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Request For Proposal (RFP)

For

Biometric Attendance & Computer Aided Learning System for Ashramshalas, Adarsh Niwasi, Eklavya, Primary & Upper Primary Schools

Tender Notice: VKY/2007/267/D-SAG Dated: 25 August, 2008

Commissioner of Tribal Development Department Government of Gujarat Birsa Munda Bhavan Gandhinagar

TDD/2008/BIOMETRICS/001

Table of Contents
List of Abbreviations....................................................................................................................... 7 IMPORTANT INFORMATION ........................................................................................................... 8 SECTION I: PREFACE ................................................................................................................... 10 SECTION II: PROJECT PROFILE .................................................................................................. 14 1. 2. About State ............................................................................................................................ 15 About Biometric Attendance & Computer Aided Learning System ................................... 16

SECTION III: INSTRUCTIONS TO BIDDERS................................................................................. 19 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. Definitions.............................................................................................................................. 20 Eligibility Criteria ................................................................................................................... 23 Consortium ............................................................................................................................ 24 Cost of RFP............................................................................................................................ 25 Pre-bid Conference (PBC)..................................................................................................... 25 Amendment or Modification of RFP ..................................................................................... 26 Proposal preparation............................................................................................................. 26 Cost of Bidding...................................................................................................................... 29 Bid Security (EMD) ................................................................................................................ 29 Proposal Submission ........................................................................................................ 30 Number of Proposals ........................................................................................................ 31 Proposal Prices ................................................................................................................. 31 Discounts, Taxes, Levies, etc. .......................................................................................... 32 Proposal Validity................................................................................................................ 32 Language ........................................................................................................................... 32 Late Proposals................................................................................................................... 32

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17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32.

Modification & Withdrawl of Proposals............................................................................ 33 Right to Accept Proposal .................................................................................................. 33 Proposal Forms ................................................................................................................. 33 Local Conditions................................................................................................................ 33 Contacting the Tenderer ................................................................................................... 34 Schedule of Events............................................................................................................ 34 Opening of Proposal ......................................................................................................... 35 Proposal Evaluation .......................................................................................................... 36 Award of Contract.............................................................................................................. 42 Confidentiality.................................................................................................................... 43 Publicity ............................................................................................................................. 44 Insurance ........................................................................................................................... 44 Arbitration .......................................................................................................................... 44 Buy Back Policy................................................................................................................. 45 Sub-Contracting................................................................................................................. 45 Termination of RFP............................................................................................................ 45

SECTION IV: PROJECT REQUIREMENTS ................................................................................... 47 1. 2. 3. 4. 5. Scope of Work ....................................................................................................................... 48 Application Software Modules.............................................................................................. 49 Education Software ............................................................................................................... 51 Help Desk ............................................................................................................................... 52 Project Management Unit (PMU)........................................................................................... 53

SECTION V: SPECIAL CONDITIONS OF CONTRACT ................................................................. 54 1. 2. 3. Roles & Responsibilities of Stakeholders ........................................................................... 55 Third Party Monitoring Agency ............................................................................................ 57 Site Preparation ..................................................................................................................... 57

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4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25.

Hardware, Power Backup, Etc. ............................................................................................. 58 Standards to be Followed ..................................................................................................... 59 Application Software ............................................................................................................. 62 Acceptance Test .................................................................................................................... 62 Performance Guarantee ........................................................................................................ 63 Force Majeure ........................................................................................................................ 64 Implementation Schedule ................................................................................................. 65 SLA Requirement............................................................................................................... 68 Penalties............................................................................................................................. 72 Penalties for Misuse .......................................................................................................... 75 Payment Terms .................................................................................................................. 75 Quarterly Guaranteed Payment for System ..................................................................... 76 Representation & Warranties............................................................................................ 77 No Title to Equipment........................................................................................................ 79 Approval/Clearances ......................................................................................................... 79 Exit Management ............................................................................................................... 79 Tenderers Event of Default .............................................................................................. 81 Maintenance of Equipment ............................................................................................... 81 Bankruptcy & Insolvency .................................................................................................. 82 IPR, CopyRights, etc. ........................................................................................................ 82 Data Rights......................................................................................................................... 83 Project Duration................................................................................................................. 84

SECTION VI: ANNEXURE - FORMATS ......................................................................................... 85 Annexure 1 Covering Letter ...................................................................................................... 86 Annexure 2 Bidders Profile....................................................................................................... 89 Annexure 2A Consortium Members Profile............................................................................. 93

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Annexure 3 - Financial Information Summary............................................................................. 97 Annexure 4 Proposed Solution Architecture ........................................................................... 98 Annexure 4A -Data Collection, Transfer, Storage and Retrieval................................................ 99 Annexure 4B Biometric Enrollment and Attendance ............................................................. 100 Annexure 4C - Application Software Development................................................................... 101 Annexure 4D - Training............................................................................................................... 102 Annexure 4E -Operations and Maintenance.............................................................................. 103 Annexure 4F Education Software Deployment and Training ................................................. 104 Annexure 4G - Any Other detail ................................................................................................. 105 Annexure 5 - Manufacturers Authorization Form..................................................................... 106 Annexure 6 - Firm Experience .................................................................................................... 107 Annexure 7- Composition and Task Assignments Summary .................................................. 108 Annexure 8 - Curriculum Vitae Of Proposed Staff .................................................................... 109 Annexure 9 - Statement of Deviation from Requirement Specification ................................... 111 Annexure 10 - Statement of Deviation from Tender Terms and Conditions ........................... 113 Annexure 11 - Un-priced Bill Of Material ................................................................................... 115 Annexure 12 - Proposal letter Commercial............................................................................. 117 Annexure 13 - Statement of Commercial Deviation .................................................................. 120 Annexure 14 - Commercial Proposal Details............................................................................. 122 Annexure 15 - Bill Of Material..................................................................................................... 124 Annexure 16 - Bank Guarantee Format for EMD ....................................................................... 125 Annexure 17: Performance Bank Guarantee Format ................................................................ 128 Annexure 18 - Format for Pre-bid Conference Queries / Clarifications................................... 131 SECTION VII: ANNEXURE INDICATIVE STATISTICS & DATA ............................................... 132 Annexure 19 Details of Primary Ashramshalas (Std.1-7) ...................................................... 133 Annexure 20 Details of Secondary Ashramshalas (Std. 8-12)............................................... 135

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Annexure 21 Details of Adarsh Niwasi Schools (Std. 8-12)................................................... 137 Annexure 22 Details of Eklavya Schools (Std. 6-11) .............................................................. 139 Annexure 23 - Offices Of DPA .................................................................................................... 140 Annexure 24 Offices of DPO.................................................................................................... 141 Annexure 25 Sample Report.................................................................................................... 142 Annexure 26 List of Education Software ................................................................................ 143 Annexure 27 List of Primary & Upper Primary Schools ........................................................ 144

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LIST OF ABBREVIATIONS

Abbreviation BG BOM BOO DHQ DPA DPO EMD FPS GoG ICT O&M PG PST QCBS RFP SHQ TPA TDD D-SAG

Detail Bank Guarantee Bill of Material Build Own Operate District Head Quarter District Project Administrator District Project Officer Earnest Money Deposit Finger Print Scanner Government of Gujarat Information and Communication Technology Operation and Maintenance Performance Guarantee Peak Service Time Quality and Cost Based Selection Request for Proposal State Head Quarter Third Party Agency Tribal Development Department Development Support Agency of Gujarat

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IMPORTANT INFORMATION

The tender form can be downloaded from https://www.nprocure.com Sale of RFP between from 25-08-2008 till 30-09-2008 and the non-refundable tender fees can be deposited at the time of pre-bid conference or on or before 30-09-08 between 10.00 am to 4.00 pm on all working days. Rs. 10,000/- (Rupees Ten Thousand only) through Demand Draft from Non-Refundable Tender Fees a Scheduled Commercialized / Nationalized Bank (except Co-operative Bank), drawn in favour of Commissioner, Tribal Development Department, payable at Gandhinagar. Rs. 50,00,000/- (Rupees Fifty Lakhs only) in the form of Demand Draft EMD /Bank Guarantee in favour of Commissioner, Tribal Development Department, payable at Gandhinagar from a Scheduled Commercialized / Nationalized Bank (except Co-operative Bank). Bidders have to submit their written clarifications & queries (if any) Last written RFP Date queries of related to the RFP in writing before 2:00 P.M. 06-09-2008 in enclosed of format (Annexure 18) at the below mentioned address. The same can on also be sent by email to mehta.sanghmitra@gmail.com. Any clarification or query received after the due time and date will not be entertained. At 12:30 P.M. on 09-09-2008 Venue: Secretarys Chamber, Pre bid conference Tribal Development Department, Block No. 8, 2nd Floor, Sachivalaya, Gandhinagar Submission document

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4:00 P.M. on 30-09-2008 Last date for The commercial proposal is to be submitted online in electronic of format only as mentioned in the RFP, 4:00 PM on 30-09-08 on the website https:/www.nprocure.com. The hard copies of the PreQualification and Technical Proposal as specified in the RFP can be submitted on or before 4:00 PM, 30-09-08 between at the address mentioned below. 5:00 P.M. 25-09-2008 Opening Technical Proposal of Venue: Development Support Agency of Gujarat Tribal Development Department Block No. 8, 2nd Floor Sachivalaya Gandhinagar Development Support Agency of Gujarat Address Tribal Development Department for Block No. 8, 2nd Floor Correspondence and Sachivalaya Clarifications Gandhinagar Tel: +91-79-23257678/79 Fax: +91-79-23252081 Email: mehta.sanghmitra@gmail.com

submission Proposal

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SECTION I: PREFACE

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1. Government of Gujarat (GoG) is committed to leveraging advances in Information and Communication Technologies (ICT) to improve the quality of services being delivered to citizens and enhance the pace of overall development of the State through improvement of Intra-Government and Government Citizen Interface.

2. Biometric Attendance & Computer Aided Learning System aims to capture the reach of education services extended to targeted beneficiaries and also improve the learning process through standard education software for schools. It further aims to ensure transparency and accountability in processes, coupled with effective monitoring mechanism by generation of MIS reports.

3. To achieve the above objectives, GoG has decided that it will engage a professional agency that will supply, install, operate & maintain the envisaged system on an appropriate Public Private Partnership (PPP) model. In line with the same, GoG through Commissioner, Tribal Development Department (TDD) has come up with a Request for Proposal (RFP) for Biometric Attendance & Computer Aided Learning System for Ashramshalas, Adharsh Niwasi & Eklavya Schools under TDD and Primary and Upper Primary Schools under Education Department. Bidder has to quote for the implementation and management of the system on Build, Own, Operate (BOO) model for duration of 5 (five) years, in accordance with the various provisions of this RFP document.

4. The Bidder(s) will be selected on Quality and Cost Based Selection (QCBS) basis. D-SAG, TDD will select a minimum of 2 ( two) and a maximum of 3 (three) bidders based on the hierarchy of the Best Quote obtained from different bidders. However, D-SAG, TDD reserves the right to negotiate on the Quote given by the bidders. Subsequently, the Bidders offering the Best Quote will be declared as Successful Bidders. The D-SAG, TDD also reserves the right to decide on the number of vendors to be selected and the zones/districts to be awarded to each vendor.

5. The Biometric Attendance & Computer Aided Learning System is to be implemented across various schools in 11 (eleven) districts of Gujarat state. There are 486 (four hundred and eighty six) Ashramshalas, 31 (thirty one) Adharsh Niwasi Schools & 10 (ten) Eklavya Schools under TDD in 39 talukas of 11 (eleven) districts. Further, there are 8136 (eight

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thousand one hundred thirty six) Primary & Upper Primary Schools under Education Department in the same 39 (thirty nine) talukas of 11 (eleven) districts. It is to be emphasized here that GoG is looking at this engagement as a set of complete services to be provided by the selected agency and not as a supply of hardware & software. To that end the specifications laid out in this RFP are indicated as the minimum requirement whereas the bidders are expected to focus on the objectives of this project and formulate their solution offerings in a manner that enables achieving those objectives both in letter as well as spirit.

6. D-SAG, TDD, GoG has been entrusted for selection of Service Provider and monitoring of the Project. D-SAG, TDD, GoG now invites sealed technical and commercial proposals from eligible Bidders for selection as bidder, to implement and operate the Biometric Attendance & Computer Aided Learning System in 11 (eleven) districts of Gujarat. The bidder shall be selected as per the procedures described in this Request for Proposal (RFP). The last date for submitting the Technical and Commercial Proposal is 25-09-2008, latest by 4:00 PM.

7. Bidders who wish to participate in this selection process will have to register on https://www.nprocure.com. Further participating Bidders will have to procure Digital Certificate as per Information Technology Act 2000 using which they can sign their electronic commercial proposals. Bidders can procure the same from (n) Code Solutions a division of GNFC Limited, or from any other agency licensed by Controller of Certifying Authority, Government of India. Bidders who already have a Digital Certificate need not procure a new digital certificate.

8. Bidder shall submit the commercial proposal online only. The Pre-Qualification Proposal and the Technical Proposal and other documents as described in the RFP have to be submitted physically before the last date of proposal submission as mentioned in the RFP.

9. A Pre-Bid Conference would be held on 09-09-2008 at 12:30 PM in the office of D-SAG Tribal Development Department Block No. 8, 2nd Floor, Sachivalaya Gandhinagar

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10. Bidders are requested to submit their queries or clarifications regarding the RFP in the format provided (Annexure 18) only, latest by 2:00 P.M. on 06-09-2008. Any queries received after the specified date & time will not be entertained. Only those queries that are submitted in writing and in the format provided will be taken up for discussion in the pre-bid conference.

11. The authorized representative of the bidder should sign all the communication including a copy of this RFP. The Bidder should submit the copy of RFP, duly signed on each page by the authorized signatory, along with the Pre-Qualification Proposal. The commercial proposal is to be signed electronically while submission. The pre-qualification and technical proposal has to be signed on each page by the authorized signatory.

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SECTION II: PROJECT PROFILE

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ABOUT STATE
The State of Gujarat came into existence as a separate State on 1st May 1960. The State is situated on the west coast of India between 20-6' N to 24-42' N North latitude and 68-10'E to 74-28'E East longitude. It is bounded by the Arabian Sea in the West, by the States of Rajasthan in the North and North-East, by Madhya Pradesh in the East and by Maharashtra in the South and South East.

The State has an international boundary and has a common border with the Pakistan at the northwestern fringe. The two deserts, one north of Kachchh and the other between Kachchh and the mainland Gujarat are saline wastes.

The State has a long coast-line of about 1600 kms. which is the longest among the States of country. For the purpose of administration, Gujarat State at present comprises of 25 districts, subdivided into 226 talukas, having 18618 villages and 242 towns. Gujarat has geographical area of 1.96 lakh sq.kms. and accounts for 6.19 percent of the total area of the country.

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According to the provisional results of Population Census 2001, the population of Gujarat as on 1st March 2001, stood at 5.06 Crores, including the estimated population of earthquake affected areas. The decadal growth rate of the decade 1991-2001 has increased in comparison to 1981-1991 from 21.19 percent to 22.48 percent.

The density of Gujarat is 258 persons per sq.km. in 2001. The literacy rate in the State (excluding children in the age group 0-6 years) has increased from 61.29 per cent in 1991 to 69.97 per cent in 2001. About 37.67 per cent population of Gujarat resides in urban areas (Excluding earthquake affected areas). Out of the total population of 483.87 Lakhs in the state (excluding the earthquake affected areas), 203.7 Lakhs (42.10 per cent) are workers and 280.2 Lakhs (57.90 per cent) are non-workers. According to the provisional results of population census 2001, the total number of households is 96.44 Lakhs.

The state has a substantial tribal population concentrated mainly in the eastern part of the state. The States TDD looks after the welfare of the tribal population across the state. The department has been focused on improving the education level of the people in tribal areas and has thereby established several schools in tribal areas. The department also provides financial assistance to different societies who run schools in the tribal areas. The financial assistance provided is based on the number of students enrolled in schools. In its continuing effort to improve upon the conditions of education system in tribal areas, the department has proposed the project of biometric attendance and computer aided learning system.

ABOUT BIOMETRIC ATTENDANCE & COMPUTER AIDED LEARNING SYSTEM


Biometric Attendance system seeks to use ICT in monitoring the attendance of teachers, administrative staff and students at various schools being supported or run by Tribal Development & Education Departments. It is aimed to create transparency and accountability so as to make education in schools more efficient and effective.

Computer Aided Learning system aims to employ the same infrastructure to improve the learning process of students by using standard education software relevant to different classes of school.

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Objective of Project Use of biometrics technology to capture attendance of teachers, administrative staff and students. Use of computerized application as primary mode of attendance recording and replacement of manual records. Collect, record and generate a centralized database of all teachers, administrative staff and students enrolled in various schools which can be organized on the basis of name, category, class, gender, caste, etc. Creation of Biometrics based attendance capturing system. To generate MIS at district and state level. To create a standard education software library at district level for different classes Use of education software to improve the learning process of students by employing a monthly rotational deployment of software at each school.

Requirement of TDD The scope of work has been designed in consonance with the requirements of TDD & Education Department. The scope of work has been finalized after several rounds of discussion between various stakeholders of the project.

The biometric based attendance and computer aided learning project of Government of Gujarat would have the following scope of work Design, Development, Implementation and Maintenance of the application software. Supply of robust equipment, which are resistant to damages from heat, dust, moisture, rough handling and poor storage conditions. Collection of information related to teachers, administrative staff & students like fingerprints, photograph, name, gender, caste/category, etc. and entry of records. Installation, commissioning & maintenance of hardware including computers, fingerprint reading devices, etc. at various locations for capturing attendance.

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Establishment and maintenance of network connectivity at all project locations. Collection & transfer of data from various locations to DPA/DPO Office (district level) and further to state headquarters.

Creation of education software library in each district. Monthly rotational deployment of education software at schools. MIS generation at District Head Quarter (DHQ) and State Head Quarter (SHQ) level. Updation of database as and when required. Training (including capacity building) of various stakeholders. Deployment of manpower for operations & maintenance for a period of 5 (five) years.

Broad Outcomes of Project and Deliverables Application Software and hardware for Biometric Attendance system for Schools in 11 (eleven) districts of Gujarat. Biometric enrollment (including collection, entry and validation of data) of all

teachers/administrative staff and students from individual schools and generation of a centralized Database at SHQ. Education software library at each district. Training of users, trial runs and MIS customization as per the project requirements

Conclusion GoG through D-SAG, TDD has come out with Request for Proposal for Biometric Attendance & Computer Aided Learning System implementation in 11 (eleven) districts of the State. As the magnitude of the project is enormous and the project time lines will be strict; hence, it is imperative that only those who have previous experience of executing similar projects and have necessary capacity (expertise, technical, and financial) should try to submit their proposal for the project.

