TAMIL NADU PUBLIC SERVICE COMMISSION
NO.1, GREAMS ROAD, CHENNAI – 600 006.
Telephone Nos. 044- 28297591; 044- 28297592;
044- 28297584; 044- 28297585
e-mail: coetnpsc.tn@nic.in
e-Tendering Portal: www.tenders.tn.gov.in or www.tnpsc.gov.in
Tender No. 01/2012
Tender Document
for
Recruitment Process Management System [RPMS]
along with the supply of Application forms,
Answer / Response sheets
www.tnpsc.gov.in
Advertisement No.291
TAMIL NADU PUBLIC SERVICE COMMISSION
CHENNAI – 600 006
Tender Notice
Sealed tenders are invited from reputed companies / firms with relevant
experience, up to 03.00 PM on 01.03.2012 for Recruitment Processing
Management System (RPMS) along with the supply of Application form,
Answer / Response sheet and other related works for a period of three years.
Tender documents with the specification of terms and conditions, form
for Technical Bid and Commercial Bid etc., can be downloaded from the
websites www.tenders.tn.gov.in or www.tnpsc.gov.in
A sum of Rs.1,000/- (Rupees One thousand only) has to be paid along
with Tender Application towards the Tender Fee in the form of Demand Draft
obtained from any Nationalised Bank drawn in favour of The Secretary, Tamil
Nadu Public Service Commission, Chennai – 6, payable at the State Bank of
India, Service Branch (8443), Chennai. The fee paid towards processing of
application will not be refunded.
A Pre-bid Conference will be held on 21.02.2012 at the Commission’s
Office. The Technical Bid of the Tenders received up to 03.00 PM on
01.03.2012 will be opened by the Secretary, Tamil Nadu Public Service
Commission or any other Officer authorised by him on his behalf at the
Commission’s Office by 04.00 PM on 01.03.2012.
Secretary,
Tamil Nadu Public Service Commission.
TIME LINE
#
Events
Target Date
1
Tender reference
Tender No. 01/2012
2
Pre Bid Conference
@ 3.00 P.M. on 21.2.2012
3
Last Date for submission of Bids
@ 3.00 P.M. on 1.3.2012
4
Date and timing of opening of
@ 4.00 P.M. on 1.3.2012
Technical Bids
5
6
7
8
Date and time of presentation to
Technical Evaluation Committee by the
shortlisted Bidders
Date and time of opening of
Commercial Bids
Venue for Project Presentation and
other Events
Address for all references and
correspondence in relation to this Bids
Will be informed only to the shortlisted
bidders
Will be informed only to the qualified
bidders
Tamil Nadu Public Service Commission,
Chennai
Thiru.T.Udhayachandran, IAS,
Secretary,
Tamil Nadu Public Service Commission,
No.1, Greams Road,
Commercial Tax Office Annexe Building,
Chennai – 600 006,
Tel. : 044-28297767
Email: coetnpsc.tn@nic.in
Website: www.tnpsc.gov.in
CONTENTS
#
I
Contents
1.Background
2.Objectives
Page No.
1
2-3
3. Current IT Status in TNPSC
3
II Detailed Terms and Conditions
1.Definitions
3-5
2.Scope of work
Activity 1
Activity 2
Activity 3
5-6
6-18
3.General Terms and Conditions
i)Period of Contract
ii)Eligibility Criteria
iii)Cost of Tender Document
iv)Non-transferable Bid
v)Rejection of Bid
vi)Language of bid
vii)Bid Currency
viii)Earnest Money Deposit (EMD)
ix)Presentation of the solution
x)Security Features
xi)Security Audit
xii)Service Level Agreement(SLA)
xiii)Access Rights Management:
xiv)Administration
xv)Standards of Performance
xvi)Responsibilities
A. Responsibilities of the System Integrator:
B. Responsibilities of TNPSC:
xvii) Software Requirement Specification(SRS)
xviii)Pilot run and parallel run
xix) Open Source Platform:
xx) Testing
xxii) Documentation
xxiii)Database Management
xxiv) Disaster Recovery
4.Technical and Commercial Bids
i)Contents of Envelopes
ii)Technical Bid (Envelope- I)
iii)Commercial Bid [only one copy]
iv)Submission of bids
v)Deadline for Submission of Bids
vi)Late Bids
vii)Withdrawal of Bids
viii)Period of Validity of Bids
ix)Evaluation Committees
x)Opening of Technical Bids
5. Evaluation Methodology
i)Evaluation of Technical Bid
ii)Evaluation of Technology and systems proposed
iii)Opening of Commercial Bids
iv)Evaluation of Commercial Bids
v)Combined Evaluation of Technical/Commercial Bids
and award criteria:
vi)Acceptance of Bids
vii)Notification of Award
viii)Binding Clause
ix)Conditional Tenders
x)Interpretation of the Clauses
6. Commercial Terms
i)Payment Schedule
ii)Contract Rate
iii) Penalty
7.Legal Issues
i)Suspension of Work
ii)Termination for Insolvency
iii)Termination
iv)Force Majeure
v)Resolution of Disputes
vi)Indemnity Clause
8.Detailed Technical Specifications
18-22
22-26
27-29
29-33
33
9. Data Export
34
10. Delivery Schedule
34
Schedule-I Technical Bid
35-37
Schedule-II Commercial Bid
38-39
Annexure – I
40
Annexure – II
41-48
Format – I – Tentative draft Agreement
49-53
I. BACKGROUND
1. About TNPSC
Tamil Nadu Public Service Commission is mandated with the task of
making Direct Recruitment to State, Subordinate and Ministerial Services
and also conducts Department Tests for Government Servants. TNPSC
has always aimed to consistently upgrade and improvise systems and
procedures of selection in order that the best talent is attracted to Public
Service, strictly in accordance with the policies of Government of
Tamil Nadu and rules & regulations formulated by TNPSC.
Over the years, the recruitment process has become more
competitive which necessitated the TNPSC to introduce Multiple-Choice
Questions (Objective Type) with Optical Mark Recognition Answer sheets
for ensuring fairer and faster selection process. Some of the recruitments
involve Main written Examinations and Oral Tests also.
The proposed Recruitment Process Management System [RPMS]
envisages the complete automation of the entire Selection Process
starting from Application Processing to Image Processing of OMR Answer
Sheets, Data processing, Result Processing to the Publication of Results
which occasionally goes through Written and Oral Test stages, along with
supply of Forms. The Proposed RPMS not only aims to integrate the
functioning of different wings in TNPSC engaged in Recruitment Process,
but also to make the recruitment process more transparent to the
aspirants. Once implemented, the RPMS would increase the efficiency of
the Organization to a greater extent and its effectiveness would also
increase manifold.
Page 1 of 53
Signature of the Bidder with Seal
2. Objectives
The overall objective of the RPMS is to establish a fair, transparent and
effective Recruitment Process Management System at a reduced cycle
time and cost.
The broad objectives of the Project are as follows:a) Increase Operational Efficiency: By leveraging the available
Information Technology solutions, TNPSC aims to completely
automate its recruitment process in an integrated platform and
reduce the repetitive paperwork/records through computerization
of the entire back-office functions.
b) Transparency and Security: RPMS is expected to provide the
much needed transparency in the administration by disseminating
all the necessary information to the general Public at large and
Candidates in particular. RPMS would take care of all the
Information Security concerns by adhering to the International
Information Audit and Security Standards.
c) Provide better Monitoring Tools for Recruitment and Policy
Making: RPMS aims to provide better Monitoring Tools with Real
Time Data on the recruitment process and also enable the
Commission to critically analyse the pattern of recruitment and
advise the Government accordingly for suitable modifications in
the Recruitment Policies.
d) Improve Service Delivery to Public: RPMS is expected to bring
significant improvement in service delivery to Public through all
possible modes in conformity with the provisions of Right to
Information Act.
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Signature of the Bidder with Seal
e) Easy up gradation to new technology: RPMS not only will
contain the best available IT solutions but will also enable TNPSC
to easily migrate to advanced technological platform in future
3. Current IT Status in TNPSC
The current IT environment is partly computerized and many
important processes in each stage of the recruitment process are still
done manually resulting in higher cycle time for generating results.
TNPSC wants to automate these processes and set very high standards
in the critical contemporary measures of performance like Accuracy,
Zero Defect/Downtime, Speed and Cost. The current IT status in TNPSC
in the form of the available IT Infrastructure is given Annexure I and
the current recruitment process system in terms of stage wise list of
processes and the reports to be generated is given in Annexure II.
II. Detailed Terms and Conditions
The terms & conditions are covered in eight major Clauses as
detailed below:
1. Definitions:
In this Contract, the following terms shall be interpreted as indicated
below:a) “Contract”
means
the
agreement
entered
into
between
the
Tendering Authority and the System Integrator, as recorded in the
document signed by the parties, including all the attachments and
appendices thereto, and all documents incorporated by reference
therein;
b) “Image Processing” includes scanning of images as well as all forms
including OMR forms, Answer/Response sheets etc.
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Signature of the Bidder with Seal
c) “Data Processing” includes Data Extraction from Image / OMR, Data
Verification and Data Validation
d) "Bidder” means any firm(s) having proper legal Agreement between
the parties with the lead firm taking the full responsibility of
managing the project as required in the tender. The word “Bidder”
when used in the pre award period shall be synonymous with
“System Integrator” which shall be used after award of the contract.
e) “The Contract Rate” means the rate offered by the System
Integrator and accepted by the Tendering Authority under the
Contract for the full and proper performance of its contractual
obligations;
f) “The Goods” means all the all the material/ services, which the
System Integrator is required to supply to the Tendering Authority
under the Contract;
g) “RPMS” as per this tender document means Intranet based end-toend Automated user friendly Recruitment Process Management
System with secured web interface.
h) “Services”
means
services
ancillary
to
the
Scope
of
Work
hereinabove, transportation, any other incidental services and other
obligations of the System Integrator covered under the Contract;
i) “Day” means a working day of TNPSC.
j) “Tendering Authority” means The Secretary, Tamil Nadu Public
Service Commission or any Officer of the Tamil Nadu Public Service
Commission who has been authorized to issue a work order under
this contract.
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Signature of the Bidder with Seal
k) “Commission” means Tamil Nadu Public Service Commission
l) “TNPSC” means Tamil Nadu Public Service Commission
2. Scope of work
Broadly speaking the scope of work shall be provision of intranet
based
end-to-end
Automated
user
friendly
Recruitment
Process
Management System with secured web interface and it comprises of the
following three major activities:-
Activity 1
Design and supply of various forms like Application Forms,
Answer/Response sheets Hall tickets, Attendance sheet with suitable and
adequate security features as per the specification given by TNPSC from
time to time. This activity mainly involves the supply of 110 GSM OMR as
well as 90 GSM pre-printed stationery and it is the prerogative of TNPSC
to choose any of them during the contract period as may be decided by
TNPSC from time to time.
Activity 2
This process is related to the Scanning and processing of Application
forms, Answer sheets/ Response sheets. Hence activity 2 comprises of
Image processing and Data processing comprising of Data extraction,
Verification and Validation in respect of various forms defined in Activity 1
and generation of all kinds of results and printing of all necessary reports
like Hall tickets, Mark list and Rank list and various other reports as may
be specified by TNPSC from time to time by using bidder’s own hardware
and customised Application Software to meet the requirements of TNPSC
including uploading of the same in the Commission’s Website (TNPSC
shall supply only the requisite non pre-printed stationery as the case may
be, and the System Integrator should use their own printer and related
consumables etc.)
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Signature of the Bidder with Seal
Activity 3
This process is related to the Image and Data processing of
Descriptive
Answer
sheets/
Response
sheets.
It
includes
Digital
distribution and collection of answer scripts, On-Screen E-valuation on
PC/PDA Device etc and generation of results and printing of various
reports like Mark list and Rank list as the case may be, specified by
TNPSC from time to time through customised Application Software to
meet the requirements of TNPSC including uploading of the same in the
Commission’s Website (TNPSC shall supply only the requisite non
pre-printed stationery
as the case may be and the System Integrator
should use their own printer and related consumables etc.)
The detailed technical specifications for Activity-1 is given in the
Price Bid itself and for Activity 2 & 3 are given in Annexure-II of this
tender document.
3.General Terms and Conditions
i) Period of Contract
The contract shall be initially for a period of 3 years from the date of
execution of the agreement with the Tendering Authority. However, the
contract may be renewed for a further period of 2 years on the basis of
the performance of work of the System Integrator subject to mutual
terms and conditions as specified in the contract.
ii) Eligibility Criteria

