Final MDM RFP

School & Mass Education Department, Government of Odisha State Project Management Unit (MDM)
Request for Proposal

Software Development, Implementation, Training & IT Project Management Unit for SMS Based Monitoring System through Web Application Software for smooth & timely monitoring of Mid Day Meal (MDM) Scheme in Odisha.
NOTICE INVITING TENDER

School & Mass Education Department, Government of Odisha
State Project Management Unit (MDM) st

SRC Building, 1 Floor, Unit-V, Bhubaneswar, 751001
RFP Tender Notice No. 01 / 2013
Dated: 19 / 01 / 2013
Sealed Tenders are invited for selection of implementing agency for Software Development, Implementation, Training & IT Project Management Unit initially for period of one year for SMS Based Monitoring System through Web Application Software for smooth & timely monitoring of Mid Day Meal (MDM) Scheme in Odisha. Sl# 1 Items Availability of Bid Document in Website www.opepa.in / www.odisha.gov.in Last date of receipt of Bids
(Through Speed Post /Registered post/Courier only. No drop box facility available)
Date & Time From - 21 / 01 / 2013 To 05 / 02 / 2013 up to 03.00 PM 05 / 02 / 2013 up to 03.00 PM 11 / 02 / 2013 at 11.00 AM 11 / 02 / 2013 at 11.00 AM 14 / 02 / 2013 at 03.00 PM
2 3 4 4
Opening of General Bid Opening of Technical Bid Opening of Commercial Bid
The tender document can be availed from the Authority by paying Rs. 10,000/- in shape of Bank Draft drawn in favour of State Nodal Officer, MDM, Odisha, payable at Bhubaneswar before the due date as mentioned above. However, the tender document is also downloadable from the website www.opepa.in / www.odisha.gov.in. However, the cost of tender document is required to be deposited in the shape of Bank Draft (only) along with the bid, failing which the bid shall not be accepted.
No consortium bidding is allowed.
DISCLAIMER
All information contained in this Request for Proposal (RFP) is in good interest and faith. This is not an agreement and is not an offer or invitation to enter into an agreement of any kind with any party. Adequate care has been taken in the preparation of this RFP document, the interested firms shall satisfy itself that the document is complete in all respects. The information is not intended to be exhaustive. Interested Bidders are required to make their own enquiries and assumptions wherever required. Intimation of discrepancy, if any, should be given to the specified office immediately. If no intimation is received by this office by the date mentioned in the document, it shall be deemed that the RFP document is complete in all respects and firms submitting their bids are satisfied that the RFP Document is complete in all respects. Government of Odisha reserves the right to reject any or all of the applications submitted in response to this RFP document at any stage without assigning any reason whatsoever. Government of Odisha also reserves the right to withhold or withdraw the process at any stage with intimation to all who submitted the RFP application. Government of Odisha reserves the right to change / modify / amend any or all of the provisions of this RFP document. Such changes would be posted on the website www.opepa.in / www.odisha.gov.in. Neither Government of Odisha nor their employees and associates will have any liability to any prospective respondent interested to apply or any other person under the law of contract, to, the principles of restitution or unjust enrichment or otherwise for any loss, expense or damage which may arise from or be incurred or suffered in connection with anything contained in this RFP document, any matter deemed to form part of this RFP document, the award of the assignment, the information and any other information supplied by or on behalf of Government of Odisha or their employees and bidder or otherwise arising in any way from the selection process for the assignment. Information provided in this document or imparted to any respondent as part of the RFP process is confidential to Government of Odisha and shall not be used by the respondent for any other purpose, distributed to, or shared with any other person or organization.
TABLE OF CONTENTS
1 INTRODUCTION ............................................................................................................. 7 1.1 ABOUT MDM ................................................................................................................. 7 1.2 OVERVIEW ..................................................................................................................... 8 1.3 OBJECTIVE .................................................................................................................... 9 2 INVITATION TO PROPOSAL ....................................................................................... 10 2.1 2.2 2.3 2.4 2.5 DUE DILIGENCE ........................................................................................................... 10 COST OF BIDDING ........................................................................................................ 10 AMENDMENT OF TENDER DOCUMENT ............................................................................ 10 COST OF THE RFP DOCUMENT ..................................................................................... 10 SITE VISIT (S) ............................................................................................................... 10
3 INSTRUCTIONS TO BIDDERS ..................................................................................... 11 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 3.9 3.10 3.11 3.12 3.13 3.14 3.15 3.16 3.17 3.18 3.19 3.20 3.21 3.22 3.23 3.24 3.25 3.26 3.27 3.28 3.29 3.30 3.31 3.32 3.33 INTRODUCTION ............................................................................................................. 11 SCOPE OF PROPOSAL .................................................................................................. 11 FORMAT & SIGNING...................................................................................................... 11 SUBMISSION OF RFP - PACKING, SEALING AND MARKING .............................................. 11 NUMBER OF PROPOSALS .............................................................................................. 12 LANGUAGE OF BID ....................................................................................................... 12 CONFLICT OF INTEREST ................................................................................................ 12 VALIDITY OF PROPOSALS ............................................................................................. 12 RIGHT TO ACCEPT PROPOSAL ....................................................................................... 12 PROPOSAL DUE DATE ................................................................................................ 12 LATE SUBMISSION ...................................................................................................... 12 MODIFICATIONS / WITHDRAWAL .................................................................................. 13 BID OPENING ............................................................................................................. 13 FRAUD & CORRUPTION............................................................................................... 13 AMENDMENTS ............................................................................................................ 13 CLARIFICATIONS ........................................................................................................ 14 REJECTION OF BID ..................................................................................................... 14 AUTHENTICATION OF BID ............................................................................................ 14 CONTACT DETAILS ..................................................................................................... 14 ACKNOWLEDGEMENT BY THE BIDDER ......................................................................... 14 EARNEST MONEY DEPOSIT (EMD) .............................................................................. 15 FORFEITURE OF EMD ................................................................................................. 15 EXTENSION OF PERIOD OF VALIDITY ............................................................................ 15 VALIDATION OF INTERLINEATIONS IN BID ..................................................................... 16 ANNOUNCEMENT OF BIDS ........................................................................................... 16 CLARIFICATION OF BIDS ............................................................................................. 16 COMPLETENESS OF BIDS ............................................................................................ 16 RECTIFICATION OF ERRORS ........................................................................................ 16 NOTIFICATION TO BIDDER ........................................................................................... 16 SIGNING OF CONTRACT .............................................................................................. 17 EXPENSES FOR THE CONTRACT .................................................................................. 17 FAILURE TO ABIDE BY THE CONTRACT ......................................................................... 17 PERIOD FOR FURNISHING PERFORMANCE GUARANTEE ................................................ 17
3.34 ANNULMENT OF AWARD ............................................................................................. 17 3.35 DISQUALIFICATIONS ................................................................................................... 18 4 BIDDING PROCEDURE & EVALUATION .................................................................... 18 4.1 PRELIMINARY SCRUTINY ............................................................................................... 18 5 SCOPE OF WORK........................................................................................................ 19 5.1 5.2 5.3 5.4 5.5 5.6 5.7 5.8 5.9 5.10 5.11 PROPOSED SOLUTIONS ................................................................................................ 19 SOLUTION ARCHITECTURE ............................................................................................ 20 IMPLEMENTATION APPROACH & METHODOLOGY............................................................ 21 ONLINE MONITORING APPLICATION ............................................................................... 21 MIS REPORTS.............................................................................................................. 22 IMPLEMENTATION & TRAINING ...................................................................................... 23 TRANSPARENCY PORTAL ............................................................................................. 24 INTEGRATION ............................................................................................................... 24 CALL CENTER .............................................................................................................. 24 IT PROJECT MANAGEMENT UNIT ................................................................................. 24 INFRASTRUCTURE CONSULTANCY ............................................................................... 27
6 GENERAL BID .............................................................................................................. 28 7 TECHNICAL BID........................................................................................................... 30 8 COMMERCIAL BID ....................................................................................................... 31 9 BIDDING PROCEDURE & EVALUATION .................................................................... 32 9.1 PRELIMINARY SCRUTINY ............................................................................................... 32 9.2 TECHNICAL EVALUATION (TOTAL MARKS 100) ........................................................... 32 10 GENERAL TERMS & CONDITIONS ........................................................................... 33 10.1 10.2 10.3 10.4 10.5 10.6 10.7 10.8 10.9 10.10 10.11 10.12 10.13 RELATIONSHIP BETWEEN THE PARTIES ........................................................................ 33 STANDARDS OF PERFORMANCE .................................................................................. 33 DELIVERY AND DOCUMENTS ....................................................................................... 33 INTELLECTUAL PROPERTY RIGHTS .............................................................................. 33 ASSIGNMENT ............................................................................................................. 34 SUSPENSION .............................................................................................................. 34 TERMINATION ............................................................................................................. 34 TAXES AND DUTIES .................................................................................................... 34 LEGAL JURISDICTION ................................................................................................. 34 NOTICE .................................................................................................................... 34 LIMITATIONS OF LIABILITIES ...................................................................................... 35 PROGRESS OF THE ASSIGNMENTS............................................................................. 35 MISCELLANEOUS...................................................................................................... 35
11 PROFORMA & ANNEXURE ....................................................................................... 36
11.1 ANNEXURE-G1 (GENERAL BID LETTER) ...................................................................... 36 11.2 ANNEXURE-G2 (BIDDER COMPANY PROFILE) .............................................................. 38 11.3 ANNEXURE-G3 (STATE OF DEVIATION TERMS & CONDITIONS) ................................... 39 12 PERFORMA & ANNEXURE ....................................................................................... 40 12.1 12.2 12.3 12.4 12.5 12.6 12.7 ANNEXURE-T1 (TECHNICAL BID LETTER) .................................................................... 40 ANNEXURE-T2 (BIDDER COMPANY PROFILE) ............................................................... 42 ANNEXURE-T3 (BIDDER PROJECT PROFILE) ................................................................ 43 ANNEXURE-T4 (STATE OF DEVIATION SCOPE OF WORK) ........................................... 44 ANNEXURE-C1 (BIDDER COMPANY PROFILE) .............................................................. 45 ANNEXURE-C2 (COMMERCIAL DEVIATION) .................................................................. 46 ANNEXURE-C3 (PRICE SCHEDULE) ............................................................................. 47

