Tamilversion Tender RPMS

8/9/2019 Tamilversion Tender RPMS

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TAMIL NADU PUBLIC SERVICE COMMISSIONNO.1, GREAMS ROAD, CHENNAI – 600 006.

Telephone Nos. 044- 28297591; 044- 28297592;044- 28297584; 044- 28297585

e-mail: [email protected]

e-Tendering Portal: www.tenders.tn.gov.in or www.tnpsc.gov.in

Tender Documentfor

Recruitment Process Management System [RPMS]

along with the supply of Application forms,Answer / Response sheets

www.tnpsc.gov.in

Tender No. 01/2012


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Advertisement No.291

TAMIL NADU PUBLIC SERVICE COMMISSION

CHENNAI – 600 006

Tender Notice

Sealed tenders are invited from reputed companies / firms with relevant

experience, up to 03.00 PM on 01.03.2012 for Recruitment Processing

Management System (RPMS) along with the supply of Application form,

Answer / Response sheet and other related works for a period of three years.

Tender documents with the specification of terms and conditions, form

for Technical Bid and Commercial Bid etc., can be downloaded from the

websites www.tenders.tn.gov.in or www.tnpsc.gov.in

A sum of Rs.1,000/- (Rupees One thousand only) has to be paid along

with Tender Application towards the Tender Fee in the form of Demand Draft

obtained from any Nationalised Bank drawn in favour of The Secretary, Tamil

Nadu Public Service Commission, Chennai – 6, payable at the State Bank of

India, Service Branch (8443), Chennai. The fee paid towards processing of

application will not be refunded.

A Pre-bid Conference will be held on 21.02.2012 at the Commission’s

Office. The Technical Bid of the Tenders received up to 03.00 PM on

01.03.2012 will be opened by the Secretary, Tamil Nadu Public Service

Commission or any other Officer authorised by him on his behalf at the

Commission’s Office by 04.00 PM on 01.03.2012.

Secretary,Tamil Nadu Public Service Commission.


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TIME LINE

# Events Target Date

1 Tender reference Tender No. 01/2012

2 Pre Bid Conference @ 3.00 P.M. on 21.2.2012

3 Last Date for submission of Bids @ 3.00 P.M. on 1.3.2012

4 Date and timing of opening of

Technical Bids

@ 4.00 P.M. on 1.3.2012

5 Date and time of presentation toTechnical Evaluation Committee by theshortlisted Bidders

Will be informed only to the shortlistedbidders

6 Date and time of opening ofCommercial Bids

Will be informed only to the qualifiedbidders

7 Venue for Project Presentation andother Events

Tamil Nadu Public Service Commission,Chennai

8 Address for all references andcorrespondence in relation to this Bids

Thiru.T.Udhayachandran, IAS,Secretary,Tamil Nadu Public Service Commission,No.1, Greams Road,Commercial Tax Office Annexe Building,Chennai – 600 006,Tel. : 044-28297767Email: [email protected] Website: www.tnpsc.gov.in


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CONTENTS

# Contents Page No.

I 1.Background 1

2.Objectives 2-3

3. Current IT Status in TNPSC 3

II Detailed Terms and Conditions

1.Definitions 3-5

2.Scope of work Activity 1 Activity 2

Activity 3

5-6

3.General Terms and Conditions

i)Period of Contractii)Eligibility Criteriaiii)Cost of Tender Documentiv)Non-transferable Bidv)Rejection of Bidvi)Language of bidvii)Bid Currencyviii)Earnest Money Deposit (EMD)ix)Presentation of the solutionx)Security Featuresxi)Security Auditxii)Service Level Agreement(SLA)xiii)Access Rights Management:xiv)Administrationxv)Standards of Performancexvi)Responsibilities

A. Responsibilities of the System Integrator:B. Responsibilities of TNPSC:

xvii) Software Requirement Specification(SRS)xviii)Pilot run and parallel runxix) Open Source Platform:xx) Testingxxii) Documentationxxiii)Database Managementxxiv) Disaster Recovery

6-18


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4.Technical and Commercial Bidsi)Contents of Envelopesii)Technical Bid (Envelope- I)iii)Commercial Bid [only one copy]iv)Submission of bids

v)Deadline for Submission of Bidsvi)Late Bidsvii)Withdrawal of Bidsviii)Period of Validity of Bidsix)Evaluation Committeesx)Opening of Technical Bids

18-22

5. Evaluation Methodologyi)Evaluation of Technical Bidii)Evaluation of Technology and systems proposediii)Opening of Commercial Bids

iv)Evaluation of Commercial Bidsv)Combined Evaluation of Technical/Commercial Bidsand award criteria:vi)Acceptance of Bidsvii)Notification of Awardviii)Binding Clauseix)Conditional Tendersx)Interpretation of the Clauses

22-26

6. Commercial Termsi)Payment Schedule

ii)Contract Rateiii) Penalty

27-29

7.Legal Issuesi)Suspension of Workii)Termination for Insolvencyiii)Terminationiv)Force Majeurev)Resolution of Disputesvi)Indemnity Clause

29-33

8.Detailed Technical Specifications 33

9. Data Export 34

10. Delivery Schedule 34

Schedule-I Technical Bid 35-37

Schedule-II Commercial Bid 38-39

Annexure – I 40

Annexure – II 41-48

Format – I – Tentative draft Agreement 49-53


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Page 1 of 53

Signature of the Bidder with Seal

I. BACKGROUND

1. About TNPSC

Tamil Nadu Public Service Commission is mandated with the task of

making Direct Recruitment to State, Subordinate and Ministerial Services

and also conducts Department Tests for Government Servants. TNPSC

has always aimed to consistently upgrade and improvise systems and

procedures of selection in order that the best talent is attracted to Public

Service, strictly in accordance with the policies of Government of

Tamil Nadu and rules & regulations formulated by TNPSC.

Over the years, the recruitment process has become more

competitive which necessitated the TNPSC to introduce Multiple-Choice

Questions (Objective Type) with Optical Mark Recognition Answer sheets

for ensuring fairer and faster selection process. Some of the recruitments

involve Main written Examinations and Oral Tests also.

The proposed Recruitment Process Management System [RPMS]

envisages the complete automation of the entire Selection Process

starting from Application Processing to Image Processing of OMR Answer

Sheets, Data processing, Result Processing to the Publication of Results

which occasionally goes through Written and Oral Test stages, along with

supply of Forms. The Proposed RPMS not only aims to integrate the

functioning of different wings in TNPSC engaged in Recruitment Process,but also to make the recruitment process more transparent to the

aspirants. Once implemented, the RPMS would increase the efficiency of

the Organization to a greater extent and its effectiveness would also

increase manifold.


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2. Objectives

The overall objective of the RPMS is to establish a fair, transparent and

effective Recruitment Process Management System at a reduced cycle

time and cost.

The broad objectives of the Project are as follows:-

a) I n c r e a s e O p e r a t i o n a l Ef f i c i e n c y : By leveraging the available

Information Technology solutions, TNPSC aims to completely

automate its recruitment process in an integrated platform and

reduce the repetitive paperwork/records through computerization

of the entire back-office functions.

b) T r a n s p a r e n c y a n d Se c u r i t y : RPMS is expected to provide the

much needed transparency in the administration by disseminating

all the necessary information to the general Public at large and

Candidates in particular. RPMS would take care of all the

Information Security concerns by adhering to the International

Information Audit and Security Standards.

c) P r o v id e b e t t e r M o n i t o r i n g T o o ls f o r R e cr u i t m e n t a n d P o l i cy

M a k i n g : RPMS aims to provide better Monitoring Tools with Real

Time Data on the recruitment process and also enable the

Commission to critically analyse the pattern of recruitment and

advise the Government accordingly for suitable modifications in

the Recruitment Policies.

d) I m p r o v e S e r v ic e D e l iv e r y t o P u b l i c : RPMS is expected to bring

significant improvement in service delivery to Public through all

possible modes in conformity with the provisions of Right to

Information Act.


