Request for Proposal

Selection of Service Provider for Design, Development,

Implementation, Training and Maintenance Support of
Unified Automation System (UAS) for
Odisha School Education Programme Authority (OSEPA),
Government of Odisha

RFP No.: OCAC-TE-15/2022/ENQ/23018

Vol-II Terms of Reference

ODISHA COMPUTER APPLICATION CENTRE

[TECHNICAL DIRECTORATE OF E&IT DEPARTMENT, GOVERNMENT OF ODISHA]
OCAC Building, Acharya Vihar Square, Bhubaneswar-751013, Odisha, India
W: www.ocac.in | T: 0674-2567295/2567283 | F: 0674-2567842
Table of Contents

1 Background ................................................................................................................................................ 5
1.1 Existing Modules ................................................................................................................................ 6
1.2 Objective ............................................................................................................................................. 7
2 Scope of work............................................................................................................................................. 8
2.1 Overview ............................................................................................................................................. 8
2.2 Requirement Study ............................................................................................................................. 8
Prerequisites ............................................................................................................................... 8
Understand the Existing Applications ......................................................................................... 9
New Modules/ Features for Unified Automation System Portal ................................................. 9
2.3 Deployment and Configuration of Unified Automation System Portal on State Data Centre ............ 9
Hardware infrastructure .............................................................................................................. 9
Cyber Security Audit ................................................................................................................... 9
SSL Certification ......................................................................................................................... 9
Application Deployment: ........................................................................................................... 10
2.4 Integration to Unified Automation System Portal ............................................................................. 10
2.5 Data Migration .................................................................................................................................. 10
2.6 Capacity Building & Go-Live............................................................................................................. 11
Online Help / Reference with Search Option............................................................................ 11
2.7 Software Tools and Licenses ........................................................................................................... 11
2.8 Operations Unit for Training, Capacity building and Handholding: Onsite at OSEPA office. .......... 11
Capacity Building Team structure: ............................................................................................ 12
Team – Qualification & Experience for Capacity Building ........................................................ 12
2.9 Post Implementation Support ........................................................................................................... 13
2.10 Team Structure During development, implementations and O&M period: ONSITE /
OFFSITE ...................................................................................................................................................... 13
2.11 Team – Qualification & Experience .............................................................................................. 14
2.12 Adherence to Standards ............................................................................................................... 14
2.13 Security, Integrity & Confidentiality ............................................................................................... 15
2.14 Change Management Procedure ................................................................................................. 16
2.15 Exit Plan ........................................................................................................................................ 16
2.16 Project Documentation ................................................................................................................. 16
3 Functional Requirements ......................................................................................................................... 17
School Registration ................................................................................................................... 18
Admission Process ................................................................................................................... 18
Examination Process ................................................................................................................ 18
Asset Management ................................................................................................................... 18
Inventory Management ............................................................................................................. 18
5T High School Transformation ................................................................................................ 19

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 Grievance Redressal System ................................................................................................... 19
Grant & Fund Management ...................................................................................................... 19
Scholarship ............................................................................................................................... 20
Mid-Day Meal Management...................................................................................................... 20
School Events and Award Management: ................................................................................. 20
School Evaluation ..................................................................................................................... 20
Teacher Registration................................................................................................................. 20
Teacher Allocation module ....................................................................................................... 21
Teacher Training and Development module ............................................................................ 21
Teacher Leave Management .................................................................................................... 21
Teacher’s Development/ In-service training ............................................................................. 21
Time Table Module ................................................................................................................... 21
Student Admission/ Enrolment ................................................................................................. 22
Student Profile Management .................................................................................................... 22
Attendance and Leave Management system ........................................................................... 22
Student Transfer ....................................................................................................................... 22
Exam Result .............................................................................................................................. 22
Student Promotion .................................................................................................................... 22
Student Exit and Issuance of Transfer certificate ..................................................................... 23
Parents Management Module................................................................................................... 23
e-Learning Platform for Student ............................................................................................... 23
Library Management ................................................................................................................. 23
Student Assessment Result...................................................................................................... 23
Student Health Checkup ........................................................................................................... 23
Student Dropout ........................................................................................................................ 24
Social Audit ............................................................................................................................... 24
Mobile Application ..................................................................................................................... 24
Chatbot...................................................................................................................................... 24
Analytical Dashboard ................................................................................................................ 24
3.1.35.1 Dashboard ......................................................................................................................... 25
3.1.35.2 MIS Reports ...................................................................................................................... 26
4 Expected Project Timeline: ...................................................................................................................... 26
5 Payment Terms: ....................................................................................................................................... 27
6 Service Level & Penalty: .......................................................................................................................... 28
6.1 General Conditions ........................................................................................................................... 29

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Abbreviations

ATS Annual Technical Support

CPU Central Processing Unit
CBT Computer Based Training
CV Curriculum Vitae
DIC District Industries Center
DO Dismissal Order
DRDA District Rural Development Agencies
EMD Earnest Money Deposit
FRS Functional Requirement Specification
HLD High Level Design
HR Human Resource
ICT Information Communication Technology
ISO International Organization for Standardization
IT Information Technology
KB Kilobytes
LLD Low Level Design
LOI Letter of Intent
MIS Management Information System
Nos Numbers
OCAC Odisha Computer Application Center
OSDC Odisha State Data Centre
OSIC Orissa small Industries Corporation Ltd
OSU Operational Support Unit
OSEPA Odisha School Education Program Authority
PBG Performance Bank Guarantee
PMU Project Management Unit
PSU Public Sector Undertaking
QCBS Quality & Cost Based Selection
QR Code Quick Response Code
RFP Request for Proposal
ROC Registrar of Companies
RTI Right to Information
SDLC Software Development Life Cycle
SI System Integrator
SLA Service Level Agreement

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1 Background

The National Education Policy (NEP) 2020 caters to a multitude of requirements along with
many schemes and programs run by Ministry of School & Mass Education that benefit different
facets of education & it’s stakeholders. However, implementation of these schemes faces
challenges due to lack of proper tracking by officials. In view of the challenges, an all-
encompassing system is envisaged to track progress of the schemes implemented for various
education initiatives.

Focus of School & Mass Education is to bring academic excellence in educational institutions,
and provide best of education through free quality education to the students, especially from
semi-urban and rural areas, across the state.

The program aims to promote talent by inculcating 21st century learning skills through a
holistic and integral approach for physical, psychological and social development. Need of the
hour is to devise a central system at state level for tracking student enrolment, progress in
their learning levels, monitoring learning outcomes, gather information on child labor, out of
school children, textbook delivery, support required for teachers and schools etc.

Odisha as a state has made great stride in the field of Universalization of Primary Education.
Odisha School Education Program Authority (OSEPA) is an autonomous and independent
body for implementation of Odisha School Education Program (Class – I to XII). OSEPA is
managing various software applications catering to the three important pillars of the education
ecosystem i.e. School, Teacher and Students. With time OSEPA has implemented 11
e-Governance applications in Education comprising Student Record, Teacher Profile, and
School Details etc.

Further, OSEPA intends to create a unified Web Portal needs to be designed for High School
Transformation (HST)-5T projects that will be used for Task Force recommendation
implementation. Further, all activities of High School Transformation under 5T shall be routed
through this Unified Automation System (UAS) for School Education, which will also have
mechanism for report generation, monitoring and evaluation, along with centralized dashboard
and provision for drill down reporting keeping in view the objectives of Quick Access, Data
Security, Quick Reporting, Efficient Storage etc.

a) Improved Academic Achievement

b) Enhance Mental and Emotional Well-Being
c) Increased Problem-Solving Ability
d) Reduced Impact of Inequities

Stakeholders include:

• Students
• Teachers
• Parents
• Non-Teaching Staffs
• School Management
• Block, District Education Office
• Education Department

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1.1 Existing Modules

The following applications are in use by OSEPA for different purposes. Since most of the
applications have been developed in various technologies, they have operational challenges
and contain limited features to meet OSEPA’s current requirements, OSEPA envisages to
develop a single framework to cater to the relevant features of all the relevant applications
under “Design, Development, Implementation and Training of Unified Automation
System (UAS) for Odisha School Education Programme Authority (OSEPA), Govt. of
Odisha”.

During the System study time, OSEPA will share all relevant project artifacts of the existing
applications such as SRS, System Design, Databases, Source code etc. with the selected
Service Provider. OSEPA will demonstrate the existing applications / databases to the
selected Service Provider for assessment and devising a strategy to integrate with Integrated
Portal. Service Provider will be explained about the existing applications, identify the features
that need to be developed/ customized in the new portal.

Following are the existing applications:

# Modules Functionalities/ Features

a) Odisha School The monitoring activity based on a set of parameters,

Monitoring App facilitates improvement in classroom practice, helps resolve
(OSMA) issues.

b) District Scorecard District Scorecard provides a high-level overview of the district

based on benchmarks that describe performance in several
key areas.

c) Extended MIS It encompasses data of all Government Schools in Orissa

through an effective and efficient mechanism of data capture,
processing, storing and disseminating MIS to relevant
stakeholders

d) Teacher Portal It contains personalized calendars of Teachers, information

about Grade Books, Assessments etc. Additionally, it has a
provision for communication with students and parents,
tracking of attendance, viewing reports etc.

e) Teacher Transfer Online Portal to assist teachers in applying for transfer, track
Portal status of application in compliance with the policies and
procedures

f) e-Attendance Tracking of Student and Teacher Attendance at School as well

System as during Online Classes. It generates necessary MIS Reports
for viewing by Management.

g) Private School It includes Student & Teacher Information, Attendance, Online

Management Assignment & Assessment, Fee Management,
Transportation, Library etc. It generates Report Card of
Students. It also allows Schools to download Recognition
Certificate.

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 # Modules Functionalities/ Features

h) SARALA App It is an Online Education Platform having provisions like e-

Content, Online Assessment, Live Classes, Student and
Teacher Assessment

i) Control & Acts as Dispatch Center, Surveillance Monitoring Center, Co-

Command Center ordination office, and Alarm Monitoring Center all-in-one,
which is manned by Technical Staff

j) Text Book Monitor distribution of Text Books to the beneficiaries through

Monitoring Text Book Coordinator
System.
Monitoring of Work Progress as well as expenditure incurred for
k) Odisha Project
Civil Work sanctioned, along with report generation for the
Monitoring App
works, inspection, project reallocation etc.

1.2 Objective

Through Unified Automation System (UAS), OSEPA envisages to bring together all
applications into one framework using latest technologies and achieve the following objectives:

a) Deploy an Integrated Platform which encompasses all relevant functional requirements

of OSEPA
b) Master Data about all key entities should emanate from one source without no offline
transportation of data from one system to another
c) Accessibility to users should be strictly governed through RBAC (Role Based Access)
process
d) Audit Trail should be an embedded design element of the platform.
e) Smart Card Interface for all school-based transactions, to be used by Teachers and
Students
f) It should generate dynamic real-time information based on the workflow established in
the system.
g) It should track student enrollment, learning outcomes, transitions, retentions,
repeaters, dropouts etc.
h) Monitoring of Attendance, Mid-day Meal, DBT transactions etc.
i) Tracking of health parameters which can lead to timely intervention by the government.
j) Monitor real-time status of various projects/ activities
k) Monitor and track academic and non-academic activities at schools and empower
administrators and teachers to take data driven decisions.
l) Enable improved academic performance of students by monitoring learning level
outcomes
m) Track Work Responsibility of teachers in schools
n) Monitor utilization of available resources.
o) Set up centralized helpdesk to facilitate better turnaround time for issue resolution.

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 p) BI Analytics / Dashboard to provide real-time performance indicators of Schools,
Teachers and Students.
q) Provide 24x7x365 access to relevant users with different roles and responsibilities for
relevant functions
r) Provide ‘view’ access to relevant stakeholders for past years (from the year of
implementation onwards) without depending on technical personnel
s) Parents should be able to access information about their wards across academic years
for all features implemented for students
t) Establish Unified Platform for various applications under Design, Development,
Implementation and Training of Unified Automation System for Odisha School
Education Programme Authority (OSEPA), Govt. of Odisha.
u) The High School Transformation Initiative aims to achieve the set objectives through 6
Task Forces, who would be primarily responsible for Asset Management, Content and
Curriculum Aspects, Awards & Incentives to Schools/ Teachers, Merger/ Integration of
SSD Schools, OAV Schools and Urban HST with 5T Schools.

2 Scope of work

2.1 Overview

a) OSEPA will take care of existing applications till Unified Automation System is
operational. OSEPA will ensure smooth knowledge transfer of all applications along
with necessary artifacts subject to the challenges as enumerated above.
b) Extended MIS Application will integrate with the new Unified Web Portal for relevant
functions. It is envisaged that going forward, the Integrated Web Portal should be the
only application for OSEPA. Service Provider will handle the integration and transition
to the Unified Web Portal.
c) Study, development and implementation of new modules/ features as per requirement
of OSEPA, based on agreeable terms and complying with Change Management
Procedures.
d) Application Maintenance Support of the new version of the application portal after it’s
go-live.
e) Analytics to provide prudent insight about the School Ecosystem.
f) Integration with BSE (O) Application, SAMS, State Scholarship Portal etc.
g) Set up operation of Support unit to provide technical and functional support.

2.2 Requirement Study

Prerequisites
Service Provider to follow and ensure following prerequisites before the requirement study
a) Consultation meeting with Representative End Users, OSEPA and OCAC teams
b) FRS/ SRS document templates
c) Project Traceability Matrix

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 Understand the Existing Applications
Service Provider to study the existing applications, identify the relevant functionality
and features that need to be included in the Integrated Web Portal.
The responsibility of Service Provider during this phase includes the following :
a) Submit a detailed Knowledge Transfer plan, listing all the activities from it’s end,
including the expectations from OSEPA as per Checklist, mutually agreed upon.
b) OSEPA will facilitate training of existing applications.
c) Service Provider shall assess and validate the existing IT assets and inventories.

New Modules/ Features for Unified Automation System Portal

Service Provider shall study the existing applications with the support of OSEPA in
view of the proposed new modules/ features. Service Provider shall prepare the FRS/
SRS documents, submit with OCAC for necessary approval.

2.3 Deployment and Configuration of Unified Automation System Portal on State Data
Centre

Hardware infrastructure
a) Post award of contract, Service Provider will be expected to submit detail hardware
sizing. Based on sizing of the hardware by Service Provider, additional hardware (if
required) will be arranged/procured separately by OCAC.
b) Service Provider shall provide necessary support for configuring the hardware /
licenses provided by OCAC to host the new version of the application.
c) Recommended physical and IT infrastructure (Hardware & Network etc.) at the
schools, blocks, districts and central headquarter for smooth working environment will
be provided by OCAC / OSEPA.

Cyber Security Audit

a) Service Provider needs to ensure that the solution is in compliance with the CERT-In
Security Policy and Guidelines.
b) Service Provider shall appoint CERT-In empaneled auditor who shall be responsible
for performing the security audit of the solution.
c) The cost of audit & rectification of non-compliances shall be borne by the Service
Provider.
d) Carry out security audit before go-live of application and obtain the safe-to-host
certification
e) Carry out the annual periodic audit & certification as per the OSDC policy.

SSL Certification
The Service Provider shall carry out SSL certification.
a) Secure connection between Client and Server through Secure protocol HTTPS

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 b) Encryption of Data during transmission from server to browser and vice versa
c) Encryption key assigned to it by Certification Authority (CA) in form of a Certificate.
d) SSL Security in the application server

Application Deployment:

Service Provider shall deploy new version of the application over the hardware
infrastructure along with provision of DR as provided by OCAC, along with end-to-end
management of hosting and deployment of the application, configuration and
installation in High Availability mode. Service Provider should also submit Monitoring
Logs of the Compute periodically.

Service Provider to submit Application access credentials post deployment for relevant
Stakeholders with OCAC.

2.4 Integration to Unified Automation System Portal

Following applications will be integrated in the proposed solution. The Service Provider will
be assisted by OSEPA for understanding below mentioned applications. In the future if
OSEPA will plan to integrate with any other application then that also be integrated with the
proposed solution. The number of maximum external integration should be 15 and that is
inside the scope of the SP.

# Name of the Application User Department

a) BSE (O) Application S&ME and BSE(O)

b) SAMS S&ME, HE, SD&TE and Sports

c) Odisha Scholarship Portal S&ME, HE, SD&TE, Sports, L&ESI and ST&SC

d) UDISE + GOI

e) Odisha One E & IT, OCAC

f) Command control Centre S&ME, OSEPA

g) HST Portal S&ME, OSEPA

2.5 Data Migration

During development/ customization/ configuration of the new application, Service Provider

needs to migrate master data from the existing databases to the proposed new database,
based on agreed conditions for the type, period and volume of data that needs to be migrated.
Data migration performed by Service Provider shall be preceded by an appropriate Data
Migration Strategy and Methodology which should be prepared by Service Provider and
approved by OCAC/ OSEPA.

Data migration should be carried out as per industry standard practice and all care must be
taken to log in each error. The following activities will be carried out as part of the data
migration:

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 a) Service Provider will be provided access to the databases of the existing systems.
Service Provider will be responsible for data extraction, normalization & migration of
master data to the new system.

b) Ensure accuracy and completeness of the migrated data.

2.6 Capacity Building & Go-Live

a) Service Provider is required to undertake training in Train-the-Trainer mode.

b) 2 days Overview Training to be conducted at State Headquarter, District Headquarter
& Block Headquarter for respective officials and application users
c) OCAC/ OSEPA will facilitate the training space & related logistics i.e. Physical and IT
infrastructure for attendees during the Capacity Building Session
d) The schedule / training calendar and the training material for imparting training shall
be developed by the Service Provider in consultation with OCAC and OSEPA.
e) The Service Provider shall submit a copy of the Training material to OCAC before
training session.
f) If required, Service Provider may conduct the training on virtual mode as well.

Online Help / Reference with Search Option

a) It is also proposed that the training contents / user manuals be made available to
users in downloadable (PDF) format so that the users may refer / download for their
own personal reference as and when needed.
b) It is required that the downloadable training content should have proper indexing and
internal references, mapped with key words, in order to allow any user to search and
reach the desired content with the help of key words.
c) Training Content may also be available online so as to keep the Users abreast with
the latest changes in the application from time to time.

2.7 Software Tools and Licenses

Service Provider shall procure the necessary Data Analytics tool for the project in name of
OSEPA. Renewal of Licenses (if any) after completion of project tenure shall be taken care by
OSEPA.

2.8 Operations Unit for Training, Capacity building and Handholding: Onsite at
OSEPA office.

Service Provider shall deploy a dedicated operation and capacity building unit at the head
quarter of OSEPA for training, capacity building, and handholding support. One Program
Manager and Six (6 nos.) Trainers-cum-Support Executive to be deployed for a period
of 2 years from the date of UAT. This unit will provide necessary support capacity building
training to school users as well as other end users. This team can travel to different districts
as well to provide necessary training. This resource shall be the first point of contact for the
concerned stakeholders for resolving all application related incidents through service
requests. It aims to restore normal service operation as quickly as possible and minimize the
adverse effect on business operations and ensuring best possible levels of service-quality and
availability.

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The above resource will function in all government working days/hours or as desired with
mutual agreement. Typical responsibilities of Service Provider to include

a) Provide training / refresher training to the users.

b) Attend user queries about application on functionality issues
c) Co-ordinate with backend support team for all types of issues / redressal in relation to
the application software.
d) Provide administrative support for creating and maintaining user profiles, granting user
access and authorization, providing ongoing user password support
e) Furnish periodic report on number of issues received and resolved, related to software
f) Provide support to users through coordination of OCAC/ OSEPA
g) Troubleshooting through remote support for smooth functioning of the application

Capacity Building Team structure:

# Resource Type Place of Qty Duration
deployment
1. Program Manager: State Head one 24 Months
Lead the team, plan the training and Quarter
capacity building plan, coordinate with
stack holders for smooth execution.
2. Trainer-cum-Support Executive: State Head six 24 months
Provide training, Coordination with Cluster,
quarter and
Data Entry Status, Issue Resolution also travel
Status, Process Training, Implementation to district as
and when
Status, Visit to Clusters to monitor
required.
progress/ Issues and Training, Periodical
Block Status Report

Team – Qualification & Experience for Capacity Building

# Resource Type Qualification Work Experience (no. of years)

1. Program Manager MCA/MBA/BE/B. Tech Minimum 5 years of work
experience on the same field and
domain as a Program / Project
Manager.
2. Trainer-cum-Support Any Graduate/ Post Minimum 2 years of work
Executive: Graduate/ MCA/ MBA/ experience on the same field and
BE/ B. Tech domain as a trainer.

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2.9 Post Implementation Support

a) Service Provider shall provide annual support for a period of 3 years during Post
Implementation Phase after Go-Live. And that can be extended for another 2 years
upon satisfactory performance on the same derived rate on approval.
b) Application support includes monitoring, troubleshooting and addressing the
availability and performance issues, implementing the change management etc.
c) Service Provider shall keep the application software in good working order, perform
changes (as per change management) and upgrades to applications as requested by
OSEPA, S&ME and OCAC.
d) Service Provider shall address all errors / bugs of the solution implemented (vis-à-vis
the approved FRS) without any additional cost during the support phase.
e) All patches and upgrades of OEM licenses (if any) supplied by the Service Provider
under this project shall be implemented by the Service Provider ensuring customization
done in the solution is as per OCAC’s requirements.
f) Issue log for errors and bugs identified in the solution and any change done in the
solution shall be maintained by Service Provider and periodically submitted with
OCAC.
g) Periodical Report about Progress in the Project to be submitted with OCAC/ OSEPA
highlighting Tasks Accomplished, In Progress, Not Started, Expected Time of
Completion, Issues faced during the period and resolution status thereof, Risks/
Assumptions/ Mitigation points, Lessons learnt etc. This report to be submitted with
OCAC/ OSEPA periodically. Key Contact Persons involved in the Project should be
recipients of the Periodical Progress Report.
2.10 Team Structure During development, implementations and O&M period:
ONSITE / OFFSITE

The SI need to follow Following Team structure during the project period:

# Resource Type Onsite/ Offsite Qty Duration

1. Program Manager Onsite at 1 36 months

OSEPA office
2. System Analyst Onsite at 2 12 months
OSEPA office
3. Business Analyst Onsite at 2 12 months
OSEPA office
4. Technical Solution Architect Offsite 1 36 months
5. Database Architect Offsite 1 36 months
6. Database Programmer Offsite 2 12 months
7. Network Specialist Offsite 1 12 months
8. Sr. Developer Offsite 3 12 months
9. Testing Executive Offsite 3 12 months

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2.11 Team – Qualification & Experience

# Resource Type Qualification Work Remarks

Experience
(no. of years)

1. Program Manager BE/ B. Tech/ 20 Qualification

MCA (Non-Computer Science) with
higher relevant work
experience will be considered

2. Technical Solution BE/ B. Tech/ 16 Qualification

Architect MCA (Non-Computer Science) with
higher relevant work
experience will be considered

3. Database Architect BE/ B. Tech/ 12 Qualification

MCA (Non-Computer Science) with
higher relevant work
experience will be considered

4. Database Programmer BE/ B. Tech/ 6 Qualification

MCA (Non-Computer Science) with
higher relevant work
experience will be considered

5. Network Specialist BE/ B. Tech/ 10 Qualification

MCA (Non-Computer Science) with
higher relevant work
experience will be considered

6. Sr. Developer BE/ B. Tech/ 10 Qualification

MCA (Non-Computer Science) with
higher relevant work
experience will be considered

7. Testing Executive BE/ B. Tech/ 6 Qualification

MCA (Non-Computer Science) with
higher relevant work
experience will be considered

2.12 Adherence to Standards

The system shall comply with relevant defined industry standards wherever applicable. This
will apply to all relevant aspects of the solution including but not limited to its design,
development, security, installation, and testing. The suggested architecture must be scalable
and flexible for modular expansion. It should ensure ease of integration with software /
applications developed using common industry standards since the solution may be linked
and connected to other sources (websites, contents, portals, systems of other user
departments etc.) including loose/ tight integration with backend systems of other departments
depending on individual service processes. The solution architecture should thus have
provision to cater to the evolving requirements of OSEPA.

