Tender Document For Development and ... - Govt. of India · Department of Rural Development and Panchayats is required to develop Online Mahatma Gandhi Sarbat Vikas Yojna Portal which

Department of Rural Development and Panchayats Page 1

Government of Punjab

Department of Rural Development and Panchayats,

Vikas Bhawan, Sector- 62, Mohali

Tender Document

For

Development and Management of

Mahatma Gandhi Sarbat Vikas Yojna (MGSVY)

Online Web Portal


Tender Documents

1. DATA SHEET

Name of the Work

Development and Management of MGSVY Web Application

Cost of Tender Document Rs.1000/-

Place of Opening of Financial

Proposal

Department of Rural Development and Panchayats,

Mohali, Punjab

Earnest Money Deposit (EMD) Rs.10,000/-

Mode of EMD Deposit or

Payment of Cost of Tender Document

DD in the name of Director Rural

Development,Mohali

Address for Communication Department of Rural Development and Panchayats,

Punjab

Other important criteria specified by the Tender Inviting Authority: 1. Detailed eligibility criteria's given in the Tender Document

2. Tender received after due date and time will be summarily rejected


Advantage of Application:

1. Availability of web application to save time &money to submit survey data.

3. Timely data feeding of receipt of survey will enable to generate MIS.

4. Maintenance of proper record and facilitation incorrect and timely reporting to Govt.

and other authorities.

5. Just-In-Time reporting system


Scope of Work:

Development &Management of Mahatma Gandhi Sarbat Vikas Yojna Web Portal for one year from the

date of launch of software..

Summarized Scope of Project

Department of Rural Development and Panchayats is required to develop Online Mahatma Gandhi Sarbat Vikas

Yojna Portal which will run Online/Offline and is to be developed in Microsoft’s ASP.NET 4.0/C#/MVC/ SQL

Server 2012.

The scope of work is as listed below:

(1) Web Portal: Vendor has to develop cloud based portal to submit survey data into portal for 22 districts

of Punjab. It will carry survey data of whole state of Punjab. Web portal should have survey forms and

10+ MIS Reports and Dashboards.

(2) Maintenance:-Vendor has to maintain data and portal of MGSVY for a period of 1 year.

(3) Security Audit of Web Portal:- Vendor has to provide security audit certificate of web portal.

(4) Service Support Center: For Attending Calls from citizens,Data Entry Operators, Supervisors and

Officials regarding Help/Support for Softwares/Applications of Department of Rural Development and

Panchayats.

(5) Customize Reports: will provide various customize reports time to time as per requirements

byDepartment of Rural Development and Panchayats Officials.

(6) Security of the Data: We have the first priority to keep the data secure and highly confidential.

(7) Server Traffic: Monitoring Server Traffic / Load Sharing & providing 24x7 hours availability of server

without any problem.

(8) Backups and Recovery: Managing Backup of Contents, Databases of all Softwares and Services from

server & keep them highly confidential.

(9) Window Cloud Server 8GB RAM, 6 Core Processor, 500GB Hard Disk and 100 GB Bandwidth per

month will be provided by firm from BSNL.


TECHNICAL RQUIREMENT FOR THE TENDERING COMPANY/FIRM/AGENCY

The tendering Company/Firm/Agency should fulfill the following technical Qualification:-

a) The Company/Firm/Agency should have average turnover of minimum 25 Lakh during last three

financial years (year 2014-15 and 2014-15 and 2016-17). It should be certified by CA. Firm /Company

should be in the business since 5 years

b) The Company/Firm/Agency should have work experience of managing web based software development

services in at least 3 Govt. Department (work order along with successfully running software services

certificate is must).

c) The Company/Firm/Agency should have at least 30 employees in its payroll during last 1year.

d) The Company/Firm/Agency should be ISO 9001-2015 or ISO 9001-2008 certified

General Conditions:

a) Any tax and liabilities will be borne by the firm. The consortium/partnership bidding is not allowed.

b) Vendor will be abide by the technical conditions of the department.

c) The bid can be cancelled by the Department of Rural Development and Panchayats, without assigning

any reason.

d) The vendor preferably has worked in both English & Punjabi Data computerization/software

development for any such Government Departmentin Punjab.

e) The firm or system Integrator should not have ever been blacklisted by Government of India /State

Government / Government agency / body (Self-attested certificate by company should be provided).


Development/ Customization of Software Application:

The bidder should propose an IT Solution to meet requirements of DEPARTMENT OF RURAL

DEVELOPMENT AND PANCHAYATS. The Scope of work for the bidder will be as follows:

Study the proposed system and prepare the Detailed System Requirements Specification (SRS)

document for this Solution.

System Design documents (wherever/whenever required).

Development of proposed Solution.

Implementation of proposed Software application, database and related software, and

integration tools.

The Implementation Completion Certificate will be issued after the process of successful

running MGSVY database by the DEPARTMENT OF RURAL DEVELOPMENT AND

PANCHAYATS.

Application Specifications:

a) Software should be database independent which can be ported to any DBMS/RDBMS.

b) The Software should be able to generate reports in Excel/Word/PDF/HTML/XML formats.

c) Any Rich Internet Application GUI (Graphical User Interface) tool should be used.

Standards to be followed by Bidder:

The proposed solution needs to be designed based on the standards adopted by National as well as international

agencies, to the extent feasible and in line with overall system requirement set out in this RFP, in order to

provide good interoperability with multiple platforms and avoid any technology or technology provider lock-in

for the Computerization Project.

DATES: All information technologies MUST properly display, calculate, and transmit date data.

USER AND USAGE ADMINISTRATION: The bidder MUST clearly state the access controls, for on-line

PC’s applications connected to the centralized server, which ensures that:

Only authorized personnel are allowed to access the system; access being restricted via the use of user

names/identifications and associated password.

Access to each application is restricted to specified authorized users.

The user in the application system is logged off automatically if the user is idle for more than a

specified and variable period, to prevent access to the system, applications etc. by unauthorized third

parties when a terminal is left unattended.


Proposal Preparation Costs:

The bidder is responsible for all costs incurred in connection with participation in this process,

including, but not limited to, costs incurred in conduct of informative and other diligence activities,

participation in meetings /discussions/presentations, preparation of proposal , in providing any additional

information required by Executive Officer, DEPARTMENT OF RURAL DEVELOPMENT AND

PANCHAYATS to facilitate the evaluation

process, and in negotiating a definitive Service Agreement or all such activities related to the bid process. This

RFP does not commit DEPARTMENT OF RURAL DEVELOPMENT AND PANCHAYATS to award a

contract or to engage in negotiations. Further, no costs incurred, in anticipation of award shall be reimbursed by

the DEPARTMENT OF RURAL DEVELOPMENT AND PANCHAYATS. Bidders are requested to carry out

necessary due diligence (situational understanding and information analysis) before submitting their proposals.

Any queries regarding this project can be confirmed before submitting the proposals/bids as mentioned in Data

Sheet.

Timeline/ Delivery Schedule:

Timeframe for Operation & Management of Citizen Facilitation Centre of Department of Rural Development

and Panchayats is 4 Weeks from the date of commencement of work. Vendors are required to provide details of

all the activities of the assignment that shall be completed from the date of signing of the agreement.

Change Management:

Any change in the scope of work/deliverables which have not been conceptualized at this stage, can be

proposed and negotiated with the DEPARTMENT OF RURAL DEVELOPMENT AND PANCHAYATS and if

agreed any extra charges for the same can be finalized.

Submission of Proposal:

Bidders/contractors shall attach copies of all the papers i.e. Earnest Money tender fee (when the tender

document is download by vendor from website) and the certificates as required in the eligibility criteria,

along with signed copy of Tender documents.

Interested bidders can purchase the tender documents from the office of Director, Rural Development

and Panchayats, Mohali.

Language

The Proposal and all related correspondence exchanged between the vendor and the Client shall be

written in the English language. Supporting documents and printed literature that are part of the

Proposal may be in another language provided they are accompanied by an accurate translation of the

relevant passages in English, in which case, for the purposes of interpretation of the Proposal, the

translated version shall govern.


Bid Security (Earnest Money Deposit –EMD)

Bidders shall submit, along with their Bids, Bid security or EMD of Rs.10,000/-(Rs Ten thousand only).

The EMD would be refunded to all unsuccessful bidders at the expense of the Bidders within a

reasonable time (normally on signing of agreement with successful bidder) consistent with the rules and

regulations in this behalf.

The EMD of the successful bidders shall be retained by the department & shall be refunded after

completion of the contract period consistent with the rules and regulations in this behalf. Bid without

adequate bid security/EMD are liable for rejection without providing any opportunity to the bidder

concerned.

Tender Rejection Criteria:

The tenders without specified EMD amount will be summarily rejected.

The tenders not fulfilling eligibility criteria are liable to be rejected.

Tenders, without tender fee of Rs 1000, in case of those, who have downloaded the tender from the

website, are liable to be rejected.

Tenders not submitted in the form specified as per the format given in this Tender document/BOQ are

likely to be rejected.

In addition to the above rejection criteria, if there is non-compliance of any of the clauses of this Tender

Document, the Tenders are liable for rejection.

Incomplete details will be treated as non-responsive offer and the tender is liable for rejection.

Submission of Tender-Two Cover System

The bidder must submit bid in the two envelops system “Technical Bid” and a “Financial Bid”. The technical

proposal shall not contain any price/rate details. Bid submitted by the bidder shall comprise the following

documents:

1. The Technical Proposal and all supporting documents should be duly signed on all pages before submission

2. EMD details/Tender form fee (When the bidder has download the Tender from website).

3. Any other information that is required to be submitted in the proposal process.

Period of Validity of Proposals

The offer submitted by the bidder shall be valid for a period of 90 days from the last date of submission

of the tender, as specified in the data sheet. A proposal valid for a shorter period may be rejected as

nonresponsive

In exceptional circumstances, the Director, Rural Development and Panchayats, may solicit the bidder's

consent for an extension of the validity period. The request and the responses there to shall be made in

writing.


BID EVALUATION PROCESS:

Evaluation of Technical Proposals:

The Technical Proposal will be examined by the department on the Eligibility Criteria and basis of

responsiveness to the Terms of RFP/Tender Document. It shall judge its understanding and ability to meet the

Scope of work. The bidders who score a technical score of more than or equal to 90% will only qualify for

further evaluation under the financial bids. Financial bids of non-qualifying bidders (receiving less than 90%

marks in technical evaluation) shall not be opened and shall be returned oncethe contract has been awarded. The

decision of the Director, Department of Rural Development and Panchayats will be final and binding in the

regard.

Technical Bid Evaluation Criteria:

Sr.

No

Parameters Marks

1. The Company/Firm/Agency should have average turnover of minimum 25 Lakh during

last three financial years (year 2014-15, 2015-16 and 2016-17). It should be certified by

CA. Firm/Company should be in the business since 5 years

30

2. The Company/Firm/Agency should have work experience in software development and

implementation services in at least 3 Govt. department with at least one single order of 50

Lakh or higher (work order along with successfully running software services certificate is

required).

20

3. Firm should have successfully implemented online software in atleast 2 Government

Department .(Successfully running certificate is to be required).

15

4. The firm should have undertaken the GIS survey data maintenance experience in atleast

one ULB. The firm should have qualified and experience Expert team in it employee list.

05

5. The Company/Firm/Agency should have atleast 30 employees in its payroll including IT

staff strength during last 6 months.

15

6. The Company/Firm/Agency should be ISO 9001-2015 or ISO 9001-2008 certified 05

7. Approach & Methodology & Strategy for digitization : Clear understanding of scope of

services

10

Total 100


Opening of Financial Proposals

The Financial Bids of the technically qualified bidders will only be opened and evaluated. The Financial

Proposals of all non-qualifying Vendors will be unopened, after signing of the contract with the winning

Vendor. All Vendors, with qualifying Technical Proposals, shall be informed in writing, or through standard

electronic means, of the date and place for the opening of their Financial Proposals. Vendors’ attendance at the

opening of Financial Proposals is optional.

