Request for Proposal - MAP_ITmapit.gov.in/noticetenders/CPCTRFPFinal02032015.pdf · Request for Proposal Computer Based Examination Services for Computer Proficiency Certification

Request for Proposal

Computer Based Examination Services for

Computer Proficiency Certification Test (CPCT)

MAP_IT

Madhya Pradesh Agency for Promotion of Information Technology

State IT Centre, 47-A Arera Hills, Bhopal

Tender No.: MAPIT/PROJECT/CPCT/RFP/11

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Notice for Inviting Tender

Request for Proposal (RFP) Notice

Providing Computer Based Examination Services to MAP_IT for Conducting Computer Proficient Certification Test (CPCT)

MAP_IT (A registered society under Department of Science and

Technology, Govt. of MP) invites bid proposals from qualified,

reputed and experienced agencies for providing Computer Based

Examination Services for conducting Computer Proficiency

Certification Test (CPCT). The RFP document is available on the

websites of MAP_IT (www.mapit.gov.in), and State e-Procurement

Portal (www.mpeproc.gov.in). Interested Bidders who qualify as

per the criteria mentioned in the RFP document, may submit their

bids through e – tendering latest by 26th March till 05:30 PM on e-

Procurement Website (www.mpeproc.gov.in). Bidders are required

to pay Rs. 10,000 online on the eProcurement Portal to purchase

Tender Document.

Additional CEO, MAP_IT

http://www.mapit.gov.in/

http://www.mpeproc.gov.in/


ACRONYMS

RFP Request for Proposal

CPCT Computer Proficiency Certification Test

CBT Computer Based Test

BG Bank Guarantee

EMD Earnest Money Deposit

DD Demand Draft

IA Implementing Agency

SLA Service Level Agreement

UAT User Acceptance Testing

FAT Final Acceptance Testing

MOU Memorandum of Understanding

PMC Project Management Committee

CPCTGB CPCT Governing Body

CEO Chief Executive Officer

DC Data Center

DR Disaster Recovery Center

RPO Recovery Point Objective

RTO Recovery Time Objective

SRDH State Resident Data Hub

SMS Short Messaging Services

TAC Test Admit Card

MCQ Multiple Choice Questions

FAQ Frequently Asked Question

CMM Capability Maturity Module

GAD General Administration Department

LAN Local Area Network

SDC State Data Centre

SWAN State Wide Area Network

FRS Functional Requirement Specification

UI User Interface

CCTV Close Circuit Television

ICT Information Communication Technology

SMS Short Messaging Service

MP Madhya Pradesh

GIGW Guidelines for Indian Government Websites

RTI Right to Information

STQC Software Testing and Quality Certification

TPA Third Party Auditor

NDA Non-disclosure Agreement

PKI Public Key Infrastructure

Table of Contents

1 Introduction ................................................................................................... 1

2 About MAP_IT ............................................................................................... 1

3 Fact Sheet ...................................................................................................... 2

4 Project Background ........................................................................................ 2

5 Computer Proficiency and Certification Test (CPCT) ........................................ 3

6 Project Objectives .......................................................................................... 4

7 RFP Structure ................................................................................................. 5

Part I

1 Scope of Services ............................................................................................ 6 1.1 Preparation of the Inception Report .............................................................. 6 1.2 Preparation of Detailed Project Plan .............................................................. 6 1.3 Preparation of CPCT Framework Documents .................................................. 7 1.4 Study for Question Bank Development .......................................................... 7 1.5 Definition & Design ....................................................................................... 8 1.6 Identification & Accreditation of Exam Centers ............................................ 10 1.7 CPCT Application Development/Customization ............................................ 10 1.8 Setting-up Data Center ................................................................................ 10 1.9 CPCT Control Center and Help Desk ............................................................. 11 1.10 Documentation of the Project...................................................................... 12 1.11 UAT, Field Testing, Final Acceptance Testing and Go Live .............................. 12

2 Project Timelines ......................................................................................... 12

3 Stakeholders Analysis .................................................................................. 14

4 Project Management Arrangement .............................................................. 15 4.1 CPCT Governing Body .................................................................................. 16 4.2 CPCT Management Committee .................................................................... 16 4.3 Project Support Team .................................................................................. 17

5 Requirements for Conducting CPCT Exams .................................................... 17 5.1 Designing and Development of CPCT Framework ......................................... 18 5.2 Question Bank Development ....................................................................... 19 5.3 CPCT Control Center .................................................................................... 20 5.4 CPCT Web Portal Services ............................................................................ 23 5.5 Computer Based Exam Software .................................................................. 27 5.6 CPCT Process Automation Software ............................................................. 31 5.7 Exam Centers .............................................................................................. 32 5.8 Exam day Manpower Support...................................................................... 36 5.9 Training of CPCT Observers and other Staff .................................................. 36

6 CPCT Exam Conducting Process .................................................................... 37

6.1 Validation of Candidate Application ............................................................. 37 6.2 Exam Scheduling ......................................................................................... 37 6.3 Exam Center Preparation ............................................................................. 38 6.4 Exam Conduct & Support ............................................................................. 39 6.5 Post Exam Activities .................................................................................... 40

7 Computer Based Test Services for other Exams ............................................. 41

8 Handling of RTI Queries and Court Cases ...................................................... 42

9 CPCT Exam Estimations ................................................................................ 42

10 Testing and Quality Assurance Requirements ............................................... 43 10.1 Operational Acceptance Test ....................................................................... 44 10.2 Test Documentation .................................................................................... 45 10.3 Complete System Acceptance ...................................................................... 45 10.4 Audit & Certification ................................................................................... 46

11 Management Support Services ..................................................................... 47

12 Service Improvement ................................................................................... 47

13 SLA Management Tool(s) ............................................................................. 47

14 Data and information security requirements ................................................ 48 14.1 Information classification ............................................................................ 48 14.2 Human resource security ............................................................................. 49 14.3 Physical and environmental security ............................................................ 49 14.4 Communications and operations management ............................................ 49 14.5 Access control ............................................................................................. 50 14.6 Security Alerts ............................................................................................. 50 14.7 Non-disclosure Agreement .......................................................................... 50

15 Documentation requirements ...................................................................... 50 15.1 End User Documents ................................................................................... 51 15.2 Technical Documents .................................................................................. 51

16 Exit Management ........................................................................................ 52

17 Project Deliverable ....................................................................................... 52

Part I

1 Definitions ................................................................................................... 54

2 Pre-Bid Meeting ........................................................................................... 55 2.1 Address for Communication ........................................................................ 55 2.2 Clarefication on the Bid Document .............................................................. 55 2.3 Amendments OF Bid Document by the MAP_IT ............................................ 56

3 Pre Qualification Criteria .............................................................................. 56

4 General instructions ..................................................................................... 58

5 Proposal Preparation ................................................................................... 59

5.1 Pre Qualification ......................................................................................... 59 5.2 Technical Proposal ...................................................................................... 60 5.3 Commercial Proposal .................................................................................. 61 5.4 Language of Bid ........................................................................................... 62 5.5 Authorized Signatory on behalf of Bidder ..................................................... 62

6 Bid Security (EMD) & Security Deposit .......................................................... 62

7 Compliance & Completeness of Response ..................................................... 63

8 Bid Submission ............................................................................................. 64 8.1 Format of Submission .................................................................................. 64

9 Bid Validity .................................................................................................. 65

10 MAP_IT’s right to terminate the process ...................................................... 66

11 Disqualification of bids ................................................................................. 66

12 MAP_IT’s Rights to Accept/Reject any or all Proposals ................................. 67

13 Bid Evaluation.............................................................................................. 67 13.1 Preliminary examination ............................................................................. 67 13.2 Technical Evaluation .................................................................................... 68 13.3 Opening & Comparison of Commercial Bids ................................................. 71 13.4 Commercial Bid Rejection Criteria ................................................................ 71

14 Selection of Bidder ....................................................................................... 72 14.1 Right to Accept or to Reject any or all bids ................................................... 72 14.2 Notification of Award to the Bidder ............................................................. 72 14.3 Right to Vary Activities at the time of Award ................................................ 72 14.4 Award of Contract ....................................................................................... 72 14.5 Signing of Contract and NDA ........................................................................ 72 14.6 Discharge of Bid Security: ............................................................................ 73 14.7 Performance Security .................................................................................. 73 14.8 Loss of Revenue to MAP_IT ......................................................................... 73 14.9 Use of Contract Documents and Information ............................................... 73 14.10 Failure to Abide by the Agreement .............................................................. 74

15 Roles and Responsibilities ............................................................................ 74 15.1 Role of MAP_IT ........................................................................................... 74 15.2 Role of Implementation Agency ................................................................... 75

16 Service Level Agreement .............................................................................. 75 16.1 Service Levels for Implementation before Go-Live ........................................ 77 16.2 Service Levels for Performance after Go-live ................................................ 77

17 General Terms and Conditions ...................................................................... 79 17.1 Applicable Law ............................................................................................ 79 17.2 Termination ................................................................................................ 79 17.3 Corrupt or Fraudulent Practices ................................................................... 80 17.4 Data protection ........................................................................................... 81 17.5 Confidentiality ............................................................................................ 81 17.6 Force Majeure ............................................................................................. 82 17.7 Resolution of Disputes ................................................................................ 82 17.8 Taxes and Duties ......................................................................................... 83 17.9 Local Conditions .......................................................................................... 83

17.10 Notice ......................................................................................................... 83 17.11 Limitation of Liabilities ................................................................................ 84

18 Payment ...................................................................................................... 84

19 Annexures ................................................................................................... 86 19.1 Annexure 1: Request for Clarification Form .................................................. 86 19.2 Annexure 2 : Bid Covering Letter .................................................................. 87 19.3 Annexure 3 : Bidder’s Form ......................................................................... 88 19.4 Annexure 4: PRE-QUALIFICATION FORM ...................................................... 92 19.5 Annexure 5: Technical Bid Covering Letter .................................................... 96 19.6 Annexure 6: Bid Security Form ..................................................................... 98 19.7 Annexure 7: Format of Power of Attorney for Lead Member of Consortium ... 99 19.8 Annexure 8: COMMERCIAL BID .................................................................. 102 19.9 Annexure 9: Format for BIDDER’S AUTHORIZATION Letter .......................... 105 19.10 Annexure 10: Self declaration on Non-Blacklisting ...................................... 106 19.11 Annexure 11: Certificate of Conformity ...................................................... 107 19.12 Annexure 12: NON-DISCLOSURE AGREEMENT ............................................. 108 19.13 Annuexure 13: Undertaking for 10000 Seats in Exam Centers ..................... 114 19.14 Annexure 14: CPCT Related Circulars of Govt. of MP .................................. 115

RFP for Computer Based Examination Services for CPCT

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1 Introduction

Computers have become essential equipment for every government office or service

delivery units. National eGovernance plan envisages electronic services delivery as one of

the most critical component of eGovernance and has put substantial efforts to promote

Information Technical as a solution to improve performance of Government system. In day

to day working in government offices, computers and digital records are consistently

replacing old paper based system. Very soon, the application like eOffice and workflow

based process automation systems will be seen in every government office.

Computer proficiency is always been a bottleneck for implementation of

eGovernance projects in the state. Government of MP requires human resource for various

clerical positions in the departments, corporations and agencies. Computer proficiency is of

the critical requirements for recruitment on such positions, which is often assessed by

evaluating computer training certificates and personal interview. There are no fixed and

widely accepted standards for computer training certifications. Moreover, sometimes

computer proficiency gained by certification process does not reflect in real time

performance of human resources appointed in govt. jobs.

2 About MAP_IT

Madhya Pradesh Agency for Promotion of Information Technology (MAP_IT) is an

agency under Department of Information Technology, Govt. of MP formulated to serve as

nodal agency to propel the growth of Information Technology (IT) in Madhya Pradesh

especially in government departments/agencies and deliver citizen services through

electronic means.

MAP_IT has been entrusted to conduct CPCT exam for the State of Madhya Pradesh.

MAP_IT has decided to engage a professional agency (i.e. Implementing Agency) from open

market by conducting a fair and transparent bidding process. After conducting the bidding

process, MAP_IT will enter into a contract with successful bidder for next 5 years. MAP_IT is

also intended to setup a dedicated unit within the office to take up all the CPCT related

administrative activities, monitor the performance of Implementation Agency and

coordinate with all stakeholder for concurrent enhancement of the quality of CPCT. MAP_IT

will constitute a high level committee to administer the CPCT in the state. This committee

will have experts from exam development, academics, technology and administration.


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3 Fact Sheet

Sr. No. Item Description

1 Bid calling Date 2nd March 2015

2 Pre-bid Meeting Date, Time and Venue

11th March 2015 at 11:30 AM in Aryabhatt Conference Hall, State IT Centre, Bhopal

3 Last Date and Time for Bid Submission

26th March 2015 upto 5:30 PM Online on www.mpeproc.gov.in

4 Opening Date of Technical Bids

27th March 2015 at 11:30 AM in Aryabhatt Conference Hall, State IT Centre, Bhopal

5 Commercial bid opening date and time

Would be communicated to shortlisted bidders

6 Tender Fee

Rs. 10,000 payable online on e-Tendering Portal www.mpeproc.gov.in

7 Earnest Money Deposit (EMD)

Demand Draft or Bank Guarantee of Rs. 50 Lakh to be submitted offline before opening of bid.

8 Bid Validity Period 180 days from the date of opening of bid.

9 EMD Validity Period

In case of Demand Draft 80 days and in case of Bank Guarantee, 180 days from the date of Bid Submission

10 Performance Guarantee

Demand Draft or unconditional and irrevocable Bank Guarantee of Rs. 3 Crore to be submitted by successful bidder before signing the Agreement.

4 Project Background

Government of MP has decided to conduct Computer Proficiency & Certification Test

(CPCT) in the State to assess computer proficiencies and other allied skills of candidates

applying for Job in various Government Departments and Agencies. It is also decided by

state government that CPCT assessment will be done using Computer Based Test (CBT)

methodology to ensure fair and transparent assessment of candidates. MAP_IT has been

entrusted to conduct CPCT assessment in the Madhya Pradesh.




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In order to conduct CPCT, MAP_IT requires services of an expert and professional

agency having necessary expertise and experience in the area, CBT technology and

capacities to meet expectations of MAP_IT explained in this RFP. Selection of most

competent agency will be done by transparent process of bidding by MAP_IT.

Selected Agency i.e. Implementation Agency will broadly work on following area as

per standards defined in this RFP, to conduct CPCT exams successfully in the State:

1. Prepare "CPCT Exam Conducting Protocols" and "CPCT Management Framework"

documents with required consultation with stakeholders and necessary due diligence.

2. Provide CBT solution along with necessary IT infrastructure to conduct CPCT Exam.

3. Develop a robust & comprehensive Question Bank having 60000 questions for CPCT

Exam in Hindi and English.

4. Design and develop CPCT Web Portal.

5. Provide services of CBT Exam Centers predominantly in divisional headquarter locations.

6. Prepare Exam Centers every time before CPCT examination.

7. Provide services of human resources in Exam Centers for CPCT.

8. Facilitate CPCT candidates for registering, scheduling and appearing in the CPCT Exams.

9. Setup CPCT Control Centre at state level to conduct, manage and control CPCT Exams

and CPCT Web Portal.

10. Setup Helpdesk support in CPCT control center for citizens and candidates.

11. Consolidate candidate response, perform necessary analysis, generate score cards and

publish on CPCT Web Portal.

12. Collect feedback, perform necessary analysis and implement corrective measures in best

possible time.

5 Computer Proficiency and Certification Test (CPCT)

CPCT is a new initiative of Government of MP to rationalize assessment of computer

proficiencies for recruitment on various positions in state government agencies. CPCT is a

Computer Based Examination system focused on assessment of skillsets that are required

for regular working in various government jobs. CPCT includes assessment of following

competencies:


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1. Basic knowledge of Computer Operations

2. Familiarity with Computer Hardware and Software.

3. Proficiency in General IT skill like Networking, Internet, Email, etc.

4. Typing skills in English and Hindi languages.

5. Reading Comprehension Skills.

6. Mathematical and Reasoning Skills.

7. General Awareness.

Candidates looking for Government Jobs, will be required to participate CPCT Exam

and get their score card first. This score card will help recruiters to evaluate computer

proficiencies and allied skills of a candidate.

Any citizen of India having completed 18 years of age and passed Higher Secondary

exam, may participate in CPCT Exam. In order to participate in the CPCT Exam, candidates

will be required to register themselves on CPCT portal first and book next available CPCT

Slot after making online payment of exam fee. As per current provisioning, a candidate can

reappear in the CPCT exam only after 6 months. A separate committee under State

Department of Science and Technology will finalize fee structure for CPCT.

CPCT exam envisages to have 75 Multiple Choice Questions (MCQs) and 15 minute

typing Test for Hindi and 15 minutes typing test for English language. Total duration of exam

envisaged to be 120 Minutes. Candidates will take Typing Test in first 35 minutes (30

minutes for Typing test and 5 minutes for reading instructions and switch over).

6 Project Objectives

1. Setting-up a common uniform system for IT Skill assessment by eliminating the need of

different procedures and certifications.

2. Develop and sustain IT talent pool through assessment of IT Skill Sets.

3. Develop standards for IT Skill Sets to facilitate all the govt. departments and agencies in

the process of recruitments.

4. To make the selection process based on actual need of IT skills at various levels.

5. To develop a transparent, fair, objective oriented and knowledge based system to

determine IT capabilities of candidates.


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7 RFP Structure

This RFP is meant to invite proposals from interested agencies capable of delivering

the services described herein. The content of this RFP has been documented in two Parts i.e.

Part I and Part II. Part I describes scope of work, desired solution, standards & specifications

as well as other requirements (functional, operational and technical) of the project while

Part II comprises the Instruction to Bidder, SLA and General Terms and Conditional.


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Part I Scope of Work

1 Scope of Services

After performing a transparent and fair process of selection, a suitable, efficient and

expert agency shall be identified and selected as Implementing Agency for the project. The

Implementing Agency shall be required to sign an agreement with MAP_IT. All the terms

and condition, project work, timelines, roles and responsibilities, RFP, technical and financial

proposal, etc., shall become essential part of the agreement. It shall be over all

responsibility of Implementing Agency to study the requirements of MAP_IT for conducting

CPCT before bidding. Requirements mentioned in this part of RFP is indicative only and

written purely for the purpose of making the bidders able to estimate their efforts and costs

required to achieve project objectives successfully. Therefore, selected bidder i.e.

Implementing Agency shall be required to make a fresh assessment of Project requirements

after winning the bid, prepare detailed project plan, get it approved by MAP_IT and perform

project activities as per detailed project plan. Following are the services to be rendered by

selected bidder.

1.1 PREPARATION OF THE INCEPTION REPORT

The IA (Implementing Agency) needs to prepare and submit an Inception Report,

which will serve as the foundation document for all the activities related to the project.

Additionally, the Inception Report must cover the risks that IA anticipates and the plans it

proposes towards Risk mitigation. Details of the project teams deputed for the project and

Major roles & responsibilities for the project team along with support arrangements that

are expected from the MAP_IT will be an essential part of the inception report. IA will also

describe about the Project Team with individual roles and responsibilities in the Inception

Report. The acceptance of the Inception Report by MAP_IT is necessary before proceeding

to the next stage of the project.

1.2 PREPARATION OF DETAILED PROJECT PLAN

The Implementation Agency (IA) shall prepare an Integrated Project Plan for the

entire project that covers detailed tasks which are intended to be performed, as part of the

project. The Functional Requirements as envisaged for this project are described in this


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document. The IA needs to Study these carefully and should consult MAP_IT whenever

necessary to obtain more details on the requirements of the project. It shall be the duty of

IA to refine functional requirements as needed during requirement gathering exercise.

The IA shall conduct requirements gathering exercise and prepare an detailed FRS

document, for which the IA shall have a comprehensive discussion with the MAP_IT and

other stakeholders to ensure that each of the requirements mentioned in this RFP or

identified during study are covered.

Activities conducted as part of this task will result in the project deliverable

“Functional Requirement Specifications” (FRS) document, which shall also detail the

requirements of the complete solution up to the last detail. FRS document shall comply with

the latest and most relevant IEEE standards.

1.3 PREPARATION OF CPCT FRAMEWORK DOCUMENTS

IA will be required to prepare "CPCT Exam Conducting Protocols" and "CPCT

Management Framework" documents for MAP_IT. In order to prepare these, IA will deploy

a team of experts having adequate exposure and credential to design and develop these

documents after thorough study of CPCT and in consultation of MAP_IT and other

stakeholders. On the basis of these documents, the IA will define CPCT exam software

requirements, implementation strategy, operational support system, action plan, etc.

1.4 STUDY FOR QUESTION BANK DEVELOPMENT

1. Question Bank development will be done under close supervision of experts employed

by IA on full time basis. IA will submit detailed strategy and plan for Question Bank

development to MAP_IT.

2. Before beginning the question development work, IA will conduct a quick study of 3 or 4

Government Department to study their requirements on IT skills. On the basis this study,

IA shall prepare a report which will include:

a. Natures of work performed in government departments in terms of information

technology.

b. Use of computers and other devises in the departments.

c. Assessment of future growth in the area of eGovernance, use of internet, new

technologies like Cloud Computing, mobile computing, etc.


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d. Current and future requirement of specific IT and other allied skill sets in

government.

e. Recommendations for IT and other skill assessment strategy of CPCT.

3. IA will submit this report to MAP_IT and make a presentation of same before key

officials of MAP_IT. IA will also present test development methodology for CPCT in this

presentation.

