Rajasthan Knowledge Corporation Limited

Transcription

1 Request for Proposal Procurement, Customization, Implementation and Support of State of the Art Learning Management System (LMS) Date: 03/11/15 7-A, Jhalana Institutional Area, Behind RTO, Jaipur Ph:

2 RAJASTHAN KNOWLEDGE CORPORATION LIMITED E-TENDER FOR PROCUREMENT, CUSTOMIZATION, IMPLEMENTATION AND SUPPORT OF STATE OF THE ART LEARNING MANAGEMENT SYSTEM (LMS) NIB NUMBER : RKCL/15-16/11 DATE OF SUBMISSION OF BIDDING DOCUMENT : 3 rd Nov 2015 PRE BID MEETING : 18 th Nov 2015 (2 PM) LAST DATE FOR SUBMISSION OF BID : 8 th Dec 2015 (5 PM) TIME AND DATE OF OPENING OF TECHNICAL BIDS : 9 th Dec 2015 (11 AM) PROJECT COST : INR 85,00,000/- excluding taxes TENDER DOCUMENT COST : INR 5,000/- E-TENDER PROCESSING FEE : INR 1,000/- EARNEST MONEY : INR 1,70,000/- PLACE OF PRE-BID MEETING, OPENING OF BIDS and ADDRESS FOR COMMUNICATION RAJASTHAN KNOWLEDGE CORPORATION LIMITED, 7-A, JHALANA INSTITUTIONAL AREA, JAIPUR PHONE RFP for LMS Page 2

3 Contents 1. NOTICE INVITING BID (NIB) PROJECT PROFILE & BACKGROUND INFORMATION PRE-QUALIFICATION/ ELIGIBILITY CRITERIA SCOPE OF WORK, DELIVERABLES & TIMELINES A. Development/ Customization of LMS product / platform 17 B. Deployment, Go-Live and Support and Maintenance of E-Learning Platform 20 C. Duration of the Contract 21 D. Roles & Responsibilities of RKCL 21 E. Project Deliverables, Milestones & Time Schedule INSTRUCTION TO BIDDERS (ITB) ) Sale of Bidding/ Tender Documents 23 2) Pre-bid Meeting/ Clarifications 23 3) Changes in the Bidding Document 23 4) Period of Validity of Bids 23 5) Format and Signing of Bids 24 6) Cost & Language of Bidding 25 7) Alternative/ Multiple Bids 25 8) Bid Security 25 9) Deadline for the submission of Bids 26 10) Withdrawal, Substitution, and Modification of Bids 27 11) Opening of Bids 27 12) Selection Method: 27 13) Clarification of Bids 27 14) Evaluation & Tabulation of Technical Bids 28 15) Evaluation & Tabulation of Financial Bids 30 16) Correction of Arithmetic Errors in Financial Bids 30 17) Comparison of rates of firms outside and those in Rajasthan 30 18) Price/ purchase preference in evaluation 31 19) Negotiations 31 20) Exclusion of Bids/ Disqualification 31 21) Lack of competition 32 22) Acceptance of the successful Bid and award of contract 32 23) Information and publication of award 33 24) Procuring entity s right to accept or reject any or all Bids 33 25) Right to vary quantity 33 RFP for LMS Page 3

4 26) Performance Security 33 27) Execution of agreement 34 28) Confidentiality 34 29) Cancellation of procurement process 35 30) Code of Integrity for Bidders 35 31) Interference with Procurement Process 36 32) Appeals 36 33) Stay of procurement proceedings 37 34) Vexatious Appeals & Complaints 37 35) Offenses by Firms/ Companies 37 36) Debarment from Bidding 38 37) Monitoring of Contract GENERALTERMS AND CONDITIONS OF TENDER & CONTRACT ) Definitions 39 2) Contract Documents 39 3) Interpretation 39 4) Language 40 5) Joint Venture, Consortium or Association 40 6) Service of Notice, Documents & Orders 40 7) Scope of Service Delivery 41 8) Selected Bidder s Responsibilities 41 9) Purchaser s Responsibilities 41 10) Contract Price 41 11) Recoveries from Selected Bidder 41 12) Taxes & Duties 41 13) Copyright/IPR 41 14) Confidential Information 41 15) Delivery period & Extent of Quantity Repeat Orders 42 16) Liquidated Damages (LD) 42 19) Patent Indemnity 43 20) Limitation of Liability 43 21) Force Majeure 44 22) Change Orders and Contract Amendments 44 23) Termination 44 24) Exit Management SPECIAL TERMS AND CONDITIONS OF TENDER & CONTRACT RFP for LMS Page 4

5 1) Payment Terms and Schedule 48 2) Service Level Standards/ Requirements/ Agreement 48 ANNEXURE-1: PRE-BID QUERIES FORMAT ANNEXURE-2: BIDDER S AUTHORIZATION CERTIFICATE ANNEXURE-3: SELF-DECLARATION ANNEXURE-4: CERTIFICATE OF CONFORMITY/ NO DEVIATION ANNEXURE-5: FINANCIAL BID COVER LETTER & FORMAT ANNEXURE-6: BANK GUARANTEE FORMAT ANNEXURE-7: DRAFT AGREEMENT FORMAT ANNEXURE-8: FORMAT FOR SUBMISSION OF PROJECT REFERENCES FOR PRE-QUALIFICATION EXPERIENCE ANNEXURE-9: FORMAT FOR CONSORTIUM AGREEMENT ANNEXURE-10: MEMORANDUM OF APPEAL UNDER THE RTPP ACT, ANNEXURE-11: LIST OF TECHNICAL SPECIALISTS WHO WILL BE INVOLVED IN THE LMS DEVELOPMENT PROJECT RFP for LMS Page 5

