Model RFP Template for PPP - APTS Template... · RFP Template for Selection of Agencies for PPP 12 | P a g e 5 Instructions to the Bidders 5.1 General I. While every effort has been

REQUEST FOR PROPOSAL TEMPLATE

FOR

SELECTION OF AGENCIES

FOR

PUBLIC PRIVATE PARTNERSHIP (PPP)

FOR

ANDHRA PRADESH TECHNOLOGY SERVICES

National Institute for Smart Government

August 2015

RFP Template for Selection of Agencies for PPP

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Document Control

Document Title: RFP Template for selection of Agencies for PPP projects in e-Governance

Document Status:

Abstract: Example: .

Document Publication History

(All revisions made to this document must be listed in chronological order, with the most recent revision

at the top.)

Date Author Version Remark

25.08.2015 NISG, Hyderabad 1.2

21.08.2015 NISG, Hyderabad 1.1

Reviewers

Date Reviewer Remarks

21.08.2015 APTS

Distribution

Version Name Location


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Table of Contents

1 Introduction ...............................................................................................................................7

2 Fact Sheet ..................................................................................................................................8

3 Structure of the RFP ....................................................................................................................9

4 Background Information ........................................................................................................... 10

4.1 Basic Information ........................................................................................................................ 10

4.2 Project Background ..................................................................................................................... 10

4.3 Key Information .......................................................................................................................... 10

4.4 About the Department ................................................................................................................ 11

4.5 Current Number of Transactions ................................................................................................ 11

5 Instructions to the Bidders ........................................................................................................ 12

5.1 General ........................................................................................................................................ 12

5.2 Compliant Proposals / Completeness of Response .................................................................... 13

5.3 Pre-Bid Meeting & Clarifications ................................................................................................. 13

5.4 Key Requirements of the Bid ...................................................................................................... 14

5.5 Preparation and Submission of Bid ............................................................................................. 17

5.6 Bid Evaluation Process ................................................................................................................ 19

6 Criteria for Evaluation ............................................................................................................... 21

7 Bid Evaluation .......................................................................................................................... 23

7.1 Pre-Qualification Evaluation ....................................................................................................... 23

7.2 Technical Bid Evaluation ............................................................................................................. 25

7.3 Commercial Bid Evaluation ......................................................................................................... 29

8 Appointment of Private Sector Vendor/Agency ......................................................................... 30

8.1 Award Criteria ............................................................................................................................. 30

8.2 Right to Accept Any Bid and To Reject Any or All Bids(s) ........................................................... 30

8.3 Notification of Award .................................................................................................................. 30

8.4 Contract Finalization and Award ................................................................................................. 30

8.5 Performance Guarantee ............................................................................................................. 30

8.6 Signing of Contract ...................................................................................................................... 31

8.7 Failure to Agree with the Terms and Conditions of the RFP ....................................................... 31

9 Scope of Work .......................................................................................................................... 32

10 Key Personnel ....................................................................................................................... 34


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10.1 Positions identified for Key Personnel ........................................................................................ 34

10.2 Initial Composition, Full Time Obligation, Continuity of Personnel ............................................ 34

10.3 Evaluations .................................................................................................................................. 35

10.4 Replacement ............................................................................................................................... 35

10.5 High Attrition .............................................................................................................................. 36

10.6 Solicitation of Employees ............................................................................................................ 36

11 Deliverables and Timelines .................................................................................................... 37

12 Acceptance Testing & Certification ........................................................................................ 39

13 Change Control ..................................................................................................................... 43

13.1 Change Control Note................................................................................................................... 43

13.2 Quotation .................................................................................................................................... 44

13.3 Costs ............................................................................................................................................ 44

13.4 Obligations .................................................................................................................................. 45

14 Conflict of Interest ................................................................................................................ 47

15 Annexure .............................................................................................................................. 49

Annexure I: TECHNICAL BID TEMPLATES ................................................................................................ 49

Form 1: Compliance Sheet for Technical Bid .......................................................................................... 50

Form 2: Letter of Proposal ...................................................................................................................... 54

Form 3: Project Citation Format ............................................................................................................. 56

Form 4: Proposed Solution ..................................................................................................................... 57

Form 4A: Solution Proposed ................................................................................................................... 57

Form 4B: Bill of Materials (Softwares) .................................................................................................... 58

Form 4C: Bill of Materials (Infrastructure) ............................................................................................. 58

Form 4D: Services Description ................................................................................................................ 58

Form 5: Proposed Work Plan .................................................................................................................. 59

Form 6: Team Composition .................................................................................................................... 60

Form 7: Curriculum Vitae (CV) of Key Personnel .................................................................................... 61

Form 8: Deployment of Personnel ......................................................................................................... 63

Form 9: Manufacturers'/Producers’ Authorization Form ...................................................................... 64

Form 10: No Conflict of Interest Declaration ......................................................................................... 65

Form 11: Power of Attorney Template in favour of Lead Bidder ........................................................... 66

Form 12: Bank Guarantee for Earnest Money Deposit ......................................................................... 67


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ANNEXURE II: FINANCIAL Bid TEMPLATE ............................................................................................... 69

Form 1: Covering Letter .......................................................................................................................... 69

Form 2: Financial Bid .............................................................................................................................. 71

ANNEXURE III: TEMPLATE FOR PBG & CCN ............................................................................................ 90

Form 1: Performance Bank Guarantee ................................................................................................... 90

Form 2: Change Control Notice (CCN) Format ....................................................................................... 92

ANNEXURE IV – Guidance Notes ............................................................................................................ 94

16.1 Instruction to the Bidder ............................................................................................................. 94

16.2 Designing 1st Stage Evaluation: Pre-Qualification Criteria (PQ) .................................................. 98

16.3 Payment Terms and Schedules ................................................................................................. 105

16.4 PPP models and their variants .................................................................................................. 106


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List of Abbreviation

Abbreviation Description

CAPEX Capital Expenditure

EMD Earnest Money Deposit

EOI Expression of Interest

PBG Performance Bank Guarantee

PPP Public-Private Partnership

PQ Pre-Qualification

POA Power of Attorney

OPEX Operational Expenditure

QCBS Quality cum cost based selection

RFP Request for Proposal

SLA Service Level Agreement

TPS Total Project Cost


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1 Introduction

Sealed bids are invited from eligible, reputed, qualified IT Firms with sound technical and Financial

capabilities for < Insert the scope of work in brief>

The intent of this RFP is to invite proposals from the agencies/ Firms/Companies (also referred to as

‘bidders’) to enable the to select a Systems Implementation Agency for

Implementation of e-Governance at on a PPP Model.


