Management Information System for Education Excellence
Request for Proposal
Government of Haryana
1
Table of Contents 1.
Invitation for Tender ............................................................................................................ 7 1.1
Tender Notice ............................................................................................................... 7
1.2
Important Information................................................................................................... 8
2.
Background of Quality Improvement Program......................................................................10
3.
Scope of Services-Project Implementation Phase..................................................................12 3.1
Solution Design / Needs Verification ..............................................................................12
3.2
Details of the MIS database...........................................................................................12
3.3
Monitoring and analytics report ....................................................................................28
3.4
Different users would have different levels of access to reports, depending on their level and
focus area. Details of these differential access requirements should be captured as part of the Needs assessment exercise. Proposed Application Architecture............................................................30
4.
3.5
Site Preparation............................................................................................................31
3.6
Installation and Commissioning of IT Infrastructure for Solution Development .................32
3.7
Licenses .......................................................................................................................32
3.8
Capacity Building / Training...........................................................................................33
3.9
Manpower requirements ..............................................................................................34
3.10
Business Continuity Planning.........................................................................................34
3.11
Information Security Management ................................................................................35
3.12
Project Management ....................................................................................................36
Scope of Services - Operation and Maintenance Phase .........................................................39 4.1
Overview of Post Implementation Services ....................................................................39
4.2
Warranty Support.........................................................................................................41
2
5.
4.3
Annual Technical Support..............................................................................................42
4.4
Process for Change Requests.........................................................................................43
4.5
General Requirements ..................................................................................................43
Overall Guidelines for Software Requirements .....................................................................45 5.1
6.
Software Requirements ................................................................................................45
Instructions to Bidders.........................................................................................................47 6.1
Definitions ...................................................................................................................47
6.2
Cost of Tender Document .............................................................................................48
6.3
Ernest Money Deposit (EMD) ........................................................................................48
6.4
Tender Clarification ......................................................................................................49
6.5
Amendment to Tender..................................................................................................49
6.6
Validity of proposal.......................................................................................................50
6.7
Right to accept / reject tender.......................................................................................50
6.8
Preparation of tender ...................................................................................................50
6.9
Submission, Receipt & Opening of tender ......................................................................52
6.10
Methodology & Criteria for Technical / Commercial Evaluation .......................................53
6.11
SPD's right to vary quantities of work at the time of award of contract ............................59
6.12
Office of bidder ............................................................................................................59
6.13
Award of contract.........................................................................................................60
6.14
Performance Bank Guarantee .......................................................................................60
6.15
Confidentiality..............................................................................................................61
6.16
Cost of bidding .............................................................................................................62
6.17
Disqualification.............................................................................................................62
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7.
8.
6.18
Fraud & Corruption.......................................................................................................63
6.19
Arbitration Clause.........................................................................................................64
6.20
Payment Schedule ........................................................................................................64
General Terms & Conditions ................................................................................................68 7.1
Application...................................................................................................................68
7.2
Relationship between parties ........................................................................................68
7.3
Standards of Performance.............................................................................................68
7.4
Delivery and Documents ...............................................................................................69
7.5
Agency Personnel .........................................................................................................69
7.6
Applicable Law .............................................................................................................69
7.7
Use of Contract Documents and Information..................................................................70
7.8
Governing Language .....................................................................................................70
7.9
Change Orders..............................................................................................................70
7.10
Intellectual Property Rights ...........................................................................................71
7.11
Inspections and Tests....................................................................................................71
Annexure ............................................................................................................................73 8.1
List of Project related documents ..................................................................................73
8.2
Security standards for data transfer...............................................................................74
8.3
Manpower requirement................................................................................................74
8.4
FORM I: Tender / Bid Form............................................................................................76
8.5
FORM II: Particulars of the Bidder’s Organization............................................................78
8.6
FORM III – Performance Bank Guarantee .......................................................................81
8.7
FORM IV: Performance Statement.................................................................................82
4
8.8
FORM VI: Financial Bid ..................................................................................................85
8.9
FORM VII: Format for Statement of Deviation ................................................................88
8.10
FORM VIII: Request for clarification ...............................................................................89
8.11
Expected timelines for activities to be performed by the Solution Provider ......................90
8.12
Checklist of supporting documents for Generation Evaluation Criteria .............................91
8.13
Service Level Agreements .............................................................................................91
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6
1. Invitation for Tender 1.1 Tender Notice Invitation for Tender from experienced agencies for implementation of a world-class Management Information System (MIS), as part of the overall project on Quality Improvement Program. The broad scope involves design, testing, installation, configuration, data migration, training and hand holding support for the implementation of MIS in the schools of Haryana.
State Project Director, Department of School Education, Govt of Haryana invites proposals from bidders for the project. The bidders, who intend to participate in this bid, are required to follow the below mentioned stages a) Pre-Bid Conference b) Bid Submission c) Opening of Eligibility /Technical Bid d) Technical bids- G e n e r a l e v a l u a t i o n e) Technical bids- Project specific evaluation f) Opening of Financial bid for all qualified bidders who score minimum of 70 marks as per stages d and e (combined) g) A consolidated score for each Part would be calculated by giving 70% weightage to Technical Bid and 30% to Financial Bid. h) The overall score will be calculated based on the Technical Quality and Cost based selection (TQCBS) criteria. 6. Interested bidders may download http://www.ssaharyana.etenders.in
the
tender
document from the
website
7. The bid must be submitted in physical format as explained in the document later. SPD reserves the right to reject any or all the Proposals in whole or part without assigning any reasons.
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8. Minimum absolute technical score to qualify for commercial evaluation is 70 marks 9. Bid Validity: 180 days
1.2 Important Information Sr. No.
Information
Details
1.
Date of download of Tender Document
10.03.2014
2.
Last date for submission of written queries for clarifications (Only by e-mail )
20.03.2014
3.
Place, date and time for Pre bid
24.03.2014, at 11 am in Chintan Conference Hall,
Conference
4.
Sohna Road, Gurgaon-122001
Last date and time for submission of bid 2.04.2014 at 11 AM in the office of SPD , Shiksha proposals (Technical and EMD)
5.
SCERT Haryana, Opposite Panchayat Bhawan,
Sadan, Sector -5, Panchkula
Place, date and time for opening of 3.04.2014 at 11 AM, Chintan technical proposals
Conference Hall, SCERT Haryana, Opposite Panchayat Bhawan, Sohna Road, Gurgaon-122001
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6.
Place, date and time for opening of To be announced later financial/commercial proposal
8.
Bid validity
180 days
If the date of receiving/ opening of tender happens to be a holiday, the tender should be opened on the next working day at the same time.
