Senior Manager, HARTRON by cmQxCRsW

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									              RFP for Selection of Software Vendor for e-HBSE



      Selection of Vendor for Computerization of HBSE,
 Implementation of Enterprise Resource Planning (ERP)
        in Board of School Education Haryana, Bhiwani
                         FOR e-HBSE SYSTEM




                Board of School Education Haryana
                                          Bhiwani




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Version 1.3       e-Governance Solutions Group HARTRON   10-01-2008
              RFP for Selection of Software Vendor for e-HBSE




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1      OVERVIEW ................................................................................................................................................... 7

    1.1 INVITATION FOR BIDS ..................................................................................................................................... 7
    1.2 KEY EVENTS AND DATES ................................................................................................................................ 8

2      PROJECT REQUIREMENTS ....................................................................................................................... 9

    2.1       PREAMBLE ............................................................................................................................................... 9

       2.1.1            Core Functions ..................................................................................................................10
       2.1.2            Organizational hierarchy at Head Office ................................................................10
       2.1.3        Various Branches .........................................................................................................................11

    2.2          BRANCHWISE PROCESSES ..........................................................................................11
       2.2.1        Academic/Education .....................................................................................................................11
       2.2.2        Enrolment .....................................................................................................................................11
       2.2.3        Affiliation .......................................................................................................................................12
       2.2.4        Examinations (Middle, Secondary & Senior Secondary) ............................................................12
       2.2.5        Conduct ........................................................................................................................................12
       2.2.6        Secrecy .........................................................................................................................................12
       2.2.7        Rechecking/ Re-evaluation...........................................................................................................12
       2.2.8        Unfair Means Section ...................................................................................................................13
       2.2.9        Certificate......................................................................................................................................13
       2.2.10       Accounts .......................................................................................................................................13
       2.2.11       General .........................................................................................................................................13
       2.2.12       Administration ...............................................................................................................................13
       2.2.13       Legal .............................................................................................................................................13
       2.2.14       Maintenance Branch .....................................................................................................................14
       2.2.15       P.W.I.O. Cell .................................................................................................................................14
       2.2.16       Publications & Printing ..................................................................................................................14
       2.2.17       Computer Branch .........................................................................................................................14
    2.3       PROJECT OBJECTIVES AND EXPECTED BENEFITS ....................................................................................14
    2.4      FUNCTIONAL INFORMATION SYSTEM ........................................................................................................16
       2.4.1        Student Services System .............................................................................................................16
       2.4.2        School Services System ...............................................................................................................16
       2.4.3        Human Resource Management System (HRMS) ........................................................................16
       2.4.4        Payroll System ..............................................................................................................................16
       2.4.5        Finance & Accounts System.........................................................................................................16
       2.4.6        Stores & Purchase Management System ....................................................................................16
       2.4.7        Legal Cases Monitoring System ...................................................................................................16
       2.4.8        Data Porting System .....................................................................................................................17
       2.4.9        Examination Management System ...............................................................................................17

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3      EXISTING IT APPLICATIONS/ INFRASTRUCTURE ................................................................................17

     3.1      CURRENT IT STATUS ..............................................................................................................................17
       3.1.1 Following are the details of Hardware equipments at HBSE .............................................................17
       3.1.2 Details of the IT manpower resource at HBSE ..................................................................................17
     3.2      W EBSITE ...............................................................................................................................................17

4.         SCOPE OF WORK .................................................................................................................................18

       4.1.1        Detailed functional requirement specification (FRS): as discussed in Section 2.4 ......................18
       4.1.2        Interfaces among the modules .....................................................................................................19
       4.1.3        IT Architecture Design ..................................................................................................................19
       4.1.4       Deployment Architecture................................................................................................................19
       4.1.5        Infrastructure Requirements ..................................................................................................19
       4.1.6        Physical and Electronic Security ..................................................................................................19

       4.1.7            Technical Requirements ...............................................................................................26
       4.1.8             Training ................................................................................................................................30
       4.1.9            Operational Support & Maintenance .......................................................................30
       4.1.10           Key Requirements of the Solution: ..........................................................................32
       4.1.11           Model for the Proposed Solution ...............................................................................33
     4.2      IMPLEMENTATION APPROACH..................................................................................................................35
     4.3      TIME LINES ............................................................................................................................................35
     4.4      SERVICE LEVEL AGREEMENTS ................................................................................................................36
       4.4.1        Development and Deployment Service Level Agreements Criteria .............................................36
       4.4.2        Operational Service Level Agreement (SLA) criteria ...................................................................38
       4.4.3        Technology and Performance Criteria ..........................................................................................39
     4.5      W ARRANTY OF SUPPLIED GOODS/SERVICES ...........................................................................................40
     4.6      OTHER REQUIREMENTS ..........................................................................................................................41
       4.6.1        Deliverables ..................................................................................................................................41
       4.6.2        Specific Terms & Conditions regarding Application Software ......................................................41
       4.6.3        Project Management Guidelines ..................................................................................................42
       4.6.4        Payment Gateway ........................................................................................................................43

5      GENERAL INFORMATION, TERMS AND CONDITIONS .........................................................................44

     5.1      GENERAL...............................................................................................................................................44
       5.1.1        Definitions .....................................................................................................................................44
       5.1.2        Cost of Proposal ...........................................................................................................................44
       5.1.3        Clarification of RFP Documents ...................................................................................................44
       5.1.4        Amendment of RFP Documents ...................................................................................................45
       5.1.5        Eligible Bidders .............................................................................................................................45
       5.1.6        Key dates relating to the project ...................................................................................................46

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     5.2    PREPARATION OF PROPOSAL ..................................................................................................................47
       5.2.1      Language of Proposal ..................................................................................................................47
       5.2.2      Documents comprising the Proposal ............................................................................................47
       5.2.3      Financial Proposal ........................................................................................................................47
       5.2.4      Proposal Validity ...........................................................................................................................47
       5.2.5      Bid Security and Earnest Money Deposit – EMD .........................................................................48
       5.2.6      Pre-Bid Conference ......................................................................................................................48
       5.2.7      Limits on Promotion ......................................................................................................................49
     5.3    SUBMISSION OF PROPOSAL AND QUALIFICATIONS ....................................................................................50
       5.3.1      Format and Signing of bid ............................................................................................................50
       5.3.2      Use & Release of Tenderer Submissions ....................................................................................51
       5.3.3      Deadline for submission of proposals ..........................................................................................51
       5.3.4      Late proposals ..............................................................................................................................51
       5.3.5      Modification and withdrawal of bids ..............................................................................................51
       5.3.6      Conflict of Interest .........................................................................................................................52
       5.3.7      Overly Elaborate proposals ..........................................................................................................52
     5.4    PROPOSAL OPENING AND EVALUATION ...................................................................................................53
       5.4.1      Evaluation Committee ..................................................................................................................53
       5.4.2      Evaluation of Bid ...........................................................................................................................53
       5.4.3      Process to Be Confidential ...........................................................................................................54
       5.4.4      Correction of Errors ......................................................................................................................54
       5.4.5      Initial Examination of Proposals ...................................................................................................55
       5.4.6      Contacting HBSE/HARTRON .......................................................................................................55
       5.4.7      Pre-Qualification Bid Evaluation ...................................................................................................56
       5.4.8      Technical Evaluation ....................................................................................................................57
       5.4.9      Financial Evaluation .....................................................................................................................62
       5.4.10     Disqualification .............................................................................................................................63
     5.5    AWARD OF CONTRACT............................................................................................................................65
       5.5.1      Notification of Award .....................................................................................................................65
       5.5.2      Signing of Contract .......................................................................................................................65
       5.5.3      Failure to agree with the Terms & Conditions of the RFP/Contract .............................................65

6.         GENERAL INFORMATION, TERMS AND CONDITIONS (SUCCESSFUL BIDDER) ..........................66

     6.1    PERFORMANCE BANK GUARANTEE .........................................................................................................66
     6.2    LIQUIDATION DAMAGES ..........................................................................................................................67
     6.3    TERMINATION OF CONTRACT ..................................................................................................................67
       6.3.1      Termination for default ..................................................................................................................67
       6.3.2      Termination for insolvency............................................................................................................67
       6.3.3      Termination for Convenience .......................................................................................................68
       6.3.4      Force Majeure ..............................................................................................................................68
     6.4    CONFIDENTIALITY ...................................................................................................................................68
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  6.5        RESPONSIBILITY FOR SAFE CUSTODY AND INTEGRITY OF DATA ..................................................................68
  6.6        CONTRACT AMENDMENT .........................................................................................................................69
  6.7        RESOLUTION OF DISPUTES......................................................................................................................69
  6.8        NOTICES ................................................................................................................................................69
  6.9        PAYMENT TERMS ....................................................................................................................................69
       6.9.1        Application Development & Implementation.................................................................................70
       6.9.2        Payment for annual maintenance & operational support of the e-HBSE System ........................70
  6.10          INTERPRETATION OF CLAUSES .............................................................................................................71
  6.11          SOFTWARE OWNERSHIP, OBSOLESCENCE AND PATENT RIGHTS ...........................................................71
       6.11.1       Protection from Obsolescence .....................................................................................................71
       6.11.2       Non Exclusivity, License Fee, IPR ...............................................................................................71
       6.11.3       Software Ownership Rights ..........................................................................................................71
       6.11.4       Patent Rights ................................................................................................................................71
  6.12          PROTECTION AND LIMITATIONS............................................................................................................72
       6.12.1       Warranties ....................................................................................................................................72
       6.12.2       Limitation of Liability .....................................................................................................................73
  6.13          GLOSSARY .........................................................................................................................................74
  7.         ANNEXURES TO RFP ..............................................................................................................................75
  ANNEXURE-1: BID PROPOSAL PROFORMA .......................................................................................76
       Form – 1.1: General Information of the Principal Bidder ............................................................................76
  ANNEXURE-1: BID PROPOSAL PROFORMA ..............................................................................................77
       Form – 1.2: Particulars of Turnover ............................................................................................................77

  ANNEXURE-1: BID PROPOSAL PROFORMA ........................................................................78
       Form – 1.3: Details of Staff .........................................................................................................................78
  ANNEXURE-1: BID PROPOSAL PROFORMA ..............................................................................................79
       Form – 1.4: Experience and track record in the field of the software development: .....................79
  ANNEXURE- 3: TECHNICAL BID EVALUATION CRITERIA ........................................................................80

       Form – 3.1                 Indicative Criteria for Bid Evaluation (Technical) ....................................80
  ANNEXURE-4: COMMERCIAL BID PROFORMA ..........................................................................................81
       Form 4.1: Submission of commercial bid .............................................................................................81
  ANNEXURE-5: COVERING LETTER FORMAT OF BID (ON COMPANIES LETTER HEAD) ..............................................82
       Annexure – 5.1 Covering letter format for Technical Bid: ...........................................................................83
       Annexure – 5.2 Covering letter format for Commercial Bid ........................................................................85
  ANNEXURE – 6: FORM FOR PERFORMANCE BANK GUARANTEE (PBG) .................................................................87
  ANNEXURE – 7: ADDRESS FOR CORRESPONDENCE ............................................................................................91
  ANNEXURE – 8: NON DISCLOSURE AGREEMENT .................................................................................................92
  ANNEXURE – 9 BIDDER REQUEST FOR CLARIFICATION ........................................................................................94




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1 Overview

1.1 Invitation for Bids
This invitation to Tender for:


              Appointment of Software Developer for Development and Implementation of Various Software
              Modules described in this document for Board of School Education Haryana.           The Software
              Developer will also be required to provide necessary training to the employees of the organization
              for the developed software package, provide operational and maintenance support and suggest
              detailed infrastructure for the same.
              Essential Information
              Tenderers are advised to study the tender document carefully. Submission of tender shall be
              deemed to have been done after careful study and examination of the tender document with full
              understanding of its implications.
              Sealed offers prepared in accordance with the procedures enumerated in this RFP should be
              submitted to the office of Managing Director, Haryana State Electronic Development Corporation
              Ltd., SCO 111-113, Sector 17-B, Chandigarh not later than the date and time laid down, at the
              address given below: -
              Address for Bid submission and Correspondence
                  Managing Director
                  Haryana State Electronics Development Corp. Ltd.
                  SCO 111-113
                  Sector 17-B,
                  Chandigarh – 160 017
                  Email- hartron@hartron.org;
                  jagannath@hartron.org
                  saranjit@hartron.org
                  Phones: 2728214, 2706422
                  PBX 2722961-62




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1.2 Key events and dates
                  The schedule of activities for the purpose of RFP is outlined below -


       S. No.         Key Activities                                                  Date
          1.          Start Date for Issue Request for Proposal (RFP)                              11-01-2008
          2.          Last Date for Issue of Request for Proposal (RFP)                            31-01-2008
          3.          Last date for Submission of Written Queries by bidders                       24-01-2008
          4.          Pre-Bid Conference                                                  12:00 PM, 29-01-2008
          5.          Response to bidder Queries                                                   01-02-2008
          6.          Last Date for Submission of Proposals (RFP)                            2 PM, 14-02-2008
          7.          Opening of Pre-Qualification Bid                                       3 PM, 14-02-2008
          8.          Date of opening the Technical Bids                                         Declared later
          9.          Bidder Presentations                                                       Declared later
          10.         Date of opening the Commercial Bids                                        Declared later


              Note:


       1. The Client shall not be responsible for any postal delay about non-receipt/ non-delivery of the
              documents
       2. Only those Bidders are allowed to attend the Pre-Bid conference who have purchased the Tender
              document and will come with receipt issued by Hartron and the purpose of the Pre-Bid
              Conference will be to clarify issues and to answer queries on any matter that may be raised at
              that stage. The Tenderer is requested to submit only relevant queries in writing to reach the
              HARTRON not later than the date stated in the schedule in RFP, it may not be practicable at the
              Pre-Bid Conference to answer queries received late, but queries and responses will be
              transmitted in accordance with the following Sub-Clause.
       3. Any modification of the RFP document which may become necessary as a result of the Pre-Bid
              Conference shall be made by the HARTRON exclusively through the issue of an Addendum and
              not through the minutes of the Pre-Bid meeting.
       4. Non-attendance at the Discussion Meetings and Pre-Bid Conference will not be a cause for
              disqualification of Tenderers. From such tenderers no queries will be accepted and shall not be
              entertained at any later stage of process.
       5. If the above said schedule falls on any Gazetted Holiday then next working day will be treated as
              per schedule.




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2 PROJECT REQUIREMENTS

2.1       Preamble

      The Board of School Education Haryana, Bhiwani came into existence in 1969 as per Haryana Act No. 11
      of 1969 with its head-quarter at Chandigarh later shifted to Bhiwani in January 1981. The Board started
      with a staff of 100 officials allocated from Punjab University, Chandigarh and conducted the first
      examination of matriculation level (10th Class) in 1970.       The Board started conducting the Middle
      examination with effect from 1976 to improve educational standards at Middle level. The Board adopted
      10+2 pattern of education and conducted XII class examination under the new scheme with effect from
      1987. It started conducting 10+2 Vocational examination in 1990, keeping in view the need and relevance
      of vocationalization of education in the backdrop of the fast changing economic scenario. Further, in order
      to reach out to the unreached, the Board established Haryana Open School in 1994 and thereby started
      bringing into the fold of education those who could not get formal education or could not continue it due to
      varied reasons. Board affiliates schools in state of Haryana for maintaining quality and unifomity in
      education. Presently more than 9000 schools are affiliated with the Board. Board also publishes text books
      for class 6th to 12th .
          Now, endowed with the strength of more than 800 officials/officers and examining 10 lakh + (one million
      +) candidates in examinations conducted by the Board, elaborate arrangements are made by the Board for
      the conduct of these examinations in a fair manner devoid of copying and other malpractices. Besides
      performing the function of conducting examination, the Board is earnestly committed to its long-term goal of
      raising the standard of education in the State.
          Keeping in view the twin ideals of maintaining sanctity as well as reliability of examinations on the one
      hand and overall improvement in the quality of education on the other, the Board has recently initiated
      various innovations in the different facets of school education. The wide spectrum of these reforms though
      unfolded with curbing unfair practices in the examination and stringent punishment laid out for the same, it
      entailed a reality check done on almost very aspect of the functioning of the Board and strong doses of
      reforms being introduced whenever and wherever required.


          Substantial use of information technology has made this board a technology – savy organization and
      this has enormously benefited all the stakeholders, particularly the students. We are indeed exploring the
      other means and ways of getting innovative in our endeavour to improve the quality of education in the
      State of Haryana.

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       This Board has introduced the semester system of education from academic year 2006-2007. It is the
   first Board in India to do so. It is also the first Board to introduce relative grading, CCE (Continuous &
   Comprehensive Evaluation) in all board classes i.e. Middle, Secondary & Senior Secondary.


2.1.1 Core Functions
                              To conduct public examinations at Middle, Secondary & Senior Secondary
                               (Academic & vocational) levels twice a year.
                              To conduct examination of open learning system under Haryana open school at
                               Middle, Secondary & Senior Secondary levels twice a year.
                              To raise the slandered in the state by brining about qualitative improvement.
                              Also granting affiliation to school to ensure better infrastructural facilities and proper
                               academic atmosphere.



2.1.2 Organizational hierarchy at Head Office


                                             Chairman




         Vice Chairman                                                        Secretary




         Director (Academic)                                                           Deputy Secretary   Chief Accounts Officer   Controller of Exams




                                                                 Assistant Secretary




                                               Superintendents




                                Assistants




                Clerks




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2.1.3 Various Branches
              Sr. No.   Branch Name
              1.        Academic/ Education Wing
              2.        Enrolment Branch
              3.        Affiliation Branch
              4.        Examination Branches (Middle,Secondary &Senior Secondary)
              5.        Conduct Branch
              6.        Secrecy Branch
              7.        Computer Branch
              8.        Rechecking Branch
              9.        Unfair Means Section
              10.       Certificate Section
              11.       Accounts Branch
              12        General Branch
              13        Maintenance Branch
              14        Administration Branch
              15        Legal Cell
              16        PWIO Cell
              17        Publication and Printing




2.2 Branchwise processes
2.2.1   Academic/Education

This Branch undertakes all academic matters like designing the curriculum, development of text books,
framing academic as well as examination rules & regulations, getting matters of equivalence of various
examinations decided, organize seminars, workshops etc. for teachers and other personnel. In a nutshell,
this Branch is responsible not only for maintaining standards & quality in education but also for planning
action for educational improvement in the State. Various Committees like the Academic Affairs Committee,
Subject Committees, Equivalence Committee, Editorial Committee etc. where academicians are involved are
constituted and meetings of these committees are convened by this Branch. There is a rich library in the
Board containing more than 35,000 books on various topics.


2.2.2   Enrolment

The main function of the Enrolment Branch is to enroll all the regular candidates of Government/private
aided/non-aided schools affiliated with the Board. The Board issues enrolment numbers to candidates from
class 9th to 11th after getting enrolment return forms from the institutions. The students of class 8th are
issued enrolment numbers in the same class itself. The candidates from other states who have passed Middle
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to Eleventh classes and take admission in higher classes as regular students in the schools of Haryana State
affiliated with this Board, would have to fill enrolment returns for getting enrolment numbers. The Board issues
enrolment numbers after checking the eligibility conditions of candidates.


2.2.3   Affiliation

The Board of School Education Haryana grants affiliation to all those private institutions that are
permanently/temporary recognized by the Education Department Haryana. The Institutions which have been
granted permanent affiliation up to Senior Secondary and the other institutions which are running up to Middle
and Secondary Standard and have been granted permanent affiliation for classes Middle and Secondary
respectively, are not required to apply again for the same. However, those upgraded institutions that want
affiliation for Secondary or Senior Secondary would have to send affiliation forms with the prescribed fees to
the Board.


