RFP For Examination Center Management System

Request for Proposal For
Development, Testing , Training, Implementation, Maintenance and Post-implementation Support of
Application Software for

Examination Center Management Software
[NIT No. F1.9(33)/RajComp/Misc/11/767
Dated : 27.09.2011 ]
(Last Date & Time for depositing Tender form : 17-10-2011 till 3:00 PM) (Bid to be opened on 17-10-2011 at 3:30 PM in office of RISL) Pre- Bid meeting was held on 05-10-2011 at 11:00 AM
(RFP Document after pre-bid)
Name of the Company/Firm: Address for the Correspondence: Telephone No.: Fax No.: Price: Rs. 500/- Only RajComp Info Services Ltd. B-Block, 1st Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur 302005 Tel: 141-2226055, 5103902, Fax:141-2228701 Email: info@rajcomp.net ; Website : www.risl.rajasthan.gov.in
RFP Document after Pre-bid
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RajCOMP Info Services Ltd. (RISL)

NIT No. F1.9(33)/RISL/Misc/11/767____
Jaipur, Dated: 27.09.
2011
TABLE OF CONTENTS
S.No. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18.
Chapter Definitions & Acronyms Invitation of Bids Eligibility Criteria Scope of Work Deliverables Time schedule Earnest Money Deposit (EMD) Bidding Process Disqualification Performance Security & Liquidity Damages Terms of Payment General Terms & Conditions Software Terms and Conditions Tender Form Attachment of Documents in the Bid - Checklist Letter of Undertaking Technical Specifications Financial Bids
Page 3 4 7 10 19 21 24 26 29 31 35 37 46 53 55 56 58 64
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Chapter 1 Definitions & Acronyms
Bidder Tendering Authority RISL GoR Project Purchaser SDC SLA FMS
The eligible firms who will participate in tendering process RajComp Info Services Ltd. RajComp Info Services Ltd. Government of Rajasthan Refers to Examination Management Software RajCOMP Info Services Ltd. State Data Center alias NOC Service Level Agreement Facility Management Services
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INVITATION FOR BIDS
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Chapter - 2 INVITATION FOR BID (IFB) 1. RajComp Info Services Ltd.(RISL) intends to invite proposal from competent and professional IT Service Provider Company involved in development, analysis, testing and implementation of software solutions for Development/Customization, Testing, Training, Implementation, Maintenance and Post-implementation Support of Application Software for Examination Center Management Software for monitoring the activities involved at the examination centers to be conducted by Panchayati Raj Department. The software service provider shall develop and implement the Application Software for the requirement of Panchayati Raj Department to manage the complete process of organizing the examination for recruitment of Grade III teachers. The complete project shall be of duration of four months and the major activities will cover following as per requirement/specifications, terms and conditions laid down in this RFP: Software Requirement Study Development of Application software, testing & maintenance Implementation and Training Post Implementation Support/ FMS The application software shall be installed at State Data center. The hardware, bandwidth, SAN storage, firewall, router and other network equipments required for implementation of the application software shall be provided by RISL in State Data Center. 2. Interested bidders may obtain further information from RISL, Ist Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur 3. A complete set of RFP for the above purpose can be downloaded from the official website www.risl.rajasthan.gov.in. 4. The bidder who has downloaded the RFP from website, is required to submit a nonrefundable fee of Rs. 500.00 (Rupees Five Thousand only) in the form of DD or Bankers Cheque in favor of Managing Director, RISL, Jaipur, payable at Jaipur at the time of submission of bid, failing, which the bid of the concerned bidder will not be entertained. 5. A complete set of Request for Proposal (RFP) can also be obtained from the following address during office hours on all working days either in person or by post on submission of a written application along with a non-refundable fee of Rs 500/-(Rs
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250/- extra in case of Courier) in the form of Demand Draft or Bankers Cheque in favor of Managing Director, RISL, Jaipur, payable at Jaipur. The Managing Director, RajComp Info Services Ltd., Yojana Bhawan, 2nd Floor Tilak Marg, C-Scheme, Jaipur Phone No. 0141 - 2226055 6. All bids (Technical & Commercial) must be submitted at the same time giving full particulars in separate sealed envelopes at the address given above before date and time specified in the table given below. These envelops should be marked properly as Technical Bid and Commercial Bid. 7. The RFP Details are as follows: S.No. Particulars 1. Price of Bid 2. Courier Charges (in case of postage) 4. Date of commencement of sale of RFP 5. Date and time for Pre-Bid meeting 6. Date of uploading final RFP after pre-bid meeting 7. Last date and time for sale of RFP 8. Date of submission of RFP 9. Place of Submission 10. Date of opening of Technical bid Detail Rs.500/Rs.250/30-09-2011 05-10-2011 07-10-2011 17-10-2011 3:00 PM 17-10-2011 3:00 PM Office of RISL Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur 17-10-2011 3:30 PM
8. Technical Bids will be opened in the presence of the bidders representatives who choose to attend on the specified date and time. Technically qualified bids will be taken up for further processing and suitable date & time will be advised to the bidders for testing/proof of concept to ensure that it provides the functionality required by RISL. After evaluation of the solution/service the Commercial Bids of qualified bidders will be opened in the presence of the technically qualified bidders representatives who choose to attend on the date and time notified separately to the technically qualified bidders. 9. RISL reserves the right to (i) make necessary changes in the terms of the Project, and (ii) reject any or all Bids without assigning any reason thereof. 10. The Bid will be valid up to 90 days from the date of submission of bid. 11. RISL reserves the right to accept or reject in part or full any or all the offers without assigning any reasons whatsoever.
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Managing Director 1 2 3
ELIGIBILITY CRITERIA
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Chapter 3 4 ELIGIBILITY CRITERIA FOR THE BIDDER
Only those Bidders who fulfill the following criteria are eligible to respond to the RFP. Offers received from the bidders who do not fulfill all or any of the following eligibility criteria are liable to be rejected. 1. The bidder should be a registered company/ Partnership Firm in India Registered under Company Act 1956/Partnership Act 1932. The Certificate of Incorporation, Certificate of Commencement of Business issued by the Registrar of Companies, The Memorandum and Articles of Association/a copy of Deed of Partnership (if partnership firm) are to be provided. 2. The Bidder must be an original IT Services provider involved in development, analysis, testing and implementation of software solutions at least for a period of three years as on 31-03-2011. It should have core competency in developing application softwares using SDLC. 3. The Bidder should have an average annual turnover of minimum Rs. 50.00 lakh (Rs. Fifty Lakh) during last three years in software development and maintenance. Audited copies of Balance Sheet and Profit & Loss Account of FY 2008-2009, 2009-2010 and 2010-2011 must be enclosed with the Technical Bid. A certificate from CA certifying turnover for the financial years is to be enclosed. 4. Bidder should have reported net profit for last 3 financial years (2008-09, 200910, 2010-11). 5. The Bidder should have at least any of the following certificates: SEI-CMM Level 3 or ISO 9000 Attested copies of the Certificate should be enclosed with the bid. 6. The Bidder should have undertaken and successfully completed in India at least one web enabled software development and implementation project with value of Rs. 5 lacs or two projects of Rs. 2.50 lacs each in public/private sector in the financial years 2008-09, 2009-10 and 2010-11. The projects should have involved software development and related activities for transactional processing. The Bidder must attach relevant work order/work completion certificates along with the Technical Bid. 7. The bidder should have a support office in any city of Rajasthan. Lease deed/title document of office premises towards proof and possession from 01-01-2011 should be enclosed with the bid document.
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8. Bidder should have not been black listed at any time by the Central and/or any of the State Governments in India. An undertaking to this effect must be submitted in their letter head. 9. Bidders who have an unsatisfactory record in completion of any of earlier contracts with RajComp/RISL shall not be eligible for participating in this tender. Bidder must comply with all above-mentioned criteria. Non-compliance of any of the criteria will entail rejection of the offer summarily. It is mandatory to provide the technical details in the exact format of technical specifications given in the RFP. Correct technical information of the solution being offered must be filled in. Photocopies of relevant documents / certificates should be submitted as proof in support of the claims made. RISL reserves the right to verify /evaluate the claims made by the bidder independently. Any decision of RISL in this regard shall be final, conclusive and binding upon the bidder.
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SCOPE OF WORK
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Chapter 4 SCOPE OF WORK 1 RajComp Info Services Ltd. (RISL), on behalf of Panchayti Raj Department, Government of Rajasthan, intends to invite proposal for Development, Implementation, Testing, Training, Maintenance and Post-Implementation Support for application software for Examination Center Management System for monitoring the process of Exams being conducted by Panchayati Raj Department. The objective of the examination center management software development project is to facilitate the department (Panchayati Raj Department) to efficiently manage various activities related to organizing an exam. Major activities undertaken by the department for the same is selection of examination center, deputing centre supervisor and invigilator, feeding of data related to the preparation made by invigilator/ supervisor, submission of After-Exam-Report, Grievance redressal, generation of MIS reports etc. The workflow of the whole examination process shall also be made part of the software like issue of appointment letter of center supervisor and invigilator, payment procedure for staff deputed for conducting exams etc. This would not only save cost and time of the department, but would also lead to increase in efficiency of the functioning of the department. It would add efficiency in the process of preparation required for organizing the exam. 4.3 The broad scope of application software and services would include: To develop a web enabled software for storing detail related with examination center management system. The website should be divided into two parts viz. for viewing by general public (without login) and closed user group area(with username and password for restricted entry). The open viewing area would contain detail regarding examination center, examination schedule, centerwise list of eligible candidates, PDF version of admit card, answer to query about examination center by applicants etc. The software should be menu driven and should enable role based access rights to each stakeholder.
4.1
4.2
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To provide an interface for enabling data entry of masters like Districts, Collectors, CEO Zila Parishads on the website. The detail would include name, contact numbers etc. To provide an interface for data entry of detail of each examination center on the website. The detail would include name of center, address of center, contact numbers etc. To provider an interface for data entry of detail of each center supervisor, vigilance officers and invigilators deputed at each examination center. The detail would comprise of name, contact details, etc. To issue appointment letter to centre supervisor, invigilator and other staff using the software.The appointment letter should be generated in MS word format. To provide facility to send SMS and e-Mail to the stakeholders like all Collectors, Center Supervisors, CEO Zila Parishads etc. about the activities. To enable Centre supervisor to feed Beginning Report of Exam in specified format to be provided by the department and the system should be able to generate summary report based on the parameter of the beginning report for all centers To enable Center Supervisor to feed report on completion of the exam of his center. This would also contain details of total number of candidates who appeared in the exam and number of candidates who were absent etc. The end of exam report should be fed in specified format to be provided by the department and the system should be able to generate summary report based on the parameter of the end of exam report for all centers. To enable center supervisor to feed any grievance of his center. The concerned stakeholder should be able to view the grievance and provide response to the concerned on the application software. The common solution given by senior officials should be visible to all supervisors, if so required by top functionaries. To enable drill down comprehensive MIS interface to all its stakeholders related with examination center management e.g. statewise, districtwise, citywise, centerwise etc.
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Each stakeholder should be able to view reports related with his area of operation viz. Collector to be able to manage examination centers for his district only, Center supervisor to be able to view details about his center etc. To enable the supervisors and invigilators at the examination center to generate their attendance bills for payments. To provide training, documentation and online help to the stakeholders To submit two copies of data on CD/DVD ROM to the concerned department for internal record
4.4 The system shall be implemented on centralized server and single database enabling generation of consolidated MIS, and information / reports for decision making by departmental officials. 4.5 RISL has planned to implement the application software with the help of Software Service Provider. The service provider will ensure development, implementation, training and support of the application software as per requirement of the department and RISL shall enjoy the benefit of updated and best software technology platform. 4.6 RISL has envisaged following two types of the services which are required to achieve the objectives: (1) Stage I : Development, Testing, Maintenance and Implementation of Application Software: The automation of the various activities involved in management of an examination by the Panchayati Raj Department, GoR is expected to be carried out with the help of secured Web Based Application so that the system will be online giving instantaneous, accurate and transparent information to all the stakeholders of the system viz. Principal Secretary/Secretary, Panchayati Raj department, Collectors, Center Supervisors, CEO Zila Parishads etc.. (2) Stage II : Facility Management Services (FMS) / Post-Implementation Suport : Although the software service provider will provide smooth access to the application software, number of other operations such as on-going, on-thejob training to users, hand-holding support, report generation / printing etc. is required to be carried-out at the office of RISL/concerned department, as per need. Therefore, it is desired that minimum one resource personal shall be made available by the bidder at the office of RISL under the arrangement of FMS during the period of use of the software. The resource personnel should
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have requisite qualification, IT experience and expertise on the application software. Thus, it is expected that the bidder shall submit its proposal (Technical and Financial) in consideration with the aforesaid two types of services under a comprehensive arrangement of service for application software. The detailed scope of the respective service shall be as under: 4.7 4.7.1 Stage I : Development, Testing, Maintenance and Implementation of Application Software: RISL is creating this facility on behalf of the Panchayati Raj Department. The bidder shall study the requirement from the officials of the department. Based on the study the bidder shall develop/customise the application software that is in line with the requirements of the department, but not limited to, in the scope mentioned in this tender document.
4.7.2 The salient features of the proposed application software for examination center management system shall be: (1) Development of web enabled Application Software : The successful bidder would be required to study the requirement of the Panchayati Raj Department and develop the web enabled application software as per their requirement. The application software should be approved by the user department/RISL before go live. The software should be developed using the best industry practices. Browser Independent: The application software should be web enabled so that the same can be accessed by from anywhere, anytime. It is imperative that the user interface of the application software should be browser based so that the users can access the software using internet (HTTP protocol). The software should be compatible with all popularly used browsers. Software Platform : The centralised web based application software should be developed using proven technology. The application has to be maintained by the successful bidder for the entire contract period. The application software may be developed using ASP.NET, J2EE or PHP etc. Identification of Pre-exam, post-exam, grievance data: The software should prompt the user for duplicate entry wherever required. User should be able to update the uploaded reports up to a given time after the exams but duplicate data of the same purpose should be eliminated. E-Mail and SMS: The system should have facility to sent e-mail and SMS to the concerned stakeholders like on duty chart of supervisor and invigilator
(2)
(3)
(4)
(5)
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for exams etc. The facility of email gateway and SMS gateway shall be provided by RISL. The charges for the same shall also be paid by RISL. (6) Admin Area: The application software shall have appropriate admin features / options for departmental users, RISL users and software service provider users to manage User IDs, change passwords, configuration email / SMS parameters and sending the same, Server / Database Parameters etc.. The software should maintain log of activities performed on data. Audit Trail : The application software should provide for proper audit trail for any change made in the data. The software should be capable to store IP addresses, user code, date and time stamp and other identities of the stakeholder entering/editing data. The system should maintain proper logs of any changes made in the data and date and time of each user login into the system. Validation Checks : The application software should incorporate proper validation checks so that garbage data is not stored in the database. The validation checks should be able to minimize data entry mistakes. Security : The application should be designed and developed by incorporating security features as per the best industry practices. Wherever required the data should be encrypted. The bidder shall, to the extent relevant and possible, be guided by the standard information systems security policies and guidelines or suitable Industry standards. Appropriate access and authorization controls should be incorporated into the software. The bidder should also provide configurable User and Role-based security for the Menu Options of the application.
(7)
(8)
(9)
(10) Transaction Accuracy & Consistency: The application software should ensure accuracy and consistency of data in database and reports. The transaction accuracy would be measured from the number of reported errors vis--vis number of transactions. The transaction data should meet ACID property. The software should maintain 100% data accuracy and consistency. (11) User Interface : The application software should have a user friendly interface. The labels on the form should be bilingual i.e. in Hindi as well as in English(Unicode based). Though the data entry is most cases would be in English only but the software should support data entry in hindi as well. (12) Online Help : The software should provide Online Help facility for the endusers to operate the software with ease and speed.
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(13) Adherence to Guidelines : The application software development work should comply with the guidelines issued by DoIT&C, Govt. of Rajasthan for development of websites and available at http://doitc.rajasthan.gov.in and Guidelines for Indian Government Websites (GIGW) issued by Department of Information Technology (DIT), Government of India (GoI) and available at http://doitc.rajasthan.gov.in and http://web.guidelines.gov.in. 4.7.3 The successful bidder shall ensure that the performance of the application (response time) is consistent and the application is always up and running (24 x 7). The bidder shall provide 24 x 7 technical support for the application software. The bidder shall fix all bugs/changes as desired by the user department/RISL during entire contract period. The bidder shall make all changes as may be necessary in the application software without any additional cost, to enhance the functionalities of the software on account of changes in procedures/ policies/guidelines, change in application rules etc as per requirement of RISL / Panchayati Raj department.
4.7.4 Thus the system should be appropriately designed to: (a) Use of flexible reporting tool for ad-hoc report generation (b) Have a module to archive and maintain the history data (moving current data to history) 4.7.5 Deployment Requirement: 4.7.5.1 The successful bidder would deploy the web enabled application software on the infrastructure provided by RISL consisting required Hardware, system software, networking equipments, network bandwidth etc. in State Data Center. 4.7.5.2 4.7.5.3 The bidder should note that RISL desires to operate the application software on Intel platform (preferably with Linux as Operating System). It is necessary that the Vendor should submit details about the ideal minimum deployment requirements for the proposed application software which will be sufficient for the smooth functioning of the system without compromising the performance. These deployment requirements should consist of all minimum required hardware, software, and networking items / components which RISL needs to arrange for the successful installation and smooth functioning of the proposed systems. The deployment requirements should be submitted along with Technical Proposal in the format given in the tender.
4.7.6 Backup: 4.7.6.1 The bidder should incorporate necessary features in the proposed system to take back-up of database in regular intervals such as daily, weekly, monthly etc.
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4.7.7
Documentation: The Vendor will provide a visual tutorial/ an inbuilt Online Help facility (well documented) 24X7 in order to make the software user friendly. Further one hard copy of user manual, design manual and technical manual shall be provided by the successful bidder to RISL. Testing: (1) The bidder shall thoroughly test the software for load, quality and performance along with proper functioning at its site before deployment of the software on production environment. The bidder shall be required to submit safe to host certificate from the authorized agency before deploying the software in production environment in State Data Center. The online application software developed and tested shall be hosted at State Data Center and maintained by the bidder. The bidder shall be required to provide performance tuning parameters/configuration of the server/OS/application server software on which the application would be installed to the team of state data center for efficient working of the application software. (2) In addition to above, RISL may hire services of third party to certify the software for load, quality and performance at its own cost to ensure proper functioning of the software. The suggestions given by the third party, if any would be mandatory for the bidder to implement and to incorporate and to execute the same from time to time. (3) Final approval/User Acceptance of the software and system shall be given by RISL/user department after the successful implementation and testing.
4.7.8
4.7.9 Database Management : 4.7.9.1 The database for the application software form shall be maintained in Oracle 11g / PostgresQL / MS SQL in the State Data Center. The application software developed by the successful bidder should be capable to store data in the Oracle/PostgresQL/MS SQL database. The successful bidder shall undertake management of changes to database schema, user roles etc. 4.7.9.2 Though the performance monitoring and tuning of undertaken by the team already deployed in State successful bidder may based on his experience suggest of the database for enhancing the performance of software. the database shall be Data Center, but the for performance tuning the online application
4.7.9.3
The successful bidder shall take regular backups for all databases in accordance with the backup and archive policies and conduct recovery whenever required with appropriate permissions.
4.7.9.4 After rectifying the mistakes, if any, and after all the processing of the exam is over, the complete data related with online application forms shall be handed
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over to the user department in the database structure as required by the user department like latest version of MS Excel, MS Access, x-base & MS SQL etc. 4.7.9.5 4.8 4.8.1 If any problem in understanding the requirement of processing arises, the matter will be discussed with the concerned Officers before proceeding further. Stage - II : Facility Management Services (FMS) The successful bidder shall provide number of facilities such as on-going on-thejob training to users, hand-holding support etc. Therefore, for effective utilization of the application software, it is desired that at least one resource personnel with adequate knowledge and speaking capabilities of Hindi shall be made available by the bidder at the office of RISL/ Panchayati Raj. The resource personnel should have requisite competent qualification (Engineering/ diploma/B.Sc.IT/ Computer Science graduate), IT experience of minimum 2 years and expertise on the application software. He will be responsible to provide necessary support pertaining to the application software on on-going basis for: Part I : (1) Help Desk Support : The successful bidder shall have to create help desk support for applicants. Atleast two telephone numbers should be provided on the website for telephonic support during business hours. After business hours proper message should be given to candidates to contact during business hours i.e. from 8:00 AM to 8:00 PM. (2) Hand-holding Support : Hand holding support should be provided to officers of Panchayati Raj department, if so required by them on usage of the software. Support for creation of departmental users is specifically required. If proper training is provided by the bidder then requirement of hand-holding support would be reduced. (3) Troubleshooting/Bugs removal : The successful bidder is required to provide troubleshooting support if any bugs are encountered during implementation of the software. The bugs would be required to be removed within 24 hours. Part II : (1) Training to users : The successful bidder would be required to provide training to officers of the user department/RISL/district level officers. The attendance sheet of the persons trained by the bidder shall be attached along with the bill raised by the bidder for payment. Training shall be organized for personnel from Collector office of various districts, supervisors, invigilators etc., if so required by the department. Training is to be organized (including faculty, infrastructure etc.) by successful bidder at Jaipur as per requirement.
4.9 PROBLEM ESCALATION 4.9.1 The bidder should submit detailed escalation mechanism. The escalation should cover each level of the organization up to the level of the CEO of the organization.
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DELIVERABLES
Chapter 5 DELIVERABLES Sr. Particulars No. Stage I : Detail Project Plan Safe to Host Certificate for the website/web based application software Test reports Deployment of application software at State Data Center Complete Source Code of Examination Center Management Application Software in two CD ROMs/DVDs User Acceptance Test Report User Manual, Database Design Manual and Technical Manual Performance tuning parameters for fine tuning application on server, if required Any other third party software required for smooth functioning of the application software
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Sr. Particulars No. Stage II : Customization/ enhancement of Application Software as per requirement of user department User Acceptance Test Report Safe to Host certification (On advice of SDC if major change in application software) Training to users, feedback forms, analysis and corrective action plan Generation of MIS reports Setting up of Help desk/Hand-holding support Troubleshooting of bugs in the application software performance tuning of system software Backup of source code of application software as and when changes are incorporated. Backup of data after end date of submission/ entering of data in the software.
17. 18.
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TIME SCHEDULE
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Chapter 6 TIME SCHEDULE 6.1 The examination center management system software for Panchayati Raj Department shall involve two stages. First stage would involve understanding the requirement of the client department and preparation of report with regard to the same. After approval of the requirement specification report by the client department, the bidder would be required to develop/customize the application software for examination center management as per the approval given by the client/RISL. The entire first stage including customization and deployment of application shall be required to be completed within a period of 35 days by the bidder. 6.2 In the second stage the successful bidder would be required to provide day to day support in the form of helpdesk, training etc. on the application software and submit MIS report required by RISL/user department. Time Schedule Within7 days from the date of signing of agreement. Within 5 days from the date of submission of report. Within 30 days from the date of approval on report 42 days from date of signing of agreement
6.2.1 Stage I Sno. Activity a) Understanding of the User Requirement and preparation of Requirement Specification Report b) Approval on Report c) d) Delivery and deployment of solution and UAT Maximum Available Time period
6.2.2 Stage II The facility management services /post-implementation support is to be provided to the user department/RISL only for the period the activity related with organizing exams etc. are in process. After completion of the entire process, the support is not required. Usually this support would be required for a period of 30 days. The period may change as per requirement of user department. The bidder would be required to provide Stage II servcies till successful completion of the examination. Sno. a) b) c) Activity Day to day management of application software for Examination Center Management Upgradation / customization/ maintenance of application software as per requirement of user department Help Desk Support Time Schedule
For the entire period till the examination process is not completed. As and when required.
Proper telephonic support shall be provided
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d) e)
Troubleshooting/Bugs removal Training
f)
Hand holding Support
to the stakeholders of the software. Bugs in the application software to be removed within 24 hours Half day training to the officials of the department. Forenoon Batch - 9:30 AM to 1:30 PM and Afternoon Batch - 2:00 PM to 6:00 PM Hand holding support is for officers of user department/organization at State Head Qtr.
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EARNEST MONEY DEPOSIT
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Chapter 7
EARNEST MONEY DEPOSIT

7.1 7.2 7.3
The bidder shall furnish, as part of the Technical Bid, an Earnest Money amounting to Rs. 8,000/- (Rupees Eight thousand only) Cottage and SSI units registered with Director of Industries, Rajasthan are required to submit Earnest Money @0.5% of the estimated tender value. The EMD shall be in Indian Rupees and shall be a Bankers Cheque or Demand Draft payable to Managing Director, RISL, Jaipur. The instrument should be issued by a Bank having at least one branch at Jaipur. Such negotiable instrument should be valid for a period of three months (90 days) from the last date of bid submission. Earnest Money of unsuccessful bidders shall be returned within 60 days after the expiration of the period of bid validity prescribed in the bid document. Earnest Money of the successful bidder will be released once the bidder signs the agreement and furnishes the performance guarantee. The EMD may be adjusted in the Performance Security by depositing the difference amount of Performance Security or alternatively EMD could be refunded back by taking fresh Performance Security.
7.4 7.5 7.6
Forfeiture of earnest money

7.7
The Earnest Money will be forfeited on account of one or more of the following reasons: a) The Bidder withdraws his bid during the period of bid validity specified by them on the bid letter form. b) Bidder does not respond to requests for clarification of their bid. c) Bidder fails to co-operate during the bid evaluation process, and d) In case of a successful Bidder, the said Bidder fails: to sign the Agreement in time(Service level Agreement and NonDisclosure agreement); or to furnish Performance Guarantee in time
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BIDDING PROCESS
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Chapter 8 BIDDING PROCESS