Only those firms that had an annual turnover of Rs.20 crore from IT
and ITES business for any two years during the period between
2008-09 and 2010-11 should apply.

Only those firms that had executed any of the Activities defined in
Clause
II.2
of
this
tender
document
with
at
least
3
Government/PSU/Academic Institutions during the last three years.
Page 6 of 53
Signature of the Bidder with Seal

Only those firms that had executed an assignment in respect of
supply of OMR forms/OMR/ICR/Image Processing related activities
for a total value of not less than Rs.1.00 crore to a single
Government/PSU/Academic
Institution during last
three
years
should apply.

Only those firms that have valid VAT, Service Tax and PF
registration Certificate and Valid TIN Number should apply

Only those bidders who are capable of undertaking all the three
activities specified in Clause II.2 of this tender document should
only apply.
All above eligibility conditions are mandatory and the firms not fulfilling
all the above conditions shall not be considered and shall be summarily
rejected. However for the evaluation of the technical bids and awarding of
marks, the Technical Evaluation Committee shall evaluate the bids based
on the criteria specified in this tender document.
iii) Cost of Tender Document
a) The
tender
document
and
supporting
documents
may
be
downloaded from www.tenders.tn.gov.in or www.tnpsc.gov.in.
b) However, a nonrefundable Tender Fee of Rs.1,000/- ( INR One
Thousand Only), in the form of Demand Draft / Pay order drawn in
favour of The Secretary, Tamil Nadu Public Service Commission
payable at par at Chennai should be enclosed along with the tender
document
failing which
such
the
Tender application will
be
summarily rejected.
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Signature of the Bidder with Seal
iv) Non-transferable
The tender document is not transferable.
v) Rejection of Bid
The Secretary, Tamil Nadu Public Service Commission reserves the
right to accept / reject / release or relax any or all or part of the
bids received on the due date without assigning any reason
whatsoever.
vi) Language of bid
The bid prepared by the Bidder, as well as all correspondence and
documents relating to the bid exchanged by the Bidder and The
Tendering Authority shall be in English language.
vii) Bid Currency
Prices shall be quoted in Indian Rupees only. The bidders are
advised not to indicate any separate discount. Discount, if any,
should be merged with the quoted prices.
viii) Earnest Money Deposit (EMD)
a) Bidders are required to enclose a Demand Draft / Pay Order Drawn
from any of the Nationalised Banks in India in the name of The
Secretary, Tamil Nadu Public Service Commission payable at
Chennai for Rs.2,00,000/- (Rupees Two Lakhs Only) towards
Earnest Money Deposit. MSME units registered anywhere in Tamil
Nadu alone are eligible for claiming exemption from the payment of
EMD and such firms desiring to claim such exemption should
enclose the permanent registration certificate issued by any of the
District Industries Centre in Tamil Nadu. However such firms
claiming exemption from the payment of EMD shall remit an interest
free security deposit of Rs.2,00,000/- (Rupees Two lakhs only)
Page 8 of 53
Signature of the Bidder with Seal
within 7 days from the date of issue of award of the contract by the
Tendering Authority.
b) Offers received without Earnest Money Deposit or without enclosing
the proof for claiming exemption shall be rejected. Payment of EMD
by cash will not be accepted.
c) In the case of System Integrators the EMD will be retained as
interest free performance security deposit and will be refunded only
after the satisfactory completion of the contract.
d) Unsuccessful bidders’ Earnest Money Deposit shall be discharged /
returned within 30 days after the finalization of the Tender Offer
validity prescribed in this tender.
The Earnest Money Deposit shall be forfeited and Bid shall be rejected:
a) If a Bidder withdraws its Bid during the period of bid validity
specified by the Bidder on the Bid form or
b) In case of a System Integrator, if the Bidder fails:
o To sign the contract form in accordance with the terms and
conditions within seven days from the date of awarding the
contract
o To perform the contract as per the tender terms & conditions
ix) Presentation of the solution
a) As a part of the technical bid, all the eligible bidders shall be asked
to give a presentation on the proposed technology and solutions to
the Technical Evaluation Committee appointed for this purpose by
the Tendering Authority on the date, venue and time to be
communicated to them at a later date.
b) This is an opportunity given to all the eligible bidders to show as to
how their proposal shall be best suited to meet the requirements of
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Signature of the Bidder with Seal
the Tendering Authority in respect of effective and efficient
execution of the scope of the work as defined in Clause II.2 of this
tender document.
c) Failure to make such a presentation on the date and time so
communicated shall lead to the rejection of their bids without
assigning any further reason.
x) Security Features
a) The bidder should provide a write up on the security approach
adopted in their proposed solutions like incorporation of stringent
security procedures and measures including encryption and various
levels of passwords during the execution of the project to eliminate
the possibility of errors, frauds and misuse.
b) The bidder should provide the details of encryption technique used
to protect unauthorised access to the system and methods used for
authentication and validation of the data.
c) The bidder shall also clearly state the Do’s and Dont’s along with
the list of potential threats and the bidders proposed ways and
means of preventing them.
xi) Security Audit
The System Integrator shall be subjected to a Pre-installation
Security
Audit
which
includes
Vulnerability
Assessment
and
Penetration Testing (VAPT) by a third party to be appointed by
TNPSC. The System Integrator shall also ensure the following:-

Restriction
of
Access to system
processing functions /
programmes / files to appropriately Authorised Users.

Prevention of unauthorised penetration into the Data uploaded
into the website.
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Signature of the Bidder with Seal
xii) Service Level Agreement(SLA)
(To be filled by the bidder)
A. SLA for Activity 1 as defined in Clause II (2)
1.
Accuracy level of the Quality of Forms
:
2.
(In terms of GSM and Accuracy of
Printing)
Delivery Capability of Supply of Forms :
B. SLA for Activity 2 as defined in Clause II (2)
3.
Capacity to turn around number of :
Application / Response sheets per day
through Image Processing
4.
Capability to extract and process the :
data and export them in a day
5.
Accuracy of the final data output and :
their integrity
6.
Number of high end professional :
scanners to be used
7.
Scanning Delivery capability per day
:
8.
Number of computers to Process the :
volume of data
9.
Processed output data porting and :
security definition
10. Capability to produce Mandatory :
reports
11. Turn-around time of scanning /
:
processing and volume scaling
capability
12. Capability to perform VA – PT to
:
ensure secured data protection
C. SLA for Activity 3 as defined in Clause II(2)
13. Capability to scan answer sheet
booklet of each Candidate and store
the digital Images of all pages
(in terms of no of single page images
per day)
14. E-valuation of answer sheets in terms :
of number of answer sheets per day
15. Accuracy of the final data output and
:
their integrity
The
bidders
should
specify
clearly
in
their
Proposed
Technical Solution, the extent to which these SLA parameters can
be assured by them in objective terms. If the Proposed Technical
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Signature of the Bidder with Seal
solution does not contain the objective SLA, the technical bid will
not be considered for further evaluation.
xiii) Access Rights Management:
(i)
System shall provide with login screen to specific users of
the system. Only authenticated users should be provided
access to the application.
(ii)
As an enhanced security measure, RPMS should provide
role based access
(iii) User types will be(a) Administrator to handle the application having all the
Read/ Write
access
(b) User to generate reports from the data
xiv) Administration
(i)
Role Master: This feature is used to add the roles to the
internal users for the purpose of system authorization. It is
also used to search / modify / delete existing roles.
(ii)
Permission Master: This feature is used to add the
permission types for the roles in Role Master for system
authorization purpose. It is also used to search / modify /
delete existing permission types.
(iii)
Role Permission Mapping: This feature is used to add
the mapping of what permission is associated with which
role. It is also used to search/modify/delete existing
permission role map.
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Signature of the Bidder with Seal
xv) Standards of Performance
The System Integrator shall complete the RPMS project in
accordance with the specification given by TNPSC from time to time
and in conformity with the international standards on Information
Security and Audit and as per various relevant laws such as
Information Technology Act 2000 and other related Laws, Rules and
Regulations.
xvi) Responsibilities
A. Responsibilities of the System Integrator:
i.
Resource and Project Management as per Scope of the work
ii.
Completion of the work as mentioned in the Scope of the work
iii.
Shall appoint at the Commencement of the Project one of its
representatives as a coordinator who shall act as a single point of
contact with the Commission during the conduct of the project
iv.
Shall bring in all the required Hardware and Software including all
kinds of consumables required for executing the contract awarded to
him at his cost
v.
Shall bring in necessary personnel required for executing the contract
awarded to him at his cost
vi.
Shall be responsible for any other thing that is required for executing
the contract awarded to him except that that shall provided by TNPSC
as stated in this tender document
vii.
Shall provide necessary training to the staff of TNPSC
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Signature of the Bidder with Seal
B. Responsibilities of TNPSC:
a. Provide information/data/clarifications
b. Provide necessary office space within the premises of TNPSC for
scanning, Data processing, printing or any other work incidental to the
scope of the work
c. Shall provide necessary non preprinted stationery for printing various
reports
xvii) Software Requirement Specification (SRS)
d. The System Integrator has to design a Software Application based on
the requirements listed above to the satisfaction of the TNPSC. The
SRS document (Software Requirement Specification) will be submitted
to the commission for approval as per the delivery schedule.
e. The SRS document shall clearly define the inputs to the program,
configurable parameters, result formats, reports etc. It shall have the
flow charts describing the logic of result processing.
f. Once the SRS is approved, System Integrator has to develop the
software as per the delivery schedule.
g. After successful trials on test data, the software shall be deployed for
actual result processing.
h. System Integrator has to provide training to required number of
officials of TNPSC in operations and maintenance of the Result
Processing Software.
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Signature of the Bidder with Seal
i. He shall also provide experienced personnel of suitable level for
training purpose as stipulated by the Commission anytime during the
contract.
j. Maintenance and modifications of the software for a period of three
years from the date of award of the contract
k. The System Integrator shall study the existing manual examination
process of TNPSC. Based on the study, the System Integrator shall
prepare Functional Specification Document (“FSD”) for the proposed
system and submit the same to TNPSC. On acceptance of the FSD by
TNPSC, the System Integrator shall design and develop appropriate
Application Software that is in line with the requirements of TNPSC.
xviii) Pilot run and parallel run
The Application Software customized to meet the requirements of
TNPSC shall be subjected to trials on test data for at least two past
examinations provided by the Commission. The System Integrator shall
deploy onsite support persons at the Office of TNPSC to coordinate the
pilot run. Onsite training for the pilot office users and pilot run shall be
given by the System Integrator. Module-wise Bugs report and
resolution method shall be documented and submitted to the customer
for review. If there are any change requests based on the pilot run, the
System Integrator shall effect the changes immediately without any
additional cost.
xix) Open Source Platform:
Though it shall be the prerogative of the System Integrator to choose
any of the front-end and back-end platforms as per the expertise and
resources available with the System Integrator, TNPSC would prefer
open source platforms.
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Signature of the Bidder with Seal
xx) Testing
i.
The System Integrator shall thoroughly test the software at his site
before its deployment on Production site for proper functioning (data
entry, processing, and printing). TNPSC shall provide necessary test
data and sample reports for the same.
ii.
Technical Evaluation committee shall scrutinize the software to certify
the security, technicality and suitability of the developed software to
meet the requirements of TNPSC. TNPSC shall give the Final approval/
User Acceptance of the software and system only after getting
Satisfactory clearance certificate from the Technical Evaluation
Committee.
xxii) Documentation
The System Integrator shall provide proper documentation as well as user
manual in hard copy format, in soft copy format and along with on-line help.
xxiii) Database Management
i.
The
System
Integrator
shall
be
responsible
for
end-to-end
management of database on an ongoing basis to ensure smooth
functioning of the same.
ii.
The System Integrator shall undertake management of changes to
Database Schema, Disk space, Storage, user roles.
iii.
Undertake performance monitoring and tuning of the databases on a
regular basis including, preventive maintenance of the database as
required.
iv.
The System Integrator shall provide management of database upgrade
or patch upgrade as and when required with minimum Downtime.
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Signature of the Bidder with Seal
v.
The System Integrator shall take regular backups for all databases in
accordance with the backup and archive policies and conduct recovery
whenever required with appropriate permissions.
vi.
The System Integrator shall provide and use of DBA tools including
Data Warehousing and Data Mining Tools related to performing
database creation, maintenance, and database monitoring tasks.
vii.
After rectifying the mistakes, if any, and after all the processing is
over, all the data be handed over to the Commission in the required
database structure like latest version of MS Excel, MS Access, .dbf &
MS SQL etc.
viii.
All the data be preserved for six months from the date of reports and
thereafter are to be submitted to this office or till specific instructions if
given earlier.
ix.
The System Integrator should ensure that the Data Processing is
absolutely error free.
x.
If any problem in understanding the requirement of processing arises,
the matter be discussed with the concerned Officers before proceeding
further.
xxiv) Disaster Recovery
The regular backup of all the data shall be maintained as well as the Data
Bases exported in different Database format shall be stored in a secured place
in a different seismic zone as per the directive of TNPSC and back up shall
also be given to TNPSC.
In case of any Disaster, such as Fire, Flood, Terrorist threat, Mis-handling or
other disruptive event, the System Integrator shall restore / recover the data
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Signature of the Bidder with Seal
for the System to function from backup and continue to operate in a
reasonable period of time of 24 hrs. Proper documentation of the database
backup is required to easily locate the physical data / data in the
server/network.
4. Technical and Commercial Bids
i) Contents of Envelopes:
Bids shall have to be submitted in two separate Envelopes
comprising of Technical Bid in Envelope I & Commercial Bid in Envelope
II. All two inside envelopes should be separately securely sealed and / or
stamped. The sealed envelopes must be super-scribed with the following
information:
a) Type of Offer (Technical or Commercial)
b) Tender Reference Number
c) Name of Bidder
ii) Technical Bid (Envelope- I)
a. Technical Bid Envelope shall contain the following documents:

This tender document should be duly signed by the authorized
signatory of the firm
in all the pages (including Annexure-I and
Annexure-II)

Demand Draft for Tender fee of Rs.1000/-

Demand Draft for EMD or copy of the permanent registration
certificate issued by the Department of Industries & Commerce,
Government of Tamil Nadu

Tender offer form duly filled in.

Bidders Authorization Certificate.

VAT
Registration
Certificate
from
concerned
Government
Department

Copies of Certificate of incorporation of the firm (e.g. Registration
as Partnership Firm, Proprietary concern, Company etc.)
Page 18 of 53
Signature of the Bidder with Seal

Copy of Service Tax Registration Certificate.

Copy of the TIN certificate

Copy of PF registration Certificate

Proof
of
Clause
having
II.2
of
executed
this
any
tender
of
the
activities
document
in
defined
atleast
in
three
Government/PSUs/Academic institutions during the last three years

Proof of having executed an assignment in respect of any of the
activities listed in Clause II.2 of this tender document for a total
value of not less than Rs.1.00 crore to a single Govt/PSU/Academic
Institution during the last three years

Certificate from its Certified Chartered Accountant stating that the
Bidder had a
minimum Annual Turnover of Rupees 20 Crores from
IT and ITES business during any two years between 2008-09 and
2010-11

Proof in support of Quality Certification received if any

Infrastructural details

Client feedback about the track record of the bidder

Technical Proposal with detailed objective SLA as assured by the
bidder
b. The Technical BID (T.B.) shall be complete in all respects and contain
all information asked for, except prices. It shall not contain any price
information. The T.B. shall indicate whether all services asked are
quoted for and that all requirements therefore are also quoted for. The
Technical Bid must be submitted in an organized and neat manner.
No documents, brochures, etc. shall be submitted in loose form. All the
pages shall be serially numbered.
c. Tenders shall be forwarded on the letter Head of the firm, which should
contain Phone Number/Fax Number. /URL, email, and other details of
the firm.
Page 19 of 53
Signature of the Bidder with Seal
iii) Commercial Bid [only one copy]
a) Second envelope shall be marked as envelope No.II “Commercial
Envelope” which contains only price schedule in the prescribed Pro
forma
b) The Commercial bid shall be on fixed price basis, exclusive of all
types of applicable taxes. If the prices quoted are accompanied by
vague and conditional expressions such as “Subject to any condition
or assumptions”, the same will be treated as invalid bid and shall be
summarily rejected without assigning any further reason.
iv) Submission of bids
a) The Technical Bid and the Commercial Bid shall be placed in a
separate envelope super scribed: “Technical bid” or “Commercial
Bid”, as the case may be, followed by the words “Invitation of
Bids for the Supply of
Recruitment Process Management
System (RPMS) along with the Design & Supply of various
forms On Rate Contract Basis ” Name of the bidder and contact
address should also be written on the envelope.
b) The Bidders shall seal the envelope No.I as Technical envelope and
Envelope
envelopes,
No.II
duly
as
Commercial
marking
the
envelope
envelopes
in
as
separate
inner
“Envelope
No.1,
Technical Envelope” and “Envelope No.2 Commercial Envelope”. The
two envelopes shall be placed in an outer envelope. The inner and
outer Envelopes shall also be addressed to Secretary, Tamil Nadu
Public Service Commission, Chennai – 600006. The name and
address of the Bidder shall be written on outer envelope also to
facilitate return unopened in case it is declared “late”.
Page 20 of 53
Signature of the Bidder with Seal
v) Deadline for Submission of Bids
a) Bids must be received by the Tendering Authority at the address,
not later than the time and date specified in the Invitation for Bids.
In the event of the specified date for the submission of Bids being
declared as a holiday for the Tendering Authority, the bids shall be
received up to the appointed time on the next working day.
b) The Tendering Authority may, at its discretion, extend this deadline
for submission of bids, in which case all rights and obligations of the
Tendering Authority and Bidders subject to the deadline shall
thereafter be extended.
vi) Late Bids
Any bid received by the Tendering Authority after the deadline for
submission of bids prescribed, due to any reason whatsoever it may
be shall be rejected and/or returned unopened to the Bidder
vii) Withdrawal of Bids
Bids cannot be withdrawn after the opening of the bids and in case
the bidder withdraws after the opening of the bid, the EMD paid by
them shall stand forfeited
viii) Period of Validity of Bids
a) Bids shall be valid for acceptance for a period of 120 days from
the date of opening of Commercial Bid. A Bid valid for a shorter
period shall be rejected by The Tendering Authority as nonresponsive.
b) In exceptional circumstances, the Tendering Authority may
solicit the Bidder’s consent to an extension of the period of
validity. The request and the responses thereto shall be made in
writing and shall be binding.
Page 21 of 53
Signature of the Bidder with Seal
ix) Evaluation Committees
The Technical evaluation Committee and Commercial Committee
constituted
by
the
Secretary,
Tamil
Nadu
Public
Service
Commission, shall evaluate the Tenders. The decision of these
Committees in the evaluation of the Technical and Commercial bids
shall be final.
x) Opening of Technical Bids:
Technical Bids shall be opened either in the presence of bidders or
it’s duly authorised representatives. The Bidder’s representatives
who are present shall sign a register evidencing their attendance.
Only one representative per applicant shall be permitted to be
present at the time of opening the tender. The Bidder or Bidder’s
representatives should bring authorization letter from the Firm.
5. EVALUATION METHODOLOGY
i) Evaluation of Technical Bid
a) The Technical evaluation shall be done by a Technical Evaluation
Committee to be appointed by TNPSC.
b) The inputs for the technical evaluation shall be the information
furnished by the Bidders in the Technical Bid and presentation of
the Bidder.
c) The technical committee shall rank the bidders on a rating scale of 0
to 100 marks
d) The marks awarded by the Technical Committee shall be final and
binding on all the bidders.
e) The minimum qualifying marks shall be 60 marks and hence the
bids of those bidders who have got less than 60 marks shall stand
rejected and their commercial bid will not be opened.
Page 22 of 53
Signature of the Bidder with Seal
f) The financial bid of only those bidders who have got the qualifying
mark of 60 and above will be considered for further evaluation and
hereinafter called technically qualified bidders and shall be opened
on a date to be communicated after the evaluation of all the
technical bids.
g) The evaluation of the technical bids by Technical Evaluation
committee
shall
be
based
on
the
parameters
given
in
Clause II.5.(ii) of this tender document
ii) Evaluation of Technology and systems proposed
The Technical Evaluation Committee shall look into the following major
criteria for Technical bid evaluation apart from analysing the presentation
a) Company’s profile and its prominent presence in Chennai
b) Proposed Technical Solution
c) Experience in the relevant field
d) Exposure
to
working
with
Government
Departments
/
PSUs
/Academic Institutions
e) Capacity to handle large volume
f) Quality Certification in the relevant field
g) Client Feedback about the track record
h) Service Level Agreement
i) Additional Features as offered by the bidder
The above list is only an indicative list but not an exhaustive one and
therefore the Technical Evaluation Committee shall have the right to look
into any other criteria in the proposed solution offered by the bidder. If
necessary, the Technical Evaluation Committee may conduct System
Audit at the office of the bidder to satisfy itself as to whether the claims
made by such bidders are genuine or not with special reference to
available infrastructure.
Page 23 of 53
Signature of the Bidder with Seal
The marks scored by those bidders who have got not less than 60
marks shall be considered for further evaluation at 60% weight-age.
iii) Opening of Commercial Bids
Commercial Bids of only technically qualified Bidders as mentioned above
will be opened on a date that shall be announced after the evaluation of
all the technical bids as above. The date will not be later than 60 days
from the date of opening of technical bid.
The Tendering Authority reserves the right to open Commercial Bid even
if one Bidder qualifies the Technical Bid or only one Bid is received in
response to the Tender Notice.
All the unopened commercial bids will be destroyed after three months
from the date of opening of commercial bids.
iv) Evaluation of Commercial Bids
a) The commercial bids so opened as per Clause II.5.(iii) of this
tender document, will be evaluated by a Commercial Committee to
be appointed by TNPSC.
b) The commercial bids will be evaluated purely based on the rates
offered by the bidders in respect of each of the scope of work as
defined in Clause II.2 of this tender document.
c) The technically qualified bidders shall be ranked on a rating scale of
0 to 100 marks in respect of their commercial bids. The maximum
score of 100 marks will be distributed in the ratio of
respectively for Activities 1,2 and 3
1:2:2
as defined in Clause II.2 of
this tender document
d) There will not be any minimum qualifying marks and therefore all
the commercial bids will be awarded marks, with the highest mark
