Document Management System

Document Management System for Mantralaya Request for Proposal
Document Management System for Mantralaya
Issued by
Directorate of Information Technology, Government of Maharashtra Tender Ref: DIT09/FILE-70/39

RFP Document Directorate of Information Technology, Government of Maharashtra
August 2009
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Table of Contents
1 2 Introduction _______________________________________________________ 4 Instruction to bidder _________________________________________________ 5
2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 2.9 2.10 2.11 2.12 Issuer of RFP ________________________________________________________ 5 Bidding schedule______________________________________________________ 5 General instruction to bidder ___________________________________________ 6 Important limits and values_____________________________________________ 7 Timely submission ____________________________________________________ 7 Amendment of RFP document __________________________________________ 8 Late bids ____________________________________________________________ 8 Opening of bids_______________________________________________________ 8 Contacting DIT, GoM _________________________________________________ 9 Bid submission instructions _____________________________________________ 9 Tender Evaluation Committee _________________________________________ 10 Address for bid submission and correspondence __________________________ 10
Qualification criteria and Bid evaluation _______________________________ 11

3.1 3.2 3.3 Qualification criteria _________________________________________________ 11 Bid evaluation _______________________________________________________ 13 Award of contract____________________________________________________ 14
Scope of work _____________________________________________________ 17

4.1 4.2 4.3 4.4 4.5 Application software (DMS) ___________________________________________ 17 Hardware __________________________________________________________ 23 Other software ______________________________________________________ 24 Maintenance & Support_______________________________________________ 24 Training____________________________________________________________ 25
RFP Document Directorate of Information Technology, Government of Maharashtra -2-
Project implementation______________________________________________ 27
5.1 5.2 5.3 Project timelines _____________________________________________________ 27 Project stakeholders __________________________________________________ 28 Responsibility matrix _________________________________________________ 29
Service level agreements_____________________________________________ 31

6.1 6.2 Service level objectives ________________________________________________ 31 SLA definition, measurement and monitoring ____________________________ 31
Terms and conditions _______________________________________________ 38

7.1 7.2 7.3 7.4 7.5 7.6 Payment terms ______________________________________________________ 38 Indemnity __________________________________________________________ 39 Publicity____________________________________________________________ 40 Force Majeure_______________________________________________________ 40 Resolution of disputes_________________________________________________ 42 Right to accept or reject any or all offers_________________________________ 42
Annexure ____________________________________________________________ 43
A. B. C. D. E. Departments in Mantralaya ___________________________________________ 43 Estimated Scanning Volume ___________________________________________ 45 Minimum Specification of Hardware ____________________________________ 46 Format for Commercial Bid ___________________________________________ 49 Bid Document Format ________________________________________________ 50 1. 2. 3. 4. 5. 6. 7. 8. F. Covering letter _________________________________________________ 50 Authority Letter ________________________________________________ 53 Authorization letters from OEMs__________________________________ 54 Particulars of the Bidder / Consortium _____________________________ 55 Qualification criteria compliance sheet _____________________________ 56 Profile of Key People ____________________________________________ 57 Proposed Resource Deployment ___________________________________ 60 Project details and methodology ___________________________________ 61
Abbreviations _________________________________________________________ 63
1 Introduction
Mantralaya is the administrative headquarters of the state government of Maharashtra. It is located in Mumbai was built in 1955. It was earlier known as Sachivalaya. Mantralaya is a Six storeyed building. Due to increasing number of departments and the staff, the new "annexe" building was built later on. Further, a new administrative building of 13 floors was constructed later on, opposite Mantralaya to accommodate additional departments. There are in all 43 administrative departments housed in Mantralaya. The working of most of the departments is manual with a large number of physical documents and files getting generated every day. These documents are of four categories (A, B, C and D categorized based on the duration of retention). When any department wishes to archive its old documents, the documents are sent to the record store rooms in Mantralaya which are maintained by the Department of Archives. There are four record rooms in Mantralaya. All four are located on the ground floor one on the main building and three on the annex to the main building. The records store rooms contain records from as old as 1940s. Since most of the documents (ones with the department and the ones in the record store room) are manual, the Directorate of IT, Government of Maharasthra has envisaged a Document Management System for Mantralaya. The crux of this project is the creation of a system which would be able to store scanned documents, index these documents (by attaching multilingual tags to each of them), retrieve and display the stored scanned documents upon searching for the relevant tags. This would increase accessibility of the documents and would save a lot of time and effort that is being spent in physically locating the documents when they are needed. The objective of this RFP is to appoint a Turnkey Solution Provider who would perform all such activities (mentioned in detail in the Scope of Work section of this RFP) to the fullest satisfaction of DIT, Government of Maharashtra.
2 Instruction to bidder
2.1 Issuer of RFP
Director Directorate of IT Government of Maharashtra 7th Floor, Mantralaya Mumbai 400 032 Email: it_director@maharashtra.gov.in
2.2 Bidding schedule

Event 1. Release of Request For Proposal (RFP) Timeline 21/08/2009 On or before 2. Last Date for Collection of RFP Pre- Bid Conference (The queries have to be submitted in writing to DIT, GoM, at least 5 days before the Pre Bid Meeting in the format 3. given below on the company letter head. Sr. No .. Sectio n No. .. Clause No. .. Reference/ Subject .. Clarification Sought .. 1/09/2009 at 16.00 Hrs IST 14/09/2009 by 15.30 Hrs IST
Last Date, time and place for Submission of bids Place for Submission 4. Directorate of IT Government of Maharashtra 7th Floor, Mantralaya Main Building Mumbai 400 032 On or before 14/09/2009 by 15.30 Hrs IST
Document Management System for Mantralaya Telephone: 022 2202 4177 Date, time and place of opening the Qualification Criteria of bids Place for Opening 5. Directorate of IT Government of Maharashtra 7th Floor, Mantralaya Main Building Mumbai 400 032 Telephone: 022 2202 4177 6. Declaration of Bidder names who have cleared the Qualification criteria Date, time and place of opening the Commercial bids Place for Opening Directorate of IT 7. Government of Maharashtra 7 Floor, Mantralaya Main Building Mumbai 400 032 Telephone: 022 2202 4177 8. 9. Award of contract Commencement of the project by the successful bidder To be notified later To be notified later
th
11/09/2009 by 16.30 Hrs IST
To be notified later
To be notified later
2.3 General instruction to bidder

1. THIS RFP IS NOT TRANFERABLE. 2. Bidders are advised to study the RFP document carefully. Submission of bid shall be deemed to have been done after careful study and examination of the tender document with full understanding of its implications. 3. The response to this RFP should be full and complete in all respects. Incomplete or partial bids shall be rejected. The bidder must quote for all the items asked for in this RFP. 4. The bidder shall bear all costs associated with the preparation and submission of the bid, including cost of presentation for the purposes of clarification of the bid, if
Document Management System for Mantralaya so desired by DIT, GoM. DIT, GoM will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process. 5. All the communication to GoM including this RFP and the bid documents shall be signed on each page by the authorized representative of the bidder along with the authority letter attached.
2.4 Important limits and values

Item Price of the Bid document Bid Security Amount Money Deposit EMD) Bid Validity Period Description Rs. 1,000 (Rupees One Thousand only) (Earnest Rs. 5,00,000/- (Rupees Five Lakhs Only) in the form of DD / Bank Guarantee from a Nationalized or Scheduled Bank 6 months from the date of submission of bids by the bidder(s)
Period for furnishing performance Within fifteen (15) working days of the date of bank guarantee notice of award of the contract Performance Bank Guarantee value Performance validity period Bank 15% of the contract value
Guarantee Three months beyond Contract period Within 15 working days from date of receipt of notification of award
Period for signing contract
2.5 Timely submission

Bidders are solely responsible for timely submission of the bids at the location as mentioned above in this section. Proposals received after the last date and time of submission will not be considered. The response to RFP / bid need to be submitted by the bidder in person, or through registered post/courier. The response to RFP / bid submitted by the bidder(s) through telex / telegrams / fax / email will not be considered. No further correspondence will be entertained on this matter.
Document Management System for Mantralaya DIT, GoM may, at its discretion, extend this deadline for submission of bids by amending the bid documents, in such case all rights and obligations of DIT, GoM and Bidders subject to the deadline will thereafter be subject to the deadline as extended.
2.6 Amendment of RFP document

At any time before the deadline for submission of bids, DIT, GoM may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, modify the RFP Document by amending, modifying and/or supplementing the same. All prospective Bidders who have purchased this RFP Document shall be notified of any amendments in writing by e-mail and / or post, and all such amendments shall be binding on them without any further act or deed on DITs part. The amendments shall be also published on the website maharashtra.gov.in Prospective bidders are advised to periodically browse this website to find out any further corrigendum / addendum / notice published with respect to this tender. In the event of any amendment, DIT reserves the right to extend the deadline for the submission of the bids, in order to allow prospective Bidders reasonable time in which to take the amendment into account while preparing their bids.
2.7 Late bids

