Bids Are Invited For Custom Bid For Services - REQUEST FOR PROPOSAL FOR E-PROCUREMENT SERVICES - Tender for E-tendering Services - Broadly the Service Model of the e-Procurement solution shall automate the entire tendering cycle of procurement / contract at all stages till the finalization and award. The scope of eProcurement solution system is as follows: • To implement internet based e-Procurement system, for material procurement and works contract in HUDCO for all tenders of value more than 10 lacs. • To maximize integration in procurement process from Indent Creation to Order Placement and all Post Order activities including payment processing. • Implementing a ‘Pilot Project’ for e procurement system, customization and final roll out. • Registration of vendors • Digital signatures for Hudco officials from Govt. approved authorities. - Training to Users, Systems Administrators, Vendors - a) User and System administration training to officials of HUDCO. This will include but not limited to comprise of the following: •Familiarization and overview of application to HUDCO officers. •Familiarization with Role based access and action privileges •All system administration related tasks. b) Modalities for vendors, suppliers and contractors training/support who will participate in HUDCO e-procurement process , Whether the solution is capable of providing : Tender work Flow System should support call of open tenders both domestic and international System should support rate contract System should support single/multiple envelope bidding System should support limited tenders where only limited suppliers can bid System should support international competitive bidding System should support conversion rate for currency System should support downloading of tender document free of cost / or on payment of fees for tender document, as the case may be, Tender staging, System should support tender with or without document fees/EMD System should have inbuilt check which ensures incomplete bids are not accepted Tender Key Dates System should capture key dates for each and every stage such that bidding/events can happen only during allowed period and not before or after schedule date Tender Approval Only authorised employees of the Hudco can approve/reject tender notice Tender Notice should be digitally signed at the time of approval Hudco should have a facility to view tender notice before approving it Tender notice once approved can only be modified by floating a corrigendum All documents uploaded should be digitally signed On line pre bid meeting Should allow Hudco to stage a public pre bid meeting Should allow Supplier to view questions posted by other Suppliers Does not allow supplier to post questions after pre bid meeting Allow minutes of meeting (MOM) to be uploaded Payment Gateway , if integrated by HUDCO System should support both on line payment gateway and offline payment instruments like IPO , D.D etc Supplier should have facility to accept or reject payment Facility to extend payment gateway for collecting security deposit Supplier Registration & Administration System should allow supplier registration facility both manually and automatically Hudco should be allowed to reject a supplier/blacklist a supplier Hudco can enlist supplier under different classes for archieval purpose, classification according to specialization , trade etc Bid Opening – Approval Tender Opening links does not get activated before due date and time. Officers of the Hudco have to give approval to open the bid after due date and time have lapsed to open the Tender and Tender opening link is visible. Unless the authentication of all officers of the Hudco Tender Committee is done, the electronic sealed Tender box cannot be opened System should support co-signing facility i.e. the remarks can be given by 2 or more of Hudco’s officers and the same can be digitally signed by both officers with their respective Digital Certificates In case of multi envelope Tender, unless the first stage (envelope) is completed, the second stage (envelope) cannot be opened As a stage gets completed the comparative chart of Suppliers gets auto generated. Rejected Supplier does not qualify for next round (envelope) automatically. System should allow Hudco to view the Bid submitted by Individual Supplier. System should allow the Hudco to view Bid of 2 or more Suppliers – Financial comparative System should allow the Hudco to generate comparative of select fields as desired dynamically, or as required. System should support a facility such that comparative chart can be generated for selected vendors, in rows and columns as desired by Hudco System should support online Tender Opening where Suppliers can participate online from their respective offices Site Security Our website uses 128 Bit SSL encryption Website should have Digital Certificate based login for both Hudco and Suppliers All password is stored in the database and not the actual form All events, remarks, bids, activities performed in the website should be digitally signed All Tenders should be stored in encrypted fashion and encrypting is done using Digital Certificates only and not using any proprietary tools. Electronic Tender box should be time stamped such that it cannot be opened before due date and time. Sever Time should be mapped with Global Time Servers and time synchronization happens at frequent intervals System should have necessary anti virus software and should be updated daily or frequently as required System should have necessary Firewall / intrusions detection software be installed System should be hosted on a dedicated branded servers and the same infrastructure is not used for any other purpose other then e-Procurement activities. System tracks IP and maintain log of the same for each and every user a) System does not allow a user to log in simultaneously from 2 or more computers with same Login ID & password. b) System should have check to ensure that Digital Certificate can be mapped & used for only 1 Login ID . System should support all licensed Certifying Agencies Digital Certificates Bids when finally submitted i.e. when dropped in electronic Tender box should be digitally signed by Supplier Digital Certificate & encrypted using Hudco Public Key System should have provision such that a User once blocked, cannot access the website till his Login ID is not de-Blacklisted. System does not allow expired, revoked, unlicensed Digital Certificate System should have a provision such that Admin can access the server from only 1 IP Audit Trail System tracks Login & Logout Time of each and every user and maintain a log of the same System tracks each and every page a user Visits and maintain the log of the same System tracks the web statistics as how many visitor visited, pages viewed on daily basis System is also able to generate Database Access Report for a period as required System is also able to generate FTP Access Report for a period as required System will by default log all Intrusion Attempts and alert the Administrator System maintains Server Up Time and Down Time log Tender History of entire Tender cycle For every Tender that is completed; the system generates the entire history of the Tender cycle such that it can be copied/printed by the Hudco Actual Tender Notice, Date of Publishing & name of person who published it, Date of Approval & Name of user who approved it No. of times a Tender should have been viewed Content promotional mail sent and name of suppliers Tender Document Uploaded For Post tendering, the solution shall facilitate: Generation and submission of standard reports which would be required by HUDCO for analyzing historical data in terms of the bid history, supplier login, compliance statement, price break-up etc. Comprehensive report with other data like price break-up etc immediately after opening of financial Bid. Online award of contract by HUDCO. Date of publication and name of Hudco’s representative who approved it No of times a document should have been downloaded Name of Suppliers who have downloaded & Date, Time & IP from where it was downloaded Corrigendum Notices, Date and time of Corrigendum Notice, name of Hudco’s representative who approved it Question asked and by whom, & answers given & by whom, Minutes of Pre Bid, Notices etc if uploaded should be available . No of Bids received, name of suppliers and time of receipt. Name of Hudco’s representative who opened the Tender and date of opening Schedules as Filled by individual Supplier Document uploaded by Supplier Comparative Statement of all Schedules filled by all Suppliers MIS Report, as generated by Hudco List of Suppliers who were accepted and rejected at various stages of tendering like Pre bid , EMD Round, Technical Round, Financial bid Round List of Suppliers who participated in online Tender opening & their attendance Date of LOI Login & Logout Report, Admin Access report Queries posted to support desk & Indent notice details, if applicable Customer Help Desk All queries posted online, related to system should be responded within the time frame as per the SLA agreement System should have provision such that queries received in Offline manner – Fax, courier, email, and phone can also be entered online System should have provision to generate the Daily, Weekly, Monthly MIS report of customer queries received & solved Hudco Registration Module System should have facility to create sub domain for HUDCO System should have facility such that different sub domain can have different hierarchy and the same can be added by Hudco on his own. All Tenders floated on different sub domain gets reflected on main site System should have Single Sign On facility for all user System should have facility such to map 2 or more officers for a Tender such that only they can open, view, manage that e-Tender during its entire cycle & System should have the facility to map the finger print of the Hudco’s representative General Features System should have a dashboard facility for Hudco & Suppliers such that they can manage all the activities and links on one page System should have a wizard facility for each and every module System should have online help manuals/tutorials There must be facility in the system that as per RTI regulation general citizen can view tenders floated and at what rate the product/service was procured from Supplier. , Deliverables - •Policies & Guidelines, work flow diagram for Production Environment •Role based user manual for HUDCO users , system administrators •User manual for suppliers, vendors, contactors etc. • Activity logs and Uptime reports MIS of successful / unsuccessful tenders during year, Features - 1 A separate main domain shall be created for HUDCO’s e-Tendering home page 2 The hosting server for e-procurement solution shall be located in India. 3 User friendly, flexible, scalable and robust with dynamic work flow. 4 Enable both the sender and the receiver to interpret each and every data element precisely. 5 Controlled access to tenders using passwords, user profiles and permissions 6 Central storage of documentation 7 Workflow functionality which routes documents to appropriate people or alerts individuals of actions in the system 8 Collaboration facilities enabling a number of people to work on creating NIT document or to evaluate tenders 9 Automated evaluation of tenders and award notification 10 Tools to assist the pre-qualification of suppliers 11 Capability to easily accommodate procedural/ statutory changes likely to occur with time. 12 Provide a highly secure environment for tender bidding and transaction processing. 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