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SECTION III: INSTRUCTIONS TO BIDDERS

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1.

DEFINITIONS

In this document, the following terms shall have following respective meanings-

Acceptance Test Document means a mutually agreed document, which defines procedures for testing the Biometric Attendance System Application against requirements laid down in the RFP.

Affiliate shall mean any holding company or subsidiary company of a part to the Agreement or any company, which is subsidiary of such a holding company. The expressions holding company and subsidiary company shall have the meaning specified in section 4 of the Companies Act 1956 (as amended from time to time).

Agreement means the Agreement to be signed between the successful bidder and D-SAG, TDD, GoG including all attachments, appendices, all documents incorporated by reference thereto together with any subsequent modifications, the RFP, the bid offer, the acceptance and all related correspondences, clarifications, presentations.

Authorized Representative shall mean any person authorized by either of the parties.

Bidder means any firm or group of firms (called consortium) offering the solution(s), service(s) and /or materials required in the RFP. The word Bidder when used in the pre-award period shall be synonymous with Bidder, and when used after award of the Contract shall mean the successful Bidder with whom D-SAG, TDD, GoG signs the agreement for rendering of services for Biometric Attendance and Computer Aided Learning System.

BOO model means Build, Own and Operate. It is a financial model for financing PPP Projects.

D-SAG, TDD means the Nodal agency responsible for monitoring schools under tribal areas on behalf of GoG.

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Contract is used synonymously with Agreement.

Corrupt Practice means the offering, giving, receiving or soliciting of any thing of value to influence the action of an official in the process of Contract execution.

Default Notice shall mean the written notice of default of the agreement issued by one party to the other in terms hereof.

DHQ means District Head Quarter, an administrative unit of State.

Director, Sarva Sikhsa Abhiyaan means the Nodal agency responsible for monitoring schools on behalf of GoG.

Law shall mean any Act, notification, bye law, rules and regulations, directive, ordinance, order or instruction having the force of law enacted or issued by the Central Government and/ or by GoG or any other Government or regulatory authority or political subdivision of government agency.

LOI means issuing of Letter of Intent, which shall constitute the intention of the Tenderer to place the Purchase Order with the successful bidder.

Partial Acceptance Test (PAT) means In other words, Partial Acceptance test means a provisional acceptance testing for completion of a complete section/module/ component of the System.

Party means GoG or Bidder, individually and Parties mean GoG and Bidder, collectively.

Period of Agreement means 5 (five) years from the date of issue of LoI.

PPP means Public Private Partnership

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Proposal means the Technical Proposal and Commercial Proposal, i.e., complete proposal for the Biometric Attendance and Computer Aided Learning System.

Project Location means any of the schools, DPO/DPA office, DHQ, SHQ or any other location as deemed necessary for installation and running of Biometric Attendance and Computer Aided Learning System.

Request for Proposal (RFP) means the detailed notification seeking a set of solution(s), services(s), materials and/or any combination of them.

Requirements shall mean and include schedules, details, description, statement of technical data, performance characteristics and standards (Indian & International) as applicable and specified in the RFP.

Sub-Contracting means any person to whom any part of work under the agreement is subcontracted by the Bidder

Service means provision of contracted service viz., operation, maintenance and associated services for Biometric Attendance and Computer Aided Learning System as per this RFP.

Service Down Time (SDT) means the time period when specified services with specified technical and operational requirements as mentioned in this document are not available to TDD. The services shall be operational on all days of a year and 24-hours/ day with in the uptime specified in the Service Level Agreement (SLA). The services and applications are considered as operational when all equipments and software application at all tiers/ levels are working, providing all/ specified services as mentioned in full capacity at all locations in Biometric Attendance and Computer Aided Learning System framework.

SHQ means State Head Quarter, an administrative unit of State.

Tenderer means the authority who has issued the tender; in the present context Biometric Attendance and Computer Aided Learning System Tender has been issued by Commissioner, TDD,

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GoG.

Termination Notice means the written notice of termination of the Agreement issued by one Party to the other in terms hereof.

Third Party Agency means any agency other than the successful bidder, appointed by D-SAG, TDD for monitoring Biometric Attendance and Computer Aided Learning System during commissioning and operation.

Transaction Site means the location where the attendance of teachers, administrative staff and students will be captured.

Uptime means the time period when specified services with specified technical and service standards as mentioned in this RFP are available to GoG. The uptime will be calculated as follows: Total time in a quarter (in minutes) less total Service Down time (in minutes) in the quarter.

%Uptime means ratio of up time (in minutes) of Biometric Attendance and Computer Aided Learning System, in a quarter to Total time in the quarter (in minutes) multiplied by 100 (hundred).

Unit means 1 (one) PC/Desktop with a Finger Print Scanner attached to it on a USB/COM port.

2.

ELIGIBILITY CRITERIA

The eligibility criteria for the bidding for the Project is as follows Individual Companies registered in India under Companies Act 1956 for at least 5 (five) years from the date of issuance of this RFP are eligible. Consortiums are allowed. The consortium should not comprise of more than 3 (three) partners and at least 1 (one) of them should be registered in India under Companies Act 1956 for at least 5 (five) years from the date of issuance of this RFP. The consortium conditions are further explained in Clause 3 of this Section.

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Company or one Consortium Partner should be an OEM or authorized agent or channel/business partner in India for Biometrics based Solution/Products. In case of authorized agent or channel/business partner, authorization and its period of validity as on the date of tender submission should be duly certified by the principal. Authorized agents or channel/business partners must enclose the authorization of the manufacturer to quote against this specific tender.

Company or Prime/Lead Consortium partner should have an average annual turnover of Rs. 50,00,00,000/- (Rupees Fifty Crores only) and should have positive net worth over the last 3 (three) financial years.

Company or at least 1 (one) Consortium Partner should have implemented at least (one) multi-location biometric based attendance/identification project of at least Rs. 50,00,000/(Rupees Fifty Lakhs only) value, in past 3 (three) years.

Company or at least 1 (one) Consortium Partner should have an office in Gujarat or should be ready to open up an office in Gujarat within 1 (one) month of the award of contract.

Banned or Blacklisted Companies by Government Institutions in India will not be eligible to participate. An undertaking to this effect, signed by authorized signatory, has to be submitted

3.

CONSORTIUM

The following criteria has to be met by a consortium submitting proposal against this RFP

1. A consortium can have a maximum of 3 (three) partners and one of the members will be nominated as the Lead Partner and others will be referred as Operating Partners.

2. All the consortium members should enter into a Memorandum of Understanding (MoU) not prior to the date of release of this RFP. The MoU should clearly define the roles and responsibilities of each consortium member and state that the members of the consortium shall be liable jointly and severally for the implementation of the project in accordance with the terms of the agreement. An original copy of the MoU on Rs. 100/- (Rupees One Hundred Only) stamp paper has to be submitted along with EMD and Tender fees.

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3. The authorized signatories of the consortium members should execute a Power of Attorney to nominate one person of the Lead Partner as an authorized signatory of the consortium. All authorized signatories of consortium members should submit Board Resolutions by their respective entities in order to support their authorization to sign the document.

4. The authorized signatory should sign all communications including the proposal and it shall be binding on all the consortium members. For online submission the Digital Certificate of Lead Partner shall be required to submit the bid.

5. Every consortium member shall furnish an undertaking on the letter head of their respective companies stating that they have read and understood the entire tender document and agree with all the terms and conditions stated in the RFP.

6. A consortium member cannot participate as a member of any other consortium or apply in its individual capacity for this Project.

7. The composition of consortium shall not be changed during bidding or period of contract including implementation and operation of this project. However, in exceptional cases, the bidder can request D-SAG, TDD, in writing, with detailed explanation of change in consortium and only after approval by Commissioner, TDD such changes will be effective.

4.

COST OF RFP

The cost of RFP document is Rs. 10,000 (Ten Thousand only). The document can be downloaded from https:\\www.nprocure.com between 25-08-2008 and 30-09-2008. The bidder has to submit the non-refundable tender fees through a Demand Draft in favour of Chief Executive Officer,
Development Support Agency of Gujarat (D-SAG), payable at Gandhinagar, on or before 4:00

PM, 30-09-2008.

5.

PRE-BID CONFERENCE (PBC)

Tenderer shall hold a pre-bid conference (PBC) after uploading the RFP document as per schedule

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mentioned in this RFP. In this PBC, Tenderer would address the clarifications sought by the bidders with reference to the RFP and the project. The bidders would be required to submit their queries to the D-SAG, TDD in writing (fax/post/e-mail) to be received on or before 2:00 PM, 06-09-2008. Queries not submitted within this deadline may not be taken up at the PBC. Queries should be submitted in the enclosed format only (Annexure18)

Bidders who have purchased the RFP document are welcome to attend the PBC, even if they do not have any specific queries. Only a maximum of 2 (two) representatives of one organization will be allowed to attend pre-bid conference.

Tenderer reserves the right to not to respond to any/all queries raised or clarifications sought if, in their opinion and at their sole discretion, they consider that it would be inappropriate to do so or do not find any merit in it.

6.

AMENDMENT OR MODIFICATION OF RFP

At any time prior to the deadline of submission of proposals, the Tenderer, for any reason, whether its own initiative or in response to clarification request by a prospective bidder, modify the RFP. The Tenderer also reserves the right to change any bid condition including technical specifications even after inviting the proposals with/without prior notification.

The amendments in any of the terms and conditions including technical specifications of this RFP document shall be published on website and will be binding on them.

The Tenderer, in order to allow prospective bidders reasonable time to take into consideration the amendments in their bid preparation process, may extend the last date of bid submission at its discretion.

7.

PROPOSAL PREPARATION

Bidder is expected to examine all instructions, forms, terms and requirements in the RFP document and prepare the proposal accordingly. Failure to furnish all information required by the RFP

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document or submission of a Proposal not substantially responsive to the RFP document in every respect may result in the rejection of Proposal. The proposals should be submitted/uploaded in 3 (three) parts as mentioned hereunder -

A. Pre-Qualification Proposal a. A copy of RFP, duly signed on each page by the authorized signatory. b. Covering letter on the bidders letter-head (Annexure 1) Certifying that the period of validity of bid is 180 (one hundred and eighty) days from the last date of submission of proposal, and Asserting that the bidder is quoting for all the items (including services) mentioned in the tender. c. EMD in the form of a Bank Guarantee or demand draft issued by a Scheduled Commercialised / Nationalized Bank (except Co-operative bank), in favour of Chief
Executive Officer, Development Support Agency of Gujarat, payable at

Gandhinagar. (Annexure 16) d. Tender Fees in the form of demand draft or Proof of submission of tender fees. e. A registered Power-of-Attorney granting the person signing the proposal the right to bind the bidder as the Constituted Attorney of the Directorate. f. In case of consortium, the relevant Agreement in original between consortium partners

g. Profile of bidder/consortium partners (Annexure 2 & 2A) h. Certificate of Incorporation i. Audited annual financial results (balance sheet and profit & loss statement) of the bidder/consortium partners for the last three financial years. (Annexure 3) j. Quality certification in delivery of services sought under this RFP, from an internationally recognized/reputed agency, e.g. ISO 9001 : 2000 k. Manufacturers authorization form(s) (Annexure 5) l. Solvency Certificate/ Letter of Comfort to fund the project from bank

m. Permanent Account Number (PAN) from Income Tax authorities of area of operation of the bidder n. Service Tax and Sales Tax Details

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B. Technical Proposal Proposal particulars Client Reference list (using equipment/services similar to project requirement). (Annexure 6) Proposed Solution Architecture, Technical & Functional Solution, details of equipment and services offered (Annexure 4) Un-priced Bill of Material (BOM) (Annexure 11) Qualification and Deployment Schedule of the staff proposed for the project (Annexure 7 ) and CVs of Key persons to be engaged in the Project (Annexure 8) Statement of deviation from requirement specifications (Annexure 9) Statement of deviation from tender terms and conditions (Annexure 10) Schedule of delivery (along with Annexure 4) Warranty Any other document as required in the RFP

C. Commercial Proposal Proposal letter (Annexure 12) Bid particulars including priced Bill of Material (BOM) (Annexure 15) Statement of commercial deviation (Annexure 13) Quarterly Guaranteed Payment (Annexure 14)

The Documents related to Section A & B are to be submitted in hard copies only on or before 4:00 PM, 30-09-08. The section C is to be uploaded online on the website www.nprocure.com before 4:00 PM on 30-09-08 only.

Bidders should enclose with their offers details of all equipments (including make & model) and services offered with full documentation and descriptive literature supplementing the description and point out any special feature of the equipment and services. All documentation is required to be in English. Any offer without complete details of equipments (including make & model) will not be considered.

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8.

COST OF BIDDING

The Bidder shall bear all costs associated with the preparation and submission of its Proposal, including the cost of presentation for the purposes of clarification of proposal, if so desired by the Tenderer. The Tenderer will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bid process.

9.

BID SECURITY (EMD)


a. b. The bidder shall furnish a bid security (EMD) of Rs. 50,00,000/- (Rs. Fifty Lakhs only). The Bid Security (EMD) shall be in Indian rupees (INR) and shall be in form of a Bank Guarantee / Demand Draft, issued by a Scheduled Commercialised / Nationalized Bank (except Co-operative bank) in India, in favour of Chief Executive Officer,
Development Support Agency of Gujarat. The template of bank guarantee is

provided in Annexure 16. c. The EMD shall be valid for at least 180 (one hundred and eighty) days from the date of submission of proposal. No interest shall be payable on Bid Security under any circumstance. d. Unsuccessful Bidders Bid security shall be discharged or returned within 60 (sixty) days of expiration of the period of proposal validity prescribed by the Tenderer. e. The successful Bidders EMD shall be discharged upon the signing of agreement by the Bidder. f. The Bid security will be forfeited at the discretion of Tenderer on account of one or more of the following reasonsi. The Bidder withdraws its Proposal during the period of proposal validity ii. Bidder does not respond to requests for clarification of its proposal iii. Bidder fails to co-operate in the Proposal evaluation process iv. In case of a successful Bidder, the said Bidder fails-

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to furnish Performance Guarantee in time; or to sign the Agreement in time

10.

PROPOSAL SUBMISSION

a. The proposals submitted should have all pages numbered. It should also have an index giving page wise information of documents. Proposal that are incomplete or not in prescribed format will be summarily rejected. b. The Bidder shall prepare one commercial proposal in soft copy and upload the same on the website https://www.nprocure.com after digitally signing the same. c. The Commercial Proposal should be named as Commercial Proposal from <<Company Name>>. d. No Commercial Proposal will be considered unless it has been digitally signed. e. Commercial offer submitted in physical form, will not be accepted. f. The Bidder shall submit one hard copy and one soft copy of in CD (in Microsoft Word format) of pre-qualification and technical proposals as described belowPre-qualification Proposal - hard copy separately, clearly marking Pre-qualification Proposal Tender No: _____________ and soft copy on CD clearly marking Pre-qualification Proposal (Soft Copy) - Tender No: _____________. Technical Proposal - hard copy separately, clearly marking Technical Proposal Tender No: _____________ and soft copy on CD clearly marking Technical Proposal (Soft Copy) Tender No: _____________. g. Prices should not be indicated in the Technical Proposal. h. All the columns of the quotation form shall be duly, properly and exhaustively filled in. The rates and units shall not be overwritten. Rates shall always be both in the figures and words. i. The proposals have to be submitted in four parts, viz., Envelope 1: Containing EMD, Demand Draft for Tender Fees or proof of Tender fees, power of attorney, consortium agreement in original (if any) and one signed copy of RFP and one hard and one soft copy of Pre-Qualification Proposal, superscribed as Pre-Qualification Proposal Tender No: _____________.

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Envelope 2: Containing Technical Proposal containing one hard copy and one soft copy of detailed Technical Proposal superscribed as Technical Proposal Tender No: _____________. Envelope 3: Both of the above sealed envelopes should again be placed in a single sealed envelope, superscribed as Response to Biometric Attendance & Computer Aided Learning System for Ashramshalas, Adarsh Niwasi, Eklavya, Primary & Upper Primary Schools - Tender No: _____________ Bid from: ____________ NOT TO BE OPENED BEFORE <<date & time of bid opening>> Document - 1: Commercial Proposal Document containing Price Schedule superscribed as Commercial Proposal - Tender No: _____________from <<Company Name>>.

11.

NUMBER OF PROPOSALS

Every entity, whether an individual company or a consortium, is allowed to submit only one proposal against this RFP. Any individual company or a member of consortium who submits or participates in more than one proposal will be disqualified and the consortium of which the participant is a member shall also be disqualified.

12.

PROPOSAL PRICES

The Commercial Proposal as prescribed should be filled up and converted into one single document named as Commercial Proposal Tender No: _________ from <<Company Name>>. submission. The prices quoted by the bidder shall be in sufficient detail to enable the Tenderer to arrive at the price of equipment/system offered. The tenders not submitted as specified above will be summarily rejected. If any or all of the information asked in the RFP are not available in the Commercial Proposal the proposal is liable for rejection. The commercial bid should be uploaded before the last date of proposal

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13.

DISCOUNTS, TAXES, LEVIES, ETC.

The Bidders are informed that discount, if any, should be merged with the quoted prices. Discount of any type, indicated separately, will not be taken into account for evaluation purposes.

The Bidders should also take into account all taxes, levies, etc. The price quoted should be inclusive of all taxes, levies, etc. Taxes, levies, etc. of any type, indicated separately, will not be taken into account for evaluation purposes.

14.

PROPOSAL VALIDITY

The proposals shall remain valid for a period of 180 (one hundred and eighty) days from the last date of submission of tender. If required, the Tenderer may ask the bidders to extend the proposal validity in writing. Proposals of the bidders who do not agree to extend the validity of proposal will be rejected and EMD will be forfeited. A bidder granting the request for extension of proposal validity will not be allowed to modify its proposal or put any condition for extending the proposal validity.

15.

LANGUAGE

All Proposals, correspondence and documents related to proposals, shall be written in the English language. Supporting documents and printed literature furnished by the Bidder may be in another language, provided they are accompanied by an accurate translation of the relevant passages in English language.

16.

LATE PROPOSALS

The bidder will not be able to submit the proposals online after final submission date and time. The physical document of proposal, as described in RFP, received by the Tenderer after final submission date and time of proposal prescribed in the RFP document will not be considered and the entire proposal will be rejected. The EMD of such proposals will be returned to the Bidder.

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17.

MODIFICATION & WITHDRAWL OF PROPOSALS

The Bidder is not allowed to modify its proposal subsequent to the final submission of proposals. The Bidders cannot withdraw the proposal during the period between the last date for receipt of proposals and the expiry of proposal validity period specified in the RFP. A withdrawal of proposal during proposal validity period may result in the forfeiture of its EMD from the Bidder.

18.

RIGHT TO ACCEPT PROPOSAL

The Tenderer reserves the right to accept or reject any or all Proposals 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 of such decision.

19.

PROPOSAL FORMS

Wherever a specific form is prescribed in the RFP document, the Bidder shall use the form to provide relevant information. If the form does not provide space for any required information, space at the end of the form or additional sheets shall be used to convey the said information.

For all other cases, the Bidder shall design a form to hold the required information. The Tenderer shall not be bound by any printed conditions or provisions in the Proposal Forms designed by the bidder.

20.

LOCAL CONDITIONS

Each Bidder is expected to get fully acquainted with the local conditions and factors, Such as historical, geographical, social, political, legal, administrative, and/or infrastructure etc., which would have any effect on the performance of the contract and /or the cost.

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The Bidder is expected to know all conditions and factors, which may have any effect on the execution of the contract after issue of Letter of Award as described in the bidding documents. The Tenderer shall not entertain any request for clarification from the Bidder regarding such local conditions.

It is the Bidders responsibility that such factors have properly been investigated and considered while submitting the bid proposals and no claim whatsoever including those for financial adjustment to the contract awarded under the bidding documents will be entertained by the Tenderer. Neither any change in the time schedule of the contract nor any financial adjustments arising thereof shall be permitted by the Tenderer on account of failure of the Bidder to know the local laws / conditions.

The Bidder is expected to visit and examine the location of State offices and its surroundings and obtain all information that may be necessary for preparing the bid at their own interest and cost.

21.

CONTACTING THE TENDERER

Any effort by a Bidder influencing the Tenderers bid evaluation, bid comparison or contract award decisions may result in rejection of proposal.

Bidder shall not approach TDD officers or any concerned official after office hours and/ or out side TDD office premises, from the time of proposal opening till the time of award of Contract.

22.

SCHEDULE OF EVENTS

Sr. No. 1 2 3

Events Date of Uploading of RFP Document Availability of RFP Document for download Last date for submission of queries

Date 25-08-2008 From 25-08-08 to 24-09-2008 2:00 PM, 06-09-2008

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4 5

Pre-bid Conference Last date and time of Uploading of Commercial Proposal Last date and time of Proposal Submission in hard copy Date and time of opening of Technical Proposal Declaration of Technical Evaluation Results Date of opening of the Commercial Proposal Date of Issuance of LOI Contract Agreement Signing And Commencement of Project

12:30 PM, 09-09-2008 4:00 PM, 30-09-2008

6 7 8 9 10

4:00 PM, 30-09-2008 4:00 PM, 30-09-2008 To be announced later To be announced later To be announced later To be announced later

11

23.

OPENING OF PROPOSAL

The Evaluation Committee or its authorized representative will open the tenders. Sequence of opening shall be as followsPre-Qualification Proposal Technical Proposal Commercial Proposal

The Proposals shall be opened as per the specified date and time in the RFP in the presence of bidders representatives who intend to attend at their cost. The bidders representatives who are present shall sign a register evidencing their attendance. In the absence of the bidder(s), the tender committee may choose to open the proposals as per the prescribed schedule.

First, the envelope containing Pre-qualification Proposal will be opened and evaluated followed by the technical proposal. The Proposals will be evaluated for being substantially responsive. The proposals will be treated as not substantially responsive in case of following events-

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Envelopes / documents not submitted as prescribed and in time Proposal is not signed, sealed or page numbered as stipulated Tender Fees or proof of Tender fees not deposited No or Improper Bid Security (EMD) Is not accompanied by Power of Attorney Does not have MoU in original, in case of consortium Does not contain all the information as required and prescribed in RFP Does not meet the qualifying criterion Any other irregularity that disqualifies the bid

In all such cases, the proposals will be treated as not responsive and even the technical proposals will not be evaluated. The technical proposals of the only substantially responsive proposals will be evaluated. Following the evaluation of proposals for being substantially responsive the technical evaluation of the proposal will be carried out. During the technical evaluation the responses provided in pre-qualification proposal and technical proposal will be evaluated out of 100 (one hundred) marks. The bidder should qualify during technical evaluation by scoring minimum 75 (seventy five) marks for the criteria defined and should have furnished all the documents in the prescribed manner. Once the technical evaluation is complete the commercial proposals of technically qualified bidders would be opened using the buyers private digital key in presence of authorized representatives of technically qualified bidders.

24.

PROPOSAL EVALUATION

An evaluation committee so constituted by Commissioner, TDD, GoG, will evaluate the proposals. The proposals will be evaluated on QCBS basis. The Proposals will be ranked according to their combined technical (St) and commercial (Sf) scores using the weights (T = the weight given to the Technical Proposal = 75%; P = the weight given to the Financial Proposal = 25%; T + P = 100%) using the formula S = St x T% + Sf x P%

This evaluation procedure reflects the high importance attached to quality and competence. Please

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note that the Client is not bound in any manner to select any of the firms submitting proposals or to select the firm offering the lower price.

The firm achieving the highest combined technical and commercial score (S) will get the highest rank, followed by others. The firm obtaining the highest number of points will be invited for contract negotiations, with a view to clarify any outstanding points, to finalize technical and financial arrangements and, in case of successful negotiations, to sign a Contract Agreement. Bidders Submitting Proposals should clearly understand that any or all parts of their proposals are liable to be part of the negotiation procedure and that key personnel to be employed on the assignment may be called for interview.

Since the magnitude of work is high, TDD will invite other bidders also to match the prices with lowest bidder so that more bidders could be deployed at various places.

First, the evaluation of technical proposal will be done. The technical proposal will be evaluated out of 100 (One hundred) marks. The bidder will have to score at least 75 (Seventy Five) marks (St >= 75 marks) to be declared as technically qualified.

The Tenderer may conduct clarification meetings with each or any bidder to discuss any matters, technical or otherwise. Further, the scope of the evaluation committee also covers taking of any decision with regard to the RFP, execution/ implementation of the project including management period. Proposals shall be evaluated as per the following steps.

Evaluation of Technical Proposal: A detailed evaluation of the proposals shall be carried out in order to determine whether the bidders are competent enough and whether the bidders Proposal technically qualifies to the requirements set forth in the RFP. Proposals received would be assigned scores based on the parameters defined in the table below-

Criteria, Sub-criteria, and Point System for the Evaluation of Technical Proposals S. No Criteria / Subcriteria Description Aim / Response expected from Bidder Maximum Marks

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1.0

Organization Capability

Aim: To assess the capability to undertake the Project Aim: To examine the Bidders Resource Base and assess its quality. Points would be awarded based on the quality and size of the resource base

52

1.1

Human Resources Criteria: Documents and Certificates showing Strength experience and volume of manpower in different profiles like management level, software development team, hardware deployment team, data entry operators & data collection team profile Aim: To assess the Experience base of the Organization

1.2

Criteria: The Certificate of first project executed by Number of years of the organization as prime contractor in a joint experience venture/consortium or individual capacity. The organization can submit certificates of subsequent projects taken up on a joint venture/ consortium/individual basis as well Aim: To give credit to Bidder with quality certifications.

1.3

Quality Certification such as SEI CMM / ISO 9000, certificates, etc.

Criteria: the Number of internationally Accepted and renowned quality certifications with the organization/ all consortium partners (provided it corresponds to the scope of work defined for the respective partner in the MoU signed between the consortium partners) will be considered

1.4

Aim: To assess the financial back up the Banks certificate of organization has from the Institution Financial solvency/ Letter of Market Comfort Criteria: Submission of a Relevant Document Aim: To gauge the financial strength of the Bidder and its ability to raise funds for the project. Bidders having Turnover (in Crores) from 50 >=Turnover<= 75 - 1 marks Organizations

1.5 Financial Strength

75 >Turnover<= 100 2 marks 100 >Turnover<= 150 3 marks 150 >Turnover<= 200 4 marks Above 200 5 marks In case of consortium aggregate turnover will be

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considered. All turnovers are to be expressed in INR. 1.6 Previous Experience Aim: To Assess the relevant experience base of the organization to execute the Project 25

1.6.1

Aim: To assess the data collection experience of the bidder by examining the volume and nature of data Experience in Data collected and experience of same for number of years Collection Criteria: Submission of Completion certificate for completed collection of citizen Data from the client Aim: To examine the experience of the Bidder in field of Software Development

1.6.2

Software Application Criteria: Submission of relevant copy of Purchase Development order/ completion or Successful Deployment Certificate Aim: To examine the experience of the Bidder in field of Project Management of PPP (BOOT/BOO/LMT/any other PPP model) projects

1.6.3

Project Management Criteria: Submission of relevant copy of Purchase order/ completion or Successful Deployment Certificate Aim: To assess the experience of the Bidder in the area of Biometrics projects.

1.6.4

Biometrics

Criteria: Submission of relevant copy of Purchase order/ completion or Successful Deployment Certificate Aim: To assess the experience of the Bidder in the Area of MIS software development

1.6.5

MIS Software

Criteria: Submission of relevant copy of Purchase order/ completion or Successful Deployment Certificate

1.7

Aim: To gauge the capabilities of the Bidder with Security Design & respect to security features in the various relevant Deployment and products (software/hardware/other products) Operations Criteria: Submission of relevant copy of Purchase Capability order/ completion or Successful Deployment Certificate

1.8

Capacity Building / Aim: To assess the experience of the Bidder in Change capacity building/change management in

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Management experience

government projects Criteria: Submission of relevant copy of Purchase order/ Successful Completion Certificate 48

Proposed Technical Solution Aim: To Assess the technological and managerial understanding and capacity of the Bidder to Solution Description successfully execute the Project - Understanding of Criteria: Details of Design, Implementation, Technical Architecture Operation, and Maintenance of People Architecture various parameters Resources Architecture Implementation Strategy and Timelines Aim: To assess the Bidders understanding of the requirements and proposed solution for Data collection. Criteria: Details of -

2.1

33

2.1.1

Data Collection, Technical Architecture Data entry and Storage People Architecture Resources Architecture Deployment strategy Implementation Methodology and Time lines Aim: To assess the Bidders understanding of the requirements and proposed solution on Biometrics Attendance Application Software and its different modules

2.1.2

Application Software

Criteria: Complete technical Software solution Architecture. Time lines for development of the complete software application and each of the modules. Interoperability and Scalability Provision for each module as well as complete Package. International standards followed Aim: To assess the Bidders capability of provide and support quality hardware

2.1.3

Hardware

Criteria: Technical Specifications of Hardware Make and Model of Hardware

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Implementation Methodology and Time lines Aim: To assess the Bidders capability of providing Biometric solution Criteria: 2.1.4 Biometrics Complete technical details of Biometrics Security features & International Standards followed Implementation Methodology and Time lines Aim: To assess the Bidders understanding of the requirements related to training and operations and & proposed solution Criteria: Methodology proposed and resource deployment along with time lines human 6

2.1.5

Training Operations

Aim: To assess the Bidders understanding of the requirements related to education software deployment, training and operations. 2.1.6 Education Software Criteria: Complete details of Education Software to be deployed along with number of licenses. Implementation Methodology and Time lines. Aim: To Assess the Complete solution proposed by Technical the bidder in the RFP Bid through direct interaction presentation before and queries technical evaluation Criteria: The answers given by the Solution provider Team to the Technical Evaluation Committee. 4

2.2

15

Note: Minimum Qualifying Mark to get selected for Opening of Commercial Bid is 75 (Seventy Five) Marks out of Total 100 (Hundred) Marks in the Technical Proposal Documentary Proof should be either P.O./ Agreement/Completion Certificates, detailing Scope of Work, Timelines etc. Solution Proposed should have design, development and deployment details with Technical aspects.

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The technical scores of the bidder against each criteria would be totaled up, and thereafter the technical scores of all the bidders would be listed in decreasing order.

Any proposal achieving a Total Technical Score (St) less than 75 (seventy five) Marks will be treated as Not Technically Qualifying the Requirements and will not be considered further. Only the technically qualified bidders will be informed for opening of the commercial proposal.

Evaluation of Commercial Proposal: The commercial proposals will be opened only for the bidders with score of 75 (seventy five) marks and above on the parameter defined above. The lowest evaluated Commercial Bid (Fm) will be given the maximum commercial score (Sf) of 100 (one hundred) points. The commercial scores (Sf) of the other Commercial Proposals will be computed as per the formula Sf = 100 x Fm/F, in which Sf is the commercial score, Fm is the lowest commercial quote and F is the commercial quote under consideration.

Terms and Condition: Conditional proposals shall be summarily rejected. Evaluation committee will examine the proposals to determine whether they are complete and in order and if there are any computational errors. Arithmetical errors will be rectified on the following basis: If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected. If the Bidder does not accept the correction of errors, its proposal will be rejected. If there is a discrepancy between words and figures, the amount in words will prevail. If there is a missing quotation for any item then the price of that component/ equipment/ services shall be put from the quotations of other bidder who has quoted highest price for that component/equipment/ services. The Bidder has to abide by the decisions of the committee and Commissioner, TDD, GoG.

25.

AWARD OF CONTRACT

The Tenderer reserves the right to ask for a technical elaboration/clarification in any form from the Bidder on the already submitted Technical Proposal at any point of time before opening of the

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Commercial Proposal. The Bidder shall furnish the required information to the Tenderer and its appointed representative on the date asked for, at no cost to the Tenderer. The Tenderer or its representative or a party authorized on its behalf may at its discretion, visit the office / project site / installation etc., of the Bidder for Services, any time before the issue of Letter of Award. The Tenderer shall notify those Bidders who had qualified the Evaluation process as described in this RFP, informing the date and time set for opening of Commercial Proposals. The notification may be sent by mail or fax or published on official website.

Bidder's names, Bid Prices, total amount of each bid, and such other details as the Tendering Authority may consider appropriate, will be announced and recorded by the Tenderer at the opening.

The entire order shall be split into a maximum of three highest ranked vendors. All 11 (eleven) districts will be divided in to 3 (three) zones with at least 3 (three) districts in each zone. A vendor will be awarded at least 1 (one) zone, if selected. The decision regarding the number of vendors to be selected for implementation of project will lie with D-SAG, TDD.

26.

CONFIDENTIALITY

As used herein, the term Confidential Information means any information, including information created by or for the other party, whether written or oral, which relates to internal controls, computer or data processing programs, algorithms, electronic data processing applications, routines, subroutines, techniques or systems, or information concerning the business or financial affairs and methods of operation or proposed methods of operation, accounts, transactions, proposed transactions or security procedures of either party or any of its affiliates, or any client of either party, except such information which is in the public domain at the time of its disclosure or thereafter enters the public domain other than as a result of a breach of duty on the part of the party receiving such information. It is the express intent of the parties that all the business process and methods used by the Bidder in rendering the services hereunder are the Confidential Information of the Bidder.

The Bidder shall keep confidential any information related to this tender with the same degree of care as it would treat its own confidential information. The Bidders shall note that the confidential

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information will be used only for the purposes of this tender and shall not be disclosed to any third party for any reason whatsoever.

At all times during the performance of the Services, the Bidder shall abide by all applicable security rules, policies, standards, guidelines and procedures. The Bidder should note that before any of its employee or assignee is given access to the Confidential Information, each such employee and assignees shall agree to be bound by the term of this tender and such rules, policies, standards, guidelines and procedures by its employees or agents.

The Bidder should not disclose to any other party and keep confidential the terms and conditions of this Contract agreement, any amendment hereof, and any Attachment or Annexure hereof. The obligations of confidentiality under this section shall survive rejection of the contract.

27.

PUBLICITY

Any publicity by the bidder in which the name of TDD, Education Department or schools is to be used, should be done only with the explicit written permission from Commissioner, TDD. Commissioner, TDD, on behalf of GoG, will hold all Copyrights and Intellectual Proprietary Rights created out of this Project.

28.

INSURANCE

The equipment and services supplied under the contract shall be fully insured by the bidder against loss or damage incidental to manufacture or acquisition, transportation, storage, delivery and installation. The period of insurance shall be for the entire project duration of 5 (five) years from the date of acceptance of supplies by Commissioner, TDD.

The Insurance cover should take care of natural calamities like earth quake, floods, accidental fire and also manmade calamities like riots, insurgency attacks etc.

29.

ARBITRATION

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No case shall be filed on the terms and conditions of the RFP Document. No case shall be filed on the rights and prerogatives reserved by the GoG or Commissioner, TDD. State and the selected bidder(s) shall make every effort to resolve amicably by direct informal negotiation any disagreement or dispute arising between them under or in connection with the Contract.

If, after 30 (thirty) days from the commencement of such informal negotiations, Commissioner, TDD, GoG and the selected Bidder have been unable to amicably resolve dispute, either party may require that the dispute be referred for resolution to the formal mechanisms, which may include, but are not restricted to, conciliation mediated by a third party acceptable to both, or in accordance with the Arbitration and Conciliation Act, 1996.

All Arbitration proceedings shall be held at Gandhinagar and the language of the arbitration proceedings and that of all documents and communications between the parties shall be in English.

30.

BUY BACK POLICY

In case of new services incorporation or termination of any existing services, any of the deployed project components may have to be discarded or replaced. In such situation the vendor will take away the project components. GoG shall not buy back any project component deployed by the vendor.

31.

SUB-CONTRACTING

Bidders are not allowed to give part of work on sub-contract to other persons/entities who are not a part of the original bidding process.

32.

TERMINATION OF RFP

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Commissioner, TDD also reserves right to Terminate/Cancel RFP at any time or stage of Bid without giving any reasons. In such case of termination, the EMD shall be returned to the bidder. However, the RFP document fee shall remain non-refundable.

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SECTION IV: PROJECT REQUIREMENTS

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1.

SCOPE OF WORK

The scope of work has been designed in consonance with the requirements of TDD. The scope work has been finalized after several rounds of discussion between various stakeholders of the project.

The biometric attendance project of TDD of GoG would have the following scope of work

Design, Development, Implementation and Maintenance of the application software. Supply of robust equipment, which are resistant to damages from heat, dust, moisture, rough handling and poor storage conditions.

Collection of information related to teachers, administrative staff & students like fingerprints, photograph, etc. and entry of records.

