AADHAAR BASED FINGER PRINT VERIFICATION OF CANDIDATES APPEARING IN JEE (ADVANCED) 2017

Transcription

1 TENDER DOCUMENT FOR AADHAAR BASED FINGER PRINT VERIFICATION OF CANDIDATES APPEARING IN JEE (ADVANCED) 2017 INDIAN INSTITUTES OF TECHNOLOGY Bombay, Delhi, Guwahati, Kanpur, Kharagpur, Madras and Roorkee

2 Disclaimer This Tender is not an offer by any of the Indian Institutes of Technology, but an invitation to receive offer from vendors. The Tender is for collection and verification of biometric data (digital photo and finger prints) of appearing in JEE (Advanced) 2017 conducted by the concerned Institutes. No contractual obligation whatsoever shall arise from the tender process unless and until a formal contract is signed and executed by duly authorized office bearers of the Joint Implementation Committee or an appointee thereof with the vendor. 1

3 Table of Contents Sr.no Description Pages 1 About JEE (Advanced) Biometric Data Collection and Verification 3 3 Standards of the Biometric Data and Reusability 5 4 Submission of Bids and Evaluation of the Proposals 5 Annexures1: City-wise and Center-wise details of for JEE (Advanced) Technical and Commercial Bid (sealed in separate envelopes) should reach the Organizing Chairman, JEE (Advanced) 2017, at the following address: The Organizing Chairman JEE (Advanced) 2017 JEE Office Indian Institute of Technology Madras Chennai (Tamil Nadu) Phone: orgchairjee@iitm.ac.in Last Date, Time & Venue of submission of Technical & Commercial bids (sealed separately): 24 th March :00 pm at the JEE Office, Indian Institute of Technology Madras Date, Time & Venue of Opening of Technical bids: 24 th March :00 pm at the JEE Office, Indian Institute of Technology Madras Date, Time & Venue of Opening of Commercial bids: 27 th March :00 am at the JEE Office, Indian Institute of Technology Madras 2

4 1. About JEE (Advanced) 2017 The Joint Entrance Examination (Advanced) 2017 [JEE (Advanced) 2017] will be conducted by the seven zonal IITs under the guidance of the Joint Admission Board (JAB) IIT Madras is the Organizing Institute for JEE (Advanced) Joint Implementation Committee (JIC) headed by Organizing Chairman is responsible for conducting the examination. The decisions of the JAB 2017 will be final in all matters related to JEE (Advanced) 2017 and admission to IITs. The examination consists of two papers, Paper 1 and Paper 2, each of three hours duration, and will be held as per the following schedule: Day, date Sunday, 21 May 2017 Time Paper 1 09:00 to 12:00 IST Paper 2 14:00 to 17:00 IST JEE (Advanced) 2017 will be held in select cities and towns in India. In 2016, the examination was conducted in 456 centers in 115 cities, and the total number of eligible who could write the exam was 2,00,000 (out of which 1,55,786 actually appeared in the exam). Refer to Annexure 1 for distribution of in various cities and centers in JEE (Advanced) 2017 will be conducted in about 520 centers in 120 cities (final number may change slightly). About 2,20,000 will be eligible to appear in JEE (Advanced) However, it is expected that about 2 lakh will actually appear in the exam (based on previous years experience). The final number of the interested to appear in the exam will be informed to the service provider after registration of the (on 11 th May 2017). 2. Biometric Data Collection and Verification Aadhaar-based fingerprint verification is required for all the appearing in JEE (Advanced) 2017 on the exam day for both sessions of the exam. For without Aadhaar number, biometric data comprising of digital photo and fingerprints are required to be collected. a) JIC will provide center-wise data (roll numbers) of all registered to the service provider on 11 th May b) The service provider must use this data on the biometric devices that will be used for Aadhaar-based fingerprint verification or data collection during the exam on 21 st May c) All data verification/collection by the service provider must be done outside the actual examination rooms/halls in respective centers. No service provider personnel will be allowed to enter the examination rooms/halls at any time under any circumstances. d) For without Aadhaar number, their biometric registration shall be performed before the start of the first paper (morning session) outside the exam hall. This shall involve capturing the digital photo of all those and scanning their two index fingers. The scanning of the fingers shall be done in the following sequence if the index finger scanning cannot be done: middle finger, ring finger, little finger, and thumb of the hand. If required, toe print may be collected. e) During the second paper (afternoon session), for without Aadhaar number, scanning of two fingers of the all those be done again and this shall be verified with the biometric data acquired in the morning session. For with Aadhaar 3