Software Development & IT PMU for SMS Based Monitoring System through Web Application Software
1 1.1
Introduction About MDM

School & Mass Education Department was established as a separate Department in January 1993, to look into the issues pertaining to Elementary Education, Secondary Education, Teachers Training, and Mass Education in the State. The provision of funds for the development of these sectors is being made every year keeping in view to the availability of State resources for Education sector and other assistance. The State Government is committed to the Universalisation of Elementary Education in the State with the aim of fulfilling the constitutional obligation with the assistance of Central Government. Keeping in view the need for Universalisation of Elementary Education, there has been expansion of Schools at Primary and Upper Primary stage of education, in the Government sector, especially in rural areas as well as backward areas. Mid Day Meal Scheme in Odisha, formerly implemented by the Department of Women & Child Development was transferred to the Department of School & Mass Education (S&ME) in August, 2011. However, the central assistance is still released to S&ME through Department of Women and Child Development because the Demand for Grants 2011-12 were passed in favor of DWCD. The Demands for Grants for 2012-13 would be presented by Department of School & Mass Education and the central assistance would be released directly to S&ME. As per the existing arrangements, State Finance Department releases funds to Director, Elementary Education who in turn releases them to the District Inspector of School (DIS). State Project & Monitoring Unit (SPMU) headed by State Nodal Officer is set-up for monitoring the implementation of this scheme from the State level. Odisha has 30 districts and the scheme is implemented and monitored in each district by the HQ DIS. There are 75 education districts in the State; each headed by District Inspector of Schools (DIS). Out of these 75 DISs, 30 DISs at each HQ are declared as Drawing & Disbursing Officers (DDOs) for the scheme. They are vested with the powers to release the MDM funds to Block Development Officers on the basis of number of schools/children in each block. The remaining 45 DIS are responsible for the implementation of the scheme in the school under their respective education districts and report the physical and financial progress of the scheme to the HQ DISs. There are 314 Blocks in the State and each block Development Officers look after the implementation of the scheme in the schools at block level. They are assisted by District Inspectors of Schools for assessing the fund requirement of each school and
S&ME, GoO | SPMU (MDM) | Introduction

releasing it to the schools. As observed by the Central Review Mission, due to lack of proper organizational structure for monitoring at Directorate, District, Sub-district and school level, Mid Day Meal Scheme is not so effectively implemented till date. The Review Mission observed that there is a comprehensive and rigorous monitoring mechanism being followed in the State for monitoring of the all education Schemes through Samikshya under which 80 parameters of a school are monitored under SSA. The State Govt. has added 7 parameters for monitoring of Mid day meal scheme as follows. Regularity in serving meals and adherence of weekly menu. Availability of food grains. Availability of cooking cost. Proper storage of food grains and Payment of honorarium to cook-cum-helpers for the last month. Availability of kitchen shed. Availability of kitchen devices. The State Government is monitoring around 57,000 schools through Samikshya every month. The Review Mission recommends that one more parameter i.e. coverage of children may be included as it is an important indicator under Mid Day Meal Scheme. The Review Mission also observed that Online Management Information System (MIS) is not yet established in Odisha for capturing real time data on Mid Day Meal scheme. The data is compiled manually at district level and sub district level. Since Management Information System (with the intervention of IT) is an important management tool for monitoring the implementation of the scheme, the State should take necessary steps immediately for putting in place an effective MIS. If considered appropriate, the State may adopt MIS integrating with IVRS being developed by MHRD. The funds for this purpose may be utilized from MME funds allocated to the State.
1.2
Overview
Mid-Day-Meal Scheme was introduced in Odisha in 1995 for the children studying in Government, Government-aided and local body schools. The objective of this scheme is
To improve the nutritional and health standard of the growing children. To reduce drop-out rate and to increase attendance and to attract poorer children to come to the school. To create supplementary employment opportunities at the village level

To achieve social and national integration. To supplement state efforts towards removal of poverty
Government provides rice to the schools on the basis of student strength reported by the School. The MDM in-charge teacher keeps the following records; Cash Book on fund released and expenditure Stock Register on available Rice and other items Daily consumption on no. of students provided mid day meal every day. Expenditure register fund spent per child. The Dal, Egg, Vegetable and Cooking items are purchased by MDM in-charge teacher in school from MDM fund and the transit register of expenses is maintained on daily basis. In this register the MDM in-charge maintains the Name of school, No of student in class, No of student taking food in monthly basis, Balance, Received amount total amount, Expenditure and Balance and remarks. The Cooks description is also maintained by MDM in charge teacher. In this register the school name, No of Cook, initial amount, fund received, Total amount, Expenditure and balance is maintained. The monthly consolidated Report called Utilization certificate is sent to HQ DIs. The Quality of food provided to students under MDM scheme is strictly checked by the Head Master/Mistress (HM) and MDM in-charge teacher and the menu is pre-decided at the state level.
1.3
Objective
The existing process for data collection are manual and it is error prone as there are so much human intervention & inter dependencies. It is difficult to monitor & evaluation of its impact without an up-to-date reporting on daily basis like; Total beneficiaries for a day (attendance) vs- the consumption happened Attendance vs- enrollment Availability of MDM materials for next day Fund receipt and utilization Payments to the Cook & Helper etc. Statutory compliance report Decision Support MIS as and when it required Also the delay in receiving reports from each and every school affects the consolidation time at sub-district/District/State level resulting for delay reporting and affects to prompt action towards deficiencies in the system. An IT integrated On-line monitoring system may solve the purpose better than the existing manual system to make the scheme effective in the state.

2
2.1
Invitation to Proposal
Due Diligence
The Bidder is expected to and shall be deemed to have examined all instructions, forms, terms and specifications and other information in this Tender Document. The bid should be precise, complete and in the prescribed format as per the requirement of the Tender Document. Failure to furnish all information required by the Tender Document or submission of a bid not responsive to the Tender Document in every respect will be at the Bidders risk and may result in rejection of the bid. The Authority shall at its sole discretion be entitled to determine the adequacy / sufficiency of the information provided by the Bidder
2.2
Cost of Bidding
The Bidder will bear all costs associated with the preparation and submission of its bid and the Authority will in no event or circumstance be held responsible or liable for these costs, regardless of the conduct or outcome of the bidding process.
2.3
Amendment of Tender Document

At any time before the deadline for submission of bids, the Authority may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, modify the Tender Document by amending, modifying and/or supplementing the same. Any amendments/modifications in the tender document would be displayed on the website www.opepa.in / www.odisha.gov.in and all such amendments shall be binding on the bidders without any further act or deed on the Authority part. In the event of any amendment, the Authority reserves the right to extend the deadline for the submission of the bids, in order to allow prospective Bidders reasonable time in which to take the amendment into account while preparing their bids.
2.4
Cost of the RFP Document

The cost of the tender document is Rs 10,000/ The RFP document can be downloaded from www.opepa.in / www.odisha.gov.in. But the proposal must accompany the RFP cost in shape of demand draft in favour of State Nodal Officer, MDM, Odisha payable at Bhubaneswar The proposal without the cost of RFP document will not be considered for evaluation.
2.5
Site Visit (s)

The bidder may wish to visit and examine the site (s) of the project and obtain for itself, at its own responsibility and risk, all information that may be necessary for
S&ME, GoO | SPMU (MDM) | Invitation to Proposal
10

preparing the bid and entering into the contract. The cost of visiting the site (s) shall be borne by the bidder. No site visit (s) shall be scheduled after the prescribed date for submission of bids.
3
3.1
Instructions to Bidders
Introduction
The section aims to provide guidelines/Instructions for Bidders, to be used while submitting the Proposals. These are generic in nature, but bidders are required to abide by them during the currency of the Project.
3.2
Scope of Proposal
Detailed description of the objectives, scope of services and other requirements relating to the job/assignment are as specified in this RFP. The Proposal is required to be submitted in the form and manner as specified in this document.
3.3
Format & Signing

The RFP shall be submitted in three parts Part A General Bid Part B Technical Bid Part C Commercial Bid The RFP shall be typed or written in indelible ink and shall be signed by the applicant or a person or persons duly authorized. Any interlineations, erasures or overwriting shall be valid only if the person or persons signing the RFP prior to opening of the same initial them.
3.4
Submission of RFP - Packing, Sealing and Marking

The bidder shall prepare one original of each part of the RFP i.e. General Bid (PartA), Technical Bid (Part-B) & Commercial Bid (Part-C). The General Bid, Technical Bid & Commercial Bid shall be sealed separately clearly marking General Bid, Technical Bid & Commercial Bid respectively on the envelope along with the Purpose, RFP Number, Date & Tendering Authority Address. The General Bid, Technical Bid & Commercial Bid of the RFP must be inserted in separate sealed envelopes, along with bidders name and address on the envelope and super scribed as Proposal for Software Development & IT PMU for SMS Based Monitoring System through Web Application Software. If the envelopes are not sealed and marked as mentioned above, then the tendering authority will assume no responsibility for the Proposals misplacement or premature opening.
S&ME, GoO | SPMU (MDM) | Instructions to Bidders
11

3.5
Number of Proposals
A bidder can submit one proposal at a time. Bidder submitting more than one proposal shall be rejected.
3.6
Language of Bid
All Proposals and various documents related to these Proposals should be in English Language. All correspondence between the Authority and the Bidders would also be in English Language. Supporting Documents and Printed Literature furnished by the Bidders may be in another Language provided they are accompanied by an accurate translation in English Language.
3.7
Conflict of Interest
The Authority requires that bidder must provide professional, objective and impartial advice and at all times hold the Authority interests paramount, strictly avoid conflicts with other assignments/jobs or their own corporate interests and act without any consideration for future work. In case the Bidders have any subsisting interest, either by themselves or through their partners, that is likely to conflict the work specified in the Scope of Work, they shall declare such interests as part of their proposal.
3.8
Validity of Proposals
The Bids shall remain valid for at least 180 days after the date of bid opening. A bid valid for a shorter period shall be rejected by the Authority as being nonresponsive. During the period of validity of Bids, the rates quoted shall not change.
3.9
Right to accept Proposal

The Authority reserves the right to accept or reject any Proposal, and to annul the Proposal process and reject all Proposals at any time prior to award of contract, without thereby incurring any liability to the affected bidder or any obligation to inform the affected bidder of the grounds for such decision.
3.10 Proposal Due Date

RFP filled in all respect must reach the Authority at the address, time and date specified in the cover page of the RFP through Speed Post / Registered Post / Courier. If the specified date for the submission of RFPs is declared as a holiday for the Authority, the RFPs will be received up to the appointed time on the next working day.
3.11 Late Submission

RFPs submitted after the deadline for submission prescribed by the Authority not be considered.
S&ME, GoO | SPMU (MDM) | Instructions to Bidders 12
will

3.12 Modifications / Withdrawal

No modifications / withdrawal to the Proposals shall be allowed; once it is received by the tendering authority.
3.13 Bid Opening

The Authority will open all Proposals, in the presence of bidders or their authorized representatives who choose to attend, at the date and time mentioned in the RFP. The bidders representatives who are present shall sign a register evidencing their attendance. In the event of the specified date being declared a holiday, the RFPs shall be opened at the appointed time and location on the next working day.
3.14 Fraud & Corruption

The Authority requires that the bidder must observe the highest standards of ethics during the performance and execution of such contract. In pursuit (pursuance) of this policy, Corrupt practice means the offering, giving, receiving or soliciting of anything of value to influence the action of the Authority official by any personnel of bidder in procurement process or in contract execution. Fraudulent practice means a misrepresentation of facts, in order to
influence a procurement process or the execution of a contract, to the detriment of the Authority, and includes collusive practices among the bidders (prior to or after Proposal submission) designed to establish bids at artificially high or noncompetitive levels and to deprive the Authority of the benefits of free and open competition; Unfair trade practices means supply of services different from what is ordered on, or change in the Scope of Work which was given by the Authority. Coercive practices means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in the execution of contract. The Authority will reject a proposal for award, if it determines that the bidder recommended for award has engaged in corrupt, fraudulent, unfair trade practices or coercive practices. The Authority will declare a firm ineligible, either indefinitely or for a stated period of time, for awarding the contract, if it at any time determines that the firm has engaged in corrupt, fraudulent, unfair trade and coercive practices in competing for, or in executing, the contract.
3.15 Amendments
At any time prior to deadline for submission of proposal, the Authority may for any reason, modify the RFP. The prospective bidders having received the RFP shall be

notified of the amendments through e-mail/website and such amendments shall be binding on them.
3.16 Clarifications
During evaluation of the Proposals, the Authority may, at its discretion, ask the bidder for clarifications on their proposal.
3.17 Rejection of Bid

The Authority reserves the right to reject any or all proposals, in whole or in part, to waive any or all informalities, and to disregard all non-confirming, non-responsive or conditional proposals. In the event any or all proposals are rejected, in whole or in part, thereafter the Authority, in its sole discretion may initiate a new RFP process including all or part of the components of this Request for Proposals.
3.18 Authentication of Bid

The original and all copies of the bid document shall be type written in indelible ink and shall be signed by a person or persons duly authorized to bind the bidder to the contract. A duly stamped Power-of-Attorney accompanying the bid document shall support the letter of authorization. The person or persons signing the bid document shall initial all pages of the Bid document, including pages where entries or amendments have been made. All the pages of the proposal should be serially numbered. All parts of the bid shall be properly spiral binded together. There shall be no loose sheets. Documents submitted in clip file shall be rejected.
3.19 Contact Details

Name Designation Contact Details
3.20 Acknowledgement by the Bidder

It shall be deemed that by submitting the Proposal, the bidder has: Made a complete and careful examination of the RFP Received all relevant information requested from the Authority Acknowledged and accepted the risk of inadequacy, error or mistake in the information provided in the RFP or furnished by or on behalf of the Authority relating to any of the matters Stated in the RFP Document Acknowledged that it does not have a conflict of Interest; and
or

Agreed to be bound by the undertaking provided by it under and in terms hereof. The Authority shall not be liable for any omission, mistake or error on the part of the Applicant in respect of any of the above or on account of any matter or thing arising out of or concerning or relating to RFP or the Selection Process, including any error or mistake therein or in any information or data given by the Authority.
3.21 Earnest Money Deposit (EMD)

The EMD is required to protect the Authority against the risk of Bidders conduct, which would warrant the securitys forfeiture. Unsuccessful Bidders EMD will be discharged / returned as promptly as possible, but not later than 30 days after the expiration of the period of bid validity. The successful Bidders EMD will be returned after furnishing the performance guarantee or adjusted against the performance guarantee upon the bidder signing the contract.
3.22 Forfeiture of EMD

EMD submitted by the bidder may be forfeited under the following conditions. If the bidder withdraws the tender before the expiry of the validity period If the bidder violates any of the provisions of the terms and conditions of the tender If the successful bidder fails to (a) accept award of work, (b) sign the contract agreement with the Authority, after acceptance of communication on placement of award, (c) furnish performance security, or the bidder violates any of such important conditions of this tender document or indulges in any such activities as would jeopardize the interest of the Authority in timely finalization of this tender The decision of the Authority regarding forfeiture of bid security shall be final and shall not be called upon to question under any circumstances. A default in such a case may involve black-listing of the bidder by the Authority.
3.23 Extension of Period of Validity

In exceptional circumstances, the Authority may solicit the bidders consent to an extension of the period of validity. The request and the response thereto shall be made in writing. Extension of validity period by the Bidder shall be unconditional. The EMD provided shall also be suitably extended. A Bidder may refuse the request without forfeiting the EMD. A Bidder granting the request will not be permitted to modify its bid.

3.24 Validation of Interlineations in Bid

Any interlineations, erasures, alterations, additions or overwriting shall be valid only if the person or persons signing the bid have authenticated the same with signature.
3.25 Announcement of Bids

The name of Bidder, bid prices, total amount of each Bid, EMD, discount, etc. shall be announced at the Commercial Bid opening.
3.26 Clarification of Bids

To assist in the evaluation, comparison and examination of bids, the Authority may, at its sole discretion, ask the Bidder for a clarification of its bid including breakdown of unit rates. The request for clarification and the response shall be in writing. If the response to the clarification is not received before the expiration of deadline prescribed in the request, the Authority reserves the right to make its own reasonable assumptions at the total risk and cost of the Bidder
3.27 Completeness of Bids

The Authority will examine the bids to determine whether they are complete, whether they meet all the conditions of the Tender Document and Technical Specifications, whether any computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed, and whether the Bid Documents are substantially responsive to the requirements of the RFP.
3.28 Rectification of Errors

Arithmetical errors will be rectified on the following basis: If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected. If there is a discrepancy between the rates in words and figures, the rate in words will govern. If the bidder does not accept the correction of errors, his bid will be rejected and EMD may be forfeited.
3.29 Notification to Bidder

The Bidder whose Bid has been accepted shall be notified of the award prior to the expiration of the period of validity of the proposal, by registered letter or by fax. This letter (hereinafter the Letter of Acceptance) shall state the sum that the Authority shall pay the Bidder in consideration of the execution, completion and maintenance of the work as prescribed by the Contract (hereinafter the Contract Cost) in accordance with Payment Terms. The Bidder shall acknowledge in writing, the receipt of the Letter of Acceptance and shall send his acceptance to enter into the Contract within five (5) days from the receipt of the Letter of Acceptance.

3.30 Signing of Contract

Pursuant to the Bidder acknowledging the Letter of Acceptance, the Bidder and the Authority shall promptly and in no event later than 7 working days from the date of acknowledgement of the Letter of Acceptance, sign the Contract. This shall be subject to the furnishing of the Performance Guarantee. The Authority shall have the right and authority to negotiate certain terms with the successful Bidder before signing of the Contract. The signing of the Contract shall amount to award of the Contract and the Bidder shall initiate the execution of the work as specified in the Contract.
3.31 Expenses for the Contract

All incidental expenses for the execution of the Contract shall be borne solely by the successful Bidder and such amount shall not be refunded to the successful Bidder by the Authority.
3.32 Failure to abide by the Contract

The conditions stipulated in the Contract shall be strictly adhered to and violation of any of these conditions shall entail immediate termination of the Contract without prejudice to the rights of the Authority with such penalties as specified in the Bid Document and the Contract.
3.33 Period for Furnishing Performance Guarantee

Within five (5) working days of the receipt of the acknowledgment of the Letter of Acceptance from the Authority, the successful Bidder shall furnish a Performance Guarantee for an amount equivalent to 10% of the Contract Cost in accordance with the conditions of the Contract, in the form of a Bank Guarantee / Bank Draft / Pay Order from a scheduled bank (except cooperative bank) drawn in favour of State Nodal Officer, MDM, Odisha, payable at Bhubaneswar. If such Performance Guarantee is in the form of a Bank Guarantee, then such Bank Guarantee shall be in a form acceptable to the Authority. The EMD submitted earlier by the successful Bidder may be adjusted against the Performance Guarantee and such Performance Guarantee shall be retained by the Authority till the end of the Term as defined in the Contract.
3.34 Annulment of Award

Failure of the successful Bidder to submit the performance security or sign the contract shall constitute sufficient grounds for the annulment of the award of Contract and forfeiture of the EMD, in this event, the Authority may award the contract to the next lowest evaluated Bidder or call for new bids.
S&ME, GoO | SPMU (MDM) | Instructions to Bidders
17

3.35 Disqualifications
The Authority may at its sole discretion and at any time during the evaluation of Proposal, disqualify any bidder, if the bidder has: Submitted the Proposal documents after the response deadline Made misleading or false representations in the forms, statements and attachments submitted in proof of the eligibility requirements Submitted a proposal that is not accompanied by required documentation or is non-responsive Failed to provide clarifications related thereto, when sought for Submitted more than one Proposal (comprising of same Prime Applicant individually or in case of a consortium Prime Applicant and Implementation Partner) Been declared ineligible by the Government of India for corrupt and fraudulent practices or blacklisted Submitted a proposal with price adjustment/variation provision.
Bidding Procedure & Evaluation

All evaluation will be carried out by the Authority. The Authority may constitute an evaluation committee to evaluate the bids. Evaluation conducted by the committee shall be final and binding on all the bidders. The evaluation committee may choose to conduct technical negotiations or discussions with any or all the bidders. The decision of the evaluation committee in the evaluation of the General, Technical & Commercial bids shall be final and binding on all the parties. No correspondence will be entertained outside the process of negotiation / discussion with the evaluation committee. Information relating to the examination, clarification, evaluation and comparison of the bid document and recommendations (if any) shall not be disclosed by the evaluation committee to the bidders or any other persons (other than officers / advisors of the Authority or as required by applicable law) not officially concerned with such process until the award to the successful bidder has been announced. Any effort by a bidder to influence the tender evaluation committees processing of bids or award decisions may result in the rejection of the bid.
4.1
Preliminary Scrutiny
The Authority will prepare a list of firms based on the compliance to all the terms and conditions of the tender. The tenders who do not confirm to the tender conditions shall be straight away rejected. All eligible tenders will be considered for further evaluation. The decision of the Authority will be final in this regard. The Commercial Bids of those bidders will be opened, who successfully qualify in the technical bids.
S&ME, GoO | SPMU (MDM) | Bidding Procedure & Evaluation
18

5
5.1
Scope of Work
Proposed Solutions
It is not feasible to make the Online Reporting using Computer and Internet from school point due to poor/no internet connectivity in the rural areas and due to nonavailability of Computers at schools. There is a need of an efficient system that facilitates field staff (School HM / MDM In-Charge Teacher) to update the details through their mobile from the place of occurrence (school) on daily basis through an SMS Based Monitoring System. The system will push the information to central server and consolidate the data of all location to generate required MIS for different user (State/District/Block) level. The system shall be integrated into the existing systems of the S&ME to fetch the master data.
The objective here is to develop a software application for data updation by sending SMS in standard formats through the simple Mobile Applications. This application will be hosted centrally with a single database with existing Odisha State SMS Gateway. The user will also have option to download the Mobile apps for updating Mid-Day-Meal information through his mobile.
The HM/ Mid day meal in-charge Teacher can send the information at school level on daily basis through SMS to a fixed number in a predefined format by using mobile apps. The data sent through SMS received through Odisha State SMS Gateway / Mobile modem and the information is updated in the centralized database. The SMS gateway will fire alerts to the concerned officials for sending data in wrong format. Similarly information provided in the mobile Apps gets updated and auto consolidated in centralized database. Some of the inherent advantages of this solution are: Rich user experience Ease of use and maintainability Scalable Fast and effective gathering of information. Quick & easy updation of information in centralized database. Easy modification of erroneous data. Auto consolidation Alerts for non-reporting/delay reporting Monitoring becomes easy & transparent
S&ME, GoO | SPMU (MDM) | Scope of Work
19

5.2
5.2.1
Solution Architecture
Process Flow
Reply on SMS or wrong format sending
5.2.2
Requirement Analysis Sl# 1 2 3 4 5 Requirements Volume of SMS Nature of SMS Nature of Activity Frequency of Activity Priority Analysis 70,000 (Incoming) | 7,000 (Outgoing) Unique/BULK Real Time Daily basis Very High
5.2.3
Server Architecture
Teachers/ Head Master
SMS Gateway
SMS Server-I
Application Server
Mobile Tower
SMS Server-II
Database Server
20

5.3
5.3.1
Implementation Approach & Methodology

System Configuration (User creation and Access Control) Administrator: Administrator will set/authenticate the master data, creates users, assign roles and responsibilities to the users. Users: All the users can access the application as per the role and rights assigned. Different level of authorities will be assigned to different level of access as per the requirements.
5.3.2
Master Database Creation The existing updated data bases of Schools / Children from e-Shishu & DISE shall be integrated into the system, so that there will be no duplicity & redundancy in the system. The demographic details of Schools, latitude and longitude from GIS system, details of each HM & MDM In-charge teachers with Mobile nos. etc. will be mapped to the system created. Master database will be prepared on District Block /Urban Local Bodies Gram Panchayat /ward Village Primary/Upper Primary/Secondary Schools Officials (Head Master/Mistress, Mid-day meal in-charge) details with Mobile Nos. Monitoring Officers details with Mobile Nos. etc. An Online MDM reporting form to be designed, hosted to the central server & available through web for access by concerned officials to register the mobile number of the school HMs through which SMS will be accepted by the system at central server. If any change in mobile number, then the concern school will send the request to the Administrator through HQ District Inspector of Schools, who will approve the new mobile number into the system database.
5.4
Online Monitoring Application

Each Mid Day Meal in-charge teacher of school will be identified through a Registered Mobile number. Every time the message will be sent to a fixed number that should come from the specific registered mobile number. Each message sent by the teacher is received at the SMS server. The message gets validated with the master data for source mobile number and with their demographic details such as village name, gram panchayat/ ward name, block/urban local bodies name, district name, School name & date format.
21