2.2.4   Examinations (Middle, Secondary & Senior Secondary)

These Branches are responsible for receiving and processing the Examination Forms of their respective
classes (Middle, Secondary or Sr.Sec.), issue of admit cards, declaration of results, dispatch of certificates
and marksheets.



2.2.5   Conduct

The Main function of the Conduct Branch is to make arrangements for conduct Examinations of candidates of
Government Schools, Aided Schools of Middle, Secondary and Senior Secondary (Academic &Vocational) .
Arrangements are also made for conduct of Examinations of Haryana Open School Every Year about 10 lakh
candidates take these Examinations.  Other function of the Branch includes preparation of printing order for
question papers according to the number of candidates, to make arrangements for sending & distribution of
question papers; and answer books at examination centres. About 1800 Examination centres are set up;
2500 centre Superintendents; and 22,000 Invigilators are deputed for the conduct of these Examinations. For
the effective inspection of the centres 450 flying squads are formed which include squads of district
administrative officer.


2.2.6   Secrecy

Main function of the Secrecy Branch is to make arrangements for evaluation of answer books of
Middle/Secondary and Senior Secondary Examinations after completion of supplementary/annual
examinations. Marking centres are established in the State of Haryana as per requirement and keeping in
view the number of candidates appearing in the various examinations. Each marking centre is headed by a
Controller. Head examiners/sub-examiners are got appointed as per requirement of the marking centres,
through computer by the Secrecy Branch, out of the staff statement received from the schools affiliated with
this Board. Helping staff such as checking Assistants, Clerk, Peon, Chowkidar etc. are appointed by the
Controller of the marking centres.

2.2.7   Rechecking/ Re-evaluation

The main function of the Re-checking Branch is to do the Re-checking of answer books after declaration of
result. Under the system of Re-checking, checking of sum total of marks given by the Examiners on all the
evaluated answers is done, besides detailed checking of answerbook is also done to ensure whether any
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evaluated answer is not left unmarked or whether any answer is left un-evaluated. Keeping in view the future
of candidates, Re-checking work is done seriously and cautiously.

The other function of Re-checking Branch is to sale marked answerbooks after floating tenders in various
national daily newspapers. Board has also introduced the re-evaluation of answersheets for Secondary and
Sr. secondary classes.

2.2.8   Unfair Means Section

In order to curb the menace of copying in the examinations, elaborate arrangements are made by this Board
but despite all these arrangements, some examinees are found involved in this malpractice. The unfairmeans
cases of such examinees who are detected using any sort of unfairmeans in the examination are dealt with by
the UMC Section. Cases which are detected at the examination centres by the invigilation staff and flying
squads which conducts surprise raids at the examination centres, are sent by the Centre Superintendents of
the examination centres to this Branch. Cases of Mass Scale Copying which are reported to the Board by the
raiding parties etc. including complaints are also dealt by this section. All such cases of unfairmeans are dealt
with as per the “Unfairmeans Regulations” laid down by the Board with the concurrence of the State
Government.


2.2.9   Certificate

This section is responsible for issuing/rectifying certificates. Main functions performed by this section are
mentioned below.
   To issue Duplicate certificate/result card in the cases where the candidates have lost original
    certificate/card.
   To issue Migration certificate in the case where candidates wish to migrate to other Boards/Universities
    for seeking education etc.
   Rectification of errors in the Board’s certificates such as candidate’s name, Father’s name, Mother’s
    name, Date of Birth.
   Change in the name/addition of surname after marriage in the case of female candidates.
   Change of Father’s and/or Mother’s name because of legal adoption.

2.2.10 Accounts

All financial matters of the Board are dealt by this branch. All types of fee are deposited with this branch.This
Branch makes all kinds of payments to supervisory staff, examiners and other related staff, salary payments,
etc. All kinds of refunds and income-tax deductions etc. are also made by this branch.

2.2.11 General

All kinds of purchases etc. are the function of this Branch.

2.2.12 Administration

All administrative matters & establishment of the Board comes under the jurisdiction of this Branch.

2.2.13 Legal

This Branch deals with legal matters and appointment of advocates for various court cases. It maintains the
history of cases and decisions made in those.




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2.2.14 Maintenance Branch

This Branch exercises control on construction work and maintenance of campus & houses. All vehicles,
water works, in-house constructions & security works etc. are also under its charge.


2.2.15 P.W.I.O. Cell

This branch handles the public relation and corporate communication work of the Board.

2.2.16 Publications & Printing

All kinds of printing work relating to the Board are managed by this Branch. Sale of books & various priced
documents is also the responsibility of this Branch. Board publishes textbooks for classes 6th to 12th. Board
has 20 Books Sale Depots at all districts headquarter of Haryana.

2.2.17 Computer Branch

This Branch has the responsibility of doing all the work where computers are needed, particularly preparation
of results etc. This Board has become the first to provide scanned photographs of the candidates on their Roll
Nos. / Hall Tickets, signature charts, check lists and certificates. This will totally eliminate impersonation as
well as other malpractices



2.3     Project Objectives and Expected Benefits
             The objectives of the automation process are to computerize the various activities
              being carried out in the Board with a view to improve the internal office efficiencies
              as well as management facilitation to better control the working of the Board.
              Besides, a better student interface by making various services of the Board online is
              also intended.
             The following objectives have been defined for the automation of various processes:
                 *       Process Optimization: Increasing overall effectiveness and efficiency by
                         removing various redundancies, bottle-necks and deterrents related to the
                         process under consideration by effective implementation of the various
                         Information and Communication Technology tools.
                 *       Student Facilitation: Facilitating the existing and prospective students for
                         availing various data and services through viable and optimized interfaces.
                 *       Cost Minimization: Reducing the operating and maintenance costs involved
                         with    various   examination      works    and    procedures      by   incorporating
                         efficiency-oriented mechanisms.
             Stakeholders for the projects: The various stakeholders of the project who would be
              effected by the automation exercise for preparation of e-HBSE System are the
              employees of HBSE, schools and students.




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             Various modules as explained in this document need to be developed to help the
              Board to perform its activities. These have been suggested for automation of critical
              activities of different divisions.
             The vendor should suggest the latest automation techniques in conducting exams
              and management of students data which should overall improve the efficiency and
              accuracy of data.
             This should also enable to visualize trends region wise, school wise etc.




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2.4        Functional Information System
The web-based application is suggested for HBSE. The application will provide seamless and efficient
interaction for HBSE users across operational and board boundaries. Through web-based application, the
students will efficiently access information about their enrollment. The scope of this system under RFP will
have the following integrated modules.


2.4.1   Student Services System

This system will cater to all the needs of a student whether enrolled directly with HBSE or through school. A
student should be able to interact with HBSE from a remote location using just an Internet browser. This
system will allow students to apply online, print admit card, pay fees online and file complaint, if any, also
apply for scholarship.



2.4.2   School Services System

This system will cater mainly to affiliated and non-affiliated schools. All the schools aspiring to get affiliated
can apply online by submitting all the relevant documents. All the schools that are affiliated can do regular
activities like applying for exams for its students and payment of fees etc.

2.4.3   Human Resource Management System (HRMS)

HRMS will help HBSE improve employee efficiency by managing their complete lifecycle from recruitment to
retirement. It will help the organization to maintain the entire personal and professional detail of employee. It
will help HBSE maintain and enhance the skill set of employees and hence implement job-rotation strategies.


2.4.4   Payroll System

The payroll system should be flexible to incorporate changes made by Government without much effort. The
payroll should be linked to the attendance system and workload on an employee to evaluate their
compensation based on overtime.


2.4.5   Finance & Accounts System

Finance & Accounts System should automate and streamline all financial business processes, for
organization-wide business intelligence that helps HBSE make more informed decisions, improve operations,
and reduce costs. Management of payment to vendors of HBSE.


2.4.6   Stores & Purchase Management System

This system should have the capability to manage the complete cycle from “Procure to Pay”. It should have a
strong tracking & reporting capability to track the textbooks, papers and other inventory of the organization.

2.4.7   Legal Cases Monitoring System

This system will contain history of all the legal cases fought and decisions made. It should have strong search
and archiving functionality.

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2.4.8   Data Porting System

This system will help in porting the data given to HBSE by vendors using OMR/OCR etc It will cross check
redundancy, also help in cleansing and then porting according to the .data format designed by the vendor for
use of HBSE to evaluate results and publish it. Any changes required in the format etc if any to be suggested
by the vendor. The system should be user friendly and will allow the employees of the computer cell of HBSE
to port the data in most efficient way and with accuracy.

2.4.9   Examination Management System

This system will help in managing and conducting the examination of Middle, Secondary and Senior
Secondary according to the latest Semester System adopting by the Haryana.            The modules will cover
Students \registration, Type of Examination, Eligibility of Students, Date Sheet Generation, Dispatching of Roll
Number, Fixing of Examination Centre, Paper Setting, Invigilator & Flying Squad Duties, Internal Assessment,
Result Processing, Marks Sheet Generation, Merit List Preparation, Uploading of results on portal


3       Existing IT Applications/ Infrastructure
3.1     Current IT Status

3.1.1 Following are the details of Hardware equipments at HBSE

               S.No               Hardware Equipment                Numbers
                 1            Pentium – IV                              95
                 2            Pentium – III                              -
                 3            Pentium – I                                -
                 4            PC- 486                                    -
                 5            PC- 386                                    -
                 6            LAN Server – 386                           2
                 7            LAN Nodes – 386                           95
                 8            Laptop – Pentium-IV                        3
                 9            Laptop – 486                               -
                10            Printer – DMP                              6
                11            Printer – LaserJet                        35
                12            Printer – Desk Jet710C                     5
                13            Scanner HP 3770                            -
3.1.2 Details of the IT manpower resource at HBSE

        S.No                  Designation                   Permanent            Contract
         1            System Analyst                            2
         2            Programmer                                1
         3            Sr. Computer Operator                     1
         4            Computer Operator                         2

3.2     Website
        The website www.hbse.nic.in is up and running.




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4.      Scope of Work
        Core Processes have been discussed during preparation of SRS and considering re-
engineering of the processes.

4.1.1   Detailed functional requirement specification (FRS): as discussed in Section 2.4

         K1       Submission of SRS
         K2       Report on Hardware and network capacity planning and sizing. (including bill
                  of material).
         K3       Signing of for K1 & K2
         K4       System Study and Design(SDD). (including Design of Security, Architecture,
                  Data Migration Strategy and uploading of data).
         K5       Development and Deployment of modules as per Section 2.4 of RFP
         K6       Data migration of last 5 years
         K7       User Acceptance Test (UAT)
         K8       Submission of regular project reports (Monthly)
         K9       Final User Acceptance Test (FUAT) of e-HBSE System sign off for “go live”
         K10      Handing over of source code for packages developed.
         K11      Handing over of all the documents and manuals for packages developed.
         K12      Comprehensive training of employees on packages developed.
         K13      Annual maintenance of software for three years

        If readymade software solution is available with the vendor then the intending vendors are required to
        specify the availability of the specified functionalities in their application. Please refer to each of the
        functional requirement specification specified in the FRS and state if your application meets the
        requirement.
        If a required functionality is available in the packaged solution and can be implemented with simple
        configurations, then it is stated “fully satisfies”.    If a requirement is partially available or if the
        requirement could be implemented using an alternative approach or through customization then it is
        stated “partially satisfies”. In case of partially satisfied requirements, the vendor has to include
        comments explaining the aspect of the functionality available.         If a required functionality is not
        available, then it is stated “Does not satisfy”. The term “fully satisfies” is represented in the FRS
        statement with “Full”, “partially satisfies” with “Part” and “Does not satisfy” with “NA”. Nor all the
        three conditions – Full, Part and NA – wherever required, comments are included to provide further
        insights on the statement.
        It is also desired from vendor a proposal regarding electronic clearance of cases, instead of paper
        based documents so that paperless office/Electronic Office concept may be implemented in the
        HBSE. This proposal must re-engineer the working of HBSE instead of just recording the transaction
        relating to the students.




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4.1.2   Interfaces among the modules

        Study is to be carried out depicting the interface requirement of various modules to be developed or
        customized for Haryana Board of School Education, Bhiwani. All the modules and requisite data is to
        be connected to HBSE portal (www.hbse.nic.in) as per the directions of the Board.

4.1.3   IT Architecture Design

        The indicative network, functional and deployment architecture for the purposed e-HBSE System
        which will have connectivity to all the modules described in FRS (Section 2.4). The finalization of
        actual network architecture to be used would be done by the selected vendor in consultation with
        HBSE and would be based on the overall design and implementation approach to be followed by the
        selected vendor. Due consideration is to be given while preparing report on hardware and network
        capacity planning and sizing. (including bill of material). As per suggestion in the report all the
        hardware will be purchased through Hartron.

4.1.4   Deployment Architecture

        The detail deployment architecture for client, web-server, application server and database server are
        to be provided by the selected vendor. The connectivity through SWAN (State Wide Area Network of
        Haryana State) is to be taken into consideration

4.1.5   Infrastructure Requirements

        The solution provider along with the software solution will recommend the required infrastructure
        services including, providing the necessary hardware for implementation, installation of the solution
        including software and hardware, providing the maintenance and support for the same including
        Disaster Recovery Plans. Following outlines scope of services to be provided by the vendor in this
        regard.
        The procurement of Hardware and related infrastructure will be taken care of by HBSE/Hartron and
        SLA’s will be planed with the selected vendor.
        The proposed HBSE architecture should be proven to be highly scaleable and capable of delivering
        high-performance as and when the transaction volumes increase. It is required that the applicable
        and deployment architecture should provide for Scale-Up and Scale out on the Application, Web
        Servers, Database Servers, Application Integration Servers, and all other solution components.


4.1.6   Physical and Electronic Security

4.1.6.1 Physical Security:

a.      Access to the data centre should be controlled by at least three tiers of physical security. Each tier
        should have solid walls and strong doors and electronic access control. Each tier should have
        progressively harder physical security controls.
b.      HBSE Infrastructure shall be secured in a caged environment and access shall be provided only to
        the authorized employees of the successful bidder and HBSE. In addition, the physical data storage
        media shall be secured in a closet for which access shall be provided to Information Security Officer
        identified by HBSE. The data backup, data archival activities shall be performed by the successful
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             bidder using the automated tools without having any direct access to the data media.               The IT
             infrastructure and Data Storage deployment shall be subject to an audit by third party nominated by
             HBSE.
    c.       The data centre should have electronic access control through bio-metric device preferably palm
             geometry or retinal scanning. All doors should have door sensors and alarms.
    d.       The data centre along with all building entrances and exits should be under ‘24x7’ video surveillance.
             The vendor should provide at least one CCTV dedicated camera covering the entire rack space
             hosting and e-HBSE System infrastructure. The vendor should be able to make the CCTV recording
             available for viewing/audit by HBSE authorities for at least a period of 30 days from the date of
             recording.
    e.       Within the data centre the Server Room, Network Equipment Room, Telecommunication Room,
             Console Room should be separate and the vendor should have implemented need-to-use basis
             access control policy.      Vendor shall provide details about the physical security measures
             implemented for the data centre. (Independent third party audit reports will by preferred.)

    4.1.6.2 Electronic Security:

         The main requirements for providing electronic security for the information being handled by the system is
         through the below stated Information security means, by internal and external access control.
    a.       Information security requirements:
            The information systems are valuable assets that must be protected. The e-HBSE System must
             maintain compliance with legal requirements for confidentiality and integrity while enabling public
             access to appropriate information. The e-HBSE System technological resources must be available to
             internal users, external service delivery channels and citizens regardless of location or platform.
             Therefore, the      e-HBSE System must implement information security services in such a manner
             that its information infrastructure is protected and accessible while, at the same time, its functionality
             is unimpeded and its business services are readily available. This document details the broad security
             requirements of e-HBSE System Solution.          The selected vendor need to provide a solution in
             compliance to the requirements stated in this document.
        Following details the Information Security requirements, which shall be implemented, followed by the
             selected vendor selected for e-HBSE System project:
             1.      Selected vendor shall develop an information security policy for e-HBSE System identifying
                     various security domains with e-HBSE System, required measures to ensure information
                     security and procedures to review and manage the information security.
             2.      Selected vendor shall perform assessment of the risks of external access to e-HBSE System
                     and controls appropriate to producing an acceptable level of residual risk should be put in
                     place.
             3.      The selected vendor need to perform a risk assessment of the services/transactions
                     processed using the Information Systems.
             4.      Access to the e-HBSE System Solution and the supporting IT Infrastructure should not be
                     provided without user authentication.

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           5.      For the critical and sensitive online transactions (e.g. submission of online fee and
                   applications for allotment of industrial estate), PKI based authentication shall be used.
           6.      The security solution shall support usage of Digital Certificates and Biometrics based
                   authentication for e-HBSE System employees for performing critical transactions in the
                   system (e.g. changing the marks of a student after re-evaluation/re-checking etc).
           7.      Access requests to the e-HBSE System Information systems for HBSE employees need to be
                   routed through the designated authority.      User ids shall be created and activated in the
                   system only upon receiving a formal approval from the relevant authority. A standard user id
                   creation/deletion form and procedure should be implemented to ensure that relevant
                   approvals and documentation is maintained for each user id created in the system.
      Strong password usage is a minimal requirement for authentication.
      The password (for employees) controls shall at a minimum include:
           1.      Passwords must be a minimum of eight (8) characters in length, and be comprised of letters,
                   numbers, and special characters to the extent possible.
           2.      Users with access to information classified as “SECRET” must have passwords that are a
                   minimum length of ten (10) characters and conform to password standards.
           3.      Users must be forced to change passwords every sixty (60) days. System Administrators
                   must enforce this through technical means by configuring password aging on systems.
           4.      User-ID access must be disabled upon sixty (60) days of inactivity. In addition, user account
                   lockout features need to be implemented to disable the user id after three unsuccessful login
                   attempts.
           5.      New users must by forced by the system to change their initial password to one that meets
                   password guidelines.
           6.      Systems must use password history techniques to maintain a password history of users.
           7.      These forces users not re-use passwords repeatedly when forced to change the password.
                   The password history file must be stored in an encrypted form. The history file must contain
                   the last six (6) previous passwords of users, and store them in encrypted form.
           8.      Passwords must not be visibly displayed on the screen when being entered.
           9.      All computers, databases or applications that store user-ID and password information must
                   be secured in the strictest manner. Access to the user-ID tables must be restricted to only
                   authorize persons.
           10.     All default passwords supplied by vendors must be changed following the installation of the
                   software.
           11.     Passwords related to the administrator user/super user id shall be only with the system
                   administrators and should not be distributed to the general users.
      e-HBSE System solution shall include, but not limited to, the following application related security
           controls:
           1.      Data input validation controls should be in place in application systems.
           2.      Data process validation controls should be in place in application systems.



