Jharkhand Agency For Promotion of Information Technology, Department of Information Technology Govt. of Jharkhand

(Revised)
Bid Ref No. JAPIT/PMS/01/09

JHARKHAND AGENCY FOR
PROMOTION OF INFORMATION
TECHNOLOGY,
DEPARTMENT OF INFORMATION
TECHNOLOGY
GOVT. OF JHARKHAND
INVITATION FOR TECHNICAL AND COMMERCIAL BIDS FOR
SYSTEM ANALYSIS, DESIGN, DEVELOPMENT AND
IMPLEMENTATION OF WEB BASED SOFTWARE FOR PRISON
MANAGEMENT SYSTEM
ENGINEERSHOSTEL
II,GOLCHAKKAR
DURWA,RANCHI
Prison Management System [PMS]
2
Sr. No. DESCRIPTION Page No.
SECTION I Invitation for Bids 3
SECTION II Scope of Work 5
SECTION III Pre-Qualification Criteria of Bidders 23
SECTION IV Instruction to Bidders 24
SECTION V General Conditions of Contract 33
SECTION VI Special Conditions of Contract 40
Annexure
ANNEXURE 1
Bid Proposal Sheet
44
ANNEXURE 2 Capability Statement 46
ANNEXURE 3 Bidder’s Authorization Certificate 47
ANNEXURE 4 Work Experience Certificate for Software Consultancy 48
ANNEXURE 5 Performance Security Performa 49
ANNEXURE 6 Self Declaration 51
ANNEXURE 7 Certificate of Conformity 52
ANNEXURE 8 Bid Price Form 53
3
SECTION –I
1. INVITATION FOR BIDS (IFB) Bid Ref. No.: JAPIT/PMS/01/09
CEO, JAPIT cum Secretary, Department of Information Technology, Government
of Jharkhand, invites
sealed Technical & Commercial Bids on behalf of Government of Jharkhand for A
Solution Provider for
the Systems Study, Analysis & Design, Development and Implementation of
Application Software for
the Inspectorate of Prison and Prison of Jharkhand. This job will include Systems
Study, Analysis &
Design, Development and Implementation of Application Software along with the
complete list of
deliverables. The Application Software will have to conform to 3-tier architecture.
In other words, the
application should be accessible by any client through a web-browser. This would
also include framing
of technical specifications for the Hardware, Software, DBMS/RDBMS,
Networking and UPS etc after
systems study, analysis and design based on which the State Government would
procure these items
through open tender on which Application Software so developed would be
installed and run. This
would also include training, warranty and support considering a fully integrated
and networked on-line
architecture.
A complete set of Bid Documents may be purchased by any interested eligible
Bidder on the
submission of a written application to the CEO JAPIT cum Secretary IT
Department of Information
Technology, Project building, Dhurwa, Ranchi and upon payment of a non
refundable fee of Rs.
1000/- (Rupees one Thousand only) in the form of Demand Draft in favour of
CEO, JAPIT
payable at Ranchi. The Bid Document may be purchased personally during office
hours on all
working days from 28/2/09 It may also be downloaded from
www.jharkhand.gov.in in which case
the fee in the form of demand draft should be enclosed with the bid document at
the time of
submission.
Interested and eligible Bidders are required to submit the Technical and
Commercial Bids in two
separate sealed envelopes. The Technical and Commercial Bids should be
accompanied by a bid
security as specified in this Bid Document. The Bid Security (In the form of
Demand Draft or Bank
Guarantee) should be included in the same envelope containing the Technical Bid.
The Technical and
Commercial Bids along with the Bid Security must be delivered to the Office of
CEO, JAPIT, Engineers
Hostel No.2, Near Golchakkar, Dhurwa, Ranchi on or before 25/3/09 till 1.30 PM
The envelope containing the Technical Bid and the Bid Security will be opened on
the specified date &
time in the presence of Bidders or their authorized representatives who choose to
attend. In the event
of the date specified for bid receipt and opening being declared as a holiday for the
Office, the due
date for submission and opening of bids will be the following working day at the
appointed times.
4
The summary of various activities with regard to this invitation of bids are listed in
the table below:
1 Bid Reference No. JAPIT/PMS/01/09
2 Price of Tender Document Rs. 1000 /-
3
Date of commencement of sale of Tender
Documents
28/2/09
4 Date & time of Pre Bid Conference 06/3/09 at 3.00PM
5
Last date and time for purchase of Tender
documents
Till 12:30 PM on 25/3/09
6 Last date & Time for submission of Bids Till 1:30 PM on 25/3/09
7 Date & Time of opening of bids (Technical) 3:30 PM on 25/3/09
8 Date & Time of Presentation To be announced later
9 Date and Time of opening of bids (commercial) To be announced later
10
Venue of pre bid conference, technical and
commercial bid opening
Room No. 307,
3rd floor,
Department of Information Technology.
Jharkhand Mantralaya.
Dhurwa, Ranchi-4.
11
Address for communication, Place of issue of
bids and submission of bids
JAPIT
Engineers Hostel No. 2, Ground Floor
Near Golchakkar, Dhurwa, Ranchi-4
5
Section-II: Scope of Work
2. Introduction to Prison Management System (PMS)
Prisons are an essential part of the criminal justice system. A Prison has a formal
organization and
specified functions to perform. The main objectives of the PMS is not only to
confined Inmates and
prevent them from committing offences but also to reform, rehabilitate and re-
socialise them so that
they can freely join with the society after the release and become useful citizens.
The Department has no direct public interface. This department is entrusted with
the twin objectives
of maintenance of strict security and discipline inside the prisons and
implementation of different
reformative correctional programmes for the prison inmates.
The administration of the Prison is accorded utmost priority by Government.
Intensive efforts are
being taken to improve the all round welfare measures of Inmates and basic
infrastructure facilities.
administrative changes are being made in Prisons along with strengthening the
safety and security of
prisons.
3. PROJECT BACKGROUND
3.1 Introduction
With a view to bring about efficiency, cost effectiveness and transparency in
government policies and
enhanced service delivery in the workings of its departments, the Govt. of
Jharkhand has undertaken
various computerization projects. Govt. of Jharkhand has been implementing an
ambitious plan of egovernance
in the state for providing a simple, moral, accountable, responsive and transparent
(SMART) Government to its citizens. The basic objective of e-governance is to
increase customer
service in a transparent manner. Department of Information Technology (DOIT) is
promoting IT for
the accomplishment of computerization in the various departments of the State
Govt.
The Inspectorate of Prison is also one such department, which requires
computerization for enhance
efficiency of the administrative mechanism proper monitoring of the various
activities of Prisons and
better Information Management of the programs launched by the department.
Inspector General of Prisons (I. G. Prisons) is the head of department who is an
I.A.S officer. Presently
he is assisted by two Assistant Inspector General of Prisons (A.I.G) at headquarter.
There are 21
Superintendent of Prisons. Each central Prison exercises control over district and
sub Prisons situated
in districts and subdivision respectively under its jurisdiction.

6
There are 26 (Twenty-Six) Prisons including 3 (Three) Central Prisons, 19
(Nineteen) District Prisons
and 4 (Four) Sub-Prisons apart from a Bostral school (Daltenganj), women
probation home
(Namkoom, Ranchi/Deoghar), Probation hostel (Block), Ranchi/Dumka and Prison
Training Institute
(Hazaribagh) in the State of Jharkhand. A new Central Prison at Hotwar in Ranchi
of the capacity to
imprison 3325 male and 100 female has been constructed and made functional.
The entire prison is
connected through SWAN having bandwidth of 2 Mbps.
List of Prisons:
Sl No Central Prisons Accommodation Capacity of Prisoner
1. Birsa Munda Central Prison, Hotwar, Ranchi 3425

2. L.N.J.P.N Central Prison, Hazaribagh 1330
3. Central Prison, Dumka 783
District Prisons
4. Dist Prison Giridih 337

5. Dist Prison Dhanbad 820
6. Dist Prison Jamshedpur 198
7. Dist Prison Chaibasa 321
8. Dist Prison Daltenganj 396
9. Dist Prison Deoghar 270
10. Dist Prison Sahebganj 125
11. Dist Prison Chas 315
12. Dist Prison Simdega 65
13. Dist Prison Saraikela 197
14. Dist Prison Jamtara 126
15. Dist Prison Koderma 210
16. Dist Prison Latehar 150
17. Dist Prison Lohardaga 224
18. Dist Prison Pakur 95
19. Dist Prison Gumla 302
20. Dist Prison Godda 298
21. Dist Prison Garhwa 110
22. Dist Prison Chatra 167
. Sub Prisons
23. Sub Prison Rajmahal 43
24. Sub Prison Tenughat 335
25. Sub Prison Khuti 365
26. Sub Prison Ghatshila 157
Prison Management System [PMS] 7
3.2 Organization Structure