Once the data is received and validated, then the central database gets updated with the MDM data on that particular date. Mobile based application may be used for data updation. User has to login with their mobile number as user id and password. Through the application concerned teacher of the School will update the details of Mid Day Meal. Schools having Computers and Internet facility for CAL & ICT programme can use this application for uploading daily information on Mid day meal activities. The teacher can install the application his/her android mobile and send information as desired. User can also update the data through the web base system also wherever internet facility is available in a computer using his/her user id & password.
5.5
5.5.1
MIS Reports
Different MIS reports as mentioned below can be generated from the system. General MIS SMS History Report Invalid SMS Report Valid SMS Report SMS Success Rate School Participation Report Month wise Transaction Report (Periodical, within the given range) Deleted SMS Report Till Date SMS Report Daily Status Report SMS Transaction Report School Type Wise Transaction Report Transaction Participation Report School Management Type Wise Report School with gender wise Capacity wise Report FY wise Transaction Comparison Report School wise children consumed MDM Village Wise Data consolidated Report Date Wise Transaction Report Schools Having Children less than 50% for MDM Schools Having Children more than 50% for MDM Schools having more than One SMS per Day Day Wise Status Report
22

School Update Status Report District Wise Transaction Report Block Wise Transaction Report 5.5.2 Exceptional Reports Duplicate Mobile Number Report School having no valid SMS School Not Involved in Transaction District Wise Transaction Report Block Wise Transaction Report GP Wise Transaction Report Village Wise Transaction Report District Wise Duplicate School Code Report Schools Having No Mobile Number School having Invalid Mobile Registration School having MDM allotment more than strength of school 5.5.3 Graphical Reports Graphical Analysis of District Wise School Participation Graphical Analysis of Block Wise School Participation Graphical Analysis of GP Wise School Participation Graphical Analysis of Village Wise School Participation Pie Chart representing percentage of school participated Pie Chart representing percentage of school Not participated Pie Chart for Month wise Transaction Comparison Report
5.6
Implementation & Training

Success of the project lies upon proper Implementation, Handhold & Training to the users. In order to enhance the usability of the software application, proper Implementation, Handhold & Training to be ensured by the implementing agency. Training need to be imparted to all the school HM & MDM In-charge Teachers through train-to-the trainer concept. Master trainers to be identified at District and Sub-District level to get trained and impart training to schools and also to handhold the system. Training shall be given upto the block level user (around 400 people) by the implementing agency. A proper training manual need to be prepared and distributed to the schools. The same shall be uploaded in the website for ready reference. Similarly a Computer Based Tutorial may be prepared in local / regional languages for best use of the application software and to make it a success.
23

5.7
Transparency Portal
An exclusive website on Mid Day Meal Scheme in Odisha is to be developed on the Online Monitoring System, where all the reports & information relating to MDM Scheme in Odisha shall be hosted. Different stake holders such as Government of India, Odisha Government, Directorates, Schools & Common Citizens can access the information.
5.8
Integration
The proposed application need to be integrated with State SMS Gateway managed by I.T. Department, Government of Odisha, DISE database of OPEPA to fetch the master & annual data of schools & Child Tracking System (e-Shishu) database of OPEPA to authenticate the student wise beneficiary in the schools. Existing GIS System OPEPA being the implementing society of RTE-SSA in the State has its own Server Room with required HW & Software for carrying the application and its web hosting. The DISE and CTS database can be integrated to MDM application if the monitoring software will be hosted from same server. The existing man-power under MIS, OPEPA from State to Block level may be utilized along with the Programmers placed with DIS for MDM as Master Trainers for training, implementation and handholding of the application at school level.
5.9
Call Center
Approximately 70,000 users (which included Schools, DEO, DI, DPC, BRCC, CRCC, etc) will use the software to update the database on daily basis though the SMS / Mobile Apps. Hence, for effective implementation of the software a separate call center may be set up or the existing call center service of OPEPA (School Student Helpline) or of OCAC (Sanjog Helpline) may be taken to address the issues relating to the functional & usability issue of the software. The implementing agency will provide necessary training to the call center executives and manage the call center for smooth implementation & effective query handling of this application software.
5.10 IT Project Management Unit

The main objectives is to provide project management and coordination support to the Authority and others involved in the management of projects and in planning, disbursement and other project matters. It is required that a team of experienced technical and management personnel may be placed for proper implementation and monitoring of the system and reaching out to the all the sections of field functionaries for improving the quality, accessibility and effectiveness of the services offered through proper IT intervention. The aim is to meet the objectives of subprojects,
S&ME, GoO | SPMU (MDM) | Scope of Work 24

implement the components under the subprojects in a timely and efficient manner, and to help build project management capacity of the Authority. 5.10.1 Responsibility of PMU Handling planning, technical, and financial management, disbursement, and auditing issues arising from implementation of the project activities. Ensuring that effective communication and consultations continue with all stakeholders Monitoring and facilitating full compliance of all components with the implementation and technical requirements of projects Undertaking the monitoring and evaluation of performance indicators and outcomes against the targets Use of ICT as a part of the business process in shifting the focus on technology based business process instead of task. Define processes to ensure consistency and quality of output including using standardized tools for discussions, reporting and monitoring etc. PMU would function as a permanent advisory body to the Directorate by integrating people, processes, data, technology & strategy. Prepare standard frameworks for Technology Standards, change management and maintenance. Assist the Directorate to implement processes for effective management Prepare the framework and templates so that the evolution of the program is objective and consultative. The exact nature of support provided by the PMU would vary over the period of time. However, initially it would be to assist the Directorate in providing direction, prioritization and programme management role. Carries out surveys, studies and site investigations. Generates primary data and updates the findings of the feasibility study Prepares master plans. The implementing agency will set-up the PMU with development of application for SMS based Monitoring System and the PMU would be in existence for one year on turnkey basis at the initial stage till the department own these responsibilities. After one year, the PMU services may be extended on the basis of the requirement & performance of the PMU as well with same terms & conditions without any price hike. The implementing agency will provide the necessary computer desktop / laptop, internet, software licenses to operate the PMU. Department will provide work station & electricity for this purpose. Accordingly the bidder has to quote in the financial bid.

5.10.2 Constituents of IT PMU As the next step, IT Project Monitoring Unit (IT PMU) will be set up by implementing agency as per the technical resource proposed below; Sl# 01 Member Project Management Consultant Technical Consultant Capacity Building Consultant Qty 1 Qualification & Experience Must be a B. Tech. or equivalent with MBA from premier Institution. Must have 5+ years of work experience out of which 2 years in the IT projects and 3 years in the management consulting domain. Must be a B.Tech / M. Tech / M.Sc. in ECE / IT / CSE from a premier Institution. Must have 5+ years of relevant work experience in the IT projects. Must be a Graduate with MBA from a premier Institution. Must have 5+ years of relevant experience in IT training and capacity building area.
02
03
5.10.3 Responsibilities of IT PMU Members
Project Management Consultant

Prepare the detailed project report and process for obtaining approval Lead, coordinate, manage and contribute across the full life cycle of programme with the objective of achieving the timely completion and quality of the programme Identify tools for project monitoring and evaluation. Develop/design templates for monitoring the status of project implementation as per S&MEs requirement.
Provide inputs for project monitoring and implement tools for it Coordinate with S&ME / Government agencies / other stake holders to enhance and speed up the project implementation. Monitor weekly / monthly progress of the project, issue resolution and escalation and submit weekly / monthly project status reports to S&ME. Support in convene meetings and workshops Support S&ME in formal acceptance of deliverables prepared by service providers.
Undertake regular visits to the field to support implementation
Technical Consultant
Understanding of Function Point Analysis, Entity Relationship Diagrams, Object Oriented Design Pattern, Software Development and Testing Tools
Provide inputs on various technology, standards and their evaluation Assess IT Infrastructure needs, usage and utilization Advise and monitor network, hardware and software installation and configuration including DRC and DC
Draft Technology SLAs and monitoring compliance of the same Audit the application processes and their compliance Management of Vulnerability Assessment, Penetration Testing and Application security
Appraise project reports w.r.t technology components


Capacity Building Consultant

Impact Assessment: Study of As-Is and definition of To-Be roles and responsibilities Change Readiness Assessment: To understand preparedness for change from structure, processes and staff perspective (Training Needs Analysis) Develop CB & Change Management Plan (CM) Manage and Assist in conducting CB & CM Workshops and facilitate all the IEC activities of the Programme
Oversee the compliance and implementation of CM & CB plan as per plan Monitoring of effectiveness of training delivered to the associated Stake Holders Prepare and submit progress reports including identification of problems, causes of potential bottlenecks in Programme implementation w.r.t. capacity building, change management and knowledge management Undertake regular visits to the field to support implementation Appraise project reports w.r.t CB & CM components
5.11 Infrastructure Consultancy

Implementing agency has to study the GAP IT Infrastructure available in the OPEPA Data Center, where the application will be initially hosted, that are most suitable for running the SMS Base Monitoring System through Web Application Software provided to MDM, Odisha. Bidder will be responsible for properly drawing up all hardware and networking specifications to ensure that the installation and deployment of the software is smooth. Specifications shall be independent of any proprietary technology of any hardware / networking. Specific activities that need to be done in this task are: Draw up detailed Hardware and Networking Specifications pertaining to the proposed Software being implemented Assist S&ME Department in the procurement of the specified Hardware and Network Equipments and suggest whether any additional electrical requirements would arise in setting up the Data Center. Help & ensure the smooth shifting of computer hardware from OPEPA Data Center to already established State Data Center in OCAC. Assist S&ME Department in carrying out a quality check of the procured Hardware and Network Equipments. Be a part of the Team set up to achieve an effective installation of the Hardware and Network Equipments Fine-tune and optimize the hardware and networking facility during implementation period.
27