Installation, Commissioning & Maintenance of hardware including computers, fingerprint reading devices, etc. at various locations for capturing attendance.

Establishment & Maintenance of network connectivity at all schools, DHQ and SHQ level. Collection & Transfer of data from various locations to DPA/DPO Office (district level) and further to state headquarters.

Creation of education software library in each district. Monthly Rotational Deployment of education software at schools. MIS generation at District Head Quarter and State Head Quarter level. Updation of database as and when required. Training (including capacity building) of various stakeholders. Deployment of manpower for operations & maintenance for a period of 5 (five) years.

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2.

APPLICATION SOFTWARE MODULES

The Application software to be implemented in this project should be a single, modular and multiuser supporting application. It should be cost effective, scalable, secure and user friendly. The Application Software should at least have the following modules

A. Enrollment Module This shall allow enrollment of users including teachers, admininstrative staff and students. The enrollment module should also be able to capture fingerprints of the users. The master data for all the teachers and students will be created at individual school level and the correctness of the data entered will be the responsibility of vendor. Collection of at least following datai. Name ii. Father/ Husbands name iii. Address iv. Age v. Gender vi. Caste/Category vii. Identification Mark viii. Photograph ix. Educational qualification/ Class; as applicable x. Fingerprint; as applicable (4 fingerprints to be captured) xi. Any other information as required

The enrollment for students will be done in the beginning of school session every year. This enrollment will be done for all the students, irrespective of being enrolled earlier in the system. After that, students joining in mid-session shall be enrolled every month when the vendor personnel visit the school for deployment of education software. The enrollment of teachers/administrative staff will be done once. However, in case of any new joinee the enrollment will be done as in the case of students.

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B. Transaction Module This module shall allow the users to mark their attendance at individual locations using fingerprint scanner. There will be generally more than one PC with an attached fingerprint scanner to mark the attendance. However, it will be the responsibility of the vendor to ensure that no duplicate attendance is being captured. The attendance will be captured twice a day, once in morning and once in evening or when the school ends.

C. Data Storage & Transfer Module The attendance marked every day will be stored in the system. The attendance will be transferred at the end of every day to DHQ and SHQ level. This module shall enable the storage & transfer of data as desired. It should also enable collation of data as required at each level. The master database will have to be maintained at the SHQ level and each individual location will have the relevant set of database. Any updation (addition/deletion/modification) should be immediately reflected at all levels. The responsibility of data transfer and connectivity will be of the bidder.

D. Reporting/MIS Module The DHQ & SHQ will be interested in having information related to attendance of various users in different formats. This module shall enable generation of various reports as required by TDD at various levels. It should be able to generate standard as well as Ad-hoc reports. The bidders should specifically mention what all reports can be provided by their application software.

E. Fingerprint Management Module This will involve the following: Fingerprint Capturing Hot listing of fingerprints Fingerprints will be stored both in raw and template format and updation of records will be done on as and when required basis

The bidders are free to offer any other module to make application software a Complete and Comprehensive System.

Special Conditions Related to Application Software: The Application software should lock the system clock. The system clock can only be changed after biometric authentication of both principal/supervisor and vendor personnel.

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The database of the application at each location should also be locked and should only be editable after biometric authentication of both principal/supervisor and vendor personnel. Any kind of above mentioned changes should also be recorded in the database and be transferred to the higher levels for reporting purposes. The system should allow manual entry of attendance in case of exceptions. However, the manual entry should only be done by the vendor personnel. Any manual entry of attendance will be recorded separately in the database and will have to be approved by the respective DPO/DPA before being accepted and accounted for reporting purposes. The vendor personnel visiting the site shall also mark their in and out attendance using biometric system. The system should also record the rejections during attendance marking process for reporting purposes. There should be a clear audio visual signal to denote the success and failure of attendance marking process. The centralized database will be hosted at the data centre of state or NIC. The raw images of fingerprints will be maintained only at the central server. The Bidder will be required to modify the software from time to time as per the requirements of TDD. The formats of reports will be finalized at the time of system study.

3.

EDUCATION SOFTWARE

The vendor will have to provide licensed education software for all classes. An indicative list of education software to be provided is given in Annexure 27. The license has to be taken in the name of Commissioner, TDD, GoG.

The vendor will keep licensed copies of each software at district level. There should be 2 (two) licensed software available at a given point in time at each school. The vendor should provide comprehensive list of educational software that shall be provided along with the price and number of licensed copies that will be purchased and provided to the Tenderer. The vendor will have to take a formal approval of the list of education software that can be deployed from the Tenderer before actually creating the library.

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The vendor will deploy personnel who will install the software at each school on a rotational basis. The software installed at one school will be run for a month and on the next visit of the vendor personnel will be uninstalled. The vendor will install new software which will run for another month and will install the previously installed software at some other school. The vendor will also train the school official as to how to use the newly installed software, if there is any such requirement. The vendor will also ensure that at single point of time there are not more than 2 (two) copies of the same software running in any school.

Besides this, a number of education software are available with the education department which shall be provided to the vendor for deployment in the schools. The vendor will not be charged anything for the software. However, the list of software provided by the education department will not be counted while calculating the number of licenses for education software.

4.

HELP DESK

The vendor will have to setup a technical support unit (helpdesk) in each district. This helpdesk will be established in either DPO or DPA office and shall become the part of DHQ. The role of the technical support unit will be as follows Install and Maintain the hardware at each location in the district Install and maintain software at each location including the education software Collect and transfer data from each location to the required offices Carry out monthly enrollments as and when required Provide support and troubleshoot any hardware/software problem at any location Maintain backup inventory of the required hardware deployed by the vendor Generate Reports as per the requirement

In order to carry out the above activities, a web based application software shall be designed, developed and deployed by the vendor which can record and report the above the activities. This software will at least have the following Personnel Information Module Preventive Maintenance Module

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Inventory Management Module Repair & Troubleshooting Module Report Generation Module

The manpower deployed at every help desk centre will be as follows One Project Leader (preferably MCA) who has at least 10 (ten) years of experience in managing IT projects. One hardware engineer who has at least 5 (five) years of experience in hardware maintenance. One software engineer who has at least 5 (five) years of experience working as a support engineer for software projects. IT Support staff who has diploma in computers and will be responsible for field activities. There should be at least one IT Support staff on every 25 (twenty- five) schools in each district.

5.

PROJECT MANAGEMENT UNIT (PMU)

The Project Management Unit (PMU) would be established at a centralized location in Gandhinagar and will become part of SHQ. The PMU would be responsible for monitoring of the entire project and will have representatives of DSAG, TDD, Education Department, Consultant, Vendor and Third Party, if any. The PMU will be connected to all help desk and also to the central server. It will also have the web base application interface which shall allow monitoring of help desks and the entire system.

The space for the PMU will be provided by TDD. However, the necessary infrastructure including power backup, air conditioning, furniture, hardware and software will be deployed by the vendor. The application software for the PMU will be developed by the highest ranked vendor and the other selected vendors will co-operate for the development of the software for PMU.

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SECTION V: SPECIAL CONDITIONS OF CONTRACT

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The following clauses shall supplement the Instructions to Bidders.

1.

ROLES & RESPONSIBILITIES OF STAKEHOLDERS


Responsibility Matrix The following shall describe the roles & responsibilities of various stake holders in this project.

Tribal Development Department Finalization of RFP for the Selection of Service Provider for Project Tender Process for the Selection of Service Provider Approval for Appointment of Service Provider Providing space for Site Preparation and other necessary clearances Application Software (Acceptance) Acceptance Tests (Partial & Final) Field Inspection and Verification of Acceptance Tests Witness of Trial Run Monitoring & Supervision Verification of the Status Report Apex Committee Review of Project Periodical Auditing of Application

Education Department Finalization of RFP for the Selection of Service Provider for Project Providing space for Site Preparation and other necessary clearances Field Inspection and Verification of Acceptance Tests Acceptance Tests (Partial & Final) Witness of Trial Run Verification of the Status Report Apex Committee Review of Project

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Consultant

Preparation of RFP for the Selection of Service Provider for Project Assistance in Tender Process for the Selection of Service Provider Field Inspection and Verification of Acceptance Tests Witness of Trial Run Centralized Monitoring & Supervision of Operations Verification of the Status Report Apex Committee Review of Project Periodical Auditing of Application Submission of the Audited Report of Application

Bidder/Operator

Design & Development of Application Software Data Collection, Entry & Validation Site Preparation Application Software (Testing & Acceptance) Installation & Commissioning of the system Training Trial Run Witness of Trial Run Operation, Management and Maintenance of the System Centralized Monitoring Station Periodical Generation of Project Status Reports & Field Visits Periodical Auditing of Application Submission of the Audited Report of Application as advised by Consultant

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2.

THIRD PARTY MONITORING AGENCY


Commissioner, TDD shall appoint a Third Party Agency, which shall monitor the Project during implementation, commissioning and operation. The Third Party Agency shall also conduct the Partial and Final Acceptance Test as per the technical requirement of the Agreement and shall issue the Certificate of Completion. Third Party Agency shall verify the services as mentioned in Section IV proposed by the bidder in Annexure 4 (Technical Proposal). The bidder shall cooperate with such Third Party Agency. Third Party Agency will be responsible for verification, validation of all invoices under the terms & conditions of the Agreement and will recommend on the eligible payment. Third party agency will be responsible for performance audit and will recommend release of payments due to service provider. The charges for Third Party Monitoring Agency will be borne by GoG.

3.

SITE PREPARATION
As per implementation plan, Commissioner, TDD shall arrange the necessary minimum space for installing computers and other hardware at schools, DPO/DPA offices and SHQ. It shall also provide space for warehouse for stationing FPS and other backup hardware. The necessary site preparation will be done by the vendor. The space cannot be used for any purpose other than for the intended and assigned one, as mentioned in Section IV and as contracted under the Agreement. Commissioner, TDD shall arrange for necessary clearances, which shall enable the Bidder to undertake civil, electrical, and mechanical works including false ceiling, partitioning, installation of air conditioning equipment, cable laying etc. It is suggested that vendor should take into account placement of table, chair, etc. only at school level rather than considering establishment of complete infrastructure.

The entry and exit to site for Bidders equipment and personnel shall be in accordance with Security Rules and Regulations that may apply to the Government Campus where the site is located.

For undertaking Data Collection at each school, successful bidder/Consortium is advised to first visit the school and make necessary arrangements to enable them to collect data related to users. It is suggested that the successful bidder/Consortium can employ mobile vans for data collection.

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4.

HARDWARE, POWER BACKUP, ETC.


The vendor will arrange for all hardware and licensed software required for the execution of the project. All the hardware to be provided should be of the brands of international repute.

The vendor will have to install at least two computers in each school along with FPS, i.e., 2 (two) units at least. The vendor should make necessary arrangement of hardware such that the total time taken for recording of attendance for the entire school should not be more than 15 (fifteen) minutes. One PC with an attached FPS, i.e., one unit will be installed for every 60 (sixty) users in a school.

The minimum specifications for computers are - PIV Core Duo 2.4 GHz, 15 Colour Monitor, 512 MB RAM, 120 GB hard disk, 4 USB ports, multimedia keyboard, optical mouse, built in speakers, Windows XP and MS Office. The software licenses are to be purchased in the name of Commissioner, Tribal Development Department.

The vendor will also have to provide for the following minimum hardware S. No. 1 2 3 Location DPO DPA PMU Server -1 1 Computers 2 5 10 FPS 1 2 2

Similarly, the vendor will also install the servers in the data centre of the state or NIC. The vendor will also arrange for network connectivity between all the schools, DPO, DPA, SHQ and central server.

The minimum specifications for servers is Intel Dual Core X 5260 Proc, 4 GB RAM, 2X146 GB, 15K RPM SAS HDD, 2x HBA Card, DRAC, 8x DVD-R, with licensed Operating System.

The vendor will also make arrangements for power backup, etc. It is suggested that the vendor should provide for UPS at each location such that it can provide at least 1 (one) hour backup for the

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entire setup at that location.

TDD has computers installed in Ashramshalas, Adarsh Niwasi and Eklavya schools which will be provided to the vendor for installation of systems. Similarly, education department has installed computers in Upper Primary schools which shall also be provided to the vendor. In such locations, the vendor will have to install other hardware and software as required for operating & maintaining the system.

Commissioner, TDD can also purchase the computers and provide it to the vendor for operations and maintenance, if the vendor desires so. In such case, the vendor will have to provide for detailed specifications of the computers required. However, in every case TDD will consider the government procurement prices as the benchmark for the computers being installed while calculating depreciation of them. The maintenance of entire hardware involved in the system for a period of five years will be the responsibility of the vendor.

5.

STANDARDS TO BE FOLLOWED
Preference for Open standards The system must be designed following open standards, to the extent feasible and in line with overall system requirements set out in this RFP, in order to provide for good interoperability with multiple platforms and avoid any technology or technology provider lock-in.

Compliance with Industry Standards In addition to above, the proposed solution has to be based on and compliant with industry standards (their latest versions as on date) wherever applicable. This will apply to all the aspects of solution including but not limited to design, development, security, installation, and testing. There are many standards that are indicated throughout this volume as well as summarized below. However the list below is just for reference and is not to be treated as exhaustivePhotograph JPEG Scanned documents TIFF (minimum resolution of 640 x 480 pixels) (Resolution of 600 X 600 dpi)

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Finger print

ANSI 378 ISO/IEC 19794-4:2005, Biometric Data Interchange Formats Part 4: Finger Image Data.

Project Documentation

IEEE/ISO specifications for documentation

Specifications for Biometric (Fingerprint) module A biometric shall include Plain Impressions of the data collected from a minimum of 4 (four) fingers. The left and right index fingers shall normally be designated as the primary and secondary finger, respectively. However if those fingers cannot be imaged, the primary and secondary designations shall be taken from the other fingers, in the decreasing order of priority.

Selection of fingers collected shall be in the following order1. Left Fore (Index) 2. Right Fore (Index) 3. Left Thumb 4. Right Thumb 5. Left Middle 6. Right Middle 7. Left Ring 8. Right Ring 9. Left Little 10. Right Little If an individual is missing the selected finger or the fingerprint image quality is poor, the next finger in this order shall be used. Where usable finger images are not available, this shall be noted in the record describing the hand configuration. Electronic images must be of sufficient quality to allow forconclusive fingerprint comparisons (verification); automatic feature detection;

There are two factors in collecting quality finger images: the collection device performance and the actual quality of each image collection in terms of repeatability and consistency needed for successful matching processes.

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Finger images of sufficiently good quality should generate records that are sufficiently similar for all compliant equipment and algorithms. This is essential to the underlying goal of interoperability. Testing for this requirement may consist of encoding and formatting of data from a test set of sample images.

Finger Image Collection Device Finger live-scan collection devices shall conform to the specification sets for performance standards on finger image scanners for resolution, geometric image accuracy, modulation transfer function, signal-to-noise ratio, Gray-scale range, Gray-scale linearity, and grey scale uniformity. The minimum specifications are as follows Finger Capture Device: Optical Sensor Based Resolution: Minimum 500 DPI Image Interface to Host: USB/Com Port Supported Operating System: Windows XP/ Linux Supported development tool: Active-X (VB), Java Beans for finger image capture & Verification SDK: Development tool should give facility to store image in any industry standard neutral format without any data loss.

The finger image collection device should not be susceptible to rural and/or school environment (like water, dirt, chalk, etc.) as regards to image capturing performance. It should also take into account the different ways (especially in case of children) of finger placement and its pressure on the image collection device so that good quality of image is captured.

NOTE: The algorithm used should be made available to GoG through Commissioner, TDD. The biometric standard used should have interoperability with respect to standard industry practices.

Digital Photograph The data will also include photograph of students taken in digital form so as to be fed into Database. The format for digital photograph should be any of industries open standard and the device & application should be available at least with three manufacturers. The vendor will have to provide proof for the same.

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6.

APPLICATION SOFTWARE
The proprietary of the application software shall be transferred to GoG (including Source Code, Design Documents etc.) The GoG through Commissioner, TDD will enter into agreement with the bidder to hand over the proprietary of application software. The application software developed has to have interoperability with respect to various standard operating systems.

7.

ACCEPTANCE TEST
Partial Acceptance: The provisional acceptance of the system shall be given after testing by Commissioner, TDD or a Third Party appointed by Tenderer. Before Acceptance testing is done by Commissioner, TDD or a Third Party appointed by Commissioner, TDD, the Bidder shall submit the status of Application software developed, data digitization, peripherals integration test cases, etc., in terms of functionality in accordance with the requirements in Section IV. After successful testing by the Third Party Agency a Partial Acceptance Test Certificate shall be issued by Commissioner, TDD to the Bidder. The test shall include the following All hardware and software items must be installed at particular site as per the specification. Availability of all the defined services shall be verified. The successful bidder shall be required to demonstrate all the features/facilities/functionalities as mentioned in the RFP & as per SLA. The bidder shall provide test cases to the Testing team. The third party monitoring agency in consultation with Commissioner, TDD & Bidder shall define detailed test plan. Bidder is obligated to provide any information for facilitating the testing process either to Commissioner, TDD or third party monitoring agency from time to time. It shall be the responsibility of the bidder to arrange the test Successful bidder will arrange the test for equipment and software required for performance verification. Successful bidder shall provide documented test results.

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Final Acceptance Testing: After successful Field and Live run of System for at least 2 (two) months an acceptance test in accordance with the requirements in Section IV shall be conducted. After successful testing by TPA, a Final Acceptance Test Certificate shall be issued by Commissioner, TDD to the Bidder. The date on which Final Acceptance certificate is issued shall be deemed as the date of successful commissioning of the System. The test shall include the following All hardware and software items must be installed at particular site as per the specification. Availability of all the defined services shall be verified. The successful bidder shall be required to demonstrate all the features/facilities/functionalities as mentioned in the RFP for each site. The third party monitoring agency in consultation with Commissioner, TDD & Bidder shall define detailed test plan. Bidder is obligated to provide any information for facilitating the testing process either to Commissioner, TDD or TPA from time to time. Successful bidder will arrange the test equipment required for performance verification. Successful bidder will also provide documented test results. The successful bidder shall be responsible for the security audit of the network to be carried out by a certified agency other than the successful bidder. All documentation as defined should be completed before the final acceptance test. Training requirements as mentioned should be completed before the final acceptance test. Any delay by the Bidder in the Partial/ Final Acceptance Testing shall render the Bidder liable to the imposition of appropriate Penalties.

8.

PERFORMANCE GUARANTEE
Within 15 (fifteen) days of the issuance of Letter of Intent (LoI) the Bidder shall furnish revolving Performance Guarantee, as provided, to Commissioner, Tribal Development Department for an amount equal to 5% of the project value (Annexure 17). The Performance Guarantee shall be valid initially for a period of 1 (one) year. The guarantee shall be renewed year by year, at least 30 (thirty) days before expiry date, for a minimum period of 1 (one) year and thus cover the balance period of the agreement. The guarantee amount for each year shall be calculated on the basis of Guaranteed Revenue for the remaining years of operation under the agreement subject to minimum

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Performance Guarantee based on sum of two years Guaranteed Revenue. The Commissioner, TDD may forfeit the Performance Guarantee for any failure on part of Bidder to complete its obligations under the Agreement. The Performance Guarantee shall be denominated in Indian Rupees and shall be in the form of a Bank Guarantee issued by a Scheduled Commercial / Nationalized Bank (except co-operative bank) located in India with at least one branch office in Gandhinagar in the format provided by Commissioner, TDD (Annexure 17). The Performance Guarantee shall be returned to the Bidder within 30 (thirty) days of the date of successful discharge of all contractual obligations at the end of the period of the Agreement by Commissioner, TDD. In the event of any amendments to Agreement, the Bidder shall within 15 (fifteen) days of receipt of such amendment furnish the amendment to the Performance Guarantee as required.

Only and above this 5% value of work completed will be deducted from each bill as a retention money which will be refunded after the completion of work.

9.

FORCE MAJEURE
Neither party shall be responsible to the other for any delay or failure in performance of its obligations due to any occurrence commonly known as Force Majeure which is beyond the control of any of the parties, including, but not limited to, fire, flood, explosion, acts of GoG or any Governmental body, public disorder, riots, embargoes, or strikes, acts of military authority, epidemics, strikes, lockouts or other labour disputes, insurrections, civil commotion, war, enemy actions. If a Force Majeure arises, the Bidder shall promptly notify Tenderer in writing of such condition and the cause thereof. Unless otherwise directed by Tenderer, the successful bidder shall continue to perform his obligations under the contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event. The successful bidder shall be excused from performance of his obligations in whole or part as long as such causes, circumstances or events shall continue to prevent or delay such performance.

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10.

IMPLEMENTATION SCHEDULE

The entire project area has been divided into three zones. The implementation activities in each zone will be divided in 2 phases. Phase A has to

be successfully completed before the commencement of Phase B. The three zones are categorized as belowS. No. 1 Dahod Panchmahal Vadodara 2 Zone II Bharuch Surat Tapi Navsari 3 Zone III Valsad Ahwa Banaskantha Zone I Sabarkantha Zone Districts

TDD/2008/BIOMETRICS/001

Phase 1 Agreement/P.O./LoI Detailed Project Report Resource Mobilisation Report Application Software 2 3 4 5 6 7 8 9 10 11 12 15 16 17 18 19 20 21 22

Steps

Deliverables

Weeks 13 14

23

24

Agreement Signing/P.O./LoI

System Study, Design & Deployment Plan of

Mobilisation Resources

Application Software Development including testing and delivery Data Collection including capturing biometrics, photographs and data entry and creation of centralised database Database creation

Site Preparation Installation Reports

Covering Ashramshalas, Adarsh Niwasi, Eklavya, Primary & Upper Primary Schools in One District and DPO,/DPA office & SHQ in each zone

Hardware & Software Installation & Commissioning Feedback Reports & Satisfaction Certificate from the Department Acceptance Test Certificate NA NA Acceptance Acceptance Test Certificate

Training of Users Acceptance

Partial Test

Trial Run

Live Run

Final Test

The phase B will commence after successful completion of phase A. At least 150 schools in each district have to be completed for

commencement of quarterly guaranteed payment in each district.

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Weeks 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47

Phase

Steps

Deliverables

Data Collection including capturing biometrics, photographs and data entry and updation of centralised database Database creation

Site Preparation

Hardware & Software Installation & Commissioning Installation Reports

B of

Covering Ashramshalas, Adarsh Niwasi, Eklavya, Primary & Upper Primary Schools, DPA and DPO offices in rest of the Districts in each zone Feedback Reports & Satisfaction Certificate from the Department Acceptance Test Certificate

Training Users

Partial Acceptance Test

Live Run

NA

Final Acceptance Test

Acceptance Test Certificate

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11.

SLA REQUIREMENT

Service Level Agreement (SLA) is the contract between the Government of Gujarat and the Implementation Agency. SLA defines the terms of the operators responsibility in ensuring the performance of the Project based on the agreed Performance Indicators as detailed in the Agreement. This section defines various Service Level Indicators for the System are Listed.

The Table below summarizes the Indicative Performance Indicators for the services to be offered by the System Operator. The detailed description of the performance indicators, SLA Terms and their definitions are discussed in the following sections.

NOTE:

SLA Defined in this section is only INDICATIVE. D-SAG of TDD along with

Consultants and Bidder will decide SLA Parameters at time of Agreement signing.

S. No.

Indicative SLA Parameter

SLA Measurement Time Time Time No of Records / day In Days No. of enrollees

SLA Target

1 2 3

Availability of Application Software at School Level Availability of Application Software at DPO & DHQ Availability of Application Software at SHQ

99% 98% 95%

Mistakes in Database

NIL

5 6

FPS Defects rectification Enrollment Failure Rate Time for recording attendance of all users at one location

1 Day 0.1%

Time

15 mins.

TDD/2008/BIOMETRICS/001

Daily Data transfer

In hours

Within 12 hours 99%

Uptime of Hardware (Servers & other hardware)

Time

Service Type: Availability of Production and Reporting Environments SLA Definition Measurement & Reporting

SLA

SLA Metric

Comment/Assumption

All maintenance work to Unless otherwise specified, the listed hours of availability: 97% Hours of Quarterly Average Availability Mon Sat 7:30 AM 5:30 PM PST Availability: Sunday 7:30 AM 5:30 P.M. PST Monitored daily, reported monthly be performed during Maintenance Window Backups will be required both prior to batch processing and after batch processing is completed. Business hours to be calculated based on Hours of Availability

Service Type: Problem Management At School Level SLA Metric SLA Definition Problem Level Measurement & Response Time Problem affecting transaction processing Resolution Time Reporting

Severity 1

24 hours

4 - 8 hours max

Monitored daily, reported monthly

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Problem affecting Severity 2 anything other than transaction processing 36 hours 8 -12 hours max

Monitored daily, reported monthly

Severity 3

No impact to service

72 hours

12 - 24 hours max

Monitored daily, reported monthly

At DPO/DPA Level SLA Metric SLA Definition Problem Level Measurement & Response Time Problem affecting transaction processing Problem affecting Severity 2 anything other than transaction processing 24 hours 8 -12 hours max Resolution Time Reporting

Severity 1

12 hours

4 - 8 hours max

Monitored daily, reported monthly

Monitored daily, reported monthly

Severity 3

No impact to service

48 hours

12 - 24 hours max

Monitored daily, reported monthly

At SHQ Level SLA Metric SLA Definition Problem Level Measurement & Response Time Problem affecting transaction processing Resolution Time Reporting

Severity 1

30 minutes

2 - 4 hours max

Monitored daily, reported monthly

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Problem affecting Severity 2 anything other than transaction processing 2 hours 4 8 hours max

Monitored daily, reported monthly

Severity 3

No impact to service

6 hours

8 - 12 hours max

Monitored daily, reported monthly

SLA Terms & Definitions S. No SLA Terms Description Uptime refers to application/system availability across various 1 Uptime segments i.e. schools, DPO/DPA office and SHQ. %Uptime means ratio of up time (in minutes) in a month to Total time in the month (in minutes) multiplied by 100 (One hundred). PBH refers to the school, office operation period respectively, which shall be typically starting from 07:30 hrs till 17:30 hrs Monday to Saturday or any other period to be defined by the state. ESH refers to the school, office operation period respectively, which 3 Extended SLA Hours (ESH) shall be typically starting from 17:30 hrs till 07:30 hrs on Monday to Saturday and 08:00 hrs to 16:00 hrs on Sunday or any other period to be defined by the state. Planned Outage refers to unavailability of application/system due to 4 Planned Outage infrastructure maintenance activities such as configuration changes, upgradation or changes to any supporting infrastructure. Details related to such planned outage shall be agreed with the State government and shall be notified to DPO, DPA at least 5 (five) working days in advance. Unplanned Outage Unplanned Outage refers to an instance in which no transaction takes place in the system for more than 30 (thirty) consecutive minutes.

Prime Business Hours (PBH)

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Measurement of SLA The Measurement of SLA shall be performed by a third party agency, independent of the Operator, to be identified by the State Government.

Security Auditing Upon completion of Installation and before the go-live phase, it is mandatory for the operator to get the Infrastructure audited by a reputed third party agency from a security and business continuity perspective. Such Security audit shall include complete infrastructure established at the State Head Quarter and the infrastructure at DPO/DPA and school on a sample basis. Such sampling rate shall be agreed mutually between the state Project Management Unit (PMU), consultant and the implementation partner.

12.

PENALTIES
The Successful Bidder shall be paid QGR as per the services (i.e. availability) provided to the Tenderer as per the matrix below-

Application

Availability during PBH (AP) AP>= 95% 94%<= AP<95%

Penalty

Availability during ESH (AE) AE>= 90% 89%<= AE<90%

Penalty

SHQ Application

Nil 0.5% of QGR Additional 1% of QGR Additional 2% of

Nil 0.25% of QGR Additional 0.5% of QGR Additional 1%

93%<= AP<94%

88%<= AE<89%

90%<= AP<93%

QGR for every %age

85%<= AE<88%

of QGR for every %age

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Application

Availability during PBH (AP)

Penalty

Availability during ESH (AE)

Penalty

Additional 2.5% 70%<= AP<90% of QGR for every %age AP < 70% AP>= 98% 97%<= AP<98% No payment Nil 0.5% of QGR Additional 1% of QGR Additional 2% of 90%<= AP<95% QGR for every %age Additional 2.5% 70%<= AP<90% of QGR for every %age AP<70% School AP>= 99% 98%<= AP<99% No payment Nil 0.5% of QGR Additional 1% of QGR Additional 2% of 95%<= AP<97% QGR for every %age 90%<= AE<93% AE<65% AE>= 95% 94%<= AE<95% 65%<= AE<85% 85%<= AE<88% AE<65% AE>= 90% 89%<= AE<90% 65%<= AE<85%

Additional 1.25% of QGR for every %age No payment Nil 0.25% of QGR Additional 0.5% of QGR Additional 1% of QGR for every %age Additional 1.25% of QGR for every %age No payment Nil 0.25% of QGR Additional 0.5% of QGR Additional 1% of QGR for every %age

95%<= AP<97%

88%<= AE<89%

DPO, DHQ Application

97%<= AP<98%

93%<= AE<94%

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Application

Availability during PBH (AP)

Penalty

Availability during ESH (AE)

Penalty

Additional 2.5% 75%<= AP<95% of QGR for every %age AP < 75% No payment AE<70% 70%<= AE<90%

Additional 1.25% of QGR for every %age No payment

SLA for Fingerprint Scanner and data collection will be defined at time of Agreement signing in consultation with Bidder.

Penalties for delay in implementation If the Operator fails to complete the Partial Acceptance Test within the time period (s) specified in the implementation plan, Commissioner, TDD, GoG may, without prejudice to its other remedies under the Agreement, levy as Penalties, a sum equivalent to 0.25 % of the arithmetic sum of the guaranteed revenue for five years payable under the Agreement, for each week or part thereof of delay, until actual delivery of performance. The maximum penalty for delay shall not exceed 2% of the arithmetic sum of five years Guaranteed Revenue for all districts awarded to the vendor. If the delay continues beyond 12 (twelve) weeks, Commissioner, TDD may terminate the Agreement.

Failure to complete the Final Acceptance Test as specified in the implementation plan, Commissioner, TDD may, without prejudice to its other remedies under the Agreement, levy as Penalties, a sum equivalent to 0.25 % of the arithmetic sum of the guaranteed revenue of the all the District awarded to the vendor, for five years payable under the Agreement, for each week or part thereof of delay, until actual delivery of performance. The maximum penalty for delay shall not exceed 10% of the arithmetic sum of five years Guaranteed Revenue for all districts. If the delay continues beyond 20 (twenty) weeks, Commissioner, TDD may terminate the Agreement

It is to be noted that the implementation of both Biometric Attendance System and Education Software Deployment and Training has to be completed. If only Biometric Attendance System is implemented only 60% of the work will considered as completed and the penalties will be applicable accordingly. If the Education Software Deployment and Training has only been completed and

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Biometric Attendance System has not been implemented successfully then only 40% of the work will be considered as completed and the penalties will be applicable accordingly.

Operational Penalties It is to be noted that both Biometric Attendance System and Education Software Deployment and Training System should be operational for the system to be considered as fully operational. If only Biometric Attendance System is successfully operational then it will be considered that only 60% of the system is operational and the penalties will be applicable accordingly. If the Education Software Deployment and Training is only successfully operational then it will be considered that only 40% of the system is operational and the penalties will be applicable accordingly.

In the event the operator is unable to meet any one of the SLA parameters defined in this RFP for 10% or more of the operational period during 2 (two) quarters in a year or (four) quarters during the 5 (five) years of the contract, Commissioner of TDD reserves the right to terminate the contract.

13.

PENALTIES FOR MISUSE

In case of misuse of hardware/Internet/Data/Application etc., at the instance of Operator, the penalty imposed on the Operator, without prejudice to Commissioner, TDD, other remedies under the Agreement shall be 100% of the quarterly guaranteed revenue under the Agreement for all the districts. If the misuse continues for two quarters, Commissioner, TDD may terminate the Agreement. The operator shall realize returns on the costs incurred on creating the whole asset (Capital Cost), the operations cost for operating these assets (Operations Cost), for maintaining these assets (Maintenance Cost).

14.

PAYMENT TERMS

No payment shall accrue until the performance guarantee bond has been furnished. The selected operator engaged shall be responsible to invest in the project to implement and operate the facilities, for a term of 5 (five) years and on expiry of 5 (five) years, the bidder will take back the system on completion of agreement period. During this period of 5 (five) years, the operator shall have full responsibility for the delivery of the services, including all operational, maintenance, and

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management activities, etc.

The Operator shall be paid Minimum Guaranteed Revenue on quarterly basis in arrears at the end of each quarter for the project which has been accepted in the Final Acceptance Test by Commissioner, TDD based on the certificate provided by the Third Party Agency, at the rates specified by the Operator.

Implementation and Commissioning of Biometric Attendance and Computer Aided Learning System in minimum of 1 district have to be completed for payment to start.

The payment for Primary & Upper Primary Schools will be made by Director, Sarva Shiksha Abhiyaan, The payment for Ashramshalas, Adarsh Niwasi & Eklavya Schools will be made by Commissioner, TDD. The vendor will submit the invoice along with reports to concerned officials. The payment will be made as per SLA met. In case of any dispute between Director, Sarva Shiksha Abhiyaan & vendor, an adhoc payment equivalent to 50% of the claimed revenue will be released. The balance payment shall be released after the resolution of dispute by the Commissioner, TDD.

15.

QUARTERLY GUARANTEED PAYMENT FOR SYSTEM

The payment period will be through the contract period of 5 (five) years, which would start from the date of issuance of Final Acceptance certificate after the Final Acceptance Test of each District as defined in the RFP.

The selected operator shall be paid Guaranteed Revenue on quarterly basis at the end of each quarter which has been accepted in the Final Acceptance Test by Commissioner, TDD based on the certificate provided by the Third Party Agency, at the rates specified by the bidder.

Quarterly guaranteed payment shall include the procurement, implementation, operation and maintenance of equipments as specified in the requirements section along with providing the specified services for the entire service period.

Eligible quarterly payments, accepted in the Acceptance Test shall become due from the date of

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issuance of final Acceptance Certificate. Prices indicated for QGR should include cost of all equipments, cost of installation, configuring, erection, commissioning, making equipment and services fully operational, maintaining and providing service for the next 5 (five) years thereafter.

The Selected operator shall make a payment request after the end of each quarter with the following supporting documentAcceptance certificate SLA compliance report as prepared by the Third Party Monitoring Agency

16.

REPRESENTATION & WARRANTIES

REPRESENTATIONS AND WARRANTIES BY THE BIDDER


It is a company duly organized and validly existing under the laws of India and has all requisite legal power and authority and corporate authorizations to execute the Agreement and carry out the terms, conditions and provisions hereof;

It has in full force and effect all requisite clearances, approvals and permits necessary to enter into the Agreement and perform its obligations hereof;

It will have the legally valid and enforceable title to all Equipment as may be necessary for proper functioning and it will be free from all encumbrances, liens, charges, any security interest and adverse claims of any description;

The Agreement and the transactions and obligations hereof do not contravene its constitutional documents or any law, regulation or government directive and will not contravene any provisions of, or constitute a default under, any other Agreement or instrument to which it is a party or by which it or its property may be bound or any of its obligations or undertakings by which it or any of its assets are bound or cause a limitation on its powers or cause it to exceed its authorized powers;

There are no pending or threatened actions, suits or proceedings affecting the Bidder or its affiliates or any of their respective assets before a court, governmental agency, commission or arbitrator or

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administrative tribunal which affects the Bidder's ability to perform its obligations under the Agreement; and neither Bidder nor any of its affiliates have immunity from the jurisdiction of a court or from legal process (whether through service of notice, attachment prior to judgment, attachment in aid of execution or otherwise);

The Bidder confirms that all representations and warranties of the Bidder set forth in the Agreement are true, complete and correct in all respects;

No information given by the Bidder in relation to the Agreement, project documents or any document comprising security contains any material understatement of fact or omits to state as fact which would be materially adverse to the enforcement of the rights and remedies of Commissioner, TDD or which would be necessary to make any statement, representation or warranty contained herein or therein true and correct;

All equipment including material to be installed by the Bidder shall be new and the product should not be de-supported or declared end of life within next 7 (seven) years. A certificate to that effect should be furnished from OEM. All equipment shall conform to the codes, standards and regulations applicable and benefit from the usual manufacturers guarantees.

REPRESENTATIONS AND WARRANTIES BY D-SAG, TDD It has full legal right; power and authority to execute the project and to enter into and perform its obligations under the Agreement and there are no proceedings pending.

The Agreement has been duly authorized, executed and delivered by Commissioner, TDD, GoG and constitutes valid, legal and binding obligation of Commissioner, TDD, GoG. The execution and delivery of the Agreement with the Bidder does not violate any statutory judgment, order, decree, regulation, right, obligation or rule of any court, government authority or arbitrator of competent jurisdiction applicable in relation to Commissioner, TDD, its assets or its administration.

EACH DAY DURING THE AGREEMENT The Parties agree that these representations and warranties are to be made on each day during the term of the Agreement.

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17.

NO TITLE TO EQUIPMENT

The Bidder and GoG agree that Commissioner, TDD shall have no title to any of the hardware equipment and software any other material made available for delivery of services by the Bidder during the period of the Agreement. After 5 (five) years, the vendor will take back the infrastructure and state government will not accept the same.

Exceptions are: Application Software IPR & Copyrights Data Created out of Biometric Attendance System Education Software

18.

APPROVAL/CLEARANCES

Necessary approvals/ clearances from concerned authorities, as required, for fire protection, government duties/ taxes/ octroi, shall be obtained by the short listed Bidder. Necessary approvals/ clearances from concerned authorities, as required, for providing Internet Service shall be obtained by the short listed Bidder.

19.

EXIT MANAGEMENT
1. Upon completion of the contract period or upon termination of the agreement for any reasons, the Bidder shall comply with the following: a. Notify to the Government of Gujarat forthwith the particulars of all Project Assets; b. Deliver forthwith actual or constructive possession of the Project free and clear of all Encumbrances and execute such deeds, writings and documents as may be required by the GoG for fully and effectively divesting the Bidder of all of the rights, title and interest of the Bidder in the Project and conveying the Project; c. Comply with the Divestment Requirements set out in Section 2 except in case if Termination of this Agreement is due to GoG Event of Default, Indirect Political Event or Political Event the Bidder shall have implemented the maintenance schedule as

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well as any repairs pointed out by the Independent Consultant in its Operations & Maintenance Inspection Report prior to date of Termination Notice. In case of Termination due to Non-Political Force Majeure Event, the Divestment Requirements shall be agreed between GoG and the Bidder; and d. Pay all transfer costs and stamp duty applicable on hand-back of project assets except in case the Project is being transferred due to Government of Gujarat of Default, Indirect Political Event, Political Event or expiry of Concession period, where Government of Gujarat shall be responsible for transfer costs and stamp duty, if any. For clarification of doubt, transfer costs in this Clause relate to taxes and duties applicable at transfer of Project, if any. 2. Subject to clause 1 of exit management, upon completion of the contract period or upon termination of the agreement, the Bidder shall comply and conform to the following Divestment Requirements in respect of the Project: a. All Project Assets including the hardware, software, documentation and any other infrastructure shall have been renewed and cured of all defects and deficiencies as necessary so that the Project is compliant with the Specifications and Standards set forth in the RFP, Agreement and any other amendments made during the contract period; b. The Bidder delivers relevant records and reports pertaining to the Project and its design, engineering, operation, and maintenance including all operation and maintenance records and manuals pertaining thereto and complete as on the Divestment Date; c. The Bidder executes such deeds of conveyance, documents and other writings as the Government of Gujarat may reasonably require to convey, divest and assign all the rights, title and interest of the Bidder in the Project free from all Encumbrances absolutely and free of any charge or tax unto the GoG or its Nominee; and d. The Bidder complies with all other requirements as may be prescribed under Applicable Laws to complete the divestment and assignment of all the rights, title and interest of the Bidder in the Project free from all Encumbrances absolutely and free of any charge or tax to Government of Gujarat or its nominee. 3. Not earlier than 3 (three) months before the expiry of the contract Period but not later than 30 (thirty) days before such expiry, or in the event of earlier Termination of the contract, immediately upon but not later than 15 (fifteen) days from the date of issue of Termination

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Notice, the Independent Consultant as nominated by the State Government shall verify, in the presence of a representative of the Bidder, compliance by the Bidder with the Divestment Requirements set forth in Section 2 in relation to the Project and, if required, cause appropriate tests to be carried out at the Bidders cost for determining the compliance therewith. If either Party finds any shortcomings in the Divestment Requirements, it shall notify the other of the same and the Bidder shall rectify the same at its cost. 4. Upon the Bidder conforming to all Divestment Requirements and handing over actual or constructive possession of the Project to GoG or a person nominated by Government of Gujarat in this regard, GoG shall issue a certificate substantially in the form set forth in Section 2, which will have the effect of constituting evidence of divestment of all rights, title and lien in the Project by the Bidder and their vesting in Project pursuant hereto. State Government shall not unreasonably withhold issue of such certificate. The divestment of all rights, title and lien in the Project shall be deemed to be complete on the date when all the Divestment Requirements have been fulfilled or the Certificate has been issued, whichever is earlier, it being expressly agreed that any defect or deficiency in any Divestment Requirement shall not in any manner be construed or interpreted as restricting the exercise of any rights by State Government or its nominee on or in respect of the Project on the footing as if all Divestment Requirements have been complied with by the Concessionaire

20.

TENDERERS EVENT OF DEFAULT

If the payment to the Operator is due for more than 3 (three) quarters consecutively - If the termination occurs due to non payment by Commissioner, TDD to the Operator for three consecutive quarters then the operator would be paid those three quarters revenue. No operational charges would be paid to the operator for all those quarters for which Commissioner of Tribal Development Department has not used his services. In the event of such termination, the Tenderer will take over all equipment (without any liability) necessary for the proper and normal operation of the system including but not limited to all constructed sites, laid cables, software, technical designs, technical & operational manuals and also all electrical, civil and mechanical works at all locations of the project.

21.

MAINTENANCE OF EQUIPMENT

The selected vendor shall ensure that services of a professionally qualified person is available for

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providing comprehensive on-site maintenance and administration of hardware and software for a period of 5 years (hardware and system software) at SHQ, DPO, DPA and schools. The selected Vendor shall ensure the SLAs on 24X7X365 basis. Shutting down of equipment at Tendering authoritys discretion and Planned outage will not be considered for calculation of uptime. The list of critical spares, the vendor proposes to stock at the major sites should be furnished separately along with the technical bid. The scope of the contract will include at least one scheduled servicing (Preventive Maintenance) at quarterly intervals and any number of breakdown calls. The comprehensive maintenance would be inclusive of all spares need to be replaced and excluding consumables. The vendor shall guarantee the availability of spares for a period of at least 7 (seven) years in respect of all the hardware and software. An undertaking needs to be submitted from the respective OEM in this regard.

22.

BANKRUPTCY & INSOLVENCY

Commissioner, TDD can terminate the contract if the bidder becomes bankrupt and/or loses the desired state of solvency with a notice of 15 (fifteen) days. Commissioner, TDD, in such cases of termination, will not be responsible for any loss or financial damage to the service provider resulted due to termination. Commissioner, TDD, GoG will also, in such cases have the right to recover any pending dues by invoking the performance bank guarantee or any such instrument available with the Government.

23.

IPR, COPYRIGHTS, ETC.


Government of Gujarat will be owner of IPR for Application Developed Source Code will be kept under escrow with bidder and a banker. Cost of escrow account to be borne by the bidder. Biometrics algorithm to be disclosed to GoG and should be based on national and international standards current or future.

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Copyright Ownership of Biometric Attendance Application Software Copyright ownership of all software developed and delivered to Tendering Authority Name for the application lies with Government of Gujarat. Any use of the Application Software or its modules, components or any part by the Service Providers shall be treated as violation of the Service Level Agreement and hence liable to be executed under Contracts Act. Any person or organization or anybody making use of the Application Software, or its modules, components or any part shall be treated offender under Indian Copyright Act and hence liable to be tried/punished/prosecuted under Contracts Act.

24.

DATA RIGHTS

Government of Gujarat shall have complete and total ownership and control over all the data generated, stored and processed during the Project. The Department reserves the Data Rights in the following areasThe right to information of Data subject: The Department reserves the right of full knowledge of the collected data, its nature and prior authorization by the department to collect, store and process them. The right to prevent processing: The Department reserves all the rights to prevent the processing or reprocessing of the data collected, stored and under process. The right to prevent collection, storage and processing for direct marketing and/or indirect marketing: The Department reserves all the rights to prevent any or all data collected, stored and processed for any sale, lease, rent or any other monetary or non-monetary transfer of data without its written permission with explanation of grounds for such sale, lease, rent, transfer for monetary or non-monetary basis. The Department, however can sale, lease or rent the data for monetary or non-monetary gains The right to compensation: The Department reserves all the rights to extract compensation for loss or damage, whether full or partial, of the data by the service provider or any person authorized on behalf of the service provider. The right to rectification and other remedies for inaccuracy: The Department reserves complete authority to ask the service provider to make up for the wrong or tempered or manipulated or distorted or illegitimate data with or without any compensation on finding the data bearing any evidence of deviation at any time, irrespective of the fact that department

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has accepted the same data at any prior time from the date of issuing letter to service provider to make any change or replacement in the data. The department also reserves rights to take action through a court to rectify, block, erase or destroy inaccurate data.

The Department reserves all the rights to give order pertaining to manner and methodology for data collection, storage and processing to the service provider at any time within the contract period, which may not be a part of the Agreement. The Principles for Data collection, storage and Processing Fairly and lawfully processed Processed for limited purposes Adequate, relevant and not excessive Accurate and up-to-date Not kept longer than necessary Processed in accordance with the individual's rights Security Not transferred to any Third Party.

25.

PROJECT DURATION

The project duration will be initially for 5 (five) years. However, the Tenderer and the successful bidder, on a mutually acceptable basis, can extend the project for another 1 (one) year after the completion of initial 5 (five) years.

The Education Department of GoG may award the contract for primary and upper primary schools under the rest of the districts of Gujarat within 12 (twelve) months of satisfactory completion of Phase A of the project. The vendor to be awarded the contract will be decided by the Education Department and will be awarded the contract at the same prices at which this tender is finally awarded.

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SECTION VI: ANNEXURE - FORMATS

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ANNEXURE 1 COVERING LETTER

Date: dd/mm/yyyy To Chief Executive Officer, Development Support Agency of Gujarat Block No. 8, 2nd Floor, Sachivalaya, Gandhinagar (Gujarat) . Reference: Tender Number Dated

Sir,

We hereby declare that: We are the Manufacturers/ Authorized agents of manufacturers of the hardware equipments and software proposed in our solution. We are equipped with adequate maintenance and service facilities within India for supporting the offered equipment. Our maintenance and service facilities are open for inspection by representatives of Government of Gujarat. We offer to supply the equipment and provide the services at the prices and rates mentioned in the attached commercial bid. We are not banned or blacklisted by any government institution in India. In the event of acceptance of our bid, we do hereby undertake: To supply the equipment and commence services as stipulated in the schedule of delivery forming a part of the attached technical bid. To undertake the project on BOO basis for a period of 5 (five) years, for quarterly guaranteed revenue as mentioned in the commercial bid.

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We affirm that the prices quoted are inclusive of delivery, installation, and commissioning charges and inclusive of all taxes, levies, etc. We enclose herewith the complete Technical Proposal along with this bid letter as required by you. This includes: Bid particulars Proposed solution architecture, detailed technical solution, details of equipment and services offered Proposed Project Plan and Implementation Schedule Statement of deviation from requirement specifications Statement of deviation from tender terms and conditions Schedule of delivery Warranty Manufacturers authorization form(s)

We agree to abide by our offer for a period of 180 (one hundred and eighty) days from the last date of submission of proposal prescribed by Government of Gujarat and that we shall remain bound by a communication of acceptance within that time.

We have carefully read and understood the terms and conditions of the tender and the conditions of the contract applicable to the tender. We do hereby undertake to provision as per these terms and conditions.

The deviations from the requirement specifications of tendered items and schedule of requirements are only those mentioned in section OR (Strike out whatever is not applicable) There are no deviations from the requirement specifications of tendered items and schedule of requirements. The deviations from the terms and conditions of the tender are only those mentioned in section OR (Strike out whatever is not applicable) There are no deviations from the terms and conditions of the tender.

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We hereby certify that the Bidder is a Directorate and the person signing the tender is the constituted attorney.

Bid Security in the form of a Bank Guarantee issued by ______________ (bank), valid till ___/___/_____ (dd/mm/yyyy), for an amount of Rupees 50,00,000/- (Rupees Fifty Lakhs only) is enclosed in the cover containing pre-qualifying requirements.

We do hereby undertake, that, until a formal contract is prepared and executed, this bid, together with your written acceptance thereof and notification of award of contract, shall constitute a binding contract between us.

Signature of Bidder (with official seal) Date Name Designation Address Telephone Fax E-mail address Details of Enclosures: 1. 2. 3.

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ANNEXURE 2 BIDDERS PROFILE

(For Prime Bidder or Individual Company) Sr. No 1 Name of the Firm Registered Office Address Telephone Number 2 Fax Number e-mail 3 Correspondence Address Details of Contact person (Name, designation, address) 4 Telephone Number Fax Number e-mail Is the firm a registered company? If yes, submit documentary 5 proof. Year and Place of the establishment of the Company 6 Former name of the company, if any. Is the firm 7 Government/ Public Sector Undertaking Proprietary Firm Particulars Details

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Partnership firm (if yes, give partnership deed) Limited company or Limited Corporation Member of a group of companies (if yes, give name and address, and description of other companies)

Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary, state what involvement if any, will the parent company have in the project.

Joint venture consortia (if yes, give name and address of each partner)

Is the firm registered with sales tax department? If yes, submit valid sales tax registration certificate. Is the firm registered for service tax with Central Excise

Department (Service Tax Cell)? If yes, Submit valid service tax registration certificate. Is the firm registered under Labour Laws Contract Act? If yes, submit valid registration certificate. Attach the organizational chart showing the structure of the organization including the names of the directors and the

10

11

position of the officers. Total number of employees Number of years of experience as a prime contractor in a joint venture/ Consortium Are you registered with any Government/ Department/ Public Sector Undertaking (if yes, give details) How many years has your organization been in business under your present name? What were your fields when you

12

13

14

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established your organization? When did you add new fields (if any)? What type best describes your firm? (documentary proof to be submitted) Manufacturer Supplier System Integrator 15 Consultant Service Provider (pl. specify details) Software Development Total solution provider (Design, Supply, Integration, O&M) IT Company 16 Number of Offices / Project Locations Do you have a local representation /office in Gujarat? If so, 17 please give the address and the details of staff, infrastructure etc in the office and no. of years of operation of the local office Do you intend to associate any other organization for the works 18 for which you are bidding? If so, please give full particulars of that organization separately. Please give details of Key Technical and Administrative staff 19 who will be involved in this project, their role in the project, their Qualifications & experience and the certification obtained. (documentary proof to be submitted) Is your organization has SEI CMM / ISO 9000 certificates? If 20 so, attach copies of the certificates. State details, if certified by bodies, other than that stated.

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21

List the major clients with whom your organization has been/ is currently associated. Were you ever required to suspend a project for a period of

22

more than three months continuously after you started? If so, give the names of project and reasons for the same. Have you in any capacity not completed any work awarded to

23

you? (If so, give the name of project and reason for not completing the work) In how many projects you were imposed penalties for delay? Please give details. The bidder/ prime member of the consortium shall disclose details pertaining to all contingent liabilities, claims, disputes,

24

25

matters in appeal & in court and any pending litigation against the bidder or any member of the Consortium. If nil, an undertaking from the bidder/ prime member of the consortium mentioning the same. Whether your organization has Banks certificate of solvency. If yes, submit documentary proof. Have you ever been denied tendering facilities by any

26

27

Government/ Department/ Public sector Undertaking? (Give details)

(In case of Consortium also fill in the Annexure 2A for each consortium member)

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ANNEXURE 2A CONSORTIUM MEMBERS PROFILE

Sr. No 1 Name of the Firm Registered Office Address Telephone Number 2 Fax Number e-mail 3 Correspondence Address Details of Contact person

Particulars

Details

(Name, designation, address) 4 Telephone Number Fax Number e-mail Is the firm a registered company? If yes, submit documentary 5 proof. Year and Place of the establishment of the Company 6 Former name of the company, if any. Is the firm 7 Proprietary Firm Partnership firm (if yes, give partnership deed) Government/ Public Sector Undertaking

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Limited company or Limited Corporation Member of a group of companies (if yes, give name and address, and description of other companies)

Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary, state what involvement if any, will the parent company have in the project.

Joint venture consortia (if yes, give name and address of each partner)

Is the firm registered with sales tax department? If yes, submit valid sales tax registration certificate. Is the firm registered for service tax with Central Excise

Department (Service Tax Cell)? If yes, Submit valid service tax registration certificate. Is the firm registered under Labour Laws Contract Act? If yes, submit valid registration certificate. Attach the organizational chart showing the structure of the organization including the names of the directors and the

10

11

position of the officers. Total number of employees Are you registered with any Government/ Department/ Public Sector Undertaking (if yes, give details) How many years has your organization been in business under your present name? What were your fields when you

12

13

established your organization? When did you add new fields (if any)?

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What type best describes your firm? (documentary proof to be submitted) Manufacturer Supplier System Integrator 14 Consultant Service Provider (pl. specify details) Software Development Total solution provider (Design, Supply, Integration, O&M) IT Company 15 Number of Offices / Project Locations Do you have a local representation /office in Gujarat? If so, 16 please give the address and the details of staff, infrastructure etc in the office and no. of years of operation of the local office Please give details of Key Technical and Administrative staff 17 who will be involved in this project, their role in the project, their Qualifications & experience and the certification obtained. (documentary proof to be submitted) Is your organization has SEI CMM / ISO 9000 certificates? If 18 so, attach copies of the certificates. State details, if certified by bodies, other than that stated. List the major clients with whom your organization has been/ is currently associated. Were you ever required to suspend a project for a period of 20 more than three months continuously after you started? If so, give the names of project and reasons for the same.

19

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Have you in any capacity not completed any work awarded to 21 you? (If so, give the name of project and reason for not completing the work) In how many projects you were imposed penalties for delay? Please give details. Have you ever been denied tendering facilities by any 23 Government/ Department/ Public sector Undertaking? (Give details)

22

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ANNEXURE 3 - FINANCIAL INFORMATION SUMMARY

(To be filled in separately for each consortium member) Financial Year S. No. Description 2007-2008 Turnover: Note: 1 10% All of major having total 2006-2007 2005-2006 Financial Year Financial Year

segments

turnover to be listed 2 3 Net Profit Net Worth

Signature of Bidder (with official seal) Date Name Designation Address Telephone Fax E-mail address Date Name Membership No Address Telephone Fax E-mail address

Signature of Chartered Accountant

Note: Please enclose audited balance sheet and Profit & Loss statement.

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ANNEXURE 4 PROPOSED SOLUTION ARCHITECTURE

The Bidder shall furnish definite Solution Proposal and give complete set of Architecture for the Data Collection, Data Entry, Application Software Development, Training, Operation and Maintenance of System etc.

The Architecture for execution of the above Project should contain the following: Functional Architecture Technology Architecture Process Architecture People Architecture Resource Architecture

For Data collection, Data Entry, Application Software Development, Biometric fingerprints, digital photographs, fingerprint scanners, database management, establishment, operation and

maintenance of Project infrastructure, etc.

[Note: furnish different architecture on different pages, along with a sheet showing the integration of the proposed architectures into one system.]

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ANNEXURE 4A -DATA COLLECTION, TRANSFER, STORAGE AND RETRIEVAL

The Bidder is expected to furnish definite Solution Proposal and give complete set of Architecture for Data collection, transfer and storage, and retrieval. This shall include: Functional Architecture Technology Architecture with details of all hardware equipments their numbers, technical specifications; Software details etc. Process Architecture People Architecture Resource Architecture Strategy for complete coverage and Zero error

The Bidder is further expected to give complete and detailed implementation strategy and time lines for covering all locations.

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ANNEXURE 4B BIOMETRIC ENROLLMENT AND ATTENDANCE

The Bidder is expected to furnish definite Solution Proposal and give complete set of Architecture for Biometric Enrollment and Attendance. This shall include: Functional Architecture Technology Architecture The Standards used, IPR, copyright etc. has to be also mentioned Process Architecture People Architecture Resource Architecture Strategy for complete coverage and Zero error

The Bidder is further expected to give complete and detailed implementation strategy and time lines for covering all locations.

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ANNEXURE 4C - APPLICATION SOFTWARE DEVELOPMENT

The Bidder is expected to furnish definite Solution Proposal and give complete set of Architecture for Application Software Development for all the modules specified. This shall include: Functional Architecture Technology Architecture Interpretability and Scalability Design and Parameters Process Architecture People Architecture Resource Architecture Testing Methodology and Strategy

The Bidder is further expected to give complete and detailed implementation strategy and time lines for covering all locations. Note: The IPR of the Software Application so developed and /or employed for Project shall lie with TDD.

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ANNEXURE 4D - TRAINING

The Bidder is expected to furnish definite Solution Proposal and give complete set of Architecture for capacity building, change management and training of users. This shall include:Functional Architecture Technology Architecture Process Architecture People Architecture Resource Architecture

The Bidder is further expected to give complete and detailed implementation strategy and time lines for covering all locations.

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ANNEXURE 4E -OPERATIONS AND MAINTENANCE

The Bidder is expected to furnish definite Solution Proposal and give complete set of Architecture for Operation & Maintenance including helpdesk & PMU. This shall include: Functional Architecture Technology Architecture Process Architecture People Architecture Resource Architecture

The Bidder is further expected to give complete implementation strategy and time lines.

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ANNEXURE 4F EDUCATION SOFTWARE DEPLOYMENT AND TRAINING

The Bidder is expected to furnish detail list of education software and the number of licenses/copies of each software to be provided. It should clearly define Solution for deployment and training related to education software and the process of library management.

S. No.

Description

Details

No. of Licences

The Bidder is further expected to give complete implementation strategy and time lines.

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ANNEXURE 4G - ANY OTHER DETAIL

Any Other Items required for solution. S. No. Description Details

Note: Please Provide Tables for All mentioned type (Functional, Technology, Process, People, and Resource) architecture on a separate sheet.

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ANNEXURE 5 - MANUFACTURERS AUTHORIZATION FORM

To Chief Executive Officer, Development Support Agency of Gujarat Block No. 8, 2nd Floor, Sachivalaya, Gandhinagar (Gujarat)

Date: dd/mm/yyyy

Reference: Sir We _______________________, (name and address of the manufacturer) who are established and reputed manufacturers of __________________ having factories at __________________ (addresses of manufacturing locations) do hereby authorize M/s _______________________ (name and address of the bidder) to bid, negotiate and conclude the contract with you against the above mentioned tender for the above equipment manufactured by us.

Yours faithfully For and on behalf of M/s __________________________(Name of the manufacturer) Signature Name Designation Address Date Directorate Seal Note: This letter of authority should be on the letterhead of the concerned manufacturer and should be signed by a person competent and having the power of attorney to bind the manufacturer.

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ANNEXURE 6 - FIRM EXPERIENCE


(Relevant to the nature of Project)

Assignment Name: Location within Country: Name of Client: Address: Professional Staff Provided by Your Firm No. of Staff: No. of Staff-Months; duration of assignment

Start Date (Month/Year):

Completion Date (Month/Year):

Approx. Value of Services :

Name of Associated Consultants, if any:

No. of Months of Professional Staff, provided by Associated Consultants:

Name of Senior Staff (Project Director/Coordinator, Team Leader) involved and functions performed:

Narrative Description of Project:

Description of Actual Services Provided by You :

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ANNEXURE 7- COMPOSITION AND TASK ASSIGNMENTS SUMMARY

Name

Qualifications

Years of Experience

Area of Expertise

Task & Position Assigned

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ANNEXURE 8 - CURRICULUM VITAE OF PROPOSED STAFF


(CVs of Key Persons)

Proposed Position [only one candidate shall be nominated for each position]: Name of Firm [Insert name of firm proposing the staff]: Name of Staff [Insert full name]: Date of Birth: Nationality:

Education [Indicate college/university and other specialized education of staff member, giving names of institutions, degrees obtained, and dates of obtainment]: Membership of Professional Associations: Other Training [Indicate significant training since degrees under 5 - Education were obtained]: Countries of Work Experience: [List countries where staff has worked in the last 10 (ten) years]: Languages [For each language indicate proficiency: good, fair, or poor in speaking, reading, and writing]: Employment Record [Starting with present position, list in reverse order every employment held by staff member since graduation, giving for each employment (see format here below): dates of employment, name of employing organization, positions held.]:

From [Year]: To [Year]: Employer: Positions held:

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Detailed Tasks Assigned [List all tasks to be performed under this assignment]

Work Undertaken that Best Illustrates Capability to Handle the Tasks Assigned [Among the assignments in which the staff has been involved, indicate the following information for those assignments that best illustrate staff capability to handle the tasks listed under point 11.] Name of assignment or project: Year: Location: Client: Main project features: Positions held: Activities performed:

Certification: I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes myself, my qualifications and my experience. I understand that any willful misstatement described herein may lead to my disqualification or dismissal, if engaged. Date: [Signature of staff member or authorized representative of the staff] Day/Month/Year Full name of authorized representative:

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ANNEXURE 9 - STATEMENT OF DEVIATION FROM REQUIREMENT SPECIFICATION

Date: dd/mm/yyyy To Chief Executive Officer, Development Support Agency of Gujarat Block No. 8, 2nd Floor, Sachivalaya, Gandhinagar (Gujarat)

Reference:

Sir,

There are no technical deviations (null deviations) from the requirement specifications of tendered items and schedule of requirements. The entire work shall be performed as per your specifications and documents. OR (Strike out whatever is not applicable) Following is the exhaustive list of technical deviations and variations from the requirement specifications of tendered items and schedule of requirements. Except for these deviations and variations, the entire work shall be performed as per your specifications and documents. S. No. Section No. REQ No. Page No. Statement of deviations and variations

Witness Signature

Bidder Signature

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Name Designation Address Directorate Date

Name Designation Address Directorate Date

Directorate Seal

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ANNEXURE 10 - STATEMENT OF DEVIATION FROM TENDER TERMS AND CONDITIONS

Date: dd/mm/yyyy To Chief Executive Officer, Development Support Agency of Gujarat Block No. 8, 2nd Floor, Sachivalaya, Gandhinagar (Gujarat)

Reference:

Sir,

There are no deviations (null deviations) from the terms and conditions of the tender. All the terms and conditions of the tender are acceptable to us. OR (Strike out whatever is not applicable) Following are the deviations from the terms and conditions of the tender. These deviations and variations are exhaustive. Except these deviations and variations, all other terms and conditions of the tender are acceptable to us. S. No. Section No. Page No. Para Statement of deviations and variations

Witness Signature Name

Bidder Signature Name

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Designation Address Directorate Date

Designation Address Directorate Date

Directorate Seal

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ANNEXURE 11 - UN-PRICED BILL OF MATERIAL

Component wise Specifications

Brief particulars of the goods and services, which shall be supplied/ provided by the Bidder, are as under:

Item No.

Description of the Item

Detailed Specification of the Item

Quantity Phase A

Quantity Phase B

Note: This has to be specified for each zone separately. This format will not be used for commercial evaluation.

Witness Signature Name Designation Address Directorate Date

Bidder Signature Name Designation Address Directorate Date

Directorate Seal

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ANNEXURE 12 - PROPOSAL LETTER COMMERCIAL

Date: dd/mm/yyyy To Chief Executive Officer, Development Support Agency of Gujarat Block No. 8, 2nd Floor, Sachivalaya, Gandhinagar (Gujarat)

Reference:

Sir, We hereby declare that: We are the manufacturers/ authorized agents of the manufacturers of the all hardware equipment proposed in our solution. We / our principals (manufacturer) are equipped with adequate maintenance and service facilities within India for supporting the offered equipment. Our maintenance and service facilities are open for inspection by representatives of TDD. We do hereby undertake that, in the event of acceptance of our bid, the supply of equipment and commencement of services shall be made as stipulated in the schedule of delivery forming a part of the attached technical bid. In the event of acceptance of our bid, we do hereby undertake that: To supply the equipment and commence services as stipulated in the schedule of delivery forming a part of the attached technical bid. To undertake the project on BOO basis for a period of 5 (five) years, for quarterly guaranteed revenue as mentioned in the financial bid. We affirm that the prices quoted are inclusive of delivery, installation, and commissioning charges and inclusive of all taxes, levies, etc.

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We enclose herewith the complete Commercial Bid as required by you. This includes: This bid letter Bid particulars Statement of commercial deviation Quarterly Guaranteed Payment

We agree to abide by our offer for a period of 180 (one hundred and eighty) days from the last date of submission of commercial bid prescribed by GoG and that we shall remain bound by a communication of acceptance within that time.

We have carefully read and understood the terms and conditions of the tender and the conditions of the contract applicable to the tender. We do hereby undertake to provision as per these terms and conditions.

The deviations from the requirement specifications of tendered items and schedule of requirements are only those mentioned in Annexure 9 OR (Strike out whatever is not applicable) There are no deviations from the requirement specifications of tendered items and schedule of requirements. The commercial deviations of tendered items are only those mentioned in Annexure 13 OR (Strike out whatever is not applicable) There are no commercial deviations. The deviations from the terms and conditions of the tender are only those mentioned in Annexure 10 OR (Strike out whatever is not applicable) There are no deviations from the terms and conditions of the tender.

We hereby certify that the Bidder is a Directorate and the person signing the tender is the constituted attorney.

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Bid Security in the form of a Bank Guarantee issued by ______________ (bank), valid till ___/___/_____ (dd/mm/yyyy), for an amount of Rs. 50,00,000/- (Rupees Fifty Lakhs only) is enclosed in the cover containing pre-qualifying requirements.

We do hereby undertake, that, until a formal contract is prepared and executed, this bid, together with your written acceptance thereof and notification of award of contract, shall constitute a binding contract between us.

Signature of Bidder (with official seal) Date Name Designation Address Telephone Fax E-mail address Details of Enclosures: 1. 2. 3.

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ANNEXURE 13 - STATEMENT OF COMMERCIAL DEVIATION

Date: dd/mm/yyyy To Chief Executive Officer, Development Support Agency of Gujarat Block No. 8, 2nd Floor, Sachivalaya, Gandhinagar (Gujarat)

Reference: Sir,

There are no deviations (null deviations) from the requirement specifications of tendered items and schedule of requirements and hence there are no commercial deviations. The entire work shall be performed as per your specifications and documents. OR (Strike out whatever is not applicable) Following is the exhaustive list of commercial deviations and variations from the exceptions to the specifications and documents for the above mentioned tender. Except for these deviations and variations, the entire work shall be performed as per your specifications and documents. S. No. Section No. REQ No. Page No. Statement of deviations and variations

Witness Signature

Bidder Signature

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Name Designation Address Directorate Date

Name Designation Address Directorate Date

Directorate Seal

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ANNEXURE 14 - COMMERCIAL PROPOSAL DETAILS

Terms and Condition: The financial model will be on a Quarterly Guaranteed Payment Mechanism. The Vendor will quote for monthly payment per location per unit. One PC with a FPS will be treated as one unit. The payment will be made to the vendor on a quarterly basis and as per the Service level agreement at the end of every quarter. The first quarterly payment will be made only after the vendor has installed system in all the locations of at least one district and SHQ as per the timeline and the installation has been approved by the department and have functioned as per SLA for 2 (two) months The subsequent quarterly payments will be made as per SLA and on a continuum basis. The quarterly payment will be made only the basis of the number of places the system has been installed and is operational. No payment will be made for the nodes that have not been installed or made operational. The cost for SHQ, DPA and DPO has to be taken into consideration while proposing commercial quote. Places where government will provide the computer, the vendor will be paid only 50% of the quoted price for the services offered. The rates should be quoted inclusive of all the taxes and duties prevailing at the time of submission of tenders. However, statutory variation if any will be on account of GoG. The bid price quoted in consolidated commercial proposal format will only be considered for financial evaluation The present tender is on BOO i.e. Build, Operate and Own mode and as such at the time of completion , the ownership of equipment will be of bidder

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Consolidated Commercial Bid


(For 20 Quarters/5years) Approximate Quantity* C of Aided 10829 (Figure in Rupees)

S. No. A

Item B

Unit Price D

Proposal Price E=DxC

Implementation Computer 1

Biometric Attendance &

Learning System with necessary hardware & software supply, years including installation,

testing and O&M for 5

Amount in Words: __________________________________________________________ Commercial Proposal = E1 * Approximate quantity is an arbitrary number of units taken for bid evaluation.

Witness Signature Name Designation Address Directorate Date

Bidder Signature Name Designation Address Directorate Date

Directorate Seal

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ANNEXURE 15 - BILL OF MATERIAL

Brief particulars of the goods and services, which shall be supplied/ provided by the Bidder Operation and maintenance charges*

Item No.

Description of the Item

Specification of the Item

Quantity

Price per Unit*

Total Price

* Price is inclusive of all taxes and duties

Witness Signature Name Designation Address Directorate Date

Bidder Signature Name Designation Address Directorate Date

Directorate Seal

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TDD/2008/BIOMETRICS/001

ANNEXURE 16 - BANK GUARANTEE FORMAT FOR EMD

To Chief Executive Officer, Development Support Agency of Gujarat Block No. 8, 2nd Floor, Sachivalaya, Gandhinagar (Gujarat)

Whereas ...........................(hereinafter called the Bidder) has submitted its Bid dated ...................... (date of submission of Bid) for execution of Turnkey Information Technology project on BOO Model for the Project in terms of the Tender notice no. <__________> issued by the Chief Executive Officer, Development Support Agency of Gujarat, (hereinafter called the Bid).

Whereas as per Clause of Section III of the Bid, the Bidder is required to furnish a bank guarantee as Earnest Money Deposit from a scheduled commercial bank (Bank Guarantee) having at least one branch at Gandhinagar.

In consideration of the fact that the Bidder is our valued customer and the fact that he has submitted the Bid, we, (name and address of the bank), (hereinafter called the Guarantor Bank), has agreed to bind ourselves, our successors, and assigns to irrevocably issue this Bank Guarantee and guarantee as under

NOW THIS GUARANTEE WITNESSETH: a) If the Bidder i) withdraws its Bid proposal during the period of Bid validity specified by the Bidder on the Technical Proposal Cover Letter; or having been notified of the acceptance of its Bid by the Chief Executive Officer, Development Support Agency of Gujarat ii) during the period of Bid Proposal validity; or iii) fails or refuses to enter into the Contract; or

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iv) fails or refuses to furnish the performance guarantee, in accordance with the Terms of Reference of the Tender document issued to the Bidders.

b) The Guarantor Bank shall immediately on demand pay the Commissioner, Tribal Development Department, Government of Gujarat without any demur and without the Commissioner, Tribal Development Department, Government of Gujarat having to substantiate such demand a sum of Rs 50,00,000/- (Rupees Fifty Lakhs only) (Guaranteed Amount).

c) The Guarantor Bank will make the payment of the Guaranteed Amount forthwith on the demand made by the Commissioner, Tribal Development Department, Government of Gujarat, notwithstanding any objection or dispute that may exist or arise between the Commissioner, Tribal Development Department, Government of Gujarat and the Bidder or any other person.

d) The demand of the Commissioner, Tribal Development Department, Government of Gujarat on the Guarantor Bank for the payment of the Guaranteed Amount, shall be deemed as the final proof of fulfillment of the conditions stipulated in (1) above.

e) This Guarantee shall be irrevocable and shall not be discharged except by payment of the above amount by us to the Commissioner, Tribal Development Department, Government of Gujarat and our liability under this Guarantee shall be restricted to the Guaranteed Amount being Rs 50,00,000/- ( Rupees Fifty Lakhs Only).

f)

If it is necessary to extend this Guarantee on account of any reason whatsoever, we undertake to extend the period of this Guarantee on the request of the Bidder under intimation to the Commissioner, Tribal Development Department, Government of Gujarat.

g) To give full effect to the Guarantee contained herein, the Commissioner, Tribal Development Department, Government of Gujarat shall be entitled to act as if the Guarantor Bank is the principal debtor in respect of claims against the Bidder and the Guarantor Bank hereby expressly waives all its rights of surety-ship and other rights, if any, which are in any way inconsistent with any of the provisions of this Guarantee.

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h) Any notice by way of demand or otherwise may be sent by special courier, telex, fax, registered post or other electronic media to our address as afore-said and if sent by post, shall be deemed to have been given to us after expiry of 48 hours when the same has been posted.

i)

Our liability under this Guarantee will continue to exist until a demand is made by the Commissioner, Tribal Development Department, Government of Gujarat in writing or up to and including 180 (one hundred and eighty) days after the period of the Bid Proposal validity, i.e. up to ________2008, and any demand in respect thereof should reach the Bank not later than the above date.

Dated . this .. day ..2008. Yours faithfully, For and on behalf of the . Guarantor Bank,

(Signature) Designation (Address and Common Seal of the bank)

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ANNEXURE 17: PERFORMANCE BANK GUARANTEE FORMAT

To Chief Executive Officer, Development Support Agency of Gujarat Block No. 8, 2nd Floor, Sachivalaya, Gandhinagar (Gujarat)

Whereas ...........................(hereinafter called the Bidder) has submitted its Bid dated ...................... (date of submission of Bid) for execution of Turnkey Information Technology project on BOO Basis for the Project in terms of the Tender dated . issued by the Commissioner, Tribal Development Department, (hereinafter called the Bid).

