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Dated: 19 / 01 / 2013
Sealed Tenders are invited for selection of implementing agency for Software Development, Implementation, Training & IT Project Management Unit initially for period of one year for SMS Based Monitoring System through Web Application Software for smooth & timely monitoring of Mid Day Meal (MDM) Scheme in Odisha. Sl# 1 Items Availability of Bid Document in Website www.opepa.in / www.odisha.gov.in Last date of receipt of Bids
(Through Speed Post /Registered post/Courier only. No drop box facility available)
Date & Time From - 21 / 01 / 2013 To 05 / 02 / 2013 up to 03.00 PM 05 / 02 / 2013 up to 03.00 PM 11 / 02 / 2013 at 11.00 AM 11 / 02 / 2013 at 11.00 AM 14 / 02 / 2013 at 03.00 PM
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The tender document can be availed from the Authority by paying Rs. 10,000/- in shape of Bank Draft drawn in favour of State Nodal Officer, MDM, Odisha, payable at Bhubaneswar before the due date as mentioned above. However, the tender document is also downloadable from the website www.opepa.in / www.odisha.gov.in. However, the cost of tender document is required to be deposited in the shape of Bank Draft (only) along with the bid, failing which the bid shall not be accepted.
DISCLAIMER
All information contained in this Request for Proposal (RFP) is in good interest and faith. This is not an agreement and is not an offer or invitation to enter into an agreement of any kind with any party. Adequate care has been taken in the preparation of this RFP document, the interested firms shall satisfy itself that the document is complete in all respects. The information is not intended to be exhaustive. Interested Bidders are required to make their own enquiries and assumptions wherever required. Intimation of discrepancy, if any, should be given to the specified office immediately. If no intimation is received by this office by the date mentioned in the document, it shall be deemed that the RFP document is complete in all respects and firms submitting their bids are satisfied that the RFP Document is complete in all respects. Government of Odisha reserves the right to reject any or all of the applications submitted in response to this RFP document at any stage without assigning any reason whatsoever. Government of Odisha also reserves the right to withhold or withdraw the process at any stage with intimation to all who submitted the RFP application. Government of Odisha reserves the right to change / modify / amend any or all of the provisions of this RFP document. Such changes would be posted on the website www.opepa.in / www.odisha.gov.in. Neither Government of Odisha nor their employees and associates will have any liability to any prospective respondent interested to apply or any other person under the law of contract, to, the principles of restitution or unjust enrichment or otherwise for any loss, expense or damage which may arise from or be incurred or suffered in connection with anything contained in this RFP document, any matter deemed to form part of this RFP document, the award of the assignment, the information and any other information supplied by or on behalf of Government of Odisha or their employees and bidder or otherwise arising in any way from the selection process for the assignment. Information provided in this document or imparted to any respondent as part of the RFP process is confidential to Government of Odisha and shall not be used by the respondent for any other purpose, distributed to, or shared with any other person or organization.
TABLE OF CONTENTS
1 INTRODUCTION ............................................................................................................. 7 1.1 ABOUT MDM ................................................................................................................. 7 1.2 OVERVIEW ..................................................................................................................... 8 1.3 OBJECTIVE .................................................................................................................... 9 2 INVITATION TO PROPOSAL ....................................................................................... 10 2.1 2.2 2.3 2.4 2.5 DUE DILIGENCE ........................................................................................................... 10 COST OF BIDDING ........................................................................................................ 10 AMENDMENT OF TENDER DOCUMENT ............................................................................ 10 COST OF THE RFP DOCUMENT ..................................................................................... 10 SITE VISIT (S) ............................................................................................................... 10
3 INSTRUCTIONS TO BIDDERS ..................................................................................... 11 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 3.9 3.10 3.11 3.12 3.13 3.14 3.15 3.16 3.17 3.18 3.19 3.20 3.21 3.22 3.23 3.24 3.25 3.26 3.27 3.28 3.29 3.30 3.31 3.32 3.33 INTRODUCTION ............................................................................................................. 11 SCOPE OF PROPOSAL .................................................................................................. 11 FORMAT & SIGNING...................................................................................................... 11 SUBMISSION OF RFP - PACKING, SEALING AND MARKING .............................................. 11 NUMBER OF PROPOSALS .............................................................................................. 12 LANGUAGE OF BID ....................................................................................................... 12 CONFLICT OF INTEREST ................................................................................................ 12 VALIDITY OF PROPOSALS ............................................................................................. 12 RIGHT TO ACCEPT PROPOSAL ....................................................................................... 12 PROPOSAL DUE DATE ................................................................................................ 12 LATE SUBMISSION ...................................................................................................... 12 MODIFICATIONS / WITHDRAWAL .................................................................................. 13 BID OPENING ............................................................................................................. 13 FRAUD & CORRUPTION............................................................................................... 13 AMENDMENTS ............................................................................................................ 13 CLARIFICATIONS ........................................................................................................ 14 REJECTION OF BID ..................................................................................................... 14 AUTHENTICATION OF BID ............................................................................................ 14 CONTACT DETAILS ..................................................................................................... 14 ACKNOWLEDGEMENT BY THE BIDDER ......................................................................... 14 EARNEST MONEY DEPOSIT (EMD) .............................................................................. 15 FORFEITURE OF EMD ................................................................................................. 15 EXTENSION OF PERIOD OF VALIDITY ............................................................................ 15 VALIDATION OF INTERLINEATIONS IN BID ..................................................................... 16 ANNOUNCEMENT OF BIDS ........................................................................................... 16 CLARIFICATION OF BIDS ............................................................................................. 16 COMPLETENESS OF BIDS ............................................................................................ 16 RECTIFICATION OF ERRORS ........................................................................................ 16 NOTIFICATION TO BIDDER ........................................................................................... 16 SIGNING OF CONTRACT .............................................................................................. 17 EXPENSES FOR THE CONTRACT .................................................................................. 17 FAILURE TO ABIDE BY THE CONTRACT ......................................................................... 17 PERIOD FOR FURNISHING PERFORMANCE GUARANTEE ................................................ 17
3.34 ANNULMENT OF AWARD ............................................................................................. 17 3.35 DISQUALIFICATIONS ................................................................................................... 18 4 BIDDING PROCEDURE & EVALUATION .................................................................... 18 4.1 PRELIMINARY SCRUTINY ............................................................................................... 18 5 SCOPE OF WORK........................................................................................................ 19 5.1 5.2 5.3 5.4 5.5 5.6 5.7 5.8 5.9 5.10 5.11 PROPOSED SOLUTIONS ................................................................................................ 19 SOLUTION ARCHITECTURE ............................................................................................ 20 IMPLEMENTATION APPROACH & METHODOLOGY............................................................ 21 ONLINE MONITORING APPLICATION ............................................................................... 21 MIS REPORTS.............................................................................................................. 22 IMPLEMENTATION & TRAINING ...................................................................................... 23 TRANSPARENCY PORTAL ............................................................................................. 24 INTEGRATION ............................................................................................................... 24 CALL CENTER .............................................................................................................. 24 IT PROJECT MANAGEMENT UNIT ................................................................................. 24 INFRASTRUCTURE CONSULTANCY ............................................................................... 27
6 GENERAL BID .............................................................................................................. 28 7 TECHNICAL BID........................................................................................................... 30 8 COMMERCIAL BID ....................................................................................................... 31 9 BIDDING PROCEDURE & EVALUATION .................................................................... 32 9.1 PRELIMINARY SCRUTINY ............................................................................................... 32 9.2 TECHNICAL EVALUATION (TOTAL MARKS 100) ........................................................... 32 10 GENERAL TERMS & CONDITIONS ........................................................................... 33 10.1 10.2 10.3 10.4 10.5 10.6 10.7 10.8 10.9 10.10 10.11 10.12 10.13 RELATIONSHIP BETWEEN THE PARTIES ........................................................................ 33 STANDARDS OF PERFORMANCE .................................................................................. 33 DELIVERY AND DOCUMENTS ....................................................................................... 33 INTELLECTUAL PROPERTY RIGHTS .............................................................................. 33 ASSIGNMENT ............................................................................................................. 34 SUSPENSION .............................................................................................................. 34 TERMINATION ............................................................................................................. 34 TAXES AND DUTIES .................................................................................................... 34 LEGAL JURISDICTION ................................................................................................. 34 NOTICE .................................................................................................................... 34 LIMITATIONS OF LIABILITIES ...................................................................................... 35 PROGRESS OF THE ASSIGNMENTS............................................................................. 35 MISCELLANEOUS...................................................................................................... 35
11.1 ANNEXURE-G1 (GENERAL BID LETTER) ...................................................................... 36 11.2 ANNEXURE-G2 (BIDDER COMPANY PROFILE) .............................................................. 38 11.3 ANNEXURE-G3 (STATE OF DEVIATION TERMS & CONDITIONS) ................................... 39 12 PERFORMA & ANNEXURE ....................................................................................... 40 12.1 12.2 12.3 12.4 12.5 12.6 12.7 ANNEXURE-T1 (TECHNICAL BID LETTER) .................................................................... 40 ANNEXURE-T2 (BIDDER COMPANY PROFILE) ............................................................... 42 ANNEXURE-T3 (BIDDER PROJECT PROFILE) ................................................................ 43 ANNEXURE-T4 (STATE OF DEVIATION SCOPE OF WORK) ........................................... 44 ANNEXURE-C1 (BIDDER COMPANY PROFILE) .............................................................. 45 ANNEXURE-C2 (COMMERCIAL DEVIATION) .................................................................. 46 ANNEXURE-C3 (PRICE SCHEDULE) ............................................................................. 47
1 1.1
releasing it to the schools. As observed by the Central Review Mission, due to lack of proper organizational structure for monitoring at Directorate, District, Sub-district and school level, Mid Day Meal Scheme is not so effectively implemented till date. The Review Mission observed that there is a comprehensive and rigorous monitoring mechanism being followed in the State for monitoring of the all education Schemes through Samikshya under which 80 parameters of a school are monitored under SSA. The State Govt. has added 7 parameters for monitoring of Mid day meal scheme as follows. Regularity in serving meals and adherence of weekly menu. Availability of food grains. Availability of cooking cost. Proper storage of food grains and Payment of honorarium to cook-cum-helpers for the last month. Availability of kitchen shed. Availability of kitchen devices. The State Government is monitoring around 57,000 schools through Samikshya every month. The Review Mission recommends that one more parameter i.e. coverage of children may be included as it is an important indicator under Mid Day Meal Scheme. The Review Mission also observed that Online Management Information System (MIS) is not yet established in Odisha for capturing real time data on Mid Day Meal scheme. The data is compiled manually at district level and sub district level. Since Management Information System (with the intervention of IT) is an important management tool for monitoring the implementation of the scheme, the State should take necessary steps immediately for putting in place an effective MIS. If considered appropriate, the State may adopt MIS integrating with IVRS being developed by MHRD. The funds for this purpose may be utilized from MME funds allocated to the State.
1.2
Overview
Mid-Day-Meal Scheme was introduced in Odisha in 1995 for the children studying in Government, Government-aided and local body schools. The objective of this scheme is
To improve the nutritional and health standard of the growing children. To reduce drop-out rate and to increase attendance and to attract poorer children to come to the school. To create supplementary employment opportunities at the village level
To achieve social and national integration. To supplement state efforts towards removal of poverty
Government provides rice to the schools on the basis of student strength reported by the School. The MDM in-charge teacher keeps the following records; Cash Book on fund released and expenditure Stock Register on available Rice and other items Daily consumption on no. of students provided mid day meal every day. Expenditure register fund spent per child. The Dal, Egg, Vegetable and Cooking items are purchased by MDM in-charge teacher in school from MDM fund and the transit register of expenses is maintained on daily basis. In this register the MDM in-charge maintains the Name of school, No of student in class, No of student taking food in monthly basis, Balance, Received amount total amount, Expenditure and Balance and remarks. The Cooks description is also maintained by MDM in charge teacher. In this register the school name, No of Cook, initial amount, fund received, Total amount, Expenditure and balance is maintained. The monthly consolidated Report called Utilization certificate is sent to HQ DIs. The Quality of food provided to students under MDM scheme is strictly checked by the Head Master/Mistress (HM) and MDM in-charge teacher and the menu is pre-decided at the state level.
1.3
Objective
The existing process for data collection are manual and it is error prone as there are so much human intervention & inter dependencies. It is difficult to monitor & evaluation of its impact without an up-to-date reporting on daily basis like; Total beneficiaries for a day (attendance) vs- the consumption happened Attendance vs- enrollment Availability of MDM materials for next day Fund receipt and utilization Payments to the Cook & Helper etc. Statutory compliance report Decision Support MIS as and when it required Also the delay in receiving reports from each and every school affects the consolidation time at sub-district/District/State level resulting for delay reporting and affects to prompt action towards deficiencies in the system. An IT integrated On-line monitoring system may solve the purpose better than the existing manual system to make the scheme effective in the state.
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2.1
Invitation to Proposal
Due Diligence
The Bidder is expected to and shall be deemed to have examined all instructions, forms, terms and specifications and other information in this Tender Document. The bid should be precise, complete and in the prescribed format as per the requirement of the Tender Document. Failure to furnish all information required by the Tender Document or submission of a bid not responsive to the Tender Document in every respect will be at the Bidders risk and may result in rejection of the bid. The Authority shall at its sole discretion be entitled to determine the adequacy / sufficiency of the information provided by the Bidder
2.2
Cost of Bidding
The Bidder will bear all costs associated with the preparation and submission of its bid and the Authority will in no event or circumstance be held responsible or liable for these costs, regardless of the conduct or outcome of the bidding process.
2.3
2.4
2.5
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preparing the bid and entering into the contract. The cost of visiting the site (s) shall be borne by the bidder. No site visit (s) shall be scheduled after the prescribed date for submission of bids.
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3.1
Instructions to Bidders
Introduction
The section aims to provide guidelines/Instructions for Bidders, to be used while submitting the Proposals. These are generic in nature, but bidders are required to abide by them during the currency of the Project.
3.2
Scope of Proposal
Detailed description of the objectives, scope of services and other requirements relating to the job/assignment are as specified in this RFP. The Proposal is required to be submitted in the form and manner as specified in this document.
3.3
3.4
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3.5
Number of Proposals
A bidder can submit one proposal at a time. Bidder submitting more than one proposal shall be rejected.
3.6
Language of Bid
All Proposals and various documents related to these Proposals should be in English Language. All correspondence between the Authority and the Bidders would also be in English Language. Supporting Documents and Printed Literature furnished by the Bidders may be in another Language provided they are accompanied by an accurate translation in English Language.
3.7
Conflict of Interest
The Authority requires that bidder must provide professional, objective and impartial advice and at all times hold the Authority interests paramount, strictly avoid conflicts with other assignments/jobs or their own corporate interests and act without any consideration for future work. In case the Bidders have any subsisting interest, either by themselves or through their partners, that is likely to conflict the work specified in the Scope of Work, they shall declare such interests as part of their proposal.
3.8
Validity of Proposals
The Bids shall remain valid for at least 180 days after the date of bid opening. A bid valid for a shorter period shall be rejected by the Authority as being nonresponsive. During the period of validity of Bids, the rates quoted shall not change.
3.9
will
influence a procurement process or the execution of a contract, to the detriment of the Authority, and includes collusive practices among the bidders (prior to or after Proposal submission) designed to establish bids at artificially high or noncompetitive levels and to deprive the Authority of the benefits of free and open competition; Unfair trade practices means supply of services different from what is ordered on, or change in the Scope of Work which was given by the Authority. Coercive practices means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in the execution of contract. The Authority will reject a proposal for award, if it determines that the bidder recommended for award has engaged in corrupt, fraudulent, unfair trade practices or coercive practices. The Authority will declare a firm ineligible, either indefinitely or for a stated period of time, for awarding the contract, if it at any time determines that the firm has engaged in corrupt, fraudulent, unfair trade and coercive practices in competing for, or in executing, the contract.
3.15 Amendments
At any time prior to deadline for submission of proposal, the Authority may for any reason, modify the RFP. The prospective bidders having received the RFP shall be
S&ME, GoO | SPMU (MDM) | Instructions to Bidders 13
notified of the amendments through e-mail/website and such amendments shall be binding on them.
3.16 Clarifications
During evaluation of the Proposals, the Authority may, at its discretion, ask the bidder for clarifications on their proposal.
or
Agreed to be bound by the undertaking provided by it under and in terms hereof. The Authority shall not be liable for any omission, mistake or error on the part of the Applicant in respect of any of the above or on account of any matter or thing arising out of or concerning or relating to RFP or the Selection Process, including any error or mistake therein or in any information or data given by the Authority.
