Minutes of Pre-Bid Meeting held on 10.8.12 on ... - Stscodisha.gov.in

File.No: OMTES-83/12The Odisha Model Tribal Education Society (OMTES)Adivasi Exhibition Ground, Unit-1, Bhubaneswar-751009Phone No- 0674-2598220/2391780, Website:-www.omtes.org andwww.odisha.gov.in/stsc/index.htme-mail: monitoring.ssd@gmail.com and cc to stscdev@gmail.com /stscdev@rediffmail.comPage 1 <strong>of</strong> 8<strong>Minutes</strong> <strong>of</strong> the <strong>Pre</strong>-<strong>Bid</strong> <strong>Meeting</strong> Held for the EOI for Development and Implementation <strong>of</strong> Web based Monitoring Application.Date: 10 August 2012Day: FridayTime: 4:00 PMVenue: OMTES, Adivasi Exhibition Ground, Unit-1, Bhubaneswar-751009.1. Participants List: From ST&SC Development DepartmentSr. No. Name <strong>of</strong> Participants Organization / Designation1 Shri. Jitendra Panda MIS Executive3 Shri. Shailendra Kumar Consultant, UNICEF – SSD department joint partnership program4 Ms. Sony Rout Consultant, UNICEF – SSD department joint partnership program2. Participants List: From Prospective bidders. (Refer Attendance Sheet at Annexure-VI)3. During the meeting various queries were raised by the participating agencies, for which the query and the respective compliance are mentioned below.Sr. No Reference/ EOI Comments/ Clarifications1. Schedule <strong>of</strong> Invitation <strong>of</strong> <strong>Bid</strong> and<strong>Bid</strong> acceptance.• Last date <strong>of</strong> bid submission: 23 rd August 2012 up to 17:00 Hrs.• Date <strong>of</strong> Technical <strong>Bid</strong> opening: 24 th August 2012 at 3:30 Hours at <strong>of</strong>fice <strong>of</strong>OMTES, Bhubaneswar• Date <strong>of</strong> Technical <strong>Bid</strong> <strong>Pre</strong>sentation: will be intimated later on.• Mode <strong>of</strong> Receiving <strong>of</strong> EOI documents: EOIs would be accepted by post ormay be submitted in person to the <strong>of</strong>ficer in charge at OMTES on or beforethe scheduled date and time.2 Submission <strong>of</strong> <strong>Bid</strong> Document The EOI documents are to be submitted as follows.a) The Technical document along with all requisite information asked in theEOI, the Tender fee and EMD is to be packed in a single envelope. The Cover

Page 2 <strong>of</strong> 83 No. <strong>of</strong> Schools / Districts to becovered under the web basedmonitoring application.4 Deliverable The deliverables may be read as<strong>of</strong> the packet containing the technical bid should be superscribed with“TECHNICAL BID”b) The Financial bid is to be packed in a separate envelope. The Cover <strong>of</strong> thepacket containing the technical bid should be superscribed with“FINANCIAL BID”c) Both Technical and financial bid document are to be packed in a larger coverand should be superscribed with “THIS IS A BID FOR THE EOI ON theDevelopment and Implementation <strong>of</strong> Web based MonitoringApplication.”Data from all schools (above 1600) run under the SSD department are going to beincluded in web based monitoring application. The said monitoring applicationhowever will be provided in the DWO <strong>of</strong>fices <strong>of</strong> all 30 districts for the compilationand further analysis <strong>of</strong> the data collected from the field.1. Development and implementation <strong>of</strong> the web based s<strong>of</strong>tware application with theprovisions <strong>of</strong> the followings:• Samiksha data capture format.• School Paryavekshan data capture format.• Hostel Paryavekshan data capture format.• Average achievement level <strong>of</strong> children in the subjects like Mathematics,Science and Languages data capture format (will be made available during theimplementation phase).• Compilation and analysis <strong>of</strong> the data as per the requirements.• Generation <strong>of</strong> different district and state level analysis and MIS reports as perthe requirements (for reference see Annexure V. The analysis reportshowever will include similar other aspects at district and state level)2. Provide training to all the DWOs and other monitoring <strong>of</strong>ficials (around 500 in

5 Format for submission <strong>of</strong>Technical bid.6 Format for submission <strong>of</strong>Financial bid (amended).7. Technical Evaluation criteria(amended)8. Demo / <strong>Pre</strong>sentation on theproposed s<strong>of</strong>tware application /similar application developedearlier by the organization.9 District level consolidationformats (data capture formats) <strong>of</strong>Samiksha, School Paryavekshanand Hostel Paryavekshan (likelyto be amended in the later stage <strong>of</strong>web based applicationimplementation).10 Hardware and other devices torun the s<strong>of</strong>twarenumbers) at zonal level on the functioning <strong>of</strong> the s<strong>of</strong>tware. The trainings will beprovided in 4 zones (2 to 3 batches in each zone depending upon the number <strong>of</strong>participants in each zone) covering all the 500 monitoring <strong>of</strong>ficials <strong>of</strong> the state.3. Provide training to the Data Entry Operators at district level on the operation <strong>of</strong>the s<strong>of</strong>tware (one batch covering around 35 data entry operators).4. Make necessary changes in the features <strong>of</strong> the s<strong>of</strong>tware time and again whendepartment desires them.5. Provide all technical and operational support in the operation <strong>of</strong> s<strong>of</strong>tware, at leastup to one year.6. Adhere to the financial and other norms <strong>of</strong> the SSD Department.The Format for submission <strong>of</strong> Technical bid is not amended but still annexed atAnnexure-I.The Format for submission <strong>of</strong> Financial bid is amended and annexed at Annexure-II.The Criteria for technical evaluation is amended and annexed at Annexure III.Please read this as the new clause under Technical evaluation criteria. The agencywill have to make a presentation before the committee on the proposed s<strong>of</strong>twareapplication / similar application developed earlier by the organization.Please see as Annexure IVa, IVb and IVc (Please note that these are the formatsactually will appear in the web based monitoring application for data compilation andanalysis)Agency will be only responsible for developing web based application, the hardwaresupport will be provided by the OMTES. However minimum technical specification<strong>of</strong> the device where in s<strong>of</strong>tware will be installed and operated is to be suggested byPage 3 <strong>of</strong> 8

the agency.11 Training logistics The agency will be responsible for making available the expert trainers to provide thetrainings on the operation and different aspects <strong>of</strong> the web based monitoringapplication s<strong>of</strong>tware. The logistic support to provide above said trainings will be theresponsibility <strong>of</strong> the OMTES. The training should be provided either in Oriya orEnglish or Hindi.12 Access to state / district server toenter the data13 Cyber Security auditing beforeand after the s<strong>of</strong>tware completionThe placement <strong>of</strong> the server will be the responsibility <strong>of</strong> the OMTES. Accessibility tothe application will be restricted to the users having valid user id and password andcontrolled by security provisions.Logical Security - limits access to data and s<strong>of</strong>tware based on the need for eachindividual to know the item <strong>of</strong> data or s<strong>of</strong>tware. This should be applied on anindividual basis i.e. every user has their own user id and password.• Input controls on the screen to detect errors.• Roles will be defined for each user based on their position in thedepartment for accessing and updating the database, based on theversioning.• Security must apply to either entire application level. To provide stringentsecurity provisions.• The s<strong>of</strong>tware should be protected and data keyed in should be safe andsecure from all threats besides use by unauthorised personnel. Acertificate by any CERT-IN empanelled security auditors should besubmitted within one month <strong>of</strong> hosting after carrying out changessuggested by security auditor.14. Solutions can be provided OMTES will require a completely customized application as per the requirementswith the flexibility <strong>of</strong> scalability for accommodating any changes that may happen inthe future.15 Penalty and LD if any Will be clarified at the time <strong>of</strong> agreement.Page 4 <strong>of</strong> 8

Special Note: It is requested to all bidders to be present at the time <strong>of</strong> opening <strong>of</strong> Technical bid at the <strong>of</strong>fice <strong>of</strong> OMTES, Adivasi Exhibition Ground,Unit-9, Bhubaneswar. No separate communication will be made for attending the bid opening meet.<strong>Meeting</strong> ended with thanks to the participants.Page 5 <strong>of</strong> 8

Technical <strong>Bid</strong>Annexure-IThe technical bid should explain the followings strictly in the same order:a. Executive summary <strong>of</strong> the proposal (1 - 2 pages maximum).b. Pr<strong>of</strong>ile and background <strong>of</strong> the Agency / Firm explaining its previous experience, expertise ingeneral, previous achievements, human resource and other technical expertise that makesyour Agency / Firm most competent to participate in the bidding process (2 pagesmaximum).c. The detail <strong>of</strong> the S<strong>of</strong>tware with timeline (2 - 3 pages maximum).d. Clear plans for providing the trainings to the monitoring <strong>of</strong>ficials at different levels with timeline (1 - 2 pages maximum).e. In addition to the above interested Agency / Firm need to furnish the following informationas per the format given below:Sn. Details1. Name <strong>of</strong> the Agency / Firm2. Total Experience (in years / months)3 Total number <strong>of</strong> staff4. Total turn-over per annum - for last 3 years(give separately for each year)5. Total tax paid - in last 3 years (give separatelyfor each year)6. Total pr<strong>of</strong>it after tax deduction - in last 3 years(give separately for each year)Answers (should essentially be filled bythe interested Agency / Firm)Page 6 <strong>of</strong> 8

Financial <strong>Bid</strong>Annexure-IIFinancial <strong>Bid</strong> should give the details <strong>of</strong> the S<strong>of</strong>tware, Training, and any other expenses Agency /Firm think necessary. The Agency Firm should give the above as one time cost. Please usestrictly the followings tabulated format for financial <strong>Bid</strong>.Format ISn. Particulars Total Cost(In Rs.)1. Cost for development, implementationand management <strong>of</strong> MonitoringS<strong>of</strong>tware2. Cost towards training andhandholding support to monitoring<strong>of</strong>ficials – in 4 zones <strong>of</strong> the state (2 to 3batches in each zone coveringapproximately 500 monitoring <strong>of</strong>ficials)3a3bMaintenance cost for I st yearMaintenance cost for II nd (please notethat this is for the reference and will notconsider in the evaluation <strong>of</strong> theproposal)4. Any other Cost5. Applicable taxes as per theGovernment normsPage 7 <strong>of</strong> 8

Technical EvaluationAnnexure IIIOnly those bidders who have fulfilled the eligibility criteria will be evaluated further. The technicalevaluation and comparison <strong>of</strong> the bids <strong>of</strong> such eligible bidders shall be done for the followingparameters:Sn. Particulars1. Organizational pr<strong>of</strong>ile and Executive SummaryExecutive summary <strong>of</strong> the proposal; Pr<strong>of</strong>ile and background <strong>of</strong> theAgency / Firm explaining its previous experience, expertise ingeneral, previous achievements, human resource and other technicalexpertise that makes your Agency / Firm most competent toparticipate in the bidding process.2. Demo / <strong>Pre</strong>sentation on the proposed s<strong>of</strong>tware application / similarapplication developed earlier by the organization.3. Timeline for development <strong>of</strong> s<strong>of</strong>tware (one who develop thequality s<strong>of</strong>tware at the practically earliest possible time will be givenmaximum marks under this head)4. Financial health <strong>of</strong> the organizationTurnover <strong>of</strong> last 3 financial years, capital, reserves and net worth atMaximumscore25present.5. Plans for providing training to the monitoring <strong>of</strong>ficials 15Total 100Evaluation shall be carried out based on the above criteria and the data, documents presentationprovided / carried out by bidders in support <strong>of</strong> their claims. The cut-<strong>of</strong>f marks for short-listingbased on the Technical Evaluation is 60% <strong>of</strong> total marks. Evaluation Committee shall have theright to verify the claims made by the <strong>Bid</strong>der. Based on the <strong>Bid</strong> Evaluation, only technicallyqualified <strong>Bid</strong>ders scoring more than cut-<strong>of</strong>f marks shall be short-listed for evaluating theirfinancials bids.301515Page 8 <strong>of</strong> 8