Whereas as per Section V of the Bid, the Bidder is required to furnish a bank guarantee as Performance Guarantee from a Scheduled Commercial /Nationalized Bank (Bank Guarantee)

In consideration of the fact that the Bidder is our valued customer and the fact that he has submitted the Bid, we, (name and address of the bank), (hereinafter called the Guarantor Bank), has agreed to bind ourselves, our successors, and assigns to irrevocably issue this Bank Guarantee and guarantee as under

NOW THIS GUARANTEE WITNESSETH: 1) If the Bidder a) Having been notified of the acceptance of its Bid by the Commissioner, Tribal Development Department, Government of Gujarat, during the period of Bid Proposal validity: b) Fails to perform as per the contract obligations. c) On invoking of Section III Clause 28 or Section IV Termination for Default; and /or on invoking of Section IV Clause on Exit Management Schedule.

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2) The Guarantor Bank shall immediately on demand pay the Commissioner, Tribal Development Department, Government of Gujarat without any demur and without the Commissioner, Tribal Development Department, Government of Gujarat having to substantiate such demand a sum of Rs ____ Lakhs (________ Lakhs) (Guaranteed Amount).

3) The Guarantor Bank will make the payment of the Guaranteed Amount forthwith on the demand made by the Commissioner, Tribal Development Department, Government of Gujarat, notwithstanding any objection or dispute that may exist or arise between the Commissioner, Tribal Development Department, Government of Gujarat and the Bidder or any other person.

4) The demand of the Commissioner, Tribal Development Department, Government of Gujarat, on the Guarantor Bank for the payment of the Guaranteed Amount, shall be deemed as the final proof of fulfillment of the conditions stipulated in (1) above.

5) This Guarantee shall be irrevocable and shall not be discharged except by payment of the above amount by us to the Commissioner, Tribal Development Department, Government of Gujarat and our liability under this Guarantee shall be restricted to the Guaranteed Amount being Rs ___ Lakhs (_in words_______ Lakhs).

6) If it is necessary to extend this Guarantee on account of any reason whatsoever, we undertake to extend the period of this Guarantee on the request of the Bidder under intimation to the Commissioner, Tribal Development Department, Government of Gujarat.

7) To give full effect to the Guarantee contained herein, the Commissioner, Tribal Development Department, Government of Gujarat shall be entitled to act as if the Guarantor Bank is the principal debtor in respect of claims against the Bidder and the Guarantor Bank hereby expressly waives all its rights of surety-ship and other rights, if any, which are in any way inconsistent with any of the provisions of this Guarantee.

8) Any notice by way of demand or otherwise may be sent by special courier, telex, fax, registered post or other electronic media to our address as afore-said and if sent by post, shall be deemed to have been given to us after expiry of 48 hours when the same has been posted.

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9) Our liability under this Guarantee will continue to exist until a demand is made by the Commissioner, Tribal Development Department, Government of Gujarat, in writing or up to and including 5 year from the date of signing of contract, i.e. up to ________2008, and any demand in respect thereof should reach the Bank not later than the above date.

Dated . this .. day ..2008. Yours faithfully, For and on behalf of the . Guarantor Bank,

(Signature) Designation (Address and Common Seal of the bank Note: To be executed at the time of Signing of Contract by the Selected Vendor

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ANNEXURE 18 - FORMAT FOR PRE-BID CONFERENCE QUERIES / CLARIFICATIONS

RFP purchase no: Date:

Name of the Bidder: Address: Telephone Nos: Fax No: Mobile No: Email ID: Section No. S. No. Clause No. Paragraph/Bullet No. 1 2 3 4 Corresponding page no in the RFP Document

Particulars of the query / clarification

Remarks of GoG

Authorized Signatory Designation (If the queries / clarifications are submitted through e-mail, the bidder should send the queries / clarifications through official e-mail IDs only.)

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SECTION VII: ANNEXURE INDICATIVE STATISTICS & DATA

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ANNEXURE 19 DETAILS OF PRIMARY ASHRAMSHALAS (STD.1-7)

S. No. 1 2

Taluka Amirgadh Danta Subtotal

District

No. of Schools 7 14 21 16

No. of Students 1,035 2,122 3,157 2,227 1,700 1,517 944 6,388 1637 798 1582 1,527 1,124 1696 628 8992 2990 432 1231 4653 1928 744 517 1644 4833

No. of Teachers 26 52 78 67 46 45 29 187 56 25 52 53 39 56 22 303 99 13 42 154 63 25 17 54 159

No. of Admin. & Other staff 50 99 149 57 37 37 22 153 46 21 43 42 32 46 18 248 81 10 34 125 55 22 14 47 138

Banaskantha

3 4 5 6

Khedbramha Vijaynagar Bhiloda Meghraj Subtotal Sabarkantha

11 11 7 45 13 6 12

7 8 9 10 11 12 13

Dahod Garbada Limkheda Dhanpur Fatehpura Jhalod DevgadhBaria Subtotal Dahod

12 9 13 5 70 23

14 15 16

Ghoghamba Kadana Santrampur Subtotal Panchmahal

3 10 36 15

17 18 19 20

Chhota Udepur Naswadi Kavaant Jetpur Pavi Vadodara

6 4 13 38

TDD/2008/BIOMETRICS/001

21 22

Valia Jhagadia Bharuch

9 0 9 17 5 Tapi 29 5 3 Subtotal 59 9 5 Surat 5 7 10 36 Navsari Subtotal 15 7 22 27 Valsad 9 0 14 50 Dang Total 12 398

1196 0 1196 1983 701 3552 767 455 7458 1094 710 699 949 1572 5024 2044 960 3004 3749 1177 0 1818 6744 1638 53087

36 0 36 73 22 125 21 13 254 39 22 21 30 43 155 64 30 94 116 38 0 60 214 52 1686

17 0 17 64 19 110 19 18 230 34 19 20 26 31 130 53 25 78 96 32 0 51 179 42 1489

Subtotal 23 24 25 26 27 Songadh Uchhal Vyara Valod Nizar

28 29 30 31 32

Mandvi Mahuva Bardoli Mangrol Umrapada Subtotal

33 34

Vansda Chikhli

35 36 37 38

Dharampur Umargam Pardi Kaprada Subtotal

39

Ahwa

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ANNEXURE 20 DETAILS OF SECONDARY ASHRAMSHALAS (STD. 8-12)

S. No. 1 2

Taluka Amirgadh Danta Subtotal

District

No. of Schools 3 2 5 4

No. of Students 254 340 594 361 425 592 246 1624 833 -414 -133 481 386 2247 368 -320 688 612 293 -415 1320 0

No. of Teachers 9 12 21 16 17 23 8 64 36 -17 -4 22 17 96 15 -16 31 27 9 -12 48 0

No. of Admin. & Other staff 10 14 24 17 19 24 12 72 28 -17 -6 20 13 84 13 -12 25 23 13 -15 51 0

Banaskantha

3 4 5 6

Khedbramha Vijaynagar Bhiloda Meghraj Subtotal Sabarkantha

3 4 2 13 6 -3

7 8 9 10 11 12 13

Dahod Garbada Limkheda Dhanpur Fatehpura Jhalod Devgadh-Baria Subtotal Dahod

-1 5 3 18 3

14 15 16

Ghoghamba Kadana Santrampur Subtotal Panchmahal

-3 6 5

17 18 19 20

Chhota Udepur Naswadi Kavaant Jetpur Pavi Subtotal Vadodara

2 -3 10

21

Valia

Bharuch

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TDD/2008/BIOMETRICS/001

22

Jhagadia Subtotal

1 2 4 -Tapi 4 1 3

0 0 479 -471 120 360 1430 352 240 227 240 231 1290 633 126 759 495 -124 -619 -10571

0 0 20 -21 4 15 60 15 10 11 10 11 57 27 5 32 20 -5 -25 -434

0 0 20 -22 5 12 59 13 10 12 10 11 56 23 6 29 18 -5 -23 -423

23 24 25 26 27

Songadh Uchhal Vyara Valod Nizar Subtotal

12 3 2 Surat 2 2 2 11 Navsari 5 1 6 4 Valsad -1 -5 Dang -88

28 29 30 31 32

Mandvi Mahuva Bardoli Mangrol Umrapada Subtotal

33 34

Vansda Chikhli Subtotal

35 36 37 38

Dharampur Umargam Pardi Kaprada Subtotal

39

Ahwa Total

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ANNEXURE 21 DETAILS OF ADARSH NIWASI SCHOOLS (STD. 8-12)

BOYS SCHOOLS No. of Schools 1 1 1 1 Panchmahal 1 1 Vadodara 1 1 1 Bharuch Surat Navsari Valsad Dang Total 2 1 1 1 2 16 No. of Students 116 85 206 120 130 125 243 103 169 319 143 260 237 215 2471 No. of Teachers 9 11 13 6 8 6 6 3 11 21 5 12 9 9 129 No. of Admin. & Other staff 9 10 16 5 10 6 3 6 12 11 2 9 10 6 115

S. No. 1 2 3 4 5 6 7 8 9 10 11 12 13 14

Taluka Danta Bhiloda Dahod Devgadh-Baria Santrampur Chhota Udepur Naswadi Kavaant Jetpur Pavi Jhagadia Mahuva Vansda Dharampur Ahwa

District Banaskantha Sabarkantha Dahod

GIRLS SCHOOLS No. of Schools 1 1 Sabarkantha Dahod Vadodara 1 1 1 1 No. of Students 101 146 116 118 111 157 No. of Teachers 4 9 9 9 4 10 No. of Admin. & Other staff 1 8 9 11 2 17

S. No. 1 2 3 4 5 6

Taluka Amirgadh Danta Khedbramha Limkheda Jhalod Chhota Udepur

District

Banaskantha

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7 8 9 10 11 12 13 14

Jhagadia Songadh Vyara Vansda Chikhli Dharampur Umargam Ahwa Total

Bharuch Tapi

1 1 1

92 253 300 116 230 120 101 180 2141

3 8 13 2 12 3 2 2 90

5 8 12 1 6 2 1 2 85

Navsari

1 1

Valsad Dang

1 1 2 15

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ANNEXURE 22 DETAILS OF EKLAVYA SCHOOLS (STD. 6-11)

S. No. 1 2 3 4 5 6 7 8 9 10

Taluka Danta Bhiloda Dahod Ghoghamba Nizar Bardoli Vansda Pardi Kaprada Ahwa Total

District Banaskantha Sabarkantha Dahod Panchmahal Tapi Surat Navsari Valsad Dang

No. of Schools 1 1 1 1 1 1 1 1 1 1 10

No. of Students 35 130 51 48 190 186 195 190 195 212 1432

No. of Teachers 1 6 1 4 7 7 7 6 6 4 49

No. of Admin. & Other staff 0 10 0 0 10 10 7 10 7 10 64

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ANNEXURE 23 - OFFICES OF DPA

S. No. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 Dang

Taluka

District Dang Valsad Navsari Surat Tapi Narmada Bharuch Vadodara Dahod Panchmahal Sabarkantha Banaskantha Banaskantha Valsad

Name of P.A. Mr.Anupam Mr. A.S.Patel Mr.K.K.Parmar Mr.B.S.Dave Mr.S.M.Modi Mr.K.B.Thanki Mr.T.A.Gami Mr.S.M.Patel Mr.K.D.Chandnani Mrs.P.K.Jadeja Mr.C.B.Parmar Mr.B.C.Patani M.D.V.Rehvar Mr.H.M.Rathwa

Tel No 02631-220201 02632-250601/250602 02630-222265/222747 02623-221086 02624-222148/221126 02640-220093/222436 02642-222331 02669-232006/233006 02673-220102/221450 02672-252545 02775-220159 02742-260391 02742-257188 02633-220002

Valsad Vansda Mandvi Songadh Rajpipla Bharuch Chhota-Udepur Dahod Godhra Khedbramha Palanpur Palanpur Kaprada

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ANNEXURE 24 OFFICES OF DPO

S. No.
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25

District
Ahmedabad Vadodara Rajkot Surat Kheda Anand Panchmahal Dahod Sabarkantha Junagadh Porbandar Mehsana Patan Bhavnagar Jamnagar Amreli Kachch Bharuch Narmada Valsad Navsari Banaskantha Surendranagar Gandhinagar Dang

Name of DPO
Mr.S.P.Chaudhary Mr.M.C.Bhusara Mr.S.K.Chhaya Mr.P.N.Dave Mr.K.N.Bamania Mr.B.K.Trivedi Mr.R.D.Vankar Mr.B.K.Patel Mr.G.M.Rabari Mr.B.P.Ghamecha Mr.G.K.Parmar Mr.M.I.Joshi Mr.M.K.Patel Mr.K.M.Tabiyad Mr.R.M.Amaliyad Mr.P.K.trivedi Mr.P.A.Jalu Mr.K.B.Patel Mr.Kalpesh Patel Mr.B.R.Gosai Mr.J.K.Vinchhia Mr.C.K.Varmora Mr.C.G.Patel Ms.Darshana Joshi Mr.S.J.Patel

Lanline
079-25507126 02625-2436411 0281-2444437 0261-2425751 0268-2557452 02692-258105 02672-253375 02673-220105 02772-240694 0285-2627136 0286-2252808 02762-222320 02766-234239 0278-2523582 0288-2550286 02792-222109 02832-221103 02642-244210 02640-222084/85 02632-253210 02637-258467 02742-257063 02752-282973 079-23256955 02631-220337

TDD/2008/BIOMETRICS/001

ANNEXURE 25 SAMPLE REPORT

Standard Name of Class Teacher

Class

Monthly Attendance Report Month No Of Students

Year

New Admission With out Fee for promoted to next class No of students on first day of Month

Type Of Student Fee Payer Relief for backward Total No Of Student Remaining Amount Amount in starting of month Amount of New Admission Total Amount Received Amount Total Cancelled Amount Remaining Amount Clarification of Students According to Caste , Language and Study at Last day of month Hindu Higher Medium Backward Villegers out them Average Attendce No Of Optional Subject Term Fee Extra Fee Boy Girl Boy Girl

School Fee

Admission Fee

Total Fee

type Of Student

Kanbi Farmer

No of student at end of month Average Age

Fee promoted to next class

Failure without fee

Pass Without Fee

failure without fee

Total Admission

Total Hindu

Boy Girl Total

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Total No.

Brahmin

Worker

Muslim

D.N.T

Shikh

Other

Other

Parsi

Jain

S.C

N.T

S.T

Total Drop Out

failure with fee

Pass with Fee

Without Fee

With Fee

New

TDD/2008/BIOMETRICS/001

ANNEXURE 26 LIST OF EDUCATION SOFTWARE

The following is an indicative list and the vendor is free to provide any number of education software including the one mentioned below S. No. Description 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Computer Sikho Mathmetica Bhasha Bharati Lipi Math Type 3D World Atlas Maths for Std. 1-12 Biology for Std. 5-12 Physics for Std. 5-12 English for Std. 1-12 Hindi for Std. 1-12 Chemistry for Std.5-12 Computers for Std. 5-12 Science for Std. 1-8 Social Science for Std. 1-10 Sanskrit for Std. 1-10 Type Tutor Encyclopedia of Animal & Nature Children Encyclopedia Encyclopedia of Science Encarta Encyclopedia (latest version) Interactive First Aid Learn to Speak English Mahatma Gandhi Student Writing Center Teachers Companion Childrens Dictionary The Human Body History of World Yoga for you S. No. 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 Description I Love Spelling Atlas of the Solar System Encyclopedia of History I Love Maths I Love Science Interactive Atlas of Human Anatomy Gujarati Mulaxaro Primary English (all volumes) Secondary Grammar English (all volumes) Nursery Park (all volumes) Jump Start Grade 1 (all volumes) Explore Space (all volumes) Kid Science (all volumes) Toffel Test Hindi, Marathi, Gujarati, English Dictionary Panchtantra Education Stories Bird Rhymes World Book (all volumes) Nature Universe Structure of Atom Structure of Chromosomes Learning Elementary Science & Technology Organic Evolution Animated Nursery Rhymes Early Learning Advantage Vandana Birds of the World Jump Start for all grades Ultimate 3D Skeleton

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TDD/2008/BIOMETRICS/001

ANNEXURE 27 LIST OF PRIMARY & UPPER PRIMARY SCHOOLS

S. No. 1 2

Taluka Amirgadh Danta Subtotal

District Banaskantha

No. of Schools 101 208 309 283

No. of Students No. of Teachers 20347 34777 55124 43813 16374 33297 26661 120145 65070 29356 52394 28626 37774 79339 41767 334326 36387 20744 42234 99365 17953 17350 18844 29906 84053 19544 24350 43894 29187 505 968 1473 1215 583 1141 923 3862 1414 642 1336 706 994 1870 1068 8030 996 723 1367 3086 794 695 530 1094 3113 684 848 1532 1010

3 4 5 6

Khedbramha Vijaynagar Bhiloda Meghraj Subtotal Sabarkantha

137 275 258 953 263 133 286

7 8 9 10 11 12 13

Dahod Garbada Limkheda Dhanpur Fatehpura Jhalod Devgadh-Baria Subtotal Dahod

188 249 349 218 1686 236

14 15 16

Ghoghamba Kadana Santrampur Subtotal Panchmahal

190 312 738 202

17 18 19 20

Chhota Udepur Naswadi Kavaant Jetpur Pavi Subtotal Vadodara

235 130 275 842

21 22

Valia Jhagadia Subtotal

Bharuch

159 222 381

23

Songadh

Tapi

267

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TDD/2008/BIOMETRICS/001

24 25 26 27

Uchhal Vyara Valod Nizar Subtotal

88 297 87 114 853 212 146 Surat 112 125 108 703 Navsari Subtotal 196 242 438 214 Valsad 158 189 272 833 Dang Total 400 8136

13361 34074 9390 17211 103223 22314 15127 17868 22350 13307 90966 30732 33415 64147 29461 32096 31626 42692 135875 45548 1176666

402 1261 328 508 3509 848 553 536 660 425 3022 1011 1215 2226 930 915 935 1220 4000 1441 35294

28 29 30 31 32

Mandvi Mahuva Bardoli Mangrol Umrapada Subtotal

33 34

Vansda Chikhli

35 36 37 38

Dharampur Umargam Pardi Kaprada Subtotal

39

Ahwa

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