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3.35 Disqualifications
The Authority may at its sole discretion and at any time during the evaluation of Proposal, disqualify any bidder, if the bidder has: Submitted the Proposal documents after the response deadline Made misleading or false representations in the forms, statements and attachments submitted in proof of the eligibility requirements Submitted a proposal that is not accompanied by required documentation or is non-responsive Failed to provide clarifications related thereto, when sought for Submitted more than one Proposal (comprising of same Prime Applicant individually or in case of a consortium Prime Applicant and Implementation Partner) Been declared ineligible by the Government of India for corrupt and fraudulent practices or blacklisted Submitted a proposal with price adjustment/variation provision.
4.1
Preliminary Scrutiny
The Authority will prepare a list of firms based on the compliance to all the terms and conditions of the tender. The tenders who do not confirm to the tender conditions shall be straight away rejected. All eligible tenders will be considered for further evaluation. The decision of the Authority will be final in this regard. The Commercial Bids of those bidders will be opened, who successfully qualify in the technical bids.
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5
5.1
Scope of Work
Proposed Solutions
It is not feasible to make the Online Reporting using Computer and Internet from school point due to poor/no internet connectivity in the rural areas and due to nonavailability of Computers at schools. There is a need of an efficient system that facilitates field staff (School HM / MDM In-Charge Teacher) to update the details through their mobile from the place of occurrence (school) on daily basis through an SMS Based Monitoring System. The system will push the information to central server and consolidate the data of all location to generate required MIS for different user (State/District/Block) level. The system shall be integrated into the existing systems of the S&ME to fetch the master data.
The objective here is to develop a software application for data updation by sending SMS in standard formats through the simple Mobile Applications. This application will be hosted centrally with a single database with existing Odisha State SMS Gateway. The user will also have option to download the Mobile apps for updating Mid-Day-Meal information through his mobile.
The HM/ Mid day meal in-charge Teacher can send the information at school level on daily basis through SMS to a fixed number in a predefined format by using mobile apps. The data sent through SMS received through Odisha State SMS Gateway / Mobile modem and the information is updated in the centralized database. The SMS gateway will fire alerts to the concerned officials for sending data in wrong format. Similarly information provided in the mobile Apps gets updated and auto consolidated in centralized database. Some of the inherent advantages of this solution are: Rich user experience Ease of use and maintainability Scalable Fast and effective gathering of information. Quick & easy updation of information in centralized database. Easy modification of erroneous data. Auto consolidation Alerts for non-reporting/delay reporting Monitoring becomes easy & transparent
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5.2
5.2.1
Solution Architecture
Process Flow
Reply on SMS or wrong format sending
5.2.2
Requirement Analysis Sl# 1 2 3 4 5 Requirements Volume of SMS Nature of SMS Nature of Activity Frequency of Activity Priority Analysis 70,000 (Incoming) | 7,000 (Outgoing) Unique/BULK Real Time Daily basis Very High
5.2.3
Server Architecture
SMS Gateway
SMS Server-I
Application Server
Mobile Tower
SMS Server-II
Database Server
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5.3
5.3.1
5.3.2
Master Database Creation The existing updated data bases of Schools / Children from e-Shishu & DISE shall be integrated into the system, so that there will be no duplicity & redundancy in the system. The demographic details of Schools, latitude and longitude from GIS system, details of each HM & MDM In-charge teachers with Mobile nos. etc. will be mapped to the system created. Master database will be prepared on District Block /Urban Local Bodies Gram Panchayat /ward Village Primary/Upper Primary/Secondary Schools Officials (Head Master/Mistress, Mid-day meal in-charge) details with Mobile Nos. Monitoring Officers details with Mobile Nos. etc. An Online MDM reporting form to be designed, hosted to the central server & available through web for access by concerned officials to register the mobile number of the school HMs through which SMS will be accepted by the system at central server. If any change in mobile number, then the concern school will send the request to the Administrator through HQ District Inspector of Schools, who will approve the new mobile number into the system database.
5.4
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Once the data is received and validated, then the central database gets updated with the MDM data on that particular date. Mobile based application may be used for data updation. User has to login with their mobile number as user id and password. Through the application concerned teacher of the School will update the details of Mid Day Meal. Schools having Computers and Internet facility for CAL & ICT programme can use this application for uploading daily information on Mid day meal activities. The teacher can install the application his/her android mobile and send information as desired. User can also update the data through the web base system also wherever internet facility is available in a computer using his/her user id & password.
5.5
5.5.1
MIS Reports
Different MIS reports as mentioned below can be generated from the system. General MIS SMS History Report Invalid SMS Report Valid SMS Report SMS Success Rate School Participation Report Month wise Transaction Report (Periodical, within the given range) Deleted SMS Report Till Date SMS Report Daily Status Report SMS Transaction Report School Type Wise Transaction Report Transaction Participation Report School Management Type Wise Report School with gender wise Capacity wise Report FY wise Transaction Comparison Report School wise children consumed MDM Village Wise Data consolidated Report Date Wise Transaction Report Schools Having Children less than 50% for MDM Schools Having Children more than 50% for MDM Schools having more than One SMS per Day Day Wise Status Report
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School Update Status Report District Wise Transaction Report Block Wise Transaction Report 5.5.2 Exceptional Reports Duplicate Mobile Number Report School having no valid SMS School Not Involved in Transaction District Wise Transaction Report Block Wise Transaction Report GP Wise Transaction Report Village Wise Transaction Report District Wise Duplicate School Code Report Schools Having No Mobile Number School having Invalid Mobile Registration School having MDM allotment more than strength of school 5.5.3 Graphical Reports Graphical Analysis of District Wise School Participation Graphical Analysis of Block Wise School Participation Graphical Analysis of GP Wise School Participation Graphical Analysis of Village Wise School Participation Pie Chart representing percentage of school participated Pie Chart representing percentage of school Not participated Pie Chart for Month wise Transaction Comparison Report
5.6
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5.7
Transparency Portal
An exclusive website on Mid Day Meal Scheme in Odisha is to be developed on the Online Monitoring System, where all the reports & information relating to MDM Scheme in Odisha shall be hosted. Different stake holders such as Government of India, Odisha Government, Directorates, Schools & Common Citizens can access the information.
