the tender no: 2016 uddhp 12810 1 for “request for...

The replies to the queries of various prospective bidders given in the Pre-Bid

Meeting held on 16.09.2016 of “ the Tender No: 2016_UDDHP_12810_1 for

“Request for Proposal (RFP) for the Selection of a System Integrator for

Implementation of e-Nagarpalika (Online ULB services Under Public Service

Guarantee Act) for Dharamshala Municipal Corporation Himachal Pradesh at

Dharmashala.”

The replies of the queries were addressed in front of the prospective bidders and

corrigendum no 1 and amendments 1 to 7 are being issued as follows:

Amendment No. 1

The deadline for submission/uploading of e-tender etc. have been revised(Refer

Corrigendum No.01).The revised dates /EMD/Average Annual Turnover shall be

revised & followed as per Corrigendum No. 01.

Amendment No. 2

Sr. No. 8 of Data Sheet “Bidders Eligibility Criteria” appearing at page No.8 of the

RFP be considered as withdrawn and Eligibility/Pre-Qualification Criteria be revised

to the extent of change in EMD from Rs 1 lakh to Rs 3 Lakh at 6.1(b) page 15 of RFP

& annual financial turn over from Rs 10 Crore to Rs 15 Crore in Clause 6.1 page 15 at

Sr. No.2 of table in RFP.

Amendment No.3

a) In view of revision in the average annual turnover, following modified

criteria for Technical Evaluation at Sr. No. 1 page 16 of RFP are followed.

6.2. Technical Evaluation

Bidders who meet the pre-qualification criteria would be considered as qualified

to move to the next stage of Technical and Financial evaluations. The technical

competency of the bidders would be evaluated as per the following criteria.

Technical Evaluation

Criteria

Max

Score

Break up Complianc

e

Document

1. The bidder should have an

average annual financial

turnover of INR 15 Crore

6 15 Crore = 4 marks

> 15 Cr & <=20 Cr :

Extracts

from the

audited

from IT services similar to

those as defined in the scope

of work mentioned in the

tender document in at least

three of the last four

Financial Years (i.e. 2015-16,

2014-15, 2013-14 and 2012-

13)

5 marks

>20 Cr: 6 Marks

Balance

sheet and

Profit &

Loss; OR

Certificate

from the

statutory

auditor

(a) The word “Presentation” on page 17 is substituted with the word “Proposal “in

the Technical Evaluation table at Sr. No. 7. Therefore, there will be no

presentation and instead technical proposal will be submitted/ uploaded as per

requirement at Sr. No. 7 of the RFP and shall be evaluated for the already

allocated marks of 30.

Amendment No. 4

Part sentence, “within 2 month of the project go-live” appearing in the second line of

the clause Section 8.9 Security Audit of RFP may be deleted.

Amendment No. 5

Under Clause 8.10 Training, in the last tabulated para two sentences “One Training

sessions shall be of 5 hour each. Payment for training shall be paid on actual basis”

may be deleted.

Amendment No. 6

Under Clause 9.8 in the fourth line of Deliverables substitute “and’ in place of

“including”.

Amendment No. 7

Under Clause 8.12 Help Desk serial no. d) “Providing assistance to end users for

efficient use of the new system.” May be read as “Providing assistance to end users

of Dharamshala Municipal Corporation for efficient use of the new system.”

S. No.Reference(s) (Section &

Page Number(s))Content of RFP requiring Clarification(s) Points clarification/ amendment sought

Clarification/Reply Given by Dharamshala

Municipal Corporation

1 Data Sheet Clause 8 Page 8Have at least 5 implementation partners in

India

May please amend this to have 5

implementations to Government owned

organizations/large communities in India

Refer

Amendment no 2

26.1 Pre-qualification

Criteria Clause 5. Page 15

Bidder should have experience of

implementing at least 1 governance project

covering citizen centric services

Bidder may showcase government utility

based or large community based

Citizen/customer centric implementations

Yes

36.2 Technical Evaluation

Clause 3 Page 16

The bidder should have been involved in at

least one e-Governance project valued at

minimum Rs. 1 Crore in the last 5 years as

on 31/03/2016

Please clarify if an e-Governance project for

a large Community or utility can be shownYes

48.2 Workflow management

systemFigure , Table WMS

May we request for the number of Users?

Concurrent and Non-concurrent. Required

to arrive at the Server Sizing

System should be for unlimited users

5 8.8 Integration PointsAssume all API’s and required approvals

will be provided by DMCPlease confirm Yes

6 8.10 . Training 0

The training duration should be sufficiently

long for effecting meaningful assimilation of

training content by an average user.

This statement conflicts with Project

timeline. Point 4.Project time line to be followed.

7 9.8 Deliverables Third party base software licensesDo we have to provide source code for any

third party licenses also?

No source code is required for third party

but licences are required for the third party

87. Scope of e-Nagarpalika

Page 20

List of Services

5. Water supply/Sewerage

Connection

Apply online for Water supply/Sewerage

connection Completion/sanction letter, Tax

Clearance, Ownership/ site plan and NOC of

owner in case of tenants Tech. report of

JE/AE/ME.

Please confirm if there is a back-office

application available for handling Water

supply/ Sewerage Connection

No


Page 20

List of Services

7. Property Tax

Online application for submitting property

tax details

Online generation of tax as well as collection

Please confirm if there is a back-office

application available for municipal taxes

generation and water billing system

No


Page 20-21

The web application will be used in

Dharamshala Municipal Corporation in

Himachal Pradesh and provide access of

several services to all the citizens of

Dharamshala Municipal Corporation. List of

Services provided in Pg 19 and 20

Please confirm if Garbage Collection, Asset

Management, HR Management and

Accounting, Mobile App are part of the

Scope? Are there any additional services not

mentioned in the RFP that will need to be

considered later during Implementation or

Maintenance phases or during AMC?

Scope Shall prevail as per RFP

118. Functional Requirements

Page 22 to 29

The e - Public Services System web

application will have the following list of

modules which enable the Dharamshala

Municipal Corporation, HP.to enhance the

process of providing the above listed

services to all the citizen of DMC.

List of Functional Requirements in Pg 22

and 29

Missing Functional Requirements of the

following modules

Garbage Collection

Asset Management

HR Management

Mobile App

Asset Management Module includes but not

limited to Geographic location, Age and

condition, Organizational unit, Construction

history Maintenance activities, Cost etc.

HR Module includes but not limited to

Employee Basic Details, Leave, Training,

Probation, Dependent, Nominee Details,

Exams, Employee Exit Details, Transfer,

Promotion, Insurance, Allowances

Deduction, Recoveries, Attendance,

Increment, Generating ECS Report, GPF

Report, Pension etc.

Finance & Accounts Module includes but

not limited to, Finance & Accounts,

Company Information Account Groups,

Ledgers, Bank Branch Master, Accounting

Company Unit, Company Year, Supplier

Bill, Cheque Payment, Budgets, Vouchers

Reconciliation of Bank Account etc.

128 Functional Requirements

Page 22

The e - Public Services System web

application will have the following list of

modules which enable the Dharamshala

Municipal Corporation, HP.to enhance the

process of Providing the above listed

services to all the citizen of DMC.

How many Users will be using system?

Concurrent and Non-concurrent.

This information is required to arrive at the

Server Sizing

System should be for unlimited users

138.8 Integration Points

Page 29

The e-Public Services system web

application should be integrated with the

following gateway.

Please confirm if all the required external

gateways are provided by DMCYes

148.9. Security audit

Page 30

The Security Audit of the e-Public Services

system application should be done by the

bidder within 2 month of the project go-live.

The cost of security audit will be borne by

the Implementation Agency

Please confirm during which phase Security

Audit need to be conducted

Is it before the Go-live or after?

The security audit shall be applicable as per

the project timeline Section 8.14

8.14. Project Time LinePage

32

4. Stakeholder Training & Change

Management T1+7 Months

5. Application Software Security Audit T1+8

Months

6. Go-Live Phase-1 T1+9 Months=T2

15 8.10 . Training Page 30

The training duration should be sufficiently

long for effecting meaningful assimilation of

training content by an average user.

This statement conflicts with Project

timeline. Point 4.Project time line to be followed.

16 General ClarificationApplication hosting location is not specified

Is there any existing data centre available?

The hosting shall be on NIC server/ State

Data Centre

17 General Clarification

There is no mention of Consortium or JV in

the RFP. Please confirm JV / Consortium is

allowed / not allowed

Shall prevail as per RFP

18

Page 8

Section 4

Datasheet point 8

Have at least 5 implementation partners in

India

Implementation Partners are generally

required for Proprietary Licensed Software

Packages. As per our understanding of RFP,

this is an e-Governance project where

bidder will design and develop the

proposed solution. Hence, we request you

to remove this clause.

Refer CORRIGENDUM NO. 01 and

amendment no 2 being issued

19

Page 8

Section 4 Datasheet point

13

The validity of the bid security is 90 days.

Bid security shall be refunded to the

successful bidder upon signing of

agreement with Director, Urban

Development

We believe the successful bidder has to sign

the agreement with Commissioner,

Municipal corporation Dharamshala, HP

instead of Director, urban Development.

Please confirm

Further, please confirm, whether the bid

validity period would be calculated from

the last date of tender submission or date of

opening of technical bid.

Yes

Date of Submission & Bid Opening date are

same.

20

Page 8

Section 4 Datasheet point

11 & 12

RFP Cost of Rs. 5000/-

Point 12- EMD of Rs. 100000/-

Registered with National Small Industries

Corporation (NSIC) and hence eligible to get

benefits under Public Procurement Policy

for Micro & Small Enterprises order 2012 as

notified by GoI.

Therefore, we request exemption of tender

fee and EMD submission in lieu of NSIC

Certificate

Not Agreed.

Also Refer CORRIGENDUM no 1

21

Page 15

Section 6.1 Pre-

Qualification criteria

The bidder should have positive Net Worth

in

each of the last three Financial Years (2016,

2015 & 2014)

It is difficult to provide financial certificates

for FY 2016 as audit is in progress. Also, the

average turnover has been asked for at

least three of the last four Financial Years

(i.e. 2015-16, 2014-15, 2013-14 and 2012- 13)

in previous clause.

Therefore, in similar lines we request to

revise this clause as-

The bidder should have positive Net Worth

in at least three of the last four Financial

Years (i.e. 2015-16, 2014-15, 2013-14 and

2012- 13)

Agreed

22

Page 16

Section 6.2. Technical

Evaluation

The bidder must have a valid CMMI

certification as on the date of submission of

bid

CMMi Level 3: 3 marks



We request to consider quality certificates

like ISO 9001 & 27001 also-


CMMi Level 3+ISO 9001: 4 marks

CMMi Level 3+ ISO 9001+ISO 27001: 5

Marks



Not Agreed and Shall prevail as per RFP

23

Page 19

Section 6.3. Financial Bid

Evaluation

The bid price will include all taxes and

levies

We request to accept bid price exclusive of

taxes.Not Agreed and Shall prevail as per RFP

24Page 29

Section 8.9 Security audit

The Security Audit of the e-Public Services

system application should be done by the

bidder within 2 month of the project go-live.

We request you to kindly reconsider these

clauses as they are contradictory in nature.

We suggest you to allow the security audit

of the application before Go-live as

mentioned in the project time line section of

RFP

The security audit shall be applicable as per

the project timeline Section 8.14

25

Page 30

Section 8.14 Project Time

Line

Application Software Security Audit- T1+8

Months

Go-Live Phase-1-T1+9 Months

26

Page 19

Section: List of Services

Sl no. 1 to 4

1. Registration of Birth & Issuance of

Certificates

2. Registration of Death & Issuance of

Certificates

3. Registration of Marriage & Issuance of

Certificates

4. Copy of Birth, Death and Marriage

Certificates

As per our information these services are

already available in e-District Application.

Therefore, please confirm what would be

the bidder responsibility for these services?


27

Page 19

Section List of Services Sl

no. 6

Garbage Collection

We assume that the department will bear

the cost of procurement of GPS devices.

Please confirm

Yes

28

Page 19


no. 7

Property Tax

We assume that the department will bear

the cost of procurement of GIS devices and

its hardware.

Please Clarify

Yes

29

Page 20


no. 11

Mobile Application

We would request you to provide the

platforms on which the mobile app needs to

be developed.

Also, please confirm the scope of work for

MobileApp.

The platform shall be Android/ iOS /

Windows. Scope shall be as per RFP

30

Page 20


no. 9

HR Management and Accounting

We request to specify the objective and

services which needs to be covered by the

bidder for developing HR Management and

Accounting module

HR Module includes but not limited to

Employee Basic Details, Leave, Training,

Probation, Dependent, Nominee Details,

Exams, Employee Exit Details, Transfer,

Promotion, Insurance, Allowances

Deduction, Recoveries, Attendance,

Increment, Generating ECS Report, GPF

Report, Pension etc.

31Page 21

Section: Function

The Application should be integrated with

the SMS gateway. This service enables to

notify the entire user on the application

status. The web application should also

integrate with mail server, payment

gateway. Digital Signature, SSL, Aadhaar,

Rapid Assessment System, Digital Locker,

eSign of GOI etc.

As per the scope, the SI is only limited to the

integration of the services like Mail server

payment gateway, digital signature, SSL,

Aadhar, RAD, Digital locker, eSign of GOI.

We assume all the necessary APIs,

Credentials and other components for

connecting with these servers will be

provided by Dharmasala Municipal

Corporation.

We assume that the necessary costing for

SSL, SMS will be provided by Dharmasala

Municipal Corporation. Request you to

please confirm on the scope purpose of

integration with the above components so

that it would help us to estimate the project

cost.

Yes

32Page 30

Section 8.12 Helpdesk

Selected bidder shall depute minimum one

Help desk Executive to provide support to

post Go-Live

We would request you to specify helpdesk

timing and period of engagement.

Also clarify who will provide the required

infrastructure for the manpower deployed

Help Desk Timing will be 10:00 AM to 6:00

PM and period of engagement will be as per

Project Timeline in RFP

33

Page 33

Section 9.9 Payment

Schedule

We suggest the department to consider the

revised payment schedule which is in

favour both the department and the bidderNot Agreed & Shall prevail as per RFP

34

Page 43

Section 10.7 Bid Format: Bill

of Quantity (BOQ)

Design, Development i/c Data Digitization,

Migration and Data Entry and

Implementation of E-Nagarpalika (Online

ULB services under Public Service

Guarantee Act) in Dharamshala Municipal

Corporation as per scope of work given in

the RFP including O & M support

We would request you to specify the

approx. number of data to be digitized,

migrated and manually entered. Also clarify

in which form the data is available with the

dept. whether in Soft copy or hard copy

The DATA is available in Hard copy and

can be assesed by visiting the DMC

35 General query

We assume that all required environment

(Hardware, System Software, network and

connectivity infrastructure) will be provided

by Dharmasala Municipal Corporation.

Please confirm.


36 General query

We assume that the department is

responsible for providing all the API’s for

the integration of different applications with

the web portal. We suggest that in case there

is any delay in integration for reasons not

attributable to the bidder, bidder should not

be responsible and it should not affect the

payment milestone


37

Clause 3. Objective, 2nd

Para, 6th Bullet Point, Page

7

Providing efficient individual department

services through various delivery channels

either online or across the counter like

Common Service Centres (CSCs) at

Corporation level or online using eDistrict

Portal

Are these services to be provided from

eDistrict Portal as well, apart from other

Delivery channels mentioned like Online &

across the counter like Common Services

Centres (CSCs) at Corporation Level. If Yes,

please provide the details & readiness of the

eDistrict Portal. OR does it mean that the e-

Nagarpalika should be accessible at CSCs

and they will use the application to deliver

services related to MCD?

Yes

38

4. Data Sheet, Point No. 8,

Bidder's Eligibility Criteria,

Page 8

• Have at least 5 implementation partners in

India

• Have successfully implemented at least 5

projects in leading government

organizations / local self-governments

/public sector undertakings in India

The eligibility criteria mentioned here are

completely different from the Pre-

Qualification Criteria mentioned on Page

No. 15-16. Kindly provide the clarity on the

Criteria which woud be followed for

evaluation.

Refer

Amendment no 2

395.4.3 Earnest Money

Deposit (EMD), Page 11

Bidders shall submit, along with their Bids,

EMD of Rs. 1,00,000/- (One Lakh) only, in

the form of a Bank Draft OR Bank

Guarantee issued by scheduled commercial

bank in favour of Commissioner, Municipal

Corporation and drawn on a nationalized

bank/ scheduled Bank, Payable at

Dharamshala and should be valid for 90

days from the due date of the RFP.

Project Value as per the e-tendering Portal is

given as Rs.25 Lacs. EMD sought in this RFP

does not conform to any procurement

guidelines of CVC or any GFR of the State.

Kindly provide the details of the Tentative

Procurement cost of this Project & amend

the Values of EMD accordingly. Our

Suggestions is that the EMD should not be

less than Rs.5 Lacs considering the Scope &

tentative value of this project.

Also, please specify, if there is some particular

format for submitting the Bank Guarantee

against the EMD, or Bidder can use his own

format approved by his Banker.



40

5.4.4 Submission of

Proposals, Point (a), (i) & (j)

Page 11-12

(a) The bidders should submit their

responses as per the format given in this

RFP in the following manner

- Response to Pre-Qualification Criterion : (1

Original + 1 Copies + 1 non editable CD) in

first envelope

- Technical Proposal - (1 Original + 1 Copies

+ 1 non editable CD) in second envelope

- Commercial Proposal – Only uploaded

online

As per Point (a), it seems that Pre-

Qualification & Technical Bid have to be

submitted in Hard Copy & only

Commercial Bid has to be uploaded Online.

Whereas in Point (i) & (j), it comes out that

all the Pre-Qualification, Technical Bid &

Commercial Bid have to be uploaded online,

apart from submission of 1 Original + I

Copies+ I non-editable CD physically. There

is a confusion & needs the clarification from

the DMC end.


416.1 Pre-Qualification

Criteria, Page 15

2. The bidder should have an average

annual financial turnover of INR 10 Crore

from IT services similar to those as defined

in the scope of work mentioned in the

tender document in at least three of the last

four Financial Years (i.e. 2015-16, 2014-15,

2013-14 and 2012- 13)

This is a very prestigious project for

Municipal Corporation of Dharamshala &

hence would require involvement of System

Integrator having sound financial strength

to execute the Project. Our Suggestion is that

the current Criteria should be read as "The

bidder should have an average annual

financial turnover of INR 50 Crores from IT

services similar to those as defined in the scope

of work mentioned in the tender document in at

least three of the last four Financial Years (i.e.

2015-16, 2014-15, 2013-14 and 2012- 13)"




Criteria, Page 15


implementing

at least 1 eGovernance project covering

citizen

centric services

Here the work is specific to Urban Local

Body. Hence the criteria should be bidders

experience in providing e-Governance

system in Urban Local Body covering

citizen services and backend workflow in at

least 10 ULBs.

The document submitted can be Work

Order + Completion Certificate OR Work

Order + Evidence of Part Completion / Part

completion testimonial



Criteria, Page 16

Bidder should have minimum 100 full time

employees working on Software

Development &

IT services

Here the focus may be given to resources

with exp in e-Governance projects. At least

100 employees with exp on e-Governance

domain in India



Criteria, Page 16

Sustenance of the project is very important.

Hence one of the Pre-Qualification criteria

should be - Bidder should have experience

of providing Post Implementation Support

for at least 3 years in more than 3 ULBs in

India

Work Order for the same should be attached

by the bidder


456.2. Technical Evaluation,

Point 1, Page 16







2013-14 and 2012- 13)

This is a very prestigious project for

Municipal Corporation of Dharamshala &

hence would require involvement of System

Integrator having sound financial strength

to execute the Project. Our Suggestion is that

the current Criteria should be read as "The

bidder should have an average annual

financial turnover of INR 50 Crores from IT

services similar to those as defined in the scope

of work mentioned in the tender document in at

least three of the last four Financial Years (i.e.

2015-16, 2014-15, 2013-14 and 2012- 13)".

Marks should be allocated accordingly:

50 Cr = 4 Marks

60 Cr = 5 Marks

75 Cr = 6 Marks



Point 1, Page 16

The bidder should have been

involved in at least one e-

Governance project valued at

minimum Rs. 1 Crores in the last

5 years as on 31/03/2016

Here the focus should be for ULB projects.

The timelines should be 7 years. Projects

take long time to implement, sustain and

attain maturity. Thus the condition can be:

"The bidder should have experience of

implementing / providing post

implementation projects in ULB in past 7

years where the order value is more than 1

Cr"

1 project = 10 Marks

2 projects= 12 Marks



In case the project is not completed, Work

Order and Testimonial should be submitted

Shall prevail as per RFP and amendments


Point 1, Page 17


implementing project providing online

services

** Only those projects through which a

citizen can apply for services online and the

services follows a workflow process and the

service is delivered to the citizen would be

treated as citizen centric project.

Work order + completion/on going

certificate

There can be some old projects where the

work of online service application, making

payment or delivery could have been done

under Post Implementation Support. There

would be no Work Order for the specific

work. Hence Sign-off from the customer or

Ongoing certificate or testimonial should be

accepted



Point 1, Page 17

5. The Bidder should have prior experience

of implementing projects in Government.

Each project should have minimum value of

Rs. 10 Lakh.

Point no 3 is similar to this.

The bidder needs to have experience of

providing Post Implementation Support

Hence this clause can be:

"The Bidder should have prior experience of

providing post implementation support to

ULBs for e-Municipality software"

5 ULBs: 9 Marks

10 ULBs: 12 Marks

20 ULBs: 15 Marks


497. Scope of e-Nagarpalika,

Page 18General

There is no clarity upon , Where is e-

NagarPalika Application going to get

hosted, who will be responsible for hosting

the Application on the Server, whose Server

would be used for the same. If there is any

Hardware required to be procured/

Suggested by the Bidder for hosting the

application.

The hosting shall be on NIC server/ State

Data Centre. Rest shall prevail as per RFP


Page 18General

Who would be providing the Bandwidth

and bearing recurring cost for the sameDharamshala Municipal Corporation


Page 18Name of service and the table given

Modules / Services like Property Tax, Asses

Management, HR, Accounts, Building

Permission etc. needs further clarity. We

request detailed functional requirement for

all services/ modules to be provided

List of services provided in Mobile App

should be provided

Refer Reply of Query at S.No 11

528.7 Integrated Grievance

Redressal SystemIGRS-03 Integration with Email

We understand that MCD will procure and

install email server and software. Bidder's

role would be to integrate the same. Please

confirm.

Yes

53 Section 7 List of Services: Garbage

Collection: Geo tagging of Garbage bins

We understand that providing and actual

tagging and GPS device is not within the

scope of this project. MCD will provide and

do the same.

yes

548.8 Integration Point, Page

28Online Payment Gateway, SMS Gateway

We understand that MCD will get into

agreement with PG/ SMS vendors and bear

all cost related to this. MCD will also

facilitate interaction with PG party. Bidder's

role would be to provide integration.

yes

558.8 Integration Point, Page

28Digital Signature

We understand that providing Digital

Signature is not within the scope. Please

confirm

Only Integration

56

8.8 Integration Point,

Digital Locker, Page

28

Digital Locker to be integrated with the

eNagarpalika solution

Who will be assisting Bidder is getting the

Integration Points for Digital Locker from

DeiTY/NeGD.

will be assisted by DMC

57 8.12. Helpdesk, Page 30

Selected bidder shall depute minimum one

Helpdesk Executive to provide support to

post Go-Live for the following list of

activities

As per our experience, for such projects,

minimum of 2 Helpdesk Executive would

be required for smooth functioning. This

addition of executives may be considered

for change in the RFP.

As per RFP and amendments

58 8.12. Helpdesk, Page 30 h) Will use the module

We understand that the Helpdesk executive

is not expected to operate or do data entry

in the software. Pl confirm

As per RFP

598.13 Non-functional

requirement Page 30

For all the other non-core services the link

should be provided through the e-Public

Services system portal once back end

computerization is over in their respective

departments.

The system should be designed in such a

way that any relevant functionality can be

accommodated easily as and when required

This para is not clear. Does this mean that

initially only front end services are to be

implemented and backend part has to be

implemented gradually?

Please clarify this requirement and what

would be the impact on project schedule

As per RFP and amendments

608.14. Project Time Line ,

Page 31Project Time Line

Mobilization period should be 1 month as

bidder as well as MCD would require time

to setup teams. MCD will have to identify

Nodal Officer, Core team etc.

Under section 8.9 it is mentioned that

Security Audit should be done within 2

months of Go-Live, however the schedule

shows the plan such that it has to be

completed within 1 month of UAT. We

request to keep this activity in parallel and

can be completed in first 3 months of O&M

support.

The schedule speaks of Phase 1 = there is no

mention of Phase wise implementation

anywhere else in the RFP.

What is other phase and what is the scope of

work under that phase?

As per RFP

618.14. Project Time Line ,

Page 31Go-Live Phase-1 It should be made T1+ 12 Months=T2 Not Agreed. Shall prevails As per RFP

629.3. Performance

Guarantee, Page 32

The Dharamshala Municipal Corporation,

HP will require the selected bidder to

provide a Performance Bank Guarantee

(PBG), within 15 days from the notification

of award, for a value equivalent to 8% of the

total cost of contract amount

The value of PBG should be made 5 % of the

total cost of Contract Amount.Not Agreed. Shall prevails As per RFP

63 9.7 Resource PersonnelThe bidders have to furnish resumes of all

the resource personnel to be engaged.

Are the resumes to be shared during project

implementation or in the bid submission?

CVs of Key resources can be shared during

bid submission. Please confirm

Yes CVs tobe provided during the bid

process

64 9.8 Deliverables

Source and Executable code of Application

Software including any third party base

software licenses (if any).

In case a ready software where IPR is

owned by the bidder is proposed, it is

required that source code for the changes

made should be handed over. And it would

not be possible to hand over source code of

third party tool/ software as it would not be

passed by such party. Please change this

clause.


but licences are required for the third party

65 9.9 Payment Terms We suggest change in payment terms

20% After acceptance of System

Requirement Study

by Dharamshala Municipal Corporation, HP

20% After User Acceptance Testing by

Dharamshala Municipal Corporation, HP

20% Project Go-Live

15% After submission of an application

security audit certificate from CERT-IN

empanelled vendor.

25% in equal instalments each Quarter for

next 24 months during Annual Maintenance

of Application Software & Portal


669.11 Service Levels &

Penalties

Handling the change request (within the

scope of work) during Annual Maintenance

& Operational Support period. - Within 7

working days

from the date of request made by the user

department

The timeline for completion of Change

Request would depend on the nature of

change. Hence we understand that 7 days is

the expected timeline to initiate the work for

Change Request and the completion time

would depend on the mutually agreed

timelines


67 10.4 Bidder Project Profile

Using the format below, provide

information on each reference assignment

along

with a client certificate or suitable

supporting documentation for consideration

for

evaluation.

The for 10.4.1 is for Key Resource. There is

no format for Project details.Shall prevail as per RFP

6810.7. Bid Format: Bill of

Quantity (BOQ), Page 42

Design, Development i/c Data Digitization,

Migration and Data Entry and

Implementation of E- NagarPalika” (Online

ULB services Under Public Service

Guarantee ACT) in Dharamshala Municipal

Corporation as per scope of work given in

the RFP including O&M Support

Please specify the quantity of Data to be

digitized, quantity of data to be migrated,

Amount of data to be entered by Data Entry

Operator as per the BoQ of this RFP. This

would be required for the Effort Estimates

to be done by the bidder.

The DATA is available in Hard copy and

can be assessed by visiting the DMC

6910.7. Bid Format: Bill of

Quantity (BOQ), Page 42Man month rates

We suggest that man-month rates for each

type of resources is taken - which may be

used at a later stage to calculate the cost of

Change Request if any or any other such

additional work


704. Data Sheet (Point 8, Page

No: 8)

Bidders Eligibility Criteria: Applicable

• Company incorporated under the

companies’ act 1956

• Be in business for last more than 5 years


India


projects in leading

government organizations / local self-

governments /public

sector undertakings in India

• Not be blacklisted by Central/ State

Government

Department/ PSU/Government Company in

the past 3 years.

Should not be under any legal action for

indulging in corrupt

practice, fraudulent practice, coercive

practice, undesirable

practice or restrictive practice with any

Indian Central/ State

Government Department/ PSU/

Government Company.

Request you to please modify this clause as

follows:

Bidders Eligibility Criteria: Applicable

• Company incorporated under the

companies’ act 1956 or

Limited Liability Partnership (LLP) act 2008.

Limited

Liability Partnership (LLP) act 2008 is an

extension of the

Companies act and is legally permissible

under the

Corporate Law, hence we request you to

allow participation

under Limited Liability Partnership (LLP)

act 2008.

• Be in business for last more than 5 years


India


projects in leading

government organizations / local self-

governments /public

sector undertakings in India

• Not be blacklisted by Central/ State

Government

Not Agreed.

Also, Refer amendment no 2

71

5. Instructions to the

Bidders (

5.7 Evaluation Process, 5.7.1

Tender Opening, Page No:

14)

The Proposals submitted up to 29-09-2016,

at 03:00 PM will

be opened at 03:30 PM on 29-09-2016 by

<Nodal officer> or

any other officer authorized by

Dharamshala Municipal

Corporation, HP, in the presence of such of

those Bidders or

their representatives who may be present at

the time of

opening.

There are holidays on account of upcoming

festival of Bakr

Id/Eid ul-Adha. We require some minimum

time to work on the

proposals based on the clarifications which

will be provided

against the above mentioned queries. In

view of the holidays

falling during the submission date, we

request the department

to extend the bid submission by at least 2

weeks as this will

help us in submitting a responsive,

comprehensive and

competitive technical proposal.


amendments in RFP

72

6. Bid Evaluation Procedure

(6.1. Pre-Qualification

Criteria,

Point No: 1, Page No: 15)

The bidder must be a company registered in

India under the

Companies Act, 1956


follows:

The bidder must be a company registered in

India under the

Companies Act, 1956 or Limited Liability

Partnership (LLP)

act 2008.Limited Liability Partnership (LLP)

act 2008 is an

extension of the Companies act and is

legally permissible

under the Corporate Law, hence we request

you to allow

participation under Limited Liability

Partnership (LLP) act

2008.


73

6. Bid Evaluation Procedure

(6.2. Technical Evaluation,

Point No: 1, Page No: 16)

The bidder should have an average annual

financial turnover

of INR 10 Crore from IT services similar to

those as defined in

the scope of work mentioned in the tender

document in at

least three of the last four Financial Years

(i.e. 2015-16,

2014-15, 2013-14 and 2012- 13)


follows:


financial turnover

of INR 10 Crore from IT services and total

average annual

turnover of 1000 crore in at least three of the

last four

Financial Years (i.e. 2015-16, 2014-15, 2013-

14 and 2012-

13)


amendments in RFP

74

9. General Terms &

Conditions

( 9.6 Service Level

Agreement,

9.6.2 Liquidated Damages,

Page No: 32)

In the event of delay in execution of work,

specified in this

Contract / furnishing of deliverables, the

bidder shall be liable

to a penalty@1%of the value of work order

in respective

phases, for every month of delay up to a

maximum of 10%,after

which Dharamshala Municipal Corporation,

HP shall be at

liberty to cancel the award. For the purpose

of this clause, part

of a month shall be considered to be a full

month.

Request you to kindly delete this clause as

Performance Bank

Guarantee can be invoked in case of Non-

Performance.


75 Sub-Contracting

Keeping in view of the varied nature of

scope of work and to

provide best solution we request you to

kindly allow subcontracting

of bids/bidding


76

Section 6.2 , pg no. 16:

Technical Evaluation. Pt no.

2

The bidder must have a valid

CMMI certification as on the

date of submission of bid

CMMi 3: 3 marks

CMMi 4: 4 marks

CMMi 5: 5 marks

As most of the companies

have CMMI level 3 and CMMi

level 5 certification for

software development.

Request you to modify the

point and reframe the marks

as:

CMMi 3: 4 marks

CMMi 5: 5 marks.

Not Agreed.


77Section 9.7, pg. no. 33:

resource Personnel

The bidders have to furnish

resumes of all the resource

personnel to be engaged..

Request you to please

provide the details of

resource deployment

planned at Dharamshala

Municipal Corporation. Also

number of resources

required post development

i.e. during Ops &

Maintenance

As mentioned in the RFP

78Section 9.8, pg. no. 33:

Deliverables. Pt no. 3

Source and Executable code of

Application Software including

any third party base

software licenses (if any)

Who will bear the cost of

Third party software licenses.

Whether bidder has to

include the cost of license in

the financial quote or DMC

will provide the Software

licenses separately. Pls clarify


but licensees are required for the third party

software

79 General Hosting of e-Nagarpalika

Kindly provide the details

where e-Nagarpalika

application will be Hosted

The hosting shall be on NIC server/ state

data centre

80 Generalincluding ISO certificate in Prequalification

criteria

We request you to include

ISO 9001: 2015 certification

in the pre-qualification

criteria

Not Agreed.


81Section 7,pg no. 20: List of

services. Pt. no. 11Mobile App

Kindly clarify whether

separate Mobile App version

will be developed for the e-

Nagarpalika

Same as web portal

82 General total no. of User/Citizen

Pls provide the details of

total no of user/citizen who

going to use and register

themselves in the application

System shall be for unlimited users

83

DMCeNagarpalikaRFP,

Section 8.2,

Workflow management System We understand the Dharamshala Municipal

Corporation requires a comprehensive

workflow management system and based

on experience of implementing similar

system in other Nagarpalika and municipal

organization our recommendation is the

required workflow solution should

complies to various open workflow

standards such as BPMN, BPEL, WFMC."

Yes

84

DMCeNagarpalikaRFP,

Section 8.2, Page 23

Workflow management System "As per mentioned in the RFP document,

Dharamshala Municipal Corporation has

the requirement for flexible and

configurable workflow engine to handle

complex workflows including multi-level

hierarchical workflows.

So our recommendation is that the

department needs COTS based Business

Process Management (BPM) platform

having the capabilities of graphically

modelling the processes or workflows, in

built Form designer, process simulator,

configurable Business Activity Monitoring

tool (Dashboards) and integrated Document

Management System for storing documents.

Please confirm our understanding is

correct."

Not nessacrarily COTs based /equivalent.

Free to use similar platforms

85

DMCeNagarpalikaRFP,


Workflow management System As per our understanding Dharamshala

Municipal Corporation requires workflow

solution should have an inbuilt form

designer to design Custom forms that can

be attached at one or more stages of

workflow. Kindly confirm our

understanding.

Yes, your understanding is correct

86

DMCeNagarpalikaRFP,


Workflow management System-Dashboards As per our understanding, Dharamshala

Municipal Corporation requires a workflow

solution should have a configurable

Business Activity Monitoring tool to design

reports and dashoards.Kindly confirm.

Confirmed

87

DMCeNagarpalikaRFP,


Document management system As per RFP document Dharamshala

Municipal Corporation requires a

comprehensive Document management

which will manage all documents submitted

to department during application

submission by citizen and then they need to

be scanned, so based on the requirement

given, our understanding is that there is a

key requirement of capture/scanning

solution for scanning physical documents

coming to the department on daily basis as

well as backlog documents with support for

following :

• Both bulk and web scan capabilities

• Document capture through mobile

devices/tablets

• Automatic file and document separation

using blank page separator, barcode

separator and fix page

Please confirm our understanding is correct.


88

DMCeNagarpalikaRFP,


Document management system Since the Document Management System

will be storing critical documents which

need to be archived for long term, so is the

department looking at archiving documents

in PDF/A format which is an open ISO

standard for long term archival and is now

becoming de-facto standard in most

government projects in India.

Please confirm.

Yes, data archived to be in PDF/A format

89

DMCeNagarpalikaRFP,


Document management system As per mentioned in the RFP,Document

Management System is one of the key

requirements of the project. So we

recommend to include the following

specifications to ensure best of breed

Document Management Solution:

- Categorization of documents in folders-

subfolders just like windows interface.

There should not be any limit on the

number of folder and levels of sub folder

- Document Version Management with

Check Out / Check In

- Extensive document and folder level

operation such as move / copy, email,

download, delete, metadata association etc

- Inbuit view for viewing and annotating

documents

- Repository should be format agnostic

- Indexing of the documents on user defined

parameters

- Association of the key words with the

documents


90

DMCeNagarpalikaRFP,

Section 8.6,

Document management system DMS as mentioned in the RFP is an

important function of the envisaged

system.As per our

understandingDharamshala Municipal

Corporation requires document

management system that provides

Archival of Documents

- Categorization of documents in folders-

subfolders just like windows interface.

There should not be any limit on the

number of folder and levels of sub folder

- Document Version Management with

Check Out / Check In

- Extensive document and folder level

operation such as move / copy, email,

download, delete, metadata association etc.

- Repository should be format agnostic

- Indexing of the documents on user defined

parameters

- Association of the key words with the

documents

-Full text search functionality for easy and

faster retrieval of information available both

in English and Hindi languages

Kindly confirm if our understanding is


91

DMCeNagarpalikaRFP,


Document management system

Since the Document Management System

will be storing critical documents of various

department functions which needs to be

archived for long term, so is Dharamshala

Municipal Corporation looking at archiving

documents in PDF/A format which is an

open ISO standard for long term archival

and is now becoming de-facto standard in

most government projects. Please confirm

Yes, data archived to be in PDF/A format

92

DMCeNagarpalikaRFP,


Document management system As per the RFP text based search

functionality will be required which should

provide Dharamshala Municipal

Corporation user to access the text based

search over documents.

As per our understanding Dharamshala

Municipal Corporation is looking for a

document management system that should

provide a full text search on documents

both in English and Hindi languages.

Kindly confirm if the understanding is

correct.

Yes, your understanding is correct. The

Search should be bilingual

93

DMCeNagarpalikaRFP,


Workflow management System

The required workflow solution should

have an inbuilt form designer to design

Custom forms that can be attached at one or

more stages of workflow. Yes, your understanding is correct

94

DMCeNagarpalikaRFP,


Document management system The proposed Document Management

System should have at least one live

implementation site in India with more than

10 crores document archived in document

management repository and more than

10000 users using this Document

Management System. Not nessacarily required

95

DMCeNagarpalikaRFP,

Section 7, Page 21

Scope of work, Mobile apps As mobile apps would be used for capturing

various documents/images. So imaging

features become the important requirement

of mobile application framework. So our

recommendation is that mobile application

framework should have below mentioned

features:-

a. Image compression, B/w conversion from

colour images

b. G4 compression for B&W, JPEG for

colour and grey scale

c. Multiple page document capture

d. Auto cropping, Auto orientation,

perspective correction, noise removal, geo

capture

e. Image capture setting ( camera resolution,

image type)

Please confirm.Yes

96

DMCeNagarpalikaRFP,


Document management system, Letter

Management and File Management

"As per mentioned in the RFP document,

department has the requirement of File and

letter management capability suitable for

Nagarpalika and Municipal organization for

managing files, noting with workflows.""

So based on our experience of working with

various Nagarpalika and Municipal

organizations in India, we strongly feel that

Dharamshala Municipal Corporation has

the requirements for File/DAK/Noting

Management system with below mentioned

features:

• File/DAK(Letter) Management System

should be based on Manual of office

Procedure (MOP from DARPG-

Department of Administrative Reforms And

Public Grievances)

• DAK/File Management with features like

online DAK/File register etc.

• Whitehall based file movement (File view

with all Documents are shown on one side

and Green Note Sheet on other side)

• Supports for Green Note sheetYes, your understanding is correct

97

DMCeNagarpalikaRFP,

Section 7, Page 21

Scope of work, Mobile apps As per mentioned in the RFP document, The

solution should include mobile apps, we

suggest that department has the

requirement for enterprise mobility

framework in which mobile applications

and its services can be configured/ managed

centrally. So for the ease of departmental

officials, we recommend that department

requires COTS (Commercial Off the Shelf)

based Enterprise Mobility framework so

that officials can make the changes by just

doing the configurations instead of

writing/modifying the lines of code.

Please confirm our understanding.

Not nessacrarily COTs based free to use any

similar platforms

98

DMCeNagarpalikaRFP,

Section 7, Page 21

Scope of work

Request you to please provide the clarity

about the total no of users who would be

using the Document Management System &

Workflow Management System.Also,what

will be the concurrency of the users

accessing the document management

system and workflow management system?System should be for unlimited users

99

DMCeNagarpalikaRFP,

Section 7, Page 21

Scope of work As per our experience of working with the

other municipal Organisations, RTI

management is of the key administrative

activity in the government departments.

Therefore, we recommend that the

department should have a RTI Management

module based on Business Process

Management platform with the following

features:

• Ability to record incoming RTI queries

into the system.

• Ability to upload the documents along

with the queries.

• Ability to route the RTI queries to

different department users.

• Ability to send the response of the queries

to the Applicant who had filed the RTI.

• Ability to reopen old RTI request in case

of First and Second RTI Appeal.

Please confirm

No features related to RTI is required

100

General Number of Users What is the number of external users who

will be accessing the document management

system ? System should be for unlimited users

101

General Records Management System As per the RFP, the system needs to keep

the records for the long term. Therefore, we

understand that the department would

require a Records Management System for

long term archival of the documents.

So, with this understanding, request you to

include following specifications of the

Records Management System to ensure best

of breed solution:

a. Capability to define retention policy,

disposition policy etc.

b. Capability to capture details about the

electronic as well physical records including

warehouse location, box no etc.

c. Capability to track Physical records

movement

d. Compliance with standards like DoD

5015.2, ISO 15489, VERS etc.

Please confirm our understanding.

No

102General Number of MCD office locations in

nagarpalika

Please provide clarity on the number of

MCD locations/offices. there are 2 no of DMC office

103

General Number of Scanning Locations Is scanning activity will be done centrally or

from multiple locations? Please provide

clarity on the number of locations from

where the scanning activity will be carried

out. Scanning activity will be done centrally

104

RFP document fee: Clauses

5.4.2 and 6.1.a

Clause 5.4.2.: The bidders are required to

submit the document fee (non refundable) of

Rs. 5000/-in shape of Bank Draft in favour

of Commissioner, Municipal Corporation,

Dharamshala and drawn on a nationalized

bank/ scheduled Bank, Payable at

Dharamshala along with the proposal.

Proposals received without or with

inadequate RFP document fees shall be

rejected.

Clause 6.1.a.: Non-refundable Tender Paper

cost of Rs. 5000/-, in shape of Bank Draft

from any scheduled bank drawn in favor of

Dharamshala Municipal Corporation, HP .

The two clauses cited in this query mentions

two different names to which the Bank Draft

is to be address to. Request you to please

confirm the correct name.

Refer CORRIGENDUM NO. 01

105

EMD: Clauses 5.4.3 and

6.1.b

Clause 5.4.3.: Bidders shall submit, along

with their Bids, EMD of Rs. 1,00,000/- (One

Lakh) only, in the form of a Bank Draft OR

Bank Guarantee issued by scheduled

commercial bank in favour of

Commissioner, Municipal Corporation and

drawn on a nationalized bank/ scheduled

Bank, Payable at Dharamshala and should

be valid for 90 days from the due date of the

RFP.

Clause 6.1.b.: Interest free Earnest Money

Deposit (EMD) of Rs. 1 lakhs in shape of

Bank Demand Draft / Bank Guarantee from

any scheduled bank drawn in favour of

Dharamshala Municipal Corporation, HP .

The two clauses cited in this query mentions

two different names to which the Bank

Draft/ BG is to be address to. Request you to

please confirm the correct name.


106

Prequalification criteria

(clause 6.1)







2013-14 and 2012- 13)

Genenally, the financial statements of a FY

are finalized by Oct-Nov of the subsequent

FY. Thus submission of the required

documentary proof against this clause for

FY 2015-16 may be difficult hence, we

request for reconsideration of this clause for

FY 2015-16.


107


(clause 6.1)

7. The bidder should have positive Net

Worth in each of the last three Financial

Years (2016, 2015 & 2014)

Genenally, the financial statements of a FY

are finalized by Oct-Nov of the subsequent

FY. Thus submission of the required

documentary proof against this clause for

FY 2015-16 may be difficult hence, we

request for reconsideration of this clause for

FY 2015-16.

Agreed

108


(clause 6.1)

The bidder must have a valid CMMI

certification as on the date of submission of

bid.

For the benefit of the quality of the final

product as well as considering the capability

and maturity required for such projects, we

request the DMC to increase the pre-

qualification criteia from any CMMi

certification to CMMi level 5 ceritification.

Not Agreed.


109


(clause 6.1)


financial turnover of INR 10 Crore from IT

services similar to those as defined in the

scope of work mentioned in the tender

document in at least three of the last four

Financial Years (i.e. 2015-16, 2014-15, 2013-

14 and 2012- 13)

The minimum turnover requirement of INR

10 crores is too less for project of this size,

we request DMC to increase the minimum

requirement to atleast INR 50 crores


110

Not available Not Available We request to incorporate a 'Limitation of

Liability' clause in the RFP: "The aggregate

liability of the selected bidder under this

agreement, or otherwise in connection with the

services to be performed hereunder, shall in no

event exceed the total fees payable to the selected

bidder hereunder. The selected bidder shall not

be liable for indirect/ consequential losses of any

nature whatsoever "

Not Agreed.


111

Section 9.5.1. Compensation

for termination of contract

Upon termination of the contract,

Dharamshala Municipal Corporation, HP

shall be at liberty to get the work done at

the risk and expense of the bidder through

any other agency, and to recover from the

bidder compensation or damages .

We request removal of this line from clause

9.5.1.

Not Agreed.


112

Scope of e- Nagarpalika >>

List of Services

As per the Himachal Pradesh public service

guarantee act, following list of services

needs to reach all the citizen of Himachal

Pradesh. And all the application pretending

to the following services needs to approved

within stipulated time line

For how many services, will a work flow

needs to be implemented? Shall prevail as per RFP

113

Scope of e- Nagarpalika >>

List of Services >> Mobile

App

Mobile Applications of all the online citizen

centric services

Which mobile platforms (eg. Android, iOS

etc.) needs to be supported?The platform shall be Android/ iOS /

Windows.

114

Integration Point SMS Gateway:- e - Public Services System

application should be integrated to the SMS

gateway. All the notification should be

shard to all the stake holder of the web

application as per the requirement

It's assumed that SMS gateway will be

procured by DMC and cost pertaining to

SMS will be incurred by DMC. Please

confirm.

YES

115

Integration Point Online Payment Gateway: - e - Public

Services System web application will be

integrated to online payment gateway. No

cash transaction will be entertained by DMC

officials after the live of the project

It's assumed that payment gateway will be

procured by DMC and cost pertaining for

online transaction will be incurred by DMC.

Please confirm.

YES

116

Integration Point Mail Server integration: - The e-Public

Services system web application should be

integrated with the mail server. This will

help to send notification to all the stake

holder with supportive document attached

for selected applications.

It's assumed that SMTP server and

credential details will be procured by DMC.

Please confirm.

YES

117

Integration Point SSL (Secure Sockets Layer) is the standard

security technology for establishing an

encrypted link between a web server and a

browser. This link ensures that all data

passed between the web server and

browsers remain private and integral. SSL to

be integrated with the eNagarpalika

solution

It's assumed that SSL certificate for web site

domain will be proceured by DMC. Please

confirm.

YES