Department of Official Language

1
Department of Official Language
Ministry of Home Affairs
Lok Nayak Bhawan,
Khan Market, New Delhi – 110003.
Reference No. 12024/12/2010-Raa.Bhaa.(Imp 2) Dated 19.01.2012
Design, Development and Implementation of Web Enabled Management Information
System for
i) Monitoring of Quarterly Progress Report (QPR) from Central Government
Ministries/Department and all Central Govt. Organizations – (Bilingual i.e.
Hindi-English)
ii) Monitoring of Quarterly Progress Report (QPR) from Central Government
Ministries/Department and all Central Govt. Organizations – (Bilingual i.e.
Hindi-English)
iii) Monitoring of Annual Assessment Report (AAR) from Central Government
Ministries/Department - (Bilingual i.e. Hindi-English)
Description of the Proposal
1. Department of Official Language, M/o Home Affairs is the nodal department for
implementation of the Official Language Policy and monitoring the progress of Official Language
in about 10,000 Central Government Offices spread over different parts of the country through
Quarterly Progress Reports QPRs and Annual Performance Reports APRs (Proforma enclosed
as Annexure IV and V). For timely and purposeful monitoring of the QPR, the country has
been divided into eight regions; one Regional Implementation Office has been set up in each
region to receive quarterly progress report from the Central Govt. Offices located in the regions.
Besides the regional implementation offices, the Department of Official Language, New Delhi
also receives the Quarterly Progress Report from the Ministries/Departments/Offices located in
Delhi. These reports are examined and queries and errors if any are sent back to RIOs and
offices concerned for corrections. The Regional Implementation Offices correct the errors,
compile the reports on computer and send it back to headquarter.
2. Annual Assessment Reports (AARs) (Proforma enclosed as Annexure IV and V)
received from the Ministries/Departments/Offices located in Delhi are processed and analysed in
the Department of Official Language.
3. This manual procedure is to be made online through web enabled application. This will
be implemented in all Ministries/Departments and eight Regional Implementation Offices
located in different locations across country.
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4. Request for Proposal (Bid) Document
Design, Development and Implementation of Web Enabled Management Information
System for
i) Monitoring of Quarterly Progress Reports (QPR) – (Bilingual i.e. Hindi-English)
ii) Monitoring of Annual Performance Report (APR) - (Bilingual i.e. Hindi-English)
iii) Monitoring of Annual Assessment Reports (AAR) - (Bilingual i.e. Hindi-English)
Date of uploading tender on website: 19.01.2012
Date of Pre-Bid Meeting: 02.02.2012
Date of Presentation by Bidders:
09.02.2012 (1100 Hrs)
Last date of Submitting Tender:
17.02.2012 (1300 hrs)
Date of Opening:
17.02.2012 (1600 hrs)
Cost of tender document:
Earnest Money Deposit:
Nil
Rs. 24000 (Rs. Twenty four thousand only)
5. Invitation to BID
Department of Official Language invites sealed Bids for Design, Development and
Implementation of Web Enabled Management Information System for monitoring of Quarterly
Progress Reports (QPR), Annual Performance Report and Annual Assessment Report (AAR) –
(Bilingual i.e. Hindi-English) from IT Service Providers/Companies. The bidder should provide
following services/equipments:
Design and Development For Web Enabled Management Information System for
i. Monitoring of Quarterly Progress Reports (QPR) – (Bilingual i.e. Hindi-
English)
ii. Monitoring of Annual Performance Report (APR) - (Bilingual i.e. Hindi-
English)
iii. Monitoring of Annual Assessment Reports (AAR) - (Bilingual i.e. Hindi-
English) (as per Proforma for i & ii)
Its validation against given parameters, reports tasks for deficiencies, if any,
analyzing the database according to queries, generated in tabular form.
Maintenance of the system for Three (3) years
Training to about 100 users including Administrator in D/o Official Language,
Regional Implementation Offices and Ministries/Departments/Offices.
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6. The Bidder should have following eligibility criteria:
(NOTE: Submit all necessary proof of audited certified copy of financial statement and other documents.)
a) The Solution Provider should be a registered software firm for the last three years.
b) The Solution Provider should have an annual turnover of Rs. 1 Crore for the accounting
period 2008-09, 2009-10 and 2010-2011.
c) The Solution Provider should have past experience in Website designing, software
application development, maintenance and customization of online system for periodic
returns.
d) The Solution Provider should have developed at least two MIS/Web applications for
Organizations in India for any Government offices.
e) The solution provider should have already worked on the Hindi Unicode Font.
7. Short listing of the Bidders
Bidders will be expected to give Demo/PowerPoint Presentation to the committee
constituted by competent authority. They will be submitting all the documents required
for establishing their eligibility, as per Para (6) above, during the presentation. They will
also provide details about their work experience, particularly in the Govt./Public sector,
number and qualifications of personnel, available infrastructure in terms of office,
equipments, connectivity, and evidence of value of turnover by way of copies of audited
statements.