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e) Ea s y u p g r a d a t i o n t o n e w t e c h n o l o g y : RPMS not only will

contain the best available IT solutions but will also enable TNPSC

to easily migrate to advanced technological platform in future

3. Current IT Status in TNPSC

The current IT environment is partly computerized and many

important processes in each stage of the recruitment process are still

done manually resulting in higher cycle time for generating results.

TNPSC wants to automate these processes and set very high standards

in the critical contemporary measures of performance like Accuracy,

Zero Defect/Downtime, Speed and Cost. The current IT status in TNPSC

in the form of the available IT Infrastructure is given Annexure I and

the current recruitment process system in terms of stage wise list of

processes and the reports to be generated is given in Annexure II.

II. Detailed Terms and Conditions

The terms & conditions are covered in eight major Clauses as

detailed below:

1. Definitions:

In this Contract, the following terms shall be interpreted as indicated

below:-

a) “Contract” means the agreement entered into between the

Tendering Authority and the System Integrator, as recorded in the

document signed by the parties, including all the attachments and

appendices thereto, and all documents incorporated by reference

therein;

b) “Image Processing” includes scanning of images as well as all forms

including OMR forms, Answer/Response sheets etc.


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c) “Data Processing” includes Data Extraction from Image / OMR, Data

Verification and Data Validation

d) "Bidder” means any firm(s) having proper legal Agreement between

the parties with the lead firm taking the full responsibility ofmanaging the project as required in the tender. The word “Bidder”

when used in the pre award period shall be synonymous with

“System Integrator” which shall be used after award of the contract.

e) “The Contract Rate” means the rate offered by the System

Integrator and accepted by the Tendering Authority under the

Contract for the full and proper performance of its contractual

obligations;

f) “The Goods” means all the all the material/ services, which the

System Integrator is required to supply to the Tendering Authority

under the Contract;

g) “RPMS” as per this tender document means Intranet based end-to-

end Automated user friendly Recruitment Process Management

System with secured web interface.

h) “Services” means services ancillary to the Scope of Work

hereinabove, transportation, any other incidental services and other

obligations of the System Integrator covered under the Contract;

i) “Day” means a working day of TNPSC.

j) “Tendering Authority” means The Secretary, Tamil Nadu Public

Service Commission or any Officer of the Tamil Nadu Public Service

Commission who has been authorized to issue a work order under

this contract.


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k) “Commission” means Tamil Nadu Public Service Commission

l) “TNPSC” means Tamil Nadu Public Service Commission

2. Scope of work

Broadly speaking the scope of work shall be provision of intranet

based end-to-end Automated user friendly Recruitment Process

Management System with secured web interface and it comprises of the

following three major activities:-

Activity 1

Design and supply of various forms like Application Forms,

Answer/Response sheets Hall tickets, Attendance sheet with suitable and

adequate security features as per the specification given by TNPSC from

time to time. This activity mainly involves the supply of 110 GSM OMR as

well as 90 GSM pre-printed stationery and it is the prerogative of TNPSC

to choose any of them during the contract period as may be decided by

TNPSC from time to time.

Activity 2

This process is related to the Scanning and processing of Application

forms, Answer sheets/ Response sheets. Hence activity 2 comprises of

Image processing and Data processing comprising of Data extraction,

Verification and Validation in respect of various forms defined in Activity 1

and generation of all kinds of results and printing of all necessary reports

like Hall tickets, Mark list and Rank list and various other reports as may

be specified by TNPSC from time to time by using bidder’s own hardware

and customised Application Software to meet the requirements of TNPSC

including uploading of the same in the Commission’s Website (TNPSC

shall supply only the requisite non pre-printed stationery as the case may

be, and the System Integrator should use their own printer and related

consumables etc.)


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Activity 3

This process is related to the Image and Data processing of

Descriptive Answer sheets/ Response sheets. It includes Digital

distribution and collection of answer scripts, On-Screen E-valuation on

PC/PDA Device etc and generation of results and printing of variousreports like Mark list and Rank list as the case may be, specified by

TNPSC from time to time through customised Application Software to

meet the requirements of TNPSC including uploading of the same in the

Commission’s Website (TNPSC shall supply only the requisite non

pre-printed stationery as the case may be and the System Integrator

should use their own printer and related consumables etc.)

The detailed technical specifications for Activity-1 is given in the

Price Bid itself and for Activity 2 & 3 are given in Annexure-II of this

tender document.

3.General Terms and Conditions

i) Period of ContractThe contract shall be initially for a period of 3 years from the date of

execution of the agreement with the Tendering Authority. However, the

contract may be renewed for a further period of 2 years on the basis of

the performance of work of the System Integrator subject to mutual

terms and conditions as specified in the contract.

ii) Eligibility Criteria

Only those firms that had an annual turnover of Rs.20 crore from IT

and ITES business for any two years during the period between

2008-09 and 2010-11 should apply.

Only those firms that had executed any of the Activities defined in

Clause II.2 of this tender document with at least 3

Government/PSU/Academic Institutions during the last three years.


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Only those firms that had executed an assignment in respect of

supply of OMR forms/OMR/ICR/Image Processing related activities

for a total value of not less than Rs.1.00 crore to a single

Government/PSU/Academic Institution during last three years

should apply.

Only those firms that have valid VAT, Service Tax and PF

registration Certificate and Valid TIN Number should apply

Only those bidders who are capable of undertaking all the three

activities specified in Clause II.2 of this tender document should

only apply.

All above eligibility conditions are mandatory and the firms not fulfilling

all the above conditions shall not be considered and shall be summarily

rejected. However for the evaluation of the technical bids and awarding of

marks, the Technical Evaluation Committee shall evaluate the bids based

on the criteria specified in this tender document.

iii) Cost of Tender Document

a) The tender document and supporting documents may be

downloaded from www.tenders.tn.gov.in or www.tnpsc.gov.in.

b) However, a nonrefundable Tender Fee of Rs.1,000/- ( INR One

Thousand Only), in the form of Demand Draft / Pay order drawn in

favour of The Secretary, Tamil Nadu Public Service Commission

payable at par at Chennai should be enclosed along with the tender

document failing which such the Tender application will be

summarily rejected.


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iv) Non-transferable

The tender document is not transferable.

v) Rejection of BidThe Secretary, Tamil Nadu Public Service Commission reserves the

right to accept / reject / release or relax any or all or part of the

bids received on the due date without assigning any reason

whatsoever.

vi) Language of bid

The bid prepared by the Bidder, as well as all correspondence and

documents relating to the bid exchanged by the Bidder and The

Tendering Authority shall be in English language.

vii) Bid Currency

Prices shall be quoted in Indian Rupees only. The bidders are

advised not to indicate any separate discount. Discount, if any,

should be merged with the quoted prices.

viii) Earnest Money Deposit (EMD)

a) Bidders are required to enclose a Demand Draft / Pay Order Drawn

from any of the Nationalised Banks in India in the name of The

Secretary, Tamil Nadu Public Service Commission payable at

Chennai for Rs.2,00,000/- (Rupees Two Lakhs Only) towards

Earnest Money Deposit. MSME units registered anywhere in Tamil

Nadu alone are eligible for claiming exemption from the payment of

EMD and such firms desiring to claim such exemption should

enclose the permanent registration certificate issued by any of the

District Industries Centre in Tamil Nadu. However such firms

claiming exemption from the payment of EMD shall remit an interest

free security deposit of Rs.2,00,000/- (Rupees Two lakhs only)


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within 7 days from the date of issue of award of the contract by the

Tendering Authority.

b) Offers received without Earnest Money Deposit or without enclosing

the proof for claiming exemption shall be rejected. Payment of EMD

by cash will not be accepted.

c) In the case of System Integrators the EMD will be retained as

interest free performance security deposit and will be refunded only

after the satisfactory completion of the contract.

d) Unsuccessful bidders’ Earnest Money Deposit shall be discharged /

returned within 30 days after the finalization of the Tender Offer

validity prescribed in this tender.

