RFP FOR SELECTION OF STATE PROJECT MANAGEMENT UNIT. e-district PROJECT ANDAMAN & NICOBAR ADMINISTRATION. Particular Details 1.

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1 RFP FOR SELECTION OF STATE PROJECT MANAGEMENT UNIT e-district PROJECT ANDAMAN & NICOBAR ADMINISTRATION RFP NO: SOV/1-52/e-District/2011/PF-1/460 S. No. Particular Details 1 1 Start date of issuance / sale of RFP document 25 th July Last date and time for submission of proposal 22 nd August 2014 by 3.00 pm 3 Last Date for submission of Pre-bid queries 1 st August 2014 by 4.00 pm 4 Pre-Bid Conference 4 th August 2014 at 4.00 pm 5 Date and time of opening of prequalification bid 22 nd August 2014 at 4.00pm (This document is meant for the exclusive purpose of RFP and shall not be transferred, reproduced or otherwise used for purposes other than that for which it is specifically issued.) 1 In case of date is declared holiday assigned date will change to next working day Page 1 of 58

2 List of Abbreviations The following table provides abbreviations used in this RFP. Abbreviation BPR CD CSC CV DC DeGS DIT DPR DRC EMD FAQ FEC FRS GOI IPS IT MC&IT MMP NeGP NIC NICSI NPMU O&M OEM PBG PeMT PMIS PMT PMU RFP SDC SI SOVTECH SPMU SRS SSDG STQC SWAN TEC UAT UC UT Description Business Process Re-engineering Compact Disk Common Services Center Curriculum Vitae Data Centre District e-governance Society Department of Information Technology Detailed Project Report Disaster Recovery Centre Earnest Money Deposit Frequently Asked Question Financial Evaluation Team Functional Requirement Specification Government of India Intrusion Prevention Systems Information Technology Ministry of Communication & Information Technology Mission Mode Project National e-governance Plan National Informatics Centre National Informatics Centre Services Inc. National Program Management Unit Operation and Maintenance Original Equipment Manufacturers Performance Bank Guarantee Project e-mission Team Project Management Information System Project Management Team Project Management Unit Request for Proposal State Data Center System Integrator Society for Promotion of Vocational & Technical Education State Program Management Unit System Requirement Specification State Service Delivery Gateways Standardisation, Testing & Quality Certification State Wide Area Network Technical Evaluation Team User Acceptance Testing Utilisation Certificates Union Territory Page 2 of 58

3 TABLE OF CONTENTS 1. Background Size of SPMU Cost of RFP Earnest Money Deposit (EMD) Documents Other important information Resource Requirement Project location Working Hours / Days Instruction to bidders Completeness of Response Proposal preparation costs Pre-Bid Meeting Bidder inquiries and SOVTECH s response Amendment of RFP document Supplemental information to the RFP SOVTECH right to modify submission deadline SOVTECH right to terminate the process SOVTECH rights to accept/reject any or all proposals Process of SPMU selection Tender Evaluation Committee Pre-qualification criteria and evaluation Technical Evaluation of Bids Financial Evaluation of Bids Signing of Contract Terms of Reference Timelines for deployment of resources Penalties Deliverables and Timelines for SPMU Payment Terms Page 3 of 58

4 18. Performance Bank Guarantee Disqualification Refund of EMD and submission of Performance Security General Terms and Conditions Form 1 - Notice of Intent to submit proposal in response to the RFP Notice Form 2 - Details of responding firm Form 3 - Details of Technical capability of Responding Firm Form 4 Curriculum Vitae (CV) Template Form 5 Work Schedule Template Form 6 Format of EMD Form 7 Format of Performance Bank Guarantee Form 8 Financial Proposal Submission Form Form 9 Certificate as to authorized signatories Annexure X Page 4 of 58

5 1. Background As part of National e-governance Plan, Government of India is implementing several Mission Mode Projects (MMPs). e-district is one of them. This MMP aims at electronic delivery of identified high volume citizen centric services, at district and sub-district level, those are not part of any other MMP. To achieve these objectives service levels and outcomes for each of these services will be clearly laid down by the State/UT concerned, with a view to improving the efficiency and effectiveness of the service delivery. The MMP envisages leveraging and utilizing the four pillars of e-infrastructure namely, State Data Centres (SDCs), State Wide Area Network (SWANs), State Service Delivery Gateways (SSDGs) and Common Service Centres (CSCs), optimally to deliver public services electronically to citizens at their door steps. Initially only those high volume citizen-centric services are being taken up for implementation which have high priority for the State/UT. New services will be added to the portfolio subsequently, once the demand for the initial set of e-enabled services increases. Currently as part of the National Roll Out of the project Andaman and Nicobar Administration is in the process of appointment of a State Project Management Unit (SPMU). In this context the State Designated Agency (SDA), Society for Promotion of Vocational & Technical Education (SOVTECH), A & N Islands is issuing this Request for Proposal for selection of SPMU. It is clarified that the consultancy agency appointed as National Program Management Unit (NPMU) by Department of Electronics and Information Technology (DeitY), Government of India for e-district MMP will not be eligible to bid for the task of SPMU. The prospective bidders may also note that the Apex Committee on IT, Andaman & Nicobar Administration has in principle approved to engage NIC as implementing agency for e- District project without unbundling any of the activity on turnkey basis. Page 5 of 58

