Selection of System Integrator (SI) for Design ...€¦ · Selection of SI for Design, Development, Implementation of online Birth& Death Certificate System at Bidhannagar Municipal

Selection of SI for Design, Development, Implementation of online Birth& Death Certificate System at Bidhannagar Municipal Corporation

Selection of System Integrator (SI) for Design, Development, Implementation and Maintenance

of Online Birth & Death Certificate System at Bidhannagar Municipal Corporation

REQUEST FOR PROPOSAL

Poura Bhawan, FD – 415A, Sector III, Salt Lake City, Kolkata – 700 106, West Bengal

Documnt Number: 321/PWD(BMC) Date: 18 June 2019

Request for Proposal

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Selection of SI for Design, Development, Implementation of Online Birth & Death Certificate System at Bidhannagar Municipal Corporation

Intending bidder may download the tender documents from the website https://wbtenders.gov.in

directly with the help of Digital Signature Certificate. Necessary cost of tender documents (tender

application fee) may be remitted through e-Tender portal only by Net Banking/NEFT/RTGS. The receipt

of EMD paid should be included with Eligibility document and Bids are to be submitted concurrently duly

digitally signed in the website https://wbtenders.gov.in

1. Tender documents may be downloaded from website and submission of bid will be done as per

Time Schedule stated in Section – B of this Tender Document.

2. The Financial Bid of the prospective Bidder will be considered only if the Technical Bid of the

bidder is found qualified (refer clause 14 of Section F) by the Tender Committee. The decision of

the ‘Tender Committee’ will be final and absolute in this respect. The list of Qualified Bidders will

be displayed in the website.


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CONTENTS OF THE TENDER DOCUMENT SECTION A: INTRODUCTION & PROJECT OVERVIEW ............................................................... 9

1. Introduction ............................................................................................................................................9

2. Project Overview ....................................................................................................................................9

3. Project Vision & Mission .................................................................................................................... 10

4. Project Objective ................................................................................................................................. 10

5. Letter of Invitation ............................................................................................................................... 13

SECTION – B: DATE AND TIME SCHEDULE ................................................................................. 14

SECTION – C: GUIDANCE FOR E-TENDERING ............................................................................ 15

SECTION – D: PROCESS OVERVIEW, SCOPE OF WORK & RESPONSIBILITY .................... 17

1. Process Overview ............................................................................................................................... 17

2. General Requirement .......................................................................................................................... 18

1.1 Work Flow ................................................................................................................................... 18

1.2 Integration & Interfacing Requirement: ................................................................................... 18

1.3 Role Management ...................................................................................................................... 18

1.4 Hosting of the online system in cloud environment .............................................................. 18

1.5 Dashboard .................................................................................................................................. 19

1.6 Bilingual ...................................................................................................................................... 19

1.7 SMS and Email Integration: ...................................................................................................... 19

1.8 Audit trail and logging ............................................................................................................... 19

1.9 Exception Handling ................................................................................................................... 19

1.10 Application Hosting ................................................................................................................... 20

1.11 Migration ..................................................................................................................................... 20

3. Scope of Work and Responsibility .................................................................................................... 20

Project Implementation Planning ................................................................................................. 20

Requirement Gathering & Design ................................................................................................ 21

Design .......................................................................................................................................... 21

Development ................................................................................................................................ 21

Testing ......................................................................................................................................... 22

Capacity Building & Change Management .................................................................................. 22

Capacity Building Plan ................................................................................................................. 22

System Documents, User Documents: ........................................................................................ 24

Security Certification .................................................................................................................... 24


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Test & Live Implementation ......................................................................................................... 25

Data Migration/Data Digitization: ................................................................................................. 25

Application Security ..................................................................................................................... 26

Change Request .......................................................................................................................... 26

Annual Operation & Maintenance Support Charge for Customized online system ..................... 26

SECTION – E: ELIGIBILITY CRITERIA FOR BIDDER ................................................................. 27

SECTION – F: INSTRUCTION TO BIDDER ..................................................................................... 29

1. Definitions ............................................................................................................................................ 29

2. Submission of BID .............................................................................................................................. 32

3. Query .................................................................................................................................................... 33

4. Pre Bid Meeting ................................................................................................................................... 33

5. Cost of Bidding.................................................................................................................................... 33

6. Bid Document ...................................................................................................................................... 34

7. Amendment of Bid Document ............................................................................................................ 34

8. Language of Bid & Correspondence ................................................................................................. 34

9. Bidder’s Solution ................................................................................................................................ 34

10. Earnest Money Deposit (EMD) ....................................................................................................... 34

11. Forfeiture of EMD ............................................................................................................................ 35

12. Forms and Formats ......................................................................................................................... 35

13. Lack of Information to Bidder ........................................................................................................ 35

14. Bid Evaluation Procedure .............................................................................................................. 36

14.1 Bid Evaluation Criteria .............................................................................................................. 36

14.2 Evaluation of Technical Bids .................................................................................................... 36

14.3 Evaluation of Commercial Bids ................................................................................................ 41

14.4 Correction of Errors ................................................................................................................... 41

14.5 Evaluation Method: QCBS ........................................................................................................ 41

14.6 BMC’s Right to Terminate the Process ................................................................................... 42

14.7 BMC’s Right to Accept/Reject any or all bids ......................................................................... 42

15. Bid Preparation ............................................................................................................................... 42

15.1 Language of Bids ....................................................................................................................... 42

15.2 Format & Signing of Bid ............................................................................................................ 43

15.3 Technical Bid .............................................................................................................................. 43

15.4 Commercial Bid .......................................................................................................................... 43

15.5 Deadline for submission of Proposals and Late Proposals .................................................. 44

15.6 Bid Currencies ........................................................................................................................... 44

15.7 Firm Price ................................................................................................................................... 44


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15.8 Period of Validity of Bids .......................................................................................................... 44

15.9 Revelation of Prices ................................................................................................................... 44

15.10 Source Code & Intellectual Property Rights (IPR) .................................................................. 44

16. Bid Submission ............................................................................................................................... 45

16.1 Modification and Withdrawal of Bids ....................................................................................... 45

16.2 Address for Correspondences ................................................................................................. 45

16.3 Opening of Bids by BMC ........................................................................................................... 45

16.4 Clarification ................................................................................................................................ 45

16.5 Preliminary Examination ........................................................................................................... 46

16.6 Contacting BMC ......................................................................................................................... 46

17. Contract Execution ......................................................................................................................... 46

18. Annual Support ............................................................................................................................... 47

19. Authentication of Bids .................................................................................................................... 48

20. Exit Management ............................................................................................................................. 48

20.1 Purpose ....................................................................................................................................... 48

20.2 Cooperation and Provision of Information .............................................................................. 48

20.3 Confidential Information, Security and Data ........................................................................... 48

20.4 Transfer of Certain Agreements ............................................................................................... 49

20.5 Rights of Access to Premises .................................................................................................. 49

20.6 General Obligations of the Bidder ........................................................................................... 49

20.7 Exit Management Plan ............................................................................................................... 50

21. Time Schedule for Delivery, Implementation & Hosting of the Project ..................................... 50

22. Service Level Agreement (SLA) ..................................................................................................... 51

22.1 Measurement of SLA ................................................................................................................. 52

23. General Condition of Contract (GCC) ........................................................................................... 54

23.1 Liquidated Damage / Penalty .................................................................................................... 54

23.2 Liability........................................................................................................................................ 55

23.3 Patents & Copyright .................................................................................................................. 55

23.4 Governance Schedule ............................................................................................................... 55

23.5 Dispute Resolution Mechanism ............................................................................................... 57

23.6 Payment Terms & Conditions ................................................................................................... 58

23.7 Governing Laws ......................................................................................................................... 58

23.8 Corrupt or Fraudulent ................................................................................................................ 59

23.9 Biding Clause ............................................................................................................................. 59

23.10 Workmen’s Compensation........................................................................................................ 59

23.11 Contractor’s Employees............................................................................................................ 60


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23.12 Sub-Contract and Consortium ................................................................................................. 60

23.13 Termination for Default ............................................................................................................. 60

23.14 Bankruptcy ................................................................................................................................. 60

23.15 Force Majeure ............................................................................................................................. 60

23.16 Contractor’s Responsibilities ................................................................................................... 61

23.17 No Waiver of Rights ................................................................................................................... 62

23.18 Grafts, Commissions, Gifts, etc. .............................................................................................. 62

23.19 Enforcement of Terms ............................................................................................................... 62

23.20 Taxes & Duties ........................................................................................................................... 62

23.21 Discrepancies in Bid .................................................................................................................. 63

23.22 Bid Due Date ............................................................................................................................... 63

23.23 Canvassing ................................................................................................................................. 63

23.24 Non-Transferability of Tender .................................................................................................. 63

23.25 Interpretation of documents ..................................................................................................... 63

23.26 Erasures or Alternations ........................................................................................................... 63

23.27 Compliance with Law ................................................................................................................ 64

23.28 Clarification of Bids ................................................................................................................... 64

23.29 Quality Control ........................................................................................................................... 64

SECTION – G: FUNCTIONAL REQUIREMENT SPECIFICATION .............................................. 65

SECTION – H: BID FORMATS ............................................................................................................ 71

1. Annexure I: Eligibility Document ....................................................................................................... 71

2. Annexure II: Technical Bid Formats .................................................................................................. 73

a. Form 1: Undertaking of Total Responsibility .......................................................................... 74

b. Form 2: Particulars of Bidder ................................................................................................... 75

c. Form 3: Compliance Sheet for Technical Proposal ............................................................... 77

d. Form 4: Letter of Proposal ........................................................................................................... 80

e. Form 5: Project Citation Format ................................................................................................... 81

f. Form 6: Proposed Work Plan ...................................................................................................... 82

g. Form 7: Declaration on Source Code and Intellectual Property Rights ....................................... 83

h. Form 8: Undertaking on Service Level Compliance .................................................................... 84

i. Form 9: Undertaking on Deliverables .......................................................................................... 85

j. Form 10: Undertaking on Exit Management and Transition ........................................................ 86

k. Form 11: Bidder's Authorization Certificate ................................................................................. 87

3. Proforma for Performance Bank Guarantee ..................................................................................... 88

4. Annexure III: Commercial Bid Formats ............................................................................................. 90

a. Form 1: Commercial Proposal ..................................................................................................... 90


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Glossary of Abbreviation Abbreviation Description

BG Bank Guarantee

BMC Bidhannagar Muncipal Corporation

BPR Business Process Reengineering

CBT Computer Based Training

CC Completion Certificate

CPU Central Processing Unit

CS Commercial Score

DB Data Base

DSC Digital Signature Certificate

FRS Functional Requirement Specification

GoI Government of India

GoWB Government of West Bengal

GST Goods & Services Tax

HLD High Level Design Document

ICT Information & Communication Technology

IPR Intellectual Property Rights

ISO/IEC International Organization for Standardization/ International Electro technical Commission

ITES Information Technology Enabled Service

ITIL Information Technology Information Library

LAN Local Area Network

LLD Low Level Design Documents

LoI Letter of Intent

MoM Minutes of Meeting

MSA Master Service Agreement

NDA Non-Disclosure Agreement

NIQ Notice Inviting Quotation

NIT Notice Inviting Tender

OC Occupancy Certificate

OS Operating System

PBG Performance Bank Guarantee

PHC Public Health Center

PHE Public Health Engineering

PMC Project Monitoring Committee

PMU Project Management Unit

PSC Project Steering Committee

PSU Public Sector Undertaking

PWD Public Works Department


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QCBS Quality-cum-Cost Based Selection

RBAC Role Based Access Control

RFP Request for Proposal

RTM Requirement Traceability Matrix

SDD System Design Document

SEI CMMi Software Engineering Institute Capability Maturity Model

SI System Integrator

SLA Service Level Agreement

SRS System Requirement Specification

TCQ Time Cost Quality

TS Technical Score

UAT User Acceptance Test

ULB Urban Local Body

WAN Wide Area Network


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SECTION A: INTRODUCTION & PROJECT OVERVIEW

1. Introduction The growing population and urbanization in Salt Lake and Rajarhat-Gopalpur area under Kolkata

Metropolis required a local governing body that can work for providing necessary community services like

health care, educational institutions, housing, transport etc. by collecting property tax and the fixed grant

received from the Government of West Bengal (GoWB) and Government of India (GoI). In order to provide

a better and sustainable living environment in all the urban centers through adequate provision of urban

infrastructure and services; Government of West Bengal instituted Bidhannagar Municipal Corporation

(BMC) in the year 2015.

The BMC geographically spread with One (1) Head office at Bidhannagar, Six (6) Borough offices and

Forty One (41) ward offices across the jurisdiction of the BMC boundary under the aegis of Department

Municipal Affairs & Urban Development, Government of West Bengal. The boundary of BMC covers

around 60.5 Sq. Km. of total Kolkata etropolitan area of 1886.67 Sq. Km. catering services to 6.5 lakhs

population covering approximately 1.47 lakhs households. This includes 1.17 lakhs households of

Rajarhat (ward no. 1 to 26) and 26,000 households of Salt Lake (ward no. 29 to 40) excluding ward no.

27, 28, 35 & 36 which do not fall under tax purview because it is mostly covered with waterbodies and

comparatively less density.

2. Project Overview Bidhannagar Municipal Corporation envisages to implement – “Online issuance Birth and Death

certificate at Bidhannagar Municipal Corporation (BMC)” (hereafter referred as Birth and Death

Certificate) for enhancing service delivery to citizens and internal efficiency for smooth operation of BMC.

In this regard, BMC invites bids from the interested and eligible System Integrators for providing a

comprehensive solution towards Development, Integration, Training, Digitization/Migration, Management

& Maintenance of Application and all necessary IT components pertaining to implementation of the two

modules at BMC.

Bidhannagar Municipal Corporation (BMC) invites the eligible parties (hereafter referred as “Bidder”) for

appointment as System Integrator to provide a comprehensive solution of as specified in the Scope of

Work of this Request for Proposal (RFP) for the two modules.

Bidders are advised to study this RFP document carefully before submitting their proposals in response

to this Notice Inviting Quotation (NIQ). Submission of proposal in response to this NIQ shall be deemed


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to have been done after careful study and examination of this document with full understanding of its

terms, conditions and implications.

Failure to furnish all information required as mentioned in 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 the proposal.

3. Project Vision & Mission Design, Development and Implementation Services to setup an online Birth and Death Certificate system

for BMC to facilitate the following objectives:

Online Birth & Death Certificate System: BMC intends to implement an on-line system wherein

application for citizen service for Birth and Death Certificate to be handled in a user friendly portal

within the defined timelines. The purpose is to reduce dependency on internal actors in the process

and make the system more transparent and citizen friendly. It is intended to integrate with the

Finance and Accounting (Receivables) module to have clear picture of income from the Birth and

Death intervention of the BMC.

4. Project Objective The broad objectives of the project are stated as follows:

a. Focus on clearly laid down service levels for issuance Birth and Death Certificate services

b. Improve efficiency and effectiveness in citizen engagement and interaction with other concerned

stakeholders (i.e. Project Management Unit (PMU), BMC, Contractors/Vendors, etc.)

c. Improve quality of internal operations to support and stimulate good governance

d. Reengineering of existing processes and leveraging use of Information Technology

e. Increase overall process transparency and improve accountability and ownership of BMC internal

resources

f. Bring about improvements in efficiency and effectiveness of business processes/functions of BMC

g. Establish a mechanism for outcome based monitoring and evaluation

h. Ensure optimal fund utilization in the design and implementation of the project

i. Integration with current IT initiatives

j. Create hassle free service delivery channels for hassle free service for Citizen

k. Establish Management Information System and Decision Support System


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This project envisages delivering the following benefits to the Citizens, Business, Government and

Employees of BMC; the Selected Bidder’s solution should be aligned towards realizing these

benefits:

Citizen:

i. Improved Response Time for services: Online Birth and Death Certificate System will benefit the

citizens with status updates pertaining to the progress of the online Birth and Death Certificate

services.

ii. Convenient online payment mode for payment of various fees

iii. The applicant can obtain the digitally signed copy of the online Birth and Death Certificate system

after approval directly from the portal.

iv. Ease of application submission through ubiquitous accessibility to the portal

v. System generated acknowledgement (with date and time stamp) while submission of application

vi. Email/SMS based communication to citizen about the schemes, projects & events etc.

vii. Dissemination of accurate Information to the citizen

viii. Improved Quality of Service – Defined SLA for each service will ensure better customer experience.

Successful adherence to the same along with an effective escalation matrix will help in bringing more

accountability of employees.

