Government of Bihar, - Department of Agriculture, Govt. of Bihar

RFP for Web Based MIS SystemDepartment of Agriculture, Government of BiharTABLE OF CONTENTSSl. No. Particular Page No.1. Background 06-062. Scope of Work 07-113. Terms & Conditions for RFP 11-124. Amendment of Tender Document 12-125. Preparation of Proposal 12-135.1 Validity of Proposals 13-135.2 Right to Accept Proposal 13-135.3 Proposal Due Date 13-135.4 Late Submission 13-135.5 Modifications/Withdrawal 14-145.6 Bid Opening 14-145.7 Fraud & Corruption 14-145.8 Rejection of Bid 15-155.9 Acknowledgement by the Bidder 15-155.10 Earnest Money Deposit (EMD) 15-155.11 Forfeiture of EMD 15-165.12 Announcement of Bids 16-165.13 Clarifications of Bids 16-165.14 Completeness of Bids 16-165.15 Rectification of Errors 16-165.16 Notification to Bidder 17-175.17 Signing of Agreement 17-175.18 Expenses for the Contract 17-175.19 Failure to Abide by Contract 17-175.20 Period for Furnishing Performance Guarantee 17-175.21 Annulment of Award 18-185.22 Disqualifications 18-186.0 Bidding Procedure & Evaluation 18-186.1 Preliminary Scrutiny 19-196.2 Technical Evaluation (Total Marks – 100) # 19-196.3 Score Normalization 19-197.0 Implementing & User Acceptance Testing 19-218.0 Technical Requirements 21-249.0 Implementation 24-2410.0 On-Going Support 24-2511.0 General Bid 25-2612.0 Technical Bid 26-2713.0 Commercial Bid 27-2714.0 General Terms & Conditions 27-30Annexure-T1-T5 Technical Bid Letter 31-36Annexure-C1-C2 Financial Bid Letter (Price Schedule) 37-386

Proposal for Web Based MIS SystemDepartment of Agriculture, Government of Bihar1.0 Background: The Department of Agriculture, Government of Bihar has beenworking towards continuous improvement of the status of agriculture and thehuman resources engaged in this sector in all 38 Districts and 534 DevelopmentBlocks/ Revenue Anchals in the state of Bihar. Some of the schemes arementioned hereunder:-2. RKVY3. NFSM4. ISOPOM5. Mechanization6. Organic Farming7. Laboratories-Fertilizer testing, Seed testing, Soil testing, Pesticide testing8. Seed certification9. e-Kisan Bhawan & other buildings10. Production related Crop Schemes11. Horticulture Schemes like NHM, CMHM, NMMI, NMMP, NBM etc.12. Soil Conservation Schemes like IWMP etc.13. Fertilizer Movement, Allotment & Distribution14. Enforcement of fertilizer, pesticides & seeds15. Scheme fund management & accounting16. Monitoring of court cases/ public grievances17. Seed Certification – Automation online reporting18. Regulatory functions – Production, Sale, Marketing, Licenses etc.The above list is not exclusive. Desiring persons may contact theDepartment to know about the rest of the schemes and their salient features. Thiswill enable them to develop such parameters as would be necessary to developthe software/ADSs Portal.It is extremely important for effective execution/implementation of theseschemes to have a proper monitoring information system (MIS). Hence, theDepartment intends to have customized (as per Departmental needs) software for7

web based online monitoring and management of all schemes under theDepartment.2.0 Scope of work- The scope of work shall broadly include the development,installation, and maintenance (for three years) of software/ADSs Portal for webbased online monitoring and management of All Department Schemes (ADSs),including Agriculture, Horticulture, Watershed etc. concomitant with training ofdepartmental officers in use of the same. The design, development,implementation and rollout of the “ADSs Portal” should endow the user with aninteractive web based application for generation of various intervention reportsand related data collections for monitoring various related activities andprogress of schemes.The features required for the Portal would be in the nature of SchemeMonitoring Information System (SMIS). A well written software requirementsspecification document is likely to capture all the needs of such an applicationbriefly and is likely to result in the customization of a system that fully meetsthe expectations of all the stakeholders. It should also have provision forintegrating e-Kisan portal to facilitate online data flow from e-kisan bhawan todirectorate and vice-versa to send advisory to farmers on field problems.The scope of ADSs Portal/software shall be to provide a user-friendlyinterface to facilitatei. Site Administrationii. Collection/Entry of data including geographical locations (GIS)iii. Modification/Correction of dataiv. Validation/Checking of collected datav. Query/Reports on various parameters andvi. Integration of existing database.2.1 The Department of Agriculture needs to implement an MIS Software Applicationwhich will be used for monitoring of the different processes as well as for themonitoring of different scheme in terms of numbers. The main objective ofimplementing the Software application is to automate the different processes likefrom the processes of application receiving to till sanctions related in differentschemes. The stake holders of the schemes are:a. Farmersb. Suppliers / Vendorsc. Field Officialsd. Directoratese. Govt. Agencies – State/ Centralf. Customers8

g. Otherssimultaneously.It will be also required to create a Master database of all the stake holders2.2 Block LevelThe block is the cutting edge for the schemes of the department. The data iscollected by the block level officials of the different directorates. Provision has to bemade for entry/collection of the various indicators of the departmental schemes atthis level also.2.3 District LevelVarious quantitative inputs are captured by the officers at the District level for allProjects in the District and the district level data is generated and which in turn issent to the State H.Q. District level data is very important as it is used for differentkinds of analysis and policy level decisions. District Officer is in charge of the districtfor programme monitoring.2.4 State LevelVarious quantitative inputs captured through Blocks and Districts Level Officers arecompiled at the State level for all Projects in the State. The State is required to sendvarious data in a variety of formats to the centre. These include monthly, quarterly,half yearly and annual progress reports and SOE (statement of expenditure) offunds in various components of different Directorates. In addition there would bemiscellaneous reports which have to be sent to the centre as and when required.2.5 Output required1. Physical & Financial progress – online & offline.2. Update 365 days–District/Block/Panchayat/Village wise–Time issue.3. List of beneficiaries of all schemes with all details of the beneficiariesof schemes including photos of beneficiaries (Hyperlinked with physicalprogress) and locations (GIS based).4. Pending issues /with whom/how long/reasons/rejection with reasons –Regulatory functions.5. Scheme fund management – MPR/QPR/APR- Audit- Audited UC- Proposal for next installment- Bank reconciliation- Cheque / Issue register.6. e-Letter management–Letters/Automated reminders / Show cause /Disposal/ Pending/ Reasons.7. e-Kisan Portal.8. Establishment related matters of the official/staff at various levels.2.6 Representation of Data1. Excel/ MS word/ Suitable graphs2. Query module to retrieve data in time & space dimensions9