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       3.      A message authentication system should be considered for sensitive applications requiring
               high data integrity during data transmission.
       4.      Data output validation controls should be in place in application systems.
       5.      Digital signatures should be considered for protecting the authenticity and integrity of
               electronic documents.
       6.      Access to program source libraries should be strictly controlled.
       7.      Formal change controls procedures should be implemented and enforced.
      Formal user registration and de-registration procedures for access to all e-HBSE System related
       services should be established.
      An assessment management framework shall be implemented and followed by selected vendor for
       maintaining the e-HBSE System assets (information, software, physical assets, services, etc) and
       must be accounted for and controlled in the proper manner.
      Sensitive information in all of its forms should be labeled and handled as to its sensitivity.
      Selected vendor shall define a roles and responsibilities matrix detailing the tasks to be performed by
       various security administrators dedicated for e-HBSE System, responsibilities of HBSE employees,
       guidelines for citizens and external service providers to make use of e-HBSE System.
      Selected vendor shall obtain an independent view of information security measures implemented for
       e-HBSE System to ensure the effectiveness of the security controls.
      A Non-Disclosure agreement shall be signed by the selected vendor and their designated employees
       for project with HBSE prior to commencement of the assignment.
      The personnel deployed for e-HBSE System solution implementation, administration and
       management should be appropriately trained in information security management.
      A reporting mechanism including structure and formats shall be implemented by the selected vendor
       and all potential and actual security weaknesses and threats should be reported.
      Documented and maintained information security operating procedures should be used and
       formalized.
      Operational change control procedures should be in place to control all changes to information
       security and processing infrastructure and facilities.
      Incident handling responsibilities and procedures should be defined to ensure that security incidents
       are dealt with appropriately in a timely manner.
      Separate, controlled environments should exist for development, staging, system integration and user
       acceptance testing, and production source and production executable code.
      Capacity requirements should be monitored to avoid failures due to inadequate capacity.
      Malicious software detection and prevention measures and appropriate user awareness procedures
       should be implemented.
      A data backup policy shall be defined and implemented for critical information and software.
      Operations staff responsible for any information processing should keep a log on all operational and
       production activities.
      A process should exist for ensuring business continuity. A business continuity strategy should be
       based on appropriate threat, risk, and impact analysis (risk assessment).
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      A business continuity strategy should be based on appropriate threat, risk, and impact analysis (risk
       assessment).
      Controls should be in place ensuring compliance with legal restrictions on the use of copyrighted,
       intellectual property, or trademarked materials.
    b. Internal Access control:
       Internal access controls setup for e-HBSE System solution shall protect information from access
       points internal to the HBSE.         This ensures the organization’s ability to perform its functions by
       allowing only authorized access to the information infrastructure. The internal access control shall
       address the following:
                 Access to the application software should be restricted to only authenticated and authorized
                  users
                 Direct access to the backend database should be restricted to only the authorized
                  administrators.
                 Access to the Servers Operating systems/data and other supporting infrastructure such as
                  routers, switches, firewalls in the e-HBSE System should be restricted only to the authorized
                  administrators.
    c. External Access control:
       External access controls implemented for e-HBSE System shall provide a means for controlling
       interactions between e-HBSE System information resources and outside people, systems, and
       services.     External access control should permit authorized remote access by employees of the
       HBSE, licensed surveyors, citizens, and external service providers to the HBSE. External access
       control must also ensure that confidential information transported outside the board is protected from
       unauthorized access.          Protecting the e-HBSE System from unauthorized external access at the
       minimum shall include:
                 Secured mode of user identification using user id/password or using digital certificates for
                  critical transactions.
                 Securing the e-HBSE System network and infrastructure using perimeter defenses such as
                  firewalls.
                 Implementing the access control lists in the Network components (Routers and Switches) and
                  in the firewall.
                 Secure communications from the e-HBSE System to external authorized agencies (e.g.
                  Virtual Private Network (VPN)).
                 Online detection and termination of unauthorized activities in the e-HBSE System network
                  using Intrusion Detection System (IDS).
                 Data in network transit to and from the e-HBSE System must be protected in compliance with
                  legal requirements for confidentiality and privacy. Secure Socket Layer (SSL) encryption for
                  the end user session shall be implemented while performing the critical transactions on the
                  e-HBSE System portal.
                 Application services must be protected from unwanted external access and must be located
                  on a DMZ or proxied from the DMZ.( demilitarized zone).

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                   All communication from servers on the DMZ to internal applications and services must be
                   controlled using a firewall.


4.1.6.3 PKI Requirements:

       For providing online and real-time transactions/approvals among the head office and branch offices
       (including internal transactions in the organization) requiring high degree of user authentication and
       security, Following outlines certain guidelines w.r.t. implementation of PKI Services:
                  e-HBSE System solution should support Digital Certificates issued by licensed CA’s in India
                   and should accept digital certificates based on the policy approved by HBSE organization.
                  The digital signatures used in e-HBSE System must be compliant to IT-Act 2000
                  Automatic validation of Digital Certificates used for Authentication and Digital Signatures is
                   required. The validation must include check for acceptance criteria (Issuer, Class, and Policy
                   Identifiers), validity period, and current CRL based revocation checking.
                  Digital signing and encryption of attachments (documents) compliant to PKCS standards is
                   required.
                  XML Digital Signatures compliant to W3C XML-Signature syntax and processing are required
                   for transactions.

4.1.6.4 Disaster Recovery

              It is proposed to create a disaster recovery centre for HBSE. Accordingly, it is desired to propose
              a proper solution for which outlines of the specifications/standards required for the Data Center
              facilities for the e-HBSE system application would be as follows:
              Power availability:
              a. The power source for the e-HBSE System application infrastructure should be provided from
                   dual redundant Uninterrupted Power Supplies with full load battery backup of minimum 2
                   hours.      The power cabling from the two UPS to the racks hosting e-HBSE System
                   infrastructure should also be redundant and follow different paths. The UPS should be backed
                   by DG set capable of supplying power nonstop. In addition, the data centre hosting the e-
                   HBSE System infrastructure should have 2 different power sources with provision for
                   automatic transfer of load for continuous power supply to the data centre.
              b. The data center should have centralized monitoring to check the quality and availability of the
                   power supply.
              c.   Provide details about the power supply to the data centre – feeders with capacity, UPS with
                   KVA rating & full load backup duration, backup generators with KVA rating, fuel storage
                   (Liters and hours), and power distribution within the data centre.
              d. Also, provide details about the power consumption norms (power available per sqft).
              Air Conditioning:
                       a.        The data centre should have air supply through false flooring/ceiling from
                                 redundant precision air conditioning units capable of maintaining the data centre
                                 temperature at 18-22 degree centigrade (+ 1 degree).

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                      b.      The data centre must have floor throw AC available for the racks hosting e-HBSE
                              System infrastructure.
                      c.      The dust in the data centre should be less than 5 microns. Provide details about
                              the air conditioning system deployed in the data centre. (Independent third party
                              audited figures are preferred).
              Fire Safety:
                      d.      The entire building in which the data centre is hosted should have automatic fire
                              detection and suppression systems installed.
                      e.      The data centre should have ozone friendly gas based automatic fire suppression
                              system.   The other parts of the building should have dry pipe or gas based
                              automatic fire suppression systems. Bidder shall provide details about the fire
                              detection and suppression systems deployed at the data centre. Vendor shall
                              provide fire safety compliance report obtained from the local fire-brigade or
                              equivalent government agency.
              Site Safety: The building in which the data centre is located must be adequately protected
              against natural disasters like earthquakes, floods, hurricanes. Vendor shall provide information
              about the site safety of the proposed data centre.




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4.1.7 Technical Requirements

4.1.7.1 Portal Requirements

       The functional requirements for the portal functional requirements are as given below:
       A-Broad Functional Requirement of HBSE Portal
              #                                 A-Functional Requirement
          1.0         G2S (Government to Student)
          1.1     Online application submission/download by paying application fees online
          1.2     Status of application form
          1.3     Admit Card download
                  Online submission of applications and fees for rechecking/ revaluation online
                  application for date of birth, duplicate, Migration Certificate etc. (Online procedure
          1.4     must generate a ticket number of every application. Applicant can deposit fee
                  against that ticket number and after updation of education board record, application
                  must be able to upload scanned supported document and photo etc.)
                  Results (Both on site as well as students can register their mobile no. for automatic
          1.5
                  receiving of results)
          1.6     Provisional certificates
          1.7     Application for scholarship and awards
          1.8     Availability of Information as per RTI Act
          1.9     Portal will allow students to make the payment online
                  Portal will also allow students to make payment in cash through CSC (Common
         1.10
                  Service Center) i.e. Ekal Sewa Kendra of Haryana.
          2.0            G2I (Government to Institutes)
                  Portal will allow the schools (Institutions) to apply for affiliation online by paying the
          2.1
                  fees
          2.2     Generate and publish information about affiliated institutions
          2.3     Download of results by individual institutes
          2.4     The schools can apply for enrolment for their students online
          2.5     Online submission of internal easement marks and CCE
          2.0         G2G (Government to Government)
          2.1     Interface with banks for payment of various fees
          2.2     Interface with CSC (Common Service Center) i.e. Ekal Sewa Kendra of Haryana.
          2.3     Interface with AG
          2.4     Interface with Regional Provident Fund Commissioner
          2.5     Interface with Secondary Education, Haryana
          2.6     Interface with Elementary Education, Haryana


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          2.7       Interface with Education Ministry, Haryana
          3.0           G2E (Government to Employees)
          3.1       Employee salary
          3.2       Employee Provident Fund

          3.3       Employee Loan
          3.4       Employee Increment
          3.5       Employee Seniority List
          3.6       Employee Leave Record
          3.7       Employee Retirement Profile and Benefits
          3.8       Employee TA, DA & Medical Bills
          3.9       Employee Form 16




       B-Broad General Requirements of HBSE Portal

              #                                    B-General Requirements
              1.0         General
              1.1         The portal must be protected from hacker attacks
                          The portal are required to provide a level of security for access by only
              1.2
                          persons that have access passwords.

              1.3         The intranet portal must be available through Sunday to Saturday

              1.4         The site must provide storage redundancy in case of a failure

              1.5         A membership term is the duration of a person’s active profile.

              2.0         Users
              2.1         Each person that is part of the HBSE and associated organizations is a user
                          Each user consists of a name, user ID, email address, other information
              2.2
                          mentions in the FRS/RFP
              3.0         Profiles
              3.1         Each person that is a member of the portal will have a profile. The profile is
                          created when a member joins and is dated.
              3.2         A profile is persistent for the duration of the membership term.

              3.3         The profile has a duration defined by the length of the membership term.
              3.4         The profile has a duration defined by the length of the membership term.
              3.5         The User profile would contain editable set of roles
              3.6         A profile has a default role of “member” that is not editable.
              3.7         A profile contains personal information about a member such as their name,
                          email address, location, other information mentioned in the FRS/RFP etc.
              3.8         Each role in a profile is set with an experience level and availability.


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              3.9      Experience level is a set of levels that define a persons experience performing
                       the role.
          3.10         The availability of a role is a person’s availability to assume that particular.
          3.11         A profile contains an editable set of projects.
          3.12         The set of profile is unique such that not two profile can be identical.
          3.13         A profile contains access right information about the member that is used to
                       provide security access to various protected part of the portal.
          3.14         A profile will be editable for each member through a web page interface.
              4       Roles
              4.1      A role is a relationship that a person has to a project or portal.
              4.2      A role has a single reference to profile and HBSE Division/Unit/ Associated
                       Subordinate Organization.
              4.3      A role has a type that identifies the activity of the role.
              4.4      Typical roles are member, administrator, developer, tester, team leader and
                       user etc.
              4.5      A role contains access right information about the member that is used to
                       provide security access to various protected parts of the portal.
              4.6      A person’s role will be editable for each member through a web page interface.
              4.7      A role has a set of project notifications that specify the projects the role is
                       interested in receiving notification from specific projects.
              5.        Login
              5.1      The portal must provide a means for members to login.
              5.2      All members must login to the intranet portal to access the specific content.
              5.3      The login must comprise of two fields – User-id and password.
              5.4      The password field must be hidden using a HTML password field type.
              5.5      Once a user is logged in their username will be displayed in the page header.
              6.       General Forums
              6.1      The Website (Internal Portal) will provide a general forum accessible to
                       external users and stakeholders.
              6.2      The Intranet portal will provide a general forum accessible to internal users
                       only.
              6.3      The default forums will be: news, announcements, suggestions, application
                       ideas etc.
              7.       Searching
              7.1      There will be a general searching function for the entire portal.
              7.2      Searching should be used to collect links for pages that are part of the site, yet
                       restricted to the access of the member searching.
              7.3      A search field should be provided as part of the general header of the portal.
              8.    Administration of Portal
              8.1      The portal shall contain a set of pages for performing administrative tasks.
              8.2      The administration pages shall be accessible only to the portal administrator
                       role.
              8.3      An administrator can edit members of the portal.
              8.4      Ability to edit projects by Administrator Access (applications existing in the
                       intranet portal).
              8.5      An administrator can edit news.
              8.6      An administrator can edit roles.

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              8.7          An administrator can edit all non-functional requirements of the portal.
              9.       Email Notifications
              9.1          The portal shall provide email notification to its members.
              9.2          The ability to block email notification will be available to each member based
                           on email type.
              9.3          There will be email notification types of: portal announcements, portal
                           newsletter, project requests, meter values, project updates, project news, and
                           forum replies.
              9.4          Portal announcements are general announcements provided to all members
                           via the portal administrator.
              9.5          Portal newsletter is an email notification that the latest portal newsletter is
                           available.
              9.6          Project requests are email notifications created by project team leads
                           requesting assistance for a specific role, experience level, and availability.
              9.7          Project news is an email notification for new news that has been added to a
                           project.
              9.8          Forum replies are email notifications to reply to messages posted to a forum.
              9.9          Forum replies shall only available at the time a post is being made.

Above said portal is required to provide payment gateway for various payment to be made by the students to
HBSE.

4.1.7.2             Database System Requirements
     Creation of HBSE database is important element for implementation of the e-HBSE System to capture
     the various dimensions of the data. The database should provide complete portal requirements .The
     vendor has to create the database with the following lists of the activities:
1.   Data Digitization of Students– It is recommended to migrate the data for a maximum period of five
     years and should enable the board to port the rest of date if required.
2.   Data Digitization of Employees- Employees Service Records are also to be digitized and integrated
     with the Personnel Information System.
3.   Data Migration – The data of last five years residing in manual/automated format has to be first
     migrated into the HBSE database before it is functional for the users. Necessary testing and
     reconciliation will be done by the Vendor.
4.   Establishing a mechanism for database backup - Vendor will make provision for database backup at
     regular intervals and also train the person responsible for the same. It is recommended to have the data
     backups on daily basis for finance, examination and other data (non-critical) like employees information
     etc. can be taken on weekly basis.


4.1.7.3             Documentation
       The Vendor is responsible for creating the necessary documentation for the software solution.
       Indicative List of the Documentation is shown below:
                   High Level Design Document for the HBSE Solution
                   Software Requirement Specifications
                   System Maintenance Manual


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                   User Manual including technical manuals that provide the procedures for system
                    configuration, parameter configuration, system fine turning, security configuration any other
                    configuration and system installation and management information
                   Documentation must be comprehensively indexed and updated for each Revision and
                    Version. Separate training manual to be provided.
                   The System must provide context sensitive on-screen help facilities at operation and field
                    level.


4.1.8 Training
       For each software component installed, the vendor is require to train the designated HBSE’s technical
       and end-user staff to enable them to effectively operate the total system. The vendor shall carry out a
       detailed training needs assessment for various levels of users such as end users. A detailed training
       schedule, areas covered, time and the training literature (course-ware, faculty-ware to be supplied to
       HBSE) shall be provided by the Vendor. The training will be provided at Haryana Board of School
       Education, Bhiwani, Haryana. The training has to be provided to E-Mission Team as well as end
       users.


       The vendor shall provide comprehensive training phase wise as under:


                  Description           Number     Number of       Number of       Modules to be
                                        of days     persons        hours / Day         Covered
                                                                                    All Modules of
                  Train the Trainer       15            10              8
                                                                                   e-HBSE system
                  Apex Management                                                   All Modules of
                                          15            50              8
                  Training                                                         e-HBSE system
                  Database                                                          All Modules of
                                          15            2               8
                  Administrator                                                    e-HBSE system
                                                                                    All Modules of
                  End Users               15           100              8
                                                                                   e-HBSE system
                  Data Entry
                                                                                       Data entry
                  Operators/               3            25              8
                                                                                        screens
                  Computer Operator

       The vendor shall also be responsible for re-training the HBSE’s users whenever changes are made in
       the software. The complete plan of training is to be submitted by the Vendor.


4.1.9 Operational Support & Maintenance

      The vendor shall maintain and support the e-HBSE system applications developed (e-HBSE System),
       meeting all functional, regulatory and legal requirements. Maintenance includes modification and
       performance testing, as well as production monitoring, troubleshooting software problems and
       implementing system change requests. The Vendor shall keep the e-HBSE system application in
       good working order; perform changes and upgrades to applications as requested by the HBSE.


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         The vendor shall perform all activities required to develop and implement upgrades to the e-HBSE
          system as defined in this RFP. In particular, the Vendor shall define system requirements, deploy and
          integrate changes, code and test the developed systems and refresh software technology.
         The following is the broad scope for Operational Support & Maintenance functions with regard to the
          application software.


     #       REQUIREM                                              SCOPE
             ENT
     1.      Maintain                 Maintain the e-HBSE system developed. Implement maintenance to
             e-HBSE                   resolve problems or provide added functionality to meet changing
             System                   business requirements. Ensure branch specific changes in software is
                                      maintained and properly documented. In effect it includes modification,
                                      upgradation, customization and enhancement of e-HBSE system from
                                      time to time on a need basis due to dynamic changes in requirement,
                                      change in law, regulations, notifications, etc.
     2.      Perform                 Provide and co-ordinate identification and resolution of application
             Problem                  problems (eg. System malfunctions, performance problems and data
             identification           corruption etc.)
             and Resolution
     3.      Provide                 All planned changes to application systems shall be co-ordinated within
             Change Control           established change control processes to ensure that
                                     Appropriate communication has taken place
                                     Proper approval’s have been received
                                     Schedules have been adjusted to minimize impact.
     4.      Maintain                Maintain version control and configuration information for e-HBSE
             configuration            system application software
             information
     5.      Maintain                Maintain and update documentation of the e-HBSE system. Ensure
             system                   that:
             documentation                       Source code is documented
                                                 Functional specifications are documented
                                      Application documentation is updated to reflect on-going maintenance
                                      and enhancements
                                      Maintain all artifacts/ project documentation in such a state as to
                                      correctly reflect the state of solution / technology / implementation at
                                      any point of time during the tenure of the contract.
     6.      Help in                  Study the nature of interface, technical feasibility and recommend time,
             interface                effort and cost estimates for interfacing e-HBSE system with other
             requirement              applications.
             with other
             departments
     7.      Operational             Provide operational support for overall system stabilization, systems
             Support                  administration and data base administration at the office of the HBSE.
                                     Address all the operational issues through Computer Cell at all other
                                      locations. In case the end user problems are not resolved as per SLA,
                                      the vendor shall depute its personnel to the location and provide the
                                      necessary help.




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         The vendor shall provide suitable qualified manpower at all times during the deployment,
   implementation and operational support period to perform the above or any related work as needed by the
   HBSE. The minimum requirement of manpower is as per detail below should be available at HBSE
   Bhiwani.
         #        Description                           No of Years of Experience                  Nos
     1            Project Manager                                     7                             1
     2            Programmer                                          3                             2


         The vendor shall also maintain a Central Computer Cell and contact centre for any problem
   resolution. Minimum three persons shall be deployed during the period of contract for day-to-day
   problems solution and handholding.
         The Vendor will also create Contact Centre in their nearest office with minimum two responsible IT
   professionals, which shall be available on phone, fax and e-mail during the office hours. It should address
   all the issues pertaining operation support and maintenance, which may arise at all other centers. In case
   end users problems are not resolved with in a reasonable time, the vendor shall depute its personnel to
   the location and provide the necessary help.