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2. Background of Quality Improvement Program The state of Haryana has over 15,000 government schools, 27 lakh students and 1.2 lakh teachers. Over the past decade, the Govt. of Haryana has successfully implemented a range of initiatives to i mprove access and equity of public schools in the state. However, learning levels are lower than national averages. As a result, even though overall enrolment is rising in Haryana, the enrolment is shifting from government to private schools.
In August 2013, the Government of Haryana (GoH) entered into a partnership with a premier management consulting firm to develop a roadmap for transforming Haryana's public schools' learning l evel outcomes (LLOs). Over the past months, the management consulting group and GoH have together built a long-term sustainable transformation plan that is based on root-causes of low LLOs in Haryana, as well as best practices/ lessons learned from similar initiatives across the nation (e.g., Rajasthan, Gujarat, Tamil Nadu, and Mumbai). The transformation plan consists of initiatives to measure LLOs, orient the overall system towards improvement of academic quality, and address school -segment specific issues. This holistic approach addresses not only class-level and school-level drivers of LLOs, but also broader systemic drivers (e.g., state-wide LLO measurement, organizational changes, performance management, state -wide MIS, cultural transformation) to ensure sustainable impact and rapid scale -up of interventions to improve LLOs. Together, these initiatives form a comprehensive and scalable approach for transforming public school education in Haryana, to ensure high-learning level outcomes sustainably. Specifically for the purpose of this RFP, in order to ensure ready availability of authentic data while simplifying data collection processes, the Department of School Education seeks to create a consolidated and comprehensive Management Information System as a single source of authentic data. The MIS should have in-built capability to generate pre-defined dashboards / reports as well as the flexibility to produce
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ad-hoc customized reports as and when required. In addition to this, GoH also seeks to redesign some of the key administrative processes (like transfers, promotions etc. ) with the end goal of making these processes more efficient, thus releasing administrative bandwidth for greater focus on academics; and will require external inputs for reengineering these processes. To support the transformation process, a set of structures is being put in place. A Project Management Unit (PMU) comprising of GoH representatives and experts will guide and support the entire effort . In parallel, a Steering Committee comprising senior leadership from the State, Program Sponsors and other experts is envisioned to ensure continuity of the transformation plan while providing strategic and technical inputs to steer successful implementation.
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3. Scope of Services-Project Implementation Phase
3.1 Solution Design / Needs Verification The Solution Provider shall carry out a detailed systems study to refine the Functional requirements specifications (that have been detailed in this chapter) and formulate the System and Software Requirements specifications documents incorporating the functiona l specifications and standards.
The Solution Provider shall create and maintain all project documents that shall be passed on to the State as deliverables as per the agreed project timelines. The documents created by the Solution Provider will be reviewed and approved by the GoH officials. Please refer to the detailed list in Annexure 8.1.
3.2 Details of the MIS database Department of School Education, Haryana envisages a consolidated MIS comprising 5 key
databases, viz. School, Staff, Student, Schemes/School initiatives and Trainings databases. The bidder will be expected to design, test and install an MIS comprising these databases. The MIS should be capable of generating pre-defined dashboards / reports at pre-specified frequency as well as the flexibility to produce ad-hoc customized reports as and when required. The MIS should have log-ins for Headquarter officials, district / block officials and School Heads for them to enter data at pre-defined frequency as well as view data / generate reports based on their access / decision rights.
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Further, the MIS should provide user accounts for all employees for read-only access to a subset of records / select reports through a web-accessible user interface. More details regarding the interface are available in subsequent sections. The bidder should provide an 'Access Control Interface' where an IT Administrator can create / modify access to different databases or reports through an easy-to-use interface. An overview of how access to the MIS is structured for different stakeholders is given in the figure below, along with a summary of reports available to each stakeholder.
Also, while the data collection process will be driven by the Department, the bidder will be expected to provide inputs on preparing data collection formats as well as designing data collection process. Further, the bidder would be expected to support, without loss or damage to the data, additions or changes to fields within record types and additional record types within databases.
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The details of 5 key databases are mentioned below: School Database: School database will include information for 15,000+ government schools. Each school to have a unique ID with information including but not limited to
School Data to be captured
Updation frequency
Data collection procedure LLO result data to be provided by Testing & Assessment wing in SCERT
1. Learning level outcomes •
Independent assessments
– to be directly imported in the School database Data ownership : Assessment wing of SCERT /BSEH Bhiwani
To
be
updated
as
and when the assessment takes place
2. Basic School Infrastructure • • • • • • • •
Number of classrooms Number of usable classrooms Number of rooms used for teaching Toilets for girls – functional / nonfunctional Toilets for boys – functional / nonfunctional Boundary walls, Drinking water, electricity connection availability Furniture for teachers Furniture for students
Data
collection formats
to be Monthly Basis
distributed to School Heads. Forms (data to be filled by School Heads, collection verified by Junior Engineers and process to be entered in the system (login for merged
with
each school to be created in the UDISE
data
MIS)
collection)
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3. Advanced Infrastructure • Library • Science labs (for High & Sr. Sec.) • Computer labs (for High & Sr. Sec.) • Ramp for CWSN students • Auditorium • Staff room • TV, radio, projector, scanner etc. • Internet connection • Water cooler • Arts and Music room • Sports facility School Data to be captured
Data
collection formats
to be
distributed to School Heads. Forms to be filled by School Heads and entered in the system (login for each school to be created in the MIS)
Data collection procedure
Monthly basis (data collection process to be merged
with
UDISE
data
collection) Updation frequency
4. RTE – related data – SMCs / SMDCs – Number of members – Number of parent members – No. of members from local elected bodies – No. of meetings held – Was School Development Plan – prepared – SMC bank account details – Bridge courses – No. of students who given bridge courses – No. of teachers trained for imparting bridge courses Availability of free Text book, TLM, sports goods – Sanctioned quantity – Received quantity – CCE – - % of students whose CCE records are complete
Data collection formats to be distributed to School Heads. Forms Monthly Basis to be filled by School Heads and entered in the system (login for each school to be created in the MIS)
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5. Basic data related to employees •
Teachers – No. of teachers in school – Employee ID and name teachers • Guest teachers – No. of guest teachers – Employee ID and name teachers – Attendance of teachers
• Data collection formats to be of each distributed to School Heads. Forms to be filled by School Heads and entered in the system (login for each school to be created in the MIS) of each
School Data to be captured
6. Mid-day Meal information • Number of students availing MDM • Availability of kitchen shed • Number of days MDM was prepared • Number of sufficient utensils • Number of MDM inspections by officer • Number of MDM inspections by community members • Availability of hand-wash facility for students
Data collection procedure
•
Data collection formats to be distributed to School Heads. Forms to be filled by School Heads and entered in the system (login for each school to be created in the MIS)
Available real-time on demand
Updation frequency
monthly basis
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Monthly updates after 7. Basic data • Category of school (primary, elementary etc.) • List of subjects taught (for high & senior secondary) • Enrolment for each subject • Retention rates of students • Transition rates of students • Attendance of students • Student attendance % • Non-teaching & administrative staff – Sanctioned and posted
initial
implementation. •
Data collection formats to be distributed to School Heads. Forms to be filled by School Heads and entered in the system (login for each school to be created in the MIS)
Provision
for
real-time updates
over
next 3-4 years (data collection process to be merged with UDISE data collection)
Currently, department maintains some of the data listed above. The bidder will be expected to import / integrate this data into the consolidated MIS. Also, the department collects and uploads school specific data in UDISE format (Unified District Information System for Education) as per Central Government guidelines. The bidder will also be expected to ensure that the consolidated MIS should automatically or with minimal efforts, generate UDISE reports and to ensure that the MIS design is aligned with UDISE specifications. In addition to capturing information for the 15,000+ government schools of Haryana, the database will also include the 17 DIETs (District Institute of Education and Training), GETTIs (Government Elementary Teachers Training Institute), BIETs (Block Institute of Teacher and Training) as well. However, training data for these institutes will be captured separately in the Trainings database . The MIS should also have provision for integration with the Transfer and Counselling portal, which captures workflows for activities such as transfers, employee counsell ing, etc. This integration will be considered part of the installation steps for the project.
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3.2.1
Staff Database
Staff database will include information for over 1.2 lakh employees of Department of School Education, Haryana (including teachers, head masters, and other cluster/block/district/state level officials). Each staff member to have a unique ID with information including but not limited to:
Staff Data to be captured
Data collection procedure
Updation frequency
1. Basic details • • • • • • • – – •
Employee ID Seniority number Unique code of salary Qualification Gender Category or caste Couple case Spouse in School Education dep. – employee ID Spouse in other department – department code Protected category as per transfer policy (widow, divorcee etc.)
One-time
digitization
of
personnel
files
in
kept
Available
district and HQ offices.
real-time
Digital forms to be created
on
for new employees.
demand
.
2. Personal details • • • • • • • • • • • •
Name Designation One-time digitization of Subject taught (not for Primary Teachers, personnel files kept in not for non-teaching staff) Father's name district and HQ offices Mother's name Digital forms to be created Date of birth Spouse name for new employees Present home address Permanent home address Email-id Mobile no. Aadhar no.
Available real-time on demand
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Staff Data to be captured
Data collection procedure
Updation frequency
3. Service records •
• •
• •
Details of each posting held during career – Nature of posting (contract / ad-hoc / deputation) – Period (From /To) – Rural / urban – Designation – Functional pay scale – Place of posting Present place of posting Mode of recruitment on present posting – Direct (merit no., date of joining, appointment order no.) – Regularization (date of joining as ad-hoc/ contractual, date of regularization, order no.) – Promotion (date of joining, promotion order no.) No. of ACPs awarded with designation Student results – for example, subject-wise average marks of class
4. Account details • • • • • •
Account No. Name of bank IFSC Code Branch name GPF/CPF/UC/PF/EPF No. PAN No.
One-time
digitization
of
existing service books kept in district and HQ offices Going forward, all service matters
(i.e.
deputation,
transfers, recruitment,
Available real-time
ACPs) to be done digitally.
on
Employees
demand
must
authenticate
the
data
entered
data
entry
by
agencies for correctness of data
One-time
digitization
for
existing employees Digital forms to be created for new employees
Available real-time on demand
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Staff Data to be captured
Updation frequency
Data collection procedure Summary sheets of existing ACRs (only for last 10 years) to be scanned and stored in MIS Going
ACRs
to
be
scanned and digitized at the
5. ACR database • • • •
forward,
Scanned copies of ACR to be captured Summary of score ID of signatories Identified training needs
Available
Accepting Authority's office – to
real-time
be entered through his / her login
on demand
Bidder should propose solution for cost-effective storage of ACRs in long-term (e.g. through Cloudbased storage services) 6. Loan / advance
One-time digitization
• Detail of departmental loan /advance – Name of loan – Loan amount – Amount sanctioned – Repayment details of loan
Available
Going forward - Loan / advance to
real-time
be routed by relevant department
on
through IT cell post approval
demand
7. Training record • • • • •
Subject / Name of training Organized by Venue Duration TNA details (Training
Training record to be captured in ACR,
to
be
digitizing ACR Needs
digitized
while
Available real-time on demand
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Assessment)
State awardee list to be routed 8. Awards • • •
Year of award For the post of Level of award (state, national, other)
through IT cell Awards data to be captured in ACR,
to
be
digitized
while
digitizing ACR 9. Disciplinary Cases • • •
Whether disqualified by BSEH Pending enquiry / complaint Description of punishment
Available real-time on demand Available
All orders to be sent to IT cell for
real-time
updation of record.
on demand
Currently, department maintains some of the data listed above. The bidder will be expected to import / integrate this data into the consolidated MIS.
Please note that one time digitization would entail digitization for all existing ~1.2 lakh employees. This digitization would be supported by GoH data entry personnel. 3.2.2
Student Database
Student database will include information for 27 lakh+ students of Haryana government schools. This can expand to about 40 lakh students over the coming years. Each student to have a unique ID with information including but not limited to
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Student Data to be captured
Data collection procedure
Updation frequency
1. Basic Information • • • • • • • •
Name Date of Birth Sex Religion Place of birth Caste Category Certificate provided in support of reserved category of Haryana – Issuing authority – Certificate No. – Date • Nationality • UID Aadhar No. • Physical handicap status • Mentally challenged status • Genetic disorder
School Heads to distribute forms to students, to be entered in the MIS
On a monthly
To be done for the incoming batch basis each year One- time data entry for other students will be done.
School Heads to consolidate list, to 2. Bank account details • • •
Name of bank Branch details Account number
be entered in the MIS To be done for the incoming batch each year One- time data entry for other
On
a
monthly basis
students 3. Subjects being studied by student • •
Compulsory subjects Optional subjects
School Heads to consolidate list, to be entered in the MIS
monthly basis
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Student Data to be captured
Data collection procedure
Updation frequency
4. Family details • • • • • • • • • – – – –
Father's name Father's profession Father's educational qualifications Mother's name Mother's profession Mother's educational qualifications Parent's annual income Official address of guardians (if working) Details of sibling studying in the school Name Relation Class Admission No.
School Heads to distribute forms to students, to be entered in the
On
a
MIS
monthly
To be done for the incoming batch
basis
each year
(incoming
One- time data entry for other
batch)
students
5. Previous school information (if any) • •
Name of previous school with code School status (state govt. / KVS / Navodaya / Sainik / Govt.-Aided / Private) Board of previous school Duration of stay in old school Date of leaving previous school Class passed out from previous school Percentage marks / grade obtained in each exam in that class, so as to keep a track of the performance of the student Non scholastic attributes of the student – to be done on a continuous basis
• • • • •
•
School Heads to distribute forms to students, to be entered in the
On
MIS
monthly
To be done for the incoming batch
basis
each year
(incoming
One- time data entry for other
batch)
students
6. Scholarship schemes opted by students
School Heads to consolidate list, to
• •
be entered in the MIS
Caste based (SC, BC-A, BPL) Merit based (NTSE etc.)
a
On
a
monthly basis
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7.
Continuous
and
Comprehensive
Evaluation (CCE) of students
Evaluation marks / grades for each evaluations/assessments
Subject
for
School Heads to consolidate list, to which
be entered in the MIS. CCE records On a monthly
evaluation/assessment taken
for previous years to be retained basis
Aggregate performance level for
against the Student ID
student for current academic year
Historical performance levels in previous classes
Currently, department maintains some of the data listed above. The bidder will be expected to import / integrate this data into the consolidated MIS. Also, the department collects and uploads student data in Aadhar format as per Central Government guidelines (this scheme has been temporarily put on hold). The bidder will also be expected to ensure that the consolidated MIS should automatically or with minimal efforts, generate Aadhar reports and to ensure that the MIS design is aligned with Aadhar specifications. In addition to capturing information for the 27 lakh students of Haryana government schools, the database will also include students of the 17 DIETs (District Institute of Education and Training), GETTIs (Government Elementary Teachers Training Institute), BIETs (Block Institute of Teacher and Training) as well. The incomplete data will be filled by the school authorities but bidder should provide the facility to update the records in the system. Please note that one time digitization would entail digitization for all existing students. This digitization would be supported by GoH data entry personnel.
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3.2.3
Schemes & school initiatives database
Scheme database will include information for all state / central level schemes running in the various schools. It will also include information on initiatives being undertaken in schools. The following information will be captured in this database
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Schemes/school initiatives Data to be captured Data collection procedure 1. Detail of various funds allotted to school under Plan/ Non-plan/ TFC Scheme etc. • implementation, • utilization and • deficiencies thereof. 2. Detail of Projects running in Schools Data • • • • • • • •
ICT Scheme NVEQF Scheme EDUSAT Mid Day Meal Scholarship Schemes NCC/ Scout IEDSS etc. 3. Implementation status of key initiatives
collection formats
Updation frequency
to be
distributed to School Heads. Forms to be filled by School Heads and entered in the system (login for
On a monthly basis
each school to be created in the MIS)
(e.g. CCE, remedial etc.) 4. Entire account details need to be captured
The bidder would be expected to provide a mass upload utility (in addition to the MIS GUI) to allow bulk upload of data to any of the tables / databases. This utility should be over and above the capability to create / edit / remove records from the user interface (for users with administrative access).
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3.2.4
Trainings database
The database will capture information for the 17 DIETs (District Institute of Education and Training), GETTIs (Government Elementary Teachers Training Institute), BIETs (Block Institute of Teacher and Training), including outcomes of trainings/courses conducted within these institutes
Trainings Data to be captured
Data collection procedure
The database would be related to the Schools database. Following record types from Schools database would be relevant for trainings database i)Basic school infrastructure ii)Advanced infrastructure iii)Basic data for employees Data collection formats to be iv)Basic data (only relevant fields) distributed to training center Heads. Additionally, following trainings specific Forms to be filled by training center record type would be added Heads and entered in the system (login T1. Trainings information for each school to be created in the Training ID / reference
Overview of training Time and location of training Total attendees count Ranks of attendees Attendance (%) Average grades (if applicable) Key learning outcomes from training
Updation frequency
Available demand
on +
monthly updates mandatory
MIS)
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3.3 Monitoring and analytics report Monitoring & analysis of data is the critical functionality of the MIS which will greatly assist all stakeholders to manage issues in a simplified manner and address potential issues quickly. Automated alerts are provided for important steps and tracking of issues can be done on the central system. The two functions are explained below:
Monitoring reports – MIS is used for monitoring and tracking the various aspects of the education system and help in knowing the state of the system. The frequency of these reports is pre -defined, depending upon the component being tracked, and raises automatic alerts for urgent issues which require attention and correction.
Analytics reports – These are obtained by analyzing the data over time to determine long-term trends. These are used by senior officials to implement improvements in the system by addressing recurring issues and making informed decisions. The performance of the system is tracked over time and can automatically determine the areas and stakeholders which need to be addressed, thus allowing the officials to easily identify and bring about improvements in the system.
Following up with appropriate action based on the MIS reports is key to leveraging the significant benefits of the MIS. For this purpose, all stakeholders are shown the relevant MIS reports according to their roles and responsibilities, along with automated alerts on the issues faced immediately under their jurisdiction. As the level of seniority increases in the system, a larger aggregate of information is available at each subsequent level to get an overview of operations. However, granularity of data is not lost at any level and stakeholders can drill down to the desired level of aggregation (per district, per block, per cluster, per school etc.). Two types of reports are made available to the stakeholders:
Routine reports – standard reports 'pushed' to the relevant stakeholders at regular intervals according to roles and responsibility. The reports highlight the overall system performance and urgent issues to be addressed.
Ad-hoc reports – additional reports that can be 'pulled' be the relevant stakeholders to get more detailed background information as required.
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A preliminary list of the kinds of reports that can be generated out of the proposed MIS is given below. The list is merely indicative and illustrative and the bidder is supposed to prepare a comprehensive list of the reports that will be generated as part of the 'solution design / needs verification' process as mentioned earlier in the Chapter. Moreover, though a frequency of review has been given, the MIS should have the capability to generate the required reports as and when required by the authorized user.
Further, the bidder should indicate performance levels they will ensure for routine and ad -hoc reports built on the MIS data. This performance level should be highlighted through turn-around-time of queries / reports or other suitable measures.
Student outcomes - Districts with high average LLOs - Districts lagging behind in LLOs - Districts failing to achieve LLO targets - LLO trends over last 3-5 years - Analytical reports pertaining to CCE records of students. This may include - Longitudinal CCE records of students across different classes - Reports across different categories of students highlighting performance on evaluations within same time-frame These are to be made accessible to teachers to enable them to use it for pedagogy planning and to address learning needs for individual students
Enrollment and engagement - Comparison of enrolment gains or decline in govt. schools with overall system trend
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- Student category-wise analysis of enrolment & attendance
Teachers and heads - Worst affected districts due to vacancies & teachers attendance
School infra & community involvement - Districts lagging in infra development & community involvement
Governance & initiatives implementation - Districts lagging in implementing initiatives with reasons - Status of completion of performance reviews
Bidder can expect there to be 80-100 pre-defined reports required in the MIS in the beginning. The MIS is also expected to provide relevant visualization of reports through charts to enable insight generation and decision making.
Different users would have different levels of access to reports, depending on their level and focus area. Details of these differential access requirements should be captured as part of the Needs assessment exercise
3.4 . Proposed Application Architecture Indicative 3-tier architecture is proposed for the Application Solution. The entire processing should take place in the following layers:
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1. User Interface Layer (User application): This application/web portal will be responsible for the addition/deletion, search etc of information. This should be made available in the form of a web based application as well as an installable GUI (Graphical User Interface).This layer will take inputs from the data digitization solution providers and update them to the backend database.
2. Application Layer: This layer will be responsible for the implementation and transl ation of actions performed on the web portal into functionalities.
3. Database Layer: This layer will be responsible for the manipulation and storage of data. As per the requirement of the application process, the databases may be separated as per the requirements of the State.
Additionally, the Solution Provider should specify specific hardware requirements (server-side or clientside) that may be required for the proposed application architecture. Solution Provider is expected to convey these requirements and ensure alignment on the same.
Bidder should detail out application development methodology employed for the Software Development Life-cycle (SDLC). Potential for adopting Agile methodologies should be explored.
3.5 Site Preparation 1. The Solution Provider is expected to advise and assist the client regarding site preparation, if necessary for setting up the necessary site infrastructure. 2. The solution provider is expected to advice site preparation for server side as well as client side hardware and also include: a. Electrical fittings and LAN cabling along with conduit. b. Interface with Internet connectivity provider c. Furniture & Fixtures (if required).
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3.6 Installation and Commissioning of IT Infrastructure for Solution Development The Solution Provider will be responsible for installation and configuration of the entire Infrastructure setup for server-side commissioning, including but not limited to the following: 1. All IT Infrastructure including operating systems and any other system software required for making the infrastructure operational and tuned for satisfactory performance. 2. The IT Infrastructure will be installed and configured in accordance with the IT Policies of the State of Haryana by the department. 3. The Solution provider will suggest and ensure, in coordination with the hardware provider, that the reports for monitoring of SLAs such as system uptime, performance, etc. are generated from the system. The successful bidder is responsible for setting up the IT infrastructure required for developing software. They will have to set up a Project office in Shiksha Sadan, Sector -5 Panchkula, , so as to closely interact with the IT team of the department. The development of software can also take place from the said premise. Thus the bid document must include details of all additional requirements (infrastructure, manpower, training etc) needed to perform the activities detailed in sections.
3.7 Licenses 1. The system software licenses mentioned in the Bill of Materials and required for Server-side commissioning shall be genuine, perpetual, full use and should provide upgrades, patches, fixes, security patches and updates directly from the OEM. All the licenses and support (updates, patches, bug fixes, etc.) should be in the name of >.
2. The Solution Provider shall provide with a full use database license. All the licenses and support (updates, patches, bug fixes, etc.) should be in the name of . Solution Provider shall provide a comprehensive warranty that covers all software components after the issuance of the final acceptance by . The warranty should cover all materials, licenses, services, and support for both hardware and software. Solution Provider shall administer warranties with serial number and warranty period. Solution Provider shall transfer all the warranties to the
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at no additional charge at the time of termination of the project. All warranty documentation (no expiry) will be delivered to Department.
3. The Solution provider shall review the licenses requirements with the PMU. The PMU shall clarify on the licenses requirements to be brought by the Solution Provider and availability at State Data Centre.
3.8 Capacity Building / Training The solution provider shall ensure that the following activities of capacity building and training will be undertaken: 1. Impart Information Technology (IT) training for using the application and systems that are part of the MID a.
Such trainings and skills will be imparted to key individuals at all levels of employees involved in the processes pertaining to the selected services.
b.
These trainings should be both class-room based as well as via self-learning modules (delivered through web-based and desktop based tools / videos / manuals etc)
c.
These trainings should encompass the knowledge of basic functionalities of user application, guidelines and other backend processes.
2. Provide training for feeding data into the MIS, via Graphical user interface (GUI) as well as through bulk upload utility 3. Training shall also be provided for teaching the basic trouble shooting activities in case of problems.
Additional requirements to facilitate training process 4. The Solution Provider would be required to prepare a detailed training plan covering at least the trainings to be conducted, targeted audience, location, dates for training, duration and training content. The training plan would be submitted to the Department as per timelines mentioned in this RFP for feedback and approval from the Department.Plan for In-class training program should address training
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sessions for central IT admin staff, key senior officials in headquarters, junior programmers from districts and other Master trainers (total trainee count ~100). Batch sizes for trainings may be between 10 and 30. 5. The Solution Provider would also be required to develop user manuals, and computer based tool kits, PPTs and videos to promote self-learning and assist training participants in undergoing the training. 6. The solution provider should also ensure that there is an ability to capture feedback of training programs conducted to gauge the effectiveness of instruction and make improvements
3.9 Manpower requirements The project would require provisioning of dedicated manpower to provide support during the roll out process. There should be adequate resources for all activities including developing software(s), testing and deployment of solution, managing on-ground implementation, troubleshooting, training etc. The Solution Provider is required to provide an estimate for the manpower resources they would employ for the process. The details of the manpower needed is to be captured in the format specified in Annexure 8.3
3.10 Business Continuity Planning The selected Bidder is expected to develop a Business Continuity Plan (BCP) and Disaster Recovery Plan (DRP) for the operations carried out by the selected Bidder. An indicative list of activities to be performed by the selected Bidder is mentioned below:
1. Designing and implementing adequate data backup, business continuity and restoration procedures for the application data (including but not limited to the database, attachments and all other data elements created in and generated by the system and users). Further, bidder should also provide capability and support for Data Archival for old data that needs to be moved out of the live databases.
2. Ensuring that there is no single point of failure and adequate level of redundancy is built in to meet the uptime and other requirements of this RFP. While building redundancies, it should be ensured that failure of a single component of communication link does not result in failure of primary as well as secondary connectivity. Hence primary and secondary connectivity should be taken from 2 separate communication
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link providers and both links should not have any single point of failure. Preferably, all the redundancy will be in auto fail over mode so that if primary component fails, secondary comp onent automatically takes over. 3. Ensuring appropriate frequency of data backup to minimize loss of data / transactions while ensuring a cost-effective data backup process. Following are typical RPO and RTO objectives that could be considered when designing the solution. These are only indicative values and Solution Provider should recommend appropriate values. a. Last save RPO (daily, including non-working days) b. RTO: Less than 24 hours to recover from outage 4. Any storage space / media required to maintain backups and other requirements of the RFP should be provisioned for by the selected Bidder in his Bid.
5. Designing and implementing data synchronization procedures for the DR Site. Periodic testing may be done to ensure that all replication and data synchronization procedures are in place all the time. Replication between Data Centre and DR Site as well as change-over during disaster should be automatic and real-time for minimal impact on user experience.
3.11 Information Security Management The solution provider shall ensure that adequate measures are taken by the bidder to ensure confidentiality, integrity and availability of the information for both the application and the databases. Below is a list of the guidelines (but not limited) that the solution provider must adhere to while designing and implementing the solution: 1. The proposed solution should provide security including identification, authentication, authorization, access control, administration and audit and support for industry standard protocols.
2. The proposed solution should include design and implementation of a comprehensive Information Security (IS) policy in line with ISO standards to comply with the security requirements mentioned
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in this section. The IS Policy shall include all aspects such as physical and environmental security, human resources security, backup and recovery, access control, incident management, business continuity management etc.
3. The proposed solution should provide database security mechanism at core level of the database, so that the options and additions to the database confirm the security policy of the GoH without changing the application code.
4. The proposed solution should be able to ensure the integrity of the system from accidental or malicious damage to data.
5. The proposed solution should be able to check the authenticity of the data entering the system.
6. The proposed solution should be able to monitor security and intrusions into the system and take necessary preventive and corrective actions.
7. The proposed solution should store User ID's and passwords in an encrypted format. Passwords must be encrypted using MD5 hash algorithm or equivalent.
8. The proposed solution should be capable of encrypting the password / other sensitive data during data transmission
3.12 Project Management To have an effective project management system in place, it is necessary for the Solution Provider to use a Project Management Information System (PMIS) to monitor the Project Progress. The Solution Provider shall address at the minimum the following: 1. Create an organized set of activities for the project. 2. Coordinate and collaborate with various stakeholders including the Departments concerned.
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3. Establish and measure resource assignments and responsibilities. 4. Construct a project plan schedule including milestones. 5. Measure project deadlines, budget figures, and performance objectives. 6. Communicate the project plan to stakeholders with meaningful reports. 7. Provide facility for detecting problems and inconsistencies in the plan.
During the project implementation the Solution Provider shall report to the State Project Director on the following items:
1. Results accomplished during the period 2. Cumulative deviations to date from schedule of progress on milestones, as specified in this RFP, with the agreed and finalized Project Plan 3. Corrective actions to be taken to return to planned schedule of progress 4. Proposed revision to planned schedule provided such revision is necessitated by reasons beyond the control of the Solution Provider 5. Other issues and outstanding problems, and actions proposed to be taken 6. Interventions which the Solution Provider expects to be made by the State Nodal Officer and / or actions to be taken by the State Nodal Officer before the next reporting period. Progress reports would be prepared by Solution Provider on a fortnightly basis. These reports may be required to be shared with either the SDA or the SPMU, as the case may be 7. Project quality Assurance 8. Change Control mechanism 9. Project Management activities 10. Issue Management to help identify and track the issues that need attention and resolution from the State 11. Scope Management to manage the scope and changes through a formal management and approval process 12. Risk Management to identify and manage the risks that can hinder the project progress.
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The Solution Provider shall work closely with the PMU, update and maintain the Project Plan throughout the duration of the engagement. All changes are to be reviewed and approved by the PMU or appointed representatives.
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4. Scope of Services - Operation and Maintenance Phase The selected Bidder will be responsible for the day to day maintenance of the system for the entire period of Contract. For the IT Infrastructure procured as part of this RFP, the selected Bidder will be responsible for smooth Operations and Maintenance Services for the period covering onsite support for 3 years of warranty and followed by 2 years of AMC from the date of commissioning the IT Infrastructure covering the following:
1. Onsite Warranty support 2. Onsite Periodic and AMC support including repair and replacement 3. Annual Technical Support (ATS) for all the licensed software 4. Providing Help desk support with Escalation matrix for registration of complaints related to the IT Infrastructure procured through this RFP at the State designated premises
4.1 Overview of Post Implementation Services An indicative list of activities and nature of support to be provided is mentioned below:
1. System Administration and Trouble Shooting a. Overall monitoring and management of all IT infrastructure deployed by the selected Bidder for the Project including relevant system software (Server-side, client-side), application, database, and all other services associated with these facilities to ensure service levels, performance and availability requirements as prescribed in the RFP are met. b. Repair or replace infrastructure deployed for this Project, either directly or through a third party warranty provider depending on the case.
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c. Perform system administration tasks such as managing the user access, creating and managing users, taking backups etc. d. Performance tuning of the system to ensure adherence to SLAs and performance requirements as indicated in the RFP.
2. Database Administration and Trouble Shooting a. Undertake end-to-end management of database on an on-going basis to facilitate smooth functioning and optimum utilization including regular database backup and periodical testing of backup data, conducting configuration review to tune database, maintaining the necessary documentation and managing schemes to database schema, disk space, user roles, and storage.
3. Overall a. Undertake preventive maintenance (any maintenance activity that is required before the occurrence of an incident with an attempt to prevent any incidents) and carry out the necessary fixes wherever needed to keep the performance levels of the IT systems in tune with the requirements. Such preventive maintenance shall not be attended during working hours of the State Departments, unless inevitable and approved by the GoH. b. Undertake reactive maintenance (any corrective action, maintenance activity that is required post the occurrence of an incident) that is intended to troubleshoot the system with sufficient teams. c. Escalate and co-ordinate with its 3rd party providers for problem resolution wherever required. This includes recommendations to hardware providers where their intervention is required d. The selected Bidder will be required to comply with various policies relating to monitoring and management of infrastructure such as IS Policy, backup and archival policy, system software update policy etc. of the State of Haryana.
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4.2 Warranty Support As part of the warranty services Solution Provider shall provide: 1. Solution Provider shall provide a comprehensive warranty and on-site free service warranty for entire duration of project and for 3 years from the date of Go Live for all IT systems.
2. Solution Provider must warrant all software etc. procured and implemented as per this RFP against any manufacturing defects during the warranty period.
3. Solution Provider shall provide the performance warranty in respect of performance of the installed software to meet the performance requirements and service levels in the RFP.
4. Solution Provider is responsible for sizing and procuring the necessary software licenses as per the performance requirements provided in the RFP. During the warranty period Solution Provider shall replace or augment or procure higher-level additional licenses at no additional cost to the in case the procured software is not adequate to meet the service levels.
5. Solution Provider shall use the antivirus which is available at state. However in case there is a requirement to procure the license for anti-virus, Solution Provider shall in consultation with SPMU procure the anti-virus Licenses and maintain the service part.
6. Solution Provider shall monitor warranties to check adherence to preventive and repair maintenance terms and conditions.
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7. The Solution Provider shall ensure that the warranty complies with the agreed Technical Standards, Security Requirements, Operating Procedures, and Recovery Procedures.
8. Any component that is reported to be down on a given date should be either f ully repaired or replaced by temporary substitute (of equivalent configuration) within the time frame indicated in the Service Level Agreement (SLA).
4.3 Annual Technical Support As part of the ATS services Solution Provider shall provide: 1. Solution Provider shall maintain data regarding entitlement for software upgrades, enhancements, refreshes, replacements and maintenance.
2. If the Operating System or additional copies of Operating System are required to be installed / reinstalled / de-installed, the same should be done as part of ATS.
3. Solution Provider should carry out any requisite adjustments / changes in the configuration for implementing different versions of Application Software.
4. Updates / Upgrades / New releases / New versions / Patches / Bug fixes: The Solution Provider shall provide from time to time the Updates / Upgrades / New releases /New versions / Patches / Bug fixes of the software, operating systems, etc. as required. The Solution Provider should provide free Updates / Upgrades / New releases /New versions / Patches / Bug fixes of the software and tools to SDA as and when released by OEM.
5. Software License Management. The Solution Provider shall provide software license management and control. Solution Provider shall maintain data regarding entitlement for software upgrades, enhancements, refreshes, replacements, and maintenance.
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6. Solution Provider shall have complete manufacturer’s technical support for all the licensed software problems and/or questions, technical guidance, defect and non -defect related issues. Solution Provider shall provide a single-point-of-contact for software support and provide licensed software support including but not limited to problem tracking, problem source identification, problem impact (severity) determination, bypass and recovery support, problem resolution, and management reporting.
4.4 Process for Change Requests Post installation, Solution Provider will be expected to provide Change Request Support. A point-of-contact shall be nominated by the bidder to give on-going support. A process should be established through which Change Request should be submitted. This process should be mentioned in the bid document. An indicative list of the kind of change requests that can be sent is given below. Please note that thi s is just an indicative list and not an exhaustive list. For each of the items, the bidder is also expected to provide expected turn around-time. 1. Changes in database: Any change in data format, inclusion of new data fields etc. 2. Changes in report formats: New reports to be generated, change in format for existing reports etc. 3. Changes in UI: Change in the Graphic User Interface design, content and layout 4. Any defects / bugs encountered post-launch 5. Source codes to be provided to GOH, for all the application and system code developed by the Solution Provider
4.5 General Requirements 1. Licensing Requirements a. All system software, licenses, etc. have to be procured in the name of the
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b. The licenses should be perpetual and enterprise wide for the core application and other software unless otherwise stated. The software licenses shall not be restricted based on location and the should have the flexibility to use the software licenses for other requirements, if required
2. Asset Management a. Restrict movement of server/equipment/items in or out of SDC or any other location under the Project without prior permission from the .
3. Knowledge Transfer a. At the end of the Contract period, the selected Bidder will be required to provide necessary handholding and transition support to designated staff or any other agency that is selected for maintaining the system post the Contract with the selected Bidder. The handholding support will include but not be limited to, conducting detailed walkthrough and demonstrations for the IT Infrastructure, handing over all relevant documentation, addressing the queries/clarifications of the new agency with respect to the working / performance levels of the infrastructure, conducting training sessions etc. b. Knowledge Transfer is an integral part of the scope of work of the selected Bidder. This will have to be done even in case the Contract with the Bidder ends or is terminated before the planned timelines. Please note that this is only an indicative list. Any other activity, over and above these, as may be deemed necessary by the selected Bidder to meet the service levels and requi rements specified in this Contract are also required to be performed by the selected Bidder at no additional cost.
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5. Overall Guidelines for Software Requirements 5.1 Software Requirements General Guidelines
As ensuring security of data is paramount, the digitized database must adhere to security standards mentioned in annexure 8.2
Provision of Disaster recovery and database backup mechanism must be in place
Client application should run on standard operating system like Linux, Windows, ensuring integration across modules. Some modules which are frequently required for data modification by end user or for information retrieval should also be built on mobile platforms. (Android). Use of open-source technology where feasible is encouraged but not a necessity
Successful bidder shall follow standard software development Life Cycle ( SDLC) processes for development of software, conduct all related testing such as unit testing, volume testing, destructive testing etc., before proposing for User Acceptance Test (UAT) . System testing must include performance testing where system performance is within acceptable standards when accessed by upto 1,000 concurrent users
Once UAT is successful (at pilot locations), department will decide Go-Live date and ask the successful bidder to roll out accepted software, at all locations
The client software along with the source code shall be handed over to the department. Department will have full ownership and IPR of the software for any future roll out/ reuse/customization
Should put in place support team; provide maintenance support for 3 years from the Go-Live date. The scope of software support services includes preventive and corrective comprehensive maintenance and cover installation, on-site diagnosis and resolution of software faults in response to reported problems. The Solution Provider will also resolve all the software problems detected
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during routine operational support activities and will ensure that the problems are resolved by repair or appropriate replacement as and when required.
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6. Instructions to Bidders 6.1 Definitions 1.
“Applicable Law” means the laws and any other instruments having force of law in India as they may be issued from time to time.
2.
“Proposals” means proposals submitted by bidders in response to the Tender issued by
SPD for selection of consulting firm/company. 3. “Committee” means committee set up for the purpose of evaluation of bids. 4. “Contract Price” means the price payable to the Agency on the panel of SPD under the Contract for the complete and proper performance of its contractual obligations. 5.
“Agency” means any private or public entity, which will provide the services to SPD under the contract.
6.
“Contract” means the Contract signed by the parties along with the entire documentation specified in the tender.
7. “Day” means Working day 8. “Effective date” means the date on which the contract comes into force and effect. 9. “Government” means Government of Haryana. 10. “Member” means any of the entities that make up the joint venture/ consortium/Association, in relation responding to this tender. 11. “Personnel” means professional and support staff provided by the agency and assigned to perform services to execute an assignment and any part thereof.
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12. “Services” means the work to be performed by the agency pursuant to the selection by SPD and to the contract to be signed by the parties in pursuance of any specific assignment awarded to them by SPD.
6.2 Cost of Tender Document 1. Tender document fee of Rs. 5000/- (Rupees Five Thousand only) is to be paid physically through a Demand Draft drawn in favour of 'State Project Director' payable at Panchkula (Haryana) 2. Earnest money and technical documents are to be submitted manually. 3. Price bid is to be submitted physically 4. Proposals not accompanied by tender document Fees shall be rejected as nonresponsive. 5. The tender document fee shall be non-refundable.
6.3 Ernest Money Deposit (EMD) 1. Earnest Money Deposit of Rs. 5 Lakh in the form of DD in favour of 'State Project Director', payable at Panchkula (Haryana). Proposals/tender not accompanied by EMD shall be rejected as non-responsive. 2. The successful bidder’s Earnest Money Deposit will be discharged only after the signing of the contract and submission and verification of performance security. 3. Unsuccessful bidder’s EMD will be discharged / refunded as promptly as possible. 4. The EARNEST MONEY DEPOSIT shall be forfeited:
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a. If a Bidder withdraws its bid during the period of Bid validity specified by the Bidder on the Bid Form; b. Or in case of a successful Bidder, if the Bidder fails to sign the Contract; or to furnish the performance security. 5. No exemption for submitting the EMD will be given to any Agency.
6.4 Tender Clarification A prospective Bidder requiring any clarification of the bidding documents may seek clarifications of his queries submitted by e-mail only (e-mail:
[email protected]), before the date indicated under section 1.2 of this document. State Project Director (SPD), Panchkula will respond to clarification requests sought regarding any of the provisions of the bidding documents, which it receives before date mentioned for submission of queries.
6.5 Amendment to Tender 1. At any time prior to the deadline for submission of bids, SPD may, for any reason, whether on its own initiative or in response to the clarification request by a prospective bidder, modify the bidding documents. Modification, if any, will be intimated on website only. All prospective bidders who have received the bidding documents will be intimated of the amendment through website only, and it will be binding on them.
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6.6 Validity of proposal Proposals shall remain valid for a period of 180 days (one hundreds eighty days) after the date of Proposal opening prescribed in Tender. A Proposal valid for shorter period may be rejected as non- responsive. SPD may solicit the bidders’ consent to an extension of Proposal validity (but without the modification in Proposals).
6.7 Right to accept / reject tender SPD reserves the right to accept or reject any tender, and to annul the tender process and reject all tenders at any time prior to award of contract, without thereby incurring any liability to the affected bidder(s) or any obligation to inform the affected bidder(s) of the grounds for such decision.
6.8 Preparation of tender 1. The tender and all associated correspondence shall be written in English and
shall
conform to prescribed formats. Any interlineations, erasures or over writings shall not be valid. 2. The tender shall be typed or written in indelible ink (if required) and shall be initiated on all pages by authorized representative of the bidder to bind the bidder to the contract. The authorization shall be indicated by Board Resolution/ Power of Attorney and shall accompany the proposal. 3. In addition to the identification, the covering letter (Form I) shall indicate the name and address of the bidder to enable the proposal to be returned in the case it is declared late pursuant, and for matching purposes.
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4. The information submitted must be definitive and specific. Vague terms, incomplete information, counter offers, and 'uncalled for' correspondence shall not be entertained. 5. Alteration / Rewording / Deletion / Correction of any part in the Tender Document are not permitted. If found, in any bid proposal, bid may be liable to be rejected without prior intimation to the bidder. 6.
Bidder is required to submit the complete tender along with required forms etc. The tender shall be exactly according to the presented formats given in the Tender documents. All columns of the prescribed formats should be filled, and all questions in the tender document must be answered. Any additional information should be enclosed separately and referred to in the relevant column in the proposal formats. Modifications / rewording of formats shall not be acceptable. No column should be marked as “NIL” or “Zero”, “0” etc. Where no price is proposed to be charged for any item or its parts required to be supplied, it should be clearly mentioned in words.
7. The technical response should be concise. Any response not as per the specified format may be liable to be rejected. No marketing literature pertaining to the bidder should be enclosed along with the proposal. If enclosed, it may be treated as disqualification 8. Committee may ask Bidder(s) for detailed presentations, if required. All such shall be at the cost of bidder. 9. The envelopes should be addressed to: State Project Director, Shiksha Sadan, Sector-5 , Panchkula, Haryana. 10. The bidder is expected to examine carefully all instructions, forms, terms and specifications in the Tender document. Failure to furnish all information required in the Tender Document or submission of a tender not substantially responsive to the Tender Document in every respect will be at the bidder’s risk and shall result in rejection of the tender.
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6.9 Submission, Receipt & Opening of tender 1. The bid in response to this Tender should be submitted in four parts/sub-parts a. Part-I shall contain “Earnest Money Deposit ” Part II shall contain b. IIA: "Technical Bid – General Evaluation" c. IIB: “Technical Bid – Project Specific Evaluation” d. Part-III “Financial Bid”
2. All the four parts of this tender shall be put in four separate sealed envelopes and all these envelops shall be properly super scribed as a. Part-I “Earnest Money Deposit ”,
b. Part-IIA “Technical Bid – General Evaluation; c. Part-IIB "Technical Bid – Project Specific Evaluation"
d. Part-III “Financial Bid”
Each envelop shall also be super scribed with “Tender for Selection of Agency against Tender No, Date” and Name of Bidder. 3. The above four envelops duly sealed are to be kept again in one envelop called ‘Main Envelop’ and sealed. This envelop should be super scribed with “Tender for Selection of Agency for “MIS “ against Tender No, Date” and Name of Bidder. 4. The technical bid should also be submitted in a Soft Copy (Word / Excel) format in a CD. 5. The envelopes should be addressed to: State Project Director, Shiksha Sadan, Sector-5 , Panchkula, Haryana
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6.10 Methodology & Criteria for Technical / Commercial Evaluation State Project Director (SPD), Panchkula will form an evaluation Committee which will evaluate the proposals submitted by the bidders for a detailed scrutiny. During evaluation of proposals, SPD may, at its discretion, ask the bidders for clarification of their Technical bid. The following criteria are expected to be qualified by the bidder:
The bidder shall be a Registered Company in India with valid VAT/ LST/ CST, Service Tax Registration and PAN number allotted by the respective authorities
In case of consortium bids, the primary bidder must be a Registered Company in India, as required above
6.10.1
Technical Bid Evaluation:
Technical evaluation score will contribute to 70% of total bid score. The proposals submitted by the bidders will be evaluated on three broad parameters: a. General Eligibility Criteria (40%) b. Project Specific Evaluation Criteria (60%) o Proposed solution design and implementation plan for the project (50%) o Proposed implementation team (10%) The bidder must get at least 70% of the maximum possible score in the technical section in order to qualify for opening of the commercial/financial evaluation.
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Detailed comments on essential components of the technical bid are provided below:
A. General Eligibility Criteria (40%) S.No.
Particular
1
Years of existence (Y)
2
Average annual turnover in INR crores for three consecutive years 2010-11, 2011-12 and 2012-13 (T) (Please enclose relevant P&L documentation to support above information)
4
5
Relevant experience in no. of Projects (P) over the last 5 years related to Management Information System in large Indian Private Sector organization with atleast 100 transactional users, with each project not being less than Rs. 1 crore in value . The project should have been fully completed or more than 90% of contract value should have been paid in case it is ongoing. (Please enclose letters of reference from clients for the above projects Relevant experience in no. of Projects (P) over the last 5 years related to Management Information System in Government Departments / Public Sector Enterprises / Urban Local Bodies / State Universities in India, with each project not being less than Rs. 1 crore in value. The project should have been fully completed or more than 90% of contract value should have been paid in case it is ongoing. (Please enclose letters of reference from clients for the above projects)
Max Marks
Criteria 2
