GOVERNMENT OF INDIA MINISTRY OF MINES Indian Bureau of...

F. No. I-11013/1/MTS/01/2015-16/CCOM

GOVERNMENT OF INDIA MINISTRY OF MINES

Indian Bureau of Mines Indira Bhawan, Civil Lines,

NAGPUR- 440 001

RFP No. MTS/01/2015-16/CCOM

Dated: 04/08/2015

Online Bids valid for a minimum period of 180 days from the date of opening are invited from eligible bidders for and

on behalf of the President of India for selection of an implementation agency for design, development, maintenance

and operations of Mining Tenement System for Indian Bureau of Mines.

Scope of Work The Implementation Agency is expected to

1. Design the ICT (hardware and software) system framework of MTS

2. Develop and implement MTS applications

3. Procure, implement and maintain the ICT infrastructure under MTS

4. Deploy skilled personnel and effectively manage the services

5. Maintain and operate the system

6. Digitize records for Indian Bureau of Mines, Ministry of Mines and State

Departments

Detailed Scope of work is provided in this RFP document

Earnest Money Deposit to be

submitted Rs.2,00,00,000 /- (Rupees Two Crores only)

Interested parties may view and download the RFP document containing the detailed terms & conditions, free of

cost from the website http://eprocure.gov.in/eprocure/app, and http://ibm.gov.in.

Controller General INDIAN BUREAU OF MINES

For and on behalf of President of India

http://eprocure.gov.in/

http://ibm.gov.in/

GOVERNMENT OF INDIA MINISTRY OF MINES

Indian Bureau of Mines Indira Bhawan, Civil Lines,

NAGPUR- 440 001

RFP No. MTS/01/2015-16/CCOM

RFP DOCUMENT FOR

Selection of an Implementation Agency for design, development, maintenance and operations of Mining Tenement System

Selection of an Implementation Agency for design, development, maintenance and operations of Mining Tenement System RFP No. MTS/01/2015-16/CCOM

Indian Bureau of Mines of 211

Table of Contents

Abbreviations ............................................................................................................................................................. 5

Definitions .................................................................................................................................................................. 6

Structure of RFP document ........................................................................................................................................11

Interpretations ..........................................................................................................................................................12

Instructions to Bidders ..............................................................................................................................................13

Index of Annexure .....................................................................................................................................................33

Annexure A - I: Summary ...........................................................................................................................................36

Annexure A - II: Scope of Work ..................................................................................................................................37

Annexure A - III: Eligibility Criteria .............................................................................................................................72

Annexure A - IV: Earnest Money Deposit ...................................................................................................................76

Annexure A - V: Time Schedule ..................................................................................................................................77

Annexure A - VI: Indicative Technology Solution .......................................................................................................78

Annexure A - VII: Current IT Systems .........................................................................................................................97

Annexure A - VIII: Manpower requirements ............................................................................................................ 100

Annexure A – IX: Indicative Reports and Records .................................................................................................... 104

Annexure A - X: Bill of materials .............................................................................................................................. 116

Annexure B - I: Technical Bid Letter ........................................................................................................................ 118

Annexure B - II: Bidder Particulars for Technical Bid ............................................................................................... 120

Annexure B - III: Methodology for Manpower Deployment and Training ................................................................ 122

Annexure B -IV: Description of Management Processes .......................................................................................... 124

Annexure B - V: Technology Solution & Maintenance Plan ...................................................................................... 125

Annexure B - VI: Business Continuity Planning/Disaster Recovery (BCP/DR) Approach ........................................... 128

Annexure B - VII: C.V. Format .................................................................................................................................. 129

Annexure B - VIII – Details of Experience ................................................................................................................. 131

Annexure B - IX - Details of Litigations / Ineligibility for corrupt or fraudulent practices / Blacklisted with any of the

Government or Public Sector Units .......................................................................................................................... 137

Annexure B - X – Copy of Financial Bid with the price column of the price bid format blanked out ......................... 138

Annexure B - XI – Statement of Deviation ................................................................................................................ 139

Annexure B - XII – Undertaking on Total Responsibility ........................................................................................... 140

Annexure B - XIII – Undertaking for STQC / CERT-IN Certification ............................................................................ 141

Annexure B - XIV – Source Code Undertaking .......................................................................................................... 142

Annexure B - XV – Compliance to functional and technical requirements ............................................................... 143

Annexure C - I – Financial Bid Letter ........................................................................................................................ 145

Annexure C - II – Break-up of Cost Components ...................................................................................................... 148

Annexure D - I: Bid Submission ................................................................................................................................ 150



Annexure D - II: Bid Evaluation ................................................................................................................................ 154

Annexure D - III: Validity of Bids, Rates, etc. ............................................................................................................ 158

Annexure E - I: Service Level Agreements ............................................................................................................... 160

Annexure F – I: Proforma for Earnest Money Deposit .............................................................................................. 181

Annexure F – II: Proforma for Bank Guarantee for Contract Performance ............................................................... 182

Annexure F - III: Master Services Agreement ........................................................................................................... 183

Annexure F – IV: Change Control Note ..................................................................................................................... 186

Annexure F – V : Pre contract Integrity Pact ............................................................................................................ 190

Annexure G - I: Payment .......................................................................................................................................... 197

Annexure H - I- Enclosures Check-list ....................................................................................................................... 199

Annexure I – I: Functional Requirements Specifications .......................................................................................... 203

Annexure I – II: Software Technical Specifications ................................................................................................... 204

Annexure I – III: Hardware Technical Specifications ................................................................................................. 205

Annexure J – I: Financial Bid Format ........................................................................................................................ 207

Annexure K – I: IBM Circulars .................................................................................................................................. 209



Abbreviations

AMC Annual Maintenance Contract

BCP Business Continuity Plan

BG Bank Guarantee

CPU Computer Processing Unit

DR Disaster Recovery

DMF District Mineral Foundation

DMG Directorate of Mines and Geology

EMD Earnest Money Deposit

FAQ Frequently Asked Questions

FC Fibre Channel

FRT First Time Resolution

GIS Geographic Information System

GSI Geological Survey of India

GUI Graphical User Interface

IBM Indian Bureau of Mines

ICT Information and Communication Technology

I/O Input Output

LAN Local Area Network

MIS Management Information System

MTS Mining Tenement System

NIC National Informatics Centre

NICSI National Informatics Centre Services Inc

NMET National Mineral Exploration Trust Fund

OEM Original Equipment Manufacturer

OS Operating System

PC Personal Computer

QoS Quality of Service

SAN Storage Area Network

SLA Service Level Agreement

TDS Tax Deducted at Source

TEC Technical Evaluation Committee

UAT User Acceptance Testing

UPS Uninterruptible Power Supply



Definitions

Sr # Term Definition

1. Adverse Effect shall mean material adverse effect on (a) the ability of the Implementation Agency to exercise any of its rights or

perform/discharge any of its duties/obligations under and in accordance with

the provisions of this Agreement and/or

(b) the legal validity, binding nature or enforceability of this Agreement;

2. Agreement shall mean this Master Services Agreement, Service Level Agreement and Non-

Disclosure Agreement together with all Articles, Annexures, Schedules and the

contents and specifications of the RFP; 3. Applicable Law(s) shall mean any statute, law, ordinance, notification, rule, regulation, judgment,

order, decree, bye-law, approval, directive, guideline, policy, requirement or

other governmental restriction or any similar form of decision applicable in India

and as may be in effect on the date of the execution of this Agreement and

during the subsistence thereof, applicable to the Project;

4. Application means the software application developed as a part of scope of work set out in

Annexure A – Scope of work

5. Application Downtime shall mean the time for which user/s is not able to access the application.

However, in calculating downtime, scheduled downtime (for example,

backup time, batch processing time, routine maintenance time) would not

be considered;

6. Assets shall mean the entire data, hardware and software including applications,

network or any other information technology infrastructure components used

for the Project and other facilities leased / owned / operated by the

Implementation Agency exclusively in terms of ensuring their usability for the

delivery of the Services as per this RFP

7. Business Hours shall mean the working time for Purchaser users which is 9:30 AM to 6:00 PM.

Again for Web Server and other components which enable successful usage of

web portals of Purchaser the working time should be considered as 24 hours for

all the days of the week. It is desired that IT maintenance, other batch processes

(like backup) etc. should be planned so that such backend activities have

minimum effect on the performance;

8. Certificate(s) of

Compliance

shall mean that the Purchaser and the implementation agency is required to put

in place a mechanism for final acceptance testing and certification in relation to

all aspects of project development and implementation covering

software, hardware and networking including the processes relating to the

design of solution architecture, design of systems and sub- systems, coding,

testing, business process description, documentation, version control, change

management, security, service oriented architecture, STQC compliance and

GIGW compliance, performance in relation to compliance with SLA metrics,

interoperability, scalability, availability and compliance with all the technical

and functional requirements of the RFP

(a) Final testing and certification criteria will be finalized from the development

stage to ensure that the guidelines are being followed and to avoid large scale

modifications pursuant to testing done after the application is fully developed

(b) Final testing and certification criteria will consider conducting specific




tests on the software, hardware, networking, security and all other aspects

(c ) Final testing and certification criteria will establish appropriate processes for

notifying the Implementation Agency of any deviations from the norms,

standards or guidelines at the earliest instance after taking cognizance

of the same to enable the Implementation Agency to take corrective

action; etc.

9. Confidential Information

shall means all information including Purchaser Data (whether in written, oral,

electronic or any other format) which relates to the technical, financial and

business affairs, dealers, suppliers, products, developments, operations,

processes, , trade secrets, design rights, know-how, plans, budgets and

personnel of each Party and its affiliates which is disclosed to or otherwise

learned by the other Party in the course of or in connection with this Agreement

(including and without any limitation to such information received during

negotiations, location visits and meetings in connection with this Agreement);

10. Consultancy Evaluation Committee (CEC)

Shall mean the committee constituted by the employer / purchaser in order to

carry out the implementation agency selection procedure. The CEC shall be

responsible for all aspects and stages of the implementation agency selection

i.e. deciding Terms of Reference, issuance of RFP, evaluation of eligibility

criteria, technical and financial proposals, negotiations and final selection of

the implementation agency.

The CEC shall also be referred to as the evaluation committee or technical

evaluation committee (for the technical evaluation phase) or the financial

evaluation committee (during the financial evaluation phase) in this RFP

11. Consultancy

Monitoring Committee

(CMC)

Shall mean the committee constituted by the employer / purchaser after the

implementation agency selection procedure is over for monitoring the progress

of the assignment. The CMC shall be responsible for monitoring the progress of

the assignment, to oversee that the assignment is carried out as per the agreed

TOR and contractual conditions, to assess the quality of the deliverables, to

accept / reject any part of assignment, to levy appropriate liquidated damages

or penalty if the assignment is not carried out as per the contract and if the

quality of services is found inferior and for any such deficiency related to the

completion of the assignment. The employer may decide to appoint another

qualified consultant to assist the CMC in carrying out its functions. The

employer may also include in CMC individual experts from Government

/ private sector / educational / research institute or individual consultants.

The CMC is also referred to as the Strategic Control Unit in this RFP

12. Control shall mean, in relation to any business entity, the power of a person to secure (i) by means of the holding of shares or the possession of voting power in or in

relation to that or any other business entity, or

(ii) by virtue of any powers conferred by the articles of association or other

document regulating that or any other business entity, that the affairs of the

first mentioned business entity are conducted in accordance with that person’s

wishes and in relation to a partnership, means the right to a share of more than

one half of the assets, or of more than one half of the income, of the

partnership;

13. Deliverables means the products, infrastructure and services agreed to be delivered by the

Implementation Agency in pursuance of the agreement as defined more

elaborately in the RFP, Implementation and the Maintenance phases and

includes all documents related to the user manual, technical manual, training




manual, design, process and operating manuals, service mechanisms, policies

and guidelines (such as security related, data migration related), inter alia

payment and/or process related etc., source code and all its modifications;

14. Effective Date shall have the same meaning ascribed to it in Annexure A-II Clause 6: Timelines,

milestones and deliverables

15. Escrow An arrangement that provides for the regular deposit of all source code, object

code, and documentation with respect to all material pertaining to development

of MTS into escrow account by the bidder

16. Final Acceptance Test Final acceptance test shall be conducted on the completion of the following: The bidder integrates the infrastructure, network, system software, application software and commissions the whole project. The purchaser shall conduct Final Acceptance Testing on receipt of intimation of commission of the whole project from the bidder. Only after the acceptance of FAT reports by IBM, the entire infrastructure (including MTS application) would be deemed to have been commissioned. After the successful commissioning of the project, the system would be declared as Go-Live and enter into O&M/ FMS phase and the selected bidder would also be issued a commissioning certificate by IBM.

17. Force Majeure shall have the same meaning ascribed to it in Clause 35.12;

18. Force Majeure Costs shall have the same meaning ascribed to it in Clause 35.12;

19. GoI means the Government of India;

20. Implementation

Agency or IA

shall have the same meaning as the service providers or system integrators

selected as a result of this RFP

21. Indemnified Party shall have the same meaning ascribed to it in Clause 35.9;

22. Indemnifying Party shall have the same meaning ascribed to it in Clause 35.9;

23. Intellectual Property Rights

means all rights in written designs and copyrights, moral rights, rights in

databases and Bespoke Software / Pre-existing work including its upgradation

systems and compilation rights (whether or not any of these are registered and

including application for registration);

24. Material Breach means a breach by either Party (Purchaser or IA) of any of its obligations under

this Agreement which has or is likely to have an Adverse Effect on the Project

which such Party shall have failed to cure;

25. Purchaser Data means all proprietary data of the department or its nominated agencies

generated out of operations and transactions, documents all concessionaires

data and related information including but not restricted to user data which the

IA obtains, possesses or processes in the context of providing the services to the

users pursuant to this Agreement;

26. Parties means Purchaser and IA for the purposes of this Agreement and “Party” shall be

interpreted accordingly;

27. Performance Guarantee or Contract Performance Guarantee

means the guarantee provided by a Nationalized Bank in favour of the

Purchaser. The amount of Performance Security shall be 10% of the overall cost

of the project. This performance security shall be valid till six months after the

completion of the project or for such time as is required under this Agreement;

28. Planned Application

Downtime

means the unavailability of the application services due to maintenance

activities such as configuration changes, upgradation or changes to any

supporting infrastructure wherein prior intimation (at least two working days in

advance) of such planned outage shall be given and approval sought from the




Purchaser as applicable;

29. Project means Pilot, Project Implementation (roll out) and Maintenance in terms of the

Agreement;

30. Project Implementation

means Project Implementation as per the testing standards and acceptance

criteria prescribed by Purchaser or its nominated agencies;

31. Project

Implementation Phase

shall be from the Effective Date of the Agreement to the date of final

acceptance testing & certification as set out in Annexure A-II Clause 6: Timelines,


32. Project

Implementation Unit

(PIU) or PMU

shall be constituted by Purchaser to monitor the activities, deliverables and

progress of the Project. PIU will comprise of the staff members of the Purchaser,

other officials from concerned department and external experts (as defined in

the RFP);

33. Project Timelines shall have the same meaning ascribed to in Annexure A-II Clause 6: Timelines,


34. Replacement

Implementation

Agency

means any third party that Purchaser or its nominated agencies appoint to

replace IA upon expiry of the Term or termination of this Agreement to

undertake the Services or part thereof;

35. Required Consents means the consents, waivers, clearances and licenses to use Purchaser's

Intellectual Property Rights, rights and other authorizations as may be required

to be obtained for the software and other items that Purchaser or their

nominated agencies are required to make available to IA pursuant to this

Agreement;

36. Required Deliverables shall have the same meaning ascribed to it in Annexure A-II Clause 6: Timelines,

milestones and deliverables;

37. Service Level means the level of service and other performance criteria which will apply to the

Services delivered by the IA;

38. Services means the services delivered to the Stakeholders of Purchaser or its nominated

agencies, employees of Purchaser or its nominated agencies, and to

professionals, using the tangible and intangible assets created, procured,

installed, managed and operated by the IA including the tools of information and

communications technology and includes but is not limited to the list of services

specified in Annexure A-VI: Indicative Technology Solutions;

39. Service Level

Agreements

means the Performance and Maintenance SLA executed as contained in

Annexure E;

40. Application Software means the software designed, developed / customized, tested and deployed by

the IA for the purposes of the Project and includes the source code (in case of

Bespoke development) along with associated documentation, which is the work

product of the development efforts involved in the Project and the

improvements and enhancements effected during the term of the Project, but

does not include the third party software products (including the COTS products

used for the product), proprietary software components and tools deployed by

the IA;

41. Stakeholders means the Citizens, Purchaser or its nominated agencies, employees and

Ministry of Mines

42. Strategic Control Unit

(SCU)

shall be constituted by Ministry of Mines to assist the Purchaser to review the

technical aspects of the project

also referred to as Consultancy Monitoring Committee (CMC)

43. Term shall have the same meaning ascribed to it in Annexure D-III: Validity of Bids,




Rates, etc.

44. Tenement Means mineral concessions like ML, PL and PL-CUM-ML, RP, Exclusive RP, etc.

are termed as Tenement

45. Third Party Systems means systems (or any part thereof) in which the Intellectual Property Rights are

not owned by the Purchaser or IA and to which IA has been granted a license to

use and which are used in the provision of Services;

46. Unplanned Application

Downtime

means the total time for all the instances where services in the software

requirement specification document prepared by the IA are not available for

more than 5 consecutive minutes;

47. Warranty / AMC Period Shall be five (5) years from the date of successful project implementation / go-

live as certified by the Purchaser or its nominated agencies



Structure of RFP document The main section of the RFP document comprises of all important instructions to bidders regarding eligibility criteria, EMD, bid submission procedure and formats and bid validity etc. The annexures comprise of the following items:

▶ Annexure A: Project Summary, scope of work, eligibility criteria, EMD details, Time Schedule, indicative technology solution, current IT system, manpower requirement, indicative reports and Bill of Material

▶ Annexure B: Technical formats

▶ Annexure C: Financial formats

▶ Annexure D: Bid submission procedure and evaluation

▶ Annexure E: Service Level Agreements designed for MTS project

▶ Annexure F: Additional requirements/ Performa

▶ Annexure G: Payment terms

▶ Annexure H: Check list of documents to be submitted

▶ Annexure I: Requirement specifications comprising Functional, software and Hardware specifications

▶ Annexure J: Financial Bid Work Sheet

▶ Annexure K: IBM circulars



Interpretations

In this RFP, unless otherwise specified:

i. References to clauses, sub-clauses, paragraphs, schedules and annexures are to clauses, sub-clauses,

paragraphs, schedules and annexures to this agreement;

ii. Use of any gender includes the other genders;

iii. References to a ‘company’ shall be construed so as to include any company, corporation or other body

corporate, wherever and however incorporated or established;

iv. References to a ‘person’ shall be construed so as to include any individual, firm, company,

government, state or agency of a state, local or municipal authority or government body or any joint

venture, association or partnership (whether or not having separate legal entity);

v. Reference to any statute or statutory provision shall be construed as a reference to the same as it may have

been, or may from time to time be, amended, modified or re- enacted;

vi. Reference to a ‘day’ (including within the phrase ‘business day’) shall mean a period of 24 hours running from

midnight to midnight;

vii. References to a ‘business day’ shall be construed as a reference to a working day for Indian Bureau of Mines;

viii. References to ‘times’ are to Indian Standard Time;

ix. Reference to any other document referred to in this Agreement is a reference to that other document as

amended, varied, notated or supplemented at any time; and

x. All headings and titles are inserted for convenience only. They are to be ignored in the interpretation of this

Agreement.

xi. Service Provider (SP) or System integrator (SI) or Implementation Agency (IA) has been used for the same

entity i.e. bidder selected for the project.

xii. Indian Bureau of Mines or IBM or Purchaser or Employer has been used for the same entity



Instructions to Bidders

1. Eligibility Criteria

1.1. Eligibility Criteria is given in the “Annexure A-III: Eligibility Criteria” and it must be filled up.

1.2. Relevant portions, in the documents submitted online in pursuance of eligibility criterion mentioned

above, shall be highlighted.

1.3. Documentary evidence for compliance to each of the eligibility criteria must be enclosed along with the

bid together with the references as required in the “Annexure A-III: Eligibility Criteria”.

1.4. If the bid is not accompanied by all the requisite supporting documents, the same would be rejected.

1.5. Undertaking for subsequent submission of any of the required document will not be entertained under

any circumstances. However, Purchaser reserves the right to seek fresh set of documents or seek

clarifications on the already submitted documents.

2. Earnest Money Deposit

2.1. Earnest Money Deposit (EMD) should be submitted as per “Annexure A-IV: Earnest Money Deposit”.

2.2. EMD of amount as given in the “Annexure A-IV: EMD” must be submitted, by Account Payee Demand

Draft or fixed deposit receipt (pledged in the name of Controller General, IBM, Nagpur) or bankers

cheque drawn in favour of “Controller General, Indian Bureau of Mines, Nagpur” , payable at Nagpur or

Bank Guarantee of any nationalized bank. The EMD should remain valid for a period of 45 days beyond

the final bid validity period. In case EMD is submitted in the form of bank guarantee, the same should

be submitted from a nationalized bank in the prescribed proforma as per Annexure F-I: Proforma for

Earnest Money Deposit. The bidder should enclose the bank guarantee in support of EMD in packet 1

(as per Annexure D-I: Bid Submission) so as to reach the purchaser by the prescribed last date and time

for receipt of RFP. The bidder should also ensure that the issuing bank sends an unstamped duplicate

copy of the guarantee directly to IBM, Nagpur as per the address details mentioned in Annexure A-I

Summary (contact details) with a covering letter to confirm that the original bank guarantee is in order.

The purchaser reserves the right to independently verify the bank guarantee directly from the issuing

bank and the EMD will be subject to acceptance by the purchaser after due verification.

2.3. The EMD without any interest accrued will be refunded as follows:

2.3.1. In the case of those Bidders who fail to qualify the eligibility criteria, and whose technical bids do

not qualify, the EMD will be refunded without any interest accrued within one month of the

acceptance of CEC recommendations.

2.3.2. In the case of those Bidders with whom the contract is not signed, the EMD will be refunded

without any interest accrued within one month of the acceptance of CEC’s recommendations.

2.3.3. In the case of Bidder with whom contract is signed, EMD will be refunded without any interest

accrued on receipt of Bank Guarantee for Contract Performance within the prescribed date, failing

which the EMD will be forfeited. In case the successful bidder fails to honour the bid, the EMD will

be forfeited.

2.3.4. The EMD shall be forfeited if a bidder withdraws or amends or impairs or derogates its bid after

opening of the same during the period of bid validity.



3. Pre-Contract Integrity Pact and Contract Performance Security

3.1. Pre-contract integrity pact

3.1.1. The bidder should submit a duly signed pre-contract integrity pact by the authorized signatory in

the presence of witnesses as per format specified in Annexure F-V along with the EMD prior to the

date and time of bid submission at the designated address.

3.1.2. Scanned copy of the duly signed integrity pact should also be included in the bid document

submitted online.

3.1.3. The conditions of the integrity pact shall be binding on the bidder and Purchaser

3.2. Contract performance security

3.2.1. The successful bidder should submit a contract performance security deposit equal to 10% of the

contract amount in the form of a bank guarantee from a nationalized bank in the format as

specified in Annexure F-II acceptable to the Purchaser.

3.2.2. The successful bidder should ensure that the bank guarantee for the contract performance

security is sent directly by the issuing bank to the Purchaser within 15 days of the date of offer of

contract.

3.2.3. The bidder should send an unstamped copy of the contract performance security obtained from

the concerned bank directly to the Purchaser

3.2.4. In case the implementation agency defaults in any of its responsibilities under the contract or

violates any of the conditions of the contract, the purchaser shall have the right to forfeit the

entire amount of the contract performance security.

3.2.5. The provisions of sanctions for violations of integrity pact shall be applicable for forfeiture of

contract performance security in case of a decision by the purchaser to forfeit the same without

assigning any reason for imposing sanctions for violation of the integrity pact.

3.2.6. Notwithstanding anything contained above, the contract performance security is also liable to be

forfeited in accordance with provisions contained elsewhere in this contract/RFP.

4. Technical Bid

4.1. Details of services, Technical Specifications and requirements to be provided are given in “Annexure A-

II: Scope of Work” and “Annexure B: Technical Formats” and

4.2. List of Enclosures to be submitted properly numbered and indexed along with signatures of the

authorized representative of quoting bidders.

4.3. The bid prepared by the Bidder shall comprise of the following components:

a. Integrity Pact

b. EMD

c. Pre-Qualification Bid (documentary proofs to be submitted as per Annexure A-III: Eligibility

criteria)

d. Technical Bid - The Technical Bid, besides the other requirements of the RFP, shall comprise of

the following:

I. Checklist of documents to be submitted (refer annexure H)

II. Power of Attorney executed by the Bidder in favour of the Principal Officer or the duly

Authorized Representative, certifying him as an authorized signatory for the purpose of

this RFP



III. Annexure B – Technical Formats

o Annexure I: Technical Bid Letter

o Annexure II: Bidder’s Particulars for Technical Bid

o Annexure III: Methodology for Manpower Deployment & Training

o Annexure IV: Description of Management Processes

o Annexure V: Technology Solution and Maintenance Plan

o Annexure VI: BCP / DR Approach

o Annexure VII: C.V. Format

o Annexure VIII: Details of Experience

o Annexure IX: Details of Litigations/Ineligibility for corrupt or fraudulent practices/

Blacklisted

o Annexure X: Copy of Financial Bid with the price column of the price bid format

blanked out.

o Annexure B - XI – Statement of Deviation

5. Financial Bid

5.1. The Financial Bid (Annexure C), besides the other requirements of the RFP, shall comprise of the

following:

a. Annexure I : Financial Bid Letter

b. Annexure II : Break-up of Cost Components

6. Time Schedule

6.1. As per “Annexure A-V: Time Schedule”.

7. Pre Bid Session

7.1. There will be a Pre-bid meeting with the bidders as mentioned in the “Annexure A-V: Time Schedule” for

any clarifications regarding RFP technical specifications and RFP terms & conditions. Purchaser will not

be bound to clarify any query after the pre-bid meeting.

7.2. Maximum of three representatives of the bidder’s authorized representatives will be allowed to attend

the pre-bid session.

8. Bid Submission Process

8.1. Bids are to be submitted as per the “Annexure D-I: Bid Submission”.

8.2. There will be no change in the date and time of submission for the online submission of bids in the

system.

8.3. The following documents shall be enclosed by every bidder along with the Technical bids: -

a) Comprehensive detailed technical write up highlighting the features of the MTS to be developed by

the bidder.

b) List of important installation sites along with valid proofs and credentials



c) Make and model of all systems, sub systems and optional items should be mentioned in the technical

bid and complete technical details should be provided in the form of brochures and write ups and

evaluation reports from the neutral third party.

d) Any other document which the bidder may feel necessary to support the bid

8.4. RFP bid must contain the name, office and after office hours addresses including telephone number(s)

of the person(s) who are authorized to submit the bid with their signatures.

8.5. All pages of the bid being submitted must be signed and sequentially numbered by the bidder

irrespective of the nature of content of the documents.

8.6. Bids NOT submitted as per the specified format and nomenclature will be out rightly rejected.

8.7. Ambiguous bids will be out rightly rejected.

8.8. Purchaser will NOT be responsible for any delay on the part of the bidder in obtaining the terms and

conditions of the RFP notice or submission of the bids.

8.9. The bids submitted by fax/ E-mail etc. shall NOT be considered. No correspondence will be entertained

on this matter.

8.10. The basic prices in Indian rupees should be quoted separately for each set of items given in “Annexure

C: Financial Formats” inclusive of Documentations of sub-assemblies of system and Operating Manuals

of the systems, Packing, Forwarding, Freight, Insurance, Installation charges at sites and Warranty etc.

Customs duty, Excise duty, CST, VAT and Sales tax and any other tax as applicable should be quoted

separately, failing which these are not payable extra. The bidder should ensure the technical format in

Annexure B-X excluding the price component is compatible with the financial bid provided in

Annexure C-II.

8.11. Certificates for Exemption from payment of Octroi / LBT charges shall be furnished.

8.12. The financial bid should include all cost components for the bidders like travel, stationary and other

expenses. No other expense claim will be considered by the Purchaser.

8.13. Financial bid may be submitted as per “Annexure C: Financial Formats” for the corresponding

configuration/description indicated in Annexure B: Technical Formats.

8.14. Financial bids will be evaluated on the basis of total price, i.e. all inclusive, as net door-delivery &

installation prices at locations mentioned under “Objective / Scope” for items in “Annexure B: Technical

Formats”

8.15. Bidders shall indicate their rates in clear/visible figures as well as in words. In case of a mismatch, the

rates written in words will prevail.

8.16. Any alteration / overwriting / cutting in the bid should be duly countersigned else it will be out rightly

rejected. Conditional bids shall NOT be accepted on any ground and shall be rejected straightway.

8.17. If any clarification is required, the same should be obtained before or during pre-bid meeting only.

8.18. Bidder shall furnish a compliance statement (Point-wise) of specifications & features equipment / sub-

systems offered with the Technical Bid. In case terms and conditions of the contract applicable to this

invitation of tender are not acceptable to any bidder, clearly specify and justify the deviation in the

forms given in Annexure B - XI of this document.

Similarly in case the equipment and services being offered has deviations from the schedule of

requirements laid down, the bidder shall describe in what respects and to what extent the equipment

and services being offered differ / deviate from the specification, even though the deviations may not

be very material. Bidder must state categorically whether or not his offer conforms to requirement

specifications and schedule of requirements and indicate deviations, if any in Annexure B - XI as part of

the response to the bid.



8.19. Bid evaluation process will be over after the offer of contract is issued to the selected bidder.

8.20. Bids not quoted as per the format given by Purchaser will be rejected.

8.21. Purchaser shall not be responsible for non-receipt / non-delivery of the bid documents due to any

reason whatsoever.

8.22. Any bid submitted after the submission deadline will not be accepted by the system.

9. Amendment of RFP Document

9.1. At any time prior to the opening of bids, Purchaser, 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 an

amendment.

9.2. The amendment will be uploaded on the website (http://eprocure.gov.in/eprocure/app and

http://ibm.gov.in )

9.3. In order to provide prospective Bidders reasonable time in which to take the amendment into account

in preparing their bids, Purchaser may, at its discretion, extend the last date for the receipt of bids.

10. Clarification on RFP Document

10.1. A prospective Bidder requiring any clarification on the RFP Document may submit his / her queries in

advance to the Purchaser via email as per schedule indicated in “Annexure A-V: Time Schedule”. The

queries must be submitted in the following format (editable format) only to be considered for

clarification during pre-bid meeting:

Sr.

No

Name of the

Organization

with Contact

details

Section Clause No. Reference/

Subject

Clarification Sought Query type (terms

and conditions /

payment schedule /

SLA / FRS / SW

specifications / HW

specifications /

Other technical)

Note: Purchaser shall not respond to any queries received later than the dates prescribed by Purchaser

in “Annexure A-V: Time Schedule” of this RFP document and / or not adhering to the above mentioned

format.

11. Prices

11.1. The Bidder shall indicate in the proforma prescribed, the unit rates and total Prices of the manpower /

equipment / services, it proposes to provide under the Contract.

11.2. The unit prices quoted in the above mentioned proforma will be used to calculate charges for ‘change

orders’, if any.

11.3. In absence of information, as requested in Annexure C: Financial Formats, a bid may be considered

incomplete and be summarily rejected.

http://eprocure.gov.in/eprocure/app



11.4. The Bidder shall prepare the bid based on details provided in the RFP documents. It must be clearly

understood that the requirements are intended to give the Bidders an idea about the order and

magnitude of the work and are not in any way exhaustive and guaranteed by Purchaser. Bidder shall

carry out the design of the solution and sizing of the infrastructure needed in accordance with the

requirements of the Purchaser. If during detailed planning any upward revisions of the specifications

given in the Bid Document are to be made to meet the requirement of bid documents; all such changes

shall be carried out within the contract price without any impact to Purchaser.

11.5. Prices quoted in the bid must be firm and final and shall not be subject to any upward modifications, on

any account whatsoever. The prices shall be indicated in Indian Rupees (INR) only.

11.6. The Financial Bid should clearly indicate the price to be charged without any qualifications whatsoever

and should include all taxes, duties, fees, levies, works contract tax and other charges as may be

applicable in relation to the activities proposed to be carried out. It is mandatory that such charges

wherever applicable/payable should be indicated separately in Annexure C-II: Break-up of Cost

Components. However, should there be an increase in the government taxes or any new taxes were to

become applicable; the same would be paid to the bidder. Similarly any benefits arising due to

reduction of the tax rates or any existing taxes becoming non-applicable should be passed on to

Purchaser.

11.7. Purchaser reserves the right to review and negotiate the pricing model and charges payable for the MTS

Operations and Maintenance at the beginning of each contract year or at any time considered

appropriate by the Purchaser, to incorporate downward revisions, as applicable and necessary.

12. Discount

12.1. The Bidders are advised not to indicate any separate discount in the Financial Bid. Discount, if any,

should be merged with the quoted prices.

13. Bid Opening Process

13.1. The sealed covers containing EMD and integrity pact only will be opened physically in the first instance

at IBM Headquarters, Nagpur in the presence of authorized representative of the bidders who may be

present as mentioned in the “Annexure A-V: Time Schedule”. The details submitted must match with

the soft details uploaded during online bid submission process.

13.2. Eligibility Criteria of only those bidders, whose EMD instruments and integrity pact are found to be in

order, will be opened afterwards in the same bid opening session, in the presence of the bidder’s

representatives, who may be present.

13.3. Technical Bids of only those bidders will be evaluated by the CEC who meet the Annexure A –III:

Eligibility Criteria corroborated by the documentary evidence provided for the same.

13.4. Financial bids of only those bidders, whose bids found technically qualified, by the CEC, will be opened

in the presence of the bidder’s representatives, who may be present, subsequently for further

evaluation.

13.5. One authorized representative of each of the bidder would be permitted to be present at the time of

aforementioned opening of the bids. The representative of the bidder should be carrying an

authorization letter from the authorized signatory of the bidder to be allowed to participate in the three

bid openings.



14. Technical Evaluation Process

14.1. Technical Bids will be evaluated as per the “Annexure D-II: Evaluation Mechanism”.

14.2. This shall be the second phase of evaluation by the Purchaser. Only those Bidders who qualify the

minimum score for each section of the technical evaluation criteria as well as the overall technical score

and adhere to the purchaser’s technical requirements shall be considered for next stage i.e. financial

evaluation.

14.3. In case of no response from the Bidder, with regards to the contents of the Technical Bid, no marks will

be assigned for the same.

14.4. A duly constituted CEC will shortlist Technical Bids on the basis of technical parameters including

possible visit to inspect the service facilities of the bidder, if considered necessary.

14.5. Evaluation criteria to be adopted will be as follows:

o Minimum 75% qualification marks overall and 50% for each of the three sections is required

in the Technical Evaluation qualification

o L1 i.e. the lowest evaluated responsive financial bid to be selected for award of contract

Please refer to the Bid Evaluation section for further details.

14.6. Purchaser has the option to ask the bidders to arrange demonstration of the offered systems, in a short

period notice; as such the bidders have to be ready for the same.

14.7. For Technical evaluation, bidders have to ensure the availability of appropriate specialist, along with

every type of documentation required, from their organization for interacting with CEC. In case a bidder

does not make the required specialist along with proper documentation available, then such defaulting

bidder shall be taken off the RFP evaluation process and the bid will stand rejected.

14.8.

15. Evaluation of Financial Bids

15.1. The Financial Bids of only those Bidders short listed from the Technical Bids by CEC will be opened in the

presence of their representatives on a specified date and time to be intimated to the respective Bidders

by Purchaser, and the same will be evaluated by CEC

15.2. The Financial Bids will be evaluated by the CEC for completeness and accuracy. Arithmetical errors will

be rectified on the following basis:

15.2.1. If there is a discrepancy between the unit price and the total price that is obtained by

multiplying the unit price and quantity, the unit price shall prevail and the total price shall be

corrected.

15.2.2. If there is a discrepancy between words and figures, the amount in words will prevail.

15.3. The CEC will rank the least cost proposal as L1 and the next higher and so on will be ranked as L2, L3,

etc. The CEC will put up a report on financial evaluation of the technically qualified bidders to the core

committee along with the recommendations that the least cost proposal (L1) can be approved / invited

for negotiation and for final award of contract.

16. Selection Process

16.1. The selected bidder shall be required to give Bank Guarantee for Contract Performance as mentioned in

the “Annexure F-II: Proforma for Bank Guarantee for Contract Performance” along with acceptance of

work order, within 15 calendar days.



16.2. Performance Guarantee will be in the form of Bank Guarantee (BG) issued by any Nationalized bank

valid for a period of 60 days beyond the date of completion of contractual obligations of the selected

bidder as mentioned in the “Annexure F-II: Bank Guarantee for Contract Performance Format” and

Annexure D-III: Validity of Bids, Rates, etc.

16.3. The bidder should ensure that the issuing bank directly sends the bank guarantee to the Purchaser at

the contact details specified in Annexure A-I: Summary. The bidder should also send an unstamped copy

of the contract performance security obtained from the concerned bank directly to the Purchaser.

Acceptance of the bank guarantee will be subject to independent verification by the Purchaser.

16.4. Bank Guarantee for Contract Performance will have to be renewed in the event of extension of the

contract for a period of 60 days beyond the extended validity period of the contract and thereafter the

Bank Guarantee for Contract Performance shall be refunded to the bidder without any interest.

16.5. Sub-contracting not to be allowed for core project activities. However for non-core activities like civil

and electrical work (related to site preparation), digitization and handholding may be allowed with prior

approval of the Purchaser. Failure to do so shall result in termination of contract and forfeiture of Bank

Guarantee for Contract Performance and/ or EMD.

16.6. Purchaser may, at any time, terminate the contract by giving written notice to the bidder without any

compensation, if the bidder becomes bankrupt or otherwise insolvent, provided that such termination

will not prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to

Purchaser.

16.7. In the event the bidder’s company or the concerned division of the Company is taken over / bought over

by another company, all the obligations and execution responsibilities under the agreement with

Purchaser, should be passed on for compliance by the new company in the negotiation for their

transfer.

16.8. If the name of the product is changed for describing substantially the same in a renamed form; then all

techno-fiscal benefits agreed with respect to the original product, shall be passed on to Purchaser and

the obligations with Purchaser taken by the bidder with respect to the product with the old name shall

be passed on along with the product so renamed.

17. Placing of Work Orders

17.1. Purchaser may at any time, by a written order given to the Bidder, make changes to the scope of the

Contract as specified.

17.2. If any such change causes an increase or decrease in the cost of, or the time required for the Bidder’s

performance of any part of the work under the Contract, whether changed or not changed by the order,

an equitable adjustment shall be made in the Contract Value or time schedule, or both, and the

Contract shall accordingly be amended. Any claims by the Bidder for adjustment under this Clause must

be asserted within thirty (30) days from the date of the Bidder’s receipt of Purchaser’s changed order.

17.3. Purchaser reserves the right to accept any bid, and to annul the RFP 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 Purchaser's action.

