Empanelment of Consultants – Project Management Support for by wxz21301

VIEWS: 363 PAGES: 50

									                Request for Proposal (RFP)
                   10(28)/2006-NICSI




        Empanelment of Consultants –
Project Management Support for implementing
            eDistrict across India


                     Tender No NICSI/2006/14




    NATIONAL INFORMATICS CENTRE SERVICES INC. (NICSI)
           (A Government of India Enterprise Under NIC)
        Ministry of Communication & Information Technology
                         6th Floor, Hall No – 2 & 3,
          NBCC Tower, 15 Bhikaji Cama Place, New Delhi : - 1100 66

          Phone : - 91-11-26105054 Fax : - 91-11-26105212
          Email : - tender-nicsi@nic.in




                                                                                1
                                                                 Page 1 of 50
                          TABLE OF CONTENTS

     Section No.                                                     Page No.

1.     Project Summary                                                         3

2.     Data Sheet                                                              7

3.     Terms of Reference                                                      12

4.     Pre-qualification Criteria                                              23

5.     List of Key Positions                                                   25

6.     Technical Bid Evaluation Criteria and Selection Procedure               27

7.     Formats for Technical and Financial Proposal                            29

       •   Consultant Organization and Experience
       •   Comments and Suggestions on the Terms of Reference and
           on Counterpart Staff and Facilities to be Provided by the Client
       •   Description of Approach, Methodology and Work Plan for
           Performing the Assignment
       •   Team Composition and Task Assigned
       •   CVs
       •   Staffing Schedule
       •   Work Schedule
       •   Financial Bid Format

8.     Proposed Contract Terms                                                 42

9.     Monitoring and Mid Term Review of progress                              50




                                                                                             2
                                                                              Page 2 of 50
                       SECTION I – PROJECT SUMMARY

1.1.   In 2003, the program for Horizontal Transfer of Successful e-Governance Initiatives
       was launched in light of the decision of the government that “the Government
       would implement a comprehensive program to accelerate e-governance at all
       levels of the Government to improve efficiency, transparency and accountability
       at the Government-Citizen interface.”

1.2.   Consequently, DIT launched a countrywide initiative in early 2003 – “Horizontal
       Transfer of Successful e-Governance Initiatives” aimed at taking “Best practices of
       successful implementations” to several other states.

1.3.   The objective of the program was to develop model on a self-sustainable Public
       Private Partnership (PPP) basis. It may be mentioned that the scheme of DIT to
       replicate success stories of e-governance projects was to develop a successful
       citizen centric working model so that the State Government can evolve a
       subsequent program to roll out the project based on pilot in the entire
       state.

1.4.   The Horizontal Transfer programme was initially designed to include three
       application areas – Land record, property registration and Transport. Based upon
       the experience gained during the programme, it has been decided to include
       additional areas under the programme.

1.5.   It is in this connection that the Department of IT (DIT) now proposes to undertake
       implementation of eDistrict concept on a pilot scale across willing States.

1.6.   e-district as a concept proposes integrated and seamless delivery of citizen
       services by district administration through automation of workflow , backend
       digitization, integration and process redesign across participating departments
       such as Revenue, Food, Basic Education, Social Welfare, Minorities, Forests,
       Panchayati Raj, Rural Development, Agriculture, Election, Home, Minor Irrigation,
       Passport, Irrigation, Excise, Finance & Treasuries, Family Welfare, Horticulture,
       Cooperatives, Transport, Health, Land Records, and Registration etc. for providing
       services to the citizens.




                                                                                            3
                                                                             Page 3 of 50
1.7.       The e-district project would also help in defining and facilitating pilot
           implementation of an effective model for delivery of citizen services through the
           proposed Common Services Centres (CSCs) scheme under the National
           eGovernance Plan (NeGP) of the Government of India. Thus electronic workflow
           system would help delivery of individual department services through Common
           Service Centers (CSCs) which would be the primary front end channels envisaged
           under the NeGP.

1.8.       The conceptual design of e-district model is that while the back-ends are
           computerized, it is the services that are the focus and not mere computerization
           of department or division of the Government

1.9.       The reasons for implementing the project include:
       •   Districts are the primary delivery channel for Government Administration and
           electronic delivery of large number. of services at the district level would greatly
           improve the quality of life of the citizens.
       •   Significant improvement in delivery of Government services by integrating other e-
           Governance initiatives by different departments (Land records, Property
           Registration, Agriculture, Passport, Police etc.) could also occur.
       •   Establishing a Multi-Disciplinary centre for information accessibility for capacity
           building of the district administrative processes would also be created.
       •   Formulation of strategies for creating a Central data repository at the district level
           for all associate activities for improving district administrative processes by
           ensuring data and information are collected, stored , retrieved , used and
           exchanged in an efficient manner at all levels from ‘top to bottom’
       •   Support and integration of the e-Governance initiatives by Government of India
           such as Common Service Centres (CSCs) and Statewide Area Networks (SWAN)

1.10.      The objective of the eDistrict pilot project to be funded by DIT under the
           Horizontal Transfer Program include:
       •   Implementation of an efficient electronic workflow system for District
           Administration.
       •   Backend computerization of the core services provided through the district
           administration
       •   To redesign the processes for the core services to deliver them through the
           Common service centres.
       •   Infusion of transparency and accountability in operations
       •   Fast processing of public cases/appeals/grievances. Dissemination of information
           as per public requirement




                                                                                                  4
                                                                                   Page 4 of 50
1.11.   In order to implement the concept, State Government would closely work with
        Department of Information Technology, Ministry of Communication and
        Information Technology to seek over all guidance. District Administration would
        also work very closely with the project implementation partner to undertake the
        field work, comprehend the requirements, document the observations, prepare
        roadmap, redesign the processes, and help build capacity for the staff and
        executive resources of the district administration. District administration and
        project implementation partner would also work closely with the technical
        solution provider for developing and customizing the software, implement the
        technical solution.

1.12.   As part of the implementation arrangements, DIT envisaged appointment of
        Project Management Consultants to support the State and District Administration
        in implementing the pilot project. This would Involve carrying out the field study
        in order to understand the requirements of the citizens, the existing delivery
        mechanism, levels of interfaces with the Governments, the impediments and
        difficulties in the accessing the services and information, document the
        understanding and redesign an efficient and effective service delivery processes
        mechanism and structure, design the functional requirements of the e-district
        application, understand the capacity building requirements and help create a
        facility for development of capacity. It may be mentioned that the actual work of
        developing the software and application would be done by NIC/any other agency
        identified by DIT/States. The project management consultants as part of the
        implementation assistance is required to undertake the following tasks:
            o Requirement Analysis
                       Planning
                       ‘As –Is’ Assessment
                       Target Envisioning
                       ‘To –Be’ Processes
            o Identify the BPR requirements and design the legal changes required to
                       Implement the process improvements.
            o Designing functional requirements of e-district application
            o Designing RFP for selection of Data entry vendor
            o Designing the site layout of Administration Offices
            o Support in implementation of the e-district applications at the sites
            o Assist in Training of the departmental personnel and users
            o Project Management with Status update and progress tracking of the
                project
            o Designing PPP options for sustainability of the Project
            o Designing of the RFP for Statewide Rollout of the e-district Application




                                                                                            5
                                                                             Page 5 of 50
1.13.   In order to implement the project, DIT has nominated the National Informatics
        Centre Services Incorporated (NICSI)- under Department of Information
        Technology-a premier IT organization of the Government as the implementing
        agency. National Informatics Centre Services Incorporated (NICSI) was set up in
        1995 as a section 25 company and is the corporate extension of NIC.

1.14.   It is in this background that The Department of Information Technology,
        Government of India through NICSI now invites sealed prequalification, technical
        and financial proposals for empanelment of Project Management Consultants for
        assisting in the implementation of eDistrict at identified pilot locations as per the
        ToR detailed in Section III. The project management consultants would be selected
        in line with the procedures set out in the Section VI of this Request for Proposal
        (RFP).

1.15.   This RFP includes   the following Sections:
        Section I      :    Project Summary
        Section II     :    Data Sheet on the procedure for submission of proposal
        Section III    :    Terms of Reference (ToR)
        Section IV     :    Pre-qualification Criteria
        Section V      :    List of Key Positions
        Section VI     :    Technical Bid Evaluation Criteria and Selection Procedure
        Section VII    :    Format for Technical and Financial Proposal
        Section VIIII :     Terms of Contract (ToC)
                       :    Procedures for Monitoring and Mid-term Review of the progress
        Section IX
                            of work

1.16. You are hereby invited to submit pre-qualification, technical and financial
        Proposals as per the provisions detailed in this RFP at the address provided below.
        The last date for submitting the technical and financial Proposal is 23rd August,
        2006 latest by 11:00 hours.

        Managing Director
        National Informatics Centre Services Inc.
        Hall No – 2 & 3, 6th Floor,
        NBCC Tower, 15 Bhikaji Cama Place
        New Delhi : - 1100 66




                                                                                               6
                                                                                Page 6 of 50
                     SECTION II – DATA SHEET

2.1   Name of the Client: Department of Information Technology, Ministry of
      Communication and IT, Government of India through National
      Informatics Centre Services Incorporated.
      Method of selection: Pre-Qualification followed by Technical Qualification.
      Empanelment on L1 basis of all technically qualified subject to Technically
      qualified matching the L1 price.
      For details of the selection process and allocation of work refer to section
      2.15 and 2.18 respectively.

