BIHAR STAFF SELECTION COMMISSION PO-VETENARY COLLEGE, PATNA-800014 (BIHAR) TENDER SPECIFICATION DOCUMENT FOR PROVIDING END-TO-END RECRUITMENT MANAGEMENT SERVICES TO BIHAR STAFF SELECTION COMMISSION
2 Contents SECTION- I: INVITATION TO BIDDERS 3 SECTION- II: ELIGIBILITY CRITERIA FOR TENDERER 4 SECTION- III: SCOPE OF WORKS 6 A PRE-TEST ACTIVITIES: 6 1 CREATION & INTEGRATION OF RECRUITMENT WEBSITE: 6 2 APPLICATION PROCESSING (ONLINE & OFFLINE): 6 3 TEST PAPER: 7 4 TEST SCHEDULING AND TEST CENTRE MANAGEMENT 7 5 SMS/EMAIL SUPPORT 7 B PRINTING AND SCANNING ACTIVITIES: 7 1 PRINTING OF OMR SHEETS:- 7 2 SCANNING AND PROCESSING OF ANSWERSHEETS 10 SECTION- IV: TECHNICAL EVALUATION CRITERIA 11 SECTION- IV: COMMERCIAL EVALUATION CRITERIA 14 SECTION- IV: FINAL SELECTION CRITERIA 15
3 SECTION- I: INVITATION TO BIDDERS 1 Bihar Staff Selection Commission, PO Veterinary College, Patna was established by Act No- 7/2002 of Bihar State for Appointment of Class -3 ( Non-gazetted Post ) in the pay scale below Rs 6500-10500/- Subordinate service Commission had already been dissolved and Vidayalaya Seva Board has been merged into Bihar Staff Selection Commission after dissolution 2 The Commission intends to outsource the entire process of recruitment, right from application forms, the recruitment drive website, conducting test, publication of merit result, related MIS and reporting, hosting of data and related softwares to a competent and well experienced external agency/ 3 Accordingly Bihar Staff Selection Commission, Patna invites tenders from reputed institutions/ Agencies/ Organization (herein after referred as agency), who have necessary competence and experience to conduct such an integrated competitive recruitment drive on out sourcing basis, for selection of suitable candidates for recruitment in the State Government 4 The test centers will lie within the State of Bihar
4 SECTION- II: ELIGIBILITY CRITERIA FOR TENDERER SNo Criteria Minimum Supporting document/s 1 Bidder should be a company registered under companies act 1956 that has been in operation for at least 5 years 2 The bidder s Annual sales turnover for each of the previous 3 financial years (2009-10, 2010-11, 2011-12) should be at least 20 Cr INR (Refer evaluation criteria for details) 3 Bidder should have Software development center in India with at least 50 IT personnel as on 31-03-2013 on its payroll (Refer evaluation criteria for details) Copy of the Certificate of Incorporation from the office of the Registrar of Companies Copy of the Audited Profit & Loss Statement and/or Copy of the letter from a Chartered Accountant regarding the turnover Copy of the Registration certificate by the Registrar under the Shops and Establishment Act or any other equivalent Act Self-Certification regarding the same on a Company letterhead signed by the Head of HR, along with company seal 4 Bidder should be ISO 9001 & ISO 27001 certified Additional certifications like CMM (L3,L4 OR L5) will also be considered during technical evaluation (Refer evaluation criteria for details) 5 Bidder should have clearance for sales tax/service tax and income tax for the last three years 6 Bidder should have secure & confidential printing facility and experience of printing for large size projects (at least 40 Lakhs pages in a year for one of the project) 7 Bidder should have experience of scanning at least 1 Cr pages in a year Copy of the certification (The certification needs to be valid as on the date of bid submission) Relevant certificates for the last three years Letter from the client certifying that the bidder has successfully completed the said project Letter from the client certifying that the bidder has successfully
5 (Refer evaluation criteria for details) 8 The bidder should have facility to execute the print jobs in single pass process, ie colour offset printing machines with inkjet systems installed on it The Print facility should preferably have IBA approval for security printing with facility to print variable data in a single pass 9 The bidder should have expertise in carrying out variable data printing activities for Government or Corporate sector as evidenced from past experience 11 The bidder should preferably have in-house capability for OMR scanning, Data capturing and Data processing solutions In no Condition should the bidder outsource the Question Paper, OMR printing and Scanning & processing 12 The bidder should have experience of carrying out scanning and result declaration related services for minimum of Two reputed universities in India during last financial year (Refer evaluation criteria for details) 13 The Bidder or any of its directors/partners should neither be convicted by any court of Law or black listed by any Government/ PSUs, nor any criminal case be pending against such agency by any Government/PSUs 14 The bidder should have capabilities to collect answer-sheets from collection centers spread across State completed the said project Documentary proof of invoices for purchase of all equipments (In case of imported equipment, custom clearance proof of the specified equipment should be submitted) The bidder should submit documentary proof that they are capable of printing the schedules through Single Pass Operation Documentary proof of having undertaken and completed at least one contract in last one year involving static, variable and barcode printing Purchase orders/ Invoices of the scanners & software to be enclosed with the bid Document showing Proof of experience Proof of experience and certificate from the University for satisfactory completion to be enclosed with the bid Self-Certification regarding the same on a Company letterhead signed by the authorized person Description of the capability
6 15 Consortium is not allowed A PRE-TEST ACTIVITIES: SECTION- III: SCOPE OF WORKS 1 CREATION & INTEGRATION OF RECRUITMENT WEBSITE: A recruitment website must be created for each recruitment drive This website will provide easy access for all the stakeholders such as candidates, BSSC officials etc The website will provide all necessary notifications, declarations, help page, upload admit card, results of preliminary and main test, details about Commission, rules and regulations for that particular drive The agency will create the website, host and maintain the same during the entire duration of the drive which includes hiring of server space and related hardware & network components in reliable data center within India At the end of each drive, all the data and the relevant pages will be handed over to the Commission 2 APPLICATION PROCESSING (ONLINE & OFFLINE): Following are the activities which will be covered under the scope of application processing: I Candidate Registration: II III Fee Payment through multiple modes and reconcilliation: Application Form Filling & Processing: After registration, candidate can fill the application form for the recruitment test The solution should be capable of handling offline applications as well through data extraction OR data entry OR Scanning Offline application forms will be collected from Commission office The forms shall be handed over to agency in batches The application format shall contain fields to capture all information of candidates IV Signature Specimen, Photograph & relevant documents: -
7 A space will be provided for uploading hand writing specimen of the candidate,the latest passport photograph and the signature V Offline Application Kit Preparation Design & printing of envelopes, brochures in Hindi and OMR application form in English with machine Serial number and bar code VI Pre-Test Report Generation and Printing: Agency should prepare master database of candidates Multiple pre-test reports such as validation reports, Question paper indent, roll number, Photo admit cards and attendance sheets, and other pre-test materials 3 TEST PAPER: Preparation of test questions and generation of question papers 4 TEST SCHEDULING AND TEST CENTRE MANAGEMENT Test Scheduling Allocation of candidates Seating arrangements Test Center Management Provision of video coverage of handover process at collection centres 5 SMS/EMAIL SUPPORT The agency should provide both voice based and mail based support B PRINTING AND SCANNING ACTIVITIES: 1 PRINTING OF OMR SHEETS:- (1) Printing and supply of OMR answer sheets in the format approved by the commission within the given schedule (2) Schedule of delivery quantity and various security features will be indicated by the Commission for each job/consignment separately
(3) The agency may note that award of work will be on a case to case basis one consignment being one test There may be overlapping of tests in which case the agency will have to ensure that there is no mix up of material in respect of the two tests (4) The format of OMR answer sheet is subject to changes for each consignment 8 (5) As the sheets are intended for scanning, the quality of paper and printing insisted on should be adhered to SPECIFICATIONS OF THE TWO PART (CARBONLESS) OMR ANSWER SHEET:- (1) Size- A4 (85 x 1175 Inches) (2) The Carbonless OMR Answer sheets should be in duplicate The original (Top Sheet) should be of minimum 105 GSM Coated paper and duplicate (Bottom Sheet) should be of 55 GSM Coated paper Both the sheets should be aligned to 100% accuracy so that impression on the duplicate copy should exactly correspond to that of the original (3) Both the sheets should have fastening attachment with perforation for smooth separation of original copy The fastening attachment should have perforation glued so that the alignment of two sheets is not disturbed Perforation shall be done at the space provided for it (4) Both the Sheets have to be gummed properly Left side of the Answer sheet shall be glued, so that Top Sheet can be torn off and handed over to the concerned officer in the class-room and Bottom Sheet can be taken by the candidate after conclusion of the Test (5) Colour Top Sheet in Orange/ Magenta and Black colour and Bottom Sheet in Royal Blue and Black colour One side printing on Top Sheet and both side printing on Bottom Sheet, Top Sheet should be OMR scanner readable SPECIFICATIONS OF THE SINGLE PART OMR ANSWER SHEET:- (1) Size- A4 (85 x 1175 Inches) (2) The paper should be of minimum 105 GSM
9 (3) Colour Two colour, Orange/ Magenta and Black colour printing on front, Orange/ Magenta SINGLE colour printing on the back Sheet should be OMR scanner readable GENERAL SPECIFICATIONS: (1) The entire answer-sheet should be printed on continuous paper rolls with sprocket holes and crimpling with glue pasting The alignment of both sheets shall be done properly (2) Water-mark logo at the center and unique Bar-code on both the sheets (3) There will be one or more additional inbuilt security feature like micro lettering, etc on both the sheets which will be communicated after the finalization of the job The Security features may vary for each test (4) Separate provision should be made for filling and shading the respective information on the OMR Sheets such as Question Booklet Version Code, Question Booklet Serial Number, Candidate's Signature, Invigilator's Signature etc, as per the requirement of the Tendering Authority (5) Numbering Numbering on both the sheets (in case of carbonless) as per quantity Numbers should be separate for all sheets and should be related with Barcode given on the respective sheet (6) Packing The printed OMR sheets should be packed centre wise and subject wise as per requirement given by the tendering authority (7) Any deficiency in carrying out these instructions may invite a penalty at the discretion of the tendering authority (8) Bar-code (A) Bar-code should be scanable on specific CCD or Laser ScannerBar Code font as per specific software (B) The printing of Bar code should be of extremely high quality All the Bar codes should be unique (C) The range of each Bar code of each consignment should be intimated only to the designated person at the Tendering authority confidentially in sealed cover marked as Confidential
10 (14) Utmost consistency in quality of printing, and cutting of the Answer-sheets should be maintained throughout, so that data entered on them can be read accurately 2 SCANNING AND PROCESSING OF ANSWERSHEETS The bidder shall install CCTV cameras with recording facility at scanning centers Scope of the work involves:- (1) Collection of answer sheets from collection centers, proper listing, preparation of various reports, packing and proper delivery of the sheets after entire processing using own manpower as per the instructions on day-to-day basis (2) scanning and Processing of OMR Answer sheets using OMR Scanner and preparation of result or data sheets and data analysis sheets for eligibility, preparation of statistics, result etc in requisite format as per the instructions (3) Preparation of error free & appropriate data sheets from scanned forms (4) Preparation of error free & appropriate result sheets, merit lists, etc with necessary programming / software as per the requirement of the commission (5) Checklist (6) Various reports required by the commission in respect to the eligibility criteria, clearance of data and other Result oriented reports as per the requirement (7) Printing of Interview Call Letters or other related reports on Laser printer as per the requirement (8) Printing of Master, Interview Mark-statements, Mark-sheets, Display sheets, Recommendation letters or other related reports (9) Commission will supply Electricity, Space, Furniture, Server, Computers, Printers and required consumables The Scanning work should be done in the office of the commission and required outputs would have to be given as per the requirements After Scanning, the processing has to be carried out Any discrepancy if found shall be rectified as and when required and after removal of the discrepancy, Reports as per the requirement should be generated
11 SECTION- IV: TECHNICAL EVALUATION CRITERIA TECHNICAL EVALUATION MATRIX SNo Criteria 1 CMM Level 3 with ISO 27001 Equivalent Marks 3 CMM Level 4 with ISO 27001 5 CMM Level 5 with ISO 27001 10 2 The bidder s Annual sales turnover for each of the previous 3 financial years (2009-10, 2010-11, 2011-12) = 20 Cr INR >20-50 Cr INR >50 Cr INR 3 5 10 3 Bidder s overall IT staff strength (staff performing duties of IT/ Software Design/ Development/ Implementation, Installation, Test, Configuration of Hardware and Network Equipment s) of at least personnel as on 31-03-2013 = 50 >50-100 >100 3 7 10 4 Bidder should have secure & confidential printing facility and experience of printing
12 for large size projects = 40 Lakh pages >40 80 Lakh pages >80-100 Lakh Pages >100 Lakh pages 5 The bidder should have experience of carrying out post test result processing related services for a Government department / University during last financial year 1 University/Govt Dept 2-4 Universities/Govt Dept 5 and Above Universities /Govt Dept 3 5 7 10 3 6 10 6 Bidder should preferably have executed contract in last one year involving static, variable and barcode printing 10 lakh A4 pages or 5 lakh A3 size pages during 2 years each out of the last 3 years 20 lakh A4 pages or 10 lakh A3 size pages during 2 years each out of the last 3 years 50 lakh A4 pages or 25 lakh A3 size pages during 2 years each out of the last 3 years 3 6 10 The selection of bidder for award of contract will be decided based on technical evaluation as well as commercial evaluation Technical and Commercial bids will be accepted and evaluated separately Final selection of the bidder will be done on the basis both technical as well as commercial score
13 60% Weightage will be given to the technical score and 40% Weightage will be given to commercials bid score However BSSC reserves the right to award the contract to the most suitable and technically qualified bidder as assessed by the evaluation committee of BSSC Commercial bids of only technically qualified bidders (as per their technical score calculated using above Technical Evaluation Matrix) will be opened Illustration of Technical Evaluation : Suppose technically qualified bidders are T1, T2, T3, Tn (as per their technical score calculated using above Technical Evaluation Matrix) Suppose their scores are t1, t2, t3, tn Then their final technical score will be evaluated as follows: Let the highest technical score among (t1, t2, t3, tn) = TH T1 = = t1/ TH * 100 T2 = t2/ TH *100 T3 = t3/ TH * 100 Tn = tn/ TH *100
14 SECTION- IV: COMMERCIAL EVALUATION CRITERIA Following are the conditions which are pre-requisites for commercial proposal evaluation: 1) It is assumed that bidder shall have read all the technical requirements and other sections of bidding documentsto ascertain the full scope of the requirements associated with each item prior to filling in the rates and prices The quoted rates and prices shall be deemed to cover the full scope of these Technical Requirements, as well as overhead and profit 2) If Bidders are unclear or uncertain as to the scope of any item, they shall seek clarifications prior to submitting their bid 3) Prices shall be filled in indelible ink, and any alterations necessary due to errors, etc, shall be initiated by the Bidder As specified in the Bid Data Sheet, prices shall be fixed and firm for the duration of the Contract 4) Bid prices shall be quoted in the manner indicated and in INR Prices must correspond to items of the scope and quality defined in the Technical requirements or elsewhere in these bidding documents 5) If the negotiation becomes unsuccessful then right to negotiate with the other responsive bidder/s is reserved by BSSC Illustration of Commercial Evaluation : Based on the prices quoted for the overall solution as per the technical requirements by technically qualified bidders T1, T2, T3 Tn their respective commercial bid scores are evaluated as below: Suppose P1, P2, P3, Pn are the prices quoted by T1, T2, T3, Tn C1, C2,C3, Cn are commercials scores obtained by T1, T2,T3, Tn after commercial evaluation Suppose the lowest price quoted among (P1,P2 Pn) = PL, then C1 = PL / (P1) *100 C2 = PL / (P2) *100 C3 = PL / (P3) * 100
15 Cn = PL / (Pn) * 100 SECTION- IV: FINAL SELECTION CRITERIA Final selection of the vendor will be done based on their final score calculated as below Suppose that F1,F2, F3, Fn are final scores of the bidders T1,T2, T3, Tn, then - F1 = 06*T1+ 04*C1 F2 = 06*T2+ 04*C2 F3 = 06*T3+ 04*C3 Fn = 06*Tn+ 04*Cn