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
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
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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
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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
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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
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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
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Sr # Term Definition
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
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Sr # Term Definition
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 up- gradation
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
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Sr # Term Definition
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,
milestones and deliverables
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,
milestones and deliverables
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,
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Sr # Term Definition
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
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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
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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
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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.
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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
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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
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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.
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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.
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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.
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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.
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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.
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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.
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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”
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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
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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.
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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.
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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”.
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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.
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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.
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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.
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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
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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.
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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
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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
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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
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A
Scope of Work and
Conditions for
Participation in RFP and
Evaluation Criteria
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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,
INDIAN BUREAU OF MINES
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)
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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
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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,
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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
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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)
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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:
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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.
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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
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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
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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
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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.
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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
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Sr # Component Requirements
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.
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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.
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The table below provides the set of third party applications/ tools which are required to be integrated
with the proposed MTS solution
Sr # Component Requirements
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
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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.
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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
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Sr
#
Option Description Scope of work for bidder Out of scope for bidder
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
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Sr
#
Option Description Scope of work for bidder Out of scope for bidder
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.
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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
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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:
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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
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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
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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
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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
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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
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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.
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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.
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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.
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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.
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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
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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.
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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
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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.
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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
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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
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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
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Sr. No.
Pre-qualification Criteria Documentary Evidence Required
Compliance (Yes / 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
Declaration by authorised
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.
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Sr. No.
Pre-qualification Criteria Documentary Evidence Required
Compliance (Yes / 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
Declaration by authorised
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
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Sr. No.
Pre-qualification Criteria Documentary Evidence Required
Compliance (Yes / 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
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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
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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.
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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
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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
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Module Sub-module Activities Sub-Activities
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
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Module Sub-module Activities Sub-Activities
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
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Module Sub-module Activities Sub-Activities
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
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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.
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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.
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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:
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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.
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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
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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
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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.
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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.
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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-
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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.
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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
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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-
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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
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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.)
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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
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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
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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
The minimum qualifications required are:
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
o (S)He should be proficient at English & Hindi language
3. Mining Expert
The minimum qualifications required are:
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
o (S)He should be proficient at English & Hindi language
4. Business Analyst
The minimum qualifications required are:
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
o (S)He should be proficient at English & Hindi language
5. Programmer
The minimum qualifications required are:
o (S)He should have an experience of over 3 years in software development & maintenance for
IT/ e-Governance projects.
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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
The minimum qualifications required are:
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
The minimum qualifications required are:
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
The minimum qualifications required are:
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)
o (S)He should be proficient at English & Hindi language
9. System Administrator
The minimum qualifications required are:
o (S)He should have a graduation degree in Engineering with Information Technology / Computer
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
o (S)He should be proficient at English & Hindi language
10. Network Administrator
The minimum qualifications required are:
o (S)He should have a graduation degree in Engineering with Information Technology / Computer
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.
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o (S)He should be proficient at English & Hindi language
11. Back-up Administrator
The minimum qualifications required are:
o (S)He should have a graduation degree in Engineering with Information Technology / Computer
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
o (S)He should be proficient at English & Hindi language
12. Security Administrator
The minimum qualifications required are:
o (S)He should have a graduation degree in Engineering with Information Technology / Computer
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
o (S)He should be proficient at English & Hindi language
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
o (S)He should be proficient at English & Hindi language
14. Trainer
The minimum qualifications required are:
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.
o (S)He should be proficient at English & Hindi language
15. Handholding
The minimum qualifications required are:
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
o (S)He should be proficient at English & Hindi language
16. Helpdesk
The minimum qualifications required are:
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.
o (S)He should be proficient at English & Hindi language
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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
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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
12 Pendency Statements based on period given
13 Statistical reports
14 Age wise Pendency
15 Status Reports
16 Officer wise pendency
17 Workflow based movement of files
18 Case Status History
19
Registration Under Rule 45
Registration Statistics region wise
20 Search on various parameters
21 Pendency Statements based on period given
22 Statistical reports
23 Age wise pendency
24 Suspension/revoke of Registration
25 Region wise pendency and approvals
26 Workflow based movement of files
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
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Sr # Module Report name and description
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
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Sr # Module Report name and description
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.
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Sr # Module Report name and description
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
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Sr # Module Report name and description
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
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Sr # Module Report name and description
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
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Sr # Module Report name and description
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.
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Sr # Module Report name and description
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.
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Sr # Module Report name and description
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
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Sr # Module Report name and description
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
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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
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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.
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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.
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B
Technical Formats
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Annexure B - I: Technical Bid Letter
To
Controller General,
INDIAN BUREAU OF MINES
INDIRA BHAWAN, CIVIL LINES,
NAGPUR- 440 102
E-mail: [email protected]
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.
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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
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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)
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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)
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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
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S.
No Manpower Type
Number of
Resources
proposed
Availability
Duration
Names of
Proposed
Resources
1 Skill 1
2 Skill 2
3 Skill 3
4 ...
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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.
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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
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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. …….
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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.
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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.
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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
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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
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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)
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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
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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:
(Signature of the Bidder)
Printed Name
Designation
Seal
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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
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2.2. Detailed project description
Sr. No. Items Details
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
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Sr. No. Items Details
Documentary Proof and necessary details
Date:
Place:
Business Address:
(Signature of the Bidder)
Printed Name
Designation
Seal
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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
Subject: Selection of an Implementation Agency for design, development, maintenance and operations
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:
(Signature of the Bidder)
Printed Name
Designation
Seal
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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.
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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:
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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:
(Signature of the Bidder)
Printed Name
Designation
Seal
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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:
(Signature of the Bidder)
Printed Name
Designation
Seal
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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:
(Signature of the Bidder)
Printed Name
Designation
Seal
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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
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C Financial Formats
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Annexure C - I – Financial Bid Letter
Financial Bid Letter
To
Controller General,
INDIAN BUREAU OF MINES
INDIRA BHAWAN, CIVIL LINES,
NAGPUR- 440 102
E-mail: [email protected]
Phone No. +91 712 2545570
Sir,
Subject: Selection of an Implementation Agency for design, development, maintenance and operations
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.
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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.
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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:
(Signature of the Bidder)
Printed Name
Designation
Seal
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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
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D
Bid Submission &
Evaluation
Mechanism
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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.
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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.
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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.
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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.
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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
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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
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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
Past Experience (quality & relevance of experience) 520
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
Past Experience (quality & relevance of experience) 440
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
Past Experience (quality & relevance of experience) 336
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
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* 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
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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
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E Service Level
Agreement (SLA)
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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
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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
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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.
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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.
-
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Measurement Definition Target Severity
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%
during prime business
hours
or
>= 95.0% to <96.0% up
time measured on a
weekly basis.
Please note that
continuous downtime
of every 2 hours would
raise the severity by
one level.
6
>=98.0% to 99.0%
during prime business
hours
or
>=92.5% to <95.0% up
time measured on a
weekly basis.
Please note that
continuous downtime
of every 2 hours would
raise the severity by
7
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Measurement Definition Target Severity
Level
one level.
>=96.0% to 98.0%
during prime business
hours
or
>=99.0% to 99.5%
during prime business
hours
or
>=90.0% to <92.5% up
time measured on a
weekly basis.
Please note that
continuous downtime
of every 2 hours would
raise the severity by
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 – Maintenance 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
measured on a weekly
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
measured on a weekly
7
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Measurement Definition Target Severity
Level
Measurement Tool: Reports from EMS
and SLA monitoring tool
basis
3. Availability of EMS at
the active site. (DC site
only)
Uptime = {1 - [(EMS downtime) / (Total
Time – Maintenance Downtime)]}
Total Time shall be measured on 24*7
basis.
Downtime shall be measured from the
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.
Further any downtime for maintenance
during the 24*7 timeframe shall be with
prior written intimation to the Purchaser
Minimum 98 % up time
measured on a weekly
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
measured on a weekly
basis
7
4. Availability of Audit Log
at the active site. (DC
site only)
Uptime = {1 - [(Audit Log downtime) /
(Total Time – Maintenance Downtime)]}
Total Time shall be measured on 24*7
basis.
Downtime shall be measured from the
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.
Further any downtime for maintenance
during the 24*7 timeframe shall be with
prior written intimation to the Purchaser
Measurement Tool: Reports from EMS
and SLA monitoring tool
Minimum 98 % up time
measured on a weekly
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
measured on a weekly
basis
7
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5.3. Deleted
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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
administrator type and
calculated on a monthly
basis
5
>=90 % to < 95% for each
administrator type and
calculated on a monthly
basis
6
< 90 % for each
administrator type and
calculated on a monthly
basis
7
2. Availability for
Facility
Management and
Handholding Staff
at user locations
[(Total number of man-days
available for a month) / (Agreed
Total number of man-days in a
month)] *100
Measurement Tool: SLA
monitoring tool
>= 98% calculated on a
monthly basis
-
>=95 % to < 98%
calculated on a monthly
basis
5
>=90 % to < 95%
calculated on a monthly
basis
6
< 90 % calculated on a
monthly basis
7
3. Availability of
Resources for Help
Desk at user
locations
[(Total number of man-days
available for a week) / (Agreed
Total number of man-days in a
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
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Measurement Definition Target Severity Level
Care Group are unavailable. This
may lead to Severity Level 8
penalty at the discretion of the
Purchaser.
Measurement Tool: SLA
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
Measurement Tool: SLA
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.
Measurement Tool: SLA
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
Measurement Tool: SLA
monitoring tool
3 instances of delay in a
quarter
-
>3 instances of delay in a
quarter
5
Training
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Measurement Definition Target Severity Level
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
Measurement Definition Target Severity Level
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)
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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
2. Severity 2 85% 90 Minutes 6 Hours
Within 4 Hours
and every 3 hours
thereafter
8 Hours from
acknowledgement
80% rising to
85% within first 6 months
of rollout
3. Severity 3 90% 60 Minutes 4 Hours
Within 2 hour and
every hour
thereafter
6 Hours from
acknowledgement
85% rising to
90% within first 6 months
of rollout
4. Severity 4 95% 60 Minutes 2 Hours
Within 2 hour and
every hour
thereafter
4 Hours from
acknowledgement
90% rising to
95% within first 6 months
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
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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
Measurement Definition Target Severity
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
-
Resolution of 98 % of the total calls
within 1 working day of logging the call
2
Resolution of 98 % of the total calls
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
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Measurement Definition Target Severity
Level
call log of the complaints at IT Help
Desk
5.8. Help desk services
Measurement Definition Target Severity
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.
Measurement Tool: System generated
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
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Measurement Definition Target Severity
Level
Measurement Tool: System generated
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
to be resolved within 3
working days
4
>= 95% to < 97% calls 5
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S.No. Measurement Definition
Severity
Level of
Bugs
Target Severity
Level
to be resolved within 3
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
to be resolved within 4
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
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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:
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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.
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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.
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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.
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F
Additional
Requirements/ Pro-
forma
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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
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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
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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.
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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
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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
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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.
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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
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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:
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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
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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
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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
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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
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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.
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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.
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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
INDIAN BUREAU OF MINES
Witness
1.
2.
BIDDER
Chief Executive Officer
Witness
1.
2.
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G Payment
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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
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H Check-list of
documents to be
submitted
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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,
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S. No. Description Compliance
(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
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S. No. Description Compliance
(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
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I Requirements
Specifications
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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.
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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.
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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.
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J Financial Bid
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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.
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K IBM Circulars
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Annexure K – I: IBM Circulars i. Circular No. 2/2010
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ii. Circular No. 1/2014