Secretary Home
I.G. Prisons
A.I.G Prison
(2 Post)
Director
Administration
Executive
Engineer
Dy. Director
Industries
Prison Welfare
Officer
Director
Probation
Services
Superintendent, Central Jail
Superintendent, District Jail
Superintendent, Sub Jail
Principal Probation Officer
Superintendent
, Women
Probation
Home
Supt,Probatio
n Hostel for
Boys
Probation
Officer
Central/District/Sub Jails
Superintendent
Jailer
(Excluding Dy.
Dy. Superintendent
(Central Jail, Hotwar)
Medical Officer
Asstt. Jailer
Compounder
Jail Clerk
Chief Head Warder
(Only Central Jail)
Head Warder
Warder
Dresser
3.3 Stakeholders
Inspector General of Prisons:
Control of Expenditure: - The I.G shall exercise full control over all expenditure in
the Prisons,
submitting annually to Government a budget of the amount of funds necessary for
their maintenance
in such manner and at such time as may be required.
Financial Powers: - The I.G is empowered to sanction all working expenses within
the limit of the
budget grants and also regulate all contingent charges.
Power to order transfer of Inmates: - He has power of ordering transfer of Inmates
form one Prison to
another within the State. He is also authorized without reference to the State
Government to sanction
the removal of Inmates from the permanent buildings of any Prison into temporary
quarters during
epidemics.
Inspection of Prison: -He shall visit every Central Prisons, District Prisons and also
Sub Prisons
frequently.
Asst. Inspector General of Prisons:

AIG Prisons is the IG’s immediate subordinate officer whose duty is to take place
whenever IG is
absent and shall undertake whatever portions of the IG’s duty as may be delegated
to him under
proper authority. On every occasion on which he officiates for the IG he shall
possess all powers and
responsibilities of that officer. He is authorized to inspect any Prison within the
state on behalf of IG
Prisons.
Jail Superintendent:
The Jail Superintendent shall manage the prison in all matters relating to discipline,
labour,
expenditure, punishment and control, subject to the orders of the Inspector General
of Prisons. The
Jail Superintendent shall obey the lawful orders of a District Magistrate in respect
of the Prison.
The duties of the Jail Superintendent in regard to offences and punishments,
admissions and release,
deaths, execution, accounts etc. are prescribed in the Prison Manual dealing with
those subjects. He
shall make himself thoroughly acquainted with the Acts and Regulations relating to
the Prisons and
with the rules contained in the Prison Manual and shall be strictly responsible for
the due carrying out
all such statutory provisions and rules and for the execution of all sentences on
Inmates committed to
his charge.
The Superintendent shall ensure that he will work with sincerity and deal with
issues like corruption,
discipline, and training, and welfare, implementation of the provisions of the
Prison Manual and
Correctional programmes efficiently. Every order of the Superintendent shall be

subject to the revision
of the I.G.
The duties of the Superintendent are briefly listed below:
1. Daily visit to the Prison.
2. Maintenance of Order Book.
3. Weekly Inspection of Inmates.
4. Control over receipts and expenditure.
5. Maintenance of records.
6. Submission of reports and returns.
7. Report of important occurrence.
Medical Officer:
The Medical Officer’s duties in general terms required him to report to the
Superintendent any case in
which he has reason to believe that the mind of a prisoner is likely to be injuriously
affected by the
treatment to which he is subjected. The duties of Medical Officer shall be as
prescribed in Prison
Manual.
Jailor:
Jailor shall reside in the prison unless the Superintendent permits him in writing to
reside elsewhere.
He shall not absent himself from the prison even for a night without permission in
writing from the
Superintendent. He must give immediate notice of the death of a prisoner to the
Superintendent and
Medical Staff. The Jailor is responsible for the safe custody of records,
commitment warrants and
other documents committed to his care, and for money and other articles taken
from Inmates. He is
generally responsible for the observance of all prescribed rules and orders and for
the supervision of
the subordinate staff. He is also responsible to carry out the following duties
prescribed in the Prison
Manual.
Maintenance of Discipline.
Daily Inspection of every part of the Prison.
Search of Inmates.
Supervision of Guards.
Enforcement of terms of Warrant.
Check of Warrant.
Supervision of Prison office.
Maintenance of Report Book.
Assistant Jailor:
The Assistant Jailor is the Jailor’s immediate subordinate whose duty is to take
place whenever Jailor
is absent. He shall assist the Jailor in any duties, which may be delegated to him
under proper
authority.
Chief Head Warder:
Chief Head Warder is responsible for the due carrying out of all rules relating to
Inmates and to the
guarding of the Prison. He shall assist the Prisoner in the opening and lock up of
the Prison. He shall
visit the guards and sentries frequently by day and at least twice a week at night,
and shall make at
entry of the hours of these visits, and of any irregularities he may discover, in a
report book which
shall be maintained in a form similar to that of the Prisoner and shall submit daily
to the
Superintendent. He shall keep and maintain the attendance Register and duty
rosters.
Head Warder:
The main duties of Head Warder are supervision of Warders. He is responsible for
the smartness and
cleanliness of the warders and for their being properly dressed at all times.
Warder:
The main duties of the warders are to watch the Inmates in their wards. The wards
duty assignments
are shown in the Prison Manual.

12
3.4 Application
The PMS application which is functional in Jails of Jharkhand is developed in
client/server environment
using Microsoft Visual basic 6.0 as front end tool and Microsoft SQL Server 2000
as database server.
This particular system keeps complete information about prisoners, biometric
details, their court cases
and their accommodation pattern. It also records, follows and monitors the
movement of prisoners
and the action taken after the each of their court hearing etc. The Project aims at
building a complete
software solution that is web based and n-Tier in architecture incorporating all the
functionality and
database of the existing application for efficient real time monitoring and
information sharing. The
concerned database for this project will be located at JAP-IT, Ranchi. The system
must
provide the ability to establish various levels of user access based on roles, and
must allow a specified
system user to grant access and permissions. It should provide the following
management functions.
PMS Module & Functionality
Prison Management System can be broadly divided into following high level
modules, for effective
functioning of the entire Prison, namely::
_ Prison Information Management
_ Inmate Management
_ Activity Management
_ Visitor Management
_ Human Resource Management
_ Inventory Management
Prison Information Management

This module will manage day-to-day management and decision-making activities
related with Prison.
Sub modules that will be part of this module are listed below.
Prison Information
The proposed system should be able to add/update information of all the Prisons
such as Prison
profile, capacity, Prison map, manual and online access of different Prison
facilities.
Asset Information
System should be capable of tracking the prison assets such as equipments, PC,
CCTV, biometric
devices etc.
Housing Monitor
System should provide fast view of Prison population with the ability to move
inmates across different
Prisons in case of Prison overcrowding or due to security measures. System should
also keep track of
all the consumable and non-consumable inventory of the Prison.
Budgeting & Accounting
This module will allow for establishment of accounts of different departments of
the Prison and for
transactions made on those accounts. Reports include Beginning and Current
Balances for an account
and Transactions by Account, Date and Number. The system should monitor the
budget allocated to
respective Prisons, expenditures, cash flows and procurements of goods and
provide static reports of
the same.
Pharmacy Tracking
System should provide complete details of Pharmacy goods in respective Prisons.
Tracking of drugs in
hand, Medical equipments issued, tracking drugs issued to the inmates and the
medical inventory.
Guard Scheduling
Proposed solution should have automated Guard scheduling functionality which
will cater to Guard
scheduling, registration, tracking of guard attendance and leave and temporary
allocation of guards.
Video Conferencing
The system should have the capability to schedule and maintenance of the video
conferencing across
different Prisons and courts. This report should be display the list of prisoners for
VC on a day, the
next day, the next week, or any given duration of time.
File Monitoring
This module aims at reducing the paper work across different departments within
the Prisons. The
proposed system should be able to maintain the scanned copy of all the documents,
also track inter
department files transfer and approvals at different levels.
Payroll
System should have the in built payroll system to cater the payroll requirements of
the Prison staff.
Prisoner/Inmate Management
It is difficult to analyze and trace out the voluminous information. Time and
energy consuming process
for remission calculation, maintenance and following up of remanded Inmates
attending court
hearings, recording of all visitors etc.The current system requires accessing the
information gaps of
existing manual system of Prison administration and the Department.
Prisoner Information
System should be capable for Inmates Personal and Warrant Details on Admission.
Personal Details
include details like name, address, date of admission, biometric details
(fingerprints, photographs etc.)
and Warrant details include the court and the crime details like police station,
crime, laws and
sections, period of sentence for convict Inmates, etc. A digital photo comprising
different views of the
prisoner and the list of articles surrendered by prisoner during admission are to be
recorded. System
should also track prisoner movements across the cells / wards or outside the Prison.
The system should provide a detailed listing of all personal items and clothing a
prisoner has when
entering the facility. Information includes the assigned Prisoner ID, name, date,
money, items such as
watches, rings, belts, clothing items, vehicle information, laundry bag and bin
numbers, property
receipt and property type code etc.
Court Information
The software should support a record of inmates court cases details about action
taken during hearing.
Hearing/Trial Details of Remand / Under Trials for Court Production include
details like hearing date,
escort/production date, reason for non-production, return date, etc.
Medical Information Module
System should Capture information on medical treatment given to Inmates: date,
time, diagnosis,
treatment type, who treated the patient, the cost and whether paid or not.
The system should support prisoner medical screening questionnaires at the time of
admission.
Relevant information such as prisoner sex, age, and blood type needs to be stored,
along with the
answers to an extensive questionnaire that includes questions on injuries,
infections, alcohol/drug
abuse, allergies, dental problems, and pregnancy. Further informations regarding
Bed Head Ticket of
the prisoners admitted in jail Hospital should also be incorporated Prisoners
referred to outside
specialized Hospitals and treatement provided must also be included. The process
of “Tale medicine”
and treatment/ prescription that provided must also be incorporated.
Structured question like the Medical Questions software should also contain
prisoner mental health
questionnaires. Questions about depression, personality type, psychiatric treatment,
and mental
health history are included.
System should have predefined set of suicide prevention questionnaires, which
needs to be captured
during the admission of inmate.
Exit Module
The proposed system should automatically update all associated records during
prisoner exit.
Activity Management
This module will help to automate different activities intended to ensure prison
discipline, and prisoner
reformation as a responsible citizen in the society
Inmate Grievance
System should have full Grievance Management System, which will capture all the
complaints and
feedback of inmates.
Inmate Discipline
System should have functions, which will help to handle the disciplinary activities
of the prisoner,
punishment awarded and appropriate reports should be generated while calculation
parole and special
remission as well as premature release.
Parole Management
System should have features to capture information of Parole issuance and security
allocated with the
inmate for Parole. System should also generate notification related to Parole.
Remission
Remission system aims at the reformation of a prisoner. The scheme is intended to
ensure prison
discipline and good conduct on the part of the Inmates, and to encourage them to
learning and better
work culture, with the prospect of their early release from prison as an incentive.
Remission is
intended to be an incentive for good behaviour and work. It is granted on the basis
of an inmate’s
behaviour, work and general response to various institutional activities. System
should have feature to
incorporate these information. Further automatic generation of special remission to
be awarded by
I.G. Prisons. Remission are also given by state government on special occasion like
independence day,
republic day etc.
Prison Industries
To introduce work habit to Inmates various trades and industries have been
introduced in prisons.
Training is imparted in simple trades like brick making, screen printing, sign board
writing, Carpentry,
weaving, book binding, tailoring, tags making, wax, candles, shoes, phenyl, tapes,
soaps, flat file
making etc. to enable them to take up self employment after their release. System
should have
feature to incorporate these information including details of revenue generated by
these items. The
details of the costing quantum of production and also of individual products must
be incorporated.
Visitor Management
The proposed system captures the details like photograph and fingerprints of the
visitors, the inmate
they meet, their personal details, time and date of the visit etc, in addition the
system must ensure
that the person who visits is the same person who goes out. The system should also
have features to
perform visitor registration over the web, schedule the visits etc. Further tracking
of the visitors
through videoconferencing system is also to be incorporated.
Human Resource Management

