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Clarifications/Modifications to the RFP on the examiner life cycle management system, pursuant to the discussions had at the Pre Bid Meeting held on 9th February 2015.
February, 13th 2015
Clarifications/Modifications to the RFP on Examiners Life Cycle Management System, arising out
of the discussions had at the Pre Bid Meeting held on 09th February 2015

 Page   Existing                                        As amended
  No
  4     Last date and address for submission of bids    Last date and address for submission of bids
        On or before 2.00 p.m. on 17th February         On or before 2.00 p.m. on 20th February 2015.
        2015. Address for submission of bid-            Address for submission of bid-
        Deputy Secretary (Exams)                        Deputy Secretary (Exams)
        The Institute of Chartered Accountants of       The Institute of Chartered Accountants of India
        India                                           ICAI Bhawan, C-1, Sector-1, NOIDA 201 301
        ICAI Bhawan, C-1, Sector-1, NOIDA 201
        301
   4    Opening of technical bids:                      Opening of technical bids:
        At 3.00 p.m. on 18th February 2015 at           At 3.00 p.m. on 23rd February 2015 at
        ICAI Bhawan, C-1, Sector 1, NOIDA 201           ICAI Bhawan, C-1, Sector 1, NOIDA 201 301
        301
   4    Rate quoted should be:                          Rate quoted should be :
        One time registration cost:                     One time development charges:
        For maintenance of examiners' records           For developing the web enabled software
        through the life cycle of the examiner in the   application for the portal for handling the
        examination process-as unit cost per person.    activities mentioned in the scope of work
        Transaction Processing costs ( For              Maintenance Charges per exam cycle:
        processing of transactions in each exam         For maintaining the software application from
        cycle )- as unit cost per person ( with break   exam to exam -as unit cost per active examiner
        up for different stages/tasks of the process)   ( with break up for different stages/tasks of the
                                                        process i.e., online empanelment form,
                                                        empanelment letter,           offer, acceptance,
                                                        appointment, allotment, marks entry, bill
                                                        submission, upgradation, removal, resting etc
   5    Last date, time and address for submission      Last date, time and address for submission of
        of tenders                                      tenders
        17th February 2015 up to 2.00 p.m.              20th February 2015 up to 2.00 p.m. addressed to
        addressed to                                    Deputy Secretary (Exams)
        Deputy Secretary (Exams)                        The Institute of Chartered Accountants of India,
        The Institute of Chartered Accountants of       ICAI Bhawan, C-1, Sector-1, NOIDA 201 301
        India,
        ICAI Bhawan, C-1, Sector-1, NOIDA 201
        301
   5    Date of opening the Technical Bid (Cover-1)     Date of opening the Technical Bid (Cover-1)
        The Technical bids shall be opened in the       The Technical bids shall be opened in the ICAI
        ICAI office at C-1, Sector 1, NOIDA 201         office at C-1, Sector 1, NOIDA 201 301 at 3.00
        309 at 3.00 p.m. on 18th February 2015 or       p.m. on 23rd February 2015 or any other date
        any other date as per discretion of the ICAI    as per discretion of the ICAI as notified even if
        as notified even if bidders are not present.    bidders are not present.

   8    The bidder should have average annual           The bidder should have average annual turnover
        turnover of at least Rs. 100 Crores (Rupees     of at least Rs. 100 Crores (Rupees one hundred
        one hundred Crores only) during last three      Crores only) during last three financial years.
        financial years. Only the professional fees     Only the professional fees towards consultancy
     towards consultancy work/services provided    work/services provided will be accounted for.
     will be accounted for. Copies of the P&L      Copies of the P&L Account and Balance Sheet
     Account and Balance Sheet duly certified by   duly certified by a Chartered Accountant must
     a Chartered Accountant must be enclosed       be enclosed with the tender.
     with the tender.                                                    AND
                          OR                       The Bidder should have CMMI Certification
     The Bidder should have CMMI Certification     (Level 4 and above).
     (Level 4 and above).
10   Development of web enabled software           A. Development of web enabled software
     application which would handle the            application which would handle the following
     following activities:                         activities:

        ·   On-line submission of application         · On-line submission of application for
            for empanelment as examiners,               empanelment as examiners, round the
            round the year                              year
         ·  Hosting the data of empanelled          · Hosting the data of empanelled
            examiners                                   examiners
         ·  Hosting offer letters for each exam     · Hosting offer letters for each exam
            Receiving acceptance/s online along     · Receiving acceptance/s online along
            with Declaration                            with Declaration
         ·  Hosting appointment letters for each    · Hosting appointment letters for each
            exam                                        exam
         ·  Hosting details of assignments          · Computation of allotment of answer
            allotted                                    books to the examiners
         ·  Submission of reports/bills             · Hosting details of assignments allotted
         ·  Payments of bills                       · Handling regrets and redistribution of
         ·  Performance appraisal                       assignments
         ·  Updating the data base with details     · Hosting details of checkers allotted to
            of resting/removal or upgradation           each examiner
            etc, as also alerts as required by      · Uploading by examiners of marks
            ICAI                                        awarded by them
         ·  Online updation of educational          · Submission of reports/bills
            qualifications, contact details etc     · Updating the data base with details of
            Generation of various MIS reports           resting/removal or upgradation etc, as
         ·  Communication with the examiners            also alerts as required by ICAI
            -E-mail and SMS integration             · Online        updation     of    educational
         ·  Any other work that is incidental           qualifications, contact details etc by the
            thereto                                     examiners themselves
         ·  Capture the work requirements in        · Generation of various MIS reports
            consultation with ICAI.                 · Communication with the examiners -E-
                                                        mail and SMS integration
                                                    · Any other work that is incidental thereto
                                                    · Capture the work requirements in
                                                        consultation with ICAI.
12   The Financial bid shall be in two parts: a) The Financial bid shall be in two parts:
     One time Registration charges and (b) a) One time development charges and (b)
     Processing charges for each exam cycle Maintenance charges for each exam cycle
     (quoted as rate per examiner)               (quoted as rate per active examiner)
  13      Date & Time of opening of Bids: Technical     Date & Time of opening of Bids: Technical Bid
          Bid shall be opened on 18th February 2015     shall be opened on 23rd February 2015 at 3.00
          at 3.00 p.m. and the date and time of         p.m. and the date and time of opening of
          opening of Financial Bid shall be             Financial Bid shall be communicated to the short
          communicated to the short listed bidders.     listed bidders.




  23      One time registration charges                 One time development charges:
                                                        For developing the web enabled software
                                                        application for the portal for handling the
                                                        activities mentioned in the scope of work .
  23      Maintenance charges per exam cycle            Maintenance Charges per exam cycle:
                                                        For maintaining the software application from
                                                        exam to exam -as unit cost per active examiner
                                                         ( with break up for different stages/tasks of the
                                                        process i.e., online empanelment form,
                                                        empanelment letter,           offer, acceptance,
                                                        appointment, allotment, marks entry, bill
                                                        submission, upgradation, removal, resting etc

Brief background:

   1. Empanelment will be open throughout the year.
   2. The work relating to each exam cycle may be spread over 5 months say from March to July and
      from September to January.
   3. A master panel of examiners and an exam wise panel of examiners( who are eligible and who
      accept the assignment) is envisaged.

Fresh applicants

   4.    A fresh applicant will fill the empanelment form online.
   5.    Applicant will upload photograph and signature also, online.
   6.    He will take a print out, affix their photographs, sign and send to ICAI.
   7.    The agency will provide data monthwise, of all applications received through the portal and give
         us a report in the prescribed format.
   8.    All approvals and rejections will be hosted.
   9.    The photographs and signatures of all those approved will be scanned and uploaded in data base,
         soon after the approval.( in case the photograph and signature uploaded online, lacks clarity)
   10.   All those approved will be able to print their empanelment letter from the site.
   11.   They should be able to access the portal and check the status of their application at their
         convenience.

Existing Examiners

   12. Existing examiners will also be advised to fill the online form. This will be a one time exercise.
       No migration of data from the existing date base is envisaged.
   13. They will also upload photographs and signatures, online.
   14. They will be required to take a print out, affix their photographs and signatures and send to ICAI.
   15. The service provider will be required to scan the photographs and signatures and upload in the
       data base( in case the photograph and signature uploaded online, lacks clarity). Thus a master
       panel will have to be prepared.
   16. Those in the master panel will be given a Unique Identification Number and advised of their user
       ID and password.

Others clarifications:

   ·   All source codes shall be submitted to ICAI after the application goes into production. Any
       modification thereof will also be provided to ICAI periodically. All IPR rights will be with ICAI.

   ·   Service Provider will build, integrate and maintain the data base of candidates from one exam
       cycle to another so that it will be in a position to provide such reports, including those across
       exams, that may be required by ICAI from time to time. Indicative number of reports that may be
       required will be around 30, based on past experience. However, the number may undergo
       change, depending on the evolution of the project.

   ·   The software application will have to be security audited by an agency on the panel of NIC, after
       developing the same and before using it. The application will have to be security audited
       thereafter every year in the month of March. The costs of such security audit/s( both initial and
       annual) will be borne by the service provider.




   ·   Host the on-line application at a Data Center ( Category III or above) and provide the URLs of
       the application, for access through internet. The vendor should have 24*7 access to servers
       allocated to us.

 
 
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