3. Online & offline data entry provision4. e-mail5. Blog spot2.7 RequirementThe Scope of Work of the service provider is to provide the directorate acomprehensive MIS system to the Department of Agriculture. The scope ofservice shall include the installation, operation, implementation, and support ofan integrated information system for monitoring of the different schemes of thedirectorates and also management of human resources of agriculture departmentacross the State.The scope which is broadly covered under the Development of the MISwill be as follows. The software application will have following functionalities: Facility of Creation of Schemes. Unique code generation with the creation ofeach scheme. Facility of Creation of Sub Scheme under the Scheme Master. Master Record Creation of officers based on the location. The Admin shouldhave the rights to define the accessible modules by a particular user. Facility for the creation of New Users by the Admin. Facility for Creation of the Master database of the Authorized Vendors underdifferent scheme. Creation of Subsidy Master for different Scheme. Facility of Automatic Calculation of Subsidy based on the scheme and MasterValue. Tracking of Subsidy Given to a particular Beneficiary. Facility for Automation of the allocations given under different Schemes. Automation of Application Procedure, verification procedure and Sanctionprocedure based on the need of the different schemes. Automatic Generation of Sanction orders. Facility of Tagging a particular officer of the Directorates / Field officers with aparticular scheme. Creation of Master database of the applicants. Application Software has to be designed in a manner in which the same set ofdata flows through the entire system i.e the there should be no need to doing thedata entry at various nodes once the data is entered into the system at any level. Automatic Generation of Sanction orders. MIS Reports based on the Requirement of the Directorates.10

GIS based entry of location of various beneficiaries/schemes/plots etc. ERP for management of the human resources of the department.2.7.1 Design and develop a Web based MIS system for the Department ofAgriculture, Gov of Bihar covering the various functions of theDirectorates Application has to be developed for following modules of the department. OnlineWeb Based solutions based on ASP.NET/C# with SQL Server 2008 orOracle10G or above RDBMS or better integrated solutions. The Service Provider is expected to study each of the above modules andprocesses in detail and design the application software as per the requirement ofthe various Directorates of Agriculture Department. The Application Software has to be developed using any of the popular WebTechnologies and has to be developed and deployed in 3 tier Architecture. The RDBMS to be used is SQL 2008 or above. The Application would be deployed centrally and accessed by the various officesof the department using the Internet.2.7.2 Application Support would include:The Service Provider is expected to resolve all critical bugs/complaint within 24hours and non-critical bugs/complaints within 5 days of the registration of theBug/complaint and update the status of the Bug/complaint resolution on the aboveapplicationUsers at various Offices should able to register the Bugs/complaints in thisapplication/ solution with following details Module in which Bug/complaint is to be reported Date of Bug/complaint Description of the Bug/complaint in Hindi and English Critical/non-critical bug/complaint Ensuring uptime of the Application Managing all the Bugs reported in the Application Software through the BugManagement Software as described. Ensuring incorporation of major changes required in the application Softwareduring the contract period subject to :o Changes would not include change of Software Architecture and majorchanges of Database.o Changes would also include requirement of additional reports as andwhen required subject to availability of Data in the System.o Any bugs reported by the users during the period of contract have to beremoved promptly by the Service Provider.o Every Application user would have access to the bug/changemanagement software.11

o Any Bug or changes required by the Directorates with respect to the Website would be reported by the User on the Bug Management Software andService Provider would be responsible to update the status of same.o Changes required by the users would be actually undertaken after thesame are approved by the Project Coordinator of the Directorates.2.7.3 Project Management ServicesService Provider would be responsible for management of the Project with followingroles: Co-ordinate the preparation and distribution/sharing of the ImplementationPlan of the Project. Ensure that the various Offices are sticking to the implementation plan Ensure that daily check lists are being generated by the various Offices. Handle any issues being faced by the various Offices during theimplementation. Provide the necessary support for ensuring the Integrity of Data such that allReports required are correct. Co-ordinate with Software team to ensure that the Bugs/changes areexecuted in time. Provide all hand-holding and co-ordination support required by differentDirectorates for the execution of the project.2.6.4 Training ServicesService Provider would conduct following minimum trainings: One 3 day Training sessions at Department of Agriculture for the variousoperators of on the application software and specifically related to feeding ofScheme related MIS Data Transactions and view/print all level reports. Each ofthe Training session would have approximately 10-20 operators. One day Training to the District level Officers in District Head Quarters. Providing the User Manual based on the Level of the user. The Service Provider would also provide an On-line Help and InteractiveTraining module which can be downloaded by the users for using theapplication software. The training services can be increased by the department as and whenrequired.3.0 Terms & conditions for RFP The Department at its own costs shall provide the requisite space and12

furniture for the work.Quotations are invited from the agencies of repute having sound experiencein similar nature of work.The companies / agencies not registered in India under the Companies Act,1956 need not apply.To obtain first hand information on the assignment, prospective bidders mayvisit the office of the undersigned before submitting proposal. They mustfully acquaint themselves of the work and services and take them in toaccount in preparing their proposal.Financial Proposals will be opened of only technically qualified agencies. Thework will be awarded on the basis of least cost to Department ofAgriculture. The technical ability, good experience regarding successfulhandling of similar projects and reputation shall be the primary criteria forshort listing. If proposals of two or moreagencies are found equallycompetitive, preference shall be given to the agencies providing services toState / Central Government departments/undertakings,Agencies submitting the tender shall, on direction of the Department, presenta demonstration for the proposed software at their own cost.Please note that (i) costs of preparing the proposal presenting ademonstration for the proposed software and of negotiating the contract,including visits to the Employer etc. are not reimbursable; (ii) Employer is notbound to accept any of the proposals submitted and reserves the right to rejectany or all proposals without assigning any reasons thereof.The proposals must be properly signed by a duly authorized person holding thePower of Attorney (A certified copy of the Power of Attorney shall accompany theproposal).4.0 Amendment of Tender DocumentAt any time before the deadline for submission of bids, Department ofAgriculture, Government of Bihar may, for any reason, whether at its owninitiative or in response to a clarification requested by a prospective Bidder,modify the Tender Document by amending, modifying and/or supplementing thesame.Any amendments/modifications in the tender document will be displayedon the website (www.krishi.bih.nic.in) and all such amendments shall be bindingon the bidders without any further act or deed on Secretary, Agriculture,Government of Bihar part. In the event of any amendment, Secretary,Agriculture, Government of Bihar reserves the right to extend the deadline for thesubmission of the bids, in order to allow prospective Bidders reasonable time inwhich to take the amendment into account while preparing their bids.13

