Professional Documents
Culture Documents
Tender Document
for
Recruitment Process Management System [RPMS]
along with the supply of Application forms,
Answer / Response sheets
www.tnpsc.gov.in
Advertisement No.291
Sealed tenders are invited from reputed companies / firms with relevant
experience, up to 03.00 PM on 01.03.2012 for Recruitment Processing
Management System (RPMS) along with the supply of Application form,
Answer / Response sheet and other related works for a period of three years.
Tender documents with the specification of terms and conditions, form
for Technical Bid and Commercial Bid etc., can be downloaded from the
websites www.tenders.tn.gov.in or www.tnpsc.gov.in
A sum of Rs.1,000/- (Rupees One thousand only) has to be paid along
with Tender Application towards the Tender Fee in the form of Demand Draft
obtained from any Nationalised Bank drawn in favour of The Secretary, Tamil
Nadu Public Service Commission, Chennai 6, payable at the State Bank of
India, Service Branch (8443), Chennai. The fee paid towards processing of
application will not be refunded.
A Pre-bid Conference will be held on 21.02.2012 at the Commissions
Office. The Technical Bid of the Tenders received up to 03.00 PM on
01.03.2012 will be opened by the Secretary, Tamil Nadu Public Service
Commission or any other Officer authorised by him on his behalf at the
Commissions Office by 04.00 PM on 01.03.2012.
Secretary,
Tamil Nadu Public Service Commission.
TIME LINE
Events
Target Date
Tender reference
Technical Bids
5
6
7
8
CONTENTS
#
I
Contents
1.Background
2.Objectives
Page No.
1
2-3
3-5
2.Scope of work
Activity 1
Activity 2
Activity 3
5-6
6-18
3.General Terms and Conditions
i)Period of Contract
ii)Eligibility Criteria
iii)Cost of Tender Document
iv)Non-transferable Bid
v)Rejection of Bid
vi)Language of bid
vii)Bid Currency
viii)Earnest Money Deposit (EMD)
ix)Presentation of the solution
x)Security Features
xi)Security Audit
xii)Service Level Agreement(SLA)
xiii)Access Rights Management:
xiv)Administration
xv)Standards of Performance
xvi)Responsibilities
A. Responsibilities of the System Integrator:
B. Responsibilities of TNPSC:
xvii) Software Requirement Specification(SRS)
xviii)Pilot run and parallel run
xix) Open Source Platform:
xx) Testing
xxii) Documentation
xxiii)Database Management
xxiv) Disaster Recovery
18-22
22-26
27-29
29-33
33
9. Data Export
34
34
35-37
38-39
Annexure I
40
Annexure II
41-48
49-53
I. BACKGROUND
1. About TNPSC
Tamil Nadu Public Service Commission is mandated with the task of
making Direct Recruitment to State, Subordinate and Ministerial Services
and also conducts Department Tests for Government Servants. TNPSC
has always aimed to consistently upgrade and improvise systems and
procedures of selection in order that the best talent is attracted to Public
Service, strictly in accordance with the policies of Government of
Tamil Nadu and rules & regulations formulated by TNPSC.
Page 1 of 53
Signature of the Bidder with Seal
2. Objectives
The overall objective of the RPMS is to establish a fair, transparent and
effective Recruitment Process Management System at a reduced cycle
time and cost.
The broad objectives of the Project are as follows:a) Increase Operational Efficiency: By leveraging the available
Information Technology solutions, TNPSC aims to completely
automate its recruitment process in an integrated platform and
reduce the repetitive paperwork/records through computerization
of the entire back-office functions.
Page 2 of 53
Signature of the Bidder with Seal
means
the
agreement
entered
into
between
the
Page 3 of 53
Signature of the Bidder with Seal
f) The Goods means all the all the material/ services, which the
System Integrator is required to supply to the Tendering Authority
under the Contract;
g) RPMS as per this tender document means Intranet based end-toend Automated user friendly Recruitment Process Management
System with secured web interface.
h) Services
means
services
ancillary
to
the
Scope
of
Work
2. Scope of work
end-to-end
Automated
user
friendly
Recruitment
Process
Activity 1
Design and supply of various forms like Application Forms,
Answer/Response sheets Hall tickets, Attendance sheet with suitable and
adequate security features as per the specification given by TNPSC from
time to time. This activity mainly involves the supply of 110 GSM OMR as
well as 90 GSM pre-printed stationery and it is the prerogative of TNPSC
to choose any of them during the contract period as may be decided by
TNPSC from time to time.
Activity 2
This process is related to the Scanning and processing of Application
forms, Answer sheets/ Response sheets. Hence activity 2 comprises of
Image processing and Data processing comprising of Data extraction,
Verification and Validation in respect of various forms defined in Activity 1
and generation of all kinds of results and printing of all necessary reports
like Hall tickets, Mark list and Rank list and various other reports as may
be specified by TNPSC from time to time by using bidders own hardware
and customised Application Software to meet the requirements of TNPSC
including uploading of the same in the Commissions Website (TNPSC
shall supply only the requisite non pre-printed stationery as the case may
be, and the System Integrator should use their own printer and related
consumables etc.)
Page 5 of 53
Signature of the Bidder with Seal
Activity 3
This process is related to the Image and Data processing of
Descriptive
Answer
sheets/
Response
sheets.
It
includes
Digital
Only those firms that had an annual turnover of Rs.20 crore from IT
and ITES business for any two years during the period between
2008-09 and 2010-11 should apply.
Only those firms that had executed any of the Activities defined in
Clause
II.2
of
this
tender
document
with
at
least
three
years
should apply.
Only those firms that have valid VAT, Service Tax and PF
registration Certificate and Valid TIN Number should apply
Only those bidders who are capable of undertaking all the three
activities specified in Clause II.2 of this tender document should
only apply.
All above eligibility conditions are mandatory and the firms not fulfilling
all the above conditions shall not be considered and shall be summarily
rejected. However for the evaluation of the technical bids and awarding of
marks, the Technical Evaluation Committee shall evaluate the bids based
on the criteria specified in this tender document.
tender
document
and
supporting
documents
may
be
failing which
such
the
be
summarily rejected.
Page 7 of 53
Signature of the Bidder with Seal
iv) Non-transferable
The tender document is not transferable.
v) Rejection of Bid
The Secretary, Tamil Nadu Public Service Commission reserves the
right to accept / reject / release or relax any or all or part of the
bids received on the due date without assigning any reason
whatsoever.
Page 8 of 53
Signature of the Bidder with Seal
within 7 days from the date of issue of award of the contract by the
Tendering Authority.
b) Offers received without Earnest Money Deposit or without enclosing
the proof for claiming exemption shall be rejected. Payment of EMD
by cash will not be accepted.
The Earnest Money Deposit shall be forfeited and Bid shall be rejected:
Audit
which
includes
Vulnerability
Assessment
and
Restriction
of
Access to system
processing functions /
2.
3.
bidders
should
specify
clearly
in
their
Proposed
solution does not contain the objective SLA, the technical bid will
not be considered for further evaluation.
(ii)
(iii) User types will be(a) Administrator to handle the application having all the
Read/ Write
access
xiv) Administration
(i)
(ii)
(iii)
Page 12 of 53
Signature of the Bidder with Seal
xvi) Responsibilities
A. Responsibilities of the System Integrator:
i.
ii.
iii.
iv.
Shall bring in all the required Hardware and Software including all
kinds of consumables required for executing the contract awarded to
him at his cost
v.
vi.
Shall be responsible for any other thing that is required for executing
the contract awarded to him except that that shall provided by TNPSC
as stated in this tender document
vii.
Page 13 of 53
Signature of the Bidder with Seal
B. Responsibilities of TNPSC:
a. Provide information/data/clarifications
e. The SRS document shall clearly define the inputs to the program,
configurable parameters, result formats, reports etc. It shall have the
flow charts describing the logic of result processing.
g. After successful trials on test data, the software shall be deployed for
actual result processing.
Page 15 of 53
Signature of the Bidder with Seal
xx) Testing
i.
The System Integrator shall thoroughly test the software at his site
before its deployment on Production site for proper functioning (data
entry, processing, and printing). TNPSC shall provide necessary test
data and sample reports for the same.
ii.
xxii) Documentation
The System Integrator shall provide proper documentation as well as user
manual in hard copy format, in soft copy format and along with on-line help.
The
System
Integrator
shall
be
responsible
for
end-to-end
ii.
iii.
iv.
Page 16 of 53
Signature of the Bidder with Seal
v.
The System Integrator shall take regular backups for all databases in
accordance with the backup and archive policies and conduct recovery
whenever required with appropriate permissions.
vi.
The System Integrator shall provide and use of DBA tools including
Data Warehousing and Data Mining Tools related to performing
database creation, maintenance, and database monitoring tasks.
vii.
After rectifying the mistakes, if any, and after all the processing is
over, all the data be handed over to the Commission in the required
database structure like latest version of MS Excel, MS Access, .dbf &
MS SQL etc.
viii.
All the data be preserved for six months from the date of reports and
thereafter are to be submitted to this office or till specific instructions if
given earlier.
ix.
x.
i) Contents of Envelopes:
Bids shall have to be submitted in two separate Envelopes
comprising of Technical Bid in Envelope I & Commercial Bid in Envelope
II. All two inside envelopes should be separately securely sealed and / or
stamped. The sealed envelopes must be super-scribed with the following
information:
Annexure-II)
VAT
Registration
Certificate
from
concerned
Government
Department
Proof
of
Clause
having
II.2
of
executed
this
any
tender
of
the
activities
document
in
defined
atleast
in
three
IT and ITES business during any two years between 2008-09 and
2010-11
Infrastructural details
b. The Technical BID (T.B.) shall be complete in all respects and contain
all information asked for, except prices. It shall not contain any price
information. The T.B. shall indicate whether all services asked are
quoted for and that all requirements therefore are also quoted for. The
Technical Bid must be submitted in an organized and neat manner.
No documents, brochures, etc. shall be submitted in loose form. All the
pages shall be serially numbered.
c. Tenders shall be forwarded on the letter Head of the firm, which should
contain Phone Number/Fax Number. /URL, email, and other details of
the firm.
Page 19 of 53
Signature of the Bidder with Seal
b) The Bidders shall seal the envelope No.I as Technical envelope and
Envelope
envelopes,
No.II
duly
as
Commercial
marking
the
envelope
envelopes
in
as
separate
inner
Envelope
No.1,
Page 20 of 53
Signature of the Bidder with Seal
Page 21 of 53
Signature of the Bidder with Seal
by
the
Secretary,
Tamil
Nadu
Public
Service
5. EVALUATION METHODOLOGY
Page 22 of 53
Signature of the Bidder with Seal
f) The financial bid of only those bidders who have got the qualifying
mark of 60 and above will be considered for further evaluation and
hereinafter called technically qualified bidders and shall be opened
on a date to be communicated after the evaluation of all the
technical bids.
g) The evaluation of the technical bids by Technical Evaluation
committee
shall
be
based
on
the
parameters
given
in
to
working
with
Government
Departments
PSUs
/Academic Institutions
e) Capacity to handle large volume
f) Quality Certification in the relevant field
g) Client Feedback about the track record
h) Service Level Agreement
i) Additional Features as offered by the bidder
The above list is only an indicative list but not an exhaustive one and
therefore the Technical Evaluation Committee shall have the right to look
into any other criteria in the proposed solution offered by the bidder. If
necessary, the Technical Evaluation Committee may conduct System
Audit at the office of the bidder to satisfy itself as to whether the claims
made by such bidders are genuine or not with special reference to
available infrastructure.
Page 23 of 53
Signature of the Bidder with Seal
The marks scored by those bidders who have got not less than 60
marks shall be considered for further evaluation at 60% weight-age.
iii) Opening of Commercial Bids
Commercial Bids of only technically qualified Bidders as mentioned above
will be opened on a date that shall be announced after the evaluation of
all the technical bids as above. The date will not be later than 60 days
from the date of opening of technical bid.
The Tendering Authority reserves the right to open Commercial Bid even
if one Bidder qualifies the Technical Bid or only one Bid is received in
response to the Tender Notice.
All the unopened commercial bids will be destroyed after three months
from the date of opening of commercial bids.