6 2. Size of SPMU Adequate resources with minimum qualification as defined in section 7 to be deployed for the project. The Project Manager is required to be deployed on a full time basis. 3. Cost of RFP The complete RFP document can be downloaded from A & N Administration s website The bidder has to pay the sum of Rs 5000/- as Tender document fee and sum of Rs 5000/- as Tender processing fees. The above payment is to be made in the form of non-refundable bank demand draft from the Nationalized or scheduled Bank drawn in favour of Society for Promotion of Vocational & Technical Education (SOVTECH), payable at Port Blair. Both these Demand Drafts are to be placed in the pre-qualification bid envelope. Proposals received without or with inadequate RFP Document fees shall be rejected. The RFP document is not transferable to any other bidder. 4. Earnest Money Deposit (EMD) i. Bidders shall submit EMD of Rupees 5 lakhs only in the form of Bank Guarantee from any Nationalized/Scheduled bank. Format of Bank Guarantee is provided in the RFP. The bank guarantee should in force up to and including 120 days after the period of proposal validity. ii. Unsuccessful bidder s EMD will be discharged/ returned as promptly as possible, but not later than 60 days after the selection of the bidder. iii. The EMD shall also be submitted with the Resource evaluation bid in a separately sealed envelope as mentioned in this section. Bids submitted without adequate EMD will be rejected. iv. The EMD may be forfeited: a. If a bidder withdraws his bid or increases his quoted prices during the period of bid validity or its extended period, if any; or b. In the case of a successful bidder if the bidder fails to sign the contract for any reason not attributable to Society for Promotion of Vocational & Page 6 of 58

7 Technical Education or to furnish Performance Bank Guarantee within specified time in accordance with the format given in the RFP. c. During the bid process, if a bidder indulges in any such deliberate act as would jeopardize or unnecessarily delay in the process of bid evaluation and finalization. d. During the bid process, if any information found wrong / manipulated hidden in the bid. 5. Documents i. The bidders should submit their offers as per the format given in this document in the following manner: a. Response to pre-qualification criterion: 1 original + 1 copy + 1 CD b. Technical bid : 1 original + 1 copy + 1 CD c. Financial Bid : 1 original + 1 copy + 1 CD ii. The CD media must be duly signed using a permanent pen/marker and should bear the name of the bidder. iii. The response to Pre-Qualification criterion, Technical bid and Commercial bid (As mentioned in previous paragraph) should be covered in separate sealed envelopes super-scribing Pre-Qualification bid, "Technical bid" and Commercial bid respectively. Each copy of each bid should also be marked as "Original" OR "Copy" as the case may be. iv. Please note that prices should not be indicated in the Pre-Qualification bid or Technical bid but should only be indicated in the Commercial bid. v. The three envelopes containing copies of Pre-qualification bid, Technical bid and Commercial bid should be put in another single sealed envelope clearly marked Response to RFP for SELECTION OF SPMU FOR THE e-district PROJECT FOR THE UNION TERRITORY OF ANDAMAN & NICOBAR ISLANDS. vi. The outer envelope thus prepared should also indicate clearly the name, address, telephone number, ID and fax number of the bidder to enable the Bid to be returned unopened in case it is declared "Late". Page 7 of 58

8 vii. All the pages of the proposal must be sequentially numbered and must contain the list of contents with page numbers. Any deficiency in the documentation may result in the rejection of the Bid. viii. The original proposal/bid shall be prepared in indelible ink. It shall contain no interlineations or overwriting, except as necessary to correct errors made by the bidder itself. Any such corrections must be initialed by the person (or persons) who sign(s) the proposals. ix. All pages of the bid including the duplicate copies, shall be initialed and stamped by the person or persons who sign the bid. x. In case of any discrepancy is observed by SOVTECH in the contents of the submitted original paper bid documents with respective copies, the information furnished on original paper bid document will prevail over others. xi. Bidder must ensure that the information furnished by him in respective CDs is identical to that submitted by him in the original paper bid document. In case of any discrepancy observed by SOVTECH in the contents of the CDs and original paper bid documents, the information furnished on original paper bid document will prevail over the soft copy. xii. Pre-qualification bid envelope should contain the following: Notice of Intent to submit proposal in response to the RFP Notice as per Form 1. Demand Draft of Rs 5000/- pertaining to the Tender document fees in favour of Society for Promotion of Vocational & Technical Education, payable at Port Blair. Demand Draft of Rs 5000/- pertaining to the tender processing fees in favour of Society for Promotion of Vocational & Technical Education, payable at Port Blair. Pre-qualification bid Details of Responding firm as per Form 2. Details of Technical capability of Responding Firm as per Form 3. Certificate as to Authorised Signatory in Form 9. Page 8 of 58

9 EMD of Rs 5 lakhs in the form of Bank Guarantee as per Form 6. All relevant documents in support of evaluation criteria. Any other documents found necessary by the bidder. The annexures specified in this document provide the formats in which the information is required to be submitted by the bidders. xiii. Technical bid should contain Technical bid Curriculum vitae of resources proposed by bidder as per Form 4. All relevant documents required as evidence of meeting technical evaluation criteria. Work Schedule as per Form 5. xiv. Financial bid Financial bid should be as per Form 8 and financial quote should be inclusive of all applicable taxes, OPE cost and any other costs. 6. Other important information Sr. No Information Details 1. RFP No. and Date 2 Bid validity period 180 days from the last date for submission of proposals. 3 Pre-bid conference 4 th August 2014 at 4.00 pm in the Conference Hall of Secretariat, A & N Administration. 4 Publication of response to pre-bid queries and corrigendum, if any. 11 th August 2014 Page 9 of 58