At the opening of Financial Proposals, the Financial Proposals of all qualifying Technical Proposals shall be

opened one at a time by the Client and the following read out and recorded:

A. Name of the Vendor;

B. Price, taxes and duties details (inclusive) etc.

C. Validity and Only Financial Proposals read out and recorded at the opening of Financial Proposals shall be

considered for comparison and award.

The Client will prepare a record of the opening of Financial Proposals. The Vendors’ representatives who are

present will be requested to sign the record. The omission of a Vendor’s signature on the record shall not

invalidate the contents or effect of the record.

Evaluation of Financial bids:

a. The Client will correct arithmetical errors during evaluation of Financial Proposals on the following basis:

i. 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, unless in the opinion of the

DEPARTMENT OF RURAL DEVELOPMENT AND PANCHAYATS, there is an obvious misplacement of

the decimal point in the unit price, in which case the total price as quoted shall govern and the unit price shall be

corrected;

ii. If there is an error in a total corresponding to the addition or subtraction of subtotals, the subtotals shall

prevail and the total shall be corrected; and

iii. If there is a discrepancy between words and figures, the amount in words shall prevail, unless the amount

expressed in words is related to an arithmetic error, in which case the amount in figures shall prevail subject to

(i) and (ii) above.

b. The Total Value of the Financial bid shall be worked out as per financial bid format and the contract will be

awarded to the lowest quoting bidder. The price quoted for both works (digitization and software development)

will be added to reach the TOTAL BID price, which will form the basis of calculating the LOWEST BID.

c. If all quoted rates are same, firm with higher technical marks (up to two decimals) shall be considered.


AWARD OF CONTRACT

1.1 SIGNING OF CONTRACT AND COMMENCEMENT

Promptly after notification, the Client shall send to the successful Vendor the Contract. Pursuant to negotiations,

the successful Vendor shall sign, date, and return the Contract, along with necessary supporting documents. All

formalities of negotiation and signing of contract will be completed within seven (7) days of receipt of

notification of award from DEPARTMENT OF RURAL DEVELOPMENT AND PANCHAYATS.

1.2 RIGHT TO TERMINATE THE PROCESS

The right of final acceptance of the tender is entirely vested with the Director, Rural Development and

Panchayats, Mohali, who reserves the right to accept or reject, any or all of the tenders in full or in parts

without assigning any reason whatsoever.

There is no obligation on the part of the DEPARTMENT OF RURAL DEVELOPMENT AND

PANCHAYATS to communicate with rejected Bidders.

1.3 REVIEW MEETINGS

Vendor/ successful Bidder shall organize weekly/fortnightly review meetings with the officer In-charge /Rural

Development and Panchayats to review functionality issues and progress of work. The frequency of meetings

will be intimated by the vendor in consideration of requirements in the interest of the project. Vendor would

prepare the minutes of the review meetings mentioning the issues discussed, decisions taken on them and

appropriate level at which these require being resolved.

1.4 LAW AND JURISDICTION

• The Vendor services and agreement made with successful bidder shall be governed by the laws of Republic of

India and first court of jurisdiction shall be Chandigarh/Mohali.

• The tendering agency will be responsible for compliance of all statutory provisions relating to minimum

wages, Provident Fund, Employees State Insurance etc. in respect of the persons deployed by it in

DEPARTMENT OF RURAL DEVELOPMENT AND PANCHAYATS.

The tendering agency shall also be liable for depositing all taxes, levies, cess etc. on account of service rendered

by it to DEPARTMENT OF RURAL DEVELOPMENT AND PANCHAYATS to the concerned tax collection

authorities from time to time as preexisting rules and regulations in the matter.

The tendering agency shall maintain all statutory registers under the applicable law.

The agency shall produce the same, on demand, to the concerned authority of DEPARTMENT OF

RURAL DEVELOPMENT AND PANCHAYATS.

The Tax Deduction at Source (TDS) shall be affected as per the provisions of the Income Tax/Service

Tax Act, as amended from time to time and a certificate to this effect shall be provided to the agency by

Director, DEPARTMENT OF RURAL DEVELOPMENT AND PANCHAYATS.

In case, the tendering agency fails to comply with any statutory/taxation liability under appropriate law,

and as result there of the Department of Rural Development and Panchayats is put to any


loss/obligation-monetary or otherwise ,the DEPARTMENT OF RURAL DEVELOPMENT AND

PANCHAYATS will be entitled to get itself reimbursed out of the outstanding bills or the Security

Deposit of the agency, to the extent of the loss or obligation in monetary terms.

The tendering agency shall be covered by all clauses of MW-4.

NIT/Tender Document/MW-4shall be a part of the agreement. At the time of signing the agreement the

DEPARTMENT OF RURAL DEVELOPMENT AND PANCHAYATS has the full right to add or

delete any of the condition which is a part or not a part of the tender document/RFP.

1.5 AMICABLE SETTLEMENT

This Contract shall constitute the entire Agreement between the Parties, and may not be altered or amended

except by the written agreement of the Parties. No duties, obligations, liabilities or warranties other than those

expressly provided in this Contract and its attachments shall be applied. Both Parties to this Agreement will

make every attempt to resolve in an amicable way all differences concerning the interpretation of this Contract

and the execution of the work. Any dispute or disagreement which cannot be resolved by both Parties and any

controversy claim or dispute otherwise arising in connection with this Contract or breach thereof shall be

referred to an arbitrator to be agreed between the Parties or, failing such agreement, will be referred to the

Courts of Chandigarh/Mohali. The decision of the arbitrator shall be final and binding on both Parties. The

place of arbitration shall be Chandigarh/Mohali.

Terms & Conditions:

1. After the completion of the project, the developed Software for the same with Source Code along with details

of development tools MUST be handed over to Department of Rural Development and Panchayats authorities.

2. All the software’s provided and its relevant License is the sole responsibility of the Vendor.

3. The rates quoted by the tendering agency should be inclusive of all statutory/taxation liabilities at the time of

entering into the contract.

4. All Scope of work MUST be completed in stipulated time, any delays MUST be penalized @ Rs. 2000/-per

week shall be levied after the delay in execution of the assignment at various stages. Delay of more than 30 day

at any stage may result in forfeiting the EMD and Cancellation of the project.

5. The conditional bids shall not be considered and will be out rightly rejected in very first instance.

6. The competent authority of the Department of Rural Development and Panchayats reserves the right to annul

any or all bids without assigning any reason.

7. The Data Entry will be running in concurrence with the DEPARTMENT OF RURAL DEVELOPMENT

AND PANCHAYATS data collection. Each Module in the software MUST be capable of Any Time Reporting

for the convenience of the Department of Rural Development and Panchayats staff.

8. The contract shall be subject to the Indian Laws and the jurisdiction of the courts, located in the Chandigarh

/Mohali.

9. The tender shall remain valid for acceptance upto SIX months from the date of opening of tender


10. The tendering Company /Firm/Agency shall replace immediately any of its

personnel, who are found unacceptable to DEPARTMENT OF RURAL DEVELOPMENT AND

PANCHAYATS because of security risks, incompetence, conflict of interest, improper conduct etc. upon

receiving a notice from the Department of Rural Development and Panchayats.

11. The Data Entry will be running in concurrence with the DEPARTMENT OF RURAL DEVELOPMENT

AND PANCHAYATS data collection.

12. All Taxes has to be borne by the Vendor and the price quoted MUST include all taxes.

13. DEPARTMENT OF RURAL DEVELOPMENT AND PANCHAYATS will carry out the capability

assessment of the bidder and the DEPARTMENT OF RURAL DEVELOPMENT AND PANCHAYATS’s

decision shall be final &binding to all in this regard.

14. Incomplete tender such as absence of supporting documents, late submission of quotation, conditional

quotation will not be accepted or can be rejected without any intimation.

15. The vendor will also ensure safety and safe return of the PTR.

16. DEPARTMENT OF RURAL DEVELOPMENT AND PANCHAYATS will not provide any

arrangement/facilities to carry out the work by way of labor, transport or residential accommodation etc.

17. The TDS as applicable under GOI Act/rules shall be deducted from due payments of the contractors.

18. The service tax if any (should be intimated by the agency) shall be paid. It has to be separately shown and

included in total cost.

19. Bidding firms are advised to visit, check, assess and make them fully aware of the situation as well as

operational feasibility before tendering.

20. Payment shall be made as per actual work done.

21. The facilitation center may be shifted to any other premises of the city as per the demand of the

citizens/Area Councilors /higher authorities of DEPARTMENT OF RURAL DEVELOPMENT AND

PANCHAYAT Department any time without any intimation within24 hours.

22. EMD of Rs. 10,000/- (Ten thousand only) Demand draft in favor Director, Rural Development and

Panchayats, Mohali.

23. The Council reserves the right to add/amend/ modify/ withdraw and of the terms and conditions of the

tender without any notice.

24. The Technical Bid will be opened first by the STC/SIRD in presence of the intending Bidders or their

authorized representative in the office of the STC/SIRD. Bidders who quality the Technical Bid will be

informed in due course the result of their application and date/time of opening of Financial Bids.

25. Any other revenue collection may be added in the scope in future, for that vendor will not be paid

separately.


Negotiations with the Successful Bidder

DEPARTMENT OF RURAL DEVELOPMENT AND PANCHAYATS reserves the right to further negotiate

with the Successful Bidder. While negotiating, the following aspects may be considered:

1. Further reduction in consultancy charges for undertaking the Work – justifications for charges maybe

questioned and negotiated.

2. Advancing the delivery schedule.

3. Phasing of the Payment Schedule based on actual work load.

4. The Consultant shall confirm the availability of all personnel as indicated in its Proposal.

5. The Client will not consider substitutions during contract negotiations unless both parties agree that undue

delay in the selection process makes such substitution unavoidable, or for reasons such as death or medical

incapacity. Any proposed substitute shall have equivalent or better qualifications and experience than the

original candidate and must be submitted to the Client within the period of time specified in the Letter of

Invitation to negotiate. Failure to meet either of these requirements may result in disqualification. Decision of

DEPARTMENT OF RURAL DEVELOPMENT AND PANCHAYATS on equivalency of candidates shall be

final.

FINANCIAL

In case of breach of any terms and conditions attached to this contract, the

Performance Security/EMD Deposit by the agency will be liable to be forfeited by the

DEPARTMENT OF RURAL DEVELOPMENT AND PANCHAYATS be sides annulment of the

contract.

The agency shall raise the bill, in triplicate, along with attendance sheet in respect of the

persons deployed and submit the same in the first week of the succeeding month. The payment to the persons

deployed should be made through A/c payee cheque and the same is the sole responsibility of the Vendors.

Any variation (increase or decrease) in service tax or its substitute new tax will be accepted by the

DEPARTMENT OF RURAL DEVELOPMENT AND PANCHAYATS.

Note: for any clarification bidder can contact Department of Rural Development and Panchayats during

office hours.

Department of Rural Development and Panchayats, Mohali (Pb)Financial Bid

Opration & Managemnet of Mahatama Gandhi Sarbat Vikas Yojna (MGSVY)

Name of Agnecy/Firm/Company& Address

SR.No. DESCRIPTION AMOUNTTo be filled in numeric figures only noadditional remarks is acceptable

1 Web Portal of MGSVY LUMPSUM A

2 Maintenance and Support PERMONTH B

3 Security Audit LUMPSUM C

A*1

Total 8*12

C*1

Grand Total

GSTWill be paid extraAll terms and Conditions as per Tender Document

Signature and Stamp of Bidder