A reference list of the minimum industry standards which the system components should
adhere is mentioned below:

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 Component Standards

Information Access / Transfer Protocols SOAP, HTTP/HTTPS

Interoperability Web Services, Open Standards

Portal Development W3C Specifications

Document encryption PKCS specification

Information Security ISO 27001 certified System

Operation ISO 9001 Certified

Service Management ISO 20000 specifications or latest

Project Documentation IEEE/ CMM/ ISO Specifications for

documentation
All-important data entities should be in line
Data Standards
with standards published by MeiTY.

2.13 Security, Integrity & Confidentiality

a) Web Services Security: System shall comply with all the Web Services including
routing, management, publication and discovery which should be carried out in a
secured manner. Data Encryption at Application level and SSL security at Server level
is essential.

b) Data Integrity and Confidentiality: Data integrity techniques need to be deployed to

ensure that information has not been altered, or modified during transmission without
detection. Audit Trail should be embedded in the application for all bona fide users

c) Transactions and Communication: With respect to the Data Transactions and

Communication, system needs to ensure that the business processes are executed
properly and flow of operations are executed as per configured workflow, application
accessed by bona fide users with valid signatures.

d) Non-Repudiation Security: The application shall have the non-repudiation security

services to protect a party to a transaction against false denial of the occurrence of that
transaction by another party. End-to-End Integrity and Confidentiality of Messages.
The integrity and confidentiality of messages must be ensured even in the presence of
intermediaries.

e) Database Controls: The database controls for online transaction processing systems
such as direct access to database, access to database through application, access to
log files, access by the remote terminals, DBA controls, Backup / restore policies and
procedures.

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 2.14 Change Management Procedure

The purpose of Change Management is to ensure the agility of the newly developed applications
to embrace the business changes in hassle free manner. Following are the indicative scope for
change request.

a) Application enhancement that will impact the business process and database
b) Development of new forms and reports
c) New integration features
d) Maintaining version of the code & artifacts for configuration management, audit and future
reference.
e) Provide refresher training if needed for the change implemented in the system
OSEPA shall nominate a single point of contact who will coordinate with the Service Provider for
changes or suggestions received from end users. Required servers, software licenses, network,
computing infrastructure etc. for creation of development environment, staging environment and
production environment will be the responsibility of the Service Provider with the necessary support
of OCAC.
Deployment/ Customization/ Configuration of the application will be done as per approved FRS/
SRS. Thereafter, any change requests received from OSEPA during the Support period will be
implemented by the Service Provider at extra cost based on agreed terms and conditions.
There should be a Web based Ticketing Tool to raise, execute, monitor and close through the
application. It should be accessible to the relevant stakeholders during the tenure of the project.
2.15 Exit Plan
a) The selected firm will provide systematic Exit Plan and conduct proper knowledge
transfer process to handover operations to Technical Team in Production Environment
at least three months before project closure. All knowledge transfers should be
documented.
b) Service Provider will ensure capacity building of Technical Team nominated by OCAC/
OSEPA on different documentation on maintenance of the application software and IT
infrastructure (if any) provided under this contract.

2.16 Project Documentation

The Service Provider will share below list of documents to OCAC during the project contract
period.
a) Latest version of Source Code
b) Functional Requirement Specification (FRS)
c) Software Requirement Specification (SRS)
d) Project Plan
e) Safe-to-host certificate
f) Issue Logs
g) Data Migration Report
h) User Training Manual
i) Application Installation & Configuration Manual
j) Report of Security Audit & Safe-to-Host Certificate
k) Project Management documents defined under Timeline & Tentative Deliverables
l) Project Progress Report

All the above documentation should be done as per IEEE/ISO/CMM Standard

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3 Functional Requirements

The application is aimed at leveraging data and technology to bring a big leap in learning
outcomes. This can cover data from various schools, other entities and analyze those
meaningfully using big data analysis, machine learning etc. to enhance overall monitoring of
the education system and thereby improving the learning outcomes. Below are the functional
requirements for the proposed application. The below mentioned list of functionalities is
indicative in nature and may change during the requirement study phase.

School

• School Registration • School Evaluation

• Infrastructure • Grant & Fund Management
• Project Monitoring • Grievance Redressal
• School Monitoring • Mid-Day Meal Management
• Exam Result (Board) • Event Management
• Admissions (SAMS) • Social Audit
• Asset Tracking • e-Learning
• Inventory

Student

• Student Transfer
• Student Registration • Student Promotion
• Student Profile • Student Exit, Transfer Certificate
• Student Health • School Leaving Certificate
• Student Attendance • Parent Portal
• Library
• Student Leave
• Student Dropout
• Examination

Teacher

• Teacher Registration • Transfer

• Teacher Profile • Promotion
• Teacher Attendance • Training & Development
• Leave Management • Time Table

Indicators

• Classroom – Student Ratio

• Teacher-Pupil Ratio
• Student Gender Ratio
• Teacher Gender Ratio
• Dropout Statistics
• Student Transition
• Mid-day Meal Attendance vs. Class Attendance
• DBT Reports
• Learning Level Outcomes – Subject level, Performance across Academic Years
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 School Registration

# Features/ Requirement
a) School Information, Login by School Headmaster, View Access to District Education
Officer
b) Allocation of School Registration No. to each School, School ID generated by the
System
c) The system shall have the provision for capturing geo location of the establishment of
the school in different location.

Admission Process

# Features/ Requirement

a) This module will cover the admission process of student’s enrolment / registration of
students, uploading of student’s documents / certificates etc., allocate unique student
id, provision to generate ID Card

b) The proposed admission process should also have a provision to upload the bulk
master data of students captured in the excel sheet.

Examination Process

# Features/ Requirement

a) Prepare an examination schedule for every classroom, send notification to parents,

keep evaluation / result records, and help class teachers to prepare a progress report
at the end of academic year. Unit tests periodically and record results.

Asset Management

# Features/ Requirement

a) System should be able to capture the infrastructure details available at every School
like number of classrooms, number of benches, IT lab (if any), Computer System,
Number of Girls Toilet and Boys Toilet, stationary details etc. It should generate
Analytical Reports regarding Assets available at Schools. Asset should be tracked from
Procurement till Depreciation Statement is generated

Inventory Management

# Features/ Requirement

a) System should be able to maintain the Inventory Register for items like ICT Labs/Smart
Class, Library Books, Furniture for Teacher and Student Benches, Almirah,
Bookshelves, Black board, etc. Inventory module should include capturing details of the
Invoice, prepare MRN, Issue items, maintain Stock, perform Annual Stock checking etc.
Basic classification of Capital and Revenue Items should be available in the system.

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 5T High School Transformation

# Features/ Requirement
a) Asset Management
b) Science Laboratory Management
c) Computer Laboratory Management
d) Sports Management
e) Green School Management
f) Drinking Water Facility Management
g) Smart Classroom Management
h) Co-curricular and Extra-curricular Information System
i) Blended Learning
j) e-Library Management
k) Student Project Work Management
l) Integration with MadhuApp and Siksha Darpan
m) Hostel Management
n) House System
o) Facility Management
p) PTM Management
q) Alumni Management
r) School Awards and Incentives Management
s) Dashboards for relevant Stakeholders

Grievance Redressal System

# Features/ Requirement

t) System should have a provision for students / parents to register grievance and School
can see the dashboard of such grievances and take an appropriate action, along with
tracking of grievance. MIS for the same should be generated which includes Action
Taken on Grievance raised till disposal of the same.

Grant & Fund Management

# Features/ Requirement

a) The system shall have the provision to add, view and edit the grants and types of grants
by the designated authorized user

b) The System should be able to record the grants received and discussed or utilized for
each school. Details of grant utilization should be maintained by the System

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 Scholarship

# Features/ Requirement

a) It will help to keep track students who are receiving any scholarships from the
government or any other organization. Analytical Visualization should be generated

Mid-Day Meal Management

# Features/ Requirement
a) School Level Department should be able allocate the food items to school students in
the system, schedule meal management as well as track status of consumption for daily
meals

School Events and Award Management:

# Features/ Requirement

a) Inter school and intra school events can be managed from registration till conclusion of
the events covering all academics and non-academics awards and recognitions.
Ex: CM award for education at state / District / Block / Scholl level.
The system should have the provision to set the rubrics and indicators.

School Evaluation

# Features/ Requirement
a) The System should generate student results, school infrastructure details, student
attendance, teacher attendance and necessary parameters used for evaluation of
school by OSEPA

b) The System should facilitate in assigning composite score to each school basis a pre-
defined arithmetic on weighted scores associated with each audited/inspected
parameter as per OSEPA requirements as well as award Grade / Ranking of Schools
based on KPIs

Teacher Registration

# Features/ Requirement

a) The system shall have provision to login for both teaching FC/ NC/ Non-teaching staff
and new teacher registration.
b) The system shall have provision to encompass information about all teachers working
in the state of Odisha, either in govt. or govt. aided or unaided or partially aided or self-
finance Schools across the state. The said information should be verified in the secured
and authenticated system for use by OSEPA.

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 Teacher Allocation module

# Features/ Requirement

a) The system shall have provision to perform various administrative tasks like teachers’
mapping with School, teacher deployment block wise, cluster wise, district wise, division
wise collaboratively on the go

Teacher Training and Development module

# Features/ Requirement

a) The system shall have provision for teacher to enroll for training as per his/ her choice

b) The system shall have provision to analyze the progress path and compatibility of the
teacher as per his/ her latest academic skills. It should allow teachers to request for
domain training and accept training feedback too. It should have provision to access e-
content platform

Teacher Leave Management

# Features/ Requirement
a) This module shall act as a repository of all the service records of the employees/ teacher
of government, in aided and partially aided School.
b) Employee shall login using his/ her user id and password for various functions related
to his/ her service like, an employee may apply for leave, approve leave (for
administrators) or send their reports, requests, or grievances
c) The system shall have the option for managing and tracking leaves type, view leave
entitlement, apply leave, and leave status and approval.
d) This module shall automatically prepare all accounts and registers of an employee, like
Service Book, Leave Account, Loan Account, Salary Account, Incumbency Chart etc.

Teacher’s Development/ In-service training

# Features/ Requirement
a) The System shall have provision for teachers to raise a Training Request

b) The System should allow administrator / OSEPA to select FC / NC / Nominate teacher

for training
c) The system shall have provision for Self-Assessment form for teachers as well as
generate list of promotes.

Time Table Module

# Features/Requirement

a) The system shall have the functionality to manage multiple timetables at a time (Class/
Exam) with the following views, namely, Class View, Teacher View, Headmaster View

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 Student Admission/ Enrolment

# Features/ Requirement

a) The system shall allow Headmaster to enroll a student, Add/ Update/ View Student
Details and Delete Student. Once added, headmaster should approve to add the
Student in the system
b) Teacher/ Headmaster should be able to search and get the list of New Student Entries
every Academic year
c) The system shall have the functionality to upload, download and fill the form.

Student Profile Management

# Features/ Requirement

a) There shall be option to Manage Student Records (Add/ Edit/ View)

Attendance and Leave Management system

# Features/ Requirement

a) The system shall maintain an Online Attendance Status and Leave Management to
track the attendance
b) Reports shall be available every month for every student and teacher

Student Transfer

# Features/ Requirement

a) This module will help School and students to de-register a student from one School and
reregister in another School
b) Necessary information of students can be transferred from the old School to new School
c) However, the system should keep track of such transfers and both the Schools should
be able to fetch the student’s records. It should also provide search on Unique ID /
Aadhar No.
d) The system shall have provision for managing and generation report for Mid-session
transfer, Transfer Certificate for Dropout

Exam Result

# Features/Requirement
a) The system shall have the provision for capturing Examination Details of Students,
category-wise

Student Promotion
# Features/ Requirement

a) The school administration will be able to promote the students to next class, with auto
promotion for Classes I through VIII and based on performance for Classes IX through
XII

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 Student Exit and Issuance of Transfer certificate

# Features/ Requirement

a) SLC (School Leaving Certificate) should be generated by the System and given to the
Students
b) System should have records of such students for life time along with the LC issued to
student.

Parents Management Module

# Features/ Requirement

a) The system shall allow parents to register in the system with Aadhaar, Email id and
Mobile number and get insight on Assignment/ Homework/ Parent-Teacher meetings,
attendance, view notifications, fee receipt downloads, important dates etc.
b) Student/ Parents should have the provision for uploading the Homework Answer sheets
in the portal which can be validated by teachers.

e-Learning Platform for Student

# Features/ Requirement
a) The proposed application should have an in-built e-learning platform for the students.
b) System should allow the teachers to upload content that can be referred by students
c) The e-learning platform should have access control mechanism for publication of
contents
d) Any kind of Content (in form of Text, Audio & Video) should be upload-able in the
e-learning platform

Library Management

# Features/Requirement
a) Manage the library online for registration, issue, receive, maintain stock etc. with easy
access to books, magazines etc. and generate customized reports for library inventory
and fines

Student Assessment Result

# Features/ Requirement
a) The system shall have the option to maintain Examination records, Examination
Schedule and Generation of Examination Report Card, Student’s Exam Report Cards
along with Performance Analysis of Students after each exam
b) Students shall be able to attempt scheduled class tests as well as get notified for the
schedule and marks obtained along with corrected answer sheet

Student Health Checkup

# Features/ Requirement
a) The system shall have provision to capture health check-up data of Students
b) System should allow to capture status if any Nutrition Counselling or Blood Test of
Student is done at School

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 Student Dropout

# Features/ Requirement

a) The system shall have the provision to track Dropout status of Students

b) The system shall have the provision to allow dropout students to continue their studies
later in case required after a gap as per policy

Social Audit
# Features/ Requirement
a) System shall have the option to record performance of school, school assets status,
and other aspects through social audit template.
b) System shall have provision to schedule and organize quarterly/ half-yearly social audit
activity.
c) System shall have option to linkages to analytics tool to generate school performance
score card on periodic basis.

Mobile Application
The system should have a comprehensive mobile application which will be accessed by the
stakeholders to achieve following functionalities.
# Features/ Requirement
a) The system shall have the provision for multiple operations in mobile application for
teachers as well as students / parents. It should enable a better workflow for users to
manage the system in a better way. Features such as attendance, leave application,
result entry, school inspection etc., that enable users to access information to assist in
decision making and make the system more efficient
b) Provision for accessing mobile app in both Android and iOS Platform
c) Relevant User should be able to view various dashboards and reports through mobile
application

Chatbot
# Features/ Requirement

a) Help public and OSEPA users for faster query and response of the FAQs
b) Capability for analyzing requests and prepare its response

c) Should understand user requests and extract structured information from their
message.

Analytical Dashboard

The Service Provider shall provide an analytical tool to perform various analytics on the data
available in the application. The analytical dashboard should enable state as well as OSEPA
authorities to view dynamic reports in graphical and tabular manner. The tool should have the
capability to perform following type of analysis:

a) School Analytics for Student Strength, Boys vs. Girls Ratio, Classroom Pupil Ratio,
Infrastructure etc.
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 b) Student Analytics for category, gender ratio, attendance, events, health, exam
performance etc.
c) Teacher Analytics for attendance, timetable, leaves, student performance, training etc.
d) Analytics on Education Indicators
e) Multi-year Analytics
f) Mid-day Meal and other Schemes

The proposed tool shall cater to the below functionalities:

Data Analytics

# Functional Requirements

a) Provision to generate turnaround time wise report, department wise report etc.

b) The solution should provide easy-to-use ad hoc query and analysis.

c) Users should be able to drill, pivot, and filter their data directly on a dashboard, while a
rich set of prompts and powerful intuitive interactions.

d) Users should be able to see information filtered and personalized based on their
identity, function, or role processed via predefined security rules.

e) The Analytics tool should generate dynamic report

f) The Analytics platform should provide a powerful, near-real-time, multistep alert

engine that can trigger workflows based on business events and notify stakeholders
via their preferred medium and channel.

3.1.35.1 Dashboard
# Functional Requirements

a) System shall have the provision to classify the dashboard based on User Profile / Role
and governance hierarchy. Option to customize to the level of Teachers, Head Teachers
and various stakeholders of OSEPA.
b) System shall also have the provision for public dashboard for student and parents with
control on data access through respective login IDs
c) The system shall have the option to generate the Statistics/ Graphical overview of
functional and Key Performance Indicators.
d) System shall have the option to display Key Performance Indicators (KPIs), Key
highlights and announcements – Department wide or School-specific i.e. State level to
school level.
e) System shall have the provision to showcase the dynamic report of Performance
Grading Index (PGI) and Sustainable Development Goals (SDGs) indicators (state level
to school level).
f) System shall have the provision to display the current status of the infrastructure facility
in the school.

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3.1.35.2 MIS Reports
# Functional Requirements

a) The system shall have the provision to generate login-based MIS report across the
hierarchy for decision making and monitoring the progress of school/ dept. for
performance and implementation of interventions.

b) System shall have the option to generate Static MIS Reports for standardized templates
and generate reports.

c) System shall have the provision to generate Dynamic MIS Reports as required for
officials of governance hierarchy and will be accessible by the Control & Command
Center.

4 Expected Project Timeline:

Sl# Activity Tentative Deliverables Timeline
a. System Study & − Detailed Project Plan with
Prototype Design Team Structure T+4 Weeks
− Point of Contact
− FSR/SRS Document
− Screen prototypes
b. Design, Development & − Hosting in staging
Deployment on Staging environment T+ 16 Weeks

c. Users Training − Test Plans & Test Cases T + 20 weeks

& UAT − Training to users and
provide training completion
report.
− UAT certificate
− Operation Manual
− FAQs
− Load Testing report
d. Go-live − Movement of application
from Staging to
Production environment
− Safe to host certificate T+ 24 Weeks
issued by Cert-in
empaneled firm
− SSL Incorporation
e. Operation & − Issue Logs Three years from the
Maintenance − Quarterly Activities report date of Go-live
f. Hand holding and − Monthly Attendance Sheet Two years from the
Capacity Building Team date of UAT
deployment

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5 Payment Terms:
Sl# Milestone Deliverables Payment Terms
a) Study − Submission of Project plan, 20% of the development
System Requirement Study cost
document, SRS Approval
b) Design, − UAT Certificate by OSEPA 30% of the development
Development & cost
UAT
c) Go-Live − Completion of training 30% of the Development
− Security audit certificate by cost
CERT-In empaneled auditor
− Uploading of FAQ and ICT
material in the website
− Hosting of application on the
production server
d) Successful − Activity report from the date of 20% of the Development
Implementations Go-live. cost After Successfully
− Report of successfully running on running of 6 months from
all Schools. the date of Go-Live
e) Cyber Security − Safe to Host Certificate 100% payment on
Audit submission of Safe-To-
Host Certificate
f) SSL certificate − Configuration Report 100% payment on
submission of
configuration report
g) Application 1. Quarterly Project Status Reports 100% of the Application
Maintenance 2. Issue Logs Maintenance Support cost
Support 3. Exit Plan Documentation equally divided by 12
quarters
h) Resource cost − Monthly activity report for that Quoted cost equally
particular billing cycle divided by 8 quarters.

OEM License

Sl# Milestone Deliverables Payment Terms

a)
Supply of tool and license OEM License certificate in 100% of the quoted cost
with 1st year Annual name of OSEPA
Technical Support
b)
2nd, & 3rd, year Annual Documentary evidence on 100% of the yearly quoted
Technical Support of the support of renewal cost at the beginning of
supplied tools and license respective year

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6 Service Level & Penalty:

Only the following clause is valid for Service Level & Penalty.
If the selected bidder fails to achieve the below scope of work within the corresponding
Delivery Period and any extension thereof, unless such failure is due to force majeure situation
or due to OCAC’s default, penalty shall be imposed by OCAC on the selected bidder.

If at any time during the Contract, the selected bidder should encounter conditions impending
timely performance of service, the selected bidder shall promptly notify to OCAC in writing of
the fact of the delay and its likely duration along its cause(s). As soon as practicable after
receipt of the selected bidder’s notice, OCAC shall evaluate the situation and may at its
discretion waive the penalty on the request of the selected bidder.

Sl# Major Area Parameter Requirements Penalty

a) Development & Major milestone during As per project Rs. 500/- per
Implementation development and timeline day delay
implementation as per
project timeline.
b) Response time Time taken (after the Within 24 hours Rs. 100/- per
for bug fixing request has been from the time the hour delay
informed) to acknowledge bug is reported.
problem
c) Resolution Time taken by the service Problems with Rs. 500/- per
Time (Only for provider to fix the problem severity within 48 hour delay
Bug fixing) hours from the time
of reporting.
d) Resource Start of service As per project Rs. 200/- per
Deployment timeline day delay

In case, the delay is more than 24 weeks and the cause of delay is attributable to Service
Provider, authority reserves right to increase the penalty value and/ or take appropriate
action against the bidder such as cancellation of contract etc.

Application Availability:

The Application covering all the features shall remain operational during the scheduled
operation time

Measurement Reporting Target Penalty

Period
Daily Monthly > 98% Nil

> 95% but <98% 0.5% of Quarterly billed value of

Application Maintenance Support

> 90% but <95% 1.0% of Quarterly billed value of

Application Maintenance Support

<90% 2.0 % of Quarterly billed value of

Application Maintenance Support

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a) Performance of system refers to the proper and timely functioning of the system’s
functionalities. The application should be available and performing as per functionalities
b) The non-availability for application service is measured on monthly basis and excluding
the scheduled maintenance shutdown and incidents.
c) Application availability and performance will be monitored and reports will be generated
as per the monitoring system deployed at OSDC.

6.1 General Conditions

a) Payment schedule - Payments to the bidder/authorized partner, after successful

completion of the target milestones (including specified project deliverables), would be
made as under: -
b) The supplier’s/ selected bidder’s request for payment shall be made to the purchaser in
writing, accompanied by invoices describing, as appropriate, the goods delivered and
related services performed, and by the required documents submitted pursuant to general
conditions of the contract and upon fulfilment of all the obligations stipulated in the
Contract.
c) Approved Project Plan/ Schedule, Change Request Log, Issue Log should form the basis
of release of payments. Any impediment foreseen in smooth release of payment should
be covered under Risks and Assumptions. Any deviation from the agreed terms and
conditions should be communicated by either party in writing so as to build trustworthy
relationship during and after the course of the project
d) Due payments shall be made promptly by the purchaser, generally within thirty (30) days
after submission of an invoice or request for payment by the supplier/ selected
bidder/authorized partner, and the purchaser has accepted it.
e) The currency or currencies in which payments shall be made to the supplier/ selected
bidder under this Contract shall be Indian Rupees (INR) only.
f) All remittance charges will be borne by the supplier/ selected bidder/authorized partner.
g) In case of disputed items, the disputed amount shall be withheld and will be paid only after
settlement of the dispute. Resolution of the dispute should be as per agreed terms,
preferably recorded and made part of Project Documentation
h) Any penalties/ liquidated damages, as applicable, for delay and non-performance, as
mentioned in this bidding document, will be deducted from the payments for the respective
milestones.
i) Taxes, as applicable, will be deducted/ paid, as per the prevalent rules and regulations at
the time of billing. Legitimate payment shall be made within 30 working days of the receipt
of invoice along with supporting documents subject to penalties, if any.

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