The Earnest Money Deposit shall be forfeited and Bid shall be rejected:

a) If a Bidder withdraws its Bid during the period of bid validity

specified by the Bidder on the Bid form or

b) In case of a System Integrator, if the Bidder fails:

o To sign the contract form in accordance with the terms and

conditions within seven days from the date of awarding the

contract

o To perform the contract as per the tender terms & conditions

ix) Presentation of the solution

a) As a part of the technical bid, all the eligible bidders shall be asked

to give a presentation on the proposed technology and solutions to

the Technical Evaluation Committee appointed for this purpose by

the Tendering Authority on the date, venue and time to be

communicated to them at a later date.

b) This is an opportunity given to all the eligible bidders to show as tohow their proposal shall be best suited to meet the requirements of


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the Tendering Authority in respect of effective and efficient

execution of the scope of the work as defined in Clause II.2 of this

tender document.

c) Failure to make such a presentation on the date and time so

communicated shall lead to the rejection of their bids without

assigning any further reason.

x) Security Features

a) The bidder should provide a write up on the security approach

adopted in their proposed solutions like incorporation of stringent

security procedures and measures including encryption and variouslevels of passwords during the execution of the project to eliminate

the possibility of errors, frauds and misuse.

b) The bidder should provide the details of encryption technique used

to protect unauthorised access to the system and methods used for

authentication and validation of the data.

c) The bidder shall also clearly state the Do’s and Dont’s along with

the list of potential threats and the bidders proposed ways and

means of preventing them.

xi) Security Audit

The System Integrator shall be subjected to a Pre-installation

Security Audit which includes Vulnerability Assessment and

Penetration Testing (VAPT) by a third party to be appointed by

TNPSC. The System Integrator shall also ensure the following:-

Restriction of Access to system processing functions /

programmes / files to appropriately Authorised Users.

Prevention of unauthorised penetration into the Data uploadedinto the website.


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xii) Service Level Agreement(SLA)

(To be filled by the bidder)

A. SLA for Activity 1 as defined in Clause II (2)

1. Accuracy level of the Quality of Forms

(In terms of GSM and Accuracy ofPrinting)

:

2. Delivery Capability of Supply of Forms :

B. SLA for Activity 2 as defined in Clause II (2)

3. Capacity to turn around number ofApplication / Response sheets per daythrough Image Processing

:

4. Capability to extract and process thedata and export them in a day

:

5. Accuracy of the final data output andtheir integrity

:

6. Number of high end professionalscanners to be used

:

7. Scanning Delivery capability per day :

8. Number of computers to Process thevolume of data

:

9. Processed output data porting andsecurity definition

:

10. Capability to produce Mandatory

reports

:

11. Turn-around time of scanning /processing and volume scalingcapability

:

12. Capability to perform VA – PT toensure secured data protection

:

C. SLA for Activity 3 as defined in Clause II(2)

13. Capability to scan answer sheetbooklet of each Candidate and store

the digital Images of all pages(in terms of no of single page imagesper day)

14. E-valuation of answer sheets in termsof number of answer sheets per day

:

15. Accuracy of the final data output andtheir integrity

:

The bidders should specify clearly in their Proposed

Technical Solution, the extent to which these SLA parameters canbe assured by them in objective terms. If the Proposed Technical


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solution does not contain the objective SLA, the technical bid will

not be considered for further evaluation.

xiii) Access Rights Management:

(i)

System shall provide with login screen to specific users ofthe system. Only authenticated users should be provided

access to the application.

(ii) As an enhanced security measure, RPMS should provide

role based access

(iii) User types will be-

(a) Administrator to handle the application having all the

Read/ Write access

(b) User to generate reports from the data

xiv) Administration

(i) Role Master: This feature is used to add the roles to the

internal users for the purpose of system authorization. It is

also used to search / modify / delete existing roles.

(ii) Permission Master: This feature is used to add the

permission types for the roles in Role Master for system

authorization purpose. It is also used to search / modify /

delete existing permission types.

(iii) Role Permission Mapping: This feature is used to add

the mapping of what permission is associated with which

role. It is also used to search/modify/delete existing

permission role map.


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xv) Standards of Performance

The System Integrator shall complete the RPMS project in

accordance with the specification given by TNPSC from time to time

and in conformity with the international standards on Information

Security and Audit and as per various relevant laws such asInformation Technology Act 2000 and other related Laws, Rules and

Regulations.

xvi) Responsibilities

A. Responsibilities of the System Integrator:

i. Resource and Project Management as per Scope of the work

ii. Completion of the work as mentioned in the Scope of the work

iii. Shall appoint at the Commencement of the Project one of its

representatives as a coordinator who shall act as a single point of

contact with the Commission during the conduct of the project

iv. Shall bring in all the required Hardware and Software including all

kinds of consumables required for executing the contract awarded to

him at his cost

v. Shall bring in necessary personnel required for executing the contract

awarded to him at his cost

vi. Shall be responsible for any other thing that is required for executing

the contract awarded to him except that that shall provided by TNPSC

as stated in this tender document

vii. Shall provide necessary training to the staff of TNPSC


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B. Responsibilities of TNPSC:

a. Provide information/data/clarifications

b. Provide necessary office space within the premises of TNPSC forscanning, Data processing, printing or any other work incidental to the

scope of the work

c. Shall provide necessary non preprinted stationery for printing various

reports

xvii) Software Requirement Specification (SRS)

d. The System Integrator has to design a Software Application based on

the requirements listed above to the satisfaction of the TNPSC. The

SRS document (Software Requirement Specification) will be submitted

to the commission for approval as per the delivery schedule.

e. The SRS document shall clearly define the inputs to the program,

configurable parameters, result formats, reports etc. It shall have the

flow charts describing the logic of result processing.

f. Once the SRS is approved, System Integrator has to develop the

software as per the delivery schedule.

g. After successful trials on test data, the software shall be deployed for

actual result processing.

h. System Integrator has to provide training to required number of

officials of TNPSC in operations and maintenance of the Result

Processing Software.


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i. He shall also provide experienced personnel of suitable level for

training purpose as stipulated by the Commission anytime during the

contract.

j. Maintenance and modifications of the software for a period of three

years from the date of award of the contract

k. The System Integrator shall study the existing manual examination

process of TNPSC. Based on the study, the System Integrator shall

prepare Functional Specification Document (“FSD”) for the proposed

system and submit the same to TNPSC. On acceptance of the FSD by

TNPSC, the System Integrator shall design and develop appropriate

Application Software that is in line with the requirements of TNPSC.

xviii) Pilot run and parallel run

The Application Software customized to meet the requirements of

TNPSC shall be subjected to trials on test data for at least two pastexaminations provided by the Commission. The System Integrator shall

deploy onsite support persons at the Office of TNPSC to coordinate the

pilot run. Onsite training for the pilot office users and pilot run shall be

given by the System Integrator. Module-wise Bugs report and

resolution method shall be documented and submitted to the customer

for review. If there are any change requests based on the pilot run, the

System Integrator shall effect the changes immediately without any

additional cost.

xix) Open Source Platform:

Though it shall be the prerogative of the System Integrator to choose

any of the front-end and back-end platforms as per the expertise and

resources available with the System Integrator, TNPSC would prefer

open source platforms.


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xx) Testing

i. The System Integrator shall thoroughly test the software at his site

before its deployment on Production site for proper functioning (data

entry, processing, and printing). TNPSC shall provide necessary test

data and sample reports for the same.

ii. Technical Evaluation committee shall scrutinize the software to certify

the security, technicality and suitability of the developed software to

meet the requirements of TNPSC. TNPSC shall give the Final approval/

User Acceptance of the software and system only after getting

Satisfactory clearance certificate from the Technical Evaluation

Committee.

xxii) Documentation

The System Integrator shall provide proper documentation as well as user

manual in hard copy format, in soft copy format and along with on-line help.

xxiii) Database Management

i. The System Integrator shall be responsible for end-to-end

management of database on an ongoing basis to ensure smooth

functioning of the same.

ii. The System Integrator shall undertake management of changes to

Database Schema, Disk space, Storage, user roles.

iii. Undertake performance monitoring and tuning of the databases on a

regular basis including, preventive maintenance of the database as

required.

iv. The System Integrator shall provide management of database upgrade

or patch upgrade as and when required with minimum Downtime.


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v. The System Integrator shall take regular backups for all databases in

accordance with the backup and archive policies and conduct recovery

whenever required with appropriate permissions.

vi. The System Integrator shall provide and use of DBA tools includingData Warehousing and Data Mining Tools related to performing

database creation, maintenance, and database monitoring tasks.

vii. After rectifying the mistakes, if any, and after all the processing is

over, all the data be handed over to the Commission in the required

database structure like latest version of MS Excel, MS Access, .dbf &

MS SQL etc.

viii. All the data be preserved for six months from the date of reports and

thereafter are to be submitted to this office or till specific instructions if

given earlier.

ix. The System Integrator should ensure that the Data Processing isabsolutely error free.

x. If any problem in understanding the requirement of processing arises,

the matter be discussed with the concerned Officers before proceeding

further.

xxiv) Disaster Recovery

The regular backup of all the data shall be maintained as well as the Data

Bases exported in different Database format shall be stored in a secured place

in a different seismic zone as per the directive of TNPSC and back up shall

also be given to TNPSC.

In case of any Disaster, such as Fire, Flood, Terrorist threat, Mis-handling or

other disruptive event, the System Integrator shall restore / recover the data


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for the System to function from backup and continue to operate in a

reasonable period of time of 24 hrs. Proper documentation of the database

backup is required to easily locate the physical data / data in the

server/network.

4. Technical and Commercial Bids

i) Contents of Envelopes:

Bids shall have to be submitted in two separate Envelopes

comprising of Technical Bid in Envelope I & Commercial Bid in Envelope

II. All two inside envelopes should be separately securely sealed and / or

stamped. The sealed envelopes must be super-scribed with the following

information:

a) Type of Offer (Technical or Commercial)

b) Tender Reference Number

c) Name of Bidder

ii) Technical Bid (Envelope- I)

a. Technical Bid Envelope shall contain the following documents:

This tender document should be duly signed by the authorized

signatory of the firm in all the pages (including Annexure-I and

Annexure-II)

Demand Draft for Tender fee of Rs.1000/-

Demand Draft for EMD or copy of the permanent registration

certificate issued by the Department of Industries & Commerce,

Government of Tamil Nadu

Tender offer form duly filled in.

Bidders Authorization Certificate.

VAT Registration Certificate from concerned Government

Department

Copies of Certificate of incorporation of the firm (e.g. Registration

as Partnership Firm, Proprietary concern, Company etc.)


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Copy of Service Tax Registration Certificate.

Copy of the TIN certificate

Copy of PF registration Certificate

Proof of having executed any of the activities defined in

Clause II.2 of this tender document in atleast threeGovernment/PSUs/Academic institutions during the last three years

Proof of having executed an assignment in respect of any of the

activities listed in Clause II.2 of this tender document for a total

value of not less than Rs.1.00 crore to a single Govt/PSU/Academic

Institution during the last three years

Certificate from its Certified Chartered Accountant stating that the

Bidder had a minimum Annual Turnover of Rupees 20 Crores from

IT and ITES business during any two years between 2008-09 and

2010-11

Proof in support of Quality Certification received if any

Infrastructural details

Client feedback about the track record of the bidder

Technical Proposal with detailed objective SLA as assured by the

bidder

b. The Technical BID (T.B.) shall be complete in all respects and contain

all information asked for, except prices. It shall not contain any price

information. The T.B. shall indicate whether all services asked are

quoted for and that all requirements therefore are also quoted for. The

Technical Bid must be submitted in an organized and neat manner.

No documents, brochures, etc. shall be submitted in loose form. All the

pages shall be serially numbered.

c. Tenders shall be forwarded on the letter Head of the firm, which should

contain Phone Number/Fax Number. /URL, email, and other details of

the firm.


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iii) Commercial Bid [only one copy]

a) Second envelope shall be marked as envelope No.II “Commercial

Envelope” which contains only price schedule in the prescribed Pro

forma

b) The Commercial bid shall be on fixed price basis, exclusive of all

types of applicable taxes. If the prices quoted are accompanied by

vague and conditional expressions such as “Subject to any condition

or assumptions”, the same will be treated as invalid bid and shall be

summarily rejected without assigning any further reason.

iv) Submission of bids

a) The Technical Bid and the Commercial Bid shall be placed in a

separate envelope super scribed: “Technical bid” or “Commercial

Bid”, as the case may be, followed by the words “Invitation of

Bids for the Supply of Recruitment Process Management

System (RPMS) along with the Design & Supply of various

forms On Rate Contract Basis ” Name of the bidder and contact

address should also be written on the envelope.

b) The Bidders shall seal the envelope No.I as Technical envelope and

Envelope No.II as Commercial envelope in separate inner

envelopes, duly marking the envelopes as “Envelope No.1,

Technical Envelope” and “Envelope No.2 Commercial Envelope”. The

two envelopes shall be placed in an outer envelope. The inner and

outer Envelopes shall also be addressed to Secretary, Tamil Nadu

Public Service Commission, Chennai – 600006. The name and

address of the Bidder shall be written on outer envelope also to

facilitate return unopened in case it is declared “late”.


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v) Deadline for Submission of Bids

a) Bids must be received by the Tendering Authority at the address,

not later than the time and date specified in the Invitation for Bids.

In the event of the specified date for the submission of Bids being

declared as a holiday for the Tendering Authority, the bids shall bereceived up to the appointed time on the next working day.

b) The Tendering Authority may, at its discretion, extend this deadline

for submission of bids, in which case all rights and obligations of the

Tendering Authority and Bidders subject to the deadline shall

thereafter be extended.

vi) Late Bids

Any bid received by the Tendering Authority after the deadline for

submission of bids prescribed, due to any reason whatsoever it may

be shall be rejected and/or returned unopened to the Bidder

vii) Withdrawal of Bids

Bids cannot be withdrawn after the opening of the bids and in case

the bidder withdraws after the opening of the bid, the EMD paid by

them shall stand forfeited

viii) Period of Validity of Bids

a) Bids shall be valid for acceptance for a period of 120 days from

the date of opening of Commercial Bid. A Bid valid for a shorter

period shall be rejected by The Tendering Authority as non-

responsive.

b) In exceptional circumstances, the Tendering Authority may

solicit the Bidder’s consent to an extension of the period of

validity. The request and the responses thereto shall be made in

writing and shall be binding.


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ix) Evaluation Committees

The Technical evaluation Committee and Commercial Committee

constituted by the Secretary, Tamil Nadu Public Service

Commission, shall evaluate the Tenders. The decision of theseCommittees in the evaluation of the Technical and Commercial bids

shall be final.

x) Opening of Technical Bids:

Technical Bids shall be opened either in the presence of bidders or

it’s duly authorised representatives. The Bidder’s representatives

who are present shall sign a register evidencing their attendance.

Only one representative per applicant shall be permitted to be

present at the time of opening the tender. The Bidder or Bidder’s

representatives should bring authorization letter from the Firm.

5. EVALUATION METHODOLOGY

i) Evaluation of Technical Bid

a) The Technical evaluation shall be done by a Technical Evaluation

Committee to be appointed by TNPSC.

b) The inputs for the technical evaluation shall be the information

furnished by the Bidders in the Technical Bid and presentation of

the Bidder.

c) The technical committee shall rank the bidders on a rating scale of 0

to 100 marks

d) The marks awarded by the Technical Committee shall be final and

binding on all the bidders.

e) The minimum qualifying marks shall be 60 marks and hence the

bids of those bidders who have got less than 60 marks shall stand

rejected and their commercial bid will not be opened.