Any bid received by DIT, GoM after the deadline for submission of bids prescribed by DIT, GoM, shall be rejected and returned in unopened condition to the bidder.
2.8 Opening of bids

a. Proposals / Bids will be opened in presence of bidders representatives (if they are present, else it will be opened in presence of the other representatives, officials present). The bids will be opened at the address mentioned above.
Document Management System for Mantralaya b. DIT, GoM will open all bids as per schedule mentioned in Bidding Schedule above. If all documents mentioned in each parts of proposal are not found, then RFP may be summarily rejected. The bidders representative willing to attend the opening of the bids shall bring authorization letter. The bidders representative shall sign attendance register. c. The bidders name, technical solutions given by bidder, bid prices and presence or absence of requisite bid security and such other details, as DIT, GoM at its discretion may consider appropriate, will be announced at the time of corresponding openings. d. The bids submitted after due date and time shall not be considered for further evaluation, irrespective of the circumstances. DIT, GoM reserves the right to postpone or cancel a schedule of bid opening at any time.
2.9 Contacting DIT, GoM

a. No bidder shall contact DIT, GoM on any matter relating to its bid, after opening of commercial bid till contract is awarded. If bidder wishes to bring additional information to the notice of DIT, GoM he / she can communicate in writing to address given for correspondence. DIT, GoM reserves the right for consideration of such information. b. Any effort by bidder to influence DIT, GoM in its decision on bid evaluation, bid comparison or contract award may result in disqualification of the bidders bid and forfeiture of the bid security amount.
2.10 Bid submission instructions

The bidders are expected to submit their offers in two parts namely, Qualifying Criteria, and Commercial Proposal and in the format given in this document. Two copies of each part have to be submitted, clearly marked and titled as Original and Duplicate. So, in all, there has to be a) Qualifying Criteria: Original One Hard Copy along with soft copy1 in a CD. b) Qualifying Criteria: Duplicate One Hard Copy.
1
Scan the documents and create a softcopy wherever needed
Document Management System for Mantralaya c) Commercial Proposal: Original - One Hard Copy d) Commercial Proposal: Duplicate - One Hard Copy In the event of any discrepancy between them, the original shall govern. Hard copy version would prevail over the softcopy for official purposes. The original and the copies of the Bid shall be typed or written in indelible ink and shall be signed by the Bidder or a person or persons duly authorized to bind the Bidder to the Contract. The letter of authorization shall be indicated by written power-ofattorney accompanying the bid. The Bid shall contain no interlineations, erasures or overwriting except as
necessary to correct errors made by the Bidder, in which case, such corrections shall be initialed by the person or persons signing the Bid in original.
2.11 Tender Evaluation Committee

The Tender Evaluation Committee (TEC) constituted by the DIT, GoM shall evaluate the tenders. The decision of the Evaluation Committee in the evaluation of the Qualification criteria and Commercial bids shall be final. No correspondence will be entertained outside the process of negotiation / discussion with the Committee.
2.12 Address for bid submission and correspondence

Director Directorate of IT Government of Maharashtra 7th Floor, Mantralaya Main Building Mumbai 400 032 Telephone: 022 2202 4177 Email: it_director@maharashtra.gov.in
RFP Document Directorate of Information Technology, Government of Maharashtra - 10 -
3 Qualification criteria and Bid evaluation

3.1 Qualification criteria
S. No. 1. The bidder (each of the bidders in case of a Copy(ies) of Certificate of consortium) must be a registered corporate in registration India, registered under the Companies Act 1956, or a Govt. Organization. The prime bidder should be operating in India for the last five years 2. The bidder (each of the bidders in case of a Provide the copy of the consortium) should be a profit making company audited balance sheet of during each of the last three years. the company, and/or certificate from the Chartered Accountant 3. The prime bidder should have a turnover of at Provide the copy of the least Rs. 30 Crores from Imaging / Scanning audited balance sheet of and Document management solution related the company, and / or business for each of the last 3 years. certificate from the Chartered Accountant 4. The bidder (prime bidder in case of consortium) Copy of client citations / should have experience of at least 3 projects in Work Orders showing all implementing turn-key Enterprise Data the details sought. Management System over the last 3 years of Reference for each of the similar nature. The scanning volume of each of the projects has to be given projects should be at least One Crore images. and Name should of contain the following individual/s information to Qualification Criteria Documentary evidence
organization, contact,
phone number and address
Document Management System for Mantralaya 5. The bidder (prime bidder in case of consortium) Copy of client citations / should have experience of at least 1 project in Work Orders showing all implementing turn-key Enterprise Data the details sought. Management System over the last 3 years of Reference for each of the similar nature with the Government / Public projects has to be given sector organizations. The scanning volume of and the project should be at least fifty lakh images. Name should of contain the following individual/s information to
organization, contact,
phone number and address 6. The bidder (prime bidder in case of consortium) Copies of the certificates should have ISO 9001:2000 certification for the from authorized agencies enterprise-wide business. 7. The Document Management Solution offered by Certificate from the OEM the bidder should have at least 10 installations. along with the list of at least The scanning volume of each of these installations 10 organizations should be at least 50 Lakh pages (images). 8. The company should submit valid documentary Provide Copy of PAN Card proof of Sales Tax/VAT registration number and / Proof of PAN the details of income tax registration (PAN). Provide copy of Sales
Tax/VAT registration
The bidder cannot outsource work to any agency without the prior written approval of the Director Directorate of IT, Government of Maharashtra. There shall not be more than two partners (Prime Bidder and Secondary Bidder) in case of a consortium.
Any
organization
blacklisted
by
the
Central/State
governments,
government corporations or government undertakings shall not be allowed to participate in this tender.
3.2 Bid evaluation

A Two-Bid System shall be followed for the bid evaluation. The first stage would be a technical evaluation against Qualification Criteria. Second stage would be a commercial evaluation (L1). The details of evaluation have been explained below. a. First stage Technical evaluation against Qualification Criteria The first stage of evaluation would involve examination of the bid documents of each of bidders against the qualification criteria set out. This is to ensure that the technical skill base, experience and financial capacity and other bidder attributes claimed therein are consistent with the needs of this project. These conditions have been listed down under the section Qualification Criteria. DIT, GoM may ask bidder(s) for additional information, visit to bidders site and/or arrange discussions with their professional, technical faculty to verify claims made in bid documentation. During technical bid preparation, the bidder is required to strictly adhere to the technical bid format provided in this document. The format for the same has been detailed in the Annexure Bid Document Format. b. Second stage L1 The Commercial Bids of only those bids that meet each of the qualification criteria mentioned would be opened for commercial evaluation. The commercial evaluation would be based on L1, i.e. the bidder with the least commercial quote shall be eligible for award of contract.
Note: a. A substantially responsive Bid is one, which conforms to the requirements, terms, conditions and specifications of the Request for Proposals without material deviation. A material deviation is one which affects in any substantial way the functionality, scope, quality, or performance of the deliverables, or which limits in any substantial way, inconsistent with the Request for Proposals, DIT, GoM rights or the Bidder's obligations for, performance of the project and the rectification of which deviation would affect unfairly the competitive position of other bidders presenting substantially responsive Bids.
Document Management System for Mantralaya DIT, GoM may waive any minor informality or non-conformity or irregularity in a Bid, which does not constitute a material deviation.
3.3 Award of contract