System should have feature to record all the Personnel Information of the
employee like Name with
photographs, designation, date of joining, grade, present place of posting previous
postings etc. also
the system must be able to track and record information about employees training,
educational
background, certification and experience. The propose system should
automatically update all
associate record during transfer of employee.
Inventory Management
The system should cover inventory and stores management of all stores items
along with vehicles,
communication equipment, arms & ammunition medicines and clothing etc. It
should be a
comprehensive system for computerization of all transactions relating to
procurement, tendering,
storing and distribution of all stores and clothing uniform items including
maintenance of related
records. By consolidating this information, the system should generate annual
indent for various
items, eliminating inaccuracies occurring in the present method of manual
indenting. The system
would give details about items requiring servicing and number of those which are
unserviceable and
disposable.
MIS Reporting
The System should also enable generation of daily/monthly/periodical reports and
any other reports as
and when required like:
1. Release Date (Remission) List
List of Inmates (including détentes, convicts, and civil) to be released during
given
period.
2. Inmates report
Nominal Report with Personal (Minimum, Medium and Full Details) warrants
data
in the order of detenue, conviction, civil and remand, other details like if escaped,
remaining sentence etc.
History Ticket covering remissions and Work Details, Punishment, Disposals
etc.
3. Lock-Up /Unlock –Up Report
Details about Inmates type, new admissions, disposals made & current no of
Inmates in various categories.
4. Hearing reports
Court Production List for a given date - District wise and Court wise with
Personal
Details, Crime Details, and Type of Prisoner etc.
Separate List for Unlawful Outfit.
List of Not Escorted with the above details with Remarks.
List of Escorted but not returned.
List of prisoners produced through Video Conferencing.
5. Disposal Reports
Hospital wise hospitalized Inmates.
Parole Inmates with due return date.
Parole Inmates not yet returned after due return date.
List of Custodial Deaths with details.
6. Daily Transaction List
List of category wise admissions
List of category wise disposals
List of Petitions etc.
7. Statistical Report
Detente List - District wise and Category wise
Age wise report – Category wise and District wise
Law-wise Section wise report – District wise and Police station etc.
Types of Convicts List
8. Generation of daily/monthly/periodical reports related to

File monitoring
Budget
Payroll
Personnel Information
Scheme Monitoring
Reports related to NHRC, NCRB etc. as per the prescribed format.
4.0 Roles & Responsibilities
4.1 Responsibilities of Solution Provider

The Solution Provider shall ensure to give a MIS as per our requirements. The
modules described
above give general idea about our requirements. The Solution Provider will study
the existing system
and will design web based application software for activities of the User
Department. For studying the
existing system the Solution Provider will have to interact with the officials of the
User Department
who will provide the required information. The solution provider will also make an
inventory of the
hardware and networking equipments available with the department. Apart from
the above mentioned
activities the Solution Provider also need to execute the project as mentioned in
detail under Project
Execution & Timeline section.
With the introduction of the new 3 tier web based system the existing data need to
migrated from old database to the new database. The entire data migration will be
responsibility of the solution provider.
4.2 Responsibilities of JAPIT
1. Entering into an agreement with the Solution Provider and accepting the
performance guarantee.
2. Making Payments to the Solution Provider as per the term of the contract.
4.3 Responsibilities of User Department
1. Nominating a nodal officer for the project to co-ordinate with the solution
provider and JAP-IT
2. Checking the Quality of Service (QOS) provided by the Solution Provider
through the concerning
Officials/expert.
3. Facilitating the Solution Provider during the system study deployment and
replication for
necessary information and support.
5.0 Project Execution & Timeline

5.1 TASK-I (DETAILED SYSTEM ANALYSIS AND DESIGN)
System Analysis
System Analysis for each of the identified Application System will include:
1. Detailed analysis of the existing systems, whether automated or manual. This
will include
analysis of documentation in use, detailed information requirements, reporting
procedures & formats,
reporting levels coding and classification being followed etc.
2. Identification of unique data elements their size, format, source, use and
sequence of data
storage, data volume, its frequency of updating, responsibility of the department
for the updating,
inter- system flow of data, current volume and growth rate etc.
3. Detailed analysis of types of queries being supported, their volumes, trends,
frequencies etc.
4. Preparation of Data Flow Diagrams.
Deliverables
Documentation containing System Analysis Report covering all the aspects
described above.
System Design
The Bidder is expected to design the proposed systems keeping in view the
following points:
o The proposed systems will be implemented under RDBMS (Oracle Preferably)
environment, DotNet Framework (Preferably) on suitable computer systems
having
centralized processing and databases with decentralized input and output.
o To ensure quick retrieval/access and also for improving the response time.
o The system should be bilingual (English & Hindi) with Unicode compatibility
and
completely Menu-driven and user-friendly in all respect.
While designing the system for the development of proposed Applications
Software, the Bidder may
consider utilizing the space with user Department. This factor should also be
considered while
estimating the cost ((Subject to availability of Space).
For each of the identified application system, the system designing shall be
undertaken by the Bidder,
which will include:
1. Preparation of Systems Flow Charts, depicting boundaries of each system, and
inter-system
linkages.
2. Designing of input screens.
3. Designing of output report formats and reporting procedures including reporting
levels,
frequency of reporting etc.
4. Designing of screen formats and menus for queries.
5. Designing of database structures. This will include deduction and design of
access levels also.
6. Definition and design of security levels and password protections.
Documents to be developed at this stage

1. Systems Flow Charts and work flow Diagrams of the entire automation process.
2. Systems Specifications of various application systems which for each
application system will
include:
Deliverable
System Requirement Specification (SRS) covering all the aspects described above
with
detail description (including feature & objective) of each module that is to be
developed.
Technical Consultancy
The Bidder is expected to provide specification to the user Department in
identification of Hardware,
UPS etc and this would include framing of Technical Specifications for Hardware,
UPS, and Packaged
Software etc. The Department has a policy to procure the hardware on DGS&D
Rate. The hardware for
which DGS&D rate are not available will be procured through open tender and
bidder will help in
drafting the RFP. The bidder will also help JAPIT to prepare RFP for Backlog and
referenced data entry.
Deliverables
Hardware specifications and package software will be deliverable at this stage.
After satisfactory
completion and acceptance of the above task, which will be decided by the experts
of this JAPIT/User
Department, the Bidder will be allowed to start work on next task.
Time Schedule
Task I shall be completed within two (2) months from the date of Contract. The
above time limit is
indicative and shall be decided in Consultation with the Bidder at the time of
award of contract.
5.2 TASK-II (SYSTEM DEVELOPMENT & SYSTEM TESTING AND

SYSTEM ACCEPTANCE
TESTING)
System Development and System Testing
1. System Development for each of the Application system will include:
2. Designing of programs specification on the basis of Systems Specifications
freezed during Task-1
3. Programming and testing of the Application.
4. Test Run by the Bidder with test data.
System Acceptance Testing
After completion of the testing the Bidder shall be asked to implement the Systems
in one of the
Prison or Prisons and will be subsequently checked for the stability of the software.
System Implementation for each Application System will include:
_ Collection and preparation of data
_ Data Entry and Validation
_ Trial Run with live data
_ Implementation of the System and handing over to the users for acceptance and
operation.
_ Preparation of Users Manual
Deliverables
_ Program Specifications
_ Program Flow Charts
_ System Manuals
_ User Manuals both in English and Hindi
Soft and hard copies of each deliverable are to be provided.
Time Schedule
Task II shall be completed within Six (6) months from the date of completion of
task I. While the
first three months of this period will be used for development and system testing of
software the next
three month will be used for pilot run of the software in one of the selected Prisons
of the state. The
solution provider will do the data entry job for pilot run. The above time limit is
indicative and shall be
decided in consultation with the bidder at the time of award of contract.
5.3 TASK-III (SOFTWARE IMPLEMENTATION, APPLICATION SUPPORT