6 Disclaimer The information contained in this Request for Proposal document (RFP) or subsequently provided to Bidders, whether verbally or in documentary or any other form by or on behalf of the authority or any of its employees or advisers, is provided to Bidders on the terms and conditions set out in this RFP and such other terms and conditions subject to which such information is provided. The RFP is not an agreement or any offer by the authority to the prospective Bidders or any person. The purpose of this RFP is to provide interested parties with information that may be useful to them in the formulation of their Bids pursuant to this RFP. This RFP includes statements, which reflect various assumptions and assessments arrived at by the authority in relation to the work. Such assumptions, assessment and statements do not purport to contain all the information that each Bidder may require. This RFP may not be appropriate for all persons, and it is not possible for the Authority, its employees or advisers to consider the objectives, technical expertise and particular needs of each party who reads or uses this RFP. The assumptions, assessments, statements and information contained in this RFP, may not be complete, accurate, adequate or correct. Each Bidder should, therefore, conduct its own investigation and analysis and should check the accuracy, adequacy, correctness, reliability and completeness of the assumptions, assessments, statements and information contained in this RFP and obtain independent advice from the appropriate sources. The Authority, its employees and advisers make no representation or warranty and shall have no liability to any person including any Bidder under any law, statute, rules or regulations or tort, principles of restitution or unjust enrichment or otherwise for any laws, damages, cost or expenses which may arise from or be incurred or suffered on account of anything contained in this RFP or otherwise, including the accuracy, adequacy, correctness, reliability or completeness of the RFP and any assessment, assumptions, statements or information contained therein or deemed to form part of this RFP or arising in any way in this Selection Process. The authority also accepts no liability of any nature whether resulting from negligence or otherwise however caused arising from reliance of any Bidder upon the statements contained in this RFP. The authority may in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information, assessment or assumptions contained in this RFP. The issue of this RFP does not imply that the authority is bound to select a Bidder or to appoint Selected Bidder, as the case, may be, for the work and the authority reserves the right to reject all or any of the Bids without assigning any reasons whatsoever. The Bidders shall bear it costs associated with or relating to the preparation and submission of its Bid including but not limited to preparation, copying, postage, delivery fees, expenses associated with any demonstrations or presentations which may be required by the Authority or any other costs incurred in connection with or relating to its Bid. All such costs and expenses will remain with the Bidder and the Authority shall not be liable in any manner whatsoever for the same or for any other costs or other expenses incurred by a Bidder in preparation or submission of the Bid, regardless of the conduct or outcome of the Selection Process. RFP for LMS Page 6

7 Abbreviations / Acronyms Act Authorised Signatory BG Bid/eBid Bid Security Bidder Bidding Document CMC Competent Authority Contract/ Procurement Contract Contract/ Project Period Day Designated Location DLC GCC GoI/ GoR Goods ICT IFB INR ISI The Rajasthan Transparency in Public Procurement Act, 2012 (Act No. 21 of 2012) and Rules thereto The bidder s representative/ officer vested (explicitly, implicitly, or through conduct) with the powers to commit the authorizing organization to a binding agreement. Also called signing officer/ authority having the Power of Attorney (PoA) from the competent authority of the respective Bidding firm. Bank Guarantee A formal offer made in pursuance of an invitation by a procuring entity and includes any tender, proposal or quotation in electronic format A security provided to the procuring entity by a bidder for securing the fulfilment of any obligation in terms of the provisions of the bidding documents. Any person/ firm/ agency/ company/ contractor/ supplier/ vendor participating in the procurement/ bidding process with the procurement entity Documents issued by the procuring entity, including any amendments thereto, that set out the terms and conditions of the given procurement and includes the invitation to bid Contract Monitoring Committee An authority or officer to whom the relevant administrative or financial powers have been delegated for taking decision in a matter relating to procurement. Managing Director, RKCL in this bidding document. A contract entered into between the procuring entity and a successful bidder concerning the subject matter of procurement The Contract/ Project Period shall be for a period of Two (02) year from the date of signing of agreement Calendar Day as per GoR Indicated in the RFP wherever required District Lead Center of RKCL Channel Partner providing local logistic support and marketing / promotion support Generation Conditions of Contract Govt. of India/ Govt. of Rajasthan All articles, material, commodities, electricity, livestock, furniture, fixtures, raw material, spares, instruments, software, machinery, equipment, industrial plant, vehicles, aircraft, ships, railway rolling stock and any other category of goods, whether in solid, liquid or gaseous form, purchased or otherwise acquired for the use of a procuring entity as well as services or works incidental to the supply of the goods if the value of services or works or both does not exceed that of the goods themselves Information and Communication Technology. Invitation for Bids (A document published by the procuring entity inviting Bids relating to the subject matter of procurement and any amendment thereto and includes notice inviting Bid and request for proposal) Indian Rupee Indian Standards Institution RFP for LMS Page 7

8 ISO IT ITB LD LMS LoI NCB NIB Notification OEM PAN PBG PC PQ Procurement Process Procurement/ Public Procurement Project Site PSA PSD Purchaser/ Tendering Authority/ Procuring Entity RISL RKCL RVAT SCC SD Services Selected Bidder/ Successful Bidder SLA International Organisation for Standardisation Information Technology Instruction to Bidders Liquidated Damages Learning Management System Letter of Intent A bidding process in which qualified bidders only from within India are allowed to participate Notice Inviting Bid A notification published in the Official Gazette Original Equipment Manufacturer Permanent Account Number Performance Bank Guarantee Procurement/ Purchase Committee Pre-Qualification The process of procurement extending from the issue of invitation to Bid till the award of the procurement contract or cancellation of the procurement process, as the case may be The acquisition by purchase, lease, license or otherwise of works, goods or services, including award of Public Private Partnership projects, by a procuring entity whether directly or through an agency with which a contract for procurement services is entered into, but does not include any acquisition without consideration, and procure or procured shall be construed accordingly Wherever applicable, means the designated place or places. Program Support Agency of RKCL Channel Partner providing technical support and learning management services to centres Performance Security Deposit. Instrument obtained against the issue of each individual work order Person or entity that is a recipient of a good or service provided by a seller (bidder) under a purchase order or contract of sale. Also called buyer. RKCL in this RFP document. RajComp Info Services Limited Rajasthan Knowledge Corporation Limited Rajasthan Value Added Tax Special Conditions of the Contract Security Deposit obtained against the issue of Contract Any subject matter of procurement other than goods or works and includes physical, maintenance, professional, intellectual, consultancy and advisory services or any service classified or declared as such by a procuring entity and does not include appointment of any person made by any procuring entity The bidder finally selected through this RFP and issued LoI. Service Level Agreement is a negotiated agreement between two parties RFP for LMS Page 8

9 State Government State Public Procurement Portal Subject Matter of Procurement ST TIN VAT/ CenVAT WO/ PO wherein one is the customer and the other is the service provider. It is a service contract where the level of service is formally defined. In practice, the term SLA is sometimes used to refer to the contracted delivery time (of the service) or performance. Government of Rajasthan (GoR) Any item of procurement whether in the form of goods, services or works Service Tax Tax Identification Number Value Added Tax/ Central VAT Individual Work Order/ Purchase Order RFP for LMS Page 9

10 1. NOTICE INVITING BID (NIB) RAJASTHAN KNOWLEDGE CORPORATION LIMITED 7-A, Jhalana Institutional Area, Behind RTO, Telephones: NIB Number: RKCL/15-16/11 Dated: 3 rd Nov 2015 Name & Address of the Procuring Entity Name & Address of the Project Officer In-charge (POIC) Subject Matter of Procurement Bid Procedure Bid Evaluation Criteria (Selection Method) Websites for downloading Bidding Document, Corrigendum s, Addendums etc. Estimated Procurement Cost Bid Security and Mode of Payment Period of Sale of Bidding Document (Start/ End Date) Date/ Time/ Place of Pre-bid Meeting Name: Rajasthan Knowledge Corporation Limited (RKCL) Address: 7-A Jhalana Institutional Area, Behind RTO, Jaipur (Rajasthan) Name: Mr. Naresh Kumawat Designation: Technical Head Address: 7-A Jhalana Institutional Area, Behind RTO, Jaipur (Rajasthan) nareshk@rkcl.in Selection of Agency to procure, customize, implement and support state of the art Learning Management System (LMS) Single-stage two part (envelop) open competitive ebid procedure at Least Cost Based Selection (LCBS)-L1 Websites: Bidding document fee: Rs (Rupees Five Thousand only) in Cash/ Demand Draft in favour of RKCL payable at Jaipur Processing Fee: Rs (Rupees One Thousand only) in Demand Draft in favour of MD, RISL payable at Jaipur. INR 85,00,000/- Rs Eighty Five Lacs Only excluding taxes Amount (INR) INR 1,70,000/- for General Bidders INR 42,500/- for S.S.I. of Rajasthan INR 85,000/- for Sick Industries, other than S.S.I., whose cases are pending with Board of Industrial & Financial Reconstruction Departments of the State Government, Undertakings, Corporations, Autonomous bodies, Registered Societies and Cooperative Societies which are owned or controlled or managed by the State Government and Government Undertakings of the Central Government.: Bid Securing Declaration Mode of Payment: Banker s Cheque or Demand Draft or Bank Guarantee (in specified format) The prospective bidder may download the bid document from: Start Date: 3 rd Nov 2015 End Date: 8 th Dec 2015 (5 PM) Date/ Time: 18 th Nov 2015 (2 PM) Place: RKCL Conference Room, 7-A Jhalana Institutional Area, Behind RTO Jaipur (Rajasthan) RFP for LMS Page 10

11 Manner, Start/ End Date for the submission of Bids Submission of Banker s Cheque/ Demand Draft for Tender Fee, Bid Security, and Processing Fee* Date/ Time/ Place of Technical Bid Opening Last date of submitting clarifications requests by the bidder: 16 th Nov 2015 Response to clarifications by procuring entity: 21 st Nov 2015 Manner: Online at eproc website ( Start Date: 22 nd Nov 2015 (5 PM) End Date: 8 th Dec 2015 (5 PM) Start Date: 3 rd Nov 2015 End Date: 8 th Dec 2015 (5 PM) Date/Time: 9 th Dec 2015 (11 AM) Place: RKCL Conference Room, 7-A Jhalana Institutional Area, Behind RTO Jaipur (Rajasthan) Will be intimated later to the Technically qualified bidders Date/ Time/ Place of Financial Bid Opening Bid Validity 120 days from the bid submission deadline Note: 1) Bidder (authorised signatory) shall submit their offer on-line in Electronic formats both for technical and financial proposal. However, DD for Tender Fees, Processing Fees and Bid Security should be submitted physically at the office of Tendering Authority as prescribed in NIB and scanned copy of same should also be uploaded along with the technical Bid/ cover. 2) *In case, any of the bidders fails to physically submit the Banker s Cheque/Demand Draft for Tender Fee, Bid Security, and Processing Fee up to 8 th Dec 2015 (5 PM), its Bid shall not be accepted. 3) To participate in online bidding process, Bidders must procure a Digital Signature Certificate (Type III/Type II) as per Information Technology Act-2000 using which they can digitally sign their electronic bids. Bidders can procure the same from any CCA approved certifying agency, i.e. TCS, Safecrypt, Ncode etc. Bidders who already have a valid Digital Signature Certificate (DSC) need not procure a new DSC. Also, bidders must register on 4) RKCL will not be responsible for delay in online submission due to any reason. For this, bidders are requested to upload the complete bid well advance in time so as to avoid 11th hour issues like slow speed; choking of web site due to heavy load or any other unforeseen problems. 5) Bidders are also advised to refer "Bidders Manual Kit" available at eproc website for further details about the e-tendering process. 6) The procuring entity reserves the complete right to cancel the bid process and reject any or all of the Bids. 7) No contractual obligation whatsoever shall arise from the bidding document/ bidding process unless and until a formal contract is signed and executed between the procuring entity and the successful bidder. 8) Procurement entity disclaims any factual/ or other errors in the bidding document (the onus is purely on the individual bidders to verify such information) and the information provided therein are intended only to help the bidders to prepare a logical bid-proposal. 9) The provisions of RTPPA Act 2012 and Rules 2013 and subsequent amendments thereto shall be applicable for this procurement. Furthermore, in case of any inconsistency in any of the provisions of this bidding document with the RTPP Act 2012 and Rules 2013 thereto, the later shall prevail. (Ravindra Shukla) Managing Director RKCL RFP for LMS Page 11

12 2. PROJECT PROFILE & BACKGROUND INFORMATION Rajasthan Knowledge Corporation Limited is a Public Limited Company established in Rajasthan as a joint venture of Government of Rajasthan; Maharashtra Knowledge Corporation Limited (MKCL), Pune; University of Rajasthan, Jaipur; Maharana Pratap University of Agriculture and Technology, Udaipur; Vardhaman Mahaveer Open University, Kota; Rajcomp Info Services Ltd. and Centre for e-governance. Today RKCL has a franchise network of approximately 2,700 centres (IT Gyan Kendras) across the state. RKCL s basic mission is to bridge digital divide, bring the common people closer to ethos and opportunities of knowledge society and knowledge-led economy and with a view to bring the real fruits of IT to the masses for survival, development and empowerment. Currently, we are providing quality vocational computer-related education to the masses. The education is being provided in a blended learning mode, in a very structured and evidence-based environment. RKCL currently conducts IT training and education courses through its wide network of 2700 centres (ITGK IT Gyan Kendra). These centres are delivering our courses leveraging e-content that is housed on a LMS (Learning Management Solution). The current LMS works on offline mode but has the capability to sync with central server on a need basis. This syncing ensures that content, learner data, leaner progress, monitoring and all necessary data is always in sync between our centres and our central server. RKCL is planning to procure / build state of the art LMS covering features that are relevant as per RKCL needs and as per today s world. Our need is to start with new LMS as early as possible hence we are open to any solution / product that can fulfil our needs and provide us future scalability. We are looking for a comprehensive LMS solution that not only works with our centres to run our existing courses but can also work like an independent LMS that can be implemented anywhere as part of new business line to expand our business. The LMS solution needs to be comprehensive, scalable, robust, performance driven, technically strong, highly secured, user friendly and easy to maintain. The Scope shall primarily include a) Selection, customization, implementation and support of the LMS b) Training RKCL team on the code, software and product to the satisfaction of RKCL team c) Installing / implementing LMS (offline / quasi offline) in all the centres (ITGK) of RKCL approximately 2700 d) Training 2700 centres on usage of LMS and handle / resolve all necessary issues e) Creation of LMS installable on CD / DVD for all 2700 centres RKCL team also needs to be trained on this process of creating installable f) Bidders applying should be the proprietor of the above mentioned LMS and so that any change envisaged in future can be incorporated. g) The bidder should be able to demonstrate LMS will all required features and functionalities at the time of presentation. The bidder is also expected to present overall project plan for state wide implementation, value adds, customization schedule, support process and structure and overall knowledge transition plan to RKCL h) The bidder is required to mention the name and link of at least one such client where this LMS is running or functional (as per pre-qualification criteria). RFP for LMS Page 12

13 i) The bidder is required to provide quality certificate of the LMS. The bidder shall be able to produce records of SDLC documentation, code reviews, all kinds of testing including unit, integration, system, load and performance testing. The bidder shall also produce performance benchmark of the LMS for all critical functionalities. The LMS shall be browser based and cross platform compatible (i.e. Android, Windows, ios) and also compatible with major browsers (i.e. IE, Mozilla Firefox, Google Chrome, etc.). LMS shall be SCORM and AICC compliant. The LMS shall have the capability to work in quasi offline / offline / online mode and shall have the capability to sync up data between central server and local installations. The company shall follow industry standard software development practices for design, development, testing, implementation, support and maintenance of LMS. Bidders are advised to study this RFP document carefully before submitting their proposals in response to this RFP. Submission of a proposal in response to this RFP shall be deemed to have been done after careful study and examination of this document with full understanding of its terms, conditions and implications. Failure to furnish all information required as mentioned in the RFP documents or submission of a proposal not substantially responsive to the RFP documents in every respect will be at the Bidder's risk and may result in rejection of the proposal. RFP for LMS Page 13

14 3. PRE-QUALIFICATION/ ELIGIBILITY CRITERIA 1) A bidder participating in the procurement process shall possess the following minimum prequalification/ eligibility criteria. S. No. Basic Requirement Specific Requirements 1 Legal Entity The bidder/all members of consortium should be: Either A Proprietorship firm duly registered either under the Rajasthan Shops & Commercial Establishments Act, 1958 or any other Act of State/ Union, as applicable for dealing in the subject matter of procurement (Note: A self-certified declaration regarding the non-applicability of registration to any Act should be submitted by the bidder) OR A company registered under Indian Companies Act, 1956/2013 OR A partnership firm registered under Indian Partnership Act, OR LLP (Limited Liability Partnership) 2 Financial: Should have an average turnover of Rs Turnover from crores or above in the last three financial IT/ ITeS years ( , and ). The individual firm/company turnover shall be 3 Financial: Net Worth 4 Technical Capability considered and not of the group companies. The net worth of the bidder/all members of consortium, as on 31/03/2015 should be Positive. Successful Implementation of LMS in any State Government/ Central Government / PSU/ Corporation /Company / Institution with at least 500 installations at any given point of time for a single client These 500 installations should have been working together and should have connected with central server to sync up data back and forth. This implementation should have been done in last 3 years. 5 Experience Should have minimum 3 years of experience in the development of software development / products / Learning Management Software 5 Tax registration and clearance The bidder should have a registered number of i. VAT/ CST where his business is located ii. Service Tax iii. Income Tax / Pan number. The bidder should have cleared his VAT/ CST Documents Required - Copy of valid Registration Certificates - Copy of Certificates of incorporation - Copy of Registered Partnership deed - Copy of LLP Agreement Audited Financial Statements CA Certificate with CA s Registration Number/ Seal Copy of Work Orders along with Value and Summary of the project, customer feedback and reference will be required Copy of certificate / selfcertified declaration will be required Copies of relevant certificates of registration VAT/ CST clearance certificate from the Commercial Taxes Officer of the Circle RFP for LMS Page 14

15 S. No. Basic Requirement Specific Requirements dues up to 30 Sep 2015 to the Government. Documents Required concerned 6 Certifications The bidder must possess, at the time of bidding, a valid ISO 9001 Certification. 7 Mandatory Bidder should: - Undertaking a) Not be insolvent, in receivership, bankrupt or being wound up, not have its affairs administered by a court or a judicial officer, not have its business activities suspended and must not be the subject of legal proceedings for any of the foregoing reasons; b) Not have, himself and their directors/partners and officers not have, been convicted of any criminal offence related to their professional conduct or the making of false statements or misrepresentations as to their qualifications to enter into a procurement contract within a period of three years preceding the commencement of the procurement process, or not have been otherwise disqualified pursuant to debarment proceedings; c) Not have a conflict of interest in the procurement in question as specified in the bidding document. d) Comply with the code of integrity as specified in the bidding document. e) Should not have been blacklisted by any State Government/ Central Government / PSU/ Corporation /Company / Institution in last 3 years 8 Manpower Strength 9 Joint Venture (JV)/ Consortium Should have at least 50 technical specialist employed in the last three financial years In the case of a JV/ Consortium: - a) Consortium of maximum two individuals/companies/firms/llps shall be allowed b) Both parties shall sign the bid and they shall be jointly and severally liable; and c) One of the Individual/company/ firm shall be nominated as Lead Bidder who shall have the authority to conduct all business for and on behalf of any or all the parties of the JV/ Consortium during the bidding process. In the event, the bid is accepted, either they shall form a registered JV company/ firm or otherwise all the parties to JV/ Consortium shall sign the Copy of a valid certificate A Self Certified letter as per Annexure-3: Self- Declaration Self-Certification on letterhead by the authorized signatory Consortium Agreement as per Annexure-9: Consortium Agreement RFP for LMS Page 15

16 S. No. Basic Requirement 10 Demonstration, Presentation and Project Plan Specific Requirements Agreement d) In such a case, all the above criteria shall have to be fulfilled by the lead bidder except for ISO Certification which will be satisfied by the consortium partner. Additionally, the consortium partner should satisfy the eligibility requirements mentioned at S. No. 1, 3, 5, 6, 7 and 8. The bidder shall be requested at a short notice to appear to show the demo of the product, presentation on product features and project plan, understanding the scope, approach and methodology, work plan and staffing schedule. The minimum eligibility marking on a scale of 100 for a bidder to be eligible is 70. Documents Required The date of presentation shall be intimated to the bidders. Evaluation will be based on quality of submissions and presentation based on understanding of the objectives of the assignment and the extent to which the bidder s approach and work plan respond to the objectives indicated in the Scope of Work 2) In addition to the provisions regarding the qualifications of the bidders as set out in (1) above: - a. The procuring entity shall disqualify a bidder as per the provisions under Clause: Exclusion/ Disqualification of bids in Chapter-5: ITB ; and b. The procuring entity may require a bidder, who was pre-qualified, to demonstrate its qualifications in accordance with the same criteria used to pre-qualify such bidder. The procuring entity shall disqualify any bidder that fails to demonstrate its qualifications, if requested to do so. The procuring entity shall promptly notify each bidder requested to demonstrate its qualifications as to whether or not the bidder has done so to the satisfaction of the procuring entity. 3) The existing DLC/PSA of RKCL can participate in the bid process with a condition that they will cease to be DLC/PSA if selected. RFP for LMS Page 16

17 4. SCOPE OF WORK, DELIVERABLES & TIMELINES Scope of work of the successful bidder can be divided in following two parts Development/ Customization of LMS product / platform Deployment, Go-Live and Support and Maintenance of LMS product / platform A. Development/ Customization of LMS product / platform This will primarily include requirement analysis and customization of the solution. a) Requirement Analysis System integrator shall study the requirement of RKCL, check and analyse existing LMS and conduct a gap analysis between the requirements of the RKCL and the existing solution/ platform. System Integrator shall develop a Gap Analysis/ Software Requirement Specification document and submit it to RKCL for approval. b) Design and Customization / Development System Integrator shall design; develop/customize the existing platform based on the approved Software Requirement Specifications (SRS). Prepare Software Design Document (SDD) based on the captured business, functional and technological requirements and deploy the Beta version on the staging server for UAT. Developed Platform/ solution shall meet all the requirement and features described below. LMS platform shall have a three tier architecture wherein frontend layer will be a light weight portal and not content heavy, middle layer shall be an application/ business layer and shall provide the services like registration of students, searching of contents, tracking of progress, download of videos etc. It is envisaged that Platform shall have a lot of audio / video content and hence for streaming of videos a separate streaming layer providing streaming services shall be used. Bidder shall depute a minimum of two onsite resources for the project at RKCL premise from start of the requirement phase till GO LIVE phase or as appropriate and mutually discussed between RKCL and the bidder. (Go LIVE phase is expected in 5-6 months. Bidder may increase onsite resources in order to complete the development process within stipulated time frame. Cost of additional onsite resources shall be borne by the bidder).post Go LIVE minimum one resource needs to be kept onsite for one year. The bidder will need to provide laptops with right infrastructure to these onsite resources. These resources should have at least 5 years of experience in relevant areas and have expertise on LMS being customized. RKCL reserves the right to verify the credentials of these resources and conduct personal and technical interviews before they can be approved to work on RKCL assignment. The LMS to be developed / customized by the bidder should have following features. Features User Interface: The LMS solution should have responsive design which shall meet following criteria o UI shall render in personal computers, Tablets (Windows / Android / ios and above) and Smart Phones (ios, Android, Windows Phone ) o Platform can be viewed directly on the well-known browsers like Google Chrome, Firefox, Safari and Internet Explorer o Platform shall be GIGW and WCAG compliant RFP for LMS Page 17

18 User / Learner Registration / Role Management: The LMS shall have features of creating users / learner through registration process / sync process / upload process. The LMS shall also be able to create users for schools, colleges, teachers, principals, management layers. RKCL has a specific requirement where LMS shall be able to use a web service / sync feature to sync up new users / learners from RKCL centralized server. Once users are created then system shall be able to create login / password for each and every user. o Learner Registration through UI in the LMS or through sync up with central server where learners are created and confirmed. o Role creation: RKCL has certain roles like learner, centre coordinator, its channel partners (DLC, PSA), RKCL regional manager (RM), management, finance, HR, centre head etc. The LMS shall have provision to create roles dynamically. Post user / learner creation, there should be provision of assigning a user to a role. A single user should be allowed to assign to multiple roles. The LMS functionality / features should be role driven and users shall be able to experience features only based on role permissions. o Post learner / user creation, LMS shall be able to generate login and password. There should be facility of password management (forgot password, change password). Course Management: The LMS shall be able to create / edit / delete course and batch and assign course content to the course. The system shall also be capable of assigning a course / batch to a user / learner. Content: The LMS shall allow SCROM and AICC compliant content to be uploaded. Multiple language support shall be there. The LMS shall be able to show course content in a tree structure and allow sequencing / serialization of the content. The LMS should allow making parts of the content optional / mandatory. If made mandatory then learner shall not be allowed to skip the content, neither learner can forward / fast forward / go to next section. o Create content: The LMS shall allow basic content to be created. This will be basic content where SCORM / AICC compliance may not be required. The system shall also allow importing SCORM / AICC compliant content. o Content QC: The LMS shall have feature of quality control / check of the content. This should also allow edit features on the imported SCORM content. o Content Tracking: The LMS shall have tracking and monitoring features where learner s progress can be monitored. This will include things like time spent by the learner on each and every frame that he has gone through. Tracking also needs to be done for assessment. o Content Support: Support for all types of Multimedia content (Audio/Video/Word File/PPT/PDF/eBooks) and its features (Gamification also) Support for embedding external content Content/Topic Sequencing requirement & option to make content Mandatory/Nonmandatory (which may be skipped) to be added Doodle/Notes feature support for ebooks Online / Offline Sync: The LMS should have capability to sync up data between offline and online (central server) installations. The sync up should happen back and forth. For example learner registration data can be pushed from central server to local server while learner progress, assessment RFP for LMS Page 18

19 marks, learner monitoring data should flow from local server to central server. The LMS should have capability to sync up automatically (as and when local server gets connected with internet), on click of a button in the LMS or through a scheduled job. Bio Metrics Integration: The LMS shall allow bio metrics integration as an authentication mechanism in addition to user id based authentication. The LMS shall have capability to create Bio metrics registration for learners and ensure attendance through user interfaces. The LMS shall also have capability to sync up bio metrics data back and forth with central server. Currently RKCL is using Bio Metrics machine MFS100 manufactured by Mantra Technologies. Exam / Assessment: The LMS shall have capability to create exam / test for a given course / batch. The centre coordinator shall be able to schedule a test / exam for set of learners at any point of time provided they fulfil certain criterias. The LMS shall be able to conduct test online as well at local server level. The system shall have capability to push test and paper from central server to local server. Once exam is taken there should be provision of data sync up between local and central server. The LMS shall be able to track all test / exam for any given learner and should support associated reports. o Create / edit / delete exam o Create / edit / delete question bank In addition to creating in the LMS, this should also support import / export feature. The system shall allow any kinds of questions like objective types, multiple options, true / false, fill in the blank etc. The system should support bilingual (Hindi / Question) where a learner can see question and options in both languages. The admin shall be able to specify mark for each and every question and overall passing marks for a test. o Support for timers in Practice Sessions and Ability to set time limit, attempt limit, mandatory questions, difficulty rating etc. o Randomization option for Objective questions being pushed through Admin MIS Reports: The LMS shall have all required reports in the system. These reports should be available both at local and central level and should have different flavours based on user roles. The reports should cover all aspects of registration, course, batch, learning progress and monitoring, bio metric attendance etc. o Course Completion o Learner Reports (tracking, monitoring) o Exam related reports o Users / roles reports o Bio metrics registration and attendance reports o LMS activation reports o Service management related reports o Business Intelligence / analytical reports Navigation / Search Students should be able to search the search and access the exact content/chapter/concept they are looking for in the form of multimedia lecture, ebooks or exams right away without filtering through the unnecessary and irrelevant information. Social Collaboration: The LMS shall provide discussion forms, blogs, chats, calendar, send / receive messages / mails etc. for better collaboration among user community. This should be supplemented by news / announcement / updates sections. The LMS shall provide create / edit facility for news / announcement / updates section and it should be role driven. In case news / announcement / updates are created at the central server there should be a provision to push these to local servers. RFP for LMS Page 19

20 o Integration of Collaborative tools like for WiKi and any other online references for Knowledge construction Service Management o LMS activation by a centre o Data sync up (Online / Offline sync) RKCL specific changes: The LMS needs to be customized for RKCL specific changes and workflow. The LMS needs to have provisions to create logins and user roles as per RKCL needs. There could be some more changes, few examples given below: o Blocking / unblocking the centre o RKCL specific reports Non Functional Requirements o Security: The LMS shall have very strong and robust security provisions including encryptions. As LMS will have local server / client capability it should be secured enough so that no one can penetrate into the software / database. The centre coordinator shall not be able to manipulate any of the data at any cost. o Scalability: The LMS shall have scalability to support 5000 concurrent users at any point of time. The LMS shall also support same number for any online / offline exam. o Ease of Maintenance: The LMS code should have been written leveraging industry coding standards / frameworks / modularity. There should be sufficient documentation available across SDLC stages. o Performance: The bidder needs to declare performance benchmark for all critical transactions. The bidder also needs to certify and produce documentation to ensure that rigorous reviews and testing have been carried out in producing LMS platform. Performance will be one of the key criteria to finalize the LMS. o Technology: The preferred technology stack would be open source (Java / PHP / MySQL etc.). RKCL will be open to other technology stacks provided the bidder has convincing documentation to support. o Configurability: The LMS shall have features to change look & feel (UI) of pages if RKCL wants to implement the LMS across multiple clients. This should be configurable where it can be done without making any code changes. o Content download: The LMS should have this feature on on / off basis. The users shall be allowed to download the content for a given course / batch only when this feature is set for a given course / batch / user. B. Deployment, Go-Live and Support and Maintenance of E-Learning Platform System Integrator shall deploy the LMS at RKCL prescribed data centre seamlessly in a load balanced environment for scalability. Bidder shall configure and integrate the OS, Middleware, Database server and other products required for deployment and Go-Live of the LMS Solution. a) User Acceptance Testing: The vendor shall: Prepare detailed UAT plans, Prepare test case scenarios and expected results Assist Purchaser in carrying out user acceptance of solution Rectify developed application issues / errors / bugs reported during the testing / UAT up-to the satisfaction of RKCL RFP for LMS Page 20

21 Final approval/user acceptance of the LMS Solution and system shall be given by RKCL System Integrator shall deploy the LMS Platform/ solution and shall give a demonstration of the functionality to RKCL. RKCL shall test the application thoroughly and provide the User Acceptance Certificate to the System Integrator. b) Safe to Host Certification The Selected Bidder shall get the Safe to Host Certification done for LMS Solution (including all the pages) from the Cert-in empanelled vendors. Selected Bidder shall remove the vulnerabilities identified during the Safe to Host certification and then deploy the LMS solution at data centre prescribed by RKCL. c) Commissioning and Go-live System Integrator shall integrate and commission the hardware, middleware and the solution in the production at data centre and deploy the developed and tested solution/ platform on the deployed hardware. Selected Bidder should provide all related documents viz. user manual (Role wise) as mentioned in this RFP document. d) Training Bidder shall provide role-based training to RKCL team, its channel partners and its centres. The training can be conducted at district or division level. This shall include demonstration of all the functionalities existing in the LMS solution. Training infrastructure shall be provided by RKCL. e) Deployment of Onsite Resource Deploy a minimum of one onsite (RKCL Jaipur) resource for a period of one year from the date of deployment of Beta version for UAT to provide onsite support and maintenance. The resource should have at least 3 years of experience and have expertise on the LMS. The bidder will need to provide laptops with right infrastructure to these onsite resources. f) Support & Maintenance Bidder shall provide the maintenance support for the deployment of LMS solution for a period of two years starting from Go-Live of the application. This shall include removal of issues/ errors in the application, providing assistance to content team in uploading the contents on the LMS solution and doing minor changes in the application as suggested by RKCL. C. Duration of the Contract The duration of the Contract will be two year from the date of signing of the Contract. Contract period may be extended for further two years on mutual consent, subject to the satisfactory services and agreed mutual terms and conditions. In this duration, the bidder is expected to deliver the content and related services as per implementation schedule and provide LMS updates and additional features if any during the duration of the contract. D. Roles & Responsibilities of RKCL RKCL shall provide access of its premises to System Integrator (SI) RKCL shall review the deliverables submitted by the SI and approve the same RFP for LMS Page 21

22 RKCL shall timely approve the payments on completion of activities, milestones and submission of requisite deliverables RKCL shall deploy sufficient staff in their project to state their requirements, test the solution deployed by the SI and provide approval on the same. Make project governance, review and escalation mechanism To conduct technical reviews, audits of technical work being performed by RKCL E. Project Deliverables, Milestones & Time Schedule S. No. Activity Milestone Deliverables Timeline 1. Activities as per section 4(A)(a) 1. Activities as per section 4(A)(b) Requirement / Gap Analysis Development and Deployment of Beta version at staging Requirement / Gap Analysis Deployment Report UAT test plan and results T1 = T0+2 weeks T2= T1 + 3 months 2. Activities as per section 4(B)(a) User Acceptance Testing Safe to Host Certificate UAT Sign off T3= T2 + 3 weeks 3. Activities as per section 4(B)(b) and 4(B)(c) Commissioning & Go Live User Manual T4 = T3 + 2 weeks 4. Activities as per section 4(B)(d), 4(B)(e), 4(B)(f) Training, Support & Maintenance Quarterly Satisfactory Performance Reports and Attendance Report T5 = T4 + 1 Years T0 is the date of issue of Work Order by the purchaser. For each of the milestone, the timeline shall start from the next day of the completion of the previous milestone. It may be also be noted that the time schedule for each milestone shown in the table above would be enforced independently. Any delay in the approval of the deliverable(s) submitted by the SI to RKCL shall not account for the delay on SI s part. The bidder may choose to provide a better plan and / or propose phase wise deliverables (which has to be approved by RKCL), however any additional cost incurred due to the change of plan will not be borne by RKCL. RFP for LMS Page 22

23 5. INSTRUCTION TO BIDDERS (ITB) 1) Sale of Bidding/ Tender Documents a) The sale of bidding documents shall be commenced from the date of publication of Notice Inviting Bids (NIB) and shall be stopped one day prior to the date of opening of Bid. The complete bidding document shall also be placed on the State Public Procurement Portal and e-procurement portal. The prospective bidders shall be permitted to download the bidding document from the websites and pay its price while submitting the Bid to the procuring entity. b) The bidding documents shall be made available to any prospective bidder who pays the price for it in cash or by bank demand draft, banker's cheque. c) Bidding documents purchased by Principal of any concern may be used by its authorised sole selling agents/ marketing agents/ distributors/ sub-distributors and authorised dealers or vice versa. 2) Pre-bid Meeting/ Clarifications a) Any prospective bidder may, in writing or via mail, seek clarifications from the procuring entity in respect of the bidding documents. b) A pre-bid conference is also scheduled by the procuring entity as per the details mentioned in the NIB and to clarify doubts of potential bidders in respect of the procurement and the records of such conference shall be intimated to all bidders and where applicable, shall be published on the respective websites. c) The period within which the bidders may seek clarifications under (a) above and the period within which the procuring entity shall respond to such requests for clarifications shall be as under: - a. Last date of submitting clarifications requests by the bidder: as per NIB b. Response to clarifications by procuring entity: as per NIB d) The minutes and response, if any, shall be provided promptly to all bidders to which the procuring entity provided the bidding documents, so as to enable those bidders to take minutes into account in preparing their bids, and shall be published on the respective websites. 3) Changes in the Bidding Document a) At any time, prior to the deadline for submission of Bids, the procuring entity may for any reason, whether on its own initiative or as a result of a request for clarification by a bidder, modify the bidding documents by issuing an addendum in accordance with the provisions below. b) In case, any modification is made to the bidding document or any clarification is issued which materially affects the terms contained in the bidding document, the procuring entity shall publish such modification or clarification on the respective websites. c) In case, a clarification or modification is issued to the bidding document, the procuring entity may, prior to the last date for submission of Bids, extend such time limit in order to allow the bidders sufficient time to take into account the clarification or modification, as the case may be, while submitting their Bids. d) Any bidder, who has submitted his Bid in response to the original invitation, shall have the opportunity to modify or re-submit it, as the case may be, within the period of time originally allotted or such extended time as may be allowed for submission of Bids, when changes are made to the bidding document by the procuring entity: Provided that the Bid last submitted or the Bid as modified by the bidder shall be considered for evaluation. 4) Period of Validity of Bids a) Bids submitted by the bidders shall remain valid during the period specified in the NIB/ bidding document. A Bid valid for a shorter period shall be rejected by the procuring entity as nonresponsive Bid. RFP for LMS Page 23