Suitability of the applicants will be accessed in the light of the above-stated parameters
and quality of presentation by assigning appropriate weightages to each of the factors
by the said Committee. The applicants will be short-listed as per the score achieved by
them. The financial bids of only the short-listed bidders will be opened and considered.
8. The Financial Bid should be submitted in a properly sealed envelope. The rates are to
be quoted in the prescribed format (Annexure I). A refundable bid Security of Rs. 24000
(Rupees Twenty Four Thousand only) to be paid by means of a demand draft / pay order
favoring “ Pay & Accounts Officer (Secretariat), Ministry of Home Affairs, New Delhi ". The bid
security should be valid for 105 days from the date of opening of Tender.
The bidder the following the essential documents should be part of the Financial Bid, without
which the bid will not be evaluated viz :
a) Duly Filled Price Bid as per Annexure I.
b) Earnest Money Deposit as specified above.
9. The Department reserves the right to accept or reject, in part or full,
any or all the Bids, without assigning any reasons thereof.
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10. Submission of Bids
Sealing and Marking of Bids
i) The Bidders shall seal the envelopes containing “Price Bid” and the envelope shall be
enclosed and sealed in an outer envelope.
ii) The inner and outer envelopes shall:
Be addressed to the Department at the address given; and the envelopes should indicate on the
cover the name and address of the Bidder, contact numbers.
iii) If the outer envelope is not sealed and marked, the department will assume no
responsibility for the Bid’s misplacement or premature opening.
iv) The submitted bids will be valid for 60 days from the date of opening of the tender.
Validity of bid for finalization of tender:
The bid shall be valid for a period of 60 days for finalization of the order from the date of the
bid opening. In exceptional circumstances, the Department may request the bidder to extend
the period of bid validity. The request and responses thereto shall be made in writing. A bidder
accepting the request and granting extension will not be permitted to modify his bid.
11. Time Lines of Execution of Work
The successful bidder will have to complete the design and development work within three
months of placing the order. The implementation time will be the next three months.
12. Deadline for Submission of Bids
a) Bids must be received by the department at the address specified, not later than the
date & time specified in the Para(4) above.
b) The Department may, at its discretion, extend this deadline for the submission of Bids
by amending the Bid Documents, in which case, all rights and obligations of the
Department and Bidders previously subject to the deadline will thereafter be subject to
the deadline as extended.
13. Late Bids
Any Bid received by the department after the deadline for submission of Bids prescribed, will be
rejected and returned unopened to the Bidder.
14. Modification and Withdrawal of Bids
a) No Bid may be withdrawn in the interval between the deadline for submission of Bids
and the expiration of the period of Bid validity specified by the Bidder on the Bid Form.
Withdrawal of a Bid during this interval may result in the Bidder’s forfeiture of its Bid
security
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b) No Bid may be modified after the submission of Bids.
15. OPENING AND EVALUATION OF BIDS
Opening of Bids by the department; Situations of Rejection, and Withdrawal
a) The Bidders’ names, Bid modifications or withdrawals and the presence or absence of
requisite Bid Security and such other details, as the Department, at its discretion, may
consider appropriate, will be announced at the Bid opening.
b) No bid shall be rejected at bid opening, except for incomplete and late bids. The late
bids shall be returned unopened to the Bidder.
c) Bids (and modifications sent) that are not opened at Bid Opening shall not be
considered further for evaluation, irrespective of the circumstances. Withdrawn bids will
be returned unopened to the Bidders.
d) The Department will examine the Bids to determine whether they are complete, have
been furnished in required formats, the documents have been properly signed, and the
Bids are generally in order.
e) No Bidder shall contact the Department on any matter relating to its Bid, from the time
of opening of Bid to the time the Contract is awarded.
f) Any effort by a Bidder to influence the Department in its decision on Bid evaluation, Bid
comparison or contract award may result in the rejection of the Bidder’s Bid.
16. Evaluation and Comparison of Price Bids
The Department may use the services of external consultants for bid evaluation, if
required.
Arithmetical errors will be rectified on the following basis. If there is a discrepancy
between the unit price and the total price that is obtained by multiplying the unit price
and quantity, the unit price shall prevail, and the total price shall be corrected. If the
Successful Bidder does not accept the correction of the errors, its Bid will be rejected,
and its Bid security may be forfeited. If there is a discrepancy between words and
figures, the amount in words will prevail.
The Department’s evaluation of a Price Bid will take into account, in addition to the Bid
price quoted, the following factors:
a) Deviations in payment schedule from that specified;
b) Delivery schedule offered in the bid;
c) The annual maintenance costs;
d) Other specific criteria indicated in the Bid and/or in the Technical & Functional
Specifications.