General Bid
The RFP is open to eligible bidders only as per the pre qualification criteria. The following documents shall be submitted in Original in a sealed envelope.
6.1.
Non-refundable Tender Paper cost of Rs.10,000/- in shape of Bank Draft from any scheduled bank drawn in favour of State Nodal Officer, MDM, Odisha, payable at Bhubaneswar.
6.2.
Interest free Earnest Money Deposit (EMD) of Rs. 2,00,000/- in shape of Bank Draft from any scheduled bank drawn in favour of State Nodal Officer, MDM, Odisha, payable at Bhubaneswar. The EMD of successful bidder is liable to be forfeited if the bidder revokes any terms of the tender. EMDs given by unsuccessful bidders will be refunded after placing of work order to the successful bidder.
6.3.
The bidder firm registered under the Company Registered under the Indian Companies Act, 1956, copy of such certificate should be enclosed as a proof.
6.4.
The bidder must be registered with Service Tax Authority. Copy of such certificate should be enclosed as a proof. Firm has also to submit the copy of Service Tax Return at least up to 31st March 2012.
6.5.
The bidder must be registered under Employees Provident Fund (EPF) Authority. Copy of such certificate should be enclosed as a proof along with the latest PF Return document such as PF Register & Deposit Challan.
6.6.
The bidder must be having valid VAT registration. Copy of such certificate should be enclosed as a proof. The firm has also to submit the copy of VAT Clearance Certificate up to 31st March 2012.
6.7. 6.8.
The proof of operating in IT Service in India i.e. the office location must be given. The bidder should have an average annual turnover of at least Rs. 5,00,00,000/- in IT / ITES sector during last three Financial Years ending on 31-Mar-2012 and must submit Income Tax Return as a proof of average annual turnover stated above. Turn over only from Supply & Installation of Computer Hardware will not be considered.
6.9.
The bidder should have successfully Completed / Continuing at least two IT Project Management Units (minimum contract duration of 6 months or more) with minimum project cost of Rs. 25,00,000/- (repeat orders will be considered as one) during last three calendar years ending on 31-Oct-2012 for any State / India Government. Copy of work order from the Government Authority along with completion / continuation certificate from the user Department / Project Authority stating the above criteria should be submitted as a proof.
S&ME, GoO | SPMU (MDM) | General Bid
28

6.10.
The bidder should have successfully completed at least two software development projects with minimum project cost of Rs. 30, 00,000/- during last three Financial Years for any State / India Government. Copy of work order for any Government Department along with completion certificate should be submitted as a proof.
6.11.
The bidder should have minimum strength of 50 IT professionals with the company. Copy of the EPF register of previous month along with the deposit challan must be enclosed as a proof.
6.12.
Applicants should not be under a declaration of ineligibility for corrupt and fraudulent practices issued by Government of India / State Governments. A self-declaration certificate on the company letter head should be enclosed.
6.13.
Representative authorization letter in the company letter that he/she is chosen to sign the entire document relating to this RFP and will be present during evaluation & negotiation during the RFP period.
6.14.
Duly filled in & signed annexures as follows, in the company letter head with seal. 6.14.1. Annexure-G1 (General Bid Letter) 6.14.2. Annexure-G2 (Bidder Company Profile) 6.14.3. Annexure-G3 (State of Deviation Terms & Conditions) Important Points (a) In absence of any one of the above, the offer will be treated as nonresponsive and summarily rejected. (b) Relevant documents in support of the above criteria must be enclosed along with the General Bid documents, failing which the bid will liable to be rejected. (c) The Technical Bids of the bidders, nonresponsive in General Bid shall not be considered for evaluation. (d) No supporting document or printed literature shall be submitted with the General Bid proposal unless specifically asked for. (e) The successful bidder have no claim, if the software designed for SMS enabled Mid Day Meal monitoring is integrated to IVRS or any other software in future.
S&ME, GoO | SPMU (MDM) | General Bid
29

Technical Bid
The Technical Bids of those bidders will be opened, who are assessed be qualified in General (Pre Qualification) Bid. The following documents shall be submitted in original in a sealed envelope.
7.1. 7.2. 7.3.
Technical bid letter in the company letter head as per Annexure-T1 Bidder Company Profile as per Annexure-T2 Bidder Project Profile of the prominent Government Customer in India as per Annexure-T3
7.4. 7.5. 7.6.
Proposed Methodology, Time Line, Implementation Plan, etc Statement Deviation (if any) for Scope of Work as per Annexure-T4 Documents supports to the technical evaluation given at point no. 9.2 of this RFP. No supporting document or printed literature shall be submitted with the Technical Bid unless specifically asked for.
S&ME, GoO | SPMU (MDM) | Technical Bid
30

Commercial Bid
The Commercial Bids will be opened, in the presence of the Bidders or their representatives, who wish to attend the Commercial Bid opening on the date and time to be communicated to all the technically qualified Bidders. The Commercial Bids of those bidders will be opened, who are assessed be qualified in Technical Bid. The following documents shall be submitted in Original in a sealed envelope.
8.1. 8.2. 8.3. 8.4.
Bidder Company Profile as per Annexure-C1. Statement of Commercial Deviation (if any) as per Annexure-C2. Price Schedule as per Annexure-C3. Before taking a call on selection of successful bidder and award of contract, the tendering authority is at liberty to go for further negotiation to reduce the price if it is felt unreasonable price. No supporting document or printed literature shall be submitted with the Commercial Bid unless specifically asked for.
S&ME, GoO | SPMU (MDM) | Commercial Bid
31

Bidding Procedure & Evaluation

All evaluation will be carried out by School & Mass Education Department, Government of Odisha through its evaluation committee. Evaluation conducted by the committee shall be final and binding on all the bidders. The evaluation committee may choose to conduct technical negotiations or discussions with any or all the bidders. The decision of the evaluation committee in the evaluation of the General, Technical & Commercial bids shall be final and binding on all the parties. No correspondence will be entertained outside the process of negotiation / discussion with the evaluation committee. Information relating to the examination, clarification, evaluation and comparison of the bid document and recommendations (if any) shall not be disclosed by the evaluation committee to the bidders or any other persons (other than officers / advisors of School & Mass Education Department, Government of Odisha or as required by applicable law) not officially concerned with such process until the award to the successful bidder has been announced. Any effort by a bidder to influence the tender evaluation committees processing of bids or award decisions may result in the rejection of the bid.
9.1
Preliminary Scrutiny
School & Mass Education Department, Government of Odisha will prepare a list of firms based on the compliance to all the terms and conditions of the tender. The tenders who do not conform to the tender conditions shall be straight away rejected. All eligible tenders will be considered for further evaluation. The decision of School & Mass Education Department, Government of Odisha will be final in this regard.
9.2
Technical Evaluation (Total Marks 100)

# (a) (b) Items Quality Certification (Proof must be submitted) Criteria CMMi Level ISO Points 05 03 05 40 30 20 10 10 05
(c)
Local Presence in Odisha State for last 3 years. (Proof must be submitted) Bidder should have successfully implemented (in last 3 financial years ending on 31/03/2012) online 150 Lakhs transaction based project in time-bound manner for 100 Lakhs 050 Lakhs any Government Department in India costing; (Project completion certificate stating the above criteria must be 030 Lakhs
submitted for consideration)
(d)
(e)
The bidders experience in Mobile Apps or SMS Base Monitoring System during last three years for any 2 Nos. Government Department in India. (Proof must be 1 No. submitted) Technical Presentation on SMS Based Monitoring System of the Mid Day Meal, Hardware Component, Software Solution, Time factor & Training factor as per the scope defined in this RFP for 30 Minutes.
NB: The prospective bidder may contact the tendering authority to have an idea about the proposed project before submission of tender papers.
40
Project completion certificate should have the project completion date, value of the project, type of project & project duration fulfilling the criteria as under 9.2(c) and contact telephone numbers of the project authority / certificate issuing officer.
Minimum qualifying mark for opening of commercial bid is 70% (70 out of 100). Commercial bid of those bidders will be opened, only which are technically qualified in the technical evaluation. All other commercial bids will be ignored. The bidding process will continue in case of single bidder. In such cases, the committee may negotiate with the commercial bid and will take final decision. The job will be awarded to the L1 (Lowest Quoted Price) bidder among those who have qualified in the Technical Bid evaluation.
S&ME, GoO | SPMU (MDM) | Bidding Procedure & Evaluation 32

10
General Terms & Conditions

Nothing mentioned herein shall be constructed as relationship of master and servant or of principal and agent as between the The Authority and the Bidder. The bidder subject to this contract has complete charge of personnel, performing the services under this project from time to time. The bidder shall be fully (jointly and severally) responsible for the services performed by them or on their behalf hereunder.
10.1 Relationship between the Parties
10.2 Standards of Performance

The bidder shall perform the services and carry out their obligations under the contract with due diligence, efficiency and economy in accordance with generally accepted professional standards and practices. The bidder shall always act in respect of any matter relating to this contract as faithful advisor to the Authority. The bidder shall always support and safeguard the legitimate interests of the Authority, in any dealings with the third party. The bidder shall abide by all the provisions / acts / rules etc. of Information Technology prevalent in the country. The bidder shall conform to the standards laid down in RFP in totality.
10.3 Delivery and Documents

The bidder shall submit all the deliverables on due date as per the delivery schedule. The bidder shall not without the Authoritys prior written consent disclose the contract, drawings, specifications, plan, pattern, samples to any person for project management unit set up other than an entity employed by the Authority for the performance of the contract. In case of termination of the contract, the entire document used by bidder in the execution of project shall become property of the Authority.
10.4 Intellectual Property Rights

No services covered under the contract shall be sold or disposed of by the bidder in violation of any right whatsoever of third party, and in particular, but without prejudice to the generality of the foregoing, of any patent right, trademark or similar right, or any charge mortgage or lien. The bidder shall indemnify the Authority from all actions, costs, claims, demands, expenses and liabilities, whatsoever, resulting from any actual or alleged infringement as aforesaid and at the expenses of the bidder, the Authority shall be defended in the defense of any proceedings which may be brought in that connection. The data ownership on MDM under no circumstances be infringed upon by the bidder or any third party.
S&ME, GoO | SPMU (MDM) | General Terms & Conditions
33

10.5 Assignment
The bidder shall not assign the project to any other agency, in whole or in part, to perform its obligation under the Contract, without the Authority prior written consent.
10.6 Suspension
The Authority may, by written notice to bidder, suspend all payments to the bidder hereunder if the bidder fails to perform any of its obligations under this contract including the carrying out of the services, provided that such notice of suspension Shall specify the nature of failure. Shall request the bidder to remedy such failure within a period not exceeding thirty (30) days after receipt by the bidder of such notice of failure.
10.7 Termination
Under this contract, the Authority may, by written notice terminate the bidder in the following. For failing to perform obligations under the contract or if the quality is not up to the specification or in the event of non adherence to time schedule. Termination for Convenience in whole or in part thereof, at any time. The Authority reserves the right to elect: To have any portion completed at the work order and /or the Work Order terms and prices; and /or To cancel the remainder and pay to the agency an agreed amount for partially completed Services. Termination for Insolvency if the bidder becomes bankrupt or otherwise insolvent.
10.8 Taxes and Duties

The commercial proposal shall be inclusive of all taxes, duties and OPEs.
10.9 Legal Jurisdiction

All legal disputes between the parties shall be subject to the jurisdiction of the Bhubaneswar. In case of any dispute or difference arising out of or in relation to this agreement, same will be referred to arbitration of an Arbitrator (other than the employee of the Authority) to be appointed by the Authority and whose decision shall be final and binding upon the bidder. The arbitration will be governed by Arbitration & Conciliation Act 1996.
10.10 Notice
Any notice, request or consent required or permitted to be given or made pursuant to this contract shall be in writing. Any such notice, request or consent shall be deemed to have been given or made when delivered in person to an authorized representative of the party to whom the communication is addressed, or when sent to such party at the address mentioned in the Contract Agreement.
S&ME, GoO | SPMU (MDM) | General Terms & Conditions 34

10.11 Limitations of Liabilities

Either party will accept liability without limit. For death or personal injury caused to the order party by its negligence or the negligence of its employees acting in the course of their employment; Any other liability which by law either party cannot exclude. This does not in any way confer greater rights than what either party would otherwise have at law The contract does not contemplate any consequential, indirect, loss profit, claim for tort or similar damages of any form to be paid by the bidder to the Authority or any other organizations Notwithstanding anything to the contrary contained in this contract, in no event will the bidder be liable to the Authority, whether a claim be in tort, contract or otherwise; for any amount in excess of 100% of the total professional fees payable for the respective project provided that this limitation shall not apply to any obligation of bidder to indemnify to the Authority with respect to intellectual property right infringement. No action regardless of form, arising out of this Contract may be brought be either party more than one year after the cause of action has accrued
10.12 Progress of the Assignments

The bidder would be required to intimate the progress of the assignments and submitted required documents to the Authority in a frequency and manner prescribed by the Authority in consultation with the bidder after the award of contract.
10.13 Miscellaneous
The end product of the work assignment carried out by the bidder, in any form, will be the sole property of the Authority. In the event the bidders company or the concerned Division of the company is taken over / bought over by another company, all the obligations under the agreement with the Authority, shall be passed on the compliance by the new company new division in the negotiation for their transfer.
S&ME, GoO | SPMU (MDM) | General Terms & Conditions
35

11
Proforma & Annexure
11.1 Annexure-G1 (General Bid Letter)

To The State Nodal Officer (SNO) State Project Management Unit (MDM) School & Mass Education Department, Government of Odisha SRC Building, 1st Floor, Unit-V, Bhubaneswar, 751001 Sub: Dated: ___/___/_____
Request for Proposal (RFP) for selection of implementing agency for Software Development, Implementation, Training & IT Project Management Unit initially for a period of one year for SMS Based Monitoring System through Web Application Software for smooth & timely monitoring of Mid Day Meal (MDM) Scheme in Odisha.
Dear Madam/Sir, 1. With reference to your request of proposal document no. ____________, Dated: ___/___/_____, I/we, have examined the bid documents and understood the contents, hereby submit my/our proposal for the aforesaid project. The proposal is unconditional and unqualified. 2. All information provided in the proposal and appendices are true and correct. 3. This statement is made for the expressed purpose of qualifying as a bidder for undertaking the project. 4. I/We shall make available to the tendering authority for any additional information it may find necessary or require to supplement or authenticate the bid. 5. I/We acknowledge the right of tendering authority to reject our proposal without assigning any reason or otherwise and hereby waive our right to challenge the same on any account whatsoever. 6. I/We certify that in the last three years, we have neither failed to perform on any contract, as evidenced by imposition of a penalty or a judicial pronouncement or arbitration award, nor been expelled from any project or contract nor have had any contract terminated for breach on our part. 7. I/We declare that: (i) I/We have examined and have no reservations to the RFP Documents, including any addendum issued by the tending authority. (ii) I/We hereby certify that we have taken steps to ensure that, no person acting for us or on our behalf have engaged or will engage in any corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice. 8. I/We declare that we are not a member of any other firm submitting a proposal for this project. 9. I/We certify that in regard to matters other than security and integrity of the country, we have not been convicted by a Court of Law or indicted or adverse orders passed by a regulatory authority which could cast a doubt on our ability to undertake the Project or which relates to a grave offence that outrages the moral sense of the community.
S&ME, GoO | SPMU (MDM) | Proforma & Annexure
36

10. I/We further certify that in regard to matters relating to security and integrity of the country, we have not been charge-sheeted by any agency of the Government or convicted by a Court of Law for any offence committed by us or by any of our Associates. 11. I/We further certify that no investigation by a regulatory authority is pending either against us or against our associates or against our CEO or any of our Directors. 12. In the event of my/ our being declared as the successful, I/We agree to enter into an agreement in accordance with the draft that has been provided to in the RFP document. We agree not to seek any changes in the aforesaid draft and agree to abide by the same. 13. The fee has been quoted by me/us after taking into consideration all the terms and conditions Stated in the RFP. 14. I/We agree and understand that the Proposal is subject to the provisions of the RFP documents. In no case, I/We shall have any claim or right of whatsoever nature if the project is not awarded to me/us or our proposal is not opened. 15. I/We agree to keep this offer valid for 180 days from the proposal due date specified in the RFP. 16. I/We agree and undertake to abide by all the terms and conditions of the RFP document. In witness thereof, I/we submit this Proposal under and in accordance with the terms of the RFP document. 17. All the information / document submitted for the RFP is true & best of our knowledge. Any discrepancy found, we shall be held responsible for this.
Yours faithfully,
(Authorized signatory) Date: Name: Designation:
S&ME, GoO | SPMU (MDM) | Proforma & Annexure
37

11.2 Annexure-G2 (Bidder Company Profile)
Name of the Firm/Company Full Address of the Company Year Established Telephone Number Fax Number E-mail Address Website Sectors in which the company / firm has provided services to Government Authorities in India No. of full time personnel currently under employment No. of years of presence in Odisha FY 2011-12 2010-11 2009-10 Name Designation Mobile Office E-mail Turn Over (Rs.) Technical Non-Technical
Annual Turnover
Details of Authorised Representative
Signature & Seal (Authorized Signatory)

S&ME, GoO | SPMU (MDM) | Proforma & Annexure 38

11.3 Annexure-G3 (State of Deviation Terms & Conditions)
Dear Madam/Sir, Following are the deviations and variations from the Terms & Conditions. These deviations and variations are exhaustive. Except these deviations and variations, the entire work shall be performed as per your specifications and documents. Clause No. Page No. Statement of deviations and variations from Terms & Conditions
SL#
Section

S&ME, GoO | SPMU (MDM) | Proforma & Annexure 39

12 Performa & Annexure

12.1 Annexure-T1 (Technical Bid Letter)
Dear Madam/Sir, 1. With reference to your request of proposal document no. ____________, Dated: ___/___/_____, I/we, have examined the bid documents and understood the contents, hereby submit my/our proposal for the aforesaid project. The proposal is unconditional and unqualified. 2. All information provided in the proposal and appendices are true and correct. 3. This statement is made for the expressed purpose of qualifying as a bidder for undertaking the Project. 4. I/We shall make available to the tendering authority for any additional information it may find necessary or require to supplement or authenticate the bid. 5. I/We acknowledge the right of tendering authority to reject our proposal without assigning any reason or otherwise and hereby waive our right to challenge the same on any account whatsoever. 6. I/We certify that in the last three years, we have neither failed to perform on any contract, as evidenced by imposition of a penalty or a judicial pronouncement or arbitration award, nor been expelled from any project or contract nor have had any contract terminated for breach on our part. 7. I/We declare that: (iii) I/We have examined and have no reservations to the RFP Documents, including any addendum issued by the tending authority. (iv) I/We hereby certify that we have taken steps to ensure that, no person acting for us or on our behalf has engaged or will engage in any corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice. 8. I/We declare that we are not a member of any other firm submitting a proposal for this project. 9. I/We certify that in regard to matters other than security and integrity of the country, we have not been convicted by a Court of Law or indicted or adverse orders passed by a regulatory authority which could cast a doubt on our ability to undertake the Project or which relates to a grave offence that outrages the moral sense of the community.
S&ME, GoO | SPMU (MDM) | Performa & Annexure 40

10. I/We further certify that in regard to matters relating to security and integrity of the country, we have not been charge-sheeted by any agency of the Government or convicted by a Court of Law for any offence committed by us or by any of our Associates. 11. I/We further certify that no investigation by a regulatory authority is pending either against us or against our associates or against our CEO or any of our Directors. 12. In the event of my/ our being declared as the successful, I/We agree to enter into an agreement in accordance with the draft that has been provided to in the RFP document. We agree not to seek any changes in the aforesaid draft and agree to abide by the same. 13. The fee has been quoted by me/us after taking into consideration all the terms and conditions Stated in the RFP. 14. I/We undertake to provide Performance Security of 10% of the order value in case the contract is being awarded to us. 15. I/We agree and understand that the Proposal is subject to the provisions of the RFP documents. In no case, I/We shall have any claim or right of whatsoever nature if the project is not awarded to me/us or our proposal is not opened. 16. I/We agree to keep this offer valid for 180 days from the proposal due date specified in the RFP. 17. I/We agree and undertake to abide by all the terms and conditions of the RFP document. In witness thereof, I/we submit this Proposal under and in accordance with the terms of the RFP document.
Yours faithfully,
(Authorized signatory) Date: Name: Designation:
S&ME, GoO | SPMU (MDM) | Performa & Annexure
41

12.2 Annexure-T2 (Bidder Company Profile)
Name of the Firm/Company Full Address of the Company Year Established Telephone Number Fax Number E-mail Address Website Sectors in which the company / firm has provided services to Government Departments in India No. of full time personnel currently under employment No. of years of presence in India FY 2011-12 2010-11 2009-10 Name Designation Mobile Office E-mail Turn Over (Rs.) Technical Non-Technical
Annual Turnover
Details of Authorized Representative


12.3 Annexure-T3 (Bidder Project Profile)

Year of Completion Project Cost (Rs.)
SL#
Client Name
Project Name
Copy of Work Order & Completion Certificate must be attached with this Annexure.


12.4 Annexure-T4 (State of Deviation Scope of Work)

Dear Madam/Sir, Following are the deviations and variations from the Scope of Work. These deviations and variations are exhaustive. Except these deviations and variations, the entire work shall be performed as per your specifications and documents. Clause No. Page No. Statement of deviations and variations from Scope of Work
SL#
Section


12.5 Annexure-C1 (Bidder Company Profile)
Name of the Firm/Company Full Address of the Company Year Established Telephone Number Fax Number E-mail Address Website Sectors in which the company / firm has provided services to Government Departments in India No. of full time personnel currently under employment No. of years of presence in India FY 2011-12 2010-11 2009-10 Name Designation Mobile Office E-mail Turn Over (Rs.) Technical Non-Technical
Annual Turnover
Details of Authorized Representative


12.6 Annexure-C2 (Commercial Deviation)

Dear Madam/Sir, Following are the deviations and variations from the commercial points. These deviations and variations are exhaustive. Except these deviations and variations, the entire work shall be performed as per your specifications and documents. Clause No. Page No. Statement of deviations and variations from Commercial
SL#
Section


12.7 Annexure-C3 (Price Schedule)

Dear Madam/Sir, We, the undersigned, offer to provide above service in accordance with your RFP. Our commercial proposal for project is given as below;
Sl# Items Onetime Design, Development, Integration, Portal, MIS Reports, Implementation, Handholding & Capacity building cost including third party software of SMS Base Monitoring System through Web Application Software as per the scope defined in the RFP Annual Maintenance of the Application Software for one year. Setting & Operationalisation of IT PMU for SMS base monitoring system, management, generation data, etc at State Level for as per the constituents specified in the RFP. Infrastructure Consultancy as per the scope defined in the RFP. Call Center Management Unit Rate in Rs. (Including Tax) Current Rate & Type of Tax Qty Total Cost
One Time
Year
Month
12
4 5
Month Month
12 12
Total (Inclusive of all taxes)

NB: All the columns for price must be filled up even if the amount is zero (0.00) for any item. The work order will be awarded to the lowest commercial bidder.
Our commercial proposal shall be binding upon us subject to any modifications resulting from contract negotiations, up to the expiration of the validity period of the proposal, i.e. 180 (days). We undertake in competing for and, if the award is made to us, in executing the above services, we will strongly observe the laws against fraud and corruption to force in India namely Prevention of Corruption Act 1988. We understand that you are not bound to accept any proposal you receive. Yours faithfully, (Authorized signatory) Date: Name: Designation:

Final MDM RFP

Transféré par

Informations du document

Titre original

Copyright

Formats disponibles

Partager ce document

Partager ou intégrer le document

Options de partage

Avez-vous trouvé ce document utile ?

Ce contenu est-il inapproprié ?

Droits d'auteur :

Formats disponibles

Final MDM RFP

Transféré par

Droits d'auteur :

Formats disponibles

School & Mass Education Department, Government of Odisha State Project Management Unit (MDM)

Request for Proposal

NOTICE INVITING TENDER

State Project Management Unit (MDM) st

RFP Tender Notice No. 01 / 2013

Opening of General Bid Opening of Technical Bid Opening of Commercial Bid

No consortium bidding is allowed.

11 PROFORMA & ANNEXURE ....................................................................................... 36

Request for Proposal

Introduction About MDM

S&ME, GoO | SPMU (MDM) | Introduction

Request for Proposal

S&ME, GoO | SPMU (MDM) | Introduction

Request for Proposal

S&ME, GoO | SPMU (MDM) | Introduction

Request for Proposal

Amendment of Tender Document

Cost of the RFP Document

Site Visit (s)

S&ME, GoO | SPMU (MDM) | Invitation to Proposal

Request for Proposal

Format & Signing

Submission of RFP - Packing, Sealing and Marking

S&ME, GoO | SPMU (MDM) | Instructions to Bidders

Request for Proposal

Right to accept Proposal

3.10 Proposal Due Date

3.11 Late Submission

Request for Proposal

3.12 Modifications / Withdrawal

3.13 Bid Opening

3.14 Fraud & Corruption

Request for Proposal

3.17 Rejection of Bid

3.18 Authentication of Bid

3.19 Contact Details

3.20 Acknowledgement by the Bidder

Request for Proposal

3.21 Earnest Money Deposit (EMD)

3.22 Forfeiture of EMD

3.23 Extension of Period of Validity

Request for Proposal

3.24 Validation of Interlineations in Bid

3.25 Announcement of Bids

3.26 Clarification of Bids

3.27 Completeness of Bids

3.28 Rectification of Errors

3.29 Notification to Bidder

Request for Proposal

3.30 Signing of Contract

3.31 Expenses for the Contract

3.32 Failure to abide by the Contract

3.33 Period for Furnishing Performance Guarantee

3.34 Annulment of Award

S&ME, GoO | SPMU (MDM) | Instructions to Bidders

Request for Proposal

Bidding Procedure & Evaluation

S&ME, GoO | SPMU (MDM) | Bidding Procedure & Evaluation

Request for Proposal

S&ME, GoO | SPMU (MDM) | Scope of Work

Request for Proposal

Teachers/ Head Master

S&ME, GoO | SPMU (MDM) | Scope of Work