4.1.10       Key Requirements of the Solution:
   The solution should have the capability to:
                   Function on internet/ intranet
                   Integrate applications across various locations, platforms and databases.
                   The modules of e-HBSE System shall be interlinked and interdependent and work seamlessly
                   Maintain standard data definitions (Metadata) for data elements as defined by HBSE.
                   Maintain an audit trail of all the transactions
                   Monitor the flow of information with ease; provide load balancing in case of heavy volume of
                    requests.
                   The security services used to protect the information infrastructure shall include:
                    Identification, Authentication, Access Control, Administration and Audit
                   The architecture of the solution should be based on open, inter-operable standards and shall
                    not be based on any proprietary systems or packages. The architecture should be proven to
                    be highly scaleable and capable of delivering high-performance in varied conditions.
                   The architectural and design features shall enable adoption of multiple delivery channels, i.e.
                    at the board, on the Internet, Intranet, kiosks etc.
                   Ensure integration of the e-HBSE System both horizontally and vertically in a manner that
                    reflects the efficiency and economy of the entire architecture.

         The solution shall aim at
                           Compatibility with the existing application software of the board (if existing software
                            are not phased out).
                           Should be scaleable and secure.
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                          Should be cost-effective
                          Defining, standardizing and migration the existing processes resulting in streamlined
                           and efficient processes.
        It shall also include
                 A detailed technical documentation and literature concerning the proposed solution. In
                  particular, the Bidders should identify areas in which their solution conforms to open
                  standards and areas that are proprietary in nature. Justification about proprietary components
                  in terms of functionality and performance should be given.
                 A statement about appropriateness of the solution plan for operating conditions in HBSE,
                  including physical infrastructure and human resources.
                 It should detail the functional scope of the present solution with the targeted processes and
                  the solution plan to manage the delivery of the scope.
                 The solution should address the operation of the system in two languages namely Hindi
                  (wherever applicable) and English.
                 The facilities for training the staff and the strategy the bidder intends to adopt for maintaining
                  the application developed for three years after the completion of one year warranty of
                  software application.
                 A detailed data migration strategy and plan to be adopted by vendor for migrating data from
                  manual and legacy system to the new system. The data migration strategy shall address the
                  issues of migration of the data in English and Hindi (wherever applicable) to the databases.
                  The data migration of last five years is to be carried out by the selected vendor.
                 A detailed rollout plan for the implementation of the solution at field office locations of HBSE
                  in the state.


4.1.11            Model for the Proposed Solution

   The bidders are expected to propose the outline of their solution in respect of each of the following areas,
   with illustrations to explain the features of:
   a) Overview of the proposed solution
   b) Functional definition of the proposed solution
   c) Overall architecture
   d) Technical architecture
   e) Bill of material of all the components (e.g.: software, hardware etc.)
   f)   Security architecture
   g) Network architecture
   h) Scalability
   i)   Availability (load balancing)
   j)   Operational environment
   k) User friendliness
   l)   Implementation methodology, project plan and implementation schedule
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   m) Data Migration from manual or existing electronic format to new software of last five years
   n) Project team structure, size and capability
   o) Training plan
   p) On-site Post Implementation Support
   q) Quality assurance/process
   r)   Risk Assessment methodology
   s) Manpower Deployment at all stages




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4.2      Implementation Approach
         The implementation of the e-HBSE System is proposed to be completed within 10 months. It is
   desired from the tenderer to submit a complete plan to develop, implement and then provide operational
   support for next 3 years after sign off.

4.3      Time Lines
         Following is the chart, which shows the time lines for implementation of all the key events of e-HBSE
System

                                 Month__>        1     2    3    4     5    6    7    8   9    10
                 Key Events
                     K1          1½ months
                      K2         ½ month
                      K4         1 month
                      K5         4 months
                      K6         3 months
                      K7         1 month
                      K9         1 month
                K10, K11, K12    1 month




Total time duration for completing the project is 10 months, this is a tentative time, the tenderer has to
submit his own plan. Approval of various documents and reports are not included in the plan.




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     4.4 Service Level Agreements
     4.4.1    Development and Deployment Service Level Agreements Criteria

              The development and deployment SLAs are calculated at the end of each Key event as per the
              metrics specified below. If the vendor perform as per the baseline metric, then 100% of the quarterly
              payment is to be made to the vendor as per terms of payment. However, if the vendor falters in one
              or more of the SLA resulting in lower performance or breach then deduction in the payment to the
              vendor is calculated as follows: -


             DEVELOPMENT & DEPLOYMENT SERVICE LEVEL AGREEMENT CRITERIA
#       Service             Baseline       Lower          Breach                                     Remarks
        Metrics                            Performance
        Parameters          Metric Payment Metric Payment Metric Deduction
K1      Submission of       1-½      80%           1-½ -2   72%      >2        10%****              20% will be paid
        SRS                 month                  Month             Months    per month after      at the end of
                                                                               the base line will   Project.
                                                                               be deducted &
                                                                               80% of the same
                                                                               will be paid.
K2      Report on       ½      80%                 ½ -1     72%      >1        10%****              20% will be paid
        Hardware and    month                      month             Month     per month after      at the end of
        network                                                                the base line will   Project.
        capacity                                                               be deducted &
                                                                               80% of the same
        planning and
                                                                               will be paid
        sizing.
        (including bill
        of material)
K4      System Study 1         80%                 1-2      72%      >2        10%****              20% will be paid
        and             month                      Months            Months    per month after      at the end of
        Design(SDD).                                                           the base line will   Project.
        (including                                                             be deducted &
                                                                               80% of the same
        Design of
                                                                               will be paid.
        Security,
        Architecture,
        Data
        Migration
        Strategy and
        uploading of
        data).
K5      Development 4          80%                 4-5      72%      >5        10%****              20% will be paid
        and             months                     Months            Months    per month after      at the end of
        Deployment of                                                          the base line will   Project.
        modules as per                                                         be deducted &
                                                                               80% of the same
        Section 2.4 of
                                                                               will be paid
        RFP
K6      Data migration 3             80%           3-4      72%      >4        10%****              20% will be paid
        of last 5 years month                      months            Months    per month after      at the end of
                                                                               the base line will   Project
                                                                               be deducted &

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                                                                                80% of the same
                                                                                will be paid

K7       User             1         80%       1-2         72%        >2         10%****              20% will be paid
         Acceptance       month               Months                 Months     per month after      at the end of
         Test (UAT)                                                             the base line will   Project.
                                                                                be deducted &
                                                                                80% of the same
                                                                                will be paid.
K9       Final User       1         80%       1-2         72%        >2         10%****              20% will be paid
         Acceptance       month               Month                  Months     per month after      at the end of
         Test (FUAT)                                                            the base line will   Project
         of E-HBSE                                                              be deducted &
                                                                                80% of the same
         SYSTEM sign
                                                                                will be paid
         off for “go
         live”
K12      Comprehen-       > 70%     80%       60-70%      72%        <60%       Below 60%            20% will be paid
         sive training    satisf              satisfac               satisfac   satisfaction         at the end of
         of employees     action              tion                   tion                            Project
         on packages
         developed.

 * The deployment SLA’s come into force, when the project is in the ‘go live’ phase.
 ** Vendor is required to deploy the modules as sought by the Secretary, HBSE. The roll-out plan will be finalized in
 consultation with the vendor.
 *** The baseline metrics provided for the deployment SLAs are exclusive of the time taken by the organization to
 approve the Systems Requirements Specification (SRS). However if the SRS document is returned back to the
 vendor for correction, the maximum period allowed for re-submission for corrected SRS will be 15 days from the
 official date of return to the vendor. Further, no extension will be given for correction and the SLA will come into
 force for not providing the services in time. A committee as approved by the Secretary, HBSE – with a HBSE
 representative, a vendor representative and HARTRON will be formed to evaluate the cause for delay in deploying
 the sought modules. If the committee attributes the delay to the poor performance of the vendor, then the
 deployment SLA’s will be applied as it is appropriate.
 **** The percentage is that of the amount initially decided to be paid on completion of respective Key events of final
 financial bid.




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4.4.2    Operational Service Level Agreement (SLA) criteria


         SLA are designed to monitor the performance of the Vendor in delivering the service sought by the
         HBSE. If the vendor perform as per the baseline metric, then 100% of the quarterly payment is to be
         made to the vendor as per terms of payment. However, if the vendor falters in one or more of the
         SLA resulting in lower performance or breach then deduction in the payment to the vendor is
         calculated as follows: -


                                 SERVICE LEVEL AGREEMENT
#     Service               Baseline               Lower Performance                    Breach
      Metrics
    Parameters
                      Metric       Payment        Metric        Payment        Metric         Payment
1 Availability      99%            100% of     99-95%         10%           95-90%       20% deduction of
  of agreed                        the                        deduction of               the quarterly
  services                         quarterly                  the quarterly              payment
  over the                         payment                    payment       90-85%       25%
  Internet                                                                               deduction of the
  (#)                                                                                    quarterly payment
                                                                            Less    than 50%
                                                                            85%          deduction of the
                                                                                         quarterly payment
2 Average           <7sec          100% of     8-15 Sec       10% deduction 15-30 Sec. 20% deduction of
  e-HBSE                           the                        of        the              the quarterly
  System                           quarterly                  quarterly                  payment
  Portal Page                      payment                    payment       30-40 Sec. 25%
  loading                                                                                deduction of the
  (##)                                                                                   quarterly payment
                                                                            More than 50%
                                                                            50 Sec.      deduction of the
                                                                                         quarterly payment
3 Resolution        <8 working     100% of     8-24 working   10% deduction 24-48        20% deduction of
  of *Critical      hours          the         hours          of        the working      the quarterly
  faults in the                    quarterly                  quarterly     hours        payment
  e-HBSE                           payment                    payment       48-72        25% deduction of
  System                                                                    working      the quarterly
                                                                            hours        payment
                                                                            More than    50% deduction of
                                                                            72 working the quarterly
                                                                            hours        payment
4 Resolution        <48 Hours      100% of     48-72 hours    10% deduction 3-5 working 20% deduction of
  of       **non                   the                        of the        days         the quarterly
  critical                         quarterly                  quarterly                  payment
  faults       in                  payment                    payment       5-7 working 25% deduction of
  e-HBSE                                                                    days         the quarterly
  System                                                                                 payment
                                                                            More than 7 50% deduction of
                                                                            working      the quarterly
                                                                            days         payment




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                            SERVICE LEVEL AGREEMENT (Contd.)
 #      Service               Baseline                 Lower Performance                            Breach
        Metrics
      Parameters
                         Metric       Payment         Metric          Payment          Metric            Payment
 5 Data              Accuracy         100% of     Accuracy         10%               95-90%         20% deduction of
   Migration         >99%             the         between          deduction of      accuracy       the payment
   (###)                              payment     99-95%           the payment       90-85%         25% deduction of
                                                                                     accuracy       the payment
                                                                                     Less than      50% deduction of
                                                                                     85%            the payment
                                                                                     accuracy
 6 Training          >70%             100% of     60-70%           10%               Below 60%      50% deduction of
   (####)            Satisfaction     the         Satisfaction     deduction of      satisfaction   the payment &
                                      payment                      the payment                      re-train

    Basis of measurement:
    #----- Down time to be logged by the users with the Computer Cell on telephone or E-mail & Register is to be
    maintained for the same duly signed by the Branch Heads.
    ##----- Measured over a leased circuit or equivalent at 64kbps bandwidth, to facilitate quick page loading over
    low bandwidth connections
    ###---- Random check of student/institution will be made after data migration from manual to electronic.
    ####-- Satisfaction levels measured through a feedback form from trainee.

    * Critical faults:
    Critical faults are those which result in:
                  i)       unavailability of service resulting in a direct business impact (excluding planned outages),
                           due to which business critical activities fail
                  ii)      unavailability of an important application or network functions, which directly or indirectly
                           affect multiple users.
    ** Non-critical faults:
    Non Critical faults are those, which result in limited business impact. The fault prevents HBSE employees and
    end-users from effectively performing business activities, although important key business will not be
    adversely affected.


    4.4.3   Technology and Performance Criteria


Technology & Performance Criteria:
The application deployment will be termed as successful only when the vendor exhibits its capability to handle the
three criteria as per the stated metrics.
S. No.      Service      Metrics     Metric                  Basis of                 Remarks
            Parameters                                       measurement
1           Capacity of the          Equivalent of           Simulating the stated    A transaction in the e-HBSE
            Application and          capacity to handle      loads and testing the    System context is defined by the
            Database Server          10,000 transactions     system performance       following activities:
                                     per hour                using load-testing       i) Online payment
2           Concurrent               1000                    tools                    ii) Online application submission
            connects to                                                               iii) Workflow transactions
            Application Server
3           Concurrent number        3000
            of users connected
            to the system



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4.5 Warranty of Supplied Goods/Services

    The successful Bidder warrants a Comprehensive Warranty Period for the duration of twelve months,
     commencing from the date when the system goes “live” i.e. (‘go-live’ + 12 months). The warranty
     should include that the System supplied under this Contract shall not have effect arising from design or
     workmanship or from any act or omission of the successful Bidder, which may develop under normal
     use of the supplied Systems. The selected bidder/ vendor shall specify normal operating environmental
     condition in the Contract.
    HBSE shall promptly notify successful bidder in writing of any claims arising under this warranty. Upon
     receipt of such notice, the selected bidder shall, within the warranty period and with all reasonable
     speed, modify or replace with new version of the application software, without costs to HBSE and within
     time specified and acceptable to HBSE.
    If the successful Bidder, having been notified, fails to remedy the defect(s) within the period specified in
     the contract, HBSE may proceed to take such reasonable remedial action as may be necessary, at the
     successful bidder’s risk and expense and without prejudice to any other rights, which HBSE may have
     against the successful bidder under the Contract.
    During the Comprehensive Warranty period, the successful Bidder will provide all product(s) and
     documentation updates, patches/ fixes, version upgrades and new software version releases within time
     period specified in SLA and should carry out installation and operation of the same at no additional cost
     to HBSE.
    The successful bidder hereby represent and warrants that the Software as delivered does not and will
     not infringe any Intellectual Property Rights held by any third party and that it has all necessary rights,
     or at its sole expense shall have secured in writing all transfers of rights and other consents necessary
     to make the assignments, licenses and other transfers of Intellectual Property Rights and the warranties
     set forth in the Contract, and for HBSE to own or exercise all Intellectual Property Rights as provided in
     the Contact. Without limitation, the successful bidder shall secure all necessary written agreements,
     consents and transfers of rights from its employees and other persons or entities whose services are
     used for development of the Software.
    The successful bidder will maintain the e-HBSE system during the AMC period as per norms defined in
     Operational Support and Maintenance section 4.1.9.

The successful bidder hereby warrants to HBSE that:
    The Application System represents a complete, integrated solution meeting HBSE’s requirements and
     will provide the functionality and performance, as per the terms and conditions under the contract. The
     successful bidder shall accept responsibility for the successful implementation of the application System
     and for the compatibility of the application system with the system software and hardware proposed by
     the successful bidder, as per the terms of the Contract;



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        The Application System will achieve parameters, delineated in the technical specification/ requirement
         and shall be appropriately integrated to meet HBSE’s requirement.
        The Application System will provide a reasonable and appropriate platform from which HBSE’s system
         requirements can be expanded and developed compatible with the terms set out in the systems
         requirement.
        The successful bidder will be responsible for warranty services from subcontracted third party producers
         or licensers of Products included in the Systems.
        The successful bidder undertakes to ensure the maintenance of the acceptance criterion/ standards in
         respect of the systems during the warranty period.
        The successful bidder will undertakes to ensure the maintenance of the e-HBSE system during the
         AMC period as per norms defined in Operational Support and Maintenance section 4.1.9.

4.6 Other Requirements
4.6.1      Deliverables


The deliverables of the project at the minimum include but not limited to the following:
    a) Software requirement Specification

    b) Hardware and Network Capacity planning and sizing (including a detailed Bill of Materials)

    c) System Design Document including Security architecture

    d) Integrated Application software (e-HBSE System) as specified in the FRS

    e) Source Code for all the modules vis-a`-vis the entire application

    f)     Systems Administration Manuals

    g) User manuals

    h) Installation Manuals

    i)     Operational Manuals

    j)     Maintenance Manuals

    k) Training manual and training material


4.6.2      Specific Terms & Conditions regarding Application Software


        The successful bidder shall, during the warranty and stabilization stage, provide support to carry out the
         modification of software as required from time to time, depending upon the amendments made by
         HBSE to laws, rules and procedures in connection with the administration of services offered. The
         design features of the software should be, to this extent, based on master codes and follow the best
         principles of software development.



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       HBSE reserves the right to install and run any application, developed by the board or other agencies of
        the Government, on the facilities developed by the Vendor.        Addition of any such applications or
        services in future should not degrade the performance of the system.            If any augmentation in
        configuration is needed to meet the performance, the Vendor shall assist in installation of the same.
       HBSE reserves the right to review the user/ technical documentation of the proposed application
        software package, at the vendor’s location, and /or at HBSE’s premises to verify compliance with the
        technical specifications included in this bidding document.
       Custom developed or customized application software will be subjected to a full and comprehensive
        acceptance test/audit, for each function to be automated, by HBSE, prior to accepting the application
        software. The Vendor is required to give at least 15 days written notification to the HBSE prior to the
        commencement of the test/audit, for the module under consideration, to enable HBSE to schedule the
        required resources. The Bidder will correct any discovered “bugs” or problems expeditiously, without
        any additional cost to HBSE. Formal acceptance / signoff shall be granted by HBSE only when the
        software is fully debugged, and has been processed successfully for one complete production cycle,
        which shall not exceed the overall time frames to be agreed upon with the successful bidder.
       The Bidder shall forward source code listings and all other documentation for all the application
        software modules to enable HBSE, if it so elects, to maintain and enhance the software. In either case,
        appropriate documentation shall be provided to enable HBSE to develop management reports using the
        existing databases.
       The Bidder agrees to submit expeditiously the updates, corrections and patches to both the Operating
        System packages as soon as such are released by the respective vendors.
       The software solution shall contain all suitable security features including use of firewalls using the
        latest features to protect and secure the databases used by the proposed system, data in transit etc.
       Appropriate access and authorization controls should be incorporated into software based on the
        functionality defined as per HBSE’s policies and procedures.
       The Bidders should also address the issued relating to Business Continuity / Disaster recovery etc. in
        their solution set.

4.6.3     Project Management Guidelines


       Project implementation for large projects like this is a complex exercise and the vendor is required to
        design and implement a comprehensive and effective project management methodology.
       Following guidelines should be followed while designing the project management requirements and is
        expected to be followed by the selected vendor, failing which suitable action as described in SLA may
        be taken by the client:
    1     Create an organized set of activities for the project
    2     Establish and measure resource assignments and responsibilities
    3     Construct a project plan schedule including milestones
    4     Measure project deadlines, budget figures, and performance objectives
    5     Help communicate the project plan to stakeholders with meaningful reports
    6     Help predict/ detect problems and inconsistencies in the plan
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    7   During the project implementation the Vendor shall submit to the Secretary, HBSE the following
        monthly reports:
            i.    Results accomplished during the period;
           ii.    Cumulative deviations to date from the finalized Project Plan;
           iii.   Corrective actions to be taken to ensure adherence to the project plan;
           iv.    Proposed revision to the roll-out plan provided. Such revision is necessitated by reasons
                  beyond the control of the selected vendor;
           v.     Other issues and outstanding problems, and actions proposed to be taken;

   8.   Provide monthly reports on interventions which the vendor expects the SECRETARY, HBSE to make
        and/or actions to be taken by the SECRETARY, HBSE before the next reporting period;
   9.   Submit regular Project quality assurance reports, etc. on a monthly basis.


4.6.4   Payment Gateway

The selected vendor should provide for the functionalities required for of payment gateway as mentioned in
the FRS.




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5         GENERAL INFORMATION, TERMS AND CONDITIONS

5.1       General

5.1.1     Definitions

Following terminology has been cited at various positions in the document:

S.No.                     Terminology                                  Reference to
1.         Organization                                HBSE
2.         Client                                      HBSE
3.         Commercial Bid                              Financial Bid
4.         Tenderer                                    Bidder / vendor
5.         Selected Tenderer                           Selected bidder / vendor
6.         Parties                                     HBSE and Selected bidder
7.         Party                                       HBSE and Selected bidder
8.         AMC                                         Annual Maintenance Contract


5.1.2     Cost of Proposal


       The Tender document is available for sale against payment of Rs. 1000/- (Rupees one thousand
        only) by demand draft drawn in favour of “MD, HARTRON” payable at Chandigarh or cash at
        HARTRON, Sector 17 Chandigarh. Only one hard copy of this tender document will be furnished to
        each bidder. The bidders can obtain the tender document from www.hartron.org/ www.hbse.nic.in.
        However the payment of tender document shall be deposited in HARTRON office before last date of
        sale of tender document.
       The Tender Document is not transferable to any other bidder.
       The Tenderer shall bear all costs associated with the preparation and submission of its Proposal, and
        the organization will in no case be responsible of liable for those costs, regardless of the conduct or
        outcome of the proposal process.

5.1.3     Clarification of RFP Documents

       A prospective Tenderer requiring any clarification of the RFP documents may notify the organization in
        writing at the address indicated in the RFP.

       HARTRON would prepare and send responses to all the queries raised by the tenderers in a
        consolidated manner and has the right not to respond to some or any of the queries at its sole
        discretion. The queries should be precise, cogent and should not be out of context.




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5.1.4      Amendment of RFP Documents


        At any time prior to the deadline for submission of proposals, Secretary, HBSE, for any reason, may
         modify the RFP by amendment notified in writing or by fax or email to all bidders who have received this
         RFP and such amendment shall be binding on them. Secretary, HBSE, at his discretion, may extend
         the deadline for the submission of proposals.


5.1.5      Eligible Bidders


The pre-qualification criteria for the participating bidders are as given below:

    a)     The Bidder must be a company registered under Indian Companies Act 1956.
    b)     The Bidder should have been in operation for at least 3 years as on 01.01.2008 as evidenced by the
           certificate of Incorporation and Certificate of Commencement of Business issued by the Registrar of
           Companies, India.
    c)     The Bidder should have annual turnover of Rs.20.00 crores per year in last three years in software
           development, system integration, networking and IT Services and be a profit making enterprise during
           the last 3 financial years. A certificate from the statutory auditors shall be attached as a proof for the
           same.
    d)     The bidder should be a SEI – CMM level 3 certified/ ISO 9001 certification in software development
           activities.
    e)     The bidder should have successfully completed atleast one single software development
           project for any department/board/corporation of value not less than Rs.50.00 lacs. Work order
           and successful completion certificates from the concerned board/department shall be attached as a
           proof for the same.
    f)     All the pages of the documents should be duly signed and stamped.
    g)     The complete set of Documents should be in properly indexed.
    h)     Wherever necessary, proof should be submitted.

    Note: The Pre-qualification criteria from points a to e as mentioned above are essential criteria and
    non-fulfillment of any of the above mention criteria from a to e will make tenderer ineligible for this
    RFP and rejected without further communication.




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5.1.6     Key dates relating to the project


The following are the dates assigned for this project. The dates are subject to change according to the
convenience and needs of the HBSE. The dates decided upon will be binding on the selected vendor.


   #                                Event                                           Date
 K1       Submission of SRS                                                    T+ 1½ Months
 K2       Report on Hardware and network capacity planning
                                                                                K1+ ½ Month
          and sizing. (including bill of material)
 K3       Sign off for K1 & K2
 K4       System Study and Design (SDD).
          (Including Design of Security, Architecture, Data                      K3+ 1 Month
          Migration Strategy and uploading of data).
 K5       Development and Deployment of modules as per
                                                                                K4+ 4 Months
          Section 2.4 of RFP
 K6       Data migration of last 5 years                                          3 Months
                                                                         (1 month overlap with K5 & 1
                                                                            month overlap with K7)
 K7       User Acceptance Test (UAT)                                            K6+ 1 Month
 K8       Submission of regular project reports (Monthly)
 K9       Final User Acceptance Test (FUAT) of e-HBSE System
                                                                                 K7+ 1 Month
          sign off for “go live”
 K10      Handing over of source code for packages developed.
 K11      Handing over of all the documents and manuals for
                                                                                K9+ 1 Month
          packages developed.
                                                                          (1 month Overlap with K9)
 K12      Comprehensive training of employees on packages
          developed.
 K13      Annual maintenance of software and operational
                                                                               As per contract
          support for three years


        *T—Date of signing MOU with the Vendor.




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5.2 Preparation of Proposal

5.2.1   Language of Proposal


The proposal and all correspondence and documents shall be written or need to be accompanied by an
accurate translation of the relevant documents in English. All proposals and accompanying documentation will
become the property of the SECRETARY, HBSE and will not be returned. The hardcopy version will be
considered as the official proposal.

5.2.2   Documents comprising the Proposal

   The Proposal submitted by the Bidder shall comprise the following documents:
    a) Bid proposal proforma (Pre-qualification bid) containing data to support the qualification of the Bidder
        to bid for the e-HBSE System project, as given in Annexure-1
    b) Technical bid in the formats specified in this RFP.
    c) Commercial bid in the form as specified in Annexure-4 of this RFP.
    d) Any other information that is to be submitted during the course of Proposal process.

   The bidders shall introduce the proposal with a covering letter in the format specified in Annexure-5. Any
    additional information may also be enclosed along with the covering letter. In addition to the information
    enclosed as part of the pre-qualification, technical and commercial bids, the bidder shall submit with its
    proposal, the following attachments:
    a) EMD amount in the form of DD as mentioned in this RFP.
    b) Bidder shall furnish the required information on their prequalification, technical and commercial
        strengths in the enclosed formats only. Any deviations in format may make the tender liable for
        rejection.
    c) The bidder shall provide a breakdown of work plan based on the scope of work and the project
        milestones provided in RFP.



5.2.3   Financial Proposal

   The electronic version of this RFP should be used to create the bidder’s financial proposal. Unless
    expressly indicated, bidder shall not include any technical information regarding the services in the
    commercial proposal. Additional information may be submitted to accompany the proposal. In submitting
    additional information, please mark it as supplemental to the required response.
   Prices shall be quoted entirely in Indian Rupees.

5.2.4   Proposal Validity

The Bids shall be valid minimum for a period of “6 months” from the date of opening of technical bid and for a
further period of “1 month” as an exigency for any unforeseen delay in evaluation and award of contract to the
successful Tenderer, from the closing date for submission of the bids. On completion of the validity period (6

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months + 1 month), unless the tenderer withdraws his bid in writing, it will be deemed to be valid until such
time that the tenderer formally (in writing) withdraws his bid.
In exceptional circumstances, at its discretion, HARTRON/HBSE may solicit the tenderer’s consent to an
extension of the period of validity. The request and the responses thereto shall be made in writing (or by fax
or email).

5.2.5    Bid Security and Earnest Money Deposit – EMD

1. In regard to the Bid security and Earnest money deposit, following points apply:
    a. Bidders shall submit, along with their Bids, Bid security or EMD of Rs. 5 lakhs, in the form of a
         Demand Draft on a nationalized / scheduled bank in favour of “MD, HARTRON” payable at
         Chandigarh, Haryana. EMD in any other form shall not be entertained. The DD shall be enclosed with
         the Pre-bid proposal proforma.
    b. The EMD would be refunded to all unsuccessful bidders within 30 days of signing of MSA (Master
         Service Agreement). The EMD of successful bidder would be adjusted towards partial fulfillment of
         the requirement of Performance Guarantee.
    c.   No interest will be payable by the organization on the amount of the Bid Security.
    d. Bid without adequate bid security/ EMD will be liable for rejection without providing any opportunity to
         the bidder concerned.

    e. The bid security may be forfeited:
2        If a Tenderer withdraws his bid or increases his quoted prices during the period of bid validity or its
extended period, if any; or
3        In the case of a successful Tenderer, if it fails within the specified time limit to:
             Sign the Agreement or,
             Furnish the required Performance Bank Guarantee


5.2.6    Pre-Bid Conference


The Pre-Bid Conference, tentatively scheduled to occur as per key events in this RFP at
                 The Office of Managing Director,
                 HARTRON,
                 Chandigarh,
The Tenderer’s designated representatives are invited to attend the Pre-Bid Conference at their own cost,
which will take place at the venue and time as fixed by the organization. However, the parties who have
not purchased the tender shall not be allowed in the pre-bid conference.
The purpose of the Pre-Bid Conference will be to clarify issues and to answer queries on any matter that may
be raised at that stage. The Tenderer is requested to submit only relevant queries in writing to reach the
HARTRON/HBSE not later than the date stated in the schedule in RFP, it may not be practicable at the Pre-
Bid Conference to answer queries received late, but queries and responses will be transmitted in accordance
with the following Sub-Clause.



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       Any modification of the RFP document which may become necessary as a result of the Pre-Bid
        Conference shall be made by the HARTRON/HBSE exclusively through the issue of an Addendum and
        not through the minutes of the Pre-bid meeting.

       Non-attendance at the Discussion Meetings and Pre-Bid Conference will not be a cause for
        disqualification of Tenderers but, separate queries from such tenderers shall not entertained at any later
        stage.


5.2.7     Limits on Promotion


The Tenderer agrees to make no reference to HBSE or this procurement or resulting contract in any literature,
promotional material, brochures, sales presentation or the like without the express prior written consent of the
organization. The Tenderer shall not perform any kind of promotion, publicity or advertising etc, at the HBSE
through any kinds of hoardings, banners or the like without the express prior written consent of the same.




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5.3       Submission of Proposal and Qualifications

5.3.1     Format and Signing of bid


       The Tenderer shall prepare proposal along with the pre qualification bid proforma as given in
        Annexure–1, technical proposal providing the information and the financial proposal in the given format
        in Annexure-4, the same is to be filled after considering the guidelines mentioned in this RFP.
       The tenderer will submit one original set (Bound) of the documents comprising the parts of the
        proposal as described in RFP, bound with the section containing the Form of Proposal and Appendix to
        Proposal, and clearly marked “ORIGINAL”. In addition, the Tenderer shall submit hard and soft copies
        of the Proposal, in the number specified in the RFP and clearly marked “COPIES”. In the discrepancy
        between them, the original shall prevail.
       The original and all copies of the Pre-bid qualification performa, Technical Proposal shall be placed in
        separate sealed envelope clearly marked “Pre-qualification bid” and “Technical Proposal”.
        Similarly, the original and all copies of Financial Proposal shall be placed in a sealed enveloped clearly
        marked “Financial Proposal” followed by the Tender number and the name of the RFP. The
        envelopes of Pre-bid performa, Technical and Financial Proposals shall be placed into an outer
        enveloped and sealed. This outer envelope shall bear the submission address, reference number and
        title of the RFP, and be clearly marked “Do not Open, Except in Presence of the Official Appointed,
        before [insert the time and date of the submission deadline indicated in the Data Sheet]”. The
        organization shall not be responsible for misplacement, losing or premature opening if the outer
        envelope is not sealed and/or marked as stipulated. This circumstance may be case for Proposal
        rejection. If the Financial Proposal is not submitted in a separate sealed envelope duly marked as
        indicated above, this will constitute grounds for declaring the Proposal non-responsive.
       Further, in the event of discrepancy between the hard copy and the soft copy, the hard copy shall
        prevail. The original and all hard copies of the Proposal shall be typed (in the case of hard copies,
        photo-copies are also acceptable) and shall be signed by a person or persons duly authorized to sign
        on behalf of the Tenderer. All pages of the Proposals, where entries or amendments have been made,
        shall be initialed by the person or person signing the Proposal.
       If the original copy found unbound condition, it will be rejected.

        All proposals attached should be signed by an authorized representative of the bidder;
        signatures in Proposal document shall be dated.




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5.3.2     Use & Release of Tenderer Submissions


HARTRON/HBSE is not liable for any cost incurred by the Tenderer in the preparation and production of the
Proposal, the preparation or execution of any benchmark demonstrations, simulation or training service or for
any work performed prior to the execution of a formal contract. All materials submitted become the property of
the HBSE and may be returned at his sole discretion. The content of each Tenderer’s Proposal will be held in
strict confidence during the evaluation process, and details of the Proposals will not be discussed outside the
evaluation process.


5.3.3     Deadline for submission of proposals


Proposals must be received by the HARTRON at the address specified in the RFP not later than the time and
date stipulated in the RFP. The client may, in exceptional circumstances and at his discretion, extend the
deadline for submission of Proposals by issuing an Addendum or by intimating all pre qualified tenderers who
have been provided the Proposal Documents, in writing or by facsimile in accordance with the RFP
requirements. In this case, all rights and obligations of the HARTRON and the Tenderers previously subject to
the original deadline will thereafter be subject to the deadline as extended.


5.3.4     Late proposals


Any Proposal received by the HARTRON after the deadline for submission of Proposals prescribed in RFP
will be summarily rejected and returned unopened to the Tenderer.



5.3.5     Modification and withdrawal of bids


       The Tenderer may modify or withdraw its Bid after the Bid’s submission, provided that written notice of
        the modification or withdrawal is received by HARTRON prior to the deadline prescribed for submission
        of Bids.

       The Tenderer’s modification or withdrawal notice shall be prepared, sealed, marked and dispatched in
        accordance with the provisions of this Section. A withdrawal notice may also be sent by fax or email but
        should be followed by a duly signed confirmation copy not later than the deadline for submission of
        Bids.

       No Bid may be modified subsequent to the deadline for submission of Bids. No Bid may be withdrawn in
        the interval between the deadline for submission of Bids and the expiration of the period of Bid validity
        specified by the Tenderer on the Bid Form.




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5.3.6   Conflict of Interest


Tenderer shall furnish an affirmative statement as to the existence of, absence of, or potential for conflict of
interest on the part of the Tenderer or any prospective subcontractor ( selected after due permission from
HARTRON) due to prior, current, or proposed contracts, engagements, or affiliations with HARTRON.
Additionally, such disclosure shall address any and all potential elements (time frame for service delivery,
resource, financial or other) that would adversely impact the ability of the Tenderer to complete the
requirements as given in the RFP.



5.3.7   Overly Elaborate proposals


Unnecessarily elaborate brochures or other promotional materials beyond those sufficient to present a
complete and effective proposal are considered undesirable and may be construed as an indication of the
bidder’s lack of cost consciousness. The MD, HARTRON/Secretary, HBSE interest is in the quality and
responsiveness of the proposal.




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5.4 Proposal Opening and Evaluation

5.4.1       Evaluation Committee


The Evaluation Committee(s) constituted by MD, HARTRON shall evaluate the technical proposal (as per
Annexure 3) and commercial bid (as per Annexure 4). The Committee(s) may choose to conduct
negotiation or discussion with any or all the tenderers. The decisions of the Evaluation Committee(s) in the
evaluation of the Commercial bids shall be final. No correspondence will be entertained outside the process of
negotiation / discussion with the Committee(s).


5.4.2       Evaluation of Bid


The evaluation of the proposals will be carried out in three stages:

1       Preliminary evaluation:     The pre-qualification bid documentation furnished by the bidder shall be
        examined prima facie to substantiate the compliance with the bidder’s eligibility criteria as set out for
        this project in terms of organizational, financial and technical experience etc. If the bidder does not fulfill
        essential eligibility criteria then it will make tenderer ineligible for this RFP and rejected without further
        communication.

2       Technical evaluation: The next stage of the evaluation will be an assessment of the technical bid. Based
        on the short-listing of the pre-qualified bidders, a committee comprising of HBSE & HARTRON
        representatives will proceed to a detailed evaluation of the Technical Bids of such pre-qualified bidders
        in order to determine whether they are substantially responsive to the requirements set forth in the
        Request for Proposal. In order to reach such a determination, HARTRON will examine the information
        supplied by the Bidders, and shall evaluate the same as per the evaluation criteria specified in this RFP.

        o      The Technical Bid Opening Committee will open all the parts of Technical Proposals, in the
               presence of Tenderers’ designated representatives who choose to attend, at the time, date, and
               location to be intimated later on. The Tenderers’ representatives who are present shall sign a
               register evidencing their attendance.

        o      Each responsive Proposal will be given a technical score. A Proposal shall be rejected at this
               stage if it does not respond to important aspects of the RFP, and particularly the Terms of
               Reference or if it fails to achieve the minimum technical score of 70 to the total possible score,
               the detailed breakup of the scoring is as given in Annexure 3 of this RFP.


        o      After the technical evaluation is completed and approved, HARTRON shall inform the Tenderers
               accordingly.

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        o         At the option of HARTRON, the bidders qualifying the technical evaluation may be invited to make
                  presentation on technical and operations aspect of the bid. Subsequently, in case of any change
                  in scope of work etc., the bidders qualifying the technical evaluation may be allowed to submit
                  their revised Financial Bids within 3 days (72 hours) of notification.


        o         The score given by the Evaluation Committee will stand final and no representation in this
                  regard will be entertained. Secretary, HBSE decision will be final and binding on all the
                  tenderers.

        3. Commercial evaluation: Based on the results (technical score >=70) of the technical evaluation,
             the Committee will then proceed to open and evaluate the Commercial Bid of the technically
             acceptable bidders. The commercial evaluation will take into account the information supplied by
             the Bidders in the Commercial Proposal, and the same shall be evaluated in accordance with the
             commercial bid proforma specified in this RFP (Annexure 3).

                   The Bid Opening Committee representative shall prepare Minutes of the Proposal Opening,
                    including the information disclosed to those present for its record.

                   A substantially responsive Bid is one, which conforms to the requirements, terms, conditions
                    and specifications of the Request for Proposals without material deviation. A material deviation
                    is one which affects in any substantial way the functionality, scope, quality, or performance of
                    the Deliverables, or which limits in any substantial way, inconsistent with the Request for
                    Proposals, HARTRON’s/HBSE’s rights or the Bidder’s obligations for, performance of the
                    Project and the rectification of which deviation would affect unfairly the competitive position of
                    other Bidders presenting substantially responsive Bids.

                   HARTRON/HBSE may waive any minor informality or non-conformity or irregularity in a Bid,
                    which does not constitute a material deviation, provided such a waiver does not prejudice or
                    affect the relative ranking of any Bidder.

5.4.3       Process to Be Confidential


Information relating to the examination, clarification, evaluation and comparison of Proposals, and
recommendations for the award of the project shall not be disclosed to Tenderers or any other persons not
officially concerned with such process until the award to the successful Tenderer has been announced.


5.4.4       Correction of Errors


Tenderers are advised to exercise greatest care in entering the pricing figures. No excuse that mistakes have
been made or requests for prices to be corrected will be entertained after the quotations are submitted. All



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corrections, if any, should be initialed by the person signing the tender form before submission, failing which
the figures for such items may not be considered.

Arithmetic errors in bids will be corrected as follows:

   Where there is a discrepancy between the amounts in figures and in words, the amount in words shall
    govern.

   Where there is a discrepancy between the unit rate and the line item total resulting from multiplying the
    unit rate by the quantity, the unit rate will govern unless, in the opinion of HARTRON/HBSE, there is
    obviously a gross error such as a misplacement of a decimal point, in which case the line item total will
    govern.
   Where there is a discrepancy between the amount mentioned in the bid and the line item total present in
    the Schedule of Prices, the amount obtained on totaling the line items in the Bill of Materials will govern.

   The amount stated in the tender form, adjusted in accordance with the above procedure, shall be
    considered as binding, unless it causes the overall tender price to rise, in which case the bid price shall
    govern.


5.4.5   Initial Examination of Proposals


Prior to the detailed evaluation of Proposals, the organization and/or its nominees will determine whether:

(a) Requisite bid security (EMD) has been submitted
(b) The proposal has been properly signed;
(c) The proposal is in conformity with the checklist in the outer envelope;

In case the proposal is not accompanied by the requisite bid security (EMD) and/or it has not been properly
signed and/or there is a discrepancy between the items on the checklist and the actual documents/material
submitted, organization reserves the right to declare the bid invalid.



5.4.6   Contacting HBSE/HARTRON


From the time the Proposals are opened to the time the Contract is awarded, the tenderers should not contact
the officials on any matter related to its Technical and/or Financial Proposal. Any effort by tenderers to
influence the officials in the examination, evaluation, ranking of Proposals, and recommendation for award of
Contract may result in the rejection of the Tenderer’s Proposals. Queries, requests if any regarding the bid
should be forwarded to the MD, HARTRON at the address specified in the Annexure – 7 attached with this
RFP.




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5.4.7   Pre-Qualification Bid Evaluation


   The Bidder shall furnish the information required in the prescribed formats as given in this section. The
    broad parameters for the pre-qualification bidding include the following, but not limited to:
       Turnover & Financial performance

       Manpower details

       Local Presence
       Experience in handling Government projects
       Experience, if any, in design, development and implementation of application software for
        organizations working in field of education like universities, examination boards etc.
       Quality Certifications
       Experience and track record of the Bidder in the last 3 years
              o   Relevant Technical expertise
              o   Experience in developing similar enterprise-wide solutions for large organizations
       The Pre-qualification Bid should consist of the following information abut the firm and/or its proposal.
        The EMD should be enclosed in the Pre-qualification bid envelope
        1     General information of the bidder: Same as in Form – 1.1 of Annexure 1

        2     Particualrs of Turn over: Same as in Form – 1.2 of Annexure 1

        3     Details of Staff: Same as in Form – 1.3 of Annexure 1

        4     Experience & Track record in the field of software development: Form – 1.4 of Annexure 1
    A description of the company’s qualifications demonstrating prior Successful Deployments in either public
    or private sector showing:
              o   Systems/solutions comparable in size and scope to the requirements of this RFP;
              o   Diverse business environment integration comparable to HBSE’s profile; and
              o   Deployment of resources/manpower sufficient to respond to state wide implementation within
                  the timeframes stated in this RFP
       A Brief description of the company’s experience (if any) in designing similar solutions for Government
        clients in India.

       Bidder must list the names of at one government organizations for which it has provided services of a
        comparable scale and complexity as outlined in this RFP, not necessarily directly related to HBSE
        services although HBSE related services are preferred. The listing must include the organization’s
        name, as well as the name and current contact telephone number of at least two representatives of
        each organization who may be reached by the HARTRON, system components used by each client,
        and the dates on which the system was implemented. The Bidder shall be solely responsible for
        providing references that are available to be contacted within a reasonable timeframe by the

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           HARTRON. The project referred in this context shall be discussed in detail as part of the client’s
           experience.




 5.4.8     Technical Evaluation


           Each Proposal will be evaluated according to the following criteria, but not limited to:

   i.      The quality, responsiveness, responsibility, ease of use, reliability and comprehensiveness of the
           proposed technologies, adherence to IT Architecture Plans, Information Systems Security Policy,
           Public Key Infrastructure Strategy, other Strategic dimensions and services incorporated in the
           proposed solution.

  ii.      Bidders understanding of HBSE’s requirements as reflected in the approach presented by the Bidder
           of the solution offered and technology related issues.

 iii.      The evaluation will measure if the Bidder’s proposed solution meets HBSE’s service needs s outlined
           in the RFP. Site Inspections and management Interviews, if requested by HARTRON/HBSE, will be
           factored into the evaluation.

 iv.       The evaluation will be made based on Bidder’s responses to all RFP requirement including, but not
           limited to, data from the Bidder’s Proposal, questions and answers, Bidder qualifications, expertise
           and relevant experience.

  v.       Bidder’s demonstrated ability to make available the key personnel at the time of contracting and post
           key personnel on the project thereafter.

 vi.       The Bidder’s expertise in managing complex integrated systems and services and implementing and
           maintaining proven state-of-the-art technologies.

vii.       Bidder’s ability to provide the needed support (installation support, maintenance, training etc.),
           references confirming past success in similar projects, use of appropriate technologies and products,
           ability to provide integrated software solution etc.

viii.      The Bidder’s Design, Development and Implementation Plan, its deployment of sound project
           management strategy and its allocation of sufficient resources to address all aspects of its proposed
           solution will also be evaluated.


 The Technical Bid should be structured according to the following sections:

 a)      Detailed note on the understanding of purpose, objective and scope of the project




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         The bidder must elaborate his understanding of the Objective of the application proposed for HBSE (e-
          HBSE System), the rationale behind it, functionality and processes through a write-up not exceeding
          1500 words.
         The scope and Terms of reference must also be indicated.



b)        Technical Solution

         The bidder must state the philosophy and approach adopted in understanding the processes and the
          methodology adopted in studying the process and functionality of the future integrated e-HBSE System.

         Based on the understanding of the IT infrastructure facilities available at HBSE, the bidder should
          provide an outline of the solution under the following topics

     a)         Overview of the Proposed Solution
     b)         Overall architecture
     c)         Technical architecture
     d)         Security architecture
     e)         Network architecture
     f)         Report on bill of material of all the components (e.g.: software, hardware etc.). refer to the already
                available with the HBSE
     g)         Scalability
     h)         Availability
     i)         Operational environment
     j)         User friendliness
     k)         Implementation methodology, project plan and implementation schedule
     l)         Project team structure, size and capability
     m)         Training (core team and end users)
     n)         On-site Post Implementation Support
     o)         Quality assurance/process
     p)         Risk Assessment methodology
     q)         Workflow


         The technical proposal shall also contain bidder’s plan to address the key challenges of the project.

         The Bidder may however envisage various scenarios in design and development of the Technology
          model, keeping in view the available architecture and requirements of HBSE.
         HARTRON/HBSE is also open to any suggestions that the bidder may have about how to approach the
          assignment in the light of their expertise or experience from similar assignments. If, for example, the
          bidder has any material reservations about what HBSE would like or feel that there are any significant
          omissions in what HARTRON/HBSE have asked for then HARTRON/HBSE would like you to raise
          these issues. However, this should not lead to the submission date being missed or extended.

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c)     The bidder must address the following in their Design, Development and implementation
       strategy

       1)A detailed Project schedule and milestone chart

       2)Approach and Methodology of design, development and implementation of the software. The plan
           should adhere to the standard steps of software development life cycle as well as the conditions
           mentioned in this RFP.
       3)Key implementation objectives, key deliverables and an implementation schedule for the same.

       4)Project Management tools proposed to be used for project.

The Design, Development and Implementation Plan shall provide a detailed description of the Bidder’s
approach for the design, development and implementation of the proposed solution enumerated in this RFP.
Bidders shall identify key implementation objectives, how these objectives will be met and the respective
dates on which deliverables incorporating these objectives will be completed and ready for use by the HBSE.


d) Manpower deployment plan and resources to be dedicated to the project.

Bidder must provide the following information:
     1) A specific description of the prior experience and expertise of individuals in the company that enable
         the company to provide HBSE a scalable, robust, and industry-standards based products and support
         services;
     2) Resumes of manager(s) responsible for the management of this project, highlighting pertinent
         experience.
     3) Resumes of Bidder and/or sub-contracted personnel who would be directly assigned to provide
         installation, configuration, and related services as pertains to this contract and the specific function
         each individual would perform;
     4) All the resumes of the proposed team should be given in the following format only



Resume Format


Proposed Position
Name
Qualification
Tasks proposed to be assigned
Areas of Expertise


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Experience
Period of association with the Company




e) Risk Assessment

A detailed risk assessment of the entire project and under the different project phases along with the
suggested mitigating measures, as reflected in the proposed solution set.
Project              Risk           Level of Risk   Impact area   Description      Mitigation
Phase                Elements                                     of Risk          measure



f)   Roles and responsibilities

Roles and responsibilities for the bidder and the HBSE throughout of development and deployment of
services enumerated in this RFP
g) Note on Deliverables at various stages of the implementation of project

     1    Function and system study
     2    Design
     3    Design of Security Architecture
     4    Development of Application software
     5    Testing
     6    Implementation
     7    Training
     8    Operation and Maintenance
     9    Warranty
     10 Data Migration
     11 Operation manuals
     12 Documentation
     13 Hardware and network requirement study.


h) Prospective Subcontractor Statement

Bidder shall identify all prospective subcontractors, if any, that the Bidder (appointed after due permission
from HARTRON/HBSE regarding the same) before finalizing will engage to provide any of the services
required under this RFP. For each proposed subcontractor, Bidder shall provide the following:

     a) Brief Description of Nature of Products/Services to be provided by Subcontractor;

     b) Main and Branch Offices (if responsible for work under this contract) Provide street and mailing
          addresses, phone, fax and email);
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     c) Date, form and State of incorporation;

     d)   Contract Administrator (Name, business address, fax, phone and email address of individual
          responsible for administering any contract that might result from this RFP);
     e) Company Principals (Name, title and business address); and,
     f)   Current or prior successful partnerships with proposed subcontractor including Client reference
          (Contact Name, Phone Number, dates when services were performed ).
i)   Training plan

The bidder should submit a comprehensive training plan clearly indicating different types of training to
different categories of people. A detailed training schedule including the dates, areas covered, time and the
training material at various stages of the project is to be given by the bidder.

j)   Ongoing Maintenance and Support

The bidder should detail their manpower allocation, organization and response times to be provided for the
Maintenance and Support of the project following the project Go Live Date.
k) Data Migration

The data migration strategy from the legacy system and manual records for the sites where deployment is
proposed as part of this RFP including data preparation and uploading.

l)   Documentation

The bidder shall provide necessary technical documentation, which includes User manual, System
Administration manual, Installation manual, etc.

m) Communication and Problem resolution

The bidder’s plan/strategy for communicating with the HBSE project Management Team and the problem
resolution mechanism.


n) Quality Assurance

A note on bidder’s Quality Assurance methodologies / process proposed to be used. It should also include the
version control tools and methodology used.

o) Deviations and Exclusions

A list of deviations and exclusions from the defined scope

p) Bidder Undertakings

Bidder’s guarantee for meeting the implementation schedules for completion of key deliverables.

r)   Relinquish Source Code and IPR


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Bidder statement agreeing to relinquish source code and intellectual Property Rights of the modules
developed by him as required under this RFP. For off the shelf packages used by the bidder in the
development and implementation of the modules proposed in the RFP, license for use of the same need to be
provided by the bidder.

s) Statements to be attached

The following statements should be attached along with the Proposal:

       A Statement affirming that the Bidder possesses the legal capacity to enter into a contract with
        HARTRON/HBSE (formally executed acknowledgment)
       An affirmative Statement and guarantee that the Bidder’s Proposal meets or exceeds all of the
        requirements set forth in this RFP.

5.4.9   Financial Evaluation


The financial evaluation would be carried out for the whole organization for entire activity comprising of
software package development and implementation, imparting IT training to the employees, and operations
and maintenance phases taken together.

Bidders shall quote for the entire Project on a single responsibility basis on the following lines:

       All software shall be delivered and installed on any installation site within the organization, as
        required.

       The Bidder shall quote the cost of any associated services for installation, commissioning, training,
        data migration etc., as a separate cost item, which shall include all taxes payable.
       Recommendation for specification of Hardware and Networking infrastructure.

Bidders intending for commercial bid should necessarily give the commercial details in the format given in
annexures. All the commercial details should be given in the following format only in accordance to the details
and terms and conditions as mentioned in the RFP:

       The commercial bid is accepted in hard copy only.

       The Miscellaneous cost(s) involved for providing the solution as mentioned in the commercial bid
         should be given in detail.

       The details should be given for the cost incurred in Training of Employees such as the total number of
         employees considered for the training, number of end-users, apex training, training the trainers, etc.
       The performa for submitting the Commercial bid is provided in the Annexure-4.

       The cost of the system software based on the solution proposed by the bidder should be furnished
        with the details of the number of licenses and cost. It will be the responsibility of the HBSE to procure
        the system software.


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        The prices quoted shall be inclusive of all taxes, duties and statutory payments incident upon the
         bidder and it shall be a fixed price bid. Once the prices have been tendered to HARTRON/HBSE, no
         change/ modification will be entertained for any cause whatsoever (including changed in regulation,
         tax and duty structure etc.) The prices once provided by the bidder will be valid for the entire period of
         validity of the bid as defined in the bid document.

        Any revision in exchange rates, the rates of taxes, duties, charges and levies at a later date and
        during the tenure of the bid will be to the account of the bidder.

        The vendor shall be responsible for the costs towards travels/stay, daily allowance or any other
        allowances with respect to their staff deployed with respect to the execution of this project before or
        after the award of the contract.

        An individual authorized to legally bind the Bidder must sign the financial proposal in ink.

Notes on the Schedule of Tendered Prices
(Any notes or comments that the bidder wishes to make relating to the Schedule of Tendered Prices. Bidders
should note that a fixed price is required and that anything that seeks to limit or qualify such a fixed price is
likely to be regarded as unresponsive.)

5.4.10 Disqualification

The bid is liable to be disqualified if:

   Not submitted in accordance with this document.

   During validity of the bid or its extended period, if any, the tenderer increases his quoted prices.

   The tenderer qualifies the bid with his own conditions.

   Bid received in incomplete form or not accompanied by bid security amount.

   Bid received after due date and time.

   Bid not accompanied by all requisite documents.

   Tenderer sub-contracts any part of the project to any of the parties having interest in the project.

   Awardee of the contract qualifies the letter of acceptance of the contract with his conditions.

   Tenderer fails to enter into a contract within 30 working days of the date of notice of the award of tender
    or within such extended period, as may be specified by the Client.

Tenderers may specifically note that while processing the tender documents, if it comes to our knowledge
expressly or implied, that some tenderers may have compounded in any manner whatsoever or otherwise
joined to form a cartel resulting in delay / holding up the processing of tender then the tenderers so involved
are liable to be disqualified for this contract as well as for a further period of two years from participation in
any of the tenders floated by HARTRON/HBSE/Haryana Government. It is also clarified that if need arises,


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the HARTRON/HBSE would go in for appointment of outside party(s) to undertake the work under the
captioned tender.

In case any one party submits multiple bids or if common interests are found in two or more, tenderers are
likely to be disqualified, unless additional bids/ tenderers are withdrawn upon notice immediately.




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5.5 Award of Contract

After evaluation of all accepted proposals by the evaluation committee, a contract may be awarded to the
successful tenderer whose proposal meets the requirements of this RFP i.e. the bid submitted by him is able
to qualify technically as explained in this RFP and has the lowest value commercial bid (among those bids
which got selected for commercial bid opening), hence providing the best value to the organization.


HARTRON/HBSE reserves the right to accept or reject any Bid, and to annul the bidding process and reject
all Bids at any time prior to award of Contract, without thereby incurring any liability to the affected Bidder or
Bidders or any obligation to inform the affected Bidder or Bidders of the grounds for HARTRON’s/HBSE’s
action.


5.5.1      Notification of Award


The acceptance of a tender, subject to contract, will be communicated in writing at the address supplied by
the bidder in the bid document. Any change of address of the Bidder, should therefore be promptly notified to
the MD, HARTRON.


5.5.2      Signing of Contract


The Tenderer shall be required to enter into a contract (Master Services Agreement and/or Service Level
Agreements in the form provided in the Proposal document, incorporating all agreements between the
Parties, including any agreements reached during the negotiation process, if any with the Authorized
Representative, HBSE, within thirty (30) days of the award of the contract or within such extended period, as
may be specified by the Authorized Representative, HBSE.

This contract shall be on the basis of this document, the Bid of the Tenderer, the letter of intent and such
other terms and conditions as may be determined by the Authorized Representative, HBSE to be necessary
for the due performance of the work, as envisaged herein and in accordance with the Bid and the acceptance
thereof.



5.5.3      Failure to agree with the Terms & Conditions of the RFP/Contract


Failure of the successful Bidder to agree with the Terms & Conditions of the RFP/Contract shall constitute
sufficient grounds for the annulment of the award, in which even HBSE may make the award to the next Best
Value Bidder or call for new Bids.




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6.        GENERAL INFORMATION, TERMS AND CONDITIONS (SUCCESSFUL BIDDER)

6.1       Performance Bank Guarantee

      1. The successful tenderer shall at his own expense deposit with organization, within thirty (30) days of
          the date of notice of award of the contract or prior to signing of the contract whichever is earlier, an
          unconditional and irrevocable Performance Bank Guarantee (PBG) from a Nationalized bank
          acceptable to Authorized Representative, HBSE, payable on demand, for the due performance and
          fulfillment of the contract by the tenderer.

      2. The performance guarantee shall be denominated in the currency of the Contract and shall be by
          bank guarantee.

      3. This Performance Bank Guarantee will be for an amount, equivalent to 20% of contract value. All
          charges whatsoever such as premium; commission etc. with respect to the Performance Bank
          Guarantee shall be borne by the Vendor.

      4. The performance bank guarantee shall be valid till the end of three months after the completion of the
          warranty period (twelve months after go-live). Subject to the terms and conditions in the Performance
          Bank Guarantee, at the end of fifteen months after the system goes “Live”, the Performance Bank
          Guarantee will lapse automatically.

      5. The Performance Bank Guarantee may be discharged / returned by the organization upon being
          satisfied that there has been due performance of the obligations of the Vendor under the contract.
          However, no interest shall be payable on the Performance Bank Guarantee.

      6. In the event of the tenderer being unable to service the contract for whatever reason, the HBSE would
          revoke the PBG. Notwithstanding and without prejudice to any rights whatsoever of the organization
          under the Contract in the matter, the proceeds of the PBG shall be payable to the organization as
          compensation for any loss resulting from the Tenderer’s failure to complete its obligations under the
          Contract. The Client shall notify the Tenderer in writing of the exercise of its right to receive such
          compensation within 14 days, indicating the contractual obligation(s) for which the Tenderer is in
          default.

      7. The Client shall also be entitled to make recoveries from the Tenderer’s bills, performance bank
          guarantee, or from any other amount due to him, the equivalent value of any payment made to him
          due to inadvertence, error, collusion, misconstruction or misstatement.




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6.2     Liquidation Damages

    In the event Tenderer fails to provide the Services in accordance with the Service Standard, Tenderer
    shall be liable for penalty as per the terms and conditions of Service Level Agreements (SLAs) to be
    agreed between the Tenderer and the administration of HBSE.

    Due to the criticality of the availability of the information, the solution should consider reliability,
    redundancy in hardware configuration and fail safe design. No data loss/ interface failure is permitted and
    any recovery procedure should take into consideration this factor.

    HBSE is entitled to withhold (deduct) from the purchase price or the Performance Bank Guarantee the
    liquidated damages that have become due.


6.3     Termination of Contract

6.3.1   Termination for default


    The Client, without prejudice to any other remedy for breach of Contract by written notice of default sent
    to the Tenderer may terminate the Contract fully or in part:

               If the selected Tenderer / fails to deliver any or all Contracted services as per service
                standards specified in the Contract or

               If the selected Tenderer / fails to perform any other obligation (s) under the Contract, or

               If the Tenderer / selected Tenderer in the judgment of SECRETARY, HBSE has engaged in
                corrupt or fraudulent practies in competing for or in executing the Contract.


    In the event HBSE terminates the Contract in whole or in part, the organization may procure, upon such
    terms and in such manner as it deems appropriate, services similar to those undelivered, and the selected
    tenderer shall be liable to HBSE for any excess costs for such similar services. However, the tenderer
    shall continue performance of the Contract to the extent not terminated. Alternately, HBSE would be free
    to fully take over the assets and operations earlier being undertaken by the tenderer on depreciated Book
    Value of the assets, without prejudice to any other action as contemplated in the Contract.



6.3.2   Termination for insolvency


    HBSE may at any time terminate the Contract by giving written notice to the selected Tenderer / if the
    successful Tenderer / becomes bankrupt or otherwise insolvent. In this event, termination will be without
    compensation to the selected Tenderer, provided that such termination will not prejudice or affect any
    right of action or remedy which has accrued or will accrue there after to the organization.

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6.3.3   Termination for Convenience


    HBSE, by written notice sent to the Tenderer, may terminate the Contract, in whole or in part, at any time
    for its convenience. The notice of termination shall specify that termination is for its convenience.


6.3.4   Force Majeure


             The successful Tenderer/ shall not be liable for forfeiture of its Implementation Guarantee,
              Performance Security, Liquidated Damages, or termination for default if and to the extent that its
              delay in performance or other failure to perform its obligations under the Contract is the result of
              an event of Force Majeure.

             For purpose of this clause, “ Force Majeure” means an event beyond the control of the Tenderer
              and not involving the successful Tenderer / fault or negligence, and not foreseeable. Such events
              may include, but are not restricted to, acts of the HBSE in its sovereign capacity, wars or
              revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes.


             If a Force Majeure situation arises, the Tenderer shall promptly notify the SECRETARY, HBSE in
              writing of such condition and the cause thereof. Unless otherwise directed by the SECRETARY,
              HBSE in writing, the Tenderer shall continue to perform its obligations under the Contract as far
              as is reasonably practical, and shall seek all reasonable alternative means for performance not
              prevented by the Force Majeure event.



6.4     Confidentiality

              The Tenderer shall not use or disclose to any third party, except for the purpose of the
              observance of these terms and Conditions any confidential information relating to HBSE. A Non-
              Disclosure Agreement would be signed between the client and the selected vendor as per format
              presented in the Annexure – 8 available with this RFP.

6.5     Responsibility for safe custody and integrity of data

                 The Tenderer shall not, without prior written consent from HARTRON/HBSE, disclose the
                  Contract, or any provision thereof, or any specification, plan, drawing, pattern, sample or
                  information furnished by or on behalf of the HBSE in connection therewith, to any person
                  other than a person employed by the Tenderer in the 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.



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                 The Tenderer shall not, without prior written consent of HBSE, make use of any document or
                  information made available for the project, except for purpose of performing the Contract.


                 All project related documents issued by HBSE, other than the Contract itself, shall remain the
                  property of the HBSE and shall be returned (in all copies) to SECRETARY, HBSE on
                  completion of the Tenderer’s performance under the Contract if so required by the HBSE.


6.6    Contract amendment
       No variation in or modification of the terms of the Contract shall be made except by written
       amendment signed by the parties.


6.7    Resolution of disputes

                 HARTRON/HBSE and the selected Tenderer shall make every effort to resolve amicably by
                  direct informal negotiation any disagreement or dispute arising between them under or in
                  connection with the Contract.
                 If, after thirty (30) days from the commencement of such informal negotiations, the
                  HARTRON/HBSE and the selected Tenderer have been unable to amicably resolve dispute,
                  either party may require that the dispute be referred for resolution to the formal mechanisms,
                  which may include, but are not restricted to, conciliation mediated by a third party acceptable
                  to both, or in accordance with the Arbitration and Conciliation Act, 1996.


                 Arbitration : In case of disagreement between the two parties, Financial Commissioner &
                  Principal Secretary to Govt. Haryana, Electronics & Information Technology
                  Department, Chandigarh or his nominee shall be the arbitrator for resolving the disputes.
                  The arbitration proceedings shall be conducted in accordance with the provisions of
                  Arbitration and Conciliation Act, 1996. All Arbitration proceedings shall be held only at
                  Chandigarh, India and no other court will have any jurisdiction. The language of the arbitration
                  proceedings and that of all documents and communications between the parties shall be in
                  English.

6.8    Notices
       Any notice given by one party to the other pursuant to this Contract shall be sent to the other party in
       writing or by telex, cable or facsimile and confirmed in writing to the party’s address. A notice shall be
       effective from the date when delivered, tendered or affixed on notice board whichever is earlier.

6.9    Payment terms
       HBSE shall pay to the successful bidder the consideration, to be fixed as per terms of the Contract
       with the successful bidder (s). The broad terms of payment are indicated below:

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6.9.1       Application Development & Implementation

            The following are the terms of payment proposed on the milestone activities for application software
            development and implementation. The total charges for application development and installation
            include system study and design, development, installation and commissioning, service for technical
            assistance in data migration, development of routines thereof and uploading of data, and Services for
            recommending Hardware and Network requirements.
        #                                  Event                                             *Payment
                                                                              10% As per sr. no. A1-1 in form 4.1 of
        1      Software Requirement Specification (SRS)
                                                                              commercial bid
               Report on Hardware and network capacity planning and           80% As per sr. no. E-1 in form 4.1 of
        2
               sizing. (including bill of material)                           commercial bid
               System Study and Design (SDD).
                                                                              15% As per sr. no. A1-1 in form 4.1 of
        3      (including Design of Security, Architecture, Data
                                                                              commercial bid
               Migration Strategy and uploading of data).
               Development and Deployment of modules as per Section           25% As per sr. no. A1-1 in form 4.1 of
        4
               2.4 of RFP                                                     commercial bid
                                                                              80% As per sr. no. B-2a & B-2b in form
        5      Data migration of last 5 years                                 4.1 of commercial bid as per actual
                                                                              record entered/pages scanned
               Installation, Commissioning and handing over of source         25% As per sr. no. A1-1 in form 4.1 of
        6
               code for packages developed.                                   commercial bid
                                                                              80% As per sr. no. A2-1 in form 4.1 of
        7      Integration of portal with www.hbse.nic.in
                                                                              commercial bid
               Cost involved for documentation and preparation of             5% As per sr. no. A1-1 in form 4.1 of
        7
               manual relating to the packages as specified in the RFP.       commercial bid
               Comprehensive training of employees on packages                80% As per sr. no. C-1 in form 4.1 of
        8
               developed.                                                     commercial bid

            * Payment will be released after getting satisfactory report from the committee constituted by
            HBSE for implementation of E-HBSE SYSTEM. 20% balance will be released after sign off or
            “go live”.
             Note : Warranty for the application development is for period of 12 months from the date of
            completion of e-HBSE application in totality i.e. go live.



6.9.2       Payment for annual maintenance & operational support of the e-HBSE System

              S.No.                       Milestone Activity                             Percentage
               1.       Annual Maintenance and Operational             Support     (Quarterly 100% of D-1)
                        Contract (AMOSC) for Year 1
               2.       Annual Maintenance and Operational             Support     (Quarterly 100% of D-2)
                        Contract (AMOSC) for Year 2
               3.       Annual Maintenance and Operational             Support     (Quarterly 100% of D-3)
                        Contract (AMOSC) for Year 3


                     The billing for the maintenance of the software will be quarterly for each year,
                     Payable quarterly after completion of AMOSC of each quarter.




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6.10 Interpretation of clauses

       In case of any ambiguity in the interpretation of any of the clauses in the tender document,
       SECRETARY, HARTRON/HBSE interpretation of the clauses shall be final and binding on all parties.


6.11 Software Ownership, Obsolescence and Patent rights

6.11.1 Protection from Obsolescence


       The solution provided should protect the application software being developed from technical
       obsolescence and high technology turnover rates. Bidders should explain how they have adopted the
       standards and must describe how these standards are effective now and how they will position HBSE
       to inter-operate with future technologies.


6.11.2 Non Exclusivity, License Fee, IPR


       The organization reserves should protect the application software being developed from technical
       obsolescence and high technology turnover rates. Bidders should explain how they have adopted the
       standards and must describe how these standards are effective now and how they will position HBSE
       to inter-operate with future technologies.


6.11.3 Software Ownership Rights


       The Bidder shall relinquish to HBSE the source code and the rights to the systems, programs and
       software developed and all ownership right to the application software procured by HBSE. HBSE shall
       own the software right and would have the right to resell the same.


6.11.4 Patent Rights


       In the event of any claim asserted by a third party of infringement of copy right, patent, trademark or
       industrial design rights arising from the use of the Goods or any part thereof in India, the selected
       bidder shall expeditiously extinguish such claim. If the Bidder fails to comply and HBSE is required to
       pay compensation to a third party resulting from such infringement, the selected bidder shall be
       responsible for the compensation including all expenses, court costs and lawyer fees. HBSE will give
       notice to the Bidder of such claim, if it is made, without delay.




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6.12 Protection and Limitations


6.12.1 Warranties


              a. The selected vendor warrants and represents to the MD, HARTRON/Secretary, HBSE that:

                            It has full capacity and authority and all necessary approvals to enter into and to
                             perform its obligations under this Agreement;

                            This Agreement is executed by a duly authorized representative of selected
                             vendor;

                            It shall discharge its obligations under this Agreement with due skill, care and
                             diligence so as to comply with conditions mentioned in the RFP.

              b. In the case of the SLA, the selected vendor warrants and represents to the MD, HARTRON/
                 Secretary, HBSE, that :

                            The selected vendor representative has full capacity and authority and all
                             necessary approvals to enter into and perform its obligations under the SLA and
                             to provide the Services;

                            The SLA has been executed by a duly authorized representative of the selected
                             vendor;


                            The selected vendor is experienced in managing and providing works similar to
                             the services and that it will perform the Services with all due skill, care and
                             diligence so as to comply with conditions mentioned in the RFP;

                            The service will be provided and rendered by appropriately qualified, trained and
                             experienced personnel ;

                            Selected vendor has and will have all necessary licenses, approvals, consents of
                             third parties and all necessary technology, hardware and software to enable it to
                             provide the Services;


                            The Services will be supplied in conformance with all applicable laws,
                             enactments, orders and regulations;

                            Selected vendor will use its reasonable endeavors to ensure that the equipment,
                             software and hardware supplied and / or used in the course of the provision of
                             the Services, save for the Assets, are operational and functional; and


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                              If selected vendor uses in the course of the provision of the Services
                               components, equipment, software and hardware manufactured by any third party,
                               which are embedded in the Deliverables or are essential for the successful use of
                               the Deliverables, it will pass through third party manufacturer’s warranties relating
                               to those components, equipment, software and hardware to the extent possible.
                               In the event that such warranties cannot be enforced by the Secretary, HBSE,
                               the selected vendor will enforce such warranties on behalf of the Secretary,
                               HBSE and pass on the Secretary, HBSE, the benefit of any other remedy
                               received in relation to such warranties.

       c.         Notwithstanding what has been stated elsewhere in this Agreement and the Schedules
                  attached herein, in the event the selected vendor is unable to meet the obligations pursuant
                  to the implementation of the Project implementation, Operations and Maintenance Services
                  and any related scope of work as stated in this Agreement and the Schedules attached
                  herein, the Secretary, HBSE will have the option to invoke the Performance Bank Guarantee
                  after serving a written notice of fifteen days on the selected vendor.


6.12.2 Limitation of Liability


       a. There shall be no limitation of liability in case of any damages for bodily injury (including death)
              and damage to real property and tangible personal property.
       b. Neither this Agreement nor the SLA grants or creates any rights, benefits, claims, obligations or
              causes of action in, to or on behalf of any person or entity (including any third party) other than
              between the respective Parties to this Agreement or the SLA, as the case may be.
       c.     Any claim or series of claims arising out or in connection with this Agreement or the SLA shall be
              time barred and invalid if legal proceedings are not commenced by the relevant Party against the
              other Party within a period of 18 months from the date when the cause of action first arose or
              within such longer period as may be permitted by applicable law without the possibility of
              contractual waiver or limitation.
       d. The Secretary, HBSE shall be entitled to claim the remedy of specific performance under this
              Agreement or the SLA.




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6.13 Glossary

A glossary of the different acronyms used in the document is given below with the reference of individual
acronyms. These are to be used in relation to the interpretation of the acronyms mentioned in the RFP


    S. no.        Acronym                     Reference to
    1.            HBSE                        Board of School Education Haryana
    2.            HARTRON                     Haryana State Electronics Development Corporation
    3.            IT Plan                     Information Technology Plan
    4.            e-HBSE System               e-HBSE System
    5.            AMC                         Annual Maintenance Contract
    6.            SLA                         Service Level Agreement
    7.            MD                          Managing Director
    8.            RFP                         Request for Proposal
    9.            FRS                         Functional Requirements Specifications
    10.           SRS                         Software Requirements Specifications
    11.           IPR                         Intellectual Property Rights
    12.           O&M                         Operational and Maintenance
    13.           EMD                         Earnest Money Deposit
    14.           LAN                         Local Area Network




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                           7.    Annexures to RFP




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                        ANNEXURE-1: BID PROPOSAL PROFORMA

                        (PRE QUALIFICATION BID PROFORMA)

Form – 1.1: General Information of the Principal Bidder
The Registered name of the company
Address of Registered Office                         (Registration Number and Registration
                                                     authority)
Year of Incorporation
Legal Status                                         Public       Ltd.   Co/Private   Ltd.     Co./
                                                     Partnership firm etc.
Technological Collaborations
Business address for correspondence in India         Location
                                                     Street
                                                     City
                                                     Pin Code
                                                     Telephone / Facsimile
                                                     Email
                                                     Other (URL etc.)
Name of the contact
Contact’s designation
Contact addresses if different form above
Business Structure
Quality Certifications (Enclose Certificates copy)
Details of EMD furnished                             D.D. No.
                                                     Amount
                                                     Date
                                                     Bank and Branch




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                          ANNEXURE-1: BID PROPOSAL PROFORMA
                            (PRE QUALIFICATION BID PROFORMA)

Form – 1.2: Particulars of Turnover
Name of the Bidder
Particulars of Turnover in the preceding three years as per audited accounts (in Rs. Lakh)


Financial      Software development           Others – Turnover/              Total Turnover          Net
  Year          operations Turnover                 Income                        Income             Profit

                     India (only)                 India (only)                  India (only)


2004-05


2005-06


2006-07




                                    Signature of the Chartered Accountant
                                                  (With seal)



Note:

           Duly signed above information by C.A.
           Please attach audited Balance Sheets
           Provide sufficient evidence to support information provided in the above table.




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                  ANNEXURE-1: BID PROPOSAL PROFORMA
                       (PRE QUALIFICATION BID PROFORMA)

Form – 1.3: Details of Staff
Name of the Bidder
Total no. of professional staff as on 01.01.2008
Total no. of professional staff as on 01.01.2008 in Haryana Office (if any)


S.No.    Category                            Minimum staff        Actual      Staff in Haryana
                                               required            Staff       Office (if any)
  1.     Project Management                         4
  2.     System Analyst                             4
  3.     Quality Analyst                            4
  4.     Domain experts – Government                2
  5.     Domain experts – Educational               2
  6.     Programmers                                25




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                          ANNEXURE-1: BID PROPOSAL PROFORMA
                            (PRE QUALIFICATION BID PROFORMA)

     Form – 1.4: Experience and track record in the field of the software development:
     Name of the Assignment (attach P.O. copy)
     Sector (Govt. OR Private)
     Name of the client
     Location of the Project and the country
     Start date and End date (attach completion certificate)
     Name of the Key personnel associated with the project
     Total number of staff and the duration of the project in man months
     Approximate value of services (desirable) (in Rupees & in Lacs)
     Narrative description of the project                                  Attach details in
                                                                           separate sheet
     Technology used including Front end / Back end, O/S etc.
     User base of the application developed
     Support/ Maintenance obligations (if applicable)
     Reference Site
     Please specify the following information:
     Name and location of the reference site
     Application developed including modules
     Number of concurrent users
     Contact Person / Designation
     Contact person’s address, telephone number and e-mail
     Any other relevant information




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              ANNEXURE- 3: TECHNICAL BID EVALUATION CRITERIA
                                 Note: Minimum score required is 70

Form – 3.1             Indicative Criteria for Bid Evaluation (Technical)
Criteria                                     Description                         Weightage
3           Project Understanding                                                10
3.1         Understanding of the functionality – Scope / Deliverables etc                  4
3.2         Coverage of the necessary Legislations / Acts / Rules in the scope             3
3.3         Hardware recommendations                                                       3
4           Technical Solution                                                   35
4.1         Overall Architecture fit of the solution                                      15
4.2         Technical Architecture                                                        10
4.3         Security                                                                       2
4.4         Scalability                                                                    2
4.5         Operational Environment                                                        3
4.6         User Friendliness                                                              3
5           Project Management                                                   40
5.1         Approach to Design & Development                                              15
5.2         Implementation                                                                10
5.3         Manpower Deployment Plan                                                      10
5.4         Risk Assessment                                                                5
6           Training & Support                                                   15
6.1         Training                                                                       4
6.2         Post implementation Support                                                    4
6.3         Data Migration strategy and support                                            3
6.4         Warranty                                                                       4
            TOTAL                                                                100

           Note: Minimum 70 marks are required in technical bid evaluation for consideration of
           financial bid opening. The score given by the Evaluation Committee will stand final and no
           representation in this regard will be entertained and MD, HARTRON/SECRETARY, HBSE
           decision will be final and binding on all the tenderers.




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                      ANNEXURE-4: COMMERCIAL BID PROFORMA
Financial bid will be opened for those tenderers who will score minimum 70% in technical evaluation.
Financial bid is to submitted as per the format depicted below
Form 4.1: Submission of commercial bid
S.No.                           Particulars                                       Price in Rs.
 A1.    Development of Application Software & Implementation               SRS        SDD          Dev
        The web-based application portal for the HBSE
  1     Student Service System
  2     School Services System
  3     Human Resource Management System
  4     Payroll System
  5     Finance & Accounts System
  6     Stores & Purchase Management System
  7     Legal Cases Maintenance System
  8     Data Porting System
  9     Examination Management System
        Sub Total (A1) = SRS + SDD + Dev
 A2.    Integration of Application Software with existing modules
  1     Integration of portal with www.hbse.nic.in
        Sub Total (A2)
        Sub Total (A)=A1 + A2
 B.     Data Migration
 1      Data Migration for last one
        year/as per requirement             1000 key depressions
        (quote price for only 1000
        key depressions for data
        entry and scanning per               Scanning per page
        page)
 2a     Data Entry of 2 lakhs records of 1000 key depressions
        (payment as per actual)
 2b     Scanning of 1 lakh pages (payment as per actual)
        Sub-Total (B)
 C.     Training
 1      Comprehensive Training of employees
        Sub-Total (C)
 D.     Annual Maintenance and Operational Support
        Contract
  1     AMOSC for first year
  2     AMOSC for second year
  3     AMOSC for third year
        Sub-Total (D)
  E.    Report on Hardware and Network Capacity Planning &
        Sizing
  1     Report on Hardware and Network Capacity Planning & Sizing
        Sub-Total (E)
  F.    Other Miscellaneous cost (if any, please specify)
        Sub-Total (F)
Grand total (A+B+C+D+E) in INR
Grand total
in words
     SRS = Software Requirement Specification
     SDD = Software Design Document
     Dev = Development of Software


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Annexure-5: Covering Letter Format of Bid (On companies letter head)
Covering letter for Pre-qualification bid proforma
Letter Dated Date/Month/Year
Managing Director
Haryana State Electronics Development Corporation Ltd.
SCO 111-113, Sector17-B, Chandigarh
Dear Sir,

Ref:    Submission of Pre-Qualification Bid for computerization of e-HBSE System


        Having examined the tender document, the receipt of which is hereby duly acknowledged, we, the
undersigned, offer to implement the e-HBSE system application as required and outlined in the RFP of HBSE.
The details sought by the organization to evaluate the bidder’s technical skill base and financial capacity to
implement the E-HBSE SYSTEM application are provided in the pre-qualification bid. As it is required, the list
of details specified in the table below is given in the formats specified in the RFP.
        The details specified in the formats are substantiated with support documents as required.
Sincerely yours


(Signature) (In the capacity of)


Duly authorized to sign the Tender Response for and on behalf of:


(Name and Address of Company) Seal / Stamp of bidder


Witness Signature:
Witness Name:
Witness Address:


CERTIFIED AS TO AUTHORISED SIGNATORIES
        I, certify that I am Secretary of the ………….., and that ………………………………. Who signed the
above Bid is authorized to bind the corporation by authority of its governing body.