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f) The financial bid of only those bidders who have got the qualifying

mark of 60 and above will be considered for further evaluation and

hereinafter called technically qualified bidders and shall be opened

on a date to be communicated after the evaluation of all the

technical bids.g) The evaluation of the technical bids by Technical Evaluation

committee shall be based on the parameters given in

Clause II.5.(ii) of this tender document

ii) Evaluation of Technology and systems proposed

The Technical Evaluation Committee shall look into the following major

criteria for Technical bid evaluation apart from analysing the presentation

a) Company’s profile and its prominent presence in Chennai

b) Proposed Technical Solution

c) Experience in the relevant field

d) Exposure to working with Government Departments / PSUs

/Academic Institutions

e) Capacity to handle large volume

f) Quality Certification in the relevant field

g) Client Feedback about the track record

h) Service Level Agreement

i) Additional Features as offered by the bidder

The above list is only an indicative list but not an exhaustive one and

therefore the Technical Evaluation Committee shall have the right to look

into any other criteria in the proposed solution offered by the bidder. If

necessary, the Technical Evaluation Committee may conduct System

Audit at the office of the bidder to satisfy itself as to whether the claims

made by such bidders are genuine or not with special reference to

available infrastructure.


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The marks scored by those bidders who have got not less than 60

marks shall be considered for further evaluation at 60% weight-age.

iii) Opening of Commercial Bids

Commercial Bids of only technically qualified Bidders as mentioned above

will be opened on a date that shall be announced after the evaluation of

all the technical bids as above. The date will not be later than 60 days

from the date of opening of technical bid.

The Tendering Authority reserves the right to open Commercial Bid even

if one Bidder qualifies the Technical Bid or only one Bid is received in

response to the Tender Notice.

All the unopened commercial bids will be destroyed after three months

from the date of opening of commercial bids.

iv) Evaluation of Commercial Bids

a) The commercial bids so opened as per Clause II.5.(iii) of this

tender document, will be evaluated by a Commercial Committee tobe appointed by TNPSC.

b) The commercial bids will be evaluated purely based on the rates

offered by the bidders in respect of each of the scope of work as

defined in Clause II.2 of this tender document.

c) The technically qualified bidders shall be ranked on a rating scale of

0 to 100 marks in respect of their commercial bids. The maximum

score of 100 marks will be distributed in the ratio of 1:2:2

respectively for Activities 1,2 and 3 as defined in Clause II.2 of

this tender document

d) There will not be any minimum qualifying marks and therefore all

the commercial bids will be awarded marks, with the highest mark

of 100% for the lowest bidders and others getting marks on pro

rata basis.

e) The marks scored by the bidders in the commercial bid shall be

considered for further evaluation at 40% weight-age.


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c) reserves the rights or reject any Tender without assigning any

reason whatsoever

vii) Notification of Award

Prior to expiration of the period of bid validity, the TenderingAuthority shall notify the System Integrator in writing that its bid has

been accepted.

viii) Binding Clause

All decisions taken by the Tendering Authority regarding the

processing of this tender and award of contract shall be final and binding

on all parties concerned. The Tendering Authority, reserves the right:-

To vary, modify, revise, amend or change any of the terms and conditions

in this Bid;

To reject any or all the tender/s without assigning any reason

whatsoever thereof or to annul the bidding process and reject all bids at

any time prior to award of contract, without thereby incurring any liability

to the affected bidder(s) or any obligation to inform the affected bidder(s)

of the grounds for such decision.

ix) Conditional Tenders

Hypothetical, ambiguous or Conditional tenders shall be summarily

rejected.

x) Interpretation of the Clauses

In case of any ambiguity in the interpretation of any of the clauses

in Tender Document or the Contract Document, the Tendering Authority’s

interpretation of the clauses shall be final and binding on all parties.


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6. Commercial Terms

i) Payment Schedule

a) No advance payment will be made.

b) In the case of scope of the work as defined in this tender document,

payment shall be made within three months from the date of issue

of the Payment Clearance Certificate by the Tendering Authority in

respect of the completion of the said work in good and satisfactory

condition and after verification of the services/reports/tasks

conforming to the quality, specifications and other terms and

conditions specified in this tender document.

c) The office of TNPSC will deduct Service/Income Tax and other

statutory taxes at Source as applicable from time to time.

d) The payment shall be made by “Electronic Fund Transfer (EFT) or e-

payment or by cheque. The System Integrators are therefore

requested to indicate EFT No. and other relevant details in youroffer / bill (s).The Bidder must submit their Banker’s name,

address, Type of Account & Account. No. and IFSC no. etc. System

Integrators are required to submit an authorization form duly

signed for e-payment to them.

e) For claiming payment the System Integrator has to submit Invoice

duly pre-receipted.

ii) Contract Rate

a) Rates charged by the supplier for goods delivered and services

performed under the contract shall not be higher than the

negotiated final rate agreed to in writing by the bidder


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b) Rates should be all inclusive except only the taxes payable to the

State/Central Government and the bidders should specifically state

the presently applicable percentage of VAT or CST and Service tax.

c) The rate quoted must be FIRM throughout the contract period. Only

one rate to be quoted for each item/sub item strictly as per

prescribed specification. Variation in rates shall not be considered

under no circumstance whatsoever.

iii) Penalty

a) Any delay in the time schedule prescribed by Tendering Authority

shall attract a penalty upto 0.5 % of the contract value for the

deviations in the SLA. However, if the delay is caused due to

unavoidable circumstances, then Tendering Authority reserves the

right to waive off the penalties so levied.

b) In case of delay beyond three days, tendering authority will be at

liberty to procure the services from any other agency at the risk and

cost of the System Integrator and it also will result in the forfeiture

of the Performance Security amount.

c) For any other irregularities, mistakes, etc. in the Scanning and

processing, penalty at the discretion of Tendering Authority will be

imposed.

d) That for unsatisfactory performance owing to absence of System

Integrator’s staff, deficiencies in services or for some other reason

the tendering authority shall be within its rights to make necessary

deductions from the running bills of the System Integrator for such

deficiency in services. Alternatively, the tendering authority may,

after giving an opportunity of being heard to the System Integrator,


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get such deficiencies fulfilled at the cost and responsibility of the

System Integrator.

e) Where any claim for the payment of a sum of money arises, out of

or under this contract against the System Integrator, the tendering

authority shall be entitled to recover such a sum by appropriating in

part or whole, from the performance security deposit of the System

Integrator. In the event of the performance security being

insufficient, the balance of the total sub recoverable, as the case

may be , shall be deducted from any sum then due or which at any

time thereafter may become due to the System Integrator under

this and any other persons contracting through the Secretary,

TNPSC.

7. Legal Issues

i) Suspension of Work

a) The System Integrator shall, if ordered in writing by the tendering

authority for non-performance, temporarily suspend the works or

any part thereof for such a period and such a time as ordered.

b) The System Integrator shall not be entitled to claim compensation

for any loss or damage sustained by him by reason of temporary

suspension of the Works as aforesaid. An extension of time for

completion, corresponding with the delay caused by any suchsuspension of the works as aforesaid shall be granted to the System

Integrator, if request for same is made and that the suspension was

not consequent to any default or failure on the part of the Bidder.

c) In case the suspension of works, is not due to any default or failure

on the part of the System Integrator, and lasts for a period of more

than 2 months, the System Integrator shall have the option to


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request the tendering authority to terminate the Contract with

mutual consent.

ii) Termination for Insolvency

The Tendering Authority may at any time terminate the Contract by

giving written notice to the System Integrator, if the System

Integrator becomes bankrupt or otherwise insolvent. In this event,

termination shall be without compensation to the System

Integrator, provided that such termination shall not prejudice or

affect any right of action or remedy, which has accrued or shall

accrue thereafter to the Tendering Authority.

iii) Termination

a) The Tendering Authority may, without prejudice to any other

remedy for breach of contract, by written notice of default sent to

the System Integrator, terminate the Contract in whole or part,

b) If the System Integrator fails to deliver any or all of the Goods or

Services within the period(s) specified in the Contract,

c) If the System Integrator fails to perform as per the Quality

standards and as per the Scope of the Work,

d) The Tendering Authority may, without prejudice to any other

remedy for breach of contract, by written notice sent to the System

Integrator, without assigning any reason, may terminate the

Contract in whole or part, if the tendering authority satisfies that

the services of the System Integrator are no more required or

System Integrator is not executing its services properly.