1:2:2
as defined in
The bids of only those bidders who get the highest composite score as
calculated above in respect of (a) all the items of work defined in the
scope of the work in Clause II.2 of this tender document or (b) each
item of work defined in the scope of work in this tender document shall be
considered for the award of the contract subject to the condition that the
Tendering Authority
a) reserves its right to enter into negotiation with such bidders with a
view to get the best possible, efficient and cost effective solution
and
b) reserves its right to award all the three activities either to one or
more bidders at the negotiated final rate or any one or more
activities to one or more bidders at the negotiated final rate.
Page 25 of 53
Signature of the Bidder with Seal
Page 26 of 53
Signature of the Bidder with Seal
6. Commercial Terms
i) Payment Schedule
a) No advance payment will be made.
and
after
verification
of
the
services/reports/tasks
d) The payment shall be made by Electronic Fund Transfer (EFT) or epayment or by cheque. The System Integrators are therefore
requested to indicate EFT No. and other relevant details in your
offer / bill (s).The Bidder must submit their Bankers name,
address, Type of Account & Account. No. and IFSC no. etc. System
Integrators are required to submit an authorization form duly
signed for e-payment to them.
Page 27 of 53
Signature of the Bidder with Seal
b) Rates should be all inclusive except only the taxes payable to the
State/Central Government and the bidders should specifically state
the presently applicable percentage of VAT or CST and Service tax.
c) The rate quoted must be FIRM throughout the contract period. Only
one rate to be quoted for each item/sub item strictly as per
prescribed specification. Variation in rates shall not be considered
under no circumstance whatsoever.
iii) Penalty
a) Any delay in the time schedule prescribed by Tendering Authority
shall attract a penalty upto 0.5 % of the contract value for the
deviations in the SLA. However, if the delay is caused due to
unavoidable circumstances, then Tendering Authority reserves the
right to waive off the penalties so levied.
Page 28 of 53
Signature of the Bidder with Seal
e) Where any claim for the payment of a sum of money arises, out of
or under this contract against the System Integrator, the tendering
authority shall be entitled to recover such a sum by appropriating in
part or whole, from the performance security deposit of the System
Integrator. In
the
event
of
the
performance
security
being
7. Legal Issues
i) Suspension of Work
a) The System Integrator shall, if ordered in writing by the tendering
authority for non-performance, temporarily suspend the works or
any part thereof for such a period and such a time as ordered.
shall
be
without
compensation
to
the
System
iii) Termination
a) The Tendering Authority may, without prejudice to any other
remedy for breach of contract, by written notice of default sent to
the System Integrator, terminate the Contract in whole or part,
Page 30 of 53
Signature of the Bidder with Seal
e) If the System Integrator after the issue of the award of the contract
fails to abide by the terms and conditions of the tender document or
fails to execute the work as per the prescribed schedule given or at
any time repudiates the contract, the tendering authority will have
the right to forfeit the EMD, invoke performance security deposited
by the firm and get the work done from other System Integrator at
the risk and consequences of the first System Integrator. The cost
difference between the alternative arrangements and System
Integrators bid value will be recovered from the firm along with
other incidental charges including transportation, taxes, etc. in case
tendering authority is forced to work done through alternative
sources and if the cost is lower, no benefit on this account would be
passed on the System Integrator.
Page 31 of 53
Signature of the Bidder with Seal
c) Such events may include, but are not limited to, acts of the
Tendering Authority in its sovereign or contractual capacity, war or
revolutions, fires, floods, epidemics, quarantine restrictions and
freight embargoes.
v) Resolution of Disputes
a) The Tendering Authority and the System Integrator shall make
every effort to resolve amicably by direct informal negotiations any
disagreement or dispute arising between them in connection with
the contract.
b) If, after thirty (30) days from the commencement of such informal
negotiations, the Tendering Authority and the System Integrator
have been unable to resolve amicably a contract dispute, all such
disputes, differences, claims and demands arising under the
contract shall be referred to arbitration of a sole Arbitrator to be
appointed by the mutual consent. All arbitrations shall be held in
Chennai.
Page 32 of 53
Signature of the Bidder with Seal
The Bidder shall indemnify Tendering Authority from and against any
costs, loss, damages, expenses and claims including those from third
parties or liabilities of any kind howsoever suffered arising or incurred
interalia during and after the contract period out of:-
RPMS
with
suitable
web
interface
shall
cover
the
of
this
tender
document.
However,
the
detailed
Page 33 of 53
9. Data Export
i.
ii.
Sl.No
Activity
1
SRS Finalization
2
Time Schedule
15 Days from the date of Work
Order
Customization
of
Application 45 Days from the date of Work
Software to carry out the Activity Order.
2 as given in the Scope of Work in
Annexure -II
Customization
of
Application 75 Days from the date of Work
Software to carry out the Activity Order
3 as given in the
Scope of Work
in Annexure II
Page 34 of 53
Signature of the Bidder with Seal
SCHEDULE-I
TECHNICAL BID
1.
2.
3.
4.
Phone number
5.
Fax Number
6.
E-mail address
Page 35 of 53
Signature of the Bidder with Seal
Sl.
No
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
Enclosed /
Not Enclosed
Page 36 of 53
Signature of the Bidder with Seal
Page
No
13.
14.
Proof in support
received if any
15.
Infrastructural details
16.
17.
18.
of
Quality
Certification
2.
3.
4.
5.
Certificate
I / We have read the tender documents completely and
understood the requirements and conditions laid down in it. I/We
certify that our firm is eligible to participate in this tender as per the
eligibility criteria specified in this tender document. I/We will abide
by the tender Terms and conditions given in the documents.
Page 37 of 53
Signature of the Bidder with Seal
SCHEDULE II
COMMERCIAL-BID
ACTIVITY I (Printing and Supply of Preprinted Forms)
Sl.
No.
1.
Item
2.
3.
Thickness 90 GSM
Single colour
Duplex (Double side printing)
To be printed and supplied as per the specimen (Shall be
discussed at the time of pre-bid meeting)
*Rate quoted is applicable for the entire items of work listed above on rate per
1000 forms
* Rate should not be quoted in slab system.
Page 38 of 53
Signature of the Bidder with Seal
1.
Items of work
1.
Items of work
@Rate quoted is applicable for the entire items of work listed in Activity 2 & 3 on
rate per Single page image. Rate should not be quoted in slab system.
The above rates are all inclusive everything except the taxes payable to the
State/Central Government and the present applicable taxes are as follows:
Sales tax (VAT)
CST if any
Service Tax
Other Taxes (Specify)
:.%
:.%
:.%
:.%
Certificate
Certified that I/We have read and understood the Tender document carefully and
quoted above rates for Activities 1, 2 and 3.
ANNEXURE-I
Machineries available in the Commissions office
Name of the Item
Nos.
Description
Sl
No
1.
Servers
2.
Server
OMR Scanner
4.
5.
6.
Desktop computers
2
1
130
1. HCL
53
Kodak i40
20 PPM
Linux /Windows XP / Windows 7
Intel Core 2 Duo Processor with Windows 7 Preloaded
OS - Pegatron Mother board 500 GB SATA HDD
2GB DDR2 SD RAM 18.5 TFT Monitor - DVD Writer
Preloaded MCAfee Anti Virus along with 1 year
Warranty.
2.Zenith
40
3. Acer
16
4.Lenova
7.
Copier machines
Low End (Sharp)
High End (Konica Minolta)
30
4
1
20 PPM
55 PPM
Page 40 of 53
ANNEXURE - II
PROCESS
ACTIVITY
REPORTS REQUIRED
PRE- EXAMINATION
Design
of
new
Application
Forms
Answer
Documents enclosed
enclosed List
List of candidates
through online
applied
Tentative
list
candidates.
not
of
rejected
module.
Page 41 of 53
Signature of the Bidder with seal
PROCESS
ACTIVITY
Venue Management
REPORTS REQUIRED
Page 42 of 53
Signature of the Bidder with seal
PROCESS
ACTIVITY
REPORTS REQUIRED
of
Hall
Tickets
opted;
Date
Page 43 of 53
Signature of the Bidder with seal
of
Stage
Process
Reports required
POST
EXAMINATION
Absentees statements.
Error lists
reports
required
Differential
report
between
Examiner
and
Moderator
evaluation
Individual Mark Lists
Error lists
OF
MARK
Nos.
DESCRIPTIVE
Valuation]
TYPE
EXAMINATION
[On-screen
reports
required
Page 45 of 53
Signature of the Bidder with seal
time
PROCESS
ACTIVITY
REPORTS REQUIRED
Rank list
Subsequently
rejected
candidate
OT
Main
Written
Page 46 of 53
Signature of the Bidder with seal
Stage
ORAL TEST /
INTERVIEW
Process
ADMISSION OF CANDIDATES FOR ORAL TEST,
SELECTION, COUNSELING AND ALLOTMENT
Verification of Bio-data
Reports Required
Call letters
Shuffled list of candidates
Board allotment list
Interview Schedule List
Preparation of biodata
Interview Absentee list
Post preference list
With held list with reasons
Mark list
Rank list
List of withheld candidates
List of rejected candidates
List of selected candidates for
counseling
Reserve list (if required)
Call letters for counseling
Department allotment orders
Final list of selected candidates
with the name of the department
Rank list as per roster
Bulletin Preparation and any
other
reports
required
/
specified by TNPSC from time to
time
Page 47 of 53
Signature of the Bidder with seal
PROCESS
POST SELECTION
PROCESS
ACTIVITY
SELECTION OF CANDIDATES FOR NON-INTERVIEW
POSTS AND PUBLICATION OF MARKS
Page 48 of 53
Signature of the Bidder with seal
REPORTS REQUIRED
This Contract shall remain in force for a period of three years from the
date of signing of this Contract subject to the extension of the same
as per clause.II.3.(i) of the tender document in respect of the tender
No. 01/2012. TNPSC may terminate this contract at the risk and cost
of the SYSTEM INTEGRATOR where the SYSTEM INTEGRATOR is in
material breach of the terms and conditions of this contract and fails
to remedy that breach on 14 days written notice from TNPSC.
Page 49 of 53
Signature of the Bidder with seal
3.
4.
b)
c)
5.
The Tender Ref. 01/2012 along with the enclosures, the offer
submitted by the SYSTEM INTEGRATOR, the negotiated and finalized
terms and conditions and the Work Order respectively will form part of
this contract. Wherever the offer conditions furnished by the SYSTEM
INTEGRATOR are at variance with conditions of this contract or
conditions stipulated in the tender document, the final negotiated offer
conditions shall prevail over the tender conditions furnished by the
SYSTEM INTEGRATOR.
Page 50 of 53
Signature of the Bidder with seal
6.
Liquidated Damages
A penalty will be levied at up to the rate of 0.5% per week on the total
contract value subject to a maximum of 2% for non-fulfilment of
delivery schedule. Any delay due to the Force Majeure conditions or
delay caused from the customer side will be excluded from the
delivery time. In the event of failure to fulfil the conditions, TNPSC at
its discretion may initiate any of the actions such as;
Extension of time may be permitted to complete the work.
Additional resources will be requested by TNPSC for speeding
up the work.
Contract may be terminated and new contract may be
awarded to other Technically Qualified Bidders at the same
tender cost or at higher cost. In case of higher cost, any
difference in cost to be incurred in engaging other Bidder may
be recovered from the System Integrator.
Any other action as may be decided by the TNPSC in the best
interest of the work.
7.
8.
Payment Clause
Payment to the system Integrator shall be made only as per the
clause II.6. of the tender document for the tender ref No. 01/2011
9.
Page 51 of 53
Signature of the Bidder with seal
b)
11.
12.
If any dispute and/or difference shall at any time arise between the
parties to this agreement or any clause or their respective rights,
claims or liabilities hereunder or otherwise, however, in relation to or
arising out of or concerning this agreement, such dispute and/or
differences shall be referred to arbitration by two arbitrators, one to
be appointed by each party and in the event of arbitrators differing, to
an umpire to be appointed by the said two arbitrators before entering
Page 52 of 53
Signature of the Bidder with seal
In Witness whereof the parties hereto have signed on the day, month and year
above written in the presence of
Witness 1
Witness 2
Signature:
Witness 1
Signature:
Name :
Name :
Address:
Address:
Signature:
Witness 2
Signature:
Name :
Name :
Address:
Address:
Page 53 of 53
Signature of the Bidder with seal