Pondicherry Electronics Limited

Pondicherry Electronics Limited

PONDICHERRY ELECTRONICS LIMITED

60 ROMAIN ROLLAND STREET, PONDICHERRY 605 001.

No.PELECON/SEC/2001 Date:17/12/2002

Notice Inviting Tender

For and on behalf of Pondicherry Electronics Ltd., tenders are invited for Software Development for Election Management Information System for State Election Commission, Pondicherry, in a sealed cover superscribed with “Pelecon - Tender for Software development for Election Management Information System for SEC’. Interested parties may purchase the Tender document from the office of the undersigned on payment of Rs.250/- (including sales Tax), upto 4.30 p.m. on 31/12/2002. The Last date for submission of Tender shall be 5.00 p.m. of 03.01.2003 and same will be opened on 03.01.2003 at 5.05 p.m. by the Tender Committee in the presence of bidders present in this office. The outline of the project is enclosed for reference. The Tender should adhere the following terms & Conditions.

TERMS AND CONDITIONS:-

1) Price: Price quoted should be inclusive of original Source Code , Training, Mock Election, necessary Manpower Deployment in all regions of Pondicherry during implementation of the software as per the format enclosed. The quantity column shown in the tender schedule is only approximate and this will be adopted for comparing the tenders received and arriving at the lowest. However, the payment will be made to the actual quantities executed at the unit rates quoted by the bidder.

2) As per the System Requirement Study, there will be about 77 input forms, 92 output forms, 70 data tables and other related user friendly menus and password protected data processing for the system. The above requirements may increase or decrease on development process of system.

3) Payment: Payment will be made by cheque after satisfactory performance of the complete installation & implementation of all phases and handing over of all software source code.

4) Validity: Your offer should be valid for 45 days from the due date of the Tender.

5) Delivery and Installation: The system should be delivered at State Election Commission, Pondicherry within fifteen days of issue of our supply order.

6) Warranty: One year on site warranty from the date of final installation.

7) Tender should be accompanied by brochures & technical write-ups.

8) Earnest Money Deposit (EMD) for Rs.5,000/- (Rupees five thousand only) in the form of Banker’s Cheque or Demand Draft drawn in favour of M/s. Pondicherry Electroncis Ltd payable in Pondicherry should enclosed with the tender. Tender without EMD will summarily be rejected.

8) Sales Tax/Excise duty or any Taxes where legally leviable and intended to be claimed from the purchaser should be distinctly shown along with price quoted. Where this is not done no claim of Sales Tax/Excise duty will be admitted at any later stage and on any ground whatsoever.

9) Tender which are not received in sealed covers and not complying with the above instructions are liable to be rejected. Tenders received in anyother format than the specified one will be rejected.

10) The Successful Company has to enter into agreement to execute the project. If the company fails to execute project in stipulated time, penalty will be levied at the rate of 0.05 per cent per day and deducted from the payment to be made.

11) 10% of the Bill amount will be retained till the warranty period expires or a suitable Bank Guarantee has to be furnished for the above amount.

12) Necessary technical staff should be provided for Mock Election for testing the software should be provided to all the regions of Union territory of Pondicherry like Karaikal, Mahe, Yanam and Pondicherry. No TA/DA and accommodation will be provided.

13) Necessary Man power deployment during Polling and Counting phases for assisting in Data processing, trouble shooting in software should be provided for all regions of Union Territory of Pondicherry. No TA/DA and accomodation will be provided.

14) The undersigned reserves the right to reject any one of or all the tenders received without assigning any reasons thereof.

EXECUTIVE DIRECTOR.

Out line of proposed project for Software Development for Election Management Information System for State Election Commission, Pondicherry.

Pondicherry Electronics Ltd (PELECON) is an Undertaking of Government of Pondicherry and Subsidiary unit of Pondicherry Industrial Promotion Development & Investment Corporation Ltd (PIPDIC). PELECON is acting as State Level Agency for various departments of Government of Pondicherry.

It is proposed to appoint consultants and solution providers for a project for Software Development for Election Management Information System for State Election Commission, Pondicherry.

State Election Commission (SEC), Pondicherry is an autonomous body for conducting Elections for Civic Bodies like Municipality, Commune Panchayats and Village Panchayats in the Union Territory of Pondicherry. The proposed project is to computerise Election Management Informations on on-line basis as per the guidelines to be provided by the SEC and make available Election Information at the press of a button.

The following outline of the project envisages the scope, requirement and specifications of Computerisation of Election Management Information System of SEC.