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e) If the System Integrator after the issue of the award of the contract

fails to abide by the terms and conditions of the tender document or

fails to execute the work as per the prescribed schedule given or at

any time repudiates the contract, the tendering authority will have

the right to forfeit the EMD, invoke performance security depositedby the firm and get the work done from other System Integrator at

the risk and consequences of the first System Integrator. The cost

difference between the alternative arrangements and System

Integrator’s bid value will be recovered from the firm along with

other incidental charges including transportation, taxes, etc. in case

tendering authority is forced to work done through alternative

sources and if the cost is lower, no benefit on this account would be

passed on the System Integrator.

f) In case of failure by the bidder to carry out the job in accordance

with provisions of the contract and as per the Scope of the Work,

the tendering authority will have right to cancel the contract and

award it to any other System Integrator and any loss sustained

thereby will be recoverable from the first System Integrator.

g) Tendering Authority reserves the right to blacklist a bidder for a

suitable period in case he fails to honour his bid without sufficient

grounds.

iv) Force Majeure

a) The System Integrator shall not be liable for forfeiture of its

performance security, liquidated damages, or termination for

default if and to the extent that it’s delay in performance or other

failure to perform its obligations under the Contract is the result of

an event of Force Majeure.


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b) For purposes of this clause, “Force Majeure” means an event

beyond the control of the System Integrator and not involving the

System Integrator’s fault or negligence and not foreseeable.

c) Such events may include, but are not limited to, acts of the

Tendering Authority in its sovereign or contractual capacity, war or

revolutions, fires, floods, epidemics, quarantine restrictions and

freight embargoes.

d) If a force Majeure situation arises, the System Integrator shall

promptly notify the Tendering Authority in writing of such conditions

and the cause thereof. Unless otherwise directed by the Tendering

Authority in writing, the System Integrator shall continue to

perform its obligations under the Contract as far as it is reasonably

practical, and shall seek all reasonable alternative means for

performance not prevented by the Force Majeure.

v) Resolution of Disputes

a) The Tendering Authority and the System Integrator shall make

every effort to resolve amicably by direct informal negotiations any

disagreement or dispute arising between them in connection with

the contract.

b) If, after thirty (30) days from the commencement of such informal

negotiations, the Tendering Authority and the System Integrator

have been unable to resolve amicably a contract dispute, all such

disputes, differences, claims and demands arising under the

contract shall be referred to arbitration of a sole Arbitrator to be

appointed by the mutual consent. All arbitrations shall be held in

Chennai.


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vi) Indemnity Clause

The Bidder shall indemnify Tendering Authority from and against any

costs, loss, damages, expenses and claims including those from third

parties or liabilities of any kind howsoever suffered arising or incurredinteralia during and after the contract period out of:-

a) Any negligence or wrongful act or omission by the Bidder or any

subcontract or third party in connection with or

b) incidental to this contract or

c) Any breach of any of the terms of this contract by all System

Integrators or any sub-contract or third party.

8. Detailed Technical Specifications:

i) SPECIFICATIONS FOR THE SUPPLY OF OMR ENROLLMENT &APPLICATION FORMS, OMR ANSWER SHEETS/ PAPERS:-

As specified in the Price Bid

ii) Specification of Images to be scanned for activity 2 & 3 as

defined in Clause II.2 of this Tender document:

The images scanned shall be in the quality of atleast 200 DPI (Dots

Per Inch) or higher and as decided by TNPSC from time to time.

iii) Specifications and Detailed Functionalities of the Scope of the

work relating to the Proposed Intranet Based end-to-end user

friendly RPMS with suitable web interface shall cover the

processes as listed in Annexure - II

The stage, process and reports to be generated are given in

Annexure–II of this tender document. However, the detailed


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functionalities of the Scope of the Work relating to the Proposed Intranet

Based end-to-end RPMS Software with suitable web interface reports

specified in the Annexure–II of this tender document is only an

indicative list and not an exhaustive list and therefore the System

Integrator shall execute any other related work as may be specified bythe Tendering Authority from time to time.

9. Data Export

i. Importing data from excel / .csv / .DBF ( example Venue Lists)

ii. Exporting the data to integrate with the Online Application

System (example– OMR answer sheets after valuation, Result of

the applications etc.)

The List of reports specified in this tender document is not an

exhaustive list and therefore the System Integrator has to ensure the

generation any other report that may be required by the Tendering

Authority during the period of contract.

10. Delivery Schedule

The System Integrator shall strictly adhere to the following delivery

schedule:

Sl.No Activity Time Schedule

1 SRS Finalization 15 Days from the date of Work

Order 2 Customization of Application

Software to carry out the Activity2 as given in the Scope of Work inAnnexure -II

45 Days from the date of WorkOrder.

3 Customization of ApplicationSoftware to carry out the Activity3 as given in the Scope of Workin Annexure –II

75 Days from the date of WorkOrder


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SCHEDULE-I

TECHNICAL BID

A. Profile of the Company

1. Name of the Organisation :

2. Structure of the Organisation :

3. Address of the Organisation :

4. Phone number :

5. Fax Number :

6. E-mail address :


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7. We have enclosed the following documents:

(Bidder has to mention against each item whether it is enclosed or not. Ifenclosed please mention the page number for ready reference)

Sl.No Name of the DocumentEnclosed /Not Enclosed PageNo

1. Tender document duly signed by theauthorized signatory of the firm in all thepages (including the Annexure–II)

2. Demand Draft / Pay order for Tender fee.

3. Demand Draft for EMD or copy of thepermanent registration certificate issued by

the Department of Industries & Commerce,Government of Tamil Nadu

4. Tender offer form duly filled in and signed.

5. Bidders Authorization Certificate.

6. VAT Registration Certificate from concernedGovernment Department

7. Copies of Certificate of incorporation of thefirm (e.g. Registration as Partnership Firm,Proprietary concern, Company etc.)

8. Copy of Service Tax Registration Certificate.

9. Copy of the TIN certificate

10. Copy of PF registration Certificate

11. Proof of having executed any of the activitiesdefined in Clause II of this tender documentin atleast three Government/PSUs/Academicinstitutions during the last three years

12. Proof of having executed an assignment inrespect of any of the activities listed inClause II of this tender document for a totalvalue of not less than Rs.1.00 crore to asingle Government / PSU / AcademicInstitution during the last three years


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13. Certificate from its Certified CharteredAccountant stating that the Bidder had aminimum annual turnover of Rupees 20Crores from IT and ITES business during anytwo years during the period of 2008 – 2009to 2010 – 2011.

14. Proof in support of Quality Certificationreceived if any

15. Infrastructural details

16. Client feedback about the track record of thebidder

17. Technical Proposal with detailed objective

SLA as assured by the bidder18. Other documents (Specify)

1. …………………………………………………………………

2. …………………………………………………………………

3. …………………………………………………………………

4. …………………………………………………………………

5. …………………………………………………………………

Certificate

I / We have read the tender documents completely and

understood the requirements and conditions laid down in it. I/We

certify that our firm is eligible to participate in this tender as per the

eligibility criteria specified in this tender document. I/We will abide

by the tender Terms and conditions given in the documents.

Signature of the Bidder with seal and date


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SCHEDULE – II

COMMERCIAL-BID

ACTIVITY – I (Printing and Supply of Preprinted Forms)

Sl.No. Item Rate per 1000forms*

1. Design, Printing and Supply of OMR Application

forms

8’ x 15’ (Folding at 11th inch with perforation)

Thickness 110 GSM

Two colours

Duplex Printing

Alpha-Numeric Barcode (code 39) printed at two places

with visible number using Laser Printer Timing track on both sides

Scan able in opscan OMR scanners

100% Pre-checked and Accurate

To be printed and supplied as per the specimen (Shall be

discussed at the time of pre-bid meeting)

2. Design, Printing and Supply of OMR Answer sheets

A4 size with timing track and skew marks

Thickness 110 GSM

Two colours

Duplex Printing Alpha-Numeric Barcode printed at one place with visible

number using Laser printer

3. Design, Printing and Supply of Preprinted forms

Thickness 90 GSM

Single colour

Duplex (Double side printing)

To be printed and supplied as per the specimen (Shall be

discussed at the time of pre-bid meeting)

*Rate quoted is applicable for the entire items of work listed above on rate per

1000 forms

* Rate should not be quoted in slab system.