5.0 Preparation of ProposalAgencies submitting the tender/proposal are requested to submit their proposal infollowing 2 covers according to two bid systems:(A) Technical Bid for web based MIS system(B) Financial Bid for web based MIS systemAll the two envelopes i.e. envelope for Part-A and Part-B must be packedin separate envelope and sealed (with lac wax) and put into another biggerenvelope clearly super scribed with "PROPOSAL FOR WEB BASED MISSYSTEM".The bidders Name & address shall be clearly mentioned on each of theinner envelope and the outer envelope. The inner and outer envelopes shall beaddressed to:THE SECRETARY,DEPARTMENT OF AGRICULTURE,GOVERNMENT OF BIHAR,THIRD FLOOR, VIKAS BAHWAN,NEW SECRETARIAT, PATNA 800001If the envelopes are not sealed and marked as mentioned above then theSecretary, Department of Agriculture will assume no responsibility for theproposal’s misplacement or premature opening.A bidder can submit one proposal at a time. Bidder submitting more thanone proposal shall be rejected.5.1 Validity of Proposals For the purpose of placing the order, the Bids shall remain valid for atleast 120 days after the date of bid opening. A bid valid for a shorter period may be rejected by the Secretary,Department of Agriculture as being non-responsive. During the period of validity of Bids, the rates quoted shall not change. In exceptional circumstances the Secretary, Agriculture may ask forextension of the period of validity and such a request shall be binding onthe bidder. The response to such a request by various bidders shall be in writing. A bidder agreeing to such an extension will not be permitted to increase itsrates.5.2 Right to accept ProposalThe Secretary, Department of Agriculture, Government of Bihar reserves theright to accept or reject any Proposal, and to annul the Proposal process andreject all Proposals at any time prior to award of contract, without thereby14

incurring any liability to the affected bidder or any obligation to inform the affectedbidder of the grounds for such decision.5.3 Proposal Due DateRFP filled in all respect must reach Secretary, Agriculture, Government of Biharon or before the date specified in the cover page of the RFP through Speed Post/ Registered Post / Courier. If the specified date for the submission of RFPs isdeclared as a holiday for Govt. of Bihar, the RFPs will be received up to theappointed time on the next working day.5.4 Late SubmissionRFPs submitted after the deadline for submission prescribed by the Departmentof Agriculture will not be considered.5.5 Modifications / WithdrawalNo modifications / withdrawal to the Proposals shall be allowed; once it isreceived by the tendering authority.5.6 Bid OpeningThe Committee constituted by the Department of Agriculture under thechairmanship of Secretary, Agriculture will open all Proposals, in the presence ofbidders or their authorized representatives who choose to attend, at the date andtime mentioned in the RFP.The bidders’ representatives who are present shall sign a registerevidencing their attendance. In the event of the specified date being declared aholiday, the RFPs shall be opened at the appointed time and location on the nextworking day.5.7 Fraud & CorruptionThe Department of Agriculture requires that bidder bidding for this RFP mustobserve the highest standards of ethics during the performance and execution ofsuch contract in pursuit (pursuance) of this policy, of the Department. “Corrupt practice” means the offering, giving, receiving or soliciting of anythingof value to influence the action of officials of the department by any personnel ofbidder in procurement process or in contract execution. “Fraudulent practice” means a misrepresentation of facts, in order to influencea procurement process or the execution of a contract, to the detriment ofDepartment of Agriculture, Government of Bihar, and includes collusive practicesamong the bidders (prior to or after Proposal submission) designed to establishbids at artificially high or non-competitive levels and to deprive the Department ofAgriculture, Government of Bihar of the benefits of free and open competition;15

“Unfair trade practices” means supply of services different from what isordered by the Department of Agriculture, Government of Bihar. “Coercive practices” means harming or threatening to harm, directly orindirectly, persons or their property to influence their participation in the executionof contract. The Secretary, Department of Agriculture, Government of Bihar will reject aproposal for award, if he is of view that the bidder recommended for award hasengaged in corrupt, fraudulent, unfair trade practices or coercive practices. Department of Agriculture, Government of Bihar will declare a firm ineligible,either indefinitely or for a stated period of time, for awarding the contract, if it atany time determines that the firm has engaged in corrupt, fraudulent, unfair tradeand coercive practices in competing for, or in executing, the contract.5.8 Rejection of BidThe Department of Agriculture, Government of Bihar reserves the right to rejectany and all proposals, in whole or in part, to waive any and all informalities, andto disregard all non-confirming, non-responsive or conditional proposals, withoutany thing and any reason.In the event any or all proposals are rejected, in whole or in part, thereafterDepartment of Agriculture, Government of Bihar, in its sole discretion may initiatea new RFP process including all or part of the components of this Request forProposals.5.9 Acknowledgement by the BidderIt shall be deemed that by submitting the Proposal, the bidder has:o Made a complete and careful examination of the RFPo Received all the relevant information requested from the Department ofAgriculture, Government of Biharo Acknowledged and accepted the risk of inadequacy, error or mistake in theinformation provided in the RFP or furnished by or on behalf of theDepartment of Agriculture, Government of Bihar or relating to any of thematters Stated in the RFP Documento Acknowledged that it does not have a conflict of Interest; and Agreed to bebound by the undertaking provided by it under and in terms hereof.The Department of Agriculture, Government of Bihar shall not be liable forany omission, mistake or error on the part of the Applicant in respect of any ofthe above or on account of any matter or thing arising out of or concerning orrelating to RFP or the Selection Process, including any error or mistake therein orin any information or data given by the Department of Agriculture, Government ofBihar.5.10 Earnest Money Deposit (EMD)16

The EMD is required to protect the Department of Agriculture,Government of Bihar against the risk of Bidder’s conduct, which would warrantthe security’s forfeiture.Unsuccessful Bidder’s EMD will be discharged / returned as promptly aspossible as but not later than 30 days after the expiration of the period of bidvalidity.The successful Bidder’s EMD will be returned after furnishing theperformance guarantee or adjusted against the performance guarantee upon thebidder signing the contract.The Bidder has to submit an EMD of Rs. 2, 00,000.00 (Rupees Two Lac Only) infavour of “Director of Agriculture , Govt of Bihar“ Payable at “ Patna “ .5.11 Forfeiture of EMDEMD submitted by the vendor may be forfeited under the following conditions. If the bidor its submission is not in conformity with the instruction mentioned herein; If the vendor withdraws the tender before the expiry of the validity periodIf the vendor violates any of the provisions of the terms and conditions of thetenderIn case a successful vendor fails to (a) accept award of work, (b) sign thecontract agreement with Department of Agriculture, Government of Bihar, afteracceptance of communication on placement of award, (c) furnish performancesecurity, or the vendor violates any of such important conditions of this tenderdocument or indulges in any such activities as would jeopardize the interest ofDepartment of Agriculture, Government of Bihar in timely finalization of thistender.The decision of Secretary, Agriculture, Government of Bihar regarding forfeitureof bid security shall be final and shall not be called upon question under anycircumstances. A default in such a case may involve black-listing of the vendorby Department of Agriculture, Government of Bihar.5.12 Announcement of BidsThe name of Bidder, bid prices, total amount of each Bid, EMD, discount, etc. shall beannounced at the Commercial Bid opening.5.13 Clarification of BidsTo assist in the evaluation, comparison and an examination of bids, Department ofAgriculture, Government of Bihar may, at its sole discretion, ask the Bidder for aclarification of its bid including breakdown of unit rates. The request forclarification and the response shall be in writing. If the response to theclarification is not received before the expiration of deadline prescribed in therequest, Department of Agriculture, Government of Bihar reserves the right tomake its own reasonable assumptions at the total risk and cost of the Bidder17

