tender specification document for providing end-to-end recruitment ...

bssc.bih.nic.in

tender specification document for providing end-to-end recruitment ...

BIHAR STAFF SELECTION COMMISSIONPO-VETENARY COLLEGE, PATNA-800014 (BIHAR)TENDER SPECIFICATION DOCUMENTFOR PROVIDINGEND-TO-END RECRUITMENTMANAGEMENT SERVICES TO BIHAR STAFFSELECTION COMMISSION.


2.ContentsSECTION- I: INVITATION TO BIDDERS ............................................................................................................ 3SECTION- II: ELIGIBILITY CRITERIA FOR TENDERER ........................................................................................ 4SECTION- III: SCOPE OF WORKS .................................................................................................................... 6A. PRE-TEST ACTIVITIES: ........................................................................................................................... 61. CREATION & INTEGRATION OF RECRUITMENT WEBSITE: ............................................................... 62. APPLICATION PROCESSING (ONLINE & OFFLINE): .......................................................................... 63. TEST PAPER: .................................................................................................................................. 74. TEST SCHEDULING AND TEST CENTRE MANAGEMENT ................................................................... 75. SMS/EMAIL SUPPORT .................................................................................................................... 7B. PRINTING AND SCANNING ACTIVITIES: ................................................................................................. 71. PRINTING OF OMR SHEETS:- .......................................................................................................... 72. SCANNING AND PROCESSING OF ANSWERSHEETS ....................................................................... 10SECTION- IV: TECHNICAL EVALUATION CRITERIA ........................................................................................ 11SECTION- IV: COMMERCIAL EVALUATION CRITERIA .................................................................................... 14SECTION- IV: FINAL SELECTION CRITERIA .................................................................................................... 15


3.SECTION- I: INVITATION TO BIDDERS1. Bihar Staff Selection Commission, P.O. Veterinary College, Patna was establishedby Act No.- 7/2002 of Bihar State for Appointment of Class -3 ( Non-gazettedPost ) in the pay scale below Rs. 6500 - 10500/-. Subordinate service Commissionhad already been dissolved and Vidayalaya Seva Board has been merged intoBihar Staff Selection Commission after dissolution.2. The Commission intends to outsource the entire process of recruitment, right fromapplication forms, the recruitment drive website, conducting test, publication ofmerit result, related MIS and reporting, hosting of data and related softwares to acompetent and well experienced external agency/.3. Accordingly Bihar Staff Selection Commission, Patna invites tenders from reputedinstitutions/ Agencies/ Organization (herein after referred as agency), who havenecessary competence and experience to conduct such an integrated competitiverecruitment drive on out sourcing basis, for selection of suitable candidates forrecruitment in the State Government.4. The test centers will lie within the State of Bihar.


4.SECTION- II: ELIGIBILITY CRITERIA FOR TENDERERS.No Criteria Minimum Supportingdocument/s1 Bidder should be a company registeredunder companies act 1956 that has been inoperation for at least 5 years2 The bidder’s Annual sales turnover foreach of the previous 3 financial years(2009-10, 2010-11, 2011-12) should be atleast 20 Cr INR.(Refer evaluation criteria for details)3 Bidder should have Software developmentcenter in India with at least 50 IT personnelas on 31-03-2013 on its payroll.(Refer evaluation criteria for details)Copy of the Certificate ofIncorporation from the office ofthe Registrar of CompaniesCopy of the Audited Profit &Loss Statement and/or Copy ofthe letter from a CharteredAccountant regarding theturnoverCopy of the Registrationcertificate by the Registrar underthe Shops and Establishment Actor any other equivalent ActSelf-Certification regarding thesame on a Company letterheadsigned by the Head of HR, alongwith company seal.4 Bidder should be ISO 9001 & ISO27001 certified Additional certificationslike CMM (L3,L4 OR L5) will also beconsidered during technical evaluation.(Refer evaluation criteria for details)5 Bidder should have clearance for salestax/service tax and income tax for the lastthree years6 Bidder should have secure & confidentialprinting facility and experience of printingfor large size projects (at least 40 Lakhspages in a year for one of the project)7 Bidder should have experience ofscanning at least 1 Cr pages in a yearCopy of the certification (Thecertification needs to be valid ason the date of bid submission)Relevant certificates for the lastthree yearsLetter from the client certifyingthat the bidder has successfullycompleted the said projectLetter from the client certifyingthat the bidder has successfully


5.(Refer evaluation criteria for details)8 The bidder should have facility to executethe print jobs in single pass process, i.e.colour offset printing machines with inkjetsystems installed on itThe Print facility should preferably haveIBA approval for security printing withfacility to print variable data in a single pass9 The bidder should have expertise in carryingout variable data printing activities forGovernment or Corporate sector asevidenced from past experience.11 The bidder should preferably have in-housecapability for OMR scanning, Datacapturing and Data processing solutions.In no Condition should the bidderoutsource the Question Paper, OMRprinting and Scanning & processing12 The bidder should have experience ofcarrying out scanning and result declarationrelated services for minimum of Tworeputed universities in India during lastfinancial year.(Refer evaluation criteria for details)13 The Bidder or any of its directors/partnersshould neither be convicted by any court ofLaw or black listed by any Government/PSUs, nor any criminal case be pendingagainst such agency by anyGovernment/PSUs.14 The bidder should have capabilities tocollect answer-sheets from collection centersspread across Statecompleted the said projectDocumentary proof of invoices forpurchase of all equipments. (Incase of imported equipment,custom clearance proof of thespecified equipment should besubmitted.)The bidder should submitdocumentary proof that they arecapable of printing the schedulesthrough ‘Single Pass Operation’.Documentary proof of havingundertaken and completed at leastone contract in last one yearinvolving static, variable andbarcode printing.Purchase orders/ Invoices of thescanners & software to beenclosed with the bid.Document showing Proof ofexperience.Proof of experience and certificatefrom the University forsatisfactory completion to beenclosed with the bid.Self-Certification regarding thesame on a Company letterheadsigned by the authorized personDescription of the capability


6.15 Consortium is not allowed.A. PRE-TEST ACTIVITIES:SECTION- III: SCOPE OF WORKS1. CREATION & INTEGRATION OF RECRUITMENT WEBSITE:A recruitment website must be created for each recruitment drive.This website will provide easy access for all the stakeholders such as candidates,BSSC officials etc. The website will provide all necessary notifications,declarations, help page, upload admit card, results of preliminary and main test,details about Commission, rules and regulations for that particular drive. Theagency will create the website , host and maintain the same during the entireduration of the drive which includes hiring of server space and related hardware &network components in reliable data center within India. At the end of each drive, all the data and the relevant pages will be handed over to the Commission.2. APPLICATION PROCESSING (ONLINE & OFFLINE):Following are the activities which will be covered under the scope of applicationprocessing:I. Candidate Registration:II.III.Fee Payment through multiple modes and reconcilliation:Application Form Filling & Processing:After registration, candidate can fill the application form for the recruitment test.The solution should be capable of handling offline applications as well throughdata extraction OR data entry OR Scanning. Offline application forms will becollected from Commission office. The forms shall be handed over to agency inbatches. The application format shall contain fields to capture all information ofcandidates.IV . Signature Specimen, Photograph & relevant documents: -


7.A space will be provided for uploading hand writing specimen of thecandidate ,the latest passport photograph and the signature.V. Offline Application Kit PreparationDesign & printing of envelopes, brochures in Hindi and OMR applicationform in English with machine Serial number and bar code.VI. Pre-Test Report Generation and Printing:Agency should prepare master database of candidates. Multiple pre-testreports such as validation reports, Question paper indent, roll number, Photoadmit cards and attendance sheets, and other pre-test materials.3. TEST PAPER:• Preparation of test questions and generation of question papers4. TEST SCHEDULING AND TEST CENTRE MANAGEMENT• Test Scheduling• Allocation of candidates• Seating arrangements• Test Center Management• Provision of video coverage of handover process at collection centres.5. SMS/EMAIL SUPPORTThe agency should provide both voice based and mail based support.B. PRINTING AND SCANNING ACTIVITIES:1. PRINTING OF OMR SHEETS:-(1) Printing and supply of OMR answer sheets in the format approved by thecommission within the given schedule.(2) Schedule of delivery quantity and various security features will be indicated bythe Commission for each job/consignment separately.


(3) The agency may note that award of work will be on a case to case basis – oneconsignment being one test. There may be overlapping of tests in which case theagency will have to ensure that there is no mix up of material in respect of the twotests.(4) The format of OMR answer sheet is subject to changes for each consignment.8.(5) As the sheets are intended for scanning, the quality of paper and printing insistedon should be adhered to.SPECIFICATIONS OF THE TWO PART (CARBONLESS) O.M.R. ANSWERSHEET:-(1) Size- A4 (8.5 x 11.75 Inches).(2) The Carbonless OMR Answer sheets should be in duplicate. The original (TopSheet) should be of minimum 105 GSM Coated paper and duplicate (Bottom Sheet)should be of 55 GSM Coated paper. Both the sheets should be aligned to 100%accuracy so that impression on the duplicate copy should exactly correspond to thatof the original.(3) Both the sheets should have fastening attachment with perforation for smoothseparation of original copy. The fastening attachment should have perforation gluedso that the alignment of two sheets is not disturbed. Perforation shall be done at thespace provided for it.(4) Both the Sheets have to be gummed properly. Left side of the Answer sheet shallbe glued, so that Top Sheet can be torn off and handed over to the concerned officerin the class-room and Bottom Sheet can be taken by the candidate after conclusion ofthe Test.(5) Colour –Top Sheet in Orange/ Magenta and Black colour and Bottom Sheet inRoyal Blue and Black colour. One side printing on Top Sheet and both side printingon Bottom Sheet, Top Sheet should be OMR scanner readable.SPECIFICATIONS OF THE SINGLE PART O.M.R. ANSWER SHEET:-(1) Size- A4 (8.5 x 11.75 Inches).(2) The paper should be of minimum 105 GSM.


9.(3) Colour – Two colour, Orange/ Magenta and Black colour printing on front,Orange/ Magenta SINGLE colour printing on the back. Sheet should be OMRscanner readable.GENERAL SPECIFICATIONS:(1) The entire answer-sheet should be printed on continuous paper rolls with sprocketholes and crimpling with glue pasting. The alignment of both sheets shall be doneproperly.(2) Water-mark logo at the center and unique Bar-code on both the sheets.(3) There will be one or more additional inbuilt security feature like micro lettering,etc. on both the sheets which will be communicated after the finalization of the job.The Security features may vary for each test.(4) Separate provision should be made for filling and shading the respectiveinformation on the OMR Sheets such as Question Booklet Version Code, QuestionBooklet Serial Number, Candidate's Signature, Invigilator's Signature etc., as per therequirement of the Tendering Authority.(5) Numbering – Numbering on both the sheets (in case of carbonless) as perquantity. Numbers should be separate for all sheets and should be related with Barcodegiven on the respective sheet.(6) Packing – The printed OMR sheets should be packed centre wise and subjectwise as per requirement given by the tendering authority.(7) Any deficiency in carrying out these instructions may invite a penalty at thediscretion of the tendering authority.(8) Bar-code –(A) Bar-code should be scanable on specific CCD or Laser Scanner.Bar Code font asper specific software.(B) The printing of Bar code should be of extremely high quality. All the Bar codesshould be unique.(C) The range of each Bar code of each consignment should be intimated only to thedesignated person at the Tendering authority confidentially in sealed cover marked as“Confidential”.


10.(14) Utmost consistency in quality of printing, and cutting of the Answer-sheetsshould be maintained throughout, so that data entered on them can be read accurately.2. SCANNING AND PROCESSING OF ANSWERSHEETSThe bidder shall install CCTV cameras with recording facility at scanning centers.Scope of the work involves:-(1) Collection of answer sheets from collection centers , proper listing, preparation ofvarious reports, packing and proper delivery of the sheets after entire processingusing own manpower as per the instructions on day-to-day basis.(2) scanning and Processing of OMR Answer sheets using OMR Scanner andpreparation of result or data sheets and data analysis sheets for eligibility, preparationof statistics, result etc. in requisite format as per the instructions.(3) Preparation of error free & appropriate data sheets from scanned forms.(4) Preparation of error free & appropriate result sheets, merit lists, etc with necessaryprogramming / software as per the requirement of the commission.(5) Checklist(6) Various reports required by the commission in respect to the eligibility criteria,clearance of data and other Result oriented reports as per the requirement.(7) Printing of Interview Call Letters or other related reports on Laser printer as perthe requirement.(8) Printing of Master, Interview Mark-statements, Mark-sheets, Display sheets,Recommendation letters or other related reports(9) Commission will supply Electricity, Space, Furniture, Server, Computers,Printers and required consumables. The Scanning work should be done in the officeof the commission and required outputs would have to be given as per therequirements. After Scanning, the processing has to be carried out. Any discrepancyif found shall be rectified as and when required and after removal of the discrepancy,Reports as per the requirement should be generated.


11.SECTION- IV: TECHNICAL EVALUATION CRITERIATECHNICAL EVALUATION MATRIXS.No Criteria1 CMM Level 3 with ISO 27001Equivalent Marks3CMM Level 4 with ISO 270015CMM Level 5 with ISO 27001102 The bidder’s Annual sales turnover foreach of the previous 3 financial years(2009-10, 2010-11, 2011-12)= 20 Cr. INR>20-50 Cr. INR>50 Cr. INR35103 Bidder’s overall IT staff strength (staffperforming duties of IT/ Software Design/Development/ Implementation,Installation, Test, Configuration ofHardware and Network Equipment’s) of atleast personnel as on 31-03-2013= 50>50-100>10037104 Bidder should have secure & confidentialprinting facility and experience of printing


12.for large size projects= 40 Lakh pages>40 – 80 Lakh pages>80 - 100 Lakh Pages>100 Lakh pages5 The bidder should have experience ofcarrying out post test result processingrelated services for a Governmentdepartment / University during last financialyear.1 University/Govt. Dept2-4 Universities/Govt. Dept5 and Above Universities /Govt. Dept3571036106 Bidder should preferably have executedcontract in last one year involving static,variable and barcode printing.10 lakh A4 pages or 5 lakh A3 size pagesduring 2 years each out of the last 3 years.20 lakh A4 pages or 10 lakh A3 size pagesduring 2 years each out of the last 3 years.50 lakh A4 pages or 25 lakh A3 size pagesduring 2 years each out of the last 3 years.3610The selection of bidder for award of contract will be decided based on technicalevaluation as well as commercial evaluation.• Technical and Commercial bids will be accepted and evaluated separately.• Final selection of the bidder will be done on the basis both technical as well ascommercial score


13.• 60% Weightage will be given to the technical score and 40% Weightage willbe given to commercials bid score.• However BSSC reserves the right to award the contract to the most suitableand technically qualified bidder as assessed by the evaluation committee ofBSSC.• Commercial bids of only technically qualified bidders (as per their technicalscore calculated using above Technical Evaluation Matrix) will be opened.Illustration of Technical Evaluation :Suppose technically qualified bidders are T1, T2, T3, … Tn (as per theirtechnical score calculated using above Technical Evaluation Matrix). Supposetheir scores are t1, t2, t3, ….tn. Then their final technical score will beevaluated as follows:Let the highest technical score among (t1, t2, t3, ….tn) = THT1 = = t1/ TH * 100T2 = t2/ TH *100T3 = t3/ TH * 100...Tn = tn/ TH *100


14.SECTION- IV: COMMERCIAL EVALUATION CRITERIAFollowing are the conditions which are pre-requisites for commercial proposalevaluation:1) It is assumed that bidder shall have read all the technical requirements andother sections of bidding documents.to ascertain the full scope of therequirements associated with each item prior to filling in the rates and prices.The quoted rates and prices shall be deemed to cover the full scope of theseTechnical Requirements, as well as overhead and profit.2) If Bidders are unclear or uncertain as to the scope of any item, they shall seekclarifications prior to submitting their bid.3) Prices shall be filled in indelible ink, and any alterations necessary due toerrors, etc., shall be initiated by the Bidder. As specified in the Bid DataSheet, prices shall be fixed and firm for the duration of the Contract.4) Bid prices shall be quoted in the manner indicated and in INR. Prices mustcorrespond to items of the scope and quality defined in the Technicalrequirements or elsewhere in these bidding documents.5) If the negotiation becomes unsuccessful then right to negotiate with the otherresponsive bidder/s is reserved by BSSC.Illustration of Commercial Evaluation :Based on the prices quoted for the overall solution as per the technicalrequirements by technically qualified bidders T1, T2, T3 … Tn theirrespective commercial bid scores are evaluated as below:Suppose P1, P2, P3,… Pn are the prices quoted by T1, T2, T3, …. TnC1, C2,C3,…. Cn are commercials scores obtained by T1, T2,T3,…Tn aftercommercial evaluation.Suppose the lowest price quoted among (P1,P2…Pn) = PL, thenC1 = PL / (P1) *100C2 = PL / (P2) *100C3 = PL / (P3) * 100..


15.Cn = PL / (Pn) * 100SECTION- IV: FINAL SELECTION CRITERIAFinal selection of the vendor will be done based on their final score calculated asbelow. Suppose that F1,F2, F3, … Fn are final scores of the bidders T1,T2, T3, ….Tn, then -F1 = 0.6*T1+ 0.4*C1F2 = 0.6*T2+ 0.4*C2F3 = 0.6*T3+ 0.4*C3...Fn = 0.6*Tn+ 0.4*Cn

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