17.4. Prior to the expiry of the period of bid validity, pursuant to “Annexure D-III: Validity of Bids, Rates etc”,

Purchaser will notify the successful Bidder in writing by fax/email, followed by registered letter/speed

post, that its bid has been accepted.



18. Signing of Contract

18.1. At the same time as Purchaser notifies the successful Bidder that its bid has been accepted, Purchaser

will send the Bidder the Pro forma for Contract “Annexure F-III: Master Services Agreement” provided in

the RFP, incorporating all agreements between the parties.

18.2. Within 15 days of receipt of the Contract, the successful Bidder shall furnish the performance security in

the form of Bank guarantee valid for a period of 60 days beyond the period of contract in accordance

with the Conditions of Contract, in the Contract Performance Guarantee form prescribed in “Annexure

F-II: Proforma for Bank Guarantee for Contract Performance” from a nationalized bank for an amount of

10% of the contract value and sign with date of the Contract and return it to Purchaser, failing which

Purchaser reserves the right to annul the contract and forfeit the EMD.

18.3. In case of exigency attributable to IA’s default, if Purchaser gets the work done from elsewhere, the

difference in the cost of getting the work done will be borne by the successful Bidder.

19. Key Performance Measurements

19.1. Unless specified by Purchaser to the contrary, the IA shall perform the Services and carry out the scope

of work in accordance with the terms of this Contract, Scope of Work as specified in “Annexure A-II:

Scope of Work” and the Service Level Specifications as laid down in “Annexure E: Service Level

Agreement” of this RFP.

19.2. If the Contract, Scope of Work, Service Specification includes more than one document, then unless

Purchaser specifies to the contrary, the later in time shall prevail over a document of earlier date to the

extent of any inconsistency.

19.3. Purchaser reserves the right to amend / modify any of the terms and conditions in relation to the

Contract / Service Specifications, upon mutual agreement with the Bidder and may issue any such

directions which are not necessarily stipulated therein if it deems necessary for the fulfillment of the

Schedule of Requirements.

20. Transition Management

20.1. Post the contract period, the IA is expected to provide a smooth handover of all the knowledge material

and assets to Purchaser.

20.2. The IA will be required to handover the following indicative list:

a) Source Code and executable files

b) User role and configurations including administration and root credentials

c) Project related technical, functional and operational documentation

d) Training manuals for all the functional module management, software system administration &

maintenance, hardware support, maintenance & operations

20.3. Post the contract period, if a new bidder is selected by Purchaser for the next contract or the Purchaser

decides to manage the system on its own, the IA is expected to provide adequate knowledge transfer

and training to the new bidder or Purchaser within the period of contract. The knowledge

transfer/training should necessarily cover details on

a) MTS modules – Design, Development and Maintenance aspects

b) Nature and type of incidents and the database

c) FAQ’s and other reference material prepared for issue resolution and

d) Effective resolution mechanisms, if any, etc.



21. Purchaser’s Right of Monitoring, Inspection and Periodic Audit

21.1. Purchaser reserves the right to inspect and monitor/assess the progress / performance / maintenance

of MTS at any time during the course of the Contract.

21.2. Purchaser may demand and upon such demand being made, Purchaser shall be provided with any

document, data, material or any other information which it may require, to enable it to assess the

progress of the project.

21.3. Purchaser shall also have the right to conduct, either itself or through another IA as it may deem fit, an

audit to monitor the performance by the IA of its obligations/functions in accordance with the

standards committed to or required by Purchaser and the IA undertakes to cooperate with and provide

to Purchaser/ any other IA appointed by Purchaser, all documents and other details as may be required

by them for this purpose. Any deviations or contravention identified as a result of such

audit/assessment would need to be rectified by the IA failing which Purchaser may, without prejudice to

any other rights that it may have issue a notice of default.

21.4. Intellectual Property Rights

21.4.1. Purchaser shall own and have exclusive right in perpetuity to use all Intellectual Property Rights

which have arisen out of or in connection with the implementation of this Contract, including all

processes, products, software, specifications, reports, drawings and other documents which

have been developed by the IA during the performance of Services and for the purposes of

inter-alia use or sub-license of such Services under this Contract. The IA undertakes to disclose

all Intellectual Property Rights arising out of or in connection with the performance of the

Services to Purchaser and execute all such agreements/documents and file all relevant

applications, effect transfers and obtain all permits and approvals that may be necessary in this

regard to effectively transfer and conserve the Intellectual Property Rights of Purchaser. This

may not apply to any third party software which shall be provided to the Purchaser as per the

license terms and conditions of the licensor of such third party software.

21.4.2. If Purchaser desires, further, the IA shall be obliged to ensure that all approvals, registrations,

licenses, permits and rights which are inter-alia necessary for use of the infrastructure installed

by the IA, the same shall be acquired in the name of Purchaser, prior to termination of this

Contract and which shall be assigned by Purchaser to the IA for the purpose of execution of any

of its obligations under the terms of this RFP. However, subsequent to the term of this Contract,

such approvals etc. shall endure to the exclusive benefit of Purchaser.

21.4.3. The IA shall ensure that while it uses any software, hardware, processes or material in the

course of performing the Services, it does not infringe the Intellectual Property Rights of any

person and the IA shall keep Purchaser indemnified against all costs, expenses and liabilities

howsoever, arising out of any illegal or unauthorized use (piracy) or in connection with any claim

or proceedings relating to any breach or violation of any permission/license terms or

infringement of any Intellectual Property Rights by the IA during the course of performance of

the Services.

21.4.4. The IA would be required to hand over to Purchaser all versions of MTS.

21.5. Products and fixes

21.5.1. All products and related solutions and fixes provided pursuant to this work order shall be licensed

according to the terms of the license agreement packaged with or otherwise applicable to such

product. IA would be responsible for arranging any licenses associated with products. “Product”



means any computer code, web-based services, or materials comprising commercially

released, pre-release or beta products (whether licensed for a fee or no charge) and any

derivatives of the foregoing which are made available to Purchaser for license which is published

by product owner or its affiliates, or a third party. “Fixes” means product fixes that are either

released generally (such as commercial product service packs) or that are provided to you when

performing services (such as workarounds, patches, bug fixes, beta fixes and beta builds) and any

derivatives of the foregoing

21.6. Bespoke development

21.6.1. Subject to the provisions of Clause 21.7 and 21.8 below, upon payment, the IPR for any bespoke

development done during the implementation of the project will lie with the Purchaser.

Implementation Agency shall be entitled to a broad license back in the bespoke

development for its internal usage and other e-governance projects.

21.7. Pre-existing work

21.7.1. All IPR including the source code and materials developed or otherwise obtained independently of

the efforts of a party under this Agreement (“pre-existing work”) including any enhancement

or modification thereto shall remain the sole property of that party. Bidder will declare all its

pre-existing work (to the extent possible) which it proposes to use in this project beforehand

with reference to the solution modules proposed as per the Annexure I-1: Functional

Requirements Specifications.

21.7.2. IA shall grant to the Purchaser perpetual license to use, reproduce and modify any of its pre-

existing work provided to the Purchaser for the performance of such services during the contract

period and thereafter. Except as may be otherwise explicitly agreed to in a statement of services,

the IA should grant the Purchaser a perpetual license to use the pre-existing work in the form

delivered to Purchaser as part of the service or deliverables for operations of the Purchaser.

21.7.3. Purchaser’s license to pre-existing work is conditioned upon its compliance with the terms

of this Agreement and the perpetual license applies solely to the pre-existing work that IA

leaves with Purchaser at the conclusion of the services.

21.7.4. The IA shall have no right to sell to / share the pre-existing work of the Purchaser with any Third

Party.

21.8. Residuals

21.8.1. IA shall be precluded from independently developing for itself, or for others, anything, whether

intangible or non-tangible form, which is competitive with, or similar to, the deliverables set-out in

this RFP. In addition, subject to the confidentiality obligations, IA shall be free to use its general

knowledge, skills and experience, and any ideas, concepts, know-how, and techniques that are

acquired or used in the course of providing the Services.

22. Information Security

22.1. The IA shall not carry and/or transmit any material, information, application details, equipment or any

other goods/material in physical or electronic form, which are proprietary to or owned by Purchaser,

out of premises without prior written permission from Purchaser.

22.2. IA acknowledges that Purchaser’s business data and other Purchaser proprietary information or

materials, whether developed by Purchaser or being used by Purchaser pursuant to a license agreement

with a third party (the foregoing collectively referred to herein as “proprietary information”) are

confidential and proprietary to Purchaser; and IA agrees to use reasonable care to safeguard the

proprietary information and to prevent the unauthorized use or disclosure thereof, which care shall not



be less than that used by IA to protect its own proprietary information. IA recognizes that the goodwill

of Purchaser depends, among other things, upon IA keeping such proprietary information confidential

and that unauthorized disclosure of the same by IA could damage Purchaser and that by reason of IA’s

duties hereunder. IA may come into possession of such proprietary information, even though IA does

not take any direct part in or furnish the services performed for the creation of said proprietary

information and shall limit access thereto to employees with a need to such access to perform the

services required by this agreement. IA shall use such information only for the purpose of performing

the said services.

22.3. IA shall, upon termination of this agreement for any reason, or upon demand by Purchaser, whichever is

earliest, return any and all information provided to IA by Purchaser, including any copies or

reproductions, both hardcopy and electronic.

23. Records of Contract Documents

23.1. The IA shall at all-time make and keep sufficient copies of the process manuals, training manuals

operating procedures, specifications, Contract documents and any other documentation for him to

fulfill his duties under the Contract.

23.2. The IA shall keep at each site at least three copies of each and every specification and contract

document, in excess of his own requirement and those copies shall be available at all times for use by

Purchaser’s Representative and by any other person authorized by Purchaser’s Representative. Where

one or more of IA’s offices are deployed in the works, all requirements of the Contract and IA’s

obligation under the Contract shall apply equally at each office so deployed.

24. Ownership and Retention of Documents

24.1. Purchaser shall own the Documents, prepared by or for the IA arising out of or in connection with this

Contract.

24.2. Forthwith upon expiry or earlier termination of this Contract and at any other time on demand by

Purchaser, the IA shall deliver to Purchaser all Documents provided by or originating from Purchaser and

all Documents produced by or from or for the IA in the course of performing the Services, unless

otherwise directed in writing by Purchaser at no additional cost. The IA shall not, without the prior

written consent of Purchaser store, copy, distribute or retain any such Documents.

25. Confidentiality

25.1. The IA and Purchaser shall not use Confidential Information except for the purposes of providing the

Service as specified under this contract.

25.2. The IA / Purchaser may only disclose Confidential Information in the following circumstances:

a) with the prior written consent of Purchaser / IA (respectively, as applicable);

b) to a member of the Purchaser’s or IA’s Team (“Authorized Person”) if:

the Authorized Person needs the Confidential Information for the performance of

obligations under this contract; AND

the Authorized Person is aware of the confidentiality of the Confidential Information and is

obliged to use it only for the performance of obligations under this contract

25.3. The IA and Purchaser shall do everything reasonably possible to preserve the confidentiality of the

Information to the satisfaction each party.



25.4. The IA shall notify Purchaser promptly if it is aware of any disclosure of the Information otherwise than

as permitted by this Contract or with the authority of Purchaser.

25.5. The IA shall be liable to fully recompense Purchaser for any loss of revenue arising from breach of

confidentiality. Purchaser reserves the right to adopt legal proceedings, civil or criminal, against the IA in

relation to a dispute arising out of breach of obligation by the IA under this clause.

26. Change /Alteration/Variation in Work Order

26.1. Notwithstanding with anything contained in Clause 3.5 under Annexure E-I: Service Level Agreements,

IA agrees that the MTS requirements given in functional requirements specifications of the RFP in

Annexure I-1 are minimum requirements and are in no way exhaustive and guaranteed by Purchaser. It

shall be the responsibility of the IA to meet all the requirements of design criteria and specifications

contained in the RFP as well as due to amendment of MMDRA and Rules framed thereunder and any

upward revisions and/or additions of quantities, specifications, sizes given in specifications etc. of the

RFP required to be made during commissioning of MTS shall not constitute a change order and shall be

carried out without a change order as well as without any time and cost effect to Purchaser. Any

upward revision and/or additions consequent to errors, omissions, ambiguities, discrepancies in the

specification of the RFP which the IA had not brought out to Purchaser’s notice in his Bid shall not

constitute a change order and such upward revisions and/or addition shall be carried out by IA without

any time and cost effect to Purchaser.

26.2. Change Order

26.2.1. The change order will be initiated only in case

(i) Purchaser directs in writing to the IA to include any change /addition to the Scope of Work/

Design Criteria covered under this Contract or delete any part of the Schedule of Requirements

under the Contract,

(ii) IA requests to delete any part of the work which will not adversely affect the operational

capabilities of the facilities and if the deletions proposed are agreed to by Purchaser and for which

cost and time benefits shall be passed on to Purchaser

26.2.2. Any change order comprising an alteration which involves change in the cost of the works (which

sort of alteration is hereinafter called a “Variation”) shall be the Subject of an amendment to the

Contract by way of an increase or decrease in the Contract Price and adjustment of the

implementation schedule if any.

26.2.3. Within ten (10) working days of receiving the comments from Purchaser on the specification,

purchase requisitions and other documents submitted by the IA for approval, the IA shall respond

in writing, which item(s) of the Comments is/are potential changes(s) in the “Scope of work” in

Annexure A - II: Scope of Work of the RFP document covered in the Contract and shall advise a

date by which change order (if applicable) will be submitted to Purchaser.

26.3. Procedures for Change Order

26.3.1. During detailed requirement finalization and subsequently, if the IA observes that any new

requirement has been stipulated by Purchaser, while approving the purchase requisitions, other

documents etc. he would verbally discuss the matter with Purchaser.

26.3.2. If it is mutually agreed that such Requirement constitutes a “Change Order” then a joint

memorandum will be prepared and signed by the IA and Purchaser to confirm a “Change Order”

and submit subsequent schedule and cost effect, if any.



26.3.3. If Purchaser accepts the implementation of the change order in writing, then IA shall commence to

proceed with the relevant work stipulated in the change order pending final agreement between

the parties with regard to adjustment of the Contract Price and the Implementation Schedule.

26.3.4. The IA shall submit necessary back up documents for the change order showing the break-up of

the various elements (e.g. ICT infrastructure provisioning, installation and development,

operations and maintenance, etc.) constituting the change order for Purchaser’s review. If no

agreement is reached between Purchaser and IA within 60 days after Purchaser’s instruction in

writing to carry out the change concerning the increase or decrease in the Contract price and all

other matters described above, either party may refer the dispute to arbitration.

27. Change of expected volumes and manpower

27.1. Purchaser will have the option to increase or decrease the size of the dedicated and exclusive resources

deployed, at any time during the contract period.

27.2. The written advice to this effect shall if so required be issued by Purchaser up to 4 (four) weeks prior to

the due date of change in number of resources to the IA.

27.3. In case of increase in number, the IA agrees to provide additional resources at the rate and terms and

conditions as provided in the Contract.

27.4. In case of decrease in number, the IA shall give a reduction in price at the rate given in the Contract

corresponding to decrease of size.

27.5. In case applicable rates for the increase/decrease in question are not available in the Contract then the

rates as may be mutually agreed shall apply.

27.6. The IA shall not be entitled to any claim by way of change of price, damages, losses, etc. However, the

IA shall be compensated at actual for any cancellation charges provided the claim is duly supported by

documentary evidence of having incurred cancellation charges, which results from Purchaser’s action in

reducing/canceling Scope of work.

28. Suspension of Work

28.1. The IA shall, if ordered in writing by Purchaser’s Representative, temporarily suspend the works or any

part thereof for such a period and such a time as ordered. The IA shall not be entitled to claim

compensation for any loss or damage sustained by him by reason of temporary suspension of the Works

as aforesaid. An extension of time for completion, corresponding with the delay caused by any such

suspension of the works as aforesaid shall be granted to the IA, if request for same is made and that the

suspension was not consequent to any default or failure on the part of the IA. In case the suspension of

works, is not consequent to any default or failure on the part of the IA, and lasts for a period of more

than 2 months, the IA shall have the option to request Purchaser to terminate the Contract with mutual

consent.

28.2. If the IA is not able to comply with the contractual obligations completely within the specified period,

the EMD/Bank Guarantee for Contract Performance will be forfeited in full. Besides legal action shall be

taken separately.

29. Penalty Calculation Process

29.1. Any unjustified and unacceptable delay beyond the delivery, installation and commissioning schedule as

per contract will render the IA liable for penalty at the rate as mentioned in the “Annexure E-I: Service

Level Agreement”.



30. Installation Process

30.1. During installation at site, if any item is found to be defective or broken, it will be replaced with new one

by the IA at its own cost and risk within 30 days from the date on which the IA has been informed of

such damage.

31. Payment Process

31.1. A pre-receipted bill, along with original excise duty and entry pass (wherever applicable), and

Installation certificate and other relevant documents, etc shall be submitted in five copies in the name

of Controller General, IBM, Nagpur by the IA in the Purchaser Headquarters soon after the delivery and

installation along with a copy of the duly receipted Delivery Challan and installation certificate, duly

signed by the concerned User or Purchaser’s office with date and stamp.

31.2. Payment will be processed as per the “Annexure G-I: Payment”.

31.3. Payments shall be subject to deductions of any amount for which the IA is liable under the

empanelment or RFP conditions. Further, all payments shall be made subject to deduction of TDS (Tax

deduction at Source) as per the Income-Tax Act and / or any other statutory provisions.

32. Onsite Warranty Maintenance

32.1. The warranty period for the systems shall be taken into account from the date of completion of

supply of products, its successful installation/commissioning and acceptance by Purchaser, including

free spare parts, kits or accessories. Failure to provide satisfactory warranty service/support shall

attract penalties.

33. Consortium

33.1. Considering the wide variety of skills and resources needed for the project, bidders are allowed to

form a Consortium and bid for this project.

33.2. Consortium is not a mandatory condition.

33.3. In case of Consortium, both the Lead Bidder and the consortium member should necessarily satisfy

the applicable eligibility criteria as mentioned in “Annexure A- III Eligibility Criteria”.

33.4. The Lead Bidder will be the prime point of contact for the Purchaser and will be primarily

responsible for the discharge and administration of all the obligations for this project. The sole

responsibility under the contract would be that of the Prime Bidder only.

33.5. An authorized representative of the Bidder (Lead Bidder in case of consortium) should initial all

pages of the RFP response. In case of consortium, consortium member should furnish a Letter of

Authority in favour of the Lead Bidder, authorizing to submit and sign the RFP response.

33.6. The Lead Bidder participating with consortium approach should define the role of both consortium

members in the RFP response clearly indicating their scope of work/responsibilities and

relationship.

33.7. The Lead Bidder would be required to submit a joint Memorandum of Understanding (MOU)

between the consortium members for the contract.

33.8. Any company/organization cannot be a member of any other consortium for the purpose of this

RFP. Participation by any company in more than one consortium will be considered a

disqualification for all concerned consortiums for submitting bids against this RFP.



33.9. The Lead Bidder is expected to unconditionally accept the full responsibility for executing the ‘Scope

of Work’ and meeting all obligations of the project. The confirmation should be furnished as part of

the RFP response.

34. Termination

34.1. Material Breach

34.1.1. In the event that either Party believes that the other Party is in Material Breach of its obligations

mentioned in this RFP, such aggrieved Party may terminate the contract upon giving a one month’s

notice for curing the Material Breach to the other Party. In case the Material Breach continues,

after the notice period, the Purchaser or Implementation Agency, as the case may be will

have the option to terminate the Agreement. Any notice served pursuant to this Clause shall give

reasonable details of the Material Breach, which could include the following events and the

termination will become effective.

34.1.2. The Purchaser may by giving a one month’s written notice, terminate this Agreement if a

change of control of the IA has taken place. For the purposes of this Clause, in the case of IA,

change of control shall mean the events stated in Annexure E - I: Service Level Agreements Clause

3.3

34.1.3. In the event that IA undergoes such a change of control, Purchaser may, as an alternative to

termination, require an additional Performance Security in the form of a bank guarantee in the

form prescribed in Annexure F-II from a nationalized bank for an amount as may be decided by the

Purchaser for the obligations of IA. If such a guarantee is not furnished within 30 days of

Purchaser’s demand, the Purchaser may exercise its right to terminate this Agreement in

accordance with this Clause by giving 15 days further written notice to the IA. In the event

of termination of the Agreement under this clause, the Purchaser reserves the right to forfeit the

original contract performance security.

34.2. Effects of termination

34.3. In the event that Purchaser terminates the Agreement pursuant to failure on the part of the IA to

comply with the conditions as contained in this Clause and depending on the event of default, EMD /

Performance Guarantee furnished by IA may be forfeited

34.4. Upon termination of this Agreement, the Parties will comply with the Exit Management Schedule set

out in Annexure E-I: Service Level Agreement Clause 10 of this RFP.

34.5. Purchaser is not liable to pay the IA any of the following in the event of termination of work by the IA,

without the consent of the Purchaser:

i) any charge for Services IA provided and any Deliverables and/or system (or part thereof) IA

delivered prior to termination, AND

ii) any reimbursable expenses IA incurred prior to or during termination

34.6. If Purchaser terminates without cause attributable to the IA, the Purchaser agrees to pay

a) any applicable adjustment expenses IA incurs as a result of such termination (which IA will

take reasonable steps to mitigate)

b) Purchaser agrees to pay IA for:

i) all charges for Services IA provides and any deliverables and/or system (or part thereof) IA

delivers through termination, and

ii) reimbursable expenses IA incurs through termination.



34.7. Termination of this agreement due to bankruptcy of IA

34.7.1. The Purchaser may terminate this agreement with immediate effect by serving a written notice to

the IA at any time in the event of IA reporting an apprehension of bankruptcy to the Purchaser or

its nominated agencies.

34.7.2. In such event, the Purchaser reserves the right to forfeit the contract performance security of the

IA and award the contract to a replacement IA.

35. General Conditions

35.1. No interest shall be payable for the Earnest Money Deposit.

35.2. The Bank Guarantee for Contract Performance Security without any interest accrued shall be released

only after the expiry of 60 days beyond contract period for the successful completion of the contract.

35.3. The decision of Purchaser arrived during the various stages of the evaluation of the bids is final and

representation of any kind shall not be entertained on the above.

35.4. The bidder shall bear all costs associated with the preparation and submission of its bid irrespective of

the conduct or the outcome of the bidding process.

35.5. In case the selected bidder is found in-breach of any condition(s) of RFP or supply order, at any stage

during the course of supply/ installation/commissioning or warranty period, the legal action as per

rules/laws, shall be initiated against the bidder and EMD/Bank Guarantee for Contract Performance

Security shall be forfeited.

35.6. The bidder shall not indulge in any corrupt, fraudulent, collusive, coercive practices during the entire

process of bidding and execution of the contract. Bidders found to be indulging in such practices during

the entire process of bidding or execution of the contract shall be disqualified for participation in the

present RFP and those bidders may be liable to be debarred from bidding for Purchaser’s RFP / tenders

in future for a period of three years.

35.7. Printed conditions mentioned in the RFP bids submitted by bidders will not be binding on Purchaser. All

the terms and conditions for the supply, testing and installation, payment terms, penalty etc. will be as

those mentioned herein and no change in the terms and conditions by the bidders will be acceptable.

Alterations, if any, in the RFP bids should be attested properly by the bidder, failing which, the RFP will

be rejected.

35.8. Upon verification, evaluation / assessment, if in case any information furnished by the bidder is found to

be false/incorrect, their total bid shall be summarily rejected and no correspondence on the same, shall

be entertained.

35.9. Indemnity

35.9.1. The selected bidder shall indemnify the Purchaser/User department against all third party claims of

infringement of patent, trademark/copyright or industrial design rights arising from the use of the

supplied software/ hardware/manpower etc. and related services or any part thereof. Purchaser/User

department stand indemnified from any claims that the hired manpower may opt to have by virtue of

working on the project. Purchaser/User department also stand indemnified from any compensation

arising out of accidental loss of life or injury sustained by the hired manpower while working on the

project.



35.10. Termination for Insolvency

35.10.1. Purchaser may at any time terminate the work order / contract by giving written notice of four

weeks to the bidder, without any compensation to the bidder, if the bidder becomes bankrupt

or otherwise insolvent.

35.10.2. In such event, the Purchaser reserves the right to forfeit the contract performance security of

the bidder and award the contract to a replacement bidder.

35.11. Purchaser will not be responsible for any misinterpretation or wrong assumption by the bidder.

35.12. Force Majeure

35.12.1. If at any time, during the continuance of this contract, the performance in whole or in part by

either party of any obligation under this contract is prevented or delayed by reasons of any war,

hostility, acts of public enemy, civil commotion, sabotage, fires, floods, explosions, epidemics

quarantine restrictions, strikes, lockouts or acts of God (hereinafter referred to as "events"),

provided notice of happenings of any such event is duly endorsed by the appropriate authorities

giving notice, is given by party seeking concession to the other as soon as practicable, but within

21 days from the date of occurrence and termination thereof and satisfies the party adequately

of the measures taken by it, neither party shall, by reason of such event, be entitled to

terminate this contract, nor shall either party have any claim for damages against the other in

respect of such nonperformance or delay in performance, and deliveries under the contract

shall be resumed as soon as practicable after such event has come to an end or ceased to exist

and the decision of the purchaser as to whether the deliveries have so resumed or not, shall be

final and conclusive, provided further, that if the performance in whole or in part or any

obligation under this contract is prevented or delayed by reason of any such event for a period

exceeding 60 days, the purchaser may at his option, terminate the contract.

35.13. Liquidated Damages

35.13.1. Liquidated Damages (LD) will be as per Annexure E-I: Service Level Agreements.

35.14. Definition for default:

35.14.1. Default is said to have occurred

a) If the IA fails to deliver any or all of the services within the time period(s) specified in the

work order or any extension thereof granted by Purchaser

b) If the IA fails to perform any other obligation(s) under the contract .

35.14.2. If the IA, in either of the above circumstances, does not take remedial steps within a period of

30 days after receipt of the default notice from Purchaser (or takes longer period in-spite of

what Purchaser may authorize in writing), Purchaser may terminate the contract / work order in

whole or in part. In addition to above, Purchaser may at its discretion, procure upon such terms

and in such manner, as it deems appropriate, goods/ services similar to the undelivered

items/products and the defaulting IA shall be liable to compensate Purchaser for any extra

expenditure involved towards goods and services to complete the scope of work in totality or

10% of the work order as cancellation charges whichever is higher.

35.15. Escrow



The purchaser reserves the right to demand from IA to deposit the source code, object code and

documentation pertaining to the development of MTS in an escrow account.

35.16. Resolution of disputes

“In event of any dispute of difference between the parties hereto, such disputes or differences

shall be resolved amicably by mutual consultation. If such resolution is not possible, then the

unresolved disputes or differences shall be referred to arbitration of the arbitrator to be

appointed as per the provisions of Arbitration and Conciliation Act, 1996 (No.26 of 1996). The

venue of such arbitration shall be at Nagpur or any other place, as may be decided by the

arbitrator. The language of arbitration proceedings shall be in English. The arbitrator shall make

a reasoned award (the “Award”) which shall be final and binding on the parties”. The expenses

of the arbitration proceedings shall be shared equally by the parties to the agreement. However,

expenses incurred by each party in connection with the preparation, presentation shall be borne

by the party itself.

Pending the submission of and/or decision on a dispute, difference or claim or until the arbitral

award is published, the parties shall continue perform all of their obligations under the

agreement without prejudice to a final adjustment in accordance with such award.”

35.17. Applicable Law

35.17.1. The contract shall be interpreted in accordance with the laws prevalent in India.

35.17.2. Compliance with all applicable laws: The IA shall undertake to observe, adhere to, abide by, comply

with and notify the Purchaser about all laws in force or as are or as made applicable in future including

MMDRA 2015 and Rules framed thereunder, pertaining to or applicable to them, their business, their

employees or their obligations towards and all purposes of this RFP and shall indemnify, keep

indemnified, hold harmless, defend and protect the Purchaser and its employees / officers / staff /

personnel representatives / agents from the failure or omission on its part to do so and against all

claims or demands of liability and all consequences that may occur or arise for any default or failure on

its part to conform or comply with the above and all other statutory obligations arising therefrom.

35.17.3. Compliance in obtaining approvals / permissions / licenses: The IA shall promptly and timely

obtain all such consents, permissions, approvals, licenses , etc as may be necessary or required

for any of the purposes of this project or for the conduct of their own business under the

applicable law, Government regulations / Guidelines and shall keep the same valid and in force

during the period of the contract or for the conduct of their own business under any applicable

law, Government regulations /guidelines and shall keep the same valid and in force during the

term of the project and in the event of any failure or omission to do so, shall indemnify, keep

indemnified, hold harmless, defend, protect and fully compensate the Purchaser and its

employees / officers / staff / personnel representatives / agents from and against all claims or

demands of liability and all consequences that may occur or arise for any default or failure on its

part to conform or comply with the above and all other statutory obligations arising therefrom

and the Purchaser will give notice of any such claim or demand of liability within reasonable

time to the IA.

35.18. Purchaser reserves the right to cancel this RFP without assigning any reason whatsoever at any time

or modify the requirement.



35.19. Purchaser also reserves the right to modify/relax any of the terms & conditions of the RFP by

declaring / publishing such amendments in the websites http://eprocure.gov.in/eprocure/app , and

http://ibm.gov.in .

35.20. Purchaser in view of project’s requirement, may reject any RFP(s), in which any prescribed

condition(s) is/are found incomplete in any respect and at any processing stage.

35.21. Limitation of Liability

35.21.1 Notwithstanding anything to the contrary in this RFP, there shall be no limitation of liability in case of

(i) any damages for bodily injury (including death) and damage to real property and tangible personal property and willful fraud and/or

(ii) the intellectual property infringement claims as per RFP document.

35.21.2 In all other cases not covered by ’35.21.1’ above, the total financial liability of the IA shall be

limited to the value of the Agreement, arrived at as the sum of Capital Expenditure (CapEx)

incurred by the Implementation Agency till the relevant date on which such liability is to be

calculated and Operational Expenditure (OpEx) for a year, the CapEx being determined on the

basis of the original purchase value of all the Assets being considered for CapEx calculation less

depreciation and OpEx being determined in accordance with the market rate, prevailing as on the

relevant date, for all service elements being considered for OpEx calculation. IA will provide the

list of CapEx and OpEx items with their respective costs when asked by Purchaser for the same

and Purchaser will have the right to get that list verified by any third party before accepting it.

35.21.3 Neither this Agreement nor the SLA (Service Level Agreement) grants or creates any rights, benefits, claims obligations or causes of action in, to or on behalf of any person or entity (including any third party) other than between the respective Parties to this Agreement or the SLA as the case may be.

35.21.4 Any claim or series of claims arising out or in connection with this agreement or the SLA shall be time barred and invalid if legal proceedings are not commenced by the relevant party against the other party within such period as may be permitted by the applicable law without the possibility of contractual waiver or limitation.

35.21.5 The Purchaser shall be entitled to claim the remedy of specific performance under this agreement or the SLA.

35.21.6 Title and Risk of loss: Implementing Agency shall bear the risk of loss of Assets, up to the time they are transferred and handed over to the purchaser, after which it shall stand transferred to the purchaser. Implementing Agency shall arrange and pay for insurance to cover such item until it is transferred to the purchaser.

Controller General

INDIAN BUREAU OF MINES

For and on behalf of President of

India



Index of Annexure

S. No. Description

A Scope of work and Conditions for Participation in RFP and Eligibility Criteria

1. Annexure A - I: Summary

2. Annexure A - II: Scope of Work

3. Annexure A - III: Eligibility Criteria

4. Annexure A - IV: Earnest Money Deposit

5. Annexure A - V: Time Schedule

6. Annexure A - VI: Indicative Technology Solution

7. Annexure A - VII: Current IT Systems

8. Annexure A - VIII: Manpower requirements

9. Annexure A – IX: Indicative Reports and Records

10. Annexure A - X: Bill of materials

B Technical Formats

1. Annexure B - I: Technical Bid Letter

2. Annexure B - II: Bidder Particulars for Technical Bid

3. Annexure B - III: Methodology for Manpower Deployment and Training

4. Annexure B -IV: Description of Management Processes

5. Annexure B - V: Technology Solution & Maintenance Plan

6. Annexure B - VI: Business Continuity Planning/Disaster Recovery (BCP/DR) Approach

7. Annexure B - VII: C.V. Format

8. Annexure B - VIII – Details of Experience

9. Annexure B - IX - Details of Litigations / Ineligibility for corrupt or fraudulent practices / Blacklisted with any of the Government or Public Sector Units

10. Annexure B - X – Copy of Financial Bid with the price column of the price bid format blanked out

11. Annexure B - XI – Statement of Deviation

12. Annexure B - XII – Undertaking on Total Responsibility

13. Annexure B - XIII – Undertaking for STQC / CERT-IN Certification

14. Annexure B - XIV – Source Code Undertaking

15. Annexure B - XV – Compliance to functional and technical requirements

C Financial Formats

1. Annexure C - I: Financial Bid Letter

2. Annexure C - II: Breakup of Cost Components

D Bid Submission & Bid Evaluation

1 Annexure D - I: Bid Submission



S. No. Description

2 Annexure D - II: Evaluation Mechanism

3 Annexure D - III: Validity of Bids, Rates etc

E Service Level Agreement

1 Annexure E - I: Service Level Agreement

F Additional Requirements/Performa

1 Annexure F - I: Performa for Earnest Money Deposit

2 Annexure F- II: Performa for Bank Guarantee for Contract Performance

3 Annexure F- III: Master Service Agreement

4 Annexure F- IV: Change Control Note

5 Annexure F-V: Pre-contract Integrity Pact

G Payment

1 Annexure G-I: Payment

H Check-list of documents to be submitted

1 Annexure H - I: Enclosures Checklist

I Specifications

1 Annexure I - I: Functional Requirements Specifications

2 Annexure I - II: Software Technical Specifications

3 Annexure I- III: Hardware Technical Specifications

J Financial Bid Work Sheet

1 Annexure J - I: Financial Bid Worksheet

K Annexure K – I: IBM Circulars



A

Scope of Work and

Conditions for

Participation in RFP and

Evaluation Criteria



Annexure A - I: Summary

1. Summary Table

S. No Item Description

1 File No. I-11013/1/ MTS/01/2015-16/CCOM

2 RFP No. MTS/01/2015-16/CCOM

3 (a) Title

Selection of an Implementation Agency for design,

development, maintenance and operations of Mining Tenement

System

3(b) Scope of Work

The Implementation Agency is expected to

1. Design the ICT system framework of MTS

2. Develop and implement MTS applications

3. Procure, implement and maintain the ICT infrastructure

under MTS

4. Deploy skilled personnel to effectively manage the services

5. Maintain and operate the system

6. Digitize records for Indian Bureau of Mines, Ministry of

Mines and State Departments

4 One time Procurement Yes

5 Empanelment No

6 Consortium Allowed

7 RFP Fee NIL

8 Number of packets 3

9 Contact Details

Senior Mining Geologist,

In Charge TMIS,


Ground Floor, TMIS Section, C- Block, INDIRA BHAWAN,

CIVIL LINES,

NAGPUR- 440 001

E-mail: [email protected]

Phone No. Direct: +91 712 2545570

Phone No. PBX: +91 712 2560544 (1003 / 1007 / 1901)

mailto:[email protected]



Annexure A - II: Scope of Work

1. Introduction The Ministry of Mines, Government of India as a policy decision felt a need to develop “Mining Tenement System

(MTS)” and nominated IBM as the Purchaser for the project. The proposed system of MTS will facilitate the

entrepreneur to identify the suitable areas for various types of mineral concessions that are mining tenements

viz. Reconnaissance Permit (RP), ML, PL-CUM-ML and Non-exclusive RP through web based technology services

and enable IBM and State Governments to monitor and manage the mining activities. The web-based system

would integrate with Geographical Information System (GIS), so that information could be shown spatially in the

form of maps as a service to the end users. The system will also facilitate the functioning of IBM in terms of mines

inspection, on-line returns from different stakeholders, data collection etc.

The idea is to ensure the development and implementation of integrated web based solution for Mining

Tenement System (MTS) integrating needs of states as well as center seamlessly, for the benefits of mining

stakeholders. Automation of the Mining Tenement System would not only reduce the procedural complexities in

grant of mineral concessions but would also promote the aims of transparency, accountability and efficient

governance. This is expected to:

(i) reduce the physical interaction of the concessionaires with the Government

(ii) optimize the response time of the Government in providing services to the concessionaires

The key objectives of MTS are:

o Automation of the entire concessions life-cycle process from 'grant of mineral concessions like ML, PL-

cum-ML through auction till closure of mine Transparency in mineral application processing

o Creation of databases and Management Information System (MIS) reports to facilitate adequate

reporting to Ministry of Mines, Indian Bureau of Mines and State DMGs

o Online submission of notices and returns and status tracking for entrepreneurs

o Monitoring the mining scenario of the country



2. Stakeholders The key stakeholders in the MTS eco-system can be divided into the following groups:

Sr # Group Description

1 Policy & Legislation Ministry of Mines and State Governments are responsible for the formulation of

policies, acts and rules. The legislation in mining sector refers to Mines and Mineral

Development & Regulation Act (MMDRA), 1957 or any subsequent amendments to

the act, Minerals Concession Rules (MCR), 1960 and Minerals Conservation and

Development Rules (MCDR), 1988 as amended from time to time and various rules

framed under the MMRDA. These policies & legislations have been formulated by

the Ministry of Mines and are the pillars for governing the processes followed for

the major minerals. The State mineral policies cover the priorities of respective

State for grant of concessions related to major minerals. They are framed by the

respective State Governments.

2 Grant, Execution

and Administration

body

The State DMGs are responsible for the execution and administration of the

Mineral Concession rules. This involves grant of concessions to the applicant,

collection of royalties by District Mineral Foundation and National Mineral

Exploration Trust on the mineral consumed & transported from the mine, issue of

transport permits to transport minerals from one place to another and inspection &

monitoring of the concessionaire’s activities.

3 Regulatory Indian Bureau of Mines, under the Ministry of Mines, undertakes regulatory

activities for the mining sector as per the Minerals Conservation and Development

Rules (MCDR), 1988. The State Government is responsible for grant of mineral

concessions as per the Rules framed under MMDRA' IBM undertakes inspections to

monitor the activities of the concessionaires. It also acts as the advisory body to the

Ministry of Mines like preparation of new rules and undertaking review of the

sector.

4 Entrepreneurs and

Concessionaires

Entrepreneurs include mine owner, agent, mining engineer or manager of every

mine, or any other person or company engaged in trading or storage or end-use or

export of minerals mined in the country as per the specified Form M of MCDR.

5 Exploration

organizations

Exploration agencies like Geological Survey of India (GSI), Mineral Exploration

Corporation Limited (MECL), Public Sector Undertakings (PSUs) and private agencies

are responsible for carrying out exploration activities and sharing of exploration

data with IBM.

6 Other Approval and

Clearance bodies

Post the issue of Letter of Intent (LoI) by the State DMGs, the applicant needs to get

certain clearances from the concerned bodies / organizations like Ministry of

Environment and Forest, Ministry of Labour, Pollution control board, Central Board

of Excise and Customs (CBEC), Ports and State Revenue Department.

The above user groups are to be considered as external stakeholders in relation to

MTS.

2.1 About Ministry of Mines Ministry of Mines is responsible for survey and exploration of all minerals other than coal, natural gases,

petroleum and atomic minerals, for mining and metallurgy of non-ferrous metals like aluminum, copper, zinc,



lead, gold, nickel, etc. and for administration of the Mines and Minerals (Development and Regulation) Act, 1957

in respect of all mines and minerals other than coal, natural gas and petroleum.

The existing indicative responsibilities for the Ministry of Mines are:

o Legislation for regulation of mines and development of minerals within the territory of India, including

mines and minerals underlying the ocean within the territorial waters or the continental shelf, or the

exclusive economic zone and other maritime zones of India as may be specified, from time to time by or

under any law made by Parliament.

o Regulation of mines and development of minerals other than Coal, Lignite and Sand for stowing and any

other mineral declared as prescribed substances for the purpose of the Atomic Energy Act, 1962 (33 of

1962) under the control of the Union as declared by law, concerning regulation and development of

minerals in various States and the matters connected therewith or incidental thereto.

o All other metals and minerals not specifically allotted to any other Ministry/Department, such as

Aluminum, Zinc, Copper, Gold, Diamond, Lead and Nickel.

o Planning, development, and assistance to, all institutions dealt with by the Ministry.

o Administration and management of Geological Survey of India

o Administration and management of Indian Bureau of Mines

o Metallurgical grade silicon

2.2 About Indian Bureau of Mines

IBM had been established in 1948. IBM is a government organization under the Ministry of Mines. IBM is engaged

in promotion of conservation, scientific development of mineral resources and protection of environment in

mines other than coal, petroleum & natural gas, atomic minerals and minor minerals.

The existing indicative responsibilities of IBM are:

o Regulation of mining activity through site visits and inspections

o Consolidation of data related to mineral statistics and inventory

o Reserve positions for various minerals as per UNFC

o Approve and provide recommendations / feedbacks on mine closure plan along with inspections.

2.3 About State DMG The State DMGs are responsible for the grant of concessions, notifications, collection of royalty, DMF, NMET and

dead rent collection, issue of transport permits and looking after merger / surrender / cancellation of

concessions.

The existing indicative responsibilities for the State DMGs are:

o Grant concessions

o Issue notifications

o Collection of Royalty, DMF and NMET

o Issue of transport permits

o Merger / cancellation / surrender of concessions

3. Geographical spread The system is envisaged to be operational in the following locations:

Sr # Stakeholder Description and Number of Locations

1 Ministry of Mines Shastri Bhawan, New Delhi

2 Indian Bureau of Headquarters, Nagpur



Sr # Stakeholder Description and Number of Locations

Mines Zonal Offices - 3

Regional Offices – 12

Sub-regional offices - 2

3 State DMG Initially 12 mineral rich States have been identified to be included under the

purview of MTS. Each State will have the following offices: State Mining

Departments, DMGs HQ, and district offices.

The indicative list of states are:

o Undivided Andhra Pradesh

o Chhattisgarh

o Goa

o Gujarat

o Jharkhand

o Karnataka

o Kerala

o Madhya Pradesh

o Maharashtra

o Odisha

o Rajasthan

o Tamil Nadu

The same model may be further extended to other States. Please refer to the

implementation models described in Customisation, configuration and integration

of the State specific solutions (Clause 4.2.1.7 of this section)



4. Scope of Work The project has been divided into two phases as per the implementation and acceptance of MTS solution

implemented by the IA.

4.1 Overview

The project would include the following work components:

Phase Work Components

Phase I – Implementation

o Project Planning o Assessment of GIS inventory availability o Mineral Inventory data standardization o Preparation of technical documents o Organization, design and inventorization of spatial data o Development/Integration/Customization of MTS Core Solution o Customisation, configuration and integration of the State specific solutions o Development of MTS portal o User acceptance testing o Pilot implementation for identified locations o Capacity building o Sizing of compute and storage as required in DC and DR on NIC cloud o Configuration of Virtual Machines as required in DC and DR on NIC cloud o Installation, commissioning and roll-out of software on virtual machines in NIC

cloud o Digitization, migration, cleansing and enriching of data from legacy systems

Phase II – Post

Implementation

o Maintenance of MTS portal and application o ICT Infrastructure Administration o AMC for all components procured by the bidder for the project o Helpdesk support o Handholding and training* o Preparation of Customized Management Information System (‘MIS’) reports*

* Handholding & training, and preparation of Customized Management Information System (‘MIS’) reports would be initiated in Phase I but would be required to be continued in Phase II as well. Note: The purchaser will provide basic office amenities such as sitting space, furniture, two phone lines, and internet connectivity at IBM Nagpur - Headquarters. The bidder will be responsible for any other infrastructure or equipment required for the operation. Bidder needs to account for desktops and laptops required for their teams. Detailed Scope of Work The following section presents the detailed scope of work for the bidder:

4.1.1 Phase I - Implementation

4.1.1.1 Project Planning

4.1.1.1.1 The Bidder is expected to adopt a comprehensive and efficient Project Management methodology

to ensure that project milestones are tracked and met. Bidder will be required to submit the Project

plan in order to determine and agree on the project expectations, ground rules, work plan,

communication matrix, timelines, Quality Plan, Configuration Management Plan etc. within the

stipulated time as mentioned in Clause 6 – Timelines, Milestones and Deliverables of this annexure.

Following activities would be covered:



a) Finalize a set of activities for the project with identification of resource assignments, roles and

responsibilities against each activity

b) Prepare a project plan including milestones

c) Discuss the project plan with stakeholders

d) Assess project timelines and budget utilization figures

e) Project Quality Plan shall document specific process elements and the quality actions that the

project intends to implement. This shall include the derivation of quality goals, standards

followed, schedule of quality assurance activities in the project, defect control, correction and

preventive methodology, handling process deviations.

f) Configuration Management Plan shall contain procedures to be implemented for managing

the configuration of the software solution to be produced by the project. In this plan, bidder

shall identify configuration items, responsibilities of configuration controller, access

restrictions, directory structure needed for configuration management, procedure for change

control, method of tracking the status of configuration items, backup procedure, configuration

audits, release management, archival procedure, procedure for version/ revision numbering.

4.1.1.1.2 The project plan shall clearly specify the various project milestones and project deliverable

schedules. It shall also include the following:

a) Project Organization and Management plan

b) Software Design and Development plan

c) Implementation plan

d) Pre-commissioning, Operational and User Acceptance Testing Plan

e) Design, Delivery and Installation Plan for Hardware and Network

f) Training Plan

g) Data entry plan

h) Support Service Plan

i) Task, Time, and Resource Schedules (List of tasks, the dependency among the tasks, the

duration to perform the tasks, the resources allocated to perform the tasks, the scheduled

start and finish dates for the task)

j) Post-implementation support and maintenance plan

k) Technical Support Plan

l) 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.

4.1.1.1.3 The detailed project plan shall be internally reviewed for completeness and correctness by Bidder

and subsequently delivered to CMC for its review and acceptance. The mutually agreed Project Plan

will form the basis for regular project monitoring.

4.1.1.1.4 Bidder shall hold fortnightly review meetings with CMC for providing detailed report on the

progress of the project (Project Progress Report) clearly highlighting the activities completed in the

reporting period, activities planned for the next reporting period, deviations from the planned

dates, issues/ concerns affecting the project progress, impact on the overall project timelines,

project related risks with their mitigation plans.

4.1.1.1.5 Bidder shall ensure proper configuration management functions are being performed as per the

configuration management plan. Bidder’s Project Manager shall review the activities periodically.



4.1.1.1.6 Bidder’s independent quality assurance team shall conduct regular reviews/ audits of the project

and ensure that the project adheres to the project plan documents

4.1.1.2 Assessment of GIS Inventory availability

4.1.1.2.1 The Bidder is expected to understand and assess the existing GIS inventory requirements and the

availability including:

a) 50,000 scale base maps

b) 4,000 scale base maps

c) Base maps on various scales

d) Cadastral maps

e) Forest layer maps

f) Satellite images

g) Concession layers

h) DGPS Survey

i) Lease Information data

j) Topographical information

k) NSDI compatible data sets in the data base which should be typically RDBMS

4.1.1.2.2 The assessment should clearly identify the web map services which may be used or integrated with

the MTS and the processes involved

4.1.1.2.3 The process for integration of the DGPS survey, satellite imagery, concession layers and lease

information systems should be established

4.1.1.2.4 The digitization requirements, interface developments and integration with the registry

components should be planned.

4.1.1.2.5 The Lease information system is to be established wherein data on concession areas may be stored

and made available to the GIS module

4.1.1.3 Mineral inventory data standardization

4.1.1.3.1 The key parameters which form the base for MTS like major minerals, the grades should be

identified with the help of the mining experts in discussion with IBM.

4.1.1.3.2 The feature code for each type of mineral and the grades should be established and submitted to

IBM for acceptance.

4.1.1.3.3 The same feature codes should be used as a baseline while designing the registry and GIS modules

4.1.1.3.4 Standards should be published post acceptance by IBM such that all State Departments, GSI and

Exploration bodies may conform to the same for future transactions.

4.1.1.4 Preparation of technical documents Bidder is expected to prepare the following technical documents during the various project phases

including but not limited to:

4.1.1.4.1 Inception Report including but not limited to the project plan, time lines, manpower deployment,

deliverables and milestones

4.1.1.4.2 Software Requirement Specifications Document (SRS) as per IEEE Standard 830 including but not

limited to the following components:

a) System description

b) System interfaces (system, user, hardware, software, communication, etc.)

c) Product functions

d) Performance requirements

e) Logical database requirements

f) Standards compliance



g) Software system attributes like reliability, availability, security, maintainability, portability

h) Prototype

i) Operational modes

j) Use cases

k) Constraints

4.1.1.4.3 Software Design Document (SDD) as per IEEE Standard 1016 including but not limited to the

following:

a) Decomposition description (modules, processes, data)

b) Dependency description (Inter-modules, Inter-process, Inter-data)

c) Interface description (Module and process)

d) Detailed design (Module and Data)

4.1.1.4.4 Software Test Report Document which will contain documentation pertaining to the testing of each

unit or module or system as a whole, etc.

a) Unit and Integration Testing Plan and Procedure

b) User Acceptance Testing Plan and Procedure

c) Test cases for all tests

d) Test input data set, test results

e) Hardware configuration Documents

f) Quality Assurance/ Testing Plan

4.1.1.4.5 Version control management containing the baseline version for all documents, source codes and

applications with procedures for making any changes to the baseline version

4.1.1.4.6 Operational Procedures Manual

4.1.1.4.7 Roll Out Plan and Completion Report

4.1.1.4.8 Contingency Plan document containing emergency response procedures; backup arrangements,

procedures, and responsibilities; and post-disaster recovery plans, procedures and responsibilities

4.1.1.4.9 Exit Management Plan - Bidder must ensure that the system modules being developed are

thoroughly documented with comprehensive manuals and adhere to standard methodologies in

software development as per ISO and/or CMM models. The document including but not limited to

are:

a) Exit management and transition management approach and plan

b) All system requirements, design and architecture related checklists of documents

c) Interface control document

d) Management and review of Version Control System

e) Quality Assurance / Testing Plan.

f) Others

4.1.1.4.10 Preparation and maintenance of end-user documents including but not limited to user manuals. The

manuals and documents etc. shall be in English and in soft and/or hard copy and equal to the

number of the deliverables/modules. Some of the indicative manuals are:

a) Operations Manual providing instructions for installing the application/ software tools,

troubleshooting, interpreting message logs, and FAQs (Frequently Asked Questions).

b) Maintenance Manuals

c) Administration Manual

d) Security Manual

e) Applications and Web Portal Training Manual and others (if any) as per acceptable

standards

f) Systems Manual detailing the data structure, table, forms and report structures.

g) Trouble Shooting Guide/ Handbook for helpdesk which describes the various trouble

shooting methods



4.1.1.4.11 CMC will be responsible for the review of the deliverables and submit recommendation to the MTS

core committee for further approval.

4.1.1.4.12 The bidder should establish a test case tool linking the FRS, SRS and SDD prepared which will be

reviewed by the CMC, Purchaser and their nominated agency online. The tool should be used for

review of the SRS, SDD, test cases and any other deliverables as per Purchaser requirements to

support the collaborative review of the Purchaser and other stakeholders. The bidder is required to

provide login credentials to all users of the above bodies. The test case tool should have the

following functionalities:

o Inter-linkages of the FRS, SRS, SDD and test cases with unique identity numbers allotted for

each condition

o Provision for all users to submit their reviews pertaining to the FRS, SRS, SDD and test

cases

o Provision for the CMC or its nominated agency to review and approve user comments

o Workflow mechanism to allow the inputs approved by CMC to be submitted to the bidder

o Audit trail to track the activity undertaken by the bidder

o Tabular as well as graphical based representation of reports to be presented to the

Purchaser and CMC on parameters relevant to the project implementation status and

progress by the bidder.

o Query system for dynamic generation of customized reports

4.1.1.5 Organization, design and inventorization of spatial data

4.1.1.5.1 The spatial data requirements are to be assessed and the requirements finalized

4.1.1.5.2 The bidder would have to establish processes for integrating the cadastral maps, topographical

maps, forest maps, satellite images and DGPS surveys in the GIS module

4.1.1.5.3 The bidder may be required to establish guidelines based on the assessment for the concessionaires

for submission of the applications / mining plans / scheme of mining, etc.

4.1.1.5.4 Integration of cadastral maps and other base maps

4.1.1.5.5 Integration of topographic information and DGPS with the GIS maps

4.1.1.6 Development / Integration / Customization of MTS Core Solution

4.1.1.6.1 The Bidder should adhere to the following guidelines for software development

a) Bidder should carry out development and customization of all the solutions using its own

infrastructure including but not limited to servers, storage, networking, software licenses,

automated testing tools etc.

b) Bidder should ensure that the COTS solution selected (if any) are such that they are

configured / customized with minimal modifications to the source code.

c) All security related functions/aspects of the proposed system should have at least 128 bit

encryption.

d) Bidder should implement quality standards like

o CMMI Level 5

o ISO 20000

o ISO 27001

o ISO 9001

e) Bidder should develop and maintain the Development and Test Environment including

hardware and software licenses at bidder’s premises



The Bidder is expected to design, develop and implement MTS solution catering to the Centre in a phase-wise manner. The table below exhibits the modules with the associated phases and the user:

Sr # Module Indicative Sub-Phase

1 Registration A

2 Concession submission in response to auction bid A

3 Mining Plan / Scheme of mining / others - self certification and hosting on MTS

A

4 Concession processing and grant A

5 Filing of returns and notices A

6 Concession management including: o Transfer o Discontinuance o Area relinquishment o Cancellation or revoke o Register generation o Others

A

7 Inspections B

8 Revisions and other applications B

9 Closure of Mines B

10 Royalty payment, DMF and NMET (including transport permit and pass generation

C

11 Transformation of IBM databases (TMIS), including but not limited to, database architecture re-design, data digitization, data migration, data cleansing, generation of reports (indicative list provided in the Annexure A-IX and configuration of proposed data warehouse corresponding to the following modules:

o National Mineral Inventory o Mining Leases o Mining cum production o Mines control and conservation o Mineral consumption o World mineral intelligence o External Trade

C

12 GIS C

The timelines for completion of sub-phases is as follows:

Sub-Phase Duration

Sub-Phase A T0 + 44 weeks

Sub-Phase B T0 + 50 weeks

Sub-Phase C T0 + 54 weeks

*T0 refers to effective date of signing of contract.

4.1.1.6.2 The above registry modules should seamlessly integrate within Centre and State modules and as

well as the GIS module facilitating real-time update of concession data on the GIS maps.

4.1.1.6.3 The Bidder should be able to integrate web map services from different agencies like NICMAP

(Multi-layer GIS services of NIC), GSI layers and other layers for the MTS GIS component.

4.1.1.6.4 The bidder should conduct a study to plug the gaps in FRS and provide the desired MTS solution as

per the Purchaser’s requirement at no extra cost to the purchaser.



4.1.1.6.5 The Bidder is required to undertake a review of the existing system presently in use in the Centre

and integrate them with the MTS solution or migrate the data to the new solution. In the latter

case, the Bidder shall undertake system re-engineering to replace existing systems or upgrade the

existing systems. The existing systems presently used by Ministry of Mines and IBM include:

a) Registration

b) Revision

c) Return

d) MCAS (Ministry of Mines and IBM)

e) TMIS database

Details of these systems have been provided in the section for existing IT systems.

4.1.1.6.6 The Bidder should implement the following COTS solutions in MTS post detailed review of the

scenarios in relation to the functional processes envisaged under MTS:

Sr # Component Requirements

1. Workflow a. The Bidder should study the functional process maps envisaged as a part

of the MTS modules and assess the roles and the functionalities for the

Centre (Ministry of Mines, IBM and GSI) and the respective State

Departments

b. The roles should be established and defined in the system along with the

functionalities and access controls

c. The concession application processing, and other modules should be

studied and the system should be aligned as per the requirements of the

user

d. The work flow system should enable a streamlined operation and flow of

approvals

e. The system should be configured as per the user roles for each IBM office

(regional and Zonal) and each State Department

2. Document

Management

System

a) The Bidder should configure the system to allow the Centre and State

Departments to store the files and documents on a dedicated storage

system under MTS

b) Adequate access controls should be in place to limit access to critical

documents

c) The system should allow the user to label the files to facilitate easy

retrieval

d) The nomenclature of file storing should be established and policies should

be defined allowing the user to upload and add labels as applicable

3. Web Content

Management

System

a) The Bidder needs to configure the system such that Ministry of Mines and

IBM users are able to add, modify and remove MTS portal contents

b) The system should allow the users to manage the multiple domains under

the purview

c) The system should allow multiple users to access the web site contents

and make changes as per requirement

d) The system should support multiple browser support without any change

in the web content

e) The web content management system should adhere to Guidelines for

Indian Government Websites (GIGW) standards

4. Identity and

Access

a) The system should have at least a two factor authentication for the MTS

users




Management b) The system must have a login id and password generated through the

registration module along with information on the mobile and email id to

authenticate the user

c) The Bidder must establish security policies prior to implementing the

system and get it approved by the CMC

d) The Bidder must be responsible for establishing the user record baseline

which would be used for the authentication

e) The user record must be linked to the type (Ministry of Mines, IBM, GSI,

State Departments, Concessionaire, Registered user) and their designation

f) The access controls should be configurable to grant/revoke/modify access

to the users to applications and records in document management

systems

g) The Bidder must be responsible for the preparation of the access controls

policy document and the use cases for the user authentication.

5. ETL and Data

Warehouse

solution

a) The bidder should conduct study of the data sharing requirements

between the Centre and the States to assess the implementation and

integration strategy. The extraction, transformation and loading phases

should be prepared by the bidder as per the Purchasers requirements.

b) The bidder needs to consider the standard feature codes established by

the CMC to assess the transformation requirements to be catered to by

the ETL tool

c) The Bidder needs to propose the system integration and data migration

with all stakeholders including but not limited to the State Departments

and Exploration bodies

d) The bidder should prepare the data porting and filtering steps required to

port data to the data warehouse system

e) The existing TMIS system needs to be assessed by the bidder to integrate /

re-design the system such that the various components may be

automated and the option of manual intervention may be reduced to the

extent possible

f) The data warehouse should be designed to include layers like staging,

operational data store, data integration and access layers. The bidder

should study the MIS reports required by the stakeholders to develop the

data marts.

g) The bidder should design, develop and implement the required decision

support interfaces, reporting, analytical tools which would assist the

purchaser in making strategic decisions to administer and regulate the

mining sector.

6. Helpdesk

System

a) The key features should include incident submission & tracking, change

request submission and approval and end user support.

b) The system should support enable the transmission of a SMS and email to

the registered mobile and email id of the registered user with relevant

details like ticket number, description, activated group, etc.

c) Facility for periodic reports and status updates should be available in the

system.



The bidder should provide the end users with a compatible native mobile application for the following indicative

scenarios for leading mobile platforms like android, iOS, windows, etc.:

o Concession processing status

o Return submission status

o Royalty, DMF and NMET payment, and status

o Notices

o Revision application status

o Inspection reports

o Dashboards and MIS reports

The bidder should implement a reporting tool to enable features like slice & dice, generation of customized reports, drill down facility etc. in the reporting module to be implemented by Bidder. IBM and its state units may also require additional reports as per their requirements.. System should also allow generating reports in tabular, chart, cross tab, form, and master/detail format layer. It should also include breaks, sections, filters and calculation (sum, count, avg., max, min, percentage). It should provide a tool to write customized queries and use all SQL operators and functions. The bidder should provide an audit log management system, with the following features:

a) In order to record and maintain the events occurring on the Virtual Machines and other components /

devices, bidder shall propose an appropriate audit log solution.

b) The Audit log shall provide a secure mechanism of keeping a log of all the events on all the servers and

devices.

c) The Audit log servers shall be managed by the officials of CMC and the same shall not be accessible to

anybody else.

d) The Audit log solution shall preferably have the following capabilities:

o Real time display of messages.

o Message logging or forwarding of all messages, or based on priority or time of day.

o Receiving messages via UDP, TCP or SNMP.

o Forwarding messages via UDP or TCP.

o Sending SNMP traps.

o Audit log message buffering in order to ensure that messages are not missed under heavy load.

o It shall be able to pass values from the received audit log message to an external program, e-

mail message or audit log message.

e) The Audit log agents shall be deployed on the all the requisite Virtual Machines and devices. The data

collected from the Audit log agents shall be stored on the storage solution.

f) Bidder is expected to carry out the sizing for the Audit log servers and also for the storage disk size

requirements while proposing the Audit log solution.

g) Bidder shall provide the latest version of the appropriate audit log solution available in the market on the

day of submission of the bid.

h) Bidder shall provide requisite licenses for all the software required for the Audit log Solution.



The table below provides the set of third party applications/ tools which are required to be integrated

with the proposed MTS solution


1 Email and SMS

Solution

a) The MTS workflow should be integrated with messaging systems such that

automated email and SMS alerts may be sent to users

b) The bidder shall be responsible for integrating the existing NIC email and

SMS gateway solutions with MTS

2 Digital

Certificate

system

a) The Bidder would be required to enable the concessionaire to submit an

application for concession post authentication through the registration

user id and password.

b) During submission, the concessionaire would be required to provide

digital signature to sign the terms and conditions for applying for the

concession

c) The Bidder should take into consideration the two factor authentication to

allow a concessionaire to submit an application for concession

d) The bidder should use the DSC for submission of returns and notices

Note: The above list of applications/ tools is the minimum set of components to be proposed by the

bidders. The bidders are expected to carefully study the requirements of the MTS solution and proposed

adequate set of applications/ tools to meet the project requirements.

The selected bidder will also provide Tablets wherein all applications should be configured. The technical

specifications of tablets are mentioned in Annexure I-III – Hardware Technical Specifications

4.1.1.6.7 As part of this development activity, Bidder should carry out the following tasks as per the

traditional software development methodology:

4.1.1.6.7.1 Software Requirement Analysis and Specification

a) Software Requirement Analysis and specification is a key stage in the project and recognizing

its pivotal role in the subsequent phases, sufficient time will be provided to the Bidder to

capture the requirements accurately. Functional requirements covered under various

solution areas have been identified from business process and other documents designed

during the initial phases of the project for the Bidder to refer.

b) Bidder should understand the business processes and other related documents and seek

clarifications from CMC, if any. Bidder should then take a hand over of these documents

from CMC.

c) If found necessary to modify the designed processes and other documents for successful

implementation, the same should be discussed and the relevant documents be modified as

and when required during the project implementation.

d) Bidder should interact with the target end users as well as CMC to gather requirements. It is

expected that Bidder gathers requirements through structured questionnaires, focused

interviews with user groups.

e) Deleted

f) After the analysis, Bidder should prepare software requirement specification (SRS)

document. Indicative FRS including process maps will be shared with the selected bidder to

enhance the clarity of the processes and system requirements. The bidder shall be required

to revalidate these requirements and update the FRS document accordingly. SRS prepared



by the Bidder should follow latest IEEE 830 standard and shall contain the objectives and

scope of the system, the various levels of requirements, the process model, data model, data

dictionary, etc. Unresolved issues on project execution and implementation should be

included in this document in consultation with CMC. User Role wise mapping to the various

business functions with details regarding their access rights (insert / update / delete / view

etc.) should also be included in this document.

g) The Bidder should, as part of development of SRS, develop a system prototype to capture

and demonstrate the end user requirements in the form of screens and outputs. The

prototype should be enhanced continuously during the development of SRS and SDD

specifications. It should be ensured that the required environment to develop and host the

prototype is procured early in the project.

h) The prototype should have the user access management configured for a ‘control group’ of

users of CMC during the time of SRS and prototype enhancement.

i) The Prototype should also act as tool for preliminary orientation of the end users in

familiarizing with the system that is being implemented. This is also to aid user training and

change management.

j) The SRS document will be reviewed by CMC and approved by the MTS core committee.

4.1.1.6.7.2 Software Design specifications

a) In this phase, Bidder should develop a logical view of the solution to meet the user

requirements. This logical view should consist - the functional architecture of the application

and the changes/new database design. Bidder should also define standards for coding,

documentation, user interfaces, etc., if the same is not already defined.

b) Bidder should document the high level design as System Design Document (SDD) consisting

of project standards, the functional design and the database design. The SDD document shall

be reviewed by CMC and approved by MTS core committee.

4.1.1.6.7.3 Preparation of Core Database design

a) Bidder should design the Logical Data Model of the Core Database based on the

understanding of the information needs of Ministry of Mines, IBM, GSI, State Directorates,

District offices & concessionaires / applicants and existing information items. The Logical

Data Model should include the definition of data structure or schematic diagram and data

dictionaries and metadata developed explaining specific entities, relationships and

dimensions identified as a part of the logical data model.

4.1.1.6.7.4 Build Stage – Coding and Unit Testing

a) Bidder should carryout detailed design (Low Level Design), Coding and Unit testing phases.

b) Bidder should break down the high level design into modules and programs. For every

program, a unit test plan should be created. Bidder should also identify common routines,

programs, utilities and tools for productivity improvement.

c) In this phase, high level design document is the main input whereas the program

specifications and unit test plans are the key outputs.



d) Bidder should identify data migration programs that need to be developed and tested. Since

without them, programs for the current application cannot be tested properly, it is

important that Bidder should develop and test them early.

4.1.1.7 Customization, configuration and integration of the State specific solutions

The bidder is required to study and assess the operations at Centre (Ministry of Mines and IBM) and

four State DMGs (Chhattisgarh, Gujarat, Karnataka and Rajasthan). IBM will facilitate access to

appropriate State DMG stakeholders for the purpose of this study. Based on the assessment by the

bidder the MTS solution would be developed centrally and deployed as a centralized instance.

incorporating the state specific customizations and configurations (like work flows, codification of

standards and conventions). The system should ensure electronic interchange of data between Central

Government and State Mining Departments.

The MMRDA Act 2015 is currently being implemented and some of the processes stated in this RFP and

annexures might undergo minor changes. The bidder is expected to study the MMRDA Act and keep

themselves updated on its implementation progress since the MTS solution would need to adhere to

the processes and procedures laid out in MMRDA Act 2015 and rules framed hereunder.

For the purpose of MTS, IBM has signed MoUs with twelve mineral rich states which provide details of

responsibilities of the Centre and State DMGs. The identified responsibilities are as follows:

Indian Bureau of Mines:

o Provide inputs on the design of MTS modules

o Provide information on the existing operating modules designs and architecture

o Review and approve the functionality of MTS in relation to IBM specific modules

o Monitor and test the module prior to final launch of the MTS

o Digitize physical data available with IBM in compatible mode to MTS

State Mining Departments

o Provide inputs on the design of the MTS modules related to the state specific

activities

o Provide inputs on the customizations and configurations requirement for adoption of

MTS

o Selection of the appropriate solution architecture to be adopted by the State Mining

Department

o To provide inputs and assistance for developing interfaces for the existing software

applications at State level, and integrate with MTS to facilitate data exchange

between State Mining Departments and MTS

o Digitize physical data available with the State Government in compatible mode with

the MTS

o Follow up with the State Departments of Land Resources and Forest Departments

and prioritize digitization of Cadastral and Forest maps

o To provide available GIS data on mineral concessions to IBM to be integrated with the

MTS GIS maps

4.1.1.7.1 The bidder should design and develop the state specific modules such that the following

three options may be provided to the State DMGs:

Sr

#

Option Description Scope of work for bidder Out of scope for bidder

1 Full The State a) The Bidder should implement MTS a) Deploy resources for the



Sr

#


adoption DMG adopts

all the

modules of

MTS

solution for the State Department

b) The Bidder should study the State

processes and customize and configure

the solution including workflows, user

groups as per the State requirements

c) Provide the State department access to

the state specific data and ensure the

integrity and security

d) Provide an interface and mechanism for

digitized data by States to be migrated to

MTS system

e) Study the digitized state specific data,

coordinate with the State for data

cleansing and sanitization, and migrate the

data to the central MTS system

f) The bidder should deploy training

resources to assist the State Departments

and DMG officers in the usage of the

system

respective State Departments

to assist in the alignment of

the State processes as per the

Central Act and Rules, or any

other process reengineering.

b) Make changes to state legacy

systems

2 Data

sharing

The State

DMG has the

entire suite of

MTS solution

implemented

and shares

the data sets

required The

legacy

systems of

the State

cover all the

functionalities

of the

proposed

MTS, and the

State wishes

to continue

with its legacy

systems,

while sharing

the data with

the MTS

a) The bidder should study the data

availability with the State legacy systems

and map it against the data requirement

of the central system

b) The bidder should identify the gaps in the

data availability and present the same to

the CMC to be taken up with the State

DMG

c) The bidder will be required to identify the

data extraction and transformation

requirements for the ETL tool and make

the required configurations in the tool

d) The bidder will provide templates /

formats / structures to the state in order

to have information exchange

e) The bidder will develop data interchange

mechanism

f) The bidder will be required to identify the

data extraction and transformation

requirements for the ETL tool and make

the required configurations in the tool

a) Deploy resources for the

respective State Departments

to assist in the alignment of

the State processes as per the

Central Act and Rules, or any

other process reengineering.

b) Make changes to state legacy

systems

3 Partial

adoption

The State’s

legacy

systems cover

functionalities

of some

a) For modules which are served by MTS,

please refer Point 1

b) For modules where Data Sharing is

required, please refer Point 2

a) For modules which are served

by MTS, please refer Point 1

b) For modules where Data

Sharing is required, please

refer Point 2



Sr

#


modules of

the MTS. The

State decides

to adopt the

MTS for other

modules, and

shares the

data with the

MTS for

modules

which are

already

served by its

legacy

systems

4.2.1.7.2 The bidder will be required to estimate the resource cost for state specific customization (option 1, 2 or

3 as stated in the table above) after the award of contract, as and when required by the Purchaser. The unit rates

for key personnel provided by the bidder will be used for estimating the additional resource cost for state specific

customization. This will be subject to final approval of the Purchaser. The Purchaser may interview the resources

proposed by the bidders before agreeing to their deployment.

4.1.1.8 Development of MTS Portal

a) The Bidder would need to design and develop the central MTS portal

b) The stakeholder needs to be identified and their requirements should be assessed while

designing the web site

c) The web site should have multi-lingual feature for all the major mineral States

d) The web site should incorporate links to all the State Departments and Exploration agencies

in India

e) The web site should have a separate login option for all the stakeholders including

concessionaires, registered entrepreneur and Ministry, IBM, GSI & State Department users

f) The web site should have the Registry as well as the GIS component

g) The web site should have adequate security features enabled

h) The portal should follow the latest GIGW and other guidelines for Government of India

websites and portal.

The Bidder should follow the basic testing procedures to ensure that the software application is free of

defects and bugs. In the course at least the following activities should be a part of the testing:

4.1.1.8.1 Integration Planning & Testing

a) The inputs for this phase consist of high level design documents and the unit tested programs.

The outputs from this phase consist of integration test plan, and integration test report.

b) Bidder should identify the critical modules to be integrated, identify order of integration and

identify interfaces to be tested.



c) Along with planning for system integration, Bidder should develop integration test cases and

include these in integration test plan.

d) Bidder should ensure that integration planning is done in parallel with the build phase.

e) Once the build phase is completed, Bidder should undertake the actual integration activity as

per the integration test plan. Subsequently, integration testing should be carried out as per the

plan, log all defects found and should ensure these defects are rectified and re-tested.

f) Bidder should maintain the integration test plan along with test results & defect statistics and

provide the same to CMC, if asked for.

4.1.1.8.2 System Test Planning & Testing

a) Bidder should plan out a series of different tests, each test having a different purpose, to verify

that all system elements have been properly integrated and that the system performs all its

functions and satisfies all its non-functional requirements.

b) The inputs for this phase consist of the requirement specification document (SRS) and the

initial system test plans whereas the outputs consist of system test plan and test results.

c) As part of system test planning, Bidder should identify features that should be tested and

features that need not be tested.

d) On successful completion of the Integration testing, Bidder should carry out the actual system

testing as per the system test plan.

e) Bidder should ensure that system testing is carried out by an independent team other than the

development team. Bidder should setup a separate test environment on its infrastructure with

test database to carry out system testing.

f) As part of the system testing, Bidder should carry out Performance testing of the application to

ensure that the application meets the performance requirements identified in the SRS.

g) Bidder should maintain the system test plan and test results with defect statistics and provide

the same to CMC.

4.1.1.9 User Acceptance Testing

4.1.1.9.1.1 User Acceptance consists of formal testing conducted by the end user group according to the

acceptance test plan and analysis of the test results to determine whether the system satisfies its

acceptance criteria. The indicative requirements for this phase include:

a) Bidder should prepare a plan to coordinate the User Acceptance activity.

b) Bidder should prepare a software release note that contains stepwise instructions on how to

install the software. The instructions should include information on creating the directory

structures, installing source and executable, loading data needed for installation and so on.

c) The primary responsibility for acceptance testing lies with the end user group and MTS – CMC

shall coordinate with Bidder to ensure necessary support is available to the end user group.

d) End users shall document the test cases / scenarios to ensure that the defined acceptance

criteria are validated during the acceptance testing.

e) Bidder should provide the necessary infrastructure like database licenses, development and run-

time licenses for solutions proposed, etc. for the UAT environment. Bidder should set up the test

environment along with installation of the software and test data creation. Bidder will be

responsible for ensuring appropriate OS, Database versions and patches are installed on the

Virtual Machines allotted in NIC cloud for this environment. Any problems encountered during



the installation should be documented by Bidder and the installation manual should be updated

accordingly.

f) Bidder should provide support to document the User Acceptance Test Results along with

Defects Statistics. Bidder should ensure that defects found are corrected and is retested by the

end user group.

g) On successful completion of User Acceptance Testing, Bidder will need to obtain a formal

acceptance sign-off from the user.

4.1.1.10 Pilot phase implementation for the identified locations

a) Bidder should conduct a pilot implementation for the identified locations by the Purchaser and

CMC

b) Bidder should present the functioning of the entire system specific to each stakeholder (Ministry

of Mines, IBM, State Departments and concessionaires) to get their inputs on the systems. If

required, customization feedbacks should be duly noted and addressed by the Bidder.

c) Bidder should note the feedback and suggestions from each stakeholder and take appropriate

actions to incorporate the feedbacks after due discussions with CMC.

4.1.1.11 Capacity Building

a) The Bidder shall impart training to the internal users in the operational and technical aspects of the

solutions being rolled out

b) The Bidder shall prepare the module specific training manuals and submit the same to users for

review and approval. Core modules to be covered include:

o Registration

o Grant of Concession

o Concession Management

o Inspection

o Revision

o GIS

c) Other training modules will include

o Ticketing and helpdesk system

o Senior management training on the management, reporting and administrative

functionalities

o Technical support and operations

d) Each training for the above modules should include:

o Classroom – Overview of the module functionality through a presentation

o Demonstration – The trainer should present a system functionality on the training

environment

o Hands-on – The user will be guided on using the system guided by the trainer

e) The training manuals are to be prepared in English and Hindi

f) The bidder should submit the training plan to purchaser for review and approval. All changes

suggested are to be discussed and revised training plan to be submitted. The training plan should

include the modules covered, dates and duration, number of batches and modes of training.

g) The bidder shall organize workshops for Ministry of Mines, IBM and State Department officers on

topics spanning the functional, technical, usage and implementation of the system. The respective

IBM office / State Department / GSI / NIC will be responsible for the preparation and arrangement

for the workshop venue and other requirements. The bidder will be responsible for the manpower

and the preparation of the soft and hard copy of the training materials.

h) Minimum indicative number of trainees from each stakeholder include:



o Ministry of Mines – 25

o Indian Bureau of Mines

Headquarters – 50

Zonal offices – 5 per office

Regional offices – 10 per office

o GSI

HQ – 4

Regional Office – 2 per office

o State Departments

Headquarters – 15 per office

District Offices – 5 per office

o NIC

CMC – 10

i) For IBM zonal offices, State Department district offices and GSI regional offices, separate

workshops should be conducted as follows:

o IBM (three zones and headquarters) –12(at least three workshops per zone and

headquarters to be conducted on MTS introduction and awareness).

o State Departments – 24 (at least two workshops per state to be conducted for all the

district officers)

o At least two workshops for GSI (with VC functionality)

Each workshop should be composed of the applicable modules relevant for the stakeholder. The workshop should be

divided as per the MTS modules. The Purchaser will assist the bidder to arrange for these workshops. The time and

duration of the workshops will be finalized with the selected bidder.

j) Training and walkthrough sessions to be conducted for the following indicative phases:

o Prototype

o UAT

o Post system go-live

o Operations and Maintenance phase (recurring periodically as per requirement)

k) Maximum number of trainees per batch should be limited to 25 officers. If required additional

batches should be created by the bidder.

l) Bidder shall impart training related to application deployment / installation, administration and

maintenance to technical users

m) The knowledge transfer shall include initial and ongoing training and skills development, training

materials, operations manuals, procedure manuals and deployment / installation guide as

mentioned under technical documentation.

n) Bidder shall ensure that all concerned personnel receive regular training sessions on the

procedures of incident / disaster management and their roles and responsibilities in such situation

o) Bidder shall prepare interactive Online Training Module for the applications. The information

should be made available to all the internal users on the MTS portal.

p) Bidder shall update the Training Manuals, procedures manual, deployment/Installation guides etc.

to reflect the latest changes to the solutions implemented.

q) Bidder shall ensure necessary environment setup, data creation to conduct end user training.

Ministry of Mines / IBM / State departments shall provide the necessary infrastructure such as

training classrooms to conduct the training. The training environment that is different from the

production environment shall be used for conducting the training sessions

r) Bidder shall appoint trainers and organize training sessions on a timely basis and ensure that the

attendance, performance evaluations are recorded



s) Performance of Bidder during these trainings shall be assessed based on the trainee feedback

collected for each training course. Bidder shall design the trainee feedback template in

consultation with the CMC. The objective of the feedback is to assess the quality of the sessions

and the officers understanding and take away from the session.

t) In case of an unsatisfactory (below average) feedback for the entire training batch, the bidder will

be required to repeat the session at no extra cost to the purchaser.

u) The feedback should be uploaded to the SLA monitoring tool and access should be given to the

purchaser for performance monitoring

v) Bidder will provide certificates to the trainees on successful completion of the training for using

the applications, or any other system (Systems/ Database / EMS etc). A transparent mechanism

shall be devised by the bidder and approved by the CMC for certifying the trainees

4.1.1.12 Installation, commissioning and roll-out of Hardware and Software

a) The MTS solution would be hosted on NIC cloud (Meghraaj). NIC is offering bare metal virtual

machines for staging and production environment to IBM to host MTS solution. VMs with the

following configuration are available in NIC cloud:

S. No. Number of Virtual CPUs RAM

1. 1 2 GB

2. 1 4 GB

3. 2 2 GB

4. 2 4 GB

5. 2 8 GB

6. 4 4 GB

7. 4 8 GB

8. 4 16 GB

9. 8 8 GB

10. 8 16 GB

11. 8 32 GB

12. 16 32 GB

13. 16 64 GB

Note: The bidder should visit https://cloud.gov.in/ for more details on the services being offered by

NIC cloud. NIC shall also provide the following in the bouquet of services being offered on

Meghraaj:

o Antivirus

o Storage

o Load Balancing

o Console/ Dashboard for management of Virtual Machines

o Remote connectivity to VMs for installation and maintenance of OS, software applications

and tools through a VPN client over internet

b) Bidder shall ensure standardization at unit building blocks. Bidder shall design the overall solution

such that the compute requirements in the entire architecture are optimally utilized in order to

improve the management of the overall solution.

c) The IA shall timely request IBM for the number of VMs as per the aforementioned configuration to

host the application in staging and production environment. IBM on request of IA shall apply for the

requisite number of VMs for the respective environment to NIC.

d) The bidder shall provide the number and configuration of the Virtual Machines which are to be

allocated in NIC cloud (Meghraaj) to successfully deploy the proposed solution

e) All software should be IPv6 ready from day one

https://cloud.gov.in/



f) The bidder would be responsible for the complete installation of the application/ system tools at

the DC and DR provided by NIC over Meghraaj

g) The bidder would be responsible for setting up the internal users system, if required, to access the

MTS solution

h) The bidder would be required to conduct security audits for each module prior to go-live from an

independent CERT-IN empanelled security auditor. The bidder would be required to close all the

observations submitted by the auditor before the module goes live in production environment.

i) The security audit is required to be conducted by the bidder also in the post-implementation phase

for all applicable changes resulting from a change request submitted / approved by the purchaser.

4.1.1.13 Setup of infrastructure in DC and DR

a) It is desired that the DC and DR site are setup in parallel. The DR site shall be commissioned along with

the DC site by NIC on Meghraaj.

b) Bidder shall quote the cost of the DR solution by considering deployment of only adequate number of

software licenses, which are essential to meet the requirements and service levels or consider utilizing

the existing features of the selected DC and DR sites, if required.

c) Bidder should provision for a warm DR and DR would have 50% of DC infrastructure. DR will be provided

through NIC cloud Meghraaj in a different geo-seismic zone than the DC.

d) The bidder should design the solution such that the RPO and RTO are not more than 4 hours. The

solution design should support increase / decrease in RPO / RTO in future, upon request of the

Purchaser. Additional solution components (if any) required to meet such a request shall be agreed

between the bidder and the Purchaser.

4.1.1.13.1 Replication

a) Bidder shall design a suitable replication strategy and an effective model for replication of the databases on

the SAN storage to be offered through NIC cloud. Bidder should accordingly review and identify the SAN

storage requirements over and above the minimum requirements

b) The replication software should be compatible with the proposed solution and should support both

synchronous and asynchronous modes.

c) Bidder to provide the requisite licenses for all system software required for the replication of the storage

system.

d) Bidder should assist the Purchaser in coordinating with NIC Data Centre to provide the replication between

the DC and DR sites.

4.1.1.14 Digitization, migration, cleansing and enriching of data from legacy systems

a) Currently digitized data is used in Ministry of Mines and IBM on a limited scale. Availability of legacy data is a

key requirement for the successful implementation of the project. For the automated systems, the data

would be required to be migrated to the new system.

b) It is envisaged that data migration and data digitization would be required for the successful implementation

of the project.

c) Currently IBM maintains all mining related records on Technical Management Information System (TMIS)

databases. The key data sets under TMIS are:

o National Mineral Inventory – Database for mineral deposits (resources, location, infrastructure,

geology, exploration, lease details, category-wise reserves, end use grade and other details)

together constituting the freehold and lease hold data based on the data from the concessionaires

returns and exploration reports of GSI, MECL, State DMG & private bodies

o Mining Leases – Database for the existing concessions – RP, PL, ML

o Mining cum production – database for recording details of mines



o Mines control and conservation – Database for storing inspections conducted by IBM

o Mineral consumption – Database for recording consumption of mineral raw materials in different

industries

o World mineral intelligence – Database for recording information on foreign trade, mineral trade,

consumption and mineral resources

o External Trade – Database for recording annual time series data related to export and import of

minerals, metals and their products

d) The databases are presently updated manually by the data entry operators.

e) IA would be required to study the database design architecture and propose strategy to migrate or upgrade

the existing system

f) The Bidder would be required to:

o update and enrich the data sets

o propose additional improvement (s) or re-engineering requirements

o integrate the databases with MTS / other web services to facilitate auto-updates

o establish and configure data warehouse and data marts as per the IBM organization structure and

functional requirements

o configure ETL tool to update the data warehouse from different systems

o develop interfaces and reports to cater to the reporting requirements of IBM functions

g) The bidder would be required to quote a lump sum cost of scanning 2,00,000 pages and a unit rate will be

applicable after exceeding scanning of 2,00,000 pages. Unit rate will be calculated by dividing the lump sum

cost quoted by bidder with 2,00,000. The scanning is required to be done at 150 dpi. The place for digitization

effort will be at IBM Headquarters, Nagpur.

h) The bidder would be required to quote a lump sum cost of data entry of 1,00,000 forms and a unit rate will

be applicable after exceeding data entry of 1,00,000 forms. Unit rate will be calculated by dividing the lump

sum cost quoted by bidder with 1,00,000. The place for data entry effort will be at IBM Headquarters,

Nagpur.

i) The bidder will be responsible for data development and organization including digitization. The bidder

should ensure that the data developed, organized or digitized is GIS ready for MTS application. This would

also entail responsibilities including (but not limited to):

a. Geo-referencing

b. Mosaicing

c. Vectorization

d. Metadata harvesting

Any software tools/ applications required for successfully completing the above activities shall be

provisioned by the bidder.

The bidder is required to deploy following resources for digitization, migration, cleansing and enriching of GIS data. This manpower should be located in IBM Nagpur. a. GIS Digitization Supervisor

Post Graduate in Science, Geography or Geology / Diploma in Engineering with - exposure to Spatial

Data Management, Digital Image Processing and Interpretation.

5+ year Experience in handling GIS/ Digitisation Tools like Arc Info, Arc Editor, Arcview, Auto CAD,

Mapinfo etc with 2+ years in supervisory role and Data QA/QC

Exposure on Enterprise Production Systems / tools such as Workflow Manager, PLTS Reviewer/Data

Reviewer (QC) would be desirable.

Desirable Qualification: PGDCA / BTech



b. GIS Digitization Operator

Graduate in Math's, Science, Geography or Geology, Environmental Science/ Diploma in Engineering

1+ year Experience in handling GIS/ Digitisation Tools like Arc Info, Arc Editor, Arcview, Auto CAD,

Mapinfo etc.

Exposure to Digital Image Interpretation and spatial data conversion

Desirable Qualification: PGDCA / BTech

4.1.1.15 STQC certification

The IA will be responsible for engaging STQC to conduct the assessment / review for the system before “Go Live”. IBM shall have the right to audit and inspect all the procedures and systems relating to the provisioning of the services. If there is any change / addition in the application’s functionality then the IA will have to obtain the STQC Certification for the changes / additions.

Application audit will include:

a. Functionality audit that will map the functionality delivered to the FRS agreed upon during development phase.

a. Identify the nature and type of transactions being processed by the application systems.

b. Determine systematic measures implemented to control and secure access to the application programs and data including password controls, user authentications, roles and responsibilities, audit trails and reporting, configuration and interface controls, etc.

c. Review of database structure including:

i Classification of data in terms of sensitivity & levels of access

ii Security measures over database installation, password policies and user roles and privileges

iii Access control on database objects – tables, views, triggers, synonyms, etc.

iv Database restoration and recoverability

v Audit trails configuration and monitoring process

vi Network connections to database

d. Review of Application, Webserver and Portal will include:

i Penetration and vulnerability testing

ii Security exposures to internal and external stakeholders

e. Definition and Implementation of Security Policies and Controls will include:

i Define and implement backup process, including schedule, storage, archival and decommissioning of media

ii Define IT Change Management process, Incident Management process – covering identification, response, escalation mechanisms

iii Define and implement Anti-virus (malware) controls – patching, virus definition file update

f. Sign-off criteria on deliverables

i Sign off from IBM

ii STQC Certification



Phase II – Post Implementation

4.1.1.16 Maintenance of MTS Portal and Application a) Bidder shall be responsible for managing the changes that happen to the DC and DR baseline configuration

in NIC cloud on an ongoing basis, including but not limited to, changes in hard / soft configurations, changes

to system software, changes to policies, applying of updates / patches, etc.

b) Bidder shall undertake planning required for changes, draw up a task list, decide on responsibilities, co-

ordinate with the users, establish and maintain communication with user departments to identify and

mitigate risks, manage the schedule, execute the change, ensure and manage the post-change tests and

documentation.

c) Bidder shall establish a change management policy and get it approved by the CMC

d) The software / application change requests must follow a due review and approval process. The business

impacts for the same should be analyzed prior to making changes in the solution

e) As a part of the software solution maintenance activity, the Bidder is expected to provide support but not

limited to the following components:

o Bug fixes and end user problem resolution

o New development and Enhancements

o Configuration management and version control

o Release management

4.1.1.16.1 Bug fixes and end user problem resolution a) The end user support shall include all activities related to resolving the bugs / defects reported by

application users. Every bug / defect shall be logged. Every bug / defect shall be categorized on the

severity levels.

b) Bidder shall identify the solution and take necessary approvals from the CMC and release the patch

for UAT after fixing the defects.

c) Bidder shall document defects / bugs encountered as well as document the resolution of the same.

d) Ensure re-installations, in the event of system crash/failures

4.1.1.16.2 New development and Enhancements

a) The application may require modifications or enhancements in the functionality. The enhancements

or new development may also be required to fix some complex problem requests or defect fixes.

b) Bidder shall ensure that correct version of the application / program units are being considered to

carry out application enhancements/ new development through configuration management plan

for configuration management and version control using the version control software.

c) Bidder shall support the CMC in carrying out the UAT for the modifications / enhancements.

4.1.1.16.3 Configuration management and version control

a) As the application undergoes enhancements and modifications due to problem requests, defect

fixes and change requests, it becomes increasingly important to keep the source code under version

control and the system under configuration management.

b) With the objective of keeping track of the version updates in the application, Bidder shall adhere to

the configuration management process defined in conjunction with CMC.

c) Bidder shall ensure that a copy of the production environment is backed up and stored in the

repository before the new / modified components are copied to Production.



4.1.1.16.4 Release management a) Release management procedure shall be defined in conjunction with IBM and CMC to ensure

smooth transition of the application changes from release environment to production environment.

b) As part of the release management Bidder shall perform the following activities:

o Bidder shall group the related change requests, assess their development progress and

accordingly prepare a schedule for their release

o Bidder shall in consultation with CMC and IBM prepare a detailed release plan for every

release. This plan shall include the release number and date of release. It shall also contain

details about the change request to be released.

4.1.1.16.5 Change management a) The Bidder will be responsible for making appropriate changes in the application as per

comments and feedback from the user groups including Ministry of Mines, IBM, GSI, State

Departments and concessionaires. A formal process should be defined to manage the

requirements changes as defined for illustration below:

o CMC will be responsible to collect the change requests initiated by user-groups, assess the

need to implement the suggested changes, take necessary approvals to implement the

suggested changes. CMC will forward the approved change requests to Bidder.

o Bidder should maintain a change request log to keep track of the change requests. Each

entry in the log should contain a Change Request Number, a brief description of the change,

the effect of the change, the status of the change request, and the key dates.

o Bidder should assess the effect of the change by performing impact analysis.

o Bidder should maintain the change request log with updated information and provide the

same to CMC as and when desired.

4.1.1.17 ICT Infrastructure Administration a) The Bidder shall provide complete support for the entire IT infrastructure (software & hardware) of the

system including all the items supplied as part of the contract, for the contract period. The terms of

warranty shall include that the solution supplied under this Contract shall have no defect arising from

design or workmanship or from any act of omission or commission of the bidder or that may develop

under normal use of the supplied solution. Additional costs shall not be paid to the bidder for warranty

4.1.1.17.1 System Administration a) System administration: System administration services for management of server environment to

maintain performance at optimum levels.

b) Proper configuration of server parameters, operating systems administration and tuning. Bidder shall

be a single point of accountability for all hardware maintenance and support central infrastructure.

c) Operating system administration, including but not limited to management of users, processes,

resource contention, preventive maintenance and management of patches to ensure that the system is

properly updated. Bidder is also responsible for re-installation in the event of system crash/failures.

d) Regular monitoring and maintenance of a log of the performance monitoring of servers including but

not limited to monitoring CPU, disk space, memory utilization, I/O utilization, etc. Bidder shall also

ensure that the bottlenecks in the infrastructure are identified and fine tuning is done for optimal

performance.

e) Regular analysis of events and logs generated in all the sub systems including but not limited to servers,

operating systems, databases, applications, messaging, etc. Bidder shall undertake actions in

accordance with the results of the log analysis. The system administrators shall also ensure that the

logs are backed up and truncated at regular intervals.



f) Adopt a defined process for change and configuration management in the areas including, but not

limited to, changes in parameter settings for application, operating system, devices, etc., applying

patches, etc.

g) Managing the trouble tickets, diagnosis of the problems, reporting, managing escalation, and ensuring

rectification of server problems as prescribed in SLA.

h) Bidder shall provide administration services related to user access including administrative support for

user registration, creating and maintaining user profiles, granting user access and authorization,

providing ongoing user password support, users and providing administrative support for print, file,

directory and scanning for the Ministry of Mines and IBM office locations.

4.1.1.17.2 Security administration a) Management of security environment to maintain performance at optimum levels.

b) Address ongoing needs of security management including, but not limited to, monitoring of various

devices / tools such as content filtering and blocking, virus protection, and vulnerability protection

through implementation of proper patches and rules.

c) Maintain an updated knowledge base of all the published security vulnerabilities and virus threats

for related software and microcode, including, but not limited to, operating systems, application

servers, web servers, databases, security solutions, messaging solutions, etc.

d) Ensure that patches / workarounds for identified vulnerabilities are patched / blocked immediately.

e) Respond to security breaches or other security incidents and coordinate with respective OEM/ NIC

in case a new threat is observed to ensure that workaround / patch is made available for the same.

f) Operating system hardening through appropriate configuration and patch updates on a regular

basis.

g) Ensure that all network hubs and switches (including already available equipment) are secured and

are enabled only when required by authorized employees.

h) Perform reactive and preventive maintenance exercise

4.1.1.17.3 Database administration a) Management of database environment to maintain performance at optimum levels

b) End-to-end management of database on an ongoing basis to ensure smooth functioning of the

same.

c) Tasks including, but not limited to, managing changes to database schema, disk space, storage, user

roles.

d) Conduct code and configuration reviews to provide inputs to CMC in order to improve the

performance or resolve bottlenecks if any.

e) Performance monitoring and tuning of the databases on a regular basis including, preventive

maintenance of the database as required.

f) Report backup status on a regular basis.

g) Manage database patch update as and when required with minimal downtime.

h) Bidder shall co-ordinate with Data center operators / engineers for back-up activities.

i) Use of DBA tools to perform database creation, maintenance, and database monitoring related

tasks.



4.1.1.18 Maintenance and operations of MTS infrastructure at DC and DR

4.1.1.18.1 Data center Operations through NIC cloud 1. The bidder shall provision skilled and experienced manpower at IBM Headquarter for

administration and management of the entire infrastructure at both the DC and DR through NIC

cloud for the contract period.

2. The bidder should be responsible for regular monitoring of the DC infrastructure resources’

which relates to the performance as per Annexure E-I: Service Level Agreements, Clause 5. In

case of degraded performance, the IA will be required to augment additional resources to

improve the performance of the system at no additional cost to the purchaser.

3. Assist IBM in co-ordinating with the Data Centre Provider to resolve any problems and issues

related to the datacenter

4. Prepare a list of equipment, software and configuration installed in the datacenters and the

same shall be approved by the CMC. Bidder shall maintain and modify the list in accordance to

the modifications.

4.1.1.18.2 Disaster Recovery center operations 1. Bidder shall provide the sizing and configuration of VMs and storage for the compute

requirements in the disaster recovery center.

2. Bidder shall develop an appropriate policy, processes and procedures in line with the industry

frameworks such as ITIL for failover and fall back to DR site in case of disaster.

3. Bidder shall perform a risk assessment and the business impact analysis for the DR. Bidder shall

develop emergency response and operations plan and present it to the CMC.

4. Bidder shall design architecture for implementation of the replication strategy from the DC to

the DR site.

5. Appropriate testing shall be done with time to see if the configurations and switchover is

happening as planned.

In addition to the above, the following activities are also required:

1. Bidder shall provide services for management of DR environment to maintain performance at

optimum levels and as required in case of a disaster or drill.

2. Bidder shall ensure that DR documentation is up to date and the site is in full readiness for

switch over in case of any disaster.

3. Bidder shall manage the data synchronization processes in co-ordination with data centre site

providers to ensure that data and application is updated at DR site.

4. Bidder shall ensure that configuration of equipment and application maintained at the DC site is

replicated regularly at the DR site.

5. Mock drills and plan updates shall be carried out once in a year and report submitted to CMC.

6. Bidder shall test, review and monitor the business continuity plan bi-annually for its

effectiveness and provide test results to CMC.

7. Bidder shall provide training to the CMC users in order to apprise them of the DR plan and of

their involvement for business continuity.

4.1.1.19 AMC for ICT infrastructure

a) The bidder should ensure availability of Warranty and Annual Maintenance Contract (AMC) support with

all the OEMs for proposed software. This warranty and AMC support period should commence from the

deployment of software components till the end of the period of contract.



b) The bidder should track the Warranty and AMC for all the assets at the office locations and initiate

procedure for renewal of the same at appropriate points in time.

c) Office equipment: The bidder will be required to ensure that 5 years comprehensive warranty/ AMC is

made available to the Purchaser and in case of any repairing / replacement; substitute equipment will be

made available to the Purchaser.

4.1.1.20 Helpdesk support

a) IA shall establish a helpdesk in IBM, Nagpur for the internal and external users of MTS

b) The helpdesk shall serve as a point of contact between the users and Bidder. All change requests, trouble

shooting and other service requests shall be routed through this helpdesk

c) The helpdesk would be required to provide a monthly status update of the requests and their status

d) The entire flow of a request from the call logging to closure/ resolution of the ticket should be tracked by

the helpdesk team

The help desk services shall be made available 365 days in a year and shall work in one shift i.e. from 9.30 to 18.00 hrs. 4.1.1.21 Handholding and training a) Bidder is expected to conduct operational activities and provide hand-holding support to Ministry of Mines,

IBM and State Department personnel for a period of 5 years after Acceptance of System. Some of the

indicative tasks identified are as follows:

o Provide assistance to Ministry of Mines and IBM officers to use the system including the handheld

tablets

o Data entry and workflow systems

o Perform operational tasks such as update of user information, reporting, generating MIS,

functional and IT related issue resolution, day to day query resolution

o Provide technical support to the State Departments teams to use the interfaces or entire modules

b) The Bidder would be required to deploy the minimum number of personnel in Purchaser and other

stakeholder locations. However, the bidder should note that the resource requirement is based on the needs

of the respective users and not binding on Purchaser. Purchaser may later request for a reduction and

increase in the number of resources based on its requirement based on the rate provided by the Bidder and

the contract gets revised accordingly



5. Reporting The following is an indicative list of MIS reports to be submitted by the bidder post go-live. These reports are meant to provide an update to the Purchaser about the project progress and performance. These are different from the MIS reports required as part of MIS module which needs to be designed and developed by the bidder. The selected Bidder shall also draw an exhaustive list of reports in consultation with the Purchaser and CMC. Bidder shall submit the reports on a regular basis in a mutually decided format. Bidder shall submit 3 hard copies and 1 soft copy of each of the reports:

Indicative List of Reports

1. Asset modification report at datacenter locations.

2. Summary of component wise uptime in the datacenters.

3. Summary of resource utilization of all components in the datacenters.

4. Log of preventive / break-fix maintenance undertaken.

5. Summary of changes undertaken in all the datacenters including major changes like configuration

changes, release of patches, database reorganization, storage reorganization, etc. and minor changes like

log truncation, volume expansion, user creation, user password reset, etc.

6. Consolidated SLA / non-conformance report

7. Asset database report and Asset Audit report

8. Summary of incidents reported like Application down, Components down, overall downtime, peaking of

utilization, etc.

9. Inventory of spare parts and consumables

10. Feedback report from users for the services rendered.

11. Bug / defect resolution reports including the analysis of bugs / defects resolved, pending, completion

time, responsiveness, concern areas, etc.

12. Change Request Logs with their resolution status

13. Incident Reporting (as and when it occurs)

o Complete system down – with root cause analysis

o Peaking of resource utilization on any component

o Bottlenecks observed in the system and the possible solutions and workarounds.



6. Time lines, Milestones and Deliverables

Bidder is expected to follow the schedule as mentioned below. Each of the deliverables should be accompanied

with a presentation on the deliverable by the bidder. The submission of deliverable will be deemed complete

after the submission of the hard / soft copy of the deliverable and the presentation by the bidder. The “Expected

Date of Completion” as mentioned in the table below is the date by which the deliverable shall be submitted to

the Purchaser. The Bidder shall ensure that the deliverable is accepted by the Purchaser as per schedule

mentioned in the table below post review.

T: Date of signing of contract with successful bidder or the effective date

# Item Date of Submission from ‘T’

Payment Milestone

Deliverables

1 Project Planning and submission of project plan

T + 2 weeks Detailed project

plan

2 Resource mobilization T+2 weeks Detailed CVs of

deployed resources

Resource

deployment plan

Escalation matrix

and organization

structure for the

project

3 Approval of Project Plan T + 3 weeks [M0] Approval of project

plan

4 Draft Submission of Software Requirement Specification (SRS)

T + 12 weeks Draft SRS

Document

5 Deliberation and Discussion on submitted SRS

T + 16 weeks Draft SRS

Document

6 Finalization and submission of SRS

T+18 weeks Draft SRS

Document

7 Approval of SRS by IBM T + 20 weeks [M1] Approval on SRS

8 Draft submission of System Design Document

T + 26 weeks Draft System

Design document

(SDD)

9 Deliberation and Discussion on submitted SDD

T + 27 weeks System Design

Document

10 Finalization and submission of SDS

T + 28 weeks System Design

Document

11 Approval of SDD by IBM T + 30 weeks [M2] Approval of System

Design Document



12 Specifications of IT infrastructure T + 35 weeks Specifications of

the IT

infrastructure

encompassing

Network, Servers,

Hardware, Storage,

System Software in

the data center and

disaster recovery

center and office

locations

13 Internal discussion and acceptance of specifications by IBM

T + 40 weeks Approval of

specifications

18 Roll-out of hardware(regional offices and headquarters)

T + 40 weeks [M3] Roll out of all

hardware devices

etc.

14 Development of the system T + 55 weeks Design of screens

and layouts

Full customization

of application

software

Rollout at staging

sites for UAT

Application

Software and other

requirements such

as source code,

library files, DLL’s,

setup programs,

documentation,

etc.



15 Unit and System Integration Testing

T + 58 weeks Test cases and

reports

Note: The bidder

should also provision

for a pre-UAT phase

wherein they will

present the software

modules, as and when

they are partially

complete, to get initial

feedback from domain

owners at IBM. Any

changes suggested by

the process owners

should be updated and

revised version should

be released for UAT.

16 User Acceptance Testing T + 62 weeks [M4] Unit and

Integration Testing

Plan and Procedure

Testing report with

fail / pass results

and plan to fix the

defects

Test cases

17 Security audit by government recognized institution

T + 68 weeks Application Security

audit Certificate

Performance audit

certificate

Network and

infrastructure

security audit

certificate

19 Acceptance of system T+74 weeks [M5] Certifications of

deployment

completion at each

site given to bidder

by concerned User

Department or any

agency authorized

by the Purchaser

20 Completion of Training T + 78 weeks [M6] Training completion

report

Consolidated

feedback summary

report



21 Operation & Maintenance Support (Post Implementation Phase)

For the contract period (post Acceptance of System)

Equated quarterly instalments spread over 5 years of contract period from the date of system acceptance and go live [M5]

Monthly log of

service calls and

problem resolution

Quarterly

Performance

Monitoring Reports

for the system as

per the Service

Level Agreements

in Annexure E (the

report should

contain the

consolidated

weekly reports as

well as the

summarized report

for the entire

applicable quarter)

Updated system

design documents,

specifications for

every change

request, if

applicable

Latest source code,

application

deployment files,

configuration files

for entire solution,

if applicable

Updated user

manuals,

administration

manuals, training

manuals etc, if

applicable

Software change

logs, if applicable



Annexure A - III: Eligibility Criteria

Sr. No.

Pre-qualification Criteria Documentary Evidence Required

Compliance (Yes / No)

1 The Lead Bidder should be registered under the

Companies Act, 1956 should have registered

offices in India and should be in existence for at

least the last 5 years, as on 31.03. 2015.

Copy of certificate of

Incorporation issued by

Registrar of Companies

2 The Lead Bidder should have achieved an annual

turnover of at least INR 250 Crores in the IT

(System Integration Services, Software

Development Services, installation, commissioning,

and facilities management services) business,

during each of the last three financial years as on

31.03.2014 (i.e. 2011-2012, 2012-13, 2013-14) in

India

Statutory auditor

certificate declaring the

annual turnover and net

worth as mentioned

3 The Lead Bidder should have positive net worth

(measured as paid-up capital plus free reserves)

during each of the last three financial years as on

31.03.2014 (i.e. 2011-2012, 2012-13, 2013-14) in

India

4 The Lead Bidder should showcase at least three

projects of similar nature* executed within last five

years as on 31.03.2015 in India with:

1) at least one project worth more than INR 40

crore, OR 2) at least two projects worth more than INR 30 crore each, OR 3) at least one project for a mining regulatory agency and / or PSU of central or state government in India worth more than INR 30 crore and the bidder is required to present the domain knowledge and experience of similar nature through the execution of the project showcased OR 4) at least two projects for a mining regulatory agency and / or PSU of central or state government in India worth more than INR 20 crore each and the bidder is required to present the domain knowledge and experience of similar nature through the execution of the project showcased *Similar nature would imply projects with software

design, development, implementation, roll-out, maintenance and support operations components as per this RFP The project should mandatorily include ‘Application Development and Maintenance

Completion Certificates

from the client; OR Work Order + Self Certificate of Completion (Certified by the Statutory Auditor); OR Work Order + Phase Completion Certificate from the client



Sr. No.



Services’ and additionally any two or more of the following elements:

• Hardware procurement and deployment,

• Data centre setup and maintenance,

• Facilities Management Services,

• IT Support and Maintenance Services

5 The Lead Bidder should have the following

certifications as on 30.06 2015:

1) ISO 9001:2000 2) (SEI) CMMI Level 5 Note: In case the certificate is due for renewal, the Bidder has to provide the last valid certificate along with a certificate from authorized signatory that the renewed certificate will be made available before the time of signing of contract

Copy of the Certificate(s)

signed and stamped by

the authorised signatory

of the Bidder

6 The Lead Bidder should have at least 100

professionally qualified personnel (relevant degree

holders B. Tech / B.E / MCA / M. Tech / MBA) full

time or permanent staff on company payroll

working in the areas of software design and

development, systems integration, IT

infrastructure operations and maintenance and

Mining domain experts in India as on 30.06.2015.

Certificate from

authorized person in HR

Department of the Bidder

for exact number of

professionally qualified

personnel and the

educational degree on

the payrolls of the

company

7 The Lead Bidder and consortium members (if

applicable) shall not be under a declaration of

ineligibility / banned / blacklisted by any State or

Central Government / any other Government

institutions in India for any reason as on last date

of submission of the Bid

Declaration by authorised

signatory of the Bidder

8 Lead Bidder and consortium member(s) should

furnish an affirmative statement as to existence of,

absence of, or potential for conflict of interest on

the part of the bidder, due to prior, current or

proposed contracts, engagements or affiliations

with any other clients – that has an impact on the

contract with the purchaser


signatory of the Bidder

9 Board Resolution and / or Authorization Letter, in

the name of person signing the Bid, authorizing

him to submit/execute this agreement as a binding

document is required for Lead Bidder and

consortium member

Board Resolution and/or

notarized Authorization

Letter

10 The Lead Bidder should submit valid letters from

the proposed OEM’s confirming:

o Authorizing the bidder

o Confirm products / solutions quoted are

not “end of life” products

Certified original letter in

prescribed format from

OEM.



Sr. No.



The Lead Bidder should submit declaration by an

authorized signatory confirming as on the date of

submission of the bid response:

o Support including patches for quoted

products are available for the next 5 years

for all software

11 The Lead Bidder or the consortium member, if

applicable, should be working in the GIS sector for

the past five years in or outside India as on

30.06.2015.

In case, if the contract is awarded, the consortium

member should open support centre in India, if not

available.

Copy of certificate of

incorporation

OR


signatory of the

consortium member

12 The Lead Bidder or consortium member should

have completed or in the process of completing at

least three similar* GIS software projects in the

past five years as on 30.06.2015 with:

1) at least one project worth INR 5 crores

OR

2) at least two projects worth INR 2.5 crores each

*Similar projects will imply projects with scope of

work including GIS software design, development,

implementation, configuration, integration with

base maps from multiple agencies, spatial data

inventorization, integration with system

components and training. The OEM solutions used

as well as proposed should be one of the market

leaders in the GIS Industry

Documentary evidence,

along with client contact

details, in the form of

Work order / Work order

/ Completion certificate

from client

13 The consortium member, if applicable, should have

at least 50 full time permanent employees on

company payrolls as on 30.06.2015

Certificate from

authorized

representative in HR

Department of the bidder

for the number of

professionally qualified

personnel and the

education degrees on the

payrolls of the company

14 The Lead Bidder or consortium member should

have handled at least one project with at least 10

map layers and having at least 50,000 entities

(points/lines/polygons) as on 30.06.2015.

Indicative map layers include mineral layers,

political boundary layers, forest layers, cadastral

Declaration from

authorized signatory

along with necessary

details



Sr. No.



maps, satellite imagery.

Entities refer to the locations which are managed

through the GIS system. It may include a mark, a

road (line) or a locality (polygon)

15 Submission of certificate for 100% conformity to all

functional requirements for MTS as per Annexure

I-I: Functional Requirements Specifications of this

RFP by the Lead Bidder

Certificate issued by the

authorized signatory of

the bidder stating 100%

conformity to all

functional requirements

for MTS



Annexure A - IV: Earnest Money Deposit

Amount INR 2,00,00,000 /- (Rupees Two Crores only)

Option Account Payee Demand Draft or fixed deposit receipt (pledged in the name of Controller General, IBM, Nagpur) or bankers cheque or Bank Guarantee of any nationalized bank

Drawn in favour of Controller General, Indian Bureau of Mines, Nagpur

Payable city Nagpur

Validity 45 days beyond the final bid validity period



Annexure A - V: Time Schedule

S No. Activity Date Time

1 Publishing 04-08-2015 1700 hrs

2 Last Date for receipt of

clarifications for RFP 21-08-2015 1700 hrs

3 Pre-bid meeting at IBM Nagpur 03-09-2015 1100 hrs to 1600 hrs

4 Last date for receipt of bids 29-10-2015 1500 hrs

5 Opening of Bids at IBM Nagpur 29-10-2015 1600 hrs

6 Technical Presentation by the

Bidder

Date, Time and place will be intimated to

qualifying bidders by Purchaser through Fax /

Email and/or through post.

7 Opening of Financial Bids , IBM

Nagpur

Date & Time will be intimated to qualifying

bidders by Purchaser through Fax / Email

and/or through post.

* No Bid will be accepted after the expiry of the above mentioned time schedule.



Annexure A - VI: Indicative Technology Solution

1. Architectural Principles The Bidder should adhere to the following principles while designing MTS:

1.1. Service Oriented Architecture (SOA)

Service-oriented architecture is an approach to define integration architectures based on the concept of a service. It applies successful concepts proved by Object Oriented Development, Component Based Design, and Enterprise Application Integration technology. The goal of SOA can be described as bringing the benefits of loose coupling and encapsulation to integration at an enterprise level. In order to describe SOA, it is necessary to define what we understand by a “service” in this context. The most commonly agreed-on aspects of the definition of a service in SOA are:

o Services are defined by explicit, implementation-independent interfaces.

o Services are loosely bound and invoked through communication protocols that stress location

transparency and interoperability.

o Services encapsulate reusable business function

SOA becomes relevant especially when there are multiple applications in an enterprise and point-to-point integration between them involves complexity.

1.2. Ease of Use

Ease-of-use is a positive incentive for use of applications. It encourages users to work within the integrated information environment instead of developing isolated systems to accomplish the task outside of the enterprise’s integrated information environment. The knowledge required to operate one system will be similar to others if the look and feel of the applications are similar. By having ease of-use principle, training can be kept to a minimum thereby aiding IT change management and the risk of using a system improperly can be minimized.

1.3. Standard design methods The use of industry-recognized standard design methodologies in developing applications can help create higher degree of interoperability and reliability in software applications. Also, consistent methods aid in project management, resource use, cost containment, quality, scheduling and in identifying and documenting business requirements

1.4. Interoperability

It is the ability to have applications and computers from different sources and platforms work seamlessly together on and across networks. This is the key to sharing resources and reduction in long-term development costs

1.5. N-Tier model N-Tier model is the framework in which application user interface, logic, data, and their associated processing and tiers are separated from each other in logical manner. Partitioned code is more flexible in response to changes in internal logic, platforms, and structures; this isolates/minimizes the impact of change. It is easier to support, is more scalable and supports interoperability

1.6. Extensibility and scalability Applications need to evolve to support new business requirements and make use of new technologies. Extensibility provides functional scalability. Moreover, application should provide interfaces and service to integrate harmoniously with other applications



2. MTS Modules The MTS modules are aligned as per the envisaged services to the mining concessionaire. The typical concessionaire services offered includes registration, concession application and grant (RP, Non-exclusive RP, PL, PL-Cum_ML and ML) , Filing of returns, Payment of royalty, District Mineral Foundation and National Mineral Exploration Fund, request for transport permits, Inspections, transfer, Cancellation of concessions, Relinquishment of areas, discontinuance of mines and closure of mines. The IA would be required to design and implement the following modules. The IA should note that presently a few of the modules have been developed by IBM and Ministry of Mines but are working in silos. IA needs to assess the current state of ICT of the stakeholders in consultation with the Purchaser and accordingly decide whether to integrate or re-design the systems. The IA would be required to make provision to design the modules in a flexible way to include the provisions of any subsequent amendments to Mines and Mineral Development & Regulation Act (MMDRA), 1957 Mines and Minerals (Development and Regulation) Amendment Act, 2015.. It is required that the GIS module should seamlessly integrate with the other systems to allow exchange and sharing of data as per requirements. The key modules envisaged as a part of MTS are as follows:

Module Sub-module Activities Sub-Activities

Registration Apply for registration Scrutiny of registration application

Correction of lessee details

Dashboards and reports for IBM officers

Registration of digital signatures

Grant of

concessions

Grant of applications through

the following methods: 1) New RP 2) RP to PL application 3) Direct PL application (First in time or notification) 4) RP/PL to ML application 5) Direct ML application (First in time or notification) 6) Prospecting license-cum-mining lease (PL-cum-ML) 7) PL-cum-ML to ML 8) Non-exclusive RP

Submit application for

RP/PL/ML

Prospecting license-

cum-mining lease (PL-

cum-ML)/ Non-exclusive

RP

Participate in auction

for PL-CUM-ML and ML

Application of PL/ML

from an existing RP/PL

concession respectively

Direct PL/ML

application- First in time

application

Direct PL/ML

application -

Notification for better

bid (PL/ML)

Direct PL/ML -

Competitive Bidding

Direct PL/ML - Offer to

match highest bid

Validation of application

Payment of application

fees

Acknowledgement of

application

Verification of

application




Prior approval of the

central government for

minerals specified in

Part A and Part B of the

first schedule and cases

under process for all

first schedule minerals

Issue LOI

Submit approvals or

clearances

Grant order for

RP/PL/ML/ PL-cum-ML/

Non-exclusive RP

Submit security deposit

Execution of deed

Status monitoring

Execution of

concessions

Notify commencement of

operations

Submit notice for

opening

Lapsing of lease Application by lessee

Scrutiny of application

Order of the State Govt.

Revival of the lease from

lapsing after six months

Application for revival

No of the revival

application ( 1 or 2)

Order of the State Govt.

Submit returns and notices

under MCDR

Submit monthly returns

Submit annual returns

Submit other returns

and notices

Submit RP /

PLexploration reports

(GSI, MECL & other

agencies)

Update NMI database

Submit Notices as per

MCDR

Pay royalty DMF and NMET

Apply for pass

Issue transit passes

Generate Registers

Transfer of ML / PL

MP/PL/PL cum ML

granted through auction

Approval of Transfer

amount




Rejection of Transfer

amount - Better Bid

Transfer of ML - Better

Bid

Transfer of ML -

Approval of Transfer

amount

Discontinue of ML

Relinquish area (RP/PL/ML)

Revoke or cancel concessions

Preparation,

filing and

certification

of Mining

Plan

Filling of Mining Plan or

Scheme along with

Progressive Mine Closure Plan

Scrutiny of the mining plan

Site inspection

Scrutiny comments

Modification of scheme or

plan

Review / modification of

plan or scheme

Certification of Plan / Scheme

Inspection of

Mines

Set target for officers

Schedule inspections

Submission of Inspection

reports

Generation of comparison

report

Issue of violations

Take action in case of non-

compliance

Response to parliamentary

questions

Ministry references and

enquiries

Issue directives

Mineral deposits examination

report, geological / detailed

studies

Prohibition of deployment

Revision of

Applications

Apply for revision

Validation of application

Submission of application

Submission of comments

Outcome of the personal

hearing

Issue of final or interim

decision




Maintain revision case audit

trail

Closure of

Mines

Submission of mine closure

plan

Progressive mine

closure plan

Final mine closure plan

Certification of mine closure

plan

Site Inspection

Generate comparison report

Issue of certificate

Issue of notice for release/

forfeiture of financial

assurance

Release / Forfeiture of

security deposit

GIS

Integration of Map Layers Forest Layers, Mineral

layers, topographical

layers, regional

geological layers, area

reserved for PSUs, tribal

areas, area explored by

GSI/MECL/other

agencies, Cadastral

Maps, Satellite

Images/RP/PL/ML

granted, etc

Area Identification

Concession application

Concession area scrutiny

Concession grant

Concession execution

Area surrendered /

terminated/discontinued /

relinquished

Area notified for grant of

PL/ML



3. Architecture Design

MTS has to be designed keeping in mind the nature of the relationship between Ministry of Mines, IBM, GSI,State Departments and other exploration agencies, concessionaires and entrepreneurs. It is envisaged that MTS would be developed keeping in mind the flow of a concession life-cycle. Also different State Mining Departments have developed their own mining systems, so it is envisaged that web services or EDI systems are to be developed to facilitate exchange of information between the GSI, State Departments and IBM. Also if desired, States may adopt MTS. So the IA may have to appropriately scale up the infrastructure as per requirements. An indicative architectural blueprint is presented below. However, the bidder should be able to make their own assumptions while designing MTS as applicable.



The key components have been described below:

3.1 Application Layer

The application layer constitutes the systems with which the users would be interacting with the systems. The applications constitute the MTS services

a. Registration

Any person dealing in minerals have to get registered with IBM as per amendment made to Rule 45

of MCDR. Based on the same, system of registration is developed by NIC which has already been

launched. The registration module would be required to integrate with the MTS system.

This application has already been developed and needs to be integrated with MTS as per

requirement.

b. Concession application and management

Concession management would include all the process linked to concession such as grant, renewal,

modification, suspension, surrender, cancellation, etc. All the processes of concession management

would be performed online through the system. Concessionaire ledger would be created in the

system which would give access to concessionaire to perform various transactions through the

system.

A schematic diagram showing the process of concession grant is shown below.

Note: prior approval from central government for scheduled minerals.

The process of concession management is illustrated below:

o After registration on MTS website, applicant would be required to create a profile on the

mining website so as to fill application form for grant of concession.

o State Govt. to notify area for grant of Ml / PL-CUM-ML

o Applicant must fill online form, scan & upload supporting documents and make e-payment for

the fees. Applicant would be able to perform all the online activities through mining office as

well. In case of uploading of all documents online, digital signature should be used for

authenticity of the documents. In case digital signature is not available, applicant would be

required to submit the print of acknowledgment duly signed at the mining office within 1

week of upload of documents.



o Mining grant would be allocated post satisfactory verification of applicant by mining officers.

Site visit reports would also be uploaded in the system and obtaining prior approval for the

scheduled minerals from the Central Government.

o Grant order number will be communicated to concessionaire via registered e-mail address

and via registered mobile number as SMS. Grant order would be sent through post to the

registered business address of concessionaire.

o In case of modification, concessionaire would be able to submit the application online along

with required supporting documents. Approval would be given by State Government online

and thereafter change would be reflected in the concessionaire’s ledger.

o In case of surrender of concession, concessionaire would be able to apply for surrender

online. All e-services would be suspended after application for surrender is being submitted

by the concessionaire. System enabled checks would be run before concession is cancelled.

o In case of suspension and cancellation of suspension, all the e-services would be blocked until

the concession is revoked or would be cancelled if the concession is cancelled.

This module should also cater to the following service requirements:

1. Transfer of concessions

2. Generation of registers by State departments

3. Discontinuance of mines

4. Relinquishment of area

5. Others

c. Royalty, District Mineral Foundation and National Mineral Exploration Trust Fund

Online payment gateway system would be adopted for any type of payment to the mining department. Reconciliation of payments and realization would be done through the system. The system should provide a facility to compare / reconcile between the payment record from bank and payment from concessionaires. The system must have the ability to generate list of royalty payment defaulters for authority use. The schematic diagram of online payment is shown below:



The process of online payment & reconciliation is illustrated below:

o Concessionaire to fill details of payment on the mining portal by login in through his ledger

o Once details are verified, concessionaire would be linked to the e-payment gateway of

Concessionaire’s choice

o Once payment transaction is successfully completed, Concessionaire would be brought back

to the mining portal where a Challan Identification Number (CIN) would be generated

o Concessionaire would be able to use the CIN for making payment against any transaction or

periodic payment

o Mining officer would generate the utilization report online and compare it with the treasury

scroll through system for reconciliation

Apart from the payments, two sub-systems would also be implemented to aide the district offices

to manage the transport permits issuance and verifications.

Transit pass management

Transit pass management module would deal with the day to day transactions done by the concessionaire. From the requisition to generation of transit pass to the update of registers and inventory level, the complete chain would be online and done through system.

The process of transit pass management is illustrated below:

o Concessionaire would be able to apply for TP for transferring minerals through online system

o Concessionaire would submit TP request which needs to be authorized by mining officer.

o Post authorization by mining officer, TP can be generated from the system

o Concessionaire would be able to generate trip sheets based on TP through online system

o Trip sheet is scanned at the dispatch gate which would in turn update the registers and

inventory level

o In transit, flying squad / mining officer may verify Trip sheet details and consignment using the

hand-held devices

Bar code system

For proper tracking of trip sheets and transit passes, unique bar code would be available on both.

Bar code would be checked at barriers or by any flying squad. The system should have interfaces to

enable the verification of the same.

Payment Gateway

Bidder to assist the purchaser in the selection of payment gateway service provider. Purchaser to

sign the contract with the service provider and bidder responsible for integration.

d. Returns

Returns are to be mandatorily filed online by all stakeholders. E-Return filing would be mandated

by Ministry in a big bang manner. Acknowledgment of the return would be provided to the

stakeholder once return is successfully submitted.

The process of return filing is illustrated below:

o Concessionaire would be able to download the return filing format from the mining website.

o Concessionaire would be able to fill return format in offline mode and later upload the same

on the website

o Concessionaire would be required to submit details of all sales and purchases in the returns.



o Concessionaire would have to submit the return form along with digital signature for

authentication. Else he/she would be required to submit the signed acknowledgment of the

return at the mining office.

This system has been developed by IBM. The selected IA would be required to look into the system

and integrate with MTS or suggest improvements keeping in consideration that the look and feel

changes should be kept minimalistic.

e. Revision

Any applicant may apply for revision to the revision authority / Mining Tribunal online through the

MTS portal. The system should provide options to the revision authority to admit reject or ask for

an explanation from the applicant. The system should allow the revision authority to record the

case proceedings.

A typical problem brought forth by the States of not being able to track the revision cases may also

be catered to in this system by bringing the Tribunals, Applicant, Impleaded parties and the

corresponding State departments under one umbrella. The system should be able to capture each

of the above roles and accordingly notify all the parties whenever a revision application is

submitted through emails, dashboard notifications or sms.

f. Inspection

The system should have provisions for the inspection activities of IBM.

Mining Plan Submission

The system should be able to allow the concessionaires to submit the Mining Plans or schemes and

also generate notifications to remind them of the due date of submissions. The workflow system

should take care of the flow of the mining plans or schemes to the appropriate officer.

Inspections

The State and IBM inspection officers would be required to undertake mine inspections to assess

the State of the mining activities undertaken by the concessionaire and submit report to the

corresponding State Authority and RCOM. The system should have a provision for accessing the

checklists through handheld devices like tablets and also submission of the reports. Provision for

sending inspection reminders to be sent to the Inspecting officers to accept or reject or re-schedule

the inspection date to be made available. Previous inspection data and mining plan / scheme of

mining data should be available for verification in the field as well as HQ at the time of planning for

and undertaking inspections.

g. Mine closure

The system should be able to monitor and track the progressive and final mine closure plans and

allow IBM officers to issue certificates in case of satisfactory mine closure activities or go for

financial assurance forfeiture



h. MIS Reporting

System would be able to generate built in reports at regular intervals. In addition to default

reports, users would be able to generate customized reports based on their specific requirements.

i. Generation of Mineral Statistics

The system should be able to collate and interlink the production & data reports submitted by the

concessionaires and exploration data & reports submitted by the exploration agencies like MECL

and GSI to prepare or update the national mineral inventory database for India. The national

mineral inventory database should be able to present data on:

3.2 Data Layer

The data layer consists of the following two logical components:

a. Master databases

All the automation activities would depend on the creation of accurate and complete master data.

It is important to create master data to keep track of transactions done by concessionaire.

The key master databases include:

1. Concessionaires - The registration details of the concessionaire with the inter-linkages to track

the activities of the concessionaire should be catered to by the system

2. Mineral Feature Code – The mineral inventory master database formerly maintained under

TMIS as National Mineral Inventory Database. The CMC will assist in the preparation of the

feature codes

3. Staff – The Ministry of Mines, Indian Bureau of Mines, State Departments, Tribunals and other

associated agencies

b. Transactions databases

Data repository will store all the transaction details as required by the application. The main types

of transactions include concession applications and grants, MP approvals, monthly and annual



returns filing, royalty & dead rents payments, transport permits issuance, submission of notices

under MCDR etc.

The key transactional databases include:

1. Concessions

2. Mineral Inventory

Presently IBM has the following legacy databases in place under the Technical Management and Information System –

1. National Mineral Inventory – Database for mineral deposits (resources, location, infrastructure,

geology, exploration, lease details, category-wise reserves, end use grade and other details)

together constituting the freehold and lease hold data based on the data from the

concessionaires returns and exploration reports of GSI, MECL, State DMG & private bodies

2. Mining Leases – Database for the existing concessions – RP, PL, ML

3. Mine cum production – database for recording details of mines and the monthly & annual

returns submitted

4. Mines control and conservation of minerals (MCCM) – Database for storing inspections

conducted by IBM and MP / scheme of mining

5. Mineral consumption – Database for recording consumption of mineral raw materials in different

industries

6. World mineral intelligence – Database for recording information on foreign trade, mineral trade,

consumption and mineral resources

7. External Trade – Database for recording annual time series data related to export and import of

minerals, metals and their products

At present data entry, in respect of all databases, excepting MCCM database is carried out at IBM central

HQ, Nagpur. The data in respect of MCCM database is entered from all RO at the national database

server at Nagpur over WAN.

Typical sources of the data are the State Mining Departments (Mining Leases), Concessionaires (National

Mineral Inventory – Leasehold areas, Mining cum production – through return Statements), Exploration

agencies (National Mineral Inventory – Freehold explored areas and Greenfield areas), DGCIS (External

Trade) and Mineral Journals and databases (World Mineral Intelligence) and IBM Regional offices (Mines

control and conservation).

Under MTS, these databases are to be integrated (for example National Mineral Inventory – Mining

Leases, Mining Leases – Mining cum production – Mines control and conservation) through common

entities to avoid duplicity and redundancy of data. Also wherever possible automation would be applied

to remove the dependency of manual intervention like in cases of National Mineral Inventory, Mining

Leases, Mining cum production, Mines control and conservation, External Trade and Mineral

Consumption.

Options for manual or batch updates should also be provided and in case of re-designing or any shift in

technology or platform, the legacy data would be required to be migrated.



Now the data would be required to be extracted from different sources like State Mining Departments,

Concessionaires, Exploration agencies, DGCI&S and Mineral Intelligence databases. Different States have

different nomenclature for the identification of the concessionaires and mines and may vary from the

nomenclature followed by IBM. Also the data would be required to be verified and authenticated as per

IBM policies and procedures.

It is envisaged that data exchange mechanism between the stakeholders and Extract-Transform-Load

(ETL) tools be deployed for data extraction, transformation and loading in the Data Warehouse for IBM

data.

The data warehouse would be responsible for collating information related to the legacy TMIS database

including the National Mineral Inventory, Mining Leases, Mining cum production, Mines control and

conservation, mineral consumption, world mineral intelligence and external trade. The benefit of

deploying a data warehouse would be immense considering a long term approach wherein typical

reporting and analysis requirements of Ministry of Mines, IBM and concessionaires may be met.

3.3 System Software & Services

These are the supporting systems and services which constitute the backend of MTS on top of which MTS would be built

a. Identity & Access Management

System shall be able to identify and authorize the user and would allow access to MTS applications

and database. Identity and access management system would be able to identify the rights

available with the user in terms of viewing, addition, deletion, modification of the data and

generation of various reports through MIS.

b. Enterprise Workflow Management

Workflow Management module shall enable the workflows for various business processes. This

shall include process tasks and routing. For example: the Joint Secretary can assign tasks to the

concerned field official to conduct site visit of a defaulter concessionaire. Workflow shall allow

configuring various users such as officers from various offices, different roles etc., into the business

processes for various kinds of approvals / rejections. Workflow is mainly required for the internal

mining department business processes.

c. Messaging Services

Mining department users would be provided with provision for receiving mails to interact with

each other at district level, head office or with external users. It is envisaged that messaging

solution may be integrated with the Core Application Solution for exchange of information and it

would be possible to move emails to Document Management System.

d. Helpdesk Services

Helpdesk solution would be common application to be accessed by users. This module would

access information from various other modules of core software system as per requirement. The

personnel would be responsible for registering incidents, change requests and supporting end

users in trouble shooting steps.



e. Mail and SMS Services

There would be provision to send emails and SMS alerts to the concessionaire and mining officers

as configured in the system. These alerts would be generated at various stages and hence would

interact with all the modules of the core software. Alerts such as application status change,

payment received, return filing due date etc., would be sent by emails and SMS to the

concessionaire. Alerts such as detouring of vehicle from geo fenced route, authorization required

etc would be sent to mining officers.

f. Audit Log

An appropriate audit log solution would be required to record and maintain the events occurring

on the servers and other components / devices. It shall provide a secure mechanism of keeping a

log of all the events and transactions on all the servers and devices including a query module to

retrieve audit logs. Audit log policy like CERT-IN should be addressed by the IA.

g. Content Management System

Content Management System (CMS) is required to maintain the content on the website of MTS. It

should be possible to add content in form of Text, HTML, videos or Images on the department

website. Along with the facility to easily publish content on the website, CMS would also have

facility to maintain access logs for security and accountability purpose.

h. Digital Certificate Verification

With the adoption of e-services, digital signatures become important as a method of

authentication. The department officials will have digital signature which will be used by all officials

for approvals for e-registration applications, e-returns, violation letters, show cause notices, etc.

The system would have clearly defined workflows for inserting the department digital signature at

the right step in the approval workflow.

i. Document Management System

Document Management System (DMS) would form integral part of the solution as the

concessionaire would be uploading the supporting documents for various purposes on the

department’s portal. Documents generated from any module would be stored and handled by

Document management system. The DMS should allow the department officials to easily store and

retrieve data based on the registration number of the concessionaire. The DMS should provide

clear metadata for categorization of any document entering the system.

j. Other requirements:

i. Bidder to provide OS security hardening and extra levels of access control to the platform

ii. Bidder to design the solution such that it should be able to prevent highly privileged users,

including application DBAs and others, from accessing sensitive applications and data in

the databases outside their authorized responsibilities. For e.g. Central data store that

consolidates system audit information and reports for IT auditing

iii. Bidder to provide real time fraud and risk management including but not limited to

behavioral analysis, key loggers, Trojans and should allow monitoring on transactions and

raise alerts in case of suspicious activities as defined by the security policy of organization

iv. Ability to provide performance configuration to enable agent configuration to be done

from a central point of control using intuitive GUIs that provide a common look and feel

across various platforms. Performance profiles could be defined in this GUI and using drag-



and drop techniques (preferably), delivered to the various specified machines in the

enterprise running performance agents. These agents could then dynamically reconfigure

them to use the profiles they receive

v. Ability to support monitoring of various RDBMS like Oracle, MSSQL, DB2, Sybase, etc.

3.4 Interface / Adapters

The key interfaces and adapters that would enable MTS to seamlessly exchange information with other applications and systems The interfaces / adapters are described below:

a. Auto weigh bridges

One of the key improvement areas identified during technology enabled business process engineering was the use of sensor based measurements systems. After the transition to the use of a software application system for services, account management, reporting and for dispatch management, the next phase of ICT initiatives could focus on the reduction of manual measurement and discretion in entry of data into the system. The control and regulation function would then be performed through automated measurements through devices such as electronic weighing scales. It is essential that the software application be developed such that the measurements can be fed directly into the software through auto weighing systems. In this advanced stage, the mining department could focus on getting near real-time data without any manual intervention. The automated measurement solutions would enable reduction in errors and losses.

b. Data exchange interface

It is envisaged that the Ministry of Mines, IBM and State DMGs systems should be able to exchange data with other Government systems. Examples of data exchange requirements include the following: o Concession data exchange between State Mining Departments and IBM

o Approvals and clearances from the MoEF, PCB, Land Records

o Information exchange with CBEC system (DGCI&S) and Information exchange with ICT systems

at ports, airports, railways, etc.

o Exploration reports from exploration agencies

c. Other Government Systems

Interface with other government systems like for approvals from Pollution Control Board, Ministry of Environment & Forests would be required for paperless and completely traceable processes in MTS.

d. Help desk Interface

One of the interaction points with Mining department would be call centre. There would be a toll free number where in any concessionaire or citizen would be able to call to register their complaints. The tracking of the same would be done through the complaint number provided by the call centre. Tracking of complaint through internet portal would also be available.

e. State Border check post Integration

The State Border Check post (SBCP) envisages that all trucks passing through check post would be recorded. The Mining Department system should be able to seamlessly exchange information with the SBCP system so that transit passes in MTS system are automatically linked with transit passes crossing SBCP.



f. Backward integration with OCBIS system of GSI

Geological Survey of India (GSI) is in the stage of implementation of Online Core Business Integrated System (OCBIS). MTS system should be able to receive following information from OCBIS system.

Regional geological maps

Layered data o Metadata o Forest layer o Geological layer o Archaeological layer o Each mineral layer o Infrastructure layer

Exploration activity report o Summarized report (free) o Detailed report (may be chargeable)

Exception/non-feasibility reports

Online viewing of the interactive maps

Borehole data (for 3D modelling and geostatic analysis)

Access to GIS tools

1:4000 and 1:50000 maps

Information on green field/brown field areas

System will have provision of capturing the data from OCBIS system of GSI to MTS system through backward integration.

g. GIS System

A Geographic Information System (‘GIS’) is a technological tool for comprehending geography and the various physical resources. The objective with respect to the GIS component is to display location specific information on mineral resources and mining tenements including on-line transaction based tenement mapping. GIS map is a critical component of the Mining Tenement System. The GIS map would present the overall picture of mining in India to the entrepreneurs. However, immense efforts are envisaged for the implementation of GIS map for the mining industry. The components envisaged as key requirements for GIS are: o Maps:

Base Map

Map Layers

Satellite Images of Mining areas

o DGPS survey

o GIS software and Lease information database

The agency needs to integrate the map layers – Mineral availability layers & Regional and Geological layers (GSI), Forest Layer (Forest department), Cadastral maps (Department of Land Resources) and Satellite images (NRSC) with the NIC base map. The State Department and the Exploration agencies would be providing the data for the concessions granted, areas reserved for PSUs, tribal areas and explorations carried out. This needs to be tagged on the base map creating a layer. This layer would be accessed by the all stakeholders with valid registration id and password. The States would be providing the data related to the notifications, new concessions grants which should be updated on the GIS maps. Similarly, the concessionaires should be able to view the notifications and available areas based on which he should be allowed to apply for a new concession. Seamless integration needs to be provided such that post selection of the area, the



concessionaire would be forwarded to the appropriate web site where he would be able to apply for a concession for a notification or for a first in time application. The system should automatically check for the exclusivity of applications of PL and ML which are non-exclusive in nature, at the time of application of concession and post the submission to a competent authority for decision making. In cases of conflicts / anomaly during applications, the system should highlight the same in the submission. Post relinquishment of an area, the system should be able to update the maps to depict the new area under the concessionaire. The system should be able to be able to present area wise, mineral wise, concession wise and concessionaire wise data layer on the GIS maps based on the user request. Similarly, a concessionaire should be able routed into his own user account and presented with all details regarding his own concessions. Provision should be kept such that a user should not be able to view the details of another user. The core GIS components are as follows:

Sr. No. Component Responsible Stakeholder

1 Base Map SoI (through NIC)

2 Forest layer Department of Forests, State Government

3 Cadastral Maps Department of Land Revenue, State Government

4 Regional Geological Maps GSI

5 Satellite Images National Remote Sensing Centre, Hyderabad

6 DGPS Survey State empanelled agencies

7 Lease Information System State Departments

8 GIS Software Application MTS Implementing agency

9 Area reserved for PSU Central and State Governments

10 Area reserved for tribal regions State Governments

Base maps The base map for India has been prepared by Survey of India (SoI) in a physical form. NIC has digitized these maps on a scale of 1:50,000 and may provide them as map services (‘NICMAPS’). For RP, a base map of 1:50,000 scale may be considered for geo-referencing the exploration areas on the base map. However, for PL CUM-ML and ML concessions a base map of 1:4000 scale would be required as per IBM circular no. 2/2010 and 1/2014 (as per IBM recommendations). It may be considered to integrate the services of NICMAPS as well as private map service providers to provide greater flexibility to the entrepreneurs as per applicability. Cadastral and Forest maps Department of Land Resources, Ministry of Rural Development has launched the National Land Record Modernization Program (‘NLRMP’) which would include digitization of all cadastral maps. This is being done on a scale of 1:3960. On completion, this may be integrated with the MTS base map. This would allow the entrepreneur to identify the land owner for which he intends to apply for a concession. Similarly Ministry of Environment and Forests are also considering the preparation of GIS Forest maps which are presently available with the State Departments as physical maps. These maps as and when available should be integrated with the other map services. However, discussions are required on the availability timelines with the respective State Departments. DGPS Survey As per IBM circular No. 2/2010, for the submission of a Mining Plan the following components are mandatory-



o Cadastral maps (Khasra Plan) depicting the lease boundary

o DGPS survey for the ground position of the lease area

o Satellite images of the proposed mining area

State Governments will be providing geo-referenced cadastral maps compatible with NIC GIS platforms and maps.

*Note: Exploration agencies will include MECL, GSI and also other agencies. The functional requirements have been described in more details in the Functional Requirements Specifications report provided as an enclosure with this report. DGPS survey data will be provided to the IA. The IA is not required to procure any additional GIS data for this project. IA may be required to perform activities related to data digitization, development and organization, to make the available data 'ready for application'.

h. Dashboard system

Dashboards should be designed for each of the internal and external stakeholders to present the health of their activities, concessions and other parameters



Annexure A - VII: Current IT Systems

1. IBM Overview The IBM have developed seven application modules viz. NMI, ML, MCP, MCCM, MC, WMI and ET which is being leveraged for the existing functionalities of IBM. The IT infrastructure is hosted in IBM, Nagpur HQ and Red Hat Linux platform is used. The database is based on Oracle 10g at backend and the modules are built on Developer 2000. The IBM offices across India are connected through MPLS VPN connectivity. All regional and zonal offices of IBM excepting those located at Nagpur are connected with its CHQ with MPLS Leased line of 1 MBPS. The regional and zonal office of Nagpur is connected with National server with a LAN. Internet lease line of 2MBPS is available at IBM. This lease line caters the requirement of all regional, Zonal as well as CHQ of IBM.

2. User estimations The MTS users envisaged for each of the stakeholders are:

Stakeholder Current estimated users (minimum)

Ministry of Mines (1) 35

Indian Bureau of Mines

HQ (1)

Zonal Office (3)

Regional Offices (12)

400

State (12)

Head Quarters (1 per State)

District Offices

750

Concessionaires ~ 13,000

Other users as per Rule 45 (including traders,

stockists, etc.) ~ 150,000

Annual production (with a growth rate to be 10%) ~ 400,000,000 tonnes

3. Key document entities

The key documents envisaged under MTS are as follows: a) Concession application by participating in bidding process

b) Concession grant (Letter of Intent) c) Mining Plan / Scheme d) Inspections Reports e) Revision applications f) Returns (Monthly and Annual) and notices g) Transport Permits h) Mine Closure Plans i) Other documents include show cause notices, violations, directives, etc.)



4. Present ICT Systems

The following systems are presently in use by Ministry of Mines and IBM. The selected bidder needs to undertake an assessment of the systems to determine if it may be integrated within MTS or re-designing and re-engineering may be required.

Sr. No.

User Systems Description Technology

1 Ministry of Mines Mineral

Concession

Approval

System

(MCAS)

To monitor an

application for prior

approval forwarded by

State Government for

the minerals specified in

the first schedule of

MMDR Act

ASP and SQL

Server 2005

2 Revision

Application

System

To track a revision

application filed against

the order of a State

government to the

Central Government

ASP.NET and

SQL Server

2008

3 Indian Bureau of

Mines

Mineral

Concession

Approval

System –

IBM (MCAS - IBM)

To track the post

approval activities in IBM

after the Letter of Intent

(LOI) has been issued by

the State Government.

ASP and SQL

Server 2005

4 Registration

Application

System

To register an owner,

agent, mining engineer

or manager of every

mine, or any other

person or company

engaged in trading or

storage or end-use or

export of minerals mined

in the country as per the

application specified in

Form M of MCDR

ASP.NET and

SQL Server

2008

5 State DMGs, IBM,

Ministry of Mines,

Concessionaires, and

other users like

traders and end

users (under Rule 45,

MCDR)

Online

Returns

To allow a registered

concessionaire to file

online returns (annual

and monthly)

MySQL PHP and Java

6 State DGMs MCAS LOI issued Transfer of ML / PL

ASP and SQL

Server 2005



5. Transaction estimations The transaction estimates are presented in the below table. The bidder should make assumptions to arrive at the estimate number of transactions for the entire contract duration.

Record Type Current estimated number of transactions per annum

Number of concession applications received per annum 25,000

Existing number of Concessions 15,000

Concession submission 10,000

Concession grant 500

Mining Plan / Scheme 600

Inspection reports 2500

Revision Applications 250

Returns (Monthly) 180,000

Returns (Annual) 15,000

Transport permit requests 40,000,000

Final Mine Closure Plans 100

Others (Show Cause, Violations, Directives, Transfer, Discontinuance)

10,000

Total Transactions 40,258,950

6. Data Retention Policies The estimated data retention policies are as follows. Post the period the data backup may be taken in a media.

Sr. No.

Case Type Minimum Indicative Retention Period

1 New Case Submission 180 days

2 Case accepted and granted 20 years

3 Case Plan 5 years

4 Inspection 3 years

5 Revision Dependent on a case to case basis

6 Returns monthly 3 years

7 Returns annual 10 years

8 Transport permits 2 years

9 Final Mine Closure Plans 5 years

10 Other Miscellaneous data 2 years



Annexure A - VIII: Manpower requirements

The minimum indicative manpower qualifications required are as follows: (The hours of support will be as per working hours or business hours as observed by the Purchaser). While the Purchaser does not require all the key personnel to be situated out of IBM Nagpur premises for the duration of the project, the bidder is required to place appropriate number of SI personnel at IBM Nagpur premises for the purpose of requirement gathering and liaising with the business / domain owners, and to take their continuous feedback in development.

1. Project Manager

The minimum qualifications required are:

o (S)He should have a graduation degree in Engineering (B.E / B TECH) or MCA with post-

graduate qualifications in Management

o (S)He should have a minimum of 10 years’ experience in IT with minimum 6 years in Project

Management.

o (S)He should have a PMP certification or other equivalent project management certifications.

o (S)He should be proficient at English & Hindi language

2. Solution Architects


o (S)He should have a graduation degree in Engineering (B.E / B TECH) or MCA

o (S)He should have a minimum of 8 years’ experience in IT.

o (S)He should have experience of solution architecture and functional design of the solution

o (S)He should be well versed with the application proposed and implemented by the IA


3. Mining Expert


o (S)He should have a graduate degree in Mining or post graduate degree in geology / applied

geology

o (S)He should have an mining sector experience of minimum 8 years


4. Business Analyst


o (S)He should have a post-graduate degree in Management

o (S)He should have experience of minimum 5 years, preferably in Government sector

o (S)He should have experience in requirement elicitation for IT projects

o (S)He should preferably have an experience in the mining sector


5. Programmer


o (S)He should have an experience of over 3 years in software development & maintenance for

IT/ e-Governance projects.



o (S)He should be qualified as a B.E./ B. Tech. / M.C.A from a reputed university.

o (S)He should be experienced of more than 2 years in the technology proposed by bidder for

application development.

6. Web Designer


o (S)He should be a graduate with at least 3 years of experience in the area of website design and

development.

o (S)He should have good knowledge of the web technologies proposed by the Bidder in the

solution.

o (S)He should be familiar with the government norms and policies related to website designing

7. Technical Writer


o (S)He must have minimum 2 years of experience in content writing.

o (S)He must be qualified as a Graduate from a reputed university

8. Database Administrator


o (S)He should have a graduation degree in Engineering with Information Technology / Computer

as specialization

o (S)He should have a minimum of 4 years of experience as DBA for the proposed database (s)

o (S)He should have DBA Certification related to proposed database (s)


9. System Administrator



as specialization

o (S)He should have a minimum of 3 years of experience as System Administrator for the

proposed Operating Systems and Platforms

o (S)He should have certifications on Operating Systems proposed by Bidder


10. Network Administrator



as specialization

o (S)He should have a minimum of 3 years’ experience as Network Administration

o (S)He should have certifications on Networks like Cisco Certified Network Associate (‘CCNA’) or

Juniper Networks Certifications Program (‘JNCP’) or Security Certified Network Professional

(‘SCNP’) or Security Certified Network Architect (‘SCNA’) or equivalent

o (S)He should have the technical expertise to monitor various devices / tools such as firewall,

intrusion detection, content filtering and blocking, virus protection, and vulnerability

protection.




11. Back-up Administrator



as specialization

o (S)He should have a minimum of 3 years of experience as Back-up Administration on the

proposed back-up and replication solutions proposed


12. Security Administrator



as specialization

o (S)He should have a minimum of 3 years’ experience as security administrator

o (S)He should be OEM Certified Security Administrator


13. Technical Assistant

o (S)He should have a graduation degree or diploma in computer field

o (S)He should have a minimum of 2 years’ experience as Data Centre support and maintenance

including incident management


14. Trainer


o (S)He should have a minimum 5 years of experience in conducting trainings for software

applications.

o (S)He should be qualified as a B.E. or M.C.A from a reputed university.


15. Handholding


o (S)He should have a graduation degree or diploma in computer field

o (S)He should have a minimum of 3 years’ experience as technical support & maintenance

including incident management


16. Helpdesk


o Should be a graduate

o Should have at least two years’ experience in the IT Support and call handling in a call center/ IT

helpdesk.




Manpower Requirement summary

The minimum indicative manpower requirements are presented below However, the bidder is

required to estimate the manpower requirements independently and propose the same:

Sr # Description Minimum manpower requirements

Minimum deployment plan for Centre (IBM and Ministry of Mines)

1 Director - MTS project 1 Part-time (at least 1 day per month)

2 Project Manager 1 Full time deployment till go-live

3 Post implementation Manager 1 Full-time post go-live

4 Mining subject matter expert 1 Full time deployment till go-live

5 Business Analyst 3 Full time deployment till go-live

6 Business Analyst 1 Full-time post go-live

7 Trainers 3 One year

8 System and Network Administrator 1 Full-time post go-live

9 Database Administrator 1 Full-time post go-live

10 GIS Administrator 1 Full-time post go-live

11 Technical Lead 1 Full-time deployment

12 SW - Technical Support / Developer 5 Full-time post go-live

13 GIS - Technical Support 1 Full-time post go-live

14 Facilities maintenance officer 5 Full-time post go-live

15 Helpdesk personnel 3 Full-time post go-live



Annexure A – IX: Indicative Reports and Records

The data provided below gives an indicative list and volume of records / reports available with the purchaser.

Table 1: Minimum indicative list of reports required under MTS

Sr # Module Report name and description

1 Mineral Concession Approval System

Search on various parameters

2 Pendency Statements based on period given

3 Statistical reports

4 Age wise pendency

5 Status Reports

6 Officer wise pendency

7 Workflow based movement of files

8 Case Status History

9

Revision Application System

Court cases

10 Cause lists

11 Search on various parameters



14 Age wise Pendency

15 Status Reports

16 Officer wise pendency


18 Case Status History

19

Registration Under Rule 45

Registration Statistics region wise

20 Search on various parameters



23 Age wise pendency

24 Suspension/revoke of Registration

25 Region wise pendency and approvals


27 Integration with online Return System functional in Indian Bureau of Mines

28 Monthly reports

Mine wise print view of the returns with the fields in red colour wherever the SRS validation checks not satisfied

29 Receipt of returns from month

30 Region wise Mine wise receipt position of returns of those mine reported during last 12 months

31 Region wise Mine wise receipt position of returns of all registered mines as per Form M

32 Mine wise Royalty & Rents paid

33 Reasons for work stoppage in mine

34 Mine wise Avg. Daily Employment with Male/Female bifurcation

35 Mine wise Avg. Daily Employment with Direct/Contract bifurcation




36

Mine wise/work place wise Avg. Daily Employment and Total Wages paid

37 Mine wise Avg. Daily Employment and Total Wages paid for technical & supervisory staff

38 Mine wise ROM Production

39 Mine wise cumulative ROM Production

40 Mine wise Production & Value and Avg. Daily Employment

41 Mine wise /Grade wise Production &Ex mine price

42 Grade wise/Mine wise Production & Ex mine price

43 Mine wise /Grade wise Production, Ex mine price for 6 months <Month 1> to <Month 6>

44 Mine wise Ore Production with Metal Grades

45 Mine wise Ore Treated with Metal Grades

46 Mine wise Concentrates Obtained with Metal Grades

47 Mine wise Metal Production & Value

48 Mine wise By Product Production & Value

49 Mine wise Metals Sold

50 Mine wise By Products Sold

51 Category wise Production & Value for 3 months

52 Plant wise Production and per unit value(PUV) for 6 months

53 Yearly Mine wise Production in descending order based on Monthly Returns of <Financial Year>

54 Yearly Owner wise Production in descending order based on Monthly Returns <Financial Year>

55 Mine wise /Grade wise despatches

56 Consignee wise Domestic Despatches

57 IE code wise Cumulative Export

58 Country wise Cumulative Export directly by miners

59 Mine wise /Grade wise Closing Stock Monthly for any financial year

60 Mine wise Details of deductions

61 Reasons for increase/decrease in production

62 Reasons for increase/decrease in Ex mine Price <Month, Year>

63 Monthly Statistics of Mineral Production

64 Average Sale Price (Ex Mine) of Minerals for two selected periods

65 Average Sale Price (Ex Mine) of Minerals for six selected periods

66 Cabinet Summary of Mineral Production

67 Data for Index of Mineral Production

68 Grade wise/Mine wise Production

69 Grade wise Production

70 Mineral wise /Registration No. wise Production

71 Mine code wise status of return processing

72 Region wise/Mine code wise status of return processing <Month>

73 Registration No. wise transaction details

74 Registration No. wise/Storage Location wise transaction details

75 IE code wise Cumulative Export by Exporters other than miners

76 IE code wise Monthly Export by Exporters other than miners




77 Country wise Cumulative Export by Exporters other than miners

78

Mineral Consumption Report

All India mineral wise consumption Year wise

79 State wise, District wise, Mineral wise Consumption.

80 State wise, Mineral wise Consumption

81 State wise, Mineral wise, Industry wise, Plant wise Consumption

82 State wise, Mineral wise, Industry wise, Plant wise total Consumption

83 State wise, Industry wise, Company wise, Plant wise, Mineral wise Consumption

84 State wise, Mineral wise, Sector wise Consumption

85 State wise, District wise, Mineral wise, Sector wise Consumption

86 Sector wise, Mineral wise, State wise, Plant wise Consumption

87 Sector wise, Plant wise, Grade wise, Consumption of Iron ore

88 Sector wise, Plant wise, Grade wise Consumption of Iron ore

89 Industry wise, Mineral wise, Consumption of all minerals

90 Industry wise, Mineral wise, State wise Consumption

91 Industry wise, Mineral wise, State wise, District wise Consumption

92 Industry wise, Mineral wise, State wise, Plant wise Capacity

93 Industry wise, State wise Capacity

94 Mineral wise, State wise Suppliers with addresses

95 State wise, Mineral wise, Grade wise Consumption

96 Industry wise, Mineral wise, List of Suppliers with address

97 Industry wise, Products/by-products manufactured with quantity

98 Industry wise, Mineral wise, Year wise Consumption (as per IMYB)

99 Mineral wise, State wise, Grade wise Opening stocks at the consumer site

100 Mineral wise, State wise, Grade wise Closing stocks at the consumer site

101 Product wise, Mineral wise, Grade wise Iron ore Consumption

102 Mineral wise, Industry wise, Plant wise, estimated requirement

103 Industry wise, Mineral wise, State wise, District wise Consumers

104 Mineral wise, Year wise Price Per Tonne at Factory Site both separately for Indigenous & imported minerals/ores/conc

105 Mineral wise, Year wise Transportation cost per tonne/km

106 Industry wise, Year wise R & D Expenditure and Activity undertaken

107 Industry wise Expansion Programme undertaken and their progress

108 Sector wise, Industry wise, State wise, District wise Expansion Programme undertaken and their progress

109 End-Products Manufactured during the Year.

110 Reports on Mining Plan and Mining Scheme

Progress of approval of Mining Plan

111 Progress of approval of scheme of Mining

112 List of receipt/approved/rejected mining plan

113 Time taken for approval

114 Status of receipt MP/MS

115 Reports on Number of Mining Plans approved

State wise/district wise/mineral wise n° of mining plan approved for each Regional office.

116 State wise/districtwide/category wise n° of mining plan approved for each Regional office.




117

State wise/mineral wise n° of mining plan approved

118 Region wise/mineral wise/state wise/category wise n° of mining plan approved

119

Reports for Zonal offices

Mineralise/state wise/district wise n° of mining plan approved for Zonal office

120 Region wise/state wise/district wise/category wise n° of mining plan approved for Zonal office

121 Region wise/state wise/category wise n° of mining plan approved for Zonal office

122 Region wise/state wise/district wise/mineral wise/category wise n° of mining plan approved for Zonal office

123

Reports for CCOM office (Mining Plan)

Zone wise/region wise/state wise/category wise n° of mining plan approved for CCOM office

124 Zone wise/region wise/state wise/district wise/category wise n° of mining plans approved for CCOM office

125 Zone wise/region wise/state wise/mineral wise/category wise n° of mining plans approved for CCOM office

126 mineral wise/state wise/category wise n° of mining plans approved for CCOM office

127 State wise/mineral wise/category wise n° of mining plans approved for CCOM office

128 Reports on Number of Mining Schemes approved

State wise/district wise/mineral wise n° of schemes of mining approved for Regional office

129 State wise/district wise/category wise n° of schemes of mining approved for Regional office

130 State wise/district wise/mineral wise/category wise n° of schemes of mining approved for Regional office

131

Reports for Zonal offices

Region wise/state wise/district wise/category wise n° of schemes of mining approved for zonal office

132 Region wise/mineral wise /state wise/category wise n° of schemes of mining approved for zonal office

133 Region wise/state wise/district wise/mineral wise /category wise n° of mining plans approved for zonal office

134 Reports for CCOM office (Scheme of Mining)

Zone wise/region wise/state wise/district wise/category wise n° of schemes of mining approved for CCOM office

135 Zone wise/region wise/mineral wise/state wise/category wise n° of schemes of mining approved for CCOM office

136 mineral wise/state wise n° of schemes of mining approved for CCOM office

137 State wise/mineral wise n° of schemes of mining approved for CCOM office

138 Reports for RQP sub-menu

List of Valid RQPs – Region wise, zone wise, state wise

139 List of Valid RQPs – State wise, zone wise, region wise

140 Reports on Leases (sub-menu)

List of working leases expiring within two years

141 List of working leases expiring within next two years for CCOM office

142 Statement showing details of mining leases granted/renewed based on mining plan approved under rule 22 of MCR

143 Region wise lease area utilisation during the year (replaced against old format)

144 Reports on Number of mines

Region wise/mineral wise n° of mines

145 State wise/mineral wise n° of mines

146 mineral wise/state wise n° of mines

147 Region wise/state wise n° of mines

148 Reports on Mines List of working mines not inspected during last two years




149

List of working mines not inspected during last two years for CCOM office

150 List of mechanised mines not inspected during last year

151 List of underground mines not inspected during the last year

152 List of category ‘B’ mines inspected more than once during the year

153 Rule wise/sub-rule wise compliance of MCDR during the year

154 Reports on List of mines

List of working mines

155 List of Closed mines

156 Bank guarantee validity end during the period

157 Bank guarantee received by approval of MP/MS

158 Reports on Inspections sub-menus

Zone wise/region wise/state wise/mineral wise n° of inspections carried out during the year

159 State wise/mineral wise n° of inspections carried out during the year

160 Region wise/state wise/district wise ME&MC

161 Zone wise/state wise/district wise ME&MC

162 Receipt of returns & notices and dates of inspections

163 MCDR compliance

164 Reports on Information on mining machinery

Information on mining machinery in opencast mechanised Mines during the year

165 Region wise population of mining machinery

166 Approximate production and total excavation

167 Comparative analysis for two years

168

Reports on Violation

Rule wise/sub-rule wise compliance of MCDR during the year

169 Region wise/mineral wise compliance of MCDR for CCOM/Zonal/Regional office

170 Region wise/state wise compliance of MCDR for CCOM/Zonal/Regional office

171 Reports on Officers (sub-menu)

Region wise/officer wise progress of submission of inspection reports

172 Report submission

173 Implementation of Annual Programme of work for the year

174 Monthly report for GM & MM Cell

175 Monthly / Annual reports (sub-menus)

Monitoring of the annual programme

176 State-wise break up of inspection and studies of mines

177 Guidance by RCOM and COM

178 State-wise, Region-wise status of grant of recognition

179 Status of approval of mining plans

180 Status of schemes of mining submitted

181 Compliance position of rule 12 of MCDR

182 Administration of MCDR with follow up action

183 Court cases filed, decided/compounded

184 No. of mines inspected for compliance for MCDR

185 Details of days spent on duty at HQ and on inspection and studies during the month

186 Progressive achievements of submission of reports

187 Action taken on the reports received during the month

188 Officer-wise number of reports submitted and number and period of pending reports




189

Officer-wise pending reports

190 Mines inspected during the month

191 Details of the other work done

192 Salient achievements

193 Consolidated status of mining plans in forest, non-forest areas received

194 Status of analysis of samples

195 Reports on Mining Plan

Status of mining plan with parties for modification

196 Details of MP pending with RCOM for more than 90 days

197 No of MP pending with parties

198 MP pending with parties for modification as on….

199 Reports on Mining Scheme

Status of mining plan with parties for modification

200 Details of MP pending with RCOM for more than 90 days

201 No of MP pending with parties

202 Annual Report

Mine-wise print view of the returns with the fields in red colour wherever the SRS validation checks not satisfied

203 Receipt of returns from Year

204 Regionwise Mine wise receipt position of returns of those mine reported during last 5 years

205 Regionwise Mine wise receipt position of returns of all registered mines as per Form M -

206 Minewise Royalty & Rents paid

207 Reasons for work stoppage in mine

208 Mine wise Avg Daily Employment with Male/Female bifurcation

209 Mine wise/work place wise Avg Daily Employment and Total Wages paid

210 Mine wise Avg Daily Employment and Total Wages paid for technical & supervisory staff

211 Mine wise ROM Production

212 Mine wise Production & Value and Avg Daily Employment

213 Mine wise /Grade wise Production &Ex-mine price

214 Mine wise Ore Production with Metal Grades for H-5

215 Mine wise Ore Treated with Metal Grades

216 Mine wise Concentrates Obtained with Metal Grades

217 Mine wise Metal Production & Value

218 Mine wise By-Product Production & Value

219 Mine wise Metals Sold

220 Mine wise By-Products Sold

221 Plant wise Production and per unit value(PUV) for 6 Years

222 Yearly Mine wise Production in descending order based on Annual Returns of

223 Yearly Owner wise Production in descending order based on Annual Returns

224 Mine wise /Grade wise despatches

225 Consignee wise Domestic Desptches during year

226 IE code wise Exports during year

227 Mine wise Details of deductions during year

228 Reasons for increase/decrese in production during the year

229 Reasons for increase/decrese in Ex-mine Price- during the year




230

Grade wise/Mine wise Production

231 Minecode wise status of return processing

232 Region wise/Minecode wise status of return processing

233 Mine wise /Grade wise Despatches for the Same year

234 Mine wise /Grade wise Production/Ex-Mine prices/Closing Stock for the Same year

235 Mine wise Employment and royalty paid for the Same year

236 Mine wise /Grade wise Closing Stock for

237 Mine wise Material Consumption based on Annual Returns for year

238 Mine wise Total Material Consumption based on Annual Returns for 3 years

239 Mine Directory

240 Cost of Production for two years

241 Lease Area Utilisation at the end of Year

242 Mine wise Consumption of Explosives

243 Country wise Export directly by miners during Year N

244 Registration No. wise transaction details- during the year N based on form N/O

245 Registration No. wise/Storage Location wise transaction details during the year N based on Form N/O

246 IE code wise Cumulative Export by Exporters other than miners- during Year N based on Form N/O

247 IE code wise Export by Exporters other than miners during based on Form N/O

248 Country wise Export by Exporters other than miners- during Year based on Form N/O

249 Mineral wise / Registration No. wise Production -

250 District wise /Grade wise Production, Value & Closing Stocks for 3 years

251 District wise Metal Production & Value for 3 years

252 District wise By-Product Production & Value for 3 years

253 District wise Metal Sold for 3 years

254 District wise By-Product Sold for 3 years

255 District wise No. of Mines, No. of associated mines, Avg. Daily Employment, Production & Value for 3 years

256 Category wise No. of Mines, No. of associated mines, Avg. Daily Employment, Production & Value for 3 years

257 Mineral/State wise Production & Value for 3 years

258 State/Mineral wise Production & Value for 3 years

259 Category wise Production & Value for 3 Years

260 Grade wise Production-

261 Capital structure for selected year

262 Mineral wise Production & Value for 3 years

263 Frequency distribution of No. of mines and Production

264 Mineral/ State wise State wise Consumption of explosives

265 State wise machinery used

266 Mineral /State wise number of trees planted

267 Annual Reports on consumer, layout

Report of end use consumers for All India mineral wise consumption Year wise.




268 and consumption

Report of end use consumers for State wise, District wise, Mineral wise Consumption.

269 Report of end use consumers for State wise, Mineral wise Consumption.

270 Report of end use consumers for State wise, Mineral wise, Industry wise, Plant wise Consumption.

271 Report of end use consumers for State wise, Mineral wise, Industry wise, Plant wise total Consumption.

272 Report of end use consumers for State wise, Industry wise, Company wise, Plant wise, Mineral wise Consumption.

273 Report of end use consumers for Industry wise, Mineral wise, Consumption of all minerals.

274 Report of end use consumers for Industry wise, Mineral wise, State wise Consumption.

275 Report of end use consumers for Industry wise, Mineral wise, State wise, District wise Consumption.

276 Report of end use consumers for Industry wise, State wise Capacity.

277 Report of end use consumers for Mineral wise, State wise Suppliers with addresses.

278 Report of end use consumers for Industry wise, Mineral wise, List of Suppliers with address.

279 Report of end use consumers for Industry wise, Products/by-products manufactured with quantity.

280 Report of end use consumers for Industry wise, Mineral wise, Year wise Consumption (as per IMYB).

281 Report of end use consumers for Mineral wise, State wise, Grade wise Opening stocks at the consumer site.

282 Report of end use consumers for Mineral wise, State wise, Grade wise Closing stocks at the consumer site.

283 Report of end use consumers for Product wise, Mineral wise, Grade wise Iron ore Consumption.

284 Report of end use consumers for Industry wise, Mineral wise, State wise, District wise Consumption.

285 Report of end use consumers for Mineral wise, Year wise Price Per Tonne at Factory Site both separately for Indigenous & imported minerals/ores/conc.

286 Report of end use consumers for Mineral wise, Year wise Transportation cost per tonne/km.

287 Report of end use consumers for End-Products Manufactured during the Year.

288 Layouts for Stockists List of stockist (Statewise/Districtwise/Mineralwise).

289 Layouts for Stockists Opening stock at the beginning of the year.

290 Layouts for Stockists Ore/Mineral/Metals/Scrap received and its value during the year.

291 Layouts for Stockists Ore/Mineral/Metals/Scrap imported and its value during the year.

292 Layouts for Stockists Closing stock at the end of the year.

293 Layouts for Traders List of Traders during the year.

294 Layouts for Traders Gradewise opening stocks of minerals/ores/ metals/scraps during the year.

295 Layouts for Traders Gradewise Closing stocks of minerals/ores/ metals/scraps during the year.

296 Layouts for Traders Statewise/Districtwise minerals/ores/ metals/scraps purchased during the year.

297 Layouts for Traders Statewise/Districtwise minerals/ores/ metals/scraps despatched during the year.




298 Layouts for Traders Countrywise imports of the minerals/ ores/ metals/ scraps during the year.

299 Layouts for Exporters Statewise/districtwise, companywise, mineralwise/ gradewise and countrywise export made during the year.

300 Layouts for Exporters Statewise/districtwise/Companywise, mineralwise/gradewise and countrywise imports made during the year.

301 Layouts for Exporters Value of the mineral imported (mineralwise, gradewise, statewise/districtwise) during the year.

302 Layouts for Exporters Value of the mineral exported (mineralwise, gradewise, statewise/Districtwise/ Countrywise) during the year.

303 Layouts for Exporters Total quantity & Value of the mineral imported during the year.

304 Layouts for Exporters Total quantity & Value of the mineral exported during the year.

305 Layouts for Exporters List of Mineral exporters (Statewise/ Districtwise) during the year.

306

Reports on Lease

State wise summary of lease distribution

307 Sector wise distribution of lease

308 Area wise distribution of lease

309 Year wise status of lease expiry

310 Mineral wise summary of lease expiry

311 Directory of mining leases

312 Directory of lease states wise, ownership wise

313 Distribution of leases of coal and lignite

314 Directory of mining leases of a given district

315 Directory of leases for a list of minerals

316 Number of leases by state for a list of minerals

317 Directory of leases for a given lessee

318 Directory. for a mineral grant or execution date

319 Ownership summary of lease distribution

320 Directory. for a state, district, lessee, mineral

321 Summary of lease distribution

322 Directory. of lease expiring during such year

323 Directory. of leases for such and such lessee

324 List of lessees having total area > size

325 Directory. of leases and related mines

326 Bulletin of Mineral Information

327 State directory of metallic/nonmetallic Minerals

328 Mining lease directory

329 Annual Mineral Directory

330 District, mineral wise district. of leases, area

331 Simplified. state directory of metallic./nonmetallic Minerals

332 Simplified Mining lease directory

333 Simplified. state directory. minerals all states

334 State specific. directory minerals all states

335 Lease created by a service in date limits

336 Mines which are NOT link to any lease




337 Leases which are NOT link to any mine

338 List of lessees along with their leases

339 List of leases linked to mines

340 Directory of mining leases and deposits

341

Reports on Export / Import Output

By category of Commodities and Commodities for 5 years(All Commodities)

342 By category of Commodities and Countries for 5 years(All Countries)

343 Commodities by Categories for 3 years

344 Commodities by categories for 5 years

345 Commodities by country for 5 years (Top 5,Top 10 & All)

346 Commodities by group of commodities for 5 years

347 Commodities by super group commodities for 5 years

348 Super group commodities by country for 5 years (Top 5,Top 10 & All)

349 Commodities by country for 5 years (Top 5,Top 10 & All)

350 ET commodities by country for 5 years (Top 5,Top 10 & All)

351 Country by commodities for 5 years

352 Commodities by categories of group commodities for 5 years

353 Commodities by categories of Super group commodities for 5 years

354 Code wise Commodities by categories for 5 years

355 Commodities by Items for 5 years

356 Export & Import of ores & Minerals, Metals & Alloys Month wise and Cumulative from April 2014 to March 2015

357 Directory Mineral wise Code wise

358 NMI database Standard Outputs of NMI data base provides summary outputs for all India, state wise and district wise coverage

359 UNFC reports Detailed deposit wise output as per UNFC (UNFC_DEPOS)

360

WMI database

Country / State wise • Reserve and Resource • Production • Export • Imports • Consumption

361

Total World • Reserve and Resource • Production • Export • Imports • Consumption

362 Mineral Consumption Database

Unit wise (yearly consumption)

363 Industry wise Output



Table 2: Indicative records in database

Database Name

Number of Entities

Number of Tables Size of Database

NMI 21000 49

The size of dump of data is 1 GB including system tables

ML 21000 9

MCP 15000 65

MCP_W 7000 7

MCCM 11000 for MCDR

inspections

21000 for mining

plan 233

MC 2000 13

ET 53328 10

WMI 56000 15

IBM 1000 15

LNK 8000 3

*Above figures are indicative but not exhaustive

Besides, there are various need based SQL Programmes and Oracle Report generated for PQ and Ministry’s References. The data provided in the below given tables provide an indicative list reports required by the purchaser: Table 3: Existing System generated Reports

Sl No

Name of Application

URL Number of Existing Reports Future Requirement

1

Mineral Concession Approval System

http://mcas.nic.in

Twenty 1) Search on various parameters 2) Pendency Statements based on period given 3) Statistical reports 4) Age wise pendency 5) Status Reports

In addition to existing reports – 1) Officer wise pendency 2) Workflow based movement of files 3) Case Status History

2 Revision Application System

http://ras.nic.in

Thirty 1) Court cases 2) Cause lists 3) Search on various parameters 4) Pendency Statements based on period given 5) Statistical reports 6) Age wise Pendency 7) Status Reports

In addition to existing reports – 1) Officer wise pendency 2) Workflow based movement of files 3) Case Status History

http://mcas.nic.in/

http://ras.nic.in/



Sl No

Name of Application

URL Number of Existing Reports Future Requirement

3 Registration Under Rule 45

http://ibmreg.nic.in

Twenty 1) Registration Statistics region wise 2) Search on various parameters 3) Pendency Statements based on period given 4) Statistical reports 5) Age wise pendency 6) Suspension/revoke of Registration

In addition to existing reports – 1) Region wise pendency and approvals 2) Workflow based movement of files 3) Integration with online Return System functional in Indian Bureau of Mines

The bidder should ensure flexibility in MIS/ reporting structure and should provide feature wherein IBM and its

state units may pull any kind of reports from the application.

http://ibmreg.nic.in/



Annexure A - X: Bill of materials

The bidders are required to provide the unpriced bill of materials as per the Financial Bid format in their technical bids.

1.



B

Technical Formats



Annexure B - I: Technical Bid Letter

To

Controller General,


INDIRA BHAWAN, CIVIL LINES,

NAGPUR- 440 102


Phone No. +91 712 2545570

Subject: Selection of an Implementation Agency for design, development, maintenance and operations

of Mining Tenement System

Sir/Madam,

Reference: RFP No: MTS/01/2015-16/CCOM Dated 04/08/2015

We, the undersigned Bidders, having read and examined in detail all the RFP document in respect of

Selection of an Implementation Agency for design, development, maintenance and operations of

Mining Tenement System, do hereby propose to provide the services as specified in the RFP document

number RFP No. MTS/01/2015-16/CCOM Dated 04/08/2015 along with the following:

1. EARNEST MONEY DEPOSIT (EMD)

We have enclosed an EMD as prescribed in Annexure A-IV: Earnest Money Deposit and

Annexure F - I: Proforma for Earnest Money Deposit. This EMD is liable to be forfeited in

accordance with the provisions of the Clause 2 of this RFP.

2. Integrity Pact

We have enclosed the duly filled and signed the Integrity Pact in presence of witnesses as per the

format specified in Annexure F-V: Pre-Contract Integrity Pact and declare that the said pact is

binding on us.

3. DEVIATIONS

We declare that all the services shall be performed strictly in accordance with the Tender

documents except for the variations, assumptions and deviations, all of which have been detailed

out exhaustively in “Statement of Deviations from Tender Terms and Conditions”, irrespective of

whatever has been stated to the contrary anywhere else in our Tender.

Further we agree that additional conditions or assumptions, if any, found in the Tender

documents, other than those stated in deviation schedule, shall not be given effect to.



4. BANK GUARANTEE FOR CONTRACT PERFORMANCE

We hereby declare that in case the contract is awarded to us, we shall submit the contract

performance guarantee in the form prescribed in Annexure F - II: Proforma for Bank Guarantee

for Contract Performance for an amount of 10% of the total contract value in the form of a bank

guarantee from a Nationalized bank valid for a period of 60 days beyond the contract validity

period within 15 days of award of contract to us failing which our EMD is liable to be forfeited.

Our correspondence details with regards to this RFP are:

Sr # Information Details

1 Name of the contact person

2 Address of the contact person

3 Name, designation and contact, address of the person to whom all references shall be made regarding this RFP

4 Telephone number of the contact person

5 Mobile number of the contact person

6 Fax number of the contact person

7 Email id of the contact person

8 Corporate web site URL

We hereby declare that our bid is made in good faith, without collusion or fraud and the information contained in the bid is true and correct to the best of our knowledge and belief. We understand that our bid is binding on us and that you are not bound to accept a bid you receive. Thanking you, Yours faithfully,

Date:

Place:

Business Address:

(Signature of the Bidder)

Printed Name

Designation

Seal



Annexure B - II: Bidder Particulars for Technical Bid

Sl.

No.

Description Responding Firm’s / Company Details to be

provided

1. Name of the Bidder’s Firm

2. Address of the Bidder

3. Telephone number of the Bidder

4. Name , designation and address of the

contact person to whom all references

shall be made regarding this RFP

5. E-mail address of the Bidder

6. Fax number of the Bidder

7. Website address of the Bidder

8. Details of

Registration

1. Registration

Number of the Bidder.

2. Name of the place

where the Bidder was

registered

3. Date when the

company was

registered

4. Address of the

registered office of the

bidder

5.Product /Service for

which registered

6. Validity Period, if

applicable.

9. Annual Turnover during last three

financial Years 2011-12, 2012-13 and

2013-14

FY 2011-12 FY 2012-13 FY 2013-14

10. Income Tax Paid during the last three

financial Years 2011-12, 2012-13 and

2013-14

FY 2011-12 FY 2012-13 FY 2013-14

11. Name of the authorized Signatory who is

authorized to quote in the RFP

12. Projects under taken by the bidder

showcasing the expertise in e-Governance

projects with Application Design and

(i)

(ii)



Sl.

No.

Description Responding Firm’s / Company Details to be

provided

Development as on 31.03.2015. (iii)

(iv)

13. IT Implementation Projects under taken

by the bidder showcasing the expertise in

the Mining Sector

(i)

(ii)

(iii)

(iv)

14. Large scale IT implementation,

maintenance projects undertaken by the

bidder

(i)

(ii)

(iii)

(iv)

15. Projects undertaken by the bidder

showcasing the GIS expertise

(i)

(ii)

(iii)

(iv)

16. No. of full time IT personnel currently

under employment

17. No. of full time personnel currently under

employment with reference to GIS related

projects

18. No. of full time personnel currently under

employment with a graduate degree in

Mining or post graduate degree in

geology / applied geology

19. Projects under taken by the bidder

showcasing the expertise in Hardware

Procurement, Rollout, Training and

Support.

(i)

(ii)

(III)

(iv)



Annexure B - III: Methodology for Manpower Deployment and Training

1. The Bidder should specify the approach for manpower deployment including description of the

organizational structure and escalation procedures.

2. The Bidder should define a governance model for managing the on-going relationship, contract,

operational issues and risks.

3. The Bidder should specify the recruitment process and hiring policies for the operations and

maintenance personnel including the parameters considered for selection of support agents.

4. The Bidder should specify methodology adopted for managing staff attrition including description

of policies for employee satisfaction.

5. The Bidder should cover details on the training plan and training schedule for the operations and

maintenance personnel. The training plan should comprise technical training, domain based

training as well as soft skills training.

6. The Bidder may give suggestions on improvement of the scope of work given in Annexure A - II –

Scope of Work and may mention the details of any add on services related to this project over

and above what is laid down in the RFP document. List of deliverables should also be identified

and explained.

7. The Bidder shall describe the knowledgebase, best practices and tools that will be used by the

project team for the execution of scope of work activities.

8. The Bidder shall describe prior experience of its team for working on Mining Sector for

technology as well as functional related domain

9. Bidder should provide in his bid the details of the proposed manpower in the below given format.

Bidder should also provide the CVs of proposed resources as part of his bid.

10. For the Key Personnel, it is mandatory to provide name of proposed resource along with details

desired as per format given in the RFP. It is required that the resource proposed for the key

position should not change in the first six months of the project. Any change of resource should

be compensated with equivalent or better resource. It is also informed that the Purchaser would

interview the resources suggested by the bidders before their deployment on board. Bidder

should necessarily highlight the CVs for technical scoring as per the technical evaluation criteria.

S.

No Manpower Type

Number of

Resources

proposed

Availability

Duration

Names of

Proposed

Resources

Non IT Resources

1 Project Director

2 Program Manager

3 Supervisor

4 ....

5 ...

IT Resources for Application Development/ Modification / Customization / Maintenance



S.

No Manpower Type

Number of

Resources

proposed

Availability

Duration

Names of

Proposed

Resources

1 Skill 1

2 Skill 2

3 Skill 3

4 ...



Annexure B -IV: Description of Management Processes

1. The Bidder shall provide policies and procedures that clearly outline various quality measures,

sampling techniques, minimum sample sizes etc for monitoring quality across multiple channels.

2. The Bidder shall provide a quality plan for managing the Mining Tenement System

3. The Bidder shall propose productivity improvement methods including approach towards cost

reduction, improving efficiency, use of various technology for the project for all stake holders and

ease of use, etc.

4. The Bidder shall clearly define knowledge management processes so that all stakeholders have

access to up-to-date information.

5. The Bidder shall provide methodologies to address complexities and uncertainties involved in

efficiently serving the stakeholders.

6. The Bidder may give suggestions on improvement of the scope of work given in Annexure A - II:

Scope of Work and may mention the details of any add on services related to this project over

and above what is laid down in the RFP document. List of deliverables should also be identified

and explained.

7. The Bidder shall describe the knowledge-base, best practices and tools that will be used by the

project team for the execution of scope of work activities.

8. Any data or inputs listed in this RFP can be used by the bidder to demonstrate the solution, but it

is expected that the bidder should go beyond to explain the details of solution, architecture, work

flow etc.



Annexure B - V: Technology Solution & Maintenance Plan

1. The Bidder is required to describe the proposed Technology Solution in this section as per the

requirements laid out in “Annexure A - II: Scope of Work”. The Technology Solution would be

evaluated on the following broad parameters. IBM reserves the rights to add, delete, or modify

these parameters at any time during the RFP process, without assigning any reasons whatsoever

and without being required to intimate the Bidders individually of any such change. Such changes

will be made available on the procurement portal and IBM websites.

a. Clear articulation and description of the ICT (hardware and software) requirements,

design and technical architecture of various ICT components including the make and

model of equipment and sizing of infrastructure (including diagrams and calculations

wherever applicable) with horizontal and vertical scalability wherever applicable

b. Details of the methodology proposed to be adopted for maintenance of technology

equipment/infrastructure related to the Mining Tenement System

2. The indicative list on which the technical solution is expected is on the following headers:

a. Solution architecture

b. Hardware sizing

c. Software solutions (COTS and bespoke) for the functionalities required

d. Implementation plan for Centre and State Departments

e. Operations and Maintenance approach

f. GIS and Digitization strategy

g. Work plan

h. Staffing schedule

i. Integration of various available legacy systems and strategies.

j. Training

3. The Bidder shall summarize the hardware equipment and services to be deployed as part of this

project in the following format:

a. Data Centre/ Disaster Recovery compute requirements

S No. Requirement Quantity

DC DR

1. No. of Virtual CPUs

a. Database Server

b. Application Server

c. Web Server

d. Authentication Server

e. DNS

f. Staging Server



S No. Requirement Quantity

DC DR

g. Any other

2. Virtual RAM

3. Storage (in GB)

4. Outbound Data Transfer/ Bandwidth (per GB)

5. Inbound Data Transfer/ Bandwidth (per GB)

Note: The bidder has to also provide the configuration of VMs as defined in clause 4.2.1.13

b. Office hardware

S. No. Hardware/

Equipment

Purpose/

Function

Make

and

Model

Quantity

Ministry of

Mines IBM (HQ)

IBM

(Zonal

Office)

IBM

(Regional

Office)

States

1. Computers

(Desktops/

Laptops)

2. Printers

3. Tablets

4. Other

equipment

4. The Bidder shall specify all the software tools required for the Mining Tenement System in the

following format:

S No. Item Purpose/Function License

Policy

No of licenses required

For DC For DR

1. Document

management

system

2. Workflow engine

3. Enterprise service

bus

4. Enterprise

Management

system

<Present List of

modules>

5. Other

6. …….



7. ………………..

5. A detailed project plan articulating the break-up of each proposed phase into key activities

highlighting the start and end months as per the below format should be submitted.

Activity-wise Timelines

S.

No.

Item of

Activity

Month wise Program

1 2 3 4 5 …

A Project Plan

1 Activity 1

1.1 Sub-Activity 1

1.2 Sub-Activity 2

2

2.1

2.2

3

3.1

4

Note: The above activity chart is just for the purpose of illustration. Bidders are requested to

provide detailed activity & phase wise timelines for executing the project with details of

deliverables & milestones as per their proposal.

Note:

Any indicative prices in this section may lead to disqualification of the Bidder.

The requirements stated in the scope of work are minimum requirements. The Bidder should

provide information for all the additional equipment and components that would be

required.



Annexure B - VI: Business Continuity Planning/Disaster Recovery (BCP/DR) Approach

1. The Bidder should clearly describe the BCP/DR Plans with respect to infrastructure and

technology

2. The Bidder should specify the approach for staff deployment and management in unusual

situations

3. The Bidder should also describe the contingencies taken into account as well as time frame

required for resumption of operations in case of these contingencies.



Annexure B - VII: C.V. Format

The Bidder is required to provide the profiles of key personnel who are proposed to be deployed for

Mining Tenement System Project. The bidder should have conducted background check of the proposed

personnel prior to assigning them on project

1. Program Director

2. Project Manager

3. Subject Matter Experts

4. Business Analysts

5. Solution Architects

6. Development team

7. Test Team

8. Operations & maintenance team

The roles presented above are indicative in nature.

The bidder is required to assess the project-specific requirements and propose the relevant resources. CVs

of the above mentioned personnel have to be submitted in the below format:-

1 Proposed

position on

the team:

2 Name of the

employee

3 Designation

4 Date of Birth

5 Nationality

6 Education Qualification Name of

School/College/Un

iversity

Degree Obtained Date Attended

7 Certifications

8 Language Language Read Write Speak



9 Employment

Record

Employer Position From To

(Starting with present position list in reverse order – Up to three quarters of a page)

10 Relevant

Experience

(Give an outline on the experience most pertinent to tasks mentioned in the project.

Describe degree of responsibility held on these relevant assignments – Up to half of

a page).

11 Verification I, the undersigned, certify that to the best of my knowledge and belief, this bio-

data correctly describes myself, my qualifications, and my experience.

Date:

Place Signature of the Authorized Signatory



Annexure B - VIII – Details of Experience

1. For IT implementation Projects

1.1. Summary table of credentials

Sr # Project title

Client Name

Client Type

Name of project executing company

Project Value (in INR)

Number of geographically distinct sites covered

Project Components

Documentary evidence provided

Project Status

1

2

3

4

5

6

7

o Client type – Indicate whether the client is Government / PSU / Private / Mining o Project Components – Indicate the major project components like Application development,

Maintenance, Hardware procurement and deployment, DC/DR setup and maintenance, Facility management services, IT support and maintenance

o Documentary evidence provided – Indicate the documentary evidence provided with the detailed project credential like work order / purchase order / completion certificate / letter of appointment

o Project Status – Completed (with completion certificate and completion date) / Ongoing (with work order / purchaser / letter of appointment and project start date)



1.2. Detailed Credential Table

As per the format below the bidder should provide information for each project on the similar

assignments required for eligibility / technical evaluation criteria

Sr. No. Items Details

General Information

1. Client Name

2. Name of the contact person and

contact details of the client of

the assignment

3. Name of the project executing

company

Project Details

4. Project Title

5. Start Date: MM/YYYY

End Date : MM/YYYY

6. Current Status (work in

progress/completed)

7. Number of staff deployed in the

assignment

Size of the project

8. Total Cost of the project

9. Period of contract

10. Technologies used

11. Number of end users catered to

by the system and their locations

12. Number of transactions handled

by the system on a daily basis

13. Multi-lingual features catered to

for the web site like information

on the web site (state) and the

forms / documents issued by the

State department

14. BCP/DR capability

15. Details on ICT Infrastructure

design and implementation work

done by Bidder



16. Any other information relevant

to this project to be shared with

IBM / Ministry of Mines

Narrative Description of the Project

Documentary Proof and necessary details

Please attach the proof - Work Orders Certificates or Letter of Appointments etc with the credential only

Date:

Place:

Business Address:


Printed Name

Designation

Seal



2. For GIS Projects

2.1. Summary of GIS projects

Sr # Project title

Client Project value (in INR)

GIS solution used

Project components

Project Status

Documentary evidence

o Project Components – GIS software implementation, base map integration, spatial data

inventorization, integration with other system components, training o Project Status – Completed (with completion certificate and date of project completion)/

Ongoing (with work order / date of project start) o Documentary evidence – work completion certificate, work order, purchase order, letter of

intent



2.2. Detailed project description


General Information

1. Client Name

2. Name of the contact person and

contact details for the client of

the assignment

Project Details

3. Project Title

4. Start Date: MM/YYYY

End Date : MM/YYYY

5. Current Status (work in

progress/completed)

6. Number of staff deployed in the

assignment

Size of the project

7. Total Cost of the project

8. Period of contract

9. GIS technologies used and

applications implemented

10. Number of end users catered to

by the system and their locations

11. Number of requests handled by

the system on a daily basis

12. Number and details of map

layers

13. Number of entities (points / lines

/ polygons)

14. Any other information to be

shared with Purchaser

Narrative Description of the Project




Documentary Proof and necessary details

Date:

Place:

Business Address:


Printed Name

Designation

Seal



Annexure B - IX - Details of Litigations / Ineligibility for corrupt or fraudulent practices /

Blacklisted with any of the Government or Public Sector Units (To be submitted on the Letterhead of the responding firm)

To Controller General, INDIAN BUREAU OF MINES INDIRA BHAWAN, CIVIL LINES, NAGPUR- 440 102 E-mail: [email protected] Phone No. +91 712 2545570


of Mining Tenement System IA

Dear Sir/ Madam,

We, the undersigned, hereby declare that

We are not under a declaration of ineligibility for corrupt or fraudulent practices or any other

reason whatsoever, at present

We are not blacklisted with any of the Government or Public Sector Units, at present

Thanking you,

Date:

Place:

Business Address:


Printed Name

Designation

Seal



Annexure B - X – Copy of Financial Bid with the price column of the price bid format

blanked out

1. The Bidders would need to submit a blank copy of its Financial RFP (as per Annexure J-1:

Financial bid worksheet) with the technical RFP in compliance to the terms specified providing all

the details, however, entire price related details must be omitted from this copy. The Bidder

should provide a tick () mark against each item of the price bid format to indicate that there

is a quote against this item in the Financial Bid.



Annexure B - XI – Statement of Deviation

STATEMENT OF DEVIATION FROM REQUIREMENT SPECIFICATIONS Date: dd/mm/yyyy To, The Controller General, Indian Bureau of Mines, Nagpur Government of India Reference: Tender Number ……. Dated …… Sir, There are no technical deviations (null deviations) from the requirement specifications of tendered items and schedule of requirements. The entire work shall be performed as per your specifications and documents. OR (Strike out whatever is not applicable) Following is the exhaustive list of technical deviations and variations from the requirement specifications of tendered items and schedule of requirements. Except for these deviations and variations, the entire work shall be performed as per your specifications and documents. It is understood that the deviations are subject to approval by competent authorities of the Purchaser. It is also understood that the Purchaser reserves the right to accept or reject the deviations.

Sr. No.

Section No. /

Clause No.

Page No.

Statement of deviations and variations

Justification

1. 2. 3.

Authorized Signatory Name : Designation:



Annexure B - XII – Undertaking on Total Responsibility

Date: dd/mm/yyyy To, The Controller General, Indian Bureau of Mines, Nagpur Government of India Reference: Tender Number ……. Dated ……

Subject: Self-certificate regarding Total Responsibility

Dear Sir,

This is to certify that we……………………………….. Undertake total responsibility for the successful and defect free

operation of the proposed project solution, as per the requirements of the RFP………………...

Thanking you,

Date:

Place:

Business Address:


Printed Name

Designation

Seal



Annexure B - XIII – Undertaking for STQC / CERT-IN Certification Date: dd/mm/yyyy To, The Controller General, Indian Bureau of Mines, Nagpur Government of India Reference: Tender Number ……. Dated …… Subject: Undertaking on Support to STQC / CERT-IN Solution Acceptance and Certification Dear Sir, 1. I / We understand that the System (including the application and the associated IT systems) may be assessed and certified by a 3rd party agency / STQC / CERT-IN (to be identified by IBM) before the system is commissioned. 2. I / We understand that while the certification expenses will not be borne by IBM, the responsibility to ensure successful acceptance and certification lies with the Implementing Agency. 3. I / We hereby undertake that we shall do all that is required of the Implementing Agency to ensure that system will meet all the conditions required for successful acceptance and certification.

Thanking you,

Date:

Place:

Business Address:


Printed Name

Designation

Seal



Annexure B - XIV – Source Code Undertaking Date: dd/mm/yyyy To, The Controller General, Indian Bureau of Mines, Nagpur Government of India Reference: Tender Number ……. Dated …… Subject: Self Declaration for Source Code in response to the RFP for ..............., Tender No<xxx>> Dear Sir, We understand that all the material related to software products, including, but not limited to software license, programs, source code and object code, comments to the source or object code, specifications, documents, abstracts and summaries thereof (collectively, the “Products”) developed by Implementing Agency (IA) in connection with this agreement, shall be the sole property of IBM. Implementing Agency (IA) shall handover and transfer all the rights, assets, technical knowhow, documentation, source code, records, data, licenses, securities and all such relevant items that may be necessary for the smooth transition process. We understand IBM reserves the right to retain the full and exclusive ownership rights of the Customising Application Software and any other proprietary rights related to the Customise Software. All the source code and its related documents shall be property of IBM. The ownership of source code of all applications developed for IT systems shall be transferred to IBM. IBM shall have all rights on Software, Source Code and related documentation for its unlimited, unrestricted use within IBM at unlimited number of locations, machines, computers, gadgets etc. However, IBM shall not allow its use to any other agencies for commercial or non-commercial purposes.

Thanking you,

Date:

Place:

Business Address:


Printed Name

Designation

Seal



Annexure B - XV – Compliance to functional and technical requirements Bidder to provide the completed response to: Annexures I - I: Functional Requirement Specifications Annexure I - II: Software Technical Specifications Annexure I - III: Hardware Technical Specifications



C Financial Formats



Annexure C - I – Financial Bid Letter

Financial Bid Letter

To

Controller General,


INDIRA BHAWAN, CIVIL LINES,

NAGPUR- 440 102


Phone No. +91 712 2545570

Sir,


of Mining Tenement System

Reference: RFP No MTS/01/2015-16/CCOM Dated 04/08/2015

We, the undersigned Bidder, having read and examined in detail all the RFP documents in respect of

Selection of an Implementation Agency for design, development, maintenance and operations of

Mining Tenement System IA do hereby propose to provide services as specified in the RFP number

MTS/01/2015-16/CCOM Dated 04/08/2015.

1. PRICE AND VALIDITY

1.1 All the prices mentioned in our RFP are in accordance with the terms as specified in the

RFP documents. All the prices and other terms and conditions of this RFP are valid for a

period of 180 calendar days from the date of opening of the RFPs.

1.2 We are an Indian Firm and do hereby confirm that our RFP prices include all taxes.

However, all the taxes are quoted separately under relevant sections.

2. UNIT RATES

We have indicated in the relevant schedules enclosed, the unit rates for the purpose of payment

as well as for price adjustment in case of any increase to / decrease from the scope of work under

the contract.

3. EARNEST MONEY DEPOSIT (EMD)

We have enclosed an EMD as prescribed in Annexure A-IV: Earnest Money Deposit and

Annexure F - I: Proforma for Earnest Money Deposit. This EMD is liable to be forfeited in

accordance with the provisions of the Clause 2 of this RFP.



4. DEVIATIONS

We declare that all the services shall be performed strictly in accordance with the Tender

documents except for the variations, assumptions and deviations, all of which have been detailed

out exhaustively in “Statement of Deviations from Tender Terms and Conditions”, irrespective of

whatever has been stated to the contrary anywhere else in our Tender.

Further we agree that additional conditions or assumptions, if any, found in the Tender

documents, other than those stated in deviation schedule, shall not be given effect to.

5. RFP PRICING

We further confirm that the prices stated in our bid are in accordance with your terms included in

RFP documents.

6. QUALIFYING DATA

We confirm having submitted the information as required by you in your terms. In case you

require any other further information/documentary proof in this regard before evaluation of our

RFP, we agree to furnish the same in time to your satisfaction.

7. BID PRICE

We declare that our Bid Prices are for the entire scope of the work as specified in the Annexure A

-II: Detailed Scope of Work and RFP documents. These prices are indicated in Annexure C - II:

Break-up of Cost Components attached with our RFP as part of the RFP.

8. CONTRACT PERFORMANCE SECURITY DEPOSIT

We hereby declare that in case the contract is awarded to us, we shall submit the contract

performance guarantee in the form prescribed in Annexure F - II: Proforma for Bank Guarantee

for Contract Performance for an amount of 10% of the total contract value in the form of a bank

guarantee from a Nationalized bank valid for a period of 60 days beyond the contract validity

period within 15 days of award of contract to us failing which our EMD is liable to be forfeited.

We hereby declare that our RFP is made in good faith, without collusion or fraud and the

information contained in the RFP is true and correct to the best of our knowledge and belief.

We understand that our RFP is binding on us and that you are not bound to accept a RFP you

receive.

We confirm that no Technical deviations are attached here with this financial offer.



We further undertake that, if any technical deviations are contained in the financial bid, the same

have been detailed out exhaustively in “Statement of Deviations” from Tender Terms and

Conditions.

Thanking you,

Date:

Place:

Business Address:


Printed Name

Designation

Seal



Annexure C - II – Break-up of Cost Components

1. Bidder should provide all prices as per the prescribed format under this Annexure. Bidder should

not leave any field blank. In case the field is not applicable, Bidder must indicate “0” (Zero) in all

such fields.

2. All the prices (even for taxes) are to be entered in Indian Rupees ONLY (% values are not

allowed)

3. It is mandatory to provide breakup of all Taxes, Duties and Levies as applicable time to time

wherever applicable and/or payable.

4. Purchaser reserves the right to ask the Bidder to submit proof of payment against any of the

taxes, duties, levies indicated.

5. CEC shall take into account all Taxes, Duties & Levies for the purpose of Evaluation

6. The Financial Bids shall be evaluated by FEC for completeness and accuracy. Arithmetical errors

will be rectified on the following basis. If there is a discrepancy between the unit price and the

total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail

and the total price shall be corrected. If there is a discrepancy between words and figures, the

amount in words will prevail.

Refer Annexure J-I – Financial Bid Worksheet



D

Bid Submission &

Evaluation

Mechanism



Annexure D - I: Bid Submission

1. 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 RFP document with full understanding of its implications.

2. The Bid should be submitted online in the e-procurement portal (http://eprocure.gov.in/eprocure/app) in the following format.

Sr # Packet File submission Format

Components

1 Packet 1 (Fee Cover)

PDF file Scanned copy of EMD, Integrity Pact and Eligibility criteria supporting documents (pdf)

2 Packet 2 (PreQual / Technical Cover)

PDF file Technical Bid – Part 1

Documents as per Annexure B – I to B – VI of the RFP

PDF file Technical Bid – Part 2

Documents as per Annexure B – VII to B – XIV of the RFP

Any additional documents

Rar file Compliance Sheet (worksheet)

Document as per Annexure B- XV of the RFP

3 Packet 3 (Finance Cover)

xls file BoQ

Rar file Financial Bid Letter (pdf) Financial Bid Worksheet (MS Word)

3. Registration

a) Bidders are required to enroll on the e-Procurement module of the Central Public

Procurement Portal (URL: https://eprocure.gov.in/eprocure/app) by clicking on the link “Online bidder Enrollment” on the CPP Portal which is free of charge.

b) As part of the enrolment process, the bidders will be required to choose a unique username and assign a password for their accounts.

c) Bidders are advised to register their valid email address and mobile numbers as part of the registration process. These would be used for any communication from the CPP Portal.

d) Upon enrolment, the bidders will be required to register their valid Digital Signature Certificate (Class II or Class III Certificates with signing key usage) issued by any Certifying Authority recognized by CCA India (e.g. Sify / TCS / nCode / eMudhra etc.), with their profile.

e) Only one valid DSC should be registered by a bidder. Please note that the bidders are responsible to ensure that they do not lend their DSC’s to others which may lead to misuse.

f) Bidder then logs in to the site through the secured log-in by entering their user ID / password and the password of the DSC / e-Token.

4. Searching for Tender Documents

a) There are various search options built in the CPP Portal, to facilitate bidders to search active tenders by several parameters. These parameters could include Tender ID, Organization Name, Location, Date, Value, etc. There is also an option of advanced search for tenders, wherein the bidders may combine a number of search parameters such as Organization Name, Form of Contract, Location, Date, Other keywords etc. to search for a tender published on the CPP Portal.


https://eprocure.gov.in/eprocure/app



b) Once the bidders have selected the tenders they are interested in, they may download the required documents / tender schedules. These tenders can be moved to the respective ‘My Tenders’ folder. This would enable the CPP Portal to intimate the bidders through SMS / e-mail in case there is any corrigendum issued to the tender document.

c) The bidder should make a note of the unique Tender ID assigned to each tender, in case they want to obtain any clarification / help from the Helpdesk.

5. Preparation of Bids

a) Bidder should take into account any corrigendum published on the tender document before submitting their bids.

b) Please go through the tender advertisement and the tender document carefully to understand the documents required to be submitted as part of the bid. Please note the number of covers in which the bid documents have to be submitted, the number of documents - including the names and content of each of the document that need to be submitted. Any deviations from these may lead to rejection of the bid.

c) Bidder, in advance, should get ready the bid documents to be submitted as indicated in the tender document / schedule and generally, they can be in PDF / XLS / RAR / DWF /JPG formats. Bid documents may be scanned with 100 dpi with black and white option which helps in reducing size of the scanned document.

d) To avoid the time and effort required in uploading the same set of standard documents which are required to be submitted as a part of every bid, a provision of uploading such standard documents (e.g. PAN card copy, annual reports, auditor certificates etc.) has been provided to the bidders. Bidders can use “My Space” or ‘’Other Important Documents’’ area available to them to upload such documents. These documents may be directly submitted from the “My Space” area while submitting a bid, and need not be uploaded again and again. This will lead to a reduction in the time required for bid submission process.

6. Submission of Bids

a) Bidder should log into the site well in advance for bid submission so that they can upload the bid in time i.e. on or before the bid submission time. Bidder will be responsible for any delay due to other issues.

b) The bidder has to digitally sign and upload the required bid documents one by one as indicated in the tender document.

c) Bidder has to select the payment option as “offline” to pay the tender fee / EMD as applicable and enter details of the instrument.

d) Bidder should prepare the EMD as per the instructions specified in the tender document. The original should be posted/couriered/given in person to the concerned official, latest by the last date of bid submission or as specified in the tender documents. The details of the DD/any other accepted instrument, physically sent, should tally with the details available in the scanned copy and the data entered during bid submission time. Otherwise the uploaded bid will be rejected.

e) Bidders are requested to note that they should necessarily submit their financial bids in the format provided and no other format is acceptable. If the price bid has been given as a standard BoQ format with the tender document, then the same is to be downloaded and to be filled by all the bidders. Bidders are required to download the BoQ file, open it and complete the white coloured (unprotected) cells with their respective financial quotes and other details (such as name of the bidder). No other cells should be changed. Once the details have been completed, the bidder should save it and submit it online, without changing the filename. If the BoQ file is found to be modified by the bidder, the bid will be rejected.



f) The server time (which is displayed on the bidders’ dashboard) will be considered as the standard time for referencing the deadlines for submission of the bids by the bidders, opening of bids etc. The bidders should follow this time during bid submission.

g) All the documents being submitted by the bidders would be encrypted using PKI encryption techniques to ensure the secrecy of the data. The data entered cannot be viewed by unauthorized persons until the time of bid opening. The confidentiality of the bids is maintained using the secured Socket Layer 128 bit encryption technology. Data storage encryption of sensitive fields is done. Any bid document that is uploaded to the server is subjected to symmetric encryption using a system generated symmetric key. Further this key is subjected to asymmetric encryption using buyers/bid openers public keys. Overall, the uploaded tender documents become readable only after the tender opening by the authorized bid openers.

h) The uploaded tender documents become readable only after the tender opening by the authorized bid openers.

i) Upon the successful and timely submission of bids (ie after Clicking “Freeze Bid Submission” in the portal), the portal will give a successful bid submission message & a bid summary will be displayed with the bid no. and the date & time of submission of the bid with all other relevant details.

j) The bid summary has to be printed and kept as an acknowledgement of the submission of the bid. This acknowledgement may be used as an entry pass for any bid opening meetings.

7. Assistance to Bidders a) Any queries relating to the tender document and the terms and conditions contained therein

should be addressed to the Tender Inviting Authority for a tender or the relevant contact person indicated in the tender.

b) Any queries relating to the process of online bid submission or queries relating to CPP Portal in general may be directed to the 24x7 CPP Portal Helpdesk. The contact number for the helpdesk is 1800 233 7315. Foreign bidder can get help at +91-79-40007451 to 460.

8. The Bidder should also submit the physical copy of the EMD and Integrity Pact along with the contents

of Packet 1. The above physical copy of the EMD and Integrity Pact must be sent by post to the address or dropped in the RFP Box, placed at the reception at the address given in “Annexure A-I: Summary” before bid submission due date and time. The physical envelopes for EMD and Integrity Pact should be enclosed in a master envelope which should be sealed and superscripted with “RFP for Selection of an Implementation Agency for design, development, maintenance and operations of Mining Tenement System due on <<dd/mm/yyyy at time>>” and the bidder contact details.

9. The online Packet 3 must contain the Financial Bid as “Annexure C – Financial Formats” – Financial Bid

Letter in the form of a PDF file and the BoQ duly filled in the word format. The bidder should not change any field or the minimum requirements value. For any additional requirement, the bidder should use the additional worksheet for additional requirements and link the lump sum value in the “others” cell in the main sheet for each component.

10. The following points need to be considered while submitting the bids:

a) The interested bidders may submit their bid to Purchaser (through online submission mode along with the requisite physical documents) on or before the time mentioned. Any bid delivered after the deadline will not be accepted by the system.

b) Purchaser shall not be responsible for non-receipt / non-delivery of the bid documents due to any reason whatsoever.

c) As the bids can be uploaded only up to the defined date and time in the system, there can’t be any late bids. Purchaser will not be responsible for any delay in bid submission.



d) Purchaser may, at its own discretion, extend the date for uploading of bids. In such a case all rights and obligations of the Agencies shall be applicable to the extended time frame.

e) At any time prior to the last date for receipt of bids, Purchaser, may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective agency, modify the RFP Document by an amendment. The amendment will be notified on Purchaser’s web site (http://ibm.gov.in) as well as on e-procurement portal http://eprocure.gov.in/eprocure/app and should be taken into consideration by the prospective agencies while preparing their bids.

f) The offers submitted as documents, by fax/email or any manner other than specified above will not be considered. No correspondence will be entertained on this matter.

g) The Bidder will be allowed to resubmit their bids online prior to the time and date of the opening of the bid.

http://ibm.gov.in/




Annexure D - II: Bid Evaluation

1. Evaluation Process

1.1. The CEC constituted by the user/purchaser shall evaluate the RFPs.

1.2. The decision of the CEC in the evaluation of the Pre-qualification, Technical proposals and financial

bids shall be final. No correspondence will be entertained outside the process of negotiation/ discussion with

the Committee.

2. Evaluation of Pre-Qualification Bid

2.1. Pursuant to Annexure A- III: Eligibility Criteria the prospective Bidder shall have to enclose along with

the letter of Eligibility Criteria, documentary evidence in support of Eligibility Criteria conditions in the absence

of which the bid will be rejected summarily. The technical bid will be evaluated only for the Bidders qualifying

the Eligibility Criteria conditions. Bidder must fulfill the Eligibility Criteria and must individually provide the

Eligibility Criteria documents as documentary evidence.

3. Evaluation of Technical Bid

3.1. CEC will carry out a detailed evaluation of the Technical Bids received in order to determine whether

they are substantially responsive to the requirements set forth in the Request for Proposal. In order to reach

such a determination, CEC will examine the information supplied by the Bidders, and shall evaluate the same

as per the evaluation requirements specified in this RFP

3.2. Proposal Presentations: The committee may invite each bidder to make a presentation. The purpose

of such presentations is to allow the bidders to present their proposed solutions to the CEC and the key

highlights of their proposals. The presentation should not take more than 30 minutes.

3.3. During technical bid assessment, the committee will look for completeness of the bids and their

responsiveness to the requirements of the RFP in all respects. The incomplete bids may be rejected

straightforward.

3.4. Technical Bids will then be evaluated for the following broad parameters:

Technical Evaluation Parameter Max. Marks

Qualifying Marks

Evidence to be submitted

Section A. Relevant experience 2000 1000

Work orders /

Letter from the

client stating

scope of work,

client name,

value of

contract, date

of contract and

status

Prior or Ongoing experience in e-Governance projects with

Application Design and Development (mandatory) as on

30.06.2015. Other components (optional) may include HW sizing /

deployment, rollout, training, support and maintenance worth

more than INR 25 crores each

1500

3-5 credentials – 750 (50 marks for each credential over and above 5 credential up to maximum of 250 marks)

1000

Mining Sector credentials (100 marks each up to 500 marks

maximum) showcasing relevant experience in Mining Business

functions

500



Prior or ongoing experience of implementing GIS solutions

including, integration of GIS solutions as on 30.06.2015 worth

more than INR 2.5 crores each

500

3-5 credentials – 250 (20 marks for each credential over and above 5 credential up to maximum of 100 marks)

350

Credentials in India (50 marks each up to 150 marks maximum)

showcasing relevant experience in GIS software development and/or

implementation

150

Section B. Methodology, work plan and understanding of TOR 5000 2500

Overall approach and methodology proposed 900

Signed

technical bid

Understanding of the project objectives 225

Adequacy of software solution proposed and methodology 225

Operations and maintenance support plan 180

Adequacy of proposed cloud solution 135

Challenges & mitigation plan 135

Work plan and organization staffing 900

Project timelines 225

Resources assignment 225

Dependencies 225

Milestones 225

Training 500

Proposed training plan 300

Proposed training methodology 200

Compliance to FRS 1350

FRS evaluation score will be calculated by the following

methodology.

a. Bidder shall be responding to the compliance of FRS by giving

their responses against the requirements which would be scored as

per the below matrix:

Functional

Basis of Rating Score Bidder

Responses

Fully Provided as Standard

Functionality

5 F

Customization (Requiring Changes to

Source Code)

3 CU

Custom built (requiring custom built

modules)

1 CS

b. Responses would be marked as per the responses mentioned

above and would be normalized across various functional heads.

c. All business modules would get equal weightage.

Solution demonstration

Presentation and Demonstration of Proof of Concept (PoC scripts

would be provided post submission of the bid to the bidders who

have submitted the bids)

1350

Demonstration of product as per PoC scripts 810



Quality of presentation 270

Clarity of responses 270

Section C. Suitability of key personnel proposed for the

assignment 3000 1500

Certified CV

Project Manager 750

Qualification 150

Certification – PMP or equivalent 90

Higher Qualification – MBA / PGDBM 36

Basic Qualification – BE / B TECH/MCA 24

Past Experience (quality & relevance of experience) 600

15+ years 600

13-15 years 480

10-12 years 420

Solution Architect (Application / Software) 650

Qualification 130

OEM Certification on the proposed Solution 65

Higher Education – M TECH 39

Basic Qualification – BE / BTECH./ MCA 26


10+ years 520

8- 10 years 390

Solution Architect (GIS) 550

Qualification 110

Certification on the proposed GIS solution 55

Relevant certificate – Masters Degree in Geo-Informatics or

equivalent 33

Basic Qualification – BE / B Tech / M Sc (Geography) or equivalent 22


10+ years 440

8-10 years 330

Solution Architect (Infrastructure & Hardware) 420

Qualification 84

Cloud related certifications 42

Higher Qualification – MTECH 25

Basic Qualification – BE / BTECH / MCA 17


10+ years 336

8- 10 years 252

Subject Matter Expert - Mining 420

Qualification 110

Doctorate in Geology or Mining 55

Higher Qualification—MTech in Mining or MSc (Tech) in Geology or

equivalent 33

Basic Qualification – BE / BTECH or BSc. in Geology or Mining 22

Past Experience in Mining and Geology Sector 210



* The bidder must secure minimum 75% in the technical evaluation criteria as well as the minimum 50% qualifying marks

for each section to qualify for financial evaluation

4. Evaluation of Financial Bid 4.1. Based on the technical bid assessment, the Financial Bids of only the qualified bidders (who have) shall be opened by CEC. The Financial evaluation will take into account the information supplied by the Bidders in the Financial Proposal, and shall evaluate the same. 5. General Rejection Criteria The following conditions may result in the rejection of the bid submitted: 5.1. General Rejection Criteria 5.1.1. Non submission or incorrect EMD or incorrect format for EMD/RFP fees 5.1.2. Improper submission mode other than online submission 5.1.3. Non-conformance to bid conditions 5.1.4. Incorrect or misleading information 5.1.5. Delay in receipt of bids 5.1.6. No board resolution or authorization letter 5.1.7. Bidder found to influence bid evaluation process 5.2. Technical Rejection Criteria 5.2.1. Not meeting eligibility criteria 5.2.2. Non-conformance to project time-lines and scope of work including functional & technical requirements 5.2.3. Any deviation not declared in the statement of deviation to the entire Scope of Work 5.2.4. Revelation of commercial quote in technical proposal 5.2.5. Inadequate submission of all requisite information 5.3. Financial Rejection Criteria 5.3.1. Non-conformance to Financial bid submission formats 5.3.2. Quoted price is incomplete or does not include taxes 5.3.3. Arithmetic discrepancies corrected by Purchaser not accepted by Bidder 5.3.4. Any deviation not declared in the statement of deviation to the entire Scope of Work

15+ years 210

11-15 years 150

8-10 years 105

Relevant experience in Government sector / PSU 100

15+ years 100

10 -15 years 80

Business Analyst 210

Qualification 42

Higher Qualification – MBA / PGDBM 26

Basic Qualification – BE / BTECH / MCA 16

Past Experience as Business Analyst in IT industry (Quality &

Relevance) 168

10+ years 168

9-10 years 135

6-8 years 100

Total 10000 *7500



Annexure D - III: Validity of Bids, Rates, etc.

S.

No. Item Value

1 Validity of bids 180 days from the date of the opening of bid

2 Validity of bid from the selected

agency

Two years extendable by one year.

Software upgrades, equipment under the scope of this RFP

3 Term of the Contract Development to System go-live (78 weeks)

Operations and Maintenance (60 months)

4 Extension Up to three years



E Service Level

Agreement (SLA)



Annexure E - I: Service Level Agreements

1. Purpose

1.1. The purpose is to define the levels of service provided by the IA to the Purchaser for the duration of

the contract .The benefits of this are:

1.1.1. Start a process that applies to Purchaser and Bidder management attention to some aspect of

performance, only when that aspect drops below the threshold defined by the purchaser

1.1.2. Help the Purchaser control the levels and performance of Bidder’s services

1.2. The Service Levels are between the Purchaser and the Bidder

2. Service Level Agreements and Targets

2.1. This section is agreed to by Purchaser and IA as the key performance indicator for this project. This

may be reviewed and revised according to the procedures detailed in Clause 9, Service Level Change

Controls of this Annexure.

2.2. The following section reflects the measurements to be used to track and report systems

performance on a regular basis. The targets shown in the following tables are for the period of

contact or its revision whichever is earlier.

2.3. The bidder is required to implement a SLA monitoring tool for the Purchaser to monitor the weekly,

monthly and quarterly performance of the bidders as per the components mentioned in this

Annexure E-I: Service Level Agreements. The tool should provide summarized and detailed

breakdown for the performance pertaining to all SLA components below. The dashboard and reports

prepared by the bidder will be finalized post the review and incorporation of the Purchaser’s

comments. The bidder is required to provide login credentials to the Purchaser and CMC for

monitoring purposes. The Purchaser reserves the right to review / audit the SLA monitoring tool

developed by the bidder.

2.4. The procedures in Clause 9 will be used if there is a dispute between Purchaser and Bidder on what

the permanent targets should be.

3. Obligations under Service Level Agreement

3.1. The SLA shall be a separate contract in respect of this Agreement and shall be entered into

concurrently with this Agreement between Purchaser and IA;

3.2. In relation to any future SLA entered into between the Parties; each of the Parties shall observe and

perform the obligations set out herein.

3.3. Change of Control

a) In the event of change of control of the IA during the term of the contract, the IA should notify

the Purchaser and / or its nominated agencies of the same

b) In the event that the net worth of the surviving entity is less than that of IA prior to the

change of control, the Purchaser or its nominated agencies may within 30 days of becoming

aware of such change in control, require a replacement of existing Performance Guarantee



furnished by IA from a nationalized bank acceptable to the Purchaser or its nominated

agencies

c) If such a guarantee is not furnished within 30 days of the Purchaser or its nominated agencies

requiring the replacement, the Purchaser may exercise its right to terminate the SLA and/ or this

Agreement within a further 30 days by written notice, to become effective as specified in such

notice. The Purchaser reserves the right to forfeit the existing performance bank guarantee in

such an event,

3.4. Final Testing and Certification

a) Final testing and certification criteria will lay down a set of guidelines following

internationally accepted norms and standards for testing and certification for all aspects of

project development and implementation covering software, hardware and networking

including the processes relating to the design of solution architecture, design of

systems and sub- systems, coding, testing, business process description, documentation,

version control, change management, security, service oriented architecture, performance

in relation to compliance with SLA metrics, interoperability, scalability, availability and

compliance with all the technical and functional requirements of the RFP and this Agreement

b) Final testing and certification criteria will be finalized from the development stage to ensure that

the guidelines are being followed and to avoid large scale modifications pursuant to testing done

after the application is fully developed

c) Final testing and certification criteria will consider conducting specific tests on the

software, hardware, network, security and other components.

d) Final testing and certification criteria will establish appropriate processes for notifying the IA of

any deviations from the norms, standards or guidelines at the earliest instance after taking

cognizance of the same to enable the IA to take corrective action; etc

3.5. The Parties shall each ensure that targets and measurements laid down under the service level

agreement Clause 5 of this annexure, shall not be varied, reduced or increased except with the prior

written agreement between the Purchaser and IA in accordance with the Clause 9 – Service Level

Change Controls of this Annexure. Save for the express terms of the Terms of Payment Schedule set

out as Annexure G-I of this RFP, Purchaser or its nominated agencies and its users may purchase any

particular category of Services that may become necessary as per Clause 9 – Service Level Change

Controls of this Annexure, without the need to go for a separate procurement process.

4. Service Level Agreements

4.1. The Service Level agreements have been logically segregated in the following categories:

a) Implementation phase related performance levels

b) Availability of Solutions (user end)

c) Quality of Services

d) Facility Management Services

e) Customer Care group / Functional Help desk services

f) Application maintenance services



The Service Level parameters defined in this Clause shall be periodically monitored as per the end

individual parameter requirements. The IA shall be responsible for providing appropriate SLA

measurement and monitoring tools for the same. In case of severe performance degradation of the

system/ services during the contract period, the IA will be expected to take immediate corrective action.

In case issues are not rectified to the complete satisfaction of Purchaser within a reasonable period of

time then the Purchaser will have the right to take appropriate penalizing actions, including action as per

Clause 7 of this Annexure or termination of the contract.

4.2. Liquidated Damages (LD)

a) Time is the essence of the Agreement and the delivery dates are binding on the IA In the event of delay or

any gross negligence, for causes attributable to the Implementation Agency, in meeting the deliverables,

the Purchaser shall be entitled at its option to recover from the IA as agreed, liquidated damages, a sum

of 0.5% of the value of the deliverable which suffered delay or gross negligence for each completed week

or part thereof subject to a limit of 5% of the relevant deliverable value.

b) The Purchaser may without prejudice to its right to effect recovery by any other method, deduct the

amount of liquidated damages from any money belonging to the IA in its hands (which includes the

Purchaser’s right to claim such amount against the IA’s Bank Guarantee) or which may become due to the

IA. Any such recovery or liquidated damages shall not in any way relieve the IA from any of its obligations

to complete the Work or from any other obligations and liabilities under the Contract.

c) Delay not attributable to the IA will be considered for exclusion for the purpose of computing liquidated

damages.



5. Measurements and Targets

5.1. Implementation phase related performance levels

Measurement Definition Target Penalty

Commencement of Work

1. Team mobilization

and

commencement of

work

For post-implementation phase,

commencement of work would mean,

reporting of all proposed resources at the

proposed office locations

Measurement Tool: SLA Monitoring tool

for Online attendance

At least one week

before Acceptance

of System

Installation and Commissioning

2. Installation and

Commissioning of

software

applications at DC

and DR sites

Delivery, installation, integration, testing

of all software applications etc required

for the system to the satisfaction of the

Purchaser and conforming to the Service

Levels defined.

Refer Annexure A-II

of the RFP

Penalty covered

under

Liquidated

Damages Clause

4. of this

section

3. Installation and

Commissioning of

office hardware at

IBM’s office

locations

Delivery, installation, integration, testing

of all software applications etc required

for the system to the satisfaction of the

Purchaser and conforming to the Service

Levels defined.

Refer Annexure A-II

of the RFP

Penalty covered

under

Liquidated

Damages Clause

4. of this

section

5.2. Availability of Solutions (end user)

Measurement Definition Target Severity

Level

MTS Application

1. Availability of MTS

Application (including

but not limited to MTS

Portal, GIS maps,

Registration, Returns,

Uptime = {1 - [(Application downtime) /

(Total Time – Maintenance Downtime)]}

Total Time shall be measured on 24*7 for

Mining Tenement System applications.

Minimum 99.9% during

prime business hours

and Minimum 98% up

time measured on a

weekly basis.

-




Level

Royalty, Inspections,

etc) - (DC site only) Prime business hours are defined as 0800

hrs to 1900 hrs

Application Downtime shall be measured

from the time the solution becomes

unavailable (due to any reasons

whatsoever attributable to the Bidder)

for Business processing either to the end

user or for batch job processing to the

time it becomes fully available for the

above stated business processes.

Any downtime for maintenance shall be

with prior written intimation to the

Purchaser.

Measurement Tool: Reports from EMS

and SLA monitoring tool

Example:

Application downtime = 2 hrs

Total time (in a week) = 24*7 = 168 hrs

Maintenance downtime = 4 hr

Uptime = 1 –(2/(168-4)) = 0.987 or 98.7%

>=99.5% to 99.9%

during prime business

hours

or

>= 96.0% to <98.0 % up

time measured on a

weekly basis.

Please note that

continuous downtime

of every 2 hours would

raise the severity by

one level. e.g. here the

severity level will raise

from 4 to 5.

4

>=99.0% to 99.5%


hours

or

>= 95.0% to <96.0% up

time measured on a

weekly basis.

Please note that

continuous downtime



one level.

6

>=98.0% to 99.0%


hours

or

>=92.5% to <95.0% up

time measured on a

weekly basis.

Please note that

continuous downtime



7




Level

one level.

>=96.0% to 98.0%


hours

or

>=99.0% to 99.5%


hours

or

>=90.0% to <92.5% up

time measured on a

weekly basis.

Please note that

continuous downtime



one level.

8

<96% during prime

business hours

or

<90% up time

measured on a weekly

basis.

9

Other Services

2. Availability of EDI-ETL-

Data warehouse at the

active site. (DC site

only)

Uptime = {1 - [(Solution downtime) /


Total Time shall be measured on 24*7

basis.

Downtime shall be measured from the

time the solution becomes unavailable

(due to any reasons whatsoever

attributable to the Bidder) for the

stakeholder to the time it becomes fully

available.

Further any downtime for maintenance

during the 24*7 timeframe shall be with

prior written intimation to the Purchaser

Minimum 98 % up time


basis

-

>= 96.0% to <98.0% up

time measured on a

weekly basis

4

>= 95.0% to <96.0% up

time measured on a

weekly basis

5

<95.0% up time


7




Level



basis

3. Availability of EMS at

the active site. (DC site

only)

Uptime = {1 - [(EMS downtime) / (Total

Time – Maintenance Downtime)]}


basis.


time the EMS becomes unavailable (due

to any reasons whatsoever attributable

to the Bidder) for the IBM user to the

time it becomes fully available.

Maintenance downtime shall not be

during the 24*7 timeframe.






basis

-

>= 96.0% to <98.0% up

time measured on a

weekly basis

4

>= 95.0% to <96.0% up

time measured on a

weekly basis

5

<95.0% up time


basis

7

4. Availability of Audit Log

at the active site. (DC

site only)

Uptime = {1 - [(Audit Log downtime) /



basis.


time the Audit Log becomes unavailable

(due to any reasons whatsoever

attributable to the Bidder) for the IBM

user to the time it becomes fully

available.

Maintenance downtime shall not be

during the 24*7 timeframe.








basis

-

>= 97.0% to <98.0% up

time measured on a

weekly basis

4

>= 96.0% to <97.0% up

time measured on a

weekly basis

5

>= 95.0% to <96.0% up

time measured on a

weekly basis

6

<95.0% up time


basis

7



5.3. Deleted



5.4. Quality of services

Measurement Definition Target Severity Level

Manpower Availability

1. Availability of

System, Database

and GIS

Administrator at

user location

[(Total number of man-days

available for a month) / (Agreed

Total number of man-days in a

month)] *100

Availability shall be calculated for

each type of administrator.

Measurement Tool: SLA

monitoring tool

>= 98% for each

administrator type and

calculated on a monthly

basis

-

>=95 % to < 98% for each



basis

5

>=90 % to < 95% for each



basis

6

< 90 % for each



basis

7

2. Availability for

Facility

Management and

Handholding Staff

at user locations


available for a month) / (Agreed


month)] *100


monitoring tool

>= 98% calculated on a

monthly basis

-

>=95 % to < 98%


basis

5

>=90 % to < 95%


basis

6

< 90 % calculated on a

monthly basis

7

3. Availability of

Resources for Help

Desk at user

locations


available for a week) / (Agreed


week)] *100

There shall be no instance when

all the resources for Customer

>= 98% calculated on a

weekly basis

-

>=95 % to < 98%

calculated on a weekly

basis

5

>=90 % to < 95%

calculated on a weekly

6




Care Group are unavailable. This

may lead to Severity Level 8

penalty at the discretion of the

Purchaser.


monitoring tool

basis

< 90 % calculated on a

weekly basis

7

Audits

4. Outcome of Third

Party Audits

The third party auditor shall carry

out Application Integration,

Security, Infrastructure and SLA

Compliance Audit. The three

ratings for the performance shall

be:

Satisfactory

Requires Improvement

Unsatisfactory


monitoring tool

Satisfactory _

Requires Improvement

rating

5

Unsatisfactory rating 6

5. Implementation of

recommendations

of Third Party

Audits

Implementation of

recommendations from Third

Party Audit which have been

agreed upon to be implemented

by the IA.


monitoring tool

100% on time, for

recommendations

agreed upon with the

Purchaser implemented

in the defined period

_

< 100% on time, for

recommendations

agreed upon with the

Purchaser implemented

in the defined period

5

Reporting

6. MIS reporting All MIS reports as mentioned in

Annexure A-I: Scope of Work and

/ or as agreed with the Purchaser


monitoring tool

3 instances of delay in a

quarter

-

>3 instances of delay in a

quarter

5

Training




7. Training provided

by the bidder

IA should device feedback forms

to receive feedback from all the

trainees. The feedback form

should rate the training on scale

of 1 to 5 with 1 being the

minimum.

Measurement Tool: Feedback

Form filled by trainees to be made

available in SLA monitoring tool

More than 75% of the

trainees should rate the

IA training more than

Average (i.e. rating of 3)

-

< 75% trainees rating

training above average

Re-training of

the batch /

identified

personnel

5.5. Incident Reporting


Incident Reporting Any events as described under Section A -

Scope of Work

Measurement Tool: SLA monitoring tool

100% incidents to

be informed to

Purchaser within 4

hours of the

incident.

-

> 4 hours of the

incident

5

Security Incident

Reporting

Any events as described under Annexure

A - Scope of Work

Any events as described under Clause 5.6

Service Level Agreement

Measurement Tool: SLA monitoring tool

Refer table

‘Security Incident

Reporting’ below

5

5.6. Security Incident Reporting

The IA shall be responsible for monitoring the incidents on a 24x7 basis and also respond to the incidents

within the below mentioned schedules: (Clause for this purpose (incidents) to be referred to as working hours

or business hours as observed by the purchaser)



S.

No

Incident

Severity

Level

Min. %age of total

Incidents that

should be Detected

Target Time to

Acknowledge the

incidents

*Target Time to

Analyze &

Resolve the

Incident

Target Incident

Status Update

Interval

Target Time to Close the

Incident and Report MTS

Management

Target %age of incidents

that should be resolved

within the target time

1. Severity 1 80% 90 Minutes 8 Hours

Within 4 Hours

and every 3 hours

thereafter

10 Hours from

acknowledgement

75% rising to

80% within first 6 months

of rollout


Within 4 Hours

and every 3 hours

thereafter

8 Hours from

acknowledgement

80% rising to


of rollout


Within 2 hour and

every hour

thereafter

6 Hours from

acknowledgement

85% rising to


of rollout


Within 2 hour and

every hour

thereafter

4 Hours from

acknowledgement

90% rising to


of rollout

5. Severity 5 100% 30 Minutes 1 Hour Every 30 minutes 2 Hours from

acknowledgement

95% rising to

100% within first 6

months of rollout



The security incident severities are defined as:

Severity 1 – Small numbers of system probes or scans detected on internal systems; isolated instances of

known computer viruses easily handled by antivirus software.

Severity 2 – Small numbers of system probes or scans detected on external systems; intelligence received

concerning threats to which systems may be vulnerable.

Severity 3 – Significant numbers of system probes or scans detected; penetration or denial of service

attacks attempted with no impact on operations; widespread instances of known computer viruses easily

handled by anti-virus software; isolated instances of a new computer virus not handled by anti-virus

software.

Severity 4 – Penetration or denial of service attacks attempted with limited impact on operations;

widespread instances of a new computer virus not handled by anti-virus software; some risk of negative

financial or public relations impact.

Severity 5 – Successful penetration or denial of service attacks detected with significant impact on

operations; significant risk of negative financial or public relations impact.

5.7. Facility management services


Level

Resolution of

IT hardware /

application /

network /

devices

related issues

“Resolution Time” means time taken

(after the trouble call has been logged

on the helpdesk), in resolving

(diagnosing, troubleshooting and

fixing) or escalating (to the second

level to respective Bidders, getting the

confirmatory details about the same

from the Bidder and conveying the

same to the end user), the services

related troubles during the first level

escalation.

Provisioning of standby or alternate, if

required, should be done along with

associated data being restored, services

reinitiated and SLA conditions being

met. Final Resolution shall be deemed

to be complete only after the original

equipment is replaced / reinitiated

along with data being restored to the

correct state and services are resumed.

Measurement Tool: System generated

Resolution of 98 % of the total calls

within 4 hours of logging the call

-


within 1 working day of logging the call

2


within 2 working days of logging the call

3

Resolution of 98 % of the total calls in > 2

working days of logging of the call

4




Level

call log of the complaints at IT Help

Desk

5.8. Help desk services


Level

Resolution of

calls from

external users

“Resolution Time” means time taken

(after the trouble call has been logged

on the helpdesk), in resolving

(diagnosing and fixing) or escalating (to

the second level to Facility Management

or respective IBM officials, getting the

confirmatory details about the same

from the IBM officials and conveying the

same to the end user), the services

related issues during the first level

escalation.

Provisioning of suggested solution, if

required, should be done immediately.

Final Resolution shall be deemed to be

complete only after the resolution

comes from IBM officials.

Measured during a business day as per

working hours of Help Desk.


call log of the complaints from Help Desk

Resolution of 99% of the total calls within

4 Hrs of logging the call

-

Resolution of >= 97 to < 99 % of the total

calls within 4 Hrs of logging the call

2

Resolution of >= 95 to < 97 % of the total

calls within 4 Hrs of logging the call

3

Resolution of < 95 % of the total calls > 4

Hrs of logging the call

4

Response Time

of Second level

resolution of

calls from

external users

“Response Time” means time taken in

conveying the second level resolution to

the external user, whenever applicable

Measured during a business day as per

working hours of Help Desk.

Monthly measurement level

Response Time of 99% of the second level

resolutions within 2 Hrs of receiving the

first level escalation.

-

Response Time of 99% of the second level

resolutions within 4 Hrs of receiving the

first level escalation. .

2




Level


call log of the complaints from

Functional Help Desk

Response Time of >97 and <=99% of the

second level resolutions within 4 Hrs of

receiving the first level escalation.

2

Response Time of >95 and <=97% of the

second level resolutions within 4 Hrs of

receiving the first level escalation.

3

Response Time of <95% of the second

level resolutions within 4 Hrs of receiving

the first level escalation.

4

5.9. Application maintenance services

S.No. Measurement Definition

Severity

Level of

Bugs

Target Severity

Level

1 Resolution

Time

“Resolution Time”, means

time taken by the IA

software maintenance staff

to troubleshoot and fix the

bugs/defect from the time

the call has been escalated

to the IA team till the

delivery of the solution to

IBM for UAT and

subsequently updates the

status of the call in the Help

Desk system

It is based on Monthly

measurement level.

Measurement Tool: System

generated call log of the

complaints from IT Help

Desk / EMS / SLA

monitoring tool

Critical At least 99% calls to be

resolved within 2

working days

-

>= 97% to < 99% calls

be resolved within 2

working days

4

>= 95% to < 97% calls

to be resolved within 2

working days

5

< 95% calls to be

resolved within 2

working days

6

High At least 99% calls to be

resolved within 3

working days

-

>= 97% to < 99% calls


working days

4

>= 95% to < 97% calls 5



S.No. Measurement Definition

Severity

Level of

Bugs

Target Severity

Level


working days

< 95% calls to be

resolved within 3

working days

6

Medium At least 99% calls to be

resolved within 4

working days

-

>= 97% to < 99% calls

be resolved within 4

working days

4

>= 95% to < 97% calls


working days

5

< 95% calls to be

resolved within 4

working days

6

Low At least 99% calls to be

resolved within one

business week

-

>= 97% to < 99% calls

be resolved within one

business week

4

>= 95% to < 97% calls

to be resolved within

one business week

5

< 95% calls to be

resolved within one

business week

6

5.10. Footnotes

a. Non-working days = All Saturdays, Sundays and Public Holidays as declared by the Purchaser

b. 24*7 means three shifts of 8 hours every day, for all seven days of the week, without any

Non-working days



c. 8*5 means one shift of 8 hours every day except for the non-working days:

Shift: 9:30 am to 6:00 pm (including 30 minutes break)

d. Bugs/ Defects: This would include Software Application related problems/defects as analyzed

and forwarded by SI (System Integrator) / FMS (Facility Management Services) team or as

reported by the users to the SI / FMS team.

e. Severity for Bugs / Defects

The severity of a bugs / defects would be based on the business impact of the problem. Severity is

defined as follows:

Severity of Bugs

/ Defects

Definition

Critical Showstoppers involving major functional failure in the application. There are no

usable workarounds available to troubleshoot the problem. Affects majority of

the users (more than 25%).

High Users face severe functional restrictions in the application irrespective of the

cause. Workarounds are time consuming. Affects majority of the users (more

than 25%).

Medium Moderate functional restrictions in the application irrespective of the cause. Has

a convenient and readily available workaround. Affects a few users.

Low Requiring cosmetic functional changes. Does not require any workaround. It may

include user query / suggestions but has no business impact.

6. Reporting Procedures

6.1. The IA representative will prepare and distribute Service level performance reports in a mutually

agreed format by the 5th working day of subsequent month and 10th

working day of the completion

of each quarter. The reports will include “actual versus target” Service Level Performance, a variance

analysis and discussion of appropriate issues or significant events. Performance reports will be

distributed to Purchaser management personnel as directed by Purchaser.

6.2. The reports should be made available on the SLA monitoring tool with relevant access permissions to

the Purchaser and its nominated agencies.

6.3. Also, the Bidder may be required to get the Service Level performance report audited by a third-

party Auditor appointed by the Purchaser.

7. Penalties

7.1. General

7.1.1. A maximum level of performance penalties is established and described below.

7.1.2. The framework for performance penalties as a result of not meeting the service level targets

are detailed below.

7.1.3. Performance penalties shall be levied for not meeting each of the severity levels of

performance as per the following table:



Severity

Level Penalty as a percentage of quarterly payments applicable

9 Event of default and termination and the consequences thereof as per clause 34

of the RFP

8 8.0 %

7 4.0 %

6 2.0 %

5 1.0 %

4 0.5 %

3 0.4 %

2 0.3 %

1 0.2 %

7.2. Performance Penalty for not meeting a measurement parameter for two consecutive quarters shall

result in twice the penalty percentage of that respective measurement parameter.

7.3. Maximum Penalty applicable for any quarter should not exceed 30% of the ‘applicable fees’ for the

respective quarter.

7.4. Two consecutive quarterly deductions of 30 % of the applicable fee on account of any reasons will be

considered as an event of default and the Purchaser may consider the same as a ground for

termination of the contract as per clause 34 of the RFP.

8. Issue Management Procedures

8.1. General

8.1.1. This process provides an appropriate management structure for the orderly consideration and

resolution of business and operational issues in the event that quick consensus is not reached

between Purchaser and IA.

8.1.2. Implementing such a process at the beginning of the outsourcing engagement significantly

improves the probability of successful issue resolution. It is expected that this pre-defined

process will only be used on an exception basis if issues are not resolved at lower management

levels.

8.2. Issue Management Process

8.2.1. Either Purchaser or the Bidder may raise an issue by documenting the business or technical

problem, which presents a reasonably objective summary of both points of view and identifies

specific points of disagreement with possible solutions.



8.2.2. Any unresolved issues/disputes concerning the Project/Contract between the Parties will first

be referred in writing to the Project Nodal Officer for his consideration and resolution. If the

Project Nodal Officer is unable to resolve any issue/dispute within 5 days of reference to them,

the Project Nodal Officer will refer the matter to the CMC. If the CMC is unable to resolve the

issues/disputes referred to them within 15 days the unresolved issue/dispute will be referred to

Steering Committee for resolution. The Steering Committee within 30 days of reference to

them shall try to resolve the issue/dispute.

8.2.3. If the Steering Committee fails to resolve a dispute as per the above clause, the same shall be

referred to arbitration. The arbitration proceedings shall be carried out as per the Arbitration

procedures mentioned in Clause 18 of this section of RFP.

9. Service Level Change Controls

9.1. General

9.1.1. It is acknowledged that this Service levels may change as Purchaser’s business needs evolve

over the course of the contract period. As such, this document also defines the following

management procedures:

a. A process for negotiating changes to the Service Levels

b. An issue management process for documenting and resolving particularly difficult issues.

c. Purchaser and Bidder management escalation process to be used in the event that an issue

is not being resolved in a timely manner by the lowest possible level of management.

9.1.2. Any changes to the levels of service provided during the term of this Agreement will be

requested, documented and negotiated in good faith by both parties. Either party can request a

change.

9.1.3. Service Level Change Process: The parties may amend Service Level by mutual agreement in

accordance. Changes can be proposed by either party .Unresolved issues will also be addressed.

The IA’s representative will maintain and distribute current copies of the Service Level

document as directed by Purchaser. Additional copies of the current Service Levels will be

available at all times to authorized parties.

9.1.4. Version Control: All negotiated changes will require changing the version control number. As

appropriate, minor changes may be accumulated for periodic release or for release when a

critical threshold of change has occurred.

10. Exit Management Plans

10.1. An Exit Management plan shall be furnished by Bidder in writing to the Purchaser within 90 days

from the date of signing the Contract, which shall deal with at least the following aspects of exit

management in relation to the contract as a whole and in relation to the Project Implementation,

and Service Level monitoring.

10.1.1. A detailed program of the transfer process that could be used in conjunction with a

Replacement IA including details of the means to be used to ensure continuing provision of the

services throughout the transfer process or until the cessation of the services and of the

management structure to be used during the transfer;

10.1.2. Plans for provision of contingent support to Project and Replacement IA for a reasonable period

after transfer.



10.1.3. Exit Management plan in case of normal termination of Contract period

10.1.4. Exit Management plan in case of any eventuality due to which Project is terminated before the

contract period.

10.1.5. Exit Management plan in case of termination of the Bidder

10.2. Exit management plans at the minimum should adhere to the following:

10.2.1. Three (3) months of the support to Replacement IA post termination of the Contract

10.2.2. Complete handover of the entire MTS source code, reports, documents and other relevant

items to the Replacement IA

10.2.3. Certificate of Acceptance from authorized representative of Replacement IA issued to the

previous IA on successful completion of handover and knowledge transfer

10.3. In the event of termination or expiry of the contract, Project Implementation, or Service Level

monitoring, both Bidder and Purchaser shall comply with the Exit Management Plan.

10.4. During the exit management period, the Bidder shall use its best efforts to deliver the services.



F

Additional

Requirements/ Pro-

forma



Annexure F – I: Proforma for Earnest Money Deposit

Whereas ------------------------------------------------------------ (hereinafter called 'the bidder’) has submitted their

offer dated ---------------- for “Selection of an Implementation Agency for design, development, maintenance

and operations of Mining Tenement System.” (hereinafter called "the bid") against RFP No. …………………… to

Indian Bureau of Mines (IBM) (hereinafter called "the Purchaser")

KNOW ALL MEN by these presents that WE -------------------------------------------- of -----------------------------------------

---------------------------- having our registered office at ---------------------------------------------------------------

(hereinafter called "the Bank") are bound unto Controller General Indian Bureau of Mines herein after called

the Purchaser in the sum of INR 2 crores only for which payment will and truly to be made to the said

Purchaser, the Bank binds itself, its successors and assigns by these presents.

Sealed with the Common Seal of the said Bank this --------------day of -----------2015.

THE CONDITIONS OF THIS OBLIGATION ARE:

1. If the bidder, withdraws or amends, impairs or derogates from the bid in any respect within the period of

validity of this bid; or

2. If the bidder, having been notified of the acceptance of his bid by the Purchaser during the period of bid

validity:-

a. fails to furnish the Contract Performance Security for the due performance of the Contract;

or

b. fails or refuses to accept / execute the contract;

We undertake to pay to the Purchaser up to the above amount upon receipt of its first written demand,

without any demur whatsoever or without seeking any reason whatsoever or without the Purchaser having to

substantiate its demand, provided that in its demand the Purchaser will note that the amount claimed by it is

due to it owing to the occurrence of one or both of the two conditions, specifying the occurred condition or

conditions.

This guarantee will remain in force up to and including 45 days after the period of bid validity, and any demand

in respect thereof should reach the Bank not later than the above date. The demand for payment by the

Purchaser shall be treated as conclusive proof of payment.

--------------------------------------------------

(Signature of the authorized officer of the Bank)

………………………………………………………

Name and designation of the officer

…………………………………………………………..

Seal, name & address of the Bank and address of the Bank



Annexure F – II: Proforma for Bank Guarantee for Contract Performance To

The Controller General

Indian Bureau of Mines

Nagpur

WHEREAS ………………………………………………………………………………. (name and address of the Implementing

Agency) (hereinafter called “the Implementing Agency”) has undertaken, in pursuance of contract

no……………………………. dated …………. to provide services for the design, development, maintenance and

operations of Mining Tenement System (herein after called “the contract”).

AND WHEREAS it has been stipulated by you in the said contract that the Implementation Agency shall furnish

you with a bank guarantee by a nationalized bank recognized by you for the sum specified therein as security

for compliance with its obligations in accordance with the contract;

AND WHEREAS we have agreed to give the Implementation Agency such a bank guarantee;

NOW THEREFORE we hereby affirm that we are guarantors and responsible to you, on behalf of the

Implementation Agency, up to a total of ……………… …………………………………………………………. (amount of the

guarantee in words and figures), and we undertake to pay you within three working days, upon your first

written demand declaring the Implementation Agency to be in default under the contract and without any

demur whatsoever or without seeking any reason whatsoever and without cavil or argument, any sum or

sums within the limits of (amount of guarantee) as aforesaid, without your needing to prove or to show

grounds or reasons for your demand or the sum specified therein. The demand for payment by you shall be

treated as conclusive proof of payment.

We hereby waive the necessity of your demanding the said debt from the Implementation Agency before

presenting us with the demand. We further agree that no change or addition to or other modification of the

terms of the contract to be performed thereunder or of any of the contract documents which may be made

between you and the Implementation Agency shall in any way release us from any liability under this

guarantee and we hereby waive notice of any such change, addition or modification.

It is condition of our liability for payment of the guaranteed amount or any part thereof arising under this bank

guarantee that we receive a valid written claim or demand for payment under this bank guarantee on or

before _______________ (expiry date) failing which our liability under the guarantee will automatically cease.

This guarantee shall be valid until the ….. day of ………, 20……

(Signature of the authorized officer of the Bank)

………………………………………………………….

Name and designation of the officer

………………………………………………………….

………………………………………………………….

Seal, name & address of the Bank and address of the Branch



Annexure F - III: Master Services Agreement

THIS MASTER SERVICE AGREEMENT (Agreement”) is made on this the <***> day of <***> 2015 at Nagpur, India.

BETWEEN

Controller General, Indian Bureau of Mines (“IBM”) having office at 2nd

Floor, Indira Bhawan, Civil Lines,

Nagpur – 440 001, India for and behalf of President of India hereinafter referred to as ‘Purchaser’) on the first

part;

AND <***>, a Company incorporated under the Companies Act, 1956, having its registered office at <***>

(hereinafter referred to as ‘the IA’ or ‘Lead Bidder’ which expression shall, unless the context otherwise

requires, include its permitted successors and assigns)

AND <***>, a Company incorporated under the Companies Act, 1956, having its registered office at <***>

(hereinafter referred to as ‘the Consortium member’ which expression shall, unless the context otherwise

requires, include its permitted successors and assigns) on the second part.

Each of the parties mentioned above are collectively referred to as the ‘Parties’ and individually as a ‘Party’.

WHEREAS:

1. Purchaser is desirous to implement the project of e-Governance for “Selection of an IA for design, development, maintenance and operations of Mining Tenement System”.

2. In furtherance of the same, Purchaser undertook the selection of a suitable Implementation Agency through a competitive bidding process for implementing the Project and in this behalf issued Request for Proposal (RFP) No.: MTS/……./………/CCOM Dated ………………….

3. The successful bidder has been selected as the IA on the basis of the bid response set out as Annexure

D of this Agreement, to undertake the Project of the development and implementation of the solution, its roll out and sustained operations.

NOW, THEREFORE, IT IS HEREBY AGREED between the parties as follows:

i. The Purchaser has accepted the RFP of the Lead Bidder for the provision and execution of the said works

for the sum of ……………………………..upon the terms laid out in the Agreement.



ii. The IA and the consortium member hereby agree to provide services to Purchaser, conforming to the

specified Service Levels and conditions mentioned in this Agreement.

iii. The following documents attached hereto shall be deemed to form an integral part of this Agreement:

Complete Request for Proposal (RFP) Document RFP document No. MTS/01/2015-16/CCOM

Bid submitted by the IA as per file No. <<>> IA bid document

Break-up of cost components IA’s financial proposal

The work order dated <<>> To be issued later by the Purchaser

Acceptance of the work order by IA To be submitted by IA

iv. The mutual rights and obligations of the “Purchaser” and the IA and consortium member shall be as set

forth in the Agreement, in particular:

the IA and consortium member shall carry out and complete the Services in accordance with this Agreement; and

the “Purchaser” shall make payments to the IA in accordance with the provisions of the Agreement.

NOW THESE PRESENTS WITNESS and the parties hereto hereby agree and declare as follows, that is to say, in

consideration of the payments to be made to the IA by the Purchaser as hereinafter mentioned, the IA shall

deliver the services for the said works and shall do and perform all other works and things in the Contract

mentioned or described or which are implied there from or there in respectively or may be reasonably necessary

for the completion of the said works within and at the times and in the manner and subject to the terms,

conditions and stipulations mentioned in the said Contract.

AND

in consideration of services and milestones, the Purchaser will pay to the IA the said sum of ……………………or such

other sums as may become payable to the IA under the provisions of this Contract, such payments to be made at

such time and in such manner as is provided by the Contract.

IN WITNESS WHEREOF the parties hereto have signed this deed hereunder on the dates respectively mentioned

against the signature of each.

Purchaser

Signed

Name

Designation

IA

Signed

Name

Designation



Date

Place

Date

Place

Consortium member

Signed

Name

Designation

Date

Place

in the presence of :

Signed

Name

Designation

Date

Place

in the presence of :

Signed

Name

Designation

Date

Place



Annexure F – IV: Change Control Note

1. This Schedule describes the procedure to be followed in the event of any proposed change to the Master

Service Agreement (“MSA”), Project Implementation Phase, SLA ,Scope of Work and Functional

Requirement Specifications. Such change shall include, but shall not be limited to, changes in the scope of

services provided by the Implementation Agency and changes to the terms of payment as stated in the

Terms of Payment Schedule.

2. The Purchaser and IA recognize that frequent change is an inevitable part of delivering services and that a

significant element of this change can be accomplished by re-organizing processes and

responsibilities without a material effect on the cost. The IA will endeavor, wherever reasonably

practicable, to effect change without an increase in the terms of payment as stated in the Terms of

Payment Schedule and Purchaser or its nominated agencies will work with the IA to ensure that all

changes are discussed and managed in a constructive manner. This Change Control Schedule sets out the

provisions which will apply to all the changes to this agreement and other documents except for the

changes in SLAs for which a separate process is to be followed.

3. This Change Control Schedule sets out the provisions which will apply to changes to the MSA

4. Change Control Process

4.1. Change Control Note (CCN)

4.1.1. Change requests in respect of the MSA, the Project Implementation, the operation, the SLA ,

Scope of work and Functional Requirement specifications will emanate from the Parties’

respective Project Manager who will be responsible for obtaining approval for the change

and who will act as its sponsor throughout the Change Control Process and will complete Part

A of the CCN given below hereto. CCNs will be presented to the other Party’s Project

Manager who will acknowledge receipt by signature of the CCN.

4.1.2. The IA and the Purchaser or its nominated agencies, during the Project Implementation

Phase and the Purchaser or its nominated agencies during the Operations and

Management Phase while preparing the CCN, shall consider the change in the context of the

following parameter, namely whether the change is beyond the scope of Services including

ancillary and concomitant services required and as detailed in the RFP and is suggested and

applicable only after the testing, commissioning and certification of the Pilot Phase and the

Project Implementation Phase as set out in MSA

4.1.3. It is hereby also clarified that any change of control suggested beyond 25 % of the value of

this Project will be beyond the scope of the change control process and will be considered as

the subject matter for a separate bid process and a separate contract. It is hereby clarified

that the 25% of the value of the Project as stated in herein above is calculated on the basis of

bid value submitted by the IA and accepted by the Purchaser or its nominated agencies or as

decided and approved by Purchaser or it Nominated Agencies. For arriving at the cost / rate

for change up to 25% of the project value, the payment terms and relevant rates as specified

in Annexure D shall apply.



4.2. Quotation

4.2.1. The IA shall assess the CCN and complete Part B of the CCN, in completing the Part B of the

CCN the SP shall provide as a minimum:

4.2.1.1. a description of the change

4.2.1.2. a list of deliverables required for implementing the change;

4.2.1.3. a time table for implementation;

4.2.1.4. an estimate of any proposed change

4.2.1.5. any relevant acceptance criteria

4.2.1.6. an assessment of the value of the proposed change;

4.2.1.7. material evidence to prove that the proposed change is not already covered

within the Agreement and the scope of work

4.2.2. Prior to submission of the completed CCN to the Purchaser, or its nominated agencies, the IA

will undertake its own internal review of the proposal and obtain all necessary internal

approvals. As a part of this internal review process, the IA shall consider the materiality of

the proposed change in the context of the MSA and the Project Implementation

affected by the change and the total effect that may arise from implementation of the

change.

4.3. Costs

4.3.1. Each Party shall be responsible for its own costs incurred in the quotation, preparation of

CCNs and in the completion of its obligations described in this process provided the IA meets

the obligations as set in the CCN. In the event the IA is unable to meet the obligations as

defined in the CCN then the cost of getting it done by third party will be borne by the IA.

4.4. Obligations

4.4.1. The IA shall be obliged to implement any proposed changes once approval in accordance

with above provisions has been given, with effect from the date agreed for implementation

and within an agreed timeframe. IA will not be obligated to work on a change until the

parties agree in writing upon its scope, price and/or schedule impact



Change Control Note CCN Number:

Part A: Initiation

Title:

Originator:

Sponsor:

Date of Initiation:

Details of Proposed Change

(To include reason for change and appropriate details/specifications. Identify any attachments as A1,

A2, and A3 etc.)

Authorized by Purchaser Date:

Name:

Signature:

Received by the

IA

Date:

Name:

Signature:

Change Control Note CCN Number:

Part B : Evaluation

(Identify any attachments as B1, B2, and B3 etc.)

Changes to Services, payment terms, payment profile, documentation, training, service levels and

component working arrangements and any other contractual issue.

Brief Description of Solution:

Impact:

Deliverables:

Timetable:

Charges for Implementation:

(including a schedule of payments)

Other Relevant Information:

(including value-added and acceptance criteria)

Authorized by the

IA

Date:



Name:

Signature:

Change Control Note

CCN Number :

Part C : Authority to Proceed

Implementation of this CCN as

submitted in Part A, in accordance with

Part B is: (tick as appropriate)

Approved

Rejected

Requires Further Information (as

follows, or as Attachment 1 etc.)

For Purchaser and its nominated agencies

For the Bidder

Signature Signature

Name Name

Title Title

Date Date



Annexure F – V : Pre contract Integrity Pact

General

This pre-bid, pre-contract Agreement (hereinafter called the Integrity Pact) is made on _______________ day

of the month of ____________________ 2015, between, on one hand, the President of India acting through

Controller General, Indian Bureau of Mines, Ministry of Mines, Government of India (hereinafter called

“PURCHASER”, which expression shall mean and include, unless the context otherwise requires, his successors

in office and assigns) of the First Part and M/s ______________________ represented by Shri

________________, Chief Executive Officer (hereinafter called the “BIDDER” which expression shall mean and

include, unless the context otherwise requires, his successors and permitted assigns) of the Second Part.

WHEREAS the PURCHASER proposes to procure services for design, development, maintenance and operations

of Mining Tenement System and the BIDDER is willing to offer/has offered the services and

WHEREAS the BIDDER is a private company /public company / Government undertaking, constituted in

accordance with the relevant law in the matter and the PURCHASER is a subordinate office under Ministry of

Mines, Government of India performing its functions on behalf of the President of India.

NOW, THEREFORE,

To avoid all forms of corruption by following a system that is fair transparent and free from any influence /

prejudiced dealings prior to, during and subsequent to the currency of the contract to be entered into with a

view to:-

Enabling the PURCHASER to obtain the desired said services at a competitive price in conformity with the

defined specifications by avoiding the high cost and the distortionary impact of corruption on public

procurement, and

Enabling BIDDERS to abstain from bribing or indulging in any corrupt practice in order to secure the contract by

providing assurances to them that their competitors will also abstain from bribing and other corrupt practices

and the PURCHASER will commit to prevent corruption, in any form by its officials by following transparent

procedures.

The parties hereto hereby agree to enter into this Integrity Pact and agree as follows:

Commitments of the PURCHASER

1.1. The PURCHASER undertakes that no official of the PURCHASER, connected directly or indirectly with

the contract, will demand, take a promise for or accept, directly or through intermediaries, any bribe,

consideration, gift reward, favour or any material or immaterial benefit or any other advantage from

the BIDDER, either for themselves or for any person, organization or third party related to the



contract in exchange for an advantage in the bidding process, bid evaluation, contracting or

implementation process related to the contract.

1.2. The PURCHASER will, during the pre-contract stage treat all BIDDERS alike, and will provide to all

BIDDERS the same information and will not provide any such information to any particular BIDDER

which could afford an advantage to that particular BIDDER in comparison to other BIDDERs.

1.3. All the officials of the PURCHASER will report to the appropriate Government office any attempt or

completed breaches of the above commitments as well as any substantial suspicion of such a breach.

2. In case any such preceding misconduct on the part of such official (s) is reported by the BIDDER to the

PURCHASER with full and verifiable facts and the same is prima facie found to be correct by the

PURCHASER, necessary disciplinary proceedings, or any other action as deemed fit, including criminal

proceedings may be initiated by the PURCHASER and such a person shall be debarred from further

dealings related to the contract process. In such a case while an enquiry is being conducted by the

PURCHASER the proceedings under the contract would not be stalled.

Commitments of the BIDDERs

3. The BIDDER commits itself to take all measures necessary to prevent corrupt practices, unfair means and

illegal activities during any stage of its bid or during any pre contract or post contract stage in order to

secure the contract or in furtherance to secure it and in particular commit itself to the following:-

3.1. The BIDDER will not offer, directly or through intermediaries any bribe, gift, consideration, reward,

favour, any material or immaterial benefit or other advantage, commission, fees, brokerage or

inducement to any official of the PURCHASER, connected directly or indirectly with the bidding

process, or to any person, organization or third party related to the contract in exchange for any

advantage in the bidding, evaluation, contracting and implementation of the contract.

3.2. The BIDDER further undertakes that it has not given, offered or promised to give, directly or

indirectly any bribe, gift, consideration, reward, favour any material or immaterial benefit or other

advantage, commission, fees, brokerage or inducement to any official of the PURCHASER or

otherwise in procuring the Contract or forbearing to do or having done any act in relation to the

obtaining or execution of the contract or any other contract with the Government for showing or

forbearing to show favour or disfavor to any person in relation to the contract or any other contract

with the Government.

3.3. LEAD BIDDER shall disclose the name and address of the member of consortium and Indian BIDDERs

shall disclose their foreign principals or associates.

3.4. BIDDERS shall disclose the payments to be made by them to the agents / brokers or any other

intermediary, in connection with this bid / contract.

3.5. The BIDDER further confirms and declares to the PURCHASER that the BIDDER is the original

manufacturer / integrator and has not engaged any individual or firm or company whether Indian or

Foreign to intercede, facilitate or in any way to recommend to the PURCHASER or any of its

functionaries, whether officially or unofficially to the award of the contract to the BIDDER, nor has

any amount been paid, promised or intended to be paid to any such individual, firm or company in

respect of any such intercession, facilitation or recommendation.

3.6. The BIDDER, either while presenting the bid or during pre-contract negotiations or before signing the

contract, shall disclose any payments he has made, is committed to or intends to make to officials of

the PURCHASER or their family members, agents, brokers or any other intermediaries in connection

with the contract and the details of services agreed upon for such payments



3.7. The BIDDER will not collude with other parties interested in the contract to impair the transparency,

fairness and progress of the bidding process, bid evaluation, contracting and implementation of the

contract.

3.8. The BIDDER will not accept any advantage in exchange for any corrupt practice, unfair means and

illegal activities.

3.9. The BIDDER shall not use improperly, for purposes of competition or personal gain or pass on to

others, any information provided by the PURCHASER as part of the business relationship, regarding

plans, technical proposals and business details, including information contained in any electronic

data carrier. The BIDDER also undertakes to exercise due and adequate care lest any such

information is divulged.

3.10. The BIDDER commits to refrain from giving any complaint directly or through any other manner

without supporting it with full and verifiable facts.

3.11. The BIDDER shall not instigate or cause to instigate any third person to commit any of the actions

mentioned above.

3.12. If, to the best of the Bidder’s knowledge, any of the Purchaser’s officers has significant financial

interest / stake (over 2% shareholding) in the Bidder’s firm, the same shall be disclosed by the Bidder

at the time of submission of the Bid.

3.13. The BIDDER shall not lend to or borrow any money from or enter into any monetary dealings or

transactions, directly or indirectly, with any employee of the PURCHASER.

4. Previous Transgression

4.1. The BIDDER declares that no previous transgression occurred in the last three years immediately

before signing of this Integrity Pact, with any other company in any country in respect of any corrupt

practices envisaged hereunder or with any Public Sector Enterprise in India or any other Government

Department in India that could justify BIDDER’s exclusion from the RFP process.

4.2. The BIDDER agrees that if it makes incorrect statement on this subject, BIDDER can be disqualified

from the RFP process or the contract, if already awarded, can be terminated for such reason.

5. Earnest Money Deposit (EMD) and Performance Security Deposit

5.1. While submitting bid, the BIDDER shall deposit an amount of INR 2 crore as Earnest Money

Deposit(EMD), with the PURCHASER through any of the following instruments”

(i) Bank draft or Banker’s Cheque in favour of Controller General, Indian Bureau of Mines,

Nagpur

(ii) A confirmed guarantee by an Indian Nationalised Bank, promising payment of the

guaranteed sum to the PURCHASER on demand within three working days without any demur

whatsoever and without seeking any reasons whatsoever. The demand for payment by the

PURCHASER shall be treated as conclusive proof of payment.

(iii) Any other mode or through any other instrument as per this RFP

5.2. The Contract Performance Security Deposit shall be valid up to a period of five years or 60 days

beyond the complete conclusion of the contractual obligations to the complete satisfaction of both

the BIDDER and the PURCHASER, including warranty period, whichever is later.

5.3. In case of the successful BIDDER a clause would also be incorporated in the Article pertaining to

Contract Performance Security in the Service Contract that the provisions of Sanctions for Violations

shall be applicable for forfeiture of Contract Performance Security in case of a decision by the



PURCHASER to forfeit the same without assigning any reason for imposing sanction for violation of

this Pact.

5.4. No interest shall be payable by the PURCHASER to the BIDDER on Earnest Money / Performance

Security Deposit for the period of its currency.

6. Sanctions for Violations

6.1. Any breach of the aforesaid provisions by the BIDDER or any one employed by it or acting on its

behalf (whether with or without the knowledge of the BIDDER) shall entitle the PURCHASER to take

all or any one of the following actions, wherever required:-

6.1.1. To immediately call off the pre-contract negotiations without assigning any reason or giving any

compensation to the BIDDER. However, the proceedings with the other BIDDER (s) would

continue.

6.1.2. The Earnest Money Deposit (in pre-contract stage) and/or Contract Performance Security

Deposit (after the contract is signed) shall stand forfeited either fully or partially, as decided by

the PURCHASER and the PURCHASER shall not be required to assign any reason therefore.

6.1.3. To immediately cancel the contract, if already signed, without giving any compensation to the

BIDDER.

6.1.4. To recover all sums already paid by the PURCHASER, and in case of an Indian BIDDER with

interest thereon at 2% higher than the prevailing Base Rate of State Bank of India. If any

outstanding payment is due to the BIDDER from the PURCHASER in connection with any other

contract for any other stores or services or procurement, such outstanding payment could also

be utilized to recover the aforesaid sum and interest.

6.1.5. To encash the advance bank guarantee and contract performance security, if furnished by the

BIDDER, in order to recover the payments, already made by the PURCHASER along with

interest.

6.1.6. To cancel all or any other Contracts with the BIDDER, the BIDDER shall be liable to pay

compensation for any loss or damage to the PURCHASER resulting from such cancellations /

recession and the PURCHASER shall be entitled to deduct the amount so payable from the

money (s) due to the BIDDER.

6.1.7. To debar the BIDDER from participating in future bidding processes of the Government of India

for a minimum period of five years, which may be further extended at the discretion of the

PURCHASER.

6.1.8. To recover all sums paid in violation of this Pact by BIDDER (s) to any middlemen or agent or

broker with a view to securing the contract.

6.1.9. In cases where irrevocable Letters of Credit have been received in respect of any contract

signed by the purchaser with the BIDDER, the same shall not be opened.

6.1.10. Forfeiture of Performance Security in case of a decision by the PURCHASER to forfeit the

same without assigning any reason for imposing sanction for violation of this Pact.

6.2. The PURCHASER will be entitled to take all or any of the actions mentioned under clause 6.1(6.1.1 to

6.1.10) of this Pact also on the Commission by the BIDDER or any one employed by it or acting on its

behalf (whether with or without the knowledge of the BIDDER), of an offence as defined in Chapter

IX of the Indian Penal Code, 1860 or Prevention of Corruption Act, 1988 or any other statute enacted

for prevention of corruption.



6.3. The decision of the PURCHASER to the effect that a breach of the provisions of this Pact has been

committed by the BIDDER shall be final and conclusive on the BIDDER. However, the BIDDER can

approach the Independent Monitor (s) appointed for the purposes of this Pact.

7. Fall Clause

7.1. The BIDDER undertakes that it has not supplied/offered / is not supplying/offering similar solutions

at a price lower than that offered in the present bid in respect of any other Ministry / department of

the Government of India or PSU and if it is found at any stage that similar solutions were supplied by

the BIDDER to any other Ministry / department of the Government of India or PSU at a lower price,

then that very price, with due allowance for the elapsed time, will be applicable to the present case

and the difference in the cost would be refunded by the BIDDER to the PURCHASER, if the contract

has already been concluded.

8. Independent Monitors

8.1. The PURCHASER has appointed Independent Monitors (hereinafter referred to as Monitors) for this

Pact in consultation with the Central Vigilance Commission (names and addresses of the Monitors).

8.2. The task of the Monitors shall be to review independently and objectively, whether and to what

extent the parties comply with the obligations under this Pact.

8.3. The Monitors shall not be subject to instructions by the representatives of the parties and perform

their functions neutrally and independently.

8.4. Both parties accept that the Monitors have the right to access all the documents relating to the

project / procurement, including minutes of the meeting.

8.5. As soon as the Monitor notices, or has reason to believe, a violation of this Pact, he will so inform the

Authority designated by the PURCHASER.

8.6. The BIDDER (s) accepts that the Monitor has the right to access without restriction to all Project

documentation of the PURCHASER including that provided by the BIDDER. The BIDDER will also grant

the Monitor, upon his request and demonstration of a valid interest, unrestricted and unconditional

access to his project documentation. The same is applicable to consortium member. The Monitor

shall be under contractual obligation to treat the information and documents of the BIDDER /

Consortium member with confidentiality.

8.7. The PURCHASER will provide to the Monitor sufficient information about all meetings among the

parties related to the Project provided such meetings could have an impact on the contractual

relations between the parties. The parties will offer to the Monitor the option to participate in such

meetings.

8.8. The Monitor will submit a written report to the designated Authority of the PURCHASER / Secretary

in the Department within 8 - 10 weeks from the date of reference or intimation to him by the

PURCHASER / BIDDER and should this occasion arise, submit proposals for correcting problematic

solutions.

9. Facilitation of investigation

In case of any allegation of violation of any provisions of this Pact or payment of commission, the PURCHASER

or its agencies shall be entitled to examine all the documents including the Book of Accounts of the BIDDER

and the BIDDER shall provide necessary information and documents in English and shall extend all possible

help for the purpose of such examination.



10. Law and place of Jurisdiction

This Pact is subject to Indian Law. The place of performance and jurisdiction is the seat of the PURCHASER in

Nagpur.

11. Other Legal Actions

The actions stipulated in this Integrity Pact are without prejudice to any other legal action that may follow in

accordance with the provisions of the extent law in force relating to any civil or criminal proceedings.

12. Validity

12.1. The validity of this Integrity Pact shall be from the date of its signing and extend up to 5 years or the

complete execution of the contract to the satisfaction of both the PURCHASER and the BIDDER,

including warranty period, whichever is later. In case BIDDER is unsuccessful, this Integrity Pact shall

expire after 6 months from the date of the signing of the contract.

12.2. Should one or several provisions of this Pact turn out to be invalid, the remainder of this Pact shall

remain valid. In this case, the parties will strive to come to an agreement to their original intentions.

13. The parties hereby sign this Integrity Pact at Nagpur on ______________________.

PURCHASER

Name and Designation of the Officer


Witness

1.

2.

BIDDER

Chief Executive Officer

Witness

1.

2.



G Payment



Annexure G - I: Payment

1. The total project (T) value has been split into two components which are as follows:

1.1. Variable Cost (VC) comprising of state specific cost and digitisation cost

1.2. Fixed Cost (FC) comprising of all other cost components (excluding components of variable cost)

2. Payments will be released only on satisfactory acceptance of the deliverables for each Task as per the

below schedule

Project Milestone Payment (Percentage of Fixed Cost (FC))

Milestone Based

Project Plan (M0) 2% of FC

Acceptance of SRS (M1) 4% of FC

Acceptance of System Design Document (M2) 4% of FC

Hardware Rollout (M3) **10% of FC

*User Acceptance Testing (M4)

15% of FC (break-up

provided in next column)

5% after UAT of Sub-Phase A

5% after UAT of Sub-Phase B

5% after UAT of Sub-Phase C

Completion of Training (M5) 5% of FC

Acceptance of System – Solution go-live (M6) 10% of FC

System Stabilization

End of second quarter post completion of M6 5% of FC

Time-based Cost

Operations & Maintenance Support after Acceptance of System

45% of the Fixed Cost (FC) would be paid in equated quarterly instalments during the remaining period of the contract after Acceptance of System

Variable Cost (VC)

State specific requirements To be paid on a quarterly basis upon the presentation of work completion certification (during that quarter) by the competent authority

Digitization costs To be paid on a quarterly basis upon the presentation of work completion certification (during that quarter) by the competent authority.

*Purchaser will coordinate the setting up of UAT review meetings and sign-offs for UAT approval. Note: Total Cost (T) = Fixed Cost (FC) + Variable Cost (VC)

3. For the approval of release of payments, the CMC will submit their recommendations to the Purchaser

and Core Committee for the release of payments.

** The purchaser will release 80% of total invoice value upfront for hardware supply, installation and

commissioning after submission of hardware commissioning report. The hardware should be procured by

the bidder adhering to the timelines stated for each milestone. The remaining 20% payment towards

invoice value will be paid after satisfactory acceptance and scrutiny by the purchaser after solution go-live.

4. The total payment made to the Implementing Agency against the invoices of hardware supply, installation

and commissioning will not exceed the payment percentage specified against each milestone



H Check-list of

documents to be

submitted



Annexure H - I- Enclosures Check-list

(To be submitted properly numbered and indexed along with signatures of the authorized representative of

quoting bidders).

S. No. Description Compliance

(Y/N)

Refer Page No.

in the Bid

For Eligibility Criteria

1 The Lead Bidder should be registered under the Companies

Act, 1956 should have registered offices in India and should be

in existence for at least the last 5 years, as on 31.03. 2015.

2 The Lead Bidder should have achieved an annual turnover of

at least INR. 250 Crores in the IT (System Integration Services,

Software Development Services, installation, commissioning,

and facilities management services) business, during each of

the last three financial years as on 31.03.2014 (i.e. 2011-2012,

2012-13, 2013-14) in India

3 The Lead Bidder should have positive net worth (measured as

paid-up capital plus free reserves) during each of the last three

financial years as on 31.03.2014 (i.e. 2011-2012, 2012-13,

2013-14) in India

4 The Lead Bidder should showcase at least three projects of

similar nature* executed within last five years as on

31.06.2015 in India with:

1) at least one project worth more than INR 40 crore, OR 2) at least two projects worth more than INR 30- crore each, OR 3) at least one project for a mining regulatory agency and / or PSU of central or state government in India worth more than INR 30 crore and the bidder is required to present the domain knowledge and experience of similar nature through the execution of the project showcased OR 4) at least two projects for a mining regulatory agency and / or PSU of central or state government in India worth more than INR 20 crore each and the bidder is required to present the domain knowledge and experience of similar nature through the execution of the project showcased *Similar nature would imply projects with software design, development, implementation, roll-out, maintenance and support operations components as per this RFP The project should mandatorily include ‘Application Development and Maintenance Services’ and additionally any two or more of the following elements:

• Hardware procurement and deployment,




(Y/N)

Refer Page No.

in the Bid

• Data centre setup and maintenance,

• Facilities Management Services,

IT Support and Maintenance Services

5 The Lead Bidder should have the following certifications as on

30.06.2015:

1) ISO 9001:2000 2) (SEI) CMMI Level 5 Note: In case the certificate is due for renewal, the Bidder to provide the last valid certificate along with a certificate from authorized signatory that the renewed certificate will be made available before the time of signing of contract

6 The Lead Bidder should have at least 100 professionally

qualified personnel (relevant degree holders B. Tech / B.E /

MCA / M. Tech / MBA) full time or permanent staff on

company payroll working in the areas of software design and

development, systems integration, IT infrastructure operations

and maintenance and Mining domain experts in India as on

31.03.2015.

7 The Lead Bidder and consortium member shall not be under a

declaration of ineligibility / banned / blacklisted by any State

or Central Government / any other Government institutions in

India for any reason as on last date of submission of the Bid

8 Lead Bidder and consortium member should furnish an

affirmative statement as to existence of, absence of, or

potential for conflict of interest on the part of the bidder, due

to prior, current or proposed contracts, engagements or

affiliations with any other clients – that has an impact on the

contract with the purchaser

9 Board Resolution and / or Authorization Letter, in the name of

person signing the Bid, authorizing him to submit/execute this

agreement as a binding document is required for Lead Bidder

and consortium member

10 The Lead Bidder should submit valid letters from the proposed

OEM’s confirming:

o Authorizing the bidder

o Confirm products / solutions quoted are not “end of life”

products

The Lead Bidder should submit declaration by an authorized

signatory confirming as on the date of submission of the bid

response:

o Support including spares/patches for quoted products are

available for the next 5 years

Support including spares/patches for quoted products are

available for the next 3 years for all end user computing

infrastructure and software

11 The Lead Bidder or the consortium member, if applicable,

should be working in the GIS sector for the past five years in or




(Y/N)

Refer Page No.

in the Bid

outside India as on 31.03.2015.

In case, if the contract is awarded, the consortium member

should open support centre in India, if not available.

12 The Lead Bidder or consortium member should have

completed or in the process of completing at least three

similar* GIS software projects in the past five years as on

31.03.2015 with:

1) at least one project worth INR 5 crores

OR

2) at least two projects worth INR 2.5 crores each

*Similar projects will imply projects with scope of work

including GIS software design, development, implementation,

configuration, integration with base maps from multiple

agencies, spatial data inventorization, integration with system

components and training. The OEM solutions used as well as

proposed should be one of the market leaders in the GIS

Industry

13 The consortium member, if applicable, should have at least 50

full time permanent employees on company payrolls as on

31.03.2015

14 The Lead Bidder or consortium member should have handled

at least one project with at least 10 map layers and having at

least 50,000 entities (points/lines/polygons) as on 31.03.2015.

Indicative map layers include mineral layers, political boundary

layers, forest layers, cadastral maps, satellite imagery.

Entities refer to the locations which are managed through the

GIS system. It may include a mark, a road (line) or a locality

(polygon)

15 Submission of certificate for 100% conformity to all functional

requirements for MTS as per Annexure I-I: Functional

Requirements Specifications of this RFP by the Lead Bidder

For Technical Bid

16 Necessary detailed technical write up as specified in Annexure

B: Technical Formats

For Financial Bid

17 Financial bid as per Annexure C-Financial Formats



I Requirements

Specifications



Annexure I – I: Functional Requirements Specifications This has been provided as a separate document to this RFP. The bidders are required to provide their responses in the indicated columns and submit it as part of their bid document.



Annexure I – II: Software Technical Specifications This has been provided as a separate document to this RFP. The bidders are required to provide their responses in the indicated columns and submit it as part of their bid document.



Annexure I – III: Hardware Technical Specifications This has been provided as a separate document to this RFP. The bidders are required to provide their responses in the indicated columns and submit it as part of their bid document.



J Financial Bid



Annexure J – I: Financial Bid Format This has been provided as a separate document to this RFP. The bidders are required to provide their responses in the indicated columns and submit it as part of their bid document.



K IBM Circulars



Annexure K – I: IBM Circulars i. Circular No. 2/2010



ii. Circular No. 1/2014

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