5 number, Aadhaar-based fingerprint verification shall be carried out. f) Sufficient number of devices and trained manpower shall be utilized during the entire operation such that the entire operation of biometric registration in the morning session shall be completed within one hour and the verification operation in the afternoon session of all the shall be completed within 45 minutes. g) The biometric registration/verification of the shall begin at 7:30 am and shall be completed by 8:30 am. Similarly, the verification work shall start at 12:45 pm and shall be over by 1:30 pm. h) It is expected that sufficient number of devices and trained manpower will be utilized during the entire operation, such that, each device is utilized to collect/verify biometric data from a maximum of 75. The service provider should keep at least one spare device at each center to handle any eventuality. Separate manpower should be provided to operate each biometric data collection device, i.e., each device shall be operated by one dedicated person from the Service provider. i) The biometric devices must be Aadhaar-compliance. j) The biometric devices must be portable so that no inconvenience and disturbance is caused to the during data collection. k) The collected data must be stored securely in a high security data center. l) The service provider is advised to visit all the centers well in advance of the examination date to get acquainted with the available facilities at the center. m) All required hardware and software are to be arranged by the service provider only. n) IITs will not provide any security arrangements for safeguarding any material of the service provider. IIT representatives will be present to oversee the entire operation in all the centers during the examination. 2.1 Specific procedures to be followed a) The Service provider shall train IIT representatives at all IITs as and when requested, well before the examination. This is to address a situation when biometry verification of a candidate has to be done inside the exam hall, either due to late arrival of the candidate and / or due to some emergency. Only the Institute Representative is empowered to do verification inside the hall. b) The Service provider personnel shall reach the examination centers one day in advance (i.e., 20 th May, 2017) and participate in the invigilators meeting convened by the Presiding Officer (PO) in presence of IIT representatives. They should familiarize themselves with the center space allocated for biometric data acquisition. In presence of IIT representatives, the Service provider personnel shall deposit the devices with the PO to be safely stored in the strong room. Before depositing the devices, the Service provider personnel shall demonstrate to the IIT representatives that there is no biometric data already existing on any of the devices. c) On the day of the examination (i.e., 21 st May 2017), the Service provider personnel shall report to the examination centers by 0645 hrs for issuing the devices from the IIT representatives, and, setting up their counters (see below). d) On the day of the examination (i.e., 21 st May 2017), Aadhaar-based fingerprint verification or biometric data registration of shall be done from hrs (i.e., before Paper 1) by the Service provider personnel on counters set-up in the space allocated. Each counter shall have a prominent display of roll numbers for which fingerprints and photograph acquisition will be done. e) All biometric data acquired till 0830 hrs from all the machines shall be backed-up in a pen drive (provided by the IIT representatives) immediately. 4

6 f) By 0900 hrs, the Service provider personnel shall generate a list of absentees based on the biometric registration from all devices in the roll list/forms provided by the IIT representatives and shall hand it over to the IIT representatives along with the pen drive and biometric devices. g) The afternoon session (Paper 2) requires only biometric verification of all present in Paper 1, and, registration of those who did not appear for Paper 1. h) Afternoon session verification shall be done exactly in the same counter-wise manner (as in the morning session) to be completed between hrs. i) All biometric data acquired till 1330 hrs from all the machines shall be backed-up in a pen drive (provided by the IIT representatives) immediately. j) By 1400 hrs, the Service provider personnel shall generate a list of absentees based on the biometric registration from all devices in the roll list/forms provided by the IIT representatives and shall hand it over to the IIT representatives along with the pen drive and biometric devices. k) At the end of both the sessions, complete data (of appeared for Paper 1 and/or Paper 2) shall be provided to the IIT representatives by the Service provider personnel in the pen drive (provided by the IIT representatives). l) The service provider personnel will be required to remain in the examination center for the entire duration of examination (both papers). 3. Standards of the Biometric Data and Reusability The biometric data collected during JEE (Advanced) 2017 must comply with the acceptable international standards, such that, it can be used later, even with different type of devices, without any problems. a) A soft copy of the biometric data collected and a report from the service provider should be handed over to the JIC. The complete data must be collected during the exam and must be handed over within 7 days of the date of exam. Any exception observed during data collection should be highlighted in the report along with the verification results. b) The data thus collected may be reused over the years by different IITs for variety of purposes (counseling, attendance, verification, etc). Therefore, the format and standards of data collection must be of top quality, and must be such that it can be used easily later without the help of the Service provider. c) The Service provider shall assist in verification of the reporting for seatacceptance across all reporting centers (at all IITs) by providing pre-loaded devices and personnel to each of the reporting centers. d) The pre-loaded devices shall be used multiple times during seat-acceptance and also during admission by IITs. Therefore, it is essential that biometric information of the be verified on the same device multiple times. 4. Submission of Bids and Evaluation of Proposals 4.1 Submission and Evaluation The bidders are required to submit two separate bids in sealed envelopes: (i) technical bid and (ii) commercial bid for biometric data services during JEE (Advanced) 2017 to be conducted in about 520 centers, respectively, in India and post-examination reporting center biometric verification to be conducted at about 17 IITs. a) The service provider should be based in India and should be a Testing and Assessment company with more than 2 years of experience in deploying biometric authentication 5

7 services for examination bodies. b) The service provider should have delivered the biometric registration service in each of the last 2 years consistently for various examination bodies. c) The service provider should have deployed biometric registration solution for any entrance exam conducted by a Higher Education Institution recognized by UGC or similar authority for 2 years involving more than 40,000 in a single examination. d) The service provider should have ISO 9000 and ISO certifications for their examination service practices with an average turnover of more than Rs.3 crores for the last 2 financial years. The service provider must submit audited balance sheets to prove this. e) The service provider must submit duly signed copies of these ISO certificates along with the technical bid. The bidding agency shall ensure that such certificates are valid through the subsistence of the term of one year as stated herein. Any renewal of such certificate shall be the sole responsibility of the bidding agency without any recourse to JIC in any manner whatsoever. f) Any software that will be utilized for these services should be copyrighted and the services provider should be authorized to use this software. The agency should be able to customize the software as per the requirements of the services. g) The service provider must provide details of the permanent employees working in their company and their plans on how they will hire the additional manpower to complete the work smoothly. h) The employees of the service provider must possess a valid identity card confirming their employment with the vendor. i) The bidder should meet the above criteria on their own and front-end the bid solely; joint venture bids will not be accepted. j) In the technical bid, the bidders should clearly explain how the entire operation will be executed stating all the relevant statistics on details of manpower and devices utilized and average time required for registration and verification of each candidate. k) JIC may ask the bidders to provide a demonstration of their devices and capabilities, and on the basis of their technical performance short-listing of bidders will be done. l) The bidders must provide all relevant details in the technical bid that will help their candidature, such as, past experience, existing capabilities, number of permanent employees, plans of employing additional personnel for the data collection, feedback from the past services provided to different institutions, volume of data/ handled in the past, number of devices planned to be used, time required for data collection (registration and verification), type, quality, and standards of data collected in the past and its re-usability, and financial strength of the company. m) The committee to select the service provider shall open the commercial bids of only the technically qualified bidders. n) In the commercial bid, the bidders are required to quote rates for the services stated in the document on per candidate basis specifically for biometric data services for about 2,00,000 (two lakh) during JEE (Advanced) 2017 to be conducted in about 520 centers in India AND post-examination reporting center biometric verification of about (twenty thousand) to be conducted at about 17 IITs. o) All the relevant taxes and charges should be clearly specified in the bid. p) Depending upon the requirements and capabilities of the bidders, who are qualified in the technical round, JIC may decide to offer the job to more than one bidder with appropriate distribution of the work across the country. In such a case, the other bidders will be negotiated such that the lowest commercial bid quoted by L1 bidder is agreeable to all such bidders. 6

8 q) Any bidder or bid not meeting the qualification criteria will be rejected without giving any reason. r) If there is no technical bid meeting the requirements of the IITs, JIC reserves the right to cancel the tender without giving any reason. s) If the price quoted by bidder differs with the reserved estimated price by more than 10%, then JIC reserves right to reject the bidder. 4.2 Legal dispute Any dispute which may necessitate legal redressal will be restricted to the courts with local limits of Chennai, Tamil Nadu. 4.3 EMD and Performance Security Deposit a) The bidder should enclose an EMD for Rs. 1,50,000/- (Rupees one Lac fifty thousand only) in the form of a Demand Draft drawn in favour of Organizing Chairman, JEE (Advanced), payable at Chennai. This total amount of EMD shall be for the grant of tender as stated herein. The tenders without EMD shall be summarily rejected. The EMD of the unsuccessful bidders shall be returned without any interest after the award of the contract to the successful bidder. The EMD of the successful bidder shall be returned only after signing of contract, without interest. The EMD stands forfeited in case the bidder withdraws or amends its bid after submission of tender document. b) Upon selection, the successful bidder shall submit a performance security deposit of 10% of the total contract value in the form as may be mutually agreed upon by and between the JIC as stated herein in this Tender Document and the successful bidder. The JIC reserve the right for realization of damages arising out of any deficient services over and above any other punitive step/ civil action as it deems fit. 4.4 Compliance and Deviations a) Each page and paper of this tender document shall be signed by the authorized signatory along with the seal to certify that the bidder complies with all the terms and conditions stated in this tender document. b) Any deviations from the scope of work as outlined above should be mentioned clearly with suitable justification by the vendor in a separate sheet under the heading Deviations. This sheet should be included in the technical proposal. If no deviations are mentioned, then it is assumed that the vendor has accepted the scope of work in its entirety as mentioned in the tender document and is bound to deliver the same. 4.5 Payment Terms and Penalty Clauses: a) Only after the successful completion of the work (the "work" will be considered "successful" only after biometric re-verification of 100% reporting at reporting centers for seat allocation), shall the payment to the Service provider be made by the Organizing Institute, IIT Madras. No advance payment shall be made. Payment will be in Indian Rupees. b) The successful bidder has to sign an agreement as set out herein with the JIC being party to such agreement. The agreements should be on non-judicial stamp paper which shall contain penalty clauses related to liquidated damages on account of delays, errors, cost and time overruns etc. c) If the bidder fails to execute the contract, the JIC shall have the liberty to get the work done through any other agency with full cost recoverable from the bidder in addition to damages and penalty. d) Payment will be made only after the Chairmen of all seven zonal IITs give a satisfactory 7

9 performance certificate. e) Final payment to the service provider will be made upon the satisfactory collection and supply of data in proper format and standards to JIC. f) Partial supply of data is not acceptable - completeness of biometric data in all respects will be the sole responsibility of the service provider. Incomplete/unusable data (loss of data of even a single candidate) will result in a penalty of 50% of the total price. g) The service provider will also be evaluated for "services provided" (i.e. strict adherence to operational procedures). In case the services provided are found to be unsatisfactory by IIT representatives, the following penalties will apply: i. 25% of the price corresponding to the examination centers where services are found to be unsatisfactory. ii. 50% of total price corresponding to the reporting centers (i.e. IITs at which report for seat acceptance) where services are found to be unsatisfactory. It is hereby clarified that the terms set out in this Tender Document shall not be a binding contract either on the JIC or on the service provider. Further, after accepting the offer made by the successful bidder, the JIC shall execute an agreement stating the scope of work for the service provider in detail, the events of termination of the agreement/arrangement between the JIC and the service provider, the consequences of such termination and such other terms and conditions as may be required to execute the scope of work set out for the service provider as per this Tender Document. Non-disclosure and confidentiality agreement must be signed by the service provider. It is hereby clarified that the terms set out in the agreement to be executed by and between the JIC and the bidder for the term of entire operation as stated herein shall be binding on all the parties executing the said agreement. The Organizing Chairman JEE (Advanced) 2017 Indian Institute of Technology Madras Chennai (Tamil Nadu) 8

10 Annexure 1: City-wise and Center-wise details of for JEE (Advanced) 2016 IIT Bombay Zone City Name Allotted 1 Panaji Ahmedabad Rajkot Surat Vadodara Mumbai 3207 Navi 2 Mumbai Nagpur Pune Ajmer Jaipur Jodhpur Bhavnagar Bhuj 61 3 Aurangabad Kolhapur Nashik Bhilwara Tonk Barmer 71 1 Pali TOTAL IIT Delhi Zone City Name Alloted 27 Delhi Faridabad Gurgaon Jammu Indore Sikar Udaipur Aligarh Mathura Alwar TOTAL IIT Guwahati Zone City name Alloted 1 Itanagar Guwahati Jorhat Silchar Gaya Katihar Muzaffarpur Patna Imphal Shillong Siliguri TOTAL IIT Roorkee Zone City Actutal Registered 5 Chandigarh Ambala Kurukshetra Panipat Rohtak Palampur Shimla Amritsar Bhatinda Jalandhar Ludhiana Patiala Dehradun Haridwar Roorkee Bareilly Gautam Budh Nagar (Noida) Ghaziabad Meerut Moradabad Varanasi Sonipat TOTAL

11 IIT Kanpur Zone City Name Alloted 6 Bhopal Gwalior Jabalpur Haldwani Agra Allahabad Gorakhpur Jhansi Kanpur Lucknow TOTAL IIT Kharagpur Zone City Alloted 1 Port Blair Visakhapatnam Bhilai Bilaspur Raipur Bokaro Dhanbad Jamshedpur Ranchi Bhubaneswar Rourkela Gangtok 43 1 Agartala Durgapur Kharagpur Kolkata Malda 91 1 Krishnagar TOTAL IIT Madras Zone City Name Alloted 27 Hyderabad Warangal Vijayawada Nellore Bengaluru Mangalore Kochi Kozhikode 2020 Thiruvananthap 5 uram Puducherry Chennai Madurai Tirupati Mysuru Coimbatore Mahabubnagar TOTAL