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2 Fact Sheet

S. No Information Details

1. Cost of RFP / Tender Document

2. Earnest Money Deposit (EMD)- In the

Form of DD or BG

3. Last date for submission of written queries

for clarifications

4. Date and time of pre-bid conference

5. Release of response to clarifications

6. Last date and time of downloading of RFP

7. Bid validity period

8. Last date (deadline) for submission of bids

(online)

9. Last date (deadline) for submission of bids

(Physical Submission)

10. Opening of Pre-Qualification Bids

11. Opening of Technical Bids (for Bidders

qualifying under PQ criteria)

12. Technical Presentation by the Bidders

13. Place, Time and Date of opening of

Financial proposals received in response

to the RFP notice

14. Contact for queries

15. Addressee and address at which proposal

in response to RFP notice is to be

submitted:


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3 Structure of the RFP

This Request for Proposal (RFP) document for the PPP project of implementing IT & ITeS Services for

comprises of the following.

A. Instructions on the Bid process for the purpose of responding to this RFP. This broadly

covers:

1. General instructions for bidding process

2. Bid evaluation process including the parameters for Technical evaluation and

commercial evaluation to facilitate > in determining bidder’s

suitability as the implementation partner

3. Payment Schedule

4. Commercial bid and other formats

B. Functional and Technical Requirements of the project. The contents of the document broadly

cover the following areas:

1. About the project and its objectives

2. Scope of work for the System Integrator

3. Functional and Technical requirements

4. Project Schedule

5. Service levels for the implementation partner

The bidder is expected to respond to the requirements as completely and in as much relevant detail as

possible, and focus on demonstrating bidder’s suitability to become the implementation partner of

C. Draft Contract Agreement (which includes Service Level Agreement) - furnished as a separate

document

This document identifies areas where the PPP Vendor has to invest upfront and the payment gets

recovered over a period of time as per the payment schedule during the life of the project.

The bidders are expected to examine all instructions, forms, terms, Project requirements and other

information in the RFP documents. 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 and forfeiture of the EMD.


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4 Background Information

4.1 Basic Information

I. invites responses (“Bids”) to this Request for Proposals (“RFP”) from PPP Vendors

(“Bidders”) for the provision of e-Governance System Implementations and Management of

Systems & Operations as described in “Scope of Work” (“the e-Governance Implementation

solutions and services”). is the for this Government procurement

competition (“the ”).

II. Any contract that may result from this Government procurement competition will be issued for a

term of (“the Term”).

III. The reserves the right to extend the Term for a period of

on the same terms and conditions, subject to the obligations at law.

IV. Bids must be received not later than time, date and venue mentioned in the Fact Sheet. Bids that

are received late WILL NOT be considered in this bid process.

4.2 Project Background

The “Project Background” should give project details around

Need for the solution, product(s) and services

Solution components with functional overview of each component

Expected outcome of the implemented solution

4.3 Key Information

The Introduction section should lay down:

Prime Objective of the project

When was the program initiated/sanctioned

Background about the Government program / initiative in terms of business challenges,

issues faced and lack of efficiency etc.

Project Dependencies

Stakeholder Details

Any downstream work expected from this assignment and any potential “Conflict of

Interest” situation emerging from that

The inputs /facilities which would be provided to the successful bidder on award of this

contract


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4.4 About the Department

The “About” section contains the organizational profile of the Government entity/Department which is

the end buyer and implementer of the procured solution.

The section should explain facts and figures about the Government entity in terms of its

Vision and organizational objectives

Key Functions of the Department

Organization structure of the Department (Comprising divisions/directorates etc.)

Manpower strength

Activities of the Department

Geographical spread and operating locations]

The Nodal agency should also share the relevant information of the DPR or any feasibility study if carried

out.

4.5 Current Number of Transactions

[The Nodal Agency should provide the current number of transactions for service related projects for

which the PPP vendor would be responsible and charges shall be dependent. Further the Nodal Agency

shall guarantee a minimum number of transactions. In case that the minimum number of transactions

is not achieved in a year, the Nodal Agency shall compensate for the difference in charges.

This guarantee is a critical part of the PPP Model. The “Contract Agreement for Model RFP Templates for

Public Private Partnership” provides for project Governance mechanism which would be empowered to

provide such a Guarantee]

Note: This section is applicable in those projects where PPP vendor is expected to provide certain set of

services and the payment has to released based on the number of transactions.


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5 Instructions to the Bidders

5.1 General

I. While every effort has been made to provide comprehensive and accurate background

information and requirements and specifications, Bidders must form their own conclusions

about the solution needed to meet the requirements. Bidders and recipients of this RFP may

wish to consult their own legal advisors in relation to this RFP.

II. All information supplied by Bidders may be treated as contractually binding on the Bidders, on

successful award of the assignment by the on the basis of this RFP.

III. No commitment of any kind, contractual or otherwise shall exist unless and until a formal

written contract has been executed by or on behalf of the . Any notification of

preferred bidder status by the shall not give rise to any enforceable rights by

the Bidder. The may cancel this public procurement at any time prior to a

formal written contract being executed by or on behalf of the .

IV. This RFP supersedes and replaces any previous public documentation & communications, and

Bidders should place no reliance on such communications.

V. The Feasibility Report & Financial Assessment of PPP projects are being provided only as a

preliminary reference document by way of assistance to the Bidders who are expected to carry

out their own surveys, investigations and other detailed examination before submitting their

Bids. Nothing contained in the Feasibility Report shall be binding on the nor confer any right on the Bidders, and the shall have no liability whatsoever in relation to or arising out of any

or all contents of the Feasibility Report. The Feasibility & Financial Assessment of PPP projects

should either be provided along with the RFP or within 7 days of its issue]

VI. Notwithstanding anything to the contrary contained in this RFP, the detailed terms specified in

the draft Contract Agreement shall have overriding effect; provided, however, that any

conditions or obligations imposed on the Bidder hereunder shall continue to have effect in

addition to its obligations under the Contract Agreement.

VII. The Bidder should submit a Power of Attorney authorizing the signatory of the Proposal to

commit the Bidder. In case the Bidder is a Consortium, the Members thereof should furnish a

Power of Attorney in favour of the Lead Member

VIII. The Proposal shall consist of (Grant, Premium or Service Charge, as the case may be) to be

quoted by the Bidder as per the terms and conditions of this RFP and the provisions of the

Contract Agreement [It needs to be specified whether the PPP vendor can retain part of the

Service Charge from the fee collected or the Nodal Agency would compensate through

payments].

IX. This RFP is not transferable.

X. Any award of Concession pursuant to this RFP shall be subject to the terms of Bidding

Documents.


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5.2 Compliant Proposals / Completeness of Response

I. Bidders are advised to study all instructions, forms, terms, requirements and other information

in the RFP documents carefully. Submission of the bid shall be deemed to have been done after

careful study and examination of the RFP document with full understanding of its implications.

II. Failure to comply with the requirements of this paragraph may render the Proposal non-

compliant and the Proposal may be rejected. Bidders must:

A. Include all documentation specified in this RFP;

B. Follow the format of this RFP and respond to each element in the order as set out in this

RFP

C. Comply with all requirements as set out within this RFP.

5.3 Pre-Bid Meeting & Clarifications

5.3.1 Pre-bid Conference

I. shall hold a pre-bid meeting with the prospective bidders on at

.

II. The Bidders will have to ensure that their queries for Pre-Bid meeting should reach to by post, facsimile or email on or before

III. The queries should necessarily be submitted in the following format:

IV. shall not be responsible for ensuring that the bidders’ queries have been

received by them. Any requests for clarifications after the indicated date and time may not be

entertained by the .

5.3.2 Responses to Pre-Bid Queries and Issue of Corrigendum

I. The Nodal Officer notified by the will endeavour to provide timely response to

all queries. However, makes no representation or warranty as to the

completeness or accuracy of any response; neither response nor does

undertake to answer all the queries that have been posed by the bidders.

S.

No.

RFP Document Reference(s) (Section &

Page Number(s))

Content of RFP requiring

Clarification(s)

Points of

clarification

1.

2.

3.

4.

5.

6.


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II. At any time prior to the last date for receipt of bids, may, for any reason,

whether at its own initiative or in response to a clarification requested by a prospective Bidder,

modify the RFP Document by a corrigendum.

III. The Corrigendum (if any) & clarifications to the queries from all bidders will be posted on the

and emailed to all participants of the pre-bid conference.

IV. Any such corrigendum shall be deemed to be incorporated in to this RFP.

V. In order to provide prospective Bidders reasonable time for taking the corrigendum into

account, may, at its discretion, extend the last date for the receipt of Proposals.

Further, the nodal agency should ensure clear scope and specific responses to bidder queries.

Clarifications on Scope of work which say “as per RFP” should not be encouraged (only if there is a

request for change in terms / condition, then “as per RFP” should be allowed). If bidders raise doubts

about the scope, these should be addressed.

5.4 Key Requirements of the Bid

5.4.1 Right to Terminate the Process

I. may terminate the RFP process at any time and without assigning any reason.

makes no commitments, express or implied, that this process will result in a

business transaction with anyone.

II. This RFP does not constitute an offer by . The bidder's participation in this

process may result selecting the bidder to engage towards execution of the

contract.

5.4.2 Contract Agreement

The Contract Agreement (including SLA and NDA) sets forth the detailed terms and conditions for grant

of the contract to the PPP Vendor, including the scope of the PPP Vendor’s services and obligations. The

bidder should study the contract agreement and identify the risks and appropriately factor in its costs &

Commercial Proposal.

[The Contract Agreement should either be provided along with the RFP or at least 45 days before the

Proposal Due Date and 21 days before the Pre-Bid Conference]

5.4.3 RFP Document Fees

a) RFP document can be purchased at the address & dates provided in the Section 1.1 by

submitting a non-refundable bank demand draft of -, drawn in favour of , payable at from any scheduled commercial banks/Nationalized

banks.


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b) The bidder may also download the RFP documents from the website . In such

case, the demand draft of RFP document fees should be submitted along with Proposal.

Proposals received without or with inadequate RFP Document fees shall be rejected.

5.4.4 Earnest Money Deposit (EMD)

a) Bidders shall submit, along with their Bids, EMD of (in number), in the form of a

Demand Draft OR Bank Guarantee (in the format specified in Annexure I: Form 12) issued by

any Scheduled commercial / nationalized bank in favour of ,

payable at , and should be valid for months from the due date of the

tender/RFP.

b) EMD of all unsuccessful bidders would be returned, without interest, by within

30 days of the bidder being notified as being unsuccessful. The EMD, for the amount mentioned

above, of successful bidder would be returned upon submission of Performance Bank Guarantee

as per the format provided in Annexure III: Form 1.

c) The EMD amount is interest free and will be returned to the unsuccessful bidders without any

accrued interest on it.

d) The bid submitted without EMD, mentioned above, will be summarily rejected.

e) The EMD may be forfeited:

i) If a bidder withdraws his bid or increases his quoted prices during the period of bid validity

or its extended period, if any; or

ii) In the case of a successful bidder if the bidder fails to sign the contract for any reason not

attributable to the or to furnish Performance Bank Guarantee within

specified time in accordance with the format given in the RFP.

iii) During the bid process, if a bidder indulges in any such deliberate act as would jeopardize or

unnecessarily delay the process of bid evaluation and finalization.

iv) During the bid process, if any information is found to be wrong/ manipulated/ hidden in the

bid.

f) The EMD may be forfeited as mutually agreed genuine pre-estimated compensation and

damages payable to the Authority for, inter alia, time, cost and effort of the Authority without

prejudice to any other right or remedy that may be available to the Authority hereunder or

otherwise, under the following conditions:

If a Bidder engages in a corrupt practice, fraudulent practice, coercive practice, undesirable

practice or restrictive practice as specified in this RFP;

If a bidder withdraws its Proposal during the period of Bid/Proposal validity

If the Selected Bidder fails, within the specified time limit,:

- to sign the Contract Agreement and/or

- to furnish the Performance Bank Guarantee within the period prescribed therefore in the

Contract Agreement

[The may, if deemed necessary, prescribe a higher EMD not exceeding 2% of the

Estimated Project Cost. In case of a project having an Estimated Project Cost of Rs. 2,000 cr. Or

above, the Authority may reduce the EMD, but not less than 0.5% in any case. In case the project


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includes Capital Expenditure and Operational Expenses to be borne by the PPP Vendor, the “Project

Cost” for the purposes of computation of PBG may be limited to the estimates value of the capital

expenditure and one year of the Operational Expenses.]

5.4.5 Consortiums

Bidder should be an individual organization. Consortium shall not be allowed.

5.4.6 Submission of Bids

a) The bidders should submit their hard copy responses as per the format given in this RFP in the

following manner

A. Pre-Qualification Bid - (1 Original + Copies + CD) in first envelope

B. Technical Bid - (1 Original + Copies + CD) in second envelope

C. Commercial Bid – (1 Original) in third envelope

b) The response to Pre-Qualification Bid, Technical Bid and (as mentioned above) Commercial Bid

should be covered in separate sealed envelopes super-scribing, “Pre-Qualification Bid”,

“Technical Bid” and “Commercial Bid” respectively. Each copy of each bid should also be

marked as "Original" OR "Copy" as the case may be.

c) Please Note that prices should not be indicated in the Technical Bid but should only be indicated

in the Commercial Bid.

d) The three envelopes containing copies of Pre-Qualification Bid, Technical Bid and Commercial

Bid should be put in another single larger sealed envelope clearly marked

“Response to RFP for - < RFP Reference Number> and the wordings

“DO NOT OPEN BEFORE ”.

e) The outer envelope thus prepared should also indicate clearly the name, address, telephone

number, E-mail ID and fax number of the bidder to enable the Bid to be returned unopened in

case it is declared "Late".

f) All the pages of the Bid must be sequentially numbered and must contain the list of contents

with page numbers. Any deficiency in the documentation may result in the rejection of the Bid.

g) The original bid shall be prepared in indelible ink. It shall contain no interlineations or

overwriting, except as necessary to correct errors made by the bidder itself. Any such

corrections must be initialled by the person (or persons) who sign(s) the proposals.

h) All pages of the bid including the duplicate copies, shall be initialled and stamped by the person

or persons who is authorised to sign the bid.

i) In case of any discrepancy observed by in the contents of the submitted original

paper bid documents with respective copies, the information furnished on original paper bid

document will prevail over others.

j) Bidder must ensure that the information furnished by bidders in respective CDs is identical to

that submitted in the original paper bid document. In case of any discrepancy observed by

in the contents of the CDs and original paper bid documents, the information

furnished on original paper bid document will prevail over the soft copy.


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5.4.7 Authentication of Bids

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

5.5 Preparation and Submission of Bid

5.5.1 Bid Preparation Costs

a) The bidder shall be responsible for all costs incurred in connection with participation in the RFP

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 to facilitate the

evaluation process, and in negotiating a definitive contract or all such activities related to the

bid process.

b) will in no case be responsible or liable for those costs, regardless of the conduct

or outcome of the bidding process.

5.5.2 Government Department Site Visit

The Bidder may visit and examine any of the offices of < Government department> at a time to be

agreed with and obtain for itself on its own responsibility all information on the existing

processes and functioning of the that may be necessary for preparing the

Proposal document. The visit may not be used to raise questions or seek clarification on the RFP. All

such queries or clarifications must be submitted in writing. The cost of such visits to the site(s) shall be

at Bidder's own expense.

5.5.3 Language

The Bid should be filled by the Bidder in English language only. If any supporting documents submitted

are in any language other than English, translation of the same in English language is to be duly attested

by the Bidders. For purposes of interpretation of the Bid, the English translation shall govern.

5.5.4 Venue & Deadline for Submission of Bids

Bids, in its complete form in all respects as specified in the RFP, must submitted to at

the address specified in Section 1.1 above.

5.5.5 Late Bids

a) Bids received after the due date and the specified time (including the extended period if any) for

any reason whatsoever, shall not be entertained and shall be returned unopened.

b) The bids submitted by telex/telegram/fax/e-mail etc. shall not be considered. No

correspondence will be entertained on this matter.

c) shall not be responsible for any postal delay or non-receipt/ non-delivery of the

documents through on-line portal. No further correspondence on the subject will be

entertained.

d) reserves the right to modify and amend any of the above-stipulated

condition/criterion depending upon project priorities vis-à-vis urgent commitments.


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5.5.6 Withdrawal, Modification & Submission of Bids

a) The bidder may withdraw, substitute, or modify its bid after submission, provided that written

notice of the withdrawal, substitution, or modification is received by the prior to

the deadline prescribed for submission. All notices must be duly signed by an authorized

representative and shall include a copy of authorization letter (power of attorney).

b) A notice may also be sent by an electronic means such as fax or email, but in this case may include

a scan of the mailing receipt showing both the sender’s and receiver’s address for the signed

hardcopy of the notice, and a scan of the power of attorney

c) The bidder's modification or withdrawal notice shall be prepared, sealed, marked and dispatched

in a manner similar to the original bid.

d) Bids requested to be withdrawn in accordance with clause 5.5.6 (a) mentioned above, shall be

returned unopened to the bidders. Bid withdrawal notices received after the bid submission

deadline will be ignored, and the submitted bid will be deemed to be a validly submitted bid.

e) No bid may be withdrawn, substituted or modified in the interval between the bid submission

deadline and the expiration of the bid validity period specified by the bidder in the bid submission

form, or any extension thereof agreed to by the bidder.

5.5.7 Deviations

The bidder may provide deviation to the contents of the RFP document. It may be noted that once the

deviation are provided, the bidder would not be allowed to withdraw the deviation submitted. The

Proposal evaluation committee would evaluate and classify them as “material deviation” or “non-

material deviation“. In case of material deviation, the committee may decide to “monetize” the value of

the deviations, which will be added to the price bid submitted by the bidder OR declare the bid as non-

responsive.

The bidders would be informed in writing on the committee’s decision on the deviation, prior to the

announcement of technical scores. The bidders would not be allowed to withdraw the deviations at this

stage. No correspondence in this matter will be entertained.

In case of non-material deviations, the deviations would form a part of the bid & contract.

As an illustrative framework for instant use, we have provided here a format that enables a bidder to

clearly define, demarcate and declare deviations

No. Deviation Material Non-Material Impacted

Deliverable(

s)

Impacted

Timeline(s)

Financial

Impact

1.


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2.

3.

5.6 Bid Evaluation Process

a) will constitute a Proposal Evaluation Committee to evaluate the responses of the

bidders

b) The Bid Evaluation Committee constituted by the shall evaluate the responses to

the RFP and all supporting documents / documentary evidence. Inability to submit requisite

supporting documents / documentary evidence, may lead to rejection.

c) The decision of the Bid Evaluation Committee in the evaluation of responses to the RFP shall be

final. No correspondence will be entertained outside the process of negotiation/ discussion with

the Committee.

d) The Bid Evaluation Committee may ask for meetings with the Bidders to seek clarifications on their

proposals.

e) The Bid Evaluation Committee reserves the right to reject any or all Bids on the basis of any

deviations.

f) Each of the responses shall be evaluated as per the criterions and requirements specified in this

RFP.

5.6.1 Bid Opening

I. The Bids submitted up to on will be opened at on by Nodal

officer or any other officer authorized by , in the presence of such of those

Bidders or their representatives who may be present at the time of opening.

II. The representatives of the bidders should be advised to carry the identity card or a letter of

authority from the tendering firms to identify their bonafides for attending the opening of the

Bid.

5.6.2 Bid Validity

The offer submitted by the Bidders should be valid for minimum period of days from the date of

submission of Bid.


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5.6.3 Bid Evaluation

I. Initial Bid scrutiny will be held and incomplete details as given below will be treated as non-

responsive, if Bids :

A. Are not submitted in as specified in the RFP document

B. Received without the Letter of Authorization (Power of Attorney)

C. Are found with suppression of details

D. With incomplete information, subjective, conditional offers and partial offers submitted

E. Submitted without the documents requested in the checklist

F. Have non-compliance of any of the clauses stipulated in the RFP

G. With lesser validity period

II. All responsive Bids will be considered for further processing as below.

will prepare a list of responsive bidders, who comply with all the Terms and Conditions

of the Tender. All eligible bids will be considered for further evaluation by a Committee according to the

Evaluation process defined in this RFP document. The decision of the Committee will be final in this

regard.

Note: There are certain guidelines which bidder(s) must follow in terms of Handling of Deviations, Bid

Submission Extension (due to issue of corrigendum), Negotiations with Successful Bidders and Earnest

Money Deposit.

[Please refer Annexure IV, Section 16.1 - “Guidance Notes” for details guidelines on “Instruction to the

Bidder”].


21 | P a g e

6 Criteria for Evaluation

I. First the Pre-Qualification Bid will be evaluated and only those bidders who qualify the

requirements will be eligible for next set of evaluations. Technical Bid and Commercial Bid of

Bidders, who do not meet the Pre-Qualification criteria, explained in section 7.1 below, will be

returned without opening.

II. The technical score of all the bidders would be calculated as per the criteria mentioned below. All

the bidders who achieve at least in the technical evaluation, as per the

criteria explained in section 7.2 below, would be eligible for the next stage, i.e. Commercial Bid

opening.

III. Bids would be evaluated as per Technical Evaluation Criteria (Section 7.2). Agencies / firms

should clearly indicate, giving explicit supporting documentary evidence, with respect to the

above, in absence of which their proposals will be rejected summarily at the qualification stage

itself. These technical scores would be normalized on a scale of 100. Such normalized scores

would be considered for the purpose of Quality & Cost Based Selection (QCBS) based evaluation,

explained below.

IV. Technical Score Evaluation

The bid with the highest Technical score (T1) will be assigned 100%.

Technical Scores for other bids will be normalized using the following formula:

Normalized Technical Score of a Bid (Tn) = {(Technical Score of the Bid/ Highest Technical Score

(T1)) X 100} % (adjusted to 2 decimals)

Each Technical Bid will be assigned a technical score out of a maximum of 100 points.

Only the bidders, who score above the minimum cut-off score in each of the sections AND score

a total Technical score of 70 (seventy) or more, will qualify for the evaluation of their

commercial bids.

The committee shall inform to all the bidders the results of the technical evaluation through a

written communication. The technical scores of the bidders will be announced prior to the

opening of the commercial bids.

V. Commercial Score Evaluation

The Commercial Bids of only the technically qualified bidders will be opened for evaluation.

The bid with the lowest bid price (L1) will be assigned 100%.

Commercial Scores for other bids will be normalized using the following formula: Normalized

Commercial Score of a Bid (Fn) = {(Commercial Bid price of L1/Commercial bid price of the Bid) X

100} % (adjusted to 2 decimals)


22 | P a g e

VI. Best Value Bid Analysis

In determination of the Best Value Bid, weightages of 70 and 30 shall be applied respectively to

the normalized technical and commercial scores of each bid that was included in the commercial

evaluation process.

A composite score shall be calculated for technically qualified bids only.

The weightage for the composite evaluation is as described below:

Technical – 70%

Commercial – 30%

In other words, the bid would awarded in favour of most competitive bidder by adopting the

70:30 weightages to technical and commercial scores respectively after duly normalizing the

technical & commercial scores. The overall Composite score will be calculated as follows:-

Bn = 0.70 * Tn + 0.30 * Fn

The Bidder with the highest final composite score (Bn) will be called as the Best Value Bid and will

be called for negotiating the contract. In case of a tie in the final composite score the bidder with

higher Technical Score will be first invited for negotiations


23 | P a g e

7 Bid Evaluation

7.1 Pre-Qualification Evaluation

[Please refer Annexure IV, Section 16.2 - “Guidance Notes” for detail guidelines on “Pre-Qualification

Criteria”]

S. No. Basic Requirement Specific Requirements Documents Required

1 Sales Turnover in

System Integration

Annual Sales Turnover generated

from services related to System

Integration during each of the last

three financial years (as per the

last published Balance sheets),

should be at least Rs. .

This turnover should be on

account of ICT Systems

Development and Implementation

(i.e. revenue should be on account

of System Integration/Turnkey

solutions or products and their

associated maintenance or

implementation services,

packaged software etc.) only.

Extracts from the

audited Balance sheet

and Profit & Loss; OR

Certificate from the

statutory auditor

2 Sales Turnover Please refer Annexure IV, Section

16.2 for PQ criterion related to

Sales Turnover


statutory auditor

3 Net Worth Please refer Annexure IV, Section


Net-worth


statutory auditor

4 Technical Capability Bidder must have successfully

completed at least the following

numbers of ICT Systems

Development and Implementation

engagement(s) of value specified

herein :

- One project of similar nature not

less than the amount ; OR

- Two projects of similar nature

not less than the amount equal


24 | P a g e

cost>; OR

- Three projects of similar nature

not less than the amount equal

5 Certifications Please refer Annexure IV, section


Certifications

Copy of certificate

6 Consortiums Please refer Annexure IV, section


Consortiums

-

7 Legal Entity Should be Company registered

under Companies Act, 1956 or a

partnership firm registered under

LLP Act, 2008

Registered with the Service Tax

Authorities

Should have been operating for

the last three years.

- Certificates of

incorporation

- Registration

Certificates

8 Manpower Strength Please refer Annexure IV, Section


Legal entity

Self-Certification by

the authorized

signatory with clear

declaration of staff –

year wise,

level/designation

wise.

9 Blacklisting [Optional,

till the blacklisting

process has been

institutionalized by

DeitY, GoI]

Please refer Annexure IV, section


Blacklisting]

[Optional, till the blacklisting

process has been institutionalized

by DeitY, GoI]

A Self Certified letter

It may be noted that the Pre-qualification criteria should not be put for cases where EOI has already

been carried out.


25 | P a g e

7.2 Technical Bid Evaluation

Bidders who meet the pre-qualifications/eligibility requirements would be considered as qualified to

move to the next stage of Technical and Financial evaluations.

[Accordingly several prevalent Technical evaluation criterions have been furnished in this document. In

case the Nodal Agency seeks to introduce new evaluation criterion or re-allocate the marks, the Nodal

Agency should assure itself that the change does not lead to restriction in the competition.

The “litmus test” for drawing up the requirements for “Company profile” below should be that Nodal

officer should assure himself that at least 8 bidders would be able to score minimum qualifying marks]

These criterions have been developed for a PPP RFP on a BOOT / BOT model for which the scope of work

involves hardware supply & commissioning, software development, system integration, maintenance

and operations.]

S.

No

Criteria Basis for valuation Max

Marks

Supporting

1.

Business Model

evaluation & Risk

Management

Plan

Business Model proposed & identification

of risks of the project which has been

identified in the RFP document (and inter

alia the Feasibility Report and Financial

Assessment) and which may have been

advertently missed out. The qualitative

evaluation would be based upon :

− Risk identification in detail

− Coverage of all costs & risks element

− Detailing of Operational aspects of Risk

mitigation plan

− Fall back mechanism in case of failure

of business model

− Economic analysis of the Business

Model (cost/benefit analysis which is not

linked to payment of PPP Vendor)

[The Nodal Agency may monetize the

above ares on the basis of fair market

prices to compare the Business Model &

Risk elements of various bidders, so that

the extra due diligence done by the bidder

is commensurately compensated in the

technical marks. In such a case the basis

of such analysis should be shared in the

RFP document]

50% Detailed Note

containing the

analysis


26 | P a g e

2.

Project

Methodology,

Support and

Documentation

Qualitative assessment based on

− Understanding of the objectives of the

assignment: The extent to which the

Systems Implementer’s approach and

work plan respond to the objectives

indicated in the Statement/Scope of

Work

− Completeness and responsiveness: The

extent to which the proposal responds

exhaustively to all the requirements of all

the Terms of Reference

10% Note

3.

Functionality of

all components of

services

Meeting the requirements of

in terms of how close the

proposal is to the functional

requirements for the solution as have

been proposed for (In case

it is COTS, it should be measured by

degree of customization required)

5% Compliance Note

4.

Technology Demonstrated robustness of the

technology deployed across other

installations around the world, including

– Scalability

– Security

– Ease of implementation

All the components of the solution and

services need to be detailed out, specially

with respect to :

1. Application Software

2. IT Infrastructure

3. Data Migration

4. Departmental Front Windows

5. Record Room Management

6. Regional Dispatch and Receipt Centres

7. Central Help Desk

8. Training

9. Site Preparation

10. Helpdesk

11. Service Charge Collection

5% Note


27 | P a g e

5.

India Specific

Capabilities

Qualitative assessment based on the

number of Projects of similar nature in

India and size of those projects.

5% Note; and

Completion

Certificates from

the client; OR

Work Order + Self

Certificate of

Completion

(Certified by the

Statutory Auditor);

OR

Work Order +

Phase Completion

Certificate (for on-

going projects)

from the client

6.

Industry Specific

Capabilities

Qualitative assessment based on the Past

experience of the bidder in executing

similar assignments, size of those

assignments.

*The definition of “similar” should be

such that it focuses on the areas which

are “innovative” or where the technical

feasibility is a challenge in the context of

the project]

5% Note; and

Completion

Certificates from

the client; OR

Work Order + Self

Certificate of

Completion

(Certified by the

Statutory Auditor);

OR

Work Order +

Phase Completion

Certificate (for on-

going projects)

from the client

7.

Training Trainings proposed by the vendor and the

amount of emphasis laid on Training the

employees schedule details, locations,

sessions and their description

3% Note

8.

Certifications and

Credentials

Relevant certifications (SEI-CMMi, ISO,

etc.)

2% Copy of certificates

9.

Profile of

proposed team

members

Relevant assignment experience / Years

of experience / Number of Certifications

in Technology specific to Solution

proposed (Microsoft / Oracle certification

/ J2EE etc)

10% CVs


28 | P a g e

10.

Inclusion of

MSMEs in Project

Delivery

As per requirement. 5% Letter of evidence

and commitment

that MSME will be

contracted for the

required value of

work.

Bidders, whose bids are responsive, based on minimum qualification criteria / documents as in Pre-

Qualification Criteria and score at least in the (given)

defined scoring mechanism would be considered technically qualified. Price Bids of such technically

qualified bidders alone shall further be opened.


29 | P a g e

7.3 Commercial Bid Evaluation

I. The bids should obtain minimum score in each of the technical evaluation

criteria as specified in the above table. In addition to this, the bids should obtain an overall score

of at least 70 marks. Only those bids that have scored a minimum of marks in

each of the criteria specified in Technical evaluation criteria and an overall technical score of at

least / 70 marks will be deemed responsive and considered for the next stage. i.e. Commercial

Bid evaluation.

II. The Commercial Bids of technically qualified bidders will be opened on the prescribed date in

the presence of bidder representatives.

III. Only fixed price financial bids indicating total price for all the deliverables and services specified

in this bid document will be considered.

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

separately.

V. The bid price mentioned in the commercial bid would be for evaluation purpose only, the bill of

materials would be finalised at the time of issuance of work order to the successful bidder.

VI. Any conditional bid would be rejected.

VII. Errors & Rectification: 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”.

The Proposal Evaluation Committee would evaluate the commercial bids in isolation and in comparison

with other commercial bids to confirm whether all foreseeable & probable risks have been factored in

appropriately at the fair market price. Also the ability of the bidder to absorb the adverse risk position

shall also be evaluated.

In case the Proposal Evaluation Committee feels that the commercial risks has not factored in all such

costs & risks mitigation plan and necessary contingency, the commercial bid proposal may be rejected.

The Proposal Evaluation Committee shall also confirm whether any new avenues of costs OR revenues

should not be mentioned in the Commercial Proposal, which was not detailed out previously in the

Technical Bid.


30 | P a g e

8 Appointment of Private Sector Vendor/Agency

8.1 Award Criteria

will award the Contract to the successful bidder whose bid has been determined to be

substantially responsive and has been determined as the most responsive bid as per the process

outlined above.

8.2 Right to Accept Any Bid and To Reject Any or All Bids(s)

reserves the right to accept or reject any bid, and to annul the tendering process /

Public procurement process and reject all bids at any time prior to award of contract, without thereby

incurring any liability to the affected bidder or bidders or any obligation to inform the affected bidder or

bidders of the grounds for action.

8.3 Notification of Award

I. Prior to the expiration of the validity period, will notify the successful bidder in

writing or by fax or email, that its proposal has been accepted. In case the tendering process /

public procurement process has not been completed within the stipulated period, may like to request the bidders to extend the validity period of the bid.

II. The notification of award will constitute the formation of the contract. Upon the successful

bidder's furnishing of Performance Bank Guarantee, will notify each

unsuccessful bidder and return their EMD.

8.4 Contract Finalization and Award

The shall reserve the right to negotiate with the bidder(s) whose bid has been ranked

best value bid on the basis of Technical and Commercial Evaluation to the proposed Project, as per the

guidance provided by CVC.

On this basis the draft contract agreement would be finalized for award & signing.

Please refer to Annexure IV, Section 16.1 for guidelines on Contract Negotiations with Successful Bidder.

8.5 Performance Guarantee

I. The will require the selected bidder to provide a Performance Bank Guarantee,

within 15 days from the Notification of award, for a value equivalent to 10% of the total cost of

ownership. The Performance Guarantee shall be kept valid till completion of the project and

Warranty 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 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 at its discretion may

cancel the order placed on the selected bidder without giving any notice. shall

invoke the performance guarantee in case the selected Implementation Agency fails to


31 | P a g e

discharge their contractual obligations during the period or incurs any loss due

to Implementation Agency’s negligence in carrying out the project implementation as per the

agreed terms & conditions.

8.6 Signing of Contract

After the notifies the successful bidder that its proposal has been accepted, shall enter into a contract, incorporating all clauses, pre-bid clarifications and the proposal of

the bidder between and the successful bidder. The Draft Legal Agreement is provided

as a separate document as a template.

8.7 Failure to Agree with the Terms and Conditions of the RFP

I. Failure of the successful bidder to agree with the Draft Legal Agreement and Terms & Conditions of

the RFP shall constitute sufficient grounds for the annulment of the award, in which event may award the contract to the next best value bidder or call for new bids from the

interested bidders.

II. In such a case, the shall invoke the PBG of the most responsive bidder.


32 | P a g e

9 Scope of Work

[Scope of Work (SOW) is the most of important component of any tendering process. It is for this that

the whole bidding process is entered – to execute the scope of work and deliver outcomes that the

Government strives for. Scope of work directly affects:

Time to deliver the project

Cost of delivering the project

Intended business outcome for the Government from the project

Delivery of Citizen benefits/services

[Scope of Work for PPP projects should always focus Service outcomes or the Delivery of services

required to meet Government’s objectives+

The PPP vendor has to provide the following services:

:

To achieve the above services, the PPP Vendor is expected to carry out the followings:

< Examples of Scope of work defined below >

S. No.

Component Summary Scope of Work*

1.

Application Software Design, Development/Customization Testing, Deployment of The Application Software, including Biometric Integration, Application Support and other activities as per detailed scope of Work

2.

IT Infrastructure Procurement, Deployment, Operationalization and maintenance of IT Infrastructure at various project locations (including Hardware & networking)

3.

Data Migration Migration of Data from ‘legacy application’ and other departmental applications to the new system as per detailed scope of Work

4.

Departmental Front Windows

Setting up, Operations and Maintenance of Front Windows to provide citizen services as per detailed Scope of Work. Setting up, Operations and Maintenance of Service Centres

5.

Record Room Management

Setting up , Operations and maintenance of Record Rooms in departmental offices to manage the paper records as per detailed scope of work

6.

Regional Dispatch and Receipt Centres

Setting up, Operations and maintenance of Dispatch and Receipt Centres for dispatching and receiving departmental communication such as notices etc. in departmental offices as per detailed scope of work

7.

Central Help Desk Setting up, Operations and maintenance of a Central Dealer cum IT Help Desk to resolve dealer queries regarding various processes, services of


33 | P a g e

the department etc. as well as internal user queries regarding the IT infrastructure, Application trouble shooting etc. as per detailed scope of work

8.

Training Preparation of Training Plan, Training Material, Delivery of Training to Departmental Staff and other activities as per detailed scope of work.

9.

Site Preparation As per the project specific requirements

10.

Helpdesk As per the project specific requirements

11.

Service Charge Collection

As per the project specific requirements

*Note: This is only the Indicative summary of the scope of work.


34 | P a g e

10 Key Personnel

It is observed that resources proposed by the bidders are rarely deployed during the project

implementation. One of the reasons was that it is impractical that the bidder would keep the resources

on the bench in case there is a delay in the RFP Process. Hence as a solution, the following is being

proposed:

1. The evaluation of the resources should be limited to the key personnel, who would work on the

project (part time or full time). The RFP document shall identify the positions for the Key Personnel,

against which the bidder has to propose the CVs. However such position shall not be more than 15% of

the total manpower expected to be deployed on the project.

2. In case the RFP process is completed as per timelines, the bidder shall make available all the resources

identified as Key resources for the project. Any non-availability of these resources would be treated as a

breach in contract.

3. In case the RFP process is delayed beyond one month as per original timelines, then

a. The Senior Level Key resources would be still be made available by the successful bidder for the

project. These senior level key personnel shall be present in all important meetings (generally once a

month). Regular absence or change shall be considered as a breach in contract.

b. All Junior level Key resources are permitted to change. However the successful bidder has to provide

replacement resource that score at least the same marks as the resource proposed originally on the

same evaluation parameters defined in this RFP document.

10.1 Positions identified for Key Personnel

10.2 Initial Composition, Full Time Obligation, Continuity of Personnel

f) shall ensure that each member of the Key Personnel devotes substantial working

time to perform the services to which that person has been assigned as per the proposal.

g) shall use commercially reasonable efforts to ensure it retains the services of its Key

Personnel, including provisioning of competitive compensation, benefits and other conditions to its

Key Personnel so as to incentivize them to remain in 's employment.

h) shall not make any changes to the composition of the Key Personnel and not require

or request any member of the Key Personnel to cease or reduce his or her involvement in the

provision of the Services during the Term (or agree to any request other than from that would have the same effect):


35 | P a g e

(i) unless that person resigns, is terminated for cause, dies, is long-term disabled, is on

permitted mandatory leave under Applicable Law or retires; or

(ii) Without 's prior written consent.

i) shall promptly notify of its intention to re-

hire any member of the Key Personnel who had resigned from .

10.3 Evaluations

a) shall carry out an evaluation of the performance of each member of the Key

Personnel in connection with the Services at least once in each Contract Year.

shall provide reasonable written notice to of the date

of each evaluation of each member of the Key Personnel and shall be entitled to provide with input for each such evaluation.

b) shall promptly provide the results of each evaluation to , subject to Applicable Law.

10.4 Replacement

a) In case the resource has resigned then the bidder has to inform within one week of such

resignation.

b) shall promptly initiate a search for a replacement and use commercially

reasonable efforts (including the expenditure of reasonable sums, such as to engage the services

of a recruiting firm) to ensure that the role of any member of the Key Personnel is not vacant for

any longer than 30 days, subject to reasonable extensions requested by of <

Nodal Agency >

c) Before assigning any replacement member of the Key Personnel to the provision of the Services,

shall provide < Nodal Agency > with:

(i) a resume, curriculum vitae and any other information about the candidate that

is reasonably requested by ; and

(ii) an opportunity to interview the candidate.

d) The bidder has to provide replacement resource who score at least the same marks as the

resource proposed originally on the same evaluation parameters defined in this RFP document.

Once this is confirmation, the shall conduct an interview of the candidate and

notify within ten days after its interview (or if does not request

an interview within ten working days after has provided the information, then it

would be deemed as accepted).

e) If does object to the appointment,

shall not assign the individual to that position and shall seek an alternative candidate in

accordance with this Section.

f) The bidder has to ensure at least 4 weeks of overlap period in such replacements


36 | P a g e

10.5 High Attrition

a) If in the first 6 month period from the Contract Effective Date or in any rolling 12 months period

during the Term, 15 percent or more of the members of the Key Personnel cease or reduce their

involvement in the Services for any reason other than with 's prior written consent, shall:

(i) provide with a reasonably detailed explanation

as to the reasons for such change, including, where applicable and permitted, notes from

any exit interviews conducted by with any departing member of the Key

Personnel; and

(ii) if such change to Key Personnel has or is likely to have any material adverse impact on the

provision of the Services or any substantial part thereof, undertake, at its own costs, such

remediation acts as are reasonably necessary in order to improve the retention of the Key

Personnel including making reasonable changes to the human resources policies and

procedures applicable to the Key Personnel (including those related to compensation,

benefits and other conditions so that they are competitive with the market) as may be

necessary to ensure that such policies and procedures comply with Good Industry Practice.

10.6 Solicitation of Employees

During the Termination Period and thereafter, and its Affiliates shall have the right to

solicit and hire:

(i) in case of a termination for convenience, members of the Key Personnel; and

(ii) in case of a termination other than for convenience, all members of the Key Personnel; plus, in each

case, any two members of the Team (other than Key Personnel) of 's

choice and at its sole discretion.


37 | P a g e

11 Deliverables and Timelines

[The Deliverables are inherently linked to the Scope of Work defined for the project. Deliverables and

Milestones populating format of a typical PPP Project is provided here]

S. No. Project Activity the

Track

Outputs/Outcomes/Services Timelines (From

Signing of Contract)

Solution Design and Build

0. Project Initiation &

Solution Design

Suggesting Re-engineered processes (as

per the industry’s best practices) after

studying & validating the existing

documents

Software Requirement Specifications &

Design Documents

In case there is decision or clear reason to

choose a COTS product/software,

performing mapping report of COTS

product with the FRS / To-Be processes as

defined in RFP

Deployment plan including the testing &

acceptance plan

Hardware Requirement Report &

procurement plan

1. Development /

customization and

implementation of

the Software

Solution to meet

the requirements

of the Client

Development / customization and

implementation of the modules

Development / customization and

implementation of the modules

2. Procurement,

deployment and

commissioning of

the necessary

Hardware at

various define

locations

Deployment of the hardware in appropriate

quantity and as per the specified technical

specifications at the appropriate locations to

support functioning of

Deployment of the hardware in appropriate

quantity and as per the specified technical

specifications at the appropriate locations to

support functioning of


38 | P a g e

3. Procurement,

deployment and

commissioning of

the necessary

Networking

equipments and

Connectivity

Deployment of the necessary networking

equipments and connectivity as per the

requirements to support functioning of

Deployment of the necessary networking

equipments and connectivity as per the

requirements to support functioning of

4. Data Entry and

digitization of the

records available in

the paper files and

migration of the

data available in

the existing

databases

Digitized and verified data for

modules

Digitized and verified data for

modules

5. Training to the staff

members and

stakeholders of the

Corporation and

necessary Change

Management

Satisfactory training sessions to the staff

members of the for the

modules

Satisfactory training sessions to the staff

members of the for the

modules

Operations & Service Delivery

6.

Operations and

maintenance

(inclusive of Service

Levels)

Operations and maintenance support for

modules

To be started from

successful

implementation of

modules

till end of project

7.

Core Service

Delivery

Service Transaction details

User base

Service Charges and Revenue Collection

To be started from the

day of the PPP

delivered Service

becomes operational.

[Final part of Build-

Operate-Transfer

(BOT) model]

8.

Exit Management Exit Management process as detailed out in

the Schedule


39 | P a g e

12 Acceptance Testing & Certification

[It is suggested that the services of STQC may be explored as third party agency for certifications. In case

the TPA is to be appointed through a tender, the RFP template for consultancy services (Deliverables)

may be used for tendering purposes. In this section the word “Third party agency” means any external

agency involved in “audit assessment it may be a single or separate agencies appointed for each of these

activities]

The primary goal of Acceptance Testing and Certification is to ensure that the Project (including all the

project components as discussed in the scope of work) meets requirements, standards, specifications

and performance, by ensuring that the following are associated with clear, quantifiable metrics for

accountability:

− Functional requirements

− Infrastructure (Hardware and Network) Compliance Review

− Availability of the project Services in the defined locations

− Performance

− Security

− Manageability

− SLA Reporting System

− Project Documentation (Design, development, configuration, training and administration manuals etc.)

− Data Quality Review

As part of Acceptance testing, performed through a third party agency, shall review all

aspects of project development and implementation covering software, hardware and networking

including the processes relating to the design of solution architecture, design of systems and sub-

systems, coding, testing, business process description, documentation, version control, change

management, security, service oriented architecture, performance in relation to defined requirements,

interoperability, scalability, availability and compliance with all the technical and functional

requirements of the RFP and the agreement.

The procedures and parameters for testing will be laid down by the Third Party Agency after approval

from ; the solution deployed by the SI Vendor has to satisfy third party acceptance

testing upon which the system shall go-live, subject to /Departmental approval.

The Department / will establish appropriate processes for notifying the selected SI

Vendor of any shortcomings from defined requirements at the earliest instance after noticing the same

to enable the selected SI Vendor to take corrective action. All gaps identified shall be addressed by the SI

Vendor immediately prior to Go-live of the solution. It is the responsibility of the selected SI Vendor to

take any corrective action required to remove all shortcomings, before the roll out of the project.


40 | P a g e

It is to be noted that the involvement of the third party for acceptance testing and certification, does not

absolve the SI Vendor of his responsibilities to meet all SLAs as laid out in this RFP document.

It is to be noted that:

may get the solution audited through a Third Party before Go-Live and periodically after

Go-Live in order to ensure the success of the project. Such third-party agency for carrying out the

acceptance testing and certification of the entire solution will be nominated by the Department.

Following discusses the acceptance criteria to be adopted for the project as mentioned above. The list

below is indicative and the activities will include but not be limited to the following:

Functional Requirements Review

The solution developed/customized by selected Bidder shall be reviewed and verified by the agency

against the Functional Requirements signed-off between the and the selected Bidder.

All gaps, identified shall be addressed by the Implementation Agency immediately prior to Go-live of the

solution. One of the key inputs for this testing shall be the traceability matrix to be developed by the

Implementation Agency for the solution. Apart from Traceability Matrix, agency may develop its own

testing plans for validation of compliance of system against the defined requirements. The acceptance

testing w.r.t. the functional requirements shall be performed by independent third party agency

(external audit) as well as the select internal department users (User Acceptance Testing) and system

has to satisfy both third party acceptance testing and internal user acceptance testing, upon which the

system shall go-live.

For conducting the User Acceptance Testing, / The Department shall identify the

employees from respective divisions, who shall be responsible for day-to-day operations of the

functions automated through the project. The system, during the functional requirements review, shall

necessarily satisfy the user acceptance testing process.

Infrastructure Compliance Review

Third party agency shall perform the Infrastructure Compliance Review to verify the conformity of the

Infrastructure (both IT, non IT as well as Network infrastructure) supplied by the selected PPP Vendor

against the requirements and specifications provided in the RFP and/or as proposed in the proposal

submitted by the selected PPP Vendor. Compliance review shall not absolve the PPP Vendor from

ensuring that proposed infrastructure meets the SLA requirements.

Security Review

The software developed/customized shall be audited by the agency from a security and controls

perspective. Such audit shall also include the IT infrastructure and network deployed for the project.

Following are the broad activities to be performed by the Agency as part of Security Review. The

security review shall subject the solution to the following activities.

Audit of Network, Server and Application security mechanisms

Assessment of authentication mechanism provided in the application /components/modules

Assessment of data encryption mechanisms implemented for the solution


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Assessment of data access privileges, retention periods and archival mechanisms

Server and Application security features incorporated etc

Application Security mechanisms should be accessed in compliance with the IT Act 2000,2008

Amendment and IT rules 2011, such that it maintains data/information Integrity, Confidentiality,

Non-repudiation

Audit of Security mechanisms so that they are in compliance with the latest Guidelines by Controller

of Certifying authority (CCA),IT Act, ISO27001.

Gap assessment of certain controls like say ISO 27001 and section 43, 47, 66, 69, 79, 84 and 87 of IT

ACT amendment 2008 and decide how the sensitive data from a data centric stand point is to be

protected.

Performance

Performance is another key requirement for the project and the agency shall review the performance of

the deployed solution against certain key parameters defined in SLA. Such parameters include request-

response time, work-flow processing time, concurrent sessions supported by the system etc, Disaster

Recovery drill etc. The performance review also includes verification of scalability provisioned in the

solution for catering to the project requirements.

Availability

The solution should be designed to remove all single point failures. Appropriate redundancy shall be

built into all the critical components to provide the ability to recover from failures. The age