a. Award Criteria DIT, GoM will award the Contract to the successful bidder whose bid has been determined to be substantially responsive and has been determined as the Best Valued Bid after evaluation (refer to the evaluation process section above for details). b. DIT, GoM's Right to Accept any Bid and to Reject any or All Bids DIT, GoM reserves the right to accept or reject any Bid, and 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 or Bidders or any obligation to inform the affected Bidder or Bidders of the grounds for DIT, GoMs action. c. Notification of Award Prior to the expiration of the period of bid validity, DIT, GoM will notify the successful bidder in writing or by fax or email, to be confirmed in writing by letter, that its bid has been accepted. The notification of award will constitute the formation of the contract. Upon the successful Bidder's furnishing of Performance Security, DIT, GoM will promptly notify each unsuccessful Bidder. d. Signing of Contract At the same time as DIT, GoM notifies the successful bidder that its bid has been accepted, DIT, GoM shall enter into a separate contract with the successful Bidder. Terms and Conditions specified in the RFP document shall become the part and parcel of the contract document. e. Bid Security (EMD Earnest Money Deposit) i. The Bidder shall furnish, as part of its pre-qualification bid, a bid security of INR 5,00,000 (Rupees Five lakhs only). RFP Document Directorate of Information Technology, Government of Maharashtra - 14 -
Document Management System for Mantralaya ii. iii. The bid security is required to protect the Setu, Maharashtra against the risk of Bidders conduct, which would warrant the securitys forfeiture The bid security shall be denominated in Indian Rupees, and shall be in the form of a demand draft drawn on a nationalized bank in favour of Setu, Maharashtra or a Bank Guarantee from a nationalized or scheduled bank. iv. Unsuccessful Bidders bid security will be discharged/ returned as promptly as possible but not later than 60 days after the award of the contract to the successful bidder. v. vi. vii. The successful Bidders bid security will be discharged upon the Successful Bidder signing the Contract and furnishing the Performance Bank Guarantee. No interest will be payable by the Setu, Maharashtra on the amount of the Bid Security. The bid security may be forfeited: (a) If a Bidder withdraws his bid or increases his quoted prices during the period of bid validity or its extended period, if any; or (b) In the case of a Successful Bidder, if the Bidder fails to sign the Contract or to furnish Performance Bank Guarantee within the specified duration. f. Performance Bank Guarantee (15) working days of the date of notice of award of the contract or prior to signing of the contract whichever is earlier, an unconditional and irrevocable Performance Bank Guarantee (PBG) from a Nationalized or Scheduled Bank acceptable to DIT, GoM, payable on demand, for the due performance and fulfillment of the contract by the bidder. 2. The performance guarantee shall be denominated in the currency of the contract and shall be in the form of a bank guarantee. 3. This Performance Bank Guarantee will be for an amount equivalent to 15% of contract value. All charges whatsoever such as premium; commission etc. with respect to the Performance Bank Guarantee shall be borne by the bidder. 4. The performance bank guarantee shall be valid until the end of three months after the completion of the Contract with the successful bidder. Subject to the terms and
1. The successful bidder shall at his own expense deposit with DIT, GoM, within fifteen
Document Management System for Mantralaya conditions in the Performance Bank Guarantee, three months after the contract completion, the Performance Bank Guarantee will lapse automatically. 5. The Performance Bank Guarantee may be discharged/ returned by DIT, GoM upon being satisfied that there has been due performance of the obligations of the Bidder under the contract. However, no interest shall be payable on the Performance Bank Guarantee. 6. In the event of the Bidder being unable to service the contract for whatever reason, DIT, GoM would invoke the PBG. Notwithstanding and without prejudice to any rights whatsoever of DIT, GoM under the contract in the matter, the proceeds of the PBG shall be payable to DIT, GoM as compensation for any loss resulting from the bidders failure to complete its obligations under the Contract. DIT, GoM shall notify the Bidder in writing of the exercise of its right to receive such compensation within 14 days, indicating the contractual obligation(s) for which the Bidder is in default. 7. DIT, GoM shall also be entitled to make recoveries from the bidders bills, performance bank guarantee, or from any other amount due to him, the equivalent value of any payment made to him due to inadvertence, error, collusion, misconstruction or misstatement. g. Failure to agree with the Terms & Conditions of the RFP / Contract Failure of the successful Bidder to agree with the Terms & Conditions of the RFP / Contract shall constitute sufficient grounds for the annulment of the award, in which event DIT, GoM may make the award to the next Best Value Bidder or call for new Bids.
4 Scope of work
The crux of this project is the creation of a Document Management System (DMS). This system should be able to store scanned documents, index these documents (by attaching multilingual tags to each of them), retrieve and display the stored scanned documents upon searching for the relevant tags. In addition to the creation of a DMS, the project also envisages the successful bidder to set up the necessary infrastructure for the execution of the project. This would include supply of IT hardware components including Servers and SAN storage necessary for the functioning of the project. The required database licenses and system software licenses would have to be supplied and installed by the successful bidder. A full maintenance for the DMS, software and hardware components supplied would be required during the implementation period and also for a period of three years beginning from the time the entire scanning and indexing has been completed and the system is up for use for the Mantralaya users. The other hardware components like PCs, scanners etc that shall be required for the implementation of the project shall be brought by the successful bidder and he can take these back after the project Go-Live. The successful bidder would have to scan all the documents in the record store rooms and all the live records with the individual departments in Mantralaya. The live records under the ambit of this project would be those created not later than July 31, 2009. The scanning volume details can be found in the Annexure.
4.1 Application software (DMS)

The scope pertaining to the Document Management System can be found below: a. Collection of physical documents from the record rooms and the individual departments
Document Management System for Mantralaya The individual departments/record store rooms in Mantralaya would present their documents to the successful bidder. The successful bidder would have to make note of the document details in their log register while collecting these documents. After collection of the documents by the successful bidder, it would be the responsibility of the successful bidder to maintain and return the documents in their original form to the department concerned. Any damage to the documents collected shall make the successful bidder directly responsible for the same. b. Pre-scanning preparation Preprocessing of document would be the activities that are to be performed on the documents collected before they can be scanned. It shall include (but is not restricted to) Removal of pins, threads, rubber bands etc Sorting of pages in the document in the correct order Special preparation of documents that may not be in a good physical condition and may not be directly scannable c. Scanning and indexing These documents that have been preprocessed would have to be scanned. The page size of the documents can be A5, A4 or A3. Further, the documents could be in the form of individual pages or books. Thus the scanner employed should be of flatbed, overhead, V shape cradle etc. to facilitate scanning of documents in any form. After scanning, the documents would have to be indexed. Indexing is to be done by attaching tags to each of the documents. d. Backup The successful bidder is required to take backup of incremental data at the end of the day. The backup shall be taken on a hard disk drive and shall be stored in a secured place for data retrieval during emergency. e. Handover of documents After scanning and indexing, the documents would have to be handed over to the department concerned in their original condition. Appropriate entries would also have to be made by the successful bidder in their register. RFP Document Directorate of Information Technology, Government of Maharashtra - 18 -
Functional details The functional details pertaining to the scope of work mentioned above shall include the following. Pre-scanning 1. Documents are kept at various locations in Mantralaya including the individual departments and record store rooms. The Successful bidder is required to collect these documents carefully. While collection, the following details are to be entered into the log register. a. No. of documents collected b. No. of pages collected c. Date of collection d. Expected date of return e. Actual date of return f. Collected from g. Collected by and Signature h. Returned to and Signature i. Returned by 2. The log register would have to be maintained by the successful bidder. 3. Documents that are very old and are not in good physical condition would have to be repaired and prepared before they can be scanned. 4. The successful bidder is required to take necessary precautions while handling the documents. 5. The documents are to be maintained in an orderly manner without disturbing the chronology of the documents and without mixing pages between different documents. Scanning 1. The documents shall be scanned on a 200 DPI resolution, black and white 2. The scanned documents shall be converted into PDF/TIFF files for storage. 3. The successful bidder shall perform the following Image Enhancement Activities
Document Management System for Mantralaya (i) Successful bidder should ensure that quality of scanned imaged are enhanced up to the optimum level and required image enhancement activities like De-skew (to make the images straight), contrast ratio setting etc. have to be done on the documents. (ii) The successful bidder must carry out cropping and cleaning of images like removing black noises around the text, de-spackle (removing small dots between the text) and provide equal margins all around the text. (iii) (iv) In case the documents are not legible, it will be the bidders responsibility to scan the documents on high resolution i.e. 600 dpi or higher. In case the content of the documents are not visible then document scanning shall be done in Gray Scale. No extra payment shall be made for the same. 4. Documents/pages identified by the competent authority of individual department of Mantralaya or which are either torn or not in a proper condition or illegible should be converted in to machine readable text format (ASCII or Text mode) by OCR (Optical Character Recognization) Process. 5. The successful bidder will ensure that all documents are digitized. 6. No page/document shall be digitized more than once. Retrieval 1. The scanned documents should be retrievable through search. The documents would be searched for the tags that were used to index the document. 2. These tags should include (at the least) i. Subject of the document ii. File No. iii. Date of document iv. Department v. Authority vi. Barcode (mentioned below) 2. More tags shall be required to be added to the above list. The same shall be discussed and finalized with the successful bidder before the commencement of work. 3. The tags should be alphanumeric and should also include provision for typing in English and Marathi
Document Management System for Mantralaya 4. The document should be retrievable by searching for any of the tags mentioned above. 5. Retrieval through search criteria in Marathi should also be possible 6. Access Control - There shall be an access control that shall be imposed on each of the scanned documents. The access control would be at the document level. Only users at a particular level on the hierarchy should have access to certain documents. Post scanning 1. After scanning, the physical document would have to be pinned together/tagged in the same form as it was given for scanning by the individual departments. 2. Barcoding: The documents once scanned would have to be bar coded and the code should be stuck on the file. This bar code should also reflect as one of the tags on the scanned document. The barcode would have to be stuck in two different places (one on the file/record cover and one on the inner side of the file/record cover). These barcode stickers should be of very good quality. These barcode stickers should last for a period of at least 50 years. 3. The scanned data shall be stored on the server. 4. The backup of incremental data shall be taken on a Hard Disk Drive daily at the end of the day. 5. Each page of a document shall be serially numbered and shall be counted while giving the documents back. Reports 1. The successful bidder shall also provide tools for checking the scanning progress. This shall include the daily, weekly, monthly and overall progress (number of images/pages scanned, percentage scanned etc). The tool should also display department-wise and record room wise progress. The tool should be able to provide reports on the status of scanning on a periodic basis. 2. The successful bidder will maintain a register that will serve a purpose of evidence for the number of documents and pages entered by the successful bidder on each day. The details of this register would have to be entered into the tool mentioned on a daily basis.
Document Management System for Mantralaya 3. The format, content, periodicity and other information related to reports shall be discussed and finalized with the successful bidder before the commencement of the project. Infrastructure 1. The successful bidder will use its own infrastructure. This shall include, but is not limited to, Computers, UPS, Gensets etc. for document scanning. The space for setting up the infrastructure as well as the power connections will be provided by Directorate of IT, Government of Maharashtra. 2. The Document Management System would eventually have to be hosted out of the State Data Center (SDC) and the scanned documents would have to be stored in the server in the SDC. However, until the SDC is up and functional, the server infrastructure shall be hosted in the current server farm (11th Floor, New Administrative Building). Once the SDC is up, the servers would be co-located to the State Data Center. 3. The successful bidder would deploy its own human resource for all the aforementioned activities. The successful bidder shall deploy adequately skilled manpower resources to complete the job within the specified time. Archival and Duration of storage As has been envisaged now, the documents scanned shall be stored on the SAN itself. However, DIT shall find a need to archive certain old documents and store the same onto optical or magnetic drives. Thus the DMS should have an archival facility. It should be able to do the following 1. Search and earmark documents based on archival parameters given (including date of document, department etc) 2. Ask for the storage medium type (optical/magnetic) 3. Write these earmarked documents onto the medium and remove the same from SAN 4. Prepare an index of documents that have been archived. The index should contain the date of archival, archival reference media reference for quick retrieval, audit trail the user who had archived it
Document Management System for Mantralaya General 1. The successful bidder shall add/replace poor quality scanned images/documents on its own, for which it shall not be entitled to get any extra payment. 2. It is the absolute responsibility of the successful bidder to ensure that the contents of the digitized documents shall be an exact replica of the original paper document maintained as part of the records in the books. This will be a mandatory condition for the successful bidder. 3. The files / documents will not be allowed to be removed from premises allocated to successful bidder. Suitable hardware infrastructure/facilities have to be established onsite at the premises that shall be allocated to do the digitization work. 4. Under no circumstances shall the documents be changed, mutilated, destroyed or replaced by some other documents 5. The DMS proposed should be able to integrate with the Document Journey Management System (DJMS) that is currently being used in Mantralaya.
4.2 Hardware
The following hardware would have to be supplied as a part of the project 1. Servers This project shall entail centralized storage of the following: Application, Database and the Scanned images. The minimum specification of the servers have been mentioned in the Annexure Hardware Specifications 2. SAN As a part of the project, the following data would have to be stored: Images generated after scanning, tags (indexes) of each document etc. The estimated volume of such storage is about 1.5TB with an expected increase of 100% in future. The minimum specification of the SAN has been mentioned in the Annexure Hardware Specifications The hardware specifications mentioned in the Annexure Hardware Specifications would only be indicative. These are the minimum specifications. The bidder is required to keep in mind the SLAs, timelines and the other performance parameters mentioned in the document while arriving at the specifications of the hardware. Should the
Document Management System for Mantralaya performance of the system degrade in future, the successful bidder would upgrade the system with the necessary hardware at no extra cost.
4.3 Other software

