RFP Office Automation 24sep15 0

INDIAN NAVY
IMPLEMENTATION
OF PAPERLESS
OFFICE SOLUTION
FOR INDIAN NAVY
REQUEST FOR PROPOSAL
Directorate of Information Technology

Room No – 128, ‘C’ Wing, Sena Bhawan
Integrated Headquarters of Ministry of Defence (Navy)
New Delhi – 110 011
TABLE OF CONTENTS
Contents
TABLE OF CONTENTS .................................................................................................. 2

INTRODUCTION ............................................................................................................. 1
5. Pre-Bid Vendor Conference ............................................................................... 2
PART I – GENERAL INFORMATION ............................................................................. 3
1. Last Date and Time for Depositing the Bids ....................................................... 3
2. Manner of Depositing the Bids ........................................................................... 3
3. Time and Date for Opening of Bids .................................................................... 3
4. Place of Opening of Bids .................................................................................... 3
6. Forwarding of Bids ............................................................................................. 3
7. Clarification Regarding Contents of the RFP ..................................................... 3
8. Modification and Withdrawal of Bids .................................................................. 4
9. Clarification Regarding Contents of Bids ............................................................ 4
10. Rejection of Bids ................................................................................................ 4
11. Validity of Bids.................................................................................................... 4
12. Earnest Money Deposit ...................................................................................... 4
13. Cost of Bid.......................................................................................................... 5
PART II – ESSENTIAL DETAILS OF ITEMS AND SERVICES REQUIRED .................. 6
Technical Details ......................................................................................................... 6
(k) Requirement of Training / On- Job Training ....................................................... 6
(m) Acceptance ........................................................................................................ 7
(n) Requirement of Technical Documentation ......................................................... 7
3. Delivery Period ................................................................................................... 7
PART III – STANDARD CONDITIONS OF RFP ............................................................. 9
1. Law .................................................................................................................... 9
2. Effective Date of the Contract ............................................................................ 9
3. Arbitration ........................................................................................................... 9
4. Penalty for Use of Undue Influence.................................................................... 9
5. Agents/ Agency Commission ........................................................................... 10
6. Access to Books of Accounts ........................................................................... 10
7. Non-Disclosure of Contract Documents ........................................................... 10
8. Liquidated Damages ........................................................................................ 10
9. Termination of Contract .................................................................................... 11
10. Notices ............................................................................................................. 12
11. Transfer and Sub-letting ................................................................................... 12
12. Patents and Other Property Rights .................................................................. 12
13. Amendments .................................................................................................... 12
14. Taxes and Duties ............................................................................................. 13
PART IV – SPECIAL CONDITIONS OF RFP ............................................................... 17
1. Performance Guarantee ................................................................................... 17
2. Repeat Order Clause ....................................................................................... 17
3. Tolerance Clause ............................................................................................. 17
4. Change Orders/ Alteration/ Variation. .............................................................. 17
5. Change Order .................................................................................................. 18
10. Procedures for Change Order .......................................................................... 18
16. Conditions for Extra Work/ Change Order ........................................................ 20
17. Payment Terms ................................................................................................ 20
18. Advance Payments .......................................................................................... 21
19. Paying Authority ............................................................................................... 21
20. Risk & Expense Clause .................................................................................... 22
21. Force Majeure .................................................................................................. 22
22. Specification ..................................................................................................... 23
23. OEM Certificate ................................................................................................ 23
24. Quality .............................................................................................................. 23
25. Quality Assurance ............................................................................................ 24
26. Inspection Authority .......................................................................................... 24
27. Warranty .......................................................................................................... 24
28. Product Support ............................................................................................... 24
29. Annual Maintenance Contract Clause .............................................................. 25
PART V – EVALUATION CRITERIA & PRICE BID ISSUES ....................................... 27
1. Evaluation Criteria ............................................................................................ 27
2. Price Bid Format .............................................................................................. 28
Appendix 'A' - EMD Bank Guarantee Format ............................................................ 29
Appendix 'B' - Scope of Paperless Office Solution for Indian Navy ....................... 30
Introduction ................................................................................................................ 30
Existing Process - Documents/ File Transactions at IHQ MOD (N) ........................... 31
Proposed Solution ..................................................................................................... 33
Scope of Work ........................................................................................................... 33
Scope of Work – Latter Phases ................................................................................. 42
Annexure I to Appendix ‘B’ – Implementation Schedule ......................................... 43
Part I – Applications/ Software Development for Common Functionalities &
Customisation ............................................................................................................ 43
Part II – Roll out in all Directorates ............................................................................ 45
Part III -Acceptance of Project ................................................................................... 46
Annexure II of Appendix ‘B’ - Methodology For Execution ..................................... 47
Annexure III of Appendix ‘B’ - Methodology For Scanning Documents ................. 53
Annexure IV of Appendix ‘B’ - End To End Security Features ................................ 55
Appendix ‘C’ - Technical Qualitative Requirement................................................... 56
Annexure I of Appendix ‘C’ - Specification For Paperless Office Solution ............ 58
Annexure II of Appendix ‘C’ - Vendor Selection Criteria........................................ 115
Appendix 'D' - Undertaking for Handing Over IPR ................................................. 122
Appendix ‘E’ - Certificate: Terms And Conditions ................................................. 123
Appendix ‘F’ - Confidentiality Certificate ................................................................ 124
Appendix ‘G’ - Certificate of Compliance to Decisions by TEC & PNC ................ 125
Appendix ‘H’ - Guidelines for ATP of Application Software .................................. 126
Annexure I to Appendix ‘H’ - Certificate on Successful Completion of ATP ....... 127
Appendix ‘J’ - Service Level Agreement for Support ............................................. 128
Appendix - 'K' - Price Bid Format............................................................................. 132
INTRODUCTION
INVITATION OF BIDS FOR IMPLEMENTATION OF PAPERLESS OFFICE

SOLUTION FOR INDIAN NAVY
Request for Proposal (RFP) No. IT/0631/31 dated – 24 Sep 15
1. Bids under two - bid system i.e. Technical Bid and Commercial Bid to be
submitted in separate sealed covers are invited for 'Implementation of Paperless Office
Solution for Indian Navy’ as per details at enclosures. Please superscribe the above
mentioned Title, RFP number and date of opening of the Bids on the two sealed covers
to avoid the Bid being declared invalid.
2. The address and contact numbers for sending Bids or seeking clarifications
regarding this RFP are given below:-
(a) Bids/ queries to be addressed to:-
Directorate of Information Technology (DIT)

Room No – 128, ‘C’ Wing, Sena Bhavan
New Delhi - 110011
(b) Postal address for sending the Bids:-

New Delhi - 110011
(c) Name/designation of the contact personnel: Joint Director Information

Technology (Software)
(d) Telephone numbers of the contact personnel: +91-11-23010523
(e) E-mail ids of contact personnel: dit-navy@nic.in
(f) Fax number: +91-11-23010612
3. This RFP is divided into five Parts as follows :-
(a) Part I – Contains General Information and Instructions for the Bidders about
the RFP such as the time, place of submission and opening of tenders, Validity
period of tenders etc.
This document is intended solely for the use of the individuals or entities participating in bid process. Any use, dissemination,
forwarding, printing or copying of this document without prior permission of DIT, Indian Navy is strictly prohibited.
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(b) Part II – Contains Essential details of the application and services required,
such as the Schedule of Requirements (SOR), Technical Specifications, Delivery
Period, Mode of Delivery and Consignee details.
(c) Part III – Contains Standard Conditions of RFP, which will form part of the
Contract with the successful Bidder.
(d) Part IV – Contains Special Conditions applicable to this RFP and which will
also form part of the contract with the successful Bidder.
(e) Part V – Contains Evaluation Criteria and Format for Price Bids.
4. This RFP is being issued with no financial commitment and the Buyer reserves
the right to change or vary any part thereof at any stage. Buyer also reserves the right to
withdraw the RFP, should it become necessary at any stage.
5. Pre-Bid Vendor Conference. A pre-bid conference will be held at ‘C’ Wing, Sena
Bhavan, IHQ MoD(N)/DIT, New Delhi at 1500 Hrs on 08 Oct 15. In order to obtain the
requisite security clearance, the vendors are to forward the following information with
regard to the participants (maximum 02 representatives per vendor). The information is
to be forwarded at-least one day prior to the Pre-Bid Conference date.
(a) Name, Nationality, Age, Address and Contact Nos.

(b) Any other information relevant to the subject.
6. The aforesaid information is to be forwarded to JDIT (SW) by 1800 Hrs (One day
prior to pre-bid conference date) either through e-mail (dit-navy@nic.in) or to Room No.
127- B, First Floor, 'C' – Wing, Sena Bhavan, New Delhi - 110011. He can also be
contacted on telephone Nos +91-11-23010523 or Fax no +91-11-23010612.
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PART I – GENERAL INFORMATION
1. Last Date and Time for Depositing the Bids. 10 Nov 15/1400 Hrs. Both
Technical and Commercial bids will be submitted in separate sealed envelopes
marked ‘Technical Offer’ and ‘Commercial Offer’ respectively by the due date and time.
The responsibility to ensure this lies with the Bidder.
2. Manner of Depositing the Bids. Separate sealed Bids should be dropped in the
Tender Box marked as “Implementation Of Paperless Office Solution for Indian Navy”
so as to reach by the due date and time. Late tenders will not be considered. No
responsibility will be taken for postal delay, non-delivery or non-receipt of Bid documents.
Bids sent by Fax or e-mail will not be considered.
3. Time and Date for Opening of Bids. 10 Nov 15/ 1500 Hrs. (If due to any exigency,
the due date for opening of the Bids is declared a closed holiday, the Bids will be opened
on the next working day at the same time or on any other day/time, as intimated bythe
Buyer).
4. Location of the Tender Box. Gate No.1, Sena Bhavan, New Delhi - 110011. Only
those Bids that are found in the tender box marked as per Para 2 above will be opened.
Bids dropped in wrong Tender Box will be rendered invalid.
4. Place of Opening of Bids. Directorate of Information Technology, Room

No.127B, ‘C’ Wing, Sena Bhavan, New Delhi – 110 011. Interested bidders may depute
their representatives, duly authorised in writing, to attend the opening of Bids on the
due date and time. Technical bids of all bidders will be opened in the presence of the
representatives of firms present. This event will not be postponed due to non-presence
of your representative.
5. Two-Bid System. Only the Technical Bid would be opened on the time and date
mentioned above. Date of opening of the Commercial Bids will be intimated to all qualified
firms after acceptance and evaluation of Technical Bids. Commercial Bids of only those
firms will be opened on the subsequent date, whose Technical Bids are found compliant
after technical evaluation is done by the Buyer.
6. Forwarding of Bids. Bids should be forwarded by Bidders under their original

memo or letter pad inter alia furnishing details like TIN number, VAT/CST number, Bank
address with NEFT Account details, etc and complete postal address, telephone number
of contact persons and e-mail address of their office. Also only the original document of
the tender with seal will be used for submission of bids, in case vendors submit in any
other format the bids will be rejected.
7. Clarification Regarding Contents of the RFP. A prospective bidder who requires

clarification regarding the contents of the RFP shall notify to the Buyer in writing about
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the clarifications sought, prior to the date of pre-Bid meeting. Copies of the query and
clarification by the buyer will be discussed during the pre-bid meeting and minutes of the
meeting will be hosted as corrigendum on the Internet. Any clarification requested after
pre-bid meeting will not be considered.
8. Modification and Withdrawal of Bids. A bidder may modify or withdraw his bid
after submission, provided that the written notice of modification or withdrawal is received
by the Buyer prior to deadline prescribed for submission of bids. A withdrawal notice may
be sent by fax but it should be followed by a signed confirmation copy to be sent by post
and such signed confirmation should reach the purchaser not later than the last date for
submission of bids. No bid shall be modified after the deadline for submission of bids. No
bid may be withdrawn in the interval between the deadline for submission of bids and
expiration of the period of bid validity specified. Withdrawal of a bid during this period will
result in Bidder’s forfeiture of bid security.
9. Clarification Regarding Contents of Bids. During evaluation and comparison of

bids, the Buyer may, at its discretion, ask the bidder for clarification of his bid. The request
for clarification will be given in writing and no change in prices or substance of the bid will
be sought, offered or permitted. No post-bid clarification on the initiative of the bidder will
be entertained.
10. Rejection of Bids. Canvassing by the Bidder in any form, unsolicited letter and
post tender correction may invoke summary rejection with forfeiture of EMD. Conditional
tenders will be rejected.
11. Validity of Bids. The Bids should remain valid for a minimum period of six
months from the last date of submission of the Bids.
12. Earnest Money Deposit. Bidders are required to submit Earnest Money Deposit
(EMD) payable to PCDA(N), Mumbai for an amount of ₹ 10,00,000/- (Rupees Ten Lakhs
only) along with their bid. In case EMD is not found attached with the Technical Bid, the
bids are liable for rejection. The EMD may be submitted in the form of an Account Payee
Demand Draft, Fixed Deposit Receipt, Banker's Cheque or Bank Guarantee from any of
the public sector banks or a private sector bank authorised to conduct government
business as per Form DPM-13 (also placed at Appendix ‘A’). EMD is to remain valid for
a period of 60 days beyond the final bid validity period. EMD of the unsuccessful bidders
will be returned to them at the earliest after expiry of the final bid validity and latest on or
before the 30th day after the award of the contract. EMD of unsuccessful vendors may be
collected by hand post determination of L1 bidder. Balance EMDs will be dispatched by
post. The Bid Security of the successful bidder would be returned, without any interest
whatsoever, after the receipt of Performance Security from them as called for in the
contract. EMD is not required to be submitted by those Bidders who are registered with
the Central Purchase Organization (e.g. DGS&D), National Small Industries Corporation
(NSIC) or any Department of MoD or MoD itself. The EMD will be forfeited if the bidder
withdraws, amends, impairs or derogates from the tender in any respect within the validity
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period of their tender. Bids received without EMD or certificate of valid registration with
the authorities mentioned above will be rejected.
13. Cost of Bid. Tender fee is set at ₹ 500.00 (Rupees Five Hundred only) and can be
submitted in the form of in the form of Account Payee Demand Draft, Fixed Deposit
Receipt or Banker's Cheque made payable to PCDA (N), Mumbai. Bidders downloading
the tender document from the website must submit the cost of tender document along
with the Technical Bid.
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PART II – ESSENTIAL DETAILS OF ITEMS AND SERVICES REQUIRED
1. Schedule of Requirements. List of items/ services required are as per

Appendices as mentioned below.
Technical Details
(a) Appendix ‘B’. Scope of the project.
(i) Annexure-I - Implementation Schedule.

(ii) Annexure-II - Envisaged methodology for execution of software
package.
(iii) Annexure III - Document Capture Details
(iv) Annexure-IV - Security Features.
(b) Appendix ‘C’. Technical Qualitative Requirement.
(i) Annexure I - Software / Application Requirements.

(ii) Annexure-II - Vendor Selection Criteria.
(c) Appendix ‘D’ - IPR.
(d) Appendix ‘E’ - Certificate on Terms and conditions.
(e) Appendix ‘F’ - Confidentiality certificate.
(f) Appendix ‘G’ - Certificate of Compliance to Decisions by TEC and PNC.
(g) Appendix ‘H’ - Procedure and guidelines for Acceptance Testing

Procedure (ATP) of Application Software.
(h) Appendix ‘J’ -Warranty Support & AMC.
(j) Technical Details with Technical Parameters. List of items/ services

required are as per Appendix ‘B’.
(k) Requirement of Training / On- Job Training. The Bidder is responsible

to provide a minimum of 3 days Training to at least 500 users comprising Officers,
sailors and civilian personnel of IHQ MoD (Navy) at Sena Bhavan in convenient
batch sizes during the roll out phase on the usage of the implemented solution.
Successful Bidder has to provide Training tools and material, space will be
provided by the Indian Navy. The training will be basically on user management,
System administration, and exploitation of application package software.
Additionally, 05 personnel of DIT will be trained on system administration,
database administration and API documentation and exploitation. The users
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training will be conducted as per the schedule worked out mutually between the
Buyer and the Seller after completion of Final Release during the roll out phase.
Modalities of training schedule will be submitted along with the technical bid.
(l) Requirement of Installation / Commissioning. Refer Appendix ‘B’.
(m) Acceptance. Delivery of the Application Software and other deliverables

will be at DIT / IHQ MoD(N), New Delhi. The system will be subjected to detailed
Acceptance Testing Procedure (ATP) to test individual components before and
after successful integration at IHQ MoD(N). The VENDOR and Project
Implementation Team (PIT), will work out the details of testing jointly. The PIT will
issue a Product Acceptance Certificate as per Annexure I to Appendix ‘H’ on
successful liquidation of observed anomalies.
(n) Requirement of Technical Documentation. Soft Copy and hard bound

booklets of installation, usage, maintenance and troubleshooting guides will be
supplied by the VENDOR within 30 days after completion of the project.
2. Two-Bid System. Bidders are required to furnish clause by clause compliance

of specifications bringing out clearly the deviations from specification, if any. The Bidders
are advised to submit the compliance statement in the format of Technical Bid placed at
Appendix ‘B’ and it’s Annexures. Additional sheets, brochures of the items being
supplied and any other technical documents duly linked with the serial number of
technical QR will be submitted along with Technical Bid by the bidder duly stamped and
signed. All relevant certificates which are valid will be submitted duly certified.
3. Delivery Period. Details of project implementation are as under:-
(a) Proposed Implementation Schedule for the project is given at Annexure I

to Appendix ‘B’ but vendors are at liberty to complete the project earlier, but not
later than time frame specified herein.
(b) The deliverables for the application software mentioned herein for each
Stage/ iteration as applicable will be delivered by the vendor as per the schedule
given at Annexure II to Appendix ‘B’.
Note:- Please note that Contract can be cancelled unilaterally by the Buyer in case
items are not received within the contracted delivery period. Extension of
contracted delivery period will be at the sole discretion of the Buyer, with
applicability of LD clause.
4. Consignee Details.
The Principal Director

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New Delhi - 110011
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PART III – STANDARD CONDITIONS OF RFP
The Bidder is required to give confirmation of their acceptance of the Standard

Conditions of the Request for Proposal mentioned below which will automatically be
considered as part of the Contract concluded with the successful Bidder (i.e. Seller in the
Contract) as selected by the Buyer. Failure to do so may result in rejection of the Bid
submitted by the Bidder.
1. Law. The Contract shall be considered and made in accordance with the laws of
the Republic of India. The contract shall be governed by and interpreted in accordance
with the laws of the Republic of India.
2. Effective Date of the Contract. The contract shall come into effect on the date
of signatures of both the parties on the contract (Effective Date) and shall remain valid for
a period of four years or until the completion of the obligations of the parties under the
contract, whichever is later. The deliveries and supplies and performance of the services
shall commence from the effective date of the contract.
3. Arbitration. All disputes or differences arising out of or in connection with the

Contract shall be settled by bilateral discussions. Any dispute, disagreement or question
arising out of or relating to the Contract or relating to construction or performance, which
cannot be settled amicably, may be resolved through arbitration. The standard clause of
arbitration is as per Forms DPM-7 (Available in MoD website and can be provided on
request).
4. Penalty for Use of Undue Influence. The Seller undertakes that he has not
given, offered or promised to give, directly or indirectly, any gift, consideration, reward,
commission, fees, brokerage or inducement to any person in service of the Buyer or
otherwise in procuring the Contracts or forbearing to do or for having done or forborne to
do any act in relation to the obtaining or execution of the present Contract or any other
Contract with the Government of India for showing or forbearing to show favour or
disfavour to any person in relation to the present Contract or any other Contract with the
Government of India. Any breach of the aforesaid undertaking by the Seller or any one
employed by him or acting on his behalf (whether with or without the knowledge of the
Seller) or the commission of any offers by the Seller or anyone employed by him or acting
on his behalf, as defined in Chapter IX of the Indian Penal Code, 1860 or the Prevention
of Corruption Act, 1986 or any other Act enacted for the prevention of corruption shall
entitle the Buyer to cancel the contract and all or any other contracts with the Seller and
recover from the Seller the amount of any loss arising from such cancellation. A decision
of the Buyer or his nominee to the effect that a breach of the undertaking had been
committed shall be final and binding on the Seller. Giving or offering of any gift, bribe or
inducement or any attempt at any such act on behalf of the Seller towards any
officer/employee of the Buyer or to any other person in a position to influence any
officer/employee of the Buyer for showing any favour in relation to this or any other
contract, shall render the Seller to such liability/ penalty as the Buyer may deem proper,
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including but not limited to termination of the contract, imposition of penal damages,
forfeiture of the Bank Guarantee and refund of the amounts paid by the Buyer.
5. Agents/ Agency Commission. The Seller confirms and declares to the Buyer
that the Seller is the original manufacturer of the stores/provider of the services referred
to in this Contract and has not engaged any individual or firm, whether Indian or foreign
whatsoever, to intercede, facilitate or in any way to recommend to the Government of
India or any of its functionaries, whether officially or unofficially, to the award of the
contract to the Seller; nor has any amount been paid, promised or intended to be paid to
any such individual or firm in respect of any such intercession, facilitation or
recommendation. The Seller agrees that if it is established at any time to the satisfaction
of the Buyer that the present declaration is in any way incorrect or if at a later stage it is
discovered by the Buyer that the Seller has engaged any such individual/firm, and paid
or intended to pay any amount, gift, reward, fees, commission or consideration to such
person, party, firm or institution, whether before or after the signing of this contract, the
Seller will be liable to refund that amount to the Buyer. The Seller will also be debarred
from entering into any supply Contract with the Government of India for a minimum period
of five years. The Buyer will also have a right to consider cancellation of the Contract
either wholly or in part, without any entitlement or compensation to the Seller who shall in
such an event be liable to refund all payments made by the Buyer in terms of the Contract
along with interest at the rate of 2% per annum above LIBOR rate. The Buyer will also
have the right to recover any such amount from any contracts concluded earlier with the
Government of India.
6. Access to Books of Accounts. In case it is found to the satisfaction of the Buyer

that the Seller has engaged an Agent or paid commission or influenced any person to
obtain the contract as described in clauses relating to Agents/ Agency Commission and
penalty for use of undue influence, the Seller, on a specific request of the Buyer, shall
provide necessary information/ inspection of the relevant financial documents/
information.
7. Non-Disclosure of Contract Documents. Except with the written consent of the

Buyer/ Seller, other party shall not disclose the contract or any provision, specification,
plan, design, pattern, sample or information thereof to any third party. A certificate as
given in Appendix ‘F’ to this RFP has to be attached along with the bids, duly signed by
the bidder with company seal.
8. Liquidated Damages. In the event of the Seller’s failure to submit the Bonds,
Guarantees and Documents, supply the stores/ goods and conduct trials, installation of
equipment, training, etc as specified in this contract, the Buyer may, at his discretion,
withhold any payment until the completion of the contract. The Buyer may also deduct
from the Seller as agreed, liquidated damages to the sum of 0.5% of the contract price of
the delayed/ undelivered stores/ services mentioned above for every week of delay or
part of a week, subject to the maximum value of the Liquidated Damages being not higher
than 10% of the value of delayed stores. The Buyer will have the right to terminate the
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Supply Order in case of such delay beyond 10 weeks and the Buyer will have the option
to buy the software or application developed and hardware from the market at the Sellers
risk and cost. The mode and method of such risk purchase would be at the total discretion
of the Buyer.
(a) Calculation of Liquidated Damages. Liquidated Damages as mentioned

above, shall be calculated and shall be deducted out of the payments due to the
Seller, for failure to complete the project/ phase in full. Liquidated Damages at the
rate of point five percent (0.5%) of the total project/ phase (as applicable) cost for
each complete week or part thereof, of delay up to a maximum of ten percent (10%)
of the total project Cost. Deductions against 10% Performance Bank Guarantee
shall be applicable in case of inordinate delays on part of the Seller in delivery of
application software.
(b) Method of Payment of Liquidated Damages. The amount charged as

liquidated damages shall be deducted by the Buyer from the amount due for
payment to the Seller. If the amount of such liquidated damages exceeds the
payments due to the Seller, he shall within 30 (thirty) days make payment to the
Buyer in FULL and FINAL settlement of claims, failing which the Performance Bank
Guarantee will be encashed to make good such amount exceeding the amount
due to the Seller.
9. Termination of Contract. The Buyer shall have the right to terminate this Contract
in part or in full in any of the following cases :-
(a) Where the Indian Navy is of the opinion that there has been such Event of
Default on the part of the Seller which would make it proper and necessary to
terminate this Contract and may include failure on the part of the Contractor to
respect any of its commitments with regard to any part of its obligations under its
Proposal, the Tender or under this Contract.
(b) Where it comes to the Indian Navy’s attention that the Seller (or the Sellers
Team) is in a position of actual conflict of interest with the interests of the Indian
Navy, in relation to any of terms of the Sellers Proposal, the Tender or this
Contract.
(c) Where the Sellers ability to survive as an independent corporate entity is

threatened or is lost owing to any reason whatsoever, including inter-alia the filing
of any bankruptcy proceedings against the Seller, any failure by the Seller to pay
any of its dues to its creditors, the institution of any winding up proceedings against
the Seller or the happening of any such events that are adverse to the commercial
viability of the Seller. In the event of the happening of any events of the above
nature, the Buyer shall reserve the right to take any steps as are necessary, to
ensure the effective transition of the project to a successor Implementation
Agency/ service provider, and to ensure business continuity.
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(d) Termination for Insolvency. The Buyer may at any time terminate the
Contract by giving written notice to the Implementation Agency, without
compensation to the Implementation Agency, if the Contractor becomes bankrupt
or otherwise insolvent, provided that such termination will not prejudice or affect
any right of action or remedy which has accrued or will accrue thereafter to the
Buyer.
(e) Termination for Convenience. The Buyer, may, by prior written notice
sent to the Seller at least three months in advance, terminate the Contract, in whole
or in part at any time for its convenience. The notice of termination shall specify
that termination is for the Buyer’s convenience, the extent to which performance
of work under the Contract is terminated, and the date upon which such termination
becomes effective. The Contractor may, subject to approval by the Buyer,
terminate this Contract before the expiry of the term for insolvency or Force
Majeure by giving the Indian Navy a prior and written notice at least three months
in advance indicating its intention to terminate the Contract.
(f) The Buyer has noticed that the Seller has utilised the services of any Indian/
Foreign agent in getting this contract and paid any commission to such individual/
company etc.
(e) As per decision of the Arbitration Tribunal.
10. Notices. Any notice required or permitted by the contract shall be written in the
English language and may be delivered personally or may be sent by FAX or registered
pre-paid mail/ airmail, addressed to the last known address of the party to whom it is sent.
11. Transfer and Sub-letting. The Seller has no right to give, bargain, sell, assign or
sublet or otherwise dispose of the core component of Contract, as well as to give or to let
a third party take benefit or advantage of the present Contract.
12. Patents and Other Property Rights. The prices stated in the present Contract
shall be deemed to include all amounts payable for the use of patents, copyrights,
registered charges, trademarks and payments for any other property rights. The Seller
shall indemnify the Buyer against all claims from a third party at any time on account of
the infringement of any or all the rights mentioned in the previous paragraphs, whether
such claims arise in respect of manufacture or use. The Seller shall be responsible for
the completion of the supplies including technical literature and training aggregates
irrespective of the fact of infringement of the supplies, irrespective of the fact of
infringement of any or all the rights mentioned above.
13. Amendments. No provision of present Contract shall be changed or modified in

any way (including this provision) either in whole or in part except by an instrument in
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writing made after the date of this Contract and signed on behalf of both the parties and
which expressly states to amend the present Contract.
14. Taxes and Duties
(a) General
(i) If Bidder desires to ask for excise duty or Sales Tax/ VAT extra, the
same must be specifically stated. In the absence of any such stipulation, it
will be presumed that the prices include all such charges and no claim for
the same will be entertained.
(ii) If reimbursement of any Duty/ Tax is intended as extra over the

quoted prices, the Bidder must specifically say so. In the absence of any
such stipulation it will be presumed that the prices quoted are firm and final
and no claim on account of such duty/ tax will be entrained after the opening
of tenders.
(iii) If a Bidder chooses to quote a price inclusive of any duty/ tax and
does not confirm inclusive of such duty/ tax so included is firm and final, he
should clearly indicate the rate of such duty/ tax and quantum of such duty/
tax included in the price. Failure to do so may result in ignoring of such
offers summarily.
(iv) If a Bidder is exempted from payment of any duty/ tax up to any value
of supplies from them, he should clearly state that no such duty/ tax will be
charged by him up to the limit of exemption which he may have. If any
concession is available in regard to rate/ quantum of any Duty/ tax, it should
be brought out clearly. Stipulations like, the said duty/ tax was presently not
applicable but the same will be charged if it becomes leviable later on, will
not be accepted unless in such cases it is clearly stated by a Bidder that
such duty/ tax will not be charged by him even if the same becomes
applicable later on. In respect of the Bidders, who fail to comply with this
requirement, their quoted prices shall be loaded with the quantum of such
duty/ tax which is normally applicable on the item in question for the purpose
of comparing their prices with other Bidders.
(v) Any change in any duty/ tax upward or downward as a result of any
statutory variation in excise taking place within contract terms shall be
allowed to the extent of actual quantum of such duty/ tax paid by the
supplier. Similarly, in case of downward revision in any duty/ tax, the actual
quantum of reduction of such duty/ tax shall be reimbursed to the Buyer by
the Seller. All such adjustments shall include all reliefs, exemptions,
rebates, concession etc. if any obtained by the Seller.
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(b) Excise Duty
(i) Where the excise duty is payable on advalorem basis, the Bidder
should submit along with the tender, the relevant form and the
Manufacturer’s price list showing the actual assessable value of the stores
as approved by the Excise authorities.
(ii) Bidders should note that in case any refund of excise duty is granted
to them by Excise authorities in respect of Stores supplied under the
contract, they will pass on the credit to the Buyer immediately along with a
certificate that the credit so passed on relates to the Excise Duty, originally
paid for the stores supplied under the contract. In case of their failure to do
so, within 10 days of the issue of the excise duty refund orders to them by
the Excise Authorities the Buyer would be empowered to deduct a sum
equivalent to the amount refunded by the Excise Authorities without any
further reference to them from any of their outstanding bills against the
contract or any other pending Government Contract and that no disputes
on this account would be raised by them.
(iii) The Seller is also required to furnish to the Paying Authority the
following certificates:-
(aa) Certificate with each bill to the effect that no refund has been
obtained in respect of the reimbursement of excise duty made to the
Seller during three months immediately preceding the date of the
claim covered by the relevant bill.
(ab) Certificate as to whether refunds have been obtained or

applied for by them or not in the preceding financial year after the
annual Audit of their accounts also indicating details of such
refunds/applications, if any.
(ac) A certificate along with the final payment bills of the Seller to
the effect whether or not they have any pending appeal/protest for
refund or partial refund of excise duties already reimbursed to the
Seller by the Government pending with the Excise authorities and if
so, the nature, the amount involved, and the position of such
appeals.
(ad) An undertaking to the effect that in case it is detected by the

Government that any refund from Excise Authority was obtained by
the Seller after obtaining reimbursement from the Paying Authority,
and if the same is not immediately refunded by the Seller to the
Paying Authority giving details and particulars of the transactions,
Paying Authority will have full authority to recover such amounts
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from the Seller’s outstanding bills against that particular contract or
any other pending Government contracts and that no dispute on this
account would be raised by the Seller.
(iv) Unless otherwise specifically agreed to in terms of the contract, the

Buyer shall not be liable for any claim on account of fresh imposition and/
or increase of Excise Duty on raw materials and/ or components used
directly in the manufacture of the contracted stores taking place during the
pendency of the contract.
(c) Sales Tax/ VAT
(i) If it is desired by the Bidder to ask for Sales tax/ VAT to be paid as
extra, the same must be specifically stated. In the absence of any such
stipulation in the bid, it will be presumed that the prices quoted by the Bidder
are inclusive of sales tax and no liability of sales tax will be developed upon
the Buyer.
(ii) On the Bids quoting sales tax extra, the rate and the nature of Sales
Tax applicable at the time of supply should be shown separately. Sales tax
will be paid to the Seller at the rate at which it is liable to be assessed or
has actually been assessed provided the transaction of sale is legally liable
to sales tax and the same is payable as per the terms of the contract.
(d) Octroi Duty and Local Taxes
(i) Normally, materials to be supplied to Government Departments

against Government Contracts are exempted from levy of town duty, Octroi
Duty, Terminal Tax and other levies of local bodies. The local
Town/Municipal Body regulations at times, however, provide for such
Exemption only on production of such exemption certificate from any
authorised officer. Seller should ensure that stores ordered against
contracts placed by this office are exempted from levy of Town Duty/Octroi
Duty, Terminal Tax or other local taxes and duties. Wherever required, they
should obtain the exemption certificate from the Buyer, to avoid payment of
such local taxes or duties.
(ii) In case where the Municipality or other local body insists upon
payment of these duties or taxes the same should be paid by the Seller to
avoid delay in supplies and possible demurrage charges. The receipt
obtained for such payment should be forwarded to the Buyer without delay
together with a copy of the relevant act or bylaws/ notifications of the
Municipality of the local body concerned to enable him to take up the
question of refund with the concerned bodies if admissible under the said
acts or rules.
Page | 15
15. All certificates attached as Appendices to this RFP is required to be attached with
Technical Bid in original. In case of any certificate not found in original, the vender will be
liable for rejection.
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PART IV – SPECIAL CONDITIONS OF RFP
The Bidder is required to give confirmation of their acceptance of Special

Conditions of the RFP mentioned below which will automatically be considered as part of
the Contract concluded with the successful Bidder (i.e. Seller in the Contract) as selected
by the Buyer. Failure to do so may result in rejection of Bid.
1. Performance Guarantee. The L1 Bidder will be required to furnish a Performance

Guarantee by way of Bank Guarantee through a public sector bank or a private sector
bank authorised to conduct government business (ICICI Bank Ltd., Axis Bank Ltd
or HDFC Bank Ltd.) for a sum equal to 10% of the estimated contract value within 30
days of signing of this contract. Performance Bank Guarantee will be valid up to 60 days
beyond the date of expiry date of the proposed contract. The specimen of PBG is given
in Form DPM-15, (Available in MoD website and can be provided on request).
2. Repeat Order Clause. The contract will have a Repeat Order Clause, wherein
the Buyer can order up to 50% quantity of the items under the present contract within six
months from the date of successful completion of contract, the cost, terms and conditions
remaining the same. The Bidder is to confirm acceptance of this clause. It will be entirely
the discretion of the Buyer to place the Repeat Order or not.
3. Tolerance Clause. To take care of changes in the requirement during the period
starting from issue of RFP till placement of the contract, Buyer reserves the right to
increase or decrease the quantity of the required goods/ customisation of the application
up to ±10% without any change in the terms and conditions and prices quoted by the
Seller. While awarding the contract, the quantity ordered/ customisation to application
package can be increased or decreased by the Buyer within this tolerance limit.
4. Change Orders/ Alteration/ Variation. The Contractor agrees that the

requirements given in specifications of the Bidding Documents are minimum
requirements and are in no way exhaustive and guaranteed by IHQ MoD(N)/ DIT. It shall
be the responsibility of the Contractor to meet all the requirements of Design criteria
contained in the Bidding Documents and any upward revisions and/or additions of
quantities, specifications, sizes given in Specifications and drawings etc. of the Bidding
Documents required to be made during commissioning of the project shall not constitute
a change order and shall be carried out without a change order and shall be carried out
without any time and cost effect to the Indian Navy. Further upward revisions and or
additions required to make Contractor’s selected Automation project space, facilities,
equipment and installation procedures to meet Bidding Documents requirements
expressed and to make entire facilities safe, operable and as per specified codes and
standards shall not constitute a change order and shall be carried out without any time
and cost effect to IHQ MoD(N)/ DIT. Any upward revision and/or additions consequent to
errors, omissions, ambiguities, discrepancies in the specification and Drawings etc. of the
Bidding Documents which the Contractor had not brought out to the IHQ MoD(N)/ DIT’s
notice in his tender shall not constitute a change order and such upward revisions and/or
Page | 17
addition shall be carried out by Contractor without any time and cost effect to IHQ MoD(N)/
DIT.
5. Change Order. The change order will be initiated only in case:-
(a) DIT directs in writing the Contractor to include any addition to the scope of
work covered under this Contract or delete any part of the scope of the work under
the Contract
(b) Contractor requests to delete any part of the work which will not adversely
affect the operational capabilities of the facilities and if the deletions proposed are
agreed to by IHQ MoD(N)/ DIT and for which cost and time benefits shall be passed
on to IHQ MoD(N)/ DIT
(c) IHQ MoD(N)/ DIT directs in writing the Contractor to incorporate changes or
additions to the Design Criteria requirements already covered in the Contract.
6. Any changes required by IHQ MoD(N)/ DIT over and above the minimum
requirements given in the specifications and drawings etc. included in the Bidding
Documents before giving its approval to detailed design or Engineering for complying with
design criteria and changes required to ensure systems compatibility and reliability for
safe (As per codes, standards and recommended practices referred in the Bidding
Documents) and trouble free operation shall not be construed to be change in the Scope
of work under the Contract.
7. Any change order as stated above comprising an alteration which involves change
in the cost of the works (which sort of alteration is hereinafter called a “Variation”) shall
be the Subject of an amendment to the Contract by way of an increase or decrease in the
Contract Price and adjustment of the implementation schedule if any.
8. If there is a different of opinion between the Contractor and IHQ MoD(N)/ DIT
whether a particular work or part of the work constitutes a change order or not, the matter
shall be handled in accordance with the procedures set forth in Clause under Procedures
for Change Order.
9. Within fourteen (14) working days of receiving the comments from IHQ MoD(N)/
DIT or the drawings, specification, purchase requisitions and other documents submitted
by the Contractor for approval, the Contractor shall respond in writing, which item(s) of
the Comments is/are potential changes(s) in the “Scope of work” of the tender document
covered in the Contract and shall advise a date by which change order (if applicable) will
be submitted to IHQ MoD(N)/ DIT.
10. Procedures for Change Order. During detailed Engineering and subsequently,
if the Contractor observes that any new requirement which other than that required for
meeting the design criteria is not specific or intended by the Contract has been stipulated
Page | 18
by IHQ MoD(N)/ DIT, while approving the specifications, calculations, purchase
requisitions, other documents etc. he would verbally discuss the matter with IHQ MoD(N)/
DIT’s representative. In case such requirement arises from the side of the contractor, he
would also verbally discuss the matter with IHQ MoD(N)/ DIT representative giving
reasons thereof.
11. In either of the two cases as explained in Clause above, the representatives of
both the parties will discuss on the new requirement for better understanding and to
mutually decide whether such requirement constitutes a change order or not. If it is
mutually agreed that such Requirement constitutes a “Change Order” then a joint
memorandum will be prepared and signed by the Contractor and IHQ MoD(N)/ DIT to
confirm a “Change Order” and basic ideas of necessary agreed arrangement.
12. Upon completion of the study referred to above Clause the results of this study
along with all relevant details including the estimated time and cost effect thereof with
supporting documents would be submitted to IHQ MoD(N)/ DIT to enable the Indian Navy
to give a final decision whether Contractor should proceed with the change order or not
in the best interest of the works. The estimated cost and time impact indicated by
Contractor shall be considered as a ceiling limit and shall be provisionally considered for
taking a decision to implement change order. The time impact applicable to the Contract
shall be mutually agreed, subsequently, on the basis of the detailed calculations
supported with all relevant back up documents. In case Contractor fails to submit all
necessary substantiation/ calculations and back up documents, the decision of the IHQ
MoD(N)/ DIT regarding time and cost impact shall be final and binding on the Contractor.
13. If IHQ MoD(N)/ DIT accepts the implementation of the change order under Clause
above in writing, which would be considered as change order, then Contractor shall
commence to proceed with the relevant work stipulated in the change order pending final
agreement between the parties with regard to adjustment of the Contract Price and the
Construction Schedule.
14. In case, mutual agreement whether new requirement constitutes the change order
or not, is not reached, then Contractor in the interest of the works, shall take up the
implementation of the work, if advised in writing to do so by IHQ MoD(N)/ DIT
representative pending settlement between the two parties to the effect whether such
requirement constitutes a change order or not as per the terms and conditions of Contract
documents. The time and cost effects in such a case shall be mutually verified and
recorded. Should it establish that the said work constitutes a change order, the same shall
be compensated taking into account the records kept in accordance with the Contract.
15. The Contractor shall submit necessary back up documents for the change order
showing the break-up of the various elements (e.g. Centre Space facilities provisioning,
Engineering, Procurement, Development, Installation, etc.) constituting the change order
for IHQ MoD(N)/ DIT review. If no agreement is reached between IHQ MoD(N)/ DIT and
Contractor within 60 days after IHQ MoD(N)/ DIT instruction in writing to carry out the
Page | 19
change concerning the increase or decrease in the Contract price and all other matters
described above, either party may refer the dispute to arbitration.
16. Conditions for Extra Work/ Change Order. The provisions of the Contract shall
apply to extra work performed as if the Extra work / Change order has been included in
the original Scope of work. However, the Contract Price shall increase / decrease and the
Time Schedule shall be adjusted on account of the Extra work / Change orders as may
be mutually agreed in terms of provisions set forth in Clause above. Contractor’s
obligations with respect to such work remain in accordance with the Contract. The rates
provided by the Contractor as part of its commercial quote will be considered as
benchmark rates for placing change orders, if any.
17. Payment Terms. It will be mandatory for the Bidders to indicate their bank account
numbers and other relevant e-payment details so that payments could be made through
ECS/ EFT mechanism instead of payment through cheques, wherever feasible. A copy
of the model mandate form prescribed by RBI to be submitted by Bidders for receiving
payments through ECS is at Form DPM-11 (Available in MoD website and can be given
on request). The payment will be made as stage wise on production of the requisite
documents. As per current practices, no advance payment is permissible. The payment
terms for stage wise payment will be as under:-
% of
S No Stage Order Remarks
Value
For Delivery of Licences
(a) -- 100% 100% value of software licences on delivery.
Services (for all components other than software licences)
Submission of SRS and preliminary design document.
Based on the deliberations with users, vendor will prepare
final design document. On approval of the final design
(a) First 20 %
document by the Navy, the user will issue a suitable
certificate based on which the firm can claim the stage
payment
Vendor will qualify to claim this stage payment on
attainment of the following:-
(b) Second 15 % (i) Delivery, Testing and VA of the complete system.
(ii) Migration of application to production environment.
(ii) Commencement of Hand Holding Phase.
(c) Third 25 % (i) Complete acceptance of the application with full
functionality.
(ii) Delivery of all balance deliverables.
Page | 20
(iii) Imparting training of all types to all designated
personnel.
(iv) Delivery of all agreed documentation after it is duly
approved by the user.
(d) Fourth 10%
(i) Successful completion of hand holding period.
(ii) Commencement of warranty period.
(e) Fifth 10% On successful completion of 1st year of Warranty.
(f) Sixth 10% On successful completion of 2nd year of Warranty.
(g) Seventh 10% On successful completion of 3rd year of Warranty.
18. Advance Payments. No advance payment(s) will be made.
19. Paying Authority. “PCDA-Mumbai” will be the Paying Authority. Payment of bills
will be made on submission of the following documents by the Seller to the Paying
Authority along with the bill:-
(i) Ink-signed copy of Contingent Bill / Sellers bill.
(ii) Ink-signed copy of Commercial Invoice/ Sellers bill.
(iii) Copy of Contract with U.O. number/ Copy of Supply Order and date
of IFA’s concurrence, where required under delegation of powers.
(iv) Claim for statutory and other levies to be supported with requisite
documents/ proof of payment such as Excise duty challan, Customs duty
clearance certificate, Octroi receipt, proof of payment for EPF/ ESIC
contribution with nominal roll of beneficiaries, etc, if & as applicable.
(v) Exemption certificate for Excise duty/ Customs duty, if applicable.
(vi) Supply and Installation/ Acceptance certificate by the buyer.
(vii) Bank guarantee for advance, if any.
(viii) Performance Bank guarantee/ Indemnity bond where applicable.
(ix) DP extension letter with CFA’s sanction, U.O. number and date of
IFA’s concurrence, where required under delegation of powers, indicating
whether extension is with or without LD.
(x) Details for electronic payment viz Account holder’s name, Bank
name, Branch name and address, Account type, Account number, IFSC
code, MICR code (if these details are not incorporated in contract).
Page | 21
(xi) User Acceptance/ Job Completion/ Satisfactory work certificate by
the Buyer.
20. Risk & Expense Clause
(a) Should the stores or any instalment thereof not be delivered within the time
or times specified in the contract documents, or if defective delivery is made in
respect of the stores or any instalment thereof, the Buyer shall after granting the
Seller 45 days to cure the breach, be at liberty, without prejudice to the right to
recover liquidated damages as a remedy for breach of contract, to declare the
contract as cancelled either wholly or to the extent of such default.
(b) Should the stores or any instalment thereof not perform in accordance with
the specifications/ parameters provided by the Seller during the check proof tests
to be done in the Buyer’s country, the Buyer shall be at liberty, without prejudice
to any other remedies for breach of contract, to cancel the contract wholly or to the
extent of such default.
(c) In case of a material breach that was not remedied within 45 days, the Buyer
shall, having given the right of first refusal to the Seller be at liberty to purchase,
manufacture, or procure from any other source as he thinks fit, other stores of the
same or similar description to make good:-
(i) Such default.
(ii) In the event of the contract being wholly determined the balance of
the stores remaining to be delivered there under.
(d) Any excess of the purchase price, cost of manufacturer, or value of any
stores procured from any other supplier as the case may be, over the contract price
appropriate to such default or balance shall be recoverable from the Seller. Such
recoveries shall not exceed 10% of the value of the contract.”
21. Force Majeure
(a) Neither party shall bear responsibility for the complete or partial non-
performance of any of its obligations (except for failure to pay any sum which has
become due on account of receipt of goods under the provisions of the present
contract), if the non-performance results from such Force Majeure circumstances
as Flood, Fire, Earth Quake and other acts of God as well as War, Military
operation, blockade, Acts or Actions of State Authorities or any other
circumstances beyond the parties control that have arisen after the conclusion of
the present contract.
Page | 22
(b) In such circumstances the time stipulated for the performance of an
obligation under the present contract is extended correspondingly for the period of
time of action of these circumstances and their consequences.
(c) The party for which it becomes impossible to meet obligations under this
contract due to Force Majeure conditions, is to notify in written form the other party
of the beginning and cessation of the above circumstances immediately, but in any
case not later than 10 (Ten) days from the moment of their beginning.
(d) Certificate of a Chamber of Commerce (Commerce and Industry) or other