4. Following should be included in question development methodology:

a. Developing Specific Style Guide and Question Writing Manual:

i. Question Bank Development principles should be defined.

ii. CPCT assessment specifications and blueprint of Question Bank should be

designed.

iii. Specific guidelines should be developed for different question types to

ensure consistency across all questions.

iv. Sample questions and examples of good questions should be designed.

b. Conducting Training and Practice Sessions for Question Writers

c. Dedicated experts for translation of questions in Hindi/English.

d. Concurrent review and regular feedback to Item Writers

e. Multilevel validation of each and every question.

f. Maintain metadata for each question on the parameters like information of

details of creation/validation/translation, subject area, difficulty level, question

type, etc.

1.5 DEFINITION & DESIGN

Having conducted a comprehensive analysis of the requirements for the Project, the

IA will prepare elaborated system architecture and design documents for the project. The

Architecture document will give the complete architecture of the proposed systems. The

corresponding architectures will also be identified for customization requirements.

In order to conduct CPCT exams in fair and transparent manner, IA will be required

to develop highly secured and robust CPCT software system, which will essentially have

Exam Application, Question Bank Development Application, CPCT Process Automation


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Online Application, CPCT Helpdesk Support Application and CPCT Web Portal. These

applications will work in close integration of on other.

The following documents including, but not limited to, will be submitted for a sign-

off of application architecture and development methodology:

Application Architecture with all relevant design patterns identified

Details of validation rules and constraints like Integrity Checks etc. to be applied.

Format of all input screens including data entry requirements.

Format of all reports that would be generated by the system.

Business logic used for all reports and functions.

Access control mechanisms, data security and audit trails to ensure that databases

are not tampered or modified by unauthorized users. The following guidelines need

to be observed for security:

Build a complete audit trail of all transactions (add, update and delete) using

transaction log reports, so that errors in data, intentional or otherwise, can

be traced and reversed.

The most appropriate level of security commensurate with the value to that

function for which it is deployed must be chosen

Access Controls must be provided to ensure that the databases are not

tampered or modified by the system operators.

Implement data security to allow for changes in technology and business

needs.

Compliance of ISO 27001 security standards.

Hardware Deployment Architecture, Network Design, Security Architecture etc. for

the Project.

Plans for User Acceptance Tests and System Integration Tests in a replica environment including Stress Tests and plans.

Detailed Project Implementation Plan, component-wise activity schedule, etc.

The Implementation Agency shall be solely responsible for the architecture of the

system implemented to satisfy all features, functions and performance as described in this


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document including sizing of the required hardware. System architecture description

provided in this document is for reference only. The Implementation Agency should ensure

all possible and required improvements.

The application design shall be such as to require the minimal installation, if at all, at

the user‘s end, besides the Internet Browser and shall support all common browsers (like

Internet explorer, Mozilla, Chrome etc.). IA shall also design the Frontend and Backend portals

for the Project.

User's involvement will also be ensured during finalization of user interfaces, the

mode of data entry, storage and retrieval, outputs reports, queries and the application

design as a whole.

1.6 IDENTIFICATION & ACCREDITATION OF EXAM CENTERS

IA will identify exam center infrastructure before bidding and accredit same after

ensuring necessary arrangement that exists as per standards defined in this RFP. In the

process of accreditation, the IA shall sign a MOU with exam center infrastructure service

provider and submit a copy of same to the MAP_IT. Such MOU should clearly define that the

exam center infrastructure service provider will ensure availability of exam center on all the

dates as per schedule of CPCT exams for full day and comply all the standards set for Exam

Centres in this RFP. IA will also visit each of such accredited centers and plan to ensure

necessary updation to meet defined standards. Minimum number of exam seats required in

various cities is defined in subsequent section of this RFP.

1.7 CPCT APPLICATION DEVELOPMENT/CUSTOMIZATION

IA will be required to customize, develop and integrate these softwares in this phase.

As per requirements of CPCT mentioned in this RFP and identified by IA during system study

as well as defined in CPCT Exam Conducting Protocols document, IA will customize these

Software. CPCT Application will be a set of following 4 software systems.

1. CPCT Exam Software

2. Question Bank Development Software

3. CPCT Process Automation Software

4. CPCT Web Portal

1.8 SETTING-UP DATA CENTER

This phase will include:


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CPCT Application development/customization and testing in production environment

Setting of Data Center

Application integration, installation and configuration

This application will be accessible using back-office Web Portal by MAP_IT and Exam

Centres using VPN while MP Online Kiosk and Candidates will access the application using

internet web portal. State Data Centre will also provide Disaster Recovery Centre facility for

the Application. DC and DR will work on Active-passive mode where DR will be at least 50%

replica of DC. RPO and RTO both should not be more than 24 Hrs.

The IA shall supply, install, configure and commission the co-located servers in State

Data Center and install system software for application deployment. In addition, the IA shall

draw out and provision the detailed specifications/requirements for the infrastructure that

needs to be used for hosting the application. The IA shall work with SDC team to understand

the SDC's pre-requisites for deployment of servers, database, application, etc. and provision

the IT infrastructure in such a way that it is acceptable to SDC and complies with the

standards prescribed for the State Data Centre.

IA shall provide a detailed report on Data Centre, DR, Networking, client side

hardware and software Setup which will include all the detailed specification of hardware,

before installation. Hardware sizing shall be done by IA but it should be complied with high

availability benchmarking and sufficient to meet SLAs. The Specifications must be futuristic

with at least a three years horizon to start with and recommended servers should be able to

accommodate any scaling up requirements necessitated in future. IA will be required to

explain hardware sizing methodology and provide assurance of making all the provisions

that enables the hardware to perform efficiently during peak load with justification. MAP_IT

technical team shall study and approve it in context with provision made in this RFP. After

getting sign-off from Technical team, IA will begin commissioning and installation work.

1.9 CPCT CONTROL CENTER AND HELP DESK

IA will setup CPCT Control Center for MAP_IT, which shall include a dedicated office

with all necessary equipments, manpower, helpdesk, network, etc. This setup should be in

line with the bid proposal submitted by IA and minimum standards fixed in this RFP. CPCT

Control Center shall perform all the operations that are required for conducting exams

smoothly. Detail of same is explained in respective sections of this RFP.


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1.10 DOCUMENTATION OF THE PROJECT

The IA will ensure that complete documentation of the project is provided with

comprehensive user manuals, and adhere to standard methodologies in software

development as per ISO standard and/or CMM models. The following documents are the

minimum requirements:

1. Test Plan Containing information on the software test environment to be used for

independent testing, the test cases to be performed, and the overall testing schedule.

This includes methodology, schedule, resources, tools, procedures, environment

definition, test cases, and software test results.

2. Operations Manual providing instructions for installing the application, troubleshooting,

interpreting message logs, and FAQs (Frequently Asked Questions).

3. User Manual (both online and paper copies) providing detailed instructions on how to

use the software. In addition, it shall describe how to access, submit inputs to, and

interpret outputs from the application.

4. Documentation of the Project activities, solution deployed, data digitized, trainings,

project monitoring indicators, SLA tracking system, etc.

5. A data dictionary listing out all the data elements will be prepared.

1.10.1 Web-based Monitoring and Evaluation Tool & SLA Monitoring Tools

Web-based Project Management Tools will be developed/customized, to help in

monitoring and measuring SLA provisions. These tools will be procured by IA in consultation

of technical team of MAP_IT. Services of this tool shall be made available to MAP_IT. A SLA

monitoring team will also be constituted with representation of MAP_IT and IA.

1.11 UAT, FIELD TESTING, FINAL ACCEPTANCE TESTING AND GO LIVE

After finalizing all the application softwares, IA shall make necessary arrangements

for User Acceptance Testing and Field Testing. MAP it will facilitate IA for conducting these

tests. Success of this phase will lead towards Final Acceptance Testing and Go Live.

2 Project Timelines

The overall implementation of the Project is envisaged to be completed in 4 months.

Keeping in view of very specific and limited functionality of Application, it is recommended


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to design, develop, test and implement the application in one phase. All the activities

related to setting up of CPCT Control Center and Exam Center Accreditation will be

conducted parallel to application development/customization. Below timelines are

mentioned for Implementation Agency to perform various activities under given milestones.

Time taken by MAP_IT for evaluation and approval of deliverables will be excluded from

these timelines.

S.N. Milestone Time for Completion (in

weeks)

1 Signing of Agreement T

2 Submission of Inception Report and Project Plan T+1

3 System Study and Submission Detailed Project Plan T+3

4 Study of identified Government Department to assess required IT skills through CPCT for Question Bank development and Submission of Study Report.

T+6

5 Approval of "CPCT Exam Conducting Protocol" and "CPCT Management Framework" Documents

T+8

6 Submission of copy of MOUs furnished with Exam Center service providers having total capacity of 10000 seats.

T+8

7 Supply, Installation and Configuration of Data Centre Hardware

T+12

8 Customization and Testing of Exam Application Software T+12

9 Development/Customization and Testing of Question Bank Software

T+12

10 Design, Development and Testing of CPCT Portal T+12

11 Design, Development and Testing of CPCT Process Automation Software

T+12

12 User Acceptance Testing of Exam Application, Question Bank Application, CPCT Portal and CPCT Process Automation Portal

T+16

13 Application Hosting in State Data Center T+16


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14 Submission of Observer and Other Staff training manual. T+16

15 Setting of CPCT Control Center with Office, Equipments, Helpdesk and Manpower.

T+18

16 Creation, Validation and Finalization of Question Bank having around 60,000 Questions

T+18

17 Field testing of CPCT Exam Conduction and Final Acceptance Testing

T+18

18 STQC and Security Certifications T+20

19 System Go-live T+20

20 Conduct Training of Observers and Other Staff. T+22

21 Conducting First CPCT Exam T+24

“T”, as referred above is the date of signing of contract between selected IA and MAP_IT

3 Stakeholders Analysis

The major stakeholders of this Project are as follows:

Stakeholder Group Role Level of Influence

CPCT Candidates

Ultimate objective of this project is to recognize computer proficiencies and certify same using a transparent and fair process of assessment. The purpose Computer Based Test is not limited to conduct fair and transparent exams but to facilitate Candidates with technology so that they can deliver their best during the assessment. Thus CPCT Candidates are the prime stakeholders of this project.

High

MAP_IT and Department of Science & Tech.

MAP_IT is the agency entrusted to conduct the CPCT in the state. Thus the MAP_IT is responsible of setting up of a robust framework for CPCT and conduct fair and transparent computer based exam through the Implementation Agency.

High


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All the Government Departments and Agencies of MP

CPCT Score Card will be used by all the government departments and agencies to recruit most suitable candidates. Thus the quality assessment under CPCT will certainly reflect in the HR performance of government departments and agencies.

Low

Implementation Agency

Implementation Agency is responsible for developing and conducting CPCT exams for MAP_IT. Success of CPCT has direct impact on deliverables of IA to MAP_IT. Thus, the IA is a critical stakeholder of CPCT.

High

Exam Center Infrastructure Providers

Quality arrangements and facilitation provided by Exam Center Infrastructure Providers would certainly add value to the deliverables of IA and record satisfaction of the prime stakeholders i.e. CPCT candidates.

Medium

Citizens Ultimate beneficiary of CPCT are our citizens of MP because it will help in getting most competent and efficient employees in the government system and this efficiency will result in certain improvement of citizen service delivery system.

Low

4 Project Management Arrangement

In order to effectively plan, implement, manage and sustain the project, 2 main

bodies i.e. CPCT Governing Body (CPCTGB) and Project Management Committee (PMC) will

be constituted. These committees will be responsible for overall administration CPCT and

management of Computer Based Assessment.


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4.1 CPCT GOVERNING BODY

The CPCT Governing Body shall comprise of senior officials from MAP_IT and persons

nominated by Govt. of MP. The CPCT Governing Body will be responsible for:

1. Overall guidance and taking policy decision for CPCT.

2. Coordination with Stakeholder departments and agencies.

3. Overseeing the work of Project Management Committee.

4. Developing Standards, Guidelines and Protocols for CPCT

5. Periodic Review of CPCT Exam performance and issues

6. Interim changes in work scope (Application and Function)

7. Consider recommendations put forward by the Project Management Committee

8. Strategic control over the project

9. Conduct Audit of exam center arrangements, CPCT examination process and protocols,

IA Deliverables, etc. by MAP_IT or third party agency.

4.2 CPCT MANAGEMENT COMMITTEE

Under the guidance of Governing Body, CPCT Management Committee is responsible

for Management of CPCT exam. CPCT Management Committee will be headed by the CEO

MAP_IT and will have IT security experts, SeMT consultants, Representative of IA, etc. Broad

responsibilities of the Management Committee are:

CPCT Governing Body

CPCT Management Committee

Chaired by CEO MAP_IT

Project Support Team

(Setup by MAP_IT)

Consultant, IT Security

Consultant Project

Manageemnt

Consultant Computer

Based Exam System

Consultant Quality

Assurance

Consultant Finance

Management

CPCT Control Center

(setup by IA)

Manager Exam Center and Logistics

Manager Web Portal

Manager Helpdesk

Manager Monitoring

and Evaluation


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1. Overseeing and directly supervising the CPCT Exam Operations.

2. Sought necessary approvals for conducting CPCT exams from MAP_IT and other

department/agencies.

3. Providing directions and guidance to implementation agency for conducting Computer

Based exams.

4. Vetting of all deliverables of the project and recommend the same for acceptance by the

steering committee

5. Coordinating with the relevant officers at all levels for effective implementation of the

project and helping resolve issues requiring high level interventions

6. Carrying out related tasks as may be reasonably instructed by Governing Body.

7. Address concerns / enquiries / complaints from CPCT stakeholders.

8. Developing and overseeing procedures for undertaking quality audits.

9. Resolve any conflicts and issues that may arise during the implementation of the project.

4.3 PROJECT SUPPORT TEAM

MAP_IT will setup a dedicated Project Support Team in the office of MAP_IT. This

team will comprise of expert consultants in the area of IT Security, Computer Based

Examination Service, Performance Monitoring (Project Management), Finance and Quality

Assurance. The Project Support Team will directly report to CPCT Management Committee

and the Nodal Officer nominated by MAP_IT for CPCT work.

The Project Support Team will work in close coordination of CPCT Control Center and

representative of IA to facilitate MAP_IT or CPCT Management Committee for performance

review, SLA Tracking, Quality Monitoring, etc.

5 Requirements for Conducting CPCT Exams

Implementing Agency will provide end to end support for conducting CPCT. IA will

setup CPCT Control Center to perform all the CPCT operations from State Level, which will

include management of web portal, Exam Center Operations, Online grievance handling,

Helpdesk support, candidate profiling, etc. To conduct CPCT, IA will provided services of

Exam Centers, exam-day duty staff, Computer Based Exam Application, Question bank, etc.

Following are the key components for conducting CPCT on regular basis:


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5.1 DESIGNING AND DEVELOPMENT OF CPCT FRAMEWORK

At present, MAP_IT does not have necessary institution arrangement for conducting

CPCT Exams. It would be a responsibility of IA to conduct a study overall system in light of

CPCT objectives and propose solution framework for CPCT. This study will be conducted by a

team of experts having adequate credentials to perform such studies. IA shall appoint this

team of experts under the project. The team will closely work with MAP_IT Officials,

especially CPCT Management Committee and develop following document:

5.1.1 Exam Conducting Protocols

This document will include all the standards and procedures for conducting CPCT

Exam. This document will become base document for IA to prepare strategy and plan

activities for conducting CPCT exam. Exam Conducting Protocols will essentially include all

the standards and procedures mentioned in this document. IA will elaborate these

standards and procedures and logically integrate with proposed standards. The standards

and procedures will be related to process of appearing in CPCT exam for candidates,

Scheduling of exams, services of Exam Centers, preparedness of exam center for exam day,

Exam Day services, security provisions, Candidate response consolidation, Score Card, etc.

Approval of MAP_IT, these Protocols will strictly be followed by all the stakeholders of CPCT.

5.1.2 CPCT Management Framework

MAP_IT and IA will work together under CPCT Management Framework to achieve

CPCT objectives successfully. CPCT Control Center, setup by IA, will be a part of CPCT

Management Framework. All the operating procedure, resources, roles and responsibilities,

reporting system, service levels, etc. will be defined for CPCT Control Center in this

document. Apart from CPCT Control Room, this document will also define the requirements

of institutional arrangements at MAP_IT level and at the level of Department of Science and

Technology. This document will be referred during CPCT decision making process at various

levels. The expert team deployed by IA will develop CPCT Management Framework in

consultation of MAP_IT. Following document will also be prepared as subset of CPCT

Management Framework:

Test Analysis System

Performance Tracking System

Feedback Collection & Assessment System


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5.2 QUESTION BANK DEVELOPMENT

1. As per internal assessment of MAP_IT, a question bank of around 60,000 questions will

be required for CPCT Exam. Following is the tentative list of test areas and distribution of

percentage of questions required in the question bank. Number of questions in different

subjects and complexity levels is subject to change as per decision of MAP_IT. IA is free

to suggest numbers and distribution of questions at the time of preparation of CPCT

Conducting Protocol Document.

No. Subject

Complexity levels Total Questions

Easy Moderate Difficult

1 Mathematics 2% 2% 1% 5%

3 Aptitudes 2% 2% 1% 5%

4 Reasoning 2% 2% 1% 5%

5 General Knowledge 4% 4% 2% 10%

6 Computer 30% 30% 15% 75%

Total 40% 40% 20% 100%

2. All the questions should be created in Hindi and English, both the languages. IA will be

required to make special efforts for translation, so that there are no discrepancies in

interpretations.

3. IA shall maintain and update the question bank on regular basis. On an average, at least

10% questions should be replaced or refined every year to maintain and improve the

quality of question bank.

4. IA shall submit quarterly report on question bank analysis, review, maintenance and

concurrent updation. This report will comprise of all the efforts made towards

qualitative improvement in Question Bank.

5. MAP_IT may appoint third party observer or question validator if required. IA shall

extend it's support for third party question validation process.

6. Question Bank developed for CPCT will be the property of MAP_IT. All the IPRs of

Question Bank will remain with MAP_IT during and after the contract period. IA shall


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not be authorized to use CPCT Question Bank anywhere without written permission of

MAP_IT.

7. At the end of the contract term, IA will handover Question Bank along with Question

Authoring Software to MAP_IT. IA will also submit Question Database in other formats

and desired by MAP_IT.

5.3 CPCT CONTROL CENTER

MAP_IT is entrusted to conduct CPCT for the state, for which MAP_IT requires

services of expert agency to provide Computer Based Test (CBT) Solution, Services of Exam

Center infrastructure providers and a comprehensive web portal to connect candidates. In

order to control these all three major components, MAP_IT requires a dedicated

institutional arrangement. It has been decided that an institutional setup shall be created

for CPCT with the support of Implementation Agency, in which CPCT management shall be

done by CPCT Management Committee constituted under MAP_IT and CPCT Control Center

setup by IA.

CPCT Control Centre will be a dedicated office setup by IA in Bhopal. This office will

perform all the CPCT operations at state level, control field level activities and monitor CPCT

exams in real time. Following are the duties of CPCT Control Centre:

1. CPCT exam planning and monitoring

2. Operate and maintain CPCT Web Portal.

3. Maintain inventory of resources that are required to conduct CPCT.

4. Register Exam Center and ensure compliance of standards set for them.

5. Mobilize resources during pre, during and post exam phases.

6. Estimate of exam seat requirement and prepare plan for arranging exam seats.

7. Exam center Room/Hall Mapping for each center

8. Conduct mock drills before exam and tracking outcome

9. Conduct testing of Network LAN/WAN, System, CCTV camera, etc.

10. Preparation of invigilator Duty Chart.

11. Real time tracking of exam center preparedness before exam.

12. Crises management and mobilisation of reserved resources to handle crises.

13. Conduct feedback surveys post exam.

14. Prepare periodic reports and update MAP_IT on regular basis.


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15. Quality assurance audits.

16. Grievance Handling

17. HR Management

18. Helpdesk support for candidates as well as field staff.

19. Information security and management tasks at server level.

20. Perform task as per guidance and instructions received from MAP_IT (CPCT

Management Committee)

21. Any other task identified by IA during requirement gathering and system study.

IA will make provision of at least 150 Sq.Ft. space with 5 workstation furniture

including table, chair and other basic office amenities in CPCT Control Center for MAP_IT

Officials. MAP_IT will recruit dedicated staff for CPCT, who will work in close coordination

with IA staff.

5.3.1 Human Resource

It will be the responsibility of IA to assess requirement of human resources to

manage CPCT Control Centre. IA will study the requirement and design structure of CPCT

Control Room. IA will recommend number and type of resources required to operate CPCT

Control Room along with roles and responsibility of each one to MAP_IT and seek approval.

Human Resources will also include field resources that will be deployed in examination

centers and in the field in supervisory or support role. Following are the minimum number

of human resources required in CPCT Control Room:

Sr.No. Human Resource No. Location Purpose

1 CPCT Project Manager 1 CPCT Control

Room

Overall Project Management

(Supported by 1 Executive)

2 Manager Exam Center and

Logistics

2 CPCT Control

Room

Exam Center Operations

Resource Mobilisation and

Logistics (Supported by 3

Executive)

3 Manager Web Portal 1 CPCT Control

Room

Web Portal Management

(Supported by 1 Executive)


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4 Manager Helpdesk 1 CPCT Control

Room

Helpdesk management and

grievance handling

5 Manager Monitoring and

Evaluation

1 CPCT Control

Room

Monitoring, Report

compilation, feedback

assessment, etc.

6 Project Executives for

Project Managers and

Managers

7 CPCT Control

Room

Assist manager for their

activities.

