Request for Proposal

Transcription

1 Initiative Jammu & Kashmir e-governance Agency Civil Secretariat Jammu/Srinagar Website: jkit.nic.in Request for Proposal For Selection of Data Digitization Vendor (VENDOR) for Data Digitization of Government Employees & Pensioners personal data of Jammu and Kashmir State

2 CONTENTS Abbreviations: Introduction and Overview Background Invitation for Bids Key Events & Dates Scope & responsibilities Payment Schedule: Service Level Agreement (SLA) General Information, Terms and Conditions Cost of proposal Eligibility criteria EMD Proposal Opening and Evaluation: Performance Bank Guarantee Force Majeure Signing of Contract Annexure A Annexure B Annexure C

3 Abbreviations: ITD JaKeGA Vendor RFP CPIS Information Technology Department, Govt. of J&K Jammu & Kashmir e-governance Agency Data Digitization Vendor Request for Proposal Computerized Personal Information System 1. Introduction and Overview 1.1 Background Department of Finance, Information Technology and GAD, J&K Government have initiated the process of preparing Employees and Pensioners Data Bank. As per 13 th Finance Commission recommendations, it was decided to develop a MIS (Management Information System) to support decision making in respect to management of the cadres in state government services including recruitment, transfers, promotion, training etc. 1.2 Invitation for Bids This invitation is to tender for: Appointment of Vendor / Vendors for digitizing the personal data of Government Employees & Pensioners of Jammu and Kashmir for Centralized Personnel Information System (CPIS) Sealed offers prepared in accordance with the procedures enumerated in this RFP should be submitted to the office of CEO JaKeGA, Civil Secretariat, Jammu, not later than the date and time laid down: Contact Details: Chief Executing Officer, JaKeGA 4 th Floor, Mini Block Secretariat, Jammu 1. Dara Singh Bali, Additional Chief Executive Officer, JaKeGA 2. Dalvinder Singh, Sr. Consultant, IT department, J&K Tel/ Fax (Jammu): / Tel/ Fax (Srinagar): / Key Events & Dates The schedules of activities for the purpose of RFP are outlined below: - # Key Activities Date 1. Start date for issue of RFP Last date for submission queries of bidders by ( shafqat.bashir@semt.gov.in) 3. Pre-bid conference Response to bidder Queries Last date of submission of Proposal (RFP)

4 2. Scope & responsibilities Data of approximately 5.60 (+ 10%) lakh personnel of J&K Govt. employees (Approx. 4.0 Lakhs) & pensioners (Approx 1.6 Lakhs) in the State of Jammu and Kashmir is available with approximately 5,400 DDOs in 22 districts of the state. Pensioner Data is available with concerned Treasury Officers. A Pilot project has already been carried out by NIC in Civil Secretariat and Finance department covering 5160 employees and 200 DDOs. The responsibilities of various stakeholders are as under: All the required Infrastructure for this work is to be arranged by the selected vendor only. Vendor to Install CPIS Software (Developed by NIC) on server for scanning the photographs, managing the scanned images, data entry and all connected work The capacity building (Training) of concerned DDO/ DDOs is also in scope of respective Vendor. Required space will be provided by the DDO for data entry & Scanning of the documents. Housekeeping and internal security of infrastructure will be managed by Vendor. There are 8 pages in Employees form; 2 pages in Pensioner form and 4 pages in DDO s office Performa. Data entry format designed by NIC for data entry of records is enclosed at Annexure "C" and final data structure shall be provided to the selected Vendor. Vendor shall do the data entry / digitization work along with image scan at respective DDOs office. The scanned image format shall be JPEG and should be more than 20 KB in size. The same would be embedded within the database. DDO shall handover (with proper receipt) the hardcopies of employees filled data to the VENDOR. Proper record of handing over and taking over of the documents shall be maintained. Any loss/ misplacement of document shall be treated very seriously and may lead to termination of contract and penal action. The data digitized will be the property of the department and should not be copied or supplied to anybody, any infringement in this regard will be serious and legal action will be taken against the VENDOR. A non disclosure affidavit will be given by each Vendor. DDO shall verify the data entered by the respective VENDOR on computers. DDO shall inform VENDOR for those data entry which are not-correct, mistakes, and image not clear etc. so that corrections are done by VENDOR. DDO to certify the correctness of data in writing to initiate the payment releasing process by JaKeGA as per payment schedule. After the satisfactory correction of the data, the agency will copy the data on good quality CDs / DVDs (2 Copies) and neatly labeled and provide the same

5 to the office of the JaKeGA. The DDOs and VENDORs will send the report regarding the digitizing progress to Project Manager of JaKeGA keeping in loop the Nodal officer of CPIS on weekly basis. Technical support on the CPIS software shall be provided by NIC. NIC shall Provide CPIS Software, training and ensuring that the application provided to the VENDOR is free from bugs, to avoid any late corrective actions. NIC shall create Central Database on receipt of data from the department. NIC shall provide database structure to VENDORs. NIC shall provide CPIS software training to identify Vendor/ Vendors will be provided at Jammu (If Darbar is at Jammu) / Srinagar (if Darbar is at Srinagar). NIC shall provide training material (Soft Copy) to the selected vendor / vendors so that the selected vendors may train the concerned DDOs. 3. Payment Schedule: Payment will be made as per detail below: # Description Payment Amount (Rs) 1 Mobilization Advance 10% of Q1 2 On submission of corrected data and final Hardcopy with backup of data in CD/DVDs 90% of Q1 Note: Q1 is Bill amount as per agreement Note: VENDOR will submit the bills once in a month. The payment will be made within 30 days after receipt of bills. Payment deduction will be as per the Service Level Agreement (SLA) defined in SLA section. DDO shall verify the data entered by the respective VENDOR. DDO shall inform VENDOR about those data entries which are not-correct, mistakes, and image not clear etc. so that corrections can be done by VENDOR. Payments on account of data entry work under a DDO shall be released only on the satisfactory report by DDO to ensure that VENDORs have corrected the data entry mistakes which the concerned DDO has raised during verification of data. 4. Service Level Agreement (SLA) Following is the chart, which shows the metrics for the Data Digitization Timelines. If the VENDOR perform as per the base line metrics, then payment is to be made to

6 the VENDOR as per details below:- # Service Metrics Parameters 1 Data Digitization of allotted work. Baseline Breach Metric Payment Metric Payment % of 1 week delay 2% deduction of the payment due Days the (ascribed on payment part of vendor) due 2 weeks delay 6% deduction of the payment due (ascribed on part of vendor) 3 weeks 10% deduction of the payment due delay(ascribed on part of vendor) 4 weeks delay 25% deduction of the payment due (ascribed on part of vendor) Delay by > 4 Cancellation of order and forfeiting weeks of EMD and no payment for the (ascribed on work done part of vendor) 5. General Information, Terms and Conditions The department / JaKeGA reserve the right to withdraw / cancel / modify any action to this invitation without any prior notice. Notwithstanding anything contained in this document, department / JaKeGA reserves the right to accept or reject any request/proposal, or to annul the Tender process or reject all requests/proposals, at any time without any liability or any obligation for such rejection or annulment, without assigning any reasons thereof. 5.1 Cost of proposal The RFP document is available for sale against payment of Rs.100/- (Rupees hundred only) through demand draft in favor of Treasurer JaKeGA, payable at Jammu. Bidders can download the RFP document from website & payment of document can be submitted with bid. 5.2 Eligibility criteria The bidder must be an empanelled company in Digitization domain by IT Department.

7 5.3 EMD 1. Bidder shall submit along with their bids, EMD of Rs 5000 ( Five Thousand rupees only) in the form of demand draft on a nationalized or scheduled bank in favor of Treasurer JaKeGA, payable at Jammu/Srinagar. The DD shall be enclosed with the pre-bid qualification. 2. The EMD would be refunded to all unsuccessful bidders after the placement of order to the selected vendor. 3. The EMD of successful bidder is non-refundable. 5.4 Proposal Opening and Evaluation: 1. The bid shall consist of two packets to be submitted with covering letter as per Annexure "A". The first packet will contain pre-bid qualification criteria with EMD. The second packet will contain financial bid as per annexure "B". a. Pre-qualification bid: Pre-qualification bid should contain Document Fee, EMD, all pages of RFP duly signed and stamped by the bidder alongwith covering letter as per annexure "A",. b. Financial bid: The financial bid should consist of prices as per the format in Annexure "B". 2. Only those bidders who will qualify in the pre-bid qualification will be eligible for opening of financial bid. 3. The bid will be awarded to L1 bidder. JaKeGA may offer the work to multiple bidders who agree to work on the L1 rate and areas available to accomplish the task in desired timeframe. L1 bidder shall be awarded approx. 40% of total work and has the flexibility to choose areas of their choice (first right of refusal). It would be the decision of the evaluation committee to award the remaining work among other bidders, if required. 5.5 Performance Bank Guarantee 1. The successful bidder shall at his own expense deposit with organization, within five (5) days of the date of notice of award of the contract or prior to signing of the contract whichever is earlier, an unconditional and irrevocable Performance Bank Guarantee (PBG) from a Nationalized/ Scheduled bank acceptable to Authorized Representative, JaKeGA, payable on demand, for the due performance and fulfillment of the contract by the Bidder. 2. The performance guarantee shall be denominated in the currency of the contract and shall be by bank guarantee. 3. This Performance Bank Guarantee will be for an amount of 10% of contract value. All charges whatsoever such as premium, commission etc. with respect to the performance Bank Guarantee shall be borne by the Vendor. 4. The Performance Bank Guarantee shall be valid up to 3 months after completion of the entire project.

8 5. The Performance Bank Guarantee may be discharged / returned by the organization upon being satisfied that there has been due performance of the obligations of the vendor under the contract. However, no interest shall be payable on the Performance Bank Guarantee. 6. In the event of the bidder being unable to service the contract for whatever reason, the JaKeGA would revoke the PBG. Notwithstanding and without prejudice to any rights whatsoever of the organization under the Contract in the matter, the proceeds of the PBG shall be payable to the organization as compensation for any loss resulting from the Bidder's failure to complete its obligations under the Contract. The Client shall notify the Bidder in writing of the exercise of its right to receive such compensation within 14 days, indicating the contractual obligation(s) for which the Bidder is in default. 7. The Client shall also be entitled to make recoveries from the Bidder's bills, performance bank guarantee, or from any other amount due to him, the equivalent value of any payment made to him due to inadvertence, error, collusion, misconstruction or misstatement. 5.6 Force Majeure If a force majeure situation arises, the bidder shall promptly notify the CEO JaKeGA in writing of such condition and the cause thereof. Unless otherwise directed by CEO JaKeGA in writing, the Bidder shall continue to perform its obligations under the Contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event. 5.7 Signing of Contract The Bidder/Bidders shall be required to enter into a contract (Master Service Agreement) in the form provided in the Proposal document, incorporating all agreements between the bidder & JaKeGA, including any agreements reached during the negotiation process.

9 6. Annexure A CEO JaKeGA 4 th Floor, Mini Block, Civil Secretariat, Jammu Date/Month/Year Dear Sir, Ref: Tender for Selection of Data Digitization Vendor (VENDOR) for Data Digitization of Government Employees/Pensioners of Jammu and Kashmir State Having examined the RFP document, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to take up the work of Data Digitization of personal data of Government Employees/Pensioners of Jammu and Kashmir state using the software supplied by the Department and agree to all the terms and conditions specified in RFP. Following envelopes are enclosed for the said tender: # DESCRIPTION OF ENVELOPE ENVELOPE NO 1 Pre Qualification Bid JaKeGA/FIN/RFP/ DD-MM-YY/Pre-- BID 2 FINANCIAL-BID JaKeGA/FIN/RFP/ DD-MM-YY/F- BID All the pages of the bid are duly stamped and signed. The details specified in the format are substantiated with support document as required. We agree for unconditional acceptance of all the terms and conditions in the bid document. The tender is submitted for your kind consideration. Sincerely yours (Signature) (In the capacity of) Duly authorized to sign the Tender Response for and on behalf of: (Name and Address of Company) Seal / Stamp of bidder Witness Signature: Witness Name: Witness Address: CERTIFIED AS TO AUTHORISED SIGNATORIES I, certify that I am of the.., and that. Who signed the above Bid is authorized to bind the corporation by authority of its governing body.(authority) Date (Seal here)

10 7. Annexure B CEO JaKeGA Date: 4 th Floor, Mini Block, Civil Secretariat, Jammu Dear Sir, Ref: Quotation of financial bid. Having examined the tender document, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to take up the work of Data Digitization of Government employees/pensioners, Jammu and Kashmir State using the software supplied by the Finance Department. Q2 is the bid variable. As desired the Quote (in Rs.) is as below: - # Description Value (in Rs./page) Q2 1 There are 8 pages in Employees form, 2 pages in Pensioner and 4 in DDO s office Performa. Bidders are requested to quote Rate of digitization per page including installation of required hardware, scanning of image from records, data entry, checking, updating, providing final database in CDs, DVDs including training of concerned DDOs. (Value to be filled up by bidder) *The quoted price should be inclusive of all taxes I agree that I will not require to be paid more than the above mentioned value for data digitization of Government employees/pensioners records. Submitted for your kind consideration. Sincerely yours (Signature) (In the capacity of) Duly authorized to sign the Tender Response for and on behalf of: (Name and Address of Company) Seal / Stamp of bidder Witness Signature: Witness Name: Witness Address: CERTIFIED AS TO AUTHORISED SIGNATORIES I, certify that I am of the.., and that. Who signed the above Bid is authorized to bind the corporation by authority of its governing body (Authority) Date (Seal here)

11 Government of Jammu and Kashmir Employee Personal Information Form-1 Instruction: This form required to be duly filled up and submitted by the prospective employees while reporting for duty on Old/ fresh appointment. The officer before whom the prospective employee reports for duty and the appointing authority required to counter sign the duly filled up form submitted by the prospective employee. After getting the form counter signed by the DDO Subject Assistant will feed the data into JKCPIS and obtain Employee Code from the system and write down it in the box provided below for the purpose Specimen Signature Specimen Signature Affix a recently taken passport size photo PART-A (For Office use) Employee Code UID PART-B PERSONAL DETAILS (To be filled up by the prospective employee) Department Office Permanent Resident Certificate File No. First Name (In capital letters) Last Name (In capital letters) Date of birth (DD/MM/YY) Name of Father Name of Mother Sex (M/F) Category (General/Reserved) Nationality SC/ST/OBC/RBA/ALC/ Sports/PHC/Ex-serviceman Religion Blood Group Marital status (Optional) (unmarried/married/divorcee) Spouse s Name Profession of Spouse (State Govt./ GOI/Public Sector/Private/ None) If spouse working in Government/Public Sector Department Name of the Department Designation Signature of employee Signature of DDO SEAL

12 Government of Jammu and Kashmir Employee Personal Information Form-2 Joining Details Date of Appointment Initial Joining Department Date of Joining Pay Band of initial Post * Initial Basic Pay * Employee initial cadre State/Div./Distt Present DDO Code* Salary Details Order No. Initial Joining Office Initial Designation Initial Grade Pay * Permanent/Temp orary Employee Gaz./ Non- Gaz./Class IV * optional fields Current Pay Band Grade Pay Personal/Special Pay Dearness Allowance/ Dearness Pay/COLA YES/NO Non-practicing Allowance(NPA) YES/NO Charge Allowance YES/NO Basic Pay GPF/ PRAN No. Deduction Type GPF/CPF(NPS) GIS/SLI Member YES/NO GIS/SLI Number PAN No. City Compensatory Allowance YES/NO Defined Contributory Pension - 10% Employer s Share for NPS Medical Allowance YES/NO 2 ½ days Pay YES/NO Temporary Move Allowance YES/NO House Rent Allowance YES/NO Risk Allowance YES/NO Border Allowance/ Compensatory Allowance YES/NO Ration Money Allowance YES/NO Hardship Allowance YES/NO Kit Maintenance Allowance YES/NO Conveyance Allowance YES/NO Name of Salary Bank Branch Pocket Money YES/NO Settlement Allowance Fixed T.A. Record Allowance Special Duty Allowance Any Other Allowance Total Salary(including Allowances) Saving A/c No.

13 Entitlement of Pension (Defined benefit/nps) Contribution to NPS(Employer + Employee) : Accumulations under NPS (including earnings from investment of Contribution) : Leave Details Accumulations of Earned Leave AS on Date Period of EL availed (Recently) From: Number of times Maternity Leave availed: Accumulations of Half Pay Leave Total number of days EL accumulated AS on Date Period of HPL availed (Recently) From: Period of Suspension (if any) Total number of days accumulated To: To: Major Penalty imposed, if any Monthly Income of Parents from all sources Signature of employee : Signature of DDO : SEAL

14 Government of Jammu and Kashmir Employee Personal Information Employee office details Form-3 Current Designation Current Cadre: State/ Div./ District Present address House No/ Street No Street Name Place Pin State District Tehsil Village Phone No. Home Town Current Post Current office Permanent address House No/ Street No Street Name Place Pin State District Tehsil Village Phone No. Home Town Mobile No. address Whether Govt. accommodation allotted in Jammu/Srinagar : Details of accommodation, if hired(y/n) Signature of employee Signature of DDO SEAL

15 Government of Jammu and Kashmir Employee Personal Information Form 4 Educational Detail ACADEMIC QUALIFICATION Degree/Diploma Name of Board/ University Marks Obtained (In %) Year of Passing Grade TECHNICAL QUALIFICATION Degree/Diploma Name of Board/ University Marks Obtained (In %) Year of Passing Grade PROFESSIONAL QUALIFICATION Degree/Diploma Name of Board/ University Marks Obtained (In %) Year of Passing Grade Specialized Training, if any Refresher/Training Course attended during service, if any Signature of Employee DDO Signature of SEAL