10 Sr. No Information Details 4 Last date of submission of Bid 22 nd August 2014 upto 3.00 pm at the Office of Society for Promotion of Vocational & Technical Education (SOVTECH), Dr. B.R. Ambedkar Institute of Technology Campus, Pahargaon, Port Blair Opening of Pre-qualification bids 22 nd August 2014 at 4.00 pm in the Conference Hall of Secretariat, A & N Administration in the presence of the representatives of the bidders, if any. 6 Opening of Technical bids Will be intimated after the completion of evaluation of prequalification bid. 7 Place, time and date of opening of Will be intimated later to the financial proposals received in qualified bidders. response to the RFP notice 8 Earnest Money Deposit (EMD) in the form of a bank guarantee Rupees Five Lakhs in form of Bank Guarantee 9 Addressee and address at which proposal in response to RFP is to be The Member Secretary Society for Promotion of Vocational submitted: & Technical Education (SOVTECH), Dr. B.R. Ambedkar Institute of Technology Campus, Pahargaon, Port Blair Contact person in case of queries Mr. Deep Krishna, Chief Technology Officer, SOVTECH PH: Page 10 of 58

11 7. Resource Requirement Bidders would be required to deploy an appropriate team consisting of members / consultants which will be at least as per the below mentioned requirements. a) The team should consist of resources with prior experience in IT/e-Governance consulting projects. b) Each member of the team must be a full time employee of the bidder. c) The bidders will undertake not to sub-contract any part of this scope of work to third parties. d) The team shall be deployed on an exclusive basis; no resource deployed under this project will work on any other engagement and a declaration for the same to be provided. e) The bidders cannot hire from existing resources deployed on edistrict from NeGD, NPMU and SPMU of other States for edistrict and deploy on edistrict project during the currency of the project. f) The minimum qualifications and minimum experience will be as following: S No. Role No. Qualification Experience in Years Experience in the domain of IT consultancy (years) 1 Project Manager 1 B.Tech/B.E/MCA MBA 2 Consultant As proposed by bidder B.Tech/B.E/MCA + MBA 5 2 Note The technical evaluation of the proposals submitted by the shortlisted firms will give weightage to manpower that has an educational background from reputed institutions like IIT / IIM. Page 11 of 58

12 8. Project location The SPMU team will be required to work in Andaman and Nicobar Islands throughout the duration of the project. The bidders should budget in the travel costs within the UT to capture the data (if required). The bidders should also budget in travel to Delhi once in a quarter to report and participate in the meetings. 9. Working Hours / Days a) When engaged, the consultants will keep to the normal working hours of UT Administration where the consultant is placed. b) The consultants will also follow the holiday schedule of the UT Administration where they are placed. 10. Instruction to bidders 10.1 Completeness of Response 1. Bidders are advised to study all instructions, forms, terms, requirements and other information in the RFP documents carefully. Submission of the bid shall be deemed to have been done after careful study and examination of the RFP document with full understanding of its implications. 2. The response to this RFP should be full and complete in all respects. Failure to furnish all information required by the RFP documents or submission of a proposal not substantially responsive to the RFP documents in every respect will be at the Bidder's risk and may result in rejection of its Proposal Proposal preparation costs 1. The bidder is responsible for all costs incurred in connection with participation in this process, including, but not limited to, costs incurred in conduct of informative and other diligence activities, participation in meetings/discussions/presentations, preparation of proposal, in providing any additional information required by SOVTECH to facilitate the evaluation process, and in negotiating a definitive Contract or all such activities related to the bid process. SOVTECH will in no case Page 12 of 58

13 be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process. 2. This RFP does not commit SOVTECH to award a contract or to engage in negotiations. Further, no reimbursable cost may be incurred in anticipation of award or for preparing this bid. 3. All materials submitted by the bidder become the property of SOVTECH and may be returned completely at its sole discretion Pre-Bid Meeting 1. SOVTECH shall hold a pre-bid meeting with the prospective bidders on 4 th August at 4.00pm in the Conference hall of Secretariat, A & N Administration, Port Blair. 2. The Bidders will have to ensure that their queries for Pre-Bid meeting should reach to Deep Krishna, Chief Technology Officer, SOVTECH, DBRAIT Campus, Pahargaon, P.O. Junglighat, Port Blair by at sovtech.and@nic.in on or before 1 st August The queries should necessarily be submitted in the following format: S.No. RFP Document Reference(s) 4. D (Section & Page Number (s)) 1 f 2 d 3 k Content of RFP requiring Clarification(s) 4. SOVTECH shall not be responsible for ensuring that the bidder s queries have been received by them. Any requests for clarifications after the indicated date and time may not be entertained by the SOVTECH. Points of Clarification 10.4 Bidder inquiries and SOVTECH s response 1. All enquiries / clarifications from the bidders, related to this RFP, must be directed in writing exclusively to the contact person notified in this RFP document. 2. The preferred mode of delivering written questions to the aforementioned contact person would be through mail or . Telephone calls will not be accepted. In no Page 13 of 58