8.1
Bid Submission
8.1.1. The bid shall be typed or written in inedible ink and shall be signed by the bidder or a person duly authorized to bind the bidder to the Contract/ Agreement. All pages of the bid, except for un-amended printed literature, shall be initialed by the person or persons signing the bid. 8.1.2. The last date for submission of bid is 17-10-2011 up to 15:00 hrs. 8.2 8.2.2 8.3 8.3.2 Validity of Bids Bids shall remain valid for 90 days after the date of Bid opening. A Bid valid for a shorter period shall be rejected as non-responsive. Procedure for submission of Bids The bidding comprises of two bid system. The first part will consist of the Technical Bid from Chapter 1 to Chapter 17 and the second part will consist of Financial Bid - Chapter 18 only. The technical bid should be placed in one envelop and should be marked as "Technical Bid for Examination Center Management System Project and the financial bid in another envelop marked as "Financial Bid for for Examination Center Management System Project. Both these envelops should be sealed separately and should further be kept in a third envelop marked as "Bid for for Examination Center Management System Project and sealed properly. Prices must not be indicated in the Technical Bid and must be quoted in the Financial Bid only. Financial Bid should only indicate prices without any condition or qualification whatsoever and should include all taxes, service tax, duties, fees, levies, and other charges levied by Central & State Government/ government bodies, as may be applicable in relation to activities proposed to be carried out. If there would be any increase in the taxes, levies, duties, fee and other charges during tenure of the contract, the financial burden of the same shall be borne by the bidder. Bidders should express the price of their services in Indian currency only. The Financial bid of only the technically short listed bidders would be opened. The dates for the same would be intimated separately. Date & Time of opening of Technical bids
8.3.3
8.3.4 8.3.5
8.3.6 8.8.7 8.4
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8.4.2 8.4.3
The Technical bids will be opened on 17-10-2011 at 15:30 Hrs in the Board room, Ist Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur. The bids received late and declared late by the Tender Evaluation Committee after the last date and time for receipt of bids prescribed in the tender document shall be rejected and/or returned unopened to the Bidder. Pre-bid meeting The bidder or its official representative is invited to attend a pre-bid meeting which will take place at Board room, Ist Floor, Yojana Bhawan, Tilak Marg, CScheme, Jaipur on 05-10-2011 at 11.00 Hrs. The purpose of the meeting will be to clarify issues and to answer questions on any matter that may be raised at that stage. The bidder is requested to submit any question in writing or by cable, to reach the Purchaser not later than two days before the meeting, i.e., 03-10-2011. Any modifications in the bidding documents which may become necessary as a result of the pre-bid meeting shall be made by the Purchaser exclusively on the web site http://risl.rajasthan.gov.in latest by 07-10-2011. The Tendering Authority shall be free to amend the document as per requirements. The notice of change, if any, will be made available on the website as well as communicated through e-mail to all bidders whose e-mail addresses would be available with RISL. Cost of Preparation of Bids The Bidder shall be solely responsible for the cost of preparing and submitting the Bid and all other related costs.
8.5 8.5.2
8.5.3 8.5.4 8.5.5
8.6 8.6.2
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Disqualification
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Chapter 9 Disqualification
9.1
The Tendering Authority, may in its sole discretion and at any time during the processing of Tender, disqualify any bidder from the Tendering process if the bidder has: Submitted the Tender after the prescribed date and time of submission of bids. Made misleading or false representations in the forms, statements and attachments submitted in proof of the eligibility requirements. If found to have a record of poor performance such as abandoning works, not properly completing the contract, inordinately delaying completion, being involved in litigation or financial failures, etc. Failed to provide clarifications related thereto, when sought. Submitted more than one bid. This will cause disqualification of all bids submitted by such applicants except the last bid received. Not quoted products in accordance with the terms and conditions of this tender. If the bidder fails to provide any documentary evidence of meeting eligibility criteria as asked in RFP.
9.2
Applicants who are found to canvass, influence or attempt to influence in any manner the qualification or selection process, shall be disqualified from the process at any stage. A Bid not valid for at least 90 days shall be considered as non-responsive and would be disqualified.
9.3
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Performance Security & Liquidated Damages
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Chapter 10 Performance Security & Liquidated Damages 10.1 The successful bidder shall carry out the services in conformity with generally accepted professional and technically accepted norms relevant to such assignments. In the event of any deficiency in services, the bidder shall promptly take necessary action to resolve it, at no additional fees to the Purchaser. The successful bidder will have to execute an agreement on a Non-Judicial Stamp of appropriate value within a period of 5 days of receipt of order and deposit security as per clause 10.4 prior to signing of agreement. The successful bidder shall deposit the security/performance guarantee money as follows: 10% of total order value for the entire duration of contract. 10.5 The form of security money shall be as below:i ii iii Cash/ Bank Draft/ Bankers Cheque duly discharged in favor of Managing Director, RajComp Info Services Ltd. Post-office Saving Bank Pass Book duly pledged. National Savings Certificate, Defense Savings Certificates. Kisan Vikas Patras or any other script/instrument under National Saving Scheme for promotion of small savings, if the same can be pledged in favour of Managing Director, RajComp Info Services Ltd. These certificates shall be accepted at surrender value.
10.2 10.3
10.4
10.6
The performance security money shall be refunded immediately after expiry of contract and provided there is no breach of condition on the part of successful bidder. No interest will be paid by the purchaser on the EMD & performance security deposit. The successful bidder shall be required to execute following agreements towards Operation Management Services: Service Level Agreement. Non-disclosure Agreement
10.7 10.8
10.9 Failure of the bidder to comply with the requirements shall constitute sufficient grounds for the annulment of the award and forfeiture of the Performance Security.
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10.10
Liquidated Damages
10.10.1 In case of extension in the delivery period / completion with liquidated damages the recovery shall be made on the basis of following percentages of value of software / work completion, which the bidder has failed to supply/ complete the work: S. No a. b. c. d. Delay up to one fourth period of the prescribed delivery period / completion of work as per chapter 6 Delay exceeding one fourth but not exceeding half of the prescribed period / completion of work as per chapter 6 Delay exceeding half but not exceeding three fourth of the prescribed period / completion of work as per chapter 6 delay exceeding three fourth of the prescribed period / completion of work as per chapter 6 Condition LD % of price quoted for Stage I 2.5 % 5.0 % 7.5 % 10.0 %
Fraction of a day in reckoning period in supplies shall be eliminated if it is less than half a day. The maximum amount of liquidated damages shall be 10%.
If the successful bidder requires an extension of time in completion of

contractual supply on account of occurrence of any hindrance, he shall apply in writing to the authority, which has placed the supply order, for the same immediately on occurrence of the hindrance but not after the stipulated date of completion of supply.
Delivery period may be extended with or without liquidated damages

if the delay in the supply of goods/implementation of software is on account of hindrances beyond the control of the bidder.
Also Liquidated Damages would be deducted from the payment due

for that milestone as mentioned in Chapter 11 (Terms of Payment). 10.11 Forfeiture of Performance Security 10.11.1 Forfeiture of Security Deposit: Security amount in full or part may be forfeited in the following cases: a b When the terms and conditions of the contract are breached. When the bidder fails to make complete supply satisfactorily.
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c When contract is being terminated due to non-performance of the successful bidder. d Notice of reasonable time will be given in case of forfeiture of security deposit. The decision of the Purchase Officer in this regard shall be final. 10.11.2 Failure of the successful bidder to comply with the requirement of the contract, shall constitute sufficient grounds for the annulment of the award and forfeiture of the bid security, in which event the purchaser may make the award to the next lowest evaluated bidder or call for new bids. 10.12 Release of Performance Security 10.12.1 The security/performance guarantee would be returned back after successful completion of period of contract. .
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TERMS OF PAYMENT
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Chapter 11 Terms Of Payment

11.1
Payment shall be made on following basis: a) No Advance Payment will be made. b) Project is a service project. Hence, basically the payment will be made only if services are completely rendered upto the satisfaction of RISL/ Panchayati Raj department by the software solution provider. c) All remittance charges will be borne by the bidder. d) All the payments to the software solution provider will be made as per the Payment Schedule and Terms of Payment, upon submission of invoices that are certified by the department & verified by RISL. The payment shall be made subject to the penalties laid down in chapter 10, 12 and 13 on various tasks. e) The Software solution provider has to submit all the required and related supporting documents along with the bill for the payment. The solution provider shall submit a summarized report of work carried out in the quarter along with every bill for accounting and audit purposes. S. % of Condition/ Event No. payment Stage I 1 Nil No Payment shall be made for Stage I. The payments for Stage-I shall be released after successful completion of Stage-II. Stage II 2. 100% The payments for Stage-I and II shall be made after successful completion of the work defined for both the Stages. All relevant documents would be required to be attached along with the bill for stage-I as well as stage-II.
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GENERAL TERMS AND CONDITIONS
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Chapter 12 GENERAL TERMS AND CONDITIONS OF TENDER Note: Bidders must read these conditions carefully and comply strictly while sending/submitting their tenders. General conditions:
12.1
Tender forms shall be filled in ink or typed. No tender filled in pencil shall be considered. The bidder shall sign the tender form at each page and at the end, in token of acceptance of all the terms and conditions of the tender. Rates shall be written both in words and figures. There should not be errors and/or over-writings. Corrections, if any, should be made clearly and initialed with dates. The rates should mention element of the Rajasthan State Sales Tax / Central Sales Tax/Service Tax separately. Bidder shall quote firm prices against each of the items as detailed in the price bid. No conditional discounts shall be quoted in the bid e.g. discounts based on conditions linked with bid/performance security/guarantees, advance payments, selection of combination of products or product options, number of personnel etc. Financial bids with such conditional discounts would be summarily rejected. Comparison of Rates: a. In comparing the rates tendered by firms outside Rajasthan and those in Rajasthan but not entitled to Price Preference under the Rules, the element of Rajasthan Sales Tax shall be excluded whereas that of Central Sales Tax shall be included. While comparing the rates in respect of firms within Rajasthan, The element of Rajasthan Sales Tax shall be included.
12.2
12.3
12.4
b.
12.5 12.6
Direct or indirect canvassing on the part of the bidder or his representative will be a disqualification. Any Change in the constitution of the company, etc. shall be notified forth with by the successful bidder in writing to the purchase officer and such change shall not relieve any former member of the company, etc., from any liability under the contract. If any dispute arises out of the contract with regard to the interpretation, meaning and breach of the terms of the contract, the matter shall be referred to by the Parties to the Principal Secretary, Department Of Information Technology and Communication, Government of Rajasthan who will be the Sole Arbitrator and whose decision shall be final. Income Tax may be deducted at source as per rules.
12.7
12.8
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12.9
All legal proceedings, if necessary arises to institute may by any of the parties (RISL or Contractor) shall have to be lodged in courts situated in Jaipur and not elsewhere. Loss of Revenue to the Purchaser: The bidder shall be vicariously liable to indemnify the Purchaser in case of any misuse of data/information by the bidder, deliberate or otherwise, which comes into the knowledge of the purchaser during the performance or currency of the contract. Currency of Payment: Payment shall be made in Indian Rupees only. Change orders: The purchaser may at any time, by a written order given to the bidder, make changes within the general scope of the Contract. If any such change causes an increase or decrease in the cost of, or the time required for, the bidders performance of any part of the work under the contract, whether changed or not changed by the order, and equitable adjustment shall be made in the performance security, Contract Price or delivery schedule, or both, and the contract shall accordingly be amended. Any claims by the bidder for adjustment under this clause must be asserted within thirty (30) days from the date of the bidders receipt of the purchasers changed order. Contract Amendments: No variation in or modification of the terms of the Contract shall be made except by written amendment signed by both the parties i.e. the Bidder and the Purchaser. Purchaser Right to Accept any bid and to reject any or all bids: The purchaser reserves the right to accept any bid, and to annul the tender process and reject all bids at any time prior to award of contract, without assigning reasons & 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 the Purchasers action. Notification of award: Prior of the expiration of the period of the bid validity, the purchaser will notify the successful bidder in writing that its bid has been accepted. The notification of award will constitute the formation of contract. Upon the successful bidders furnishing of performance security, the purchaser will notify each unsuccessful bidder and will discharge its EMD. Period of Validity: Bids shall remain valid for 90 days after last date of bid submission prescribed by the purchaser which may be extended with mutual consent. A bid valid for a shorter period may be rejected by the purchaser as non-responsive. Period of Contract: The period of the contract is four months after successful commissioning. Force Majeure:
12.10
12.11 12.12
12.13
12.14
12.15
12.16
12.17 12.18 a.
Notwithstanding the provisions of contract, the bidder shall not be liable for forfeiture of its performance security, or termination for default, if and to the extent
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that, its delay in performance or other failure to perform its obligations under the contract is the result of an event of Force Majeure.
b.
For Purposes of this clause, Force Majeure means an event beyond the control of the bidder and not involving the bidders fault or negligence and not foreseeable. Such events may include but are not restricted to acts of the purchaser either in its sovereign or contractual capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes. If a Force Majeure situation arises, the bidder shall promptly notify the purchaser in writing of such conditions and the cause thereof. Unless otherwise directed by the purchaser in writing the bidder shall continue to perform its obligations under the contract as far as is reasonably practical and shall seek all prevented by the force majeure event. The purchaser may terminate this contract, by giving a written notice of minimum 30 days to the bidder being unable to perform a material portion of the services for a period of more than 60 days.
12.19
c.
d.
Termination for insolvency: The purchaser may at any time terminate the contract by giving written notice to the bidder, without compensation to the bidder, if the bidder becomes bankrupt or otherwise insolvent provided that such termination will not prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to the purchaser. Termination for Convenience: The purchaser, may, by written notice sent to the bidder, terminate the contract, in whole or in part at any time for its convenience. The notice of termination shall specify that termination is for the Purchasers convenience, the extent to which performance of work under the Contract is terminated and the date upon which such termination becomes effective. The contractor shall not assign or sub-let his contract or any substantial part thereof to any other agency. The bidder shall pay the expenses of stamp duty for execution of agreement. If a bidder imposes conditions, which are in addition to or in conflict with the conditions mentioned herein, his tender is liable to summary rejection. In any case none of such conditions will be deemed to have been accepted unless specifically mentioned in the letter of acceptance of tender issued by the Purchase Officer. The Purchase Officer/Tendering Authority reserves the right to accept any tender not necessarily the lowest, reject any tender without assigning any reasons and accept tender for all or anyone or more of the articles for which bidder has been given or distribute items of stores to more than one firm.
12.20
12.21 12.22 12.23
12.24
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12.25
Any bid received by the Tendering Authority after the deadline for submission of bids will be rejected & not to be considered and may be returned unopened to the bidder. Use of Contract Documents and information a. The bidder shall not, without the purchasers prior written consent, disclose the contract, or any provision thereof, or any specification, plan, drawing, pattern, sample or information furnished by or on behalf of the purchaser in connection therewith, to any person other than a person employed by the bidder performance of the contract. Disclosure to any such employed person shall be made in confidence and shall extend only so far, as may be necessary for purposes of such performance. b. The bidder shall not, without the purchasers prior written consent, make use of any document or information enumerated in this document except for purposes of performing the contract. c. Any document, other than the contract itself, shall remain the property of the Purchaser and shall be returned (in all copies) to the purchaser on completion of the Bidders performance under the contract, if so required by the purchaser.
12.26
12.28
Service Level Assurance : 1. Timely Completion of Application Software : The successful bidder is required to complete the application software to the requirement as defined in chapter-__ . The successful bidder is required to incorporate all changes in the application software as communicated by the customer within 24 hours from date on which the changes are conveyed. If the changes are not incorporated within the defined time, penalty at the rate of Rs. 2000/- per day shall be charged. 2. Application Software Availability : The successful bidder shall ensure that the services for Examination Center Management System software is available 24 X 7 hours in a week. The bidder shall be made full payment on 99% uptime or higher and the payment reduces at the rate of 10% for every 1% reduction in uptime. No payment will be made for uptime less than 90%. However, the successful bidder shall not be held responsible, if the application software is not operational due to issues in State Data Center related with server, leased line etc. For the purpose of payment, the leverage hours shall be calculated proportionately. The overall services should maintain a minimum of uptime of 99% or more. There should be planned downtime during weekends or holidays and should not overrun to working hours of the following or previous working hours. The table below shows the calculation for the hours of down time in hours.
12.28.1 The successful bidder is required to provide following services :
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S. No. 1. 2. 3. 4. 5. 6. 7.
Uptime
99% or more >=98% to < 99% >=97% to < 98% >=96% to < 97% >=95% to < 96% >=90% to < 95% Less than 90%
Leverage hours per annum (Max.) 87.6 hours 175.2 hours 262.8 hours 350.4 hours 438 hours 876 hours More than 876 hours
Leverage % Payment hours per of Charges quarter (Max.) 21.9 hours 100% 43.8 hours 90% 65.7 hours 80% 87.6 hours 70% 109.5 hours 60% 219 hours 50% More than NIL 219 hours
3. Training to officers of department/collectorate office/supervisors etc: The successful bidder shall impart training to officers of the department/ RISL prior to initiation of activities required for organizing the exams. The bidder shall seek date for training from the nodal officer of the department. The bidder shall submit list of participants who have been trained on the usage of the application software. If the training is not provided by the bidder, penalty at the rate of Rs. 1000/- per day shall be charged subject to maximum limit of Rs.10,000/-. 4. Support Manpower : The successful bidder shall have to provide atleast one manpower during the period of organizing the exam. The manpower provided by the successful bidder shall resolve any issue related with software immediately. During the FMS period, if the support manpower is not provided then liquidated damages at the rate of Rs. 2000/- per day shall be charged subject to maximum limit of Rs.20,000/-. 5. Data : The successful bidder is required to provide complete data in the format desired by the department within 10 days of the date of exam. If the data is not provided by the bidder to the concerned department/organisation, penalty at the rate of Rs. 1000/- per day shall be charged subject to maximum limit of Rs.10,000/-. 6. Transaction Accuracy & Consistency : The application software should ensure accuracy and consistency of data in database and reports. The transaction accuracy would be measured from the number of reported errors vis--vis number of transactions. The transaction data should meet ACID property. The software should maintain 100% data accuracy and consistency. Penalty of Rs. 20,000/- would be charged on every 1% inaccurate data reporting.
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In case the successful bidder is not able to perform as per defined SLA, RISL may take action in the interest of the project and the decision of RISL shall be final and bidding on the selected bidder. 12.29 The approved bidder shall be deemed to have carefully examined the conditions of the services to be rendered. If he has any doubts as to the meaning of any portion of these conditions the bidder shall, before signing the contract, refer the same to the Purchase Officer and get clarifications. Specifications:
12.30 a.
The services to be rendered shall strictly conform to the specifications, trademark laid down in the tender form and wherever articles have been required according to international standards / certifications, those modules should conform strictly to those specifications/ certifications. The supply shall be of very best quality and description. The decision of the purchase officer/ purchase committee whether the software supplied conforms to the specifications shall be final and binding. 12.31 Inspection: a. The Purchase Officer or his duly authorized representative shall at all reasonable time have access to the premises of successful bidder and shall have the power at all reasonable time to inspect and examine the manpower and their software development skills during development process or afterwards as may be decided. Inspection shall be made at installation site. The bidder shall furnish complete address of the premises of his office where inspection can be made together with name and address of the person who is to be contacted for the purpose. Application software when received shall be subject to inspection to ensure whether they conform to the specifications. Where necessary or prescribed or practical, tests shall be carried out in Government Department (RISL/RajComp) and the software will be accepted only where its conform to the standard of prescribed specifications.
b.
b.
c.
12.32 Rejection: a. The application software not approved during inspection or testing shall be rejected and will have to be replaced by the bidder at his own cost within the time fixed by the Purchase Officer. If, however, due to exigencies of Government work, such replacement either in whole or in part, is not considered feasible, the Purchase Officer after giving an opportunity to the bidder of being heard shall for reasons to be
b.
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recorded, deduct a suitable amount from the approved rates. The deduction so made shall be final. c. The rejected software shall be removed by the bidder within 3 days of intimation of rejection, after which Purchase Officer shall not be responsible for any loss, shortage or damage and shall have the right to dispose of such articles as he thinks fit, at the bidders risk and on his account.
12.33
The bidder shall be responsible for the proper packing so as to avoid damage under normal conditions of transport by sea, rail and road or air and delivery of the software (CDROM/DVD) in the good condition to the consignee at destination. In the event of any loss, damage, breakage or leakage or any shortage the bidder shall be liable to make good such loss and shortage found at the time of checking/ inspection by the consignee. No extra cost on such account shall be admissible. The Contract for the supply can be repudiated at any time by the Purchase Officer, if the supplies are not made to his satisfaction after giving an opportunity to the bidder of being heard and recording the reasons for repudiation.
12.34
Delivery & Installation: a. The bidder whose tender is accepted shall arrange to supply the ordered software as per specifications mentioned in chapter 16 & 20 and within time period defined in chapter 6. b. Delivery & Installation of ordered items would be completed within the schedule given in chapter 6. c. Transportation: All goods must be sent freight paid. d. Warranty/ Guarantee Clause: Four months on all the modules supplied as per purchase order. The bidder would give comprehensive onsite warranty/guarantee that the software would continue to conform to the description and quality as specified for a period of four months on software from the date of delivery & installation of the said software to be purchased and that notwithstanding the fact that the purchaser may have inspected and/or approved the said software, if during the aforesaid period of four months on software, the said software be discovered not to conform to the description and quality aforesaid or have determined (and the decision of the Purchase Officer in that behalf will be final and conclusive), the purchaser will be entitled to reject the said software or such portion thereof as may be discovered not to conform to the said description and quality, on such rejection the software will be at the sellers risk and all the provisions relating to rejection of software etc., shall apply. The bidder shall if so called upon to do, replace the software etc., or such portion thereof as is rejection by Purchase Officer, otherwise
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the bidder shall pay such damage as may arise by the reason of the breach of the condition herein contained. Nothing herein contained shall prejudice any other right of the Purchase Officer in that behalf under this contract or otherwise. 12.35 If the Purchase officer does not purchase any of the tendered software or purchases less than the quantity indicated in the tender form, the bidder shall not be entitled to claim any compensation.
12.36 Insurance: The software will be delivered at the destination office in perfect condition. The successful bidder, if he so desires may insure the goods against loss by theft, destruction or damage, by fire, flood, under exposure to whether or otherwise viz., (war, rebellion, riot, etc.,) The insurance charges will be borne by the successful bidder and Tendering Authority will not pay such charges if incurred. 12.37 The time specified for delivery in the tender form shall be deemed to be the essence of the contract and the successful bidder shall arrange supplies within the specified period. Recoveries: Recoveries of liquidated damages, short supply, breakage, rejected software shall ordinarily be made from bills. Amount may also be withheld to the extent of short supply, breakage, rejected software and in case of failure in satisfactory replacement by the successful bidder along with amount of liquidated damages shall be recovered from his dues and security deposit available with the department. In case recovery is not possible recourse will be taken under Rajasthan PDR Act or any other law in force.
12.38
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SOFTWARE TERMS & CONDITIONS
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Chapter 13 SOFTWARE TERMS & CONDITIONS 13.1 The Tendering Authority reserves the right to carry out the capability assessment of the Bidder and the Purchasers decision shall be final in this regard. The individual signing the tender or other document, in connection with the tender must certify as to whether he or she has signed as: A Sole proprietor of the Software Development or constituted attorney of such sole proprietor. A partner of the Bidder, if it be partnership, in which case he must have authority to refer to arbitration disputes concerning the business partnership either by virtue of the partnership agreement or a power of attorney. Constituted attorney of the Bidder, if it is a company.
13.2
Licensable Software : The bidder shall transfer the complete source code along with adequate detailed documents (from the testing phase onwards) ownership right of the application software package to RISL. The source code with version control system should be submitted in a DVD & external HDD both to RISL. The source code of the software shall be the property of RISL. RISL should have the perpetual license to use the application software. The inputs and outputs for the software shall be defined by RISL. In case the bidder is using any third party software, the bidder must have proper legal arrangement with the developer/owner of the software to ensure complete back to back support to RISL for complete project period and beyond. The third party software should be provided with perpetual licence of usage by RISL. This should also include support on upgrades at no additional cost. Both the parties shall be jointly and severally liable for the effect of performance of software on implementation of the project. For this purpose, the bidder would indemnify RISL against any third party claim by the developer/owner of third party software to the effect. Patent Rights : In the event of any claim asserted by a third party of infringement of copyright, patent, trademark or industrial design rights arising from the use of the software, database etc. or any part thereof, the bidder shall expeditiously extinguish such claim. If the bidder fails to comply and RISL is required to pay compensation to a third party resulting from such infringement, the bidder shall be responsible for the compensation including all expenses, court costs and lawyer fees. RISL will give notice to the bidder of such claim, if it is made, without delay.
13.3
13.4
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13.5
Delivery Period & Installation: The completion period of the said tasks should be adhered to as mentioned in delivery schedule . The supply shall actually be deemed to have been complete on the actual date of supply/installation. The successful bidder will deploy minimum of one personal at the premises of the Purchaser for carrying out the tasks as mentioned in Chapter-4. Exact deployment will be worked out by the bidder to ensure timely completion with expected quality norms.
13.6 Delay in Performance & Penalty : Delivery of the items shall be made or the contract services shall be completed/ provided by the successful bidder in accordance with the time schedule specified by the Purchaser in the chapter 6. Any delay by the successful bidder in the performance of its delivery obligations shall render him liable to the penalties as specified in chapter 12. In the event of the failure of the successful bidder to secure acceptance of the documentation/software/reports by the user department/RISL within 90 days after delivery/ installation, the Purchaser reserves the option to recover from the successful bidder as liquidated damages and not by way of penalty for the period after the said 90 days, until acceptance a sum equivalent to 2% (two percent) of the contract value for each month of the failure of bidder up to a maximum deduction of 10%, to secure acceptance or part thereof without prejudice to the Purchasers other remedies under the contract.
13.7
Forfeiture Of Security : Hiding of facts by the bidder if revealed at any stage, would amount to forfeiture of security and subsequently the bidder may also be black listed. Standards Of Performance : The successful bidder shall carry out the tasks/ services assigned and carry out its obligations under the contract with due diligence, efficiency and economy in accordance with generally accepted norms techniques and practices used in the industry. The successful bidder shall also adhere to professional engineering and consulting standards recognized by international professional bodies and shall observe sound management, technical and engineering practices. It shall employ appropriate advanced technology and safe and effective equipment, machinery, material and methods. The successful bidder shall always act in respect of any matter relating to this contract, as faithful advisors to the Purchaser and shall, at all times, support and safeguard the Purchasers legitimate interests in any dealings with the third party.
13.8
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13.9
The successful bidder may be allowed to sublet/outsource training and help desk operations after approval from RISL. Schedule Of Payment : Payment shall be made by the Purchaser as per Chapter 11 of the tender document after acceptance of the tasks allotted to the successful bidder, to the entire satisfaction of the Purchaser or any other agency nominated by him. Warranty Period : The successful bidder will be responsible for providing Technical support for successful running on the Application Software so developed/customized for the entire contract period of four months from date of its successful deployment. Price Fall: The prices charged for the Goods/ Services/ software/ products supplied under the contract by the successful bidder shall in no event exceed the lowest price at which the successful bidder sells the Goods/services/software or offers to sell Goods/services/software of identical description to the Department of the Central or State Government or any Statutory undertaking of the central or State Government, as the case may be, during the currency of the contract. If at any time during the said period the successful bidder reduces the sale price, sells, or offers to sell such goods/services to any person/ organization including the purchaser or any Department of State or Central Government or any statutory Undertaking of the Central or State Government as the case may be, at a price lower than the price chargeable under the contract, the successful bidder shall forthwith notify such reduction, or sale or offer to sell to the purchaser and the price payable under the contract for the supply of material after the date of coming into force of such reduction or sale or offer to sell shall stand correspondingly reduced.
13.10
13.11
13.12
13.13
Taxes and Duties : The successful bidder shall be entirely responsible for all taxes, duties, license fees, octroi etc. incurred until delivery of the contracted Goods to the purchaser. However, Service Tax/Sales tax (not surcharge in lieu of sales tax) in response of the transaction between the purchaser and successful bidder shall be payable extra by the purchaser if so stipulated in the financial bid/notification award. The successful bidder must also note that in the event of the purchaser making available D Form or any other necessary form, Sales tax will be payable only as per rates applicable to Government Purchases.
13.14
Insurance : The Goods supplied under the contract shall be fully insured by the bidder against loss or damage incidental to manufacture or acquisition transportation, storage and delivery.
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The Purchaser if so desires may obtain the insurance, naming the purchaser as the beneficiary, in an amount equal to the exact value of the Goods up to the installation at site on all risks basis, including war Risks and strike clauses etc.
13.15
Termination For Default : The Purchaser may, without prejudice, to any other remedy for breach of contract, by written notice of default sent to the bidder, terminate the contract in whole or in part if: The bidder fails to deliver any or all of the obligations within the time period(s) specified in the contract, or any extension thereof granted by the Purchaser. The bidder fails to perform any other obligation(s) under the contract.
13.16
Software Development Personnel : The bidder shall employ and provide such qualified and experienced personnel as are required to perform the services under the contract. Documents Prepared by the Bidder to be Property of Purchaser : All plans, reports, manuals etc. prepared by the successful bidder in the execution of the contract shall become and remain the property of the Purchaser, and before termination or expiration of this contract, the successful bidder shall deliver all such documents to the Purchaser under the contract along with the detailed inventory thereof. Passing of Property : Ownership shall not pass to the Purchaser unless and until the products and documentation thereof have been deployed, tested and accepted, in accordance with the conditions of the contract to the entire satisfaction of the Purchaser. Other Conditions : The RISL will be free to use the software for any number of departments/organizations. The purchaser reserves the right to release the order for whole or part of the products as per the requirements of the Purchaser. The successful bidder shall indemnify the Purchaser against all third-party claims of infringement of patent, trademark/ copyright or industrial design rights arising from the use of the products supplied by the bidder.
13.17
13.18
13.19
13.20
Acceptance : The acceptance tests, which shall involve testing of each product, shall be conducted by the successful bidder in the presence of core group of experts nominated by the Purchaser. The acceptance test of each product shall be conducted when the consultant will give in writing that each product has been completely delivered/ installed.
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13.21
Blacklisting : The successful bidder shall be blacklisted if the Purchaser thinks of doing so and no further contract will be assigned to the successful bidder who has been blacklisted. The successful bidder shall be blacklisted on any of the following grounds by a written notice to this effect: The successful bidder shall be blacklisted, if Purchaser or any other Department/Corporation/Board of GoR availing services based on this shortlisting, complaints that bidder is incompetent to provide the desired level/ standard of Goods/ equipment/ services which he is bound to under the contract. The successful bidder shall be blacklisted, if Purchaser or any other Department/Corporation/Board of GoR availing services based on this shortlisting, complaints that the bidder is engaged in any malpractice at any level. The successful bidder shall be blacklisted, if Purchaser or any other Department/ Corporation/Board of GoR availing services based on this shortlisting, complaints that the equipment/ services rendered by bidder are not as per specifications, of bad quality or inadequate. The Purchaser would forfeit all the performance securities/bank guarantee deposits against this supply order placed on to it. The complaint would be looked into and an opportunity of being heard would be provided to the successful bidder but if the RISL comes to the conclusion that the complaint is fully or partially true, its decision to blacklist successful bidder would be final.
13.22 Exit Plan after completion of project period : On the termination of project period, the successful bidder shall : (i) Hand over and peaceful possession of the complete source code of the application software including any third party software, free from all encumbrances, to RISL free of cost. The condition of application software to be transferred in all cases other than Force Majeure shall be such that the RISL is able to use the software for any number of years at the same level of service. In case RISL is forced to incur expenditure towards the end due to successful bidders Event of Default, it will be entitled to recover the same from the Performance Security or any other money due or by direct demand. (ii) Transfer all its rights, titles and interest in or over the software comprised in the Project which are required to be transferred to RISL in accordance with this RFP and execute such deeds and documents as may be necessary for the purpose and complete all legal or other formalities required in this regard.
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(iii) The application software shall have been renewed and cured of all defects and deficiencies as necessary so that the Project is in accordance with the specifications & standards mutually decided upon. (iv) Hand over to RISL complete source code of the software, documentation, manuals, third party software, perpetual licence to use, upto date know-how relating to operation and maintenance of the application software and a certificate from his statutory auditors stating zero financial encumbrance on the Project; (v) The successful bidder prior to anticipated transfer of such facilities, shall provide such training to representatives and employees of RISL or person nominated by RISL as may be reasonably necessary for the RISL to operate and maintain the software efficiently and safely following such transfer. (vi) Until transfer in accordance with this Article is finalised, the application software and services shall remain at the sole risk of successful bidder except for any loss or damage caused to or suffered by the successful bidder due to any act or omission or negligence on the part of the RISL under this RFP.
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2011
Chapter 14 TENDER FORM I. Addressed to : a. Name of the Tendering Authority b. Address c. II. III. Telephone TeleFax Managing Director, RajComp Info Services Ltd. Ist Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur (Rajasthan) 302005 141-5103902, 2226055 141-2228701
NIT Reference: ____________________________dated _________ Other related details : 1. Name of Bidder 2. 3. 4. 5. Name of Contact Person Registered Office Address Year of Establishment Type of Firm Put Tick( ) mark Telephone Number(s) Email Address/ WebSite Fax No. Mobile/ Pager Number Area of Specialization in the Field of IT Public Limited Private Limited Partnership firm
6. 7. 8. 9. 10. IV V.
Email: Mobile:
Web-Site: Pager:
The Tender fee amounting to Rs. 500/- (Rupees Five hundred only) has been deposited vide cash receipt no. _______ dated ___________. The rates quoted are valid up to _________. (Subject to a minimum of 90 days from the last date of bid submission). The validity can be extended with mutual agreement.
VI. Following documents are attached towards the proof of earnest money deposited. Sno. Earnest Money Deposited Number Dated through Cash Demand Draft Bankers Cheque (Local only)
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VII. We agree to abide by all the conditions mentioned in this Tender Notice issued by the Tendering Authority and also the further conditions of the said Tender Notice given in the attached sheets (all the pages of which have been signed by us in token of acceptance of the terms mentioned therein). VIII. The rates for the services as mentioned in the Financial Bid have been enclosed separately. IX. Reproduced / re-word-processed formats or tenderers own formats for the price quotations will disqualify the tender.
X. Tax Clearance Certificates: Sno. Type of Tax Whether tax clearance certificate enclosed (Yes/No) RST-TIN CST Service Tax XI.
Certificate Number
We accept payment schedule as per details given below for application software : S. % age of Condition/ Event No. payment Stage I 1 Nil No Payment shall be made for Stage I. The payments for Stage-I shall be released after successful completion of Stage-II. Stage II 2. The payments for Stage-I and II shall be made after successful completion of the work defined for both the Stages of each user department. All relevant documents would be required to be attached alongwith the bill for stage-I as well as stage-II. Note: Remittance charge on payment made shall be borne by the tenderer. 100%
XII. XIII.
Technical Bid from Pages 1-63 duly filled and signed is enclosed with this tender form along with Terms & Conditions from Page 37 to 52 in token of acceptance. Financial Bid Chapter 18 at Page 64 of this Tender Document is enclosed in a separate envelope duly signed and sealed.
Dated: ____________ Name of the Tenderer: ______________________________
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2011
Chapter 15 Attachment of Documents in the Bid - Checklist S. No. List of Documents 1. 2. 3. 4. 5. 6. 7. 8. Cover Letter Details of the authorized contact person of the Bidder Documentation showing the proof of having fulfillment of eligibility conditions as per chapter 3. Feedback from the Installed site regarding the actual performance of the product in operation A declaration of any actual or potential conflict of interest. Certificate of Incorporation/ Articles of association/ Partnership Deed, etc. Copies of relavent certificates of being SEI-CMM level 3 or ISO 9000 series organization Annual Reports / audited Balance Sheet and Profit & Loss Account of the Bidder for the last three Financial Years clearly mentioning the revenues and net worth of the Bidder for these years. Financial Year 2008-2009 Financial Year 2009-2010 Financial Year 2010-2011 Addresses of Bidders offices (1) in Rajasthan. Whether enclosed (Yes or No) Annexed as
9.
10 Any general information that the Bidders wish to . provide, but is not specifically requested, should be attached separately. 11 Technical Bid covering page 1 to 63 of this tender . duly signed & sealed in token of acceptance of terms and conditions of the tender 12 Financial Bid covering page 64-65 duly signed and . sealed by the bidder
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2011
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NIT No. F1.9(33)/RISL/Misc/11/767____
2011
Chapter-16 Letter of Undertaking/Declaration RajComp Info Service Ltd. NIT No. ______________________ dated ______-2011
(ON THE LETTER HEAD OF THE TENDERER) LETTER OF UNDERTAKING/ DECLARATION We, M/s ................................................................................................... hereinafter called as Tenderer complete address .............................................. hereby declare in favor of the Managing Director, RajComp Info Services Ltd., Rajasthan, Jaipur, Hereinafter called as the Tendering Authority and agree to abide by the following: 1. We have attaching company constitution details. 2. Certificate of satisfactory past performance have been enclosed. 3. We have software development/maintenance setup as given below: Sr. Place No. of Personnel No (Name and address) M.E./ B.E./B.Tech/ Diploma M.Tech. M.C.A
Others
5. The annual turnover of our firm is as given below : Particulars 2008-2009 2009-2010 Turnover of the firm (Rs. in crores) 6. 7. 8.
2010-2011
We will ensure that a minimum of 99.9% uptime is achieved for the supplied software/services. We shall pass on the benefit to RISL of any price reduction found during the currency of the contract. We agree to accept partial order if it is placed.
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2011
9. 10. 11.
We have quoted rates of software development/customization alongwith four months comprehensive on-site (COS) support. We agree to maintain/ support the software after warranty period as well, if so required by RISL. In case the item quoted is imported, direct shipment of the entire machine/ software/allied items including add-ons from OEM, is ensured & would be provided. The above document is executed on __/__/2011 at (place) ________ and we accept that if anything out of the above information is found wrong, our tender shall be liable for rejection. Name of Person : __________________________________________
12.
Complete Address: ___________________________________________
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NIT No. F1.9(33)/RISL/Misc/11/767____
2011
TECHNICAL SPECIFICATION
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NIT No. F1.9(33)/RISL/Misc/11/767____
2011
Chapter-17 Technical Bid Platform : 1. independent. The developed system should be capable of being deployed in online mode for public domain. At the user-end, various users of the application software should be able to use their PCs under MS Windows/XP and/or Linux with commonly used office automation tools such as MS Office/Star Office/Adobe publishing system along with S-MIME compliant email systems and Internet browsers. The software must be compliant to international standards at various levels such as scheme definition, security, document management, Email, SMS etc. Proprietary components, if any, in the application software should be downloadable from the portal-server by each user, which may include provision for filling of data in input forms as per requirement of the user department and encryption of the data as and where required. 2. The software should be developed in good pattern. The source code of the software should be well documented and follow industry standard code writing practices. RISL shall have the right to approve the coding practices and may ask the firm, at any time, to change full or some part of the code according to the pattern suggested. 3. The developer firm shall provide list of all the controls used in the software along with developers information and technical documentation / manual for usage of the controls. The firm shall provide descriptive schema of database. The firm shall submit all technical documentation of database including names, description and other details of all the technical entities such as tables, fields, queries, forms, reports etc. Documentation of all queries (SELECT, INSERT, UPDATE, DELETE) used in the programs shall also be provided. Features of the Software : The developer firm will provide the application software, which should have the following features: 1. Technology a. Application software should be web enabled based on client server technology. The central server will be placed at State Data Center, Jaipur b. Front End : Platform of application should be JSP/J2EE/.NET/PHP The server-end software should be platform
4.
5.
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NIT No. F1.9(33)/RISL/Misc/11/767____
2011
c. RDBMS Compatibility : Should be capable of being deployed with Oracle 11g or above / SQL Server 2005 or above/Postgress 8.4.x or above. 2. Features The following aspects should be taken into account for implementing the proposed system: (a) To adopt a J2EE/.NET/PHP based standard approach so that the solution is platform independent. The data is to be submitted on-line through website in secured environment. (b) To develop a scalable and extensible architecture with acceptable response time(less than 5 sec.). The application response time should be reasonably good for at least 100 concurrent users. (c) To ensure security and privacy of data for multiple users. (d) Perpetual license to use the third party software with no annual support charges for maintenance. (e) To develop generic interfaces for common infrastructure services such as security, authorization and access control such that they can be reused in other applications. (f) The system shall ensure secured flow of content and delivery of the messages with different users as defined by the various departments of GOR; (g) The transactional data collected through OLTP applications should be aggregated and transformed suitably and stored in the data base thereby enabling a variety of reports to be generated. The generated reports would then be made available to the designated Department/RISL officials. Drill down facility for creating reports on the fly should be made available to users on an intranet server. (h) The application software should provide flexibility of being customizable to meet specific requirement of different department for organizing other such exams. Adequate Primary and Secondary keys need to be deployed in the proposed system such that the referential integrity of the system is maintained. Special care need to be taken with regard to the primary keys used in master data such as district master, center master etc. 2. Types of users System should be configurable to create various types of the following users on the portal to be set up using the aforesaid system. Authorised personnel from concerned Government Departments & Organizations.
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Authorised personnel from the firm providing support services for the application software. System Administrators (from RISL)
3. User Authentication and Interface Authentication o Two level Password or equivalent in addition to User ID o Strong Forgot Password Procedure; or Interface o As defined in this document with different users.
4. Other Facilities and Features Facility for Public display of the detail of each examination center would be made available on the website. The detail would include name of center, address of center, contact numbers, detail of center supervisor and invigilators deputed at each examination center. All security instruments used in the system should conform to Indian IT Act 2000; Comprehensive Matrix of Authorisation for organisation's personnel; Multiple authorised personnel to be allowed with authorisation for different activities; Audit trail of the entire system operations should be maintained in secured environment;
5. Adherence to Guidelines : The application software development work should comply with the guidelines issued by DoIT&C, Govt. of Rajasthan for development of websites and available at http://doitc.rajasthan.gov.in and Guidelines for Indian Government Websites (GIGW) issued by Department of Information Technology (DIT), Government of India (GoI) and available at http://doitc.rajasthan.gov.in and http://web.guidelines.gov.in.
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2011
Detail of Solution Quoted by the Bidder S.no. 1. Particulars Front End Web based Online Application (Pl. Specify language in which application has been developed) Front End OS Requirement (Pl. Specify minimum Version of OS) Backend OS Requirement In Web-cum-Application Server Compatiblity with RDBMS Server (Pl. Specify minimum version of database server supported) Web Server Requirement (Pl. Specify minimum version of web server) Application Server Requirement (If required for deployment of software application. Pl. Specify version) Choice (a) J2EE (b) ASP.NET (c) PHP (d) Any other, Pl. Specify (a) Windows (b) Linux (c) Others, Pl Specify (a) Windows (b) Linux (c) Other, Pl Specify 3. (a) SQL Server (b) Oracle (c) Postgres (d) Any Other Pl.Specify 4. (a) IIS (b) Apache (c) Others, Pl.Specify (a) JBoss (b) Tomcat (c) Others, Pl. Specify
2.
3.
5.
6.
Please specify whether Bidder has facility for deployment Yes / No of application in its data center ?
Note : The cost of application server software if required for deployment of application software shall be arranged by the bidder and its cost shall be built into the cost per application charged by the bidder. RISL shall not provide application server software.
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2011
7.
Please Specify minimum hardware requirement for deployment of application software at client side and Server side : Server Configuration :
Client Machine Configuration :
8.
The bidder may specify any other detail of the application software deployment which is not covered above for better understanding of the solution quoted.
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NIT No. F1.9(33)/RISL/Misc/11/767____
Jaipur, Dated: 27.09. 2011
Chapter 18 F i n a n c i a l NIT No _____________________ Name of the Company/Firm: _____________________________________________________________________________ Address for Correspondence: _____________________________________________________________________________ Criteria for Unit Price Particulars Service Total Amount Total Amt. (In Rs.) Evaluation (In Rs.) S. Tax, if incl. service tax (In Words) of price bid (Inclusive of applicable N (in Rs.) o all except (In Rs.) (in figures) service tax) 1 2 3 4 5 6= 4+5 7=4+5 Application software for Examination Center Management System its Development, Testing, Training, Implementation, Maintenance & Post Implementation Support 1. Stage I : Cost of application 75% software 2. Stage II : Part I Facility Management Services /Post Implementation Support 3. Stage II : Part II Half day training charges per batch of 30 persons (for approx. 1500 persons) 4. Per Man Month Rate for 25% Change Management Total Amount= B i d
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Jaipur, Dated: 27.09. 2011
Note : 1. The bidder should quote price separately for the each of the two stages and per man month rates. RISL may consider hiring Stage II services of the bidder for future examination by other departments/organisation. 2. Training charges would be calculated for 1500 persons. Approximate number of persons to be trained are for the purpose of preparation of financial comparative statement only and should not be construed as guarantee volume. 3. RISL shall reimburse the rate per Batch x actual no. of batches trained by the bidder. 4. In case of any discrepancies between unit rates and total amount, then the amount calculated from unit rates plus taxes would prevail. 5. All rates quoted must be FOR destination and should include comprehensive on-site Support. 6. Rates in percentage and amount of CST and RST should be mentioned against relevant items. 7. If RST/CST is/are exempted, then exemption certificate(s) is/are to be enclosed. 8. Reproduced / re-word-processed formats or Tenderer own formats for the price quotations will disqualify the tender.
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RFP For Examination Center Management System

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[NIT No. F1.9(33)/RajComp/Misc/11/767

RFP Document after Pre-bid

RajCOMP Info Services Ltd. (RISL)

Jaipur, Dated: 27.09.

RFP Document after Pre-bid

RajCOMP Info Services Ltd. (RISL)

Jaipur, Dated: 27.09.

Chapter 1 Definitions & Acronyms

RFP Document after Pre-bid

RajCOMP Info Services Ltd. (RISL)

Jaipur, Dated: 27.09.

INVITATION FOR BIDS

RFP Document after Pre-bid

RajCOMP Info Services Ltd. (RISL)

Jaipur, Dated: 27.09.

RFP Document after Pre-bid

RajCOMP Info Services Ltd. (RISL)

Jaipur, Dated: 27.09.

RajCOMP Info Services Ltd. (RISL)

Jaipur, Dated: 27.09.

RFP Document after Pre-bid

RajCOMP Info Services Ltd. (RISL)

Jaipur, Dated: 27.09.

Chapter 3 4 ELIGIBILITY CRITERIA FOR THE BIDDER

RFP Document after Pre-bid

RajCOMP Info Services Ltd. (RISL)

Jaipur, Dated: 27.09.

RFP Document after Pre-bid

RajCOMP Info Services Ltd. (RISL)

Jaipur, Dated: 27.09.

RFP Document after Pre-bid

RajCOMP Info Services Ltd. (RISL)

Jaipur, Dated: 27.09.

RFP Document after Pre-bid

RajCOMP Info Services Ltd. (RISL)

Jaipur, Dated: 27.09.

RFP Document after Pre-bid

RajCOMP Info Services Ltd. (RISL)

Jaipur, Dated: 27.09.

RajCOMP Info Services Ltd. (RISL)

Jaipur, Dated: 27.09.

RFP Document after Pre-bid

RajCOMP Info Services Ltd. (RISL)

Jaipur, Dated: 27.09.

RFP Document after Pre-bid

RajCOMP Info Services Ltd. (RISL)

Jaipur, Dated: 27.09.

RFP Document after Pre-bid

RajCOMP Info Services Ltd. (RISL)

Jaipur, Dated: 27.09.

RFP Document after Pre-bid

RajCOMP Info Services Ltd. (RISL)

Jaipur, Dated: 27.09.

RajCOMP Info Services Ltd. (RISL)

Jaipur, Dated: 27.09.

RFP Document after Pre-bid

RajCOMP Info Services Ltd. (RISL)

Jaipur, Dated: 27.09.

RFP Document after Pre-bid