2.2   Financial Proposal to be submitted together with the Prequalification and
      Technical Proposal: Yes
            Name of the assignment is: " Empanelment of Consultants –
       Project Management Support for implementing eDistrict across India”

2.3   RFP Reference. 10(28)/2006-NICSI

2.4   Last Date and Time for submission of EMD (alongwith tender document fee
      of Rs.500/-), Pre-qualification, Technical, Financial Proposals in four
      separate sealed envelopes.
      11.00 Hrs on 23rd August, 2006.

2.5   Time and Date of Opening of Pre-qualification Proposals in front of the
      bidders present: 11.30 hrs., on 23rd August, 2006.

2.6   The Bidders shall furnish, Earnest Money Deposit (EMD) of Rs. 5.00 (five)
      lakhs in the form of demand draft/bankers’ cheque, from a commercial
      bank, drawn in favour of NICSI, payable at New Delhi. A separate DD of
      Rs.500/- shall be furnished as Tender Document Fee.

2.7   Place of Opening of Prequalification Proposals:
             Managing Director
             National Informatics Centre Services Inc.
             Hall No – 2 & 3, 6th Floor,
             NBCC Tower, 15 Bhikaji Cama Place
             New Delhi : - 1100 66




                                                                                      7
                                                                       Page 7 of 50
2.8    A pre-proposal conference will be held: Yes
       Date: 8th August, 2006
       Time:11.00 AM
       Venue: Committee Room, Room No. 4009, 4th Floor, DIT.
       Contact: Shri. S Abbassi, Director, e-Governance Group PMU. Department
       of IT, Ministry of Communication and Information Technology, Electronics
       Niketan, 6 CGO Complex, Lodhi Road, New Delhi -110 003

2.9    Validity Period of the Technical and Financial Proposals: Proposal must
       remain valid ninety (90) days after the submission date.
       The empanelment would be valid for an initial period of 2 years with the
       option with DIT/NICSI to extend the same for another period of two year
       as per mutual agreement subject to a maximum increase of 25% of the
       financial quote agreed as part of this empanelment.

2.10   Clarifications may be requested not later than 3 days before the pre-
       bid submission date.
       The address for requesting clarifications is:
       Shri. . S Abbassi, Director,
       e-Governance Group PMU
       DIT of Information Technology
       Government of India
       Electronics Niketan, 6-CGO Complex
       New Delhi-110003

2.11   Proposals shall be submitted in the following language: English

       The original proposal shall be prepared in indelible ink. It shall contain no
       inter-lineation or overwriting, except as necessary to correct errors made
       by the bidder itself. Any such corrections must be initialled by the person
       (or persons) who sign(s) the proposals.

       An authorized representative of the bidder shall initial all pages of the
       proposal. The representative’s authorization should be confirmed by a
       written letter of authorization accompanying the prequalification
       proposal

2.12   Amounts payable by the Client to the Consultant under the contract to be
       subject to local taxation: Yes .




                                                                                        8
                                                                         Page 8 of 50
       The Client will reimburse the Consultant for any such taxes paid by the
       Consultant. Yes, As per actuals

2.13   Consultant must submit the original and one additional copy of the Pre-
       qualification, Technical and Financial Proposal with technical and
       financial proposal sealed separately. The financial proposal should be
       clearly marked and should contain a label stating “Financial Proposal –
       Not to be Opened with the Technical Proposal” and “Financial Proposal –
       To be Opened in front of the Consultancy Evaluation Committee”. In case
       of any discrepancies between the original and the copy, the contents of
       the original bid shall govern.

2.14   The Proposal submission address is:
              Managing Director
              National Informatics Centre Services Inc.
              Hall No – 2 & 3, 6th Floor,
              NBCC Tower, 15 Bhikaji Cama Place
              New Delhi : - 1100 66

       Proposals received after the stated time and date would not be
       considered and would be returned unopened.

2.15   Process for Empanelment


       The empanelment of the consultants would follow a three stage process:
       Stage 1: Pre-qualification. All the firms responding to this tender would
       need to meet the pre-qualification criteria set in this RFP as per details
       provided in Section 4 and who score a minimum of 60 marks as per the
       evaluation criteria set in the section


       Stage 2: Technical Qualification – Technical Proposals of all the firms
       which meet the requirements of Stage 1 would be taken up for evaluation
       as per the technical bid evaluation criteria listed in Section 6 of this RFP.
       All firms scoring 70 or above would be technically qualified and would
       move into Stage 3.

       Stage 3: Financial and empanelment – Financial Proposals of all the
       firms that meet the technical qualifications would be opened. Firms




                                                                                        9
                                                                         Page 9 of 50
       agreeing to match L1 price would be empanelled for an initial period of 2
       year with DIT/NICSI reserving the right to extend the same for a period of
       another two years subject to mutual agreement on the prices with a
       maximum increase of 25% of the L1 prices.

2.16   Expected date for contract negotiations and finalization:
       90 days from the date of opening.

2.17   Others:
          •   The DIT /NICSI would select firms from among those responding
              from this RFP
          •   While preparing the technical and financial Proposal, prospective
              bidders must give particular attention to the details in the RFP
              document.
          •   Material deficiencies in providing the information requested may
              result in rejection of the proposal.
          •   The cost to be incurred by the prospective bidders to prepare the
              proposals and for negotiating the contract, including any visits to
              DIT/NICSI is not reimbursable as a direct cost of the assignment.
          •   Information     relating    to   evaluation    of   proposals   and
              recommendations concerning award shall not be disclosed to the
              bidders who submitted the proposals or to other persons not
              officially concerned with the process.
          •   Bids from consortium of firms are not acceptable.
          •   DIT/NICSI reserves the right to accept or reject any of the
              proposals submitted without assigning any reasons thereof.

2.18   All the firms empanelled would be allocated projects based upon the
       following principle/methodology:
          •   Only one consulting firm should be allocated to one State.
          •   DIT/NICSI would allocate a firm to a State based upon
              recommendation received by the State. To facilitate this process,
              DIT/NICSI would forward a list of three empanelled consultant to
              the State, from which the state would select one consultant.
          •   Once a consulting firm has been allocated two States, the firm
              would not be eligible for any new states unless all the other
              empanelled firms have been allocated at least one State
          •   The allocation of State to the consulting firm would also be subject




                                                                                     10
                                                                      Page 10 of 50
                to the firm agreeing to deploy capable and competent resources
                (names and CVs of the team members to be given to DIT) from
                those indicated in the Technical Proposal
          •       DIT / NICSI would try and ensure an equitable distribution of
                states to the empanelled firms.
          •     DIT/NICSI expect pilot projects to be undertaken in over 12 to 18
                states over the course of the next two year

       DIT/NICSI reserves the right to change the above process.

2.19    Instruction for Submission of Proposal

        EN-01     EMD and Tender Fee . The envelope shall be sealed and
                 superscripted “EMD and Tender Fee – Empanelment of
                 Consultants – Project Management Support for implementing
                 eDistrict across India,

        EN02     Prequalification Proposal : The envelope shall be sealed and
                 superscripted “Prequalification Proposal – Empanelment of
                 Consultants – Project Management Support for implementing
                 eDistrict across India, PreQualification Proposal”

        EN-03 Technical Proposal :      The envelope shall be sealed and
              superscripted “Technical Proposal – – Empanelment of
              Consultants – Project Management Support for implementing
              eDistrict across India, Technical Proposal” ” Two copies of the
              technical bid shall be enclosed. The two documents should be
              spiral bound with no loose sheets.         Each page should be
              numbered and conformance to the eligibility conditions should be
              indicated using an index page.         The envelope/documents
              shouldn’t contain the financial bid, in either explicit or implicit
              form, otherwise the bid will be rejected.

        EN-04 Financial Proposal :       The envelope shall be sealed and
              superscripted “Financial Proposal - – Empanelment of
              Consultants – Project Management Support for implementing
              eDistrict across India, Financial Proposal”” –– The financial
              proposal would be for undertaking a pilot district in a State as per
              the scope of work listed in the Section 3”




                                                                                     11
                                                                      Page 11 of 50
                     SECTION III – TERMS OF REFERNCE


3.1   BACKGROUND AND STATEMENT OF OBJECTIVES
      3.1.1 The Union Finance Minister in his Budget Speech for 06-07 announced that
            “It is Government’s intention to bring a number of services online, in a
            web-based mode, including applications under the Right to Information
            Act, applications for house sites, ration cards, transfers of teachers,
            inclusion in the electoral roll, filing of police complaint, and issue of
            birth/death certificates and copies of land records.” The e District
            initiative of the DIT has been formulated broadly keeping in mind the above
            objectives. Subject to the successful implementation of these pilot e
            district initiatives, the Government may consider approving e district as a
            National Mission Mode Project under the NeGP, at a subsequent date. It
            may also be mentioned that the DIT has sanctioned pilot e district projects
            for 6 districts of UP and 2 Districts of Assam and a number of proposals for
            e district have been received from States and are presently under
            consideration of the Government.

      3.1.2   The Department of Information Technology (DIT), has launched in 2003 , a
              major countrywide initiative Horizontal transfer of Successful e-Governance
              initiatives in computerization of land records, property registration and
              Transport department aimed at spreading the benefits of e-governance to
              all citizens. The objective of this exercise was to identify successfully
              implemented citizen-centric e-governance projects in some source state(s),
              and then transfer that learning to implement similar projects in other
              states across the country. The programme for, the programme is currently
              spread over 30 districts across 17 Indian states. 20 pilot projects have been
              successfully implemented. The key learning’s of the programme for
              successful implementation were
         •    Centralized Initiative and decentralized implementation – State Project
              Committee to monitor the project
         •    Applying best practices from source states along with local requirement in
              respective states
         •    State driven project implementation strategy instead of individual driven
         •    Focusing on designing and testing Pilot models - Phased Approach
         •    Technical Assistance to the States for providing support during
              implementation




                                                                                        12
                                                                            Page 12 of 50
    3.1.3   As part of the extension of the Horizontal Transfer Program, DIT is now
            implementing Pilot e-district projects across pilot districts in willing states
            to provide integrated citizen centric services in the district.

    3.1.4   eDistrict scheme has been formulated due to the following reasons:
       •    Districts are the primary delivery channel for Government Administration
            and delivery of large no. of services
       •    Can significantly improve Government Service Delivery by integrating other
            e-Governance initiatives by different departments (Land records, Property
            Registration, Agriculture, Passport, Police etc.)
       •    To establish a Multi-Disciplinary centre for information accessibility for
            capacity building of the district administrative process
       •    To formulate strategies for creating a Central data repository at the district
            level for all associate activities for improving district administrative process
            by ensuring data and information are collected, stored , retrieved , used
            and exchanged in an efficient manner at all levels from ‘Top to bottom’
       •    To support and integrate the e-Governance initiatives by Government of
            India such as Common Service Centres and State-wide Area Networks

    3.1.5  eDistrict is an extremely ambitious project which seeks to radically improve
           the way district works and provides services to citizens. The successful
           implementation of e-district involves certain imperatives in managerial,
           technological, resource and process dimensions. The project is designed to
           support the districts aspirations and have the following key features:
        • Flexible to support variant level of current status
        • Focuses on local citizen requirements with minimum success criteria
        • Planned in phases to support effective and focused roll-out
        • Complete empowerment & ownership to the project manager and project
           team
        • Necessary resources made available at the disposal of the state project
           manager
•   Build capability to horizontally transfer the recipe for success from the successful
    to other district of the States

    The conceptual design of the e-district is therefore that while the primary work is
    backend computerization of various departments, this will be implemented with
    the objective of providing services through the computerization.
     As part of the pilot project, 20 key services provided through the District
     Administration will be taken up under e-district. These would be identified




                                                                                         13
                                                                             Page 13 of 50
      based on the number of transaction/demand on the services by the citizens, and
      would include:
               Public Grievance Redressal/Right to information:
               Computerization of the ration cards:
               Issuance of Birth/Death Certificates
               Issuance of Domicile certificate/ Caste Certification –
               Electronic Payment collection for Bills/Govt. Dues–
               Computerization of the Rural Employment Guarantee Scheme –
               Computerization of Old Age pension –
               Computerization of Arms license Issuance process –
               Recovery Certificates:
               Government Entitlements:
               e-Filing-
               Infrastructure Management
               Employees Database:
               Computerisation of Revenue Court Cases

      In indicative list of departments that needs to be included for designing and
      implementing the e-district pilot model include:
                Registration Department
                Land Records Department
                Health Programmes
                Police
                Transport
                Agriculture
3.2 Terms of Reference for Assessment of Model Districts

 •   It is proposed that all the Empanelled consultants would undertake a joint study to
     assess three (3) districts considered as model districts, where pilot e district
     projects has been successfully implemented. The purpose of this study, by the
     empanelled consultants, is to familiarize them with the functioning of district
     collectorate. The three districts identified are Palakkad (Kerala), Tiruvarur (Tamil
     Nadu) and West Godavari (Andhra Pradesh).

 •   The assessment should include identification of functionalities, processes,
     procedures, risk factors, technology, critical success factors and issues related to
     project management.

 •   The assessment would include details of core processes and the processes which
     were identified for re-engineering. The Consultants would interact with internal
     and external stakeholders to understand various roadblocks and other problems




                                                                                       14
                                                                           Page 14 of 50
        encountered during the change management and how the issues were successfully
        dealt with.

   •    The Consultants would identify the critical activities of the project management
        that require special attention to avoid time and cost overrun for successful project
        implementation.

   •    The Consultant would study the current status of the customer services being
        delivered and performance gaps, if any.

   •    The deliverables of the study would be provided jointly by the consultants for each
        of the model districts. The report, among other would consist of:

           1.   Identification of best practice at the model districts
           2.   Identification of key success factors
           3.   Key functionalities of the model district
           4.   Issues faced during implementation and its resolution
           5.   Change Management process followed
           6.   Current Status of the project
           7.   Lessons learnt and path forward for the targeted pilot districts

   •    The report would be a key reference document for implementation of the pilot e
        district project.

   •    The time frame for the entire study covering all the three (3) model districts is one
        month.

3.3 Terms of Reference for Preparation of DPR for the e district pilot projects for a
    State (generally two district per State and not more than three districts per State
    in any case)


The emplaned consultant is expected to undertake the following main tasks for preparing
a detailed project report for e district pilot projects for a state. The list is not exhaustive.

3.3.1   Introduction
    •   The DPR must start with a brief on the district – its demography, topography,
        structure in terms of blocks/tehsils and other socio economic parameters. The
        brief must include the functions of district administration and the organization
        structure. DPR should highlight the existing infrastructure, any back end
        computerization already completed and overall e readiness.

3.3.2   Define project Objectives in line with NeGP mission and EGRM of the State
    •   DPR must indicate which of the specific objectives of National e Governance Plan
        could be achieved by the project and in particular, how the project, if successful will
        influence the attainment of these objectives.




                                                                                                   15
                                                                                   Page 15 of 50
3.3.3   Define Project Outcomes envisaged
    •   The outcome(s) of the project should specify its impact on and benefits to a target
        beneficiaries that are anticipated on the achievement of project objectives. The
        identification project outcomes should help in deciding on which activities and
        services are required to be undertaken.

3.3.4   Identify and detail out various services offered

3.3.5   Define Target beneficiaries

3.3.6   Identify various stakeholders and define roles and responsibilities
    •   The stakeholders should include all sections such as Ministry, department, district,
        vendors, consultants, implementing agencies, monitoring agencies, citizens etc.

3.3.7   End user consultation to understand stakeholders’ expectation

3.3.8   Business Model
    •   The DPR must provide details of the proposed business model of the project to
        ensure self-sustainability of the project in terms of continuity of the services to the
        beneficiaries without the dependence on external sources of funds. The demand for
        targeted services, estimated adoption rate and revenue must be estimated.

3.3.9 Business Process Re-engineering
    • The DPR must indicate the requirement of process re engineering and a brief
      methodology to conduct the same.

3.3.10 Service Levels and Measurement
    • The DPR must detail out the service levels for each offered service and propose a
       methodology for continuous measurement and reporting.

3.3.11 Capital Expenditure
    • The DPR must provide complete details of capital expenditure proposed for the
       project. The location wise numbers of each hardware, software, furniture, data
       digitization, project management cost etc required must be provided. The DPR must
       indicate existing hardware/ software etc and identify its usage in the proposed
       project. The requirement of database and application server needs to be justified in
       the DPR since it is expected that all the databases and application would be hosted
       in the State Data Centre (SDC) proposed by the Department of Information
       Technology (DIT).

   •    In case machines at client end and LAN, the same to be planned on the basis of
        requirement at each office (net of existing machines or machines planned under any
        other e Gov projects).

3.3.12 Operating expenses
    • The DPR must detailed out projected year wise operating expenses




                                                                                            16
                                                                                Page 16 of 50
3.3.13 Capacity Building
    • The DPR must indicate the proposed organizational structure of the project with clear
       reporting relationship. The detailed number of personnel at various levels required to
       be indicated. The training needs of the personnel to be highlighted with clear training
       plan, training modules and time frame for the training identified

3.3.14 Contracting Arrangements
    • The DPR must provide details of all contracts identified (even if not finalized) and
       the annual contract values.

3.3.15 Risk
    • The DPR must explain the various categories of risks which are most likely to
       impact on the performance on delivery of services. The DPR must highlight the
       method to evaluate the overall chances of potential loss and the plan to control &
       monitor the same.

3.3.16 Cost Benefit Analysis
    • The DPR must show the results of cost benefit analysis

3.3.17 Service Delivery Mechanism
    • The DPR must clearly detail out the proposed channel for delivery of services and
       plan for integration with the CSC scheme.

3.3.18 Institutional Mechanism for Project Management
    • The DPR must indicate the Project Management and Monitoring structure proposed,
       in consultation with the Stakeholders.

3.4 Terms of Reference for BPR and Project Management
      3.4.1 The empanelled project management consultant is expected to undertake
      the following tasks as part of the pilot project implementation:
          • Conducting Requirement Analysis ( As-Is and To-Be)
          • Identifying the BPR requirements and design the legal changes required to
              Implement the process improvements.
          • Designing functional requirements of e-district application with MIS
              requirements for assessing the impact keeping in view of an unified
              technology architecture.
          • Designing RFP for selection of Data entry vendor
          • Designing the site layout of Administration Offices
          • Support in implementation of the e-district applications at the sites
          • Project Management with Status update and progress tracking of the
              project online
          • Designing PPP options for sustainability of the Project
          • Designing of the RFP for State-wide Rollout of the e-district Application
          • Defining the current and proposed service levels



                                                                                             17
                                                                               Page 17 of 50
  3.4.2 Details of task to be carried out
1) Requirement Analysis: In order to benefit from this initiative it is necessary to
    analyze and then redesign the current district administration system and its
    components to bring in effectiveness, efficiency and added value contribution to
    the objective of district administration. The BPR would comprise of following
    steps:
        Planning: This step would entail planning activities that would include the
        creation of a project scope document, and an examination of existing
        workflow system. The building blocks of the district administration identified
        to be covered under the study are as follows:
          • Information availability & access
          • Personal presence
          • Receipt & Validation of application with supporting documents
          • Lodgment
          • Receipt of Fee
          • Preparation of case file, noting & forwarding
          • Maintenance of register (Statutory & control)
          • Verification
          • Release Payment
          • Document storage & retrieval
          • Decision / Approval / Authorization
          • Delivery
        As-Is Assessment: This assessment would primarily comprise of examining the
        existing workflow processes and system used by the district administration. A
        business process map for the current process may be prepared. Subsequently,
        similar activities would be grouped for process normalization and redundant
        activities would be proposed for removal. The study would also identify the
        current services and service levels
        Target Envisioning: The target e-district would be envisioned after
        benchmarking of the normalized processes with by comparison of both the
        performance of the district administration’s processes and the way those
        processes are conducted with those relevant to best practices in the industry
        to obtain ideas for improvement.
        To-Be Process: After the identification of potential improvements to the
        existing processes, the development of the To-Be workflow system would be
        build on the research from the benchmarking and best practices activities. It
        would also be required to identify and document risks associated with
        implementation of the automated workflow processes. The resultant To-Be
        processes would be validated by the district administration officials and duly
        approved by the government before implementation.




                                                                                    18
                                                                        Page 18 of 50
2) Designing the functional and software requirements of the e-district
   Application: To design the functional requirements of a comprehensive workflow
   software system consisting of all the required modules for the district
   administration at various levels – District collector office, Additional District
   Magistrate, City Magistrate, Tehsildar, Revenue Inspector. Detailed study would
   require to be conducted for finalization of Software requirement specifications.
   The scope of SRS would be as under:
           a. Micro level study of candidate systems of District Collectorate, Zila
              Parishad, Sub division, Tehsil, Block and other offices under the direct
              purview of District Administration
           b. List out office wise systems for Software development
           c. Describe the system as seen by its end users, analysts and testers.
           d. Describe the design view of the system encompassing with broad
              classes/data bases, transaction layouts, integration/ interfaces for
              process transformation.
           e. Describe the process view, addressing the processes involved in
              building the systems, interlinkages in process transformation,
              performance, scalability and throughput of the system.


3) Designing RFP for Data Entry vendors and Digitization of manual records and
   assisting the district during Bid process management: In order to enable the
   district administration to work on designed electronic workflow system, the
   concerned officials may require referring old records. Therefore, as per the
   requirement old manual records would be digitized using the data entry vendors.
   The RFP for selection of the Data entry vendors will be designed by the
   consultants.

4) Assist in Designing the Site Layout: The concerned offices of the district
   administration may also require modification in the existing infrastructure to
   implement the proposed system in an effective manner. The consultants will
   assist in designing the site layout.

5) Project Management of the Implementation of the e-district Application:
   Assist during: Monitor the progress of the project activities and deployment of
   the application in the district and testing with the end users. The consultants will
   track the progress of the projects and provide status update to the District
   administration/ State project committee on regular intervals. They will timely
   escalate the issue and plan for risk mitigation strategies

6) Change Management and communication plan – The consultants will design the
   project change management strategy and communication plan. Design training
   manual and the assist in conducting functional trainings




                                                                                    19
                                                                        Page 19 of 50
     7) Designing PPP Options: The consultants will study the existing transaction
        volumes and the model for designing PPP options for sustainable implementation
        of the e-district. The consultants need to design a revenue model based on the
        user charges

     8) Designing the RFP for Statewide Rollout: The consultants need to design a RFP
        for Statewide Rollout based on the Pilot e-district implementation.

3.5 SCHEDULE FOR COMPLETION OF TASK

3.5.1 It is expected that the activities listed in para 3.2 would be completed in a time
frame of 0ne month from the start of the assignment for all the three (3) model districts.

3.5.2 It is expected that the activities listed in para 3.3 would be completed in a time
frame of 0ne month from the start of the assignment

3.5.3 It is expected that the activities listed in para 3.4 would be completed in a time
frame of 18 months from the start of the assignment

3.6 OUTPUTS (DELIVERABLES)

The Deliverables for ToR as per para 3.2 are as under:

Three separate reports, for each model district, jointly authored by all the empanelled
Consultants covering a detailed assessment of the model district. A summary report,
jointly authored by all the empanelled Consultants with recommendations, for targeted
pilot districts, on project implementation to achieve desired outcomes.

The Deliverables for ToR as per para 3.3 are as under:
A Detailed Project Report covering all the topics mentioned in para 3.3 with all annexure,
norms, assumptions, back up data, quotations collected for capital expenditure/ facility
management/ service providers, document of end user consultations(clearly mentioning
the agreement with project owner on service levels and BPR requirement)

The Deliverables for ToR as per para 3.4 are as under:

        Phase I: Design Phase
          • As-IS Assessment of the Pilot e-district
          • Identify the BPR Requirements
          • Design the To-Be Processes
          • Design the Functional Requirements of the e-district application



                                                                                        20
                                                                            Page 20 of 50
          • Design the Project plan and budget

        Phase II: Implementation Phase
          • Design the Change Management Plan
          • RFP for data entry Vendor
          • Design the site Layout
          • Project monitoring and reporting to the District administration
          • Designing the PPP options for providing services
          • Project Management of the site preparation
          • RFP for Statewide rollout for Pilot e-district application

3.7 Roles and Responsibilities of the various stakeholders:

       3.7.1 Department of Information Technology, Ministry of Communication and
            Information Technology: to provide technical assistance to address
            technology, financing, process reengineering, organizational capacity
            building, reviewing monitoring the status the project and provide skilled
            manpower resources to implement the project

       3.7.2 State Government: To identify the project champion ensuring complete
       involvement of the project champion from start to the finish of the project

       3.7.3 District Administration: To provide close tie-ups with all the stakeholders
       in the project, to provide commitment and support, help to bring-in the
       process changes and overall guidance to the project. The stakeholder from the
       district government would be Deputy Commissioner, Sub Divisional Officer /
       Magistrate, Tehsildar / Patwari, Block development officer etc.

       3.7.4 Technical Solution provider (NIC or any other agency that is identified by
       the DIT/State Government): To develop or customize the application software
       in a robust technical architecture to support many services independent of
       geography and time.

3.8 Agencies responsible for implementation: DIT(E Governance Division)/ State
Government/ District Administration
      3.8.1 The program would require a close and supervision and appropriate project
      control for timely completion. The individual projects would be executed in the
      districts administered by a Project Manager (preferably the deputy commissioner in
      the district), under the supervision of the State Project Committee. The State




                                                                                          21
                                                                              Page 21 of 50
       would have full responsibility for the project and all decisions for a project would
       be made at the Project Committee and Project Manager Level at State and Pilot e-
       district. The State Project Committee will report to the State’s Apex committee
       for e-Governance under the chairmanship of the State’s Chief Secretary.




       The proposed Organization structure of the State Project Committee to implement
       the Project includes:
              1. Chief Secretary                           Chairperson
              2. Secretary Finance Department              Member
              3. Secretary Planning                        Member
              4. Secretary IT                              Member Convenor
              5. Representative from DIT (e Gov)           Member
              6. Representative from NIC(SIO)              Member
              7. Deputy Commissioners                      Member
              8. Rep from Implementing Agency              Member
        At the district level a district level monitoring committee will be created for all
        the pilot districts

              1 Deputy Commissioner                              Chairperson
              2. Additional District Collector                   Co-Chairman
              3. Rep. from NIC (DIO)                             Member
              4. Technical Assistance (Consultant)               Member
              5. Project Officer                                 Member

3.9 The rates for tasks outlined in 3.2 will be based on the L1 one man month rate of
    Principal Consultant quoted as in Form 9. The L1 one man month rate of Principal
    Consultant would be irrespective of overall L1 rate arrived at as per formula given in
    Section VII. The OPE , taxes & duties will be paid as per actual over and above the one
    man month rate.

3.10 The Quote for tasks outlined in 3.3 to be given as per Form 8. The quote for tasks
     outlined in 3.4 to be given as per Form 9.

3.11 The consultant engaged for preparation of DPR (tasks as per 3.3) would not
   necessarily be engaged for the actual project management consultancy (task as per
   3.4), once the project is appraised and approved by DIT for that State.




                                                                                          22
                                                                             Page 22 of 50
     SECTION IV: PRE-QUALIFICATION CRITERIA
4. PRE-QUALIFICATION
          4.1.1   Before opening and evaluation of the technical proposals, bidders are
                  expected to meet the following pre-qualification criteria which would be a
                  part of the technical proposal. Bidders failing to meet these criteria or not
                  submitting requisite proof for supporting pre-qualification criteria are liable
                  to be rejected at the technical proposal level. The pre-qualified bidders
                  would be examined with respect to the evaluation criteria listed in Section
                  VI.
Sl. No.    Criteria                                           Whether Met   Reference Details
1          The bidder should be an organization               Yes / No      Certificate         of
           registered in India, registered with the Service                 Incorporation / Any
           Tax Authorities and operating for the last five                  other         relevant
           years                                                            document
2          The bidder should have a minimum average           Yes / No      Extract of the audited
           turnover of Rs. 50 Crore in the last three years                 Profit      /     Loss
           (FY03, FY04 and FY05)                                            Statement and Balance
                                                                            Sheet
3          Out of the total turnover of the company a         Yes / No      A certificate from the
           minimum of Rs 5 Crores should be from IT                         Statutory auditor
           Consulting services (other than sale and
           implementation of h/w, s/w and networking
           equipments)
4.         The Company should have ISO 9000                   Yes/NO        Copies of Certification
           certification or must have implemented any                       or brief on Quality
           other Internal Quality System with defined                       policy    and   System
           quality policy and Standard Operating                            being followed.
           Procedures
4          The company should have at least 100 full time     Yes / No      Self Certification by
           professionals on the rolls of the company                        the         authorized
                                                                            signatory
5          The Bidder should have completed at least          Yes / No      Work Order
           three Project/Programme Management job
           for an IT/e-Governance Project for a
           consulting value of over Rs.50 lakhs in the last
           three years
6          The bidder should have undertaken at least         Yes / No      Work Order
           three BPR assignment preferably in the areas
           of Mission Mode Projects under NeGP




                                                                                                23
                                                                                   Page 23 of 50
4.1.1 All firms meeting the above pre-qualification criteria would be evaluated
against the following criteria. Technical Proposals of firms securing at least 60
marks would be taken up.

4.1.1   Criteria, sub-criteria, and point system for the evaluation of             Pre
        Qualification Proposals are as per the eligibility criteria indicated in   the
        Section II of this RFP i.e. experience of
             i. Project Management of IT/e-Gov Projects                            25
            ii. Design of e-Governance Projects                                    20
           iii. BPR Project including for Government                               25
           iv. Total No. of Professional Staff                                     15
            v. Track Record of previous projects                                   15




                                                                                    24
                                                                      Page 24 of 50
                  SECTION V – LIST OF KEY POSITIONS (CVs)

4   List of Key CVs

       5.1.1 The List of CVs to be provided as part of the empanelment :
           – Principal Consultant/s (at least 2)
                 – Should have at least 10 years of experience of leading IT/e-
                        Governance projects
                    –   Should have extensive experience of working with Central and State
                        Governments
                    –   Should have led assignments in areas such as Project/Programme
                        Management, BPR, Networking, PPP and RFP preparation
             –   Project Manager/s (at least 4)
                    –   Should have at least 6 years of experience of leading IT/e-
                        Governance projects
                    –   Should be a post graduate in Technical / Management Discipline
                    –   Should have extensive experience of working with Central and State
                        Governments
                    –   Should have led assignment in areas such as BPR, functionality
                       definition, PPP and RFP preparation
             –   Team Members ( at least 10)
                    –   Should have at least 4 years of experience in the areas of IT/e-
                        Governance Project Management, BPR, supporting application
                        deployment
Consultant              Principal               Project Manager       Team Member
Qualifications          B.E./B. Tech/MCA/ MBA/or equivalent from a university recognized
                        by Government of India
Work Experience         10 years of which the 6 years of which the 4 years on similar
                        last 2 years should be last 2 years should be projects.
                        in the capacity of in the capacity of
                        Principal Consultant   Senior Consultant
Number of similar       Five                   Three                  Two
Projects handled        Of which one in the Of which one in the
                        capacity of Principal capacity of Senior
                        Consultant             Consultant
Working with the        Two years              One year               One year
Company for atleast




                                                                                           25
                                                                               Page 25 of 50
Please mention number of professional staff in your firm having following qualifications

     BE/BTech     MS/MTech     Phd          MBA               PMP Certified


Please furnish number and typical profiles of personnel engaged in following areas.

Area                           Number       Typical Profile
BPR
Project Management
e-Gov Projects




                                                                                           26
                                                                              Page 26 of 50
     SECTION VI- TECHNICAL BID EVALUATION CRITERIA AND
                             SELECTION PROCEDURE

GENERAL
                  i. From the time the bids are opened to the time the contract is
                     awarded, if any bidder wishes to contact the DIT on any matter
                     related to its proposal, it should do so in writing at the address for
                     correspondence mentioned in Section II Para 2.5. Any effort by the
                     bidder to influence the DIT in the proposal evaluation, proposal
                     comparison or contract award decision processes may result in the
                     rejection of the bidder’s proposal

EVALUATION OF THE PROPOSAL
              ii. The Consultant Evaluation Committee (CEC), appointed by DIT, shall
                  first evaluate the technical proposals on the basis of the pre-
                  qualification. Technical proposals of the pre-qualified bidders would
                  be evaluated on the basis of their responsiveness to this RFP and
                  applying the evaluation criteria as specified below

                iii. An Evaluation Score (ES) shall be assigned to each prospective
                     bidder on the basis of the technical bid submitted. The technical
                     evaluation score shall be based on the number of points that shall be
                     awarded as per the following Evaluation Criteria table:
    Criteria, sub-criteria, and point system for the evaluation of Technical Proposals are
    as per the eligibility criteria indicated in the Section II of this RFP
    1.      Overall Experience of Firm                                              30
               a. No. and complexity of IT/eGov Prj. Mgmt               10
                        - Private sector                     4
                        - Government including PSU           6
               b. BPR Assignment                                         10
                        - Private sector                     5
                        - Government including PSU           5
               c. Experience of NeGP                                      5
                        - MMPs                               2
                        - NeGP                               3
               d. Experience of working for States                        5




                                                                                          27
                                                                              Page 27 of 50
2.       Approach and Methodology                                                    40
                Understanding of Scope                                    10
                Detailed approach and methodology                         15
                Work Plan and Staffing Schedule                           05
                Change Management Plan                                    05
                Assessment of Risk and Mitigation Plan for implementing   05
                The pilot project

3.       CVs of Key Staff                                                             30
                Principal Consultant                                      05
                Project Manager                                           10
                Team Members                                              15
            CVs would be evaluated for:
                      - Years of relevant experience
                      - Professional Education and Qualification
                      - Years with the firm



              iv. The financial bids will be opened only for the bidders with
                  Evaluation Score of 70 points and above on the technical bid.
               v. Financial Proposals of the all the firms that meet the technical
                  qualifications would be opened. Firms agreeing to match L1 price
                  would be empanelled for an initial period of 2 year with DIT/NICSI
                  reserving the right to extend the same for a period of another two
                  years subject to mutual agreement on the prices with a maximum
                  increase of 25% of the L1 prices.
     Negotiations

              vi. Negotiations, if any, will be held with the selected agency at the
                  office premises of the DIT, New Delhi. The aim will be to reach an
                  agreement on all points and sign the contract.

              vii. The negotiations will conclude with the drafting and conclusion of
                   the contract between the empanelled firms and DIT




                                                                                           28
                                                                               Page 28 of 50
     SECTION VII - FORMAT FOR TECHNICAL AND FINANCIAL
                                         PROPOSAL

TECHNICAL PROPOSAL
     The Technical proposal submitted by the bidder should include the following in the
     formats specified in this section
         • Consultant Organization and Experience
         • Comments and Suggestions on the Terms of Reference and
             on Counterpart Staff and Facilities to be Provided by the DIT
         • Description of Approach, Methodology and Work Plan for
            Performing the Assignment
         • Team Composition and Task Assigned
         • CVs
         • Staffing Schedule
         • Work Schedule with indicated timelines against each activity/milestone

FINANCIAL PROPOSAL

Financial Bids for the tasks given in para 3.4 will have to be submitted as per form 9. The
overall L1 will be decided on the basis of the weighted average rate quoted for three
districts (within the same State) as per the following formula
(D1 rate+OPE1) X 0.45 + (D2 rate+ OPE2) X 0.30 + (D3 rate+OPE3) X 0.25 = Overall rate

Out of Pocket Expenses (OPE) quoted would be added to the rates for purposes of
determining L1.

While the overall L1 rate will be arrived at through this formula, all the other technically
qualified bidders will be asked to match the district wise rates offered by the overall L1
bidder. In case where any State has pilots in more that 3 Districts, for the additional
number of Districts, the D3 rate of the overall L1 bidder would be applicable.

The rates quoted by the bidders for the three district should be in the decreasing order
i.e. the rate for district 2 should be less than or equal to the rate for district 1 and the
rate for district 3 should be less than or equal to the rate for district 2 (D3 rate <= D2 rate
<= D1 rate)




                                                                                            29
                                                                                Page 29 of 50
Before quoting the rates, the bidder must consider the volume of consultancy work which
is expected to be generated, in future, in many states, where e district projects will be
implemented (as indicated under section III - Background and Statement of Objectives)
under the National e Governance Plan of Government of India.


Financial Bids for the tasks given in para 3.3 will have to be submitted as per form 8. The
overall L1 will be decided on the basis of the quote + OPE.

The rates for tasks outlined in 3.2 will be based on the L1 one man month rate of
Principal Consultant quoted as in Form 9. The L1 one man month rate of Principal
Consultant would be irrespective of overall L1 rate arrived at as per formula given above.
The OPE , taxes & duties will be paid as per actual over and above the one man month
rate




                                                                                         30
                                                                             Page 30 of 50
Tech Form 1: Consultant’s Organization and Experience


A - Consultant’s Organization

Provide here a brief (five pages) description of the background and organization of your
firm( in case of assignments abroad, may be indicated suitably )

B - Consultant’s Experience

 Assignment name:                             Approx. value of the contract

                                              Duration of assignment (months):
 Location

 Name of Client:                              Total No of staff-months of the
                                              assignment:


 Address:                                     Approx. value of the services provided by
                                              your firm under the contract (

 Start date (month/year):                     No. of professional staff-months provided
 Completion date (month/year):                by associated Consultants:

 Name of associated Consultants, if any:      Name of senior professional staff of your
                                              firm involved and functions performed
                                              (indicate most significant profiles such as
                                              Project Director/Coordinator, Team
                                              Leader):



 Narrative description of Project:

 Description of actual services provided by your staff within the assignment:




                                                                                            31
                                                                                Page 31 of 50
Tech Form 2: Comments and Suggestions on the Terms of Reference
 and on Counterpart Staff and Facilities to be Provided by the DIT


      A - On the Terms of Reference

      B - On Counterpart Staff and Facilities




                                                                    32
                                                        Page 32 of 50
Tech Form 3: Description of Approach, Methodology and Work Plan
                for Performing the Assignment


Technical approach, methodology and work plan are key components of the Technical
Proposal. You are suggested to present your Technical Proposal
   a)   Technical Approach and Methodology,
   b)   Work Plan, and
   c)   Organization and Staffing,
   d)   Assessment of Risk and mitigation plan
   e)   Change Management plan


a) Technical Approach and Methodology. In this chapter you should explain your
   understanding of the objectives of the assignment, approach to the services,
   methodology for carrying out the activities and obtaining the expected output, and
   the degree of detail of such output. You should highlight the problems being addressed
   and their importance, and explain the technical approach you would adopt to address
   them. You should also explain the methodologies you propose to adopt and highlight
   the compatibility of those methodologies with the proposed approach.
b) Work Plan. In this chapter you should propose the main activities of the assignment,
   their content and duration, phasing and interrelations, milestones (including interim
   approvals by the Client), and delivery dates of the reports. The proposed work plan
   should be consistent with the technical approach and methodology, showing
   understanding of the TOR and ability to translate them into a feasible working plan. A
   list of the final documents, including reports, drawings, and tables to be delivered as
   final output, should be included here. The work plan should be consistent with the
   Work Schedule of Form 5.
c) Organization and Staffing. In this chapter you should propose the structure and
   composition of your team. You should list the main disciplines of the assignment, the
   key expert responsible, and proposed technical and support staff.

d) Assessment of Risk and mitigation plan. In this chapter you should explain the various
   categories of risks, you envisage in the project. You should highlight the method to
   evaluate the overall chances of potential loss and the consequences. You should
   propose a plan to control & monitor the risks and plan for contingencies to risks, which
   occur.

e) Change Management Plan. In this chapter you should propose the information resource
   management strategies and technology framework to support process change. You
   should highlight a structured approach for implementation of re engineered processes.




                                                                                         33
                                                                             Page 33 of 50
     Tech Form 4: Team Composition and Task Assignments


1. Professional Staff

Name of Staff      Firm    Area of Expertise   Position Assigned   Task Assigned




2. Support Staff

 Name of Staff      Firm   Area of Expertise   Position Assigned   Task Assigned




                                                                                   34
                                                                      Page 34 of 50
                    Tech Form 5: Curriculum Vitae (CV)


1. Proposed Position [only one candidate shall be nominated for each position]:

2. Name of Firm [Insert name of firm proposing the staff]:



3. Name of Staff [Insert full name]:

4. Date of Birth:                            Nationality:

5. Education [Indicate college/university and other specialized education of staff
   member, giving names of institutions, degrees obtained, and dates of obtainment]:



6. Membership of Professional Associations:



7. Other Training [Indicate significant training since degrees under 5 - Education were
obtained]:



8. Countries of Work Experience: [List countries where staff has worked in the last ten
   years]:



9. Languages [For each language indicate proficiency: good, fair, or poor in speaking,
   reading, and writing]:



10. Employment Record [Starting with present position, list in reverse order every
    employment held by staff member since graduation, giving for each employment (see
    format here below): dates of employment, name of employing organization, positions
    held.]:

From [Year]:_______ To [Year]: ________
Employer:
Positions held:



                                                                                         35
                                                                           Page 35 of 50
11. Detailed      Tasks 12. Work Undertaken that Best Illustrates Capability
Assigned                    to Handle the Tasks Assigned

                            [Among the assignments in which the staff has
   [List all tasks to be    been involved, indicate the following information
   performed under this     for those assignments that best illustrate staff
   assignment]              capability to handle the tasks listed under point
                            11.]

                            Name of assignment or project:
                            Year:
                            Location:
                            Client:
                            Main project features:
                            Positions held:
                            Activities performed:




                                                                                36
                                                                    Page 36 of 50
Tech Form 5: Staff deployment Maof trix
                                             Districts per State
No of      Principal    Locat   Man    Project      Locat Man       Consul   Location *   Man
District   Consultant   ion*    Mont   Manager/s ion *       Mon    tant/s                Month
           /s                   h /s                         th/s                         /s
1
2
3
4
5
6
7
8
9
10

     * Location means as to the place they would make their Head Quarter during the
     duration of the Project, i.e. Company Headquarter, State Capital or District
     Headquarter.
     ** In case any of the Consultants are to be part time, please indicate the number of
     man-days per month that they would be working on the project assuming a Project
     period as indicated in para …

The Team proposed as per para 5 will be valid for 2 years and would be normally chosen
from the list of CVs supplied. It is understood that there could be some changes in the
team composition from the period of bid submission to the actual allocation of the work,
however, before a empanelled bidder (EB) is recommended to a State for selection as the
Project Consultant , as referred in para 2.18, the EB would have to send a final list of
actual consultants who would be the EB team for that project. The EB would have to
satisfy the DIT that the team is of the same quality as the one mentioned in para 5. In
case the DIT is not satisfied about the team composition, the EB would not be part of the
Panel, which is sent to the concerned State.




                                                                                                  37
                                                                                   Page 37 of 50
                                       Tech Form 6: Staffing Schedule for One District

                                                                                                                           Total staff-
         Name of Staff &                                         Staff input (Months)
                                                                                                                           month input
            Position
                               1      2     3      4      5      6      7      8     9      10    11     12      n    Home Field3 Total
    Foreign
                            [Ho
                            me]
     1
                            [Fiel
                            d]
     2


     3


     n
                                                                                          Subtotal
    Local
                            [Ho
                            me]
     1
                            [Fiel
                            d]

     2


     n
                                                                                          Subtotal
                                                                                          Total
1     For Professional Staff the input should be indicated individually; for Support Staff it should be indicated by category.
2     Months are counted from the start of the assignment. For each staff indicate separately staff input for home and field work.
3     Field work means work carried out at a place other than the Consultant's home office.
                  Full time input
                  Part time input


                                                                                                                                Page 38 of 50
                                                Tech Form 7: Work Schedule



                                                                                    Months
N°                  Activity1
                                               1      2      3      4      5    6      7      8     9      10     11       12          N
1
2
3
4
5




N

    1   Indicate all main activities of the assignment, including delivery of reports (e.g.: inception, interim, and final reports),
        and other benchmarks such as Client approvals.        For phased assignments indicate activities, delivery of reports, and
        benchmarks separately for each phase.
    2   Duration of activities shall be indicated in the form of a bar chart.




                                                                                                                       Page 39 of 50
        Form 8 : FINANCIAL BID FORMAT (for tasks as per para 3.3)

RFP Reference:
Dated:

   S.                  Particulars                                  Fees (INR)
  No
  1      Man Month       Rates   of   Principal Rs. (in figures) ------------------------
         Consultant,                            Rs. (In words) ------------------------

         Project Manager                      Rs.     (in   figures) ------------------------
                                              Rs.     (In   words) ------------------------
          Consultant                          Rs.     (in   figures) ------------------------
                                              Rs.     (In   words) ------------------------
         Professional Fees for preparation of Rs.     (in   figures) ------------------------
         DPR for one State with generally two
         districts and not more than three Rs.        (In words) ------------------------
         districts in any case.




                                                                                        Page 40 of 50
        Form 9 : FINANCIAL BID FORMAT (for tasks as per para 3.4)

RFP Reference:
Dated:

   S.                  Particulars                                   Fees (INR)
  No
  1      Man Month       Rates    of   Principal Rs. (in figures) ------------------------
         Consultant,                             Rs. (In words) ------------------------

         Project Manager                       Rs.     (in   figures) ------------------------
                                               Rs.     (In   words) ------------------------
          Consultant                           Rs.     (in   figures) ------------------------
                                               Rs.     (In   words) ------------------------
  2      Professional Fees for undertaking the Rs.     (in   figures) ------------------------
         assignment for District 1
                                               Rs.     (In words) ------------------------
          Professional Fees for undertaking Rs.        (in figures) ------------------------
         the assignment for District 2
                                               Rs.     (In words) ------------------------
         Professional Fees for undertaking the Rs.     (in figures) ------------------------
         assignment for District 3
                                               Rs.     (In words) ------------------------


  3      Maximum out of pocket Expenses as a % (in figures) ------------------------
         %age of the total Professional Fees
         for DI                                % (In words) ------------------------
          Maximum out of pocket Expenses as
         a %age of the total Professional Fees % (in figures) ------------------------
         for D2
                                               % (In words) ------------------------
         Maximum out of pocket Expenses as a % (in figures) ------------------------
         %age of the total Professional Fees
         for D3                                % (In words) ------------------------




                                                                                         Page 41 of 50
        SECTION VIII – PROPOSED CONDITIONS OF CONTRACT

The operating clauses would emerge from the technical and financial processes finalized
with the EMPANNELED selected for the e District Project. In addition, the contract will
inter-alia includes the following terms:

1       Definitions
In the Contract, the following terms shall be interpreted as indicated:
        a)     “DIT” means the Department of Information Technology, Government of
               India, or any other authorized representative of the DIT.
        b)     “NICSI” means National Informatics Centre Services Incorporated or any
               other authorized representative of NICSI.
        c)     The “Contract” means the agreement entered into between the DIT/NICSI
               and the EMPANNELED as recorded in the Contract Form signed by the
               DIT/NICSI and the EMPANNELED, including all attachments and annexures
               thereto and all documents incorporated by reference therein.