7 Helpdesk Operators 4 CPCT Control

Room

Helpdesk Support and

grievance handling

8 Field Executive No. of

Exam Ctr.

Exam Centers At least 1 for every exam

center.

9 Field Supervisor (Executives

on supervisory role)

1 for per

2000

Candidates

Field Locations Apart from supervisory work,

Field Supervisors will also

work as replacement of field

executives if required.

All the manager level resources should be qualified MBA/MCA/BE/B.Tech with 4

years of experience. All the executive level resources should be Graduate in any stream with

2 years of experience.

All the Human Resources appointed in CPCT Control Center should be working on

direct payroll of IA on full time basis. These resources except Field Executives and Field

Supervisors, will not be deployed/utilized for any other project. Field Executives and

Supervisors may be assigned extra work other than CPCT, but not within 5 days before and 2

days after the CPCT Exam.

Above CPCT resources should have all necessary equipments like Laptop, Desktop,

Mobile Phone, Data Card, Official Email ID, etc. according to their job profile and

requirement for delivering best performance. All the expenses incurred to setup and

operate CPCT Control Center will be met by IA. MAP_IT will not pay any cost except cost per

candidate appearing in the CPCT Exam.


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5.3.2 Help Desk Support

Satisfaction of CPCT prime stakeholder i.e. the Candidates is the key to success of

this project. Hence, a dedicated help desk will be setup by IA in CPCT Control Center. The

helpdesk initially should have at least 4 Operators but over the time when number of calls

will increase, the IA will be required to increase number of help desk operator rationally.

Objective is to ensure that all the calls made by candidates or citizen, should be attended

within 2 minutes of logging of call.

In addition, MAP_IT will also setup a separate help desk support for grievance

related to non-compliance of rules/processes defined for CPCT.

5.4 CPCT WEB PORTAL SERVICES

A comprehensive web portal will be developed to connect CPCT candidate with

MAP_IT for all the services.CPCT Web Portal will be the public face of CPCT, where all the

candidates, citizens, departments will interact with CPCT management. IA should use same

platform for CPCT web portal CPCT Process Automation Software to effective achieve

seamless integration among these. The portal will become the public face of CPCT and allow

all the candidates to register, apply, make payment, schedule exam slots, download test

admit cards, download CPCT score card, etc. Thus the quality and a comprehensive set of

features, will enhance the candidate response substantially. IA will be required to

consolidate all the expectations of CPCT stakeholders and develop a robust framework CPCT

portal. This framework will first be approved by MAP_IT, than the portal designing,

development, content aggregation, etc. activities will be performed by IA. Portal should be

bilingual and should adhere to the GIGW norms published by Govt. of India. Following are

the key components (but not limited to) of the CPCT portal:

5.4.1 CPCT Detail, Manual, Syllabus, References, etc.

CPCT web portal will provide detailed information of Computer Proficiency and

Certification Testing system of Govt. of MP. This will include CPCT framework, Syllabus,

References, exam manual, eligibility, procedures, etc. These static pages should be designed

beautifully and user friendly manner.

5.4.2 Candidate Registration and Online Payment

In order to appear in CPCT, candidates will be required to register themselves on the

portal. Hence, the Portal should provide a dedicated section for candidate registration.

Candidates will provide their basic detail like personal detail, Aadhar number, educational


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qualification, experience, area of interest, etc. to register themselves. Candidate registration

will also create profile of candidate on the portal and MAP_IT will be able to obtain

necessary statistics to estimate number of candidates for future exams. During registration,

the system should also verify mobile number by sending one time password and candidate

Aadhar number from SRDH interface. Login detail should only be provided on email to the

candidates. Only registered candidates will be able to book available CPCT slots in desired

cities after making online payment. Payment Gateway service shall be provided to CPCT

candidates without charging any extra amount. There may by more than one payment

gateways integrated with CPCT portal to provide better services.

5.4.3 MP Online Interface

Considering the fact that all the candidates may not have access to internet/web

portal or may not have facility for making electronic payment, system should provide a

dedicated interface for MPOnline Kiosks. There are more than 5000 MPOnline associated

Kiosks available in MP, which are easily reachable to the candidates. These kiosks are

successfully providing online application submission related services since last many years.

This potential of MPOnline Kiosks should be utilized for conducting CPCT. Hence, the system

should have a dedicated interface for MP Online Kiosks where kiosk operator can submit

online application form on behalf of candidates and make the payment using MP Online e-

Wallet. Detail of MP Online Kiosk will be obtained from MP Online to develop login interface

for the kiosk operators. System may also obtain authentication from MP Online Portal

where kiosk operator will be able to access the system using a dedicated link available on

MP Online Portal. IA will be required to discuss with MP Online technical experts to device

most appropriate solution for MP Online Kiosk integration and payment using MP Online e-

Wallet. MAP_IT will provide necessary support to IA in this regard.

5.4.4 Exam Scheduling

System should have provision for mapping exam centers, exam dates, shifts, etc.

from the backend portal. IA staff appointed for CPCT Management Support, will regularly

perform this mapping exercise according to the number of candidates registered and

seeking next CPCT slot. This mapping exercise should be done in consultation of MAP_IT and

guidelines approved by MAP_IT in this regard should be followed. Convenience of

candidates should be kept in mind while mapping exam centers. This convenience may be in

form of increasing number of exam seats in the areas where number of candidates seeking


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exam slots are more. Similarly, there should be maximum time limits, within which exam

seat should be available for each candidate compulsorily.

System should have provision for showing a calendar of available slots in desired

exam city. Candidates will not have option for choosing any specific exam centre. System

should allocate exam centre randomly within the city and shift time, candidate has chosen

for CPCT exam. User interface for exam slot booking should be self-intuitive and user

friendly.

System should also have option for recording preferred city and shift time of a

candidate, if exam slot is not available in next 30 days. In such case system should intimate

such candidate on SMS and email about the exam seats made available due to cancellation

of booked slots by other candidates.

Once, the CPCT exam slot is booked by the candidate, the system should generate a

Test Admit Card downloadable in PDF format and automatically mailed to registered email

ID. A confirmation SMS should also be sent to the candidates in this regard. Test Admit Card

should also have a bar coded slot booking reference number.

5.4.5 Mock Test

The portal should provide Mock Test facility for the registered candidates, so that

they can understand CPCT exam pattern, exam screen interfaces, typing test interface, etc.

This will also enable them to practice for typing test and prepare strategy for taking

computer based exam of CPCT. Mock Test interface should be exactly same as the

candidates would see in exam centres. Before beginning the mock test, the candidates

should be provided dummy Hall Ticket Number to log in the mock test interface. At the end

of test, a dummy score card should be also be shown to the candidates. This will allow them

to have end to end feeling of taking CPCT exam. There should be no limit or number of

attempt for mock test. A candidate may appear in mock test as many as number of time

he/she wants to. Typing test interface of mock test should support multiple keyboard

layouts same as available during real examination. Thus, the purpose of mock test is to

make the candidates familiar with actual exam interface that they are going to see in exam

centers and remove fear of unknown which new candidates might have before taking CPCT

exam.


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5.4.6 Score Card Validation

The portal should have facility for validation of score cards. This feature will be

helpful for the departments and agencies that are conducting recruitments with CPCT score

cards. The portal should also provide bulk validation facility, where an excel sheet with fixed

columns can be uploaded and response of bulk validation is downloaded. System should

have provision of score card validation using Pull SMS services.

5.4.7 Grievance Handling

The portal should record queries or complaints on CPCT arrangements, services,

exam centers, etc. online from the registered candidates. CPCT Control Center should

respond on such queries and complaints in time limits. Grievance handling system should

work on ticketing mechanism, where for each valid query or complaint, a ticket will be

raised and reference number will be given to the candidates. There should be fixed time and

escalation mechanism for different categories of complaints and queries. All the tickets

should be recorded as closed in time limit fixed for same. The grievance handling system

should work in closed integration with help desk support system and same system should be

used for handling complaints and queries recorded from help desk call centre.

5.4.8 Govt. Job Postings

CPCT portal will be accessed by huge number of candidates and citizens on regular

basis. Since objective of CPCT is to certify computer and typing proficiency of candidates,

who are primarily job seekers, the portal should provide facility for posting Govt. Jobs

online. This will enable candidate to know about recruitment notices published by various

Government and private agencies. For job posting, Govt. or private agencies will be required

to register and authenticate themselves first. After proper verification, they will be allowed

to post jobs on the portal. In any case, IA will not charge for Just Posting facility from Govt.

or Private Agencies.

5.4.9 Feedback Collection

The Portal should have very user friendly interface for collection of feedbacks,

especially for the candidates who have appeared once in the CPCT. The feedback may be

collected under various categories like Portal Services, Exam Centers, CPCT exam patterns,

etc. IA should make provision for taking each and every feedback in to account and propose

remedial action on same. The feedbacks will also directly be accessible for MAP_IT to take


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corrective actions. IA should evolve mechanism for collective analysis and assessment of

feedback and make the analysis available to MAP_IT on regular basis.

5.5 COMPUTER BASED EXAM SOFTWARE

5.5.1 Question Bank Software and Integration

The Test Development software should have following functionalities without

integrating any third party software:

1. Provision for Question bank creation, review and validation across platforms in the cloud

environment.

2. Compatibility with all operating systems.

3. Should work with both desktop computers and mobile devices.

4. Should have Self-intuitive user interface and instant access to question

development/review workflow automation

5. Complete control and quick access to on-screen keyboard as well as custom shortcut key

combinations to common functions.

6. Provision for secure transmission of questions to client side item reviewer over internet

for collective consideration.

7. Provision for advanced encryption (128 bit SSL) to ensure that transmitted data are not

compromised, regardless of the connection;

8. No prerequisite requirements or configuration needed to begin writing items.

9. Securely balancing multiple workflows at once in Question Bank Management

10. Should offer interactive forms and exam reviews facility

11. Should have provision for client side review committee to view the items upon request

from their desktops through specific authorised-user permissions.

12. To ensure that question writers and editors are equipped with a set of tools to facilitate

writing, reviewing, editing and selecting questions.

13. Any change in the questions should be logged and time-stamped so that users can track

content changes or the status of any item in an instant.

14. Should support question writing individually or collaboratively and provide an efficient

methodology for item writers to submit items to the bank.


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15. Complex items are easily accommodated with ability to support graphics, equations,

multimedia and exhibits. Graphics are stored and inserted directly into items easily;

16. Should support Unicode Hindi.

17. Provision for creating, updating, tracking and comparing new versions of existing items;

18. Provision for searching questions using by a wide range of parameters;

19. Should have a built-in editor that enables writing scientific formulas and mathematical

equations.

20. Should allow randomly generating question papers on the basis of predefined rubrics.

21. The system should have powerful analytic tools to evaluate exam content, guide users

through every step of test development.

22. The system should keep data safe with complex passwords, expiring accounts and multi-

layered firewalls by rigorous authentication rules and access rights and houses all exam

content (items, graphics, reference materials, etc.) from an encrypted storage but

should be readable by Exam Software after putting decryption key from central server.

This feature is important to keep item bank confidential unexposed till every exam

event.

23. Should have provision for secured and seamless integration with Central server of Exam

Software.

5.5.2 Exam Center Software

1. Exam Center software should have capability conducting exam without having real time

connectivity with central server.

2. Exam Center Software should have seamless integration with central server.

3. The examination software should provide real time audit report of candidates while

taking the examination. This is mandatory to tackle candidate complaint, if any, during

the course of examination.

4. The examination software should be capable of generating attendance (present &

absent). Additionally, the software should allow marking the attendance manually.

5. The software should be capable of providing detailed analytics for various examination

activities.


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6. The examination software should have the capability of real time syncing the candidate

response with the local examination server. At any point during the examination, no

candidate data including response should be available on the candidate machine.

7. The software should be able to create various reports without manual intervention. The

module should have report formats like Score report, Section-wise score report, Data

Report, Response Report, Absentees Report, Feedback Report, Attendance Report,

Question Paper Report, RTI Report, Drive Summary Report, Incident Register, Drive

Manager Audit Report, Candidate Question Paper PDF, Group-wise score report,

Observer Feedback Report, Result Validation Report.

8. The examination software should have the capability of transferring the encrypted

question bank to the exam center via Data Center / Pen Drive.

9. The examination software should support various Question types e.g Multiple Choice,

Multiple Select, Short Answer, Comprehension, Linked Answer, and Subjective.

10. The examination software must support Question bank approach for the examination

11. The examination software should have the candidate result uploaded to Data Center in

encrypted format.

12. Exam Center Server should work on full redundancy so that if a primary server fails,

backup server should immediately takeover. Primary and backup servers should be in

sync and switching should be performed in real time. In case of complete hardware

failure, switching time should not be more than 10 minutes in any case.

5.5.3 Candidate Interface

1. The software should be capable of hard closing the running applications and disabling all

the USB ports along with the keyboard on the candidate machine.

2. The solution should have multi lingual capability. The examination software should be

capable of supporting question paper in Hindi and English both.

3. The examination software should have been designed keeping color blind candidates in

mind.

4. The candidate should be able to view Instruction Sheet and Profile Information at any

given point during the course of examination.


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5. The candidate should be able to view Question Paper summary during the course of

examination e.g answered, not answered questions.

6. The examination software should ask for candidate concurrence on hardware provided

to him before the start of exam. Without this, the exam should not start.

7. The examination software should have Zoom capability. The software should be capable

of providing zoom to specific candidates, if required.

8. The candidate photo should appear on the examination console throughout the

examination for invigilators to verify.

9. The candidate roll no and photograph should be displayed on every system even before

the candidate enters the examination room. This would help candidate in locating their

seats. Also, it would ensure that no two candidates exchange seats.

10. Calculator feature should be available for the candidates with provision disabling same

from central server.

11. The candidate should be given time to go through the instructions before the start of

exam. During this time, the software should strictly restrict candidates from starting the

exam.

12. The examination software must provide the option of capturing detailed feedback by

candidates and observers. This would help in identifying the pros and cons of computer

based examination.

5.5.4 Exam Monitoring Tool

IA should provide a monitoring tool which should provide update on pre, during and

post examination activities to MAP_IT and CPCT Control Center.

1. This monitoring tool should be in sync with almost real time examination process

happening at the test centers.

2. The monitoring tool should display the number of mapped candidates, present / absent

candidates at very test center.

3. The monitoring tool should provide a track of candidate registration at every test center.

4. The monitoring tool should clearly indicate that for how many candidates, login screen

(displaying Roll no and Candidate photograph) has already been opened by the

invigilator.


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5. The monitoring tool must indicate the number of candidate for whom the examination

has got delayed.

6. The monitoring tool must provide the number of incidents registered e.g Candidate

Locking, Candidate change in seat at every test center.

7. The monitoring tool must display the number of candidates who have been allotted

extra time. This would help in keeping a track on differently abled candidates.

8. The monitoring tool must keep a track on the number of candidates and observers who

have submitted their feedback on the end to end computer based examination process.

9. The monitoring tool should be capable of proving a complete dashboard. All the reports

should be downloadable in prescribed format i.e Excel / PDF formats.

5.5.5 Typing Test

1. Exam software should have provision for conducting typing test. Typing test will be

conducted separately before or after MCQ based test.

2. Typing test interface should be configurable from central server.

3. Same matter should be given to all the candidate of one shift for typing.

4. Typing test interface should support assessment of typing skills in both Hindi and English

languages on Unicode fonts.

5. Typing test interface should support multiple keyboard layouts configurable from center

server and typing test interface itself.

5.6 CPCT PROCESS AUTOMATION SOFTWARE

CPCT Process Automation Software shall be developed by IA for automation of all

the back processes in terms of Exam Scheduling, Exam Center preparedness tracking, Hall

ticket generation, Resource mobilization and tracking, reporting, performance tracking, etc.

IA will be required to define all such processes in detail during system study phase. CPCT

Management Framework Document should also be referred before finalizing process

automation plan. IA will design and develop a workflow based software for all CPCT

operational processes. This backend software will be seamlessly integrated with CPCT web

Portal.

This software will be used by CPCT Control Center to perform various CPCT

Operations, Exam Scheduling, Exam Center Tracking, Performance Tracking, Asset


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Management, HR Management, Resource management, Helpdesk operations, Monitoring &

Reporting, etc. The application will be developed on same platform as used for CPCT web

portal development.

Considering the fact that CPCT Control Room will directly control and handle all the

CPCT operations, MAP_IT wants complete transparency in day to day working of CPCT

Control Room. Automation of processes in CPCT Control Center will allow MAP_IT to

monitor exam conducting operations in real time. This will also ensure better coordination

and smooth transaction between MAP_IT and IA throughout the project term.

5.7 EXAM CENTERS

IA will be required to accredit agencies/institutions, who have exam center

infrastructure as per the standards mentioned below in this RFP. IA will provide detail of

such exam centers and certify that accredited exam centers comply with the standards

defined below in this document. Initially IA will have to provision for 10,000 CBT exam seats

with additional 10 % seats for failover situation at divisional headquarter. IA will be required

to submit an undertaking of having 10,000 + 10% additional seats identified along with list

of institutions, their seating capacity and location. Following are the standards defined for

exam centers to conduct CPCT:

5.7.1 Infrastructure

1. Each exam center facility i.e. Building must have at least 100 fully furnished seats along

with basic amenities as defined below in this section.

2. An exam center may have multiple exam halls but each of such halls should not have

more than 200 seats. The area of the examination halls should be such as to provide

minimum 20 Sq. Ft. Space Per candidate appearing for the exam.

3. There should be proper partition between two adjoining seats distracting visibility of

terminal screen of the candidate seating aside.

4. Exam Centers should have covered space for setting of adequate number of Identity and

document verification counters. For convenience of candidates and complete

verification work in 30 minutes, one counter is required to serve 30 to 50 candidates.

Thus, if an exam center has capacity of 500 seats, around 10 to 13 verification counters

will be required to serve the candidates. Therefore, the exam center should have


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adequate covered to setup verification counters as per number of exam seats at the

entry point of the building and exam area.

5. Exam Centers should have power backup facility in form of Power Generators and UPS

connected to all the Exam Terminals with 10 Minute backup. In case UPS is not available

for all the terminals, the exam should be conducted only on Generator Power.

6. Exam Center should have proper arrangement for accessibility by differently abled

candidates.

5.7.2 Exam Terminals, Servers and Network

7. Exam terminal will be desktop computers having Intel Duel Core (or AMD equivalent)

Process with 1 GB RAM or better. This is bare minimum configuration but IA should

decide the configuration of desktops as per exam application requirement. But the exam

interface should be running smoothly for candidates.

8. Terminal screens should at least 15 inch TFT Panel or 17 inch CRT Monitors.

9. All the exam terminals should be connected to fully working Local Area Network with

static IP addresses.

10. Internet Connectivity should not be available with exam terminals to be used by

candidates.

11. At Exam Center level, high end Laptops or Tower Servers with RAID should be used as

exam center server. Following conditions for the exam center server, are applicable:

a. IA should have self-owned Servers (primary and backup) for the purpose of

conducting examination.

b. There must be a backup server for every primary server with same configuration

as the primary examination server.

c. Time hardening of examination servers must be done so that no one can change

the server time.

d. Asset ID (as per inhouse inventory record) and MAC address of such servers

should be submitted to MAP_IT before using them.

e. Servers being used as CPCT Exam Center Server, should not be used for any other

purpose.


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f. Each activity performed on Exam Center Servers should be recorded in log and

such log detail should be uploaded on central immediately after conducting

exam. If any infirmity or unauthorized activity found in the log of any Server, an

alert should be generated to CPCT Control Center and MAP_IT. In response of

same, immediate enquiry should be conducted.

g. Exam Center servers should not allow installation of any other software except

authorized by IA. List of such authorized software should be provided to MAP_IT.

5.7.3 Basic Amenities

1. Exam Center should have adequate number of separate Toilets for girls and boys and

safe drinking water facility.

2. Exam Centers should have open space in the premises for parking of vehicles.

3. Exam Centers should have arrangements for proper light, cooling and air ventilation.

Quality of such arrangements should be at par of satisfaction level of the candidates.

4. The chairs provided should be comfortable with proper cushions and in good condition.

5.7.4 Surveillance System

1. All the exam halls should have CCTV surveillance cameras installed in a way that

activities each candidate is captured.

2. At least 2 CCTV cameras should be installed diagonally in an exam center having seating

capacity of 50 Candidates. After that 1 additional CCTV Camera will be required for each

additional 50 Candidates.

3. CCTV camera feeds should be stored locally on the central server at 10 FPS and Full HD

(1080 P) Resolution.

4. CCTV camera should record Exam Center activities from 30 minute before to 30 minutes

after the examination.

5. IA will be required to store CCTV camera feeds with necessary metadata to data center

server for all the CPCT exams within 36 hours after the examination.

6. CCTV Camera feeds will be stored for the exams conducted in last 6 months.


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5.7.5 Candidate Facilitation

1. Exam Centers should have direction signage, verification instructions, exam hall

reference codes, seat numbers, etc. properly displayed at appropriate locations.

2. Exam center should be clear and proper dusting of exam terminal should be performed

before examination.

3. The examination center should provide A4 size rough papers for candidate use during

the exam.

4. If exam center is located outside the city area or any odd location in the city where there

is no local conveyance facility available, the exam center should provide conveyance

facility to candidates on chargeable basis. IA should communicate about this facility to

all the concerned candidates by email and SMS. Mobile number of conveyance facility

provider should also be communicated to the candidates.