AND TRAINING)
Software Implementation
After completion of the task II the developed Software will be replicated in all the
Prisons of the state.
Application Support
The Solution provider will provide the online Application Deployment Support for
a period of 2
years. Maintenance of the Software has to be done for 2 years.
Training
Training shall include users training for the understanding and operation of
Application
Systems. The training will be part of the project. The no. of trainee at each location
will be
approximately 4 to 5. The Solution provider will provide adequate training support.
.
Time Schedule
The Developed Software should be successfully implemented within the period of
3 months after
completion of Task II.
The Solution provider will provide the Application Support for the period of 2
years.
The total duration of training will depend on number of participants to be trained.
The extent of
training and its schedule shall be mutually decided by the user Department and the
Bidder. Such
trainings should be commensurate with the needs of the user department and may
have to be
repeated with suitable modifications.
The terms of Reference mentioned above are indicative only and may undergo
change at the
time of Award of Contract by JAPIT.
The terms of Reference mentioned above are indicative only and may undergo
change at
any stage by JAPIT.
23
Section III
6. Pre-qualification Criteria of Bidders
The Bidding is open to all qualified Bidder who fully meet the following
qualifying requirements: -
a. The company of the Bidder should be running in profit for the last three years.
b. The Bidder must have completed two Software Development Consultancy
Projects of similar kind
of minimum value of Rs 25 lakhs or more in the last 5 years for any State
Government/Central
Government/PSU. The term PSU includes semi Government offices like
corporations/boards/
/universities and other public autonomous bodies discharging public functions. The
Bidder will
have to give the certificate of successful handling of the project from the concerned
organization.
Proforma in Annexure 4.
c. The Bidder should be registered with Provident Fund. The Bidder shall enclose
certificate of
Registration with PF.
d. The Bidder should have a workforce of at least 50 IT professionals. Brief CV of
one page of all each
50 IT Professionals should be attached. (Details in Annexure 2)
e. The Bidder must have at least SEI-CMM Level 5 certification. The Bidder must
submit a copy of the
certificate along with the proposal.
f. The bidder should have an annual turnover of not less than 50crores in any one
of the three
previous financial years and must submit an attested photocopy of the audited
balance sheet, as a
proof of annual turnover stated.
g. The Bidder should be registered for Service Tax and Income Tax. The Latest
Service Tax Return
Certificate should be submitted .
h. Bidders should not be under a declaration of ineligibility for corrupt and
fraudulent practices issued
by the Tendering Authority. A Self- Declaration Certificate should be enclosed as
in Annexure-6.
i. If the bidder had any relationship in the past or has an existing relationship to any
department of
Govt of Jharkhand/Govt undertakings/Corporations/Boards or any other public
autonomous
bodies, then a certificate of satisfactory performance from the concerned authority
of that
department/Govt undertaking/Corporation or board should be provided by the
Bidder to JAPIT
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otherwise a self declaration certificate should be submitted by the bidder that
presently no
relationship exists between the Department of and the bidder.
SECTION IV
7. Instruction to the bidders
7.1 Cost of Bidding
The Bidder shall bear all the costs associated with the preparation and submission
of its bid, and the
Tendering Authority in no case, will be responsible or liable for these costs,
regardless of conduct or
outcome of the bidding process.
7.2 Bidding Document
The Bidder is expected to examine all instructions, forms, terms and specifications
in the bidding
documents. Failure to furnish all information required by the bidding documents or
submission of a bid
not substantially responsive to the bidding documents in every respect will be at
the Bidder’s risk and
may result in rejection of the bid.
7.3 Clarification of Bidding Documents
a. A prospective Bidder requiring any clarification of the bidding documents may
notify the
Tendering Authority in writing at the Tendering Authorities address indicated in
the Invitation for
Bids. The Tendering Authority will respond in writing to any request for the
clarification of any
biding documents, which it receives one day prior to deadline for submission of
bids prescribed by
the Tendering Authority.
b. Bidders may also seek clarification on the document or about any condition of
the Bid in the Pre
bid meeting fixed for this purpose. In the event of any clarification required and
issued in writing,
it shall form the part of the Tender document.
7.4 Amendment of Bidding Documents
a. At any time prior to the deadline for submission of bids, the Tendering Authority
may, for any
reason, whether on its own initiative or in response to the clarification requested by
a prospective
Bidder, modify, change, incorporate or delete certain conditions in the bidding
document.
b. All prospective Bidders who have received the bidding documents will be
notified of the
amendment in writing, and will be binding on them.
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c. In order to allow prospective Bidders reasonable time to take into consideration
the amendments
while preparing their bids the Tendering Authority, at its discretion, may extend
the deadline for
the submission of bids.
7.5 Preparation Of Bids
a. Language of Bid
The bid prepared by the Bidder, as well as all correspondence and documents
relating to the bid
exchanged by the Bidder and the Tendering Authority, shall be in English only.
b. Bid Currency
Prices shall be quoted in Indian Rupees only.
7.6 Document Comprising the Bids
a. Bid Prices
The proforma of the bid price form is in Annexure 8. If required the tendering
authority may at a
later stage (i.e. after the finalization of contract or at the time of agreement) ask for
a component
wise break up of the price.
b. Bid Proposal Sheet
Bid Proposal sheet duly filled in and signed and complete in all respects along with
field of
checklist. Proforma in Annexure 1.
7.7 Documents Establishing Bidder’s Eligibility and Qualification
a. The certificate of successful handling of the project from the concerned
Department. Proforma in
Annexure 4
b. Details of the strength of technical personnel with the company. Proforma in
Annexure 2.
c. Certificate of Registration with PF.
d. Balance sheet of last three Yrs.
e. Certificate of Income Tax and Service Tax registration.
f. Bidder’s Authorization Certificate. Proforma in Annexure 3.
g. Certificate of capability to perform the Contract if his Bid is accepted. Proforma
in Annexure 2.
26
8. Documents Establishing Bidder’s Eligibility and Conformity
a. The Bidder shall furnish. As part of its bid, documents establishing the eligibility
and conformity to
the eligibility and conformity to the bidding documents of all goods and services,
which the bidder
propose to supply under the contract.Proforma in Annexure 7.
b. The documentary evidence of conformity of items to the bidding documents
may be in the form
of literature, drawing and data, and shall consist of detailed description of the
essential technical
a performance characteristics of the items.
c. The Bidder shall furnish, a Self-Declaration in the Proforma given in Annexure
6.
9. Earnest Money Deposit
a. The Bidder shall furnish, as part of its bid, an Earnest Money Deposit (EMD) in
the form of a DD
drawn in favour of CEO, JAPIT Payable at Ranchi for an amount of Rs 1,00000/-
(One Lakh
only)
b. The EMD shall be in Indian Rupees only.
10. Period of Validity Of Bids
a. Bids shall be valid for 180 days after the date of bid opening. A bid valid for a
shorter period
shall be rejected by the tendering authority as non –responsive.
b. In exceptional circumstances, the Tendering Authority may solicit the Bidders
consent to an
extension of the period of validity .The request and response thereto shall be made
in writing.
c. Bid evaluation will be passed on the bid prices without taking into consideration
the above
changes.
11. Contents of Envelopes
a. It will be a two envelope bid comprising of technical bid and commercial bid.
b. First envelope shall be marked as Envelope No. 1 Technical Envelope and shall
contain:
- Demand Draft for Earnest Money Deposit (EMD)
- Certificate or Partnership deed in case of firms
27
- The documents establishing Bidder’s eligibility, qualifications and conformity
mentioned in the
clause 7.7 of Section IV.
c. Second envelope shall be marked as envelope No.2 “Commercial Envelope”
which will contain
only price schedule in the prescribed proforma in Annexure 8.
d. The Bid shall be typed or written in indelible ink and shall be signed by the
Bidder or a person or
persons duly authorized to bind the Bidder to the Contract. A Written power-of-
attorney
accompanying the bid should support the latter authorization. The person or
persons signing the bid
shall initial all pages of the bid, except for un-amended printed literature.
e. Any interlineations, erasures or overwriting shall be valid only if they are signed
by the person(s)
signing the bid. The bid will be summarily rejected if all the documents mentioned
in clause 11.b
are not enclosed in technical bid.
12. Submission Of Bids
a. Sealing and Marking of Bids
i. The Bidders shall seal the envelope No.1 Technical envelope and envelope No.2
Commercial
envelope in separate inner envelopes, duly marking the envelopes as “envelope
No.1, Technical
Envelope” and “envelope No.2 Commercial Envelope”. He shall then place these
two envelopes in
an outer envelope. Both the inner envelopes and the outer envelope should be
addressed to:
The CEO, JAPIT, Engineers Hostel NO 2, Near Golchakkar, Dhurwa, Ranchi-4
ii. The inner and outer envelopes shall bear the words:
“Invitation for Bids for System Study, Analysis & design, Development &
Implementation and Training of Web Based Software for the Prison
Administration and
Management for the state of Jharkhand “
iii. Both the inner envelopes shall indicate the name and address of the Bidder.
iv. If the outer envelope is not sealed and marked, the Tendering Authority will
assume no
responsibility for the Bid’s misplacement or premature opening.
v. Telex, cable or facsimile bids will be rejected.
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b. Deadline for Submission of Bids
i. Bids must be received by The Tendering Authority at the address, not later than
the time and date
specified in the Invitation for Bids (Section I). In the event of the specified date for
the
submission of Bids being declared as a holiday for the Tendering Authority, the
bids will be
received up to the appointed time on the next working day.
ii. The Tendering Authority may, at its discretion, extend this deadline for
submission of bids by
amending the bid documents, in which case all rights and obligations of The
Tendering Authority
and Bidders subject to the deadline will thereafter be subject to the deadline as
extended.
c. Late Bids
Any bid received by the Tendering Authority after the deadline for submission of
bids prescribed
by the Tendering Authority, will be rejected and/or returned unopened to the
Bidder.
d. Withdrawal of Bids
i. The Bidder may withdraw its bid after the submission, provided that written the
Tendering
Authority receives notice of the withdrawal, prior to the deadline prescribed for
submission of bids.
ii. In case the Bidder wants to withdraw the Bidder’s withdrawal notice shall be
prepared, sealed,
marked and dispatched to the Tendering Authority in original.
iii. No bid may be withdrawn in the interval between the deadline for submission
of bids and the
expiration of the period of the bid validity specified by the Bidder on the Bid
Form. Withdrawal of
a bid during this interval shall result in the Bidder’s forfeiture of its bid security.
13. Bid Opening And Evaluation Of Bids
a. The Tendering Authority will open all bids as per schedule mentioned in Section
I.
b. After the opening of technical envelopes the evaluation committee may go in for
site inspection to
have a look at the setup at the Bidders place or at the site of manufacturer. Only if
he passes the
technical scrutiny and site inspection, then he becomes eligible for the commercial
aid.
c. If on site inspection it is found that the documents submitted by the Bidder are
not compatible
with the actual situation at site, or if the document supplied by the Bidder are
found to be
fraudulent or misrepresenting the facts then, it will render the Bidder ineligible for
participating in
the tender process.
29
d. After opening of the technical bids, those bidders, who are technically eligible
(i.e. who satisfy the
eligibility criteria) and have submitted all the documents mentioned in clause 7.7 &
8 above
will be asked to give a presentation at a date which will be announced after
opening of the
technical bids. The presentation will include the basic concept of the bidder about
the project, his
methodology and his plans for development, deployment, implementation, training
and support.
The bidders shall not disclose the prices or other commercial information during
the presentation.
e. The bids will be evaluated on the basis of these presentations with regard to their
capabilities,
experience, approach & methodology, training and support of 25 marks each. The
financial bids of
only those bidders, who obtain a cut-off mark of 75% during this presentation,
shall be opened.
The date for opening the financial bids shall be announced during the presentation.
f. The Bidder’s representative who is present shall sign an attendance. In the event
of the
specified date of bid opening being declared holiday for the tendering authority,
the bid
shall be opened at the appointed time and location on the next working day.
g. The Bidder’s name, bid modifications or withdrawals, bid prices and presence or
the
absence of requisite bid security and such other details as, the tendering authority
at
his discretion, may consider appropriate, will be announced at the time of opening.
No
bid shall be rejected at the openings except for the late bids, which shall be
returned
unopened to the Bidders.
h. Bids that are not opened and read out at bid opening shall not be considered for
further
evaluation, irrespective of the circumstances. Withdrawn bids will be returned
unopened
to the Bidders.
i. Bids will be opened In the presence of Tender Committee Members whoever are
present
as well as Bidders or their representatives who chose to attend on the specified date
and
time.
j. The Tendering authority reserves the right to disallow the opening of bid of any
of the
bidders without assigning any reason.
14. Clarification of Bids
During evaluation of bids, Tendering Authority may at it’s discretion, ask the
Bidder for
clarification of it’s bid .The request for clarification and response shall be in
writing and
no change in prices or substance of the bid shall be sought, offered or permitted.
30
15. Contacting The Tendering Authority
a. No Bidder shall contact the Tendering Authority on any matter relating to it’s
bid,
from time of opening to the time the contract is awarded. If he wishes to bring
additional information to the notice of the Tendering Authority, he should do in
writing.
The Tendering Authority reserves the right as to whether such additional
information
should be considered or otherwise.
b. Any effort by a Bidder to influence the Tendering Authority in its decision on
bid
evaluation, bid comparison or contract award may result in disqualification of the
Bidder’s bid and also forfeiture of his bid security.
16. Award Of Work
a. The finalisation of the tenders will be done by a committee constituted by the
Tendering Authority for this purpose.
b. The Tendering Authority will award the work to the Successful bidder whose
bid has
been determined as the lowest evaluated bid provided further that the bidder is
technically eligible and has also passed the presentation stage.
c. If the Tendering Authority feels that a single Tenderee cannot accomplish the
said
work in the scheduled time, the Tendering Authority might consider the proposal
of
having multiple agencies.
d. The Tendering Authority’s may vary scope of work at any stage.
17. Tendering Authority's Right to Accept / Reject Any or All Bids