5.14 Completeness of BidsThe committee constituted under chairmanship of Secretary, Agriculture,Government of Bihar will examine the bids to determine whether they arecomplete, whether they meet all the conditions of the Tender Document andTechnical Specifications, whether any computational errors have been made,whether required sureties have been furnished, whether the documents havebeen properly signed, and whether the Bid Documents are substantiallyresponsive to the requirements of the RFP.5.15 Rectification of ErrorsArithmetical errors will be rectified on the following basis: - If there is a discrepancy between the unit price and the total price that isobtained by multiplying the unit price and quantity, the unit price shallprevail and the total price shall be corrected. If there is a discrepancy between the rates in words and figures, the ratein words will prevail. If the supplier does not accept the correction of errors, his bid will berejected & EMD may be forfeited.5.16 Notification to BidderThe Bidder whose Bid has been accepted shall be notified of the award prior tothe expiration of the period of validity of the proposal, by registered letter or byfax. This letter (hereinafter the “Letter of Acceptance”) shall state the sum thatDepartment of Agriculture, Government of Bihar shall pay the Bidder inconsideration of the execution, completion and maintenance of the work asprescribed by the Contract (hereinafter the “Contract Cost”) in accordance withPayment Terms. The Bidder shall acknowledge in writing, the receipt of theLetter of Acceptance and shall send his acceptance to enter into the Contractwithin seven (7) days from the receipt of the Letter of Acceptance.5.17 Signing of agreementPursuant to the Bidder acknowledging the Letter of Acceptance, the Bidder andDepartment of Agriculture, Government of Bihar shall promptly and in no eventlater than 7 working days from the date of acknowledgement of the Letter ofAcceptance, sign the Contract. This shall be subject to the furnishing of thePerformance Guarantee. Department of Agriculture, Government of Bihar shallhave the right and authority to negotiate certain terms with the successful Bidderbefore signing of the Contract. The signing of the Contract shall amount to awardof the Contract and the Bidder shall initiate the execution of the work as specifiedin the Contract.5.18 Expenses for the ContractAll incidental expenses of the execution of the Contract shall be borne solely bythe successful Bidder and such amount shall not be refunded to the successfulBidder by the Department of Agriculture, Government of Bihar.18

5.19 Failure to abide by the ContractThe conditions stipulated in the Contract shall be strictly adhered to and violationof any of these conditions shall entail immediate termination of the Contractwithout prejudice to the rights of Department of Agriculture, Government of Biharwith such penalties as specified in the Bid Document and the Contract.5.20 Period for Furnishing Performance GuaranteeWithin seven (7) working days of the receipt of the acknowledgment of the Letterof Acceptance from Department of Agriculture, Government of Bihar, thesuccessful Bidder shall furnish a Performance Guarantee for an amountequivalent to 5% of the Contract Cost in accordance with the conditions of theContract, in the form of a Bank Guarantee / Bank Draft / Pay Order from aScheduled bank drawn in favour of "Director of Agriculture, Government ofBihar, payable at Patna". If such Performance Guarantee is in the form of aBank Guarantee, then such Bank Guarantee shall be in a form acceptable to theDepartment of Agriculture, Government of Bihar. The EMD submitted earlier bythe successful Bidder shall be adjusted against the Performance Guarantee andsuch Performance Guarantee shall be retained by the Department of Agriculture,Government of Bihar till the end of the Term as defined in the Contract.5.21 Annulment of AwardFailure of the successful Bidder to comply with pre-qualification criteria,evaluation criteria and other terms and conditions set out in the TenderDocument shall constitute sufficient ground for the annulment of the award ofContract and forfeiture of the EMD, in that event Department of Agriculture,Government of Bihar may make the award to the next lowest evaluated Bidder orcall for new bids.5.22 DisqualificationsDepartment of Agriculture, Government of Bihar may at its sole discretion and atany time during the evaluation of Proposal, disqualify any bidder, if the bidderhas: Submitted the Proposal documents after the response deadline Made misleading or false representations in the forms, statements andattachments submitted in proof of the eligibility requirements Submitted a proposal that is not accompanied by required documentationor is non-responsive Failed to provide clarifications related thereto, when sought Submitted more than one Proposal (comprising of same Prime Applicantindividually or in case of a consortium Prime Applicant and ImplementationPartner) Declared ineligible by the Government of India or any state agency forcorrupt and fraudulent practices or blacklisted Submitted a proposal with price adjustment/variation provision.19

6.0 Bidding Procedure & Evaluation All evaluation will be carried out by the committee constituted under thechairmanship of Secretary of Agriculture, Government of Bihar. Evaluation conducted by the committee shall be final and binding on allthe bidders. The evaluation committee may choose to conduct technical negotiationsor discussions with any or all the bidders. The decision of the evaluationcommittee in the evaluation of the Technical & Financial bids shall be finaland binding on all the parties. No correspondence will be entertained outside the process of negotiation /discussion with the evaluation committee. Information relating to the examination, clarification, evaluation andcomparison of the bid document and recommendations (if any) shall notbe disclosed by the evaluation committee to the bidders or any otherpersons (other than officers / advisors of Secretary, Agriculture,Government of Bihar or as required by applicable law) not officiallyconcerned with such process until the award to the successful bidder hasbeen announced. Any effort by a bidder to influence the tender evaluation committee’sprocessing of bids or award decisions may result in the rejection of thebid.6.1 Preliminary ScrutinyThe committee constituted by the department for scrutiny will prepare a list offirms based on the compliance of all the terms and conditions of the tender. Thetenders which do not conform to the tender conditions shall be straight awayrejected. All eligible tenders will be considered for further evaluation. Thedecision of the Department of Agriculture, Government of Bihar will be final in thisregard.6.2 Technical Evaluation (Total Marks – 100#)Sl # Items Criteria Points(a) Bidder should have successfully implementedat least 2 MIS Software Projects (WithoutHardware and Human Resource Supply)Worth Rs. 20 Lacs (Work Order of theConcerned Project)(b) Coverage of the solutions requirescustomization on the module proposed for theproject(c) Technical Presentation Work Plan Approach & Methodology Domain Knowledge Understand solution’s features in greaterdetail & application life cycle management Understand software solution’s fit to>=30 Lakh Rs>=25 Lakh Rs>=20 Lakh Rs100% Coverage80% Coverage< 80% overage5030101074101005Max.Points50104020