5. Exam centers should have facility to keep Candidate’s electronic gadgets like Mobile etc.

6. Proctor/TCA room should be separate from the testing room.

7. Necessary arrangements should be provisioned for physically challenged candidates.

5.7.6 Exam Center Seating Capacity Requirement

Sr. No

Cities of MP Minimum Required Seating Capacity

1 Bhopal 3000

2 Gwalior 2000

3 Hoshangabad 500

4 Indore 3000

5 Jabalpur 2000

6 Morena 500

7 Rewa 500

8 Sagar 1500

9 Shahdol 500

10 Ujjain 1500

Total 15000

Bidders may also conduct trainings in 50 seater Computer Training Centers setup by

ITI at all the district headquarters. For charges and service/infrastructure standards, bidders

should contact respective authorities in ITI.


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5.8 EXAM DAY MANPOWER SUPPORT

1. IA will provide required number of staff and equipments for identity/document

verification and capturing biometric detail of candidates for Aadhar verification as well

as CPCT record.

2. Biometric details of the candidates should be captured as per standards defined by

UIDAI for Aadhar registration.

3. IA will provide services of Invigilators during exam. At least one invigilator should be put

on duty for 50 Candidates.

4. On every 200 candidates, one technical person should be appointed in the role of

invigilator for troubleshooting on exam terminals.

5. At the entry point of the exam area, adequate number of male and female security

personal should appointed to control the mob and facilitate candidates during identity

verification.

6. Each exam center should have one Invigilation Supervisor. If candidates are more than

500 for a center, there should an additional supervisor for each additional 500

Candidates.

7. For each local server in the exam center, one technical person should be appointed. Out

of these technical persons, at least 1 technical person should a regular on-roll (Not

contractual) employee of IA on supervisory role.

5.9 TRAINING OF CPCT OBSERVERS AND OTHER STAFF

IA will provide training to CPCT observers and other staff at divisional headquarters.

All the cost of such training will be borne by IA. These trainings will be conducted on regular

basis or as and when required. Preferably IA will conduct these trainings before exam, so

that the observers appointed for CPCT exam by MAP_IT may participate in the training in

single visit. Trainings will be rendered by technical staff in presence of MAP_IT

representatives. Duration of Training should not be more than 2 hours. IA will also be

required to demonstrate Exam Application software being used at Exam Center Level on big

screen (using LCD Projector), so that observers can also monitor the operations of the server

at exam center level. Training will also include CPCT Conducting Protocols, so that observers

can monitor the arrangements made in exam centers, process of hall ticket generation,

general rules and guidelines. Observers should be explained the contents of CPCT Exam


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report generated at the end of each exam for signing by observers. A training manual will

also be prepared in Hindi and provided to Observers and other staff, so that they can refer

same during CPCT Exam, if required. IA will prepare detailed training content and training

methodology and submit same for approval of MAP_IT.

6 CPCT Exam Conducting Process

Candidates will register themselves first of the portal and make online payment to

schedule exam in next available or preferable slot in desired city and shift. IA will have all

the records of possible occupancy in different Exam Centres and Shifts before 3 days. On the

basis this detail, IA will mobilize the resources and ensure all the respective exam centres

are prepared as per standards to conduct the examination. Following are activities (not

limited to) to conduct CPCT exams.

6.1 VALIDATION OF CANDIDATE APPLICATION

IA shall perform basic level of validation for each application/registration received

for CPCT exam. In such validation exercise, IA will ensure that all the relevant credentials are

uploaded by candidates, relevant credential files contains scanned images as expected,

candidate photo is a human photo with clear image quality parameters, details are

complete, etc. This validation exercise does not include any verification from external

agencies or resources except Aadhar verification. IA will also facilitate candidates by

informing them about infirmities found in their details submitted/uploaded during

registration.

6.2 EXAM SCHEDULING

IA will schedule exams in various examination centers as per availability of seats and

preference chosen by the candidates. It is mandatory for IA to provision initially for 10,000

CBT Exam Seats in a single shift on divisional headquarter location. Exam scheduling will be

on following guiding principles:

1. MAP_IT wants to conduct CPCT exams in minimum shifts and minimum days at

divisional headquarter locations.

2. Initially the exams will be conducted in 2 shifts on one Sunday of every month.


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3. IA will estimate number of candidates appearing in CPCT well before in time. If number

of registration exceeds some certain threshold level, the IA will increase number of

exam days, but not more than 2 Sundays in a month.

4. Even with 2 Sundays, if number of registrations exceeds second threshold level, the IA

will increase number of Shifts, but not more than 3 shifts in a day.

5. Despite of 3 shifts and 2 Sunday, if number of registrations further exceeds third

threshold level, the IA Shall increase number of seats by engaging additional Exam

Centers at divisional headquarters and/or if there are significant number of candidates

are from some other district headquarter, then in that particular district headquarter.

6. Candidates will be informed about additional available slots created due to such

expansion by Email and SMS alerts.

6.3 EXAM CENTER PREPARATION

Following are the minimum activities to be taken-up by IA for Exam Center preparation:

1. Coordinate with Exam Centres for necessary preparation

2. Make quick inspections to track readiness.

3. Provide manpower to exam centers for desktop sanitization, network testing, security

audit, checking of sitting arrangement, basic amenities, physical security, identity

verification setup, etc. as per predefined standards and provide Exam Centre Readiness

Certificate.

4. Setup Exam Server Drive, test same and certify online 1 day before exam.

5. Setup CCTV surveillance camera in exam hall in a way that activities each candidate is

captured and connect CCTV cameras with exam center server for recording.

6. Feeding of detail of Examiners, Invigilators, Observers and other staff appointed by IA

and MAP_IT for each Exam Center and preparation of duty roster, roles and

responsibilities and reporting structure.

7. Mock drill of Online Exam in front of MAP_IT Observers in each test center before exam.

8. Submission of Exam Center readiness declaration.


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6.4 EXAM CONDUCT & SUPPORT

Entire responsibility of conducting exam at identified exam centers, will remain with

IA. IA will plan, arrange and manage all the required resources on the day of examination at

all the exam centers. Following are activities but not limited to, for IA to perform for

conduct of examination:

1. Provide comprehensive telephonic help desk support for candidates before and during

examination.

2. Provide manpower and security personal to control candidate mob on exam day.

3. Huge number of candidates will participate in Exam from neighboring cities or districts.

Such candidates may not be aware of Exam Center location in the city or in the premises

itself. Hence, IA will be required to prepare and display instructions, directions, signage,

etc. on exam center to facilitate candidates.

4. Provide manpower at each exam center to validate candidate identity using Aadhar

based identification system as per guidelines. Multiple counters should be setup as per

Exam Centre standards and number of students appearing in the respective examination

center.

5. After Successful verification, Hall Ticket will be generated along with randomly

generated terminal ID and password for each candidate.

6. 10% of exam terminals should be kept reserve/vacate randomly to deal with failover

situation.

7. Candidate with valid hall ticket should only be allowed into exam hall and exam center

staff should assist all the Candidate to locate Exam Terminal (Computer)

8. IA will arrange frisking of candidates at examination center to disallow any electronic

gadgets, paper (other than admit card), bag, purse (Except wallet) etc. as per the defined

standards.

9. Provide services of invigilators in exam centers as per defined norms. Deployment of

invigilators in different halls of exam center should be done by system application on

random basis.

10. System will perform downloading of encrypted question sets in exam center servers

before 30 minutes of exam only.


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11. Candidate will enter his/her hall ticket number on the terminal for login.

12. Exam will start at right time as configured on Examination Central Server. Candidate will

not be able to start exam before that.

13. Invigilators will also prepare attendance sheet including terminal no. and signing by each

candidate appeared in exam.

14. Recording CCTV Camera output in the Exam Center Server or Central Server as per

availability of bandwidth.

15. Exam automatically stops after elapsing pre-defined time on the candidate's exam

terminal.

16. Final response of the candidates will automatically get uploaded into central server in

encrypted form.

17. Each and every activity of candidates will be monitored and create detailed log legally

defendable manner as necessary to fulfill legal requirements (especially to respond RTI

Queries) if arise in future.

18. Final exam report will generated for each center and Center Observer(s) will submit this

report with his observations/comments to MAP_IT and CPCT Control Centre.

19. Candidate response will be uploaded on central server along with log detail and CCTV

recording. If bandwidth is not adequate, the CCTV feeds will be exported in USB Drive

and submitted in CPCT Control center for uploading into central server.

6.5 POST EXAM ACTIVITIES

After conducting the exam and uploading the candidate responses successfully from

all the examination centers, IA will ensure that candidate responses are stored safely more

than one data centers in encrypted manner and hash value of the response of each

candidate is stored in safe repository located in State Data Center safely. Apart from this IA

will also ensure that audit trail and logs are properly maintained at different levels. The IA

will be required to submit a certificate in this regard to MAP_IT within 24 hours of exam

completion. Following are the post exam activities after providing certificate to MAP_IT:

1. IA will submit Candidate Biometric Detail and CCTV Camera Feeds to MAP_IT and obtain

written receipt of same.


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2. IA will generate Analytical Reports to identify any infirmity in Questions or Answer Key.

Such Analytical Reports may focus on use cases like "Whether there is any question that

has been answered wrongly by the candidates who are in top 20% ranking in merit list".

If required and if MAP_IT allows, IA will equalize candidate responses for the questions

that are wrongly narrated or change in Answer key if answer of any question(s) found

wrong in answer key. IA will submit detailed report on such cases to MAP_IT and seek

MAP_IT permission in written before performing any change in the candidate response.

3. IA will submit final result to MAP_IT for approval and after obtaining written approval

and instruction for publication of result, IA will publish digitally signed score cards on

CPCT Portal.

4. Score card in PDF format will be also sent to candidates on their registered email

address.

5. SMS alerts on score card publication will also be sent to candidate's mobile number and

candidates will have option to obtain result using pull SMS facility provided into to

system. IA will make necessary provision into the system for same.

6. submit same in permanent secured repository.

7. IA will share Candidate Biometric Detail to the concerned agencies (especially those who

are recruiting candidates on the basis of their score card) on their request after

obtaining written approval of MAP_IT.

8. IA will provide digitally signed Score Card data to MAP_IT in desired format and will

archive entire examination records in permanent and safe digital repository after digital

signing. Archival of examination record will be done as per standards and guidelines

issued by Govt. of India, Department of Information Technology.

7 Computer Based Test Services for other Exams

Some state departments conduct their own exams for recruitments and specialized

skill assessments. Such exams may also be conducted by IA using CPCT framework and

infrastructure on mutual consent basis only if such exams do not impact performance and

quality degradation in CPCT. MAP_IT may ask IA to conduct computer based exams for any


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state departments or agency. Separate price quote for such exams is being called in

commercial bid. Methodology for such exams will be finalized after project Go Live.

8 Handling of RTI Queries and Court Cases

IA shall provide information in given time as sought by MAP_IT for any queries or

cased related RTI Queries and Court Cases related to CPCT. MAP_IT will not pay any cost to

IA for providing such information.

In the event of receiving RTI Queries, MAP_IT will forward same to IA with a covering

letter within 3 days of receiving same. IA will prepare response and consult MAP_IT, if

required. IA will submit final response to MAP_IT with signature of IA representative

(preferably Project Manager) in hard and soft copies. MAP_IT will finally respond to RTI

applicant. MAP_IT will review the status of RTI Queries periodically.

In case of any court case filed against MAP_IT on CPCT Exam Conducting or

legitimacy of assessment technology, IA will provide all necessary support through all

possible means to MAP_IT to defend the case in the court of law at it’s own cost. It will not

only be a duty but a contractual obligation also for IA to protect CPCT Exam Conducting

System in the Court of Law. Failure of same, would be seen as breach of trust and assurance

provided by IA on technology solution.

9 CPCT Exam Estimations

As per the eligibility criteria defined by Govt. of MP, any citizen of India who has

passed Higher Secondary exam and completed 18 years of age, can participate in CPCT. Only

in Madhya Pradesh around 4 lakh students appear in Higher Secondary Examination each

year. It is expected that students completed higher secondary exam during last 5 years may

participate in CPCT.

As per statistical information published on the website MP Professional Examination

Board (http://www.vyapam.nic.in/Statistical_Information/statistical_information.htm), in

last 2 years over 25 Lakh applications received for various positions in Govt. of MP for

competitive exams conducted by MP Professional Examination Board.

Apart from above estimations, the IA should make it's own estimations on the basis

of determinants like Unemployment, Number of students completed their graduation in last

7 years, Number of recruitments usually taken place in government sector, potentiality of


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recognition of CPCT score card in private sector, etc. It also depends on the quality of

assessment and trust created by IA among public and private sector employers over the

time because it will directly impact on the number candidates appearing in CPCT.

MAP_IT does not guarantee any minimum number of CPCT Exam in project

duration. Bidders are advised to make their own estimation in terms of number of

candidates to participate in CPCT Exam.

10 Testing and Quality Assurance Requirements

1. All recommend levels of testing shall be conducted at appropriate sites. Testing must

demonstrate that the new system:

a. Satisfy the technical performance requirements and system functional requirements.

b. Perform according to detailed functional requirements

c. Meet the basic system concepts

d. Satisfy the operational and technical performance criteria

e. Provide right information to each user group or provide the efficient system navigation to process various queries or process transactions

2. The Implementation Agency must undertake the following:

a. Outline the methodology that will be used for testing the system

b. Define the various levels or types of testing that will be performed for system

c. Provide necessary checklist/documentation that will be required for testing the system

d. Describe any technique that will be used for testing the system

e. Describe how the testing methodology will confirm to requirements of each of the functionalities.

f. Indicate how one will demonstrate to MAP_IT that all applications installed in the system have been tested

Competent Authority from MAP_IT shall issue installation completion certificate to

Implementation Agency after successful installation.


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10.1 OPERATIONAL ACCEPTANCE TEST

1. Functionality: Test that the functional requirements specified for the system are actually

met. All functions must be tested when user provides inputs with correct and incorrect

inputs and testing of formats:

2. Unit Test: Each module or component should be fully tested independently before

integration.

3. System Test:

a. All specified functionality should be tested. This testing verifies the program's

functionality and performance with respect to the requirements for the software.

b. All system functions, including those that are accessed through menus, should be

tested

4. Security-Attempt to break the password, Time-out facility on dormant menu/screen etc.

shall be tested."

5. Stress Test: Finding errors that will show themselves under certain combinations of

events or data values. Heavy repeating of certain actions or inputs

6. Reliability Testing: Testing the system for prolonged use at varying levels, or, possibly,

constant value at peak level

7. Performance Testing: Testing to probe the system against prescribed timing should be

tested.

8. Audit Trail: Tracking critical transactions and Logging all critical errors should be tested.

9. Multi-User Capability: Test that the application system can support several users,

sessions and prescribed load.

10. Volume Test: Test to submit the system to large volumes of data

11. System Integration Test: System would be tested with respect to integration, testing all

the integration requirements between various modules and sub-modules

12. Graphical User Interface (GUI) Test: The system will be tested for GUI which will include,

but will not be limited to, Menus, Message Boxes, Keyboard Interface, Cursor

Management, Visual Design, etc.


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13. User Acceptance Tests (UAT): MAP_IT will form different user groups which shall be

headed by a competent officer appointed by MAP_IT for the UAT. These user groups

would test the application for the functionality, reliability and all other related tests.

Once the users are completely satisfied with the application, Implementation Agency

should take a formal sign off from the competent officer appointed by MAP_IT for

acceptance of each module. Based on the sign off and user feedback, MAP_IT would

issue UAT certification to the Implementation Agency for that particular module/ sub-

module.

10.2 TEST DOCUMENTATION

Test procedures, test data, and test results should be documented in a manner

permitting objective pass/fail decisions to be reached. They should also be suitable for

review and objective decision making subsequent to running the test, and they should be

suitable for use in any subsequent regression testing. Errors detected during testing should

be logged, classified, reviewed, and resolved prior to release of the software. Test reports

should comply with the requirements of the corresponding test plans.

The acceptance tests must demonstrate that the Implementation Agency has met

each and every requirement specified within the RFP and contract and has delivered an

effective operational system

10.3 COMPLETE SYSTEM ACCEPTANCE

At the end of the system acceptance period, MAP_IT will acknowledge complete

system acceptance in writing to the IA upon completion of the following:

1. Sign off from the competent authority of MAP_IT after completion of project activities

like installation of hardware, software, training, etc.

2. All required activities as defined in the bid document including all changes agreed by

MAP_IT are delivered by the Implementation Agency and accepted by MAP_IT.

3. All required system functionality and documentation as defined in the bid document

including all changes agreed by MAP_IT and delivered by the Implementation Agency

and accepted by MAP_IT.

4. All required documentation as defined in this bid document including all changes agreed

by MAP_IT and delivered by the Implementation Agency and accepted by MAP_IT.


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5. All identified shortcomings/defects in the systems have been addressed to complete

satisfaction of MAP_IT

6. Certification by a third party testing agency if appointed by MAP_IT.

In order to accept the system, MAP_IT (Project Management Committee) must be

satisfied that all of the work has been completed and delivered with complete satisfaction

and that all aspects of the system perform acceptably.

The functional/logical acceptance of the system will only be certified when the

proposed system is installed and configured according to the design and that all the detailed

procedures of operating them have been carried out by the Implementation Agency in the

presence of MAP_IT Staff.

10.4 AUDIT & CERTIFICATION

MAP_IT will undertake an exercise of Audit and Certification of the system through

STQC, as soon as the IA declares the completion of system implementation. Third party

certification is also required for application/web portal hosting in State Data Centre. The

following methodology will be adopted by the IA:

1. MAP_IT shall nominate STQC for conducting audit and certification, upon intimation by

the IA that the system implementation is complete. MAP_IT will bear the cost of STQC

certification and payment will directly be made to STQC by MAP_IT.

2. The system shall also be audited through a CERT-in enrolled agency for security audit.

This security audit is essential for application hosting in State Data Centre. Cost of

security audit will born by IA.

3. The agencies nominated by MAP_IT shall establish appropriate processes for notifying

the IA of any deviations from the norms, standards or guidelines at the earliest instance,

after noticing the same, to enable the IA to take corrective action.

4. IA shall extend all support to MAP_IT nominated Third Party Audit Agency (TPAA) for all

the activities related to audit and certification.

5. All changes suggested by the audit agency shall be implemented by the IA upon

acceptance and approval by the MAP_IT.

6. Third Party Auditor will issue certificate and on basis of same, MAP_IT will issue

completion certificate to IA.


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11 Management Support Services

The IA shall adopt an integrated service model for providing Management Support

Services. The IA shall be responsible for end to end provision of management support

services including planning, delivery and execution of services during the contract period of

5 years from Go-live. The IA shall deploy the required resources and is responsible for:

1. Application maintenance and support services for the solution to meet the desired

service levels

2. Operations and maintenance services for the server and related infrastructure supplied

and commissioned by the IA for the application at the Data Centres.

3. Training & Change Management

4. SLA Monitoring and Management Services

12 Service Improvement

After go-live (during O&M phase), if MAP_IT wants any modification/change in any

feature, interface, function, etc. of the application software, it will raise Change Request in

the format as prescribed by IA. It will be the duty of IA of to make changes in application

software. These changes will mostly be based the feedbacks received from Candidates and

other stakeholders. Bidder should also make their assessments on quality of services,

identify scope for improvements and consult MAP_IT for corrective actions. Overall

objective of such changes will be to improve quality the CPCT services and to achieve better

control over the system.

13 SLA Management Tool(s)

IA shall supply, install and configure SLA management and monitoring tool for the

Project. The SLA Management Tool will work under direct and exclusive control of MAP_IT.

This SLA Management tool should have following features:

1. SLA management tool should be able to monitor the all the service levels defined in the

service level agreement.

2. The proposed solution should provide comprehensive and end-to-end management of

all the components for each service.


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3. The proposed SLA management tools should automatically document problems and

interruptions for services and provide the consolidated violations as per the SLA.

4. The Tool should allow changing the parameters of the measurement and should allow

adding new SLAs on need basis.

5. SLA management tool should enable the MAP_IT to have a unified view of the entire

system SLA at single console.

6. The proposed solution should provide the following performance reports.

a. Executive Summary report that gives an overall view of a group of elements,

showing volume and other important metrics for the technology being viewed.

b. Capacity Planning report which provides a view of under-and-over-utilized

elements.

c. Service Level report that shows the elements with the worst availability and worst

response time-the two leading metrics used to monitor SLAs.

d. The proposed system must have a built-in report authoring tool which will enable

complete customization flexibility of performance reports.

e. The tool should provide an integrated performance view for all the managed

systems and networks along with the various threshold violations alarms in them.

It should be possible to drill-down into the performance view to execute context

specific reports.

14 Data and information security requirements

Since CPCT application is dealing with critical information and datasets related to the

performance of candidates, it shall be a paramount responsibility of IA to maintain

confidentiality of data. Hence, a strong and comprehensive information security policy

based on leading standards such as ISO 27001 and guidelines from Department of

Information Technology (DIT), Govt. of India would need to be followed by the IA. The same

should be approved by MAP_IT and must be adhered by IA at all times during the currency

of the contract. At the minimum the policy should define the following guidelines:

14.1 INFORMATION CLASSIFICATION

Information within the system should be classified as:


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Public

Confidential

Restricted

Access to the information should be provided based on the classification of the

information. Data owners should nominate appropriate information classification on their

data and should review information classification periodically to determine if current

classification levels are valid.

14.2 HUMAN RESOURCE SECURITY

1. Background check should be performed on all individuals for whom access to the system

is requested. Access should be revoked when a user leaves the organization or does not

require access to the application.

2. User accounts of any outsourced agency personnel should include an automatic account

expiration date, set at no longer than 6 months from their start date or till expiry of

contract whichever is earlier.