The successful bidder would have to supply the following software licenses. These would be besides the Document Management System (DMS) software. 1. System software licenses 2. Database software licenses 3. Antivirus and other required security software for Servers There would be a total of 1,500 users that shall use the DMS. The peak concurrent usage of the system is estimated at about 300 users. Please note that an enterprise wide license would be required for the DMS.
4.4 Maintenance & Support

a. Support for DMS Software Successful Bidder would be completely responsible for the defect free functioning of the DMS software and would undertake following as part of support activity: o Resolve any issues including bug fixing, improvements in presentation and/or functionality and others within a duration mentioned in Service Level Agreement. o Provide the latest updates, patches / fixes, version upgrades relevant for the software components. o Software version management and software documentation management reflecting features and functionality of the solution. b. Support RDBMS / Application Server / Web Server / System Software Supplied under this project o o Provide the latest updates, patches / fixes, version upgrades, etc. Software version management and software documentation management reflecting features and functionality of the solution. o Database / Application Software tuning to enhance the performance of the overall system RFP Document Directorate of Information Technology, Government of Maharashtra - 24 -
c. Hardware Maintenance Support Hardware Maintenance shall include the following activities: o o Overall management and administration of the Servers Performance tuning of the system as may be needed to enhance systems performance and comply with SLA requirements on a continuous basis. o Security management including monitoring security and intrusions into the system to maintain the service levels as per SLA defined. Successful Bidder will strictly adhere to the Security Policy adopted by DIT. o Monitor and track server performance and take corrective actions to optimize the performance on a fortnightly basis. o Escalation and co-ordination with other vendors for problem resolution wherever required. o Data storage management activities including regular backup, restore and archival activities. o Support to system users with respect to attending to their requests for assistance in usage and management of the application. Whenever a component has to be replaced because of technical, functional, manufacturing or any other problem, it shall be replaced with a component of the same make and configuration. In case the component of same make and configuration is not available, the replacement shall conform to open standards and shall be of a higher configuration specifically approved by DIT.
4.5 Training
The successful bidder would be required to provide training to the Mantralaya Staff. The training would happen in the Mantralaya premises and shall be notified by DIT to the successful bidder at a later date. The training has to be imparted to approximately 250 users (Approximately 5 from each of the 43 departments). It is proposed that training be conducted in batches of 25 each, each batch training of approx. 2 4 hours. The successful bidder is required to train and make the staff conversant with the DMS. The training is to be carried out as per the timelines given in the RFP. The training shall concentrate on RFP Document Directorate of Information Technology, Government of Maharashtra - 25 -
Document Management System for Mantralaya Basics of Document Management System Document search and retrieval Document Scanning Document Indexing and storing Generation of reports and interpretation of the same
5 Project implementation
5.1 Project timelines
Following table delineates the various project activities and the associated timelines in weeks from the project start date # a. Project Start Activity Timeline T (Inside 15 days of award of contract) b. Deployment and installation of hardware including T + 1 weeks Servers, PCs, Scanners etc c. d. System study and DMS customization T + 2 weeks
Software installation (application, system and database T + 3 weeks software)
e.
Commencement of scanning and indexing of records at T + 3 weeks record store rooms
f.
Commencement of scanning and indexing of records at T + 3 weeks departments
g.
Submission of training material and documents for T + 32 weeks training of Mantralaya users
h. i. j.
Commencement of training for users in Mantralaya Completion of training Submission of the following Manuals a. Systems Administration Manuals b. User Manuals c. Installation Manuals d. Operational Manuals e. Maintenance Manuals
T + 33 weeks T + 43 weeks T + 44 weeks
k.
Completion of scanning and indexing at of records at T + 45 weeks record store rooms and all departments
l.
Completion of comprehensive onsite maintenance and (T+45 W) + 3 years
Document Management System for Mantralaya support Trainings to various departments can be given in phases as and when departmental scanning & indexing activity is completed. Work completion timelines shall be also monitored as per following milestones: a. Live Documents in possession with departments # a. b. c. d. e. f. g. h. i. Scanning & Indexing activity Completion of at least 5 Departments Completion of at least 10 Departments Completion of at least 15 Departments Completion of at least 20 Departments Completion of at least 25 Departments Completion of at least 30 Departments Completion of at least 35 Departments Completion of at least 40 Departments Completion of at least 43 Departments Timeline T + 7 Weeks T + 11 Weeks T + 15 Weeks T + 19 Weeks T + 23 Weeks T + 27 Weeks T + 31 Weeks T + 35 Weeks T + 39 Weeks
b. Documents in record store rooms # j. k. l. Scanning & Indexing activity Completion of 1 Record Store Room Completion of 2 Record Store Rooms Completion of 3 Record Store Rooms Timeline T + 15 weeks T + 25 weeks T + 35 Weeks T + 45 Weeks
m. Completion of 4 Record Store Rooms
5.2 Project stakeholders

Stakeholders are the entities that have a legitimate interest in a project. The following are the stakeholders involved in the project. Directorate of IT, Government of Maharashtra Project owner Departments in Mantralaya suppliers of documents for digitization, verify the scanned documents and certify
Document Management System for Mantralaya Solution provider procure, supply, deploy, install, implement and maintain the hardware and software required for the Document Management System
5.3 Responsibility matrix

A Responsibility matrix lays out the major activities in the project and precisely details the responsibilities of each stakeholder involved in a project. It is an important project communication tool because all stakeholders can see clearly whom to contact for each activity. The RACI Matrix splits project tasks down to four participatory responsibility types that are then assigned to different Stakeholders in the project. These responsibilities types make up the acronym RACI. Responsible Approve Consulted Informed - Those who do work to achieve the task - The Stakeholder that ultimately approves the task - Those whose opinions are sought. 2 way communication - Those that are kept up-to-date on progress. 1 way communication
The following RACI Matrix shall be used for defining the Responsibilities for each of the identified Stakeholders.
Activities Signing of Contract Resource Mobilization Creation of project monitoring committee Providing space and electricity for scanning Providing rooms for conducting training Deployment of project team Requirements analysis (DMS, other software and hardware) System study and DMS customization
Successful Bidder R R I I I R R R
DIT R C R R R A, C C, I C, I
GoM Departments I I C,I C,I C,I I I I
Document Management System for Mantralaya Deployment and installation of hardware Deployment and installation of DMS and software Maintenance of software and hardware supplied for the contract duration Supply of documents for digitization Scanning condition Verification of scanned images and certifying correctness Rescanning scanned Training of Mantralaya users on DMS of documents improperly R R C, I C, I I I I R, A R, A of documents, indexing and R C, I I R C, I C, I R I R R C, I I
C, I
returning the documents in the original
6 Service level agreements