(Authority)

Date
(Seal here)




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Annexure – 5.1 Covering letter format for Technical Bid:

                                               TECHNICAL BID


To
Managing Director
Haryana State Electronics Development Corporation Ltd.
SCO 111-113, Sector17-B, Chandigarh


Dear Sir,
        Ref: RFP for e-HBSE SYSTEM APPLICATION SOFTWARE/ TECHNICAL BID for HBSE


Having examined the Bid Document, the receipt of which is hereby duly acknowledged, we, the undersigned,
offer to do the System Study, Design, Development, Testing, Training, Implementation, and Operation &
Maintenance of software system e-HBSE system for HBSE. To meet such requirements and provide such
services as required are set out in the Bid Document.


We attach hereto the Bid Technical Response as required by the Bid document, which constitutes my / our
bid.


We undertake, if our Bid is accepted, to adhere to the implementation plan (Key Events/ Activities and dates
of the project) put forward or such adjusted plan as may subsequently be mutually agreed between us and
HBSE or its appointed representatives.


If our Bid is accepted, we will obtain a performance bank guarantee in the format given in the Bid Document
issued by a PSU bank in India, acceptable to HBSE, for a sum equivalent to 20% of the total of the prices as
quoted in our commercial bid of the Bid Document for the due performance of the contract.


We agree for unconditional acceptance of all the terms and conditions in the bid document and also agree to
abide by this Bid Response for a period of SIX (plus ONE )MONTHS from the date fixed for Bid opening and
it shall remain binding upon us with full force and virtue, until within this period a formal contract is prepared
and executed, this Bid Response, together with your written acceptance thereof in your notification of award,
shall constitute a binding contract between us and will initiate the formation of a separate contract in respect
of maintenance and support services after the expiry of the warranty period.


We agree that you are not bound to accept to lowest or any Bid Response you may receive. We also agree
that you reserve the right in absolute sense to reject all or any of the products/ services specified in the Bid
Response without assigning any reason whatsoever.




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It is hereby confirmed that I/We are entitled to act on behalf of our corporation / company/ firm / organization
and empowered to sign this document as well as such other documents which may be required in this
connection.


Dated this ……………….                                                    Day of ………………….. 2008
……………………………….                                                ..………………….……………
(Signature)                                                               (In the capacity of)
Duly authorized to sign the Bid Response for and on behalf of:
…………………………………………………………………
…………………………………………………………………


(Name and address of Bidding Company)                  Seal / Stamp of Bidder


Witness signature:         ………………………………………
Witness name:              ………………………………………
Witness address:           ………………………………………
                           ………………………………………
Attachments:      Board resolution delegating signing powers to authorized
                  signatories Bid Technical Response




CERTIFICATE AS TO AUTHORISED SIGNATORIES


I, certify that I am the authorized signatory ………….............................
…………………………………..                                          (Name of bidding company)
And that
                  ……………………………………………

                  ……………………………………………
                  (Name of above company signatory (s))
Who signed the above Bid is authorized to bind the corporation by authority of its governing body.


                                             …………………………………………….
(Seal)                                       (Authorized Signatory)




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Annexure – 5.2 Covering letter format for Commercial Bid

                                                Commercial Bid
Managing Director
Haryana State Electronics Development Corporation Ltd.
SCO 111-113, Sector17-B, Chandigarh

Dear Sir,
        Ref: RFP for e-HBSE SYSTEM APPLICATION SOFTWARE/ COMMERCIAL BID for HBSE

Having examined the Bid Document, the receipt of which is hereby duly acknowledged, we, the undersigned,
offer to do the System Study, Design, Development, Testing, Training, Implementation, and Operation &
Maintenance of software system e-HBSE system for HBSE. To meet such requirements and provide such
services as required are set out in the Bid Document for a total bid price of:

Indian Rupees in figures: ……………………
and in words: ……………………………………………………………
……………………………………………………………….

We attach hereto the Bid commercial Response as required by the Bid document, which constitutes my / our
bid.

We undertake, if our Bid is accepted, to adhere to the implementation plan (Key Events/ Activities and dates
of the project) put forward in the RFP or such adjusted plan as may subsequently be mutually agreed
between us and HBSE or its appointed representatives.


If our Bid is accepted, we will obtain a performance bank guarantee in the format given in the Bid Document
issued by a PSU bank in India, acceptable to HBSE, for a sum equivalent to 20% of the total of the prices as
quoted in our commercial bid of the Bid Document for the due performance of the contract.

We agree for unconditional acceptance of all the terms and conditions in the bid document and also agree to
abide by this Bid Response for a period of SIX (plus ONE )MONTHS from the date fixed for Bid opening and
it shall remain binding upon us, until within this period a formal contract is prepared and executed, this Bid
Response, together with your written acceptance thereof in your notification of award, shall constitute a
binding contract between us and will initiate the formation of a separate contract in respect of maintenance
and support services after the expiry of the warranty period.

We agree that you are not bound to accept to lowest or any Bid Response you may receive. We also agree
that you reserve the right in absolute sense to reject all or any of the products/ services specified in the Bid
Response without assigning any reason whatsoever.
It is hereby confirmed that I /We are entitled to act on behalf of our corporation / company/ firm / organization
and empowered to sign this document as well as such other documents which may be required in this
connection.

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Dated this ……………….                                                    Day of ………………….. 2008


……………………………….                                                 ………………….……………
(Signature)                                                               (In the capacity of)

Duly authorized to sign the Bid Response for and on behalf of:
…………………………………………………………………
…………………………………………………………………
(Name and address of Bidding Company)
                                                                         Seal / Stamp of Bidder
Witness signature:         ………………………………………
Witness name:              ………………………………………
Witness address:           ………………………………………
                           ………………………………………
Attachments:      Board resolution delegating signing powers to authorized signatures
                  Bid Technical Response

CERTIFICATE AS TO AUTHORISED SIGNATORIES

I, certify that I am the authorized signatory ………….............................
…………………………………..
                                                                          (Name of bidding company)
And that
                  ……………………………………………

                  ……………………………………………
                  (Name of above company signatory (s))
Who signed the above Bid is authorized to bind the corporation by authority of its governing body.

                                             …………………………………………….
(Seal)                                       (Authorized Signatory)




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Annexure – 6: Form for Performance Bank Guarantee (PBG)

To
Secretary
Haryana Board of School Education,
Bhiwani,
Haryana.


Dear Sir,


PERFORMANCE BANK GUARANTEE – System Study, Design, Development, Training, Implementation and
Operation & Maintenance of e-HBSE System


WHEREAS


M/s. (name of Bidder), a company registered under the Companies Act, 1956, having its registered and
corporate office at (address of the Bidder), (hereinafter referred to as “our constituent”, which expression,
unless excluded or repugnant to the context or meaning thereof, includes its successors and assigns), agreed
to enter into a Contract dated…………. (Herein after, referred to as “Contract”) with you (HBSE) for System
Study, Design, Development, Training, Implementation and Operation & Maintenance of e-HBSE System as
detailed in the said Contract.


We are aware of the fact that as per the terms of the Contract, M/s. (name of Bidder) is required to furnish an
unconditional and irrevocable Bank Guarantee in your favor for an amount INR …….. (In words and figures),
being equivalent to 20% of the total of the price as quoted in the commercial bid submitted by the constituent
and guarantee the due performance by our constituent as per the Contract and do hereby agree and
undertake to pay any and all amount due and payable under this bank guarantee, as security against breach /
default of the said Contract by our Constituent.


In consideration of the fact that our constituent is our valued customer and the fact that he has entered into
the said Contract with you, we, (name and address of the bank), have agreed to issue this Performance Bank
Guarantee.


Therefore, we (name and address of the bank) hereby unconditionally and irrevocably guarantee you as
under:


In the event of our constituent committing any breach / default of the said Contract, and which has not been
rectified by him, we hereby agree to pay you forthwith on demand such sum/s not exceeding the sum of INR
……… (In words and figures) without any demur.

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Notwithstanding anything to the contrary, as contained in the said Contract, we agree that your decision as to
whether our constituent has made any such default(s) / breach(s), as aforesaid and the amount or amounts to
which your are entitled by reasons thereof, subject to the terms and conditions of the said Contract, will be
binding on us and we shall not be entitled to ask you to establish your claim or claims under this Performance
Bank Guarantee, but will pay the same forthwith on your demand without any protest or demur.


This Performance Bank Guarantee shall continue and hold good till the completion of the warranty period
(plus THREE months) or ‘Go-Live’ + 12 months of the e-HBSE System i.e. (date), subject to the terms and
conditions in the said Contract.


We bind ourselves to pay the above said amount at any point of time commencing from the date of the said
Contract until the completion of the warranty period (plus THREE months) or ‘Go-Live’ + 12 months for the
total solution as per said Contract.


We further agree that the termination of the said Agreement, for reasons solely attributable to our constituent,
virtually empowers you to demand for the payment of the above said amount under this guarantee and we
would honor the same without demur.


We hereby expressly waive all our rights:
    (i)       Requiring to pursue legal remedies against HBSE; and
    (ii)      For notice of acceptance hereof any action taken or omitted in reliance hereon, of any defaults
              under the Contract and any resentment, demand, protest or any notice of any kind.

We the Guarantor, as primary obligor and not merely Surety or Guarantor of collection, do hereby irrevocably
and unconditionally give our guarantee and undertake to pay any amount you may claim (by one or more
claims) upto but not exceeding the amount mentioned aforesaid during the period from and including the date
of issue of this guarantee through the period.

We specifically confirm that no proof of any amount due to your under the Contract is required to be provided
to us in connection with any demand by you for payment under this guarantee other than your written
demand.


Any notice by way of demand or otherwise hereunder may be sent by special courier, telex, fax, registered
post or other electronic media to our address, as aforesaid and if sent by post, it shall be deemed to have
been given to us after the expiry of 48 hours when the same has been posted.

If it is necessary to extend this guarantee on account of any reason whatsoever, we undertake to extend the
period of this guarantee on the request of our constituent under intimation to you.

This Performance Bank Guarantee shall not be affected by any change in the constitution of our constituent
nor shall it be affected by any change in the constitution or by any amalgamation or absorption thereof or
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therewith or reconstruction or winding up, but will ensure to the benefit of you and be available to and be
enforceable by you during the period from and including the date of issue of this guarantee through the
period.

Notwithstanding anything contained hereinabove, our liability under this Performance Guarantee is restricted
to INR ……… (in words and figures) and shall continue to exist, subject to the terms and conditions contained
herein, unless a written claim is lodged on us on or before the aforesaid date of expiry of this guarantee.

We hereby confirm that we have the power/s to issue this Guarantee in your favour under the Memorandum
and Articles of Association/ Constitution of our bank and the undersigned is / are the recipient of authority by
express delegation of power/s and has/ have full power/s to execute this guarantee under the Power of
Attorney issued by the bank in your favour.

We further agree that the exercise of any of your rights against our constituent to carry out the contractual
obligations as per the said Contract would not release our liability under this guarantee and that your right
against us shall remain in full force and effect, notwithstanding any arrangement that may be entered into
between you and our constituent, during the entire currency of this guarantee.

Notwithstanding anything contained herein:

Our liability under this Performance Bank Guarantee shall not exceed INR …….. (in words and figure);

This Performance Bank Guarantee shall be valid only up to the completion of warranty period (plus THREE
months) ‘Go-Live’ + 12 months for the Total Solution; and

We are liable to pay the guaranteed amount or part thereof under this Performance Bank Guarantee only and
only if we receive a written claim or demand on or before … (date i.e. completion of the warranty period plus
THREE months or ‘Go-Live’ + 12 months for the proposed software application (e-HBSE System) for HBSE).

Any payment made hereunder shall be free and clear of and without deduction for or an account of taxes,
levies, imports, charges, duties, fees, deductions or withholding of any nature imposts.


This Performance Bank Guarantee must be returned to the bank upon its expiry. If the bank does not receive
the Performance Bank Guarantee within the above-mentioned period, subject to the terms and conditions
contained herein, it shall be deemed to be automatically cancelled.


This guarantee shall be governed by and construed in accordance with the Indian Laws and we hereby
submit to the exclusive jurisdiction of courts of Justice in India for the purpose of any suit or action or other
proceedings arising out of this guarantee or the subject matter hereof brought by you may not be enforced in
or by such count.


Dated …………… this …………. Day ……………. 2008


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Yours faithfully,


For and on behalf of the …………….. Bank,


(Signature)
Designation
(Address of the Bank)
Note:


This guarantee will attract stamp duty as a security bond.
A duly certified copy of the requisite authority conferred on the official/s to execute the guarantee on behalf of
the bank should be annexed to this guarantee for verification and retention thereof as documentary evidence
in the matter.




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Annexure – 7: Address for Correspondence
The Address for any correspondence with HARTRON relating to the tendering process is:


The Managing Director
Haryana State Electronics Development Corporation Ltd.
S.C.O. 111-113
Sector 17-B
Chandigarh- 160017
Email- hartron@hartron.org
jagannath@hartron.org
saranjit@hartron.org
Phones: 2706422 - 2728214
PBX 2722961-62




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Annexure – 8: Non Disclosure Agreement


Non-Disclosure Agreement


This Non-Disclosure Agreement (“Agreement”) is effective from XXX day of month MMM year 2008 by and
between SECRETARY, HBSE having its principal place of operations at S.C.O. 17-18-19, Sector 17-A,
Chandigarh-160017, and the Operator ………. Having its principal office at …………


Purpose: This agreement is made in order for either party to receive from each other information regarding
Products / Services, which both parties may wish to acquire from each other under the terms that will protect
the confidential and proprietary nature of such information. By mutual consent and without further action, this
Agreement shall become part of any and all Agreements or requests for such Products /Services, which
Authorized representative, HBSE and the Tenderer may discuss now or enter into in the future. For the
purpose herein, any coincidental business information of third persons furnished or disclosed by one party to
the other party shall be deemed Confidential Information and shall be subject to the terms and conditions
herein.
Confidential Information: As and when herein, Confidential information shall mean and include any and all
confidential or proprietary business information furnished, in whatever form or medium, or disclosed verbally
or otherwise by the parties to each other including, but not limited to, the services, marketing plans, financial
data and personnel statistics, whether or not marked as confidential proprietary by the parties


Use of Confidential Information: The parties agree to hold such confidential Information in strictest
confidence and shall use it solely for the purpose of this Agreement unless otherwise authorized in writing by
the other party. Except for a reasonable number of copies made for Internal use or use consistent with the
purposes of this Agreement, the parties shall not copy such Confidential Information without prior written
permission. The parties shall not disclose such Confidential Information to anyone including but not limited to
Representatives, Agents and subcontractors, hereinafter collectively known as (“Representatives”) except
those Representatives of the parties to whom disclosure is necessary for the purposes set forth in this
Agreement, any representative is selected after due permission from HBSE. The parties shall appropriately
notify each such Representative that the disclosure is made in confidence and must be kept in confidence in
accordance with this Agreement. Each party shall not use such Confidential Information to copy or otherwise
replicate a document /product of either party, including software, or parts thereof, or services unless
authorized in writing. Also, in no event shall disclosure be made to a competitor of a party without prior written
consent, from the consent party.
In the event such Confidential Information must be disclosed by either party to third persons for the purposes
set forth herein, Authorized representative, HBSE or shall first obtain the other party’s written permission to do
so and till such time as no written consent or denial from the other party, allowing or denying such disclosure
is obtained, the party seeking such consent or denial shall not proceed to disclose the same. Once the written
consent by the consenting party has been given, the disclosing parties shall obtain from such third person a
written agreement regarding confidentiality of the Confidential Information prior to disclosure.
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Upon termination of this Agreement for any reason or upon request of either party, all Confidential
Information, together with any copies of same as may be authorized in this Agreement shall be destroyed or
returned to the requesting party. The requirements of use and confidentiality set forth shall survive after
termination and after return of such Confidential Information.
Copy Confidential Information: The parties agree that copies of Confidential Information shall be made only
in accordance with this Agreement, and each copy made shall contain and state the same confidential or
proprietary notices or legends which appear on the original. Nothing in this Agreement shall be construed as
granting any right or license under any copyrights, inventions or patents now or hereafter owned or controlled
by either party.
No Further obligations: Except for the obligations of use and confidentiality imposed herein upon the
Tenderer and HBSE, each party acknowledges that no obligation of any kind is assumed by or implied against
either party by virtue of my meeting or discussions regarding the purpose of this Agreement with respect to
whatever information is exchanged.
Exceptions: The obligations imposed herein shall not apply to any information that:
    1.        Is already in possession of or independently developed by either party as evidenced by written
              record.
    2.        Becomes publicly available through no fault of either party
    3.        Is already held by either party on computer or other recording media; or
    4.        Is already publicly available.
Assignments: Neither this Agreement nor any rights hereunder shall be assignable or transferable, in whole
or in part, by either party; the obligations contained in this Agreement shall survive after termination of this
Agreement.
Amendments: Amendments or alternations of this Agreement shall be binding and enforceable only if made
in writing and signed by authorized representatives of the parties hereto.
Governing Law & Jurisdiction: This Agreement shall be governed by and interpreted according to the laws
of India and subject to the jurisdiction of courts in Chandigarh.
IN WITNESS WHEREOF, the parties have caused their duly authorized representatives to sign these
Agreements as of the date first stated above.


For (Authorized representative, HBSE)                                        For (       )


________________________________                                    __________________


Title: ___________________                                          Title: __________________


Date: ___________________                                           Date:    _________________




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Annexure – 9 Bidder Request for Clarification


BIDDERS REQUEST FOR CLARIFICATION (RFC)


Bidders requiring specific points of clarification may communicate with HBSE during the period using the
following format.

All questions received will be formally responded to the bidder and questions / points of clarification and
Hartron/HBSE responses will be circulated to all bidders. The clarifications will be provided to all bidders, the
source (identity) of the bidders seeking points of clarification will not be revealed.


Bidders are requested to email all the RFC forms to the following e-mail addresses and forward hardcopy
confirmations to HBSE.
Email- hartron@hartron.org
jagannath@hartron.org
saranjit@hartron.org
FAX: 0172-2702666

Bidders are requested to use the following format:
e-HBSE System                                                         Bidder’s      Request        for
                                                                      Clarification
Hard copy to be mailed to:       The Managing Director
                                 Haryana State Electronics Development Corporation Ltd.
                                 SCO 111-113, Sector17-B, Chandigarh
Name      of    Organization     Name & position of person Full formal address of the
submitting request               submitting request               organization including phone, fax
                                                                  and email points of contact
                                                                  Tel:
                                                                  Fax:
                                                                  Email:
Bidding          Document        Content of RFP requiring Points of Clarification required
Reference    (s)   (section      Clarification
number / page)

Name and signature of
authorized person issuing
this        request    for
clarification                    Signature / Date                     Official designation




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