Signature of the Bidder with date and seal


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ACTIVITY – II (PRE AND POST EXAMINATION WORK)

Sl.No. Items of work Rate per single

page image@

1. Design of customized RPMS Application Software covering thefollowing Activities and executing these activities on rate contract

bases. Image Processing including OMR Scanning

Data Processing including

Data Extraction

Verification

Validation

Report generation and Result Publishing

Hosting information in the website and any other related

works as specified in the clause II-2 and as per Annexure-II

ACTIVITY – III (On-Screen Valuation of Descriptive type Answer sheets)

Sl.No. Items of work Rate per single

page image@

1. Design of customized RPMS Application Software covering thefollowing Activities and executing these activities on rate contract

bases.

On-Screen valuation, Digital Distribution and Collection of

Answer Scripts

Scanning of Answer scripts and Mark Statement Data processing including verification and validation

Report generation and Result Publishing

Any other related works as specified in the clause II-2 and

as per Annexure-II.

@Rate quoted is applicable for the entire items of work listed in Activity 2 & 3 onrate per Single page image. Rate should not be quoted in slab system.

The above rates are all inclusive everything except the taxes payable to the

State/Central Government and the present applicable taxes are as follows:

Sales tax (VAT) :…………….%CST if any :…………….%Service Tax :…………….%Other Taxes (Specify) :…………….%

Certificate

Certified that I/We have read and understood the Tender document carefully andquoted above rates for Activities 1, 2 and 3.

Signature of the Bidder with date and seal


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ANNEXURE-I

Machineries available in the Commission’s office

Sl

No

Name of the Item Nos. Description

1. Servers 3

Server System 2 U Rack Model – Windows Server 2008

/ SQL Server 2008 IBM Brand – Intel Xeon Quad Core

E5620 Processor – 8 GB PC3 – 256 MB Cache with

support of Raid 0/1/5, 4x300 GB HDD – Slim SATADVD

–ROM Optical Drive – OS support - Microsoft Windows

Server 2008 – Additional 24 GB PC3 – Storage Media

SAS DAT 160 GB – Storage Drive SAS 160GB DAT drive

2. Server 2

Server System - Tower Model - Window Server 2003

Intel Xeon Dual Core 5120 Processor – 1.86GHz - 4MB

Cache – 2 x 512 MB DDR2 SD RAM – 17”TFT Monitor –

Dual LAN Card with remote wake up – 6 Bays (2

External and 4 Internal Hot plug) Tower Type – Linux

complaint.

3 OMR Scanner 2 OPSCAN-8/50 OMR (Maximum 5000 pages per hour)

4. Image Scanner Kodak i260

2

Kodak i260(Maximum 40 pages per minit / 2400 pages per hour)

5. Image Scanner Kodak i40 1 Kodak i40

20 PPM

6. Desktop computers

1. HCL

2.Zenith

3. Acer

4.Lenova

130

53

40

16

30

Linux /Windows XP / Windows 7

Intel Core 2 Duo Processor with Windows 7 Preloaded

OS - Pegatron Mother board – 500 GB SATA HDD –

2GB DDR2 SD RAM – 18.5” TFT Monitor - DVD Writer –

Preloaded MCAfee Anti Virus along with 1 year

Warranty.

Intel Core 2 Duo Processor with Windows XP

Preloaded OS Asus P5KPL-V Mother board – 500 GB

SATA HDD – Hynix 2GB zion RAM – 19” TFT Monitor -

DVD Writer

Intel Core 2 Duo Processor with – Preloaded Suse

Linux Enterprises Edition OS - Chipset Intel G31

Mother board – 500 GB SATA HDD – 1 GB DDR2 SD

RAM – 19” TFT Monitor - DVD Writer

Pentium Dual Core D 820 Processor - 512MB DDR

RAM - Windows XP OS - 160 GB SATA HDD –– 17” TFT

Monitor - DVD Writer

7. Copier machines

Low End (Sharp)

High End (Konica Minolta)

4

1

20 PPM

55 PPM


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Page 41 of 53 Signature of the Bidder with seal

ANNEXURE - II

PROCESS ACTIVITY REPORTS REQUIRED

PRE- EXAMINATION

Design of new Application Forms / Answer

Sheets/Response Sheets with unique Identification

Security features

Preparation of Question Bank and Question Paper

Setting with Answer Keys

Preparation of Annual Calendar of Examinations

and Activities

Image / OMR Scanning, Data processing, extraction,

verification, validation, Rejection and admission of

application.

Preparation of Edit List with necessary Activity Log

Integration with Online Application and Registration

module.

Tappal Numbers to be generated/ printed on the application

Documents enclosed / notenclosed List

List of candidates appliedthrough online

Report for Edited records andmanually verified.

Fee paid ledger

Tentative list of rejectedcandidates.

Final List of Rejected candidates

Rejection Memos and any otherPre-examination reportsrequired by TNPSC from time totime


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Venue Management

Allocation of candidates to the halls, assigning

Register Numbers and generation of documents to

be supplied to the Officials involved in the conduct

of Examination.

Check list for Hall and Chief

Invigilators name address verification

Center wise List of Halls to be

generated

Hall wise CI list to be generated.

Generation of capacity chart

Assigning Register Numbers Hall wise Register Number list

Name index with Reg. No.

Hall Wise Subject wise list of

candidates with statement

Hall wise Number of candidates

Question Papers Packing report

OMR answer paper packing Report

Appointment letters

Instructions to the CI

Number statements

Blind candidates list

Number statement (2)

Attendance sheet Instructions to the CI and invigilators

Other formats and certificates

Numbers of OMR supplied and any

other reports required / specified by

TNPSC from time to time


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Online downloadable Hall Ticket Generation & Hosting in

the Website

Printing of Hall Tickets –

Containing Name, Reg. No. Center

Name, Hall Name, Photograph and

subject opted; Date of

Examination, Center Code etc.


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Stage Process Reports required

POST

EXAMINATION

Scanning of Answer sheets (Image and OMR) and OMR

Absentees statements.

Scanning of OMR Absentees statements

Image / OMR Scanning, Data - processing, extraction,

verification, validation.

Result Processing and Generation of Mark and Rank

List as per the requirement of TNPSC

List of Absentees / presentees

Mismatching Security barcode

list with Center and Hall Name

List of OMR not read in scanners

List of Halls for which the list of

presentees does not match

List of Manually entered register

Numbers with answers for cross

checking

List of candidates appeared in a

subject other than the one opted

in the application

Error lists

1.

Register number Error2.

Subject Code Error

3.

Question Booklet SeriesError

Pencil Shading report and any

other reports required /

specified by TNPSC from time to

time


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DESCRIPTIVE TYPE EXAMINATION – [Manual Valuation]

DUMMY NUMBERING, OMR SCANNING OF MARK

STATEMENTS AND DATA PROCESSING.

Result Processing and Generation of Marks and

Rank List as per the requirement of TNPSC

DESCRIPTIVE TYPE EXAMINATION – [On-screen

Valuation]

Image Processing of Answer Scripts by keepingCandidates’ anonymity

Provision of On-screen Valuation for Processing of theAnswer Scripts to be evaluated or moderated byExaminer / Moderator / Chief Moderators

Result Processing & Generation of Marks and Rank

List

Differential report betweenExaminer and Moderatorevaluation

Individual Mark Lists

Consolidated Mark Lists

Error lists

List of Dummy Nos – Register

Nos.