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17. Basic Features for the
Web Enabled Management Information System for
i) Monitoring of Quarterly Progress Reports (QPR) – (Bilingual i.e. Hindi-English)
ii) Monitoring of Annual Performance Report (APR) - (Bilingual i.e. Hindi-English)
iii) Monitoring of Annual Assessment Reports (AAR) - (Bilingual i.e. Hindi-English)
The proposed MIS for Quarterly Progress Report, Annual Performance Report and
Annual Assessment Report should have the following dynamic modules.
Technology
• Quarterly Progress Report, Annual Assessment Report and Annual
Assessment Report MIS is developed in .net 3.5 Platform.
• For Language solution by using Hindi Unicode font,
• Back end database is SQL Server 2005/2008.
• Data store in English and Hindi. (Database and frontend support the Unicode
character encoding). On the same field user can type in Hindi or English input
URL link compatible with https:// and SSL security implementation
• Secure Login system and authenticated to branch level.
• Analysis and PMP report.
• Encryption of user data security.
18. Module Description
a) Web based MIS i.e. accessible through the internet.
b) Hierarchical Module Approach. After the approval of the Head of Office, the file will
be processed further for reviewing, implementation of Identity Management system.
Reverse order for comment and send file back is also required.
c) Follow all the rules of the online submission Process for web enabled QPR, APR and
AAR MIS.
d) Creation of user account and set user Read/Write/Updation permission.
e) Feedback Form to submit feedback on overall quality of application in a database.
f) Online Password recovery system.
g) File assigned to different departments should have file submission start and end date
so that higher authority can view and make comments on the file but can not make
any changes.
h) Maintenance of log file ( i.e. user-id, date, and time of data updation)
i) Only authenticated user can update the file. At Head of the branch or Main branch
cannot edit the data, they can view the data and create the reports.
j) All the data submitted by the offices are stored in the centralized database server so
that the different types of reports as per criteria may be generated.
k) Admin Control Panel for controlling the complete application.
l) User right management tools. The entire user ID and Branch ID are created from
Admin control panel and that is accessible by D/o Official Language.
m) D/o Official Language will have the right to approve the final report with comments
or they can return to concerned office for editing or updating the reports.
n) If QPR, APR and AAR is finally approved from D/o Official Language then no one
can change the data.
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o) After collecting all the data, D/o Official Language can generate and analyze the
reports according to fixed formula i.e. calculated by MIS application.
p) Some feature like password reset. Password is stored in the database in encrypted
forms should be added to MIS.
19. AWARD OF CONTRACT
Post Qualification
All Price bids after their evaluation on the parameters mentioned above would be arranged in
ascending order and the contract would be awarded to the bidder whose bid has been
evaluated to be the lowest i.e. L-1.
20. Award Criteria
The Department will award the Contract to the successful Bidder who has been determined to
qualify to perform the Contract satisfactorily, and who is L1.
21. Department’s right to accept any Bid and to reject any or all bids.
The Department reserves the right to accept or reject any Bid in part or in full, and to annul the
Bidding process and reject all Bids at any time prior to contract award, without thereby
incurring any liability to the affected Bidder or Bidders.
22. Notification of Award
Prior to expiration of the period of Bid validity, the Department will notify the successful
Bidder in writing or by fax, that its Bid has been accepted.
The notification of award will constitute the formation of the Contract.
Upon the successful Bidder’s furnishing of Performance Security, the Department will
promptly notify each unsuccessful Bidder and will discharge its Bid security.
23. Payment Conditions
50% payment will be released on successful completion of Design, Development and
Installation of software and 40% payment will be released after Implementation of the
Software. The remaining 10% will be released on Completion of One Year of Implementation
or against submission of PBG by the bidder.
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24. Signing of Contract
Soon after, say within a week of the Department notifying & accepting the successful Bidder,
both the parties i.e. the Department & the Successful Vendor will sign the contract as per
format prescribed by the Department, incorporating all provisions between the parties. The
successful bidder shall be required to furnish a performance security equal to 10% of the total
approved cost of the tender within fifteen days after receipt of Advance Work order in the form
of Bank Guarantee issued by a scheduled bank / nationalised bank in favour of the
Department and valid for a period of 36 months from the date of execution of agreement of
contract. The performance security shall be discharged/returned on expiry and successful
completion of the contract. In case of non-execution of the contract, in part or in full, the
performance security shall be forfeited, after giving due notice to the contractor in respect of
the defective/ improper performance/ execution or breach of any of the terms of the contract
etc. The performance security is in addition to the EMD.
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Annexure I
FORMAT FOR QUOTING RATES
NAME OF BIDDER__________________________________________________________
ADDRESS _________________________________________________________________
Sl. No. Item Rate in figures Rate in Words
1. Design, Development, Installation of
Web Based MIS. (including
maintenance for 1st year).
_______________ _________________
2.
Annual Maintenance of 2nd year
_________________
_______________
3.