Department of Agriculture, GOBrequirements Man power availability1005Total 100Minimum qualifying mark for opening of commercial bid is 70% (70 out of100). Financial bid will be opened only for those bidders which are technicallyqualified in the technical evaluation. All other commercial bids will be ignored.Final selection will be based upon Quality cum Cost Based Selection (QCBS)method.6.3 Financial EvaluationFinancial Proposals will be opened of only technically qualified agencies. Thework will be awarded on the basis of least cost to Department of Agriculture.7 Implementing & User Acceptance TestingAfter the completion of software development and initial set up, the Vendor shalltake User Acceptance Testing before rollout.7.1 Related DeliverablesThe Service Provider is expected to follow the phases as below during ApplicationDevelopment, System Study with respect to all the above modules andSubmission of System Study report consisting of: System requirement and Specifications Screen Interfaces Formats of Screen and Print reports Demonstration and approval of the Prototype Development and Coding Project Management Plan (PMP) Contingency Plan Test Plan Training Plan User Manual Operations and Maintenance (O&M) Manual7.2 System DeploymentAfter the user acceptance testing and incorporating the required changes, thevendor shall roll out the system for all locations across Bihar.7.3 Maintenance & HandholdingThe vendor shall take the responsibility to maintain software for a period of thirtysix month from the date of roll out. The vendor is expected to provide skilledresources onsite at software implementation location during the maintenanceperiod.7.4 Capacity Building TrainingThe vendor shall organize capacity building trainings programmes to create skilledmanpower to handle and make use of the system. The capacity buildingprogramme also aims to create awareness among all the stakeholders foreffective utilization of the integrated inventory management solution.21

To organize the capacity building training, the vendor is required toundertake the following exercises: Preparation of training modules Identification of resource person Logistical arrangement for smooth conduct of the trainings7.5 Training Manual & Operational GuidelinesThe vendor shall prepare the training manuals and operational guidelines. Themanuals and guidelines shall be simple for easy understanding to the people.7.6 Monitoring & EvaluationThe solution should provide an integrated tool to manage whole applicationduring and after implementation. The vendor shall follow recommendedmechanism for monitoring and evaluation of implementation. The vendor shallsubmit monthly evaluation report to the competent authority.Implementation/Admin tool should be used to carry on the configuration and useracceptance activities. Same tool shall be used as knowledge repository duringand post implementation support activities.Implementation/Admin tool should enable all end user to log in issue andseek support from the help desk. As a security procedure, onlyImplementation/Admin tool shall be the window for 24/7 support to resolveproduct related issue resolution activities by the software vendor.The monitoring will be done over a period of one year to ensure that theactivities yield both quantitative outputs as well as qualitative outcomes andcontribute towards the immediate objectives of the Project and also pave the wayfor up-scaling the outcomes by ensuring their sustainability and efficacy in anenduring manner.7.6.1 Section A: Organic functionality Use of ICT as a part of the business process in shifting the focus ontechnology based business process instead of task. Assess Department of Agriculture, Government of Bihar requirements interms of service delivery through ICT or backend computerization. Assist Department of Agriculture, Government of Bihar to identify projectsfor the use of technology in enhancing productivity. Define processes to ensure consistency and quality of output includingusing standardized tools for discussions, reporting and monitoring etc. Assist Department of Agriculture, Government of Bihar to implement thesystem for effective management. Prepare the framework and templates so that the evaluation of theprogram is objective and consultative.7.6.2 Section B: Functional, Process Understanding22

Assist different Directorates of the Agriculture in making effective use ofICT for their internal functions as well as for delivery of public services. Assist the organization in process of data up-dation for improving theirefficiency. Study of the present structure, functions and services of differentDirectorates of Agriculture, Government of Bihar.8. Technical Requirements8.1 System Security The passwords and security codes have to be maintained in the system. Provides security & controls to prevent unauthorized access to databases,maintain database process controls, and log all database transactions. Provides security to limit availability to application software screens, dataelements, and the contents of data elements where appropriate. Provides encryption technology. Provides database level security. Provides application level security. The software needs to have right up to individual functionalities (screensand buttons for add, update, delete, view etc.). The software should have security features based on data hierarchy.8.2 Processing & Remote Access Avoids duplication in Data Able to operate in a multi-user environment with record locking to maintainthe integrity of the data across all modules Simultaneous processing should be made available for most functions. Provides edit controls to prevent incomplete or incorrect data from beingprocessed, and programmatic control of the process flow to preventinformation from being processed in the wrong sequence. Provides end-users with the ability to enter and manipulate data in an onlineinteractive mode All updates are processed in real time. i.e., they are immediately availablethroughout the system.8.3 Access Control Features Provides role based authorization in approval mechanisms and escalationprocedures. Able to assign a user with multiple roles Provides role based access control Able to assign access control at Administrator level Able to delegate authority by certain end user groups8.4 User Interface Application should have consistent look and feel across all applications23

Consistent and logical navigation flow and tool-tip information whereverrelevant Uses standard GUI features (e.g., drop-down menus, dialog boxes,toolbar buttons) Data formats are consistent throughout application windows Menu options can be accessed via keyboard commands and/or arrowkeys. Mouse-only access to options should be avoided Controls on page must respond properly to Tab order and hot-keys (altkeys) Interface recovers gracefully from anticipated user errors (e.g., invalidinput) Information and error messages are useful, accurate, and correctly spelled Unnecessary warnings do not appear8.5 Database Uses an integrated database transcending functional areas Operates from a single data element dictionary addressing the entiresystem, with common update and query capability for all the users fromdifferent locations The dictionary is an integral component of the data access capabilities,including the definition of both data attributes and values System uses a centralized database8.6 General Reporting All modules of the solution should comprise of comprehensive reportingfacilities with standard reports that confirm to the best practices andbenchmarks of related functional area Dynamic and interactive reporting using prompts to allow end users toselect filter conditions to be used at run-time Each report header/footer includes in minimum the title:• Organization name• Report name• Login user details (created by)• The report date & time• Each criteria entered to generate the report• Page numbers Able to run the reports in a browser based environment Offers ad-hoc Analysis allowing end users to create additional reportsbased on existing attributes and metrics or create new ones to addressspecific reporting needs Able to seamlessly export data into Microsoft Excel or MS word for furtheranalysis and extended reporting Able to carry out multiple sorting and apply extensive selection criteria24