of 100% for the lowest bidders and others getting marks on pro
rata basis.
e) The marks scored by the bidders in the commercial bid shall be
considered for further evaluation at 40% weight-age.
Page 24 of 53
Signature of the Bidder with Seal
v) Combined Evaluation of Technical/Commercial Bids and award
criteria:
The marks scored by the bidders in technical and commercial bid
will be combined and the bidders will be ranked on a composite rating
scale of 0 to 100 marks with a weightage of 60% for technical bid and
40% for commercial bid and the bidders will be ranked in the descending
order of the total marks scored by the bidders in respect of all the three
activities taken together or ranked activity wise in the descending order of
the total marks scored by the bidders in respect of each of the three
activities taken separately. Further, while the Technical bid score of 60
marks will be common for all the activities defined Clause II.2 of this
tender document, the financial bid score of 40 marks will be distributed in
the ratio of 1:2:2 respectively for Activity 1, 2 and 3
as defined in
Clause II.2 of this tender document.
vi) Acceptance of Bids
The bids of only those bidders who get the highest composite score as
calculated above in respect of (a) all the items of work defined in the
scope of the work in Clause II.2 of this tender document or (b) each
item of work defined in the scope of work in this tender document shall be
considered for the award of the contract subject to the condition that the
Tendering Authority
a) reserves its right to enter into negotiation with such bidders with a
view to get the best possible, efficient and cost effective solution
and
b) reserves its right to award all the three activities either to one or
more bidders at the negotiated final rate or any one or more
activities to one or more bidders at the negotiated final rate.
Page 25 of 53
Signature of the Bidder with Seal
c) reserves the rights or reject any Tender without assigning any
reason whatsoever
vii) Notification of Award
Prior to expiration of the period of bid validity, the Tendering
Authority shall notify the System Integrator in writing that its bid has
been accepted.
viii) Binding Clause
All decisions taken by the Tendering Authority regarding the
processing of this tender and award of contract shall be final and binding
on all parties concerned. The Tendering Authority, reserves the right:To vary, modify, revise, amend or change any of the terms and conditions
in this Bid;
To reject any or all the tender/s without assigning any reason
whatsoever thereof or to annul the bidding process and reject all bids at
any time prior to award of contract, without thereby incurring any liability
to the affected bidder(s) or any obligation to inform the affected bidder(s)
of the grounds for such decision.
ix) Conditional Tenders
Hypothetical, ambiguous or Conditional tenders shall be summarily
rejected.
x) Interpretation of the Clauses
In case of any ambiguity in the interpretation of any of the clauses
in Tender Document or the Contract Document, the Tendering Authority’s
interpretation of the clauses shall be final and binding on all parties.
Page 26 of 53
Signature of the Bidder with Seal
6. Commercial Terms
i) Payment Schedule
a) No advance payment will be made.
b) In the case of scope of the work as defined in this tender document,
payment shall be made within three months from the date of issue
of the Payment Clearance Certificate by the Tendering Authority in
respect of the completion of the said work in good and satisfactory
condition
and
after
verification
of
the
services/reports/tasks
conforming to the quality, specifications and other terms and
conditions specified in this tender document.
c) The office of TNPSC will deduct Service/Income Tax and other
statutory taxes at Source as applicable from time to time.
d) The payment shall be made by “Electronic Fund Transfer (EFT) or epayment or by cheque. The System Integrators are therefore
requested to indicate EFT No. and other relevant details in your
offer / bill (s).The Bidder must submit their Banker’s name,
address, Type of Account & Account. No. and IFSC no. etc. System
Integrators are required to submit an authorization form duly
signed for e-payment to them.
e) For claiming payment the System Integrator has to submit Invoice
duly pre-receipted.
ii) Contract Rate
a) Rates charged by the supplier for goods delivered and services
performed under the contract shall not be higher than the
negotiated final rate agreed to in writing by the bidder
Page 27 of 53
Signature of the Bidder with Seal
b) Rates should be all inclusive except only the taxes payable to the
State/Central Government and the bidders should specifically state
the presently applicable percentage of VAT or CST and Service tax.
c) The rate quoted must be FIRM throughout the contract period. Only
one rate to be quoted for each item/sub item strictly as per
prescribed specification. Variation in rates shall not be considered
under no circumstance whatsoever.
iii) Penalty
a) Any delay in the time schedule prescribed by Tendering Authority
shall attract a penalty upto 0.5 % of the contract value for the
deviations in the SLA. However, if the delay is caused due to
unavoidable circumstances, then Tendering Authority reserves the
right to waive off the penalties so levied.
b) In case of delay beyond three days, tendering authority will be at
liberty to procure the services from any other agency at the risk and
cost of the System Integrator and it also will result in the forfeiture
of the Performance Security amount.
c) For any other irregularities, mistakes, etc. in the Scanning and
processing, penalty at the discretion of Tendering Authority will be
imposed.
d) That for unsatisfactory performance owing to absence of System
Integrator’s staff, deficiencies in services or for some other reason
the tendering authority shall be within its rights to make necessary
deductions from the running bills of the System Integrator for such
deficiency in services. Alternatively, the tendering authority may,
after giving an opportunity of being heard to the System Integrator,
Page 28 of 53
Signature of the Bidder with Seal
get such deficiencies fulfilled at the cost and responsibility of the
System Integrator.
e) Where any claim for the payment of a sum of money arises, out of
or under this contract against the System Integrator, the tendering
authority shall be entitled to recover such a sum by appropriating in
part or whole, from the performance security deposit of the System
Integrator. In
the
event
of
the
performance
security
being
insufficient, the balance of the total sub recoverable, as the case
may be , shall be deducted from any sum then due or which at any
time thereafter may become due to the System Integrator under
this and any other persons contracting through the Secretary,
TNPSC.
7. Legal Issues
i) Suspension of Work
a) The System Integrator shall, if ordered in writing by the tendering
authority for non-performance, temporarily suspend the works or
any part thereof for such a period and such a time as ordered.
b) The System Integrator shall not be entitled to claim compensation
for any loss or damage sustained by him by reason of temporary
suspension of the Works as aforesaid. An extension of time for
completion, corresponding with the delay caused by any such
suspension of the works as aforesaid shall be granted to the System
Integrator, if request for same is made and that the suspension was
not consequent to any default or failure on the part of the Bidder.
c) In case the suspension of works, is not due to any default or failure
on the part of the System Integrator, and lasts for a period of more
than 2 months, the System Integrator shall have the option to
Page 29 of 53
Signature of the Bidder with Seal
request the tendering authority to terminate the Contract with
mutual consent.
ii) Termination for Insolvency
The Tendering Authority may at any time terminate the Contract by
giving written notice to the System Integrator, if the System
Integrator becomes bankrupt or otherwise insolvent. In this event,
termination
shall
be
without
compensation
to
the
System
Integrator, provided that such termination shall not prejudice or
affect any right of action or remedy, which has accrued or shall
accrue thereafter to the Tendering Authority.
iii) Termination
a) The Tendering Authority may, without prejudice to any other
remedy for breach of contract, by written notice of default sent to
the System Integrator, terminate the Contract in whole or part,
b) If the System Integrator fails to deliver any or all of the Goods or
Services within the period(s) specified in the Contract,
c) If the System Integrator fails to perform as per the Quality
standards and as per the Scope of the Work,
d) The Tendering Authority may, without prejudice to any other
remedy for breach of contract, by written notice sent to the System
Integrator, without assigning any reason, may terminate the
Contract in whole or part, if the tendering authority satisfies that
the services of the System Integrator are no more required or
System Integrator is not executing its services properly.
Page 30 of 53
Signature of the Bidder with Seal
e) If the System Integrator after the issue of the award of the contract
fails to abide by the terms and conditions of the tender document or
fails to execute the work as per the prescribed schedule given or at
any time repudiates the contract, the tendering authority will have
the right to forfeit the EMD, invoke performance security deposited
by the firm and get the work done from other System Integrator at
the risk and consequences of the first System Integrator. The cost
difference between the alternative arrangements and System
Integrator’s bid value will be recovered from the firm along with
other incidental charges including transportation, taxes, etc. in case
tendering authority is forced to work done through alternative
sources and if the cost is lower, no benefit on this account would be
passed on the System Integrator.
f) In case of failure by the bidder to carry out the job in accordance
with provisions of the contract and as per the Scope of the Work,
the tendering authority will have right to cancel the contract and
award it to any other System Integrator and any loss sustained
thereby will be recoverable from the first System Integrator.
g) Tendering Authority reserves the right to blacklist a bidder for a
suitable period in case he fails to honour his bid without sufficient
grounds.
iv) Force Majeure
a) The System Integrator shall not be liable for forfeiture of its
performance security, liquidated damages, or termination for
default if and to the extent that it’s delay in performance or other
failure to perform its obligations under the Contract is the result of
an event of Force Majeure.
Page 31 of 53
Signature of the Bidder with Seal
b) For purposes of this clause, “Force Majeure” means an event
beyond the control of the System Integrator and not involving the
System Integrator’s fault or negligence and not foreseeable.
c) Such events may include, but are not limited to, acts of the
Tendering Authority in its sovereign or contractual capacity, war or
revolutions, fires, floods, epidemics, quarantine restrictions and
freight embargoes.
d) If a force Majeure situation arises, the System Integrator shall
promptly notify the Tendering Authority in writing of such conditions
and the cause thereof. Unless otherwise directed by the Tendering
Authority in writing, the System Integrator shall continue to
perform its obligations under the Contract as far as it is reasonably
practical, and shall seek all reasonable alternative means for
performance not prevented by the Force Majeure.
v) Resolution of Disputes
a) The Tendering Authority and the System Integrator shall make
every effort to resolve amicably by direct informal negotiations any
disagreement or dispute arising between them in connection with
the contract.
b) If, after thirty (30) days from the commencement of such informal
negotiations, the Tendering Authority and the System Integrator
have been unable to resolve amicably a contract dispute, all such
disputes, differences, claims and demands arising under the
contract shall be referred to arbitration of a sole Arbitrator to be
appointed by the mutual consent. All arbitrations shall be held in
Chennai.
Page 32 of 53
Signature of the Bidder with Seal
vi) Indemnity Clause
The Bidder shall indemnify Tendering Authority from and against any
costs, loss, damages, expenses and claims including those from third
parties or liabilities of any kind howsoever suffered arising or incurred
interalia during and after the contract period out of:-
a) Any negligence or wrongful act or omission by the Bidder or any
subcontract or third party in connection with or
b) incidental to this contract or
c) Any breach of any of the terms of this contract by all System
Integrators or any sub-contract or third party.
8. Detailed Technical Specifications:
i) SPECIFICATIONS FOR THE SUPPLY OF OMR ENROLLMENT &
APPLICATION FORMS, OMR ANSWER SHEETS/ PAPERS:As specified in the Price Bid
ii) Specification of Images to be scanned for activity 2 & 3 as
defined in Clause II.2 of this Tender document:
The images scanned shall be in the quality of atleast 200 DPI (Dots
Per Inch) or higher and as decided by TNPSC from time to time.
iii) Specifications and Detailed Functionalities of the Scope of the
work relating to the Proposed Intranet Based end-to-end user
friendly
RPMS
with
suitable
web
interface
shall
cover
the
processes as listed in Annexure - II
The stage, process and reports to be generated are given in
Annexure–II
of
this
tender
document.
However,
the
detailed
Page 33 of 53
Signature of the Bidder with Seal
functionalities of the Scope of the Work relating to the Proposed Intranet
Based end-to-end RPMS Software with suitable web interface reports
specified in the Annexure–II of this tender document is only an
indicative list and not an exhaustive list and therefore the System
Integrator shall execute any other related work as may be specified by
the Tendering Authority from time to time.
9. Data Export
i.
Importing data from excel / .csv / .DBF ( example Venue Lists)
ii.
Exporting the data to integrate with the Online Application
System (example– OMR answer sheets after valuation, Result of
the applications etc.)
The List of reports specified in this tender document is not an
exhaustive list and therefore the System Integrator has to ensure the
generation any other report that may be required by the Tendering
Authority during the period of contract.
10. Delivery Schedule
The System Integrator shall strictly adhere to the following delivery
schedule:
Sl.No
Activity
1
SRS Finalization
2
3
Time Schedule
15 Days from the date of Work
Order
Customization
of
Application 45 Days from the date of Work
Software to carry out the Activity Order.
2 as given in the Scope of Work in
Annexure -II
Customization
of
Application 75 Days from the date of Work
Software to carry out the Activity Order
3 as given in the
Scope of Work
in Annexure –II
Page 34 of 53
Signature of the Bidder with Seal
SCHEDULE-I
TECHNICAL BID
A. Profile of the Company
1.
Name of the Organisation
:
2.
Structure of the Organisation
:
3.
Address of the Organisation
:
4.
Phone number
:
5.
Fax Number
:
6.
E-mail address
:
Page 35 of 53
Signature of the Bidder with Seal
7. We have enclosed the following documents:
(Bidder has to mention against each item whether it is enclosed or not. If
enclosed please mention the page number for ready reference)
Sl.
No
1.
Name of the Document
2.
Demand Draft / Pay order for Tender fee.
3.
Demand Draft for EMD or copy of the
permanent registration certificate issued by
the Department of Industries & Commerce,
Government of Tamil Nadu
4.
Tender offer form duly filled in and signed.
5.
Bidders Authorization Certificate.
6.
VAT Registration Certificate from concerned
Government Department
7.
Copies of Certificate of incorporation of the
firm (e.g. Registration as Partnership Firm,
Proprietary concern, Company etc.)
8.
Copy of Service Tax Registration Certificate.
9.
Copy of the TIN certificate
10.
Copy of PF registration Certificate
11.
Proof of having executed any of the activities
defined in Clause II of this tender document
in atleast three Government/PSUs/Academic
institutions during the last three years
12.
Proof of having executed an assignment in
respect of any of the activities listed in
Clause II of this tender document for a total
value of not less than Rs.1.00 crore to a
single Government / PSU / Academic
Institution during the last three years
Enclosed /
Not Enclosed
Tender document duly signed by the
authorized signatory of the firm in all the
pages (including the Annexure–II)
Page 36 of 53
Signature of the Bidder with Seal
Page
No
13.
Certificate from its Certified Chartered
Accountant stating that the Bidder had a
minimum annual turnover of Rupees 20
Crores from IT and ITES business during any
two years during the period of 2008 – 2009
to 2010 – 2011.
14.
Proof in support
received if any
15.
Infrastructural details
16.
Client feedback about the track record of the
bidder
17.
Technical Proposal with detailed objective
SLA as assured by the bidder
Other documents (Specify)
1. …………………………………………………………………
18.
of
Quality
Certification
2. …………………………………………………………………
3. …………………………………………………………………
4. …………………………………………………………………
5. …………………………………………………………………
Certificate
I / We have read the tender documents completely and
understood the requirements and conditions laid down in it. I/We
certify that our firm is eligible to participate in this tender as per the
eligibility criteria specified in this tender document. I/We will abide
by the tender Terms and conditions given in the documents.
Signature of the Bidder with seal and date
Page 37 of 53
Signature of the Bidder with Seal
SCHEDULE – II
COMMERCIAL-BID
ACTIVITY – I (Printing and Supply of Preprinted Forms)
Sl.
No.
1.
Item
Rate per 1000
forms*
Design, Printing and Supply of OMR Application
forms
2.
8’ x 15’ (Folding at 11th inch with perforation)
Thickness 110 GSM
Two colours
Duplex Printing
Alpha-Numeric Barcode (code 39) printed at two places
with visible number using Laser Printer
 Timing track on both sides
 Scan able in opscan OMR scanners
 100% Pre-checked and Accurate
 To be printed and supplied as per the specimen (Shall be
discussed at the time of pre-bid meeting)
Design, Printing and Supply of OMR Answer sheets
3.
A4 size with timing track and skew marks
Thickness 110 GSM
Two colours
Duplex Printing
Alpha-Numeric Barcode printed at one place with visible
number using Laser printer
Design, Printing and Supply of Preprinted forms