The Tendering Authority reserves the right to accept or reject any bid, or to annul
the bidding
process and reject all bids at any time prior to the award of Contracts, 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 Tendering Authority’s action.
18. Notification of Awards
Prior to the expiry of the period of the bid validity, the Tendering Authority will
notify the
successful Bidder in writing. The Bidder will confirm the same in writing through
registered
letter.
31
19. Signing of Contract
a. At the same time as the Tendering Authority notifies the successful Bidder that
its bid has
been accepted, the Tendering Authority will send the Bidder the Contract Form
provided
by this office.
b. Within 15 days of receipt of the Contract Form, the successful Bidder shall sign
the
contract and return to the authority.
20. Performance Guarantee
Within 15 days after receipt of notification of award of the Contract from the
JAPIT, the
successful Bidder shall furnish performance guarantee bond to the JAPIT, which
shall be equal
to 10 percent of the value of the contract and shall be in the form of a bank
guarantee bond
from a Nationalized Bank in the Proforma given in Annexure 5.
21. Corrupt or Fraudulent Practices.
The Tendering Authority requires that the Bidders/suppliers/ contractors under this
tender
observe the highest standards of ethics during the procurement and execution of
such
contracts. In pursuance of this policy, the Tendering Authority:
a. Defines for the purposes of this provision, the terms set forth as follows:
i. “Corrupt practice” means the offering, giving, receiving or soliciting of any thing
of value to influence the action of the public official in the procurement process
or in contract execution; and
ii. “Fraudulent practice” means a misrepresentation of facts in order to influence a
procurement process or a execution of a contract to the detriment of the
Tendering Authority, and includes collusive practice among Bidders (prior to or
after bid submission) designed to establish bid prices at artificial noncompetitive
levels and to deprive the Tendering Authority of the benefits of the
free and open competition;
b. Will reject a proposal for award if it determines that the Bidder recommended
for award
has engaged in corrupt or fraudulent practices in competing for the contract in
question.
32
c. Will declare a firm ineligible, either indefinitely or for a stated period of time, to
be
awarded a contract if it at any time determines that the firm has engaged in corrupt
and
fraudulent practices in competing for, or in executing, a contract.
d. The past performance of the Bidder will be crosschecked if necessary. If the
facts are
proven to be dubious the Bidders tender will be ineligible for further processing.
22. Interpretation of the clauses in the Tender Document / Contract Document
In case of any ambiguity in the interpretation of any of the clauses in Tender
Document or the
Contract Document, the Tendering Authority’s interpretation of the clauses shall
be final and
binding on all parties.
23. Decision Taken
The decision taken by the Tender Committee in the process of Tender evaluation
will be full
and final.
33
SECTION V
8. General Condition of Contract
8.1 Definitions
In this Contract, the following terms shall be interpreted as indicated:
“The Contract” means the agreement entered into between the Tendering Authority
and the Supplier,
as recorded in the Contract Form Signed by the parties, including all the
attachments and appendices
thereto and all documents incorporated by reference therein .
“Bidder” means any agency that is participating in the tender process.
“Solution Provider” means any agency that is a successful Bidder and to whom the
contract will be
awarded.
“The Contract Price” means the price payable to the Supplier under the Contract
for the full and
proper performance of its contractual obligations.
“The Software” means the Web based Application Software, all of the related
modules, utilities and
documentation and/or other material which the Bidder is required to supply to the
Department under
the Cont.
The “JAPIT” means the Jharkhand Agency for Promotion of Information
Technology, Govt. of
Jharkhand.
“User Department” means Inspectorate of Prison.
“Software” means the Web based Application Software, all of the related modules,
utilities and
documentation and/or other material which the Bidder is required to supply to the
Department under
the Contract.
“Service” means the l Solution Provider should come up with a Comprehensive
solution as defined in
the Scope of Work. The work will not be allotted in piecemeal. Bidders providing
for part services /
activities will not be considered.
8.2 Application
34
a. These General Conditions shall apply to the extent that provisions in other parts
of the Contract do
not supercede them.
b. Any document, other than the Contract itself, shall remain the property of the
Tendering Authority
and shall be returned (in all copies) to the Tendering Authority on completion of
the Supplier’s
performance under the Contract if so required by the Tendering Authority.
c. The Service Provider shall permit the Tendering Authority to inspect the Service
Provider’s accounts
and records relating to the performance of the Service Provider and to have them
audited.
8.3 Use of Contract Documents and Information
a. The Solution Provider shall not, without the Tendering Authority’s 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 Tendering Authority in connection
therewith, to any
person other than a person employed by the Total Solution Provider in
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. Any document, other than the Contract itself, shall remain the property of the
Tendering Authority
and shall be returned (in all copies) to the Tendering Authority on completion of
the Supplier’s
performance under the Contract if so required by the Tendering Authority.
c. The Service Provider shall permit the Tendering Authority to inspect the Service
Provider’s accounts
and records relating to the performance of the Service Provider and to have them
audited.
8.4 Patent Rights
The Solution Provider shall indemnify the Tendering Authority against all third-
party claims of
infringement of patent, trademark or industrial design rights arising from use of the
Supplied
Software or any part thereof in India.
8.5. Inspections and Tests
a. Before opening commercial bids the Tendering Authority or his representative
shall have the right
to inspect and/or to test the Developed Software to confirm their conformity to the
Contract
specifications at no extra cost to the Tendering Authority.
b. The inspections and tests may be conducted on the premises of the Solution
Provider, at the point
of delivery and/or at the Deployment destination. If conducted on the premises of
the Solution
Provider, all reasonable facilities and assistance, including access to drawings and
production data
shall be furnished to the inspectors at no extra charge to the Tendering Authority.
35
c. Should any inspected or tested Software fail to confirm to the specifications, the
Tendering
Authority may reject the Software and the Solution Provider shall either replace
the rejected
Software or make alterations necessary to meet specification requirements free of
costs to the
Tendering Authority.
d. The Tendering Authority’s right to inspect test and, where necessary, reject the
Software after the
Software deployment at Project Site shall in no way be limited or waived by reason
of the
Software having previously been inspected, tested and passed by The Tendering
Authority or its
representative prior to the Software shipment.
e. The Tendering Authority and/or his representative reserve the right of inspection
and testing of the
Software prior to delivery and after delivery at the site.
f. The Tendering Authority reserves the right to carry out inspections after the
technical scrutiny &
before opening of the commercial bid, if necessary. The physical verification will
be at the Bidders
site or at the site of the Authorised manufacturers. Such visit will be at the cost of
the Bidder.
g. If site visit shows inconformity with documents submitted by the Bidder then he
will be deemed to
be ineligible for participating in the bid.
8.6. Delivery of Software
Delivery of the Software shall be made by the Solution Provider in accordance
with the terms
specified by the Tendering Authority in the Notification of Award.
8.7. Incidental Services
The Solution Provider is required to provide the following services, including
additional services, if
any:
a. Performance or supervision of the on-site assembly and/or start-up of the
supplied Software;
b. Furnishing of tools required for assembly and/or maintenance of the supplied
Software;
c. Furnishing of detailed operations and maintenance manual for each appropriate
unit of supplied
Software;
d. Performance or supervision or maintenance of the supplied Software, for the
period of time
mentioned in the Tender notification.
8.8. Change Orders
36
The Tendering Authority may at any time, by written order given to the Service
Provider,
make changes within the general scope of the Contract in any one or more of the
following:
• The place of delivery; and/or
• The Services to be provided by the Solution Provider.
• The Quality of the Developed Software & or the Deployment of the software.
If any such change causes an increase or decrease in the cost of, or the time
required for, the
Solution Provider’s performance of any provisions under the Contract, an equitable
adjustments
shall be made in the Contract Price or delivery schedule, or both, and the Contract
shall
accordingly be amended. Any claims by the Solution Provider for adjustment
under this clause
must be asserted within thirty (30) days from the date of the Service Provider’s
receipt of the
Tendering Authority’s change order.
8.9 Delays in the Bidder's performance
a. Performance or the Contract shall be made by the Bidder in accordance with the
time schedule
specified by the JAPIT as indicated in tender document.
b. An unexcused delay by the Bidder in the performance of its contract obligations
shall render the
Bidder liable to any or all of the following sanctions:
i) forfeiture of its performance security;
ii) imposition of liquidated damages; and/or
iii) termination of the Contract for default.
c. If at any time during performance of the Contract, the Bidder or its Sub-
contractor(s) should
encounter conditions impeding timely completion of the services under the
contract and
performance of services, the Bidder shall promptly notify the JAPIT in writing of
the fact of the
delay, its likely duration and its causes.
As soon as practicable, after receipt of the Bidder's notice, the JAPIT shall evaluate
the situation
and may at its discretion extend the Bidder's time for performance, in which case
the extension
shall be ratified by the parties by amendment of the Contract.
8.10 Acceptance
The Acceptance Tests, which shall involve testing of each module of each
Application System with
live and test data, shall be conducted by the Bidder in the presence of a core Group
of experts
37
nominated by JAPIT. The Acceptance Test of each Application System, as a
complete System with
all relevant Sub-System, must be completed by the Bidder to the satisfaction of the
Core Group
within a period of thirty (30) days after Implementation.
8.11 Liquidated Damages
In the event of failure of the Bidder to secure acceptance of the Software by the
JAPIT, within
ninety (90) days after implementation, the JAPIIT reserves the option to recover
from the Bidder
as liquidated damages and not by way of penalty for the period after the said ninety
(90) days,
until acceptance a sum equivalent to two percent (2%) of the contract value for
each month of the
failure of Bidder up to a maximum deduction of Ten (10) percent, to secure
acceptance or part
thereof, without prejudice to the JAPIT' s other remedies under the Contract.
8.12. Penalty Clause
If the Solution Provider is not executing the contract to the satisfaction of the
tendering authority
then he may invoke any or all of the following clauses.
i. Forfeit the performance Guarantee Amount or
ii. Terminate the contract without giving any notice.
8.13 Termination for Default
The Tendering Authority may, without prejudice to any other remedy for breach of
contract, by
written notice of default sent to the Solution Provider, terminate the Contract in
whole or part:
i. If the Solution Provider fails to deliver any or all of the Software within the
period(s) specified
in the Contract.
ii. If the Solution Provider fails to perform as per the performance standards.
iii. If the Solution Provider, in the judgment of The Tendering Authority has
engaged in corrupt or
fraudulent practices in competing for or in executing the Contract.
8.14. Force Majeure
a. For purposes of this clause, “Force Majeure” means an event beyond the control
of the
Solution Provider and not involving the Solution Provider’s fault or negligence and
not
38
foreseeable. Such events may include, but are not limited to, acts of the Purchase
either in its
sovereign or contractual capacity, wars or revolutions, fires, floods, epidemics,
quarantine
restrictions and freight embargoes.
b. If a force Majeure situation arises, the Solution Provider shall promptly notify
the Tendering
Authority in writing of such conditions and the cause thereof. Unless otherwise
directed by the
Tendering Authority in writing, the Solution Provider shall continue to perform its
obligations
under the Contract as far as it reasonably practical, and shall seek all reasonable
alternative
means for performance not prevented by the Force Majeure.
8.15. Termination for Insolvency
The Tendering Authority may at any time terminate the Contract by giving written
notice to
the Solution Provider. If the Solution Provider becomes bankrupt or otherwise
insolvent, in this
event, termination will be without compensation to the Supplier, provided that such
termination will not prejudice or affect any right of action or remedy that has
accrued or will
accrue thereafter to the Tendering Authority.
8.16. Resolution of Disputes
The matter regarding any dispute shall first be sorted out at the level of Principal
Secretary of
Department of Information Technology, Dept of IT. If the dispute persists to
remain
unresolved then it will be entertained, heard & finalised as per the provisions of the
Arbitration
and Conciliation Act, 1996. The arbitrator will be the CEO, JAPIT.
8.17. Legal Jurisdiction
All legal disputes are subject to the jurisdiction of Ranchi courts only.
8.18. Taxes and Duties
The rates quoted shall be in Indian Rupees and shall be inclusive of all taxes,
duties as
applicable up to the completion of job. Any increase in the rates will not be
allowed.
8.19. Binding Clause
All decisions taken by The Tendering Authority regarding the processing of this
tender and
award of contract shall be final and binding on all concerned parties.
8.20.The Tendering Authority, reserves the right :-
39
To verify, modify, revise, amend or change any of the terms and conditions
mentioned above
or to reject any or all the tender/s without assigning any reason whatsoever thereof
or may
terminate the tender process midway without assigning any reason.
8.21. The Decision regarding acceptance of Tender by the Tendering Authority
will be full and final.
8.22. Conditional tenders shall be summarily rejected.
8.23. The Tendering Authority is free to phase out the work if it feels it is
necessary.
40
SECTION VI
9. SPECIAL CONDITIONS OF CONTRACT
The following Special Conditions of Contract shall supplement the General
Conditions of Contract.
Whenever there is a conflict, the provisions herein shall prevail over those in the
General Conditions of
Contract.
9.1 Solution Provider’s Integrity
The Solution Provider is responsible for and obliged to conduct all contracted
activities as
defined in the scope of work in accordance with the Contract.
9.2 Solution Provider’s Obligations
a. The Solution Provider is obliged to work closely with the Tendering Authority’s
staff, act
within its own authority and abide by directives issued by the Tendering Authority.
b. The Solution Provider will abide by the job safety measures prevalent in India
and will free
the Tendering Authority from all demands or responsibilities arising from
accidents or loss of
life the cause of which is the Solution Provider’s negligence. The Solution
Provider will pay all
indemnities arising from such incidents and will not hold the Tendering Authority
responsible
or obligated.
c. The Solution Provider is responsible for managing the activities of its personnel
or subcontracted