Annual Maintenance of 3rd year
_________________
_____________
Note:- All permissible taxes will be extra.
(Signature of Bidder)
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Annexure II
PROFORMA for Earnest Money
PROFORMA of Bank Guarantee for Earnest Money
(On non-judicial Stamp paper of requisite amount)
Bank Guarantee No.______________________
To
Dear Sir,
The Drawing and Disbursing Officer,
Department of Official Language,
Ministry of Home Affairs,
Lok Nayak Bhavan,
New Delhi
In accordance with your invitation to tender No. 12024/12/2010-OL (Impl. 2)
M/s______________________________________________________hereafter called the
tenderer with the following Directors on their Board of Directors Partners of the firms.
1.
2.
3.
4.
Wish to participate in the said Tender for the Design, Development and Implementation of Web
Based Information System, for Department of Official Language, Ministry of Home Affairs. As a
Bank Guarantee against Earnest Money the sum of Rs. (Rs. ) valid for Sixty days
from the date of opening of the Tender is required to be submitted by the tender as a condition
for the participation, this bank hereby guarantees and undertakes during the above said period
of Sixty days to immediately pay on demand by DDO, Department of Official Language,
Ministry of Home Affairs writing the amount of Rs. (Rs. only) without any
reservation and recourse if:
i. The Tenderer after submitting his Tender modifies the rate or only of the terms and
conditions thereof, except with the previous written consent of the Department.
ii. The tenderer withdraws the said Tender within Sixty days after opening of tender or
iii. The Tenderer having not withdrawn the tender fails to furnish the contract security
deposit imposed for the performance of the contract within the period provided in the general
conditions of contract.
The Guarantee shall be irrevocable and shall remain valid up to Sixty days. If further
extension to this guarantee is required the same shall be extended to such required period on
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receiving instruction from
M/s_______________________________________________________ job whose behalf this
guarantee is issued.
Date__________________
Place________________________
Name_____________________
Witness______________________
Designation_______________________
Signature______________________
Printed
(Banks Commercial Seal)
Witness_____________________
1.__________________________
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Annexure III
PERFORMANCE SECURITY GUARANTEE BOND FORM
1. In consideration of the Department of Official Language, Ministry of Home
Affairs, Government of India (hereinafter called “the DOL”) having agreed to
award the work order for Design, Development and Implementation of Web
Enabled Management Information System as per terms and conditions of the Bid
Document Number ___________________ dated _______ to M/s
______________ (hereinafter called the said Contractor(s)) and agreed to
exempt from the demand under the terms and conditions of an agreement/ No.
______________________ Dated _______ made between _______________
and ____________________ for the work of
_____________________________ (hereinafter called ‘the said Agreement’), of
security deposit for the due fulfilment by the said Contractor(s) of the terms and
conditions contained in the said Agreement, on production of a bank guarantee
for __________________________ we, (Name of the Bank )
_______________________ (hereinafter referred to as ‘the Bank’) at the request
of ____________________(contractors do hereby undertake to pay to the DOL
an amount not exceeding _________________ against any loss or damage
caused to or suffered or would be cause to or suffered by the DOL by reason of
any breach by the said Contractor(s) of any of the terms or conditions contained
in the said Agreement.
2. We (Name of the Bank) ____________________________ do hereby undertake
to pay the amount due and payable under this guarantee without any demur,
merely on a demand from the DOL stating that the amount claimed is due by way
of loss or damage cause to or suffered by the DOL by reason of breach by the
said contractor(s) of any terms or conditions contained in the said Agreement or
by reason of the contractor(s) failure to perform the said Agreement. Any such
demand made on the bank shall be conclusive as regards the amount due and
payable by the Bank under this guarantee where the decision of the DOL in
these count shall be final and binding on the bank. However our Liability under
this guarantee shall be restricted to an amount not exceeding
_________________________.
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3. We undertake to pay to the DOL any money so demanded not withstanding any
dispute or dispute raise by the contractor(s)/ supplier(s) in any suit or proceeding
pending before any court or tribunal relating there to our liability under this
present being absolute and unequivocal. The payment so made by us under this
bond shall be valid discharge of our liability for payment thereunder and the
contractor(s)/ supplier(s) shall have no claim against us for making such payment
4. We (Name of the bank) ______________________________ further agree that
the guarantee herein contained shall remain in full force and effect during the
period that would be taken for the performance of the said agreement and that it
shall continue to be enforceable till all the dues of the dues of the DOL under or
by virtue of the said Agreement have been fully paid and its claims satisfied or
discharged or till DOL _____________________ certifies that the terms and
conditions of the said Agreement have been fully and properly carried out by the
said contractor(s) and accordingly discharges this guarantee. Unless a demand
or claim under this guarantee is made on us in writing on or before the expiry of
36 months from the date hereof, we shall be discharged from all liability under
this guarantee thereafter.