6.1 Service level objectives
a. The purpose of this Service Level Agreement (hereinafter referred to as SLA) is to clearly define the levels of service to be provided by the successful bidder to DIT, GoM for the duration of this contract. SLA defines the terms of the successful bidders responsibility in ensuring the timely delivery of the deliverables and the correctness of the same based on the agreed Performance Indicators as detailed in the Agreement. This section defines various Service Level Indicators which will be considered by DIT, GoM in the Service Level Agreement with Successful bidder.
b. The successful bidder has to comply with all Service Level Agreements (SLAs) defined below to ensure adherence to project timelines, quality and availability of services.
c. Note: Penalties shall not be levied on the successful bidder in the following cases: The non compliance to the SLA has been solely due to reasons beyond the control of the bidder There is a Force Majeure event affecting the SLA which is beyond the control of the successful bidder
6.2 SLA definition, measurement and monitoring

a. Penalty for delay in project execution For any delay in completion of activities of the project (as mentioned in the timelines), DIT will charge penalty of Rs. 25,000 per week subject to a maximum of 25% of the project value. b. SLA for scanning services
Document Management System for Mantralaya Images scanned shall be verified by the desk officer / record room in-charge concerned. The scanned image shall be compared with reference to the original document. For every image improperly scanned (which shall be decided by the officers mentioned above), there shall be a penalty of 75% of the per image quote mentioned by the bidder. For every image not scanned (missed out from the original document), there shall be a penalty of 75% of the per image quote mentioned by the bidder. It shall be the responsibility of the successful bidder to rescan, index and upload all such improperly scanned images. He shall not be paid any amount for rescanning of documents. There shall again be a comparison of such images by the authority concerned and nonconformance found would be levied to penalty as mentioned above and the rescanning would have to be done free of cost by the successful bidder. For instance, if the successful bidder quotes Rs.X per image and has scanned a total of 100 images. If 10 images have been found to be improper, then the penalty would be 10 * 75% of X. Thus the payment to the bidder would be calculated based on 90X 10 * 75% of X Other applicable penalties c. SLA for Scanning Volumes As envisaged, there shall be a total of about 2 Crore images that would have to be scanned and indexed. To ensure timely completion of project, the SLA for the scanning volume has been set as at least 20 Lakh documents in a month. i.e., at the end of the first month, at least 20 Lakh documents should have been scanned and indexed; at the end of the second month at least 40 Lakh documents should have been scanned and indexed and so on and so forth. The measurement shall be done at the end of each month. A penalty of Rs. 15,000 shall be levied for every 1% (20,000 images) less than the requirement. The percentage conformance shall be rounder off to the next whole value (1.3% shall be rounded off to 2%) For instance, if for the first month 19,36,000 images have been scanned, the nonconformance percentage is 3.2% which shall be rounded off to 4%. Thus a penalty of Rs. 80,000 shall be levied. RFP Document Directorate of Information Technology, Government of Maharashtra - 32 -
d. SLA for uptime of DMS Application The DMS system has to be up for at least 99.75% of the time during peak hours and should be up for at least 98% of the time during off peak hours. The DMS is deemed to be up if the users are able to log into the system and are able to fully execute all the functionalities of the system. The definition of Peak and Off Peak hours follow: 1. Monday to Saturday Peak hours: Off Peak hours: 8AM to 10PM 10PM to 8AM
2. Sunday Peak hours: Off Peak hours: Whole day (24 hrs)
3. State / National holidays Peak hours: Off Peak hours: Whole day (24 hrs)
The uptime shall be computed on a monthly basis. For every 0.01% less than the standard mentioned above (for both Peak and Off Peak hours), there shall be a penalty of Rs.1,00,000. The performance non-compliance percentage shall up rounded off to the next highest hundredth percent. For instance, if the percentage non-conformance for a month is 0.034%, it shall be rounded off to 0,04% and so a penalty of Rs. 4,00,000 shall be levied. Note The successful bidder shall need to either fully repair or replace the equipment by temporary substitute (of equivalent configuration) and make it functional (from the entire system perspective) within the expected resolution time. In case of temporary substitute, the original component needs to be replaced within 5 working days. Else the penalty amount shall be considered. In case of major,
Document Management System for Mantralaya damage, vendor needs to replace the equipment with the brand new equipment of same or better configuration and capacity. e. SLA for Software Support In case of COTS, any patch released by the OEM needs to be applied to the corresponding product within 7 working days. Any delay in applying the patch will attract penalty of Rs. 500/- per day. Any Software bug identified by DIT / Mantralaya Department / vendors service engineer would have to be fixed within the schedule mentioned below. bug / problem resolution time 3 working days Rs. 10,000/- per day beyond 7 days 1 working day if the bug / problem has reoccurred within 15 days of the earlier resolution Rs. 20,000/- per day beyond 10 days Penalty Amount Rs. 5,000/- (per day)
f.
Response Time Performance Criteria
Response time: Response time is the time interval between the instant at which the LAN user at a terminal enters a request for a response from the Database server and the instant at which the response is received completely at the terminal. LAN Users User Activity 90% of cases Menu Navigation To display the menu as per the defined user role and profile Screen Opening To display the selected data entry screen from the menu chosen Field Navigation To navigate between the data entry fields < 1 sec Overall
< 3 sec
< 3 sec < 1 sec
< 5 sec < 2 sec
Document Management System for Mantralaya in the Screen Look up response time Values Screen Navigation Time taken to navigate from one screen (tab page) to another which does not involve processing in earlier screen Transaction Commit Response time taken to retrieve and display the images (records) Query Retrieval Response Time Simple query Medium complexity query High Complexity query Reports Generation Response Time Simple Report Complex Reports < 5 sec < 10 sec < 10 sec < 20 sec < 5 sec < 8 sec < <15 sec < 10 sec < 12 sec < 20 sec < 5 sec < 8 sec < 1 sec < 2 sec To display items from List of
< 2 sec
< 3 sec
Non-adherence to the above-mentioned response time would be considered as a bug and the penalty would be levied as per the table above for the nonresolution.
Support service should be available 24 * 7 The successful bidder will have to maintain strict privacy and confidentiality of all the data its staff gets access to. Adequate provisions to be made not to allow unrestricted access to the data to people in the organization who have not signed the NDA. Successful Bidder cannot sell or part with any data in any form. Penalty of Rs. 10,00,000/- to a summary termination of contract and forfeiture of PBG would be imposed on the successful bidder upon default of this service condition. The exact penalty will be decided by DIT based upon severity of the default.
The successful bidder should provide adequate tools for capturing data required for measuring SLAs at no extra cost to DIT, GoM. This should be part of the
Document Management System for Mantralaya solution design and the BOM proposed should include the necessary tools for the same. g. Penalties a. The Penalty shall be calculated and deducted from the immediate payment due. b. All above mentioned penalties are exclusive to each other c. Planned Down-time (during non-working hours) is not considered for penalty calculation. Vendor will have to take at least 3 days prior permission from DIT, GoM for the planned down-time. Planned Down-time will not be allowed for more than two times in a month. The Down-time would have to be preferably scheduled on a nonworking day. h. Team Profiles for Post Implementation Support The successful bidder has to deploy a specialized and trained on-site team for the post implementation support. It is therefore desirable that the key personnel in the team have the following minimum qualification and work experience. 1. Project Manager: Minimum 3 years of professional experience in Software Project Management. (Project Manager is expected to be on-site for minimum 20% of the working time) 2. Technical Consultants (at least one): Minimum 2 years of experience in the IT Infrastructure maintenance & support.
It may be noted that while arriving at experience of a team member as mentioned above, prior experience of the member in earlier employments can also be considered.
For all the Post Implementation SLAs mentioned above, the successful bidder would get an initial period of SLA holiday, i.e. a time period for which SLAs will not be applicable. This time should be utilized by the successful bidder to stabilize the system, and to ensure adherence to the performance standards laid down by the SLAs. The SLA holiday period would be defined in the agreement to be signed between DIT, GoM and the successful bidder but would not exceed one quarter from Go live.
Document Management System for Mantralaya The maximum penalty at any point of time and for any period should not exceed 25% of project cost as per the Commercial Bid submitted by the successful bidder. If the penalty exceeds this amount, DIT, GoM reserves the right to terminate the contract. The project cost for this purpose shall be the rate quoted by the bidder per image multiplied by the estimated image volume mentioned in the RFP.
7 Terms and conditions

7.1 Payment terms
The payment would happen upon completion of milestones mentioned above. o Completion of scanning, indexing, storage and verification of all archived documents at each of the 4 record rooms (4 milestones) o Completion of scanning, indexing, storage and verification of all live documents of the departments in Mantralaya. This would be at the end of each month (calendar month). Payments shall be processed for number of departments scanned completely and that have been verified and approved by the authority. (About 9 milestones during the period of 45 weeks). This makes it a total of approximately 13 milestones. After successful completion of each of the milestones, the bidder shall be eligible for payment as per the volume scanned and indexed for the respective milestone. The verification of the documents scanned and entered into the system shall be done by the nodal officer of that department / record room (who would in turn take the help of a desk officer). The documents would deem to have been verified only upon signoff by the nodal officer concerned. Scanning of blank pages, page separators etc. shall not be counted toward payment. The payment for each of the milestones would be as follows
Payment =
[ Number of images (pages) correctly scanned in a department/record
room * rate per image (page) as quoted in the commercial bid applicable penalty for the images scanned in that department/record room (as detailed in the SLA section) ] * 70%
Document Management System for Mantralaya As seen above, only 70% of the payments would be processed to being with. The remainder 30% shall be paid in six equal installments after every successful six month of maintenance and support.
7.2 Indemnity
a. Subject to Article (b) below, Service Provider (the "Indemnifying Party") undertakes to indemnify the Director, DIT, GoM (the "Indemnified Party") from and against all losses, claims or damages on account of bodily injury, death or damage to tangible personal property arising in favor of any person, corporation or other entity (including the Indemnified Party) attributable to the Indemnifying Party's performance or nonperformance under this Agreement or the SLA. b. The indemnities set out in Articles (a) shall be subject to the following conditions: (i) the Indemnified Party, as promptly as practicable, informs the Indemnifying Party in writing of the claim or proceedings and provides all relevant evidence, documentary or otherwise; (ii) the Indemnified Party shall, at the cost of the Indemnifying Party, give the Indemnifying Party all reasonable assistance in the defense of such claim including reasonable access to all relevant information, documentation and personnel provided that the Indemnified Party may, at its sole cost and expense, reasonably participate, through its attorneys or otherwise, in such defense; (iii) if the Indemnifying Party does not assume full control over the defense of a claim as provided in this Article, the Indemnifying Party may participate in such defense at its sole cost and expense, and the Indemnified Party will have the right to defend the claim in such manner as it may deem appropriate, and the cost and expense of the Indemnified Party will be included in Losses; (iv) the Indemnified Party shall not prejudice, pay or accept any proceedings or claim, or compromise any proceedings or claim, without the written consent of the Indemnifying Party; (v) all settlements of claims subject to indemnification under this Article will: (a) be entered into only with the consent of the Indemnified Party, which consent RFP Document Directorate of Information Technology, Government of Maharashtra - 39 -
Document Management System for Mantralaya will not be unreasonably withheld and include an unconditional release to the Indemnified Party from the claimant for all liability in respect of such claim; and (b) include any appropriate confidentiality agreement prohibiting disclosure of the terms of such settlement; (vi) the Indemnified Party shall account to the Indemnifying Party for all awards, settlements, damages and costs (if any) finally awarded in favor of the Indemnified Party which are to be paid to it in connection with any such claim or proceedings; (vii) the Indemnified Party shall take legally permissible steps that the Indemnifying Party may reasonably require to mitigate or reduce its loss as a result of such a claim or proceedings; and (viii) in the event that the Indemnifying Party is obligated to indemnify an Indemnified Party pursuant to this Article, the Indemnifying Party will, upon payment of such indemnity in full, be subrogated to all rights and defenses of the Indemnified Party with respect to the claims to which such indemnification relates
7.3 Publicity
Neither Party may use the trademarks of the other Party without the prior written consent of the other Party. Except as required by law or the rules and regulations of each stock exchange upon which the securities of one of the Parties is listed, neither Party shall publish or permit to be published either along or in conjunction with any other person any press release, information, article, photograph, illustration or any other material of whatever kind relating to this Agreement, the SLA or the business of the Parties without prior reference to and approval in writing from the other Party, such approval not to be unreasonably withheld or delayed.
7.4 Force Majeure

1. Force Majeure would include natural and unavoidable catastrophe that interrupts the expected course of events. 2. The bidder shall not be liable for penalty, liquidated damages or termination for default, if and to the extent that, his delay in performance or other failure to perform his obligations under the contract is the result of an event of Force Majeure. RFP Document Directorate of Information Technology, Government of Maharashtra - 40 -
Document Management System for Mantralaya 3. For purposes of this clause, Force Majeure means an event beyond the control of the bidder and not involving the bidder and not involving the bidders fault or negligence and not foreseeable. Such events may include, but are not restricted to, instances of, wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes which would have an impact on DIT, GoM. 4. If a Force Majeure situation arises, the bidder shall promptly notify DIT, GoM in writing of such conditions and the cause thereof. Unless otherwise directed by DIT, GoM, the bidder shall seek all reasonable alternative means for performance not prevented by the Force Majeure event. 5. The Force Majeure circumstances and events shall include the following events to the extent that such events or their consequences (it being understood that if a causing event is within the reasonable control of the affected party, the direct consequences shall also be deemed to be within such party's reasonable control) satisfy the appropriate definition as per this agreement. Without limitation to the generality of the foregoing, Force Majeure Event shall include the following classes of events and circumstances and their effects: 6. Natural events (Natural Events) to the extent they satisfy the foregoing requirements including: Any material effect on the natural elements, including lightning, fire, earthquake, cyclone, flood, storm, tornado, or typhoon; Explosion or chemical contamination (other than resulting from an act of war); Epidemic such as plague; Any event or circumstance of a nature analogous to any of the foregoing.
7. Other Events (Political Events) to the extent that they satisfy the foregoing requirements including: Act of war (whether declared or undeclared), invasion, armed conflict or act of foreign enemy, blockade, embargo, revolution, riot, insurrection, civil commotion, act of terrorism or sabotage; Strikes, work to rules, go-slows which are either widespread, nation-wide, or state-wide and are of political nature; Any event or circumstance of a nature analogous to any of the foregoing.
7.5 Resolution of disputes

a. DIT, GoM and the successful bidder 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. b. Any dispute or difference whatsoever arising between the parties to this Contract out of or relating to the construction, meaning, scope, operation or effect of this Contract or the validity of the breach thereof, which can not be resolved through the above mentioned method, shall be referred to a sole Arbitrator to be appointed by mutual consent of both the parties herein. If the parties cannot agree on the appointment of the Arbitrator within a period of one month from the notification by one party to the other of existence of such dispute, then the Arbitrator shall be nominated by the Secretary, Law Department, Government of Maharashtra (Law Secretary). The provisions of the Arbitration and Conciliation Act, 1996 will be applicable and the award made there under shall be final and binding upon the parties hereto, subject to legal remedies available under the law. Such differences shall be deemed to be a submission to arbitration under the Indian Arbitration and Conciliation Act, 1996, or of any modifications, Rules or re-enactments thereof. The Arbitration proceedings will be held at Mumbai, Maharashtra, India.
7.6 Right to accept or reject any or all offers

DIT, GoM reserves the right to accept or reject any proposal, and to annul the tendering process and reject all proposals at any time prior to award of contract, without thereby incurring any liability to the affected bidder or bidders or any obligation to inform the affected bidder or bidders of the grounds for DIT, GoM's action.
Annexure
A. Departments in Mantralaya
Following is the list of departments in Mantralya 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 ADF Agriculture Co-operation Textile Employment & Self Employment Environment GAD GAD - IT Publicity Housing Higher Education Technical Education Home - Police Tourism & Cultural Affairs Home Transport & Excise Water Resources CADA Energy Industry Labour Law & Judiciary Women & Child Development. Medical Education Department
24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43
Planning EGS Public Health PWD - Building PWD - Roads Forest Relief & Rehabilitation Revenue Rural Development Water Conservation School Education Sports Social Justice Tribal Development Urban Development VJNT, OBC WD Water Supply & Sanitation Finance Minorities Development Food & Civil Supply
B. Estimated Scanning Volume

The following is an estimation of the scanning volumes in terms of number of sides (images) that the bidder would have to scan Record rooms S. No. 1. Location Archived records / files in four record store rooms 2. Live with departments Total 2,08,00,000 records/files lying 14,000 200 28,00,000 No. of Records/Files 90,000 No. of sides per record 200 Total images 1,80,00,000
individual
There shall be a deviation of +/- 25% from the estimated figure. The bidder is advised to take this variation into consideration during the preparation of the bid.
C. Minimum Specification of Hardware