personnel and will hold itself responsible for any misdemeanor.
d. The Solution Provider will treat as confidential all data and information about
The Tendering
Authority, obtained in the execution of his responsibilities, in strict confidence and
will not
reveal such information to any other party without the prior written approval of the
Tendering Authority.
9.3 The Intellectual Property Right (IPR) of the source code and documentation
and design will be
with the JAPIT. The Bidder will have to submit source code and required
documentation to the
JAPIT. And the JAPIT will have full right over the source code and the Bidder will
not possess
41
any rights. Any modification in the source code or documentation will be provided
time to time
to JAPIT. The JAPIT at its discretion may allow the Solution Provider to sell the
software to
other parties and the Solution provider has to share 25% of their future revenue
with such
deal.
9.4 The bidder will submit all deliverable specified in RFP.
9.5 The bidder will be bound by the decision of the third party nominated by the
JAPIT for the
evaluation of the completion of the project.
9.6 The bidder should have his office in Ranchi or should confirm in writing that
all the
development team members will be based in Ranchi soon after getting confirm
order from the
JAPIT.
9.7 Payment
Terms of Payment for Task I
The payment to the Bidder for this project to be provided under the Contract for
detailed Systems
Analysis & Design shall be made as specified herein below:
(a) 25% of the Contract Price applicable for Task I on the completion of Systems
Analysis, and
submission of Draft report to the JAPIT/User department for its approval.
(b) 25% of the Contract Price applicable for Task I on the satisfactory completion
of Systems Design.
(c) 25% of the Contract Price applicable for Task I on the submission of draft
specifications to JAPIT
for Hardware/ Software/ UPS/ Networking etc. The Department has a policy to
procure the hardware
on DGS&D Rate. The hardware for which DGS&D rate are not available will be
procured through open
tender and the bidder will help in drafting the RFP and also help the JAPIT for
preparing the RFP for
Backlog and referenced data entry.
(d) The balance 25% payment of the contract price under this Para shall be made
only on the
fulfillment of its obligations by the Bidder and after the Final report has been
submitted by the Bidder
and approved as satisfactory by the JAPIT. The Task shall be deemed completed
and finally accepted
by the JAPIT and the Final report shall be deemed to have been approved by the
JAPIT as satisfactory
on the completion of ninety(90) calendar days after the receipt of the final report
by the JAPIT
unless the JAPITIT within these ninety(90) days period gives written notice to the
Bidder specifying in
detail the deficiencies in the Services, or in the final report. The Bidder shall there
upon promptly
make necessary cor-rections, and upon completion of such corrections, the
foregoing process shall be
repeated. Any amount which the JAPIT has paid in excess of amounts actually
payable in accordance
with the provisions of the Contract shall be reimbursed by the Bidder to the JAPIT
within 30 days after
the receipt of notice by the Bidder. Any such claim by the JAPIT for
reimbursement must be made
42
within 12 months after receipt by the JAPIT of a final report and approved by the
JAPIT in accordance
with the above.
For release of these payments, the Bidder shall present pre- receipted bills for the
payments due to
him along with all necessary supporting documents.
It is clarified that the User Department at appropriate level will have to certify
regarding completion
of the various activities in a satisfactory manner and that the deliverables are
acceptable to them and
are of requisite quality. All the bills will have to be accompanied by such
completion certificates from
the Welfare Department. It is only based on this completion certificate that
payments shall be
provided to the Solution Provider by JAPIT .
Terms of Payment for Task II to Task III
For payments relating to Task II to Task III, the Bidder shall be required to give
break up of Contract
Price as per the following format:
Consultancy Charges
Name of Application System Task II
System
Development &
System Testing
And System
Acceptance
Testing
Task III
Software
Implementation
, Application
Support And
Training
Total
43
Terms of Payment for Task II
The full payment (Contract Price applicable for Task II) shall be made after the
successful completion
of task II and after providing of following deliverables as mention in tender
document:
- Program Specifications
- Program Flow Charts
- System Manuals
- Fully Functional Source Code & Data Base Structure with Proper Documentation
- Bilinguals User Manuals (Hindi/English)
Soft and hard copies of each deliverable are to be provided.
Terms of Payment for Task III
The detailed payment of task III shall be made as specified herein below:
i. The payment shall be made in four parts.
ii. Each part shall be 25% of the Contract Price applicable for Task III
iii. The duration of each part shall be 6 months.
iv. All the payment shall be made only on the fulfillment of its obligations by the
Tenderer and after
the Final report has been submitted by the Tenderer and approved as satisfactory
by the User
Department.
v. The final payment shall be made only after producing no dues certificates
submitted by the
Tenderer and approved as satisfactory by the Department.
Note: For release of these payments, the Bidder shall present pre- receipted bills
for the
payments due to him along with all necessary supporting documents.
44
ANNEXURE – 1
Bid Proposal Sheet
Bidders Proposal Reference No. and Date :
Bidders Name and Address :
Person to be contacted :
Designation :
Telephone No(s) :
Telex No. :
Fax No. :
To,
CEO,
JAP-IT,
GROUND FLOOR ENGINEERS HOSTEL - II
Dhurwa, Ranchi – 834 004
Subject: Proposal for providing services for Systems Analysis and Design,
Development and
Implementation of Web Based Application Software for Prison Management
Sir,
1. We, the undersigned Bidders, having read and examined in detail the
Specifications and all the
bidding documents in respect of Consultancy Services for Computerization do
hereby propose to
provide Consultancy Services as specified in the Bidding documents No. _<
______________ >.
2. PRICE AND VALIDITY
All the prices mentioned in our proposal are in accordance with the terms as
specified in bidding
documents. All the prices and other terms and conditions of this proposal are valid
for a period of 180
calendar days from the date of opening of the Bids.
We are an Indian firm and do hereby confirm that our Bid prices include all taxes
including Income
Tax and Professional Tax.
We have studied the Clause relating to Service Tax and hereby declare that if any
Income Tax,
Surcharge on Income Tax, Professional Tax and other Corporate Tax is altercated
under law, we shall
pay the same.
45
3. Unit Rates
We have indicated in the relevant schedules enclosed the unit rates for the purpose
of on account of
payment as well as for price adjustment in case of any increase to/decrease from
the Scope of Work
under the contract.
4. EMD
We have enclosed a Demand Draft in favour of CEO JAPIT for a sum of Rs. One
Lakh only(Rs
1,00000/-). This EMD is liable to be forfeited in accordance with the provisions of
Bid documents.
We declare that all the Services/Works shall be performed strictly in accordance
with the Scope of
Work.
5. Bid Pricing
We further declare that the prices stated in our proposal are in accordance with
your Instructions to
Bidders included in Bidding documents.
6. Bid Price
We declare that our bid prices are for the entire scope of the work as specified in
the technical
specification and bid documents. These prices are indicated in Annexure 8 attached
with our proposal
as part of the Commercial Bid.
7. Contract Performance Guarantee
We hereby declare that in case the Contract is awarded to us, we shall submit the
Contract
Performance Guarantee Bond in the form prescribed at Annexure 5.
We hereby declare that our proposal is made in good faith, without collusion or
fraud and the
information contained in the proposal is true and correct to the best of our
knowledge and belief.
Thanking you,
Yours faithfully,
(Signature)
Printed Name and Designation
Seal
Date:
Place :
Business Address :
46
Annexure -2
Capability Statement
Name:
Address of Bidder:
Locatio
n
Near
est
Soluti
on
Stati
on
with
Addr
ess
and
Phon
e No.
Year
of
estab
lishm
ent
No.of
skilled
IT
Professi
onals
No.of
Adminis
trative
Employe
es
Sectors in which firm has
provide computerization
consultancy covering
system
Analysis,Design,Develop
ment,Implementation etc.
Annual turnover
of company
in last 3 years
(Enclose supporting
documents)
47
ANNEXURE –3
BIDDER’S AUTHORISATION CERTIFICATE
To,
The CEO
JAPIT ,
Engineers Hostel No.2
Near Golchakkar
<Bidder’s Name>___________________________________, <Designation>
____________________ is hereby Uuthorized to sign relevant documents on
behalf of the company
in dealing with Tender of reference <Tender No. & date>____________________.
He is also
Uuthorized to attend meetings & submit technical & commercial information as
may be required by
you in the course of processing above said tender.
Thanking you,
Authorised Signatory.
_________________________________
<Company Name>
Seal
48
ANNEXURE-4
WORK EXPERIENCE CERTIFICATE FOR SOFTWARE CONSULTANCY
Name of the firm
_________________________________________________________
Address :
Period from _______________ to _________________.
Date of
completion
URLs that
point to
web sites
that
resemble
the
proposed
Internet
based
MIS
Remar
ks
indica
ting
reaso
ns for
delay ,
if any
Order
Numbe
r and
date
Order
Placed by
(full
contact
address of
such
agencies)
Solution
provided
(Outcome
of the
Project)
Value of
order in
Rupees
As
per
cont
ract
Actu
al
Date: ________________
Place: _________________
Signature of the Bidder :
49
Annexure-5
PROFORMA OF PERFORMANCE GUARANTEE BOND
Ref: Date:
Bank Guarantee No
To,
The CEO
JAPIT ,
Near Golchakkar
Against Contract vide Advance Acceptance of the Tender No…………………
Dated …………
…………… of the Jharkhand Agency for Promotion of Information Technology
(hereinafter called the JAPIT) covering the Systems Analysis and
design,development,testing
and implementation and training of Application Software for Prison & Inspectorate
of prison to
be implemented in Jharkhand (Hereinafter called " The Said Contract") entered
into between
the JAPIT and the___________ (Hereinafter called the "The Bidder"), this is to
certify that at
the request of the Bidder we Bank________ are
holding in trust in favour of the client, the amount
_____________(write the sum here in words) to indemnify and keep indemnified
the
department against any loss or damage that may be caused to or suffered by the
JAPIT by
reason of the said Contract and / or in the performance thereof. We agree that the
decision of
the JAPIT, whether any breach of any of the terms and conditions of the said
contract and / or
in the performance thereof has been committed by the Bidder and the amount of
loss or
damage that has been caused or suffered by the JAPIT shall be final and binding on
us and the
amount of the said loss or damage shall be paid by us forthwith on demand and
without
demur to the JAPIT.
We Bank further agree that the guarantee
herein contained shall remain in full force and effect during the period that could
be taken for
satisfactory performance and fulfillment in all respects of the said Contract by the
Bidder i.e.
till (viz. The date upto 36 months after the date of successful
implementation and acceptance of each of the application software by the JAPIT)
hereinafter
called the said date and that if any claim accrues or arises against us______
Bank by virtue of this guarantee before the said date, the same shall be enforce
able against
50
us Bank notwithstanding the fact that the same is enforced within six
months after the said date ,provided that the notice of any such claim has been
given to
us__________Bank by the purchaser before the said date. Payment under this
letter of
guarantee shall be made promptly upon our receipt of notice to that effect from
JAPIT.
It is fully understood that this guarantee is effective from the date of the said
Contract and
that we _____________Bank undertake not to revoke this guarantee during its
currency
without the consent in writing of the JAPIT.
We undertake to pay the JAPIT any money so demanded not withstanding any
dispute or
disputes raised by the Bidder in any suit or proceedings pending before any Court
or Tribunal
relation thereto our liability under this present bond being absolute and
unequivocal.
The payment so made by us under this bond shall be a valid discharge or our
liability for
payment there under and the Bidder shall have no claim against us for making such
payment.
We ________________Bank further agree that the JAPIT shall have the fullest
liberty,
without affecting in any manner our obligation hereunder to vary any of the terms
and
conditions of the said Contract or to extend time of performance by the Bidder
from time to
time or to postpone for any time or from time to time any of the powers exercisable
by the
JAPIT against the said Bidder and to forebear or enforce any of the terms and
conditions
relating to the said Contract and we, __________________________Bank shall
not be
released from our liability under these guarantee by reason of any such variations
or
extension being granted to the said forbearance and / or omission on the part of the
JAPIT or
any other matter or thing whatsoever, which under the law relating to sureties,
would but for
this provisions have the effect of so releasing us from our liability under this
guarantee.
The guarantee is for an amount of Rs. ________________________________ (In
figures Rs.
_____________ ).
This guarantee shall not be discharged due to the change in the constitution of the
Bank or the
Bidder.
DATE: -
PLACE: SIGNATURE: -
WITNESS: - PRINTED NAME:
...............................................(BANK’S COMMON SEAL)
51
ANNEXURE-6
SELF-DECLARATION
Ref: ____________________ Date: ________________
To,
The CEO
JAPIT ,
Near Golchakkar
In response to the tender No. ____________________________________ dt.
____________Of
Ref._____________________________________ as a owner/partner/Director of
___________________________________________ I / We hereby declare that
our Agency
___________________is having unblemished past record and was not declare
ineligible for corrupt &
fraudulent practices either indefinitely or for a particular period of time.
Name of the Bidder: -
Signature: -
Seal of the Company: -
52
ANNEXURE–7
CERTIFICATE OF CONFORMITY
Date:
The CEO
JAPIT ,
Near Golchakkar
CERTIFICATE
This is to certify that, the service for system analysis and design, development and
implementation of Application Software which I shall provide, if I am awarded
with the work, are in
conformity with the Scope of Work in the Tender document.
I also certify that the price I have quoted per unit cost basis is inclusive of all the
cost
factors involved in the execution of the project, to meet the desired standards set
out in the
Conditions of the contract.
Name:
Designation:
Seal:
53
Annexure 8
Bid Price Form
Prices for Computerization in the Inspectorate of Prison & Prisons in manner as
specified in
Specifications and
Bidding documents_____________.
Bidder's Name & Address
To
The CEO,JAPIT
Engineers Hostel No. 2,Near Golchakkar
Dhurwa, Ranchi-4
1.Charges for Task-I i.e. Systems Analysis and Design and Preparation of Systems
Specifications (as worked out in the following table)
Professional
category/level
Estimated
man-months
Unit Rate/
manmonth
Consultancy
charges
Project Manager
Systems Analyst
Programmers
Other charges
(Specify)
Total charges for Task-I
2. Charges for Task-II (System Development & System Testing And System
Acceptance
Testing)
Professional
category/level
Estimated
man-months
Unit Rate/
manmonth
Consultancy
charges
Project Manager
Systems Analyst
Programmers
Other charges
Total charges for Task-II
54
3. Charges for Task-III (Software Implementation, Application Support And
Training)
*Note: Total Shall be calculated as follows:
Over all Total=Total Charges for Task I + Total Charges for Task II +
Total Charges for Task III
Amount in Rupees(In figures)_______________________
(In Words)_______________________________________
Date_________
Signature of Bidder
Professional
category/level
Estimated
man-months
Unit Rate/
manmonth
Consultancy
charges
Project Manager
Systems Analyst
Programmers
Other charges
Total charges for Task-III