Thickness 90 GSM
Single colour
Duplex (Double side printing)
To be printed and supplied as per the specimen (Shall be
discussed at the time of pre-bid meeting)
*Rate quoted is applicable for the entire items of work listed above on rate per
1000 forms
* Rate should not be quoted in slab system.
Signature of the Bidder with date and seal
Page 38 of 53
Signature of the Bidder with Seal
ACTIVITY – II (PRE AND POST EXAMINATION WORK)
Sl.No.
1.
Items of work
Rate per single
page image@
Design of customized RPMS Application Software covering the
following Activities and executing these activities on rate contract
bases.
 Image Processing including OMR Scanning
 Data Processing including
 Data Extraction
 Verification
 Validation
 Report generation and Result Publishing
 Hosting information in the website and any other related
works as specified in the clause II-2 and as per Annexure-II
ACTIVITY – III (On-Screen Valuation of Descriptive type Answer sheets)
Sl.No.
1.
Items of work
Rate per single
page image@
Design of customized RPMS Application Software covering the
following Activities and executing these activities on rate contract
bases.





On-Screen valuation, Digital Distribution and Collection of
Answer Scripts
Scanning of Answer scripts and Mark Statement
Data processing including verification and validation
Report generation and Result Publishing
Any other related works as specified in the clause II-2 and
as per Annexure-II.
@Rate quoted is applicable for the entire items of work listed in Activity 2 & 3 on
rate per Single page image. Rate should not be quoted in slab system.
The above rates are all inclusive everything except the taxes payable to the
State/Central Government and the present applicable taxes are as follows:
Sales tax (VAT)
CST if any
Service Tax
Other Taxes (Specify)
:…………….%
:…………….%
:…………….%
:…………….%
Certificate
Certified that I/We have read and understood the Tender document carefully and
quoted above rates for Activities 1, 2 and 3.
Signature of the Bidder with date and seal
Page 39 of 53
Signature of the Bidder with Seal
ANNEXURE-I
Machineries available in the Commission’s office
Name of the Item
Nos.
Description
Sl
No
1.
Servers
3
2.
Server
2
3
OMR Scanner
2
4.
Image Scanner Kodak i260
5.
Image Scanner Kodak i40
6.
Desktop computers
2
1
130
1. HCL
53
Server System 2 U Rack Model – Windows Server 2008
/ SQL Server 2008 IBM Brand – Intel Xeon Quad Core
E5620 Processor – 8 GB PC3 – 256 MB Cache with
support of Raid 0/1/5, 4x300 GB HDD – Slim SATADVD
–ROM Optical Drive – OS support - Microsoft Windows
Server 2008 – Additional 24 GB PC3 – Storage Media
SAS DAT 160 GB – Storage Drive SAS 160GB DAT drive
Server System - Tower Model - Window Server 2003
Intel Xeon Dual Core 5120 Processor – 1.86GHz - 4MB
Cache – 2 x 512 MB DDR2 SD RAM – 17”TFT Monitor –
Dual LAN Card with remote wake up – 6 Bays (2
External and 4 Internal Hot plug) Tower Type – Linux
complaint.
OPSCAN-8/50 OMR (Maximum 5000 pages per hour)
Kodak i260
(Maximum 40 pages per minit / 2400 pages per hour)
Kodak i40
20 PPM
Linux /Windows XP / Windows 7
Intel Core 2 Duo Processor with Windows 7 Preloaded
OS - Pegatron Mother board – 500 GB SATA HDD –
2GB DDR2 SD RAM – 18.5” TFT Monitor - DVD Writer –
Preloaded MCAfee Anti Virus along with 1 year
Warranty.
2.Zenith
40
3. Acer
16
4.Lenova
7.
Copier machines
Low End (Sharp)
High End (Konica Minolta)
Intel Core 2 Duo Processor with Windows XP
Preloaded OS Asus P5KPL-V Mother board – 500 GB
SATA HDD – Hynix 2GB zion RAM – 19” TFT Monitor DVD Writer
Intel Core 2 Duo Processor with – Preloaded Suse
Linux Enterprises Edition OS - Chipset Intel G31
Mother board – 500 GB SATA HDD – 1 GB DDR2 SD
RAM – 19” TFT Monitor - DVD Writer
30
Pentium Dual Core D 820 Processor - 512MB DDR
RAM - Windows XP OS - 160 GB SATA HDD –– 17” TFT
Monitor - DVD Writer
4
1
20 PPM
55 PPM
Page 40 of 53
Signature of the Bidder with Seal
ANNEXURE - II
PROCESS
ACTIVITY
REPORTS REQUIRED
PRE- EXAMINATION

Design
of
new
Application
Forms
/
Answer

Tappal Numbers to be generated
/ printed on the application

Documents enclosed
enclosed List
/

List of candidates
through online
applied

Report for Edited records and
manually verified.

Fee paid ledger

Tentative
list
candidates.
Sheets/Response Sheets with unique Identification
Security features

Preparation of Question Bank and Question Paper
Setting with Answer Keys

Preparation of Annual Calendar of Examinations
and Activities

not
Image / OMR Scanning, Data processing, extraction,
verification, validation, Rejection and admission of
application.
of
rejected

Preparation of Edit List with necessary Activity Log

Integration with Online Application and Registration 
Final List of Rejected candidates

Rejection Memos and any other
Pre-examination
reports
required by TNPSC from time to
time
module.
Page 41 of 53
Signature of the Bidder with seal
PROCESS
ACTIVITY
Venue Management

Allocation of candidates to the halls, assigning
Register Numbers and generation of documents to
be supplied to the Officials involved in the conduct
of Examination.
REPORTS REQUIRED




















Page 42 of 53
Signature of the Bidder with seal
Check list for Hall and Chief
Invigilators name address verification
Center wise List of Halls to be
generated
Hall wise CI list to be generated.
Generation of capacity chart
Assigning Register Numbers
Hall wise Register Number list
Name index with Reg. No.
Hall Wise Subject wise list of
candidates with statement
Hall wise Number of candidates
Question Papers Packing report
OMR answer paper packing Report
Appointment letters
Instructions to the CI
Number statements
Blind candidates list
Number statement (2)
Attendance sheet
Instructions to the CI and invigilators
Other formats and certificates
Numbers of OMR supplied and any
other reports required / specified by
TNPSC from time to time
PROCESS
ACTIVITY
REPORTS REQUIRED
Online downloadable Hall Ticket Generation & Hosting in Printing
the Website
of
Hall
Tickets
–
Containing Name, Reg. No. Center
Name, Hall Name, Photograph and
subject
opted;
Date
Examination, Center Code etc.
Page 43 of 53
Signature of the Bidder with seal
of
Stage
Process
Reports required
POST
Scanning of Answer sheets (Image and OMR) and OMR

List of Absentees / presentees
EXAMINATION
Absentees statements.

Mismatching Security barcode

Scanning of OMR Absentees statements

Image / OMR Scanning, Data - processing, extraction,
verification, validation.

list with Center and Hall Name

List of OMR not read in scanners

List of Halls for which the list of
presentees does not match
Result Processing and Generation of Mark and Rank
List as per the requirement of TNPSC

List of Manually entered register
Numbers with answers for cross
checking

List of candidates appeared in a
subject other than the one opted
in the application

Error lists

1. Register number Error
2. Subject Code Error
3. Question Booklet Series
Error
Pencil Shading report and any
other
reports
required
/
specified by TNPSC from time to
time
Page 44 of 53
Signature of the Bidder with seal
DESCRIPTIVE TYPE EXAMINATION – [Manual Valuation]

DUMMY NUMBERING, OMR SCANNING
STATEMENTS AND DATA PROCESSING.

Differential
report
between
Examiner
and
Moderator
evaluation
Individual Mark Lists

Consolidated Mark Lists

Error lists

List of Dummy Nos – Register

OF
MARK
Result Processing and Generation of Marks and
Rank List as per the requirement of TNPSC
Nos.