5. We (Name of the Bank) ______________________________ further agree with
the DOL that the DOL shall have the fullest liberty without affecting in any
manner our obligation hereunder to very any of the terms and conditions of the
said agreement or to extend time of performance by the said contractor(s) from
time to time or to postpone for any time or from time to time any of the powers
exercisable the DOL Against and said contractor(s) and forbear or enforce any
of the terms and conditions relating to the said agreement and we shall not be
relieved from our liability by reason of any such variation, or extension being
granted to the said contractor(s) or for any forbearance, act or omission on the
part of the DOL or any indulgence by the DOL to the said contractor(s) or by any
such matter or thing whatsoever which under the law relating to sureties would,
but for this provision, have effect of so relieving us.
6. This guarantee will not be discharge due to the change in the constitution of the
Bank or the contractor(s)/ supplier(s).
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7. We (Name of the Bank) ______________________________ lastly undertake
not to revoke this guarantee during its currency except with the previous consent
of the DOL in writing.
Dated the _______________ day of---------------
for ________________________________
(Indicate the name of the Bank)
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Quarterly Progress Report Regarding Progressive Use of Official Language Hindi in
Ministries/Departments/Attached and Subordinate Offices/PSUs/Autonomous Bodies
etc. of Central Government
Quarter ending on..............
Part - I ( To be furnished in each Quarter)
Name of the Office _____________________________
Phone No. of Concerned Official Language Officer STD Code____ Tel. No. _____
1. Documents* issued under section 3(3) of Official Languages Act, 1963
(a) Total No. of documents issued
___________
( b) Out of this Issued only in English _____________
* This includes General Orders, Memorandums, Resolutions, Notifications, Rules, Agreements,
Contracts, Tender Notices, Parliament Questions etc.
2. Letters received in Hindi (Official Languages Rule 5)
(a) Total No. of letters received in Hindi according to the Diary Register as prescribed under para
12 (1) of chapter 4 of Manual of Office Procedure _____
(b) Out of these how many replied to in English
_____
3. Letters received in English & replied to in Hindi (Only for offices located in ‘A’ region)
From region ‘A’
From region ‘B’
No.of letters received in English Out of this letters replied to in Hindi
1 2
4. Details of total letters issued
To Region ‘A’
To Region ‘B’
To Region ‘C’
In Hindi/Bilingual Only in Total No. of Percentage of letters
English letters issued issued in Hindi/Bilingual
1 2 3 4
5. Notings in Hindi on files
(a) No. of notings written during the quarter ---------------
(b) No. of notings written in Hindi ---------------
(c) Percentage of notings written in Hindi ---------------
6. Hindi Workshops
Date of workshops conducted during the quarter
No. of officers/staff trained
1 2

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7. Date of the meeting of the Departmental/Organizational Official Language Implementation
Committee ________
Important Decisions
Status of Compliance
1.
2.
3.
4.
8. Date of the meeting of the Hindi Advisory Committee :
(a)
Date of constituion
Date of expiry of the term of
the committee
Date of re-constitution
(b)
Important Decisions
Follow up action
1 st Meeting _________
2 nd Meeting __________
9. Apex (Meeting organized under chairmanship of Joint Secretary in Ministry/Department
and Administrative Head/Head of Office in other Offices etc.) Administrative Meetings
( a ) No. of Top administrative meetings held during the Qtr. ________
( b ) In how many meetings discussions/proceedings were totally in Hindi ________
10. Position regarding assurances given to the Committee of Parliament on Official
Language.
(i)Pending of
assurances of previous
quarters (If any)
(ii) Assurance given
during the quarter
Date of Nature/Subject of Total No. of No. of No. of
inspection given assurances assurances given assurances assurances
conducted by
fulfilled pending
the Committee
during the
quarter
1 2 3 4 5
11. Position of Hindi Language training.
No. of Officers/personnel remained to be
trained in Hindi Language
No. of Officers/personnel trained during the
year

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12. Brief description of the outstanding achievements/work regarding Implementation of the
Official Language Policy during the quarter (Enclose details) :
(a) Hindi Divas
(b) Hindi Week/Fortnight/Month
(c) Hindi Seminar
_____________________________________________
____________________________________________
____________________________________________
(d) Details of awarded books under the award scheme for original book writing in Hindi__
(e) Other activities if any
_____________________________________________
13. Brief description of the incentives provided in order to accelerate the use of Official
Language by Attached/Subordinate/Offices/PSUs/Banks of Ministry/Department
The above said information has been prepared on the basis of available records and are true as
per my knowledge.
Signature of the Chairperson of the O.L.I.C of Min./Dep./Org. __________________________
Name of the Chairperson
Designation
Telephone No.
Fax No.
E mail address
__________________________
__________________________
__________________________
__________________________
__________________________
Note: This report will be returned in case it is not duly signed by the Chairman of the Official
Language Implementation Committee of the Ministry/ Department/ Office etc. No column
should be left blank and information should be given distinctly.