competent authority or organization of the respective country shall be a sufficient
proof of commencement and cessation of the above circumstances.
(e) If the impossibility of complete or partial performance of an obligation lasts

for more than 6 (six) months, either party hereto reserves the right to terminate the
contract totally or partially upon giving prior written notice of 30 (thirty) days to the
other party of the intention to terminate without any liability other than
reimbursement on the terms provided in the agreement for the goods received.
22. Specification. The following Specification clause will form part of the contract
placed on successful Bidder - The Seller guarantees to meet the specifications as per
Part-II of RFP and to incorporate the modifications to the existing design configuration to
meet the specific requirement of the Buyer Services as per modifications/ requirements
recommended after the Maintenance Evaluation Trials. All technical literature and
drawings shall be amended as the modifications by the Seller before supply to the Buyer.
The Seller, in consultation with the Buyer, may carry out technical upgradation/ alterations
in the design, drawings and specifications due to change in manufacturing procedures,
indigenisation or obsolescence. This will, however, not in any way, adversely affect the
end specifications of the equipment. Changes in technical details, drawings repair and
maintenance techniques along with necessary tools as a result of upgradation/ alterations
will be provided to the Buyer free of cost within 10 days of affecting such upgradation/
alterations.
23. OEM Certificate. In case the Bidder is not the OEM, the agreement certificate
with the OEM for sourcing the items shall be mandatory. However, where OEMs do not
exist, minor aggregates can be sourced from authorised vendors subject to quality
certification.
24. Quality. The quality of the stores delivered according to the present Contract shall
correspond to the technical conditions and standards valid for the deliveries of the same
stores for in Seller’s country or specifications enumerated as per RFP and shall also
include therein modification to the stores suggested by the Buyer. Such modifications will
be mutually agreed to. The Seller confirms that the stores to be supplied under this
Contract shall be new i.e. not manufactured before (Year of Contract), and shall
incorporate all the latest improvements and modifications thereto and spares of improved
Page | 23
and modified equipment are backward integrated and interchangeable with same
equipment supplied by the Seller in the past if any. The Seller shall supply an inter
changeability certificate along with the changed part numbers wherein it should be
mentioned that item would provide as much life as the original item.
25. Quality Assurance. The software would be tested, if required, by the buyer (or
buyer designated agency) at the discretion of the Buyer. Separate security testing,
including vulnerability assessment is required to be undertaken through CERT-IN
empanelled vendors at the cost of vendor.
26. Inspection Authority. By the Consignee. The mode of Inspection will be

Departmental Inspection / User Inspection / Joint Inspection / Self-certification.
27. Warranty. Warranty obligations of the Seller to the Buyer are enumerated as
under:-
(a) Warranty for three years post completion of hand holding phase. Broad
aspects are at Appendix ‘J’.
(b) Warranty shall be followed by Annual Maintenance Contract (AMC).
(c) The following activities on the part of the Seller shall constitute Warranty
obligations:-
(i) Analysis and bug fixing on being notified by the Buyer.
(ii) Enhancement/ modification within the scope of SRS.
(iii) Provision of regular patches on physical media as clean single-step

executable files.
(iv) Systematic training support with training artifacts and User Support
Materials fully updated to reflect changes in software.
(v) Regular presence/ availability of software engineers in reasonable

time-frame for problem-solving
28. Product Support. The vendor will provide service support post acceptance of the
software application for seven years for the customised product. The service support shall
be provided under the following heads:-
(a) Hand holding. The vendor will provide hand holding for a period of six
months. In this period he shall assist the user in implementation of application in
optimum way. Firm would also undertake minor modifications as per user
requirement and ensure 100% implementation of the software.
Page | 24
(b) Warranty. The vendor will provide warranty for three years on the
developed system and customised product. The warranty on the product would
commence on completion of the hand holding period post commissioning and
acceptance of the project by Indian Navy. This warranty shall include the service
support also. The service support shall comprise of technical support and on
premise “help desk” services for the performance, functionality and operation of
the Information System supplied. On receiving a complaint, the “help desk” will
analyse the problem and call for relevant technical experts. It is to be noted that
no remote access / remote logging will be allowed by the Navy to the vendor for
the purpose of providing product support.
(c) Annual Maintenance Contract. Post completion of the warranty period

the application shall undergo AMC for a further period of three years as contracted
and all the support shall be provided as per Sl (b) above.
(d) Service Level Agreement. Vendor shall maintain 98% uptime for the
application during warranty and AMC period. Any application down time would
result in a penalty of 0.5% of payment due for every 1% downtime for a max of
10% calculated on six months basis. Thereafter Navy may consider short closing
the project while initiating appropriate action against vendor towards black listing/
debarring from future contracts
(e) In the event of any obsolescence during the above mentioned period of
product support in respect of any component or sub-system, mutual consultation
between the Seller and Buyer will be undertaken to arrive at an acceptable solution
including additional cost, if any.
(f) Any improvement/ modification/ up gradation being undertaken by the

Seller or their sub suppliers on the stores/equipment being purchased under the
Contract will be communicated by the Seller to the Buyer and, if required by the
Buyer, these will be carried out by the Seller at Buyer's cost.
29. Annual Maintenance Contract Clause. The following AMC clause will form part
of the contract placed on successful Bidder:-
(a) The Seller would provide comprehensive AMC for a period of three years
after completion of Warranty. AMC may be renewable annually at the discretion of
the user. The AMC services should cover the repair and maintenance of all the
applications and services purchased under the present Contract. The Buyer
furnished equipment which is not covered under the purview of the AMC should
be separately listed by the Seller.
(b) Response Time. The response time of the Seller should not exceed four
hours from the time the breakdown intimation is provided by the Buyer.
Page | 25
(c) Serviceability of 98% per year is to be ensured. This amounts to total
maximum downtime of seven days per year. Also un-serviceability should not
exceed two days at one time. Required spares / hardware to attain this
serviceability may be stored at site by the Seller at their own cost. Total down time
would be calculated at the end of the year. If downtime exceeds permitted
downtime, LD would be applicable for the delayed period.
(d) Maximum repair turnaround time for equipment/system would be two days.
However, the spares should be maintained in a serviceable condition to avoid
complete breakdown of the equipment/system.
(e) Technical Documentation. All necessary changes in the documentation

(Technical and Operators manual) for changes carried out on hardware and
software of the equipment will be provided.
(f) During the AMC period, the Seller shall carry out all necessary servicing/
repairs to the equipment/ system under AMC at the current location of the
equipment/ system. Prior permission of the Buyer would be required in case certain
components/ sub systems are to be shifted out of location. On such occasions,
before taking over the goods or components, the Seller will give suitable bank
guarantee to the Buyer to cover the estimated current value of item being taken.
(g) The Buyer reserves its right to terminate the AMC contract at any time
without assigning any reason after giving a notice of one months. The Seller will
not be entitled to claim any compensation against such termination. However,
while terminating the contract, if any payment is due to the Seller for maintenance
services already performed in terms of the contract, the same would be paid to it
as per the contract terms.
(h) Rate and modalities for AMC will be quoted and negotiated as part of the
initial offer and will not be left for subsequent negotiation. AMC rates will be
considered for determination of L1 firm. However, concluding contract for AMC is
at the sole discretion of buyer.
(j) 10% of AMC cost would be deposited to IHQMoD(Navy)/DIT as

performance bank guaranty at the time of AMC contract.
(k) Additional clauses for AMC, if any, will be worked out between vendor and
IHQMoD(Navy)/DIT.
30. Placement of Order. The Purchase orders will be placed on L1 firm.
Page | 26
PART V – EVALUATION CRITERIA & PRICE BID ISSUES
1. Evaluation Criteria. The broad guidelines for evaluation of Bids will be as follows:-
(a) Only those Bids will be evaluated which are found to be fulfilling all the
eligibility and qualifying requirements of the RFP, both technically and
commercially.
(b) The technical Bids forwarded by the Bidders will be evaluated by the Buyer
with reference to the technical characteristics of the equipment as mentioned in
the RFP. The compliance of Technical Bids would be determined on the basis of
the parameters specified in the RFP and Notice Inviting Tenders published in
newspaper. The Price Bids of only those Bidders will be opened whose Technical
Bids would clear the technical evaluation.
(c) The Lowest Bid will be decided upon the lowest price quoted by the
particular Bidder as per the Price Format given at Para 2 below. The consideration
of taxes and duties in evaluation process will include all taxes and duties (including
those for which exemption certificates are issued) quoted by the Bidders. The
ultimate cost to the Buyer would be the deciding factor for ranking of Bids.
(d) The Bidders are required to spell out the rates of Customs duty, Excise duty,
VAT, Service Tax, etc in unambiguous terms; otherwise their offers will be loaded
with the maximum rates of duties and taxes for the purpose of comparison of
prices. If reimbursement of Customs duty / Excise Duty / VAT is intended as extra,
over the quoted prices, the Bidder must specifically say so. In the absence of any
such stipulation it will be presumed that the prices quoted are firm and final and no
claim on account of such duties will be entrained after the opening of tenders. If a
Bidder chooses to quote a price inclusive of any duty and does not confirm
inclusive of such duty so included is firm and final, he should clearly indicate the
rate of such duty and quantum of excise duty included in the price. Failure to do
so may result in ignoring of such offers summarily. If a Bidder is exempted from
payment of Customs duty / Excise Duty / VAT duty up to any value of supplies
from them, they should clearly state that no excise duty will be charged by them
up to the limit of exemption which they may have. If any concession is available in
regard to rate/quantum of Customs duty / Excise Duty / VAT, it should be brought
out clearly. Stipulations like, excise duty was presently not applicable but the same
will be charged if it becomes leviable later on, will not be accepted unless in such
cases it is clearly stated by a Bidder that excise duty will not be charged by him
even if the same becomes applicable later on. In respect of the Bidders who fail to
comply with this requirement, their quoted prices shall be loaded with the quantum
of excise duty which is normally applicable on the item in question for the purpose
of comparing their prices with other Bidders. The same logic applies to Customs
duty and VAT also.
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(e) If there is a discrepancy between the unit price and the total price that is
obtained by multiplying the unit price and quantity, the unit price will prevail and
the total price will be corrected. If there is a discrepancy between words and
figures, the amount in words will prevail for calculation of price.
(f) The Lowest Acceptable Bid will be considered further for placement of
contract / Supply Order after complete clarification and price negotiations as
decided by the Buyer. The Buyer will have the right to award contracts to different
Bidders for being lowest in particular items. The Buyer also reserves the right to
do Apportionment of Quantity, if it is convinced that Lowest Bidder is not in a
position to supply full quantity in stipulated time.
(g) Any other criteria as applicable to suit a particular case.
2. Price Bid Format. The Price Bid Format is placed at Appendix ‘K’. Bidders are
required to fill this up correctly with full details.
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Appendix ‘A’
(Refers to Para 12 Part I of RFP)
EMD Bank Guarantee Format
Whereas ……………………………........……… (hereinafter called the “Bidder”) has submitted

their offer dated…………..……2014 for the supply of ‘Microsoft Product Licenses under
Select Plus Agreement between Indian Navy and M/s Microsoft Ltd’ (hereinafter called the
“Bid”) against the Buyer’s Request for proposal No. IT/0631/19 dated ............. 2014 KNOW
ALL MEN by these presents that WE ………………................……………of
…………………………………………….. having our registered office at …...............…………
……………………………………………. are bound unto ...………………. (hereinafter called
the “Buyer) in the sum of …….............................................................................………………
………………………………………………………for which payment will and truly to be made
to the said Buyer, the Bank binds itself, its successors and assigns by these presents.
Sealed with the Common Seal of the said Bank this…………… day of …………….2014.
The conditions of obligations are –
(1) If the Bidder withdraws or amends, impairs or derogates from the Bid in any respect
within the period of validity of this tender.
(2) If the Bidder having been notified of the acceptance of his tender by the Buyer
during the period of its validity.
(a) If the Bidder fails to furnish the Performance Security for the due
performance of the contract.
(b) Fails or refuses to accept/ execute the contract.
WE undertake to pay the Buyer up to the above amount upon receipt of its first written
demand, without the Buyer having to substantiate its demand, provided that in its demand
the Buyer will note that the amount claimed by it is due to it owing to the occurrence of one
or both the two conditions, specifying the occurred condition or conditions.
This guarantee will remain in force up to and including 45 days after the period of tender
validity and any demand in respect thereof should reach the Bank not later than the above
date.…………………………….
(Signature of the authorized officer of the Bank)

Name and designation of the officer
Seal, name & address of the Bank and address of the Branch
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Appendix ‘B’
(Refers to Para 2(a) of Part-II of RFP)
SCOPE OF PAPERLESS OFFICE SOLUTION FOR INDIAN NAVY
Introduction
1. Indian Navy (IN) is the premier arm of the Indian Armed Forces and has been the
pioneer Service in terms of adopting new IT technologies for improving efficiency and
effectiveness of processes. From its humble beginnings in the last decade of 20th Century,
the IN can today boast of almost universal IT penetration including its floating platforms.
The Navy Enterprise Wide Network (NEWN), with a backbone of 34 Mbps, provides a
highly reliable end to end connectivity for units ashore as well as afloat.
2. Pursuit of excellence towards achieving highest standards of efficiency in the IN

has seen implementation of many enterprise wide E-Governance initiatives such as for
financial, material and HR management. Directorate of Information Technology,
Integrated Headquarters of Ministry of Defence (Navy) is the nodal agency for
implementation of IT projects in the Indian Navy.
3. In government organisational context, the information plays a vital role and it is

important to stream line the flow of data inside the organisation. The Indian Navy feels
the need to give a structure to the data flow so that it is available when required for better
management. Accordingly IHQ MoD(N)/ DIT is implementing Knowledge Management
Processes in major departments and organisation which is the set of processes and
practices which helps people in an organisation to act efficiently and effectively by
providing ready access to its accumulated experience including much of what is known
but not documented. Continuing to move in this direction, DIT has decided to initiate the
office automation across the Indian Navy for all offices spread across the nation with
respect to File Movement and tracking, Mail Movement and tracking, Office Note
Approval, Movement and tracking, and Circular Management. Additionally, the agency
has also envisioned the use of IT to digitise and archive the files, mails, letters, notes,
Circulars, etc. in a Document Management System.
4. High volume of establishment work, multiple levels of processing, difficulty in

monitoring actions or activities, loss of instructions and approvals, a large file base for
clearance, delay in decision making, and so on are problems faced by the IN today. The
IN desires to implement an effective Paperless Office Solution that aims at increasing the
organisational efficiency by instituting better administrative processes and reducing the
time/ cost involved in paper based transactions. The project is envisaged for all units of
the Indian Navy spread across the nation, in phases, and shall start with pilot
implementation in IHQ MoD(N) at New Delhi. On the successful completion of the Pilot
project, the solution will be rolled out in all other Command Headquarters and other units
in phases.
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5. The IN’s apex Headquarter at New Delhi, IHQ MoD(N), has approximately 90
Directorates (Dte) and Secretariats (Sectt). While most Dte’s and Sectt’s are located at
Sena Bhawan, other units are spread over a wide geographical area connected over
LAN/CAN/MAN. Presently, the official communication/ correspondence takes place by
faxes, letters, inter departmental notes (SMS), files etc. (Herein after referred as
Documents). Drawbacks of the present document handling are as follows:-
(a) Delay due to physical file movement. Movement of correspondences/ file is

manpower intensive and time consuming and results delays.
(b) Consumes considerable amount of stationery, printer and storage

resources etc.
(c) Archival, retrieval of file/ document is extremely difficult.
Existing Process - Documents/ File Transactions at IHQ MOD (N)
6. Within the Directorate
(a) Incoming Mail. Documents within a Directorate/ Secretariat are received

at ‘Coordination/ Mail section’. Details of documents are entered in File
Management System (FMS), a bar coded electronic file/ document tracking
system, and then the documents are put up for review of the Principal Director/
Head of Department (PD/ HOD) by the Staff Officer/ Coord section. PD/ HOD
appends his comments/ directives on the document during the review, to be
executed by his subordinates. The whole set of documents are then put up for
Director(s) review. The Director then appends his comments/remarks for the Joint
Director who is to take action on that particular document. In essence, every
document flows top down from the Head of Department/ Organisation to the actual
action addressee. During the process, notes/ comments/ directives on actions to
be taken are passed down to the action addressee. There can be one or more
levels from the Head of Department/ Organisation to the action addressee
depending upon the organisation and staffing for a Directorate/ Department.
Typical actions on an incoming document include:-
(i) File it in the relevant file.
(ii) Initiate a new file on the subject.
(iii) In case of file belonging to other Directorate/ Unit, provide comments

and despatch.
(b) Outgoing Mail. Joint Director/ Deputy Director or the action addressee
prepares draft reply/ draft comment for review of the Director who makes
appropriate changes in the document, or returns the draft document for
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amendment by the originator. Once the draft is cleared by the Director, the letter
is put up for Principal Director’s review. Principal Director may return the draft with
observations or approve the document for dispatch. Finalisation of a document
within a Dte may involve multiple iterations of the draft document till it is finalised.
The final document may be signed and released by any of the officers within the
Dte, and in all cases, the final document after clearance is put up to the next higher
authority for perusal and confirmation of dispatch. Approved documents are finally
routed through the Coord Section of the Directorate for dispatch. There may be
one or more levels of review before the document is cleared for dispatch to APSO.
DDs Create Draft Document
Give Inputs as per Check/Add Inputs &