Able to provide details/summarized reports and cross analysis of eachmodule and sub module of the solution Each report offers category totals and grand total figure whereverapplicable/specified Able to print report at any stage before final closing8.7 Modularity The system should be modular in design New application components can be integrated with the system toaccommodate a phased implementation and take advantage of newtechnological advances Once implemented, the system must be able to easily expand to include newcapabilities without negatively impacting previously implemented functionality Proposed software should not disturb the customization done specifically forthe Department of Agriculture, Government of Bihar during upgrade to higherrelease or implementation of additional packs. Software vendor shouldprovide additional functionalities not necessarily through next higher release,but as additional packs. Department of Agriculture, Government of Bihar willexercise the right of implementing only the relevant packs or functionalities.8.8 Administrative Tools Includes administrative tools to monitor utilization, trace database accesschains, optimize schema and sub-schema definitions, and optimize fileplacement and layout Permits system audits to determine who has used the system recently andwhat changes have been made Keeps a daily transaction journal for recovery purposes should that becomenecessary Statistics should be available on database access rates (both update andquery) by program, terminal, ID, and by time of day8.9 User TrainingThe implementation includes user training for each module covered by thesystem8.10 DocumentationSpecific elements of documentation that must be available with the systeminclude: User Manuals (both soft and hard copy)9. ImplementationThis will cover the following (but not limited to) activities: Preparing a Detailed Implementation Plan in consultation with Departmentof Agriculture, Government of Bihar25

Carrying out the final testing of the configured solution and obtainingvarious sign offs. Documentation of the testing procedures and results obtained Transferring the duly-tested configuration to the production environment Installation of the software and handing over of Final Source-Code todifferent Directorates of the Department Data upload with due validation and checklists Assistance in clearing the initial transactions Roll out of the software across all the locations in a time bound manner Development of the necessary MIS Reports Implementation of necessary access security and data validation controls Necessary User / Technical Manuals Full support to different directorates of the Department for a period of 36months after the complete roll- out.10. On-Going SupportThe table presented below is indicative of the level of support expected. It may beused as a base and be fine-tuned to describe the kind of support that can beoffered. Bidder must have the ability to comply with the following levels of supportdesired by Department of Agriculture, Government of Bihar or proposecomparable alternatives if any.SupportAvailabilityInitialResponseMajor RepairGuaranteedOperationsTrainingSoftware &DocumentationPostImplementationWarrantySoftware Support (Application Software)Full support: 7 days a week during 10:00 to 18:00 hrsImmediate response and support for usage related and otherminor problems. etc. Onsite support within 24 hours for majorproblems and immediate support in case of emergency.Immediate support for database recovery after crash,performance tuning, etc. Bug fix or update for all criticalfunctions.Web Based MIS System provider will provide all technicalsupport necessary to meet all critical processing cycles.Follow-up training for major changes in system releases.As part of ongoing support, automatically upgrade the systemon any new releases and provide any updates of technical andfunctional manuals.Indicate the type of post implementation support (includingwarranty Period and AMC) that will be provided.Warranty period should be for at least three years from the date26

of final acceptance. The final acceptance will be three monthsfrom the date of live operation of the complete system inproduction environment, with no pending deliverables by theBidder.11.0 General BidThe RFP is open to eligible bidders only as per the pre qualification criteria. Thefollowing documents shall be submitted in duplicate (Original & Copy) in twoseparate sealed envelope.11.1. Non-refundable Tender Paper cost (downloaded from www.krishi.bih.nic.in )cost of Rs. 5,000/-, inclusive of 5% VAT, in shape of Bank Draft from anyscheduled bank drawn in favour of Director of Agriculture, Government ofBihar payable at Patna.11.2. Interest free Earnest Money Deposit (EMD) of Rs. 2,00,000.00 (Rupees TwoLacs Only) in shape of Bank Draft from any scheduled bank drawn in favour ofDirector of Agriculture, Government of Bihar payable at Patna. The EMD ofsuccessful bidder is liable to be forfeited if the bidder, revokes any terms of thetender within the validity period. EMDs given by unsuccessful bidders will berefunded after placing of work order to the successful bidder.11.3. The bidder must be a company registered under the Indian CompaniesAct, 1956. Copy of such certificate shall be enclosed as a proof.11.4. The bidder should have been registered with Service Tax authority.11.5. The bidder should be in IT Services for last five years in India. Copy of Certificateof incorporation and the MOA has to be enclosed.11.6. The bidder should have successfully Developed Two MIS Software Applications(Excluding the Software and the Manpower) for any Government Departments inIndia. Copy of work order from any Govt. Department must be submitted as aproof.11.7. The bidder should have successfully completed at least two projects withminimum project cost of Rs. 30,00,000/(Excluding Hardware and Manpower) forany Government Departments in India. Copy of work order from for any Govt.Department must be submitted as a proof.11.8. The bidder should have experience in managing projects at clients’ site (or sitepreferred by the client) by deploying dedicated manpower for the project period.Copy of at least two work orders from for any Govt. Department along withcompletion certificate clearly stating the criteria must be submitted as a proof.11.9. Applicants should not be under a declaration of ineligibility for corrupt andfraudulent practices issued by Government of India / State Governments. A selfdeclarationcertificate on the company letter head should be enclosed.11.10. Representative authorization letter in the company letter that is chosen to signthe entire document relating to this RFP and will be present during evaluation &negotiation during the RFP period.Important Points:27

(a) In absence of any one of the above the offer will be treated asnon- responsive and summarily rejected.(b) Relevant documents in support of the above criteria must be enclosed alongwith Technical Bid documents failing which the bid will liable to be rejected.(c) The technical & financial bids of the bidders, unsuccessful in prequalificationbid shall not be considered for evaluation.Note: The qualifying requirement data/details shall be enclosed with thetechnical bid only. The bidder who do not qualify this criterion, will be disqualifiedimmediately and their financial bid will not be considered for opening.12 Technical BidThe Technical Bids of those bidders will be opened, which are successful ineligibility criteria. The following documents shall be submitted in duplicate(Original & Copy) in two separate sealed envelope Technical bid letter in the company letter head as per Annexure-T1 Bidder Company Profile as per Annexure-T2 Bidder Project Profile of the prominent Government Customer in India asper Annexure-T3 Proposed Methodology, Time Line, Implementation Plan, etc Statement Deviation (if any) for Scope of Work as per Annexure-T4 Statement Deviation (if any) for Terms & Conditions as per Annexure-T5 Suggested Bill of Material, Equipment Specification, Solution LogicalArchitecture Drawing and Network Drawing which will be required forsmooth implementation of the project. Documents supports to the following evaluationSl # Items Criteria Points(a) Bidder should have successfullyimplemented at least 2 MIS Software Projects(Without Hardware and Human ResourceSupply) Worth Rs. 20 Lacs (Work Order ofthe Concerned Project)(b) Coverage of the solutions requirescustomization on the module proposed forthe project(c) Technical Presentation Work Plan Approach & Methodology Domain Knowledge Understand solution’s features in greaterdetail & application life cycle management Understand software solution’s fit toDepartment of Agriculture, GOBrequirements Man power availability>=30 Lakh Rs>=25 Lakh Rs>=20 Lakh Rs100% Coverage80% Coverage< 80% overage50301010741010051005Max.PointsTotal 10050104028