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Part II
(Information in this Part should be given for the whole of the Financial Year and be sent only
once along with Part-I of the Quarterly Progress Report for quarter ending on 31 st March.)
1. ( i ) Whether the Office has been notified under Rule 10(4) (80% Staff of
Total No. of Staff have acquired working knowledge in Hindi) of
Official Languages Rule
Yes/No
( ii ) Notification of offices etc. under the control of Ministry/Department/PSUs/Autonomous bodies
etc. under Rule 10(4) of Official Languages Rule : -
Total No. of Offices No. of notified offices Position regarding remaining offices
1 2 3
2. Position of Officers/Employees possessing knowledge of Official Language :-
2(i ) (a) Total No. of Officers/Employees
(b) No. of Officers/Officials possessing working
knowledge of Hindi (passed Matric/Pragya exam
or equivalent/higher level with Hindi as a subject )
out of (a) above.
(c) No. of Officers/officials having proficiency in
Hindi/passed Matric/equivalent/higher level exam
with Hindi medium or passed degree or equivalent
or higher exam with Hindi as an elective subject
out of (b) above.
(d) How many personnel are trained in Hindi out of
(a) above deducting (b) & (c)
(e) Yet to be trained in Hindi.
(f) Action Plan for imparting training for the coming
five years:-
(i) 2010-11
(ii) 2011-12
(iii) 2012-13
(iv) 2013-14
(v) 2014-15
Officers Employees Total
No.
1 2 3

2(ii) (a)
(b)
(c)
Stenographer
Typists/Clerks
Action Plan for imparting
training for the coming
five years:-
(i) 2010-11
(ii) 2011-12
(iii) 2012-13
(iv) 2013-14
(v) 2014-15
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Total No. of personnel Working in Yet to be
No. trained in Hindi Hindi trained
1 2 3 4
2(iii) (a) Total No. of Officers/employees engaged in
Translation Work
(b) No. of those who have got training from the Central
Translation Bureau out of (a) above.
(c) How many are yet to be trained.
(d) Action Plan for imparting training for the coming
five years:-
(i) 2010-11
(ii) 2011-12
(iii) 2012-13
(iv) 2013-14
(v) 2014-15
3. Knowledge of various Hindi Softwares aid to work in Hindi and position of Computer
training :
3(i) Name of Softwares No. of Officers/employees using these
Softwares
1 2
3(ii) Total No. of
Officers/ employees
(a)
(b)
No. of Officers/ employees trained No. of Officers/
for doing work in Hindi on employees working in
Computers
Hindi on Computers
1 2 3
Action Plan for imparting training for the coming five
years:-
(i) 2010-11
(ii) 2011-12
(iii) 2012-13
(iv) 2013-14
(v) 2014-15

4. Details regarding Computer/Laptop :-
Total No. Bilingual No. of Computers/Laptop
supported by Unicode
Only in
English
(1) (2) (3) (4)
4(i) Computer/Laptop
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5. Code, Manual, Standard Forms etc.
Acts/Rules/Official codes/Manuals
/Procedural literature etc.
Standard Forms
Total No. In Bilingual/ Only
Hindi English
(1) (2) (3)
in
6. No. of Offices/Sections specified under OL Rule 8(4) to perform whole work in Hindi
(a) Total No. of Offices/Divisions/Sections
(b) No. of Offices/Sections specified to work in Hindi
________
________
7. (a) Position of Hindi Training
No. of Officers/employees yet to be trained
in Hindi
No. of Officers/employees trained during the
year
(b) Position of use of Hindi in Training Institutes under Ministries/ Departments/Sub
ordinate Offices /Organisations.
(i) Total No. of training programmes conducted during the year. _____________
(ii) Conducted through Hindi Medium
_____________
(iii) Conducted through mixed language - Hindi & English _____________
( c) Training Materials.
(i) Total No. of training materials prepared during the year
(ii) No. of material in Hindi/Bilingual
(iii) No. of material only in English
____________
______________
______________
8. Inspections pertaining to Official Language carried out during the year
(a) ( i) Total No. of sections
________
( ii) No. of sections inspected ________
(b) ( i) Total No. of Attached/Subordinate offices/PSUs
/Autonomous Bodies (If any) etc.
_________
( ii) No. of offices inspected ________
9. Publication of Magazines etc.
Total No. Hindi/Bilingual Only in English
1 2 3
(a) Magazines
(b) Other Publications

-7-
10. Purchase of Hindi Books (including Study Material in electronic medium purchased by
Library including CD, DVD, Documentary and e-books etc.)
( i) Total Expenditure incurred on purchase of books during the year _________
( ii) Expenditure incurred on purchase of Hindi books _________
11. Work done in Hindi by the Deputy Secretary/Equivalent and Higher Officers :
Total No. of No. of Officers having No. of those working in Hindi out of
Higher Officers knowledge of Hindi Column(2)
More than 70% Between Below 30%
70%-30%
1 2 3 4 5
12. Position regarding ‘Hindi Posts’ in the Attached & Subordinate Offices. :
(a) In headquarter of Ministries/
Departments/
Offices/PSU/Autonomous
Bodies etc.
(b) In the attached/Subordinate
offices/units of the above (a)
Designation No. of posts Vacant Since
Sanctioned Vacant
(1) (2) (3) (4)
13. Position of Website
Address of Website Partially in Hindi Entirely in Bilingual form
1 2 3
14. Brief description of the outstanding achievements and the innovative best practices for
propagating the use of Official Language in Attached/Subordinate/Offices/PSUs/Banks of
Ministry/Department

-8-
15. Suggestion for effective use of Hindi :
The above said information has been prepared on the basis of available records and are true as
per my knowledge.
Signature of the Chairperson of the O.L.I.C of Min./Dep./Org. __________________________
Name of the Chairperson
Designation
Telephone No.
Fax No.
E mail address
__________________________
__________________________
__________________________
__________________________
__________________________
Note: This report will be returned in case it is not duly signed by the Chairman of the Official
Language Implementation Committee of the Ministry/ Department/ Office etc. No column
should be left blank and information should be given distinctly.

Quarterly progress report regarding implementation of the essential provisions
Of the Official Language Act,1963 in the Central Government
Offices located in Tamil Nadu
Quarter ending………………………….
Name of the Office………………………………………………………………………
Part I – Information regarding Hindi Training
1.Knowledge of Hindi possessed by the staff Gazetted Non-Gazetted
(excluding Group ‘D’ employees)
(a) Total numbe of employees
(b) Number of employees having working
Knowledge of Hindi
2.Employees who are expected to do typing/stenography Typists
Stenographers
(a) Total number
(b) Number of those who know Hindi typing/Hindi
Stenography
Part II—Position regarding Hindi Staff and availability of Devnagari Typewriter
3. (a) Number of Hindi Officers
(b) Number of Translators
4. Number of typewriters Devanagary Roman
Part III – Position regarding implementation of Official Language Act,1963
5. Documents issued under Section 3(3)of Issued bilingually issued in
the Official Language Act both in Hindi & English
English
only
(a) General orders Instructions circulars
Memoranda etc.
(b) Resolutions, Notification and Rules
(c) Administrative and other reports
(d) Press Communiques
(e) Licences and Permits
(f) Notices and Forms of Tenders , Contracts
and agreements
(g) Papers laid before the House of Parliament
____________________
________________

¡òɨÉÇ ºÉÆ.®úÉ.¦ÉÉ. (+xÉÖ. -II)
®úÉVɦÉɹÉÉ Ë½þnùÒ Eäò |ɪÉÉäMÉ ºÉƤÉÆvÉÒ ´ÉÉ̹ÉEò ¨ÉÚ±ªÉÉÆEòxÉ ‡®ú{ÉÉä]Çõ EòÉ
|ÉÉä¡òɨÉÉÇõ
¨ÉÆjÉɱɪÉ/‡´É¦ÉÉMÉ EòÉ xÉÉ¨É : ´É¹ÉÇ :
ºÉƤÉrù/+vÉÒxɺlÉ EòɪÉÉDZɪÉ/={ÉGò¨É EòÉ xÉÉ¨É :
IÉäjÉ (Eò,JÉ ªÉÉ MÉ) :
1. ®úÉVɦÉɹÉÉ +‡vɇxÉªÉ¨É EòÒ vÉÉ®úÉ 3 (3) Eäò +vÉÒxÉ VÉÉ®Ò ‡EòB MÉB EòÉMÉVÉÉiÉ :
(Eò) EÖò±É
(JÉ) Eäò´É±É +ÆOÉåVÉÒ ¨Éå
2. ˽þnùÒ ¨Éå {ÉjÉÉSÉÉ®ú
(Eò) ˽þnùÒ ¨Éå |ÉÉ{iÉ EÖò±É {ÉjÉ
(JÉ) ‡EòiÉxÉÉå EòÉ =kÉ®ú ˽þnùÒ ¨Éå ‡nùªÉÉ MɪÉÉ
(MÉ) ‡EòiÉxÉÉå EòÉ =kÉ®ú +ÆOÉäVÉÒ ¨Éå ‡nùªÉÉ MɪÉÉ *
(ªÉ½þ ºÉÚSÉxÉÉ EòɪÉÉÇ±ÉªÉ {Érù‡iÉ ¨ÉèxÉÖ+±É +vªÉÉªÉ 4 {Éè®úÉ 12 (1) uùÉ®úÉ ‡xÉvÉÉLJ®úiÉ b÷ɪɮúÒ ®ú‡Vɺ]õ®ú ºÉä nùÒ VÉÉB *)
3. ¨ÉÚ±É {ÉjÉÉSÉÉ®ú - {ÉjÉɇnù (iÉÉ®ú/]äõ±ÉäCºÉ/¡èòCºÉ ºÉ‡½þiÉ)
(Eò) ˽þnùÒ ¨Éå ¦ÉäVÉä MÉB
(JÉ) +ÆOÉäVÉÒ ¨Éå ¦ÉäVÉä MÉB
(MÉ) ‡uù¦ÉɹÉÒ °ü{É ¨Éå ¦ÉäVÉä MÉB
4. ]ÆõEòEò/+É„ÉÖ‡±É‡{ÉEòò ]ÆõEòEò +É„ÉÖ‡±É‡{ÉEò ªÉÉäMÉ
(Eò) EÖò±É ºÉÆJªÉÉ
(JÉ) VÉÉä ˽þnùÒ ]ÆõEòhÉ/+É„ÉÖ‡±É‡{É Eò®úxÉÉ VÉÉxÉiÉä ½éþ
(MÉ) VÉÉä +ÆOÉäVÉÒ ]ÆõEòhÉ/+É„ÉÖ‡±É‡{É EòÉ EòɪÉÇ Eò®úxÉÉ VÉÉxÉiÉä ½éþ
(PÉ) VÉÉä nùÉäxÉÉå ¦ÉɹÉÉ+Éå ¨Éå ]ÆõEòhÉ/+É„ÉÖ‡±É‡{É EòÉ EòɪÉÇ Eò®úxÉÉ VÉÉxÉiÉä ½éþ
(c÷) EòɪÉÉÇ±ÉªÉ ¨Éå EÖò±É ]ÆõEòhÉ/+É„ÉÖ‡±É‡{É EòɪÉÇ EòÒ iÉÖ±ÉxÉÉ ¨Éå ˽þnùÒ ]ÆõEòEò/+É„ÉÖ‡±É‡{É EòɪÉÇ EòÒ |ɇiÉ„ÉiÉiÉÉ
5. ªÉÉƇjÉEò/

6. ®úÉVɦÉɹÉÉ ¨Éå EòÉäb÷/¨ÉèxÉÖ+±É EòÒ ={ɱɤvÉiÉÉ
(ºÉÉƇ´É‡vÉEò/EòɪÉÉDZɪÉÉvÉÒxÉ/iÉEòxÉÒEòÒ ºÉɇ½þiªÉ)
¸ÉähÉÒ EÖò±É ºÉÆ. ‡uù¦ÉɹÉÒ Eäò´É±É Eäò´É±É ‡uù¦ÉɹÉÒ +lÉ´ÉÉ
+ÆOÉäVÉÒ ¨ÉäÆ Ë½þnùÒ ¨ÉäÆ Ë½nùÒ xÉ ½ÉäxÉä Eäò EòÉ®úhÉ
1. +‡vɇxɪɨÉ/‡xɪɨÉ
2. EòɪÉÉDZɪÉÉvÉÒxÉ EòÉäb÷/¨ÉèxÉÖ+±É
3. ¨ÉÉxÉEò ¡òɨÉÇ
4. iÉEòxÉÒEòÒ ºÉɇ½þiªÉ
5. |ɇ„ÉIÉhÉ ºÉɇ½þiªÉ/ºÉɨÉOÉÒ
6. {ÉjÉ-{ɇjÉEòÉBÆ
7. +xªÉ |ÉEòÉ„ÉxÉ
EÖò±É ªÉÉäMÉ
7. ¨ÉÆjÉɱɪÉ/‡´É¦ÉÉMÉ +ɇnù EòÒ ®úÉVɦÉɹÉÉ EòɪÉÉÇx´ÉªÉxÉ ºÉ‡¨É‡iÉ EòÒ ¤Éè`öEåò :
´É¹ÉÇ Eäò nùÉè®úÉxÉ ‡EòiÉxÉÒ ¤Éè`öEåò +ɪÉÉä‡VÉiÉ EòÒ MÉ

Part IV—General Information
6. Availability in bilingual form of Codes,Manuals,Forms
and Procedural literature issued/prescribed by the
Ministry/Department/Head Offices.(This information
Should be given only in the Report for the quarter
Jan-March)
(a) Total Number
(b) Number of those available in bilingual form (in
Hindi & English
7. Rubber stamps, Name plates and Sign boards (in the Bilingual
report for the quarter Jan-March) (In Hindi &English) In English only
(a) Number of Rubber stamps
(b) Number of name plates and sign boards
8. Setting up of the Official Language Implementation
Committee
(a) Has the Official Language Implementation
Committee been set up to keep a watch on the implementation
of the Official Language Act and the position
of Hindi Training?
(b) If so, are its meetings being held regularly
9. Names, designation and Telephone Nos. of the officers
concerned with the work relating to official language
(a) Head of office
(b) Official Language Officer
(c) Hindi Officer