List of answer papers to be

placed for III valuation and any

other reports required /

specified by TNPSC from time to

time


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SCORING AND SELECTION OF CANDIDATES FOR ORAL

TEST / MAIN WRITTEN EXAMINATION AS PER THE

VACANCY POSITION

Check list for answer keys

Consolidated mark list

Rank list

Subsequently rejected

candidate

Top rankers list

List of selected candidates

for OT / Main Written

Examination and any other

reports required / specified

by the TNPSC from time to

time


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Stage Process Reports Required

ORAL TEST /

INTERVIEW

ADMISSION OF CANDIDATES FOR ORAL TEST,

SELECTION, COUNSELING AND ALLOTMENT

Image Processing of Interview Board’s MarkSheet

Generation of Interview Mark Statement

Generation of Category wise merit list

Generation of Post-wise recommended List

Result Processing and Generation of results asper rules and uploading in the website

Verification of Bio-data

Allotment of Service through Centralized /Decentralized counseling with On-screen

display of vacant seat matrix

Vacant Seat matrix

Distribution of vacancies as perthe Ruling

Category wise cut-off marks List of candidates admitted for OT

Call letters

Shuffled list of candidates

Board allotment list

Interview Schedule List

Preparation of biodata

Interview Absentee list

Post preference list

With held list with reasons

Mark list

Rank list

List of withheld candidates

List of rejected candidates

List of selected candidates forcounseling

Reserve list (if required)

Call letters for counseling

Department allotment orders Final list of selected candidates

with the name of the department

Rank list as per roster

Bulletin Preparation and anyother reports required /specified by TNPSC from time totime


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POST SELECTION

PROCESS

SELECTION OF CANDIDATES FOR NON-INTERVIEW

POSTS AND PUBLICATION OF MARKS

Various Analytical and Statistical reports onSocio-economic background of the candidates,their performance as per the requirement of


Appointment letters to thecandidates for non interviewposts

Bulletin Preparation

List of Register Numbers withMarks obtained and any otherreports required/specified by



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Tentative Draft Agreement to be signed by the System Integrator

(To be executed on a Rs. 20/- Stamp paper by the Successful Bidder)

This Contract entered into this ______ day of _____ 2012 at Chennaibetween Tamil Nadu Public Service Commission having its Office at

Greams Road, Chennai, on behalf of the Governer of Tamil Nadu, hereinafter

referred to as TNPSC (Which expression shall unless repugnant to the

context or meaning thereof include its successors and assigns) of the

First part

and

M/s. ____________________________ hereinafter referred to as the

SYSTEM INTEGRATOR (Which expression shall unless repugnant to the

context or meaning thereof include its successors and assigns) of the

Second part.

Whereas TNPSC invited a tender for the Supply of AutomatedRecruitment Process Management System comprising (RPMS) along

with the design & supply of various forms On Rate Contract Basis

and the SYSTEM INTEGRATOR herein has been selected in the Tender for

execution of the work as detailed in the Tender Documents.

Whereas, TNPSC and the SYSTEM INTEGRATOR, in pursuance thereof have

arrived at the following terms and conditions:-

1. This Contract shall remain in force for a period of three years from the

date of signing of this Contract subject to the extension of the same

as per clause.II.3.(i) of the tender document in respect of the tender

No. 01/2012. TNPSC may terminate this contract at the risk and cost

of the SYSTEM INTEGRATOR where the SYSTEM INTEGRATOR is in

material breach of the terms and conditions of this contract and fails

to remedy that breach on 14 days’ written notice from TNPSC.


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Termination of this contract by TNPSC will not relieve SYSTEM

INTEGRATOR of its liability as agreed.

2. The SYSTEM INTEGRATOR agrees to complete the execution of the

contract specified in the Tender within the stipulated period prescribed

by TNPSC at the negotiated final rate. This cost is firm and not subject

to enhancement.

3. The Contract or any part share of interest in it shall not be transferred

or assigned by the SYSTEM INTEGRATOR directly or indirectly to any

person or persons.

4. Neither TNPSC nor the SYSTEM INTEGRATOR shall be liable to the

other for any delay or failure in the performance of their respective

obligations due to causes, contingencies beyond their reasonable

control such as:

a) Natural phenomena including but not limited to earthquakes,

floods and epidemics.

b) Acts of any Government authority domestic or foreign including

but not limited to war declared or undeclared.

c) Accidents or disruptions including, but not limited to fire and

explosions.

5. The Tender Ref. 01/2012 along with the enclosures, the offer

submitted by the SYSTEM INTEGRATOR, the negotiated and finalized

terms and conditions and the Work Order respectively will form part of

this contract. Wherever the offer conditions furnished by the SYSTEM

INTEGRATOR are at variance with conditions of this contract or

conditions stipulated in the tender document, the final negotiated offer

conditions shall prevail over the tender conditions furnished by the

SYSTEM INTEGRATOR.


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6. Liquidated Damages

A penalty will be levied at up to the rate of 0.5% per week on the total

contract value subject to a maximum of 2% for non-fulfilment of

delivery schedule. Any delay due to the Force Majeure conditions ordelay caused from the customer side will be excluded from the

delivery time. In the event of failure to fulfil the conditions, TNPSC at

its discretion may initiate any of the actions such as;

Extension of time may be permitted to complete the work.

Additional resources will be requested by TNPSC for speeding

up the work.

Contract may be terminated and new contract may be

awarded to other Technically Qualified Bidders at the same

tender cost or at higher cost. In case of higher cost, any

difference in cost to be incurred in engaging other Bidder may

be recovered from the System Integrator.

Any other action as may be decided by the TNPSC in the best

interest of the work.

7. Penalty for non-fulfilment of conditions

A penalty will be levied at up to the rate of 0.5% of the total contract

value in the event of non-fulfilment or non-observance of any of the

conditions stipulated in the Agreement, Terms and Conditions and

Work Order at the discretion of TNPSC.

8. Payment Clause

Payment to the system Integrator shall be made only as per the

clause II.6. of the tender document for the tender ref No. 01/2011

9. Unless otherwise provided in the Contract, any notice, request,

consent or other communication given or required to be given

hereunder shall be given by mailing the same by registered mail,

postage prepaid, return receipt requested in the case of the SYSTEM


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INTEGRATOR to TNPSC at the address set forth above or with other

addresses and to the attentions of such other person or persons as

may hereafter be designated by like notice hereunder and any such

notice sent by post shall be deemed to have been served on the datewhen in the ordinary course of post, it would have been delivered at

the address to which it was sent.

10. Any notice to the SYSTEM INTEGRATOR given or required to be given

hereunder shall be given by either:

a) Mailing the same by registered mail, postage prepaid, return

receipt requested; or

b) Having the same delivered by courier with receipt acknowledged

at the address set forth above or with other addresses and to

the attentions of such other person or persons as may hereafter

be designated by like notice hereunder and any such notice shall

be deemed to have been served if sent by post on the date

when in the ordinary course of post, it would have been

delivered at the addresses to which it was sent or if delivered by

courier on the date of acknowledgement of receipt.

11. In case of breach of any of the conditions of the contract by the

SYSTEM INTEGRATOR during the contract period, TNPSC reserves the

right to recover costs/liabilities arising directly due to such breach

from the SYSTEM INTEGRATOR.

12. If any dispute and/or difference shall at any time arise between the

parties to this agreement or any clause or their respective rights,

claims or liabilities hereunder or otherwise, however, in relation to or

arising out of or concerning this agreement, such dispute and/or

differences shall be referred to arbitration by two arbitrators, one to

be appointed by each party and in the event of arbitrators differing, to

an umpire to be appointed by the said two arbitrators before entering


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upon the reference. The Arbitration and Conciliation Act, 1996 as

amended from time to time shall apply. The Arbitration shall be held in

Chennai only.

13. All disputes in this regard shall be subject to Chennai Jurisdiction only.

In Witness whereof the parties hereto have signed on the day, month and year

above written in the presence of

For and on behalf of TNPSC For and on behalf of SYSTEM INTEGRATOR

Witness 1 Signature:

Name :

Address:


Name :

Address:


Name :

Address:


Name :

Address: