Request for Proposal

Design, Development, Implementation &

Support of Web Portal , Dispatch
Management and Disciplinary Action
Management System [DAMS] for
Directorate of Chief Inquiry
Commissioner, GAD , GoB

Published By
Directorate of Chief Inquiry Commissioner
General Administration Department
Patna – 800001
Request for Proposal
Design, Development, Implementation &
Support of Web Portal , Dispatch
Management and Disciplinary Action
Management System [DAMS] for
Directorate of Chief Inquiry
Commissioner, GAD , GoB

Published By
Directorate of Chief Inquiry Commissioner
General Administration Department
Patna – 800001
 Table of Contents
1 Fact Sheet ............................................................................................................... 4
2 Tendering Process .................................................................................................. 4
3 Definitions & interpretation ................................................................................... 6
4 Project Background ................................................................................................ 7
5 About Directorate of Chief Inquiry Commissioner ................................................. 8
6 Instruction to Bidders ............................................................................................. 8
6.1 Invitation to Bid ............................................................................................... 8
6.2 Pre-Bid Meeting & Clarifications ..................................................................... 9
6.3 Cost of bidding ............................................................................................... 10
6.4 Language of proposal..................................................................................... 10
6.5 Proposal Preparation ..................................................................................... 10
6.6 Currency of Proposal and Payment ............................................................... 10
6.7 RFP Document Fees ....................................................................................... 10
6.8 Proposal Validity ............................................................................................ 11
6.9 Consortium & Subcontracting ....................................................................... 11
6.10 Earnest Money Deposit (EMD) .................................................................. 11
6.11 Financial Bid ............................................................................................... 12
6.12 Disqualification........................................................................................... 12
6.13 Deadline for Submission of Proposals ....................................................... 12
6.14 Late Proposals ............................................................................................ 13
6.15 Right to Accept and Reject the Bid ............................................................ 13
6.16 Corrupt or Fraudulent Practice .................................................................. 13
6.17 Preparation of proposal ............................................................................. 13
7 Evaluation Criteria ................................................................................................ 14
7.1 Disqualification .............................................................................................. 14
7.2 Prequalification Criteria ................................................................................. 14
7.3 Technical Evaluation Criteria ......................................................................... 18
I. Normalized Technical Score (S-Tech) ............... Error! Bookmark not defined.
8 Term of Reference ................................................................................................ 22
8.1 Scope of Work ................................................................................................ 22
I. CMS-Based Website Development ................................................................... 22
II. Dispatch Management System.......................................................................... 23
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 III. Unified Disciplinary Action Management System (DAMS) ............................ 24
IV. Human Resource Deployment ....................................................................... 27
V. Training and Support ......................................................................................... 28
VI. Maintenance and Warranty .......................................................................... 28
8.2 Security Audit ................................................................................................. 28
8.3 Application Hosting ........................................................................................ 28
8.4 Application Maintenance............................................................................... 28
9 General Condition of Contract ............................................................................. 29
9.1 Project Timeline ............................................................................................. 29
9.2 Payment Terms .............................................................................................. 29
9.3 Application ..................................................................................................... 30
9.4 Relationship between parties ........................................................................ 30
9.5 Standards of Performance ............................................................................. 30
9.6 Applicable Law ............................................................................................... 31
9.7 Performance Bank Guarantee (PBG) ............................................................. 31
9.8 Termination of Contract ................................................................................ 31
9.9 Penalty ........................................................................................................... 31
9.10 Project duration, phases, and extension ................................................... 32
9.11 Change request management.................................................................... 33
9.12 Termination for Insolvency, Dissolution, etc. ............................................ 34
9.13 Termination for Convenience .................................................................... 35
9.14 Force Majeure ............................................................................................ 35
9.15 Taxes and Duties ........................................................................................ 35
9.16 Resolution of Disputes ............................................................................... 35
9.17 Clarification of Bids .................................................................................... 36
9.18 Confidentiality ............................................................................................ 36
10 Annexure – Proposal Formats .............................................................................. 37
10.1 Annexure T1- Covering letter ..................................................................... 37
10.2 Annexure-T2 (Non-Blacklisted Declaration) .............................................. 39
10.3 Annexure-T3 (Financial Bid) ....................................................................... 40

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1 Fact Sheet

S.N Particular Details

1. Name of the Client (RFP Director General cum Chief Inquiry
InvitingAuthority) Commissioner
2. MethodofSelection QCBS
3. Sale of RFP 14th March 2026
4. Lastdateforreceivingthepre-bidqueries 18th March 2026
via email
5. Pre-bidmeetingat Directorate of CIC 19th March 2026 , 04:00 PM
6. Publicationofcorrigendumonthewebsite [Link]
7. Lastdateandtimeforreceiptof 06th April 2026, 03:00 PM
proposals
8. DateandtimeofopeningTechnical 06th April 2026, 03:30 PM
Proposal
9. DateofTechnicalPresentation Will be intimated to successful bidders
10. DateandTimeofOpeningofFinancial Will be intimated to successful bidders
Proposal
11. CostofRFPDocument Rs. 5000/-
12. EarnestMoneyDeposit(EMD) Rs. 3,50,000/- as per section 6.10 of
bid document
13. Name of the Contact Officer Under Secretary , Directorate of Chief
Inquiry Commissioner
14. Submission of Proposal [Link]

Note: This document is not transferable.

All bidders are advised to check for any further clarifications and corrigendum related to this
RFP at the website [Link]

2 Tendering Process

e-Procurement Process – Instructions for Submission of Proposals

(Submission through Electronic Mode Only)

1. Bidders shall submit their bids/tenders exclusively through the State e-Procurement
portal at [Link].
2. To participate in the e-tendering process, bidders must possess a valid Class II or
Class III Digital Signature Certificate (DSC) and an e-Tendering User ID registered on
the e-Procurement portal. Bidders who already possess a valid DSC may use the
same. Otherwise, DSCs may be obtained from any authorized certifying agency.
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 Registration on the e-Procurement website is mandatory for obtaining the User ID
and for online bid submission.
Offline bids shall not be accepted by the Tender Inviting Authority for tenders
published on the e-Procurement platform.
3. Bidders shall submit their eligibility and qualification details, Technical Bid, and
Financial Bid in the prescribed online formats available on the e-Procurement portal
at the respective stages. Scanned copies of all relevant certificates, documents, and
supporting records required to establish eligibility and technical compliance shall be
uploaded on the portal.
All uploaded documents must be digitally signed by the bidder, thereby confirming
responsibility for their correctness and authenticity. Bidders shall ensure that all
mandatory documents, as specified in the tender notice and bid document, are
uploaded during the bid submission process.
4. All required documents must be uploaded in the appropriate sections of the
respective e-forms. Failure to upload documents in the prescribed locations shall
result in rejection of the bid.
5. The Tender Document Fee (TPF) shall be paid only through the e-Payment mode,
such as NEFT / RTGS / Net Banking / Credit Card / Debit Card.
6. The Earnest Money Deposit (EMD) may be paid either through online mode or
through manual mode in the form of a Bank Guarantee (BG) only as per section 6.10
of bid document.

Note:

Bids along with all required online payments must be submitted through the e-Procurement
portal [Link] on or before the date and time specified in the NIT/RFP.
The Department/Tendering Authority shall not be responsible for delays or non-submission
of bids or non-reconciliation of online payments due to internet connectivity issues, network
congestion, holidays, or any other reasons.

8. Opening of tenders shall be conducted online only through the e-Procurement portal.
9. Any corrigendum, amendment, or extension of dates shall be notified exclusively
through the e-Procurement website.
10. For assistance related to the e-tendering process, bidders may contact the e-
Procurement Help Desk at:

eProc 2.0 Help Desk

RJ Complex, 2nd Floor, Opposite Vidyapeeth Institute, Khajpura, Ashiana Road, P.S. -
Shastri Nagar, Patna 800 014, Bihar,Toll Free No.: 1800 572 6571
Email: eproc2support@[Link]

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 Alternatively, bidders may refer to the “Contact Us” section on
[Link].

3 Definitions & interpretation

a) Definitions

Unless the context otherwise requires, the following terms shall have the meanings
assigned to them below:

a) “RFP” means this Request for Proposal, including all schedules, annexures,
appendices, corrigenda, and amendments issued thereto.
b) “Tendering Authority” / “Authority” means the Office of the Director General–
cum–Chief Inquiry Commissioner (DG-cum-CIC), Government of Bihar, or any
officer or entity authorized to act on its behalf.
c) “Bidder” means any individual, firm, company, consortium, or legal entity
submitting a bid in response to this RFP.
d) “Selected Bidder” means the Bidder to whom the Letter of Award (LoA) is
issued by the Tendering Authority.
e) “Service Provider” means the Selected Bidder with whom the
Contract/Agreement is executed for execution of the Scope of Work under this
RFP.
f) “Consortium” means an association of not more than the permitted number of
entities jointly submitting a bid under this RFP, in accordance with the terms
specified herein.
g) “Contract” / “Agreement” means the legally binding agreement executed
between the Tendering Authority and the Selected Bidder pursuant to this RFP,
including all schedules, annexures, and amendments.
h) “System” means the Unified Disciplinary Action Management System (DAMS)
along with the Web Portal and Dispatch Management System, as defined in the
Scope of Work under this RFP.
i) “Scope of Work (SoW)” means the description of services, deliverables,
obligations, and responsibilities to be performed by the Bidder under this RFP.
j) “EMD” means Earnest Money Deposit submitted by the Bidder in accordance
with the provisions of this RFP.
k) “PBG” means Performance Bank Guarantee to be furnished by the Selected
Bidder in accordance with the Contract.
l) “LoA” means the Letter of Award issued by the Tendering Authority to the
Selected Bidder.
m) “Day” means a calendar day unless otherwise specified.

b) Interpretation

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 a) Words importing the singular shall include the plural and vice versa, unless the
context otherwise requires.
b) References to clauses, sections, schedules, or annexures shall mean references
to clauses, sections, schedules, or annexures of this RFP.
c) Headings are inserted for convenience only and shall not affect the
interpretation of any provision of this RFP.
d) Any reference to a law, rule, regulation, or guideline shall include any
amendment, re-enactment, or modification thereof.
e) In the event of any conflict or inconsistency between provisions of this RFP and
its annexures or schedules, the provisions of the main body of the RFP shall
prevail, unless expressly stated otherwise.
f) Any ambiguity in interpretation shall be resolved by the Tendering Authority,
whose decision shall be final and binding.

4 Project Background

The Government of Bihar, through the General Administration Department (GAD) and the
Directorate of Chief Inquiry Commissioner(DCIC), is responsible for overseeing disciplinary
proceedings, vigilance matters, and administrative enquiries against government servants
under applicable service rules.

Disciplinary proceedings under the Bihar Government Servants (Classification, Control &
Appeal) Rules, 2005 and the All India Services (Discipline & Appeal) Rules, 1969 involve
multiple stages, authorities, statutory timelines, and procedural safeguards. These
proceedings require meticulous adherence to prescribed processes, proper documentation,
timely decision-making, and maintenance of comprehensive records to withstand
administrative, audit, and judicial scrutiny.

At present, disciplinary cases are handled largely through manual processes, physical files,
and disparate records, leading to challenges such as delays in disposal, limited visibility of
case status, difficulty in tracking statutory timelines, challenges in retrieval of historical
records, and increased risk of procedural lapses. These challenges often result in audit
observations, administrative inefficiencies, and avoidable litigation.

In addition, the Directorate of the CIC is required to disseminate information through an

official web presence and manage a high volume of official correspondence and statutory
communications through inward and outward dispatch processes. The absence of an
integrated digital system for public information dissemination and dispatch tracking further
constrains operational efficiency and transparency.

In view of the above, the Government of Bihar proposes to implement an integrated digital
solution comprising:

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  a Unified Disciplinary Action Management System (DAMS) to digitize and manage
the complete lifecycle of disciplinary actions and proceedings;
 an Official Web Portal for information dissemination, transparency, and public
interface; and
 a Dispatch Management System (DMS) to manage, track, and audit inward and
outward official correspondence.

The proposed solution aims to establish a rule-driven, workflow-based, and secure digital
platform that ensures procedural compliance, enforces statutory timelines, improves
monitoring and accountability, strengthens record management, and supports informed
decision-making by competent authorities.

The implementation of this project is expected to enhance administrative efficiency,

improve transparency, reduce procedural errors, facilitate effective monitoring, and
contribute to the broader objectives of e-Governance and administrative reform in the State
of Bihar.

5 About Directorate of Chief Inquiry Commissioner

The Directorate of Chief Inquiry Commissioner (DCIC) functions under the General
Administration Department, Government of Bihar, as a specialized institutional authority
entrusted by the State Government with responsibilities relating to disciplinary and
administrative oversight. It is mandated to handle assigned disciplinary and inquiry matters ,
to coordinate with concerned departments and authorities in accordance with applicable
service rules and administrative instructions, and to monitor the disciplinary actions
throughout the state.

In the discharge of its functions, the Directorate processes sensitive official records,
communications, and case-related information, and interacts with multiple stakeholders
across the State administration. Operating within a well-defined administrative framework,
the Directorate adheres to established procedures, confidentiality protocols, and
hierarchical decision-making processes. Its mandate necessitates systematic record
management, controlled access to information, and timely coordination with relevant
authorities.
6 Instruction to Bidders

6.1 Invitation to Bid

The undersigned invites online bids through the e-Procurement Portal of the
Government of Bihar ([Link]) for the selection of an agency for the
design, development, implementation, and support of a Web Portal, Dispatch
Management System, and Disciplinary Action Management System (DAMS) for the
Office of the Director of Chief Inquiry Commissioner (DCIC).

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 The Request for Proposal (RFP) document may be downloaded from the e-
Procurement portal at [Link]. Bidders are required to submit their
Technical Bid and Financial Bid electronically through the e-Procurement portal on or
before the date mentioned in Section 1 of the bid document.

The tender document fee and Earnest Money Deposit (EMD) shall be paid as per the
details mentioned in the Section 2 of the Bid document.

Bidders are advised to regularly visit the e-Procurement portal for any corrigendum,
addendum, amendments, or updates related to this tender. Submission of bids
through email, fax, or any mode other than the e-Procurement portal shall not be
accepted.

Detailed information regarding the scope of work, technical requirements, eligibility

criteria, evaluation process, and prescribed formats for submission of Technical and
Financial Bids is provided in the subsequent sections of this RFP document.

6.2 Pre-Bid Meeting & Clarifications

I. Pre-bid Conference
a) Directorate of CIC , will hold a pre-bid meeting with the prospective bidders at the
Directorate of CIC, Patna , Date 19th March 2026 , 04:00 PM.
b) TheBidderswillhavetoensurethattheirqueriesforPre-Bidmeetingshould
reachtoEmail:dgcicbihar@[Link],onorbefore18th March 2026, 05:00 PM.
c) The queries should necessarily be submitted in the following format:
Name, Designation, Mobile Number & Email Address of the Bidder Representative
Sl# RFP Document Reference(s) Content of RFP Points of
(Section & Page Number(s)) requiring clarification
Clarification(s)

d) Directorate of CIC should not be responsible for ensuring that the bidders’ queries
have been received by them. Any requests for clarifications after the indicated date
and time may not be entertained by the tendering authority.
II. Responses to Pre-Bid Queries and Issue of Corrigendum
a) Directorate of CIC endeavor to provide timely response to all queries. However,
Directorate of CIC, makes no representation or warranty as to the completeness or

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