3. Any personnel who becomes aware of any loss, compromise, or possible compromise of

information, or any other incident which has information security implications, will

immediately report the incident to the designated IT in-charge.

4. IA will sign Non-disclosure Agreement (NDA) with all the staff CPCT Project.

5. Any personnel found violating the IS policy, would be penalized.

14.3 PHYSICAL AND ENVIRONMENTAL SECURITY

1. All information storage media (e.g. hard disks, pen drive, magnetic tapes and CD-ROMs)

containing sensitive or confidential data will be physically secured, when not in use.

2. Security inspections should be made periodically.

14.4 COMMUNICATIONS AND OPERATIONS MANAGEMENT

1. All operations performed by third parties should be monitored periodically.

2. Backup of all critical data should be taken periodically.

3. VPN services should be used for accessing critical CPCT datasets and applications.


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14.5 ACCESS CONTROL

1. Access to the application should be given only after approval from application owner

and the competent authority.

2. The access should be on a role basis rather than designation.

3. The access control policy should cover:

a. Identification

b. Authentication

c. Authorization and Access Control

d. Administration

e. Audit

4. System should have provision to add additional layer of PKI based security and

authorization at all the access points/channels.

14.6 SECURITY ALERTS

1. System should have provision for generating alerts on email and SMS to key officials of

IA and MAP_IT in case of security breach or compromise with security standards.

2. In case of security breach situation, system should automatically generate log report and

store same in secured repository.

14.7 NON-DISCLOSURE AGREEMENT

IA shall sign a Non-disclosure Agreement (NDA) with MAP_IT for all the CPCT

Operations and CPCT data handling. Format of NDA is given in Annexure 12. NDA will be

signed along with CPCT Services Agreement at the beginning of the project.

15 Documentation requirements

IA shall be responsible for preparation of documents including User Manuals,

Operations Manual, Administration Manual, Security Manual, Application Support Guide

and others (if any) as per industry best practices and acceptable standards (e.g. IEEE/ISO

specifications for documentation).


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15.1 END USER DOCUMENTS

Documentation will be supplied and maintained by the Implementation Agency

during the project. The ownership of all documents, supplied by the Implementation

Agency, will be with MAP_IT. The electronic copies shall be submitted along with all the

paper documents and manuals, required for operating and configuring the system. User will

have the rights to duplicate the hardcopy and soft copy for the documents created by the

Implementation Agency without any financial and legal implications.

15.2 TECHNICAL DOCUMENTS

The Implementation Agency shall supply operation and maintenance manuals for all

the deliverables. These shall be in such details as to enable MAP_IT to operate, maintain,

adjust and fix the system etc. The manuals etc. for all deliverables shall be in English and in

soft and hard copy and equal to the number of the deliverables. The Implementation

Agency must ensure that the Application components being developed are thoroughly

documented with comprehensive manuals and adhere to standard methodologies in

software development as per ISO and/or CMM models. The documents including but not

limited to are:

1. Quality Assurance Plan Documenting the planned and systematic pattern of all actions

necessary to assure confidence that the software developed will conform to the MAP_IT

functional and technical requirements.

2. Interface Control Document Documenting the interface characteristics of one or more

systems and documents agreements between interface owners. It contains information

on both the physical and data element requirements that are necessary to make the

transfer of information between systems feasible.

3. Test Plan Containing information on the software test environment to be used for

independent testing, the test cases to be performed, and the overall testing schedule.

This includes methodology, schedule, resources, tools, procedures, environment

definition, test cases, and software test results.

4. Trouble Shooting Guide/ Handbook for exam center technical staff which describes the

various trouble shooting methods.

5. Access Protocol Document for better control over system accessibility and management.


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16 Exit Management

Exit process will be initiated 3 months before the ending of the project contract. In

order to align both the parties on transition modalities, IA will submit a detailed Exit

Management Plan before 6 months of the ending date of the contract. Exit Management

Plan will include following but limited to:

1. Detailed inventory of all data sets, documents, softwares, question bank with question

authoring tool, etc. created for/under the Project.

2. Method of Transition including roles and responsibilities of both the parties to

handover and takeover the charge of project regular activities and support system.

3. Proposal for necessary setup or institution structure required at MAP_IT level to

effectively maintain the project after contract ending.

4. Training and handholding of MAP_IT Staff or designated officers for handling and

accessing datasets, softwares, question bank, etc. after contract ending.

MAP_IT will approve this plan after necessary consultation and start preparation for

transition.

17 Project Deliverable

The Implementation Agency has to deliver the following deliverables to MAP_IT as

part of an assurance to fulfill the obligations under the SLA. The table given below may not

be exhaustive and IA is responsible to provide all those deliverables which may be specified

in this RFP but not listed here and those agreed by IA in response to any request from

MAP_IT. The timelines for producing each of these deliverables will be in line and closely

linked with the overall project timeline as indicated in this RFP. Any conflict with respect to

the project and/or deliverable timelines will have to be resolved by IA in consultation with

MAP_IT and/or its designated agencies and approved by MAP_IT. Thereafter the approved

timelines will have to be adhered to by IA, unless specified otherwise.

S.N. Deliverables

1 Project Inception Report

2 CPCT Exam Conducting Protocol Document

3 CPCT Management Framework Document


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4 Detailed project plan for study, design, development & implementation of application system and Infrastructure.

5 Functional Requirement Specifications (FRS) Document

6 CPCT Web Portal

7 Setting up CPCT Control Center and Help Desk

8 CPCT Process Automation Software

9. Services of CPCT Exam Software and Question Bank Software after necessary customization

10 Services of CPCT Exam Center complying all the standards

11 SLA Monitoring and Measurement System

12 CPCT Trainings

13 CPCT Exam Conducting Services

14 Project Documentation

15 Daily/Weekly/for-nightly/monthly Performance Monitoring Reports and Call Log & Resolution Reports

16 All the other deliverable as per solution proposed by IA

17 Deliverables as per CPCT Management Framework.

18 All the CPCT Data and digital records with an archived copy as per National Data Sharing and Accessibility Policy of Govt. of India.

19 All the other deliverable mentioned under various clauses of this RFP.


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Part II Instructions to the Bidders and General

Terms & Conditions

1 Definitions

In this Bid Document, the following terms shall be interpreted as indicated:

“Solution” means study, plan, design, develop, customize, install, configure, and

maintain entire application software.

“Application” means the Application developed/customized, tested, deployed and

changed/improved during project term by the Implementation Agency for the

purposes of rendering the Services to the Stakeholders of the Project at satisfactory

level.

“Successful Bidder” means the bidder who has submitted most suitable bid proposal

as per bid evaluation committee and who has awarded the work as Implementation

Agency.

“Solution Provider Agency” means the successful Bidder who signs the contract with

MAP_IT for study, design, develop and maintain the solution deployed under the

Project.

"MAP_IT" Madhya Pradesh Agency for Promotion of Information Technology,

Department of Information Technology, Govt. of Madhya Pradesh.

“Services” means the services delivered to the Stakeholders of the project by the

Implementation Agency.

“Confidential Information” means all information including Project Data (whether in

written, oral, electronic or other format) which relates to the technical, financial and

business affairs, customers, Bidders, products, developments, operations, processes,

data, trade secrets, design rights, know-how and personnel in connection with this

Bid Document.


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“Project Data” means all proprietary data of project generated out of project

operations and transactions, documents and related information including but not

restricted to user data which the Bidder obtains, possesses or processes in the

context of providing the services.

“Deliverables” means the products and services agreed to be delivered by the

Successful Bidder in pursuance of the agreement as defined more elaborately in

Scope of work.

“Service Level” means the level of service and other performance criteria that will

apply to the Services as set out;

“State Government” means the Government of Madhya Pradesh.

“Go-Live” means the date of issuance of certificate of Completion by MAP_IT.

“Contract Value” is the bid value which means the price accepted by the MAP_IT as

per Price Schedule multiplied by minimum guaranteed business.

2 Pre-Bid Meeting

MAP_IT will host a Pre-Bid Meeting as per the schedule given in this RFP. All those

who have obtained bidding document can participate in pre-bid meeting to seek

clarification on the bid if any. Bidders shall submit their queries in writing in prescribed

format at Annexure 1, as per the stipulated timelines through email on both the email IDs as

[email protected] and [email protected]

2.1 ADDRESS FOR COMMUNICATION

Bids should be addressed to the following office at the address given below:

Chief Executive Officer

MAP_IT,

47-A, State IT Centre,

Arera Hills, Bhopal

2.2 CLAREFICATION ON THE BID DOCUMENT

1. MAP_IT reserves the right not to respond to any/all queries raised or clarifications

sought if, in their opinion and at their sole discretion, they consider that it would be

inappropriate to do so or do not find any merit in it.


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2. Response on the Pre-bid queries and amendments (if any) would be uploaded on the

websites www.mpeproc.gov.in and www.mapit.gov.in. Bidders are advised to regularly

visit the websites for updates.

2.3 AMENDMENTS OF BID DOCUMENT BY THE MAP_IT

1. At any time prior to the deadline for the submission of Bids, the MAP_IT may, for any

reason, whether on its own or in response to a clarification requested for by a

prospective Bidder, modify the Bid Document by way of amendment(s).

2. In order to allow reasonable time to the prospective Bidders for taking into account such

amendment(s), in the preparation of their Bids, the MAP_IT, at its discretion, may

extend the deadline for the submission of Bids, any time.

3. All the amendments/corrigendum (if any) would be uploaded on the website as

mentioned above. Bidders are advised to regularly visit the websites for updates.

3 Pre Qualification Criteria

Ref. No.

Pre-Qualification Criteria Supporting Document to be submitted in Envelope “A” of Bid

1 The bidder may be single entity or consortium. But all such persons/entities must notify among themselves “one” entity as lead bidder. Consortium should not exceed Two (Lead Bidder + 1) members including lead bidder.

In case of consortium, copy of Agreement signed by all the consortium partners and Power of Attorney in the name of Lead Members in the format as prescribed in ……………………

2 The Bidder (all the consortium partner in case of consortium) should be a legally registered entity under in India. Prime bidder should be registered at least 5 years before in India.

Certificate of Incorporation of all the consortium partners.

3 The bidder (Prime Bidder in case of Consortium) should have average annual turnover of Rs. 100 Crores or more in last 3 financial years (11-12, 12-13 & 13-14).

The bidder (Prime Bidder in case of Consortium) should have positive networth and should be a profit making entity since last

Copy of Audited Balance Sheet & Profit & Loss A/c. CA certificate for certifying Profitability and Networth


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3 financial years (11-12, 12-13 & 13-14).

4 The bidder (Any of the consortium partners in case of Consortium) should have successfully completed 3 Projects of conducting Computer Based Exams in academic entrance or recruitment domain for Government Agencies/ Departments/Govt. Exam Conducting Bodies.

Work Order and Completion Certificate for each of 3 such projects.

5 The bidder (Any of the consortium partners in case of Consortium) should have successfully conducted at least One (1) Computer Based Exams having minimum 7,000 candidates appeared in single shift for any department/Exam conducting body of Central or State Govt.

Work Order/Completion Certificate/Documents showing successful completion of the Exam having more than 7000 candidates in single shift.

6 The bidder (Any of the consortium partners in case of Consortium) should have successfully conducted Computer Based Exams for more than 2 lakh candidates till the date of bid submission.

Work Order/Completion Certificate/Documents showing successful completion of Exams for a total of more than 2 lakh candidates.

7 The bidder (Consortium partner) should have developed and completely own the solution (including exam software and Item bank development software) for Computer Based Examination which is being proposed in the technical bid. The solution should have been successfully implemented in India.

Declaration of developing, owning and having full IPR of Computer Based Examination Solution on the letter head of bidder or consortium partner who owns the solution.

Work Order/Completion Certificate/Documents showing successful implementation of solution.

8 The bidder (One of the consortium partner) should have successfully developed a question banks having at least 20,000 questions for Government Agencies, Government aided/recognized exam conducting bodies or UGC recognized Universities in India.

Relevant Work Order/Completion Certificate/Documents showing successful completion of Question Bank Development.

9 The Bidder should have a valid CMMI level 3 Copy of CMMI level 3 Certificate

10 The bidder (Both the partners in case of Consortium) Should not be Black Listed by any

Declaration of non-blacklisting on bidder’s (Both the partners if case


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Government department or Semi-government organization on the day of bidding.

of consortium) letter head.

11 The Bidder should provide undertaking of having capacity of conducting Computer Based Exam for 10,000 Candidates in Single Shift in MP.

An undertaking of having capacity of conducting Computer based Exam for 10000 candidates in single shift along with list of exam centers with seating capacity in MP. As per Annexure 13

4 General instructions

1. While every effort has been made to provide comprehensive and accurate background

information and requirements and specifications, Bidders must form their own

conclusions about the solution needed to meet the requirements. Bidders and

recipients of this RFP may wish to consult their own legal advisers in relation to this

RFP.

2. All information supplied by Bidders shall be treated as contractually binding on the

Bidders. On successful award of the assignment by MAP_IT, the same information

shall be the basis of the contract.

3. This Tender supersedes and replaces any previous public documentation &

communications, and Bidders should place no reliance on such communications.

4. MAP_IT reserves the right to postpone or cancel a scheduled Tender opening at any

time.

5. The Tender would be led only by the bidder to whom the Tender document fee

receipt has been issued and cannot be transferred to any other entity.

6. Each bidder shall submit only one Proposal. The bidder who submits more than one

Proposal will be disqualified.

7. For interpretation of any clause in the Bid Document or Contract Agreement the

interpretation of the MAP_IT (Selection Committee) shall be final and binding on the

Bidder.


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5 Proposal Preparation

Bidder is expected to examine all instructions, forms, terms and requirements in the

RFP document and prepare the proposal accordingly. Failure to furnish all information

required by the RFP document or submission of a proposal not substantially responsive to

the RFP document in every respect may result in the rejection of proposal. The proposals

should be submitted in three parts as mentioned in the following sections:-

5.1 PRE QUALIFICATION

Along with other documents, following documents shall be a part of Pre-

qualification:-

1. EMD in the form of a Demand Draft or Bank Guarantee issued by a Scheduled/

Nationalized Bank in favour of MAP IT payable at Bhopal. To be submitted Offline

before opening of bid. In case of bidder's representative is willing to participate in bid

opening process, it is advised to bring original EMD DD/BG 30 minutes before opening

of bid submit directly to Tender Opening Committee offline.

2. Bid Form on the bidder’s letter-head as per Annexure 2, 3 and 4.

3. An authorization letter for granting authority to the person for signing the proposal.

Annexure 9.

4. Certificate of Incorporation if any or relevant registration documents.

5. Audited annual financial results (balance sheet and profit & loss statements) of the

bidder for the last three financial years i.e.2011-12, 2012-13 and 2013-14.

6. Copy of Work orders/Completion Certificates as mentioned in the bid form.

7. Client Reference list (similar domain as per the requirements in this RFP).

8. Undertaking for not being blacklisted by any State / Central Govt. by the bidder as per

Annexure 10.

9. An undertaking (in the format given at Annexure 13) of having capacity of conducting

Computer based Exam for 10000 candidates in single shift along with list of exam

centers with seating capacity.

10. Permanent Account Number (PAN) from Income Tax authorities of bidder along with

certified photocopy.

11. Power of Attorney to Lead Bidder by Consortium Members as per Annexure 7


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12. Service Tax and VAT Details of bidder.

13. Copy of CMMI Level 3 Certificate.

14. Certificate of conformity as per Annexure 11

15. Other documents as mentioned in the Eligibility Criteria section under each

assignment.

5.2 TECHNICAL PROPOSAL

The technical Bid should contain a detailed description of the proposed solution. It

should articulate in detail, as to how the Bidder’s Technical Solution meets the requirements

specified in the Bid. The Technical Bid must not contain any pricing information. Any

information submitted, additional to the required response should be marked as

‘Supplementary’ and will be furnished as separate section. If the Bidder wishes to propose

additional services (or enhanced levels of services) beyond the scope of this Bid, the

proposal must include a description of such services as a separate attachment to the Bid.

The technical Bid should entail the details of Tasks to be performed as per detailed scope of

work and technical specifications.

Along with Technical Proposal, the bidders are advised to submit a copy of their

technical presentation in PDF Format. Purpose of this presentation is to facilitate committee

members to effectively comprehend the proposed solution, bidders capability, additional

offerings and compliance on technical evaluation parameters. The presentation should be in

following format:

1. Introduction of Bidder/Consortium (3-5 Slides)

2. Experience of similar projects (5-7 Slides)

3. Detail of existing Exam Software and Question Bank Development Software (3-5 Slides)

4. Strategy for development of "CPCT Exam Conducting Protocol" and CPCT Management

Framework Document (2-4 Slides)

5. Strategy for Question Bank Development (3-5 Slides)

6. Strategy for conducting CPCT Exams in highly secured, fair and transparent manner (3-5

Slides)

7. Strength and Capability of Bidder/Consortium with respected to CPCT Assignment (3-5

Slides)

8. Offerings additional to RFP Scope, if any. (2-3 Slides)


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9. Compliances on Technical Evaluation Parameters with reference of Technical Proposal

submitted with Bid (3-5 Slides)

10. Final words (2 Slides)

5.3 COMMERCIAL PROPOSAL

1. Commercial Bid shall be submitted with price per exam for first 1,00,000 exams in each

of the next 5 years from the date of Go Live. Before quoting prices, IA should carefully

read payment terms mentioned in Part II Clause 18 "Payment" of this RFP which explains

discounting slabs for exams conducted beyond 1,00,000 in each year from the date of go

live. As per payment clause, IA shall be required to provide 10% discount for the 50

Thousand exams conducted between 1 Lakh to 1.5 Lakh numbers, 20% discount for the

1 Lakh exams conducted between 1.5 Lakh to 2.5 Lakh numbers and 25% discounts for

all the exams conducted beyond 2.5 lakh exams in each year.

2. Quoted price should be all inclusive except Service Tax, which will be paid as extra as per

prevalent rates of invoice period.

3. Bidders shall also quote all inclusive price per exam excluding cost of question bank

development/support for Computer Based Exams other than CPCT. Price per exam

quoted for such exams will not be used for competitive evaluation. In any case, this

price should not exceed from the prices per exam quoted for CPCT Exam otherwise,

price per exam quoted with question bank will be applied on exams without question

bank. MAP_IT may conduct department/position specific exams on ad-hoc basis on this

price and on mutual consent between MAP_IT and IA subject to zero deration of quality

and performance of CPCT operations. Such Ad-hoc exams shall preferably be single shift

exams with fixed set of questions.

4. The commercial proposals should be submitted as per the format of Commercial Bid as

per Annexure 8. Adherence to the prescribed format and terms as mentioned in this RFP

must strictly be followed. Any deviation or any condition written in the financial except

mentioned in the prescribed format, will result in disqualification of bid.

5. Unless expressly indicated, Bidder shall not include any technical information regarding

the services in the commercial Bid. Additional information may be submitted to

accompany the proposal. In submitting additional information, it should be marked as


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supplemental to the required response. Prices shall be quoted entirely in Indian Rupees

and must separately indicate all applicable taxes and levies.

6. The Bidder is required to ensure that the products and services quoted are as per

prescribed specifications and standard.

7. The Bidders are required to quote their best prices, inclusive of all taxes, levies, freight,

forwarding, handling, insurance, inland transportation, local costs etc. incidental to the

delivery of goods and services to their final destination.

8. The rates offered by the Bidder should be firm and free from all escalations. Prices

quoted by the Bidder shall be fixed during Bidder’s performance of the Contract and

shall not be subject to variation on any account. A Bid submitted with a price

adjustment/variation provision will be treated as non-responsive and rejected, pursuant

to Clause of Preliminary examination mentioned in this bid document.

5.4 LANGUAGE OF BID

The Bid prepared by the Bidder, the correspondences as well as all the document

relating to the Bid exchanged between the Bidder and the MAP_IT, shall be in English

language. Supporting documents and printed literature furnished by the Bidder may be in

some other language, provided, they are accompanied by an accurate translation of the

relevant passages in English.

5.5 AUTHORIZED SIGNATORY ON BEHALF OF BIDDER

The bidder’s representative/ officer vested (explicitly, implicitly, or through conduct)

with the powers to commit the authorizing organization to a binding agreement. Also called

signing officer/ authority, having the Authorization Certificate (Annexure 9) from the

competent authority of the respective Bidding firm.

6 Bid Security (EMD) & Security Deposit

1. The bidder shall furnish a bid security (EMD) of Rs. 50 Lakh only (Fifty Lakh).

2. The Bid Security (EMD) shall be in Indian Rupees and shall be in form Demand Draft or

Bank Guarantee, issued by a Scheduled / Nationalized Bank in India, in favour of MAP IT

payable at Bhopal.


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3. The EMD shall be valid for at least 80 days in case of DD and 180 days in case of Bank

Guarantee from the date of submission of proposal. No interest shall be payable on Bid

Security under any circumstances.

4. The EMD of all the bidders shall be discharged by MAP_IT after the signing of agreement

with Successful Bidder.

5. The Bid security will be forfeited at the discretion of MAP_IT on account of one or more

of the following reasons:

5.1. Bidder withdraws its Proposal during the period of proposal validity

5.2. Bidder does not respond to requests for clarification of its proposal.

5.3. Bidder is found to canvass, influence or attempt to influence in any manner the

qualification or selection process, including without limitation, by offering bribes

or other illegal gratification.

5.4. Bidder submitted false or misleading documents/credentials for the purpose

getting unethical advantage in evaluation process.

5.5. In case of a successful Bidder, the said Bidder fails-to sign the Agreement in time.

6. Successful bidder shall submit unconditional and irrevocable Bank Guarantee or DD as

Performance Security/Security deposit of Rs. 3 Crore only (Three Crore).

7. Performance Bank Guarantee shall be valid for a period of 6 months beyond the date of

completion of all contractual obligations of successful bidder.

8. After the completion of all contractual obligations, security deposit will be returned to

the successful bidder within 90 days.

7 Compliance & Completeness of Response

Bidders are advised to study all instructions, forms, terms, requirements and other

information in the RFP document carefully. Submission of bid shall be deemed to have been

done after careful study and examination of the RFP document with full understanding of its

implications. The response to this RFP should be full and complete in all respects. Failure to

furnish all information required by the RFP documents or submission of a proposal not

substantially responsive to the RFP documents in every respect will be at the bidder's risk

and may result in rejection of its bid proposal and forfeiture of the bid EMD. The RFP

Document is not transferable to any other bidder.


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8 Bid Submission

1. Bids must be direct, concise, and complete. All information not directly relevant to this

RFP should be omitted. Purchaser shall evaluate the bid based on its clarity and the

correctness of its response to the requirements of the project as outlined in this RFP.

2. The bids shall be submitted online on https://www.mpeproc.gov.in/ as per the formats

given below

8.1 FORMAT OF SUBMISSION

1. EMD (Offline submission):

An envelope containing EMD is to be super scribed as “EMD – RFP for Providing

Computer Based Examination Services for CPCT” The envelop is to be submitted

physically at MAP_IT office, State IT center, 47-A, Arera Hills, Bhopal, Madhya Pradesh

before the time of Bid opening.

2. EN-01 Pre-qualification (Online Submission):

The PDF file should be titled as “Pre-qualification Bid – RFP for Providing Computer

Based Examination Services for CPCT” should contain following documents:

a. Scanned Copy of Demand Draft/ bank Guarantee being submitted as EMD.

b. Annexure – 2 : Bid Covering Letter

c. Annexure – 3 : Bid Form

d. Annexure – 4 : Pre-qualification Form

e. Annexure – 6 : Bid Security Form

f. Annexure – 7 : Power of Attorney to Lead Bidder in case of consortium

g. Annexure – 9 : Bidder's Authorization Letter

h. Annexure – 10 : Self Declaration on Non-blacklisting

i. Annexure – 11 : Certificate of Conformity

j. Annexure – 13 : Undertaking of having capacity of conducting examination of

10,000 candidates in single shift.

k. Credentials/Documents as mentioned in Pre-qualification criteria and as required

to fulfill eligibility criteria


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3. EN-02 Technical Bid (Online Submission):

The PDF file should be titled as “Technical Bid – RFP for Providing Computer Based

Examination Services for CPCT” should contain Technical Proposal. The following are

essential components of technical proposal. (Technical proposal should not have more

than 100 pages):

1. Brief about Bidder

2. Understanding of the Project

3. Proposed Solution

a. Detailed description of solution

b. Suitability and compliance with MAP_IT requirements

c. Customization Strategy

d. Instances of similar usage in other agencies/projects.

e. Benchmarking of the product (if any)

4. Licencing Policies for proprietary products/components of solution (if any)

5. Scalability and Performance Requirements

6. UAT Process

7. Training and Change Management strategy

8. STQC Certification and Security Audit

9. Deliverables and sign-off for Golive

10. SLA Tracking

11. Operation and Maintenance strategy

12. Manpower deployment

13. Risk Identification/Mitigation Strategies

14. Exit Management

15. Key Deliverables (along with example deliverables, where possible).

EN-03 Financial Bid:

The PDF file titled as “Financial Bid – RFP for Providing Computer Based Examination

Services for CPCT” has to be uploaded electronically and would include Annexure – 8. Prices

shall be quoted entirely in Indian Rupees and must separately indicate all applicable taxes

and levies. In case of discrepancy between amount given in words and figures, the details

given in words shall prevail.

9 Bid Validity

All the bids must be valid for a period of 180 days from the last date of submission of

the RFP for execution of Contract Agreement. However, the quoted rates should be valid for


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the initial/ extended period of the contract from the effective date of the Contract

Agreement. No request will be considered for price revision during the contract period.

10 MAP_IT’s right to terminate the process

MAP_IT may terminate the RFP process at any time and without assigning any

reason. MAP_IT makes no commitments, express or implied, that this process will result in a

business transaction with anyone. This RFP does not constitute an offer by MAP_IT.

11 Disqualification of bids

MAP_IT may at its sole discretion and at any time during the processing of tender,

disqualify any bidder from the tendering process if the bidder has:

1. Submitted the tender after the prescribed date and time of submission of bids.

2. Made misleading or false representations in the forms, statements and attachments

submitted.

3. If found to have a record of poor performance such as abandoning works, not properly

completing the contract, inordinately delaying completion, being involved in litigation

or financial failures, etc.

4. Submitted bid document, which is not accompanied by required documentation and

Earnest Money Deposit (EMD) or non-responsiveness.

5. Failed to provide clarifications related thereto, when sought.

6. Bidders who are found to canvass, influence or attempt to influence in any manner

the qualification or selection process, including without limitation, by offering bribes

or other illegal gratification, shall be disqualified from the process at any stage.

7. The bid is not submitted in accordance with this document.

8. The firms is not meeting eligibility criteria as mentioned in this RFP

9. Bidder has submitted condition bid.

10. Bidder has submitted more than one bid. This will cause disqualification of all bids

submitted by such bidders.

11. Bidders may specifically note that while processing the tender documents, if it comes

to knowledge expressly or implied, that some bidders may have compounded in any

manner whatsoever or otherwise joined to form a cartel resulting in delay / holding up

the processing of tender then the bidders so involved are liable to be disqualified for


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this contract as well as for a further period of two years from participation in any of

the tenders floated by any department of Govt. of MP. It is also clarified that if need

arises then MAP_IT would go in for appointment of outside party(s) to undertake the

work under the captioned tender.

12 MAP_IT’s Rights to Accept/Reject any or all Proposals

MAP_IT reserves the right to accept or reject any proposal, and to annul the bidding

process and reject all bids at any time prior to award of contract, without thereby incurring

any liability to the affected bidder or bidders or any obligation to inform the affected bidder

or bidders of the grounds for MAP_IT’s action.

13 Bid Evaluation

1. Bids will be evaluated by Technical Evaluation Committee constituted by PEB.

2. The decision of the Technical Evaluation Committee shall be final. No correspondence

will be entertained outside the process of negotiation/ discussion with the committee.

3. If there is a discrepancy between words and figures, the amount in words shall prevail.

4. The Technical Evaluation Committee may conduct clarification meetings with each or

any bidder to discuss any matters, technical or otherwise.

5. Bid document shall be evaluated as per the following steps:

13.1 PRELIMINARY EXAMINATION

1. A three-stage procedure will be adopted for evaluation of bid proposals, with the pre-

qualification being completed before the technical evaluation and thereafter financial

proposals being opened and compared.

2. Preliminary examination shall involve assessment of Offline Envelop of EMD and EN-

01 as specified above. The submitted documents shall be examined to determine

whether the bidder meets the eligibility criteria, completeness of the bid, whether the

documents have been properly signed by the authorized signatory and whether the

bids are generally in order.

3. MAP_IT reserves the right to seek information/clarifications from the bidders. Any

bids found to be non-responsive for any reason or not meeting the minimum levels of


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eligibility criteria specified in the various sections of this Tender Document shall be

rejected and not included for further consideration.

4. Bid Evaluation Committee may waive any minor infirmity or non-conformity or

irregularity in a Bid which does not constitute a material deviation, provided such a

waiver does not prejudice or affect the relative ranking of any Bidder.

5. Prior to the detailed evaluation, the Evaluation Committee will determine the

substantial responsiveness of each Bid to the bidding documents. For purpose of these

Clauses, a substantially responsive Bid is one, which conforms to all the terms and

conditions of the bid documents without material deviations.

6. If the Evaluation Committee determines that a Bid is materially deviating from the

prescribed terms and conditions, then the matter may be referred at higher level to

decide whether the deviations of the Bid are material or not. Decision of the

Evaluation Committee regarding this shall be final and binding.

7. The Committee’s determination of a Bid's responsiveness is to be based on the

contents of the Bid itself without recourse to extrinsic evidence.

8. If there is any difference in interpretation of RFP Terms, Bid Evaluation Committee's

interpretation will be final and applied on all the bids. Bidders are advised to seek

clarification on such RFP terms, if any, during pre-bid meeting or ask same in written

in pre-bid clarification response.

13.2 TECHNICAL EVALUATION

1. Technical bids shall be opened only of the bidders who qualify pre-qualification

criteria and submitted all the documents and details in priscribed format upto

satisfaction level of Bid Evaluation Committee.

2. An intimation of will be given to all the bidders before opening of technical bid.

3. The committee will evaluate technical bid on the ground of scope of services

mentioned in the RFP.

4. The committee may seek further clarification, if required, from the bidders for the

purpose of technical evaluation.

5. If a Technical Bid is determined as not substantially responsive, the MAP_IT will reject

it and in such a case Commercial Bid will not be opened.


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6. The committee will invite each of qualified bidders to make a presentation at a date,

time and location decided by MAP_IT. The purpose of such presentations would be to

allow the Bidders to present their proposed solutions to the committee and the key

points in their Bids. It is mandatory for all the bidders who have been invited, to make

presentation before Evaluation Committee.

7. Solution, strategies, offerings and compliances presented in form of technical

presentation will become essential part of Services Agreement to be signed with

successful bidder.

13.2.1 Criteria for Evaluation and Comparison of Technical Bids

The technical proposal will be evaluated using the following criteria:

Sr. No.

Technical Parameter – Checklist

(Must submit Documentary evidence for each parameter)

Maximum Marks

1 The bidder (Prime Bidder in case of Consortium) should have average annual turnover of Rs. 100 Crores or more in last 3 financial years (11-12, 12-13 & 13-14).

100 Crore or more = 7 Marks



10

2 The bidder (Any of the consortium partners in case of Consortium) should have successfully completed 3 Projects of conducting Computer Based Exams in academic entrance or recruitment domain for Government Agencies/ Departments/Exam Conducting Bodies.

3 or more Projects = 7 Marks



10

3 The bidder (Any of the consortium partners in case of Consortium) should have successfully conducted at least One (1) Computer Based Exams having minimum 7,000 candidates appeared in single shift for any department/Exam conducting body of Central or State Govt.

7000 or more candidates in single shift = 7 Marks



10


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4 The bidder (Any of the consortium partners in case of Consortium) should have successfully conducted Computer Based Exams for more than 2 lakh candidates till the date of bid submission.

2 Lakh or more = 7 Marks



10

5 The bidder (One of the consortium partner) should have successfully developed a question bank having at least 20,000 questions for Government Agencies, Government added exam conducting bodies or UGC recognized Universities in India.

1 or more Question Bank = 7 Marks



10

6 Number of qualified and full time Question/Item Bank development experts working in the bidder's organization since last 2 years.

More than 5 = 7 Marks



10

7 Experience of conducting Computer Based Exams in MP 5

8 Experience of conducting Computer Based Typing test. 5

10 Technical Presentation

The technical presentation essentially should include following:

a) Introduction of Bidder/Consortium (3-5 Slides)

b) Experience of similar projects (5-7 Slides)

c) Detail of existing Exam Software and Question Bank Development Software (3-5 Slides)

d) Strategy for development of "CPCT Exam Conducting Protocol" and CPCT Management Framework Document (2-4 Slides)

e) Strategy for Question Bank Development (3-5 Slides)

f) Strategy for conducting CPCT Exams in highly secured, fair and transparent manner (3-5 Slides)

g) Strength and Capability of Bidder/Consortium with respected to CPCT Assignment (3-5 Slides)

30


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h) Offerings additional to RFP Scope, if any. (2-3 Slides)

i) Compliances on Technical Evaluation Parameters with reference of Technical Proposal submitted with Bid (3-5 Slides)

j) Final words (2 Slides)

Total 100

Note: Bidder has to submit sufficient documents to support their claims for marks.

The commercial bids of only those bidders, who have scored at least 70 marks in

technical bid evaluation process, will be considered for commercial bid evaluation.

13.3 OPENING & COMPARISON OF COMMERCIAL BIDS

1. The Commercial Bids will be opened, in the presence of Bidders’ representatives

(Maximum two for each bidder) who choose to present during opening. The Bidder’s

representatives who are present shall sign a register evidencing their attendance. It

is not mandatory for bidders to attend the bid opening.

2. The Commercial Bid of only technically qualified bidders will be opened. Those

technically qualified bidders shall be termed as Substantially Responsive. The

decision of the MAP_IT in this regard shall be final.

3. The Commercial Bids will be opened and compared (after the technical evaluation is

completed) for those Bidders whose technical bids reach the minimum threshold

standards (i.e. 70 marks).

4. Bidder quoting “Lowest Bid Value” will be considered for selection.

5. MAP_IT reserves the right to not to award the contract to the bidder lowest quoting

bid value without assigning any reasons thereof.

13.4 COMMERCIAL BID REJECTION CRITERIA

Commercial bid will be summarily rejected on any of following situation:

1. Incomplete Price Bid.

2. Price Bids that do not conform to the Tender’s price bid format.

3. If any condition or term, except those included in price bid format, written additionally

in the price bid.


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14 Selection of Bidder

After successful evaluation of bids, MAP_IT (through its bid evaluation committee)

will identify best suitable proposal/bid and forward same to CEO MAP_IT with necessary

recommendations. After approval of CEO MAP_IT, a notification of award will be issued by

MAP_IT to the successful bidder.

14.1 RIGHT TO ACCEPT OR TO REJECT ANY OR ALL BIDS

The MAP_IT reserves the right to accept or reject any Bid, and to annul the Bid

process and reject all Bids at any time prior to the award of Contract, without thereby

incurring any liability to the affected Bidder or any obligation to inform the affected Bidder

of the grounds for the MAP_IT's action.

14.2 NOTIFICATION OF AWARD TO THE BIDDER

Before the expiry of the period of validity of the proposal, the MAP_IT shall notify

the successful Bidder in writing by registered letter or by fax, that its bid has been accepted.

The Bidder shall acknowledge in writing receipt of the notification of award and will send his

acceptance to enter into agreement within seven (7) days.

14.3 RIGHT TO VARY ACTIVITIES AT THE TIME OF AWARD

The MAP_IT shall have the right to make any alterations, omissions, additions or

subtractions in items, their quantities at the time of award of contract. MAP_IT will give

such intimation to the successful Bidder, and additional cost/deduction in the Bid prices,

based on the price schedule submitted by him, will be worked out with the Bidder.

14.4 AWARD OF CONTRACT

Contract will be awarded by MAP_IT to the responsive Bidder whose Bid conforms to

the requirements and represents the best value to the project, price and other factors

considered.

14.5 SIGNING OF CONTRACT AND NDA

The signing of Service Agreement and Non-disclosure Agreement will amount to

award of contract and bidder will initiate the execution of the work as specified in the

contract/agreement. If the bidder refuses to accept the award within one week and

disinclines / or neglects the signing the contract agreement and does not offer to sign the

agreement immediately after one week of receipt of letter of intent and does not sign the

contract agreement within a fortnight, the MAP_IT may forfeit the bid security of the


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bidder. The incidental expenses of execution of agreement / contract shall be borne by the

successful bidder.

14.6 DISCHARGE OF BID SECURITY:

Upon the successful signing of the agreement, MAP_IT shall promptly request the

Bidder to provide performance security. On receipt of the performance security, the bid

security will be released.

14.7 PERFORMANCE SECURITY

1. Within 21 days of notification of award, the Selected Bidder shall furnish

performance security equal Rs. 3 Crore, valid up to 6 months after the date of

completion of the project term that includes 5 Years maintenance period after ‘Go

Live’ of the project.

2. Performance security shall be payable to the MAP_IT as compensation for any loss

(es) resulting from the failure of the Bidder to meet out its obligations under the

Contract.

3. The performance security shall be furnished in the form of an unconditional and

irrevocable and Bank Guarantee/DD for Contract Performance of the sum equivalent

to Rs. 3 Crore in a form and manner acceptable to the MAP_IT which would remain

valid until such time and be renewable as may be stipulated by the MAP_IT.

14.8 LOSS OF REVENUE TO MAP_IT

1. The bidder shall be vicariously liable to indemnify the MAP_IT in case of any misuse

of data/information by the bidder, deliberate or otherwise, which comes into the

knowledge of the MAP_IT during the performance or prevalence of the contract. The

amount of indemnity in any case will be decided by the Competent Authority in MAP_IT.

14.9 USE OF CONTRACT DOCUMENTS AND INFORMATION

1. The bidder shall not, without the MAP_IT Competent Authority's prior written

consent, disclose the contract, or any provision thereof, or any specification, plan, drawing,

pattern, sample or information furnished by or on behalf of the MAP_IT in connection

therewith, to any person other than a person employed by the bidder. Disclosure to any

such employed person shall be made in confidence and shall extend only so far, as may be

necessary for purposes of such performance of the contract.

2. Any document, other than the contract itself, shall remain the property of the

MAP_IT and shall be returned (in all copies) to the MAP_IT on completion of the selected

bidder’s performance under the contract, if so required by the bidder.


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14.10 FAILURE TO ABIDE BY THE AGREEMENT

1. The conditions stipulated in the agreement shall be strictly adhered to and violation

of any of these conditions will entail termination of the contract without prejudice to the

rights of the MAP_IT with such penalties as specified in the agreement.

15 Roles and Responsibilities

15.1 ROLE OF MAP_IT

1. As an owner of the Project, the role of MAP_IT in the successful implementation of the

project includes discharging the following responsibilities:

a. Laying down the matrix of success of the Project;

b. Coordinate with CPCT Stakeholders

c. Promotion of CPCT programme among citizens, candidates, govt. departments and

recruitment agencies.

d. Making payment to the Implementation Agency after necessary due diligence.

e. Identify and deploy resources take part in conducting fair and transparent CPCT

Exams.

f. Provide necessary approvals and support as required by IA to conduct CPCT

successfully.

g. Laying down the policies related to functioning of CPCT;

h. Approving the budget and releasing the funds required for the Project;

i. Facilitate and/or approve the deputation of employees for the Project;

j. Constituting a CPCT Management Committee and Project Support Team for

facilitating smooth implementation of the Project;

k. Reviewing the performance of the Implementation Agency;

l. Issuing directions on CPCT and IA as may be needed;

m. Reviewing the performance IA and user groups and ensuring compliance CPCT

Exam Conducting Protocols;

n. Ensuring that all the stakeholders take active part in the project;

o. Identifying & nominating appropriate personnel to participate in the Acceptance

Testing;


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p. Engaging a third party for acceptance testing and audit of security & controls of

critical components of the project;

q. Periodic review and testing of SLA Monitoring System implemented by IA for

accuracy and completeness in the reports generated from the system.

15.2 ROLE OF IMPLEMENTATION AGENCY

The responsibilities of IA are as specified in the Scope of Work section of Part I of this

RFP.

16 Service Level Agreement

1. This SLA document provides for minimum level of services required as per contractual

obligations based on performance indicators and measurements thereof. The IA shall

ensure provisioning of all required services while monitoring the performance of the

same to effectively comply with the performance levels. The services provided by the IA

shall be reviewed by the MAP_IT that shall:

a. Regularly check performance of the IA against this SLA.

b. Discuss escalated problems, new issues and matters still outstanding for

resolution.

c. Review of statistics related to rectification of outstanding faults and agreed

changes.

d. Obtain suggestions for changes to improve the service levels.

2. The IA has to meet the service level norms failing which the contract is liable to be

penalized or cancelled.

a. Setup and maintain requisite hardware and software at State Data Center to

ensure 99% uptime. Following will be excluded to calculate downtime:

i. Failure of the infrastructure, electricity etc. in the SDC.

ii. Preventive maintenance and Planned Outage

iii. Downtime caused due to any reason beyond control of IA for which, IA

has made best of its effort to reduce downtime

b. CPCT Exam Conducting Services with complete transparency and accuracy


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i. Provide services of Exam Center as per standards defined in the RFP.

ii. Provide manpower services as standards defined in the RFP.

iii. Provide necessary hardware to exam center for conducting CPCT.

iv. Provide necessary facilitation to CPCT Candidates as per Standards

defined in the RFP

c. Locate, resolve and repair technical faults

3. The SLA parameters shall be measured on a daily/weekly/monthly/ quarterly basis as

per the individual SLA parameter requirements, through appropriate SLA Measurement

tools provided by the IA for the purpose and audited by a third party for accuracy and

reliability. If the performance of the system/services is degraded significantly at any

given point in time during the Contract and if the immediate measures are not

implemented and issues are not rectified to the satisfaction of MAP_IT, then MAP_IT will

have the right to take appropriate corrective actions including termination of the

Contract. The Service Levels shall be reviewed on an annual basis by MAP_IT after taking

the advice of the IA, CPCT Management Committee. Changes in SLA would be made by

MAP_IT after consultation with the IA.

4. Following section outlines the key service level requirements for the system, which

needs to be ensured by the IA. These performance requirements shall be strictly

imposed and a third party audit/certification agency also be deployed by MAP_IT for

certifying the performance of the IA against the target performance matrix. The SLA

monitoring shall be performed/reviewed on a regular basis. During the Contract period,

it is envisaged that there could be changes to the SLA, in terms of addition, alteration or

deletion of certain parameters, based on mutual consent of both the Parties i.e. MAP_IT

and IA.

5. The targets shown in the following table are applicable for the duration of the contract.

Please note that the IA should provide comprehensive, end-to-end service to conduct

CPCT Exam. No reason shall be entertained (unless those mentioned in Force Majeure)

in case of un-availability of any service given in the scope of work in this RFP and the

appropriate penalty shall be levied. Service Levels are logically segregated in the

following categories:


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16.1 SERVICE LEVELS FOR IMPLEMENTATION BEFORE GO-LIVE

If the IA fails to complete any milestone within the time period (s) specified in this

RFP, MAP_IT may without prejudice to its other remedies under the Agreement, levy as

Penalties, Rs. 5 Lakh for each week or part thereof of delay, until actual delivery of

performance. This penalty will be capped for maximum of Rs. 1 Crore after which, MAP_IT

may terminate the Agreement. Project delay, caused on account of STQC Certification or

SDC Co-hosting services, will be excluded from the calculation of duration for Penalty.

16.2 SERVICE LEVELS FOR PERFORMANCE AFTER GO-LIVE

Penalties in this category are capped upto Rs. 3 Crore annually.

Sr.No. Service levels

Measurement

Severity Penalty

1 99% Availability and Accessibility of CPCT Central Data Center services including all the softwares and Web Portal.

Critical Rs. 10,000 for every 2 hours of down time per month at a stretch or in parts up to total down time of 10 hours. This down time shall be calculated over and above the total hours of downtime permissible.

Beyond 10 hours of down time, Rs. 50,000 for every 1 hour in a month of down time at a stretch or in parts.

2 Make at least 3 exam slots available to each candidate in next 2 months in any of the location or in next 4 months in his desired location whenever he/she wants.

Moderate

Rs. 1000 for each such candidate who is registered on the portal but exam slots are not available as per defined service level for 15 days.

3 Provide manpower in exam center during each shift of exam day as per standards.

Critical Rs. 5000 per Invigilator for non-availability invigilators as per defined standards.

Rs. 10000 per Invigilation Supervisor for non-availability of Invigilation Supervisors as per defined standards

If more than 20% invigilators are not available in a shift of any exam center, the exam will not be conducted and a


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penalty of Rs. 2000 per candidate will be charged on account of non-conducting the exam.

4 Setup CCTV Cameras for surveillance during exam as per standards

Critical Rs. 10000 per CCTV Camera not available or out of order as per defined standards.

If CCTV Cameras are available and are in working conditions but complete recording is not submitted by IA, it will be deemed as not working/available camera and penalty will be charged.

5 CPCT Exams should be conducted in fair and transparent manner.

Critical If security of the system is compromised and resulted into false or manipulated or forged CPCT scores of candidate(s), a penalty Rs. 1 Crore for each such instance will be levied, liquidated amount of damage will be recovered as additional and no payment for such exam(s) will be made to IA.

6 Each question of CPCT Exam question bank should be valid and relevant to the CPCT syllabus.

Moderate

Rs. 5000 per question which is found invalid, erroneous like all the options are wrong, more than 1 options are correct or irrelevant to the CPCT Syllabus.

7 CPCT Control Room should have adequate staff as per standards.

Moderate

Rs. 1 Lakh per month per human resource of managerial position if not in place for first month. For subsequent months, it would be Rs. 2 Lakh Per Month (30 days).

Rs. 0.5 Lakh per month per human resource of executive/helpdesk operator position if not in place for more than one month. For subsequent months, it would be Rs. 1 Lakh Per Month.

8 Comprehensive helpdesk support should be available for CPCT candidates and citizens.

Moderate

Rs. 10 for each call not received or could not be attended by help desk operator within 2 minutes of time.

Rs. 100 for each query or grievance that could not be responded or escalated in 7 days.


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9 Make provision 10% additional Exam Terminals in each Exam Center for failover situation.

Moderate

Rs. 5,000 per Exam Terminal not provisioned as 10% additional Exam Terminals in any Exam Center for failover situation.

10 Conduct Computer Based Exam in all the identified/planned centers.

Moderate

If exam could not be conducted in a Exam Center due to lack of services provisioning by IA, a penalty of Rs. 2000 per candidate appeared in the exam center will be charged.

If Examination in a center delayed for more than 1 hour then a penalty of Rs. 1 lakh will be imposed.

17 General Terms and Conditions

17.1 APPLICABLE LAW

The contract shall be interpreted in accordance with the laws of the Govt. of India

and the Government of M.P.

17.2 TERMINATION

17.2.1 Termination for Default

1. MAP_IT after consultation with the State IT Department, Government of MP may,

without prejudice to any other course of action, for breach of contract, by written notice

of 30 days to the IA, terminate the agreement in whole or in part, if:

a. The IA fails to perform any or all of the obligations within the time period(s)

specified in the agreement or any extension thereof granted, by Competent

Authority from MAP_IT.

b. The quality of the delivery of various tasks is not up to the satisfaction of the

MAP_IT.

c. The IA fails to perform any other obligation under the agreement.

2. In the event of the Competent Authority terminating the contract in whole or in part,

pursuant to clause above, the MAP_IT may procure at IA’s risk and cost upon such terms

and in such a manner as it deems appropriate, services similar to those remaining


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undelivered. The IA shall be liable to pay for any excess costs incurred by the Competent

Authority for such procurement at his risk and cost. However, the IA shall continue with

the performance of the contract to the extent not terminated.

3. The IA shall stop the performance of the contract from the effective date of termination

and hand over all the reports studies etc. to MAP_IT for which payment has been made.

No consequential damages shall be payable to the IA in the event of termination.

4. In case of termination of contract as mentioned in Clause above, Bank Guarantee

furnished by the IA by way of Performance Security shall stand forfeited.

17.2.2 Termination for Convenience

MAP_IT, by prior written notice sent to the IA at least one month in advance, may

terminate the contract, in whole or in part thereof, at any time for its convenience. The

notice of termination shall specify that termination is for the MAP_IT's convenience and also

the extent to which performance of the IA under the contract is terminated, and the date on

which such termination becomes effective. No consequential damages will be payable to

the IA in the event of such termination. However Upon such termination, IA shall be entitled

to payment only as follows: (1) the actual cost of the work completed in conformity with

this Agreement; plus, (2) such other costs actually incurred by IA as are permitted by the

MAP_IT.

17.2.3 Termination for Insolvency

MAP_IT may at any time terminate the contract by giving notice to the IA, if the IA

becomes bankrupt or otherwise insolvent. In this event, termination will be without

compensation to the IA, provided that such termination will not prejudice or affect any right

of action or remedy, which has accrued or will accrue thereafter to the MAP_IT.

17.3 CORRUPT OR FRAUDULENT PRACTICES

1. MAP_IT requires that the IA must observe the highest standard of ethics during the

performance and execution of this contract. For this purpose the following definitions of

unethical behaviour will be assumed.


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a. "Corrupt practice" means offering, giving, receiving or soliciting of anything in

value or favour to influence the action of a public official in contract executions,

and

b. "Fraudulent practice" means a mis-representation of facts in order to influence

execution of a contract to the detriment of the interests of the MAP_IT.

2. In case of any Bidder being found to be indulging in unethical practices, MAP_IT may

terminate the contract and take legal action against IA as well as recover amount of

liquidated damage. MAP_IT may also declare the IA Blacklisted either indefinitely or for

a stated period of time, for bidding in future works.

17.4 DATA PROTECTION

1. In the course of providing the services, the IA may be compiling, processing and storing

proprietary data relating to the users. The IA is responsible for complying with its

respective obligations under the applicable data protection laws and regulations

governing the proprietary Data.

2. The IA is required to follow the best practices for the data security regarding all the data

made available to them.

3. The IA shall not transfer any Data unless otherwise authorized by the Competent

Authority of MAP_IT in this regard.

17.5 CONFIDENTIALITY

1. IA will come into possession of confidential public records. IA shall maintain the highest

level of secrecy, confidentiality and privacy with regard thereto.

2. Additionally, the IA shall keep confidential all the details and information with regard to

the Project, including systems, facilities, operations, management and maintenance of

the systems, during implementation or after completion of the project.

3. MAP_IT shall retain all rights to prevent, stop and if required take the necessary punitive

action against the IA regarding any forbidden disclosure.

4. The IA shall ensure that all its employees execute individual nondisclosure agreements,

which have been duly approved by MAP_IT with respect to this Project.

5. The aforesaid provisions shall not apply to the information:


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a. Already in the public domain;

b. That has been received from a third party who had the right to disclose the

aforesaid information;

c. Disclosed to the public due to a court order.

17.6 FORCE MAJEURE

1. For purposes of this clause “Force Majeure” means an event beyond the control of the

IA and not involving the IA’s fault or negligence and which was not foreseeable. Such

events may include wars or revolutions, fires, floods, epidemics, quarantine restrictions

and freight embargoes. The decision of the MAP_IT in consultation with the Dept. of IT,

Government of M.P., regarding Force Majeure shall be final and binding on the IA.

2. Notwithstanding anything contained in the Bid Document, the IA shall not be liable for

forfeiture of security, liquidated damages or termination for default, if and to the extent

that, its delay in performance or other failures to perform its obligations under the

agreement is the result of an event of Force Majeure.

3. If a Force Majeure situation arises, the IA shall promptly notify to the MAP_IT in writing,

of such conditions and the cause thereof. Unless otherwise directed by the MAP_IT in

writing, the IA shall continue to perform its obligations under the agreement as far as

reasonably practical, and shall seek all reasonable alternative means for performance

not prevented by the Force Majeure event. MAP_IT may after consultation with the

Department of IT, Govt. of M.P, terminate this agreement by giving a written notice of a

minimum 30 days to the IA, if as a result of Force Majeure, the IA is unable to perform a

material portion of the services for a period of more than 60 days.

17.7 RESOLUTION OF DISPUTES

1. MAP_IT and the IA shall make every effort to resolve amicably by direct informal

negotiation, any disagreement or dispute that may arise between them under or in

connection with the Contract. If, after 30 days from the commencement of such

informal negotiations, the MAP_IT and the IA are unable to resolve, amicably a contract

dispute, either party may require that the dispute be referred for resolution to the

formal mechanism specified in the Clause below.


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2. In all matters and disputes arising there under, the M.P. State Arbitration Tribunal shall

be the sole arbitrator to decide the claim and its decision shall be final and binding on

both the parties. However, during the period of doubt, disagreement or dispute, the IA

shall ensure that the Project works in a normal way. Such doubts, disputes and

disagreement shall not give any reason or freedom to the IA to interfere in or prevent

normal functioning of the Project.

17.8 TAXES AND DUTIES

The responsibility of obtaining all the necessary statutory clearances lies with the IA.

The IA shall be solely responsible for all taxes, duties, license fees, octroi etc. regarding all

the items needed for completion of work assigned to him.

17.9 LOCAL CONDITIONS

1. The IA shall be deemed, to have exhaustively examined the Bid Document, to obtain all

information and clarifications on all matters whatsoever, that might affect the carrying

out of the work and to have satisfied himself as to the adequacy of the Bid. The IA is

deemed to have known the scope, nature and magnitude of the work and as to all work

he has to complete in accordance with the contracts, whatever be the defects,

omissions or errors that may be found in the Bid document.

2. The IA shall be deemed to have acquainted himself of Government of India's and

Government of Madhya Pradesh taxes & duties, Laws, statutes, regulations, levies and

other charges.

3. Any negligence or omission or failure on the part of the IA in obtaining necessary and

reliable information as stated above or on any other matter affecting the IA shall not

relieve him from any risks or liabilities or the entire responsibility for completion of the

work in accordance with the Bid Document.

17.10 NOTICE

Any notice, request or consent required or permitted to be given or made in this

contract shall be in writing. Any such notice/ request shall be deemed to have been given or

made when delivered in person to the authorised representative of the party to whom the

communication is addressed, or sent by registered mail or email to such party.


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17.11 LIMITATION OF LIABILITIES

1. The total cumulative liability of IA arising from or relating to this agreement shall not

exceed Rs. 5 Crores, which gives rise to such liability; provided, however, that this

limitation shall not apply to any liability for damages arising from:

a. Willful misconduct.

b. Indemnification against third party claims for infringement.

18 Payment

After conducting exams successfully in each month, IA will submit invoice to MAP_IT

on the rates as quoted in the commercial bid for first 1 Lakh Exam in each year. For

additional exams conducted beyond first 1 Lakh exam but upto 1.5 Lakh i.e. for 50 Thousand

exams, the invoice will be generated by IA with 10% discount on quoted price per exam. For

additional exams conducted beyond first 1.5 Lakh but upto 2.5 Lakh i.e. for 1 Lakh exams,

the invoice will be generated by IA with 20% discount on quoted price per exam. For

additional exams conducted beyond first 2.5 Lakh, the invoice will be generated by IA with

25% discount on quoted price per exam. Following illustration is given to explain the

discounting pattern more clearly:

Exam Slabs for a year Number of Exams in one year

Base Cost for 1 Lakh

Exams in Rs.

Discount Rate

Effective per exam Cost after discount In Rs.

Total cost

payable in Rs.

First 1 Lakh Exams 1 Lakh 100 0 100 100 Lakh

1 Lakh to 1.5 Lakh 0.5 Lakh 100 10% 90 45 Lakh

1.5 Lakh to 2.5 Lakh 1 Lakh 100 20% 80 80 Lakh

2.5 Lakh to 4.5 Lakh or more

2 Lakh or more

100 25% 75 150 Lakh or more

Base cost Rs. 100 in above is table is taken arbitrarily to illustrate discounting pattern.

It will be the responsibility of IA to submit Invoice of discounted value as per defined

slabs above. Along with invoice, IA will also submit relevant datasets, total exams conducted

in that year (from the date of go live) and certifications for the invoice period. Payment shall

be made against Invoices after necessary verification and due diligence by MAP_IT. All taxes


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deductible at source, if any, at the time of release of payments, shall be deducted at source

as per current rate while making any payment.


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19 Annexures

19.1 ANNEXURE 1: REQUEST FOR CLARIFICATION FORM

Bid Reference: Bid Proposal for Providing Computer Based Exam services for CPCT

Name of the Company/Firm:

Name of Person(s) Representing the Company/Firm:

Name of Person Designation Email-ID(s) Tel. Nos. & Fax Nos.

Company/Firm Contacts:

Contact Person(s) Address for Correspondence

Email-ID(s) Tel. Nos. & Fax Nos.

Query / Clarification Sought:

S.No. RFP Page No.

RFP Clause No.

Clause Details Query/ Suggestion/

Clarification

Date:

Place:

(Signature)

in the capacity of

Duly authorized to sign Bid for and on behalf of


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Note: - Queries must be strictly submitted only in the prescribed format. Queries not submitted in the prescribed format will not be considered/ responded by the tendering authority.

19.2 ANNEXURE 2 : BID COVERING LETTER

(On the Letterhead of the Bidder)

Date: [insert: date of bid]

To:

The Chief Executive Officer,

MAP_IT

State IT Center,

47-A, Arera Hills, Bhopal (M.P)

Subject: Submission of Bid Proposal for Providing Computer Based Exam Services for CPCT.

Dear Sir,

1. Having examined the RFP Documents, the receipt of which is hereby acknowledged, we,

the undersigned, submit deliverables in full conformity with the said Bidding

Documents.

2. We undertake, if our bid is accepted, to commence work as per the schedule and to

achieve the Acceptance within the respective times stated in the RFP Documents.

3. We have read the terms and conditions of RFP and confirm that these are acceptable to

us.

4. We further declare that bid is unconditional.

5. If our bid is accepted, we undertake to provide a Performance Security in the form and

amounts, and within the times specified in the Bidding Documents.

6. We undertake that, in competing for (and, if the award is made to us, in executing) the

above assignment, we will strictly observe the laws against fraud and corruption in

force in India.

7. Until the formal final Contract is prepared and executed between us, this bid, together

with your written acceptance of the bid and your notification of award, shall constitute

a binding contract between us.

Dated this [insert: number] day of [insert: month], [insert: year]

Signed:

In the capacity of [insert: title of position]


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Duly authorized to sign this bid for and on behalf of [insert: name of Bidder]

19.3 ANNEXURE 3 : BIDDER’S FORM


1) Addressed to: CEO, MAP_IT, State IT Centre, 47-A, Arera Hills, Bhopal

a. Name of the Issuing

Authority

CEO, MAP_IT

b. Address MAP_IT, State IT Centre, 47-A, Arera Hills, Bhopal

2) RFP Reference

For Lead Bidder in case of Consortium

1. Name of Bidder/Lead Bidder

2. Registered Office Address and Website

3. Year of Establishment

4. Type of Firm Public Limited/Private Limited/

Proprietary/Partnership/Society/Other

5. Name of the authorized contact person of the Bidder/Lead Partner of the Consortium.

6. Telephone Number(s)

7. Email Address

8. Fax No.

9. Mobile no.

11. Year-wise financial turnover 2011-12 2012-13 2013-14

For Consortium Partner (not Lead Partner)


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1. Name of the Consortium Partner

2. Registered Office Address and Website

3. Year of Establishment

4. Type of Firm Public Limited/Private Limited/ Proprietary/Partnership/Society/Other

5. Name of the authorized contact person of the Consortium Partner

6. Telephone Number(s)

7. Email Address/ Website

8. Fax No.

9. Mobile no.

11. Year-wise financial turnover 2011-12 2012-13 2013-14

3) Experience in same or similar projects completed

S.No. Name of the

Department with address, Name of

contact person and telephone numbers

Description

of project

Responsibility

or Role of the bidder in the

project

Order

Value

(Rs)

Completion

Date

1.

2.

3.

4.

5.

(Please attach completion certificates from the concern department/company)


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4) Details of ongoing similar projects with status

S.No. Name of Department with address, Name of

contact person and telephone numbers

Description of project

Responsibility or Role of the bidder in the

project

Order

Value (Rs)

Project

Status

1.

2.

3.

4.

5) Support network:

Bidder to provide details of support offices in different cities with name of contact person, address, Telephone No., Fax No

Center(s) Numbers Location(s)

Head office

Development Centers

Support Centers

Repair/Workshop Facility

6) The rates quoted are valid up to ________________ (Subject to a minimum of 180 days from the last date of bid submission). The validity can be extended with mutual agreement.

7) Following documents are attached towards the proof of earnest money deposited.

S.No. Earnest Money Deposit through

Demand Draft/ BG Number

Dated Drawn on Bank

8) We agree to abide by all the conditions mentioned in this Tender Notice issued by the Tendering Authority and also the further conditions of the said Tender Notice


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given in the attached sheets (all the pages of which have been signed by us in token of acceptance of the terms mentioned therein).

9) We understand that re-produced/re-word-processed formats or Bidder's own formats for

the price quotations will disqualify the Bidder.

10) We accept payment modality as mentioned in the bid document.

11) Technical Bid is duly filled and signed is enclosed in a separate envelope with this Tender

form along with Terms & Conditions in token of acceptance.

12) Financial Bid of this Tender Document is enclosed in a separate envelope duly signed

and sealed.

13) An organization chart indicating the project Team organization as envisaged by the

bidder for execution of this assignment to be given in the technical bid.

14) Detailed time schedule for various activities is given in the technical bid.

We believe and agree in good faith that the decision of Bid Evaluation Committee

and Tendering Authority will be final and will be binding on us.

Dated:

Name of the Bidder:

Place:

Sign & Seal:

Note: Please add separate pages as Annexure, if required


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19.4 ANNEXURE 4: PRE-QUALIFICATION FORM


1. Bidders Detail with reference to PQ Clause 1 and 2.

Sr. No.

Particulars Bidder/Lead Bidder Consortium Partner (In case of Consortium)

1 Name of the Bidder

2 Status of Bidder Company/Firm/ Society/PSU

Company/Firm/ Society/PSU

3 Registration No.

4 Registration Year.

5 Page No. in PQ Bid where Certification of Incorporation/ Registration and other documents attached.

6 In case of consortium, Page No. in PQ Bid where Power of Attorney to Lead Bidder by Consortium Partner is attached.

2. Annual Turnover for the last 3 financial years with reference to PQ Clause 3

Financial Year Annual Turnover Net Worth Net Profit

2011-12 Rs. Rs. Rs.

2012-13 Rs. Rs. Rs.

2013-14 Rs. Rs. Rs.

Copy of audited Balance Sheets are attached at Page No…………………………..

3. Detail of 3 or more Projects of conducting Computer Based Exams successfully in academic entrance or recruitment domain for Government Agencies/Departments / Exam Conducting Bodies with reference to PQ Clause 4


Page 93

No. Project Name

Name of concerned Govt. Agency/Department/

Exam Conducting Body

Total Project/ contract

Value in Rs.

Contract Award Date and Work

Completion Date

Relevant Certificates

enclosed on Page No. of PQ Bid

1

2

3

4. Detail of completing Computer Based Exams having minimum 7,000 candidates

appeared in single shift for any department/Exam conducting body of Central or State Govt. with reference to PQ Clause 5.

No. Name of the

Examination

Name of concerned Govt.

Agency/ Department/ Exam Conducting Body

Date of Exam

Name of the Cities where exam conducted (if names are more than

20, please attach separate sheet and

mention page no. here.)

Number of Candidates Appeared in Single Shift

Relevant Certificates

enclosed on Page

No. of PQ Bid

1

2

3

5. Detail of conducting Computer Based Exams till the date of bid submission with reference of PQ Clause 6

Sr. No.

Year Number of CBT Exam Assignments

Completed

Number of Candidates

Participated/ appeared

Name of the Cities where exam conducted (if names are more

than 20, please attach separate sheet and mention page no.

here.)

Relevant Certificates enclosed on

Page No. of PQ Bid

1

2

3

6. Detail of Computer Based Exam conducting Software with reference of PQ Clause 7


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Sr. No. Particular Detail of Software

1 Name of The Software (if Any)

2 Platform used to develop the software

3 Year of release of first version

4 Name of the agency for which the software was used first time and year

5 Number of candidates participated in the first exam conducted on it.

6 Current Version

7 Does the Software have Question Bank Creation Facility?

8 Does the Software have Typing Test ability?

9 Name of Consortium Partner (in case of Consortium) who has complete ownership and IPR of the Software

10 Page no of PQ Bid where necessary credentials are attached in support above declarations.

7. Detail of developing question banks for Government Agencies, Government added exam

conducting bodies or UGC recognized Universities in India with reference to PQ Clause 8.

Sr. No.

Name of the Agency for which

Question Bank was developed

Number of Questions in the Question Bank

Subject/assessment areas on which

questions are there in question bank.

Name of Exam for which Question Bank was or is being used.

Relevant Certificates enclosed on

Page No. of PQ Bid

1

2

3

8. Detail of CMMI Certification with reference to PQ Clause 9

Sr. No.

Particular Bidder/Lead Bidder

Consortium Partner (if any)

1 Does the bidder/consortium partner has CMMI Certification ?

Yes/No Yes/No.

2 CMMI Certification Level

3 Name of the Agency which made assessment for CMMI Certification last time.

4 CMMI Certificate is valid from (Date)

5 CMMI Certificate is valid till (Date)

6 Page number of PQ Bid where copy of CMMI Certificate is attached.


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9. Detail of black listing by any Center/State government department/agency in India with

reference to PQ Clause 10.

Sr. No.

Particular Bidder/Lead Bidder

Consortium Partner (if any)

1 Has the Bidder/Consortium Partner been ever black listed by any Center/State government department/agency in India during last 5 years.

Yes/No Yes/No.

2 If yes, please attached detail of same and mention Page no. of same in PQ Bid.

3 If no, please provide Page No. where undertaking of non-blacklisting is attached.

10. Undertaking of having capacity of conducting Computer Based Exam for 10,000

Candidates in a single shift along the list of Exam Center and Seating Capacity is attached at Page No……..

11. Particulars of Authorization of the person signing these documents on behalf of the bidder.

Sr. No.

Particular Detail

1 Detail of authorized person to sign this bid document for this project.

Name

Company

Designation

Address

Phone No.

Mobile No.

Email Address

2 Authorization given by

3 Extent of liability covered under this Authority

4 Page No. of PQ Bid where Original Authorization Certificate is attached.

Date:

Place: Name and Designation with Seal


Page 96

19.5 ANNEXURE 5: TECHNICAL BID COVERING LETTER


To,

The Chief Executive Officer,

MAP_IT

State IT Centre

47-A, Arera Hills, Bhopal, MP

Subject: Submission of Technical Bid for Providing Computer Based Exam services for CPCT

Dear Sir,

Having examined the Bid document, the receipt of which is hereby duly

acknowledged, we, the undersigned, offer to provide the Professional services as required

and outlined in the Bid for providing Computer Based Exam services for CPCT to MAP_IT. To

meet such requirements and provide such services as required are set out in the Bid

document, we attach hereto the Bid technical response as required by the Bid document,

which constitutes our proposal.

We undertake, if our proposal is accepted, we will submit a performance security

acceptable to MAP_IT, for a sum equivalent to Rs. 3 Crore for the due performance of the

contract.

We agree for unconditional acceptance of all the terms and conditions set out in the

Bid document and also agree to abide by this Bid response for a period of 180 days from the

date fixed for Bid opening and it shall remain binding upon us with full force and virtue, until

within this period a formal contract is prepared and executed, this Bid response, together

with your written acceptance thereof in your notification of award, shall constitute a

binding contract between us and the MAP_IT.

We confirm that the information contained in this bid or any part thereof and other

documents and instruments delivered or to be delivered to MAP_IT is true, accurate, and

complete. This proposal includes all information necessary to ensure that the statements

therein do not in whole or in part mislead as to any material fact.

We agree that MAP_IT not bound to accept the lowest or any Bid response you may

receive. We also agree that you reserve the right in absolute sense to reject all or any of the

products/service specified in the Bid response without assigning any reason whatsoever. It

is hereby confirmed that I/We are entitled to act on behalf of our corporation/company/


Page 97

firm/organization and empowered to sign this document as well as such other documents,

which may be required in this connection.

The Technical Specifications are appended herewith. Dated this Day of < >

(Signature)

(In the capacity of)…………………………………………………..

Duly authorized to sign the Bid Response for and on behalf of: (Name and Address of

Company)

Seal/Stamp of bidder

Witness Signature:

Witness Name:

Witness Address:

CERTIFICATE AS TO AUTHORISED SIGNATORIES

I, certify that I am …………………………… of the …………………, and that

………………………………………………………………who signed the above Bid is authorized to bind the

corporation by authority of its governing body.

Date:

Place:

Name and Designation with Seal


Page 98

19.6 ANNEXURE 6: BID SECURITY FORM


PARTICULARS OF BID SECURITY

1. Name of the Bank

2. Name, Address, Tel. Nos. & Fax Nos. of Bank Branch Issuing the draft

3. Code No. of Bank Branch

4. Amount of Draft/Bank Guaratee

6. Bank Draft No. and Date

7. Valid up to (give date)

Note: Demand Draft/Band Guarantee of Bid Security as per Bid Document should be

attached.

Date:

Place:



Page 99

19.7 ANNEXURE 7: FORMAT OF POWER OF ATTORNEY FOR LEAD MEMBER

OF CONSORTIUM


Power of Attorney for Lead Member of Consortium

Whereas the MAP_IT (an agency under Department of IT, Govt. of MP) has invited

bids from the interested Bidders for Providing "Computer Based Exam services for CPCT"

(Hereinafter referred as the Project) to MAP_IT. Whereas, ___________ and ________

(collectively the “Consortium”) being Members of the Consortium are interested in bidding

for the Project in accordance with the terms and conditions of the Request for Proposal

(RFP) and other connected documents in respect of the Project, and Whereas, it is necessary

for the Members of the Consortium to designate one of them as the Lead Member with all

necessary power and authority to do for and on behalf of the Consortium, all acts, deeds

and things as may be necessary in connection with the Consortium’s bid for the Project and

its execution.

NOW THEREFORE KNOW ALL MEN BY THESE PRESENTS

I, M/s. ______, having our registered office at ____________,[the respective names

and addresses of the registered office] (hereinafter collectively referred to as the

“Principals”) do hereby irrevocably designate, nominate, constitute, appoint and authorise

M/s ________, having its registered office at ___, being a Member of the Consortium, as the

Lead Member and true and lawful attorney of the Consortium (hereinafter referred to as

the “Attorney”) and hereby irrevocably authorise the Attorney (with power to sub-delegate)

to conduct all business for and on behalf of the Consortium and any one of us during the

bidding process and, in the event the Consortium is awarded the Concession/ Contract,

during the execution of the Project, and in this regard, to do on our behalf and on behalf of

the Consortium, all or any of such acts, deeds or things as are necessary or required or

incidental to the submission of its bid for the Project, including but not limited to signing

and submission of all applications, bids and other documents and writings, participate in

bidders’ and other conferences, respond to queries, submit information/ documents, sign

and execute contracts and undertakings consequent to acceptance of the bid of the

Consortium and generally to represent the Consortium in all its dealings with the

Concessioning Authority/ Confirming Party, and/ or any other Government Agency or any

person, in all matters in connection with or relating to or arising out of the Consortium’s bid


Page 100

for the Project and/ or upon award thereof till the Concession Agreement is entered into

with the Government and Concessioning Authority.

AND hereby ratify and confirm all acts, deeds and things lawfully done or caused to

be done by our said Attorney pursuant to and in exercise of the powers conferred by this

Power of Attorney and that all acts, deeds and things done by our said Attorney in exercise

of the powers hereby conferred shall and shall always be deemed to have been done by us/

Consortium.

IN WITNESS WHEREOF WE THE PRINCIPALS ABOVE NAMED HAVE EXECUTED THIS

POWER OF

ATTORNEY ON THIS DAY OF 2014.

For _______

(Name & Title)

For _______ _

(Name & Title)

Witnesses:

1.

2.

(Executants)

(To be executed by all the Members of the Consortium)

Notes:

- The mode of execution of the Power of Attorney should be in accordance with the

procedure, if any, laid down by the applicable law and the charter documents of the

executant(s) and when it is so required, the same should be under common seal affixed in

accordance with the required procedure.

- Also, wherever required, the Bidder should submit for verification the extract of the

charter documents and documents such as a resolution/ power of attorney in favour of the

person executing this Power of Attorney for the delegation of power hereunder on behalf of

the Bidder.


Page 101


Page 102

19.8 ANNEXURE 8: COMMERCIAL BID


Date: ………………

To,

CEO, MAP_IT,

State IT Centre,

47-A, Arera Hills,

Bhopal MP

Subject: Submission of Financial Bid for Providing Computer Based Exam Services for CPCT.

Having examined the Bid Document, the receipt of which is hereby duly

acknowledged, we, the undersigned, offer to Provide Computer Based Exam Services for

CPCT to MAP_IT. To meet such requirements and to provide services as set out in the Bid

document, our Price Per Exam with and without Question Bank having 60,000 question, for

first 1 Lakh Exam each year is quoted as follows:

A. Price Per Exam with Question Bank – (Price will be used for Competitive Evaluation)

Price Per Exam in figures (All inclusive except Service Tax)

for first One Lakh Exam each year in Indian Rs.

Price Per Exam in words

B. Price Per Exam without Question Bank – (Price will NOT be used for Competitive evaluation)

Price Per Exam in figures (All inclusive except Service Tax) *

for first One Lakh Exam each year in Indian Rs.

Price Per Exam in words

* Note: Price quoted in table B should not exceed the price quoted in table A

We understand that the price per exam without Question Bank quoted in Table "B"

above will not be used or added in financial evaluation. Price Quoted in table "B" is only for

Ad-hoc exams for state department agencies, that may be conducted to fulfill specific

needs.


Page 103

We undertake, if our proposal is accepted, we will submit a performance security

issued by a nationalized bank in India to MAP_IT for Rs. 3 Crore for the due performance of

the contract.

We agree for unconditional acceptance of all the terms and conditions in the Bid

document and also agree to abide by this Bid response for a period of 180 days from the

date fixed for Bid opening and it shall remain binding upon us, until within this period a

formal contract is prepared and executed, this Bid response, together with your written

acceptance thereof in your notification of award, shall constitute a binding contract

between us.

We confirm that the information contained in this proposal or any part thereof,

including its exhibits, schedules, and other documents and instruments delivered or to be

delivered to the MAP_IT is true, accurate, and complete. This proposal includes all

information necessary to ensure that the statements therein do not in whole or in part

mislead MAP_IT as to any material fact.

We agree that you are not bound to accept the lowest or any Bid response you may

receive. We also agree that you reserve the right in absolute sense to reject all or any if the

products/service specified in the Bid response without assigning any reason whatsoever.

It is hereby confirmed that I/We are entitled to act on behalf of our

corporation/company/ firm/organization and empowered to sign this document as well as

such other documents, which may be required in this connection.

(Signature)

(In the capacity of)…………………………………………………..

Duly authorized to sign the Bid Response for and on behalf of: (Name and Address of

Company)

Seal/Stamp of bidder

CERTIFICATE AS TO AUTHORISED SIGNATORIES


Page 104

I, certify that I am …………………………… of the …………………, and that

…..…………………………… who signed the above Bid is authorized to bind the

corporation by authority of its governing body.

Date:

Place:



Page 105

19.9 ANNEXURE 9: FORMAT FOR BIDDER’S AUTHORIZATION LETTER


To,

MAP_IT,

State IT Centre,

47-A, Arera Hills,

Bhopal MP

Subject: Authorization Certificate

<Bidder’s Representative Name> ,<Designation> is hereby authorized to sign

relevant documents on behalf of the company/firm in dealing with RFP for Providing

Computer Based Exam Services for CPCT issued by you. He/She is also authorized to attend

meetings, submit bid as may be required by you in the course of processing the above said

Bid.

Thanking you, Authorized Signatory

<Bidder’s Name> Seal


Page 106

19.10 ANNEXURE 10: SELF DECLARATION ON NON-BLACKLISTING


Date:

To,

MAP_IT,

State IT Centre,

47-A, Arera Hills,

Bhopal MP

Subject: Self Declaration with reference to our Bid for providing Computer Based Exam

Services for CPCT

In response to the Tender for Providing Computer Based Exam services for CPCT, as

a owner/partner/Director of ……………………………………….. I/We hereby declare that our

Company/firm is having unblemished past record and has not been declared blacklisted or

ineligible for non-performance, corrupt or fraudulent practices either indefinitely or for a

particular period of time in last 5 years by any State or Center Government

Agency/department in India.

Name of the Bidder: -

Signature: -

Seal of the Organization: -


Page 107

19.11 ANNEXURE 11: CERTIFICATE OF CONFORMITY


Date:

To,

MAP_IT,

State IT Centre,

47-A, Arera Hills,

Bhopal MP

CERTIFICATE

This is to certify that, the specifications of Hardware, Software and Services which I

have mentioned in the Technical bid, and which I shall supply if I am awarded with the work,

are in conformity with the specifications and requirements in the RFP document for

providing Computer Based Exam Services for CPCT in MAP_IT. I also certify that the price I

have quoted is inclusive of all the cost factors involved in the execution of the project, to

meet the desired Standards set out in the RFP Document.

Sign:

Name:

Designation:

Seal:


Page 108

19.12 ANNEXURE 12: NON-DISCLOSURE AGREEMENT

THIS AGREEMENT is made on the ………………………BETWEEN:

(1) …………………………………………<<name of the department/Corporation/

Agency>> a …………<<type of organization>> having its registered office at

………………………… (hereinafter referred to as "Disclosing Party" which

expressions shall unless repugnant to the context include its successors and assigns),

and

(2) …………………………<<name of the Service Provider Agency>> a

……….……… <<type of organization>> having its registered office at

……………………………………., hereinafter referred to as “Receiving Party",

which expressions shall unless repugnant to the context include its successors and

assigns);

The Disclosing Party and the Receiving Party shall hereinafter jointly be referred to as the

“Parties”.

WHEREAS

The Disclosing Party is in possession of certain information defined hereunder as

Confidential Information by virtue of an agreement signed between the parties on dated

……………… for ………………………………….. <<name of the project>>.

NOW IT IS HEREBY AGREED as follows:-

I. Confidential Information

For purposes of this Agreement, means all information to which the Receiving

Party has access including but not restricted to …………………….. <<name of the

project>> Project Data which relates to the technical, commercial and financial


Page 109

information, software in various stages of development, techniques, models, data,

source code, object code, documentation, manuals, flow charts, research, process,

procedures, functions, customer names and other information related to customers,

suppliers, products, developments, operations, processes, data, trade secrets, know-

how and personnel of each Party and its affiliates which is disclosed to or otherwise

learned by the other Party and all other information which may be disclosed by one

Party or to which the other Party may be provided access by the disclosing Party or

others in accordance with this Agreement, or which is generated as a result of,

incidental to or in connection with the Business Purposes, which is not generally

available to the public.

II. Not Within Definition

Notwithstanding any other provision of this Agreement, the Parties hereto

acknowledge that Confidential Information shall not include any information that:-

i. is, now or subsequently becomes public knowledge other than by breach of the

provisions of this Agreement; or

ii. is in the possession of the Party with the full right to disclose prior to its

receipt from the Disclosing Party, as evidenced by written records; or

iii. is independently received by the Receiving Party from a third party, with no

restrictions on disclosure from such third party.

iv. is independently developed by Receiving Party without reference to or based

on Confidential Information of the Disclosing Party.

III. Obligation of Confidentiality

The Receiving Party promises and agrees to receive and hold the Confidential

Information in confidence. Without limiting the generality of the foregoing, the

Receiving Party further promises and agrees:

i. To protect and safeguard the Confidential Information against unauthorized

use, publication or disclosure.

ii. Not to, directly or indirectly, in any way, reveal, report, publish, disclose,

transfer or otherwise use any of the Confidential Information except as

specifically authorized by the Disclosing Party in accordance with this Non-

Disclosure Agreement.

iii. Not to use any Confidential Information to unfairly compete or obtain unfair

advantage vis-a-vis Disclosing Party in any commercial activity.


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iv. To restrict access to the Confidential Information to those of its officers,

directors, and employees who clearly need such access to carry out official

duties towards Disclosing Party.

v. To furnish the details including names and phone numbers of persons (Project

Manager/ TL/ DBA/ System Administrator) who have the right to access the

Confidential Information of the application from backend and shall furnish the

Audit log to the Disclosing Party on bi-weekly basis. Any changes in the

persons or their role shall be duly intimated to the Disclosing Party within 3

days.

vi. Not to entertain any requests made by the users of the software application to

make changes or carry out any action involving reversal from the set process,

under any circumstances, which requires accessing the confidential

information from the backend, unless a prior written consent is taken from the

ACS/ PS/ Secretary, <<Name of Department>> Government of Madhya

Pradesh or any other Person specifically authorized in this regard to do so.

vii. To instruct each of the persons to whom it provides access to any of the

Confidential Information, that such persons are strictly prohibited from

making any use, publishing or otherwise disclosing to others, or permitting

others to use for their benefit or to the detriment of the Disclosing Party, any

of the Confidential Information, and, upon Request of the Disclosing Party, to

provide the Disclosing Party with a copy of a written agreement to that effect

signed by such persons.

viii. To comply with any other reasonable security measures requested in writing

by the Disclosing Party.

ix. To not to enter into any communication involving disclosure of Confidential

Information in any form with either the beneficiaries or the users of Software

Application, without written consent of the Disclosing Party.

x. To not to disclose any names and their particulars to third parties without the

written consent by the Disclosing party.

xi. To pay liquidated and other damages recoverable under the clause 7 of this

Agreement.

IV. Property of the Parties

All Confidential Information disclosed pursuant to this Agreement shall be

and remain the property of the Disclosing Party. Nothing in this Agreement shall be

construed as granting or conferring any rights whatsoever, whether expressly,


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impliedly or otherwise, in respect of the Confidential Information to the Receiving

Party, and the Confidential Information will be used only for the purposes of this

Agreement.

V. Reporting Unauthorized Disclosure or Misuse of Confidential Information

The Receiving Party shall immediately inform the Disclosing Party of any

unauthorized use or disclosure, misappropriation or misuse by any person of any

Confidential Information, upon the Receiving Party having notice or knowledge of the

same.

VI. Losses

The Receiving Party agrees to indemnify the other Party against any and all

losses, damages, claims, or expenses incurred or suffered by the other Party as a result

of the Receiving Party's breach of this Agreement.

VII. Remedies

The Receiving Party understands and acknowledges that any disclosure or

misappropriation of any of the Confidential Information in violation of this

Agreement may cause the Disclosing Party irreparable harm, the amount of which

may be difficult to ascertain and, therefore, agrees that the Disclosing Party shall have

the right to resort to civil & criminal remedies available under the law including the

IT Act 2000 for taking action against the Receiving Party and/ or for an order

restraining any such further disclosure or misappropriation and for such other relief as

the Disclosing Party shall deem appropriate. Such right of the Disclosing Party shall

be in addition to Remedies otherwise available to the Disclosing Party at law or in

equity.

In the event of default or breach of the terms of this agreement the Receiving

Party and all its officers found guilty of breach, shall be jointly & severally liable for

action.

VIII. Notices


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Any communication in connection with this Agreement must be in writing and

be delivered personally, or by registered mail receipt acknowledged, facsimile or e-

mail (if receipt of the complete facsimile or electronic mail is confirmed in writing by

the recipient) to the address set out at the beginning of this Agreement.

IX. Term & Termination

This Agreement shall commence on the date as written above. The Receiving

Party's obligations with respect to the Confidential Information hereunder shall be co-

terminus with the Agreement signed by the parties as referred above. However if after

termination or expiration of the Agreement the Receiving Party remains in possession

of any Confidential Information then the obligations under this Agreement and

consequences of breach shall continue to remain in force till such information is in

possession of the Receiving Party.

IN WITNESS WHEREOF the parties hereto have caused their duly authorized

representatives to set their hands the day and year first above written.

Signature on behalf of the

……………………………………………

…………………………………. <<name of the

department/Corporation/ Agency>> (Disclosing Party)

(____________________)

Name:

Designation:

Signature on behalf of …………………………<<name of

the Service Provider Agency>> (Receiving Party)


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(____________________)

Name:

Designation:

DATE:

WITNESSED BY: Name Address

Signature

1.

2.


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19.13 ANNUEXURE 13: UNDERTAKING FOR 10000 SEATS IN EXAM CENTERS


Date:

To,

MAP_IT,

State IT Centre,

47-A, Arera Hills,

Bhopal MP

Subject: Undertaking for having capacity of conducting Computer based Exam for 10000

candidates in single shift in MP

In response to the Tender for Providing Computer Based Exam services for CPCT

Exams, I/we have successfully identified 10,000 computer based examination seats in

Madhya Pradesh as per standards defined in this RFP for Exam Centers. List of

institutions/agencies who own Exam Center Infrastructure for these seats, their location,

and number of seats available with them as per defined standards, is enclosed herewith.

I/we will provide copy of MOUs signed with each of these Exam Center Infrastructure

owners within 6 weeks of signing of agreement with MAP_IT. Format of this MOU will be

designed in consultation and MAP_IT.

Encl: List of Exam Center Infrastructure Owner with their location and Seating Capacity.

Name of the Bidder: -

Signature: -

Seal of the Organization: -


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19.14 ANNEXURE 14: CPCT RELATED CIRCULARS OF GOVT. OF MP


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