14 event will the SOVTECH be responsible for ensuring that bidders' inquiries have been received by SOVTECH. 3. After distribution of the RFP, the contact person notified by SOVTECH will begin accepting written questions from the bidders. SOVTECH will endeavour to provide a full, complete, accurate, and timely response to all questions. However, SOVTECH makes no representation or warranty as to the completeness or accuracy of any neither response, nor does SOVTECH undertake to answer all the queries that have been posed by the bidders. The responses to the queries from all bidders will be distributed to all Amendment of RFP document 1. At any time prior to the last date for receipt of bids, Society for Promotion of Vocational & Technical Education (SOVTECH), may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, modify this RFP document by an amendment. 2. The amendment will be notified in writing or by to all prospective bidders who have been issued this RFP document and will be binding on them. 3. In order to afford prospective bidders reasonable time in which to take the amendment into account in preparing their bids, Society for Promotion of Vocational & Technical Education (SOVTECH) may, at its discretion, extend the last date for the receipt of bids Supplemental information to the RFP If Society for Promotion of Vocational & Technical Education (SOVTECH) deems it appropriate to revise any part of this RFP or to issue additional data to clarify an interpretation of provisions of this RFP, it may issue supplements to this RFP. Any such corrigendum shall be deemed to be incorporated by this reference into this RFP. Page 14 of 58

15 10.7 SOVTECH right to modify submission deadline Society for Promotion of Vocational & Technical Education (SOVTECH) may, in exceptional circumstances and at its discretion, can extend the deadline for submission of proposals by issuing a corrigendum or by intimating all bidders who have been provided the proposal documents, in writing or by facsimile, in which case all rights and obligations of the project and the bidders previously subject to the original deadline will thereafter be subject to the deadline as extended SOVTECH right to terminate the process 1. Society for Promotion of Vocational & Technical Education (SOVTECH) may terminate the tender process at any time and without assigning any reason. Society for Promotion of Vocational & Technical Education (SOVTECH) makes no commitments, explicit or implied that this process will result in a business transaction with anyone. 2. This RFP does not constitute an offer by Society for Promotion of Vocational & Technical Education (SOVTECH). The bidder's participation in this process may result in Society for Promotion of Vocational & Technical Education (SOVTECH) selecting the bidder to engage in further discussions and negotiations toward execution of a contract. The commencement of such negotiations does not, however, signify a commitment by Society for Promotion of Vocational & Technical Education (SOVTECH) to execute a contract or to continue negotiations. Society for Promotion of Vocational & Technical Education (SOVTECH) may terminate negotiations at any time without assigning any reason SOVTECH rights to accept/reject any or all proposals Society for Promotion of Vocational & Technical Education (SOVTECH) reserves the right to accept or reject any proposal, and to annul the bidding process and reject all Bids at any time prior to award of Contract, without thereby incurring any liability to the affected Bidder or Bidders or any obligation to inform the affected bidder or bidders of Page 15 of 58

16 the grounds for Society for Promotion of Vocational & Technical Education (SOVTECH) s action. 11. Process of SPMU selection 11.1 Tender Evaluation Committee a. Empowered Committee on IT of A & N Administration will act as the Tender Evaluation Committee (TEC) and shall evaluate the tenders (Pre-qualification, Technical bids and financial bids). b. The decision of the Empowered Committee on IT, A & N Administration in the evaluation of the Technical and Financial bids shall be final and binding on all the bidders. No correspondence will be entertained outside the process of negotiation/ discussion with the Empowered Committee on IT. c. Empowered Committee on IT, A & N Administration will evaluate and compare the bids determined to be substantially responsive. It is Empowered Committee on IT s intent to select the proposal that is most responsive to the project needs and each proposal will be evaluated using the criteria and process outlined in this document Pre-qualification criteria and evaluation S.No. Basic criteria Specific criteria Supporting documents to be submitted 1 Submission of tender document fees and tender processing fees. The responding company/agency should have made a payment of Rs.5000/- towards tender document fees and Rs.5000/- towards tender Proof of payment. processing fees. 2 Registered Entity The bidder should be a Company registered under the Companies Act, 1956 since last 3 years as of 1/4/2014 or Partnership firm registered under the Partnership Act of 1932 as of 1/4/2014. No consortium will be allowed Copy of Certificate of incorporation and Copy of Service Tax Registration Certificate. Page 16 of 58

17 3 Sales Turnover from IT Consultancy Annual sales turnover generated from services related to IT Consultancy in India during each of the last 3 financial years , , should be Rupees One Crore. (This turnover should be on account of IT Consulting only and should not comprise of sales revenues related to supply of hardware / IT infrastructure and their associated maintenance services, implementation of packaged software etc.) Audited balance sheet and Profit & Loss Account for last 3 financial years OR certificate from the Statutory Auditor. 4 Technical Capability Consultant must have successfully completed in the last 3 years at least the following numbers of consulting engagement of value specified herein; engagement should be for projects of similar nature viz. e-district SPMU, PMU for any National/State MMP, preparation of RFP for any state/national MMP with GPR: a. One project not less than the amount of Rs.80 lakhs OR b. Two projects not less than the amount equal to Rs.60 lakhs OR c. Three projects not less than the amount equal to Rs.40 lakhs. 5 Manpower strength Minimum 50 consultants located in India offering IT Consultancy in egovernance. Completion Certificates from the client; OR Work Order + Self Certificate of Completion (Certified by the Statutory Auditor); OR Work Order + Phase Completion Certificate from the client. (Should be submitted in the format specified in Form III) Certificate from Head (HR) or company secretary for number of technically qualified professionals employed by the company. Page 17 of 58

18 6 Certifications ISO 9000/9001 Copy of the certification All Consultancy agencies intending to bid for the task of providing Program Management Services at the UT Level for the e-district MMP will have to fulfill the above mentioned Pre-Qualification Criteria Technical Evaluation of Bids Technical Evaluation of Bids 1) TEC will carry out a detailed evaluation of the Technical Bids received by it in order to determine whether they are substantially responsive to the requirements set forth in the Request for Proposal. In order to reach such a determination, TEC will examine the information supplied by the bidders, and shall evaluate the same as per the evaluation criteria specified in this RFP. 2) The technical evaluation of bids will be carried out to ensure compliance with requirements mentioned in the RFP. A minimum of 70 marks should be scored in the technical proposal for the bid to be declared technically qualified. 3) In Technical evaluation, the profiles of the resources proposed for the state will be evaluated for following parameters: a. Qualification 40 marks b. Experience 60 Marks The Resource evaluation will be based upon CV of Project Manager who shall be deployed in the project and other documentation submitted as per evaluation parameters of the technical resources mentioned in this RFP. Bidders should provide the CVs of only those resources who will be deployed for the project with all supporting documents. No other CV should be submitted alongwith the bid. Page 18 of 58

19 4) Evaluation parameters of Technical resources Educational qualifications : Sr. Evaluation Education Criteria Project Manager Marks No. Criteria 1 Post Graduate Qualifications MBA from IIMs, XLRI (Jamshedpur), FMS (Delhi), SPJMIR (Mumbai), IIFT (Delhi), MDI (Gurgaon) 20 MBA from IITs, NMIMS (Mumbai), NITIE (Mumbai), XIM (Bhubaneswar), IMT (Ghaziabad), IMI (Delhi) 15 MBA from other colleges 10 2 Graduate Qualifications B.Tech from IITs, BITS Pilani, IT-BHU (Varanasi), DTU (Delhi) 20 B.Tech from NITs, College of Engg. (Guidy), Faculty of Engg. (Jadhavpur University), BIT (Mesra), PSG College of Technology (Hyderabad), NSIT (Delhi), 15 B.Tech from other colleges 10 MCA 7 Maximum Marks 40 Page 19 of 58

20 5) Evaluation Parameters of Technical resources Experience Criteria Sr. No. Evaluation Criteria Project Manager Marks 2a Total Experience exceeding > 10 Years Years Years 10 2b Experience of IT Consultancy > 7 Years Years Years 4 2c Experience in e-governance Projects More than 3 years 10 2d Experience in e-district Project subject to an engagement of at least 6 months 5 2e Certifications such as PMP, ITIL, CISA, Six Sigma black belt Any one 10 Maximum Marks 60 Note: Bidders have to submit the necessary documentation in support of above criteria. Page 20 of 58

21 6) To qualify the Technical Bid Evaluation the bidder must confirm to all the requirements stated in the RFP document 7) Technical Score of seventy (70) per cent or above will be declared as technically qualified as per the evaluation criterion specified above. 8) Financial bids of only those bidders will be opened who are technically qualified and whose technical bid complies with the requirements mentioned in the RFP document. 9) TEC shall also take a presentation, as it may deem necessary, from each or any of the bidders before finalising the Technical Score Financial Evaluation of Bids a. A minimum of 70 marks should be scored in the technical proposal for the bid to be declared technically qualified. Financial bids of only those consulting organisations will be opened whose technical proposal have met this cut-off mark. b. The lowest value bidder i.e. L1 will be the selected bidder. c. The financial evaluation of the proposal will be by determining whether the Financial Proposals are complete, unqualified and unconditional. d. The Financial bid price will be all inclusive and will include, inter-alia all taxes including service tax and incidentals like travel, stationery, telephone expenses, etc. e. The cost indicated in the Financial Proposal shall be deemed as final and reflecting the total cost of services ( Bid Price ). Omissions, if any, in costing any item shall not entitle the agency to be compensated and the liability to fulfill its obligations as per the Scope of Work within the total quoted price shall be that of the bidder. f. Any conditionality included in the financial bid will lead to disqualification of the entire bid and forfeiture of the EMD. 12. Signing of Contract At the same time as SOVTECH notifies the successful bidder that its bid has been accepted, the UT shall enter into a contract, incorporating all agreements between SOVTECH and the successful bidder as provided as a separate document. Page 21 of 58

22 13. Terms of Reference The list of citizen-centric services identified for inclusion in e-district MMP is at Annexure X. The list contains 78 services covering various departments of A & N Administration. These services are tentative and may change as per the requirement of Departments and decision of Apex Committee, A & N Administration. Scope of Work The various tasks to be undertaken by SPMU will be as follows: (A) Preparation of Technical and Functional Requirement Specifications i. Technical and Functional Requirement Specifications a. Detailed Functional Requirement Specification and detailed use cases and wire frames based on Business Process Re-engineering (BPR) for the service categories being taken up by the State as part of edistrict project. The BPR should be based on the As-Is workflows of the departments. b. Non-functional requirements. c. Bill of Material (BOM) for hardware requirements at the district level based upon the gap analysis of the available capacity and infrastructure at the district level. d. Bill of Material (BOM) for additional systems infrastructure requirements at SDC after conducting a gap analysis of the available capacity and infrastructure at the State level. e. Data digitisation requirements at the districts. f. Training requirements. g. LAN networking and horizontal connectivity requirements at the districts. h. Site preparation requirements at the districts. i. Responsible for defining and monitoring the SLAs on behalf of the department. j. Post implementation services. Page 22 of 58

23 i. Systems Support ii. Application Support k. Any other State specific requirements ii. Preparation of Agreement involving SDA, NIC, NICSI and any other stakeholder for execution of project. In case SOVTECH drops the plans to appoint NIC as System Integrator, SPMU shall be responsible for preparation of RFP and bid process management. iii. Preparation of RFP and draft contract for the requirement if any of the component of the project is unbundled. iv. Compliance to Model SI RFP. (B) Project Management Activities i. Develop the project plan and project charter. ii. Coordinate workshops and discussion meetings between UT IT Department, UT Line Departments, district officials, NIC/SI, NPMU and DeitY (GoI). iii. Co-ordinate DPR submissions/approvals on behalf of SDA. iv. Co-ordinate on behalf of the SDA for engagement of edistrict Champions as per the edistrict Guidelines for National Rollout, section 9.1.d. v. Responsible for reviewing the deliverables submitted by NIC/NICSI/SI within a period of 2 week (or as agreed with the UT IT Department) from the receipt of that deliverable. vi. Highlight deviations/issues in the deliverables of NIC/NICSI/SI to relevant authority within the specified time limits and assist NIC/NICSI/SI and UT IT Department in resolution of issues. vii. Prepare Capacity building plan. viii. Prepare Change Management Plan. ix. Identify the legal changes required and assist in drafting and issuance of Government Orders for giving effect to the BPR. x. Assist Non Pilot States in the selection of Application Software from the sets of STQC certified application software developed during pilot implementation. Page 23 of 58

24 xi. Ensure that the technology standards, guidelines & frameworks are adhered to during implementation. xii. Suggest and co-ordinate capacity building needs and training programs for the state officials (including tehsils, district and state level). xiii. Monitor and maintain issue tracker and keep on updating the status of all risks and issues from time to time. xiv. Defining the escalation mechanism for timely resolution of issues and risks. xv. Co-ordinate on behalf of the SDA the engagement of an agency for Impact Assessment Studies and provide status updates. xvi. SLA monitoring Monitoring the performance of NIC/NICSI/SI against the base project plan. Monitoring the performance of the overall system in terms of availability & efficiency against the service levels already defined for NIC/NICSI/SI 1. Suggest changes in SLAs, if required. Suggest corrective and preventive measures to UT IT Department/SDA and NIC/NICSI/SI to enhance the performance of the system. xviii. Coordination with various stakeholders SPMU would be required to coordinate with all the stakeholders and support the UT departments while interacting with various agencies (internal and external) during the course of the project. SPMU shall build mechanisms to ensure coordination and consultation between all key stakeholders and members of the governance committees on a continued basis to facilitate the execution of the project. Any SLA monitoring tools required to measure the SLAs will need to be procured by the Dept. or SI and will be out of scope of work of SPMU. This would include the following stakeholders: State/UT Apex Committee State/UT IT department (including State e-governance Mission Team) State/UT Departments whose services are covered under e-district District Mission Teams (including e-district Managers) DeitY (including NPMU) State Designated Agency Other departments of the State / UT Page 24 of 58

25 (C) Monitoring the deployment and commissioning of necessary hardware at the SDC at the state level i. Monitoring installation and commissioning of IT infrastructure at Data Centre (DC) ii. Monitoring facility management services and help desk of the NIC/SI, to ensure system uptime. iii. Provide fortnightly reports to A & N Administration and DeitY (GoI) for the status of implementation till go-live. (D) Monitoring the deployment and commissioning of necessary hardware at the district level i. Monitoring the installation and commissioning of requisite hardware and system software at various district /tehsils/block offices as per the BOM. ii. Conduct/facilitate final acceptance testing of the hardware as per the specifications and quantities mentioned in BOM. iii. Create asset registers and capture all necessary details of monitoring the movement of hardware for the project. (E) Monitoring the deployment and commissioning of necessary networking equipments and connectivity at the state level i. Co-ordinate with UT IT Department, SWAN and SDC teams to make available the vertical and horizontal connectivity at tehsils and blocks. ii. Create a framework for effective monitoring of DC and network availability and escalation leading to resolutions (including use of NMS reports). (F) Engaging STQC for Audit The SPMU will co-ordinate with STQC on behalf of the SDA to conduct the assessment / review for the system before rolling it out. The SPMU shall have the right to audit and inspect all the procedures and systems relating to the provisioning of the services. The Consultant would be responsible for the outcome in the following areas in such a manner which results in successful STQC certification. Specifically the STQC shall look into: Page 25 of 58

26 i. Application audit a. Functionality audit vis-a-vis the Functional Requirement Specification (FRS) agreed upon during development phase. b. Identify the nature and type of transactions being processed by the application systems. c. Determine systematic measures implemented to control and secure access to the application programs and data including password controls, user authentications, roles and responsibilities, audit trails and reporting, configuration and interface controls, etc. d. Review of database structure including: Classification of data in terms of sensitivity & levels of access Security measures over database installation, password policies and user roles and privileges Access control on database objects tables, views, triggers, synonyms, etc. Database restoration and recoverability Audit trails configuration and monitoring process Network connections to database ii. Review of Network and Website will include: a. Penetration and vulnerability testing b. Security exposures to internal and external stakeholders c. Installation of requisite prevention systems like HIPS, Intrusion Prevention Systems (IPS), etc. iii. Review and Implement of Security Policies and Controls will include: a. Review of backup process, including schedule, storage, archival and decommissioning of media b. Physical access controls review (over DC and other critical area) c. Review of change management process Page 26 of 58

