NREGS The estimate preparation and progress can be tracked real time on the Google Map/ any other provided mapping platform at the MG NREGS. The software should be able to create different layers corresponding to Estimates completed/estimates started/works completed/works under Execution The software should also have provision to create layer for different categories of work. Integration of Schedule of Rates The entire estimate preparation step will be integrated with schedule of rates as mentioned in the inventory and store management software. Roughly the entire process of estimate preparation will be completed on the mobile handsets. These schedule or rates should automatically get picked up on the mobile handsets. They should not be entered on the mobile handset. Approval of Estimate Approval of estimates should be done through a workflow process. The workflow in turn should be guided by the delegation of power specific to the category of work. At last step of the sanction of the estimate it will be digitally signed. For material drawal/purchase and bill approval the estimate is going to be the upper limit. Supplementary Estimates In case the labour/material requirement at the field execution time came out to be larger than the estimate the supplementary estimates needs to be prepared. The approval process will be same as original estimate. The original estimate and supplementary estimate will always be tagged to each other and usage of one will show the linkage to the other estimate. Page 81 of 129

82 Execution of Work Demand of Job Execution of work in the proposed system can be trigged by a number of method (a) Job Seeker calls the centralized call centre, provides his job card number and demands for job. (This is oral request) (b) Job Seeker approaches the GP and applies demands for the job (paper based request). Job Seeker module at this point should connect with the SMS module to notify the GP as well as the job seeker about the status of demand of job. To make the system more effective and useful it is desired that the job seeker will tell its taluk and village name and his own name or job card holder name. Software should be able to search the database and pop up at call centre the recommended names. The call centre is going to select one name out of the listed out names. The search having mistakes in names needs to be supported in the module. The software should automatically route the job card application to the corresponding Gram Panchayat. System should assign the work to the job seeker (a) In case of executing work it will be assigned one among the available (b) In case 10 people demands are there and it not possible to assign the job, a new work for which technical estimate is approved. If none of the above matches the request for job application should be routed to Taluk Panchayat office. 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. Execution of Job Execution of jobs happens at village level. The software should automatically trigger the required sequence of activites of material drawal schedules etc. Work in Progress Data The software should be able to take work in progress tables where entire financial progress as well as physical progress can be seen. All expenses related to labour/material and relevant details can be seen at single place. Page 82 of 129

83 emb: E-Measurement Book (a) The software should support E-Measurement of the execution of work. (b) Intermediate as well as final measurements will be taken in the filed by the concerned officer using the mobile handsets/gps devices whichever will be applicable. (c) The measurements parameters should be entered on mobile devices/gps devices in the field itself which later on gets uploaded on the server. (d) Once at the central server this measurements are going to be digitally signed. This digitally signed emeasurement Book will form the basis of final payment/intermediate payments. (e) The closed emb should be available on mobile for usage for inspection social audit/third party monitoring etc. Integration with GIS Module The emeasurement Book should automatically integrate with the GIS module. Integration of Payment Module of Finance and Accounts The photos geo-tagged and stamped will form the basis for bill payment and will automatically flow to the Bill Payment module. Planning Management System The MNREGA is a demand driven project and the central assistance is based on the projected demand of labour from Karnataka. The projected demand of labour is obtained through annual labour demand planning. The basic unit of planning is village itself. There are close to villages, 173 taluks and 30 districts in Karnataka. The planning process mandated by MNREGA, Govt. of India is a bottom up planning the software should support bottom up planning from Village, Gram Panchayat, Zilla Panchayat and State Government. Bottom up planning means the labor demand, cost, timing and schedule of demand and benefits will be planned at village level and then will be aggregated at Gram Panchayat, Zilla Panchayat and State Government level. The entire planning process is done in two types of plans District perspective plans which are five year plans with base levels and yearly target and achievement of each indicator disaggregated at District, taluk and Garm Panchayat level. Page 83 of 129

84 Annual Plan which is the limited to the next financial year only. For planning and work execution perspective MNREGA has defined categories of works. Software solution should allow the definition/addition/modification of categories of works. The software solution should also allow the sub-categories to be defined at Gram Panchayat Level, Zilla Panchayat Level or at State Government level. District Perspective Plans The preparation of district perspective plans are as per the table formats and procedures as per Guidelines (Annexure-B). The software solution should allow the indicators to be defined, modified and their progress with respect to yearly/annual plans. The district perspective plans for five years are prepared through village wise survey. The offered solution should provide the mechanisms to enter the data post-survey. Once the survey is done and data is collected the software should have a provision to enter the survey data into the system. These should be enabled in the Software as per Act and MG NREGS Guidelines. As per Annexure A & B the software should support one time entry of Panchayatwise (i) list of infrastructure already existing and (ii) List of infrastructure that are missing out of the list of Assets (iii) requirement of resources for creation of missing infrastructure alongwith programme-wise inflow/share of that Panchayat out of all development programmes,andm (iv) estimated employment generation in terms of both self and wage employment while creating missing infrastructure. After the Software system mentioned in this document becomes operational asset creation update gram panchayat wise should happen automatically. Definition of Development Indicators The offered solution should have a provision for definition of development indicators and year wise progress of those indicators. Development Indicators may be defined at Gram Panchayat level which may be aggregated at taluka level/district level and state level. Software should also have provision for indicators at taluk, district and even at State level. Incorporation of Constraints in Planning Process Software should allow the application/removal of Constraints like in case of wage employment, number of potential mandays generation from identified works/activities is to be divided by (Minimum wages (60%) plus material cost (40%) assuming 60:40 wage material ratio ( e.g. if Rs.60 is minimum wage than Rs. Page 84 of 129

85 40 be taken as material cost and as such number of mandays be divided by 100 to arrive at number of persons to be employed. Constraints like proportion of fund allocation on creation of new assets and maintenance of new assets. Constraints on Category of Works - Generation of labour for particular financial year in a Gram Panchayats/Set of Gram Panchayats/taluk panchayats/set of taluk panchayats/districts/set of Districts. A particular category may be disabled or a certain percentage may be forced or distribution of labour demand under different category of works may be enforced. There may be additional type of constraints which may be defined or applied. The constraints may be applied in Annual Preparation of plans or district perspective plans which are five year in nature. Annual Planning Process In all the planning processes of MNREGA, unit of planning is village. The annual plan is a rolling plan, and approved shelf of projects may carry over from one financial year to next financial year. Human Resources Management Module In MG NREGA System there are going to be three types of people (a) Government of Karnataka Employees (b) Employees Hired on temporary basis by Government of Karnataka (C) Employee Posted by different Man Power Agencies THERE ARE APPROXIMATELY GOING TO BE TEN THOUSAND (10000) PEOPLE IN THE SYSTEM. The capacity planning for Self Service Portals for both Employee and Manager should happen keeping in mind these requirements Employee Self Service Portals For all the above three categories of users (a), (b) and (c) there are going to be self service portals. These self service portals are going to be single point of window related to all HR matters. Leave transactions for all categories and all other transactions like Transfer, Training request can be managed through the system. It might be noted that leave rules are going to be different for all three categories. For category A leave rules of Government of Karnataka applies for (b) and (c) there can be different leave rules. Page 85 of 129

86 Manager Self Service Portals All the employees mentioned above in (a), (b) and (c) which have one or more reporting under their head must have Manager Self Service Portals. Reporting Hierarchy Capture HRMS software should capture the reporting hierarchy of all the system in the people. Document Management System and Relevant Data Capture HRMS system should have a document management system as part of its solution where the relevant documents can be scanned and stored. There should be a document explorer to see all the documents tagged with an employee, a manpower agency. Attendance Management System System should have an inbuilt attendance management system. This system should form as a core of payment in case of man power based payments and leave for all other employee categories type. The attendance management system should be able to take uploaded data from Bio- Metric attendance system or other kind of attendance records. This attendance management system will also be used for payment of labour wages in case of work execution. System should be able to integrate with leave module, transfer module and deputation management module. Joinning Management System A large number of people are going to come through manpower placement agencies. All the joining related transactions needs to be performed in the system iself. The system should assign an unique ID to every working employee in the system. DIGITAL SIGNATURE MANAGEMENT SYSTEM All the employee or set of employees in the all the above three categories are going to have digital signatures. Digital signatures are having validity period associated with that. Page 86 of 129

87 Digital Signatures are received in quantity at MG NREGS and then distributed to the district offices. System should capture details of distribution, issue and expiry of the digital signature. Association of digital signature with Joinning/Transfer/Leave/Retirement/Resignation System All the relevant transactions of Joinning Transfer Leave Retirement And Resignation should trigger the corresponding updates for Digital Signature Management System module. PAYROLL Management System All the category A employees who are Government of Karnataka employees gets salary paid through HRMS Software of Government of Karnataka. All other categories of salary payments for (b) and (c) are going to be managed by this software. The taxes and other deductions for (b) and (c) manpower placement agencies must be managed through this software. LEAVE Management System The software should maintain the leave account of all the three kinds of employees mentioned above (a), (b) and (c). These accounts and their application of rules the number of days that can be availed, sequence in which it can be availed, minimum and maximum taken together should be implemented in the system. System should have a workflow mechanism which along with the reporting hierarchy should trigger the sanction of leave. It may be noted that the sanctioning authority for different kinds of leaves might be different. Double Wages/Additional Man Power Placements Software should implement the double wages for first two categories and for third additional charges for Man Power Placements. Page 87 of 129