2       Deliverables
The Deliverables of the project would be as per details given in para 3.5 of this document
(for the tasks as per para 3.2) and a detailed project report (for the tasks as per para 3.6).
The final list of Deliverables would be finalized during contract negotiation with the
selected vendor. One copy each of all Reports, indicated in the ‘Deliverables’, should be
submitted to DIT.

3       Time Schedule
The duration of the empanelment is scheduled for an initial period of two years from the
date of signing of the Contract. If NICSI/DIT decides the Consultant to carry on with the
activities beyond the stated period, based upon the satisfactory performance of the
consultants – the same shall be extended by another term based upon the blended person-
month rate indicated in the financial proposal. DIT/NICSI expected to finalize the likely
person-month rate beyond the first year.


4      Fees
The fees for the aforesaid project shall be L1 price arrived at as per formula given in
Section VIII and statutory taxes, as admissible. Service Tax and any similar taxes shall be
extra as applicable from time to time.




                                                                                 Page 42 of 50
5      Payment Terms and Schedule

5.1 For tasks as per ToR mentioned in para 3.2

A pre-receipted bill in triplicate in the name of “National Informatics Centre Services
Incorporated, New Delhi” shall be submitted after the submission of deliverables
mentioned in para 3.6. The bill must be duly certified by the DIT Monitoring Committee.

5.2 For tasks as per ToR mentioned in para 3.3

A pre-receipted bill in triplicate in the name of “National Informatics Centre Services
Incorporated, New Delhi” shall be submitted after the submission of deliverables
mentioned in para 3.6. The bill must be duly certified by the DIT Monitoring Committee.

5.3 For tasks as per ToR mentioned in para 3.4

A pre-receipted bill in triplicate in the name of “National Informatics Centre Services
Incorporated, New Delhi” shall be submitted duly certified by the DIT Monitoring
Committee as per the following schedule:

       S.No.                    Activity                    % amount to be released
      1        Advance on signing of contract              10% against bank
                                                           guarantee
      2        As-is analysis                              20%
      3.       Gap Analysis and Project Plan with BPR      20%
      3        Functional requirements of the              20%
               application
      4        Training and Change Management, Legal       10%
               changes document
      5        Site Go Live                                10%
      6        RFP for Statewide Rollout                   10%

6       Commercial Terms
 NICSI will release the payment within 30 days of submission of invoice subject to invoice
and all supporting documents being in order.

7      Mobilization Advance and Bank Guarantee (for ToR as per para 3.4)
A mobilization advance of 10% of the Work Order value, only for tasks as per ToR
mentioned in para 3.4, shall be paid to the Consultant immediately upon submission of a
Bank Guarantee for the said amount of the mobilization advance for a period of 18 months
in the form as may be prescribed by NICSI. This mobilization advance shall be adjusted
against the last milestone based payment as per the aforesaid clause. No mobilization
advance shall be paid for ToR as per para 3.2 and para 3.3.


8     Project Time / Termination / Penalty/ Liability Clause
a) The duration of the empanelment is scheduled to be 24 month period from from the
   date of signing of the Contract. The time schedule for the entire project and for the
   major activities will be agreed upon before awarding and project to the Consultant. In
   case any delay solely on account of consultants fault, a penalty of 10% will be imposed



                                                                              Page 43 of 50
   for delay of every four (4) weeks’ or part thereof, subject to a maximum of twelve
   (12) weeks’ delay from the scheduled target date. Beyond a delay of twelve (12)
   weeks, DIT/NICSI reserves the right to either terminate the project or ask the
   consultant to complete the project without any extra fee.

           a. In the event of DIT/NICSI deciding to continue the project, the penalty so
              computed based on the number of weeks’ of actual delay will be deducted
              from the balance fee payable to the Consultant.

           b. In the event of DIT/NICSI deciding to terminate the project, the Consultant
              will have to return the mobilization advance along with an interest of 9%
              p.a. plus the penalty so computed based on the number of weeks’ of actual
              delay, failing which DIT/NICSI reserves the right to invoke the bank
              guarantee submitted by the Consultant and initate action to recover the
              balance amount.

b) In case of delays in the project not attributable to the consultant, DIT may take final
   decision on the additional costs for the time overrun. In case of inordinate delays
   beyond Six months from the date of issue of the work order, not attributable to the
   consultant, the consultant would be permitted to hand over the due project
   deliverables at that point of time to DIT and withdraw from the project after
   receiving the fees based on completed milestones. Further, in case of inordinate delay
   beyond 3 months of the allotted time schedule of the project, if DIT feels that the
   Consultant may not be able to complete the project, then DIT may terminate the
   respective project .

c) DIT shall have a right to prematurely close this Project without assigning any reason. In
   case of premature closure of the project by DIT, it shall reimburse to the Consultant
   the fee based on the milestone percentages as per the Work Order and for milestone
   for which only part of the work has been completed by the Consultant at the time of
   foreclosure, fee based on the proportion of the effort completed by the Consultant,
   shall be paid.

   DIT / NICSI may send a written notice to the Consultant to terminate this Work Order,
   in whole or in part at any time of its convenience. The notice of termination shall
   specify that termination is for DIT/NICSI convenience, the extent to which
   performance of work under the work order and / or the Contract is terminated, and
   the date upon which such termination becomes effective. DIT/NICSI reserves the
   right to elect:

   i) To have any portion completed at the work order and / or the Work Order terms
       and prices; and /or
   ii) To cancel the remainder and pay to the agency an agreed amount for partially
       completed Services as per clauses above.

   In case DIT/NICSI decides to prematurely close the project for reasons other than
   consultants fault, then the mobilization advanced shall be adjusted with the amounts
   computed under clause (b) above and the balance amount paid by DIT/NICSI or the
   consultants as the case may be.




                                                                                Page 44 of 50
   d) The consultants shall indemnify NICSI against all third party claims arising out of a
   court order or arbitration award for infringement of patent, trademark/ copy right
   arising from the use of the supplied services or any part there of

   e) Either party will accept liability without limit (1) for death or personal injury
   caused to the order party by its negligence or the negligence of its employees acting in
   the course of their employment; (2) any other liability which by law either party
   cannot exclude. This does not in any way confer greater rights than what either party
   would other wise have at law

   f) The Work Order does not contemplate any consequential, indirect, lost profit,
   claim for tort or similar damages of any form to be paid by the consultant to DIT/NICSI
   /State government or any other organizations

   g) Notwithstanding anything to the contrary contained in this Work Order, in no event
   will the consultant be liable to DIT/NICSI, whether a claim be in tort, contract or
   otherwise; (a) for any amount in excess of 100% of the total professional fees payable
   for the respective Project

   h) No action regardless of form , arising out of this Contract, may be brought be
   either party, more than one year after the cause of action has accrued.

DIT/NICSI may at any time terminate the Contract by giving written notice to the
consultant, without any compensation to the consultant, if the consultant becomes
bankrupt or other wise insolvent, provided that such termination will not prejudice or
affect any right of action or remedy which has accrued or will accrue there after to DIT

9      Progress of the Project
Progress of the project may be intimated in writing to DIT on monthly basis.


10     Confidentiality
a. Neither party will disclose to any third party without the prior written consent of the
   other party any confidential information which is received from the other party for the
   purposes of providing or receiving Services which if disclosed in tangible form is market
   confidential or if disclosed otherwise is confirmed in writing as being confidential or if
   disclosed in tangible form or otherwise, is manifestly confidential. Each party will take
   measures to project the confidential information of the other party that, in the
   aggregate are no less protective than those measures it uses to protect the
   confidentiality of its own comparable confidential information, and in any event, not
   less than a reasonable degree of protection. Both parties agree that any confidential
   information received from the other party shall only be used for the purposes of
   providing or receiving Services under this Contract or any other contract between the
   parties

   These restrictions will not apply to any information which:

   i) is or becomes generally available to the public other than as a result of a breach of
        an obligation under this Clause; or
   ii) is acquired from a third party who owes no obligation of confidential in respect of
        the information ; or
   iii) is or has been independently developed by this recipient or was know to it prior to
        receipt



                                                                                 Page 45 of 50
b. Notwithstanding Clause (a) mentioned above, either party will be entitled to disclose
   confidential information of the other (1) to its respective insurers or legal advisors, or
   (2) to a third party to the extend that this is required by any or where there is a legal
   right. Duty or requirement to disclose, provided that in the case of sub- Clause(ii)
   (and without branching any legal or regulatory requirement ) where reasonably
   practicable not less than 2 business days notice in writing is first given to the other
   party

c. Without prejudice to the foregoing provision of this Clause above consultant may cite
   the performance of the services to clients and projective clients as an indication of its
   experience

d. The Consultant shall not, without DIT/NICSI prior written consent, disclose the
   commercial terms of this work order to any person other than a person employed by
   the consultant in the performance of the work order

e. The clause on Confidentiality shall be valid for a further period of one year from the
   date of expiry or termination of the assignment, whichever is earlier.

11     Miscellaneous terms & Conditions
a. The end product of the work assignment carried out by the consultant, in any form,
   will be the sole property of DIT.

b. The consultant shall not out source the work to any other associate / franchisee / third
   party under any circumstances expect with the prior approval of DIT/ NICSI. If so
   happens then DIT/NICSI shall impose sanctions which shall include: forfeiture of the
   security deposit, revocation of bank guarantee and termination of the contract for
   default.

c. The consultant shall perform the services and carry out its obligations under the
   contract with due diligence and efficiency, in accordance with generally accepted
   techniques and practices used in the industry and with professional engineering and
   training / consulting standard recognized by national / international professional
   bodies and shall observe sound management practice it shall employee appropriate
   advanced technology and safe and effective methods The consultant shall always act,
   in respect of any matter relating to this Contract, as faithful advisors to DIT and shall
   at all times , support and safeguard DIT s legitimate interests

d. The consultant automatically agree with DIT/NICSI for honoring all aspects of fair
   trade practices in executing the work orders placed by DIT/ NICSI.

e. In the event the consultant’s Company or the concerned Division of the company is
   taken over / bought over by another company, all the obligations under the agreement
   with DIT/NICSI, should be passed on the compliance by the new company new Division
   in the negotiation for their transfer .

12     Force Majeure
a)      Force majeure clause shall mean and be limited to the following in the execution of the
        contract placed by DIT/NICSI :-
       • War / hostilities
       • Riot or Civil commotion
       • Earth quake , flood , tempest , lightning or other natural physical disaster



                                                                                 Page 46 of 50
       •   Restriction imposed by the Government or other statutory bodies, which is beyond
           the control of the consultant, which prevent or delay the executive of the order by
           the consultant

b)     The consultant shall advice DIT/NICSI in writing, duly certified by the local Chamber of
       Commerce, the beginning and the end of the above causes of delay, within seven days
       of the occurrence and cessation of the force majeure conditions. In the event of a delay
       lasting for more than one month, if arising out of clauses of force majeure, DIT/NICSI
       reserve the right to cancel the contract without any obligation to compensate the
       consultant in any manner for what so ever reason, subject to the provision of clause
       mentioned

13     Arbitration
a. In the event of any dispute or differences arising under these conditions or any special
   conditions of the contract in connection with this contract, the same shall be referred
   to Secretary, Department of Information technology for final decision and the same
   shall be binding on all parties.

b. Any other terms and conditions, mutually agreed prior to finalization of the order /
   agreement shall be binding on the supplier

c. DIT/NICSI and the agency shall make every effort to resolve amicably by direct
   negotiation any disagreement or dispute arising between them under or in connection
   with the purchase order. If any dispute shall arise between parties on aspects not
   covered by this agreement, or the construction or operation thereof, or the rights,
   duties or liabilities under these except as to any matters the decision of which is
   specially provided for by the general or the special conditions, such dispute shall be
   referred to two arbitrators, one to be appointed by each party and the said arbitrators
   shall appoint an umpire in writing before entering on the reference and the award of
   the arbitration or umpire, as the case may be, shall be final and binding on both the
   parties. The arbitrators or the umpire as the case may be, with the consent of parties,
   may modify the timeframe for making and publishing the award. Such arbitration shall
   be governed in all respects by the provision of the Indian Arbitration and Conciliation
   Act, 1996 or later and the rules there under and any statutory modification or
   reenactment, thereof. The arbitration proceedings shall be held in New Delhi, India.


14     Applicable Law
The contract shall be governed by the laws and procedures established by Govt. of India,
within the framework of applicable legislation and enactment made from time to time
concerning such commercial dealings/processing.

15     Award of Contract
On acceptance of the proposal, NICSI will notify the successful bidders and empanel
them..

16     Refund of EMD & Security Deposit

The Earnest Money Deposit (EMD) will be refunded as follows.

1.     In the case of those bidders who fail to qualify the eligibility criteria, the Earnest
       Money Deposit (EMD) will be refunded without any interest accrued immediately
       thereafter.



                                                                                 Page 47 of 50
2.        In the case of those bidders whose technical bids do not qualify, the EMD will be
          refunded without any interest accrued within one month of the acceptance TEC
          (Technical Evaluation Committee)’s recommendations.

3.        In the case of those bidders who are not empanelled, the EMD will be refunded
          without any interest accrued within one month of the acceptance of FEC (Financial
          Evaluation Committee)’s recommendations

4.        For the vendor selected for empanelment, EMD shall be converted into security
          deposit and will be returned, without any interest, after the initial/extended
          period of empanelment or after completion of jobs on hand whichever is later.


     17 Forfeiture of Earnest Money Deposit/Security Deposit

     The Earnest Money Deposit can be forfeited if a Bidder

      •    Withdraws its bid during the period of bid validity.
      •    Does not accept the correction of errors.
      •    In case of the successful Bidder, if the Bidder fails to sign the Contract within
           the time stipulated by NICSI.
      •    In case, any empanelled Consultant refuses to accept a e-District Consultancy Job
           of a particular State offered by NICSI/DIT/State

     18    Tender Fee

           The tender document can be downloaded from NICSI’s website
           http://www.nicsi.indiaimage.nic.in. Tender fee of Rs. 500/- to be remitted
           through a demand draft, from any scheduled commercial nationalized bank,
           drawn in favour of NICSI payable at New Delhi. Bid will not be considered in the
           absence of the tender fee. The demand draft should be enclosed in the EMD
           envelope along with the draft of Earnest Money Deposit (EMD).


     19   Bid Opening Sessions
           •
    The bids will be opened, in two sessions, in the presence of bidders’ representatives
(only one) who choose to attend the Bid opening sessions on the specified date, time and
address. The bidders’ representatives who are present shall sign a register evidencing
their attendance. In the event of the specified date of Bid opening being declared a
holiday for NICSI, the Bids shall be opened at the same time and location on the next
working day.

     19.1 Opening of “EN-01 – EMD, Tender Fee”

    Prior to opening the EN-01, NICSI shall announce the names of bidders, who have given
advance notice for modification to or withdrawal of their bids from the tendering process
well before the deadline for the submission of bids. Bid envelopes, of the bidders who
wish to withdraw from the tendering process, shall be returned to their representatives, if
present or sent by post unopened to their addresses. Subsequent to this, the EMD &
Tender Fee envelopes will be opened. Bids not accompanied with requisite EMD and
tender fee or a valid NSIC certificate empowering them for EMD exemption and the tender
fee shall be rejected.


                                                                                Page 48 of 50
     19.3 Opening of “EN-02 – Pre-Qualification Bid” and “EN-03 - Technical Bid”

   Pre- Qualifiation Bid and Technical bid envelopes of only those bidders, whose EMD
and Tender fee are in order, shall be opened in the same session. The bids will then be
passed on to a duly constituted Technical Evaluation Committee (TEC) for evaluation.

     19.4 Opening of “EN-04 - Financial Bid”

    Financial bids, original and revised, if any, of the bidders whose pre-qualifications bid
technical bid qualify as per the prescribed eligibility conditions and other tender terms
without any deviations, shall be opened on a notified date and time. . NICSI at its
discretion may call for revised financial bids from the technically accepted bidders, which
should be submitted within the stipulated time period set out by NICSI. The rates quoted
in the revised financial bids shall not be more than the original financial bids, otherwise
the bid shall be rejected and EMD forfeited. The financial bids will then be passed on to a
duly constituted Financial Evaluation Committee (FEC) for evaluation.

20     Rejection of Bid

20.1     The Bid has to be submitted in the form of printed document. The bids submitted
by Telex, fax or email bids shall not be entertained.

20.2      The bids should be submitted in sealed envelopes else it will be rejected

20.3     Any condition put forth by the bidder non-conforming the bid requirements shall
not be entertained at all and such bid shall be rejected.

20.4     DIT/NICSI shall however not bind itself to accept the lowest and /or any bid and
reserves the right to accept and /or reject any bid, wholly or in part.

20.5     DIT/NICSI reserves the right to accept any bid, and to cancel / abort the Tender
process and reject all bids at any time prior to award of contract, without thereby
incurring any liability to the affected agency or agencies, of any obligation to inform the
affected agency of the grounds for NIC action and without assigning any reason.




                                                                                 Page 49 of 50
         SECTION IX – MONITORING AND MID TERM REVIEW OF
                                       PROGRESS

      PROCEDURES FOR MONITORING AND MID-TERM REVIEW OF THE PROGRESS OF WORK

7.1     A Project Execution Committee (PEC) consisting of officers from DIT and NICSI
        would be constituted. PEC will:
             Allocate projects to the parties from the selected bidders
             Define the scope of the project and determine the total manpower
             requirement.
             Determine the time period for different phases of the project together with
             the manpower requirements for each phase.
             Guide and clarify to the agency on the project objectives.
             Monitor the project progress from time to time until its full implementation.
              Recommend release of funds and penalties for delay. For large projects the
             payments shall be activity based while for short duration projects payments
             shall be released on project completion.

7.2     DIT would monitor the progress of work through an internally constituted Project
        Review and Steering Group as per the existing Norms & Terms and Conditions of
        the DIT for such Group, which would meet once in 3 months to review the progress
        of work.

7.3     DIT would further conduct a Mid-term Review, if felt necessary, to facilitate any
        on-course correction which may be considered necessary and which would be
        binding to the EMPANNELED CONSULTANTS.




                                                                              Page 50 of 50

								
To top