No supporting document or printed literature shall be submitted with theTechnical Bid unless specifically asked for.13.0 Commercial BidThe Commercial Bids will be opened, in the presence of Bidder’s or theirrepresentatives who wish to attend the Commercial Bid opening on date and timeto be communicated to all the technically qualified Bidders.The Commercial Bids of those bidders will be opened which are successful inTechnical Bid. The following documents shall be submitted in duplicate (Original& Copy) in two separate sealed envelope.13.1. Statement Commercial Deviation (if any) as per Annexure-C113.2. Price Schedule as per Annexure-C2No supporting document or printed literature shall be submitted with theFinancial Bid unless specifically asked for.14.0 General Terms & Conditions14.1 Relationship between the PartiesNothing mentioned herein shall be constructed as relationship of master andservant or of principal and agent as between the ‘Department of Agriculture,Government of Bihar, and ‘the Bidder’. The bidder subject to this contract hascomplete charge of personnel, performing the services under this project fromtime to time. The bidder shall be fully (jointly and severally) responsible for theservices performed by them or on their behalf hereunder.14.2 Standards of Performance The bidder shall perform the services and carry out their obligations under thecontract with due diligence, efficiency and economy in accordance withgenerally accepted professional standards and practices. The bidder shallalways act in respect of any matter relating to this contract as faithful advisorto the Department of Agriculture, Government of Bihar. The bidder shall always support and safeguard the legitimate interests of theDepartment of Agriculture, Government of Bihar, in any dealings with the thirdparty. The bidder shall abide by all the provisions / acts / rules etc. ofInformation Technology Act prevalent in the country. The bidder shall conformto the standards laid down in RFP in totality.14.3 Delivery and DocumentsThe bidder shall submit all the deliverables on due date as per the deliveryschedule. The bidder shall not without the Department of Agriculture,Government of Bihar prior written consent disclose the contract, drawings,specifications, plan, pattern, samples to any person for “Web Based MISSystem” other than an entity employed by Department of Agriculture,Government of Bihar for the performance of the contract. In case of terminationof the contract, the entire document used by bidder in the execution of projectshall become property of Department of Agriculture, Government of Bihar.14.4 Intellectual Property RightsNo services covered under the contract shall be sold or disposed by the bidder inviolation of any right whatsoever of third party, and in particular, but without29

prejudice to the generality of the foregoing, of any patent right, trademark orsimilar right, or any charge mortgage or lien. The bidder shall indemnify theDepartment of Agriculture, Government of Bihar from all actions, costs, claims,demands, expenses and liabilities, whatsoever, resulting from any actual oralleged infringement as aforesaid and at the expenses of the bidder. TheDepartment of Agriculture, Government of Bihar shall be defended in the defenceof any proceedings which may be brought in that connection.14.5 AssignmentThe bidder shall not assign the project to any other agency, in whole or in part, toperform its obligation under the Contract, without the prior written consent ofDepartment of Agriculture, Government of Bihar.14.6 Payment ScheduleThe Payments/Project Directions would be made to the bidder and bidder wouldbe the single point of contact for Department of Agriculture, Government of Bihar.No payment shall be made for partial work done. The bidder will be paidconsultancy fee as a percentage of the contract value in phases as per theschedule given below:MilestonePercentSRS Submission and Sign off30% of Development CostSoftware Development and Implementation 30% of Development CostTraining and Handholding20% of Development CostAcceptance of the solution20% of Development CostSoftware Maintenance2.77% of SoftwareMaintenance per MonthCloud Rental for Three Years33.33% Yearly14.7 SuspensionDepartment of Agriculture, Government of Bihar may, by written notice to bidder,suspend all payments to the bidder hereunder if the bidder fails to perform any ofits obligations under this contract including the carrying out of the services,provided that such notice of suspension Shall specify the nature of failure. Shall request the bidder to remedy such failure within a period notexceeding thirty (30) days after receipt by the bidder of such notice offailure.14.8 TerminationUnder this contract, Department of Agriculture, Government of Bihar may, bywritten notice terminate the bidder in the following ways Termination for default for failing to perform obligations underthe contract or if the quality is not up to the specification or in theevent of non adherence to time schedule.30

Termination for Convenience in whole or in part thereof, at anytime Department of Agriculture, Government of Bihar reservesthe right to elect:• To have any portion completed at the work order and /orthe Work Order terms and prices; and /or• To cancel the remainder and pay to the agency anagreed amount for partially completed Services. Termination for Insolvency if the bidder becomes bankrupt orotherwise insolvent.14.9 Taxes and DutiesThe commercial proposal shall be inclusive of all taxes and duties.14.10 Legal JurisdictionAll legal disputes between the parties shall be subject to the jurisdiction of thePatna, Bihar. In case of any dispute or difference arising out of or in relation tothis agreement, same will be referred to an Arbitrator (other than the employee ofthe Department of Agriculture, Government of Bihar) to be appointed by theDepartment of Agriculture, Government of Bihar and whose decision shall befinal and binding upon the bidder. The arbitration will be governed by Arbitration& Conciliation Act 1996.14.11 NoticeAny notice, request or consent required or permitted to be given or madepursuant to this contract shall be in writing. Any such notice, request or consentshall be deemed to have been given or made when delivered in person to anauthorized representative of the party to whom the communication is addressed,or when sent to such party at the address mentioned in the Contract Agreement.14.12 Limitations of Liabilities Either party will accept liability without limit. For death or personal injurycaused to the party by its negligence or the negligence of its employeesacting in the course of their employment; any other liability which by laweither party cannot exclude. This does not in any way confer greater rightsthan what either party would otherwise have at law. The contract does not contemplate any consequential, indirect, loss profit,claim for tort or similar damages of any form to be paid by the bidder toDepartment of Agriculture, Government of Bihar or any other organizations. Notwithstanding anything to the contrary contained in this contract, in noevent will the bidder be liable to Department of Agriculture, Government ofBihar, whether a claim be in tort, contract or otherwise; for any amount inexcess of 100% of the total professional fees payable for the respectiveproject provided that this limitation shall not apply to any obligation of bidderto indemnify to Department of Agriculture, Government of Bihar with respectto intellectual property right infringement.31

No action regardless of form, arising out of this Contract may be brought byeither party more than one year after the cause of action has accrued.14.13 Progress of the ProjectThe bidder would be required to intimate the progress of the project toDepartment of Agriculture, Government of Bihar in a frequency and mannerprescribed by the Department in consultation with the bidder after the award ofcontract.14.14 Miscellaneous The end product of the work assignment carried out by the bidder, in anyform, will be the sole property of Department of Agriculture, Government ofBihar. In the event the bidder’s company or the concerned Division of thecompany is taken over / bought over by another company, all theobligations under the agreement with Department of Agriculture,Government of Bihar, should be passed on the compliance by the newcompany new division in the negotiation for their transfer.14.15 Penalty The delivery of project is scheduled within 6 months (as per the schedulementioned in the table below) from the date of award and removal of anyglitches within the warranty period of 12 months from the date of finalimplementation of “Web Based MIS System”. The warranty period will beof 36 months, which will start from the date of final implementation of WebBased MIS System. If the implementation of final project gets delayed i.e.not completed within 6 months from the date of award due to lapses on thepart of the bidder, then bidder will be liable for the penalty as under.Deduction of 0.50% of total value of the contract for per week delay.Subject to maximum deduction of 10% of the total value of the contract.32

Annexure-T1 (Technical Bid Letter)Dated:ToThe Secretary,Department of Agriculture, Government of Bihar,Third Floor, Vikas Bahwan, New SecretariatPatna-800001.Sub: Request for Proposal (RFP) for selection of firm to implement WebBased MIS System.Dear Sir1. With reference to your request of proposal document no___________ I/we, haveexamined the bid documents and understood the contents, hereby submit my/ourproposal for the aforesaid project. The proposal is unconditional and unqualified.2. All information provided in the proposal and appendices is true and correct.3. This statement is made for the express purpose of qualifying as a bidder forundertaking the Project.4. I/We shall make available to the tendering authority for any additional informationit may find necessary or require to supplement or authenticate the bid.5. I/We acknowledge the right of tendering authority to reject our proposal withoutassigning any reason or otherwise and hereby waive our right to challenge thesame on any account whatsoever.6. I/We certify that in the last three years, we have neither failed to perform on anycontract, as evidenced by imposition of a penalty or a judicial pronouncement orarbitration award, nor have been expelled from any project or contract nor havehad any contract terminated for breach on our part.7. I/We declare that:(i) I/We have examined and have no reservations to the RFP Documents,including any addendum issued by the tending authority.(ii) I/We hereby certify that we have taken steps to ensure that, no personacting for us or on our behalf has engaged or will engage in any corruptpractice, fraudulent practice, coercive practice, undesirable practice orrestrictive practice.8. I/We declare that we are not a member of any other firm submitting a proposalfor this project.33

9. I/We certify that in regard to matters other than security and integrity of thecountry, we have not been convicted by a Court of Law or indicted or adverseorders passed by a regulatory authority which could cast a doubt on our ability toundertake the Project or which relates to a grave offence that outrages the moralsense of the community.10. I/We further certify that in regard to matters relating to security and integrity of thecountry, we have not been charge-sheeted by any agency of the Government orconvicted by a Court of Law for any offence committed by us or by any of ourAssociates.11. I/We further certify that no investigation by a regulatory authority is pending eitheragainst us or against our associates or against our CEO or any of our Directors.12. In the event of my/ our being declared as the successful, I/We agree to enter intoan agreement in accordance with the draft that has been provided to in the RFPdocument. We agree not to seek any changes in the aforesaid draft and agree toabide by the same.13. The fee has been quoted by me/us after taking into consideration all the termsand conditions Stated in the RFP.14. I/We undertake to provide Performance Security of 5% of the order value in casethe contract is being awarded to us.15. I/We agree and understand that the Proposal is subject to the provisions of theRFP documents. In no case, I/We shall have any claim or right of whatsoevernature if the project is not awarded to me/us or our proposal is not opened.16. I/We agree to keep this offer valid for 180 days from the proposal due datespecified in the RFP.17. I/We agree and undertake to abide by all the terms and conditions of the RFPdocument. In witness thereof, I/we submit this Proposal under and in accordancewith the terms of the RFP document.Date:Yours faithfully,Name:Designation:34

Annexure-T2 (Bidder Company Profile)Name of the Firm/Company:Full Address of Company:Year of Registration:Telephone Number:Fax Number:E-Mail Address:Website:Sectors' in which the company/firm has provided services to GovernmentDepartments in India:No. of full time personnelcurrently under employmentNo. of Year of Presence in India:Technical:Non Technical:Details of Authorized Representative:Name:Designation:Mobile:Office:E-Mail:35

Signature & Seal(Authorized Signatory)36

Annexure-T3 (Bidder Project Profile)SL# Client Name Project NameYear ofCompletionProject Cost(Rs.)Copy of Work Order & Completion Certificate must be attached with thisAnnexure.Signature & Seal(Authorized Signatory)37

Annexure-T4 (State of Deviation – Scope of Work)Dear Madam/Sir,Following are the deviations and variations from the Scope of Work.These deviations and variations are exhaustive. Except these deviations andvariations, the entire work shall be performed as per your specifications anddocuments.SLNoSection Clause No. Page No.Statement of deviations andvariations from Scope ofWorkSignature & Seal39

(Authorized Signatory)Annexure-T5 (State of Deviation – Terms & Conditions)Dear Madam/Sir,Following are the deviations and variations from the Terms & Conditions.These deviations and variations are exhaustive. Except these deviations andvariations, the entire work shall be performed as per your specifications anddocuments.SLNoSection Clause No. Page No.Statement of deviations andvariations from Terms &Conditions40

Signature & Seal(Authorized Signatory)Annexure-C1 (Commercial Deviation)Dear Madam/Sir,Following are the deviations and variations from the commercial. Thesedeviations and variations are exhaustive. Except these deviations and variations,the entire work shall be performed as per your specifications and documents.SLNoSection Clause No. Page No.Statement of deviations andvariations from Commercial41

Signature & Seal(Authorized Signatory)Annexure-C2 (Price Schedule)Dated:ToThe Secretary,Department of Agriculture, Government of Bihar,Third Floor, Vikas Bahwan, New SecretariatPatna-800001.Sub: Request for Proposal (RFP) for selection of firm to implement Web BasedMIS System.Dear Madam/Sir,We, the undersigned, offer to provide above service in accordance with yourRFP. Our Financial proposal for project is given as below;Sl#123DescriptionOnetime design, development,training and implementationcost of Web based MISSystem as per the scopedefined in the RFP.Software Maintenance,Support (Onsite & Online) forThree years.Cloud rental for three years.Cost(Includingall taxes)ApplicableST/ VAT(CurrentRate)Total(AmountinRupeesTotalOur financial proposal shall be binding upon us subject to any modificationsresulting from contract negotiations, up to the expiration of the validity period of theproposal, i.e. 180 (days).We undertake in competing for and, if the award is made to us, in executing theabove services, we will strongly observe the laws against fraud and corruption to forcein India namely Prevention of Corruption Act 1988. We understand that you are notbound to accept any proposal you receive.42

Date:Name:Designation:Yours faithfully,43