DESCRIPTIVE
Valuation]
TYPE
EXAMINATION
–
[On-screen
List of answer papers to be
placed for III valuation and any
other
reports
required
/
specified by TNPSC from time to

Image Processing of Answer Scripts by keeping
Candidates’ anonymity

Provision of On-screen Valuation for Processing of the
Answer Scripts to be evaluated or moderated by
Examiner / Moderator / Chief Moderators

Result Processing & Generation of Marks and Rank
List
Page 45 of 53
Signature of the Bidder with seal
time
PROCESS
ACTIVITY
SCORING AND SELECTION OF CANDIDATES FOR ORAL
TEST / MAIN WRITTEN EXAMINATION AS PER THE
VACANCY POSITION
REPORTS REQUIRED

Check list for answer keys

Consolidated mark list

Rank list

Subsequently
rejected
candidate

Top rankers list
List of selected candidates
for
OT
/
Main
Written
Examination and any other
reports required / specified
by the TNPSC from time to
time
Page 46 of 53
Signature of the Bidder with seal
Stage
ORAL TEST /
INTERVIEW
Process
ADMISSION OF CANDIDATES FOR ORAL TEST,
SELECTION, COUNSELING AND ALLOTMENT

Image Processing of Interview Board’s Mark
Sheet

Generation of Interview Mark Statement

Generation of Category wise merit list

Generation of Post-wise recommended List

Result Processing and Generation of results as
per rules and uploading in the website

Verification of Bio-data

Allotment of Service through Centralized /
Decentralized counseling with On-screen
display of vacant seat matrix
Reports Required

Vacant Seat matrix
Distribution of vacancies as per
the Ruling
Category wise cut-off marks

List of candidates admitted for OT













Call letters
Shuffled list of candidates
Board allotment list
Interview Schedule List
Preparation of biodata
Interview Absentee list
Post preference list
With held list with reasons
Mark list
Rank list
List of withheld candidates
List of rejected candidates
List of selected candidates for
counseling
Reserve list (if required)
Call letters for counseling
Department allotment orders
Final list of selected candidates
with the name of the department
Rank list as per roster
Bulletin Preparation and any
other
reports
required
/
specified by TNPSC from time to
time








Page 47 of 53
Signature of the Bidder with seal
PROCESS
POST SELECTION
PROCESS
ACTIVITY
SELECTION OF CANDIDATES FOR NON-INTERVIEW
POSTS AND PUBLICATION OF MARKS

Various Analytical and Statistical reports on
Socio-economic background of the candidates,
their performance as per the requirement of
TNPSC from time to time.
Page 48 of 53
Signature of the Bidder with seal
REPORTS REQUIRED



Appointment letters to the
candidates for non interview
posts
Bulletin Preparation
List of Register Numbers with
Marks obtained and any other
reports required/specified by
TNPSC from time to time.
Tentative Draft Agreement to be signed by the System Integrator
(To be executed on a Rs. 20/- Stamp paper by the Successful Bidder)
This Contract entered into this ______ day of _____ 2012 at Chennai
between Tamil Nadu Public Service Commission having its Office at
Greams Road, Chennai, on behalf of the Governer of Tamil Nadu, hereinafter
referred to as TNPSC (Which expression shall unless repugnant to the
context or meaning thereof include its successors and assigns) of the
First part
and
M/s. ____________________________ hereinafter referred to as the
SYSTEM INTEGRATOR (Which expression shall unless repugnant to the
context or meaning thereof include its successors and assigns) of the
Second part.
Whereas TNPSC invited a tender for the Supply of Automated
Recruitment Process Management System comprising (RPMS) along
with the design & supply of various forms On Rate Contract Basis
and the SYSTEM INTEGRATOR herein has been selected in the Tender for
execution of the work as detailed in the Tender Documents.
Whereas, TNPSC and the SYSTEM INTEGRATOR, in pursuance thereof have
arrived at the following terms and conditions:1.
This Contract shall remain in force for a period of three years from the
date of signing of this Contract subject to the extension of the same
as per clause.II.3.(i) of the tender document in respect of the tender
No. 01/2012. TNPSC may terminate this contract at the risk and cost
of the SYSTEM INTEGRATOR where the SYSTEM INTEGRATOR is in
material breach of the terms and conditions of this contract and fails
to remedy that breach on 14 days’ written notice from TNPSC.
Page 49 of 53
Signature of the Bidder with seal
Termination of this contract by TNPSC will not relieve SYSTEM
INTEGRATOR of its liability as agreed.
2.
The SYSTEM INTEGRATOR agrees to complete the execution of the
contract specified in the Tender within the stipulated period prescribed
by TNPSC at the negotiated final rate. This cost is firm and not subject
to enhancement.
3.
The Contract or any part share of interest in it shall not be transferred
or assigned by the SYSTEM INTEGRATOR directly or indirectly to any
person or persons.
4.
Neither TNPSC nor the SYSTEM INTEGRATOR shall be liable to the
other for any delay or failure in the performance of their respective
obligations due to causes, contingencies beyond their reasonable
control such as:
a)
Natural phenomena including but not limited to earthquakes,
floods and epidemics.
b)
Acts of any Government authority domestic or foreign including
but not limited to war declared or undeclared.
c)
Accidents or disruptions including, but not limited to fire and
explosions.
5.
The Tender Ref. 01/2012 along with the enclosures, the offer
submitted by the SYSTEM INTEGRATOR, the negotiated and finalized
terms and conditions and the Work Order respectively will form part of
this contract. Wherever the offer conditions furnished by the SYSTEM
INTEGRATOR are at variance with conditions of this contract or
conditions stipulated in the tender document, the final negotiated offer
conditions shall prevail over the tender conditions furnished by the
SYSTEM INTEGRATOR.
Page 50 of 53
Signature of the Bidder with seal
6.
Liquidated Damages
A penalty will be levied at up to the rate of 0.5% per week on the total
contract value subject to a maximum of 2% for non-fulfilment of
delivery schedule. Any delay due to the Force Majeure conditions or
delay caused from the customer side will be excluded from the
delivery time. In the event of failure to fulfil the conditions, TNPSC at
its discretion may initiate any of the actions such as;
 Extension of time may be permitted to complete the work.
 Additional resources will be requested by TNPSC for speeding
up the work.
 Contract may be terminated and new contract may be
awarded to other Technically Qualified Bidders at the same
tender cost or at higher cost. In case of higher cost, any
difference in cost to be incurred in engaging other Bidder may
be recovered from the System Integrator.
 Any other action as may be decided by the TNPSC in the best
interest of the work.
7.
Penalty for non-fulfilment of conditions
A penalty will be levied at up to the rate of 0.5% of the total contract
value in the event of non-fulfilment or non-observance of any of the
conditions stipulated in the Agreement, Terms and Conditions and
Work Order at the discretion of TNPSC.
8.
Payment Clause
Payment to the system Integrator shall be made only as per the
clause II.6. of the tender document for the tender ref No. 01/2011
9.
Unless otherwise provided in the Contract, any notice, request,
consent or other communication given or required to be given
hereunder shall be given by mailing the same by registered mail,
postage prepaid, return receipt requested in the case of the SYSTEM
Page 51 of 53
Signature of the Bidder with seal
INTEGRATOR to TNPSC at the address set forth above or with other
addresses and to the attentions of such other person or persons as
may hereafter be designated by like notice hereunder and any such
notice sent by post shall be deemed to have been served on the date
when in the ordinary course of post, it would have been delivered at
the address to which it was sent.
10.
Any notice to the SYSTEM INTEGRATOR given or required to be given
hereunder shall be given by either:
a)
Mailing the same by registered mail, postage prepaid, return
receipt requested; or
b)
Having the same delivered by courier with receipt acknowledged
at the address set forth above or with other addresses and to
the attentions of such other person or persons as may hereafter
be designated by like notice hereunder and any such notice shall
be deemed to have been served if sent by post on the date
when in the ordinary course of post, it would have been
delivered at the addresses to which it was sent or if delivered by
courier on the date of acknowledgement of receipt.
11.
In case of breach of any of the conditions of the contract by the
SYSTEM INTEGRATOR during the contract period, TNPSC reserves the
right to recover costs/liabilities arising directly due to such breach
from the SYSTEM INTEGRATOR.
12.
If any dispute and/or difference shall at any time arise between the
parties to this agreement or any clause or their respective rights,
claims or liabilities hereunder or otherwise, however, in relation to or
arising out of or concerning this agreement, such dispute and/or
differences shall be referred to arbitration by two arbitrators, one to
be appointed by each party and in the event of arbitrators differing, to
an umpire to be appointed by the said two arbitrators before entering
Page 52 of 53
Signature of the Bidder with seal
upon the reference. The Arbitration and Conciliation Act, 1996 as
amended from time to time shall apply. The Arbitration shall be held in
Chennai only.
13.
All disputes in this regard shall be subject to Chennai Jurisdiction only.
In Witness whereof the parties hereto have signed on the day, month and year
above written in the presence of
For and on behalf of TNPSC
Witness 1
Witness 2
Signature:
For and on behalf of SYSTEM INTEGRATOR
Witness 1
Signature:
Name :
Name :
Address:
Address:
Signature:
Witness 2
Signature:
Name :
Name :
Address:
Address:
Page 53 of 53
Signature of the Bidder with seal