Jharkhand Agency For Promotion of Information Technology, Department of Information Technology Govt. of Jharkhand

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Jharkhand Agency For Promotion of Information Technology, Department of Information Technology Govt. of Jharkhand

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(Revised)

Bid Ref No. JAPIT/PMS/01/09

2. Introduction to Prison Management System (PMS)

Prison Management System [PMS]

1. Birsa Munda Central Prison, Hotwar, Ranchi 3425

4. Dist Prison Giridih 337

3.2 Organization Structure

Asst. Inspector General of Prisons:

Prison Management System [PMS] 10

Correctional programmes efficiently. Every order of the Superintendent shall be

Prison Management System [PMS]

Prison Information Management

Prison Management System [PMS] 13

Prison Management System [PMS] 15

Human Resource Management

Prison Management System [PMS] 18

8. Generation of daily/monthly/periodical reports related to

4.0 Roles & Responsibilities

4.1 Responsibilities of Solution Provider

5.0 Project Execution & Timeline

Prison Management System [PMS] 20

Documents to be developed at this stage

Prison Management System [PMS] 21

5.2 TASK-II (SYSTEM DEVELOPMENT & SYSTEM TESTING AND

Prison Management System [PMS] 22

5.3 TASK-III (SOFTWARE IMPLEMENTATION, APPLICATION SUPPORT

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