5.8
Integration
The proposed application need to be integrated with State SMS Gateway managed by I.T. Department, Government of Odisha, DISE database of OPEPA to fetch the master & annual data of schools & Child Tracking System (e-Shishu) database of OPEPA to authenticate the student wise beneficiary in the schools. Existing GIS System OPEPA being the implementing society of RTE-SSA in the State has its own Server Room with required HW & Software for carrying the application and its web hosting. The DISE and CTS database can be integrated to MDM application if the monitoring software will be hosted from same server. The existing man-power under MIS, OPEPA from State to Block level may be utilized along with the Programmers placed with DIS for MDM as Master Trainers for training, implementation and handholding of the application at school level.
5.9
Call Center
Approximately 70,000 users (which included Schools, DEO, DI, DPC, BRCC, CRCC, etc) will use the software to update the database on daily basis though the SMS / Mobile Apps. Hence, for effective implementation of the software a separate call center may be set up or the existing call center service of OPEPA (School Student Helpline) or of OCAC (Sanjog Helpline) may be taken to address the issues relating to the functional & usability issue of the software. The implementing agency will provide necessary training to the call center executives and manage the call center for smooth implementation & effective query handling of this application software.
implement the components under the subprojects in a timely and efficient manner, and to help build project management capacity of the Authority. 5.10.1 Responsibility of PMU Handling planning, technical, and financial management, disbursement, and auditing issues arising from implementation of the project activities. Ensuring that effective communication and consultations continue with all stakeholders Monitoring and facilitating full compliance of all components with the implementation and technical requirements of projects Undertaking the monitoring and evaluation of performance indicators and outcomes against the targets Use of ICT as a part of the business process in shifting the focus on technology based business process instead of task. Define processes to ensure consistency and quality of output including using standardized tools for discussions, reporting and monitoring etc. PMU would function as a permanent advisory body to the Directorate by integrating people, processes, data, technology & strategy. Prepare standard frameworks for Technology Standards, change management and maintenance. Assist the Directorate to implement processes for effective management Prepare the framework and templates so that the evolution of the program is objective and consultative. The exact nature of support provided by the PMU would vary over the period of time. However, initially it would be to assist the Directorate in providing direction, prioritization and programme management role. Carries out surveys, studies and site investigations. Generates primary data and updates the findings of the feasibility study Prepares master plans. The implementing agency will set-up the PMU with development of application for SMS based Monitoring System and the PMU would be in existence for one year on turnkey basis at the initial stage till the department own these responsibilities. After one year, the PMU services may be extended on the basis of the requirement & performance of the PMU as well with same terms & conditions without any price hike. The implementing agency will provide the necessary computer desktop / laptop, internet, software licenses to operate the PMU. Department will provide work station & electricity for this purpose. Accordingly the bidder has to quote in the financial bid.
S&ME, GoO | SPMU (MDM) | Scope of Work 25
5.10.2 Constituents of IT PMU As the next step, IT Project Monitoring Unit (IT PMU) will be set up by implementing agency as per the technical resource proposed below; Sl# 01 Member Project Management Consultant Technical Consultant Capacity Building Consultant Qty 1 Qualification & Experience Must be a B. Tech. or equivalent with MBA from premier Institution. Must have 5+ years of work experience out of which 2 years in the IT projects and 3 years in the management consulting domain. Must be a B.Tech / M. Tech / M.Sc. in ECE / IT / CSE from a premier Institution. Must have 5+ years of relevant work experience in the IT projects. Must be a Graduate with MBA from a premier Institution. Must have 5+ years of relevant experience in IT training and capacity building area.
02
03
Provide inputs for project monitoring and implement tools for it Coordinate with S&ME / Government agencies / other stake holders to enhance and speed up the project implementation. Monitor weekly / monthly progress of the project, issue resolution and escalation and submit weekly / monthly project status reports to S&ME. Support in convene meetings and workshops Support S&ME in formal acceptance of deliverables prepared by service providers.
Technical Consultant
Understanding of Function Point Analysis, Entity Relationship Diagrams, Object Oriented Design Pattern, Software Development and Testing Tools
Provide inputs on various technology, standards and their evaluation Assess IT Infrastructure needs, usage and utilization Advise and monitor network, hardware and software installation and configuration including DRC and DC
Draft Technology SLAs and monitoring compliance of the same Audit the application processes and their compliance Management of Vulnerability Assessment, Penetration Testing and Application security
Oversee the compliance and implementation of CM & CB plan as per plan Monitoring of effectiveness of training delivered to the associated Stake Holders Prepare and submit progress reports including identification of problems, causes of potential bottlenecks in Programme implementation w.r.t. capacity building, change management and knowledge management Undertake regular visits to the field to support implementation Appraise project reports w.r.t CB & CM components
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General Bid
The RFP is open to eligible bidders only as per the pre qualification criteria. The following documents shall be submitted in Original in a sealed envelope.
6.1.
Non-refundable Tender Paper cost of Rs.10,000/- in shape of Bank Draft from any scheduled bank drawn in favour of State Nodal Officer, MDM, Odisha, payable at Bhubaneswar.
6.2.
Interest free Earnest Money Deposit (EMD) of Rs. 2,00,000/- in shape of Bank Draft from any scheduled bank drawn in favour of State Nodal Officer, MDM, Odisha, payable at Bhubaneswar. The EMD of successful bidder is liable to be forfeited if the bidder revokes any terms of the tender. EMDs given by unsuccessful bidders will be refunded after placing of work order to the successful bidder.
6.3.
The bidder firm registered under the Company Registered under the Indian Companies Act, 1956, copy of such certificate should be enclosed as a proof.
6.4.
The bidder must be registered with Service Tax Authority. Copy of such certificate should be enclosed as a proof. Firm has also to submit the copy of Service Tax Return at least up to 31st March 2012.
6.5.
The bidder must be registered under Employees Provident Fund (EPF) Authority. Copy of such certificate should be enclosed as a proof along with the latest PF Return document such as PF Register & Deposit Challan.
6.6.
The bidder must be having valid VAT registration. Copy of such certificate should be enclosed as a proof. The firm has also to submit the copy of VAT Clearance Certificate up to 31st March 2012.
6.7. 6.8.
The proof of operating in IT Service in India i.e. the office location must be given. The bidder should have an average annual turnover of at least Rs. 5,00,00,000/- in IT / ITES sector during last three Financial Years ending on 31-Mar-2012 and must submit Income Tax Return as a proof of average annual turnover stated above. Turn over only from Supply & Installation of Computer Hardware will not be considered.
6.9.
The bidder should have successfully Completed / Continuing at least two IT Project Management Units (minimum contract duration of 6 months or more) with minimum project cost of Rs. 25,00,000/- (repeat orders will be considered as one) during last three calendar years ending on 31-Oct-2012 for any State / India Government. Copy of work order from the Government Authority along with completion / continuation certificate from the user Department / Project Authority stating the above criteria should be submitted as a proof.
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6.10.
The bidder should have successfully completed at least two software development projects with minimum project cost of Rs. 30, 00,000/- during last three Financial Years for any State / India Government. Copy of work order for any Government Department along with completion certificate should be submitted as a proof.
6.11.
The bidder should have minimum strength of 50 IT professionals with the company. Copy of the EPF register of previous month along with the deposit challan must be enclosed as a proof.
6.12.
Applicants should not be under a declaration of ineligibility for corrupt and fraudulent practices issued by Government of India / State Governments. A self-declaration certificate on the company letter head should be enclosed.
6.13.
Representative authorization letter in the company letter that he/she is chosen to sign the entire document relating to this RFP and will be present during evaluation & negotiation during the RFP period.
6.14.
Duly filled in & signed annexures as follows, in the company letter head with seal. 6.14.1. Annexure-G1 (General Bid Letter) 6.14.2. Annexure-G2 (Bidder Company Profile) 6.14.3. Annexure-G3 (State of Deviation Terms & Conditions) Important Points (a) In absence of any one of the above, the offer will be treated as nonresponsive and summarily rejected. (b) Relevant documents in support of the above criteria must be enclosed along with the General Bid documents, failing which the bid will liable to be rejected. (c) The Technical Bids of the bidders, nonresponsive in General Bid shall not be considered for evaluation. (d) No supporting document or printed literature shall be submitted with the General Bid proposal unless specifically asked for. (e) The successful bidder have no claim, if the software designed for SMS enabled Mid Day Meal monitoring is integrated to IVRS or any other software in future.
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Technical Bid
The Technical Bids of those bidders will be opened, who are assessed be qualified in General (Pre Qualification) Bid. The following documents shall be submitted in original in a sealed envelope.
Technical bid letter in the company letter head as per Annexure-T1 Bidder Company Profile as per Annexure-T2 Bidder Project Profile of the prominent Government Customer in India as per Annexure-T3
Proposed Methodology, Time Line, Implementation Plan, etc Statement Deviation (if any) for Scope of Work as per Annexure-T4 Documents supports to the technical evaluation given at point no. 9.2 of this RFP. No supporting document or printed literature shall be submitted with the Technical Bid unless specifically asked for.
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Commercial Bid
The Commercial Bids will be opened, in the presence of the Bidders or their representatives, who wish to attend the Commercial Bid opening on the date and time to be communicated to all the technically qualified Bidders. The Commercial Bids of those bidders will be opened, who are assessed be qualified in Technical Bid. The following documents shall be submitted in Original in a sealed envelope.
Bidder Company Profile as per Annexure-C1. Statement of Commercial Deviation (if any) as per Annexure-C2. Price Schedule as per Annexure-C3. Before taking a call on selection of successful bidder and award of contract, the tendering authority is at liberty to go for further negotiation to reduce the price if it is felt unreasonable price. No supporting document or printed literature shall be submitted with the Commercial Bid unless specifically asked for.
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9.1
Preliminary Scrutiny
School & Mass Education Department, Government of Odisha will prepare a list of firms based on the compliance to all the terms and conditions of the tender. The tenders who do not conform to the tender conditions shall be straight away rejected. All eligible tenders will be considered for further evaluation. The decision of School & Mass Education Department, Government of Odisha will be final in this regard.
9.2
(c)
Local Presence in Odisha State for last 3 years. (Proof must be submitted) Bidder should have successfully implemented (in last 3 financial years ending on 31/03/2012) online 150 Lakhs transaction based project in time-bound manner for 100 Lakhs 050 Lakhs any Government Department in India costing; (Project completion certificate stating the above criteria must be 030 Lakhs
submitted for consideration)
(d)
(e)
The bidders experience in Mobile Apps or SMS Base Monitoring System during last three years for any 2 Nos. Government Department in India. (Proof must be 1 No. submitted) Technical Presentation on SMS Based Monitoring System of the Mid Day Meal, Hardware Component, Software Solution, Time factor & Training factor as per the scope defined in this RFP for 30 Minutes.
NB: The prospective bidder may contact the tendering authority to have an idea about the proposed project before submission of tender papers.
40
Project completion certificate should have the project completion date, value of the project, type of project & project duration fulfilling the criteria as under 9.2(c) and contact telephone numbers of the project authority / certificate issuing officer.
Minimum qualifying mark for opening of commercial bid is 70% (70 out of 100). Commercial bid of those bidders will be opened, only which are technically qualified in the technical evaluation. All other commercial bids will be ignored. The bidding process will continue in case of single bidder. In such cases, the committee may negotiate with the commercial bid and will take final decision. The job will be awarded to the L1 (Lowest Quoted Price) bidder among those who have qualified in the Technical Bid evaluation.
S&ME, GoO | SPMU (MDM) | Bidding Procedure & Evaluation 32
10
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10.5 Assignment
The bidder shall not assign the project to any other agency, in whole or in part, to perform its obligation under the Contract, without the Authority prior written consent.
10.6 Suspension
The Authority may, by written notice to bidder, suspend all payments to the bidder hereunder if the bidder fails to perform any of its obligations under this contract including the carrying out of the services, provided that such notice of suspension Shall specify the nature of failure. Shall request the bidder to remedy such failure within a period not exceeding thirty (30) days after receipt by the bidder of such notice of failure.
10.7 Termination
Under this contract, the Authority may, by written notice terminate the bidder in the following. For failing to perform obligations under the contract or if the quality is not up to the specification or in the event of non adherence to time schedule. Termination for Convenience in whole or in part thereof, at any time. The Authority reserves the right to elect: To have any portion completed at the work order and /or the Work Order terms and prices; and /or To cancel the remainder and pay to the agency an agreed amount for partially completed Services. Termination for Insolvency if the bidder becomes bankrupt or otherwise insolvent.
10.10 Notice
Any notice, request or consent required or permitted to be given or made pursuant to this contract shall be in writing. Any such notice, request or consent shall be deemed to have been given or made when delivered in person to an authorized representative of the party to whom the communication is addressed, or when sent to such party at the address mentioned in the Contract Agreement.
S&ME, GoO | SPMU (MDM) | General Terms & Conditions 34
10.13 Miscellaneous
The end product of the work assignment carried out by the bidder, in any form, will be the sole property of the Authority. In the event the bidders company or the concerned Division of the company is taken over / bought over by another company, all the obligations under the agreement with the Authority, shall be passed on the compliance by the new company new division in the negotiation for their transfer.
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11
Request for Proposal (RFP) for selection of implementing agency for Software Development, Implementation, Training & IT Project Management Unit initially for a period of one year for SMS Based Monitoring System through Web Application Software for smooth & timely monitoring of Mid Day Meal (MDM) Scheme in Odisha.
Dear Madam/Sir, 1. With reference to your request of proposal document no. ____________, Dated: ___/___/_____, I/we, have examined the bid documents and understood the contents, hereby submit my/our proposal for the aforesaid project. The proposal is unconditional and unqualified. 2. All information provided in the proposal and appendices are true and correct. 3. This statement is made for the expressed purpose of qualifying as a bidder for undertaking the project. 4. I/We shall make available to the tendering authority for any additional information it may find necessary or require to supplement or authenticate the bid. 5. I/We acknowledge the right of tendering authority to reject our proposal without assigning any reason or otherwise and hereby waive our right to challenge the same on any account whatsoever. 6. I/We certify that in the last three years, we have neither failed to perform on any contract, as evidenced by imposition of a penalty or a judicial pronouncement or arbitration award, nor been expelled from any project or contract nor have had any contract terminated for breach on our part. 7. I/We declare that: (i) I/We have examined and have no reservations to the RFP Documents, including any addendum issued by the tending authority. (ii) I/We hereby certify that we have taken steps to ensure that, no person acting for us or on our behalf have engaged or will engage in any corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice. 8. I/We declare that we are not a member of any other firm submitting a proposal for this project. 9. I/We certify that in regard to matters other than security and integrity of the country, we have not been convicted by a Court of Law or indicted or adverse orders passed by a regulatory authority which could cast a doubt on our ability to undertake the Project or which relates to a grave offence that outrages the moral sense of the community.
36
10. I/We further certify that in regard to matters relating to security and integrity of the country, we have not been charge-sheeted by any agency of the Government or convicted by a Court of Law for any offence committed by us or by any of our Associates. 11. I/We further certify that no investigation by a regulatory authority is pending either against us or against our associates or against our CEO or any of our Directors. 12. In the event of my/ our being declared as the successful, I/We agree to enter into an agreement in accordance with the draft that has been provided to in the RFP document. We agree not to seek any changes in the aforesaid draft and agree to abide by the same. 13. The fee has been quoted by me/us after taking into consideration all the terms and conditions Stated in the RFP. 14. I/We agree and understand that the Proposal is subject to the provisions of the RFP documents. In no case, I/We shall have any claim or right of whatsoever nature if the project is not awarded to me/us or our proposal is not opened. 15. I/We agree to keep this offer valid for 180 days from the proposal due date specified in the RFP. 16. I/We agree and undertake to abide by all the terms and conditions of the RFP document. In witness thereof, I/we submit this Proposal under and in accordance with the terms of the RFP document. 17. All the information / document submitted for the RFP is true & best of our knowledge. Any discrepancy found, we shall be held responsible for this.
Yours faithfully,
37
Name of the Firm/Company Full Address of the Company Year Established Telephone Number Fax Number E-mail Address Website Sectors in which the company / firm has provided services to Government Authorities in India No. of full time personnel currently under employment No. of years of presence in Odisha FY 2011-12 2010-11 2009-10 Name Designation Mobile Office E-mail Turn Over (Rs.) Technical Non-Technical
Annual Turnover
Dear Madam/Sir, Following are the deviations and variations from the Terms & Conditions. These deviations and variations are exhaustive. Except these deviations and variations, the entire work shall be performed as per your specifications and documents. Clause No. Page No. Statement of deviations and variations from Terms & Conditions
SL#
Section
Request for Proposal (RFP) for selection of implementing agency for Software Development, Implementation, Training & IT Project Management Unit initially for a period of one year for SMS Based Monitoring System through Web Application Software for smooth & timely monitoring of Mid Day Meal (MDM) Scheme in Odisha.
Dear Madam/Sir, 1. With reference to your request of proposal document no. ____________, Dated: ___/___/_____, I/we, have examined the bid documents and understood the contents, hereby submit my/our proposal for the aforesaid project. The proposal is unconditional and unqualified. 2. All information provided in the proposal and appendices are true and correct. 3. This statement is made for the expressed purpose of qualifying as a bidder for undertaking the Project. 4. I/We shall make available to the tendering authority for any additional information it may find necessary or require to supplement or authenticate the bid. 5. I/We acknowledge the right of tendering authority to reject our proposal without assigning any reason or otherwise and hereby waive our right to challenge the same on any account whatsoever. 6. I/We certify that in the last three years, we have neither failed to perform on any contract, as evidenced by imposition of a penalty or a judicial pronouncement or arbitration award, nor been expelled from any project or contract nor have had any contract terminated for breach on our part. 7. I/We declare that: (iii) I/We have examined and have no reservations to the RFP Documents, including any addendum issued by the tending authority. (iv) I/We hereby certify that we have taken steps to ensure that, no person acting for us or on our behalf has engaged or will engage in any corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice. 8. I/We declare that we are not a member of any other firm submitting a proposal for this project. 9. I/We certify that in regard to matters other than security and integrity of the country, we have not been convicted by a Court of Law or indicted or adverse orders passed by a regulatory authority which could cast a doubt on our ability to undertake the Project or which relates to a grave offence that outrages the moral sense of the community.
S&ME, GoO | SPMU (MDM) | Performa & Annexure 40
10. I/We further certify that in regard to matters relating to security and integrity of the country, we have not been charge-sheeted by any agency of the Government or convicted by a Court of Law for any offence committed by us or by any of our Associates. 11. I/We further certify that no investigation by a regulatory authority is pending either against us or against our associates or against our CEO or any of our Directors. 12. In the event of my/ our being declared as the successful, I/We agree to enter into an agreement in accordance with the draft that has been provided to in the RFP document. We agree not to seek any changes in the aforesaid draft and agree to abide by the same. 13. The fee has been quoted by me/us after taking into consideration all the terms and conditions Stated in the RFP. 14. I/We undertake to provide Performance Security of 10% of the order value in case the contract is being awarded to us. 15. I/We agree and understand that the Proposal is subject to the provisions of the RFP documents. In no case, I/We shall have any claim or right of whatsoever nature if the project is not awarded to me/us or our proposal is not opened. 16. I/We agree to keep this offer valid for 180 days from the proposal due date specified in the RFP. 17. I/We agree and undertake to abide by all the terms and conditions of the RFP document. In witness thereof, I/we submit this Proposal under and in accordance with the terms of the RFP document.
Yours faithfully,
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Name of the Firm/Company Full Address of the Company Year Established Telephone Number Fax Number E-mail Address Website Sectors in which the company / firm has provided services to Government Departments in India No. of full time personnel currently under employment No. of years of presence in India FY 2011-12 2010-11 2009-10 Name Designation Mobile Office E-mail Turn Over (Rs.) Technical Non-Technical
Annual Turnover
SL#
Client Name
Project Name
Copy of Work Order & Completion Certificate must be attached with this Annexure.
SL#
Section
Name of the Firm/Company Full Address of the Company Year Established Telephone Number Fax Number E-mail Address Website Sectors in which the company / firm has provided services to Government Departments in India No. of full time personnel currently under employment No. of years of presence in India FY 2011-12 2010-11 2009-10 Name Designation Mobile Office E-mail Turn Over (Rs.) Technical Non-Technical
Annual Turnover
SL#
Section
Request for Proposal (RFP) for selection of implementing agency for Software Development, Implementation, Training & IT Project Management Unit initially for a period of one year for SMS Based Monitoring System through Web Application Software for smooth & timely monitoring of Mid Day Meal (MDM) Scheme in Odisha.
Dear Madam/Sir, We, the undersigned, offer to provide above service in accordance with your RFP. Our commercial proposal for project is given as below;
Sl# Items Onetime Design, Development, Integration, Portal, MIS Reports, Implementation, Handholding & Capacity building cost including third party software of SMS Base Monitoring System through Web Application Software as per the scope defined in the RFP Annual Maintenance of the Application Software for one year. Setting & Operationalisation of IT PMU for SMS base monitoring system, management, generation data, etc at State Level for as per the constituents specified in the RFP. Infrastructure Consultancy as per the scope defined in the RFP. Call Center Management Unit Rate in Rs. (Including Tax) Current Rate & Type of Tax Qty Total Cost
One Time
Year
Month
12
4 5
Month Month
12 12
Our commercial proposal shall be binding upon us subject to any modifications resulting from contract negotiations, up to the expiration of the validity period of the proposal, i.e. 180 (days). We undertake in competing for and, if the award is made to us, in executing the above services, we will strongly observe the laws against fraud and corruption to force in India namely Prevention of Corruption Act 1988. We understand that you are not bound to accept any proposal you receive. Yours faithfully, (Authorized signatory) Date: Name: Designation:
S&ME, GoO | SPMU (MDM) | Performa & Annexure 47