27 d. Incident management process covering identification, response, escalation mechanisms e. Anti-virus (malware) controls patching, virus definition file update f. General computer controls review iv. Audit of IT Infrastructure will include monitoring the deployment of IT infrastructure at various locations including Data center and Disaster recovery center as per the BOM specified for the SI. v. Performance / SLA Audit - whether the actual level of performance of the services is the same as specified in the contract of SI. SPMU will identify the key issues / bottlenecks in the system and will suggest the mitigation plans. vi. Overall compliance to MSA and SLA - The compliance of the implementation partner with any other obligation under the MSA and SLA. (G) UAT and Go-Live Report SPMU will assist the User Acceptance Testing (UAT) and audit of the system on the completion of the pilot for each phase and will submit a Go-Live Report for each phase. It will be the responsibility of SPMU to co-ordinate with STQC for certification of the e-district application and associated infrastructure & services. For non-pilot States / UTs, the UT IT Department may decide to carry out the pilot in 1 2 districts before carrying out the state wide roll-out. In such a case, the SPMU has to co-ordinate the phasing of training, data digitisation, hardware procurement, site preparation, etc. in such a manner which synchronises with such a plan. (H) Co-ordinate with district level team for the following : i. Hiring of DeGS egovernance Project Manager ii. Data digitisation status iii. Provisioning of training at district level iv. Submission of District Go-Live Report, which should shall include the following: Page 27 of 58

28 Hardware at various locations and Data Centre Networking equipments and connectivity Data digitisation and migration Training to the departmental personnel Handholding support Integration with applications of other departments / agencies etc. Any corrective or preventive actions required from any of the stakeholders Highlight the changes required in the applications and ensure that the suggested changes are incorporated in the system by the SI. Recommendations for rollout of the project including the suggestions on the rollout strategy. Quality of digitised / migrated data by establishing quality review procedures. (I) Program Management Support SPMU will support the NPMU for overall project management, coordination and communication with all the stakeholders of the project and update the Project Management Information System (PMIS). Various activities to be taken by the SPMU are as follows: i. Program management and progress reporting ii. Liaisoning with DeitY (GOI) at the Center and NPMU and SI at the State level iii. Fund utilisation and management The funds allocated by Centre/DeitY (GoI) would be released to State / UT based on utilisation and achievement of milestones by the States / UTs. Utilisation of funds is a key indicator of the implementation progress in the States / UTs. It is imperative to proactively monitor the disbursement of funds from the Centre and track the disbursed funds against the actual utilisation at the state level. The activities will include: Projecting total fund requirements every year for preparation of budget estimates. Monitoring the disbursement of funds. Page 28 of 58

29 Tracking utilisation of funds under the project by assessing utilisation certificates (UCs) and utilisation reports from states. Maintaining and updating the fund tracker on a regular basis. Assisting the UT IT Department/SDA in calculating the penalties and (J) Monitoring the O&M payments to NIC/NICSI/SI as per the payment milestones. The SPMU shall be responsible for supporting the UT IT Department for monitoring of the compliance of the contractual obligations of the NIC/NICSI/SI. The SPMU will also monitor the operations and maintenance of the overall system as per the standards and requirements defined for NIC/NICSI/SI including but not limited to resolution of issues, availability of the system, updating hardware or system software etc. for a period of 3 years from the engagement date. SPMU will ensure that the SLAs and performance levels defined for NIC/NICSI/SI are met as per the expectations of the UT IT Department. SPMU will also review the SLA performance, capacity and effectiveness of the helpdesk set up by the NIC/NICSI/SI. Core Activities Mapping Matrix S. Milestones DIT No (GOI) 1 DPR Appraisal 2 SPMU Selection 3 SI Empanelment 4 OEM Empanelment 5 SI Model RFP 6 DPR submission 7 BPR & CM Plan 8 SI & Bid Mgmt State DIT District Admin/ DeGS NPMU SPMU SI Page 29 of 58

30 S. No Milestones DIT (GOI) State DIT District Admin/ DeGS NPMU SPMU SI 9 Government Orders 10 Application Develop. 11 STQC testing 12 DeGS Formation 13 Data Digitization 14 Site preparation 15 Hardware Commissioning 16 Training 17 Go-Live The Apex Committee on IT, Andaman & Nicobar Administration has in principle approved to engage NIC as implementing agency for e-district project without unbundling any of the activity on turnkey basis. 14. Timelines for deployment of resources Sr. No. Activity Timeline Responsibility Penalty 1 Issue of Work Order to the successful vendor 2 Submission of Performance Security by the vendor and completion of contract signing formalities T0 T days SDA Vendor Page 30 of 58

31 Sr. No. Activity Timeline Responsibility Penalty 3 Placement of team in the state after fulfilment of due process of selection T days Vendor Rs 20,000 per day 15. Penalties Sr. No. Parameter SLA Penalty 1 Shortfall of attendance of compulsory resources 2 Substitution of resources from CV(s) provided during the technical evaluation 3 Replacement of resources If a resource is absent for 7 consecutive working days without any reasonable cause then the resource will have to be replaced if required. No substitution of those resources will be allowed whose CVs have been provided along with the technical bid for the period T days ( i.e. 180 days of commencement of Project). Resources initially deployed are not to be replaced during the tenure of the project. In case resources are replaced, penalties will apply. Rs. 50,000 replacement penalty for each absentee related replacement during the term of the project in addition to penalties for replacement of resources as applicable under Sr. No. 2 or Sr. No. 3. Penalty of Rs. 3 Lakhs per substitution of resources of those whose CVs have been provided along with the technical bid 1 st 3 rd replacement Rs. 50,000 per replacement 4 th 6 th replacement Rs. 1,00,000 per replacement >= 7 th replacement Rs. 2,00,000 per replacement The substitution of personnel, if required, shall be subject to equally or better qualified and experienced personnel proposed initially in the bid and to the satisfaction of SOVTECH. If the Consultant proposes to substitute the resource, it shall submit to SOVTECH its proposal along with a CV of such person in the form provided at Annexure 4 Form 4 of the RFP for approval. Page 31 of 58

32 16. Deliverables and Timelines for SPMU As a part of the engagement, the SPMU is responsible for the following deliverables in the given expected timeframe: S. Deliverables No. 1. Issue of Work Order to the successful bidder by UT T Expected Timelines 2 Submission of AS-IS, BPR and TO-BE Report T + 2 months 4. Submission of final FRS (along with BPR report covering the As-Is process report, To-Be Process report), use cases and wire frames / screen shots for the application, formats of the MIS reports and Change Management Plans 5. Review of System Requirement Specification (SRS) and other deliverables developed by the SI and on satisfaction giving a letter of recommendation to the UT for approval of the SRS document 6. Draft of GOs / Notifications by the UT s line departments whose services have been included in the edistrict Project. T + 3 months T + 5 months T + 7 months 7. Completion of application development T + 11 months 8. STQC Certification for e-district Application T + 13 months 9. Co-ordinate and monitor the below mentioned activities at the UT level and submit / update their status in fortnightly reports: UT Level 1. Finalization of Agreement with NIC/NICSI or any other agency involved in the project. 2. Selection of System Integrator (NIC on nomination basis or any other agency selected through open tender). As required to achieve the above timelines Page 32 of 58

33 3. SDC hardware installation 4. Progress of application development and STQC certification 5. Status of legal changes / notifications 6. Hardware installation progress 7. Status of Impact Assessment Studies 8. Update its own (i.e. State SPMU) status of invoices 9. Engagement of technical and project management resource at district 10. Training and change management 11. Progress and status report for Draft GO Through project management and technical resource at the district level, co-ordinate and monitor the below mentioned activities at the district level and submit/update their status in fortnightly reports District Level 1. DeGS Formation 2. Fund tracking and utilisation at district level 3. Hardware installation status 4. Application deployment 5. Data digitisation 6. Site preparation (including LAN) 7. Training and capacity building 8. Integration with SDC, SWAN, SSDG and CSC 9. Issuance of GOs at the district level + Site Live and discontinuation of manual processes 10. Completion of training and change management T + 24 months activities 11. Go-Live report for state and district level T + 24 months Page 33 of 58

34 12. O&M Monitoring 12 months after Go-Live S. No 17. Payment Terms Payments for the contract will be based on approval of deliverables by the State Apex Committee. The payments will be as per the following schedule. Milestone % of Total Fee Basis of approval 1. Submission of BPR Report 10% Minutes of meeting of the Apex Committee approving the report 2. Submission of Final FRS 10% Minutes of meeting of the Apex 3. Submission of Change Management & Capacity Building Plan 4. Finalization and Signing of Agreement with NIC/NICSI 5. Review of SRS and other deliverables developed by NIC and on satisfaction giving a letter of recommendation to the UT for approval of the SRS document. Committee approving the report 10% Minutes of meeting of the Apex Committee approving the report 10% Copy of agreement signed with NIC/NICSI 5% Minutes of meeting of the Apex Committee approving the SRS document. 6. STQC Certification 5% Copy of the STQC certification 7. Approval of the Government Orders 5% Notified orders for all the services approved in DPR 8. Approval of e-district Application by Apex Committee and deployment of necessary hardware at SDC 5% Minutes of meeting of the Apex Committee approving the e- District application for all services identified in the DPR. Page 34 of 58

35 Go-Live in at least 25% Districts Go-Live in at least 50% Districts 10% 5% Go-live in a district would mean 1) Using the e-district application for : a) Delivery of all mandatory service categories 11. Go-Live in 100% Districts 10% b) Delivery of all optional services categories 2) Completion of training 3) Completion of Data Digitization 4) Deployment of identified hardware for those Districts 5) Site Preparation 6) Engagement of Technical and Project Management resource at District 12. Impact Assessment and Outcomes of e- District project in the States 10% Minutes of meeting of the Apex Committee approving the report 13. Approval of Project Closure report 5% Approval of project closure report by DeitY, GoI Total 100% i. As far as possible, release of payments under item 9-11, shall be done in each quarter on a pro-rata basis based on the achievements under each item. ii. Deliverables would be certified by the nodal officer appointed. iii. It is envisaged that all the above project deliverables would be completed within 3 years and six months. Page 35 of 58