Executive Summery:

Union Territory of Pondicherry spreads over 4 regions of Pondicherry, Karaikal, Yanam and Mahe.

Elections for Civic Bodies like Municipalities, Commune Panchayats and Village Panchayats are conducted by the SEC, Pondicherry in the Union Territory of Pondicherry. The Elections for vaious posts are conducted as follows:

For Municipalities - 5 Nos:

Chairman Direct Election

Vice Chairman Indirect Election

Municipal Councilors Direct Election

For Commune Panchayats - 10 Nos:

Chairman Indirect Election

Vice Chairman Indirect Election

Council Members Direct Election

For Village Panchayts - 98 Nos:

Presidents Direct Election

Vice Presidents Indirect Election

Ward Members Direct Election

Stages of Election:

Various information flows on the following stages in the Civic Bodies Election:

Election Notification - Announcement of Elections

Nomination - Filing of nominations by interested

candidates

Withdrawal of Nomination- Withdrawal of Nominations by Candi

dates.

Scrutiny - Verification of nominations and

allotment of symbols

Appointment of Election - Various officers are appointed from

conducting personnel various

departments of Government of

Pondicherry for conducting the

Election.

Polling - Casting of votes

Counting - Counting of the votes

Results - Announcement of the Poll results.

Software Requirement:

Software modules contains master & transaction data tables, entry forms, processing programs, outputs, user friendly menus and password security for the above said stages are required as detailed below:

Municipal Election - Stautory forms:

Notice of Nomination.

List of validly Nominated Candidates.

Notice of Withdrawal of Candidates.

List of contesting Candidates.

Final result sheet.

Return of Election.

Certificate of Election.

Municipal Election - Non-Stautory forms:

Notice for the allotment of symbol.

Notice to candidates or their election agents regarding the date, time and place of counting.

List of Polling stations for election of member to ward number of municipal council.

Order of appointment of presiding officer - Non Electornic Voting Machine.

Order of appointment of Presiding Officer - Electornic Voting Machine

Order of appointment of Poling officer.

Panchayat Elections - Statutory Forms

List of Nominations received.

List of contesting candidates for election.

Counting Report.

Return of Election.

Declaration of the result of Election.

Result of Election.

Panchayat Elections - Non Statutory Forms

Notice of allotment of symbol.

Notice to candidates or ther election agents regarding the date, time and place of counting.

List of Polling stations for election of member to ward number of municipal council.

Order of appointment of presiding officer - Non Electornic Voting Machine.

Order of appointment of Presiding Officer - Electornic Voting Machine.

Order of appointment of poling officer.

Execution of the Project:

The above said project should be executed on the following phases as Turnkey solution and whatever the solutions required on time to time. Also, necessary required back-end and front-end software should be indicated.

Data Preparation.

Hardware Consultancy.

Network Configuration.

Website Consultancy.

Website Construction.

Application Software.

PONDICHERRY ELECTRONICS LIMITED

60 ROMAIN ROLLAND STREET, PONDICHERRY 605 001.

No.PELECON/SEC/2001

Tender Schedule for Software Development for Election Management Information System

for State Election Commission, Pondicherry.

Name & Address of the bidder:

S.No. Description Measurement Approximate RateRate TotalTotal

of units Quantityper per Amount Amount

unitunitin figuresin words

in figuresin words

Rs.Rs.

1) Data Preparation –

Fresh Entries in EnglishPer record1,000

2) Hardware Consultancy Lump sumL.S

3)Network Configuration

Intranet and internet

(Installation & implementation

and Testing in all regions of

Pondicherry)

- Servers Per Server1

- Clients Per client10

4) Web Site Consultancy Lump sumL.S

Contd.. 2….

-/2/-

5)Web Site Construction and

maintenance for one year

(Inclusive full source code)

-Web page designing and

hosting (All kinds of pages

like HTML, ASP and etc). Per page100

6)Development of Application

software (inclusive of full

source code) (modules

contains master

& transaction data tables,

entry forms, processing

programs, outputs, user

friendly menus and

password security)

-Creation and future

modification of

data table Per Table70

-Creation and future

modification of user

friendly Data Entry forms Per form77

-Creation and future

modification of

Output form. Per form92

7)Sales Tax/Excise duty or any

Taxes where legally leviable

Total

Software Maintenance Per year percentage on cost.

Contract after expiry of

Warranty for item No.5

& 6.

Date: Seal & Signature of the bidder

Place: