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Document Management System for Mantralaya
Directorate of Information Technology, Government of Maharashtra Tender Ref: DIT09/FILE-70/39
RFP Document Directorate of Information Technology, Government of Maharashtra
Document Management System for Mantralaya
Table of Contents
1 2 Introduction _______________________________________________________ 4 Instruction to bidder _________________________________________________ 5
2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 2.9 2.10 2.11 2.12 Issuer of RFP ________________________________________________________ 5 Bidding schedule______________________________________________________ 5 General instruction to bidder ___________________________________________ 6 Important limits and values_____________________________________________ 7 Timely submission ____________________________________________________ 7 Amendment of RFP document __________________________________________ 8 Late bids ____________________________________________________________ 8 Opening of bids_______________________________________________________ 8 Contacting DIT, GoM _________________________________________________ 9 Bid submission instructions _____________________________________________ 9 Tender Evaluation Committee _________________________________________ 10 Address for bid submission and correspondence __________________________ 10
Qualification criteria and Bid evaluation _______________________________ 11
3.1 3.2 3.3 Qualification criteria _________________________________________________ 11 Bid evaluation _______________________________________________________ 13 Award of contract____________________________________________________ 14
Scope of work _____________________________________________________ 17
4.1 4.2 4.3 4.4 4.5 Application software (DMS) ___________________________________________ 17 Hardware __________________________________________________________ 23 Other software ______________________________________________________ 24 Maintenance & Support_______________________________________________ 24 Training____________________________________________________________ 25
RFP Document Directorate of Information Technology, Government of Maharashtra -2-
Document Management System for Mantralaya
Project implementation______________________________________________ 27
5.1 5.2 5.3 Project timelines _____________________________________________________ 27 Project stakeholders __________________________________________________ 28 Responsibility matrix _________________________________________________ 29
Service level agreements_____________________________________________ 31
6.1 6.2 Service level objectives ________________________________________________ 31 SLA definition, measurement and monitoring ____________________________ 31
Terms and conditions _______________________________________________ 38
7.1 7.2 7.3 7.4 7.5 7.6 Payment terms ______________________________________________________ 38 Indemnity __________________________________________________________ 39 Publicity____________________________________________________________ 40 Force Majeure_______________________________________________________ 40 Resolution of disputes_________________________________________________ 42 Right to accept or reject any or all offers_________________________________ 42
Annexure ____________________________________________________________ 43
A. B. C. D. E. Departments in Mantralaya ___________________________________________ 43 Estimated Scanning Volume ___________________________________________ 45 Minimum Specification of Hardware ____________________________________ 46 Format for Commercial Bid ___________________________________________ 49 Bid Document Format ________________________________________________ 50 1. 2. 3. 4. 5. 6. 7. 8. F. Covering letter _________________________________________________ 50 Authority Letter ________________________________________________ 53 Authorization letters from OEMs__________________________________ 54 Particulars of the Bidder / Consortium _____________________________ 55 Qualification criteria compliance sheet _____________________________ 56 Profile of Key People ____________________________________________ 57 Proposed Resource Deployment ___________________________________ 60 Project details and methodology ___________________________________ 61
Abbreviations _________________________________________________________ 63
RFP Document Directorate of Information Technology, Government of Maharashtra -3-
retrieve and display the stored scanned documents upon searching for the relevant tags. B. opposite Mantralaya to accommodate additional departments. The objective of this RFP is to appoint a Turnkey Solution Provider who would perform all such activities (mentioned in detail in the Scope of Work section of this RFP) to the fullest satisfaction of DIT. Government of Maharashtra -4- . It is located in Mumbai was built in 1955. The working of most of the departments is manual with a large number of physical documents and files getting generated every day. RFP Document Directorate of Information Technology. All four are located on the ground floor – one on the main building and three on the annex to the main building. Government of Maharashtra. There are in all 43 administrative departments housed in Mantralaya. a new administrative building of 13 floors was constructed later on. Since most of the documents (ones with the department and the ones in the record store room) are manual. This would increase accessibility of the documents and would save a lot of time and effort that is being spent in physically locating the documents when they are needed. There are four record rooms in Mantralaya. It was earlier known as Sachivalaya. Due to increasing number of departments and the staff. When any department wishes to archive its old documents. The records store rooms contain records from as old as 1940s.Document Management System for Mantralaya 1 Introduction Mantralaya is the administrative headquarters of the state government of Maharashtra. the documents are sent to the record store rooms in Mantralaya which are maintained by the Department of Archives. index these documents (by attaching multilingual tags to each of them). the new "annexe" building was built later on. C and D – categorized based on the duration of retention). Mantralaya is a Six storeyed building. The crux of this project is the creation of a system which would be able to store scanned documents. Further. Government of Maharasthra has envisaged a Document Management System for Mantralaya. the Directorate of IT. These documents are of four categories (A.
1 Issuer of RFP Director Directorate of IT Government of Maharashtra 7th Floor. Last Date for Collection of RFP Pre. time and place for Submission of bids Place for Submission 4. Mantralaya Main Building Mumbai – 400 032 On or before 14/09/2009 by 15. Clause No.30 Hrs IST RFP Document Directorate of Information Technology.00 Hrs IST 14/09/2009 by 15. . Sectio n No. GoM.. given below on the company letter head. Government of Maharashtra -5- . Clarification Sought .Document Management System for Mantralaya 2 Instruction to bidder 2. Sr. 1/09/2009 at 16.Bid Conference (The queries have to be submitted in writing to DIT..2 Bidding schedule Event 1. . Release of Request For Proposal (RFP) Timeline 21/08/2009 On or before 2. at least 5 days before the Pre Bid Meeting in the format 3. Directorate of IT Government of Maharashtra 7th Floor.in 2..30 Hrs IST Last Date. Reference/ Subject . No ..gov. Mantralaya Mumbai – 400 032 Email: it_director@maharashtra..
time and place of opening the Commercial bids Place for Opening Directorate of IT 7.3 General instruction to bidder 1. Mantralaya Main Building Mumbai – 400 032 Telephone: 022 2202 4177 8. The response to this RFP should be full and complete in all respects. 2. Submission of bid shall be deemed to have been done after careful study and examination of the tender document with full understanding of its implications. Government of Maharashtra 7 Floor. Directorate of IT Government of Maharashtra 7th Floor. The bidder shall bear all costs associated with the preparation and submission of the bid. 3. Mantralaya Main Building Mumbai – 400 032 Telephone: 022 2202 4177 6. Bidders are advised to study the RFP document carefully. Declaration of Bidder names who have cleared the Qualification criteria Date. Government of Maharashtra -6- . The bidder must quote for all the items asked for in this RFP. 9. if RFP Document Directorate of Information Technology. Award of contract Commencement of the project by the successful bidder To be notified later To be notified later th 11/09/2009 by 16. time and place of opening the Qualification Criteria of bids Place for Opening 5. 4. THIS RFP IS NOT TRANFERABLE. Incomplete or partial bids shall be rejected.30 Hrs IST To be notified later To be notified later 2. including cost of presentation for the purposes of clarification of the bid.Document Management System for Mantralaya Telephone: 022 2202 4177 Date.
GoM. Government of Maharashtra -7- .(Rupees Five Lakhs Only) in the form of DD / Bank Guarantee from a Nationalized or Scheduled Bank 6 months from the date of submission of bids by the bidder(s) Period for furnishing performance Within fifteen (15) working days of the date of bank guarantee notice of award of the contract Performance Bank Guarantee value Performance validity period Bank 15% of the contract value Guarantee Three months beyond Contract period Within 15 working days from date of receipt of notification of award Period for signing contract 2.000 (Rupees One Thousand only) (Earnest Rs. GoM will in no case be responsible or liable for those costs. DIT. 1.Document Management System for Mantralaya so desired by DIT. The response to RFP / bid submitted by the bidder(s) through telex / telegrams / fax / email will not be considered. 5. All the communication to GoM including this RFP and the bid documents shall be signed on each page by the authorized representative of the bidder along with the authority letter attached. RFP Document Directorate of Information Technology. Proposals received after the last date and time of submission will not be considered.00. No further correspondence will be entertained on this matter. or through registered post/courier.4 Important limits and values Item Price of the Bid document Bid Security Amount Money Deposit – EMD) Bid Validity Period Description Rs. 5.000/.5 Timely submission Bidders are solely responsible for timely submission of the bids at the location as mentioned above in this section. 2. The response to RFP / bid need to be submitted by the bidder in person. regardless of the conduct or outcome of the bidding process.
GoM may. modify the RFP Document by amending. officials present).7 Late bids Any bid received by DIT.8 Opening of bids a. modifying and/or supplementing the same.6 Amendment of RFP document At any time before the deadline for submission of bids. DIT reserves the right to extend the deadline for the submission of the bids.in Prospective bidders are advised to periodically browse this website to find out any further corrigendum / addendum / notice published with respect to this tender. All prospective Bidders who have purchased this RFP Document shall be notified of any amendments in writing by e-mail and / or post. in such case all rights and obligations of DIT. Government of Maharashtra -8- . The amendments shall be also published on the website maharashtra. shall be rejected and returned in unopened condition to the bidder.Document Management System for Mantralaya DIT. at its discretion. and all such amendments shall be binding on them without any further act or deed on DIT’s part. Proposals / Bids will be opened in presence of bidder’s representatives (if they are present. 2. GoM and Bidders subject to the deadline will thereafter be subject to the deadline as extended. extend this deadline for submission of bids by amending the bid documents. GoM may. whether at its own initiative or in response to a clarification requested by a prospective Bidder. else it will be opened in presence of the other representatives. for any reason. GoM after the deadline for submission of bids prescribed by DIT. 2. DIT. 2. in order to allow prospective Bidders reasonable time in which to take the amendment into account while preparing their bids. GoM. In the event of any amendment. RFP Document Directorate of Information Technology. The bids will be opened at the address mentioned above.gov.
GoM a. GoM will open all bids as per schedule mentioned in “Bidding Schedule” above. The bidder’s name. The bidder’s representative shall sign attendance register. in all. b) Qualifying Criteria: Duplicate – One Hard Copy. d. 1 Scan the documents and create a softcopy wherever needed RFP Document Directorate of Information Technology.Document Management System for Mantralaya b. will be announced at the time of corresponding openings. 2. DIT. The bids submitted after due date and time shall not be considered for further evaluation. and “Commercial Proposal” and in the format given in this document. technical solutions given by bidder. GoM he / she can communicate in writing to address given for correspondence. there has to be a) Qualifying Criteria: Original – One Hard Copy along with soft copy1 in a CD. The bidder’s representative willing to attend the opening of the bids shall bring authorization letter. then RFP may be summarily rejected. If bidder wishes to bring additional information to the notice of DIT. clearly marked and titled as ‘Original’ and ‘Duplicate’. GoM at its discretion may consider appropriate. Any effort by bidder to influence DIT. DIT. c. GoM on any matter relating to its bid. If all documents mentioned in each parts of proposal are not found. Government of Maharashtra -9- . bid prices and presence or absence of requisite bid security and such other details. GoM reserves the right for consideration of such information. bid comparison or contract award may result in disqualification of the bidders bid and forfeiture of the bid security amount. GoM in its decision on bid evaluation. after opening of commercial bid till contract is awarded.9 Contacting DIT. “Qualifying Criteria”. DIT. 2. as DIT. b. Two copies of each part have to be submitted. GoM reserves the right to postpone or cancel a schedule of bid opening at any time. No bidder shall contact DIT.10 Bid submission instructions The bidders are expected to submit their offers in two parts namely. So. irrespective of the circumstances.
The Bid shall contain no interlineations. the original shall govern. The original and the copies of the Bid shall be typed or written in indelible ink and shall be signed by the Bidder or a person or persons duly authorized to bind the Bidder to the Contract.12 Address for bid submission and correspondence Director Directorate of IT Government of Maharashtra 7th Floor. such corrections shall be initialed by the person or persons signing the Bid in original.11 Tender Evaluation Committee The Tender Evaluation Committee (TEC) constituted by the DIT. Government of Maharashtra .One Hard Copy In the event of any discrepancy between them. Mantralaya Main Building Mumbai – 400 032 Telephone: 022 2202 4177 Email: email@example.com RFP Document Directorate of Information Technology.Document Management System for Mantralaya c) Commercial Proposal: Original . The letter of authorization shall be indicated by written power-ofattorney accompanying the bid.One Hard Copy d) Commercial Proposal: Duplicate .10 - . The decision of the Evaluation Committee in the evaluation of the Qualification criteria and Commercial bids shall be final. erasures or overwriting except as necessary to correct errors made by the Bidder. 2. in which case. Hard copy version would prevail over the softcopy for official purposes.gov. No correspondence will be entertained outside the process of negotiation / discussion with the Committee. GoM shall evaluate the tenders. 2.
The prime bidder should have a turnover of at Provide the copy of the least Rs.1 Qualification criteria S. No. registered under the Companies Act 1956. Organization.Document Management System for Mantralaya 3 Qualification criteria and Bid evaluation 3. certificate from the Chartered Accountant 4. Management System over the last 3 years of Reference for each of the similar nature. and / or business for each of the last 3 years. and Name should of contain the following individual/s information to Qualification Criteria Documentary evidence organization. The scanning volume of each of the projects has to be given projects should be at least One Crore images. 30 Crores from Imaging / Scanning audited balance sheet of and Document management solution related the company. and/or certificate from the Chartered Accountant 3. 1. Government of Maharashtra .11 - . The prime bidder should be operating in India for the last five years 2. contact. or a Govt. The bidder (each of the bidders in case of a Provide the copy of the consortium) should be a profit making company audited balance sheet of during each of the last three years. The bidder (each of the bidders in case of a Copy(ies) of Certificate of consortium) must be a registered corporate in registration India. the company. phone number and address RFP Document Directorate of Information Technology. The bidder (prime bidder in case of consortium) Copy of client citations / should have experience of at least 3 projects in Work Orders showing all implementing turn-key Enterprise Data the details sought.
The company should submit valid documentary Provide Copy of PAN Card proof of Sales Tax/VAT registration number and / Proof of PAN the details of income tax registration (PAN). The Document Management Solution offered by Certificate from the OEM the bidder should have at least 10 installations. Government of Maharashtra. The scanning volume of and the project should be at least fifty lakh images.Document Management System for Mantralaya 5. The bidder (prime bidder in case of consortium) Copies of the certificates should have ISO 9001:2000 certification for the from authorized agencies enterprise-wide business. 7. Any organization blacklisted by the Central/State governments. The bidder (prime bidder in case of consortium) Copy of client citations / should have experience of at least 1 project in Work Orders showing all implementing turn-key Enterprise Data the details sought. phone number and address 6. Management System over the last 3 years of Reference for each of the similar nature with the Government / Public projects has to be given sector organizations. Provide copy of Sales Tax/VAT registration The bidder cannot outsource work to any agency without the prior written approval of the Director – Directorate of IT. government corporations or government undertakings shall not be allowed to participate in this tender. contact. Name should of contain the following individual/s information to organization. There shall not be more than two partners (Prime Bidder and Secondary Bidder) in case of a consortium. Government of Maharashtra . 8. along with the list of at least The scanning volume of each of these installations 10 organizations should be at least 50 Lakh pages (images).12 - . RFP Document Directorate of Information Technology.
Second stage would be a commercial evaluation (L1). or which limits in any substantial way. b. A substantially responsive Bid is one. terms. the bidder is required to strictly adhere to the technical bid format provided in this document. The first stage would be a technical evaluation against Qualification Criteria. First stage – Technical evaluation against Qualification Criteria The first stage of evaluation would involve examination of the bid documents of each of bidders against the qualification criteria set out. or performance of the deliverables. technical faculty to verify claims made in bid documentation. GoM may ask bidder(s) for additional information. The format for the same has been detailed in the Annexure – “Bid Document Format”. The commercial evaluation would be based on L1. RFP Document Directorate of Information Technology. DIT. which conforms to the requirements. Second stage – L1 The Commercial Bids of only those bids that meet each of the qualification criteria mentioned would be opened for commercial evaluation. a. This is to ensure that the technical skill base. the bidder with the least commercial quote shall be eligible for award of contract. The details of evaluation have been explained below.13 - . experience and financial capacity and other bidder attributes claimed therein are consistent with the needs of this project. conditions and specifications of the Request for Proposals without material deviation. scope. A material deviation is one which affects in any substantial way the functionality. quality. DIT.e. inconsistent with the Request for Proposals. i. performance of the project and the rectification of which deviation would affect unfairly the competitive position of other bidders presenting substantially responsive Bids. Government of Maharashtra . During technical bid preparation.2 Bid evaluation A Two-Bid System shall be followed for the bid evaluation. These conditions have been listed down under the section “Qualification Criteria”. visit to bidders site and/or arrange discussions with their professional. GoM rights or the Bidder's obligations for. Note: a.Document Management System for Mantralaya 3.
Terms and Conditions specified in the RFP document shall become the part and parcel of the contract document. Signing of Contract At the same time as DIT. c. Notification of Award Prior to the expiration of the period of bid validity. GoM shall enter into a separate contract with the successful Bidder. DIT. to be confirmed in writing by letter. GoM will notify the successful bidder in writing or by fax or email.3 Award of contract a. without thereby incurring any liability to the affected Bidder or Bidders or any obligation to inform the affected Bidder or Bidders of the grounds for DIT. GoM’s action. a bid security of INR 5. that its bid has been accepted. Award Criteria DIT. GoM reserves the right to accept or reject any Bid. which does not constitute a material deviation. d.00. GoM will award the Contract to the successful bidder whose bid has been determined to be substantially responsive and has been determined as the Best Valued Bid after evaluation (refer to the evaluation process section above for details). The Bidder shall furnish. as part of its pre-qualification bid. DIT. GoM may waive any minor informality or non-conformity or irregularity in a Bid.Document Management System for Mantralaya DIT. GoM's Right to Accept any Bid and to Reject any or All Bids DIT. and to annul the bidding process and reject all Bids at any time prior to award of Contract. Government of Maharashtra . b. e. Bid Security (EMD – Earnest Money Deposit) i. Upon the successful Bidder's furnishing of Performance Security. GoM notifies the successful bidder that its bid has been accepted. GoM will promptly notify each unsuccessful Bidder.000 (Rupees Five lakhs only). RFP Document Directorate of Information Technology. 3. DIT. The notification of award will constitute the formation of the contract.14 - . DIT.
Maharashtra against the risk of Bidder’s conduct. The successful Bidder’s bid security will be discharged upon the Successful Bidder signing the Contract and furnishing the Performance Bank Guarantee. 3. if the Bidder fails to sign the Contract or to furnish Performance Bank Guarantee within the specified duration. or (b) In the case of a Successful Bidder. for the due performance and fulfillment of the contract by the bidder.Document Management System for Mantralaya ii. within fifteen RFP Document Directorate of Information Technology. and shall be in the form of a demand draft drawn on a nationalized bank in favour of “Setu. Maharashtra” or a Bank Guarantee from a nationalized or scheduled bank. Performance Bank Guarantee (15) working days of the date of notice of award of the contract or prior to signing of the contract whichever is earlier. Government of Maharashtra . v. f. 2. vii. commission etc. No interest will be payable by the Setu. The performance bank guarantee shall be valid until the end of three months after the completion of the Contract with the successful bidder. GoM. The bid security may be forfeited: (a) If a Bidder withdraws his bid or increases his quoted prices during the period of bid validity or its extended period. All charges whatsoever such as premium. Unsuccessful Bidder’s bid security will be discharged/ returned as promptly as possible but not later than 60 days after the award of the contract to the successful bidder.15 - . The performance guarantee shall be denominated in the currency of the contract and shall be in the form of a bank guarantee. 4. iii. The bid security is required to protect the Setu. vi. iv. GoM. Subject to the terms and 1. with respect to the Performance Bank Guarantee shall be borne by the bidder. This Performance Bank Guarantee will be for an amount equivalent to 15% of contract value. which would warrant the security’s forfeiture The bid security shall be denominated in Indian Rupees. Maharashtra on the amount of the Bid Security. payable on demand. an unconditional and irrevocable Performance Bank Guarantee (PBG) from a Nationalized or Scheduled Bank acceptable to DIT. if any. The successful bidder shall at his own expense deposit with DIT.
GoM would invoke the PBG. indicating the contractual obligation(s) for which the Bidder is in default. Failure to agree with the Terms & Conditions of the RFP / Contract Failure of the successful Bidder to agree with the Terms & Conditions of the RFP / Contract shall constitute sufficient grounds for the annulment of the award. g. in which event DIT. DIT. three months after the contract completion. RFP Document Directorate of Information Technology. The Performance Bank Guarantee may be discharged/ returned by DIT. Notwithstanding and without prejudice to any rights whatsoever of DIT. 7. GoM as compensation for any loss resulting from the bidder’s failure to complete its obligations under the Contract. GoM may make the award to the next Best Value Bidder or call for new Bids. misconstruction or misstatement. GoM upon being satisfied that there has been due performance of the obligations of the Bidder under the contract. performance bank guarantee. no interest shall be payable on the Performance Bank Guarantee. DIT. collusion. the equivalent value of any payment made to him due to inadvertence.Document Management System for Mantralaya conditions in the Performance Bank Guarantee. DIT. GoM shall notify the Bidder in writing of the exercise of its right to receive such compensation within 14 days. 5. In the event of the Bidder being unable to service the contract for whatever reason. or from any other amount due to him. the proceeds of the PBG shall be payable to DIT. GoM under the contract in the matter. the Performance Bank Guarantee will lapse automatically. 6. Government of Maharashtra . error.16 - . However. GoM shall also be entitled to make recoveries from the bidder’s bills.
The required database licenses and system software licenses would have to be supplied and installed by the successful bidder. The live records under the ambit of this project would be those created not later than July 31. A full maintenance for the DMS. the project also envisages the successful bidder to set up the necessary infrastructure for the execution of the project. software and hardware components supplied would be required during the implementation period and also for a period of three years beginning from the time the entire scanning and indexing has been completed and the system is up for use for the Mantralaya users. The scanning volume details can be found in the Annexure.1 Application software (DMS) The scope pertaining to the Document Management System can be found below: a.17 - . 2009. Collection of physical documents from the record rooms and the individual departments RFP Document Directorate of Information Technology. retrieve and display the stored scanned documents upon searching for the relevant tags. This would include supply of IT hardware components including Servers and SAN storage necessary for the functioning of the project. This system should be able to store scanned documents. Government of Maharashtra . 4. scanners etc that shall be required for the implementation of the project shall be brought by the successful bidder and he can take these back after the project Go-Live. index these documents (by attaching multilingual tags to each of them). The other hardware components like PCs.Document Management System for Mantralaya 4 Scope of work The crux of this project is the creation of a Document Management System (DMS). The successful bidder would have to scan all the documents in the record store rooms and all the live records with the individual departments in Mantralaya. In addition to the creation of a DMS.
The backup shall be taken on a hard disk drive and shall be stored in a secured place for data retrieval during emergency. The page size of the documents can be A5. it would be the responsibility of the successful bidder to maintain and return the documents in their original form to the department concerned. Further.18 - . overhead. Appropriate entries would also have to be made by the successful bidder in their register. Government of Maharashtra . After scanning. Pre-scanning preparation Preprocessing of document would be the activities that are to be performed on the documents collected before they can be scanned. the documents could be in the form of individual pages or books. rubber bands etc Sorting of pages in the document in the correct order Special preparation of documents that may not be in a good physical condition and may not be directly scannable c. b. d. A4 or A3. V shape cradle etc. Backup The successful bidder is required to take backup of incremental data at the end of the day. Thus the scanner employed should be of flatbed. e. Scanning and indexing These documents that have been preprocessed would have to be scanned. to facilitate scanning of documents in any form. Any damage to the documents collected shall make the successful bidder directly responsible for the same. threads. After collection of the documents by the successful bidder. RFP Document Directorate of Information Technology. The successful bidder would have to make note of the document details in their log register while collecting these documents. Handover of documents After scanning and indexing. the documents would have to be handed over to the department concerned in their original condition.Document Management System for Mantralaya The individual departments/record store rooms in Mantralaya would present their documents to the successful bidder. the documents would have to be indexed. It shall include (but is not restricted to) • • • Removal of pins. Indexing is to be done by attaching tags to each of the documents.
The scanned documents shall be converted into PDF/TIFF files for storage. No. 3. Returned to and Signature i. 3. The Successful bidder is required to collect these documents carefully. Expected date of return e. of pages collected c. The successful bidder shall perform the following Image Enhancement Activities RFP Document Directorate of Information Technology. Collected from g. a. No.Document Management System for Mantralaya Functional details The functional details pertaining to the scope of work mentioned above shall include the following. Pre-scanning 1. Scanning 1. Government of Maharashtra . of documents collected b. black and white 2. Returned by 2. Documents are kept at various locations in Mantralaya including the individual departments and record store rooms. Collected by and Signature h.19 - . While collection. The log register would have to be maintained by the successful bidder. 4. Actual date of return f. the following details are to be entered into the log register. The documents are to be maintained in an orderly manner without disturbing the chronology of the documents and without mixing pages between different documents. Documents that are very old and are not in good physical condition would have to be repaired and prepared before they can be scanned. The successful bidder is required to take necessary precautions while handling the documents. The documents shall be scanned on a 200 DPI resolution. Date of collection d. 5.
The tags should be alphanumeric and should also include provision for typing in English and Marathi RFP Document Directorate of Information Technology. contrast ratio setting etc. de-spackle (removing small dots between the text) and provide equal margins all around the text. 5. 4. 2.Document Management System for Mantralaya (i) Successful bidder should ensure that quality of scanned imaged are enhanced up to the optimum level and required image enhancement activities like De-skew (to make the images straight). Retrieval 1. The documents would be searched for the tags that were used to index the document. No page/document shall be digitized more than once. Department v. Barcode (mentioned below) 2. In case the content of the documents are not visible then document scanning shall be done in Gray Scale. Subject of the document ii. More tags shall be required to be added to the above list. (iii) (iv) In case the documents are not legible. Authority vi. 3. The same shall be discussed and finalized with the successful bidder before the commencement of work. The successful bidder will ensure that all documents are digitized. 6.20 - . Documents/pages identified by the competent authority of individual department of Mantralaya or which are either torn or not in a proper condition or illegible should be converted in to machine readable text format (ASCII or Text mode) by OCR (Optical Character Recognization) Process. Date of document iv. (ii) The successful bidder must carry out cropping and cleaning of images like removing black noises around the text. Government of Maharashtra . The scanned documents should be retrievable through search. have to be done on the documents. it will be the bidder’s responsibility to scan the documents on high resolution i. 600 dpi or higher. These tags should include (at the least) i.e. No extra payment shall be made for the same. iii. File No.
There shall be an access control that shall be imposed on each of the scanned documents. 2. The scanned data shall be stored on the server. The details of this register would have to be entered into the tool mentioned on a daily basis. The successful bidder will maintain a register that will serve a purpose of evidence for the number of documents and pages entered by the successful bidder on each day. weekly. The document should be retrievable by searching for any of the tags mentioned above. Barcoding: The documents once scanned would have to be bar coded and the code should be stuck on the file. The tool should be able to provide reports on the status of scanning on a periodic basis. Retrieval through search criteria in Marathi should also be possible 6. Each page of a document shall be serially numbered and shall be counted while giving the documents back.Document Management System for Mantralaya 4. Reports 1. 2. Post scanning 1. RFP Document Directorate of Information Technology. 5.21 - . monthly and overall progress (number of images/pages scanned. the physical document would have to be pinned together/tagged in the same form as it was given for scanning by the individual departments. The access control would be at the document level. The tool should also display department-wise and record room wise progress. 4. After scanning. These barcode stickers should last for a period of at least 50 years. percentage scanned etc). The successful bidder shall also provide tools for checking the scanning progress. Access Control . 3. These barcode stickers should be of very good quality. Only users at a particular level on the hierarchy should have access to certain documents. The barcode would have to be stuck in two different places (one on the file/record cover and one on the inner side of the file/record cover). This shall include the daily. Government of Maharashtra . The backup of incremental data shall be taken on a Hard Disk Drive daily at the end of the day. This bar code should also reflect as one of the tags on the scanned document. 5.
The format. It should be able to do the following 1. However. The successful bidder shall deploy adequately skilled manpower resources to complete the job within the specified time. Gensets etc. The successful bidder would deploy its own human resource for all the aforementioned activities. Search and earmark documents based on archival parameters given (including date of document. Archival and Duration of storage As has been envisaged now. department etc) 2. Write these earmarked documents onto the medium and remove the same from SAN 4. Government of Maharashtra. 2. Once the SDC is up.Document Management System for Mantralaya 3. the server infrastructure shall be hosted in the current server farm (11th Floor. for document scanning. the servers would be co-located to the State Data Center. New Administrative Building). until the SDC is up and functional. audit trail – the user who had archived it RFP Document Directorate of Information Technology. 3. Prepare an index of documents that have been archived. DIT shall find a need to archive certain old documents and store the same onto optical or magnetic drives. Thus the DMS should have an archival facility. This shall include. archival reference – media reference for quick retrieval. However. The Document Management System would eventually have to be hosted out of the State Data Center (SDC) and the scanned documents would have to be stored in the server in the SDC. The index should contain the date of archival. UPS. but is not limited to. Ask for the storage medium type (optical/magnetic) 3. the documents scanned shall be stored on the SAN itself. The space for setting up the infrastructure as well as the power connections will be provided by Directorate of IT. content. The successful bidder will use its own infrastructure. periodicity and other information related to reports shall be discussed and finalized with the successful bidder before the commencement of the project. Computers. Infrastructure 1. Government of Maharashtra .22 - .
SAN As a part of the project. Suitable hardware infrastructure/facilities have to be established onsite at the premises that shall be allocated to do the digitization work. It is the absolute responsibility of the successful bidder to ensure that the contents of the digitized documents shall be an exact replica of the original paper document maintained as part of the records in the books. These are the minimum specifications. tags (indexes) of each document etc. Servers This project shall entail centralized storage of the following: Application.23 - . mutilated.5TB with an expected increase of 100% in future.2 Hardware The following hardware would have to be supplied as a part of the project 1. Government of Maharashtra . Under no circumstances shall the documents be changed.Document Management System for Mantralaya General 1. 4. The successful bidder shall add/replace poor quality scanned images/documents on its own. The files / documents will not be allowed to be removed from premises allocated to successful bidder. Should the RFP Document Directorate of Information Technology. 3. This will be a mandatory condition for the successful bidder. The minimum specification of the servers have been mentioned in the Annexure – Hardware Specifications 2. The estimated volume of such storage is about 1. for which it shall not be entitled to get any extra payment. Database and the Scanned images. the following data would have to be stored: Images generated after scanning. timelines and the other performance parameters mentioned in the document while arriving at the specifications of the hardware. The DMS proposed should be able to integrate with the Document Journey Management System (DJMS) that is currently being used in Mantralaya. 2. destroyed or replaced by some other documents 5. The bidder is required to keep in mind the SLAs. 4. The minimum specification of the SAN has been mentioned in the Annexure – Hardware Specifications The hardware specifications mentioned in the Annexure – Hardware Specifications would only be indicative.
o Software version management and software documentation management reflecting features and functionality of the solution. 4.3 Other software The successful bidder would have to supply the following software licenses. improvements in presentation and/or functionality and others within a duration mentioned in Service Level Agreement. These would be besides the Document Management System (DMS) software.24 - . patches / fixes. version upgrades. o Database / Application Software tuning to enhance the performance of the overall system RFP Document Directorate of Information Technology. Software version management and software documentation management reflecting features and functionality of the solution.4 Maintenance & Support a. etc. patches / fixes. the successful bidder would upgrade the system with the necessary hardware at no extra cost. Database software licenses 3. Government of Maharashtra . b. version upgrades relevant for the software components.500 users that shall use the DMS. 1.Document Management System for Mantralaya performance of the system degrade in future. The peak concurrent usage of the system is estimated at about 300 users. o Provide the latest updates. 4. Support RDBMS / Application Server / Web Server / System Software Supplied under this project o o Provide the latest updates. System software licenses 2. Support for DMS Software Successful Bidder would be completely responsible for the defect free functioning of the DMS software and would undertake following as part of support activity: o Resolve any issues including bug fixing. Antivirus and other required security software for Servers There would be a total of 1. Please note that an enterprise wide license would be required for the DMS.
It is proposed that training be conducted in batches of 25 each. restore and archival activities. The training would happen in the Mantralaya premises and shall be notified by DIT to the successful bidder at a later date. manufacturing or any other problem. The training shall concentrate on RFP Document Directorate of Information Technology. Whenever a component has to be replaced because of technical. The successful bidder is required to train and make the staff conversant with the DMS. 4. Government of Maharashtra . the replacement shall conform to open standards and shall be of a higher configuration specifically approved by DIT. o Support to system users with respect to attending to their requests for assistance in usage and management of the application. o Escalation and co-ordination with other vendors for problem resolution wherever required.Document Management System for Mantralaya c. o Data storage management activities including regular backup. each batch training of approx. Hardware Maintenance Support Hardware Maintenance shall include the following activities: o o Overall management and administration of the Servers Performance tuning of the system as may be needed to enhance system’s performance and comply with SLA requirements on a continuous basis. functional. o Monitor and track server performance and take corrective actions to optimize the performance on a fortnightly basis. Successful Bidder will strictly adhere to the Security Policy adopted by DIT. 2 – 4 hours. it shall be replaced with a component of the same make and configuration. In case the component of same make and configuration is not available. o Security management including monitoring security and intrusions into the system to maintain the service levels as per SLA defined.25 - . The training is to be carried out as per the timelines given in the RFP.5 Training The successful bidder would be required to provide training to the Mantralaya Staff. The training has to be imparted to approximately 250 users (Approximately 5 from each of the 43 departments).
Document Management System for Mantralaya Basics of Document Management System Document search and retrieval Document Scanning Document Indexing and storing Generation of reports and interpretation of the same • • • • • RFP Document Directorate of Information Technology. Government of Maharashtra .26 - .
Completion of comprehensive onsite maintenance and (T+45 W) + 3 years RFP Document Directorate of Information Technology. System study and DMS customization T + 2 weeks Software installation (application. Commencement of training for users in Mantralaya Completion of training Submission of the following Manuals a. Maintenance Manuals T + 33 weeks T + 43 weeks T + 44 weeks k. Operational Manuals e. Submission of training material and documents for T + 32 weeks training of Mantralaya users h. Scanners etc c.1 Project timelines Following table delineates the various project activities and the associated timelines in weeks from the project start date # a. system and database T + 3 weeks software) e. Completion of scanning and indexing at of records at T + 45 weeks record store rooms and all departments l. PCs. d. j.Document Management System for Mantralaya 5 Project implementation 5. Deployment and installation of hardware including T + 1 weeks Servers. Commencement of scanning and indexing of records at T + 3 weeks departments g. Installation Manuals d. Systems Administration Manuals b. Commencement of scanning and indexing of records at T + 3 weeks record store rooms f. Project Start Activity Timeline T (Inside 15 days of award of contract) b. User Manuals c. i. Government of Maharashtra .27 - .
c. g. verify the scanned documents and certify RFP Document Directorate of Information Technology. l. • • Directorate of IT. d. f. h. b. i.Document Management System for Mantralaya support • Trainings to various departments can be given in phases as and when departmental scanning & indexing activity is completed.28 - . k. Work completion timelines shall be also monitored as per following milestones: a. Completion of 4 Record Store Rooms 5. Scanning & Indexing activity Completion of 1 Record Store Room Completion of 2 Record Store Rooms Completion of 3 Record Store Rooms Timeline T + 15 weeks T + 25 weeks T + 35 Weeks T + 45 Weeks m. Scanning & Indexing activity Completion of at least 5 Departments Completion of at least 10 Departments Completion of at least 15 Departments Completion of at least 20 Departments Completion of at least 25 Departments Completion of at least 30 Departments Completion of at least 35 Departments Completion of at least 40 Departments Completion of at least 43 Departments Timeline T + 7 Weeks T + 11 Weeks T + 15 Weeks T + 19 Weeks T + 23 Weeks T + 27 Weeks T + 31 Weeks T + 35 Weeks T + 39 Weeks b. Documents in record store rooms # j. Government of Maharashtra – Project owner Departments in Mantralaya – suppliers of documents for digitization. e.2 Project stakeholders Stakeholders are the entities that have a legitimate interest in a project. Live Documents in possession with departments # a. Government of Maharashtra . The following are the stakeholders involved in the project.
other software and hardware) System study and DMS customization Successful Bidder R R I I I R R R DIT R C R R R A. Responsible Approve Consulted Informed .Document Management System for Mantralaya Solution provider – procure.29 - . I GoM Departments I I C. It is an important project communication tool because all stakeholders can see clearly whom to contact for each activity. C C. implement and maintain the hardware and software required for the Document Management System • 5. supply.I I I I RFP Document Directorate of Information Technology.The Stakeholder that ultimately approves the task .I C. 2 way communication . I C.Those whose opinions are sought.I C.3 Responsibility matrix A Responsibility matrix lays out the major activities in the project and precisely details the responsibilities of each stakeholder involved in a project. 1 way communication The following RACI Matrix shall be used for defining the Responsibilities for each of the identified Stakeholders. deploy.Those that are kept up-to-date on progress.Those who do work to achieve the task . Activities Signing of Contract Resource Mobilization Creation of project monitoring committee Providing space and electricity for scanning Providing rooms for conducting training Deployment of project team Requirements analysis (DMS. The RACI Matrix splits project tasks down to four participatory responsibility types that are then assigned to different Stakeholders in the project. These responsibilities types make up the acronym RACI. Government of Maharashtra . install.
I I returning the documents in the original RFP Document Directorate of Information Technology. I C. I I I I R. Government of Maharashtra . indexing and R C.Document Management System for Mantralaya Deployment and installation of hardware Deployment and installation of DMS and software Maintenance of software and hardware supplied for the contract duration Supply of documents for digitization Scanning condition Verification of scanned images and certifying correctness Rescanning scanned Training of Mantralaya users on DMS of documents improperly R R C. I I R C. A R. A of documents. I C. I R I R R C. I I R C.30 - .
b. 25. b.Document Management System for Mantralaya 6 Service level agreements 6. DIT will charge penalty of Rs. SLA for scanning services RFP Document Directorate of Information Technology.2 SLA definition. GoM for the duration of this contract. measurement and monitoring a. quality and availability of services.31 - . SLA defines the terms of the successful bidder’s responsibility in ensuring the timely delivery of the deliverables and the correctness of the same based on the agreed Performance Indicators as detailed in the Agreement. The successful bidder has to comply with all Service Level Agreements (SLAs) defined below to ensure adherence to project timelines.000 per week subject to a maximum of 25% of the project value. This section defines various Service Level Indicators which will be considered by DIT. Penalty for delay in project execution For any delay in completion of activities of the project (as mentioned in the timelines). GoM in the Service Level Agreement with Successful bidder. Note: Penalties shall not be levied on the successful bidder in the following cases: • The non compliance to the SLA has been solely due to reasons beyond the control of the bidder • There is a Force Majeure event affecting the SLA which is beyond the control of the successful bidder 6. c. The purpose of this Service Level Agreement (hereinafter referred to as SLA) is to clearly define the levels of service to be provided by the successful bidder to DIT.1 Service level objectives a. Government of Maharashtra .
3% shall be rounded off to 2%) For instance. The percentage conformance shall be rounder off to the next whole value (1. if for the first month 19. Thus the payment to the bidder would be calculated based on 90X – 10 * 75% of X – Other applicable penalties c. • For every image not scanned (missed out from the original document). SLA for Scanning Volumes As envisaged.Document Management System for Mantralaya Images scanned shall be verified by the desk officer / record room in-charge concerned. Government of Maharashtra . The measurement shall be done at the end of each month. • For every image improperly scanned (which shall be decided by the officers mentioned above). at least 20 Lakh documents should have been scanned and indexed. He shall not be paid any amount for rescanning of documents. To ensure timely completion of project. there shall be a penalty of 75% of the per image quote mentioned by the bidder.000 shall be levied. 80. at the end of the first month.32 - . Thus a penalty of Rs. There shall again be a comparison of such images by the authority concerned and nonconformance found would be levied to penalty as mentioned above and the rescanning would have to be done free of cost by the successful bidder. 15. there shall be a total of about 2 Crore images that would have to be scanned and indexed. For instance. RFP Document Directorate of Information Technology. at the end of the second month at least 40 Lakh documents should have been scanned and indexed and so on and so forth. i. index and upload all such improperly scanned images. A penalty of Rs.000 images have been scanned. If 10 images have been found to be improper. The scanned image shall be compared with reference to the original document.X per image and has scanned a total of 100 images. there shall be a penalty of 75% of the per image quote mentioned by the bidder.000 images) less than the requirement. the SLA for the scanning volume has been set as at least 20 Lakh documents in a month. if the successful bidder quotes Rs. It shall be the responsibility of the successful bidder to rescan. then the penalty would be 10 * 75% of X.000 shall be levied for every 1% (20.2% which shall be rounded off to 4%.. the nonconformance percentage is 3.36.e.
• In case of temporary substitute. For instance. it shall be rounded off to 0. In case of major. SLA for uptime of DMS Application The DMS system has to be up for at least 99. Government of Maharashtra . Note • The successful bidder shall need to either fully repair or replace the equipment by temporary substitute (of equivalent configuration) and make it functional (from the entire system perspective) within the expected resolution time. there shall be a penalty of Rs.00. Sunday • • Peak hours: Off Peak hours: Whole day (24 hrs) 3. The performance non-compliance percentage shall up rounded off to the next highest hundredth percent. the original component needs to be replaced within 5 working days.33 - .1.Document Management System for Mantralaya d. The DMS is deemed to be up if the users are able to log into the system and are able to fully execute all the functionalities of the system. Else the penalty amount shall be considered.04% and so a penalty of Rs. The definition of Peak and Off Peak hours follow: 1. For every 0.000.00.034%.75% of the time during peak hours and should be up for at least 98% of the time during off peak hours. 4. if the percentage non-conformance for a month is 0.01% less than the standard mentioned above (for both Peak and Off Peak hours).000 shall be levied. Monday to Saturday • • Peak hours: Off Peak hours: 8AM to 10PM 10PM to 8AM 2. RFP Document Directorate of Information Technology. State / National holidays • • Peak hours: Off Peak hours: Whole day (24 hrs) The uptime shall be computed on a monthly basis.
(per day) f. Response Time Performance Criteria Response time: Response time is the time interval between the instant at which the LAN user at a terminal enters a request for a response from the Database server and the instant at which the response is received completely at the terminal. 5. 500/. SLA for Software Support • In case of COTS.34 - . bug / problem resolution time 3 working days Rs.000/. 10.Document Management System for Mantralaya damage. Government of Maharashtra .per day. e.per day beyond 10 days Penalty Amount Rs.per day beyond 7 days 1 working day if the bug / problem has reoccurred within 15 days of the earlier resolution Rs. 20.000/. Any delay in applying the patch will attract penalty of Rs.000/. any patch released by the OEM needs to be applied to the corresponding product within 7 working days. vendor needs to replace the equipment with the brand new equipment of same or better configuration and capacity. LAN Users User Activity 90% of cases Menu Navigation – To display the menu as per the defined user role and profile Screen Opening – To display the selected data entry screen from the menu chosen Field Navigation – To navigate between the data entry fields < 1 sec Overall < 3 sec < 3 sec < 1 sec < 5 sec < 2 sec RFP Document Directorate of Information Technology. • Any Software bug identified by DIT / Mantralaya Department / vendor’s service engineer would have to be fixed within the schedule mentioned below.
Successful Bidder cannot sell or part with any data in any form. GoM. • The successful bidder should provide adequate tools for capturing data required for measuring SLAs at no extra cost to DIT. Adequate provisions to be made not to allow unrestricted access to the data to people in the organization who have not signed the NDA.Document Management System for Mantralaya in the Screen Look up response time Values Screen Navigation – Time taken to navigate from one screen (tab page) to another which does not involve processing in earlier screen Transaction Commit – Response time taken to retrieve and display the images (records) Query Retrieval Response Time Simple query Medium complexity query High Complexity query Reports Generation Response Time Simple Report Complex Reports < 5 sec < 10 sec < 10 sec < 20 sec < 5 sec < 8 sec < <15 sec < 10 sec < 12 sec < 20 sec < 5 sec < 8 sec < 1 sec < 2 sec – To display items from List of < 2 sec < 3 sec • Non-adherence to the above-mentioned response time would be considered as a bug and the penalty would be levied as per the table above for the nonresolution. The exact penalty will be decided by DIT based upon severity of the default.to a summary termination of contract and forfeiture of PBG would be imposed on the successful bidder upon default of this service condition. This should be part of the RFP Document Directorate of Information Technology. Government of Maharashtra . • • Support service should be available 24 * 7 The successful bidder will have to maintain strict privacy and confidentiality of all the data its staff gets access to. 10.00.35 - .000/. Penalty of Rs.
e. This time should be utilized by the successful bidder to stabilize the system. The Penalty shall be calculated and deducted from the immediate payment due. b. RFP Document Directorate of Information Technology. It is therefore desirable that the key personnel in the team have the following minimum qualification and work experience.36 - . GoM for the planned down-time. • It may be noted that while arriving at experience of a team member as mentioned above. The SLA holiday period would be defined in the agreement to be signed between DIT. prior experience of the member in earlier employments can also be considered. the successful bidder would get an initial period of SLA holiday. Team Profiles for Post Implementation Support The successful bidder has to deploy a specialized and trained on-site team for the post implementation support. GoM and the successful bidder but would not exceed one quarter from Go live. Vendor will have to take at least 3 days prior permission from DIT. g. a time period for which SLAs will not be applicable. and to ensure adherence to the performance standards laid down by the SLAs. The Down-time would have to be preferably scheduled on a nonworking day. i. 1. Project Manager: Minimum 3 years of professional experience in Software Project Management. • For all the Post Implementation SLAs mentioned above. All above mentioned penalties are exclusive to each other c. Planned Down-time will not be allowed for more than two times in a month. (Project Manager is expected to be on-site for minimum 20% of the working time) 2. Technical Consultants (at least one): Minimum 2 years of experience in the IT Infrastructure maintenance & support.Document Management System for Mantralaya solution design and the BOM proposed should include the necessary tools for the same. Planned Down-time (during non-working hours) is not considered for penalty calculation. Penalties a. h. Government of Maharashtra .
If the penalty exceeds this amount. The project cost for this purpose shall be the rate quoted by the bidder per image multiplied by the estimated image volume mentioned in the RFP. Government of Maharashtra .37 - . DIT. • RFP Document Directorate of Information Technology.Document Management System for Mantralaya The maximum penalty at any point of time and for any period should not exceed 25% of project cost as per the Commercial Bid submitted by the successful bidder. GoM reserves the right to terminate the contract.
indexing. storage and verification of all archived documents at each of the 4 record rooms (4 milestones) o Completion of scanning.Document Management System for Mantralaya 7 Terms and conditions 7.1 Payment terms The payment would happen upon completion of milestones mentioned above. This makes it a total of approximately 13 milestones. storage and verification of all live documents of the departments in Mantralaya. Government of Maharashtra . the bidder shall be eligible for payment as per the volume scanned and indexed for the respective milestone. Scanning of blank pages. (About 9 milestones during the period of 45 weeks). indexing. The verification of the documents scanned and entered into the system shall be done by the nodal officer of that department / record room (who would in turn take the help of a desk officer). shall not be counted toward payment. This would be at the end of each month (calendar month).38 - . Payments shall be processed for number of departments scanned completely and that have been verified and approved by the authority. The payment for each of the milestones would be as follows Payment = [ Number of images (pages) correctly scanned in a department/record room * rate per image (page) as quoted in the commercial bid – applicable penalty for the images scanned in that department/record room (as detailed in the SLA section) ] * 70% RFP Document Directorate of Information Technology. The documents would deem to have been verified only upon signoff by the nodal officer concerned. After successful completion of each of the milestones. page separators etc. o Completion of scanning.
and the cost and expense of the Indemnified Party will be included in Losses. the Indemnifying Party may participate in such defense at its sole cost and expense. The remainder 30% shall be paid in six equal installments after every successful six month of maintenance and support. as promptly as practicable. Subject to Article (b) below. and the Indemnified Party will have the right to defend the claim in such manner as it may deem appropriate. pay or accept any proceedings or claim. The indemnities set out in Articles (a) shall be subject to the following conditions: (i) the Indemnified Party. claims or damages on account of bodily injury. informs the Indemnifying Party in writing of the claim or proceedings and provides all relevant evidence. in such defense. b. (iii) if the Indemnifying Party does not assume full control over the defense of a claim as provided in this Article. GoM (the "Indemnified Party") from and against all losses. at the cost of the Indemnifying Party. Service Provider (the "Indemnifying Party") undertakes to indemnify the Director. or compromise any proceedings or claim. give the Indemnifying Party all reasonable assistance in the defense of such claim including reasonable access to all relevant information. (iv) the Indemnified Party shall not prejudice. corporation or other entity (including the Indemnified Party) attributable to the Indemnifying Party's performance or nonperformance under this Agreement or the SLA. (v) all settlements of claims subject to indemnification under this Article will: (a) be entered into only with the consent of the Indemnified Party. through its attorneys or otherwise. (ii) the Indemnified Party shall. which consent RFP Document Directorate of Information Technology. without the written consent of the Indemnifying Party. documentation and personnel provided that the Indemnified Party may. only 70% of the payments would be processed to being with.2 Indemnity a. reasonably participate. 7. documentary or otherwise. at its sole cost and expense.39 - . DIT. Government of Maharashtra . death or damage to tangible personal property arising in favor of any person.Document Management System for Mantralaya As seen above.
his delay in performance or other failure to perform his obligations under the contract is the result of an event of Force Majeure. information. (vii) the Indemnified Party shall take legally permissible steps that the Indemnifying Party may reasonably require to mitigate or reduce its loss as a result of such a claim or proceedings. the SLA or the business of the Parties without prior reference to and approval in writing from the other Party.Document Management System for Mantralaya will not be unreasonably withheld and include an unconditional release to the Indemnified Party from the claimant for all liability in respect of such claim. (vi) the Indemnified Party shall account to the Indemnifying Party for all awards.3 Publicity Neither Party may use the trademarks of the other Party without the prior written consent of the other Party. photograph. settlements. neither Party shall publish or permit to be published either along or in conjunction with any other person any press release. liquidated damages or termination for default. and (b) include any appropriate confidentiality agreement prohibiting disclosure of the terms of such settlement. The bidder shall not be liable for penalty. be subrogated to all rights and defenses of the Indemnified Party with respect to the claims to which such indemnification relates 7. such approval not to be unreasonably withheld or delayed. the Indemnifying Party will. illustration or any other material of whatever kind relating to this Agreement. Force Majeure would include natural and unavoidable catastrophe that interrupts the expected course of events. 2. and (viii) in the event that the Indemnifying Party is obligated to indemnify an Indemnified Party pursuant to this Article. RFP Document Directorate of Information Technology.4 Force Majeure 1. article. 7. if and to the extent that.40 - . Government of Maharashtra . Except as required by law or the rules and regulations of each stock exchange upon which the securities of one of the Parties is listed. damages and costs (if any) finally awarded in favor of the Indemnified Party which are to be paid to it in connection with any such claim or proceedings. upon payment of such indemnity in full.
or typhoon. instances of. GoM in writing of such conditions and the cause thereof. insurrection. flood. tornado. but are not restricted to. • Any event or circumstance of a nature analogous to any of the foregoing. floods. epidemics. the bidder shall promptly notify DIT. civil commotion. blockade. the direct consequences shall also be deemed to be within such party's reasonable control) satisfy the appropriate definition as per this agreement. fires. 4. act of terrorism or sabotage. Without limitation to the generality of the foregoing. For purposes of this clause.Document Management System for Mantralaya 3. nation-wide. the bidder shall seek all reasonable alternative means for performance not prevented by the Force Majeure event. The Force Majeure circumstances and events shall include the following events to the extent that such events or their consequences (it being understood that if a causing event is within the reasonable control of the affected party. embargo. armed conflict or act of foreign enemy. If a Force Majeure situation arises. Other Events (Political Events) to the extent that they satisfy the foregoing requirements including: • Act of war (whether declared or undeclared). cyclone. GoM. • • • Explosion or chemical contamination (other than resulting from an act of war). Epidemic such as plague. 7. fire. including lightning. revolution. Force Majeure Event shall include the following classes of events and circumstances and their effects: 6. work to rules. Such events may include. or state-wide and are of political nature. quarantine restrictions and freight embargoes which would have an impact on DIT. Natural events (“Natural Events”) to the extent they satisfy the foregoing requirements including: • Any material effect on the natural elements. wars or revolutions. RFP Document Directorate of Information Technology. earthquake. GoM. • Strikes. go-slows which are either widespread. Government of Maharashtra . riot. “Force Majeure” means an event beyond the control of the bidder and not involving the bidder and not involving the bidder’s fault or negligence and not foreseeable. invasion.41 - . Unless otherwise directed by DIT. storm. Any event or circumstance of a nature analogous to any of the foregoing. 5.
Any dispute or difference whatsoever arising between the parties to this Contract out of or relating to the construction.5 Resolution of disputes a. Government of Maharashtra (“Law Secretary”). 1996 will be applicable and the award made there under shall be final and binding upon the parties hereto. Government of Maharashtra . then the Arbitrator shall be nominated by the Secretary. b. scope.42 - .Document Management System for Mantralaya 7. The Arbitration proceedings will be held at Mumbai. Maharashtra. GoM and the successful bidder shall make every effort to resolve amicably by direct informal negotiation. 7. If the parties cannot agree on the appointment of the Arbitrator within a period of one month from the notification by one party to the other of existence of such dispute. which can not be resolved through the above mentioned method. arising between them under or in connection with the contract. 1996. subject to legal remedies available under the law. operation or effect of this Contract or the validity of the breach thereof. India. or of any modifications. without thereby incurring any liability to the affected bidder or bidders or any obligation to inform the affected bidder or bidders of the grounds for DIT. RFP Document Directorate of Information Technology. meaning. shall be referred to a sole Arbitrator to be appointed by mutual consent of both the parties herein. DIT. GoM reserves the right to accept or reject any proposal.6 Right to accept or reject any or all offers DIT. Rules or re-enactments thereof. any disagreement or dispute. and to annul the tendering process and reject all proposals at any time prior to award of contract. The provisions of the Arbitration and Conciliation Act. Law Department. Such differences shall be deemed to be a submission to arbitration under the Indian Arbitration and Conciliation Act. GoM's action.
Medical Education Department RFP Document Directorate of Information Technology. Government of Maharashtra .Police Tourism & Cultural Affairs Home – Transport & Excise Water Resources CADA Energy Industry Labour Law & Judiciary Women & Child Development. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 ADF Agriculture Co-operation Textile Employment & Self Employment Environment GAD GAD .43 - . No. Departments in Mantralaya Following is the list of departments in Mantralya S.IT Publicity Housing Higher Education Technical Education Home .Document Management System for Mantralaya Annexure A.
Government of Maharashtra .44 - .Roads Forest Relief & Rehabilitation Revenue Rural Development Water Conservation School Education Sports Social Justice Tribal Development Urban Development VJNT.Document Management System for Mantralaya 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 Planning EGS Public Health PWD .Building PWD . OBC WD Water Supply & Sanitation Finance Minorities Development Food & Civil Supply RFP Document Directorate of Information Technology.
80.25% from the estimated figure.000 No. 1. of Records/Files 90.00. Estimated Scanning Volume The following is an estimation of the scanning volumes in terms of number of sides (images) that the bidder would have to scan Record rooms S.000 No.000 individual There shall be a deviation of +/.000 200 28. The bidder is advised to take this variation into consideration during the preparation of the bid. Live with departments Total 2. No.00. Location Archived records / files in four record store rooms 2.08. of sides per record 200 Total images 1. Government of Maharashtra .45 - . RFP Document Directorate of Information Technology.Document Management System for Mantralaya B.000 records/files lying 14.00.
2. Keyboard (Heavy duty etched keyboard) and Mouse (PS2 Type) etc for the Servers. 1 and 5 RAID protection. The server sizing. 13. memory. Server must have capability partitions to run independent OS instance on each partition 7. 6.46 - . disk storage. These Test/Staging servers shall remain the property of the bidder and he shall take it back from project Go-Live. etc. The servers should not have a single point of failure. This should be achievable with minimum disruptions to processes and users with minimum additional investment 9. Each of the servers supplied should carry a TPC-C performance rating (tpmC) of at least 100. 11. The configuration proposed is expected to have adequate upgrade capability in terms of processors. Appropriate Test/Staging servers must also be proposed by the successful bidder.000. The specified servers must be current/ recent in the supplier's product line. Servers must not be obsolete and must be fully supported by the product supplier. number of servers required and specification must be provided by the successful bidder based on the application and architecture requirement. Servers must have adequate and standard Driver support for accessing and storing information 8. 5. Government of Maharashtra . The bidders should also provide the requisite I/O Device like Monitor (15’’ TFT).Document Management System for Mantralaya C. The servers shall be of “Blade Server” type. The server(s) must be from any of the Top 3 OEM based on the latest IDC data for market share and must carry a minimum of 3 years comprehensive parts and on-site warranty. Minimum Specification of Hardware Servers Following are the minimum specifications for all the required servers: 1. 3. 12. 10. The servers should have future-proofing design to ensure that capacity expansion is possible without completely changing or replacing the server or its components. 4. Severs should support capabilities for centralized configuration and control RFP Document Directorate of Information Technology. Each of the servers should have 8 GB RAM (expandable to 32 GB) and 160 GB HDD. and must have the RAID controller which supports RAID level 0.
• • Load balancing must be controlled by system management software tools. • All the necessary software to configure and manage the storage space. IBMAIX. • Redundant power supplies. logical drives allocation. Sun Solaris. Multi-path & Load balancing software for all SAN connected servers shall be provided. RFP Document Directorate of Information Technology. 146GB. The storage array should support Operating System Platforms & Clustering including: Windows Server 2003 (Enterprise Edition). • The storage array must have complete cache protection mechanism either by destaging data to disk or providing complete cache data protection with battery backup for up to 72 hours or more. RAID configuration. Linux. snapshots (including snap clones and snap mirrors) for configured capacity etc. The Storage should have at least 16 Gbps port bandwidth for the connectivity to servers and at least 16 Gbps port bandwidth (aggregated) for disk connectivity. HP-UX. virtualization. 1TB SATA or higher SATA/equivalent drives in the same device array • The storage system should be pre-configured with at least 4 TB of useable Storage Capacity implemented configured using Fiber Channel Hard Disks @ 300 GB 15 K RPM drives on RAID 5 (4 D + 1 P). • The storage array must have the capability to do array based remote replication using FCIP or IP technology. Government of Maharashtra . 300GB 15K RPM disks and 400GB or higher 10K RPM Fibre channel drives & 750GB. batteries and cooling fans and data path and storage controller. • Storage should support non-disruptive online firmware upgrade for both Controllers and disk drives. • Storage subsystem shall support 73GB.47 - . • • The storage array should support Synchronous and Asynchronous replication.Document Management System for Mantralaya Storage Area Network SAN specifications shall have the following specifications: • The storage array shall be configured with at least 4 GB total cache scalable to 16 GB mirrored across two storage controllers for disk I/O operations.
Document Management System for Mantralaya The storage array should support hardware based data replication at the array controller level across all models of the offered family. • The storage should provide automatic rerouting of I/O traffic from the host in case of primary path failure. • • • Should provision for LUN masking, fibre zoning and SAN security. Should support storage virtualization, i.e. Easy logical drive expansion. Should support hot-swappable physical drive raid array expansion with the addition of extra hard disks. • • The storage system should be scalable from 4 TB to 10 TB Should be able to allocate logical spaces to multiple operating Systems in the same storage facility. • • Should be able to support clustered and individual servers at the same time. Should be able to take "snapshots" of the stored data to another logical drive for backup purposes. • • Should be configured with "snapshots and clone" for the entire capacity. Vendor should also offer storage performance monitoring and management software. • The vendor must provide the functionality of proactive monitoring of disk drive and storage system for all possible hard or soft disk failure.
RFP Document Directorate of Information Technology, Government of Maharashtra - 48 -
Document Management System for Mantralaya
D. Format for Commercial Bid
A single quote is being asked in the commercial bid. The rate in the commercial bid would have to be filled in the following format. Sl. No. A Cost Item Price per side (image) of scanning Cost Rs. Per side (image)
Note: o The bidder should take care that rate mentioned above sufficiently covers the expenses that the bidder shall incur for application software, system software, database licenses, hardware, resource employed for the project and maintenance as mentioned in the scope of work. o The above charge/fee should be inclusive of any applicable relevant tax except Service Tax. Service Tax shall be reimbursed based on the submission of proof of actual service tax payments made by the bidder.
RFP Document Directorate of Information Technology, Government of Maharashtra - 49 -
Document Management System for Mantralaya
E. Bid Document Format
The bid document submitted by the bidder should at least contain the following 1. Covering letter 2. Authority letter 3. Authorization letters from OEM 4. Qualification Criteria Compliance Sheet 5. Particulars of Bidder/Consortium 6. Profile of Key Personnel 7. Proposed Resource Deployment 8. Project details and methodology
1. Covering letter
[Date] To Director Directorate of IT Government of Maharashtra 7th Floor, Mantralaya Main Building Mumbai – 400 032 Ref: Request for Proposal – Document Management System for Mantralaya Dear Sir, Having examined the RFP, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to provide the professional services as required and outlined in the RFP for the Document Management System Project of the Directorate of IT, Government of Maharashtra. To meet such requirements and provide such services as required are set out in the RFP. RFP Document Directorate of Information Technology, Government of Maharashtra - 50 -
accurate. We undertake. We confirm that the information contained in this proposal or any part thereof. We agree for unconditional acceptance of all the terms and conditions set out in the RFP document and also agree to abide by this tender response for a period of SIX MONTHS from the date fixed for bid opening and it shall remain binding upon us with full force and virtue. GoM is true. for a sum of ----------. It is hereby confirmed that I/We are entitled to act on behalf of our company/ corporation/ firm/ organization and empowered to sign this document as well as such other documents. which constitutes our proposal. including its exhibits. which may be required in this connection. GoM as to any material fact. GoM or its appointed representatives. implementation.for the due performance of the contract. and complete. until within this period a formal contract is prepared and executed. together with your written acceptance thereof in your notification of award. and other documents and instruments delivered or to be delivered to DIT. acceptable to DIT. this tender response. Government of Maharashtra . schedules. shall constitute a binding contract between us and DIT. we will obtain a performance bank guarantee issued by a nationalized bank in India. to adhere to the implementation plan (Project schedule for providing Professional Services in commissioning. GoM. if our proposal is accepted.51 - . RFP Document Directorate of Information Technology. GoM . If our proposal is accepted. This proposal includes all information necessary to ensure that the statements therein do not in whole or in part mislead DIT. We also agree that you reserve the right in absolute sense to reject all or any of the products/ services specified in the tender response.Document Management System for Mantralaya We attach hereto the technical response as required by the RFP. We agree that you are not bound to accept any tender response you may receive. operation and maintenance of the DMS put forward in RFP or such adjusted plan as may subsequently be mutually agreed between us and DIT.
.…………………. the Company Secretary of ……. certify that ……………………………………………………………… who signed the above Bid is authorized to do so and bind the company by authority of its board/ governing body. Government of Maharashtra .52 - .Document Management System for Mantralaya Date : (Signature) (Name) (In the capacity of ______________) [Seal / Stamp of bidder] Witness Signature: Witness Name: Witness Address: ----------------------------------------------------------------------------------------------------------------------CERTIFICATE AS TO AUTHORISED SIGNATORIES I.……………………………. Date: Signature: (Company Seal) (Name) RFP Document Directorate of Information Technology.
Name & Signature of Authorized Person RFP Document Directorate of Information Technology. Authorized Signatory (Name) Company’s Seal. and Date>. He is also authorized to attend meetings and submit Technical and Commercial information as may be required by you in the course of processing above said RFP. is hereby authorized to sign relevant documents on behalf of the Company in dealing with RFP of reference<RFP No. < Designation>. Government of Maharashtra . Mantralaya Main Building Mumbai – 400 032 < Bidder's Name>. Thanking you.53 - . Authority Letter This needs to be duly filled up and submitted along with the bid To Director Directorate of IT Government of Maharashtra 7th Floor.Document Management System for Mantralaya 2.
(name and address of the manufacturer) who are established and reputed manufacturers/designers of __________________ having factories/offices at __________________ (addresses of locations) do hereby authorize M/s _______________________ (name and address of the bidder) to bid. Yours faithfully. Implementation and Post implementation support for the Document Management System for Government of Maharashtra Sir.Document Management System for Mantralaya 3. Mantralaya Main Building Mumbai – 400 032 Reference: Supply. negotiate and conclude the contract with you against the above mentioned tender for the above equipment/product manufactured/designed by us. For and on behalf of M/s __________________________(Name of the manufacturer) Signature Name Designation Address Date RFP Document Directorate of Information Technology. We _______________________. Authorization letters from OEMs Date: To Director Directorate of IT Government of Maharashtra 7th Floor. Government of Maharashtra .54 - .
General Profile of the Company (Companies in case of Consortium) Name and Address of the Company With Telephone Nos.. 4. Government of Maharashtra . A.55 - . Particulars of the Bidder / Consortium Please ensure that your response clearly answers all the questions. Fax. If you use additional schedules or documentation to support your response. make sure that they are clearly cross-referenced to the relevant question.Document Management System for Mantralaya Directorate Seal Note: This letter of authority should be on the letterhead of the concerned OEM and should be signed by a person competent and having the power of attorney to bind the manufacturer. Name and Details of the person to whom all references shall be made regarding the tender RFP Document Directorate of Information Technology. E-mail and Website Date of Incorporation Offices situated at different locations Address of Software Development facilities in India Address of Office in Maharashtra Authorized Signatory <Name> Seal ---------------------------B.
Name of the Certified by Date certification of Certificate Valid date upto certificate The qualification criteria documents that shall be prepared shall be prepared in the following format. registered under the Companies Act 1956. The prime bidder should be operating in India for the last five years Complied with (Yes / No) RFP Document Directorate of Information Technology. No Criteria Supporting document details and Page No. 5. The bidder (each of the bidders in case of a consortium) must be a registered corporate in India.56 - . Relevant Certificates Sl.Document Management System for Mantralaya Name: Fax No. S. Organization. Government of Maharashtra . or a Govt.: Mobile: Place: Date: Company Seal Signature: Telephone: E-mail: C. Qualification criteria compliance sheet The qualification criteria compliance sheet has to be prepared in the following format. No. 1.
The Document Management Solution offered by the bidder should have at least 20 installations in India The company should submit valid documentary proof of Sales Tax/VAT registration number and the details of income tax registration (PAN). The documentary proof would have to be arranged in the same order as the criteria mentioned above. 5. individual/s to contact. phone number and address The bidder (prime bidder in case of consortium) should have ISO 9001:2000 certification for the enterprise-wide business. 30 Crores from Imaging / Scanning and Document management solution related business for each of the last 3 years. 4. The bidder (each of the bidders in case of a consortium) should be a profit making company during each of the last three years. 3. The scanning volume of the project should be at least fifty lakh images. The bidder (prime bidder in case of consortium) should have experience of at least 1 project in implementing turn-key Enterprise Data Management System over the last 3 years of similar nature with the Government / Public sector organizations. The scanning volume of each of the projects should be at least One Crore images. Reference to contain name of organization. The compliance sheet above should be followed by the documentary proof for each of the criteria mentioned above. The prime bidder should have a turnover of at least Rs. Profile of Key People Please attach the profiles of the key people who would be involved during the course of this project.57 - . 6. 7. The profile shall necessarily include the following details in the format mentioned below RFP Document Directorate of Information Technology. 6. The bidder (prime bidder in case of consortium) should have experience of at least 3 projects in implementing turn-key Enterprise Data Management System over the last 3 years of similar nature. Government of Maharashtra .Document Management System for Mantralaya 2. 8.
name of employing organization. Employment Record [Starting with present position. degrees obtained. giving names of institutions. Education Nationality: [Indicate college/university and other specialized education of staff member. and writing]: 9. Date of Birth: 5. Other Training [Indicate significant training since degrees the have already been mentioned under 5]: 8. and dates of obtainment]: 6. Name of Staff [Insert full name]: 4.]: RFP Document Directorate of Information Technology. Membership of Professional Associations: 7. list in reverse order every employment held by staff member since graduation. Name of Firm and Years with the Firm [Insert name of firm proposing the staff]: 3. Proposed Position: 2.Document Management System for Mantralaya 1.58 - . reading. fair. Languages [For each language indicate proficiency: good. giving for each employment (see format here below): dates of employment. Government of Maharashtra . positions held. or poor in speaking.
Work Undertaken that Best Illustrates Capability to Handle the Tasks Assigned [Among the assignments in which the staff has been involved. Government of Maharashtra . this CV correctly describes me. if engaged. indicate the following information for those [List all tasks to be performed under this assignment] Name of assignment or project: Year: Location: Client: Main project features: Positions held: Activities performed: assignments that best illustrate staff capability to handle the tasks listed under point 11. the undersigned. my qualifications.Document Management System for Mantralaya From [Year]: Employer: Positions held: 10.59 - . and my experience. I understand that any wilful misstatement described herein may lead to my disqualification or dismissal. Date: [Signature of staff member or authorized representative of the staff] Full name of authorized representative: Day/Month/Year RFP Document Directorate of Information Technology. Detailed Tasks Assigned 11. certify that to the best of my knowledge and belief. Certification: I.] To [Year]: 12.
No Resource Level Responsibility Description of – No. Technical Degree/Diploma Please provide details for each Core Project Team Member in following format: Sr. Government of Maharashtra . Proposed Resource Deployment Brief Sr. of Resources deployed at the proposed level Qualification Certifications. Number of years with the organization Current job responsibilities Summary of Professional / Details RFP Document Directorate of Information Technology. No.60 - .Document Management System for Mantralaya 7. 1 2 3 4 5 6 7 Item Name Specify role to be played by him/her Current job title Experience in years.
Databases. Extent of compliance to technical requirements specified in the scope of work f. Project details and methodology 1.) infrastructure ii. ii. Operations & Maintenance i. a.Document Management System for Mantralaya Domain experience 8 Skill sets Highlights of assignments 9 handled and significant accomplishments 10 Educational Background. Computing (Servers. The Bidder is required to submit the proposed technical solution in detail. IT Components design .Approach & Methodology for Installation & Configuration of: i. Government of Maharashtra . Help Desk Services and problem resolution System Maintenance & Management RFP Document Directorate of Information Technology. Clear description of the proposed solution c.61 - . Following should be captured in the explanation: a. Risk Management Methodology proposed e. Other infrastructure b. Project Management Methodology (Initial phase of scanning and indexing and post Go-Live methodologies d. Clear description of training methodology 2. Scanners etc. Understanding of the requirements b. Training/Certifications 8. The Bidder should provide detailed design of the system. Strength of the Bidder to provide services including examples or case-studies of similar solutions deployed for other clients g. OS. Various other details need to cover following.
System / Database Administration c. All the pages (documentary proofs and other documents that may be attached) should contain page numbers and would have to be serially numbered.62 - . Project Plan addressing the following subject: (a) (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) Project Organization and Management Plan. Bill of Materials (BOM) – quantity of detailed specifications of each of the items mentioned i. Operational and User Acceptance Testing Plan Delivery and Installation Plan Training Plan Risk Management Plan Change Management Plan Sustenance Plan Warranty Service Plan Task. Reviews. b. (m) Technical and Operational Process which must include (but not limited to) detailing on Methods. Government of Maharashtra . DMS implementation plan Pre-commissioning. Note: a. ii. Techniques etc. Inadequate information will lead to disqualification of the bid. Problem Reporting and Corrective action etc. RFP Document Directorate of Information Technology. IT Hardware IT Software 3. Tools. and Resource Schedules Technical Support Plan Quality Assurance and Control Process details which must include (but not limited to) detailing on Metrics. Time.Document Management System for Mantralaya iii.
7. 14. 12. 16. No. 11. 9. 17. 4. 10. 1. Government of Maharashtra . 8. 6. 13. 15. Abbreviations S. GoM DMS DPI EMD NDA OCR OEM PBG RACI Matrix RDBMS RFP SAN SDC SLA TPC C Bill of materials Customizable Off the Shelf Solution Department of IT. 2.63 - . 3. Abbreviation BOM COTS DIT.Document Management System for Mantralaya F. 5. Government of Maharashtra Document Management System Dots Per Inch Earnest Money Deposit Non Disclosure Agreement Optical Character Recognition Original Equipment Manufacturer Performance Bank Guarantee Responsible. Approve. Consult. Inform Matrix Relational Database Management System Request for Proposal Storage Area Network State Data Center Service Level Agreement Transaction Processing Performance Council Rating Expansion RFP Document Directorate of Information Technology.
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