Servers Following are the minimum specifications for all the required servers: 1. The server(s) must be from any of the Top 3 OEM based on the latest IDC data for market share and must carry a minimum of 3 years comprehensive parts and on-site warranty. The servers shall be of Blade Server type. 2. The server sizing, number of servers required and specification must be provided by the successful bidder based on the application and architecture requirement. 3. Each of the servers supplied should carry a TPC-C performance rating (tpmC) of at least 100,000. 4. Each of the servers should have 8 GB RAM (expandable to 32 GB) and 160 GB HDD. 5. The specified servers must be current/ recent in the supplier's product line. Servers must not be obsolete and must be fully supported by the product supplier. 6. Server must have capability partitions to run independent OS instance on each partition 7. Servers must have adequate and standard Driver support for accessing and storing information 8. The configuration proposed is expected to have adequate upgrade capability in terms of processors, memory, disk storage, etc. This should be achievable with minimum disruptions to processes and users with minimum additional investment 9. The servers should not have a single point of failure, and must have the RAID controller which supports RAID level 0, 1 and 5 RAID protection. 10. The servers should have future-proofing design to ensure that capacity expansion is possible without completely changing or replacing the server or its components. 11. Appropriate Test/Staging servers must also be proposed by the successful bidder. These Test/Staging servers shall remain the property of the bidder and he shall take it back from project Go-Live. 12. The bidders should also provide the requisite I/O Device like Monitor (15 TFT), Keyboard (Heavy duty etched keyboard) and Mouse (PS2 Type) etc for the Servers. 13. Severs should support capabilities for centralized configuration and control RFP Document Directorate of Information Technology, Government of Maharashtra - 46 -
Storage Area Network SAN specifications shall have the following specifications: The storage array shall be configured with at least 4 GB total cache scalable to 16 GB mirrored across two storage controllers for disk I/O operations. Storage subsystem shall support 73GB, 146GB, 300GB 15K RPM disks and 400GB or higher 10K RPM Fibre channel drives & 750GB, 1TB SATA or higher SATA/equivalent drives in the same device array The storage system should be pre-configured with at least 4 TB of useable Storage Capacity implemented configured using Fiber Channel Hard Disks @ 300 GB 15 K RPM drives on RAID 5 (4 D + 1 P). The Storage should have at least 16 Gbps port bandwidth for the connectivity to servers and at least 16 Gbps port bandwidth (aggregated) for disk connectivity. All the necessary software to configure and manage the storage space, RAID configuration, logical drives allocation, virtualization, snapshots (including snap clones and snap mirrors) for configured capacity etc. Redundant power supplies, batteries and cooling fans and data path and storage controller. Load balancing must be controlled by system management software tools. Multi-path & Load balancing software for all SAN connected servers shall be provided. The storage array must have complete cache protection mechanism either by destaging data to disk or providing complete cache data protection with battery backup for up to 72 hours or more. The storage array must have the capability to do array based remote replication using FCIP or IP technology. The storage array should support Synchronous and Asynchronous replication. The storage array should support Operating System Platforms & Clustering including: Windows Server 2003 (Enterprise Edition), Sun Solaris, HP-UX, IBMAIX, Linux. Storage should support non-disruptive online firmware upgrade for both Controllers and disk drives.
Document Management System for Mantralaya The storage array should support hardware based data replication at the array controller level across all models of the offered family. The storage should provide automatic rerouting of I/O traffic from the host in case of primary path failure. Should provision for LUN masking, fibre zoning and SAN security. Should support storage virtualization, i.e. Easy logical drive expansion. Should support hot-swappable physical drive raid array expansion with the addition of extra hard disks. The storage system should be scalable from 4 TB to 10 TB Should be able to allocate logical spaces to multiple operating Systems in the same storage facility. Should be able to support clustered and individual servers at the same time. Should be able to take "snapshots" of the stored data to another logical drive for backup purposes. Should be configured with "snapshots and clone" for the entire capacity. Vendor should also offer storage performance monitoring and management software. The vendor must provide the functionality of proactive monitoring of disk drive and storage system for all possible hard or soft disk failure.
D. Format for Commercial Bid

A single quote is being asked in the commercial bid. The rate in the commercial bid would have to be filled in the following format. Sl. No. A Cost Item Price per side (image) of scanning Cost Rs. Per side (image)
Note: o The bidder should take care that rate mentioned above sufficiently covers the expenses that the bidder shall incur for application software, system software, database licenses, hardware, resource employed for the project and maintenance as mentioned in the scope of work. o The above charge/fee should be inclusive of any applicable relevant tax except Service Tax. Service Tax shall be reimbursed based on the submission of proof of actual service tax payments made by the bidder.
E. Bid Document Format

The bid document submitted by the bidder should at least contain the following 1. Covering letter 2. Authority letter 3. Authorization letters from OEM 4. Qualification Criteria Compliance Sheet 5. Particulars of Bidder/Consortium 6. Profile of Key Personnel 7. Proposed Resource Deployment 8. Project details and methodology
1. Covering letter
[Date] To Director Directorate of IT Government of Maharashtra 7th Floor, Mantralaya Main Building Mumbai 400 032 Ref: Request for Proposal Document Management System for Mantralaya Dear Sir, Having examined the RFP, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to provide the professional services as required and outlined in the RFP for the Document Management System Project of the Directorate of IT, Government of Maharashtra. To meet such requirements and provide such services as required are set out in the RFP. RFP Document Directorate of Information Technology, Government of Maharashtra - 50 -
We attach hereto the technical response as required by the RFP, which constitutes our proposal. We undertake, if our proposal is accepted, to adhere to the implementation plan (Project schedule for providing Professional Services in commissioning, implementation, operation and maintenance of the DMS put forward in RFP or such adjusted plan as may subsequently be mutually agreed between us and DIT, GoM or its appointed representatives. If our proposal is accepted, we will obtain a performance bank guarantee issued by a nationalized bank in India, acceptable to DIT, GoM , for a sum of ----------- for the due performance of the contract. We agree for unconditional acceptance of all the terms and conditions set out in the RFP document and also agree to abide by this tender response for a period of SIX MONTHS from the date fixed for bid opening and it shall remain binding upon us with full force and virtue, until within this period a formal contract is prepared and executed, this tender response, together with your written acceptance thereof in your notification of award, shall constitute a binding contract between us and DIT, GoM. We confirm that the information contained in this proposal or any part thereof, including its exhibits, schedules, and other documents and instruments delivered or to be delivered to DIT, GoM is true, accurate, and complete. This proposal includes all information necessary to ensure that the statements therein do not in whole or in part mislead DIT, GoM as to any material fact. We agree that you are not bound to accept any tender response you may receive. We also agree that you reserve the right in absolute sense to reject all or any of the products/ services specified in the tender response. It is hereby confirmed that I/We are entitled to act on behalf of our company/ corporation/ firm/ organization and empowered to sign this document as well as such other documents, which may be required in this connection.
Document Management System for Mantralaya Date : (Signature) (Name) (In the capacity of ______________) [Seal / Stamp of bidder] Witness Signature: Witness Name: Witness Address: ----------------------------------------------------------------------------------------------------------------------CERTIFICATE AS TO AUTHORISED SIGNATORIES I,,, the Company Secretary of ., certify that who signed the above Bid is authorized to do so and bind the company by authority of its board/ governing body. Date: Signature: (Company Seal) (Name)
2. Authority Letter
This needs to be duly filled up and submitted along with the bid To Director Directorate of IT Government of Maharashtra 7th Floor, Mantralaya Main Building Mumbai 400 032 < Bidder's Name>, < Designation>, is hereby authorized to sign relevant documents
on behalf of the Company in dealing with RFP of reference<RFP No. and Date>. He is also authorized to attend meetings and submit Technical and Commercial information as may be required by you in the course of processing above said RFP. Thanking you, Authorized Signatory (Name) Companys Seal. Name & Signature of Authorized Person
3. Authorization letters from OEMs

Date: To Director Directorate of IT Government of Maharashtra 7th Floor, Mantralaya Main Building Mumbai 400 032 Reference: Supply, Implementation and Post implementation support for the Document Management System for Government of Maharashtra Sir, We _______________________, (name and address of the manufacturer) who are established and reputed manufacturers/designers of __________________ having factories/offices at __________________ (addresses of 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/product manufactured/designed 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 OEM and should be signed by a person competent and having the power of attorney to bind the manufacturer.
4. Particulars of the Bidder / Consortium

Please ensure that your response clearly answers all the questions. If you use additional schedules or documentation to support your response, make sure that they are clearly cross-referenced to the relevant question. A. General Profile of the Company (Companies in case of Consortium)
Name and Address of the Company With Telephone Nos., Fax, E-mail and Website Date of Incorporation Offices situated at different locations Address of Software Development
facilities in India Address of Office in Maharashtra
Authorized Signatory <Name> Seal ---------------------------B. Name and Details of the person to whom all references shall be made regarding the tender
Document Management System for Mantralaya Name: Fax No.: Mobile: Place: Date: Company Seal Signature: Telephone: E-mail:
C. Relevant Certificates
Sl. No.
Name
of
the
Certified by
Date certification
of
Certificate Valid date upto
certificate
The qualification criteria documents that shall be prepared shall be prepared in the following format.
5. Qualification criteria compliance sheet