Government:

i. Effective planning, monitoring and implementation of various process and mapping it to schedule.

ii. Effective governance, regulation and enforcement as per the West Bengal Municipal Corporation

Act.

iii. Prompt processing of files through File Management Systems.

iv. The workflow engine and Role Based Access Control (RBAC) will enable efficient administration of

internal office procedures.

v. Timely fund allocation, need based plan development, effective management, monitoring &

communication facility among officials.

vi. Efficient and transparent institutional processes across the departments for strict adherence to the

quality standards.

vii. Adopting best practices and modernization of infrastructure will help in enforcing the present rules

and regulation effectively.

viii. Enhanced information availability will help in taking on time decisions.


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BMC Employees:

i. Operating Guidelines: The departmental processes as well as intra department processes will be

standardized. This will help effective and efficient way of working within the department and benefit

the different levels of employees to work in collaborative manner

ii. Intervention of Technology: With the help of the envisaged e-Governance solutions for online Birth

and Death Certificate system, the information will be available at a single location and the same

information will be available to all users resulting in seamless information flow, all databases in a

single location and accessible to concerned people using access rights and control mechanism.

iii. Process Re-engineering: e-Governance solution will transform the working of the departmental

processes by undergoing Business Process Re-engineering (BPR) which will reduce the cycle

time by eliminating non-value-added activities and will enhance the productivity.


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5. Letter of Invitation

Bidhannagar Municipal Corporation Poura Bhawan, FD – 415A, Sector III,

Salt Lake City, Kolkata – 700 106, West Bengal

NOTICE INVITING QUOTATION

Bidhannagar Municipal Corporation (BMC) invites sealed tender from Indian software development

agencies for undertaking “Design, Development, Implementation, and Maintenance of Online Birth

and Death Certificate System for Bidhannagar Municipal Corporation”.

The NIQ Document containing the details of qualification criteria, submission requirement, brief objective

& scope of work and evaluation criteria etc. can be downloaded from the website www.bmcwbgov.in

and e-Tender site of Government of West Bengal

Further details, if any, may be obtained from Executive Engineer, PWD, Bidhannagar Municipal

Corporation, 1st Floor, Poura Bhawan, FD – 415A, Sector III, Salt Lake City, Kolkata – 700 106 during

working hours.

Last date for submission of tender is 9th-July-2019 up to 3:00 PM. Sealed envelope marked to the

captioned address, containing tender may be submitted mentioning “Selection of SI for Design,

Development, and Implementation of Online Birth and Death Certificate System for Bidhannagar Municipal

Corporation” on the top cover:

Executive Engineer, PWD, Bidhannagar Municipal Corporation

Poura Bhawan, FD – 415A, Sector III, Salt Lake City, Kolkata – 700 106, West Bengal

Agencies meeting the qualification criteria may be invited for presentation / proposal before the selection

committee of BMC.

Executive Engineer, PWD,

Bidhannagar Municipal Corporation

Poura Bhawan, FD – 415A, Sector III,

Salt Lake City, Kolkata, West Bengal

Note: BMC or any of its designates reserves the right to cancel this request for tender and/or invite afresh

with or without amendments, without liability or any obligation for such request for tender and without

assigning any reason. Information provided at this stage is indicative and BMC reserves the right to

amend/add further details in the tender.


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SECTION – B: DATE AND TIME SCHEDULE Bidhannagar Municipal Corporation (BMC) invites e-tender for Implementation of e-Governance Solution

in Bidhannagar Municipal Corporation. e-Tenders are invited from reputed organizations (as System

Integrator) having sufficient experience and credentials for successful implementation of e-Governance

solution in a Government Department/ PSU or any reputed organization. Submission of bid should be

through electronic bidding process.

1. Tender No. & Date Tender No.321/PWD(BMC) dated : 18-06-2019

2. Brief description of Job Design, Development, and Implementation of Online Birth

and Death Certificate System at Bidhannagar Municipal

Corporation, Government of West Bengal.

3. Earnest Money Deposit Rs. 50,000/- (Rupees Fifty Thousand only) ) to be deposited

through e-Tender portal only by Net Banking/NEFT/RTGS

4. Date of Downloading/Sale of

Tender document

18-June-2019 5:00 PM ; Websites - https://wbtenders.gov.in

5. Pre-Bid Meeting date & time 25-June-2019 at 3:30 PM

• The person should have a proper authorization letter in

respective company Letter Head.

• Only queries as per format (Section - F) reaching

Bidhannagar Municipal Corporation b 22-June-2019 at

5:00 PM. will be taken for consideration.

• Queries should be sent to The Executive Engineer PWD,

Bidhannagar Municipal Corporation, e-mail –

[email protected]

6. Corrigendum, if any will be

published (On Line)

To be informed later

7. Bid Submission Start date & time 18th-June 2019 at 5:00 PM.

8. Last date & time of EMD

submission

9th-July-2019 at 3:00 PM.

9. Last date & time of Bid

Submission

9th-July-2019 at 3:00 PM.

10. Date & time of Technical Bid

Opening

11th-July-2019 at 3:30 PM.

11. Venue of Pre-Bid Meeting &

submission of EMD & Tender

Application Fee


4th Floor, Conference Room



12. Contact person Executive Engineer, PWD,

Bidhannagar Municipal Corporation,

e-mail – [email protected]

Note:

The tender must be submitted in online mode only.


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SECTION – C: GUIDANCE FOR E-TENDERING Instructions / Guidelines for electronic submission of the tenders have been annexed for assisting the

Bidders to participate in e-Tendering.

a. Registration of Bidder:

Any Bidder willing to take part in the process of e-Tendering will have to be enrolled & registered

with the Government e-Procurement System through logging on to https://wbtenders.gov.in..

b. Digital Signature Certificate (DSC):

Each Bidder is required to obtain a Class-II or Class-III Digital Signature Certificate (DSC) for

submission of tenders from the approved service provider of the National Informatics Centre (NIC)

on payment of requisite amount. Details are available at the Web Site stated above. DSC is given

as a USB e-Token.

c. The Bidder can search & download NIQ electronically from computer once he logs on to the

website mentioned above using the Digital Signature Certificate. This is the only mode of collection

of Tender Documents.

d. Submission of Tenders:

Tenders are to be submitted through online to the website stated above in three folders at a time,

one in Techno Commercial Proposal & the other is Financial Proposal before the prescribed date

& time using the Digital Signature Certificate (DSC). The documents will get signed and encrypted

(transformed into non readable formats)

The proposal should contain scanned copies of the following in three covers (folders).

Techno Commercial Cover:

Eligibility Document 1 (scanned in one pdf format then upload)

1. Copy of receipt of Earnest Money Deposit (EMD)

2. Declaration of Eligibility Criteria (Annexure-I) along with eligibility documents mentioned for each

Eligibility Criteria.

Technical Document 2 (scanned in one pdf format then upload)

1. Technical Proposal with Compliance Statement (Annexure II – Bid Forms)


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Financial Cover:

Financial quote will be uploaded with quoted rates in the BOQ excel sheet provided. Absence of this

document shall lead to summary rejection of the bid.


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SECTION – D: PROCESS OVERVIEW, SCOPE OF WORK &

RESPONSIBILITY

1. Process Overview

a. Online application facility for citizens to apply for Birth and Death Certificate. Workflow based

application processing and generation of Birth and Death Certificate from the online system. Facility

for citizens to pay the necessary fees online/offline and download the Birth and Death Certificate from

the online system.

1. Birth & Death Certificate

Following are the macro level functionality that will be incorporated in the online system for birth and death

registration and certificate issuance.

a. Online application for Birth and Death certification will be part of the citizen services delivery

module.

b. Workflow based solution will be used for the approval process.

c. Facility for the users to pay the fees online.

d. Web based interface for delivery of the certificates for the citizens.

e. Complete audit trail to be maintained to track the process from application to certificate(s) printed

by each user.

Integration with the Finance & Accounts module of BMC for real time information on the collection

made and the certificates issued

Note: • The functional requirements for each of the aforementioned modules are mentioned in

Section G in this RFP.

• There may be removal of any feature based on actual requirement during implementation,

subject to discussion and agreement of both BMC and SI.


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2. General Requirement

1.1 Work Flow Application should have a generic workflow engine. This generic and dynamic workflow engine will

allow easy creation of workflow for new roles of the system or change the workflow as per need of

BMC policy creating a change request and additional cost.

1.2 Integration & Interfacing Requirement:

The application shall be open for integration, interfacing and data exchange with other

Government/BMC Applications with platform and technology independent facility. The proposed

application should have facility for integration with Payment Gateways and further fetching and

processing the data received through any integration in the existing/upcoming BMC

databases/applications.

1.3 Role Management The application should support the user role management and the accessibility to different

scree/module will be based on the role. The role management module should be controlled by

admin users using frontend interfaces only. There should not be any manual backend DB update

for role management. The role management module should be generic and should support any new

module, if added in future. There should not be any change request and additional cost on adding

any new role and management of same.

1.4 Hosting of the online system in cloud environment Following section describes the breakups for hosting application in private cloud.

a. Cloud hosting environment is considered.

b. The unit Amount is considered per month and the total amount is considered for one year.

c. The cloud service provider must be empaneled with Ministry of Electronics and Information

Technology (MeitY), Government of India and compliant of all the policies of MeitY.

d. The following tentative cloud hosting environment can be used for proposal, however the hosting

environment details needs to be provided by bidder in technical proposal as per suggested solution

by SI

Sl. # Particulars

1. 2 Virtual Machine (CPU), 2 for Application Server. VMs will be accessed through load

balancer. Operating System (OS) will be used for VM.

2. Octa-core processor with 16 GB RAM for each of Application Server. 5 GB Hard disk space.

3. 2 Virtual Machine for Database (DB) Server. DB will be in cluster.


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4. Octa-core processor with 16GB RAM and 5 GB hard disk for each DB server.

5. DB size will be 5GB initially and can be increased with additional amount.

6. Managed service will be provided by SI.

7. All the system software licenses would be cloud based.

8. Bandwidth to server will be as per use and considered within the proposed cost.

1.5 Dashboard The application should have a dashboard on the transactions in suggested modules. The

dashboard should have role based and user specific access. The dashboard should be configurable

and new details for module can be added to dashboard without or with minimum change of code

base. There should not be any change request and additional cost for adding new module details

in dashboard.

1.6 Bilingual

The application should have user interfaces in both English and Bengali.

1.7 SMS and Email Integration: For the online Birth and Death Certificate module, the application should be integrated with SMS and

Email system for communication with various stakeholders including citizen. The SMS and Email

should be sent to stakeholders on any transactions. The SMS and Email integration facility should

be generic, so that can be integrated with any new module, if added in future. There should not be

any change request and additional cost for integration with newly added module.

1.8 Audit trail and logging The application should provide audit trail of transactions and error logging features for all the

suggested modules. The audit trail and logging features required for various analysis and audit

purpose by BMC. Any new module addition in future in the application should be configured

automatically for audit trail of transaction and logging of errors. There should not be any change

request and additional cost for configuring audit trail of transaction and error logging in newly added

module.

1.9 Exception Handling The application should provide robust exception handling feature along with error tracing and detail

information of error. However users of the application should view general and user friendly error

statement. The exception handling facility should be generic, configurable and applicable for all the


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suggested modules of the application and any newly added module in future. There should not be

any change request and additional cost for configuring the exception handling with newly added

module.

1.10 Application Hosting The application hosting environment should be capable enough for hosting of new module. Any

new module addition/hosting should be done without any change in or with minimum change in

hosting configuration. The SI should manage the configuration of hosting environment of application

within the scope and suggested cost.

1.11 Migration

The migration activities should be carried out at SI in secured and specialized environment after

collecting required data from BMC. Any error in the digitized or migrated data should be fixed by

the SI without any change request or additional cost.

3. Scope of Work and Responsibility System Integrator shall undertake following project activities as part of Project Implementation Services:

Project Implementation Planning SI shall be responsible for preparing a schedule of work which shall highlight implementation plan for all

the Project milestones. The schedule shall identify the design, develop, supply, installation, integration,

test, training & handholding for the software and hardware components for the project and go-live. The

schedule shall also show Client and any third party responsibilities along with the activities in the timeline.

SI shall conduct bi-weekly meetings between the Client (and/or its representative) and the ‘key personnel’

to discuss project progress and implementation in BMC. All key personnel associated with the project shall

also be available for meetings whenever asked by the Client or its representative.

SI shall also be responsible for effective risk and issue management and escalation procedures along with

matrix as part of project management. SI shall identify, analyze, and evaluate the project risks and shall

develop cost effective strategies and action plan for mitigation of risks. As part of the Project SI shall

monitor, report and update risk management plans and shall be discussed during project meetings.

SI will submit the list of project deliverables along with template of all the reports and Minutes of the

Meetings (MoM) for due discussion and finalization.


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Requirement Gathering & Design SI will be responsible for conducting the detailed system study to gather the requirement for the online

system to be developed for which SI needs to submit the meeting plan with stakeholders in advance. SI

will submit Minutes of the Meetings (MoM) mentioning the discussion details and requirements gathered

within one day of the meeting and ensure acceptance from the concerned stakeholder on the same. The

application software modules to be developed for the online system are mentioned above.

Design SI will be responsible for designing the modules of application software for the online system before

initiating development of modules for the application software. SI will submit the Functional Requirement

Specifications (FRS), System Requirement Specification (SRS), High Level Design (HLD) and Low Level

Design (LLD) to BMC for the modules of the application software as per the scope of the work.

The High Level Design (HLD) documents includes but not limited to the following documents:

a. Application Architecture Document.

b. Use Cases.

c. ER Diagrams and other data modeling documents.

d. Logical and Physical database design.

e. Data Dictionary and Data Definitions.

The Low Level Design (LLD) documents includes but not limited to the following documents:

a. Application flows and logic including pseudo code.

b. Graphical User Interface (GUI) design (screen design, navigation, etc.)

SI will design a prototype of the modules to be developed and present it to the representatives of BMC to

ensure expectations / all the requirements of BMC are properly captured.

Development SI will develop the modules of the application software for online system as per the requirement and

finalized prototype. SI will conduct periodic review meetings to update the status of development of the

modules. The technology platform chosen for all software should be based on industry standards and

should be secure. SI will procure the necessary hardware for installation and testing of the application

software developed for the online system.


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Testing SI will be responsible for conducting in depth testing of the application software for online system. SI will

submit a detailed test plan and test cases to be used for testing of the developed modules of the application

software for the online system. Duly approved test plan and test cases will be used for conducting test. SI

will provide the test environment and conduct the Unit Testing, System Testing and integration testing of

each module developed.SI will share the detailed test report and resolve all the bugs / errors identified

during testing.

User Acceptance Test (UAT): SI will support in setup of UAT environment at BMC and submit test cases

for UAT for review and approval. After successful completion of Unit Testing, System Testing and

integration testing of each module SI will initiate the UAT. During UAT phase SI will setup a staging

environment and host the modules for UAT. SI will train the selected resources of BMC for UAT and

approved test cases for UAT will be used for this purpose. SI will monitor the UAT phase and submit UAT

report and highlight the bugs / errors identified during UAT. SI will be responsible for resolving all the bugs

/ errors identified during this phase.

Capacity Building & Change Management Capacity building measures will concentrate mainly on equipping the people with the appropriate skills for

using the application and help them to grow with the organization. It will help the people to overcome the

deficiencies / fear in dealing with the new processes and will also address the related issues.

Communication will address the various methods in which the Department can reduce differences that

may creep up between the employees and the Department while implementing the new processes. It will

help BMC in conveying the effective and efficient message to its employees and hence mitigating the risk

of resistance from the employees.

Change management basically to deal with the efficient linking of people with new / modified process and

technology. These three approaches will help the Corporation in the successful implementation of a

comprehensive IT based solution by reducing the “resistance to change”, both from internal stakeholders

as well as from external stakeholders.

Capacity Building Plan a. Application Software Training: This training is targeted to employees of BMC involved in delivering

services to the citizen for Birth and Death Certificate b. Applications Training: Application software modules will be developed and implemented for the

envisioned IT solution. Adequate hands on training to operate each application software module such


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as Birth and Death Certificate will be provided to the employees involved in the concerned functions

of BMC. These training sessions will also provide detailed insights to the employees for new processes

(in case of process reengineering) along with case studies. This training will be provided to all the

employees of BMC for each specific application software module as per their respective functional

area.

c. Masters’ Training (Train the Trainers): This training is targeted to the selected representative from

each dept. /service of BMC who will further support in future capacity building needs. Key resource

persons will be identified for various functional areas basing on their proficiency, performance and

adaptability to change. These resources will be trained in Train-the-Trainer mode so that they can train

other resources in future on computer basics as well as on various application software modules.

These resources will become in-house trainers for BMC and can conduct various refresher as well as

new training sessions on computer basics and application software. These training sessions will

include but not limited to the following topics.

i. In-Depth training on operation and maintenance of Application Software Modules.

ii. Trouble shooting related operation/use of system for computer, connectivity and application

software modules.

d. Application Administration Training: Application administration training would be provided to key

administrators who would be designated as super users having administrative rights of the application.

The basic training to these administrators would be provided by the System Integrator. This training

session will include but not limited to the following training.

i. User Management

ii. Access Right Management

iii. Master Data Management

Training Material and manuals: All the training would be Instructor-Led Training (ILT) conducted by

trained and qualified instructors in a classroom setting. To maintain consistency, standard templates

should be used for each component of a module. The scope of developing and designing the Training

Manuals, User Manuals, Operational and Maintenance Manuals shall lie with the SI. The following mode

of delivery may be considered for imparting effective training to the officials: Course Presentation

(PowerPoint) Instruction Demonstrations (Application training environment) Hands-on Exercises

(Application training environment) In addition to the ILT, for the modules that may be more appropriate to

be conducted through a Computer Based Training (CBT), a CBT should be developed for them. CBT

should involve training delivered through computers with self-instructions, screenshots, simulated process

walkthrough and self-assessment modules.


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Training Type: trainings would be of two types:

Functional Training - This training would focus on the usage of application software so that the users are

aware of all the operations of the application systems, ensuring a smooth run of automation software. It

would be covered for each of the functional module.

Administrative Training - This training would focus on the administration of Application Software and

would be imparted to the IT Cell staff of BMC.

Training Environment Setup: SI will be responsible for providing the computers, training server, LAN

connectivity and any other technical equipment for setting up the training center at BMC headquarters.

BMC will be provide the basic amenities for the training center such as room / space to conduct training,

furniture, fan, light, electricity connection, etc.

System Documents, User Documents: SI will provide documentation, which should follow the ITIL (Information Technology Infrastructure Library)

standards. This documentation should be submitted as the project undergoes various stages of

implementation. Indicative list of documents include: MOM signifying gathered requirement, Functional

Requirement Specification, System Requirement Specification, High Level Design, Low Level Design,

Periodic Review and Progress Report, Training Material: Training Material will include the presentations

used for trainings and also the required relevant documents for the topics being covered.

User Manuals: For all the Application Software Modules, required for operationalization of the system.

System Manual: For all the Application Software Modules, covering detail information required for its

administration.

Security Certification Installation Manual Source Code versioning document Note: SI will ensure upkeep & updating of all

documentation and manuals. Application Software Certification from any CERT-in empaneled security

auditor Upon successful UAT and prior to the Go Live, BMC shall undertake testing and certification of the

Software by the any CERT-in empaneled security auditor. SI shall be required to provide necessary

support to the certification agency and carry out necessary changes and updates to the system to meet

the compliance requirements. The cost for obtaining the security certificate from CERT-in empaneled

security auditor will be borne by the SI.


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Test & Live Implementation Upon completion of above activities, SI will have to submit detail plan for the live implementation (going to

production environment) of the system. SI has to ensure that the Application Software is completely

operational as per the requirements and all the acceptance tests are successfully concluded as per the

satisfaction of BMC.

Application Hosting The online system will be hosted by the SI in Cloud Service Provider’s Data Centre

environment. The Infrastructure/Data Centre environment should be of Tier-II standards (Uptime Institute)

the entire hosting should be from a Single location for all Data Centre equipment with perimeter and

physical security. The Data Centre site must be located in India. SI will ensure the provisioning of IT

infrastructure for cloud hosting and its security to run the online system smoothly for BMC. SI will ensure

the periodic backup of database to keep the Data under secure environment. SI will also ensure the

availability of application uptime by 99.99% by providing necessary BCP.

SI shall undertake the following services for the period of 1 Year after Go-Live from the date of

Implementation Completion Certificate issued by project steering committee of BMC.

Data Management and Decision Support Dashboard: SI shall be responsible for extending support to BMC

officials for Data Management such as: Data entry Screens, Report Generation, Data Analysis, Data

Cleansing, etc. Data should be in English. Data should be Unicode compliant. SI will manage the update

of static / dynamic data for the Web Portal, after due validation from BMC.

Data Migration/Data Digitization:

SI will be responsible for migrating the available data from the existing system / available in the digital

format to the application software of the online system after due approval of BMC. SI will also support in

digitizing the data wherever necessary available in the physical form.

The following section describes the breakups for migrating existing data available in XLS format.

Sl. # Department Item Type Quantity Unit Data

Format

1 Birth& Death

Certificate

Birth Certificate

Data

Migration 20000 Records XLS**

** The data will be made available in XLS format by BMC and supplied as per the migration plan and structure submitted by SI.


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Application Security System should have proper authorization mechanism in place to give only the designated users viewing

or changing permissions.

All the application software of the online system will be role and right based equipped with adequate

access control mechanism. System should have the ability to perform password management functions

including controlled password expirations, minimum password length and enforcement of alphanumeric

password standards, password history logging and user locking for failed login attempts.

In some approval cases digital signature authentication is required. So application should be integrated

with digital signature certificate for secured access for limited users.

Should maintain an audit trail of all the transactions and all entries into the system.

Change Request SI will submit a Change Request for any change in the scope of delivery or performance as per the signed

contract. All the change request needs to be approved by the competent authority or Project Monitoring

Committee or Project Steering Committee as deemed appropriate basing on the Change Request. SI will

provide necessary Change Request support up to 20% of change without any charging.

Annual Operation & Maintenance Support Charge for Customized online system

SI will be responsible for the defect free functioning of the online system and will undertake following as

part of Annual Operation & Maintenance Support Charge for online system:- Resolve any issues including

bug fixing, improvements in presentation and/or functionality and others within a duration mentioned in

Service Level Agreement.

Software version management, and software documentation management reflecting features and

functionality of the solution has to be maintained out by SI.

The Annual Operation & Maintenance Support should be for 1 year after Go live of all two modules, which

may be increased based on the requirement BMC and performance of SI with negotiation of contract

value.


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SECTION – E: ELIGIBILITY CRITERIA FOR BIDDER

Sl. # Eligibility Criteria Document Proof

1. Bidder should be a company registered under the

Companies Act, 1956 and 2013 or an LLP and in

operation for at least 5 years as on date of

submission of bid and should have their

registered offices in India.

Certificate of Incorporation / Registration under

companies Act, 1956 or 2013 or LLP Act of

2008

2. The Bidder should have average Annual Sales

Turnover (from services related to IT/ITeS/ICT)

of minimum 50 Lakhs during the last three (3)

financial years (FY 16-17, FY 17-18, FY 18-19).

The Bidder should also have positive net worth

as on 31/03/ 2019.

a) Copy of audited financial statements Or

b) Certificate from the chartered

accountant/statutory auditor / company

secretary of the company regarding annual

sales turnover from IT or ITeS/ ICT

3. The bidder should have implemented at least

one e-Governance solution (that includes

customization and implementation) in any

Government/ PSU/ Government Financial

Institute/ Semi Government/ Municipal

Corporation / Municipality / Municipal

Corporation / Development Authority as System

Integrator in the last 3 financial years (2015-

16,2016-17 & 2017-18) with total Number of

users >= 100. For these projects, the minimum

contract value should be at least INR 15 Lakhs

‘System Integrator’ role shall necessarily include

projects where scope of work includes

application development, training & maintenance

services in at least 2 of the following:

Application Development

Application Training

IT Support and Maintenance Services

Photocopies of Work Orders / Credentials,

Documentary evidences / letters from clients

and contact details of client and references for

each project to be submitted.

4. The Bidder should have experience executing

at least three e-Governance

projects in India during last 5 Financial years

(as on 31/03/2019). The minimum value of each

project should be at least INR 10 Lakhs

‘SI’ role shall necessarily include projects where

scope of work includes application development,

Photocopies of Work Orders / Credentials,

Documentary evidences / letters from clients

and contact details of client and references for

each project to be submitted.


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Sl. # Eligibility Criteria Document Proof

training & maintenance Services at least 2 of the

following:




5. The Bidder should not have been

blacklisted/debarred by Central Government /

Any State Government in India/PSU in last 5

years .

Self-declaration by the authorized signatory of

the Bidder, in the format given in the RFP.

6. The Bidder must have valid ISO

9001:2008/2015

Copies of the valid certificates from authorized

agencies

7. Existence in Kolkata: The bidder should have a

center operational in Kolkata or shall furnish an

undertaking to open an operation center within

1 month from award of the project.

Self-Declaration in company’s Letterhead

8. The bidder shall submit the Power of Attorney of

Authorization for signing the bid in Rs.100.00

(Rupees Ten Only) Non Judicial Stamp Paper.

Scanned copy of Power of Attorney needs to

be uploaded

9. Bidder should submit Earnest Money Deposit

(EMD) of Rs. 50,000/- (Rupees Fifty Thousand

only) using online payment system of e-Tender

site.

Scanned copy of EMD needs to be uploaded

and original to be submitted with Technical

Proposal

10. Other legal documents:

• Trade License

• GST Certificate

• Income Tax Return ( Latest 3 years )

• PAN Card

• Articles of Association/ Company Registration

(depending on company type)

Scanned copy of the documents

In absence of any of the above, the bid will be treated as non-responsive and summarily rejected.


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SECTION – F: INSTRUCTION TO BIDDER

1. Definitions

In this document, the following terms shall have following respective meanings:

“Online Birth and Death Certificate” shall comprise of development of application, implementation of

application software, hosting of the software application and maintenance of the software application in

the entire business operation of BMC.

“Acceptance Test Document” means the document, which defines procedures for testing the

functionalities (as defined in the FRS document) of installed system. The document will be finalized with

the SI within 7 days of issuance of the Letter of Award.

“Agreement" means the document to be signed (on non-judicial stamp paper) between the successful

bidder and Bidhannagar Municipal Corporation including all attachments, appendices, all documents

incorporated by reference thereto together with any subsequent modifications, the RFP, the bid offer, the

acceptance and all related correspondences, clarifications, presentations.

“Bidder” means any firm offering the solution(s), service(s) required in the RFP. The word Bidder when

used in the pre-award period shall be synonymous with Bidder, and when used after award of the Contract

shall mean the successful Bidder with whom Bidhannagar Municipal Corporation signs the agreement for

application development, Hosting, and render maintenance services for the application.

“Contract” is used synonymously with Agreement.

“Contract Price” means the price to be paid to the Contractor for providing the Solution, in accordance

with the payment terms.

“SI/Contractor” means the Bidder whose bid to perform the Contract has been accepted by Tender

Committee and is named as such in the Letter of Award.

“Confidential Information” means all information including Bidhannagar Municipal Corporation’s Data

(whether in written, oral, electronic or other format) which relates to the technical, financial and business

affairs, which is disclosed to or otherwise learned by the Bidder in the course of or in connection with this

Agreement (including without limitation such information received during negotiations, location visits and

meetings in connection with this Agreement).

“Deliverables” means the application software, hosting and maintenance services agreed to be delivered

by the Bidder in pursuance of the agreement as defined more elaborately in this RFP, Implementation and


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Maintenance phases which includes all documents related to the user manual, technical manual, design,

process and operating manuals, service mechanisms, policies and guidelines (such as security related,

data migration related), inter alia payment and/or process related etc., source code and all its

modifications.

“Default Notice” shall mean the written notice of Default of the Agreement issued by one Party to the

other.

“Installation” Shall mean installation of application software, implementation and integration to achieve

functional objectives defined in the RFP.

“Fraudulent Practice” means a misrepresentation of facts in order to influence a procurement process or

the execution of a Contract and includes collusive practice among Bidders (prior to or after Bid submission)

designed to establish Bid prices at artificial non-competitive levels and to deprive the Bidhannagar

Municipal Corporation and eventually Government of West Bengal of the benefits of free and open

competition.

“GoWB” / “Government” / “Gov. of W. Bengal” means the Government of West Bengal.

“GoI” shall stand for the Government of India.

“Implementation Period” shall mean the period from the date of signing of the Agreement and up to the

issuance of Final Acceptance Certificate for the project.

"Law" shall mean any Act, notification, bye law, rules and regulations, directive, ordinance, order or

instruction having the force of law enacted or issued by the Central Government and/or the Government

of West Bengal or any other Government or regulatory authority or political subdivision of government

agency.

“LOI” means issuing of Letter of Intent shall constitute the intention of the Bidhannagar Municipal

Corporation to place the Purchase Order with the successful bidder.

“Personnel” means persons hired by the Bidder as employees and assigned to the performance of the

Application Solution or any part thereof.

“Project” means Design, Development, and Implementation of Online Birth and Death Certificate System

for Bidhannagar Municipal Corporation, Government of West Bengal.

“Project Implementation” means Project Implementation as per the testing standards and acceptance

criteria prescribed by Client or its nominated agencies.


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“Project Plan” means the document to be developed by the Bidder and approved by Project Steering

Committee (PSC), Project Monitoring Committee (PMC) and Project Management Unit (PMU)/IT Cell as

set out by Bidhannagar Municipal Corporation, based on the requirements of the Contract. The project

plan may be changed/ modified during the course of the project. Should the Project Plan conflict with the

provisions of the Contract in any way, the relevant provisions of the Contract, including any amendments,

shall prevail.

“Period of Agreement" means one (1) year from the date of signing of agreement.

“Material Breach” means a breach by either Party (Client or Bidder) of any of its obligations under this

Agreement which has or is likely to have an Adverse Effect on the Project which such Party shall have

failed to cure.

“Parties” means Client and Bidder for the purposes of this Agreement and “Party” shall be interpreted

accordingly.

“Services” means the work to be performed by the Bidder pursuant to this Contract, as described in the

detailed Scope of Work.

"System Integrator/ SI/ Operator" means the company providing the services under Agreement.

“Requirements” shall mean and include schedules, details, description, statement of technical data,

performance characteristics, standards (Indian as well as International) as applicable and specified in the

Contract.

“BMC” means Bidhannagar Municipal Corporation

“Termination Notice” means the written notice of termination of the Agreement issued by BMC.

“Software Application” means the application designed, developed/customized, tested and deployed by

the Bidder for the purposes of the Project and includes the source code (in case of Bespoke development)

along with associated documentation, which is the work product of the development efforts involved in the

Project and the improvements and enhancements effected during the term of the Project, but does not

include the proprietary software components and tools deployed by the Bidder.

“Successful Implementation / Go-Live” will mean:

• Successful application deployment, hosting and UAT of the modules implemented.

• Successful Data migration after verification and approval by BMC.


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• Achievement of the Performance Levels as expected during all phases (Development, UAT, Go

Live, Maintenance etc.)

• Acceptance/Sign off from PSC, PMC, PMU/IT Cell of BMC.

• Completion of Training and capacity building.

“Services” means the services delivered to the Stakeholders of Client or its nominated agencies,

employees of Client or its nominated agencies, and to professionals, using the tangible and intangible

assets created, procured, installed, managed and operated by the Bidder including the tools of information

and communications technology and includes but is not limited to the list of services specified in this RFP.

“Service Level” Means the level of service and other performance criteria which will apply to the Services

delivered by the bidder.

“SLA” means the Performance and Maintenance SLA executed as part of the Master Service Agreement.

“BMC Data” means all proprietary data of the BMC generated out of operations and transactions,

documents pertaining to all data and related information including but not restricted to user data which the

Bidder obtains, possesses or processes in the context of providing the Services to the users pursuant to

this Agreement.

2. Submission of BID

Bids are to be submitted through online to the website as stated above in three folders at a time, one in

Eligibility Document, one in Technical Proposal & the other is Financial Proposal before the prescribed

date & time using the Digital Signature Certificate (DSC). The documents are to be uploaded virus scanned

copy duly Digitally Signed. The hardcopy of the uploaded technical bid are also need to be submitted at

the BMC office before the schedule time as mentioned in the Section B.

Packaging of Bid for physical submission of Technical proposal:

1.1 Technical Proposal as per the prescribed format to be submitted in two hard copies in separately

sealed envelopes super scribed as “Technical Proposal for Selection of SI for Design,

Development, Implementation, and Maintenance of Online Birth and Death Certificate

System for Bidhannagar Municipal Corporation, Government of West Bengal Tender

Reference No.: < 321/PWD(BMC) DATED: 18-06-2019>”.

The receipt of online payment of EMD for the bid must be included and uploaded along with

Technical Proposal.

The financial proposal will be submitted through e-Tender only, not in physically.


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3. Query

The last date of submission of queries is 22nd-June-2019 at 5:00 PM Hrs. The queries shall be submitted

in the format as provided below. Queries will be sent to Executive Engineer, PWD ([email protected]).

Each Bidder shall send only one e-mail containing the Pre-Bid Queries, as per format. In case of more

than one e-mail, only the queries provided in the first e-mail shall be considered.

Organization Name: Address: Contact Person Name: Contact Phone No: E-mail id: Sl. No. Section & Page

Number(s) Content of RFP requiring Clarification(s)

Points of Clarification

1.

2.

3.

4.

4. Pre Bid Meeting

Pre Bid Meeting will be held on 25th-June-2019 at 3:30 PM hours at premises of Bidhannagar Municipal

Corporation 4th Floor, Conference Room, Poura Bhawan, FD – 415A, Sector III, Salt Lake City, Kolkata –

700 106, West Bengal. The Bidders’ designated representatives are invited to attend the Pre-Bid

Conference at their own cost, which is to be held at the venue and time mentioned above.

Only the queries received within the stipulated date prior to the Pre Bid Meeting will be answered. It may

not be practicable at the Pre-Bid Meeting to answer questions received late, but questions and responses

will be transmitted to the prospective bidders through appropriate means. However, it will be bidder’s

responsibility that they collect all responses and in case the clarifications have not reached the bidders,

they can download the same from BMC website which will be notified at the time of bidders’ conference.

Non-attendance at the Pre-Bid Conference will not be a cause for disqualification of a Bidder. Maximum

of two (2) persons from each bidder would be allowed to attend the conference. The attendees should

possess valid company I- Cards and authorization letter in company’s letter head.

5. Cost of Bidding

The bidder shall bear all costs associated with the preparation and submission of the bid and BMC in no

case be responsible for those costs regardless of the conduct or outcome of the bidding process.


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6. Bid Document

Bidder is expected to examine all instructions, forms, terms and requirement in the bid document. The

invitation to bid together with all its attachment thereto shall be considered to be read, understood and

accepted by the bidder unless deviations are specifically stated in the seriatim by the bidder. Failure to

furnish all information required by the bid document or a bid not substantially responsive to the bid

document in every respect may result of the bid.

7. Amendment of Bid Document

At any time prior to the deadline for submission of proposals, BMC reserves the right to add/modify/delete

any portion of this document by issuance of an Corrigendum, which would be published on the website

and will also be made available to the all the Bidder. The Corrigendum shall be binding on all bidders and

will form part of the bid documents.

8. Language of Bid & Correspondence

The proposal will be prepared by the Bidder in English language only. All the documents relating to the

proposal should also be in English, and the correspondence between the Bidder & BMC will be in English

language only. The correspondence by fax/e-mail must be subsequently confirmed by a duly signed formal

copy.

9. Bidder’s Solution

The bidders are requested to study this RFP document carefully. While submitting the bid the bidder has

to detail out all components needed to complete the solution. The bidder is required quote for each item

retaining all major components/sub system detailed and specified. As the contractor will be responsible

for smooth functioning of the system, adequate support and capacity building during the tenure of the

warranty period have to be take care by the contractor to maintain the guaranteed uptime.

10. Earnest Money Deposit (EMD)

The bidder shall an EMD of Rs. 50,000/- (Rupees Fifty Thousand only) to be deposited through e-Tender

portal only by Net Banking/NEFT/RTGS only. The receipt of paid EMD should be attached with the

Technical bid and uploaded. If the receipt of the paid EMD is not attached with uploaded then the bid will

be rejected.


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The EMD of the unsuccessful bidders after technical and financial evaluation will be returned to the a/c

from which it was paid using online EMD payment system of BMC.

11. Forfeiture of EMD

EMD made by Bidder may be forfeited under the following conditions:

a) If Bidder withdraws the proposal before the expiry of validity period.

b) During the evaluation process, if a Bidder indulges in any such activity as would jeopardize the

process, the decision of BMC regarding forfeiture of EMD shall be final and shall not be called

upon question under any circumstances.

c) If Bidder violates any of the provisions of the terms and conditions of the proposal.

d) In the case of a successful Bidder, if Bidder fails to:

i. Accept the work order along with the terms and conditions laid down in this document.

ii. Furnish performance security.

iii. Violates any of the work conditions of this proposal or indulges in any such activities as would

jeopardize the work.

iv. Submitting false/misleading information/declaration/documents/proof/etc.

The decision of BMC regarding forfeiture of EMD shall be final and shall not be called upon to question

under any circumstances, besides, forfeiture of EMD even the Bidder will be deferred from participating in

any job for a period of one year.

12. Forms and Formats

The various inputs for the Technical and Financial Bids are to be submitted in the format specified. The

bidder shall use the form, wherever specified, to provide relevant information. If form does not provide

space for any required information, space at the end of the form or additional sheets shall be used to

convey the said information. For all other cases, the bidder shall design a form to hold the required

information.

13. Lack of Information to Bidder

The bidder shall be deemed to have carefully examined the Bid document to his entire satisfaction. Any

lack of information shall not relieve the bidder of his responsibility to fulfill his obligation under the bid. If

bidder has any queries relating to bid document then he can send the queries before the Pre Bid Meeting.


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14. Bid Evaluation Procedure

The evaluation process of the tender proposed to be adopted by the BMC is indicated under this clause.

The purpose of this clause is only to provide the Bidders an idea of the evaluation process that the BMC

may adopt.

14.1 Bid Evaluation Criteria

BMC will assign points to the technically qualified bidders based on the technical evaluation criterion

specified in clause 14.2 of this document by BMC. The commercial bids for only the technically qualified

bidders will be opened and reviewed to determine whether the commercial bids are substantially

responsive.

Quality-cum-Cost Based Selection (QCBS) method of selection shall be followed in the ratio of 70:30

for technical and commercial respectively.

14.2 Evaluation of Technical Bids

The evaluation of the Technical bids will be carried out in the following manner:

a. The bidders’ technical solution proposed in the bid document shall be evaluated as per the

requirements specified in this RFP and adopting the evaluation criteria spelt out in this document.

The Bidders are required to submit all required documents in support of the evaluation criteria

specified (e.g. profiles of project resources, detailed project plan etc. and all others) as required

for technical evaluation.

b. Proposal Presentations: The committee shall invite each bidder to make a presentation to BMC

at a date, time and venue decided by BMC. The purpose of such presentations would be to allow

the bidders to present their proposed solutions to the committee and articulate the key points in

their proposals.

c. Proof of Concept: The Bidders are invited to provide Proof of Concept for envisaged services

viz., Citizen Services and Internal processes. Each bidder would be given 30 minutes time each

to present the proof of concept before the committee. All systems, computers, internet etc.

required for this POC shall be organized by the bidders.

d. Following will be the technical evaluation scheme:

i. Each Technical Bid will be assessed for technical score of 100 (maximum) points

ii. To technically qualify the bidder has to score an overall score of 70% (Seventy percent).

iii. In case, any bidder fails to score the minimum cut off mark for any section, the bid of that

bidder shall stand technically disqualified. The minimum score for each section is given in the


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Technical Evaluation Matrix below.

iv. The commercial bid of only technically qualified bidders shall be opened for the evaluation.

The Technical Bid will be evaluated on the basis of responsiveness to the scope of work, applying the

evaluation criteria and points system specified below. The bidders may have to present the technical

proposal to aid evaluation of Technical bids.

The evaluation of the bid will be based on but not limited to the following:

a. Solution Fitment: Demonstration of reasonably high level of functional and technical compatibility

to the needs of the BMC with its inherent diversity of business models.

b. Transfer & Transition: Bidder’s plan for transitioning the application to BMC the end of the term.


TECHNICAL EVALUATION MATRIX

The bidder has to score minimum of 70 marks in aggregate. In case, the bidder fails to score less than minimum aggregate marks, the technical proposal of that bidder would be rejected and consequently the bidder's commercial quote shall not be opened.

Sl. No.

Technical Evaluation

Section Description Point System

Sub Criteria

Max Points

Section Maximum

Marks Form to be used

1. Company Profile 30

a)

Average Annual Turnover from System Integration / IT Projects work in each of the last three years (FY 16-17, FY 17-18, FY 18-19)

Min INR 50 Lakhs & Max INR 74.9 Lakhs

5 a) Copy of audited financial statements

b) Certificate from the chartered accountant/statutory auditor / company secretary of the company regarding annual sales turnover from IT or ITeS/ ICT


10

Min INR 100 Lakhs & above 15

b)

Certification

ISO/IEC 9001:2008/2015 5

Copies of the valid certificates from authorized agencies

ISO/IEC 9001:2008/2015 and ISO/IEC 27001:2005 or above OR ISO/IEC 9001:2008/2015 and SEI CMMi Level 3 or above

10

SEI CMMi Level 3 or above and ISO/IEC 9001:2008/2015 And ISO/IEC 27001:2005 or above

15

2. Project Experience 30

a)

The bidder should have implemented at least one e-Governance solution (that includes customization and implementation in urban sectors) in any Government/ PSU/ Government Financial Institute/ Semi Government/ Municipal Corporation / Municipality / Municipal Corporation / Development Authority as System Integrator in the


5 Form 6


10


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Selection of SI for Design, Development, Implementation of online Birth & Death Certificate System at Bidhannagar Municipal Corporation



Sl. No.



Sub Criteria

Max Points

Section Maximum


last 3 financial years (2014-15, 2015-16, 2017-18) with total Number of users >= 100. For these projects, the minimum contract value should be at least INR 15 Lakhs.

Min INR 25 Lakhs & above 15

b)

The Bidder should have experience

executing at least three e-Governance

projects during last 5 Financial years

(as on 31/03/2019). The minimum value

of each project should be at least INR

10 Lakhs

‘SI’ role shall necessarily include


application development, training &

maintenance Services at least 2 of the

following:




3 Projects

10

More than 3 Projects Maximum 5 projects including 3 projects) 2.5 Mark for each extra project above 3 projects

15

3. Solution Proposed

Evaluation Committee will evaluate whether all the points/ requirements mentioned in the RFP are addressed well and award points accordingly, the important parameters being:-

15

a)

Proposed solution and Fitment to Requirement

Requirements addressed as mentioned in different parts of the RFP and

Solution architecture conceptualized for this project 2

Detailed solution architecture,

deployment strategy, quality

control procedure and standards, Application deployment and testing Strategy

1


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Selection of SI for Design, Development, Implementation of online Birth & Death Certificate System at Bidhannagar Municipal Corporation



Sl. No.



Sub Criteria

Max Points

Section Maximum


the quality of the solution proposed

Quality Control Procedures suggested by responding firm 1

compliance to fit to requirement

sheet (given in annexure)

Interoperability, Interfacing and Integration Architecture 3

Training & Handholding 3

Work plan Timeline 3

Security Architecture & Features

2

Row Intentionally left blank

4. Proof of Concept 25

Demonstration of Functional Requirements Birth and Death Certificate System

Demonstration of Online Citizen Services and Development Processes

Citizen service 10

Demonstration using System (Computers / Internet) etc.

Internal Process 5

User & Role Management 5

Training Methodology 5


14.3 Evaluation of Commercial Bids The Commercial Bids of technically qualified bidders (i.e. above 70 marks) will be opened on the

prescribed date in the presence of bidder representatives.

Only fixed price financial bids indicating total price for all the deliverables and services specified in this bid

document will be considered.

The bid price will include all taxes and levies and shall be in Indian Rupees and mentioned separately.

Any conditional bid would be rejected.

14.4 Correction of Errors Arithmetical errors will be rectified on the following basis: “If there is a discrepancy between the unit price

and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and

the total price shall be corrected. If there is a discrepancy between words and figures, the amount in words

will prevail”.

If there is no price quoted for certain material or service, the bid shall be declared as disqualified.

14.5 Evaluation Method: QCBS Commercial bids of those bidders who qualify the technical evaluation will be opened. A minimum of 70

(Seventy) marks/points have to be scored to qualify in the technical evaluation. The commercial scores

will be calculated as:

Bidder’s normalized Technical Score (TS)

T(S) = (Technical score of the Bidder / Maximum Technical score (T1)) X 100 (rounded off to 2 decimal

places)

The bidder with lowest total commercial quote designated as (L1) will be awarded a score of 100.

Commercial Scores for other technically qualified bidders will be evaluated using the following standard

formula detailed below: -

Commercial Score of Bidder (CS) = (TCQ of L1/TCQ of the Bidder) X 100 (rounded off to 2 decimal

places)

(Final Score = TS*0.7 + CS*0.3)

The bidder with maximum final Score shall be called for Negotiation meeting, as part of procurement

process of BMC.


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Selection of SI for Design, Development, Implementation Online Birth & Death Certificate System at Bidhannagar Municipal Corporation

14.6 BMC’s Right to Terminate the Process

a. BMC makes no commitments, explicit or implicit, that this process will result in a business

transaction with anyone.

b. This RFP does not constitute an offer by BMC. The bidder’s participation in this process may result

in BMC selecting the bidder to engage in further discussions and negotiations towards execution

of a contract. The commencement of such negotiations does not, however, signify a commitment

by BMC to execute a contract or to continue negotiations.

14.7 BMC’s Right to Accept/Reject any or all bids BMC reserves the right to accept or reject any proposal, and to cancel the tendering process / Public

procurement process and reject all proposals 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 BMC action.

15. Bid Preparation Tender shall be submitted in accordance with the following instructions:

a) Tenders shall be submitted in the prescribed forms. Digital signatures shall be used for online bid

submission. Where there is conflict between the words and the figures, the words shall govern.

b) All notations must be in ink or type written. No erasing or overwriting will be permitted. Mistakes

may be crossed out and corrections typed or written with ink adjacent thereto and must be initialed

in ink by the person or persons signing the tender.

c) Tenders shall not contain any recapitulation of the work to be done. Alternative proposals will not

be considered unless called for. No written, oral, telegraphic or telephonic proposals for

modifications will be acceptable.

d) Tenders shall be uploaded as notified on or before the date and time set for the opening of tenders

in the Notice Inviting Tenders.

e) Tenders subject to any conditions or stipulations imposed by the bidder are liable to be rejected.

f) Each and every page of the tender document must be signed with company seal by the bidder.

g) Any bidder may withdraw his tender by written request at any time prior to the scheduled closing

time for receipt of tenders and not thereafter.

15.1 Language of Bids The Bids prepared by the bidder and all correspondence and documents relating to the bids exchanged

by the bidder and BMC, shall be written in the English language.


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15.2 Format & Signing of Bid The original and all copies of the proposals shall be neatly typed and shall be signed by an authorized

signatory/ies on behalf of the Bidder. The authorization shall be provided by written Power of Attorney

accompanying the proposal. All pages of the proposal, except for un-amended printed literature, shall be

initialed by the person or persons signing the proposal. The proposal shall contain no interlineations, erase

or overwriting. In order to correct errors made by the Bidder, all corrections shall be done & initialed with

date by the authorized signatory after striking out the original words/figures completely.

The Bidder shall submit the documents online (through e-Tendering) comprising the proposal as described

in under this bid, bound with the section containing the Form of Proposal and Annexure to Proposal. The

Hardcopy of the uploaded documents are also need to be submitted at BMC office.

15.3 Technical Bid The Technical Bid document shall detail all possible information as required by BMC for technical

evaluation as prescribed in section 14.2. Hence it is mandatory that the bidders read this section in

conjunction with the technical evaluation section to provide information as necessary and adequate to

evaluate the proposals. The minimum information sought from the bidders is given in Section H (Annexure

I & Annexure II). In addition, the bidders are expected to provide the following information:

a. Check List

b. Technical Bid Letter

c. General information about the Bidder

d. All the necessary documents as described in technical bid formats.

e. Board Resolution granting the authorized signatory the right to sign the bid and bind the company

15.4 Commercial Bid The commercial bid shall be submitted for all the services mentioned in the RFP document.

a. Price should be quoted in the Price Bid format only. No deviation in any form in the Price Bid sheet

is acceptable.

b. Percentage/specified amount of taxes & duties should be clearly mentioned otherwise BMC

reserves the right to reject such vague offer.

The commercial bid shall comprise of:

a. Commercial Bid letter


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b. Bid particulars

c. All Commercial forms mentioned in Section H (Annexure III)

15.5 Deadline for submission of Proposals and Late Proposals Proposals must be submitted online (through e-Tender) no later than the time and date stipulated in the

tender. Any proposal received by BMC after the deadline for submission of proposals will be summarily

rejected.

15.6 Bid Currencies Prices shall be quoted in Indian Rupees.

The bidder shall indicate prices according to the formats/ templates prescribed in Section H (Annexure III).

15.7 Firm Price Prices quoted by the bidder must be all inclusive, firm and final, and shall not be subject to any escalation

whatsoever during the period of the contract. Prices should indicate the price at site and shall include all

state and central taxes on the final finished supplies tendered for. Attention of the bidder is invited to the

terms and conditions of payment given in Clause 23.5 of this volume.