Comments
JDs Forward
Directorate
Secretariat
Review Comments/ Check/Add inputs
Take Action Director to Draft File
Branch
If not recommended Check Final Version &
back to Dir. for PDs Recommend/ Not
further justification Recommend
If not approved
back to PD for Approve/ Return or
APSOs Forward to PSO
further justification
If not approved Approve/ Return or

back to APSO for PSOs Forward to CNS/ MoD
If not approved
back to PSO for CNS
Note. A document may move vertically as shown above or may also move horizontally
for remarks/ clarifications etc by other Dte’s or Sectt’s. Sometimes, multiple copies of the
document may be sent to many Dte’s or Sectt’s in parallel to speed up information
collation process.
7. Within a Secretariat. A similar process as outlined at Para 6 above is followed

for creation and approval of a document prior dispatch. The only difference is that an
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additional authority who is the Asst. Principal Staff Officer (APSO), controlling the
Secretariat is added at the top of the chain for vetting / clearance of a document prior
dispatch.
8. Within a Branch. Documents that necessitate review at PSO level are forwarded
to concerned PSO post recommendation of APSO and a similar process as above is
followed. Further, documents meriting attention of CNS are marked to him. At the level of
APSO, PSO or CNS and other higher authorities, documents are first reviewed by their
Staff Officer, Technical Assistant or Naval Assistant and put up to the APSO, PSO or
CNS along with recommendations.
9. External Agencies. Documents may also be routed to external agencies such as

the Integrated Financial Advisors (IFA’s) and/ or Ministry of Defence (MoD).
Proposed Solution
10. Technology. The system is to be developed in n-Tier (minimum three), Web

enabled component based architecture accessible through any browser on the client
using reputed back end databases. The framework should consist of reputed Enterprise
Document Management System (DMS) and Business Process Management (BPM)
solution for creating, managing delivering and archiving large volumes of documents and
contents. There should be provision to encrypt the documents with algorithm provided
with third party / proprietary security overlay.
11. The development process should follow SDLC standards and agile development
methodology. The phase wise implementation schedule and the deliverables at each
stage are given in Annexure I & II of Appendix ‘B’.
Scope of Work
12. The selected bidder shall supply, Install and maintain “Paperless Office for Indian
Navy” for a minimum period of three years (post hand holding phase) from the date of
successful completion of Acceptance Test (AT) in Phase I. The minimum specified work
to be undertaken by the bidder for setting up and operating automation project has been
categorised as under:-
(a) Provisioning for Process Management, Digital Workflow Automation and

Enterprise Document Management Software.
(b) Implementation Services
(c) Maintenance and support for at least three years
13. The proposed software package/ application will be a common platform for all the
Dtes / Sectts located at IHQMoD(N)/ New Delhi, outlying units and other units of Indian
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Navy. Post successful implementation at New Delhi, the Indian Navy will look to extend
the solution to all units and platforms across the Navy. Modalities, procedure and pricing
for roll out beyond New Delhi in subsequent phases will be treated as a separate project.
However, the application has to be designed with adequate flexibility to meet
requirements of all kinds of organisations in the Indian Navy. The exact requirement has
to be studied during the system study phase as defined later.
14. Implementation of Paperless Office Navy wide (including the present and future
projects) would entail a total user base of approximately 20000 users (minimum 4000
concurrent users). The scope of implementation in the present project will include all
Directorates and Units at IHQ MoD(N) at New Delhi as detailed above for a user base
approximately 2000 users (minimum 400 concurrent users).
15. Indian Navy intends to implement a centralised comprehensive Office Automation

Solution for the Directorates/ Secretariat and Offices at Integrated Headquarters, Ministry
of Defence (Navy) at New Delhi. The scope envisages a complete turnkey solution which
may inter-alia include procurement, system software, application software, third party
software and customisation, parameterisation and implementation of the application
software and system integration with training to the designated personnel.
16. DIT/ IHQ MoD(N) intends to implement State-of-the-art technology solutions that
would support all the current and future automation needs of the Indian Navy as described
below:-
(a) Provide centralised application software for office automation covering File
Movement and Tracking, Document movement and tracking, Office Notes
movement and tracking, various operational reports, etc.
(b) Customise the solution as per Indian Navy’s requirements.
(c) Procure the necessary system software and other third party software
required for implementation of the solution.
(d) Procurement/ supply, installation, integration, implementation and

maintenance of necessary application software at IHQ MoD(N), New Delhi.
(e) Implement and maintain (including Updates and upgrades) the application
software during the period of Warranty and AMC.
(f) Development of New Modules for the application software as and when
required.
(g) Implement a Help Desk cum support centre for onsite support services for
a period of three years.
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17. The vendor shall be required to take care of the following:-
(a) Undertake requirement/ GAP Analysis, customisation and installation of

existing/ customised integrated product as per the needs of the Indian Navy
including the offices at Sena Bhavan and other outlying units for a minimum
‘concurrent user base of 400’.
(b) The IHQ MoD(N) comprises of approximately 90 Directorates and outlying

units covering approximately 2000 users (400 concurrent users) across all offices
are expected to use the solution immediately.
(c) Undertake hardware sizing and indicate the minimum and recommended
hardware requirement for implementing the project.
(d) Study the existing system and suggest necessary re-engineering of the
processes so as to enable adoption of the product/ solution proposed.
(e) Supply of Installation Manual, Administration Manual and User

Reference/Training Manual.
(f) Define overall training requirements and preparation of the training plan.
(g) Conduct project specific training for users in the customised software.
18. Supply/ Installation. The scope includes following:-
(a) The selected bidder shall procure, supply and install the application.
(b) Software components required for successfully running the solution should
be latest and the licences should be Perpetual in nature.
(c) Application Software as per required specifications.
(d) Installation shall mean to install, configure and integrate every component
and subsystem component, required for functioning of the solution, integration with
IT infrastructure consisting of Computer, Printers, Scanners, etc. for end users of
the system. IHQ MoD(N) comprises of 90 directorates, mainly co-located in the
Sena Bhavan and South Block.
(e) Suggest and implement suitable central scanning mechanism for

documents and implement it.
(f) Configuration and integration on Navy Enterprise Wide Network (NEWN)

(already existing).
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19. Help Desk Services. The successful bidder will provide help desk service which
will serve as a single point of contact for all solution related incidents and service requests.
The service will provide a Single Point of Contact (SPOC) and also resolution of incidents.
The scope of work includes:-
(a) Help Desk facility for reporting issues / problems with the IT infrastructure.
(b) To implement a call logging system in line with the severity levels as
mentioned in the SLA.
(c) The Help Desk shall undertake the following activities:-
(i) Log issues / complaints related to IT under the scope of work and
issue an ID number against the issue / complaint.
(ii) Assign severity level to each issue / complaint.
(iii) Track each issue / complaint to resolution.
(iv) Escalate the issues/ complaints, to department if necessary as per

the escalation matrix defined in discussion with IHQ MoD(N)/ DIT.
(v) Provide feedback to the callers.
(vi) Analyze the issue / complaint statistics.
(vii) Creation of knowledge base on frequently asked questions to aid the

users of this solution
20. Functional Requirement. The application seeks to achieve a set of objectives

like increasing efficiency and effectiveness of the processes, employee productivity,
efficient management of data, information & knowledge within the Indian navy, better
communication & co-ordination and advancement towards knowledge-led organisation.
The proposed solution shall be the backbone of Work Automation System on which the
functionalities are built. It covers functionalities such as Correspondence / File Creation,
File Approval / Rejection, Draft creation, Notings etc. A suggestive list of various important
features is provided below:-
(a) Knowledge Management. The Knowledge Management shall enable the

Indian Navy to store scanned documents, manage and deploy all type of
documents, including HTML, graphics, multimedia and traditional documents
created. It shall consists of a repository for documents and a set of applications
and interfaces to manipulate the information related to the documents e.g. date of
publish, description etc. It shall have provision for storing and managing the
documents that are created and processed during file movement across various
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levels. Any document can be searched on the basis of its name, description,
publish date, etc. Searching within a document should also be possible for various
text files (.doc, .txt, .pdf, etc.)
(b) File Management. The File Management shall be automated to cater to

the file processing requirements of the Indian Navy. It shall ensure that files dealing
with any subject in any directorate/ department are processed in a similar manner.
This includes Creating Inward/Outward, Creating File and moving it, Monitoring
File and Tracking, Generating Order and Maintaining record room for Files and
Correspondences. The proposed system should provide all features of the
Whitehall filing system being followed in the Indian Navy. Please refer to Manual
of Office Procedure issued by Ministry of Personnel, Public Grievances and
Pensions Department of Administrative Reforms for guidelines.
(c) Document Management. The Document Management shall have

provision to track life cycle of business objects, Creation of Logical Folders by
subject/ project etc, organisation of the documents into these folders, Indexing of
the Documents – by date, by subject, by sub subject codes, Association of
Keywords to the files – Content, Subject Codes etc.
(d) Workflow/ Organisation Module. The Workflow/ Organisation Module

shall contain the organisation structure of Departments / Divisions / Sections in the
IHQ MoD(N). It contains the hierarchy of people in the Department, their roles,
reporting relations, the subjects they deal with and the sections they belong to.
Organisation Model shall be the heart of the organisation and will be used by
multiple subsystems. Bidders are expected to study on their own and bid for the
project.
(e) Access Controls. The Access Controls shall provide controls for work
processing at user level, subject level, designation level, field level and ensure that
only the relevant information at the relevant level is available to relevant users at
relevant times.
(f) Dashboard. There should be a provision for Dashboard providing a

proactive Executive Information System in the form of visual alerts. The threshold
for the alerts can be personalised according to the user’s preference. This is mainly
provided for the senior officers for monitoring the health of the department and
taking proactive action on appropriate time.
(g) MIS. MIS shall present the analysis of day-to-day activities of a Directorate
such as files, correspondences on various dimensions such as time period,
Directorate/ division/ section, subject, person, etc. Reports can be generated which
help in measuring the efficiency in the file disposal and tracking the productivity.
Real Time reporting is required, as per RFP.
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(h) User Interface. The proposed system components should be simple to
use. The total set of functionalities must be uniform in their User interface, being
consistent in their use and meaning of keystrokes and sequences and in their
visual presentations to the User. The User interface should be graphical (i.e. GUI)
in nature.
(j) Personalisation. Users of the system should be able to organise the

Knowledge Bank with personal requirements for information delivery. The System
should provide an online Dashboard, which enables monitoring of work related to
their Sections/Directorates. Users should also be able to organise their Dashboard
with personal requirements and indicators for information statistics. All the
applications should be logically grouped so as to enable access to the relevant
group of users.
(k) System Requirement Study and Design. The vendor will undertake in
depth study of existing procedures of handling documents at nominated Dtes /
Sectts. of IHQ MOD (N), units at Delhi and at three Naval Commands at Mumbai,
Visakhapatnam and Kochi (at least 10 in number). The vendor is to use Graphical
Use Case to demonstrate work processes graphically to the user and take his
Approval before getting into the design phase. The SRS is to be signed and
approved by each Dte / Sect./ Unit for the processes / procedures being followed
by them.
(l) Technical Requirement
(i) The creation, numbering and closure of files are proposed to be

handled centrally for the entire Sena Bhavan. Certain aspects of security,
access permissions etc. are also proposed to be managed centrally /
commonly.
(ii) Entire management of user ids, security, permissions, etc shall be

handled centrally from the helpdesk.
(iii) The solution shall be based on Single and Royalty-Free (RF) Open
Standard using Fair, Reasonable and Non Discriminatory terms and
conditions (FRAND) as per GoI policy on Open Standards for e-
Governance.
(iv) The system should be completely scalable both horizontally and

vertically to accommodate the changing user numbers and data volumes.
The workflows for movement of documents and files within the system
should have flexibility in terms of customisation vertically and horizontally.
(v) Should be on web based multi-tiered architecture.
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(vi) Scalable architecture to support clustering at each layer i.e., Web
Server, Application Server and Database for fault tolerance & load
balancing.
(vii) Should have been built on a J2EE, .Net based or equivalent

approach.
(viii) Support for interoperability with cross platforms specifically

(Windows, Linux and Unix, Sun Solaris), Databases and Web Servers.
(ix) Interfaces with popular office software like MS Office, Libre Office
and Open Office.
(x) The system should support SSL, TLS etc.
(xi) Support the Digital Certificates as per IT Act of India, 2000.
(xii) A single sign-on to the application should provide basic access to the
fundamental functionalities, namely document management system,
workflow management system, knowledge management system, file
management system, collaboration tools like discussion forum, dashboard,
etc.
(xiii) The product should support integration with existing e-mail (MS
Exchange 2010), Active Directory (Windows Server 2012) and fax
integration.
(xiv) Support Alert Mechanisms (Reminders, Notifications), Escalation

Mechanisms (Flexible routing of files, Calling back the files by the superior)
etc.
(xv) Be User Friendly and support Drop Down List for most of the fields,
Single window for interacting with the application.
(xvi) Provide support for biometric based access.
(m) Application Package Development. The vendor is to develop an

application package consisting of different modules to automate activities /
procedures in respect of handing of documents / files followed at IHQ MOD (N) as
given under :-
(i) Document Capture. Scanning Services for the entire contract

period is to be provided by the vendor. Digitisation needs will be performed
at IHQ MOD (N), New Delhi. Successful bidder is to deploy full-fledged
scanning teams at this location to carryout digitisation activities. Uploading
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of digitised contents will be at a central Document Management server.
Space, electricity, furniture, computers and network infrastructure for four
workstations will be provided by Indian Navy. Any other requirement like
manpower, scanners, which is required for the execution of the scanning
activity shall be provided by the successful bidder.
(ii) The details on quantum of documents, sizes and the methodology

required for each type of document capture are given at Annexure III to
Appendix ‘B’. Please refer technical compliance section Annexure I to
Appendix ‘C’ for Technical and Functional scope for Document capture.
(iii) Document Management. Please refer to technical compliance

section (Annexure I to Appendix ‘C’) for detailed scope.
(iv) Business Process Management. Business Processes workflow

engine is one of the key components of the application framework wherein
all the document process / procedures will be modelled, developed and
implemented. Please refer technical compliance section (Annexure I to
Appendix ‘C’) for detailed scope.
(v) The Indian Navy may have digitised versions of older documents that
are available in PDF format along with metadata in a database. The system
should provide means to seamlessly import these existing documents along
with their metadata into the proposed system. Details of the existing
archived document will be shared with the L1 vendor.
21. Non Functional Requirements
(a) Security. The solution must provide end-to-end security model that
protects applications, services, data and the infrastructure from malicious attacks
or theft from both external and internal users. The solution should allow features
for storing data in encrypted format in the database. The solution should provide
fine grained authorisation and access control mechanisms to ensure that sensitive
and confidential information is not accessible to unauthorised persons. Please
refer Annexure IV to Appendix ‘B’ for detailed security requirements.
(b) Performance. The database should be normalised to the required level

(up to three) in order to achieve a response time of max five seconds and should
not exceed 8 seconds any case per transaction per table and should not exceed
10 seconds for generating any reports. The scanned documents should also open
within 5 secs of request generated.
(c) Availability. All the components of the application must be available during
office working hours with 98% uptime. However, the system should have provision
for working during non working hours or when network connectivity is not available
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- Offline Mode and syncing data at the time of regaining connectivity with the
central server.
(d) Scalability. The architecture should be highly scalable and capable of

delivering high-performance with the increase in data volumes as well as increase
in user base. It is required that all the applications and deployment architecture
should provide for Scale-Up and Scale out on the Application Server, Web Server
and Database Server. The platform of the proposed application must conform to
interoperability standards without using any virtualization software. The Bidder
should ensure that the DMS and BPM components of the proposed solution shall
be scalable and interoperable for future growth of data.
(e) Backup and Recovery. It is required to implement the Storage Solution to

address the Data backup / storage and retrieval requirements of the Project. A
disaster recovery site will be configured on the hardware to be provided by the
Buyer.
(f) Extension/ Flexibility. Extensibility/ Flexibility encompasses the ease of

extending the architecture to include new functions and technologies in future.
(g) Portability. System will be developed using industry standards

frameworks/ open standards that will facilitate the coexistence and inter-
changeability of multiple hardware and software technologies, tools, protocols, and
interfaces. System should also support data to be exported / imported in XML
format.
(h) Interoperability. System should support the application/data/ information

level integration with other Service Headquarters and Ministry of Defence based
on business requirements. The solution should support integration with
heterogeneous environments/platforms being used in other services. The software
should meet both internal and external agencies’ need of exchanging Data /
reports which are already catered and included to be catered electronically in
XML format either online or using a media. It should enable seamless
integration with other enterprise. The application package should provide complete
documentation for required Application Programming Interfaces (APIs) for all
Commercial Software to be integrated in the solution.
(j) Licensing. Indian Navy will ultimately deploy the application developed
across all units of the Indian Navy in phases. This includes ships and submarines
that may or may not be connected to the central servers at all times. Thus, there
may be a requirement to deploy the solution at a large number of places. The
licensing of the application software shall be such that once procured, the
application can be deployed at any number of locations. However, Indian Navy will
procure the required number of named/ concurrent user licences.
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(k) Testing. Software will be developed at the vendor location using resources
of the Vendor. Testing will be carried out right from requirement gathering stage
and the reports will be submitted to the Project Implementation Team (PIT). The
software may also be tested (including Code Review) at any independent software
testing agencies to confirm technical requirements including performance, security
and reliability. Testing shall include ease of installation, user friendliness,
management & security and coding methodology besides adherence to the
functional requirements in the SRS. Getting the developed software tested will be
the responsibility of the Vendor. It will be tested by CERT-IN empanelled vendor
for vulnerability assessment. No remote testing of SW under development will be
done on the internet. Acceptance after testing of each phase/ iteration will be given
by PIT.
(l) Parallel Run. A parallel run of manual and automated systems for a
minimum duration of two months is required during implementation of the project.
22. Hardware Requirement. Hardware will be provided by the Buyer. All bidders are
required to carry out hardware sizing for the required concurrent users mentioned above
and provided minimum as well as recommended hardware requirement for implementing
the project.
23. User Management. User authentication will be carried out from the Active
Directory (LDAP) on Windows Server 2012. User Management for authorised roles and
access/ rights management shall be done centrally for all application by the respective
Administrators in each Dte / Sectt. through the Active Directory of Naval Unified Domain.
Scope of Work – Latter Phases
24. Post completion of implementation at New Delhi, roll out for three Naval Command
Headquarters at Mumbai, Visakhapatnam & Kochi followed by all other naval units shall
be taken up separately. This may be a continuation of the present project or a fresh
project, depending upon the circumstances.
Page | 42
Annexure I to Appendix ‘B’
(Refers to Para 11 of Appendix ‘B’)
IMPLEMENTATION SCHEDULE
1. Implementation at IHQ MoD(N) shall take place over three parts each consisting
of two stages. The package shall be first tested and implemented at DIT and other
nominated Directorates. Each stage have a finite number of steps. Implementation of
each step would cover all activities from software delivery, user training, migration of data
and testing of functionalities at IHQ MOD (N) as per SRS.
2. Each construction iteration shall culminate in the delivery of a build of software with
required documentation.
Part I – Applications/ Software Development for Common Functionalities &

Customisation
3. Stage I - Inception Stage. This has the following steps spread over eight weeks
(D is the date of supply order):-
Activity Time Required Total Time

(Weeks) (Weeks)
Presentation of plans by Project Two weeks from the D + 2
Manager (Vendor) date of supply order
Study of Workflow and various One month D+6
functionalities of all Directorates of
IHQ MOD (N), units at Delhi and
three Commands at Mumbai,
Visakhapatnam and Kochi.
Analysis of existing procedures and
Identify and suggest business
process re-engineering for better
functioning.
Definition, validation and base
lining of architecture.
Review and acceptance of
deliverables of.
Review and acceptance of Two Weeks D+8
deliverables of Inception Stage by
PIT.
4. Stage II. This phase has the following three stages spread over 13 weeks as
under:-
Page | 43
(a) Construction Stage. This has two Iterations. L Day is the date of
acceptance of Inception Stage deliverables or D + 8 weeks, whichever is later.
(i) First Iteration
Activity Time Total Time

Required (Weeks)
(Weeks)
Study and baseline requirements for One week L+1
1st Iteration and sign off baseline
documents.
Develop and deploy 1st Iteration Six Weeks L + 7 (to be deployed
at DIT)
Testing and acceptance of 1st One Week L+8
Iteration
(ii)Second Iteration. M Day is the date for acceptance of First Iteration

deliverables or L + 8, whichever is later.
Activity Time Total Time

Required (Weeks)
(Weeks)
Study and baseline requirements for One week M+ 1
2nd Iteration and sign off baseline
documents
Develop and deploy 2ndIteration Three Weeks M+4 (at DIT and
nominated
Directorates)
Testing and acceptance of 2nd One Week M+5
Iteration
Page | 44
Part II – Roll out in all Directorates
5. Implementation Stage. P Day is the date of acceptance of Second Iteration

deliverables or M + 5, whichever is later.

(Weeks) (Weeks)
Incorporate changes One week P+1
from 2nd Iteration, refining
and finalization of URS,
sign off
Deploy application at Four weeks P+5
all Directorates / Sectt.) (at all Dtes and Sectt.)
Conduct user training
6. Parallel Run Stage. Q Day is the date for commencement of Parallel Run of
software at all Directorates of IHQ MOD (N), or P+5, whichever is later.

(Weeks) (Weeks)
Parallel Run at all Eight Weeks Q+8
components of IHQ(N).
Page | 45
Part III -Acceptance of Project
7. Final Release Stage. R Day is the date of commencement of release of the final
version of the software package to all Dtes / Sectt. or Q + 8, whichever is later.

(Weeks) (Weeks)
Rectification of problems Three weeks R+3
and enhancements
identified by users
Porting of Final Release One Week R+4
Acceptance Testing Three Weeks R+7
Review of test results Two Weeks R+9
and fine-tuning
Delivery of revised Two Weeks R + 11
software package with (date of issue of Final
revised WBT and User Acceptance Certificate)
Manual to all Dtes and
Sectts..
Total – 45 weeks from placement of order
Page | 46
Annexure II of Appendix ‘B’
(Refers to Para 11 of Appendix ‘B’)
METHODOLOGY FOR EXECUTION OF SOFTWARE PACKAGE FOR

AUTOMATION OF INDIAN NAVY
1. The project shall be executed using a suitable software development process,

mutually acceptable to the BUYER and the VENDOR. Prospective vendors are expected
to make a presentation to the Technical Evaluation Committee (TEC) on the methodology
to be followed by them at the time of evaluation of technical bids.
2. Guidelines for tailoring of software development process are given in the

succeeding paragraphs. These guidelines are by no means exhaustive by themselves,
but are meant to convey the methodology as thought of by the project Implementation
Team (PIT). It is recommended that the prospective vendors tailor the software
development process to a maturity level that refines the iteration method of design to
include regular feedback loops. These loops enable the continuous evolution of software
and related deliverables, while building in traceability and consistency across all phases
of implementation. Tools not held with the Navy may be provided for the duration of the
project by the vendor by means of a client installation free of cost.
3. Development of application package for users at IHQ MoD (N), will have the
following stages during Part I – Applications / Software development for Common
functionalities & Customisation:-
(a) Stage I
(i) Inception Stage. The aim of this stage is to crystallize the lifecycle
objectives of Software Package by involving all stakeholders. This stage will
have following objectives :-
(aa) Establishment of detailed scope of the project, with finalization

of operational vision (SRS).
(ab) Identifying potential risks.
(ac) Identifying a suitable architecture for the package.
(ii) Essential Activities of Inception Stage. These are as follows :-
(aa) Study & Analysis. SRS will be evolved by study and design
of functional requirement at the nominated Directorates /
Secretariats forming are presentative sample with a view to
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comprehensively identify technical and business imperatives for an
integrated application to cover all aspects of functioning.
(ab) Outlining of Potential Risks. This involves identification of

all potential risk and evaluating risk management alternatives.
(ac) Acceptance Criteria. This includes capturing of the most

critical requirements/ constraints to formulate Acceptance Criteria for
the end product.
(ad) Preparation of Business Case. Drawing up the project plan

and schedules.
(iii) Inception Stage Objectives. At the end of the Inception Stage, the
following objectives are expected to be met :-
(aa) Concurrence amongst stakeholders on definition of scope and

schedule of implementation.
(ab) Agreement on the adequacy of requirements capture and the

understanding of requirements.
(ac) Agreement on the appropriateness of schedule estimates,

priorities and identification of risks.
(ad) Agreement on mitigation strategies for identified risks.
(iv) Deliverables at end of Inception Stage
(aa) Vision Document. Listing out of core requirements, key

features and main constraints.
(ab) Risk List. Listing out of initially identified project risks.
(ac) Software Development Plan. Listing out of phases,

durations, objectives. Draft Acceptance Plan is also to be drawn up.
(ad) Iteration Plan. To be drawn up as reviewed.
(ae) Development Process. Adaptations and extensions to RUP/

equivalent development process, to include project-specific
guidelines and the Software Development Plan to include
development process.
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(af) Development Infrastructure. Listing of all tools required to
support the project and their installation.
(ag) Glossary. Definition of important terms.
(v) Elaboration Stage. The baseline architecture for design in the

Construction Stage and implementation methodology is formalised at this
stage. The objectives of this stage are:-
(aa) Ensuring robust architecture, design of application package,

implementation plan and mitigation of risks.
(ab) Ensure addressing of all architecturally-significant risks.
(ac) Establishment of a baselined architecture after analysing all

risk scenarios.
(ad) Demonstrating that baselined architecture supports all the

system requirements.
(vi) Essential Activities in Elaboration Stage
(aa) Defining, validating and baselining the architecture rapidly.
(ab) Creating and baselining detailed iteration plans for

Construction Stage.
(ac) Refining development process.
(vii) Elaboration Stage Deliverables
(aa) Architectural Prototype. Definition of architecture prototype

with respect to critical functionalities.
(ab) Risk List. Updated and reviewed.
(ac) Development Process. Refined in the light of early project

experiences and sufficiently defined for construction to commence.
(ad) Development Infrastructure. In place, including all tools and

automation support.
(ae) Software Architecture Document. Created and baselined

to include detailed descriptions of design and the deployment view.
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(af) Design Model. Defined and baselined to include all
constituent artifacts.
(ag) Data Model. Defined and baselined to include definition and

review of all major data model elements.
(ah) Implementation Model. Initial structure created and major

components prototyped.
(aj) Software Development Plan. Updated and expanded to

cover Construction, Parallel Run and Final Release Stages.
(ak) Iteration Plan. Reviewed for Construction Stage.
(al) Supplementary Specifications. Listing of all non-functional

requirements, documented and reviewed.
(am) Test Suite. Tests designed to validate the stability of the build
for each executable release.
(b) Stage II
(i) Construction Stage. This phase completes the system development

based on the baselined architecture in three iterations as under :-
(aa) First Iteration. Initial Test Release.

(ab) Second Iteration. Alpha Test Release.
(ac) Third Iteration. Beta Test Release.
(ii) Construction Stage Objectives.
(aa) Optimisation. To avoid unnecessary rework.
(ab) Quality. Obtaining adequate quality rapidly.
(ac) Usefulness of Versions. Ensuring useful versions developed

rapidly.
(ad) Analyse, design, develop and test all functionalities.
(ae) Iteratively develop a complete product ready for transition.
(iii) Construction Stage Deliverables.
(aa) Executables. Delivery of executables and begin beta testing.
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(ab) Test Suite. Drawn up to validate the stability of each build for
the executable releases.
(ac) User Support Material. User Manuals and other training

material in preliminary draft form.
(ad) Design Model. Updated with new design elements identified

in completing all requirements.
4. Implementation of application package for users at IHQ MoD (N) will have the
following phases during Part II – Roll out in all Directorates.
(a) Parallel Run Stage. This phase ensures availability of the new package to
users, even while the existing system is still under exploitation. The beta-release
version is subjected to intensive user trials with a view to obtain practical feedback
on all functionalities for remediation and inclusion in the final release.
(b) Parallel Run Stage Objectives.
(i) Beta testing to validate new system against user expectations.

(ii) Beta testing and parallel run with existing system.
(iii) Undertaking activities like bug fixing, enhancement.
(iv) Assessment of deployment baselines against Acceptance Criteria for
the product.
(v) Achieving stakeholder concurrence on satisfaction of functional
requirements.
(c) Parallel Run Stage Deliverables.
(i) Product Build. Complete in accordance with product requirements.
(ii) User Support Material. User Manuals, CBTs and other build
documentation.
5. Acceptance of application package at IHQ MoD (N) will have the following phases
during Part III – Acceptance of the Project :-
(a) Final Release Stage. This stage involves the final rollout of the updated
package, complete with all fixes and enhancements reported in the Parallel Run
Stage.
(b) Final Release Phase Objectives.
(i) Smooth and complete transition to new package.
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(ii) Ensuring user confidence in new package.
(iii) Ensuring stakeholder concurrence on translation of requirements to
functionalities in an adequate manner.
(iv) Ensuring all vendor obligations are discharged as per initial
requirements.
(c) Final Release Deliverables
(i) Final Build. Complete in all respects as per product requirements.

(ii) User Support Material. User Manuals, CBTs and other final release
documentation.
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Annexure III to Appendix ‘B’
(Refers to Para 20(m)(ii) of Appendix ‘B’)
METHODOLOGY FOR SCANNING DOCUMENTS
1. The documents for scanning are to be collected from the Central Sectt., scanned,
uploaded in system and returned back by the vendor. Appropriate security mechanism
will be worked out between DIT and the vendor to avoid any loss or damage to the
collected documents.
2. The documents are to be scanned and imaged in the database in a timely manner.
The letters are typically in A4/ Letter sheet printouts / cyclostyled paper. Scanning of all
types of paper and storing image should be possible. Output of the scanned docs is to be
a searchable PDF (at minimum of 300 DPI) that supports ISO 19005-1:2005(PDF/A).
3. The scanned documents should be verified and validated as digitized records. The
scanned documents should be securely transported to the storage facility over the
network.
4. Document preparation is to include removal of tags/staples/paper clips and

removal of select document types defined as unnecessary.
5. Size, Volume and Document Details for Implementation Duration. All

incoming and outgoing documents are to be scanned at the central facility during the
currency of the project. Estimates for a quarter for Phase I at New Delhi are as below:-
Sl Page Type Total Pages

1 Legal size 20,000
2 A4 size 1,70,000
3 Other Sizes 10,000
Total 2,00,000
Note: Total Files and total pages mentioned in above table are approx
volume and may increase or decrease by 15% to 25%. Indian Navy has
estimated the physical quality and other document parameters to the best
of the knowledge and also request bidders to re-examine the details for
their satisfaction and bidding. The payment for the scanning services
beyond the quantity mentioned above would be made as per actual.
6. Indexing/Meta Data Entry. Successful bidder is expected to take utmost care

while carrying out this activity to ensure the proper retrieval.
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(a) Indexing will be performed for approx nine fields (of average 10 chars/ field)
of alphanumeric in nature and will be in English language only.
(b) Indexing field’s information will be available on first page of all records with
in a file.
(c) Some of the Meta Data Entry / Indexing fields are as follows and remaining
will be mutually discussed before commencement of the project:
• File Number
• File Volume number
• Unit Name
• Date of Letter
• Subject
• Authorized Signatory (Name and Appt)
• Designation of Authorized Signatory
• Letter Reference Number and Date
• Letter Type
(d) More fields may be required to be added to the above list. The same shall
be discussed and finalized with the successful bidder before the commencement
of work.
7. Uploading to Central DMS Server. After successful scanning and indexing,

documents will be uploaded to central DMS server. Although the connectivity to the
central DMS server is provided by Indian Navy, but if due to some reason, if online
uploading is not feasible through scanning centres, then vendor will create suitable media
for uploading it to the central DMS server in offline mode. The uploading through media
is responsibility of the vendor. Successful bidder must ensure that all records are
uploaded successfully and there is no duplicate, partial uploading. The log report
generated by online uploading software must be submitted to Indian Navy project
coordinator to evaluate and estimate the quality of digitization activity performed by the
vendor. Dtes / Sectt. at IHQ MOD (N) will be part of the digitization process and should
be given login details to perform quality assurance and acceptance.
8. Inventory – Out. After scanning, the physical document would have to be binded
(if unbinded before scanning), pinned together/tagged in the same form as it was given
for scanning by the Indian Navy and handed over top Central Sectt for further processing.
Page | 54
Annexure IV of Appendix ‘B’
(Refers to Para 21(a) of Appendix ‘B’)
END TO END SECURITY FEATURES FOR THE APPLICATION SOFTWARE
1. User Management and Security. The system will provide a module for user
management where the user can be assigned into groups and roles by respective
administrator of each Directorate/ Secretariat. The application will be accessed by domain
users and will be authenticated by the Domain server through Active Directory. The user's
logon ID and password must be protected from capture or eavesdropping. The System
Administrator must be notified of any unsuccessful access attempts. The security system
should reject the user after a predetermined number of unsuccessful sign on attempts
(maximum three attempts). Administrators do not have access privileges to files that they
do not own. If an administrator takes ownership of an object, the owner should be
intimated.
2. Access Control and Rights management. The system should provide for object
level access control to be assigned by the author/ the administrator of the system. Access
control will be defined based on the group/role of the user. Role based user authorisation
using Access Control Lists and appropriate user provisioning, would be implemented to
conditionally grant/deny access to sensitive areas within the system.
3. Data Security. The software must have facilities for minimum 128 bit encryption/
decryption of data that is created/ imported into the system. Direct access with User ID/
password for the database would be permitted for database management only and not
for the content stored therein. Information in memory and transit is to be protected from
unauthorised access.
4. OS Security. All unwanted services and ports which are not required for the
operation of Paperless Office Solution should be disabled and catalogued.
5. Audit Trails. Maintain a record of system/ application/ user activity. Audit trails
should assist in detecting security violations, performance problems, and flaws in
applications. A computer system may have several audit trails, each devoted to a
particular type of activity and help system administrators to ensure that the system has
not been harmed by hackers, insiders, or technical problems.
6. Integration with Naval Infrastructure. The system should be fully capable of

integrating with Identity Management System, Rights Management System and PKI
infrastructure/ digital signature for users in future.
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Appendix ‘C’
(Refers to Para 2 (b) of Part-II of RFP)
TECHNICAL QUALITATIVE REQUIREMENT FOR AUTOMATION OF INDIAN NAVY
1. Technical Proposal. Please provide a brief write-up on the Technical aspects of

the package proposed to be developed by your Company and submit the following details
:-
(a) Methodology and deliverables proposed for the system.
(b) Software development process to be adopted for execution of this project

shall include:-
(i) Deliverables at the end of each phase, stage and iteration.
(ii) Quality controls proposed to be employed from Requirements

Capture till final deployment of the proposed package.
(c) Proposed team size showing Technical and Functional Personnel

separately, along with qualifications and experience of each member. A certificate
for commitment of these team members till successful implementation of the
project and final acceptance of the software is to be submitted at the time of receipt
of Supply Order.
(d) Recommended hardware requirements for the proposed package.
(e) Operating Systems and browsers for which the proposed package shall
have support.
(f) Security measures proposed for the package like System Administration,
Audit Trail, Authentication of Transactions, etc.
(g) Recommendations for enhancing user friendliness, user experience and

Data Entry validation for the proposed package.
(h) Levels of Performance, Reliability, Response Time, Concurrency (number

of simultaneous users supported) expected in the proposed package. Provide test
reports wherever applicable.
(i) Recommended methodology for porting / migration of data.
(j) Software Maintenance Tasks proposed during Warranty and AMC.
(k) Any other Technical aspects to be brought to the notice of TEC.
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2. Duly filled technical fact sheet placed at Annexure I to Appendix ‘C’ is to be
submitted.
3. General Proposal. This should include a brief description of domain knowledge

available in the field of Manpower Planning/HR Management functions to state your
understanding of the scope of work and functionalities. Following aspects are to be
elaborated in detail :-
(a) Your understanding of the scope of work.
(b) Details of similar software projects in the office automation domain by your
company, if any.
(c) Detailed Effort Estimation for the project using standard Functional Point
Analysis (FPA) tools.
4. Duly filled vendor selection criteria placed at Annexure II to Appendix ‘C’ is to be

submitted along with technical bid.
5. Proof of Concept (POC). A Proof of Concept (POC) to demonstrate feasibility in

the form of prototype, bringing out comprehensiveness, user friendliness and richer user
experience of your proposed package to verify that the product being offered by you has
the potential of adhering to all the requirements mentioned in the tender. POC will be
required at the TEC stage. The scope to be covered during POC will be promulgated
during Pre-bid meeting.
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Annexure I of Appendix ‘C’
(Refers to Para 2 of Appendix ‘C’)
SPECIFICATION FOR PAPERLESS OFFICE SOLUTION FOR INDIAN NAVY
TECHNICAL FACT SHEETS

REQUIREMENTS PROPOSAL/ REMARKS REFERENCE
SOLUTION
C – 10 (Fully Complied) Please
CL – 07 (Complied with low
customization) indicate
CM – 05 (Complied medium related pages
customization)
CH – 02 (Complied with high in the
customization) detailed
NC - 00 (Not Complied)
proposal
1 Scope of work
1.1 Supply, deployment and implementation of an
Enterprise Wide Document Management and
Office Automation System for Whitehall File
Movement & Tracking, Mail Movement &
Tracking, Office Note Approval, Handling for
Subject Files & Special Files.
1.2 System study of the requirements in Indian Navy
which includes nominated five Directorates at IHQ
MoD(N) at Delhi.
Implementation of the solution in IHQ MoD(N),

Delhi
1.3 Roll out of the solution in the Indian Navy at
IHQMoD(N) in all Offices in phased manner
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SOLUTION
1.4 Handholding for a period of six months
1.5 Warranty of the solution for a period of 3 years
post completion of hand holding
1.6 Scanning services & Records Management
1.7 Technical trainings of personnel on the proposed
solutions/ systems and training of the users on
the systems to be implemented
1.8 Complete user manual and system
documentation (soft and hard copies) of the
proposed solutions
2 General Compliance
2.1 Open Standard - The proposed solution should
support Open Standard (Refer to Content
Management Interoperability Services (CMIS)
Version 1, available at docs.oasis.org),
interoperable & should be supported for three
years. The bidder should have supplied in at least
one IT / e-Governance Project in Government
with any State/ Central Government(s), PSU or
Defence services in India during the last five (5)
years for an order value of not less than Rs 3
crores.
Or
should have executed at least 3 similar projects of

at least 1 Crores each in India.
Page | 59
SOLUTION
2.2 Content Manager: Solution should be such that
the content can be reused
2.3 Real Time Dashboards: Solution should include
real time dashboards for the Process / Business
Intelligence Alerts and SLA monitoring and
tracking
3 General Technical Requirement of System
3.1 Proposed Document Management System should
figure in the Gartner Quadrant for at least
previous three years. Bidder is required to submit
a letter from OEM validating the same.
3.2 The solution shall utilise the existing IT
infrastructure which is based on Windows Servers
and MS SQL, Oracle databases.
3.3 The solution shall be compatible with MS SQL
Server for database requirement
3.4 Inter-operability - The systems must seamlessly
integrate with any or all of the existing legacy and
Core applications listed below and shall support
interface with other open-standard systems.
1. Windows all versions
2. MS Office all versions
3. Open office/ Libre Office
4. MS – Project / EPM 2008 and above
5. ERP systems such as SAP etc
3.5 High Availability – The systems shall be
designed for 24x7 operations. A highly available
architecture shall be presented to address
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SOLUTION
planned outages for upgrades or unplanned
outages caused by hardware or software failures.
3.6 Clustering - Clustering setup is to be presented,
both active-passive and active-active
configuration are acceptable. The system shall
also support native database initiated high
availability solution like clustering and replication.
3.7 Server Based Computing – The computing
architecture must be Web based. The
applications will reside in the servers and will be
delivered to the users through other Browser
based computing facility/technology. The solution
must be responsive, browser neutral and support
leading browsers such as Edge, IE, Firefox,
Chrome etc.
3.8 Access and Interface – The systems must be
user friendly, intuitive and equipped with
help/support facilities
3.9 Bulk Scanning - The vendor should have
solution for desktop based Bulk Scanning solution
that shall allow integration with the proposed
solution
3.10 Version Control and Management – The
proposed System shall have versioning features
to track and document and process revisions
made.
3.11 Source codes – For systems or part of the
system that will be customized or built from
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SOLUTION
scratch, the vendor shall be required to turn-over
to Client all the source codes of all developed
programs. Client shall have full rights to these.
3.12 Test and development environment - The
vendor shall provide a separate test and
development environment bundled with software
licenses, including the development tools
3.13 The proposed systems must be able to provide
interface with the existing systems and databases
3.14 Web based process designer & No client
install. Proposed system should be such that it
should not require any client to be installed and
System Processes can be used / modified using
any standard web browser. The system should be
HTML 5 compliant.
3.15 Bidder agree to share the OEM's Standard
Support Guide that highlights the Support
Mechanisms, with Severity level and Escalation
level details, and also provide a link URL where,
this Support Guide can be found on the OEM
website.
3.16 The Scanning Interface Should allow re-
arrangement of the files post Scanning (Drag and
Drop)
3.17 The Solution should Support Browser based
scanning and Indexing – Scanning Client
Installation should not be required to support
Scanning. The solution should provide
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SOLUTION
Standardizations and central governance to the
quality of Images Scanned.
3.18 System should have encryption facility for stored
content so that even the system administrator
can’t see the content from file system
Detailed Technical and Functional
Requirement of System
4 Architecture Considerations
4.1 The system shall support Open, Scalable, Multi-
tier architecture with each tier fully independent
4.2 The proposed system shall adopt a J2EE/ .Net
based approach so that the solution is able to
integrate with other platforms.
4.3 The system shall support Scalable architecture to
support clustering at each layer i.e. Web server,
Application server and Database for Fault
Tolerance & Load Balancing.
4.4 The system would be deployed in clustered
environment on minimum 2 servers, clearly
mention the add-on product cost for deploying on
clustered environment
4.5 Horizontal clustering (multiple channels) and
vertical clustering (multiple instances per
machine) - The System shall be scalable through
both horizontal clustering (multiple channels) and
vertical clustering (multiple instances per
machine).
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SOLUTION
4.6 Document / Image server - The system shall
support separate Document / Image / Metadata
Information servers for better management of
documents.
4.7 Distributed Document Repositories - The
system shall support distributed Document
Repositories for document upload and access at
local level , which can be replicated with central
repository at scheduled intervals
4.8 The solution shall be based on Single and
Royalty-Free (RF) Open Standard using Fair,
Reasonable and Non Discriminatory terms and
conditions (FRAND) as per GoI policy on Open
Standards for e-Governance
4.9 RDBMS Support - The system shall support &
use either of the top 3 RDBMS worldwide as per
Gartner/ IDC
4.10 Toolkit - The system shall provide XML based
API toolkit for system integration and application
development
4.11 Image processing - The system shall provide
Image processing libraries that support image
enhancements, and other imaging features like
compression and extraction etc. These libraries
should be owned and supplied by the OEM of
DMS solution.
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SOLUTION
4.12 Response - The system shall be able to handle
large Data with search capabilities in time less
than 8 seconds
4.13 Free Search and handling - The system shall
have an ability to handle millions of images. (The
bidder must specify 3 reference site having more
than 10 million images in India / worldwide and at-
least one should be from Indian
Government/PSU)
4.14 Storage Volume - The system shall support
unlimited storage capacity by automatic / manual
creation of Volume disks of predefined sizes and
disk labelling
4.15 Unicode compliant & support for local Hindi
language - The system shall be Unicode
compliant for supporting different languages
(English & Hindi). The System shall support .Net,
Java API, XML API and SOA Architecture
4.16 Folder Filing : System should have classification
module for Automated Content Classification
4.17 Content Integration - The system should have
facility for multiple content integration which will
help in Ease of Integration across multiple content
(including data, documents and video content
files in different formats) repositories
4.18 User Interface for content integration: System
should have Content Management Widgets which
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SOLUTION
can help to create quick User Interfaces for
content integration.
4.19 Must provide a common integrated repository to
handle all types of enterprise content
management, including documents, web content,
digital assets, collaborative content, document
images, records etc.
4.20 The system shall support replication of content
across repositories enabling version and state of
content to be synchronized. When replicated
content is checked out in one repository a user in
another repository will not be able to also
checkout a replica.
4.21 Distributed architecture should also provide the
ability to support placement of content files at
remote sites while metadata access is at a central
location
4.22 In-built support for file encryption both at transport
and in storage
4.23 The system should provide facility for local
caching capability for remote offices for faster
access the content. The local caching must
provides read as well as write capability.
4.24 The local server at remote office should be able
to do predictive caching for content
4.25 Distributed architecture must provide the ability to
support placement of content files at remote sites
while metadata access is at a central location
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SOLUTION
5 Image Server Operations
5.1 Images store - The system should have a
provision to store images on an image server
5.2 Image retrieval - The system should support
prefetching of remote Images, for fast retrieval at
local site
5.3 Caching - The system should support for caching
of remote content at each respective remote
office site for fast future accesses of same data.
The required application software licenses,
hardware and infrastructure software must be
quoted for the same.
5.4 Bandwidth Utilization - The system should
support page-wise data fetching of multi-page
images for better bandwidth utilization
5.5 The system should support for Replication on
immediate as well as scheduled basis
5.6 The system should support replication between
the local and central storage servers via direct
TCP/IP connectivity
6 Document Scanning Feature
6.1 Temporary Archival - The System shall support
the scanned documents to be temporarily
archived before uploading to the central server
6.2 Document Capturing Tool - The s/w should
provide a powerful and fast browser based
document capturing tool for scanning as well as
auto document categorization system. It should
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also provide image assisted data entry. Scanning
of documents in batches should be possible.
6.3 Compression Technique - Scanned images
should provide a document compression
technique based on industry standard formats
(e.g. CCIT algorithms in TIF format). Access to
these encrypted documents must not have
dependence on the OEM vendor for any type of
use in future.
6.4 TWAIN and ISIS compatibility - The document
capture tool should have blank sheet / Barcode
document separator facility and should support
TWAIN and ISIS compatible scanners.
6.5 Markings Of Image Attributes - The system
should have standard and user-defined markings
of image attributes for effective track keeping of
the scanned images. It should pop up all scanned
documents one by one till the last document is
categorized i.e. the indexing interface should
display the scanned documents for easy indexing.
6.6 Import Of Electronic Documents - The s/w
should support direct import of electronic
documents of commonly available office suites
like MS office, Open office, star office, PDF,
single static images (e.g. JPEG, GIF, TIFF),
documents produced by text editors; emails and
attachments; audio and video files;- CAD files;-
XML and HTML documents etc.
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6.7 Scanning And Indexing Of Bulk Documents –
The system shall support Quick scanning and
indexing of bulk documents. The stages of
scanning, quality check and Indexing shall be
preferably mapped as stages in scanning
solution, Scanning through browser plug-in
6.8 Categorization Of Scanned Images - Automatic
categorization of scanned images as different
documents like mail, Office file document,
Supporting documents, Field report etc.
6.9 Support for automatic indexing from specified
zones like Application id using OCR functionality
6.10 GUI - Easy to use GUI for setting the scanning
properties like indexing parameters, document
and folder nomenclature, zones for data
extraction etc
6.11 Facility to upload scanned batches from different
field offices with Auto folder/Subfolder creation
document filing & indexing on user defined fields.
6.12 System ability to provide Compression of
scanned image files in TIF Format.
6.13 The System shall support Image Editing
operations such as page insertion, deletion
merge/split pages, etc.
6.14 The system shall provide facility for merging/
splitting documents based on bar-code/page
count, etc. To assemble documents from scanned
batches
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6.15 Support all the special image enhancement
functionality offered by the scanner through the
driver interface
6.16 Automatically Recognize The Beginning And
End Of Individual Documents - The system
scanning feature may automatically recognise the
beginning and end of individual documents when
scanning in bulk: i.e. it should be able to identify
separate document without requiring the use of
barcodes or blank insert sheets.
6.17 Import Feature and Multiple channels
Scanning – The Solution should support
digitization of paper document Through Multiple
channels – Scanning, Import of pre scanned
Images, Fax , Browser Based Scanning etc
6.18 Importing Existing Documents – Indian Navy
possesses archive of old scanned documents in
PDF format along with necessary metadata. The
system should provide seamless import of
existing archives.
6.19 Control of Quality of Images - should be
centrally govern The operator at remote location
should not be able to change the predetermined
standard decided for a specific type of document
6.20 The Product Should provide auto extraction OCR,
OMR, Barcode and 2D Barcode
7 Document Acquisition Features
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7.1 The system shall support Bulk Import of image
and electronic documents and also the external
acquisition source through an integrated
functionality
7.2 The system shall support Automatic archival of In-
coming Fax as images through an integrated
functionality and shall also automatically index on
required parameters
The system must enable a user, using Microsoft-
based authoring tool (MS Office), to save their
work directly into the repository from within the
Microsoft application interface. The user must
also be able to profile the content while saving the
file into the repository.
7.4 The system shall support Integration with Mail
server for direct Uploading of Emails for
corresponding users and indexing on user
defined parameters.
7.5 The system shall support Scheduled uploading
from directories i.e. Folder Mapping so that files
from subordinate offices can be scheduled for
upload.
7.6 Multiple Initiation Methodologies - The system
shall support remote scanning of multiple
applications and supporting documents and
initiating them in the approval route / workflow.
7.7 The system should issue a warning if a user
attempts to capture a document that has the
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same title, content or metadata as another
document, which is held within the same folder.
7.8 It should be possible to configure the system so
that it operates in one of the following ways when
a user sends or receives an email:
a) it automatically captures the email;
b) it determines whether to capture the email
according to pre-defined rules;
c) it automatically prompts the user, giving the
user an option to capture the email;
d) it takes no action (and thus relies on the user
to initiate a capture, if appropriate).
8 Handling of Un-scanned documents
8.1 The system shall support facility to generate
paper profile for tracking of physical documents,
which are not scanned.
8.2 The system shall support inbuilt facilities to
electronically move paper profiles and complete
user level tracking on the same.
8.3 The system shall support scanning of the
document at the end of processing and auto-
replacing the paper profile with the image.
9 Archival of electronic documents
9.1 The System shall support categorization of
documents in folders-subfolders just like windows
interface. Please specify if any limit on number of
folders and sub-folders.
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9.2 The System shall provide facility to link cross-
related documents like Application form and Field
report, subject and reply sent etc.
9.3 The system shall provide search facility in the
same interface, so that users are able to search
the documents to be linked
9.4 The system shall support versioning of
documents with facility to write version comments
9.5 The system shall allow Locking of documents for
editing and importing it back into the system
through check in/Check-out features
9.6 Policy Engine - Provides a policy engine that can
execute storage placement and migration policies
to optimise storage, while reducing the content
storage cost to the Buyer and maintain
accessibility and compliance needs as its value
changes over time
Provides policy-based content placement and
migration capabilities across storage devices from
a wide variety of storage vendors such as EMC,
IBM, Hewlett Packard, Hitachi, and others.
10 Document View
10.1 User Rights - The s/w should allow users to view
and annotate documents as per user rights
assigned to them.
10.2 Platform Independent - Viewing of documents
should also be platform independent both for
multi page image and text documents.
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10.3 Operations - While viewing users should be able
to perform all types of imaging operations like
rotate, invert, adjustment of brightness/contrast,
zoom-in, zoom-out etc.
10.4 Annotations - Users should also be able to put
all types of graphic and image annotations like
highlighting, marking text, underlining, pointing
arrows, putting sticky notes on documents and
putting image and text stamps.
10.5 Thumbnail Views - It should support thumbnail
views on image and electronic documents
including current and older versions of the
documents.
10.6 Printing of documents with or without annotations
should also be possible based on access control.
10.7 The s/w should also give the facility to selectively
secure the annotations for users as per rights
assigned to them.
10.8 Even for multi page document. The download and
view should be page by page.
10.9 The System shall facilitate Document View
without the native application using a viewer. It
must support viewing for MS office, Email, PDF,
Autocad, and all other file formats that are used in
an office scenario.
10.10 The system shall facilitate zoom-in/zoom-out,
zoom percentage and Zoom lens to zoom in on a
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part of image and other image operations like
Invert, rotate etc.
10.11 Document view shall have the provision to draw a
line, insert arrows etc over image document.
10.12 Document view shall have the provision to
highlight or hide certain text by drawing line
rectangle and solid rectangle.
1013 Document view shall have the provision to insert
text over image document
10.14 The System shall support for viewing documents
in native application
10.15 The system shall provide facility of putting text,
graphic and image annotations on document
pages
10.16 Offline Capabilities - Solution should provide
offline capabilities allowing users to work offline
and then synchronize their edited or newly
created documents with the repository.
10.17 Support - Shall provide support for features on all
thick and thin clients
10.18 Link to Parent Document - The UI shall provide
support for the creation, editing and management
of virtual or compound documents. The system
shall provide the features to link any type/ format
of documents while providing capabilities to
automatically update the version of the linked
document whenever the original is updated.
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Solution should support Virtual documents i.e.
system should support feature in which all the
document can be clubbed together and relate to
parent document.
10.19 Versioning of contents - The system should
support storage of complete and multiple versions
of content. The end user should be able to access
previous and next versions. It should have major
& minor release for draft & final release version of
the document. System should provide a robust
“reason for change” comment entry and version
label entry must also be provide
11 Annotations
11.1 The Image applet shall support comprehensive
annotation features like highlighting, marking text,
underlining putting sticky notes on documents,
and support for text and image stamps etc.
11.2 The system shall support automatic stamping of
annotations with user name, date and time of
putting annotations
11.3 The system shall provide facility for securing
annotations for selective users
11.4 The system shall provide facility to configure
bitmap stamps at corporate level, so that it is
available to all users
11.5 The system shall store annotations as separate
file and at no time, the original image shall be
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changed. The system shall provide facility of
taking print outs with or without annotations
11.6 Review Security Level - Comments /
annotations should have separate security level
12 Office Note creation & Approval workflow

12.1 The system shall have an In-built Web based
Text Editor with all functionalities as available in
industry standard word processing software’s.
12.2 The system shall have a draft folder to save
Office Notes that are created through in-built text
editor.
12.3 Office Note in draft folder shall be available to the
user for editing.
12.4 Using workflow feature of a system, user shall be
able to route the Office Note for approval
12.5 The system shall provide a facility to Add / Edit
comment to a Note in a workflow. Spell check and
time stamping feature must be available.
12.6 All the comments shall be appended to the main
content of the Note.
12.7 The system shall capture the signature of user
working on a Note
12.8 The system shall capture complete Revision
History of a Note at the top of the Note itself
12.9 The system shall have the facility to print the Note
with Revision history at any point of time.
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12.10 The system shall have a facility to ‘approve’ a
Note through some actionable control.
12.11 The system shall provide an interface to search
and check the status of a Note in workflow
12.12 The system shall have a facility to securely
archive the Note on approval / completion.
12.13 Capabilities like real time ad-hoc routing of work
items should be included in the proposed system.
13 Archival of Files
13.1 System should differentiate between general files
(Subject Files) and specific files (Special Files)
13.2 System should support handling of both types of
files
13.3 The system shall have a facility to create/open a
new electronic subject file.
13.4 Subject File creation shall take at least File
Number and File Subject as inputs.
13.5 The system shall have a facility to create both
main as well as part files.
13.6 The system shall have a facility to save the file in
the desired folder in the system.
13.7 The system shall also generate a Barcode
number on successful creation of a file. This
barcode can be pasted on a physical file for
tracking, in case physical file is also used.
13.8 The system shall have facility to print barcode
number of file at any point of time.
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13.9 The system shall have facility to add documents
in the File.
13.10 The system should have a facility to search a file
on File number, file subject, dates etc.
13.11 The system should have an index table of all
created files
13.12 The system should have a provision to define
searching attributes for files
14 File creation & Movement tracking (Whitehall)
14.1 The system shall replicate the Present file
handling in the same manner as followed i.e.
Electronic files shall give the same look and feel
of Physical file
14.2 The system shall support the Whitehall view of
the file
14.3 The system shall have a facility to create/open a
new electronic file.
14.4 The system shall have a facility to create both
main as well as part files.
14.5 File creation shall take at least File Number and
File Subject as an input.
14.6 The system shall have a facility to save the file in
the desired location folder.
14.7 The system shall also generate a Barcode
number on successful creation of a file. This
barcode can be pasted on a physical file for
tracking, in case physical file is also used.
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14.8 The system shall have facility to print barcode
number of file at any point of time.
14.9 The system shall have facility to add documents
in the File.
14.10 The system shall provide facility to view all
letters/documents at the right hand side (RHS) of
the folder with green note-sheet on left hand side
14.11 The system shall support browsing through the
noting on the LHS to facilitate easy identification
of any filed document.
14.12 The system shall provide facility to users to
append their notes, which shall be automatically
stamped with user name, date and time
14.13 The system shall provide facility to secure notes
in File View
14.14 The system shall provide facility to users to link
the notes to any document, file and previous
notes, so that corresponding objects can be
directly opened from the note view
14.15 The system shall provide facility to users to
append notes in the same paragraph
14.16 The system shall provide security on notes so
that Noting/comments once written, signed and
forwarded shall not be amendable by any user
including originator and administrator of the
system, however if a new note has not been
written, the user shall be able to modify the
latest note, which he is writing.
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14.17 The system shall provide facility to take print out
of the noting for filing in paper folder as record
14.18 The system shall provide a facility to add new
documents in the file by calling native application
like Word, Excel etc. from the same interface.
14.19 The system shall provide facility to open multiple
documents simultaneously.
14.20 The system shall have a facility to create a paper
profile of a document in the file, in case document
is not available in electronic form.
14.21 Using workflow feature of a system, user shall be
able to route the file. The workflow should be
flexible to route the file as per user requirement.
14.22 The system shall provide a feature to recall a File
from other user.
14.23 The system shall provide an interface to search
the status of a file in a workflow.
14.24 The system shall provide a facility to track a
department where a File is pending.
14.25 The system shall support the case file
management
14.26 File view shall provide facility to view all
documents inside file, Noting / commenting, Edit
file properties etc.
14.27 The system should have an index table of all
created files in the form of a "File Register" as per
the Manual of Office procedure by Government of
India.
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14.28 There should be a provision to digitally sign
documents/ files.
14.29 System should automatically create and update
“Correspondence Register" as per the Guidelines
of Office procedure promulgated by Government
of India.
14.30 System should automatically generate and
update "File Movement Slip" as per the Manual of
Office procedure by Government of India.
14.31 The system should allow for creation of ‘Shadow
Files’ which is a copy of the main file.
15 Correspondence movement & tracking
15.1 The system shall have a repository or predefined
folder / area where all new correspondences
(letters, memos, faxes etc) are received after
scanning.
15.2 The system shall have a facility to create Paper
profile of a document in the repository, in case
correspondences are not scanned.
15.3 The system shall have a facility to add
correspondences in electronic format from local
computer drive.
15.4 The system shall provide a facility to view
correspondences on RHS and indexing fields on
LHS.
15.5 The system shall have a facility to add a Note
with a correspondence.
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15.6 The system shall have a facility to save the
correspondence in an existing file.
15.7 The system shall have a facility to route the
correspondences using workflow feature of the
system.
15.8 The system shall support ad-hoc routing of a
document
15.9 The system shall have a facility to prepare
response and attach with the correspondences
workflow
15.10 The system shall provide an interface to track &
search the status of a correspondence in a
workflow
15.11 The system shall have a facility to send
reminders.
15.12 The system shall have a facility to generate
various reports w.r.t correspondences workflow
such as pending with users, pending since,
elapsed time, initiated by, completed by etc
15.13 The system shall have a facility to track a
department where a correspondence is pending.
15.14 The system shall provide an advanced search
interface for tracing & searching a
correspondence based on dates, subject, pending
with, completed by, pending since etc
15.15 The system shall have a feature to recall a

correspondence from other user
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16 General
16.1 The system shall provide an easy to use email
like interface for routing & working on workflow
items
16.2 The system shall provide an inbox like feature to
receive workflow item
16.3 The system shall provide an Sent Item like
feature to view forwarded workflow item
16.4 The system shall have a tree like structure for
frequently use features.
16.5 The system should provide connector to common
office suite (MS Office, Open Office, Libre Office)
tools so that users can directly access repository
from office suite menu options.
16.6 The system should provide connector to Email
tools so that users can directly access repository
from menu options.
16.7 Web interface shall enable users to select from a
range of themes/skins that define the look-and-
feel of the interface
16.8 The interface shall provide support for the
creation, editing and management of virtual or
compound documents (VD). The system shall
provide the features to link any type/ format of
documents while providing capabilities to
automatically update the version of the linked
document whenever the original is updated
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16.9 System needs to be capable of assembling
and/or binding the linked document to specific
versions regardless of the current version status
of the original document
16.20 The system should provide support for unlimited
file formats
16.21 Shall support content reuse through management
of links as points to a single document or object.
17 Indexing
17.1 The System shall provide facility to index folders
and documents on user-defined indexes like
directorate/ department, section, file number, year
etc.
17.2 The system shall provide facility to set particular
fields as mandatory or unique
17.3 The system shall facilitate manual and automatic
indexing using OCR functionality or from other
applications.
17.4 The System shall support Automatic full text
indexing for text search including search within
documents
18 Search and Retrieval
18.1 The system shall provide extensive search facility
to retrieve documents or Folders/Files
18.2 The system shall support saving of search
queries and search results
18.3 The system shall be able to handle Tera-bytes of
data with search time less than 8 seconds
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18.4 The system shall support combined search on
Profile, Indexed and Free Text Search
18.5 The system shall support search for documents
or folders on document or folder on profile
information such as name, created, modified or
accessed times, keywords, owner etc.
18.6 The system shall support search for documents/
Folders using user-defined indexes and
document classes i.e. file number, name, section,
department, date etc.
18.7 The system shall support Free Text Search on
image and electronic documents. Metadata and
other remarks attached to store images are
required to be searched.
18.8 The system shall support highlighting of searched
string with a facility to browse between pages for
a multiple page document and moving between
hit pages
18.9 The system shall support advanced search using
Boolean and logical operators like and, or, greater
than etc. For example searching application form
on the basis of “file subject and origin
department”
18.10 The system shall support facility to export results
in excel format
18.11 The system should provide support for
configuring and saving search criteria’s
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18.12 The system should allow users to refine (i.e.
narrow) a search without having to re-enter the
full search criteria. A user should, for example, be
able to start with the hit list from a search, and
then perform a further search within that list.
18.13 The system should allow users to sort search
results ('hit lists'): e.g. by title, by date, by version
number, by author etc
18.14 The system should provide implicit or explicit
relevance ranking of the search results.
18.15 The system should provide federated / grouped
search capability to allow searching across
multiple repositories
18.16 The system should have auto complete feature in
search to assist the user in searching.
19 Security and User Management
19.1 The Document management system shall support
definition of Users, Groups and Roles relation in
the system. It should integrate with the Identity
Management and Single Sign On solution of the
Indian Navy. However, the solution shall include
full-fledged independent user management
module.
19.2 The system shall support access permissions on
Folders, documents and object level
19.3 ‘Information Rights Managements’ - The system
shall support multiple levels of access rights
(Delete/ Edit/ View/ Print/ Copy or Download).
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The system must also provide inbuilt ‘Information
Rights Managements’ functionality where access
to a document can be restricted even when the
document is out of the system like sent out along
with an email. The system should be able to
integrate with the naval IRM solution when
implemented in future.
19.4 System shall support for application based rights
19.5 The system shall support system privileges like
Create/ Delete Users, Define indexes etc.
19.6 The system shall support secure login id and
passwords for each user and passwords shall be
stored in encrypted format in database.
19.7 The system shall have a facility to define
password policy with extensive password
validations like passwords must be of minimum 8
characters, shall be alphanumeric, locking of
user-id after three un-successful attempts,
password expiry, password history so that
passwords are not same as previous passwords
etc.
19.8 The system shall support Disaster recovery by
replicating the data at remote locations
19.9 The system shall provide support for HTTPs/SSL
for secured data transfer and session timeouts.
19.10 The system shall provide LDAP support for
integrating with directory services and shall
support single sign on.
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19.11 The system shall support Extensive Audit-trails at
document, Folder and for highest levels for each
action done by particular user with user name,
date and time
19.12 The System shall support integration with
database based authentication.
19.13 The system shall support integration with PKI
infrastructure as well as bio-metric solution for
enhanced security.
19.14 Pre-Defined Rights & Privileges - The proposed
system should allow the administrator to define
the access rights & privileges of the different
users of the system. The proposed system should
be able to restrict the users to access documents/
images based on their pre-defined rights &
privileges as given in the list below
 No access to document
 Only search access to metadata but no
privilege to view the document.
 Read Rights
 Comment Rights
 Version only rights this means the user
can’t modify the original document but can
create a new version
 Write Rights
 Delete Rights
19.15 Solution should have In-built support for file
encryption both at transport and in storage.
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19.16 Provide capabilities to encrypt communication
between the system and user’s computer through
standard web encryption (SSL) Encryption
algorithm used must be based on the latest
Advanced Encryption Standard (AES)
20 Administration
20.1 The system shall support web-based
administration module for the complete
management of system.
20.2 The Admin module shall support Users/ Groups/
Role definition and granting Access Rights to
them and set password expiries
20.3 The Admin module shall provide easy to use
interface for Index structure definition, that can be
used by different users
20.4 The Admin module shall provide interface for
purging old audit trail and do selective logging i.e.
select the system or application features for,
which the audit trails have to be generated.
20.5 The Admin module shall provide facility to take
complete and incremental backups and shall be
able to integrate with third party backup solutions.
20.6 Document Delivery and Distribution. The System
shall support multiple document delivery
methodologies i.e. The system shall allow users
to
download documents through HTTP or HTTPS
depending upon the access rights
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20.7 The system shall support for Print/Mail/Fax of
documents
21 Reports and Audit Trails Features
21.1 The system must ensure that audit trail data
cannot be modified in any way, or any part of the
data be deleted by any user, including a system
administrator. The audit trail may, however, be
subject to re-organisation and/or copying to off-
line storage if required by, for example, database
software, as long as its integrity remains intact.
21.2 The System shall support extensive Reports and
audit trails and shall also provide data points and
facility to design new reports
21.3 The system shall support Extensive Audit-trails at
user, Folder and Cabinet levels
21.4 The system shall provide facility to generate Audit
trails on separate actions, and between specific
date/times
21.5 The system shall support extensive reporting
facility at document, folder and user level. Please
specify all inbuilt reports available in the system
and also provide effort estimates for new Custom
reports to be designed
21.6 The System shall have audit trail to maintain
history of all transactions performed on the
system.
21.7 The system shall give flexibility to administrator to
do selective logging i.e. suspend and resume
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audit trail generation for specific system and user
activities.
21.8 The application shall log all the actions done by
individual users with user name, date and time
and the administrator shall be able to generate
detailed audit logs and history of the process
instance.
21.9 The system shall provide ability to configure new
reports
21.10 The system should allow system administrators to
produce periodic reports (daily, weekly, monthly)
and to specify ad hoc reports.
21.11 The system should include features for printing
reports, viewing them on screen and storing them
in an electronic form.
21.12 The system should include features for sorting
and selecting the information included in reports.
21.13 Audit Trail Of All Logon - All activities at admin
console should have an audit trail of all logon
attempts and operations. Logs should be tamper
proof
21.14 System should have capability to audit the print
taken from the system.
21.15 Document Lifecycle Statuses - The solution
needs to provide reports for document lifecycle
statuses
22 Reminders and Alarms
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22.1 The system should have the capability to set
automatic reminders and alarms to concerned
users.
23 Monitoring and Tracking
23.1 The System shall be able to keep track of the
status, the date/time the jobs are started and
ended, the creation and archival date of the
documents.
23.2 The system should have inbuilt monitoring and
diagnostic tool for monitoring of logs, versions
and
important services
24 Custom Human to Human interfaces
24.1 The system shall support Rapid Application
Development component that enables
development of User friendly and customizable
user Interface.
24.2 The desktop shall support inbuilt Imaging
capabilities and shall support complete and
automatic integration of every step of the
approval workflow with the underlying DMS for
the purpose of document retrieving and
processing. There shall be no need for integrating
individual steps of a workflow to DMS separately.
24.3 The system shall be Unicode compliant for
supporting different languages
24.4 System shall have a support for Hindi language
GUI & data entry Screens
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24.5 Support for other regional languages
Integration and Web Services
24.6 The System shall provide support to invocation of
external programs to perform activities of a
process like launching core application screen for
data entry.
24.7 The system shall enable the external clients to
send the messages to the system to perform
operations like creating, saving and completing
work items.
24.8 The System shall provide the option of invoking
its integration components (adapters) either
synchronously or asynchronously.
24.9 The System shall allow users to define adapters
for the system.
24.10 The System shall support integration based on
standards such as XML
24.11 The System shall support message-based
collaboration based on protocols such as HTTP,
FTP and SMTP.
24.12 The System shall support integration with existing
Email Servers (MS Exchange 2010).
24.13 The System shall support email-steps to be fully
integrated, not just for notification but also to
initiate or complete a work step.
24.14 The System shall provide fully functional APIs for
Integration.
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SOLUTION
24.15 The System shall provide presentation level API
to customize user task interfaces.
24.16 The System shall support Web services.
24.17 The System shall enable the work items to
access the Web methods of a remotely deployed
web service
24.19 The system shall allow support of both
synchronous as well as asynchronous mode to
invoke Web methods
24.20 The System shall support Web based interfaces.
24.21 The System may have its own front-end or launch
any application.
24.22 Evaluation and fine-tuning of the performance
of the implemented systems: The bidder shall
guarantee that with the proposed configuration/
specifications, the required response time of not
more than ten seconds shall be complied with.
The required response time shall be
maintained throughout the warranty period.
Shall the implemented solutions not meet the
required response time or in the event of
performance degradation that shall require
upgrades in the Software, the corresponding cost
shall be taken by the winning bidder.
25 Workflow System
25.1 Supply, deployment and implementation of a
Workflow Management System. The proposed
solution shall be capable of an automated
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SOLUTION
electronic processing of data and documents that
allows for the integration of Business Rules. It
must adhere to the thin client open standards and
must not require any proprietary software to be
installed on client machines. It shall be able to
deal with exceptions when these occur by
changing business rules or even the entire
processes in real time to respond to business
conditions.
It shall enable the efficient and accurate tracking

of the entire cycle of each major business
process and provide means of generating reports
for management as well as for statistical
purposes. It shall interface seamlessly to the
Document Management System and capable of
retrieving and attaching documents and archiving
the processed documents with metadata in the
specified folder structure.
The Workflow Management System shall be

capable of the following minimum technical and
functional specifications.
25.2 Core Business Process and Rules Engine of
work flow. The system shall have a workflow
engine to support different types of document
routing mechanism including:
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SOLUTION
25.3 Sequential routing –Tasks are to be performed
one after the other in a sequence
25.4 Parallel routing – Tasks can be performed in
parallel by splitting the tasks among multiple
users and then merging as single composite work
item. The system shall support conditional
merging of multiple parallel activities i.e
Response from mandatory parallel work stages
before it can be forwarded to next stage
25.5 Rule based routing - One or another task is to
be performed, depending on predefined rules
25.6 Ad-hoc routing - Changing the routing sequence
by authorised personnel
25.7 Process Designing – The system should support
process designing functionality in such a way that
change or additional process in the document
workflow process do not involve code level
changes or system administrator level
intervention and could be done through dash
board
26 Graphical Route Designer
26.1 The workflow management system shall support
Inbuilt Graphical route designer for modelling
complex Business Processes using drag and
drop facilities.
26.2 The workflow management system shall enable
users to model off-line/disconnected from the
system.
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SOLUTION
26.3 The system shall allow process designers to
define multiple automatic system defined stages,
where no human intervention is required.
26.4 The Process designer shall provide intuitive
interface for designing complex rules and
conditions for workflow routing.
26.5 The interface shall be easy to use so that Process
owners can change the business process as and
when required without any programming
knowledge.
26.6 The system shall enable process designers to
design multiple sub-processes. This includes
mapping of the existing process instance to the
newly created process instance as per mapping
defined in the route.
26.7 The workflow management system development
environment shall provide easy navigation to
choose sub processes as required to be invoked
from within a process.
26.8 Facility to copy and paste work stages along with
all its properties.
26.9 Facility to define documents viewed and to be
attached at individual stages.
26.10 The Process designer shall support multiple
Introduction stages for introducing different
document types from different acquisition sources
26.11 Facility to define multiple archive stages for
archive selected documents and indexes in
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SOLUTION
underlying Document management system at any
stage of workflow process.
26.12 The system shall provide facility to define hold
stages so that a particular instance or the
workflow can be kept on hold for specified interval
on the basis of pre-defined condition. The system
shall also provide facility to define conditions for
resuming the instance from hold stage.
26.13 The system shall allow process designers to
design properties for each workstage like default
document view, form view or Exception view etc.
26.14 The system shall allow users to define entry-level
settings like Increase of priority or sending an
email trigger on the basis of pre-defined
conditions or setting up particular variable or
property etc.
the definition of roles and allow many-to-many
relationships between users and roles to be
defined.
26.16 The workflow management system shall be
capable of automatically deploying an entire
business process application (including forms and
adapters) to the servers from the development
environment
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SOLUTION
27 Inbuilt Form Designer
27.1 The system shall provide inbuilt facility to design
Custom forms that can be attached at one or
more stages of workflow.
27.2 The Form designer interface shall support facility
to define text boxes, Combo boxes, radio buttons,
Drop down etc.
27.3 The system shall provide facility to define
variables in the process or in external database
tables, which can be linked to fields defined in the
form for efficient data entry.
27.4 The system shall provide facility to define zones
at forms and images, so that relevant part of the
image is highlighted for Image assisted data
entry.
27.5 The system shall support field level calculations
at form level
27.6 Facility to use scripts for defining field level
validations
28 Automatic Escalations
28.1 The system shall provide facility to define multi-
level escalation procedures
deadlines to individual work stages and
escalation to respective or group of individuals, if
the instance is not processed in specified time
frame.
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SOLUTION
28.3 The system shall provide facility to define multi-
level escalations on the basis of deadlines i.e
Level 1 escalation after specified time and Level 2
escalation after specified time.
28.4 Facility to raise custom triggers like Email, fax etc.
for escalations.
28.5 The system shall support inbuilt calendar for
defining Holidays and Working hours and the
escalations and reminders shall be raised on the
basis of this i.e if the escalation time is set for 2
days and there is Sunday in between then it shall
not be included
29 Inbuilt Exceptions
exceptions at individual stages, which shall
dynamically change the route on execution.
29.2 The system shall have facility to give rights to
raise and clear exceptions at different stages of
the process with user comments.
29.3 Facility to raise triggers on the basis of
exceptions.
29.4 Facility to raise automatic exceptions on the basis
of pre-defined conditions.
29.5 The system shall track all the exceptions raised in
the course of process and shall maintain history
of that with user name, date, time and comments.
29.6 29.6 The system shall clearly differentiate
process instances with and without exception
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SOLUTION
30 Task Management
30.1 The system shall provide facility to define tasks
for individual or group of users with deadlines.
30.2 The system shall provide facility to define check
lists for individual stage with option to make
particular checklist items as mandatory.
30.3 Facility to raise triggers on the basis of checklist.
30.4 The workflow management system shall have
email notification to user when the user is not
logged on to the workflow management system.
Upon receiving the email, the user shall be able
to click on the hyperlink or attachment in the
email to automatically launch the Workflow
management system and present the user with
the task to act on.
30.5 Automatic reminders to concerned users for
delegated tasks.
30.6 The system shall allow definition of audit stages
to audit work of new users. The users shall be
able to define percentage of work to be audited
on the basis of which, random instances shall be
picked up and sent to auditing supervisor.
The workflow management system shall provide

user definable job filters and sorters for the
outstanding tasks for viewing and work
prioritization.
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SOLUTION
30.7 The workflow management system shall allow the
users to route/re-route the jobs to one or more
other users by job and by users (e.g. on long
leave, resignation). This can also be achieved by
integration with Identity Management.
30.8 The workflow management system shall allow
automatic temporary re-routing of jobs to one or
more other users (e.g. temporary covering of
duties).
31 Inbuilt Triggers
31.1 The system shall provide facility to define custom
triggers like Emails, Word template or launching
executable etc. on predefined conditions
31.2 The system shall provide facility to define custom
templates for the triggers with static and dynamic
data.
31.3 The system shall provide facility to generate
event based triggers for automatically sending
mails/ fax, generating responses, invoking data
form for data entry, communicating from external
systems.
email notification to user when the user is not
logged on to the workflow management system.
Upon receiving the email, the user shall be able
to click on the URL in the email to automatically
launch the Workflow management system and
present the user with the task to act on.
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SOLUTION
32 Multiple Initiation Methodologies
32.1 The Workflow management system shall support
multiple Initiation methodologies for different user
groups or document types.
32.2 The Workflow management system shall support
automatic initiation of incoming faxes as separate
instance with the fax document as an attachment.
32.3 The system shall support automatic initiation on
the basis of incoming emails with email as an
attachment.
32.4 The desktop shall support inbuilt Imaging
capabilities and shall support complete and
automatic integration of every step of the
workflow with the underlying DMS for the purpose
of document retrieving and processing. There
shall be no need for integrating individual steps of
a workflow to DMS separately.
34 Architecture and Technology of work flow
based on an N-tier, open, scalable architecture.
thin client architecture.
Web based interfaces.
XML messaging and SOA Architecture.
34.5 The workflow management system shall have the
ability to integrate through messaging.
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SOLUTION
34.6 The workflow management system shall have the
ability to integrate through APIs.
34.7 The workflow management system architecture
must be scalable and can support increasing
number of users and concurrent transactions.
34.8 The workflow management system shall run in a
clustered environment.
scalable through both horizontal clustering
(multiple channels) and vertical clustering
(multiple instances per machine).
34.10 The Workflow management system must be
Unicode compliant and shall also support
customising the interface in Local language.
35 Process Management
35.1 The workflow management system shall be able
to support complete administration through a web
browser interface.
administrators to manage users, groups, Roles
and other document management operations.
administrators to suspend, resume and control
various processes from the same interface
audit trail to maintain history of all transactions
performed on the system.
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SOLUTION
35.5 The system shall give flexibility to administrator to
do selective logging i.e suspend and resume
audit trail generation for specific system and user
activities.
35.6 The workflow system shall give a facility to define
turnaround time for the complete process and
also for the individual work stages for efficient
monitoring
35.7 The workflow system shall give a facility to set
Audit percentage for multiple users at different
stages, so that the specified percentage of work
randomly goes for work audit.
35.8 The workflow system shall give a facility to review
the audit done by different auditors.
35.9 The workflow system shall display all the queues
corresponding to particular process and add and
remove multiple users to particular queue.
35.10 The workflow system shall allow administrator to
set properties of particular queue i.e FIFO,
Dynamic etc.
35.11 The system shall support Load balancing of work
items in case of Dynamic Queues i.e if more than
one user is associated with particular queue ,
work items shall be assigned on the basis of
current load.
35.12 The Workflow system shall support the concept of
Shared and Personal Queues, so that work items
can either be permanently assigned to user’s
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SOLUTION
Personal queue or can be routed to shared pool
of users.
administrator to add new queues and associate
multiple work steps with them.
35.14 The workflow system shall give a facility to set
diversions for particular users so that all the
incoming work items are routed to assigned
person or group of users.
36 Application Access Control
36.1 The workflow management system shall provide
comprehensive access control mechanism.
36.2 All users of the workflow management system
shall be able to access to their own work queues
and other work queues with access granted by
the workflow administrator. They shall not be able
to delete assigned tasks from the work queues.
36.3 Process Owners or workflow administrator shall
be able to intervene the flow of work items and
reassign to specific user and shall also support
ad-hoc routing to specific stage in case of delays
or bottleneck.
36.4 The application shall log all the actions done by
individual users with user name, date and time
and the administrator shall be able to generate
detailed audit logs and history of the process
instance.
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SOLUTION
36.5 The application shall support field level access so
that only authorised users can edit them.
process owners to track the following status:
Task Status, Types of actions required (i.e. for
approval, for acknowledgment, for further
dissemination, for reply, etc). For a task in
progress or a completed task on Name of Officer,
Start Date, End Date, Duration
37 Process Monitoring and Reporting
37.1 The workflow management system shall be able
to keep track of the work item status, the
date/time the jobs are started and ended, the
creation and archival date of the documents.
graphical and tabular tools to view progress of
each individual process
the generation of statistical and management
reports but not limited to:
 Number of cases assigned
 Number of cases completed
 Time taken to complete each task
 Process History Report
 User Performance Report
 Average Process Time Report
 Participant Report
 Participant Processing Time Report
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SOLUTION
 Process Definition Summary Report
 Exception Details Report
 Expired Work item Report
 Diversion Report
 Temporary Queue Assignment Report
the generation of performance comparison
reports.
users drill down from a higher level view of
business processes to lower level details.
statistical reports like Total turnaround time and
delay report for complete process or specific work
stages
definition of new customized reports based on
exposed data points
37.8 The workflow management system shall also
provide dashboard interface for online reporting of
various processes. The interface shall give a
flexibility to toggle between graphical and tabular
view and tile different windows in the same
interface
38 User Management and Security
integration with Active Directory/ LDAP for
domain level authentication and single sign on.
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SOLUTION
integration with database-based authentication.
capable of giving access rights to users/groups
on work stages, documents, forms and also to the
data fields.
extensive password validations i.e locking of user
account after specified number of unsuccessful
login attempts, password history, password
expiry, passwords must be alphanumeric and of
minimum character length etc.
SSL, HTTPS and session timeouts.
39 Integration and Web Services
support to invocation of external programs to
perform activities of a process like launching core
application screen for data entry.
integration based on standards such as XML
message-based collaboration based on protocols
such as HTTP, FTP and SMTP.
actions to be taken on business processes based
on messaging.
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SOLUTION
documents used in processes to come from
inbuilt proposed Document Management System.
integration with Email Servers such as MS
Exchange 2010.
email steps to be fully integrated into business
processes, not just for notification but also to
initiate or complete a work step.
fully functional APIs for Process, Rules and
Integration engines.
Web services.
40 Professional Service
40.1 Project Management – This covers the
management of the whole project from kick-off to
hand-over. The winning bidder is required to
deliver a Project Management Plan at the start of
the project. Client reserves the right to review and
approve the plan. This plan will be used to track
and manage the project. The winning bidder is
required to submit weekly status reports showing
progress against plan. The proposal must indicate
the delivery of this plan.
40.2 The proposal must also include a detailed
resource plan that describes the Project
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SOLUTION
Management and identify Implementation Teams’
composition. It shall define the roles and
responsibilities of each member and the number
of man-days that will be required of each
member.
40.3 Business Process Reengineering – The bidder
shall include the impact of the new system to the
operations of Client. If applicable, the bidder shall
recommend changes to the existing processes
that would benefit Client.
40.4 System Development – This covers all activities
that are needed in the development/customization
of the system. These activities may sometimes
vary depending on the methodology/model used.
40.5 The winning bidder must supply, deliver, install,
configure, and test all hardware and software
components.
40.6 Technical trainings of personnel on the proposed
solutions/ systems and training of the users on
the systems to be implemented
40.7 The Bidder must provide adequate and
appropriate training to personnel (Users and IT
personnel) for an efficient operation of the
system. A detailed training plan with
specifications for training courses, number of
participants, schedules, site and requirements
must be defined.
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SOLUTION
40.8 The Bidder must provide the following training
and clearly specify the commercials related to
training
program:
Admin Training – maximum of 5 participants
End user Training– maximum of 500 participants
40.9 Training on the System for users to be
conducted/provided by the Principal/s of the
proposed systems –maximum of 25 participants
per training session
40.10 Complete users manual and system
documentation (soft and hard copies) of the
proposed solutions
40.11 The Bidder must provide a complete set of the
following documentation: User’s Manuals,
Operator’s Manuals and Source Programs (for
locally developed applications) and API manuals.
The Bidder shall provide/turn-over all system
documentation (Technical and Functional
Specifications, etc.), if applicable.
40.12 The Bidder must also provide upgrades to
manuals during the warranty period.
41 Records Management
41.1 Provides the ability to declare records
automatically (from Office suit etc.) based on a
document lifecycle.
41.2 System should be certified against DOD 5015.2
standard, which is a records management
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SOLUTION
standard. DOD 5015.2 defines minimum
necessary requirements for a credible electronic
records management system that reliably and
authentically archives electronic records
41.3 Solution should provide – electronic as well as
physical records management
41.4 System should support physical Records
management. System should tell documents are
stored in which bin, bay, shelf, warehouse where
documents are stored in single content
management system. The content management
system should be capable of tracking both
physical and digitized documents.
41.5 Provide capability to organize and classify both
electronic and non-electronic information within
the same structured file plan- including but not
limited to the ability to share metadata
requirements, access controls, and retention
policies between these different types of records
Note:-
1. Any other functionality which the bidder feels will enhance the functioning of the system should be brought out in the pre-
bid meeting.
2. Bidders are required to submit the complete API tool kit used for any of the sub systems/ system with the technical
response.
Page | 114
Annexure II of Appendix ‘C’
(Refers to Para 4 of Appendix ‘C’)
VENDOR SELECTION CRITERIA
The bidder must possess the requisite experience, strength and capabilities in
providing the services necessary to meet the requirements, as described in the tender
documents. The bidder must also possess the technical know-how and the financial
wherewithal that would be required to successfully provide the Paperless Office solution
for Indian Navy and support services sought by the Indian Navy, for the entire period of
the contract. The bids must be complete in all respect and should cover the entire scope
of work as stipulated in the RFP. The invitation to proposal is open to all bidders who
qualify the eligibility criteria as given below:-
Criteria for SI
In case of
noncompli
Complianc ance,
e to RFP deviation
Criteria Documents to be Documents to be Specificati from RFP
Sl
provided by SI vendors provided by SI vendors on – to be
whether specified
Yes/No in
unambigu
ous terms
1. The bidder should be a Certificate of
company registered under Incorporation, and self
the Companies Act, 1956. certification of being in
The Bidder should be business for last 5 years,
operating in India for at latest valid TIN/ ITCC and
least 5 years. The Bidder sales tax registration.
shall be wholly and
severely liable for the
project and shall be single
point of contact for this
project.
2. SI should have ISO Valid ISO certificate
9001:2008 certification for needs to be attached.
the enterprise-wide
business
3. SI should be certified for Valid certificate needs to
ISO 20000/ BS 15000 be attached.
Information Technology
Service Management.
Page | 115
In case of
noncompli
Complianc ance,
e to RFP deviation
Sl
whether specified
Yes/No in
unambigu
ous terms
4. The bidder should have Copy of work order /
supplied in at least one IT client’s certificates
/ e-Governance Project in
Government with any
State/ Central
Government(s), PSU or
Defence services in India
during the last five (5)
years for an order value of
not less than Rs 3 crores.
Or
should have executed at

least 3 similar projects of
at least 1 Crores each in
India
5. Bidder should have a Provide the copy of last
turnover of at least Rs. 20 three years audited
Crores from Imaging/ balance sheet of the
Scanning and Document company, and/ or a self-
management solution certificate signed by the
related business for each Company Secy
of the last 3 years.
6. Should have at least 5 Provide documentary
reference sites in India for evidence
Electronic document
management solution and
at least one site should be
in Govt / PSU/ Defence.
7. The Bidder should have Copy of the audited profit
positive net worth with a and loss account of the
turnover of more than Rs. company showing
50 crores for over last turnover of the company
three Financial Years for last three years
Page | 116
In case of
noncompli
Complianc ance,
e to RFP deviation
Sl
whether specified
Yes/No in
unambigu
ous terms
before the year ending on
31.03.2015 for IT related
activity
8. The bidder should furnish, Attach original EMD as
as part of its proposal, an per Para 12 of Part I of
Earnest Money Deposit RFP
(EMD) of the
₹.10,00,000/- (Rs Ten
Lakhs only).
9. The bidder should submit OEM’s confirmatory
valid authorisation letter letters to be enclosed
from each of the OEMs of
System Software, and
Application Software
confirming following:-
 Authorization for
bidder
 Confirm that the

products meet the
technical & functional
requirements & Products
quoted are latest version
/ specification and not
the end of life
 OEM Undertakes
that the support including
updates, patches,
security patches, fixes,
bug fixes, for the quoted
products
Page | 117
In case of
noncompli
Complianc ance,
e to RFP deviation
Sl
whether specified
Yes/No in
unambigu
ous terms
8. The bidder should have a Letter of Undertaking
local office in Delhi NCR
region.
9. The bidder should produce Give documentary
documentary evidence evidence/ self attested
from OEM of having certificate should be
agreed to provide back-to- enclosed.
back warranty and
Technical Support for its
supplied products and
related services on the
terms contained in RFP.
10. SI (Bidder or the group Supporting documents.
company) must have
CMMi 5 certification in
software development.
11. Software solution provider/ Give documentary
OEM should be in evidence/ self-attested
Business Process certificate should be
Management (BPM) and enclosed.
EDMS business for
minimum of 05 years.
12. Software solution should Documentary evidence to
be based on open be provided on at least 3
standards and platforms. (Undertaking
Interoperable from OEM is required.
During technical
evaluation, this needs to
be demonstrated.)
13. SI must have ISO/IEC Supporting documents.
27001:2005 Information
Security Management
Systems certification in
SW development.
Page | 118
In case of
noncompli
Complianc ance,
e to RFP deviation
Sl
whether specified
Yes/No in
unambigu
ous terms
14. SI will be completely Undertaking certificate
responsible for the from SI.
execution of the project as
a single point solution
provider and the sole
prime contractor for the
entire project.
15. SI should be able to Undertaking certificate
provide certified training from SI and/or SW OEM.
on the software application
either directly or through
SW OEM training team
16. SI should provide source Undertaking certificate
code of all exclusively from SI.
developed software/
customisations done for
the project. This will
however not include
source code of standard
COTS applications used
by the SI.
17. SI should guarantee Undertaking certificate
scalability & flexibility of from SI.
the solution and its
capability to integrate with
other applications
subsequently, which
includes but is not limited
to PKI, Identity & Access
Management and RMS
Page | 119
Criteria for SW OEMs (if Applicable)
In case of
noncompli
Complianc ance,
e deviation
to RFP from
Criteria Documents to be
Sl Documents to be Specificati RFP to be
provided
provided by SW OEM on specified
by SI vendors
– whether in
Yes/No unambigu
ous
terms
OEM must have ISO

1. 9001:2008 or equivalent Supporting document.
certification
OEM should be a leading
IT software product
company registered in
India with existence for at Certificate of
least last five years in incorporation, balance
2.
India. The average sheet, P&L statement of
turnover for last three last three financial years.
financial years ending
31.03.2015 should be
Rupees Fifty Crores only
OEM’s server software
products should support
3. Windows Server 2012 Supporting document.
R2/R1, Red Hat, Sues ES,
AIX, Solaris etc.
OEM’s software products
4. should support open Supporting document.
standards.
OEM should have a good
local support base in India
5. for last five years and full Supporting document.
post sales support
facilities.
OEM should support the Commitment letter from
6. product for minimum 7 OEM to SI regarding
years provision of offline
Page | 120
In case of
noncompli
Complianc ance,
e deviation
to RFP from
Criteria Documents to be
Sl Documents to be Specificati RFP to be
provided
provided by SW OEM on specified
by SI vendors
– whether in
Yes/No unambigu
ous
terms
updates and patches/

upgrades for 7 years.
Packaged software
product being offered by
Customer references and
7. OEM should have at least
case studies.
3 successful working
installations in India.
OEM to have ownership of
8. intellectual property for the Supporting document.
software applications.
OEM to have a roadmap
of product support and
9. Supporting document.
development for atleast
next 5 years
OEM should have at least
10.
one R&D centre in India.
Page | 121
Appendix ‘D’
(Refers to Para 1(c) of Part-II of RFP)
UNDERTAKING FOR HANDING OVER INTELLECTUAL

PROPERTY RIGHTS (IPR) TO THE INDIAN NAVY
I, ____________________, the authorised signatory for M/s _____________________,

hereby declare that development carried out for developing of Automation Software
Package for automation of Integrated Headquarters Ministry of Defence (Navy) shall not
constitute a violation of IPR, and that Indian Navy shall not be held responsible for legal
fallout, if any in this context. I also understand that all software, documentation and
support material produced for Automation Software Package shall become the exclusive
property of the Indian Navy after final acceptance by the Automation of Indian Navy.
Indian Navy reserves the right to prepare any number of copies of Automation Software
Package for distribution, and freely use/ reproduce/ modify source code in any other
project. The same applies to all documentation, WBTs, User Manuals and training
material connected to Automation.
Sd/-
Official stamp & Seal Name ________________________

Designation ___________________
Firm Name ____________________
Dated ____________________
Page | 122
Appendix ‘E’
(Refers to Para 1(d) of Part-II of RFP)
CERTIFICATE: TERMS AND CONDITIONS
We have studied the Tender Enquiry documents for Developing of Software

Package for Automation of Integrated Headquarters Ministry of Defence (Navy) and
clarified all doubts on the same. There is no ambiguity in any aspect of the Tender
Enquiry.
It is also certified that all terms and conditions as laid out in the Tender Enquiry
documents, appendices and annexure thereto are acceptable to the Company and we
abide by them in letter and spirit. It is also certified that no additional costs incurred to
complete the project shall be passed on to the customer.
Company Seal (Authorised Signatory)

Company Name: Name:
Place: Designation:
Date:
Page | 123
Appendix ‘F’
(Refers to Para 1(e) of Part-II of RFP)
CONFIDENTIALITY CERTIFICATE
It is certified that the Company, its employees or any representative of the

Company or agents authorised by them will not disclose any information gained by them
or their representatives or agents, while interacting with the personnel of DIT or any other
Directorate of Integrated Headquarters Ministry of Defence (Navy) or through any
documents prepared in connection with the Software Package for Automation of
Integrated Headquarters Ministry of Defence (Navy) or any documents received by them
or any study carried out by them directly or indirectly to any person or company or
institution or the media.
Company Seal (Authorised Signatory)

Company Name : Name :
Place : Designation :
Date :
Page | 124
Appendix ‘G’
(Refers to Para 1(f) of Part-II of RFP)
CERTIFICATE OF COMPLIANCE TO DECISIONS BY TEC & PNC
I, the authorised signatory for M/s __________________________________________,

hereby agree to unconditionally comply and abide by all decisions taken by the Technical
Evaluation Committee (TEC) and Price Negotiation Committee (PNC) constituted for the
purpose of evaluating the bids for developing of Software Package for Automation of
Integrated Headquarters Ministry of Defence (Navy). I also agree that
M/s______________________________________________ shall not challenge any
decision/ decisions taken by the above TEC and PNC in any Court of Law in India or
abroad even if the same may be against the interests of my company.
Place: Signature :_______________________

Date : Name :_________________________
Company Seal Designation:______________________
Stamp :_________________________
Page | 125
Appendix ‘H’
(Refers to Para 1(g) of Part-II of RFP)
GUIDELINES FOR ATP OF APPLICATION SOFTWARE
1. A board will be formed for carrying out Acceptance Testing Procedure (ATP)
consisting of two members nominated by the Buyer and the Vendor. ATP i.e., functional
testing (Black Box testing), will be carried out on “AS DELIVERED SOFTWARE’’ by the
board. Development Agency will certify prior to ATP that the following has been carried
out by them: -
(a) Unit testing

(b) Integration testing
(c) System Testing
2. Continuity of the members of ATP board for the complete duration of the project is
to be ensured. Data for carrying out ATP is to be collected as early as possible, preferably
along with design stage.
3. The base line for functional testing is the SRS document, as updated in final build.
Test cases along with all the relevant output documents will be made available to ATP.
4. Expected and achieved results are to be recorded in the Test Results.
5. ATP along with functional testing will test the component for performance response
time.
6. Observations/ shortfalls/ errors detected by the board will be noted and the
Software will be handed over back to the Development Agency for incorporating changes
as approved by PIT.
7. On acceptance of the software, a certificate will be signed by the PIT as per

Annexure I to Appendix ‘H’. On successful acceptance, the package will be rolled out
in other locations.
8. Final version of User Manual would also be tested for its correctness by the ATP
board.
Page | 126
Annexure I to Appendix ‘H’
(Refers to Para 7 of Appendix ‘H’)
CERTIFICATE ON SUCCESSFUL COMPLETION OF ATP
Certified that Software Package for Automation of Indian Navy was tested for its
compliance with the SRS covering functional and non functional requirements and found
to be satisfactory.
OIC PIT
COUNTERSIGNED
Designation :
Date :
Page | 127
Appendix ‘J’
(Refers to Para 1(h) of Part-II of RFP)
SERVICE LEVEL AGREEMENT FOR SUPPORT
1. Scope. This Service provides users with online, telephone and on-site support,
and other deliverables as described below.
Tasks and Deliverables
2. Maintenance Assistance Support. Online and telephone support for Covered

System malfunctions (defined below) eight (8) hours per day, five (5) days per week,
excluding holidays. Users can request support by accessing the Support Centre online or
by telephone or email. The system should allow for remote online support to cover the
most common user requests. Onsite support should be resorted to only for requests that
cannot be handled remotely. This support will work along with the Helpdesk already
existing for AMC of computer systems, network and other infrastructure.
3. On-Site Support. On-site support for Priority 1, Priority 2, and Priority 3 Covered
System malfunctions (defined below) is provided eight (8) hours per day, five (5) days per
week, excluding holidays.
4. Customer-Defined Urgency and Response. Users may request support and

assign support priorities in accordance with the following guidelines:-
(a) Priority 1 - System Down. Covered System is not operational. Priority 1

calls may include, but are not limited to:-
(i) System hangs (unable to save work in progress).
(ii) System functionality failure causes data losses or renders system

unusable.
(iii) Functionality failure renders system ineffective.
(iv) System malfunction causes mission-critical applications to restart,

hang, or suspend.
(v) Security breach vulnerability is identified.
(b) Priority 1 – Response. User's request for support will be transferred to the
first available engineer and, if the engineer solely determines on-site support is
appropriate, an engineer will normally arrive on site within one (1) hour.
Page | 128
(c) Priority 2 - System Impaired. Covered System is not operating with full
capability but is still operational. Some examples of Priority 2 calls may include but
are not limited to:-
(i) Impaired or broken functionality with significant impact to

applications.
(ii) Frequent application failure, but no data loss.
(iii) Serious but predictable management system failure.
(iv) Significant system performance degradation.
(d) Priority 2 – Response. An engineer will respond to User's request for

support within one (1) hour of receiving the request and if the engineer solely
determines on-site support is appropriate, an engineer will normally arrive on site
within four (4) hours.
(e) Priority 3 - System Operation Normal. Covered System is up and running

with limited or no significant impacts. Some examples of Priority 3 calls may include
but are not limited to:-
(i) Bugs which cause limited or no direct impact to performance and

functionality.
(ii) Request to replace a bug workaround.
(iii) Limited impact defective functionality.
(iv) System performance support questions.
(f) Priority 3 – Response. An engineer can be expected to respond to User's

request for support within four (4) hours of receiving the request and if the engineer
solely determines on-site support is appropriate, an engineer will normally arrive
on site at a later, mutually convenient time.
NOTE. Priority 1, Priority 2, and Priority 3 on-site response times apply to a

Covered System located within a one [1] kilometre radius of Sena Bhavan. Add
one (1) hour to onsite response time for each additional ten [10] kilometres. This
service may not be available or may include additional charges for Covered
Systems located more than fifty [50] kilometres from Sena Bhavan. All response
times are subject to conditions beyond control.
5. Replacement Hardware Parts. In the event it is determined that the replacement

of a hardware part is necessary or the issue requires involvement of service engineers
Page | 129
for hardware or other software, the support team will work alongside the AMC Helpdesk
to resolve the issue at the earliest.
6. Mission Critical Escalation Support. For selected Covered Systems mutually

agreed between Indian Navy and OEM (the "Mission Critical Systems"), OEM will provide
Mission Critical Escalation Support. For purposes of this Service Listing, "Mission Critical
Escalation Support" means that OEM personnel will be notified and engaged with IHQ
MoD(N)/ DIT in cooperative management of technical resources, action plans and time
frames supporting resolution of Priority 1 malfunctions for the Mission Critical Systems.
7. Connected Services. Users will receive access to applicable resources from the
OEM Support Centre for the benefit of the Covered System only. Such access will allow
Users to perform multiple functions via the web, for example:-
(a) Submit a support request.
(b) View the status of an existing support request.
(c) Maintain support contract contacts.
(d) Obtain selected firmware updates.
8. Online Program. Users shall be granted 24x7 access to the online program for
the benefit of Covered Systems. The Online program shall includes the following:-
(a) Access to information for the benefit of the Covered System.
(b) Access to the OEMs System Handbook, which provides the latest support
information about system products.
9. Services and Support Notifications. Users will receive periodic services and
support notifications from OEM via electronic means. Information may be provided in
English or Hindi.
10. Remote Diagnostic Analysis. This solution being run over an air gapped
network, no remote diagnostic involving Internet connection is possible.
11. Self-Monitoring. User will be given access to a web-based monitoring,

configuration, patch collection, and reporting tool to assist User in the management of
systems.
12. Learning Services. OEM will provide Users access to select Information
Technology modules for training. All available training modules should be made available
at a central website on the Naval NEWN network.
Page | 130
13. Remedial Actions. User will promptly implement any remedial actions suggested
by OEM. Any issues arising out of User's failure to implement remedial actions may result
in additional time and materials charges for resolution.
14. Implementation Files and Documentation. User will provide OEM with complete
and properly structured implementation files and documentation.
15. Warranty. Warranty will include entire Software Package for Automation of
Integrated Headquarters Ministry of Defence (Navy) which will commence from the day
of final acceptance. The vendor shall provide:-
(a) Help desk/ telephonic support for entire warranty period.
(b) Will entertain IHQ MOD (N) personnel regarding their problem related to
data or clarification on any module.
(c) Carryout refinement/ minor modification which improves functionality of any

modules.
(d) Carryout effort estimation of major enhancement suggested by user

including database changes, technology changes and so on, if inescapable.
Page | 131
Appendix ‘K’
(Refers to Para 2 of Part-V of RFP)
PRICE BID FORMAT
1. Deliverables cost
Unit
S No Description Qty Total (₹)
Rate (₹)
Software
(a) Application Software Unlimited NA NA
deployment
(b) Application Software license (per 400
concurrent user)
Or
Per named user licences 2000
(c) Scanning solution for departments 2 Lakhs NA
(2 lakh documents per quarter) (covered
below)
Training
(d) Training cost for admin (5 users) 1 batch
(e) Training cost for users (500 users 20 batches
in batches of 25)
Implementation
(f) System Study, Development, NA
Integration and customisation
effort
(g) Hand holding period of six months NA
including scanning service for 2
lakh documents per quarter (total
2 Qtrs)
(h) Warranty period including onsite NA
support at New Delhi for 3 years
(for about 90 Directorates and
Units at New Delhi) including
scanning service for 2 lakh
documents per quarter (total 12
Qtrs)
(j) Vulnerability Assessment (VA) by NA
CERT-IN empanelled vendor
Documentation
(k) Supply of all documents as per NA
RFP
Page | 132
AMC
(m) AMC cost for 3 years post 3 Years
completion of Warranty of 3 years.
This will include scanning service

for 2 lakh documents per quarter
(total 12 Qtrs)
GRAND TOTAL --
2. Is Excise Duty extra? If yes, mention the following:-
(a) Total value of items on which Excise Duty is leviable.

(b) Rate of Excise duty (item-wise if different ED is applicable).
(c) Surcharge on Excise duty, if applicable.
(d) Total value of excise duty payable:
3. Is Excise Duty Exemption (EDE) required? If yes, then mention and enclose
the Excise notification number under which EDE can be given.
4. Is VAT extra? If yes, then mention the following:-
(a) Total value on which VAT is leviable.

(b) Rate of VAT.
(c) Total value of VAT leviable.
5. Is Service Tax extra? If yes, then mention the following:-
(a) Total value of Services on which Service Tax is leviable.

(b) Rate of Service Tax leviable.
(c) Total value of Service Tax leviable.
6. Is Custom Duty Exemption (CDE) required? If yes, then mention the

following:-
(a) Custom notification number under which CDE can be given(Enclose

a copy).
(b) CIF value of stores to be imported.
(c) Rate of Customs Duty payable.
(d) Total amount of Customs Duty payable.
7. Octroi / Entry taxes, if any.
8. Any other Taxes / Duties / Overheads / Other costs.
9. Grand Total (₹):
Page | 133
Please note the following:
1. All applicable taxes and duties prevailing on the date of proposal submission
should be mentioned.
2. Since the price proposal is in INR (₹), Indian Navy shall not consider any upward
variation/ fluctuation on account of any foreign exchange at any time during the currency
of the contract.
3. Hand holding will commence from the date of UAT for complete solution.
4. The project is to be supported for a minimum period of 7 years (six months hand
holding + 3 years warranty + 3 years AMC) from the date of UAT. The decision to engage
AMC will rest solely with the Indian Navy.
5. AMC cost will be used to determine L1. However, contracting for AMC will be at
the sole discretion of the Indian Navy.
6. From the above list, the documents that may be required depend upon the
peculiarities of the procurement being undertaken.
Page | 134

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INDIAN NAVY

Directorate of Information Technology

TABLE OF CONTENTS .................................................................................................. 2

INVITATION OF BIDS FOR IMPLEMENTATION OF PAPERLESS OFFICE

Request for Proposal (RFP) No. IT/0631/31 dated – 24 Sep 15

(a) Bids/ queries to be addressed to:-

Directorate of Information Technology (DIT)

(b) Postal address for sending the Bids:-

Directorate of Information Technology (DIT)

(c) Name/designation of the contact personnel: Joint Director Information

(d) Telephone numbers of the contact personnel: +91-11-23010523

(e) E-mail ids of contact personnel: dit-navy@nic.in

(f) Fax number: +91-11-23010612

3. This RFP is divided into five Parts as follows :-

(a) Name, Nationality, Age, Address and Contact Nos.

4. Place of Opening of Bids. Directorate of Information Technology, Room

6. Forwarding of Bids. Bids should be forwarded by Bidders under their original

7. Clarification Regarding Contents of the RFP. A prospective bidder who requires

9. Clarification Regarding Contents of Bids. During evaluation and comparison of

1. Schedule of Requirements. List of items/ services required are as per

(a) Appendix ‘B’. Scope of the project.

(i) Annexure-I - Implementation Schedule.

(b) Appendix ‘C’. Technical Qualitative Requirement.

(i) Annexure I - Software / Application Requirements.

(c) Appendix ‘D’ - IPR.

(d) Appendix ‘E’ - Certificate on Terms and conditions.

(e) Appendix ‘F’ - Confidentiality certificate.

(f) Appendix ‘G’ - Certificate of Compliance to Decisions by TEC and PNC.

(g) Appendix ‘H’ - Procedure and guidelines for Acceptance Testing

(h) Appendix ‘J’ -Warranty Support & AMC.

(j) Technical Details with Technical Parameters. List of items/ services

(k) Requirement of Training / On- Job Training. The Bidder is responsible

(l) Requirement of Installation / Commissioning. Refer Appendix ‘B’.

(m) Acceptance. Delivery of the Application Software and other deliverables

(n) Requirement of Technical Documentation. Soft Copy and hard bound

2. Two-Bid System. Bidders are required to furnish clause by clause compliance

3. Delivery Period. Details of project implementation are as under:-

(a) Proposed Implementation Schedule for the project is given at Annexure I

The Principal Director

The Bidder is required to give confirmation of their acceptance of the Standard

3. Arbitration. All disputes or differences arising out of or in connection with the

6. Access to Books of Accounts. In case it is found to the satisfaction of the Buyer

7. Non-Disclosure of Contract Documents. Except with the written consent of the

(a) Calculation of Liquidated Damages. Liquidated Damages as mentioned

(b) Method of Payment of Liquidated Damages. The amount charged as

(c) Where the Sellers ability to survive as an independent corporate entity is

(e) As per decision of the Arbitration Tribunal.

13. Amendments. No provision of present Contract shall be changed or modified in

14. Taxes and Duties

(ii) If reimbursement of any Duty/ Tax is intended as extra over the

(ab) Certificate as to whether refunds have been obtained or

(ad) An undertaking to the effect that in case it is detected by the

(iv) Unless otherwise specifically agreed to in terms of the contract, the

(c) Sales Tax/ VAT

(d) Octroi Duty and Local Taxes

(i) Normally, materials to be supplied to Government Departments

The Bidder is required to give confirmation of their acceptance of Special

1. Performance Guarantee. The L1 Bidder will be required to furnish a Performance

4. Change Orders/ Alteration/ Variation. The Contractor agrees that the

5. Change Order. The change order will be initiated only in case:-

18. Advance Payments. No advance payment(s) will be made.

(i) Ink-signed copy of Contingent Bill / Sellers bill.

(ii) Ink-signed copy of Commercial Invoice/ Sellers bill.