The qualification criteria compliance sheet has to be prepared in the following format. S. No Criteria Supporting document details and Page No. 1. The bidder (each of the bidders in case of a consortium) must be a registered corporate in India, registered under the Companies Act 1956, or a Govt. Organization. The prime bidder should be operating in India for the last five years Complied with (Yes / No)
Document Management System for Mantralaya 2. The bidder (each of the bidders in case of a consortium) should be a profit making company during each of the last three years. The prime bidder should have a turnover of at least Rs. 30 Crores from Imaging / Scanning and Document management solution related business for each of the last 3 years. The bidder (prime bidder in case of consortium) should have experience of at least 3 projects in implementing turn-key Enterprise Data Management System over the last 3 years of similar nature. The scanning volume of each of the projects should be at least One Crore images. The bidder (prime bidder in case of consortium) should have experience of at least 1 project in implementing turn-key Enterprise Data Management System over the last 3 years of similar nature with the Government / Public sector organizations. The scanning volume of the project should be at least fifty lakh images. Reference to contain name of organization, individual/s to contact, phone number and address The bidder (prime bidder in case of consortium) should have ISO 9001:2000 certification for the enterprise-wide business. The Document Management Solution offered by the bidder should have at least 20 installations in India The company should submit valid documentary proof of Sales Tax/VAT registration number and the details of income tax registration (PAN).
3.
4.
5.
6.
7.
8.
The compliance sheet above should be followed by the documentary proof for each of the criteria mentioned above. The documentary proof would have to be arranged in the same order as the criteria mentioned above.
6. Profile of Key People

Please attach the profiles of the key people who would be involved during the course of this project. The profile shall necessarily include the following details in the format mentioned below
Document Management System for Mantralaya 1. Proposed Position: 2. Name of Firm and Years with the Firm [Insert name of firm proposing the staff]:
3. Name of Staff [Insert full name]: 4. Date of Birth: 5. Education Nationality:
[Indicate college/university and other specialized education of staff
member, giving names of institutions, degrees obtained, and dates of obtainment]:
6. Membership of Professional Associations:
7. Other Training [Indicate significant training since degrees the have already been mentioned under 5]:
8. Languages [For each language indicate proficiency: good, fair, or poor in speaking, reading, and writing]:
9. 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.]: RFP Document Directorate of Information Technology, Government of Maharashtra - 58 -
Document Management System for Mantralaya From [Year]: Employer: Positions held: 10. Detailed Tasks Assigned 11. 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 [List all tasks to be performed under this assignment] Name of assignment or project: Year: Location: Client: Main project features: Positions held: Activities performed: assignments that best illustrate staff capability to handle the tasks listed under point 11.] To [Year]:
12. Certification: I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes me, my qualifications, and my experience. I understand that any wilful misstatement described herein may lead to my disqualification or dismissal, if engaged. Date: [Signature of staff member or authorized representative of the staff] Full name of authorized representative: Day/Month/Year
7. Proposed Resource Deployment

Brief Sr. No Resource Level Responsibility Description of No. of Resources deployed at the proposed level Qualification Certifications, Technical Degree/Diploma
Please provide details for each Core Project Team Member in following format: Sr. No. 1 2 3 4 5 6 7 Item Name Specify role to be played by him/her Current job title Experience in years. Number of years with the organization Current job responsibilities Summary of Professional / Details
Document Management System for Mantralaya Domain experience 8 Skill sets Highlights of assignments 9 handled and significant accomplishments 10 Educational Background,
Training/Certifications
8. Project details and methodology

1. The Bidder is required to submit the proposed technical solution in detail. Following should be captured in the explanation: a. Understanding of the requirements b. Clear description of the proposed solution c. Project Management Methodology (Initial phase of scanning and indexing and post Go-Live methodologies d. Risk Management Methodology proposed e. Extent of compliance to technical requirements specified in the scope of work f. Strength of the Bidder to provide services including examples or case-studies of similar solutions deployed for other clients g. Clear description of training methodology 2. The Bidder should provide detailed design of the system. Various other details need to cover following. a. IT Components design - Approach & Methodology for Installation & Configuration of: i. Computing (Servers, OS, Databases, Scanners etc.) infrastructure ii. Other infrastructure b. Operations & Maintenance i. ii. Help Desk Services and problem resolution System Maintenance & Management
Document Management System for Mantralaya iii. System / Database Administration
c. Bill of Materials (BOM) quantity of detailed specifications of each of the items mentioned i. ii. IT Hardware IT Software
3. Project Plan addressing the following subject: (a) (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) Project Organization and Management Plan; DMS implementation plan Pre-commissioning, Operational and User Acceptance Testing Plan Delivery and Installation Plan Training Plan Risk Management Plan Change Management Plan Sustenance Plan Warranty Service Plan Task, Time, and Resource Schedules Technical Support Plan Quality Assurance and Control Process details which must include (but not limited to) detailing on Metrics, Reviews, Problem Reporting and Corrective action etc. (m) Technical and Operational Process which must include (but not limited to) detailing on Methods, Tools, Techniques etc. Note: a. All the pages (documentary proofs and other documents that may be attached) should contain page numbers and would have to be serially numbered. b. Inadequate information will lead to disqualification of the bid.
F. Abbreviations
S. No. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. Abbreviation BOM COTS DIT, GoM DMS DPI EMD NDA OCR OEM PBG RACI Matrix RDBMS RFP SAN SDC SLA TPC C Bill of materials Customizable Off the Shelf Solution Department of IT, Government of Maharashtra Document Management System Dots Per Inch Earnest Money Deposit Non Disclosure Agreement Optical Character Recognition Original Equipment Manufacturer Performance Bank Guarantee Responsible, Approve, Consult, Inform Matrix Relational Database Management System Request for Proposal Storage Area Network State Data Center Service Level Agreement Transaction Processing Performance Council Rating Expansion

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Document Management System for Mantralaya Request for Proposal

Document Management System for Mantralaya

Directorate of Information Technology, Government of Maharashtra Tender Ref: DIT09/FILE-70/39

Document Management System for Mantralaya

Qualification criteria and Bid evaluation _______________________________ 11

Scope of work _____________________________________________________ 17

RFP Document Directorate of Information Technology, Government of Maharashtra -2-

Document Management System for Mantralaya

Service level agreements_____________________________________________ 31

Terms and conditions _______________________________________________ 38

RFP Document Directorate of Information Technology, Government of Maharashtra -3-

Document Management System for Mantralaya

RFP Document Directorate of Information Technology, Government of Maharashtra -4-

Document Management System for Mantralaya

2.2 Bidding schedule

RFP Document Directorate of Information Technology, Government of Maharashtra -5-

11/09/2009 by 16.30 Hrs IST

2.3 General instruction to bidder

RFP Document Directorate of Information Technology, Government of Maharashtra -6-

2.4 Important limits and values

Period for signing contract

2.5 Timely submission

RFP Document Directorate of Information Technology, Government of Maharashtra -7-

2.6 Amendment of RFP document

2.7 Late bids

2.8 Opening of bids

RFP Document Directorate of Information Technology, Government of Maharashtra -8-

2.9 Contacting DIT, GoM

2.10 Bid submission instructions

Scan the documents and create a softcopy wherever needed

RFP Document Directorate of Information Technology, Government of Maharashtra -9-

2.11 Tender Evaluation Committee

2.12 Address for bid submission and correspondence

RFP Document Directorate of Information Technology, Government of Maharashtra - 10 -

Document Management System for Mantralaya

3 Qualification criteria and Bid evaluation

phone number and address

RFP Document Directorate of Information Technology, Government of Maharashtra - 11 -

RFP Document Directorate of Information Technology, Government of Maharashtra - 12 -

Document Management System for Mantralaya

3.2 Bid evaluation

RFP Document Directorate of Information Technology, Government of Maharashtra - 13 -

3.3 Award of contract

RFP Document Directorate of Information Technology, Government of Maharashtra - 15 -

RFP Document Directorate of Information Technology, Government of Maharashtra - 16 -

Document Management System for Mantralaya

4.1 Application software (DMS)

RFP Document Directorate of Information Technology, Government of Maharashtra - 17 -

Document Management System for Mantralaya

RFP Document Directorate of Information Technology, Government of Maharashtra - 19 -

RFP Document Directorate of Information Technology, Government of Maharashtra - 20 -

RFP Document Directorate of Information Technology, Government of Maharashtra - 21 -

RFP Document Directorate of Information Technology, Government of Maharashtra - 22 -

RFP Document Directorate of Information Technology, Government of Maharashtra - 23 -

4.3 Other software

4.4 Maintenance & Support

Document Management System for Mantralaya

RFP Document Directorate of Information Technology, Government of Maharashtra - 26 -

Document Management System for Mantralaya

Software installation (application, system and database T + 3 weeks software)

Commencement of scanning and indexing of records at T + 3 weeks record store rooms

Commencement of scanning and indexing of records at T + 3 weeks departments

T + 33 weeks T + 43 weeks T + 44 weeks

Completion of comprehensive onsite maintenance and (T+45 W) + 3 years