15.8 Period of Validity of Bids For the purpose of placing the order, the proposals shall remain valid till 180 (one hundred and eighty)

days. During the period of validity of proposals, the rates quoted shall not change. In exceptional

circumstances, BMC may ask for extension of the period of validity and such a request shall be binding

on Bidders. BMC’s request and the response to such a request by various Bidders shall be in writing. A

Bidder agreeing to such an extension will not be permitted to increase its rates.

15.9 Revelation of Prices Prices in any form or for any reason shall not be revealed in Technical bid or before opening the

commercial bid, failing which the offer shall be liable to be rejected.

15.10 Source Code & Intellectual Property Rights (IPR) Source code of the software designed, developed / customized, tested and deployed by the System

integrator for the purposes of the Project (including the case of Bespoke development and source code of

SI’s own developed product – if any) along with associated documentation, which is the work product of

the development efforts involved in the Project and the improvements and enhancements effected during


Page 45 of 90


the term of the Project, should be handed over to Bidhannagar Municipal Corporation as BMC’s Intellectual

Property Rights

16. Bid Submission

16.1 Modification and Withdrawal of Bids

The bidder may modify or withdraw its bid after submission, if written notice of the modification or

withdrawal is received by BMC before the deadline prescribed for bid submission. The bidder’s

modification shall be prepared, sealed, marked and dispatched as follows:

The bidders shall provide in original of any modification to its technical bid, clearly identified as such, in

separate envelope duly marked Bid Modification. The envelope shall be duly marked Bid Modifications.

A bidder wishing to withdraw its bid shall notify BMC in writing prior to the deadline prescribed for the bid

submission. A withdrawal notice may be sent by post or fax followed by post confirmation post marked not

later than the deadline for submission of bids. The notice of withdrawal shall be addressed to BMC at the

address as mentioned/stated in the documents, bear the tender reference number and the words Bid

Withdrawal Notice.

Bid Withdrawal Notice received after the bid submission deadline will be ignored and the submitted bid

will be deemed to be a valid submitted bid. No bid may be withdrawn in the interval between the bid

submission deadline and the expiration of the bid validity period specified in the RFP.

Withdrawal of the bid during this interval may result in the bidder’s forfeiture of its EMD, pursuant to this RFP.

16.2 Address for Correspondences The bidder shall designate the official mailing address, place, telephone number, fax number and e-mail

address to which all correspondence shall be made by BMC.

BMC will not be responsible for non-receipt of any communication sent by the bidder.

16.3 Opening of Bids by BMC Bids shall be opened and downloaded electronically through operation of the process in the e-Tender

portal in presence of Tender Committee. Bidders interested to remain present during electronic bid

opening may attend the bid opening session at BMC premises at scheduled date & time.

16.4 Clarification


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If deemed necessary, BMC may seek clarifications on any aspect from the bidder. However, that would

not entitle the bidder to change or cause any change in the substance of the tender submitted or price

quoted.

16.5 Preliminary Examination BMC will examine the bids to determine whether they are complete, whether required bid security has

been furnished, whether the documents have been properly signed, and whether the bids are generally in

order.

A bid determined as not substantially responsive will be rejected by BMC and may not subsequently be

made responsive by the bidder by correction of the non-conformity.

BMC may, if necessary, waive any minor informality 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.

16.6 Contacting BMC Bidder shall not contact BMC on any matter relating to this bid, from the time of the submission of bid to

the time the contract is awarded. During this period, all important notices will be displayed on BMC

Website.

Any effort by a bidder to influence BMC’s bid evaluation, bid comparison or contract award decision may

result in the rejection of the bid. Such an act on the part of the Bidder shall amount to misconduct and will

be liable for appropriate action, as decided by BMC.

17. Contract Execution

An affirmative Post Qualification determination will be prerequisite for award of the contract to the most

overall responsive bidder. A negative determination will result in rejection of bidder’s bid, in which event

BMC will proceed to the next evaluated bidder to make a similar determination of that bidder’s capability

to perform satisfactorily. BMC will award the contract to the successful bidder whose bid has been

determined to be substantially responsive after final evaluation.

On receipt of the Letter of Award/Purchase Order the contractor should submit a Performance Bank

Guarantee (PBG) equivalent to 10% of the total contract value within one week from the date of receipt of

Letter of Intent/Purchase Order. The PBG should be valid for a period of forty eight months from the date

of issuance of Letter of Intent (LoI), and may be extended at the discretion of BMC.


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The Performance Guarantee shall be kept valid till completion of the project and Warranty/O&M period.

The Performance Guarantee shall contain a claim period of three months from the last date of validity.

The selected bidder shall be responsible for extending the validity date and claim period of the

Performance Bank Guarantee as and when it is due on account of non-completion of the project and

Warranty period. In case the selected bidder fails to submit performance guarantee within the time

stipulated, the BMC at its discretion may cancel the order placed on the selected bidder without giving any

notice. BMC shall invoke the performance guarantee in case the selected bidder fails to discharge their

contractual obligations during the period or BMC incurs any loss due to BMC’s negligence in carrying out

the project implementation as per the agreed terms & conditions.

If the bidder delays Performance Bank Guarantee beyond one week, BMC will penalize the bidder by

charging 1% of the quoted value per week of delay.

In the event of the bidder being unable to service the contract for whatever reason, BMC would evoke the

PBG. Notwithstanding and without prejudice to any rights whatsoever of BMC under the contract in the

matter, the proceeds of the BMC shall be payable to BMC as compensation for the pre-estimated, pre-

determined and pre-agreed loss resulting from the bidder’s failure to perform/comply its obligations under

the contract. BMC shall notify the bidder in writing of the exercise of its right to receive such compensation

within a reasonable time. BMC shall also be entitled to make recoveries from the bidder’s bills, PBG, or

from any other amount due to him, an equivalent value of any payment made to him due to inadvertence,

error, collusion, misconstruction or misstatement.

The period of agreement shall start with the date of signing of contract and end on the date of completion

of 1 (one) year of operations & management. However the period of operations & management shall start

from the date of go-live.

Total Period of Contract = Period of completion of implementation of modules/Go live + 1 year of

operations & maintenance.

18. Annual Support

As part of the Annual Support services, the bidder (system integrator) shall provide onsite support for 1

year on the developed application and resolve the issues or any changes suggested by BMC. The

technical manpower should be conversant in both in English and Bengali.

The bidder (system integrator) shall provide a single-point-of-contact for support including but not limited

to problem tracking, problem source identification, problem impact (severity) determination, bypass and

recovery support, problem resolution, and management reporting.


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19. Authentication of Bids

The Proposal should be accompanied by a power-of-attorney in the name of the signatory of the Proposal.

20. Exit Management

20.1 Purpose

a) This sets out the provisions, which will apply on expiry or termination of the Master Service

Agreement (MSA), the Project Implementation, Operation and Management SLA.

b) In the case of termination of the Project Implementation and/or Operation and Management, the

Parties shall agree at that time whether, and if so during what period, the provisions of this Schedule

shall apply.

c) The parties shall ensure all the Knowledge Transfer related to two modules with running code base

and database.

d) The Parties shall ensure that their respective associated entities carry out their respective

obligations set out in this Exit Management Schedule.

20.2 Cooperation and Provision of Information

During the exit management period:

a. The Bidder will allow BMC the access to information reasonably required to define the then current

mode of operation associated with the provision of the services to enable the BMC to assess the

existing services being delivered;

b. Promptly on reasonable request by the BMC, the bidder (system integrator) shall provide access

to and copies of all information held or controlled by them which they have prepared or maintained

in accordance with this agreement relating to any material aspect of the services (whether provided

by the Bidder). The BMC shall be entitled to copy of all such information. Such information shall

include details pertaining to the services rendered and other performance data. The Bidder shall

permit the BMC to have reasonable access to its employees and facilities as reasonably required

by the Commissioner, BMC to understand the methods of delivery of the services employed by the

Bidder and to assist appropriate knowledge transfer.

20.3 Confidential Information, Security and Data

a. The Bidder will promptly on the commencement of the exit management period supply to the BMC

the following:


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i. Information relating to the current services rendered and customer and performance data

relating to the performance of bidder in relation to the services;

ii. Documentation relating to Project’s Intellectual Property Rights;

iii. All current and updated data as is reasonably required for purposes of BMC transitioning the

services to its Replacement Bidder in a readily available format nominated by the BMC;

iv. All other information (including but not limited to documents, records and agreements) relating

to the services reasonably necessary to enable BMC, or its Replacement Bidder to carry out due

diligence in order to transition the provision of the Services to BMC, or its Replacement Bidder

(as the case may be).

b. Before the expiry of the exit management period, the Bidder shall deliver to the BMC all new or up-

dated materials from the categories set out in Schedule above and shall not retain any copies

thereof, except that the Bidder shall be permitted to retain one copy of such materials for archival

purposes only.

c. Before the expiry of the exit management period, unless otherwise provided under the MSA, BMC

shall deliver to the Bidder all forms of Bidder confidential information, which is in the possession or

control of Commissioner, BMC or its users.

20.4 Transfer of Certain Agreements

On request by BMC, the Bidder shall effect such assignments, transfers, licenses and sub-licenses as

BMC may require and which are related to the services and reasonably necessary for the carrying out of

replacement services by the BMC, or its Replacement Bidder.

20.5 Rights of Access to Premises

a. At any time during the exit management period, where Assets are located at the Bidder's premises,

the Bidder will be obliged to give reasonable rights of access to (or, in the case of Assets located

on a third party's premises, procure reasonable rights of access to BMC or its nominated agency

and/or any Replacement Bidder in order to make an inventory of the Assets.

b. The Bidder shall also give the BMC, or any Replacement Bidder right of reasonable access to the

Implementation Partner's premises and shall procure the BMC or any Replacement Bidder rights

of access to relevant third party premises during the exit management period and for such period

of time following termination or expiry of the MSA as is reasonably necessary to migrate the

services to BMC, or a Replacement Bidder.

20.6 General Obligations of the Bidder


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a. The Bidder shall provide all such information as may reasonably be necessary to effect as seamless

a handover as practicable in the circumstances to BMC or its Replacement Bidder and which the

Bidder has in its possession or control at any time during the exit management period.

b. For the purposes of this Schedule, anything in the possession or control of any Bidder is deemed

to be in the possession or control of the Bidder.

c. The Bidder shall commit adequate resources to comply with its obligations under this Exit

Management Schedule.

20.7 Exit Management Plan

a. The Bidder shall provide BMC or its nominated agency with a recommended exit management plan

("Exit Management Plan") which shall deal with at least the following aspects of exit management

in relation to the MSA as a whole and in relation to the Project Implementation, and the Operation

and Management SLA.

i. A detailed program of the transfer process that could be used in conjunction with a Replacement

Bidder including details of the means to be used to ensure continuing provision of the services

throughout the transfer process or until the cessation of the services and of the management

structure to be used during the transfer;

ii. Plans for the communication with such of the Bidder's staff, customers and any related third

party as are necessary to avoid any material detrimental impact on BMC’s operations as a result

of undertaking the transfer;

iii. (if applicable) proposed arrangements for the segregation of the Bidder's networks from the

networks employed by BMC and identification of specific security tasks necessary at termination;

iv. Plans for provision of contingent support to BMC and Replacement Bidder for a reasonable

period after transfer.

b. The Bidder shall re-draft the Exit Management Plan annually thereafter to ensure that it is kept

relevant and up to date. Each Exit Management Plan shall be presented by the Bidder to and

approved by BMC or its nominated agencies.

c. In the event of termination or expiry of MSA, and Project Implementation, each Party shall comply

with the Exit Management Plan. During the exit management period, the Bidder shall use its best

efforts to deliver the services.

This Exit Management plan shall be furnished in writing to BMC or its nominated agencies within 90

days from the Effective Date of this Agreement.

21. Time Schedule for Delivery, Implementation & Hosting of the Project


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Sl. # Deliverables Time Line Delivery Items

1 System Requirement Specification T+2 weeks Documents

2 Application Development and UAT T+8 weeks Application for use

3 Training to BMC Users T+9 weeks Training manual

4 Security Audit of Application T+10 weeks Security Audit Certificate

4 Hosting and Go Live T+10 weeks Hosting details Sign off of document

5 On Call support for one year T1+1 Year Resource contact point

• The implementation period for the modules for 10 weeks from the date of signing of agreement (T)/ Work Order generation. The project implementation includes documentation (as mentioned in derivable list), development & testing, UAT, hosting, security audit, data migration, training and capacity building etc.

• The AMC of the application will start only after successful Go-Live (Section-F) of the application (T1) and will be spread over for 1 year only. Any extension of AMC period will be decided only after discussion with BMC.

22. Service Level Agreement (SLA)

Service Level Agreement (SLA) shall become the part of contract between BMC and the Successful

bidder. SLA defines the terms of the successful Bidder’s responsibility in ensuring the timely delivery of

the deliverables and the correctness of the same based on the agreed Performance Indicators as detailed

in this section.

The successful bidder has to comply with Service Levels requirements to ensure adherence to project

timelines, quality and availability of services, throughout the period of this contract i.e. during post

implementation phase - for a period of One (1) year post go live. The successful bidder has to supply

appropriate developed software/hosting to monitor and submit reports of all the SLAs mentioned in this

section.

For purposes of the SLA, the definitions and terms as specified in the document along with the following

terms shall have the meanings set forth below:

a. “Total Time” - Total number of hours in the quarter (or the concerned period) being considered for

evaluation of SLA performance.

b. "Uptime" – Time period for which the specified services/ outcomes are available in the period being

considered for evaluation of SLA. Formulae for calculation of Uptime: Uptime (%) = {1-

[(Downtime)/(Total time- scheduled maintenance time)]}*100

c. “Downtime”- Time period for which the specified services/ components/ outcomes are not

available in the concerned period, being considered for evaluation of SLA, which would exclude

downtime owing to Force Majeure & Reasons beyond control of the successful bidder.


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d. “Scheduled Maintenance Time” - Time period for which the specified services/ components with

specified technical and service standards are not available due to scheduled maintenance activity.

The successful bidder is required to take at least 10 days prior approval from BMC for any such

activity. The scheduled maintenance should be carried out during non-peak hours (outside 8am to

8pm, and should not be for more than 4 hours. Such planned downtime would be granted max 4

times a year.)

e. “Incident” - Any event / abnormalities in the service being rendered, that may lead to disruption in

normal operations and services to the end user.

f. “Response Time” - Time elapsed from the moment an incident is reported in the SI over the

designated mode of communication (as decided between SI and BMC before go live phase), to the

time when a resource is assigned for the resolution of the same.

g. “Resolution Time” - Time elapsed from the moment incident is reported to SI via the designated

mode of communication (as decided between SI and BMC before go live phase) and services as

promised are restored.

22.1 Measurement of SLA

a) The SLA metrics provided specifies performance parameters as baseline performance, lower

performance and breach. All SLA calculations will be done on quarterly basis. The SLA also

specifies the liquidated damages for lower performance and breach conditions.

b) Payment to the SI is linked to the compliance with the SLA metrics. The matrix specifies three

levels of performance, namely,

i. SI will get 100% of the Contracted value if all the baseline performance metrics are compiled

and the cumulative credit points are 100

ii. SI will get lesser payment in case of the lower performance from milestone “Go-Live of

application” (For e.g. if SLA point score is 80 then the SI will get 80% of the contractual

payment).

iii. If the performance of SI in respect of any parameter falls below the prescribed lower

performance limit, debit points are imposed for the breach.

c) The credit (+) points earned during the quarter will be considered for computing damages. The

quarterly payment shall be made after deducting the liquidated damages as mentioned above.

d) The aforementioned SLA parameters shall be measured as per the individual SLA parameter

requirements and measurement methods, through appropriate SLA Measurement tools to be

provided by the SI and audited by BMC or its appointed Consultant for accuracy and reliability.

e) BMC shall also have the right to conduct, either itself or through any other agency as it may

deem fit, an audit / revision of the SLA parameters. The SLAs defined, shall be reviewed by BMC

on an annual basis after consulting the SI, Project Management Consultants and other experts.


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f) BMC would also have right to invoke termination of contract in case cumulative debit point

(breach points) are above 30 in 2 consecutive quarters.

Implementation SLAs:

Definition Timely delivery of deliverables would comprise entire application systems,

hosting of application in a cloud based environment and as per successful UAT

of the same.

Service Level

Requirement

All the deliverables defined in the contract has to be submitted On-time on the

date as mentioned in the contract with no delay.

Measurement of

Service Level

Parameter

To be measured in Number of weeks of delay from the timelines mentioned in

the section “Project Timelines”

Damages for non-

achievement of

SLA Requirement

Any delay in the delivery of the project deliverables would attract a liquidated

damage per week of 0.5% of the PBG of contract value per week for first 14

weeks and 0.75% per week for next 4 weeks. If the liquidated damage reaches

10% of PBG amount, BMC may invoke termination clause.

Post-Implementation SLAs:

a. The SI would implement a system to measure the SLAs as defined in this RFP. This system will

be audited by BMC/Project Management Consultant. Any variation between actual real time

performance and real values may lead to invocation of the PBG. These SLAs shall be used to

evaluate the performance of the services on regular basis but penalties would be levied for

cumulative performance for the quarterly basis.

b. Damages levied for nonperformance as per SLA requirements shall be deducted through

subsequent payments due from BMC or through the Performance Bank Guarantee.

c. The SLA parameters shall be measured for each of the sub systems’ SLA parameter

requirements and measurement methods, through appropriate SLA Measurement tools. All such

required tools should be provided by the successful bidder with no additional cost. BMC will have

the authority to audit these tools for accuracy and reliability.

d. The upper limit of damages would be capped at the PBG value. In case the calculated damages

reaches 10% damages of the PBG value in 2 subsequent quarters, BMC reserves the right to

invoke the termination clause.

The pay out of the milestones will depend on the performance as defined in the SLAs.

Various SLAs to be operationalized during Post-Implementation, are given below:


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# Performance Area Baseline Lower Performance Breach

1. Centralized Application Performance (includes any user/system application related to the project) 1.1 Application availability 99% 15 >= 90 % to

<99% 5 < 90 % 10

1.2 Error free citizen service delivery module transaction

99% 25 >= 90% to <99%

1 < 90 % 2

1.3 Error free internal process module transaction

99% 20 >= 90 % to <99%

1 < 90 % 2

1.4 Maximum time for Menu Navigation, Window/Screen Opening, Screen Navigation (Average)

<3 sec 5 2.01 - 5.0 secs

1 >5 secs 4

1.5 Reports Generation Response Time (Alerts/MIS/Logs etc.)

Simple query - < 5secs. High

Complexity query - < 30

seconds

Simple complexity

Query = 5.01 - 10 secs

High Complexity

query = < 30.1 sec -

1 min

Simple complexity Query = > 10 secs

High Complexity

query = > 1 min

2. Technical Trouble Ticketing, Issue Resolution

2.2 Resolution of Critical Issue (that impacts more than one production services & higher management( call)

120 minutes 5 120.01 to 180 min

1 > 90 min 2

2.4 Resolution of Medium Level Issue (that does not impact production services)

240 minutes 15 240.01 to 300 min

1 > 240 min 0

2.5 Resolution of low level Issue (upgrade, shifting and preventive maintenance (of non-production items))

2 days 15 >2 to 4 days 1 > 4 days 0

Total Score 100 25 40

23. General Condition of Contract (GCC)

23.1 Liquidated Damage / Penalty

The job includes the design, development, implementation and hosting of solution mentioned in the tender

document. In the event of failure to meet the job completion in stipulated date/time liquidated damage may

be imposed on the SI for sum not less than 0.5% of the contract value for that item/job for each week or

part thereof, subject to a ceiling of 10% of the total contract value (excluding all taxes & duties and other


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charges). In the event of liquidated damage exceeds 10% of the order value, BMC reserves the right to

terminate the contract and BMC will get the job completed by any other competent party. The difference

of cost incurred by BMC will be recovered from the SI and PBG will be invoked.

23.2 Liability

In case of a default on bidder’s part or other liability, BMC shall be entitled to recover damages from the

SI. In each such instance, regardless of the basis on which BMC is entitled to claim damages from the SI

(including fundamental breach, negligence, misrepresentation, or other contract or tort claim), SI shall

be liable for no more than:

a. Payment referred to in the Patents and Copyrights clause.

b. Liability for bodily injury (including death) or damage to real property and tangible personal property

limited to that cause by the Contractor’s negligence.

c. As to any other actual damage arising in any situation involving non-performance by Contractor

pursuant to or in any way related to the subject of this Agreement, the charge paid by BMC for

the individual product or Service that is the subject of the Claim. However, the contractor shall not

be liable for

d. For any indirect, consequential loss or damage, lost profits, third party loss or damage to property

or loss of or damage to data.

e. For any direct loss or damage that exceeds the total payment for Contract Price made or expected

to be made to the Contractor hereunder.

23.3 Patents & Copyright

If a third party claims that a deliverables delivered by the SI to BMC infringes that party’s patent or

copyright, the SI shall defend BMC against that claim at SI’s expense and pay all costs, damages, and

attorney’s fees that a court finally awards or that are included in a settlement approved by the SI, provided

that BMC.

a. Promptly notifies Contractor in writing of the claim

b. Allows Contractor to control and co-operate with Contractor in the defense and any related

settlement negotiations.

23.4 Governance Schedule

A. Purpose

The purpose of this Schedule is to:

i. establish and maintain the formal and informal processes for managing the relationship between


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the Bidhannagar Municipal Corporation (BMC) and the SI

ii. define the principles that both Parties wish to follow to ensure the delivery of the Services;

iii. ensure the continued alignment of the interests of the Parties;

iv. ensure that the relationship is maintained at the correct level within each Party;

v. create the flexibility to revise and maintain the relationship and this Agreement during the Term;

vi. set out the procedure for escalating disagreements; and

vii. Enable contract administration and performance management.

B. Governance Structure

i. Steering Committee: Steering Committee under the chairmanship of Commissioner, BMC or

official nominated by Commissioner, BMC will be above the PMC for any project governance mater

related to this project.

ii. Project Managers: The relationship under this Agreement will be managed by the Project Managers

appointed by each Party, who will provide the interface between the executive management of the

respective Parties.

iii. Project Monitoring Committee (PMC): Within 7 days following the Effective Date, BMC or its

nominated agencies and the SI shall each appoint a Project Manager. In the event that either Party

wishes to substitute its Project Manager it will do so in manner in which the original appointment

is made and notify the other Party of such substitution as soon as reasonably practicable but at the

latest within 7 days of the substitution.

iv. The Project Managers shall have responsibility for maintaining the interface and communication

between the Parties.

v. The PMC will meet formally on a fortnightly, as required, basis at a time and location to be agreed

between them. These meetings will cover, as a minimum, the following agenda items: (i)

consideration of Quarterly Performance Reports; (ii) consideration of matters arising out of the

Change Control Schedule; (iii) issues escalated in accordance with the escalation procedure as

set out in the Governance Schedule; (iv) matters to be brought before the PMC in accordance with

the MSA and the Schedules; (v) any matter brought before the PIU by the SI under this Article; and

(vi) any other issue which either Party wishes to add to the agenda.

vi. In the event that there is any material factor which affects the delivery of the Services or the terms

of payment as stated in the Terms of Payment Schedule, the Parties agree to discuss in the PMC

any appropriate amendment to the Agreement or any Service Level Agreements or Statement of

Works including any variation to the terms of payment as stated in the Terms of Payment

Schedule. Any variation so agreed shall be implemented through the change control procedure as

set out in the Change Control Schedule.

C. Governance Procedures

i. The SI shall document the agreed structures in a procedures manual.

ii. The agenda for each meeting of the PMC shall be set to reflect the discussion items referred to

above and extraordinary items may be added either with the agreement of the Parties or at the

request of either Party. Copies of the agenda for meetings of the PMC, along with relevant pre-

reading material, shall be distributed at least one week in advance of the relevant meeting.


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iii. All meetings and proceedings will be documented such documents to be distributed to the Parties

and copies shall be kept as a record. All actions, responsibilities and accountabilities arising out

of any meeting shall be tracked and managed.

iv. The Parties shall ensure as far as reasonably practicable that the PMC shall resolve the issues

and resolve the objectives placed before them and that members representing that Party are

empowered to make relevant decisions or have easy access to empowered individuals for

decisions to be made to achieve this.

v. In order formally to submit a Disputed Matter to the aforesaid for a, one Party ("Claimant") shall

give a written notice ("Dispute Notice") to the other Party. The Dispute Notice shall be

accompanied by (a) a statement by the Claimant describing the Disputed Matter in reasonable

detail and (b) documentation, if any, supporting the Claimant's position on the Disputed Matter.

vi. The other Party ("Respondent") shall have the right to respond to the Dispute Notice within 7 days

after receipt of the Dispute Notice. In the event that the parties are unable to resolve the Disputed

Matter within a further period of 7 days, it shall refer the Disputed Matter to next level of the dispute

resolution for action as per the process mentioned in article 9.1

vii. All negotiations, statements and / or documentation pursuant to these Articles shall be without

prejudice and confidential (unless mutually agreed otherwise).

viii. If the Disputed Matter is having a material effect on the operation of the Services (or any of them

or part of them) the Parties will use all their respective reasonable endeavors to reduce the elapsed

time in reaching a resolution of the Disputed Matter.

23.5 Dispute Resolution Mechanism

a. Any dispute arising out of or in connection with this MSA or the SLA shall in the first instance be

dealt with in accordance with the escalation procedure as set out in the Governance Schedule

(Clause 23.4).

b. Any dispute or difference whatsoever arising between the parties to this MSA or SLA out of or

relating to the construction, meaning, scope, operation or effect of this MSA or SLA or the validity of

the breach thereof, which cannot be resolved through the application of the provisions of the

Governance Schedule (Clause 23.4) within 30 (thirty) days from the commencement of negotiations,

the dispute will be referred to arbitration under the Arbitration and Conciliation Act, 1996 and a sole

arbitrator to be appointed by the BMC.

c. The Arbitration proceedings will be held in Kolkata, West Bengal and the language of the arbitration

proceedings and that of all documents and communications between the parties shall be English.

All legal disputes will come under State of West Bengal jurisdiction.

d. The expenses of the arbitrator shall be borne by the SI. However, the expenses incurred by each

party in connection with the preparation, presentation shall be borne by each Party itself. All

arbitration awards shall be in writing and shall BMC the reasons for the award.

e. Pending the submission of and/or decision on a dispute, difference or claim or until the arbitral award

is made; the Parties shall continue to perform all of their obligations under the MSA and the SLA

without prejudice to a final adjustment in accordance with such award.

f. Decision of the arbitrators shall be final and binding on both the parties.


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23.6 Payment Terms & Conditions

The SI would be paid a maximum of 75% of the total order value till the stage of System Go Live for both

the modules. The below mentioned payments would be linked with the different milestones achieved by

the SI during System go live. The relevant milestones are depicted in the table below.

During the O&M period, 20% of the total order value will be released to the SI into 4 Equated Quarterly

Installments in the Operations and Maintenance Period of 1 year after the Systems Go Live subject to the

availability of all services and penalties associated to the SLAs.

After successful Exit Management duly signed off by BMC, the SI would be paid the remaining 5% of the

total order value.

A scheduled payment terms depicted below:

Sl. # Deliverables Payment % of

Order value Remarks

1 System Requirement Specification, 60%

Documents to be signed off by

BMC

2 Application Development and UAT On successful completion of UAT

only

3 Training to BMC team On completion training and

submission of training manual

4 Security Audit On submission of Security Audit

certificate

4 Hosting and Go Live On sign off of Go Live

5 On Call support for one year 30% Quarterly payment to be divided in

4 quarters (7.5% in each quarter)

6 On handing over the application and data 10% On completion of one year.

* The percentage denotes the payment against the deliverables as a value of the Total Order Value of

application.

* The indicative deliverables for each of the milestones are listed in Section-F (21. Time Schedule for

Delivery, Implementation & Hosting of the Project) of this document. The SI shall provide all the

deliverables and get it approved by BMC.

* Final settlement of the outstanding invoice of the SI shall be subject to seamless exit and complete

handover of the application to BMC or its new vendor.

* SI shall take approval on completion of each deliverable from BMC separately. The separate bill/invoice

for each milestone by SI will be submitted after approval of deliverables by BMC only. BMC will process

the invoice as per the rule and pay through online bank transaction only.

23.7 Governing Laws


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This contract should be governed by and interpreted by Arbitration clause in accordance with Laws in

force in India. The courts at Kolkata shall have exclusive jurisdiction in all matters arising under the

contract. The SI shall keep himself fully informed of all current national, state and municipal law and

ordinances. The SI shall at their own expense, obtain all necessary permits and license and pay all fees

and taxes required by law. These will be SI’s entire obligation regarding any claim of infringement. The SI

hereto agrees that it shall comply with all applicable union, state and local laws, ordinances, regulations

and codes in performing its obligations hereunder, including the procurement of licenses, permits

certificates and payment of taxes where required. The SI shall establish and maintain all proper records

(particularly, but without limitation, accounting records) required by any law, code/practice of corporate

policy applicable to it from time to time including records and returns as applicable under labor legislation.

23.8 Corrupt or Fraudulent

The Tender Committee requires that the bidders under this Tender observe the highest standards of ethics

during the procurement and execution of such contracts. For this purpose the definition of corrupt and

fraudulent practices will follow the provisions of the relevant laws in force. The Tender Committee will

reject a proposal for award if it detects that the bidder has engaged in corrupt or fraudulent practices in

competing for the contract in question. The Tender Committee will declare a firm ineligible, either

indefinitely or for a stated period of time, if it at any time determines that the firm has engaged in corrupt

and fraudulent practices in competing for, or in executing, a contract.

23.9 Biding Clause

All decisions taken by the Tender Committee regarding the processing of this tender and award of contract

shall be final and binding on all parties concerned.

The Tender Committee reserves the right:

a. To vary, modify, revise, amend or change any of the terms and conditions mentioned above and,

b. To reject any or all the Tender/s without assigning any reason whatsoever thereof or 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(s) or any obligation to inform the affected bidder(s) of the grounds

for such decision.

23.10 Workmen’s Compensation In every case in which by virtue of the provision of the workmen’s compensation Act 1923 or any other

relevant acts and rules, compensation to a workmen employed by the SI, is payable, then this should be

done by the SI. If BMC is obliged to make any compensation under the said rules and acts, then the


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amount shall be recovered without prejudice, from the bills and due of the Contractor. BMC shall not be

bound to contest any claim made against the Contractor in respect of workmen’s compensation.

23.11 Contractor’s Employees

The SI shall comply with the provision of all labour legislation including the requirement of the payment of

Wage Act 1936 and the rules framed there under and modifications thereof in respect of men employed

by him in carrying out the contract. The SI must ensure that he complies with PF, ESI regulation for all his

deployed employees.

23.12 Sub-Contract and Consortium

The hosting scope as per RFP can be sub-contracted but the overall responsibility will lie with Contractor

(SI) only. The Contractor’s (SI) responsibility is not transferable.

No consortium is allowed as per the scope of this RFP.

23.13 Termination for Default

BMC may without prejudice to any other remedy or right of claim for breach of contract by giving not less

than 30 days written notice of default sent to the SI, terminate the order in whole or in part. If the SI

materially fails to render any or all the services within the time period specified in the contract or any

extension thereof granted by BMC in writing and fails to remedy its failure within a period of thirty days

after receipt of default notice from BMC. If the project (delivery, implementation, hosting as well as

warranty maintenance support is not carried out according to specification due to deficiency in service as

per terms of the contract. In such case BMC will invoke the amount held back from the SI as PBG.

23.14 Bankruptcy

If the SI becomes bankrupt or have a receiving order made against him or compound with his creditors or

being a corporation commence to be wound up, not being a voluntary winding up for the purpose only or

amalgamation or reconstruction, or carry on their business under a receiver for the benefit of their creditors

or any of them, BMC shall be at liberty to terminate the engagement forthwith without any notice in writing

to the SI or to the liquidator or receiver or to any person in whom the SI may become vested and without

any compensation to give such liquidator or receiver or other person the option of carrying out the

engagement subject to their providing a guarantee for the due and faithful performance of the engagement

up to an amount to be determined by BMC.

23.15 Force Majeure


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It is hereby defined as any cause, which is beyond the control of the SI or BMC as the case may be, which

such party could not foresee or with a reasonable amount of diligence could not have foreseen and which

substantially affect the performance of the contract, such as

a. War, Hostilities or warlike operations (whether a state of war be declared or not), invasion, act of

foreign enemy and civil war.

b. Rebellion, revolution, insurrection, mutiny, usurpation of civil or military, government, conspiracy,

riot, civil commotion and terrorist area.

c. Confiscation, nationalization, mobilization, commandeering or requisition by or under the order of

any government or de facto authority or ruler, or any other act or failure to act of any local state or

national government authority.

d. Strike, sabotage, lockout, embargo, import restriction, port congestion, lack of usual means of

public transportation and communication, industrial dispute, shipwreck, shortage of power supply

epidemics, quarantine and plague.

e. Earthquake, landslide, volcanic activity, fire flood or inundation, tidal wave, typhoon or cyclone,

hurricane, nuclear and pressure waves or other natural or physical disaster.

If either party is prevented, hindered or delayed from or in performing any of its obligations under the

Contract by an event of Force Majeure, then it shall notify the other in writing of the occurrence of such

event and the circumstances of the event of Force Majeure within fourteen days after the occurrence of

such event. The party who has given such notice shall be excused from the performance or punctual

performance of its obligations under the Contract for so long as the relevant event of Force Majeure

continues and to the extent that such party’s performance is prevented, hindered or delayed.

The party or parties affected by the event of Force Majeure shall use reasonable efforts to mitigate the

effect of the event of Force Majeure up to its or their performance of the Contract and to fulfill its or their

obligation under the Contract but without prejudice to either party’s right to terminate the Contract.

No delay or nonperformance by either party to this Contract caused by the occurrence of any event of

Force Majeure shall.

a. Constitute a default or breach of the contract.

b. Give rise to any claim from damages or additional cost or expense occurred by the delay or

nonperformance. If, and to the extent, that such delay or nonperformance is caused by the

occurrence of an event of Force Majeure.

23.16 Contractor’s Responsibilities

Refer Section – D (Scope of Work & Responsibility)


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23.17 No Waiver of Rights

Neither the inspection by BMC or any of their agents nor any order by BMC for payment of money or any

payment for or acceptance of the whole or any part of the works by BMC, nor any extension of time, nor

any possession taken by BMC shall operate as a waiver of any provision of the contract or of any power

reserved to BMC, or any right to damages here in provided, nor shall any waiver of any breach in the

contract be held to be a waiver of any other subsequent breach.

23.18 Grafts, Commissions, Gifts, etc.

It is the Purchaser’s policy to require that bidders, suppliers, SI and consultants under contracts, observe

the highest standard of ethics during the procurement and execution of such contracts. Any graft,

commission, gift or advantage given, promised or offered by or on behalf of the contractor or his partner,

agent, officers, director, employee or servant or any one on his or their behalf in relation to the obtaining

or to the execution of this or any other contract with BMC shall in addition to any criminal liability which it

may incur, subject the contractor to the cancellation of this and all other contracts and also to payment of

any loss or damage to BMC resulting from any cancellation. BMC shall then be entitled to deduct the

amount so payable from any monies otherwise due to the contractor under contract.

23.19 Enforcement of Terms

The failure of either party to enforce at any time any of the provision of this contract or any rights in respect

thereto or to exercise any option here in provided shall in no way be construed to be a waiver to such

provisions, rights or options or in any way to affect the validity of the contract. The exercise by either party

of any of its rights herein shall not preclude or prejudice either party from exercising the same or any other

right it may have hereunder.

23.20 Taxes & Duties

a. The prices shall be inclusive of all taxes & levies including Goods & Services Tax (GST). However

the rate of taxes should be indicated separately in the Price Bid. The Purchaser shall reimburse

taxes and levies at actual as applicable at the time of billing.

b. For the purpose of the Contract, it is agreed that Contract Price specified in Financial Bid, is based

on the taxes & duties and charges prevailing at the date one day prior to the last date of Bid

submission date. If any rate of tax changes and new tax rate is introduced then it will be accessed

on the Bidder in connection with the performance of the Contract, an equitable adjustment of the

Contract Price or deduction there from as the case may be.


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c. Deduction of all statutory and necessary Tax from each bill will be made as per Government Order

prevailing at the time of payment. Necessary tax deduction certificate will be issued on demand

by the Company.

d. Bidder submitting a tender shall produce up to date all tax related Certificate in the standard form

from the Tax Authority or a Certificate that the assessment is under consideration. All such

clearance certificates shall remain valid on the last date of permission.

23.21 Discrepancies in Bid

a. Discrepancy between description in words and figures, the rate which corresponds to the words

quoted by the bidder shall be taken as correct.

b. Discrepancy in the amount quoted by the bidder due to calculation mistake of the unit rate then

the unit rate shall be regarded as firm.

c. Discrepancy in totaling or carry forward in the amount quoted by the bidder shall be corrected.

23.22 Bid Due Date

The online tender has to submitted not later than the due date and time specified in the Data Sheet. BMC

may as its discretion on giving reasonable notice by fax, or any other written communication to all

prospective bidders who have been issued the bid documents, extend the bid due date, in which case all

rights and obligations of the BMC and the bidders, previously subject to the bid due date, shall thereafter

be subject to the new bid due date as extended.

23.23 Canvassing

Canvassing or support in any form for the acceptance of any tender is strictly prohibited. Any bidder doing

so will render him liable to penalties, which may include removal of this name from the tendering process.

23.24 Non-Transferability of Tender This tender document is not transferable.

23.25 Interpretation of documents

If any bidder should find discrepancies or omission in the specifications or other tender documents, or if

he should be in doubt as to the true meaning of any part thereof, he shall make a written request to the

tender inviting authority for correction/clarification in the pre-bid meeting.

23.26 Erasures or Alternations

The offers with overwriting and erasures may make the tender liable for rejection if each of such

overwriting/erasures/manuscript is not only signed by the authorized signatory of the bidder. There should


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be no hand-written material, corrections or alterations in the offer. Technical details must be completely

filled up. Correct technical information of the solution being offered must be filled in. Filling up of the

information using terms such as “OK”, “accepted”, “noted”, “as given in proposal” is not acceptable. BMC

may treat offers not adhering to these guidelines as unacceptable. BMC may, at its discretion, waive any

minor non-conformity or any minor irregularity in the offer. This shall be binding on all bidders and the

Tender Committee reserves the right for such waivers.

23.27 Compliance with Law

The bidder hereto agrees that it shall comply with all applicable union, state and local laws, ordinances,

regulations and codes in performing its obligations hereunder, including the procurement of licenses,

permits certificates and payment of taxes where required. The bidder shall establish and maintain all

proper records (particularly, but without limitation, accounting records) required by any law, code/practice

of corporate policy applicable to it from time to time including records and returns as applicable under

labor legislation.

23.28 Clarification of Bids

During evaluation of the bids, BMC Tender Committee, at its discretion may ask the bidder for clarification

of its bid. The request for the clarification and the response shall be in writing (fax/email) and no change

in the substance of the bid shall seek offered or permitted.

23.29 Quality Control

a. The SI is obliged to work closely with BMC, act within its authority and abide by directive issued by

them on implementation activities.

b. The SI will abide by the safety measures and free BMC from all demands or responsibilities arising

from accident/loss of life, the cause of which is due to their negligence. The SI will pay all

indemnities arising from such incidents and will not hold BMC responsible.

c. The SI will treat as confidential all data and information about the system, obtained in the execution

of its responsibilities in strict confidence and will not reveal such information to any party without

the prior written approval of BMC.

d. BMC reserves the right to inspect all phases of SI’s operation to ensure conformity to the

specifications. BMC shall have engineers, inspectors or other duly authorized representatives made

known to the SI, present during the progress of the work and such representatives shall have free

access to the work at all times. The presence or absence of representatives of BMC does not

relieve the SI of the responsibility for quality control in all phases.


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SECTION – G: FUNCTIONAL REQUIREMENT SPECIFICATION Introduction

The Functional Requirements document is a high level Business Blueprint document. Based on these

requirements, the system will be conceptualized and designed. The SI would submit an updated FRS

before implementation of the solution. The solution should be bespoke development, however if any

existing solution used by SI in similar domain of any ULB/ Municipality/Municipal Corporation then that

can be proposed with customization.

The functional requirement specifications are:

Sl. No. Functional Requirement

Generation of Birth & Death certificate (Completely online)

1. System should allow parent/guardian to enter the details in online application form for Birth or

Death certificate.

2. System should allow parent/guardian to upload relevant documents related to Birth or Death

certificate application in online software.

3. System should allow parent/guardian to submit the final application form in online software.

System should allow to save the application form and uploaded documents in draft mode till

the final submission. Applicant can retrieve the saved application form and uploaded

documents based on application id and security question or OTP.

4. System should generate an acknowledgment receipt on final submission of application form

in online software. System should also send SMS to applicant on successful submission of

online application.

5. System should allow applicant to print the acknowledgment receipt for Birth or Death

certificate application. System should allow to regenerate the acknowledgment receipt based

on acknowledgment no and a security question or OTP.

6. System should allow BMC User at borough office to log in to online software.

7. System should allow BMC user at borough office to verify application form and uploaded

documents in online software.

8. System should allow BMC user to reject/approve the Birth or Death application based on

verification in online software.

9. System should allow parent/guardian to update the application/document based on rejection

by BMC user in online software.

10. System should allow next step approval of application by Birth and Death section and then by

highest authority at BMC head office, once approved by verifier in online software.


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11. System should generate the Birth or Death Certificate in online software once approved by

highest authority at BMC head office.

12. System should allow parent/guardian to download the Birth or Death Certificate only after

payment requisite amount. The Birth or Death certificate can be downloaded from online

software only after the payment of requisite fee through online or offline payment mode.

13. System should be integrated with online payment gateway for payment. System should allow

offline payment also by entering challan details. System should allow BMC user to update

payment details in case of payment physically through challan. The system should allow

applicant to download prefilled challan from online software.

14. System should allow to download the duplicate Birth or Death Certificate only after payment

of requisite amount.

15. System should send SMS and email to user/parent/guardian on each update/action on online

application for Birth or Death certificate in online software.

16. System should allow to print the Birth and Death Certificate at BMC user end and

parent/guardian end.

17. System should allow to make correction in Birth or Death certificate after generation of

certificate in online software also. System should allow parent/guardian to put certificate no

and a security question or OTP to view the certificate details and correct/edit same. Then

follow the steps from 1 to 16

18. System should allow to search the Birth and Death Certificate in online application for

citizen/Govt. organization/ Companies etc. for verification using issued certificate number.

19. System should be integrated with digital signature (DSC) for approval of the Birth or Death

certificate application by highest authority.

20. System should keep audit trail off all the steps and processes. A MIS can be generated for

same.

21. System should allow BMC user to generate various MIS related to Birth and Death Certificate

generation. The MIS should have drill drown option. MIS report should have option to export

data in XLS, PDF, CSV, JPE etc. format. MIS report should have option to filter and short the

data.


Generation of Birth & Death certificate (Online-Offline)

1. System should allow parent/guardian to enter the details in online application form for Birth or

Death certificate.


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2. System should allow parent/guardian to submit relevant documents related to Birth or Death

certificate application physically at BMC head office or Borough office.

3. System should allow parent/guardian to submit the final application form in online software.

System should allow to save the application form and uploaded documents in draft mode till

the final submission. Applicant can retrieve the saved application form and uploaded

documents based on application id and security question or OTP.

4. System should generate an acknowledgment receipt on final submission of application form

in online software. System should also send SMS to applicant on successful submission of

online application.

5. System should allow applicant to print the acknowledgment receipt for Birth or Death

certificate application. System should allow to regenerate the acknowledgment receipt based

on acknowledgment no and a security question or OTP.


7. System should allow BMC user at BMC borough office to accept the hard copies of the

documents related to Birth or Death certificate application along with acknowledgement

receipt from the applicant and upload/update same in online software.

8. System should allow BMC user at borough office to generate updated acknowledgment

receipt on submission of hard copies of documents by applicant. System should also send

SMS to applicant on successful submission of documents in online software.

9. System should allow BMC user at borough office to verify application form and uploaded

documents in online software.








highest authority.







Page 68 of 90



















same.




data.


Generation of Birth & Death certificate (Offline)

1. System should allow parent/guardian to submit the hard copies of application form physically

at BMC head office or Borough office for Birth or Death certificate.

2. System should allow parent/guardian to submit relevant documents related to Birth or Death

certificate application physically at BMC head office or Borough office.


4. System should allow BMC user at BMC borough office to accept the hard copies of the

applicant and documents related to Birth or Death certificate application and enter the details

in online software.


Page 69 of 90


5. System should allow BMC user to generate acknowledgment receipt on submission of hard

copies of application form and documents by applicant. System should also send SMS to

applicant on successful submission of application from and documents in online software.

6. System should allow BMC user to verify application form and uploaded documents in online

software.








highest authority.























Page 70 of 90



same.




data.

Executive Engineer, PWD,


PouraBhawan, FD – 415A, Sector III,

Salt Lake City, Kolkata, West Bengal.


Page 71 of 90


SECTION – H: BID FORMATS

1. Annexure I: Eligibility Document The bidders are expected to respond to the RFP using the forms given in this section and all documents

supporting Eligibility Criteria.

Eligibility document shall comprise of following items along with the format:

Sl.

No. Eligibility Criteria Document Required

Submitted

(Yes / No)

1. Bidder should be a company registered under the

Companies Act, 1956 and 2013 or an LLP and in

operation for at least 5 years as on date of

submission of bid and should have their registered

offices in India.

Certificate of Incorporation /

Registration under companies

Act, 1956 or 2013 or LLP Act

of 2008

2. The Bidder should have average Annual Sales

Turnover (from services related to IT/ITeS/ICT) of

minimum 50 Lakhs during the last three (3)

financial years (FY 16-17, FY 17-18, FY 18-19).

The Bidder should also have positive net worth as

on 31/03/ 2019.

c) Copy of audited financial

statements Or

d) Certificate from the

chartered

accountant/statutory

auditor / company

secretary of the company

regarding annual sales

turnover from IT or ITeS/

ICT

3. The bidder should have implemented at least one e-

Governance solution (that includes customization

and implementation in urban sectors) in any

Municipal Corporation/ Large Municipality

(population more than 6 Lakhs)/ Development

Authority as System Integrator in the last 3 financial

years (2015-16, 2016-17, 2017-18) with total

Number of users >= 100. For these projects, the

minimum contract value should be at least INR 15

Lakhs.

‘System Integrator’ role shall necessarily include

projects where scope of work includes application

development, training & maintenance services in at

least 2 of the following:




Citation Should be submitted

in Form 6 of Technical bid

Format


Page 72 of 90


4. The Bidder should have experience executing at

least three e-Governance

projects in India during last 5 Financial years (as on

31/03/2019). The minimum value of each project

should be at least INR 10 Lakhs.

‘SI’ role shall necessarily include projects where

scope of work includes application development,

training & maintenance Services at least 2 of the

following:




Citations Should be submitted

in Form 6 of Technical bid

Format

5. The Bidder should not have been

blacklisted/debarred by Central Government / Any

State Government in India/PSU in last 5 years .

Self-declaration by the

authorized signatory of the

Bidder, in the format given in

the RFP.

6. The Bidder must have valid 9001:2008/2015 Copies of the valid certificates

from authorized agencies

7. Existence in Kolkata: The bidder should have a

center operational in Kolkata or shall furnish an

undertaking to open an operation center within 1

month from award of the project.

Self-Declaration in company’s

Letterhead

8. The bidder shall submit the Power of Attorney of

Authorization for signing the bid in Rs.100.00

(Rupees Ten Only) Non Judicial Stamp Paper.

Scanned copy of Power of

Attorney needs to be

uploaded

9. Bidder should submit Earnest Money Deposit (EMD)

of Rs. 50,000/- (Rupees Fifty Thousand only) using

online payment system of e-Tender site.

Scanned copy of EMD needs

to be uploaded and original to

be submitted with Technical

Proposal

10. Other legal documents:

• Trade License

• GST Certificate

• Income Tax Return ( Latest 3 years )

• PAN Card

• Articles of Association/ Company Registration

(depending on company type)

Scanned copy of the

documents


Page 73 of 90


2. Annexure II: Technical Bid Formats The bidders are expected to respond to the RFP using the forms given in this section and all documents

supporting Technical Evaluation Criteria.

Technical Proposal shall comprise of following forms:

Forms to be Used in Technical Proposal Sl. No Form Number Form Narration Compliance (Yes / No)

1. Form 1 Undertaking on Total Responsibility 2. Form 2 Particulars of the Bidder 3. Form 3 Compliance Sheet for Technical Proposal 4. Form 4 Letter of Proposal 5. Form 5 Project Citation Format 6. Form 6 Proposed Work Plan 7. Form 7 Declaration on Source Code and Intellectual

Property Rights

8. Form 8 Undertaking on Service Level Compliance 9. Form 9 Undertaking on Deliverables 10. Form 10 Undertaking on Exit Management and

Transition

11. Form 11 Bidder's Authorization Certificate (Must be on a Non-Judicial Rs 100/- Stamp Paper)


Page 74 of 90


a. Form 1: Undertaking of Total Responsibility No. Date:

To,

The Executive Engineer,PWD




Dear Sir,

Sub: Self Certificate regarding Total Responsibility

This is to certify that we undertake total responsibility for the successful and defect free operation of the proposed Project solution, as per the requirements and terms and condition of the RFP for Selection of System Integrator (SI) for Design, Development, Implementation of Online Birth and Death Certificate System at Bidhannagar Municipal Corporation .

Thanking you,

Yours faithfully

(Signature of the Authorized signatory of the Bidding Organization)

Name : Designation : Date : Time : Seal : Business Address :


Page 75 of 90


b. Form 2: Particulars of Bidder 1 Name of the Firm

2 Registered Office Address

Contact Number

Fax Number

E-mail

3 Correspondence / Contact address

Name & Designation of Contact person

Address

Contact Number

Fax Number

E-mail

4 Is the firm a registered company? If yes, submit

documentary proof

Year and Place of the establishment of the company

5 Former name of the company, if any

6 Is the firm

a. a Government/ Public Sector Undertaking

b. a propriety firm

c. a partnership firm (if yes, give partnership deed)

d. a limited company or limited corporation

e. a member of a group of companies, (if yes, give

f. name and address and description of other companies)

g. A subsidiary of a large corporation (if yes give the name and address of the parent organization). If the company is subsidiary, state what involvement if any, will the parent company have in the project.

7 Is the firm registered with Sales Tax department? If yes,

submit valid GST Registration certificate.

9 Total number of employees. Attach the organizational

chart showing the structure of the organization.

10 Are you registered with any Government/ Department/

Public Sector Undertaking (if yes, give details)

11 How many years has your organization been in business

under your present name? What were your fields when

you established your organization

12 What type best describes your firm? (Purchaser reserves

the right to verify the claims if necessary)

a. Manufacturer


Page 76 of 90


b. Supplier

c. System Integrator

d. Consultant

e. Service Provider (Pl. specify details)

f. Software Development

g. Total Solution provider (Design, Supply , Integration, O&M)

h. IT Company

13 Number of Offices in district headquarters in West Bengal

14 Is your organization has ISO 9001:2008 certificates?

15 List the major clients with whom your organization has

been / is currently associated.

16 Have you in any capacity not completed any work

awarded to you? (If so, give the name of project and

reason for not completing the work)

17 Have you ever been denied tendering facilities by any

Government / Department / Public sector Undertaking?

(Give details)

Authorized Signatory (Signature In full): _________________________________

Name and title of Signatory: __________________________________________

Company Rubber Stamp: ____________________________________________


Page 77 of 90


c. Form 3: Compliance Sheet for Technical Proposal

Sl. No.



Compliance (Yes/ No /

Partial)

Section and Page Reference Number

5. Company Profile

c)

Average Annual Turnover from System Integration / IT Projects work in each of the last three years (FY 16-17, FY 17-18, FY 18-19)



Min INR 100 Lakhs & above

d)

Certification

ISO/IEC 9001:2008/2015

ISO/IEC 9001:2008/2015 and ISO/IEC 27001:2005 or above OR ISO/IEC 9001:2008/2015 and SEI CMMi Level 3 or above

SEI CMMi Level 3 or above and ISO/IEC 9001:2008/2015 And ISO/IEC 27001:2005 or above

6. Project Experience

b)

The bidder should have implemented at least one e-Governance solution (that includes customization and implementation) in any Government/ PSU/ Government Financial Institute/ Semi Government/ Municipal Corporation / Municipality / Municipal Corporation / Development Authority as System Integrator in the last 3 financial years (2014-15, 2015-16, 2017-18) with total Number of users >= 100. For these projects, the minimum contract value should be at least INR 15 Lakhs.



Min INR 25 Lakhs & above


Page 78 of 90


Sl. No.




Partial)


The Bidder should have experience

executing at least three e-Governance

projects during last 3 Financial years

(2014-15, 2015-16, and 2017-18). The

minimum value of each project should

be at least INR 10 Lakhs

‘SI’ role shall necessarily include


application development, training &

maintenance Services at least 2 of the

following:




3 Project

More than 3 Projects Maximum 5 projects including 3 projects) 2.5 Mark for each extra project above 3 projects

7. Solution Proposed

Evaluation Committee will evaluate whether all the points/ requirements mentioned in the RFP are addressed well and award points accordingly, the important parameters being:-

b)

Proposed solution and Fitment to Requirement

Requirements addressed as mentioned in different parts of the RFP and the quality of the solution proposed

Solution architecture conceptualized for this project

Application deployment and testing Strategy

Quality Control Procedures suggested by responding firm

Interoperability, Interfacing and Integration Architecture

Training & Handholding

Work plan Timeline

Security Architecture & Features


Page 79 of 90


Sl. No.




Partial)


8. Proof of Concept

Demonstration of Functional Requirements Birth and Death Certificate System

Demonstration of Online Citizen Services and Development Processes

Citizen service

Internal Process

User & Role Management

Training Methodology


d. Form 4: Letter of Proposal To: <Location, Date>

The Executive Engineer, PWD




Sub: Selection of System Integrator (SI) for Design, Development, Implementation of Online Birth

and Death Certificate System at Bidhannagar Municipal Corporation.

Dear Sir,

1. We the undersigned bidder/(s), having read and examined in details the specifications and other

documents of the subject NIT no. <<NIT Number>> dated <<Date>>, do hereby propose to

execute the job as per specification as set forth in your Bid documents.

2. The prices of all items stated in the bid are firm during the entire period of job irrespective of date

of completion and not subject to any price adjusted as per in line with the bidding documents. All

prices and other terms & conditions of this proposal are valid for a period of 180 (One Hundred

Eighty) days from the date of opening of bid. We further declare that prices stated in our proposal

are in accordance with your bidding.

3. We confirm that our bid prices include all other taxes and duties and levies applicable and confirm

that any such taxes, duties and levies additionally payable shall be to our account.

4. Earnest Money Deposit: We have enclosed receipt of online EMD paid for a sum of Rs.50,000/-

through online EMD payment system of e-Tender site

5. We hereby declare that all the information and statements made in this Technical bid are true and

accept that any misinterpretation contained in it may lead to our disqualification.

6. If this proposal is accepted by you, we agree to provide services and complete the entire work, in

accordance with schedule indicated in the proposal. We fully understand that the work completion

schedule stipulated in the proposal is the essence of the job, if awarded.

7. We further agree that if our proposal is accepted, we shall provide a Performance Security amount

of the value equivalent to ten percent (10%) of the Order value as stipulated in Financial Bid.

8. We hereby declare that we are not insolvent, in receivership, bankrupt or being wound up, our

affairs are not being administered by a court or a judicial officer, our business activities have not

been suspended and we are not the subject of legal proceedings for any of the foregoing.

Yours sincerely, Authorized Signature [In full and initials]: Name and Title of Signatory: Name of Firm: Address: Location: _____________________________________ Date: ___________________________


Page 81 of 90


e. Form 5: Project Citation Format

1. List only previous similar assignments successfully completed in the last 5 years.

2. List only those assignments for which the SI was legally contracted by the Client as a company or was

one of the joint venture partners. Assignments completed by the SI’s individual experts working privately

or through other SI firms cannot be claimed as the relevant experience of the SI, or that of the SI’s sub-

contract. The SI should be prepared to substantiate the claimed experience by presenting copies of

relevant documents and references if so requested by the Client.

Project Experience

Organization Name:

Experience

Credential 1:

Name of the Project:

Contract Value (in INR) if applicable: Share of Contract Value:

Sole Bidder or Consortium (Lead Bidder/ Secondary Bidder)

Sole Bidder/ In Consortium as Lead Bidder/ In Consortium as Secondary Bidder

Name of associated Consortium Member, if any:

Country: Location within country:

Duration of the project:

Client Name and Address:

Start Date: Completion Date:

Project Description:


Page 82 of 90


f. Form 6: Proposed Work Plan

Sl. No

Activity Calendar Weeks

W1 W2 W3 W4 W5 W6 W7 W8 W10 … … … W48

1.

2.

3.

4.

5.

6.

N


Page 83 of 90


g. Form 7: Declaration on Source Code and Intellectual Property Rights To, <Date>





Dear Sir,

Sub: Self-certificate regarding the source code and Intellectual property rights under this Project

I, authorized representative of _________________________, hereby solemnly affirm to the IPR and

Source Code rights as defined in Clause __ of this RFP document.

In the event of any deviation from the factual information/ declaration, BMC reserves the right to terminate

the Contract without any compensation to the System Integrator.

Thanking you,

Yours faithfully


Name :

Designation :

Date :

Time :

Seal :

Business Address :


Page 84 of 90


h. Form 8: Undertaking on Service Level Compliance To, <Date>





Dear Sir,

Sub: Undertaking on Service Level Compliance

1. I/We as System Integrator do hereby undertake that we shall monitor, maintain, and comply with the

service levels stated in the RFP to provide quality service to BMC.

2. However, if the proposed resources and ICT components are found to be insufficient in meeting the

RFP and/or the service level requirements given by BMC, then we will augment the same without

any additional cost to BMC.

Yours faithfully,




Page 85 of 90


i. Form 9: Undertaking on Deliverables To, <Date>





Dear Sir,

Sub: Undertaking on Deliverables

1. I/We as System Integrator do hereby undertake that processes, deliverables/artefacts submitted to

BMC will adhere to the quality and standards specified in this RFP.

2. We also recognize and undertake that the deliverables/artefacts shall be presented and explained to

BMC and other key stake holders (identified by BMC), and also take the responsibility to provide

clarifications as requested by BMC.

3. We agree to abide by the procedures laid down for acceptance and review of deliverables/artefacts

by BMC as stated in this RFP or as communicated to us from time-to-time.

4. We also understand that the acceptance, approval and sign-off of the deliverables by BMC will be

done on the advice of BMC and any other agency appointed by the BMC for the same. We understand

that while all efforts shall be made to accept and convey the acceptance of each deliverable in

accordance with the Project schedule, no deliverable will be considered accepted until a specific

written communication to that effect is made by BMC.

5. We also understand that, BMC reserves rights whether to accept or reject the deviations. In case BMC

rejects the deviations, we will accept the same and without any implications what so ever.

Yours faithfully,




Page 86 of 90


j. Form 10: Undertaking on Exit Management and Transition To, <Date>





Dear Sir,

Sub: Undertaking on Exit Management and Transition

1. I/We hereby undertake that at the time of completion of our engagement with the BMC, either at the

End of Contract or termination of Contract before planned Contract Period for any reason, we shall

successfully carry out the exit management and transition of this Project to the BMC or to an agency

identified by BMC to the satisfaction of the BMC. I/We further undertake to complete the following as

part of the Exit management and transition:

a. We undertake to complete the updation of all Project documents and other artifacts and handover

the same to BMC before transition.

b. We undertake to design standard operating procedures to manage system (including application

and IT systems), document the same and train BMC personnel on the same.

c. We undertake to transfer the complete knowledge and running and updated code base of

developed application to BMC or it’s authorized representative.

d. If BMC decides to take over the operations and maintenance of the Project on its own or identifies

or selects any other agency for providing operations & maintenance services on this Project, then

we shall provide necessary handholding and transition support, which shall include but not be

limited to, conducting detailed walkthrough and demonstrations for the e-Governance solution,

handing over all relevant documentation, addressing the queries/clarifications of the new agency

with respect to the working / performance levels of the ICT components , conducting Training

sessions etc.

2. I/We also understand that the Exit management and transition will be considered complete on the basis

of approval from BMC.

Yours faithfully,




Page 87 of 90


k. Form 11: Bidder's Authorization Certificate

BIDDER’S AUTHORIZATION CERTIFICATE

To,





I/ We {Name/ Designation} hereby declare/ certify that {Name/ Designation} is hereby authorized to sign

relevant documents on behalf of the company/ firm in dealing with Tender/ NIT reference No.

______________________ dated _________. He/ She is also authorized to attend meetings & submit

technical & commercial information/ clarifications as may be required by you in the course of processing

the Bid.

For the purpose of validation, his/ her verified signatures are as under.

Thanking you,

Name of the Bidder: - Verified Signature:

Authorized Signatory: -

Seal of the Organization: -

Date:

Place:

Note: Please attach the board resolution / valid power of attorney in favour of person signing this

authorizing letter.


Page 88 of 90


3. Proforma for Performance Bank Guarantee

(On non-judicial stamp paper of appropriate value to be purchased in the name of executing Bank)

PROFORMA OF BANK GUARANTEE (BG) FOR SECURITY DEPOSIT–CUM-PRFORMANCE

GUARANTEE

Ref …………………….. Bank Guarantee no…………….

Date…………………..

PROFORMA OF BG FOR SECURITY DEPOSIT

1. KNOW ALL MEN BY THESE PRESENTS that in consideration of Bidhannagar Municipal Corporation,

Government of West Bengal, having its Registered office at Poura Bhawan, FD – 415A, Sector III, Salt

Lake City, Kolkata – 700 106, West Bengal (hereinafter called “The Purchaser”) having agreed to accept

from ______________________ (hereinafter called “The Contractor”) Having its Head Office at

______________________, a Bank guarantee for Rs. _____________ in lieu of Cash Security Deposit

for the due fulfillment by the Contractor of the terms & conditions of the Work Order No.

_____________________________________ dated _____________________issued by the

Purchaser for________________________________ (hereinafter called “the said work order

________________ _______dated____________)”. We ________________ (Name & detailed

address of the branch) (hereinafter called “the Guarantor”) do hereby undertake to indemnify and keep

indemnified the Purchaser to the extent of Rs.__________ (Rupees ____________ _____________)

only against any loss or damage caused to or suffered by the Purchaser by reason of any breach by

the Contractor of any of the terms and conditions contained in the said Work Order No.

____________________ dated __________________ of which breach the opinion of the Purchaser

shall be final and conclusive.

2. AND WE, ____________________DO HEREBY Guarantee and undertake to pay forthwith on demand

to the Purchaser such sum not exceeding the said sum of ________Rupees_______________) only

as may be specified in such demand, in the event of the Contractor failing or neglecting to execute fully

efficiently and satisfactorily the order for __________________________ _______________ Work

Order no. , _______________dated _________

3. WE __________________________ further agree that the guarantee herein contained shall remain in

full force and effect during the period that would be taken for the performance of the said order as laid

down in the said Work Order No. ________________ dated _______________ including the warranty

obligations and that it shall continue to be enforceable till all the dues of the Purchaser under or by

virtue of the said Work Order No. _________________ dated _____________ have been fully paid

and its claims satisfied or is charged or till the Purchaser or its authorized representative certified that

the terms and conditions of the said Work Order No. ______________________ dated

_________________ have been fully and properly carried out by the said contractor and accordingly

discharged the guarantee.


Page 89 of 90


4. We _____________________________ the Guarantor undertake to extend the validity of Bank

Guarantee at the request of the contractor for further period of periods from time to time beyond its

present validity period failing which we shall pay the Purchaser the amount of Guarantee.

5. The liability under the Guarantee is restricted to Rs. _________ (Rupees

_________________________________________) only and will expire on ______________ and

unless a claim in writing is presented to us or an action or suit to enforce the claim is filled against us

within 6 months from _______________ all your rights will be forfeited and we shall be relieved of and

discharged from all our liabilities (thereinafter)

6. The Guarantee herein contained shall not be determined or affected by liquidation or winding up or

insolvency or closer of the Contractor.

7. The executants has the power to issue this guarantee on behalf of Guarantor and holds full and valid

power of Attorney granted in his favour by the Guarantor authorizing him to execute the Guarantee.

8. Notwithstanding anything contained herein above, our liability under this guarantee is restricted to Rs.

__________ (Rupees _________________________) only and our guarantee shall remain in force up

to _______________ and unless a demand or claim under the guarantee is made on us in writing on

or before _______________ all your rights under the guarantee shall be forfeited and we shall be

relieved and discharged from all liabilities there under.

We, __________________________ lastly undertake not to revoke this guarantee during the currency

except with the previous consent of the Purchaser in writing. In witness whereof we

___________________________have set and subscribed our hand on this

________________________ day of _____________________.

SIGNED, SEALED AND DELIVERED

______________________

(Stamp of the executants)

WITNESS

1) ______________________

2) ______________________

(Name & address in full with Rubber Stamp)


Page 90 of 90


4. Annexure III: Commercial Bid Formats

a. Form 1: Commercial Proposal

Sl. No.

Particulars Basic price

(INR) [A]

GST (%)

GST (INR) [B]

Any other Tax (INR)

[C] Total (A+B+C)

1. Total Development, Training &

Handholding Cost

2. Total Data Migration Cost

3. SMS Integration and SMS cost

for 1 year

4. Security Audit

5. Private Cloud Hosting

6. Total Operation & Maintenance

Cost of application (for 1 year)

Total Cost (In Figures)

Total Cost (In Words)