88 Show Cause Notices/Disciplinary Actions System should implement show cause actions/disciplinary actions corresponding to all three categories of employees. It should be noted that in category (3) man power placement agency the show cause notices will be issued to the agency directly. Training Management System There should be a training management system for the MG NREGS where the training schedules date of training, people taken training etc. should be maintained and implemented. Transfers and Joinning For Category A transfers and joining are maintained in HRMS software of GoK for rest two categories they need to be implemented in this software. Grievances/Complaint Management and Ombudsman Module The software should have Grievance/Complaint Management and Ombudsman module. The complaints can be received by (a) Paper based requests (right from CM office to GP office) (b) Through a phone call to the Call Centre (c) Through SMS (d) Through personal visit to Government offices. (e) through online filing of the complaint System should also have a provision to accept complaint on behalf of others. For effective handling of the system there is a provision of ombudsman in the MNREGA System. In general an Ombudsman is there at every district level. Routing of Complaints Complaints should be routed based on the administrative hierarchy of the MG NREGS With Every office in administrative hierarchy there should be a provision to tell where the complaint will be informed and where it will be actually dealt. Processes Related to Complaint Resolution All the processes related to complaint resolution like seeking reports from sub-ordinates, marking to the sub-ordinate offices, mis-sent needs to be supported. Citizen Feedback System Page 88 of 129

89 Along with every complaint resolution there should be a provision of the citizen feedback which gets automatically tagged to the complaint. Ombudsman All 30 districts will soon have Ombudsman who, in turn, 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. Every Ombudsman is going to have a portal on his own. Software should have a provision to make this ombudsman portal public. Call Centre and IVR Support Software should have provision for at least 50 Call centre executive logins. There should be specific portal for call centre executives. Various transactions can be defined on the call centre portal: Inclusion/Deletion of name in job card Demand of Job/Work Complaint Management Etc. System should have a provision to configure and say which all transactions are going to be performed as part of this. IVR Support At very basic system should integrate with IVR System for Grievance ID and Tacking Job Card ID Tracking Job/Work Order No.Tracking Payment Status Tracking These databases should be integrated with IVR Menu. Apart from above functional requirements from the software solution. The following technical and other stipulations shall also be fulfilled by the software solution System Requirements Page 89 of 129

90 Expected Capacity of the System At its peak operating capacity system is going to have upto 50,000 Users in sometime in future. At any moment when the system is functional, most of these users will be working on the system (concurrency of 6000). The scalability of transactions, reports should be designed with this broad requirements. At application will also be handing upto 55Lakh Job Cards and upto 15Lakh concurrently on-going works. Redundancy and High Availability This software solution is supposed to be a highly reliable and scalable application. The Redundancy is desired at Hardware level, Database Level as well as Application Level. In case of failure at one server either software or hardware the switchover of application should be almost instantaneous. All the going on transactions should be replicated means there should be support for session level replication. Security All the certificates issued/services offered should be signed by digital key and application must have compliance with respect to IT Act. The developed software should be security audited. Audit Trail There should be complete audit trail of the transactions in the system. Logs Logs generated in the system should be encrypted with a digital key. SMS based Decision Support System Application should accept the workflow updates and route the application as per the SMS sent by cases workers at different stages of the workflow. Also the status of the works/complaints and other process etc. can be queried through an SMS just like PNR enquiries are done through SMS. IVRS Support Software should automatically connect to IVRS system for automatic dialling on the phone number in database of the Officers & sub-ordinates. The provisioning of menu system for navigation of IVRS should be available. Designated officers and their sub-ordinates should be able to update the work/complaint status as well as give reports through IVRS navigation system. Document Management System To effectively index and manage all the scanned documents coming as part of work/complaints and other processes connected with MG NREGS, an effective document management system should be in place for indexing, cataloguing of the documents Query Builder Taking various parameters of application, approval etc. the application should provide a query builder as part of it. The generated reports should be HTML based with printer friendly print version/options and navigable. Virtual User: The Superior Officers/Officials shall have ability to be the Virtual User for all levels administratively subordinate to him. This is essential so that a senior officer can see and go into details whatever his subordinate can see/do. While this should be Guided touring, the Superior Officers shall not be able to do transactions/decisions/changes (unless the same happens to be his responsibility) but only fully view them. Functional Requirements Page 90 of 129

91 Self Service Portals for Case Workers & relevant Public Servants EO TPS, CEO ZP State Level Self Service Portals means home pages where works/complaints and other details of MG NREGS processes can be opened online. This home page should be navigable through the breadcrumbs and other means. Service Delivery Counters Software should be able to provision appropriate counters. The number of counters can any time be increased or decreased by the department. There should also be timing restriction to prevent unauthorized use. This timing restriction should be flexible and can be increased or decreased as per the requirement. Protocol/Standards Compliance The solution shall be compliant with National Portal Framework and E-Governance Standards as laid down in Other Deliverables: Solution Provider Deliverables: Herewith is the list of deliverables 1. Architecture (Scalable Solution proposal/poc, Technical Architecture) 2. Well written, Documented, Reviewed,Unit Tested & Maintainable Code as per the Industry Standards 3. Project plan for each release 4. Status Report /Progress Dash Board/Communication Plan (In a format & frequency mutually decided) 5. Non-Functional Specifications & Boundary Conditions (Beyond of which either application may FAIL OR NOT perform up to the mark) 6. Single POC (who can take decisions & will communicate/co-ordinate between customer / representative & vendor) 7. Complete Deployment Diagram of the Hosted Solution ( with hardware stack & software details) along with Go-live support details 8. Static UI/Screen Diagrams ( To get approved by the customer) 9. Project Process documentation (RUP/Agile SCRUM/XP ) 10. Data backup plan, restore mechanisms & disaster recovery/ business continuity plan 11. End-user training plans/manuals. 12. Test Cases, Test Results A. Functional B. Non-Functional ( Security, Load, Performance) Other Aims The software solution shall provide for 1. The project aims that ultimately all the relevant officers and officials of government and its agencies will all have digital signature certificates. 2. It is expected that Unique Identification Authority of India (Aadhaar) will issue sizable number of UIDs to population in India in next two years. The software solution be compatible and capable of using Aadhaar numbers which will authenticate identity. In this numerous possibilities will open up. The software solution shall be created so that this scaling up could be harnessed at a relevant point of time Page 91 of 129

92 Page 92 of 129

93 Annexure D Technical evaluation is only a qualifying criteria. The financial bids of technically qualified bidders will be opened by MG NREGS, RDPR Dept (Minimum Qualifying Score = 65) Technical Evaluation Criteria S.No. Description Marks 1 Organizational Turnover (last three financial year average) (In Crores) 7 Marks: > 100 = 7 Marks = 6 Marks = 5 Marks = 3 Marks 2 Experience in Government or Govt PSU IT Works within last Six years < 10 = 1 Marks 8 Marks 5 Projects 8 Marks 4 Projects 7 Marks 3 Projects 6 Marks 2 Projects 4 Marks 3 POC Demo (see Annexure-J read with 65 Marks Annexures Z) 4 Hardware Infrastructure Proposed and 5 Marks architecture plan having the following minimum details i. The servers proposed for deployment along with their roles & responsibilities; (2 Marks) ii. List of all possible threats of failure within the proposed architecture and possible solutions (1 Mark) iii. Risk Management Plan (2 Marks) 5 Application Software Proposed 10 Marks Give technical details of the solution proposed, brand and make of products, software solution architecture details 6. Training Management 5 Marks Training Plan : 3 Marks Earlier Trainings Given to at least 100 users : 2 Marks. Work Order/Agreement copy and training certificate must be provided as a proof. Total Marks = 100 Page 93 of 129

94 Annexure E Performance Bank Guarantee (For 10% of award of total contract work value) This shall be executed on the 300 Rs/ stamp paper. PERFORMANCE BANK GUARANTEE To MG NREGS, RDPR Dept, GoK M S Building, Karnataka Government Secretariat Dr B R Ambedkar Veedhi, Bangalore OUR LETTER OF GUARANTEE NO.: In consideration of MG NREGS, Department of Rural Development & Panchayat Raj, Government of Karnataka having its office at M S Building, Dr B R Ambedkar Veedhi Bangalore (hereinafter referred to as MG NREGS, RDPR DEPT which expression shall unless repugnant to the content or meaning thereof include all its successors, administrators and executors) and having entered into an agreement dated / issued Purchase Order No. dated with/on M/s (hereinafter referred to as The Supplier which expression unless repugnant to the content or meaning thereof, shall include all the successors, administrators, and executors). WHEREAS the Supplier having unequivocally accepted to supply the materials as per terms and conditions given in the Agreement dated /Purchase Order No. dated and MG NREGS, RDPR DEPT having agreed that the Supplier shall furnish to MG NREGS, RDPR DEPT a Performance Guarantee for the faithful performance of the entire contract, to the extent of 10% (ten percent) of the value of the Purchase Order i.e. for. We, ( The Bank ) which shall include OUR successors, administrators and executors herewith establish an irrevocable Letter of Guarantee No. in your favour account of (The Page 94 of 129

95 Supplier) in cover of performance guarantee in accordance with the terms and conditions of the Agreement/Purchase Order. Hereby, we undertake to pay up to but not exceeding (say only) upon receipt by us of your first written demand accompanied by your declaration stating that the amount claimed is due by reason of the Supplier having failed to perform the Agreement and despite any contestation on the part of above named supplier. We.. (The Bank) undertake to pay to the MG NREGS, RDPR DEPT money so demanded notwithstanding any dispute or disputes raised by supplier in any suit or proceeding pending before any court or tribunal relating thereto our liability under the present being absolute and unequivocal. This Letter of Guarantee will expire on including 30 days of claim period and any claims made hereunder must be received by us on or before expiry date after which date this Letter of Guarantee will become of no effect whatsoever whether returned to us or not. This guarantee shall be governed by and construed in accordance with the Indian Laws and we hereby submit to the exclusive jurisdiction of courts of Justice in India for the purpose of any suit or action or other proceedings arising out of this guarantee or the subject matter hereof brought by you may not be enforced in or by such count. We lastly undertake not to revoke this guarantee during its currency except with the consent of MG NREGS, RDPR DEPT in writing. Date Place For and Behalf of the Bank Signature and Address. Page 95 of 129

96 Format For Deviation Statement Annexure F S.No. RFP Section/Clause No. Deviation Reasons Remarks/Impact Page 96 of 129

97 Annexure G Request for Clarifications (RFC) Bidders requiring specific points of clarification may communicate with MG NREGS, RDPR Dept during the specified period using the following format. Bidder s Request for Clarification Name of Organization submitting request S. No 1 2 Bidding Document Reference(s) (section number/ page) Name & position of person submitting request Content of RFP requiring Clarification Full address of the organization including phone, fax and points of contact Tel: Fax: Points of clarification required Signature of Authorized Signatory Date: Company Seal: Page 97 of 129

98 Sl. No. SLA Parameter Baseline Metrics Post Go-Live Support and Maintenance 1 Timely updation of Within 1 patches / service month packs / fixes from product vendors of the application platforms 2 Security breach due to application 3 Timely updation of patches / service packs / fixes from product vendors of the application platforms 4 Concurrent connects (users) to Web Server (Internet Users and other external users) ANNEXURE-H Basis of Measurement Every month SOLUTION PROVIDER needs to prepare a report stating any new release of patches / service packs / fixes of all solution components by respective product vendors along with an impact analysis of incorporating the same. Based on mutual agreement with PD the required patches / service packs / fixes need to be incorporated within a month from the signed off report. 0% Findings of audit and subsequently through MG NREGS, RDPR Dept tools Within 1 month Every two month SOLUTION PROVIDER needs to prepare a report stating any new release of patches / service packs / fixes of all solution components by respective product vendors along with an impact analysis of incorporating the same. Based on mutual agreement with PD the required patches / service packs / fixes need to be incorporated within a month from the signed off report. =6000 Simulating the stated load and testing the system performance using load testing tools For the purpose Business Hours (BH) If not complied with the mutually agreed upgrades within 1 month from the sign-off date, penalty of 0.5% will be charged of the MC. Nonbusiness Hours (NBH) For less than baseline performance metrics (i.e. 99.6%) penalty of 1.25% of the MC. For each slab of 0.5% downtime below 99% baseline an additional 0.5% of MC will be charged as penalty. This is excluding the time for scheduled maintenance. Penalty of 25 % of the MC shall be charged. Past 1 day of breach, extra 25% of MC shall be chargable. If not complied with the mutually agreed upgrades within 1 month from the sign-off date, penalty of 0.5% will be charged of the MC. For lower performance (i.e. less than 99%), penalty of 1.5 % of the MC shall be charged (for each additional slab (1%) drop in performance, 0.5 % of MC as Page 98 of 129

99 Sl. No. SLA Parameter Baseline Metrics Operational Phase Hardware Related 5 Capacity of the Ability to Database Server handle transactions 6 Capacity of the Application Server per hour Ability to handle transactions per hour Basis of Measurement of this SLA, one transaction is defined by the following activities: 1. Generating a report for a particular department a standard format after hitting at the submit button by providing an index value 7 Availability of 97% Software Solution Services at the Data Centre Operational Phase Resource Management 8 Average Portal < 7 Sec Measured using the page loading at EMS/suitable tool. SDC level 9 Percentage of H/W or S/W failure within the SDC Non-availability of any of the services would amount to deviation 0% The statistics from EMS, analysis of event log shall be used to determine availability of online services over the Internet (For this purpose the number of connection failures for the sessions initiated by the internal users shall also be considered). Business Hours (BH) Nonbusiness Hours (NBH) additional penalty shall be charged. For lower performance (i.e. less than 99%), penalty of 1.5 % of the MC shall be charged (for each additional slab (.25%) drop in performance, 1% of MC as additional penalty shall be charged. Page 99 of 129

100 Sl. No. SLA Parameter 10 Percentage of data loss in online / offline mode at SDC 11 Average issue resolution time for calls received at MG NREGS, RDPR Dept with Criticality Medium 12 Average issue resolution time for calls resolved at MG NREGS, RDPR Dept with Criticality Low Baseline Metrics Basis of Measurement IA shall ensure that all such errors are logged and such logs should be accessible for Review/report through EMS. 0% SOLUTION PROVIDER will comply with the requirements by conducting a mock drill to demonstrate the compliance. The mock drills will be repeated at such periodic intervals as the department will prescribe in the document 8 Hours End-user measurement system will be adopted and frequency of measurement shall be determined during implementation stage. The % of compliance is linked to % of attempts successful (<10 sec) or % of attempts not successful (>10Sec). E.g. Out of 100 attempts, if only once the page loading takes more than 10 seconds, then % of compliance is 99%. This measurement will be after removing effects of internet connectivity or other aspects not attributable to the Solution Provider 15 Hours The SOLUTION PROVIDER should maintain all H/W and S/W appropriately to ensure maximum uptime. Downtime due to H/W or S/W failure would be measured as % of Business Hours (BH) Nonbusiness Hours (NBH) For lower performance (i.e. less than 99%), penalty of 1.5 % of the MC shall be charged (for each additional slab (1%) drop in performance, 0.5 % of MC as additional penalty shall be charged. For lower performance (i.e. less than 99%), penalty of 1.5 % of the MC shall be charged (for each additional slab (1%) drop in performance, 0.5 % of MC as additional penalty shall be charged. If the average response/resolution time, exceeds the prescribed limit, for a month, then 1% of the MC will be charged as penalty For lower performance (i.e. less than 99%), penalty of 0.75 % of the MC shall be charged (for each additional slab (2%) drop in performance, 0.5 % of MC as additional penalty shall be charged. Page 100 of 129

101 Sl. No. SLA Parameter 13 Resolution of Critical faults in the new system Baseline Metrics Basis of Measurement downtime in hours / 24 hours*no. of days per period (1 month). 2 hours The Solution Provider should ensure that under no circumstance, the MG NREGS, RDPR Dept should incur any loss of data at the SDC (central repository) which comes through the software solution of the Solution Provider. This needs to be measured and tracked. Appropriate backup mechanisms need to be established. Business Hours (BH) Nonbusiness Hours (NBH) Page 101 of 129

102 ANNEXURE-I Pricing Schedule Bidders are required to quote costs as per the following schedule: (the price-bid shall be inclusive of all applicable taxes, duties, charges and levies etc) In the column 2 of following tables, where Yes/No is not indicated for a component, the indicated quantity is the minimum requirement. 1. Hardware Material at SDC (including 3 year warranty maintenance) SN Item OEM Specifications Unit Rate (in Rs) 1 Application Servers / Web Servers 2 Database Servers 3 Portal Servers 5 Blade Servers Chassis 6 Dual CPU Blade 7 Rack Mount Server (Single CPU) 8 DNS/Directory server/dhcp Server 9 SAN Storage 10 Backup Server Please add/modify/delete components as per the solution suggested Total (A) 2. Software Applications/Solution (including 1 st year AM & PMC) Name of Application No of units A Module Based Web Based Application for MG NREGS Module Wise Cost (including development, integration, licences if any, database all costs included) in Indian Rupees. (i) Job Card & Demand Registration and Planning Module (ii) Estimate Preparation Module & e- Measurements Module (iii) Finance, Accounting & Wage and Bill Payment Module (iv) Material Management & Asset Management Module (i) (ii) (iii) (iv) Total cost Page 102 of 129

103 (v) GIS Module (vi) Human Resource Management System Module (vii) Complaints/Grievance Management Module (viii) Ombudsman Module (ix) Digital Signatures Certificate Management Module (x) Social Audit Module (xi) Reporting, Dashboarding and Analytics Module (xii) Training & Performance Monitoring System Module (xii) Database Server Software (xiv) Application Server Software (xv) All other Software cost not covered in above points (licences, if any, shall be perpetual with support as per Clause 21 of Section 4 Scope of Work ) Total (B) (Full cost of software) (v) (vi) (vii) (viii) (ix) (x) (xi) (xii) (xiii) (xiv) (xv) AM & PMC (Annual Maintenance & Project Management Contract) Sl. Items Qty Cost 1 2nd Year AM & PMC 1 2 3rd Year AM & PMC 1 Total C Personnel Costs Page 103 of 129

104 Sl. Items Qty Man-Month Rate 1 System/Application Administrator cum Manager 2 Total D Additional Functionality / Feature in Software Man Month Rate Sl. Items Man-Month Rate 1 Developers 2 SQA / Tester 3 Technical Writer Total E Training Cost Sl No Training Details Rate for upto a batch of size 30 * 1. Training of upto 1500 Master Trainers at Bangalore and/or Mysore. The cost of organising and infrastructure to be borne by MG NREGS, RDPR Dept MG NREGS, RDPR Dept but at least two Trainers per batch of 30 to be provided by Bidder Total F * In case a given batch to be trained is bigger than 30 then pro-rata basis payment will be made Note - 1. In case, the MG NREGS, RDPR Dept requires new features and functionalities to be added in the proposed application after Go-live, the Solution Provider will be responsible to undertake related development work. Here it should be noted that the additional effort required to complete the work, in man months, would be decided after mutual consultation between the MG NREGS, RDPR Dept and the Solution Provider, while the man month rates mentioned here will be applicable. Any development of the Software Solution or Other Software suppled by the Solution Provider but needing not more than 15 man-days (in a given quarter) will be treated as part of AMC in 2 nd and 3 rd year and Free Maintenance in 1 st Year and not payable by MG NREGS, RDPR Dept as per this clause. 2. The above rates are being taken for estimation of costs pertaining to additional development in software that may come up after Go-live till next three years and hence must be valid for that period. 3. The cost for project lead and project management will be factored in the additional development rates quoted above. The entire financial implications of the rates quoted would be calculated using the formula (T) = A + B + C+ D*36 + (E * 9) + F*50 The factor being multiplied with 9 is the expected number of man month of effort which may be required for software enhancements during the contract period. The cost E has been multiplied by a factor of 50 as E is cost of training a batch of upto 30 strength and it is expected 1500 persons in 50 batches of 30 persons each would be trained. Page 104 of 129

105 ANNEXURE-J POC Write-Up (TOTAL MARKS = 850; FINAL SCORE BASED ON %AGE MARKS SCALED DOWN TO OUT OF 65 ) 1. The PoC is explained in paragraphs below, however, overall requirement and evaluation of the PoC shall be based on the benchmark of deliverables as stated in Scope of Work in Section-4 above. Therefore, the write-up below shall be read together with and in context of the Scope of Work. The awarding of marks shall be done accordingly. 2. The PoC shall create a home page for dummy (or actual) 100GPs, 10 Taluks, 3 District ZP offices with the following staffing pattern (note that the same dummy or actual data of GP/TP/ZP can be used to demonstrate all the subsequent PoC points, including, Reports, Analytics etc) 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. Note: District-Taluk-GP linkage shall be uniquely defined in case of dummy data. The dummy names such as GP1, GP2, Taluk 1, Taluk2, District 1, District2 etc can be used in case of dummy data creation by the bidder. 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 shall be created and demonstrated for each of these personnel. (75 marks) 3. Note, that all relevant issues, requests for work/job Cards, grievances/complaints etc, if filed (i) On-line (ii) Call-Centre (iii) CSCs etc, shall be routed to the correct destination office by the Software Solution. The option to mark copy of any issue/request/grievance/complaint to office/officers higher in hierarchy shall be configurable and demonstrated in the PoC. The routing to the correct destination offices of requests, grievances, applications etc shall be demonstrated in PoC. This routing shall be capable of correctly routing of an application/request/complaint based on a. the address of the applicant and/or b. address of the destination office. (50 marks) Page 105 of 129

106 4. Planning (130Marks), Job Card Registration (30marks) & Work Demand Module (30Marks) PoC: a. Planning PoC: i. In the Planning Process multiple Grama Sabhas may be conducted in one GP. In the Grama Sabha the work lists are created, assessed, discussed, prioritized (category wise separate prioritization) and approved. The steps involved in this regard are 1. Works and work(s)/work-lists recommended by GP/TP/ZP or Line Departments or other agencies/authorities are consolidated village-wise, and, put by Software Solution in the relevant folder Recommended List of Works for XYZ Village in ABC GP (5 marks) 2. The Grama Sabha will consider all these plus any other works in their meeting in the village. 3. Grama Sabha proceedings shall be attended and signed by at least 25 Job Card Holders of that village/gp. The signed proceedings of the Grama Sabha shall be scanned and uploaded in the software solution. The software solution shall track this. (5 marks) 4. Data entry of works approved by the Grama Sabha. The software solution shall track this. (10 marks) 5. The software solution shall keep a track of uploading of proceedings and work list data entry GP wise. Each proceeding shall be uniquely numbered using following scheme Grama Sabha Proceeding Number = District/Taluk/GP/Year/Meeting No. (10 marks) 6. Once entered, the approved list cannot be deleted or modified (though additional list of works can be added with due approval of the Grama Sabha). The digital signatures of the PDO shall seal it. (10 marks) 7. The work-lists approved in subsequent or multiple Grama-Sabhas for a given GP shall automatically append to the existing list of works already approved and entered category and sub-category wise. (5 marks) 8. Prioritization, short-listing, Annual Action Plan preparation shall be based on this entered list of GS approved works. 9. In this each of the work in the entered list of works shall be (without an option to delete any work) (i) categorized under one of 16 permissible category of works. In case the work does not belong to any of the 16 permissible category of works, then the work shall be categorized as impermissible ; (5 marks) Page 106 of 129

107 (ii) 16-categories shall be further sub-divided into subcategories as per Annexure-2 (primarily based on wage-material ratio, such that works in a given subcategory of a given category will have same/similar wage:material ratio); (5 marks) (iii) Prioritized (within each category and sub-category) (5 marks) (iv) The rough cost for each work can also be entered. However, this would be a rough figure at this stage as the detailed estimate is not yet prepared. (5 marks) 10. The Gram Panchayat, Taluk, District or other authorities shall have not have option to add any work which has not come as duly approved from Grama Sabha. These authorities can send their list of works for consideration and approval of Grama Sabha by entering their works into the software solution. These works shall be entered category and sub-category wise, and, shall be automatically sent to concerned GP s folder Recommended List of Works for XYZ Village in ABC GP 11. The number of Job Cards in a GP gives the upper limit of labour budget of the GP. The said limit being: Upper Limit on Labour Budget of a GP = 100 X No of Job Cards in the GP Practically, the actual labour budget of last year could be the basis for drawing up Annual Action Plan of forthcoming year. Alternately, option shall be offered by Software Solution to assign Labour Budget equal to Actual Labour Demand in the previous year PLUS anticipated %age increase in Labour Budget. For example, Let Actual Labour Budget of a GP in = X (based on anticipated Labour Demand of x1 persondays) Let Actual Labour Demand in = y1 Then the Labour Budget for could be derived, optionally, based on the following two formulae (i) Labour Budget of = Labour Budget based on anticipated Labour Demand of (x1 + 10% of x1), or, (ii) Labour Budget of = Labour Budget based on actual Labour Demand of (y1 + 10% of y1) Higher of the two shall be selected by Software in default mode (with option to switch to either of the two projections). (10 marks) Page 107 of 129

108 12. The Planning Module shall seek and get actual month-wise Labour Generation/Personday (PD) done in the last financial year in the GP. This shall be calculated in terms of PD generated in a given month as %age of total PD generated in the financial year. Using this, the total PD and likely expenditure shall be calculated for the whole year for which Action Plan is being prepared month-wise. This calculation shall be done for each GP and each Implementing Agency, and, summed up to obtain Taluk wise, district-wise and full State expected PD generation and expected expenditure (month-wise). For the purpose of PoC. This spread month-wise shall be taken as follows April May June July August September 5% 6% 3% 3% 6% 9% October November December January February March 9% 9% 10% 11% 13% 16% (10 marks) 13. The Planning Module shall ensure the Annual Action Plan of a GP is as per above Labour Budget. The works shall be selected in the prioritization order (category and sub-category wise). 14. The State and the district CEO shall have option to affix upper limits and/or lower limits on each of the 16 category of works (and the sub-category) to be enforced in the Annual Action Plan preparation. For example, let us say Category-1 is Water Conservation Works. Then State/District shall have option to fix lower and/or upper limit of, say, 25% (in money terms). Similarly, Roads Category of works could be similarly assigned upper limit of, say, 10% (in money terms). Once this is done, then Software Solution shall enforce it in preparation of the Annual Action Plan of the GPs in the State/District. (10 marks) 15. 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 Annual Action Plan preparation of the GP. This shall be done using the information of Wage:Material ratio as per subcategorization (Annexure-2). The Software Solution shall enforce proper combination of works to ensure that at least 60% (in money terms) funds are allotted and used for payment of unskilled wages to Job Card Holders. This shall be finalized in terms of actual estimates once the detailed estimates are created using the Estimation Preparation Module. This shall be ensured Page 108 of 129

109 at least by the time District Annual Action Plan is finalized by end of November. 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. (15 marks) 16. The time-lines and prescribed schedule for Planning is attached herewith in Annexure 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. (10 marks) 18. The actual Persondays generation and Labour Demand of an area/gp shall be continuously kept a track of, and, in case the actual labour demand and persondays achieved in the actual execution of works crosses 75% of the originally approved annual labour budget (in terms of labour demand); then this Planning Module shall automatically trigger action to enhance (to an extent that shall be configurable) the labour budget and increase the Annual Action Plan for the concerned area/gp. This shall be done by taking works as per priority list of works in 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 Additional Action Plan to be included for meeting increased labour demand shall be 5000Persondays per GP at a time (subject to upper limit of Job Card No X 100). Each work in the Annual Action Plan shall be assigned a unique Work ID and the same shall be used throughout the life-cycle of the work (see MG NREGS website: to see the Work ID assigning method or use your own method for PoC purposes). The PoC shall demonstrate similar assigning of unique ID to works. (10 marks) 19. The planning process for creation of Annual Action Plan for a financial year starts from 15 th August of the preceding year. As per above details, the Planning Process is as follows Step-by-Step Planning Process Works are identified or selected or chosen or proposed by villagers, GPs or Line Depts or other Agencies Page 109 of 129

110 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 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 Page 110 of 129

111 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. Each work in the action plan shall have a unique work code assigned to it. b. New Job Card PoC (30 marks): A citizen shall be able to apply for new Job Card via (in PoC demonstrate Online Method and direct GP method) i. Online (web-based) ii. Call Centre - Call Centre shall get full support of software solution iii. At the Gram Panchayat or Taluk office iv. In a Common Service Centre v. The software solution shall demonstrate the following features 1. receive applications 2. capture all relevant details of the applicant (see checklist below) 3. compare the received application against a standard checklist as given below (i) Applicant addition in an existing Job Card or new one? (ii) If addition in existing then Job Card Number In this the following shall be the procedure The Applicant shall be asked to give his Job Card Number and other details as per checklist. However, in case an Applicant does not know his Job Card number; then the software shall record this fact that Page 111 of 129

112 the Applicant does not know his/her Job Card Number. Further, the search using Applicant Name, Village Name, GP, Taluk and District Name shall be enabled. The Call Centre can hand-hold the Applicant to identify his correct Job Card (using other data/information for verification such as father/husband/other family member names). (iii) Name (iv) Father s/guardian s Name (v) Gender (Male/Female) (vi) Address where ordinarily resident i. house number/area (either), ii. village, iii. GP, iv. taluk, v. district (vii) Date of Birth/Age (take either and calculate the other) (viii) Whether BPL or not (Yes/No) (ix) SC/ST/OBC/Others (optional) (x) Ration Card No (optional) (xi) Election ID Card No (optional) (xii) UID No (optional) (xiii) Mobile/Contact No (optional) 4. Issue acknowledgment with a unique number. Acknowledgment number shall be numeric one with specific fields reflecting State, Department, District, Taluk, GP, Month, Year, Serial Number. 5. reject with reasons if the application is without all the mandatory points of the checklist (rejection shall be immediate in case any of the checklist points are missing). The rejection shall mention the reasons/points missing which led to on the spot rejection of the application. 6. The software shall have ability to catch multiple/duplicate Job Cards by a single family/person. For the purpose of PoC, the comparison shall be done based on UID (dummy data), name and other similar fields. The ability of software to catch attempts to get duplicate Job Cards will be a point to be demonstrated in the PoC. In case of duplicate application, the request shall be rejected by proper endorsement to the applicant. 7. A valid request shall be escalated to the concerned GP with a copy to EO TPS (for information and record) Page 112 of 129

113 8. An application with all mandatory points of checklist, and, which is not a duplicate shall be processed further by the Gram Panchayat. In this the PDO will conduct requisite local field and other enquiries and decide on the application within 15 working days of date of receipt of the application. 9. The decision arrived at by the PDO shall be entered by him in the software. 10. The decision shall be informed to the applicant locally at the GP, via Mobile SMS, Call Centre Call-up, Online status update. The Job Card number shall be informed as well. 11. The physical Job Card shall be printed in the prescribed format/paper and issued to the applicant locally at GP level. vi. Appropriate log of the transaction shall be created (see Annexure-1) c. A citizen or a group of citizens with a valid Job Card(s) shall be able to apply for unskilled work in the GP where he/they have a Job Card via (in PoC demonstrate Online and direct GP method) i. Online (web-based) ii. Call Centre - Call Centre shall get full support of software solution iii. At the Gram Panchayat or Taluk Office iv. In a Common Service Centre v. The software solution shall demonstrate the following features (30 marks) 1. Receive application for unskilled work via any of the above means 2. The application shall be treated at par with Form-6. It should be converted into format of Form-6 3. Checklist points shall be (i) Job Card Number(s) (ii) Name(s) (iii) Father s/guardian s Name(s) (iv) Number of days for which employment sought (capture individually for each applicant) (v) Period (dates: from-to) for which employment sought. (vi) Mobile/Contact Number(s) (optional) (vii) UID Number(s) (optional) 4. Issue acknowledgment with a unique number one application can contain more than one applicant request, and, in such a case single acknowledgment shall be issued. 5. If any mandatory checklist point is missing, then issue rejection on the spot citing missing mandatory checklist point(s). [separate decision shall be given for each person if a single application contains more than one name]. Page 113 of 129

114 6. Only a valid and existing Job Card Holder can apply for unskilled work. 7. The Applicant shall be asked to give his Job Card Number and other details as per checklist. However, in case an Applicant does not know his Job Card number; then the software shall record this fact that the Applicant does not know his/her Job Card Number. Further, the search using Applicant Name, Village Name, GP, Taluk and District Name shall be enabled. The Call Centre can hand-hold the Applicant to identify his correct Job Card (using other data/information for verification such as father/husband/other family member names). 8. A valid request shall be escalated to the concerned GP with a copy to EO TPS (for information, record and action in case of ALERTS) 9. The software shall know the village of the Applicant from his/her Job Card Number itself. The Software shall throw up list of ongoing MG NREGS works in the GP, with works in the village of the applicant at the top. The PDO shall assign suitable work to the applicant by tagging him to one of the on-going works. The dates (from:to) shall be captured as well (see Annexure-1). 10. The list of on-going MG NREGS works in a village shall include works by all Implementing Agencies (including the Line Departments). Similarly, the new work assignment shall be from the among the works in the Shelf of Projects (including those of Line Departments in that village/gp). 11. If number of applicants exceed 15 then a new work can be started for them in their own village. This shall be done in a case where either there is no on-going work in the village of the applicants or the work available is inadequate (this shall be calculated based on billing status of the concerned work as compared to the estimated cost of the work; together with the Job Card Holders already working on the said work). In case number of applicants are less than 15 then new work shall not be started and they shall be accommodated in an on-going work only. The formula for calculating whether or not the on-going work in a village is adequate shall be as follows (i) Let Estimated Cost of Work = X (ii) Let Total Labour-days in the work = Y Persondays (iii) No of labour already working (as per actual attendance in muster roll in the last payment bill) = n1 (iv) Let number of new applicants for work = n2 (v) Let number of days for which employment is sought by new applicants = d1 Page 114 of 129

115 (vi) Let number of persondays already paid for = d2 (vii) Then, Available Employment = Y d2 n1x20 (viii) If Available employment > {[n2x15] or [n2xd2] - whichever of the two is more}; then assign new Job Seekers in the same work. Else assign them to a new/another work. (ix) Splitting of applicants to more than one work can be done using above calculations of adequacy. 12. The decision shall be informed to the applicant locally at the GP, via Mobile SMS, Call Centre Call-up, Online status update, regular postal dispatch. d. An Applicant shall be in a position to ascertain status of his application citing the acknowledgment number at any point of time. The software shall fully support all means of such a query (as per points no i to iv mentioned above) e. In case of non-assignment of a work/issuance of Job Card within 10 days from date of application, the EO TPS shall be given an ALERT MESSAGE to do the work assignment either at EO TPS level or ensure that PDO of GP does this assignment. At the time of login by PDO and EO TPS into the software system, the ALERT MESSAGE must pop up, forcing them to take a decision the pending requests for work/job card issuance. f. The e-muster Roll shall, accordingly, be triggered to be issued from NregaSoft of NIC by the software solution. In case of PoC, this trigger in the form of relevant XML file and/or other software trigger/output shall be demonstrated. Note that NregaSoft issues e-muster Roll for relevant dates for the relevant Job Cards for the assigned work. 5. Estimate Preparation & e-measurements Module PoC (100 marks) Standard templates for preparing the estimates of works that may be taken up under MG NREGS are attached herewith as Annexure-5. The Schedule of Rates (SoR) is also attached herewith as Annexure-6. (Note that these are DUMMY for PoC purposes actuals can also be used by the Bidder) By using SoR and Standard Estimation Templates, the estimates shall be prepared for all the works in the Annual Action Plan or Shelf of Projects. In fact, the Annual Action Plan cannot be approved without estimates of works having been done. Now, for the purpose of PoC the bidder shall create 38 different estimates as per the template (Annexure-5) provided herewith using data provided in Annexure-7. The following shall be demonstrated (i) Each estimate shall be time and date stamped at each stage, viz, (a) preparation (b) technical countersignatures & approval (c) administrative approval (d) launch or start date (e) each time the executed work is measured (physical measurement of work) (f) each time bill is prepared (g) each time bill payment is made (h) date of final completion of work (i) date of final bill preparation (i) date of final bill payment. Page 115 of 129

116 (ii) (iii) (iv) (v) Technical estimate can be prepared only for such a work which exists in the Annual Action Plan or in the Shelf of Projects (as prepared in the Planning Module). All such works shall have a unique work ID/Code. In other words, software solution shall not allow generation or feeding of estimate of a work which does not exist in the Annual Action Plan or Shelf of Projects. Note, that Annual Action Plan is the shortlisted version of Shelf of Projects wherein the shortlisting has been done based on the available Labour Budget of a GP/TP/District. However, the estimate preparation can be done for works in Annual Action Plan or those available in Shelf of Projects. [ shelf of projects is simply all the works duly approved in Grama Sabha and grouped GP wise] However, Administrative Approval shall not be accorded to a project unless it is in Annual Action Plan. The procedure to bring a project/work from Shelf of Project to Annual Action Plan is given above in Planning Module. For the purpose of PoC the preparation of estimates using Standard Templates shall be based on the data in Annexure-7; the estimate shall be prepared by Bidder demonstrating that feeding relevant data in a mobile device leads to creation of full estimate (in Standard Estimate Template). In this the Bidder shall feed in the basic details of a work, including, name, Work ID, financial year etc (see Annexure-7) in the mobile device. Then the basic data for preparation of the estimate shall be fed into the mobile device; this shall lead to preparation of the standard estimate. The Standard Estimate shall be uploaded into the software solution using (i) GSM/GPRS/SMS/MMS communication; and, (ii) Physically connecting the mobile device with computer system, and, data uploading. All estimates once uploaded/captured in the software solution shall be digitally signed and approved by the Technical Personnel preparing the estimate. An estimate duly prepared and approved by competent authority cannot be subsequently altered without proper approval of the same/relevant authorities. The technical hierarchy and method in this regard shall be as follows 1. Preparation of estimates Section Officer/Technical Assistant 2. Technical Countersignatures AEE/Next higher in hierarchy 3. Technical Approval AEE/EE/Relevant Technical Authority 4. Administrative Approval GP/EO TPS/Line Dept Head/CEO ZP 5. Launch of Work GP/Line Dept s concerned authority. This shall be done only with issue of e-muster Roll and not otherwise. The NregaSoft of NIC issues e-muster Roll. 6. Issue of e-muster Rolls (using NregaSoft of NIC) shall be by EO TPS/PDO GP (to be issued online and digitally signed) 7. Work measurement shall be permitted only AFTER e-muster Roll has been issued for the relevant work by EO TPS or PDO of a GP. The software solution and mobile device shall enforce this. Page 116 of 129

117 Naturally, no bill can be prepared or triggered for payment without measurements, or, in other words, without e-muster Roll having been issued for a work (Note: Each work has a unique ID) 8. The software solution and e-mb shall not allow booking of more labour generation (in person days PD terms) than the PDs as per Muster Rolls issued. (vi) In addition to demonstration using available data in Annexure-7, the estimates preparation shall have to be demonstrated during the PoC using actual field data which must be captured by taking the mobile device to the actual work-site/field. In doing this the time&date and geo-stamping of the measurements/ dimensions of the estimates shall happen. The premeasurements of the work-site shall also have time&date and geo-stamping (lat-long). This geo-stamp (lat-long) with time&date stamp becomes fingerprint of the work (together with the Work ID). Any other work with same or almost same geo-stamp shall lead to conclusion of possible duplication of works. This ability of the software solution (to catch possible duplication) shall be demonstrated in the PoC. (vii) Similarly, the PoC shall demonstrate the capturing of the field measurements (once the work execution starts) together with time, date and geo-stamping (longititude & latitude). This and all of the above shall be done using a hand-held mobile device to be operated by technical personnel. The work execution measurements shall, naturally, be done within a practical distance, say 100meters, of the original geostamp of the work-site (captured at the time of preparation of the work estimate). The software shall not allow field measurement to be recorded or accepted unless the device is within prescribed distance (Annexure-5), say 100meters, of the original geostamp of the work-site as captured during the estimate creation. The upper limit on deviation between geostamp captured during estimate making and the execution measurement is dependent on the category/type of work. The details in this regard are mentioned in Annexure-5. This ability shall be demonstrated in the PoC. (viii) The mobile device shall be capable of geo-stamping both with mobile network connectivity and without it (satellite based). The degree of accuracy achieved in geostamping shall be mentioned. (ix) The mobile device shall be capable of holding at least 200 estimates at a given point of time along with all measurement and related data. (x) The mobile device shall be capable of connecting to computer systems and synchronize data, share/update data based on the vintage of time&date stamp (updation to be done based on digital signature authorization and biometric authentication of the technical personnel). The software solution shall ensure that it is always the latest data which is used to update the present status data of a work. Page 117 of 129

118 (xi) The mobile device shall also be capable of sending measurements and other work related data remotely using GPRS/GSM and SMS. The Passcode based authentication shall be built-up. (xii) The software solution shall be able to fully support, integrate and interface with the mobile devices. The Technical Personnel shall be authorized to make changes in the measurements as recorded in the mobile device upon porting of the same to Software Solution. These changes shall be recorded and audit trail created for future reference. This option to edit the ported measurements from the mobile devices into Software Solution shall be enabled or disabled at the discretion of the System Administrator. (xiii) The mobile devices shall function as electronic-measurement Book (e-mb). Once the data is sent/ported to the software solution, the technical personnel shall digitally sign the data to authenticate, validate, and ensure non-manipulation. (xiv) The changes in SoR shall lead to change in estimates. In case SoR are changed during the execution of a work (while work is partly completed) then the changes in SoR shall affect only the un-executed part of the estimate. The double/multiple/part estimation templates shall be accordingly created by the software solution. However, the changes in SoR shall be done only by the competent authority. The changes shall be approved through digital signatures certificates and bio-metric authentication. The decision to incorporate the impact of changes in SoR shall be optional to the concerned Line Dept/Implementing Agency for all ongoing works. In case the impact is to be incorporated then concerned technical and administrative authorities shall digitally sign and approve the changes and also authenticate them with biometrics. However, the increases in minimum wage rates must be immediately incorporated for unexecuted portions of the works/new works. (xv) The e-measurement shall 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. Note that measurement of the work determines the actual bill payable and the same shall be divided between labour/wage payments and material payments. The PoC may demonstrate this triggering ability though XML exchange or as stand-alone model. 6. Finance, Accounting & Wage and Bill Payment Module PoC (100 marks) The Finance, Accounting (including bill processing) Module shall be demonstrated in the PoC. The existing e-fms (electronic Fund Management System) shall be used for bill as well wage payments, however, the calculations and billing which trigger the e-fms payments shall be computerized (bill preparation shall be based on electronic measurement of mobile devices which act as e-mb as explained in point no 5). Page 118 of 129

119 Further, it shall demonstrate support to manual cheques and other negotiable instruments. The work completion certificates and other relevant data shall be generated automatically. The other features of this Module shall be evaluated in the PoC as per requirements explained in the FRS (Annexure-C). The marks shall be awarded in the PoC by point-wise checking the demonstration of the requirements cited in FRS (Annexure-C). 7. Human Resource Management System (80 marks) A complete HRMS system shall be developed including leave management, payments, performance evaluation etc. The following shall be demonstrated in the PoC (A) All the personnel shall be provided id and login id from the software solution. The & login IDs of about 5627 PDOs, 5627 Adhyakshas, 176 EO TPS (one in each taluk), 2000 Field Technical per taluk (engineering, agricultural/horticulture/forestry), 30 CEO ZP, 30 Deputy Secretary/PD NREGA, 30 District MIS Coordinators, 176 Taluk MIS Coordinators, should be demonstrated. (B) The work of each of these personnel is different. The software shall be able to track the following and demonstrate in the PoC a. For evaluation of each Technical Personnel (Engineering/ Agriculture/ Forestry/ Horticulture) i. No of works in Shelf of Projects pertaining to his jurisdiction (this will be in terms of GPs) (100 marks for Shelf of Projects having Labour Part in PDs equal or more than projected Labour Demand) ii. No of works in the Annual Action Plan pertaining to his jurisdiction (this will be in terms of GPs) (100 marks for Annual Action Plan having Labour Part in PDs equal or more than projected Labour Demand) iii. No & %age of works for which estimate has been prepared (as on a given date) (%age based evaluation) iv. No & %age of works for which estimates are pending to be prepared (as on a given date) (%age based evaluation) v. No & %age technical approvals accorded against total works in the Annual Action Plan (%age based evaluation) vi. No & %age of works for which technical approvals are pending against total works in the Annual Action Plan (%age based evaluation Nil pendency = 100% marks) vii. No & %age of works started out of total approved works in the Annual Action Plan (%age based evaluation) viii. No & %age of works completed out of (a) total approved works in the Annual Action Plan, (b) total works which are started (%age based evaluation) Page 119 of 129

120 ix. No & %age of works on-going out of (a) total approved works in the Annual Action Plan, (b) total works which are started (%age based evaluation) x. Average time needed for completion of project (Category Wise, Sub-Category Wise, GP wise, Taluk wise) (100 marks if equal or better than average time in the District, more the time lesser shall be the marks) xi. No & %age of Works which were billed in last 15-days as percentage of total on-going works (%age based evaluation) xii. Persondays generated in %age terms viz-a-viz Persondays projected in a given period for the GPs of his jurisdiction. (%age based evaluation) xiii. List of on-going Works which has not been billed since 60-days (%age based evaluation ongoing vs not billed) xiv. No of on-going works at a given point of time (on-going means a work which has been billed/paid for in the last 30-days and is not yet completed). b. For evaluation of a Adhyaksha, PDO & DEO of a GP (evaluation method shall be same as mentioned for point (a) above) i. No of times logged into the software solution in the last one week, fortnight, one month, quarter, and six months. ii. Average time spent per visit of login into the software solution. iii. Date of conduct of Grama Sabhas in GP. Is it within the prescribed deadline. Cut 20% marks for each week of delay out of total 100 marks assigned to this. iv. Date of approval of plan by Gram Panchayat. Is it within the deadline prescribed? Cut 20% marks for each week of delay out of total 100 marks assigned to this. v. Average days/time taken to decide/finalize the bills once the bill is presented. Ideal time is 2-days. Cut 20% marks for each day of delay. vi. No and %age of bills decided within 2-days of their presentation as against total bills presented do this for present month, last 30 days, for whole quarter, six months and the financial year wise. vii. No of works in Shelf of Projects pertaining to his GP. viii. No of works in the Annual Action Plan pertaining to his GP ix. No & %age of works started out of total Annual Action Plan (as on a given date in Financial Year) x. No of on-going works at a given point of time (on-going means a work which has been billed/paid for in the last 30-days and is not yet completed). Page 120 of 129

121 c. It is adequate for the purpose of PoC to demonstrate evaluation of above personnel. In the actual software, naturally, many more points of evaluation, and, for each and every personnel shall be evolved. (C) The software solution shall enable automatically sending of SMS, s, notices, etc to a single individual, group, or, all or selected category of personnel, based on evaluation score. This shall be demonstrated. (D) Payment of salaries in HRMS shall be linked with the evaluation and Finance & Accounts Module shall trigger payments as per rules based on evaluation score. This linkage and connection between salaries and evaluation shall be configurable. This shall be demonstrated. (E) The method to score evaluation marks for the purpose of PoC shall be - each of above evaluation points shall have maximum of 100 marks and depending on the performance (read brackets above to know the method to evaluate each point) the marks shall be awarded. The salaries shall be equal to %age marks scored (against maximum marks) 8. Complaints/Grievance Management Module (80 marks) 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. This Grievance/Complaint Management System shall relate to general complaints and will not be restricted to MG NREGS complaints alone. In fact, it is expected that full, separate and independent tracking and reporting, dashboarding, etc will be built for complaints/grievances. The Grievance Management System shall support and provide on-line/electronic complaint receiving/handling/replies. The Grievance Management System shall receive, process, track and dispose the received complaints/grievances. The logins, administrative hierarchy for RDPR & MG NREGS shall be leveraged so that independent but integrated reporting and processing is built for Grievance Management System. In this it shall be assumed that each office spread across the State and 30 Districts and 5627 GPs, has a dedicated cell/government servant(s) who deal with receipt, processing, follow-up, disposal and compliance reporting on grievance/complaints. This should be captured through an appropriate WORKFLOW. The workflow shall be enabled for the same. Please, read the SoP prescribed for grievance/complaints handling in MG NREGS issued by MoRD, GoI (Annexure-9) and same shall form the bench-mark to evaluate the demonstration of the PoC of this Module. 9. Ombudsman Module (60 marks) All 30 districts 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 shall be provided by the Module plus the orders of Page 121 of 129

122 Ombudsman will reach proper quarters both physically as well as electronically for follow up action. The PoC shall demonstrate the following (A) A petitioner shall be able to submit petition/complaint to Ombudsman i. Online (web-based) ii. Call Centre - Call Centre shall get full support of software solution iii. At the Gram Panchayat or Taluk office or ZP Office (Ombudsman Office) iv. In a Common Service Centre (B) Information to be captured for Petitioner(s) [in petition-form] a. Job Card Number (Optional - this should automatically generate other data such as Name, Address etc) b. Name c. Father s/guardian s Name d. Gender (Male/Female) e. Address where ordinarily resident 1. house number/area (either), 2. village, 3. GP, 4. taluk, 5. district f. Date of Birth/Age (take either and calculate the other) g. SC/ST/OBC/Others (optional) h. Ration Card No (optional) i. Election ID Card No (optional) j. UID No (optional) k. Mobile/Contact No (optional) (C) The Module shall have the following functionalities a. New Complaint Registration b. Club more than one complaint and hear them together c. Assign dates to petitions for hearing i. Allocate fix days in a week automatically or allot hearing dates manually ii. Configurably assign a particular number of petitions for one hearing iii. Fix weeks/months within which all cases shall be assigned a date for hearing iv. Assign priority (Regular, Important, Critical, Highly Critical). The Critical and Highly Critical shall be heard at least twice and three times in a fortnight. v. Assign configurable upper limit to dispose off petitions depending upon the priority (Regular = 45 days, Important = 30 days, Critical = 20 days, Highly Critical = 10days) d. Categorize complaints into different types i. Type-1 (time limit to resolve = x1 days) Page 122 of 129

123 ii. Type-2 (time limit to resolve = x2 days) iii. Type-3 (time limit to resolve = x3 days) iv. Type-4 (time limit to resolve = x4 days) v. Type-5 (time limit to resolve = x5 days) e. Each Complaint shall have i. Complainant/petitioner(s) ii. Respondent(s) f. Create and issue Notices & get compliance from both Complainants and Respondents, in this, ensure i. parties to appear for hearing (paper, online, sms, call centre based) ii. EO TPS, Engineers and PDO to report on the issue within a prescribed time limit (the report could be submitted via e- reports or on-line or scanned ones or paper based) iii. The generic method to do this shall be to prepare standard notices and letters and also have option to scan and attach any other file with these notices/letters g. On each date of hearing, Ombudsman could issue i. General Order (seek reports, club cases, hear arguments etc) ii. Interim Relief/Order iii. Final Order/Award h. The orders could be ex-parte or in presence of parties. The orders shall be issued to both Complainant(s) and Respondents via, , online, paper, scan and sending. i. There shall be MIS reports on all complaints such as cases filed, pending, disposed, pending beyond timelimit etc. 10. Reporting, Dashboarding & Analytics Module (115 marks): a. The matrix reports formats at the (i) State Level (ii) Division Level (iii) District Level (iv) Department Level (v) Taluk level (vi) Sub-taluk level (vii) Individual Application Abstraction level, are in Annexure-Z. These generic formats needs to be developed. b. Note that the default Matrix Reports will be as per formats contained in Annexure-Z. Other reports such as Work Wise, Financials Wise, etc shall be selectable 11. 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 123 of 129

124 ANNEXURE-K Concurrent Users The most common question regarding a website s performance is not how fast the website is or how it scales, but something more fundamental: What should the performance goal be in terms of concurrent users? Should it be one hundred concurrent users? A thousand? Ten thousand? Does it require one server or a hundred to handle the load? There s a good reason for how many times this question comes up: it s tricky and there s no definitive answer. If it is a new website it s anyone s guess what the demand will be. Even if it is an existing website, web analytics software typically give marketing reports on how many customers were acquired per month or per week, and even a per-day measurement but doesn t give the numbers required. The reason is the difference between average and instantaneous peak. It doesn t matter if only 5% of a site s capacity is used all year if the site was unusable for a critical period. The only thing that matters in terms of protecting your site against crashes and slowdowns is instantaneous peak. So while marketing speaks in terms of transactions a day or even unique customers on the site, the only measurement useful for capacity planning is how many people were on the website at the same time, the instantaneous peak. By on the website, I mean looking at their browsers at a page on the website, regardless of whether that customer is reading or clicking. It s tempting to use hits/sec or transactions/sec, which are fine metrics, but what happens when you redesign the site for higher performance and the number of hits/sec or transactions/sec drops as a result? The capacity of the site may have gone up, but the number of hits/sec would drop. In the end you need a metric that is implementation independent. The question of figuring out the maximum number of concurrent users is made even more difficult because a surprising number of people tasked with speccing a website don t understand the business, and that is critical to increasing the accuracy of the estimate. In the end, it is still a guessing game, not only because of the unknowns, but because it involves the future. Even if you have an existing website with accurate web logs, it s impossible to tell the future and guarantee that there won t be a huge traffic spike someday. So, it is impossible to be really accurate and we re reduced to being close enough. What are the penalties for getting it wrong? Guess too low, and a site may experience a slowdown or crash during a critical period. Will that merely annoy your customers, or will the company lose money? If it s the later, then it pays to reduce the chances of a crash happening. But what happens if you over spec a site and there s too much excess capacity? The downside is added cost and complexity, but that s the price that needs to be paid for reducing the risk; in this way, building in excess load capacity is like insurance. Let s take a look at what the typical systems engineer has in terms of information. If the site exists at least there s some data, although it almost never has the information that s actually needed. The information that comes from the site tends to be marketing statistics. That s nice, but how in the world can you possibly figure out the simultaneous peak user load from that? Obviously the more information you have about a business the more accurate the guesses, but let s start with a common situation: the person setting up the website has no idea about the business and no way of getting any information. It sounds strange, but that happens more often that you would believe. For example, let s say marketing reports that the site either has or expects to have an average of 150,000 visitors per month. First calculation is easy: figure out the number of visitors per day. If the site is used equally 7 days a week, then divide by 30. If, however, the site is used mostly during the week you d divide by the number of non-weekend days in a month, around For the sake of simplicity let s assume the site is used equally throughout the week for a per-day visitor number of 5,000. The next step is to figure out how many hours of the day the site is most active, which will differ from business to business. If you actually know the nature of the business and can identify the peak hours, then by all means, use those, but if you don t, then figure on using 12 hours as a rule of thumb. Average visits per hour = (5000 average visitors/day) / 12 hours = 417 To figure out the average concurrent users you need to know the average length a user stays on the site. This can be obtained either from the web metrics, or, if that isn t available, using a stopwatch and going through a couple of user scenarios yourself on the site, reading all of the material and filling out forms just like a typical user. Once you know the average visit length, you can then calculate average concurrent users. The key to understanding this calculation is the concept of levels of concurrency. If a user spends on average 10 minutes on a site, then one level of concurrency, i.e. one user simulator could simulate 6 visits in an hour, 60 minutes divided by six minutes per visit. Page 124 of 129

125 Average Concurrent Users = Visits per hour / (60 min/hour / average visit) Using the 10 minute figure above, with an hourly visit rate of 417 gives an average concurrent user level of just 69, a far cry from the 150,000 per month figure we started with. The math isn t hard, but it s faster to type into the online form we use every day at Web Performance, Inc.. Check out this great easy-to-use online calculator: Now we know the average number of users on the site at one time, which is useful, but is still short of the number we need to know: the instantaneous peak number of concurrent users. Based on absolutely no science whatsoever, in the load testing business we use a multiplier range from 3 to 6 depending on the accuracy of the average concurrent user number. The more important it is to your business to not have a slowdown, the higher the multiple. In the above example that would put your safe number of concurrent users at 414, the target that would need to be verified by a load test. As an engineer it bothers me having to guess at these numbers, but then again, guessing is part of engineering. As more websites switch to the automatically scalable architectures enabled by cloud-computing this type of guesswork will be less important. Until then, run these calculations on your own website and let me know how close or how far they come to reality. Page 125 of 129

126 ANNEXURE-L PRE-QUALIFICATION (TECHNICAL BID SHEET) "Web Based Application for MG NREGS A Module Based Process Automation through end-to-end Web Solution" Note: Please, see RFP Section 2 for Minimum Qualifying Requirements and Annexure-D for Technical Evalution A Name of the Firm B Tender No RDP/04/C.Cell-2013 C Item Particulars S.No List out and give Number of Works/Projects Awarded to bidder [(i) work order No, (ii) The bidder shall be in IT Awarding Agency business and worked for a Name, (iii) Date of Government Department or a Award, (iv) Financial Govt Public Sector Value of Award, (v) 1 Undertaking in the last three Year of award years (as on ) (attach self attested [LoI/Work order/completion copy as proof of Certificates] claims) 2 The bidder must have implemented 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 Year Year or before List out and give Number of Works/Projects Awarded to bidder [(i) work order No, (ii) Awarding Agency Name, (iii) Date of Award, (iv) Financial Value of Award, (v) Year of award (attach self attested copy as proof of claims) Present Status of each of awarded work/project (attach self attested documentary proof of the status) Present Status of each of awarded work/project (attach self attested documentary proof of the status) Page 126 of 129

127 (i) 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, (ii) Shall have executed or executing to the satisfaction of department two IT works of not less than 5 Crores Rupees each; OR, (iii) Shall have executed or executing to the satisfaction of department three IT works of not less than 3 Crore Ruppees each The bidder shall not have been blacklisted by Government of Karnataka/Government of India/other state governments and their PSUs/Boards/Corporations Organizational Turnover (in Rs Crores) Experience e-gov Projects or IT Projects in Government or Govt PSU within last SIX YEARS (number of projects awarded and completed) Hardware Infrastructure Proposed and architecture plan having the following minimum details i. The servers proposed for deployment along with their roles & responsibilities; ii. List of all possible threats of failure within the proposed architecture and possible solutions Year or before Total No of Projects + Financial Value Attach Self Declaration List out and give Number of Works/Projects Awarded to bidder [(i) work order No, (ii) Awarding Agency Name, (iii) Date of Award, (iv) Financial Value of Award, (v) Year of award (attach self attested copy as proof of claims) Attached or Not Attached Present Status of each of awarded work/project (attach self attested documentary proof of the status) Attach self attestedchartered Accountant Profit- Loss Account and Balance Sheet (Year Wise) Awarded Completed A complete write-up and technical proposal on the points mentioned shall be submitted and attached as detailed and separate write-up. Done or Not Done? Page 127 of 129

128 iii. Risk Management Plan iv. Anything Else as deemed fit by bidder 8 9 Application Software Proposed Give technical details of the solution proposed, brand and make of products, software solution architecture details Training Management (1) Training Plan (2) Earlier Trainings - Give No of Trainees in Last Two Years. Work Order/Agreement copy and training certificate must be provided as a proof. A complete write-up and technical proposal on the points mentioned shall be submitted and attached as detailed and separate write-up. Done or Not Done? A complete write-up and technical proposal on the points mentioned shall be submitted and attached as detailed and separate write-up. Done or Not Done? If done then numbers shall be given 10 The bidder shall indicate any deviations to terms and conditions if any, otherwise it will be presumed that, the bidder has accepted terms and conditions of the tender (substantial deviation from terms & conditions shall lead to rejection of the bid as technically unresponsive) This is to certify that the undersigned has read the complete RFP and the tender documents along with the Anneuxures and understood them; and accepts all the terms & conditions laid therein. Further it is to certify that the information submitted above and elsewhere by the FIRM/undersigned is true and correct to the best of my knowledge and belief. It is certified that I am authorized to act on behalf of the FIRM I am claiming to be the Authorized Representative/Signatory of. Signatures WITH Seal of Authorized Signatory Name of Authorized Signatory Deisgnation of the Authorized Signatory Address for correspondence of Authorized Signatory id of Authorized Signatory Page 128 of 129

129 Date NAME OF THE FIRM Place COMPANY/FIRM SEAL Page 129 of 129