16 Government of Jammu and Kashmir Employee Personal Information Form-5 Promotion Details Date of Promotion Name of the office Designation Govt. Order No./ Date Signature of employee : Signature of DDO : SEAL

17 Government of Jammu and Kashmir Employee Personal Information Form - 6 Posting Details Name of the office Designation Tenure of Postings From To Initial appointment 02 nd posting 03 rd posting 04 th posting 05 th posting 06 th posting 07 th posting 08 th posting 09 th posting 10 th posting 11 th posting 12 th posting 13 th posting 14 th posting 15 th posting 16 th posting 17 th posting Signature of employee : Signature of DDO : SEAL

18 Nomination Details (GPF) Government of Jammu and Kashmir Employee Personal Information Form 7 Name of Nominee(s) Relationship with employee Date of Birth of Nominee Share of amount (%) Nomination Details (Gratuity) Name of Nominee(s) Relationship with employee Date of Birth of nominee Share of amount (%) Group Insurance/SLI Nominee Details Relationship with Name of Nominee(s) employee Date of Birth of nominee Share of amount (%) Nominee Details ( Family Pension ) Name of Nominee(s) Relationship with employee Date of Birth of nominee Declaration by the prospective employee The information furnished by me in this joining report is correct to the best of my knowledge and are based on valid documents. I also hereby produce original documents in respect of all the information given below before the reporting officer for verification. I am also aware of the fact that penal action would be taken against me if any of the information provided by me is found fraudulent. VERIFICATION Signature of Employee Signature of DDO SEAL

19 PENSIONER BIO-DATA PPO No: Name of Pensioner: Date of Retirement: Date of Birth: Designation (at the time of retirement): Deptt/Office Last Served: Last Pay Scale held: Name of Spouse: Relation (Spouse): Date of Birth (Spouse): Treasury (Authorized by AG): Current Treasury (Changed): Address: Phone No.: Gratuity Amt: Gratuity Amt2*: Gratuity Amt3*: Commutation Amt: Commutation Amt2*: Commutation Amt3*: * Note: If gratuity/commutation amount revised

20 Bank A/c No. Bank Branch Code (SOLID) Type of Pension. (Self/Family) Special/Enhanced/Normal (If Family Pension) Category (State Govt.) Pension Start Date Basic/Revised Basic DA Allowed (Yes/No) Other Allowances Amount Recovery Amount Total Pension Net Pension Date of Commutation Completion Pension Stopped (Yes/No): Pension Closing Date: Pension Closing (Remarks): Signature of Treasury Officer SEAL

21 National Informatics Centre Office Performa Govt. of Jammu and Kashmir Centralised Employee Personal Information Instruction: This form is required to be duly filled up and submitted by the DDO concerned only. Performa for DDO s Details Entry DDO Information (Presently Posted) Administrative Department Field Department/HOD Department DDO Parent Department Signing Authority Name of the DDO(Signing Authority) Designation With effect from Date (dd/mm/yy) TAN Number ITO/Ward/Circle DDO s Bank Details Bank Name Branch Name Bank Account Number Remarks (if any) Total Employee under DDO Gazetted Non-Gazetted Signature of DDO Seal DDO Code Page 1 of 4

22 National Informatics Centre Office Performa Govt. of Jammu and Kashmir Employee Personal Information DDO s Office Details Name of Office Type of Office (Main Office/ Sub-ordinate Office) DDO Code * Address Details State Tehsil Village Address Office City Class District Town Pin Class A1/Class A/Class B/ Class B1/ Class B2/ Class C/ Class D Contact Details Tel. No. (1) Tel. No. (2) Mobile Fax No. (for official communication) Whether Offices in Hilly Area (Yes/No) Note: Attach separate sheet for each office if there are more than one office/ sub-offices under this DDO. * optional Page 2 of 4

23 National Informatics Centre Office Performa Schemes operated by DDO Enter the Scheme code as appeared in the Budget book / white book under salary head. Grant No.: Sr. No. Scheme Code * Scheme Name (optional) * Scheme Code (Budget Head): Major + Sub-Major + Minor + Group + Sub Head (17 digits) Page 3 of 4

24 National Informatics Centre Office Performa Performa for Sanctioned Posts Entry of Permanent Posts Sr. No. Scheme Code* Scheme name Designation No. of Posts Note: Attach separate sheet if necessary. * Scheme Code (Budget Head): Major + Sub-Major + Minor + Group + Sub Head (17 digits)