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RISL: RFP-Pilot implementation of RIMMS for DAM, GoR Final after pre-bid
Seal &Signature of the Auth. Sign . Page 1 of 212
Final Request for Proposal (RFP) Document for
the Pilot Implementation of
Rajasthan Integrated Mandi Management System (RIMMS)
for
Department of Agriculture Marketing,
Government of Rajasthan
[Reference No. F4.2 (56)/RISL/Tech/2012/2189 Dated: 06-07-2012]
Mode of Bid Submission Online though eProcurement/ eTendering system at http://eproc.rajasthan.gov.in
Tendering Authority/ Purchaser Managing Director, RajCOMP Info Services Limited (RISL), First Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur (Rajasthan)
Date & Time of Pre-bid meeting 23.07.2012 at 03.00PM
Last Date & Time of Submission of eBid 24.08.2012 at 03.00PM
Date & Time of Opening of Technical eBid 27.08.2012 at 03.00PM
Cost of Tender Document: Rs. 5000/- Only (Rupees Five Thousand Only)
Name of the Bidding Company/ Firm:
Contact Person(Authorised Bid Signatory):
Correspondence Address:
Mobile No. Telephone & Fax Nos.:
Website & E-Mail:
RajCOMP Info Services Limited (RISL)
1st Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur (Rajasthan)
Phone: 91(141) 2229394, 5103902 Fax: 91(141) 2228701
Website: http://risl.rajasthan.gov.in
Email: info.risl@rajasthan.gov.in
RISL: RFP-Pilot implementation of RIMMS for DAM, GoR Final after pre-bid
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CONTENTS
1. INVITATION FOR BIDS (IFB) AND NOTICE INVITING TENDER 7
NOTICE INVITING TENDER-NIT 9
2. BACKGROUND INFORMATION 10
2.1. PROJECT PROFILE .............................................................................................................................................. 10
2.1.1 THEMATIC FOCUS/ PROJECT OBJECTIVES......................................................................................................... 10
2.1.2 NEED AND BENEFITS ........................................................................................................................................... 10
2.1.3 BRIEF TECHNICAL SOLUTION REQUIREMENTS .................................................................................................... 10
2.1.4 BRIEF SCOPE OF WORK ..................................................................................................................................... 11
2.1.5 IMPLEMENTING AND PARTICIPATING AGENCIES (STAKEHOLDERS) .................................................................... 12
2.1.6 TARGET GROUP (AUDIENCE/ BENEFICIARIES) ................................................................................................... 13
2.1.7 EXPECTED PROJECT OUTCOMES ....................................................................................................................... 13
2.2. ABOUT DEPARTMENT OF AGRICULTURAL MARKETING ...................................................................................... 13
2.2.1 FUNCTIONAL COVERAGE OF PILOT IMPLEMENTATION OF RIMMS .................................................................... 15
3. ELIGIBILITY CRITERIA 17
4. SCOPE OF WORK, DELIVERABLES AND TIMELINES 19
4.1. CONCEPTUAL TECHNICAL DESIGN OF THE RIMMS .......................................................................................... 19
4.1.1. THE WEB APPLICATION ....................................................................................................................................... 19
4.1.2. PROPOSED DEPLOYMENT ARCHITECTURE ........................................................................................................ 19
4.1.3. PROPOSED SECURITY ARCHITECTURE .............................................................................................................. 20
4.1.4. APPROACH AND METHODOLOGY TO BE FOLLOWED ........................................................................................... 20
4.1.5. DATA SIZING, NAMED USERS & CONCURRENCY OF DATA ................................................................................ 20
4.2. SCOPE OF WORK ................................................................................................................................................ 21
4.2.1. APPLICATION SOFTWARE DEVELOPMENT AND WEB PORTAL DEVELOPMENT .................................................. 21
4.2.2. SITE SURVEY AND PREPARATION AND INSTALLATION AND COMMISSIONING OF IT AND NON-IT
HARDWARE .................................................................................................................................................................... 27
4.2.3. DATA DIGITIZATION AND MIGRATION .................................................................................................................. 28
4.2.4. TRAINING & CAPACITY BUILDING ....................................................................................................................... 29
4.2.5. SYSTEM INTEGRATION AND COMMISSIONING (GO LIVE) .................................................................................... 30
4.2.6. OPERATION AND MAINTENANCE / FACILITY MAINTENANCE SERVICES (FMS) ................................................. 31
4.2.6.1. IMPLEMENTATION SUPPORT ....................................................................................................................... 32
4.2.6.2. DEPLOYMENT OF MANPOWER FOR FACILITY MANAGEMENT SERVICES ................................................... 32
RISL: RFP-Pilot implementation of RIMMS for DAM, GoR Final after pre-bid
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4.2.6.3. MANAGED SERVICES DURING O&M PERIOD ............................................................................................. 34
4.2.6.4. SUPPORT SERVICES WEB PORTAL & APPLICATION S/W ........................................................................... 36
4.2.6.5. MIS REPORTS: ................................................................................................................................................ 37
4.2.7. CHANGE REQUEST MANAGEMENT SERVICES .................................................................................................... 39
4.2.8. THIRD PARTY AUDIT (TPA) ................................................................................................................................ 39
4.3. PROJECT DURATION ........................................................................................................................................... 40
4.4. ROLES & RESPONSIBILITIES (STAKEHOLDER-WISE) ......................................................................................... 40
4.5. PROJECT DELIVERABLES, MILESTONES & TIME SCHEDULE ............................................................................. 44
5. INSTRUCTION TO BIDDERS (ITB) & BIDDING PROCESS 49
6. TERMS AND CONDITIONS, OF TENDER & CONTRACT 65
7. ANNEXURES 99
7.1. ANNEXURE 1 – FUNCTIONAL REQUIREMENT SPECIFICATIONS ...................................................... 99
7.2 ANNEXURE 2 – INDICATIVE BILL OF MATERIAL (BOM) ....................................................................... 144
7.3 ANNEXURE-3 – SUGGESTED TECHNICAL SPECIFICATIONS........................................................... 148
7.4 ANNEXURE-4 - COVERING LETTER OF THE BID .................................................................................. 172
7.5 ANNEXURE-5 - PRE- BID QUERIES FORMAT ........................................................................................ 174
7.6 ANNEXURE-6 - TENDER FORM ................................................................................................................. 175
7.7 ANNEXURE-7- BIDDER’S AUTHORIZATION CERTIFICATE ................................................................ 176
7.8 ANNEXURE-8 - SELF-DECLARATION – NO BLACKLISTING ............................................................... 177
7.9 ANNEXURE-9 - CERTIFICATE OF CONFORMITY/ NO DEVIATION ................................................... 178
7.10 ANNEXURE-10 - MANUFACTURER’S AUTHORIZATION FORM (MAF) ............................................. 179
7.11 ANNEXURE-11 - UNDERTAKING ON AUTHENTICITY OF COMPUTER EQUIPMENTS ................. 180
7.12 ANNEXURE-12 - FINANCIAL BID FORMAT (TO BE FILLED BY THE BIDDER IN BOQ (.XLS FILE) ON
EPROC WEBSITE WITH A COVER LETTER ON HIS LETTER HEAD) ................................................................................ 181
7.13 ANNEXURE-13 - PERFORMANCE BANK GUARANTEE ....................................................................... 193
7.14 ANNEXURE-14 - DRAFT AGREEMENT FORMAT................................................................................... 195
7.15 ANNEXURE-15 - FORMAT FOR SUBMISSION OF PROJECT REFERENCES FOR PRE-
QUALIFICATION EXPERIENCE ............................................................................................................................ 198
7.16 ANNEXURE 16- SERVICE LEVEL AGREMENT ....................................................................................... 199
7.17 ANNEXURE 17 - FORMAT FOR CONSORTIUM AGREEMENT ............................................................ 204
7.18 ANNEXURE-18 - LIST OF INFRASTRUCTURE TO BE PROVIDED BY RSDC .................................. 208
7.19 ANNEXURE-19 - INDICATIVE PROJECT PLAN ...................................................................................... 210
7.20 ANNEXURE-20 - EXPECTED QUALIFICATION OF MANPOWER RESOURCES .............................. 211
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ABBREVIATIONS & DEFINITIONS
Agreement The Agreement to be signed between the successful bidder and
RajCOMP Info Services Ltd.
Authorised Signatory The bidder’s representative/ officer vested (explicitly, implicitly, or
through conduct) with the powers to commit the authorizing
organization to a binding agreement. Also called signing officer/
authority having the Power of Attorney (PoA) from the competent
authority of the respective bidding firm.
APMC Agriculture Produce Marketing Committee
Bidder / Tenderer "Bidder" means any firm/ agency/ company/ contractor/ supplier/
vendor responding to Invitation for Bids / Request for Proposal /
Notice Inviting Tender and which is participating in the Bid. Also
called offeror or quoter.
CMC Contract Monitoring Committee
Contract
The “Contract” means a legally enforceable agreement entered into
between RajCOMP Info Services Limited (RISL) and the selected
bidder(s) with mutual obligations.
Contract/ Project Period
The Contract/ Project Period shall commence from the date of issue
of Work order till 2 Years of Operations & Maintenance Services
after commissioning of the project.
COTS Commercial off the Shelf
DAM, GoR Department of Agricultural Marketing, Government of Rajasthan
Day “Day” means a working day as per Government of Rajasthan
Government of India.
DeitY, GoI Department of Electronics and Information Technology, Government
of India
DoIT&C, GoR Department of Information Technology and Communication,
Government of Rajasthan
EMD Earnest Money Deposit
EMS Enterprises Management System
GoI Government of India
Goods
“Goods” means a tangible physical product that can be contrasted
with a service which is intangible i.e. all the products which the
bidder is required to supply to the purchaser under the contract.
GoR Government of Rajasthan
ICT Information and Communication Technology
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INR Indian Rupee
ISO International Organisation for Standardisation
IT Information Technology
ITB Instruction to Bidders
LCBS Least Cost Based Selection Method (L1)
LD Liquidated Damages
LoI Letter of Intent
NeGP National eGovernance Plan
NIT Notice Inviting Tender
NMS Network Management System
OEM Original Equipment Manufacturer
PAN Permanent Account Number
PBG Performance Bank Guarantee
PC Procurement Committee
Project Site The “Project Site”, wherever applicable, means the designated place
or places where the project implementation is to be carried out.
PSD Performance Security Deposit
Purchaser/ Tendering Authority
Person or entity that is a recipient of a good or service provided by
the bidder under a purchase order or contract of sale. Also called
buyer. RajCOMP Info Services Limited (RISL) in this RFP document.
RFP Request for Proposal, an early stage in procurement process,
issuing an invitation for bidders, through a bidding process, to submit
a proposal on a specific commodity or service.
RIMMS Rajasthan Integrated Mandi Management System
RISL RajCOMP Info Services Ltd.
RSDC Rajasthan State Date Centre
RSWAN Rajasthan State Wide Area Network
Services
“Services” means the services to be delivered by the successful
bidder and as required to run the project successfully as per the
contract. A service is the intangible equivalent of an economic good.
Supplier/SI/Vendor/Successful
Bidder/ Service
Provider/Contractor
System Integrator, The bidder who will be finally selected and who
gets into an agreement with the RISL for completing the work
mentioned in this bidding document.
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SLA
Service Level Agreement is a negotiated agreement between two
parties wherein one is RISL and the other is the selected bidder. It is
a service contract where the level of service is formally defined.
SoW Scope of Work
SSDG State Service Delivery Gateway
State Government Government of Rajasthan
STQC Standardisation Testing and Quality Certification, Government of
India
TC Technical Committee
TIN Tax Identification Number
TPA Third Party Auditor
UAT User Acceptance Testing
VAT Value Added Tax
WO/ PO Work Order/ Purchase Order
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1. INVITATION FOR BIDS (IFB) AND NOTICE INVITING TENDER
1) RajCOMP Info services Limited (RISL) on behalf of Department of Agricultural Marketing (DAM)
invites electronic bid (eBid) proposals from reputed, competent and professional Information
Technology(IT) Firms, who meet the minimum eligibility criteria as specified in this bidding document
for the design, development, implementation and maintenance for an end to end solution for the pilot
implementation of Rajasthan Integrated Mandi Management System (RIMMS), as detailed in the
section titled "Scope of Work" of this RFP document.
2) Based on the successful implementation and operations of the pilot project, the project shall be rolled-
out across the state covering remaining mandis. A separate RFP shall be issued for project rollout
across the state.
3) The RIMMS will be based upon open standards & state-of-art technologies, designed in 3-tier
architecture with the flexibility to expand/ upgrade and integrate with other existing/ proposed NeGP/
GoR projects as per the requirements of DAM.
4) The complete bidding document has been published on the websites http://doitc.rajasthan.gov.in,
http://risl.rajasthan.gov.in and http://eproc.rajasthan.gov.in/ for the purpose of downloading. The
downloaded bidding document shall be considered valid for participation in the electronic bidding
process (eProcurement/ eTendering) subject to the submission of required tender/ bidding document
fee and RISL Processing Fee in Cash/ Demand Draft and in favour of “Managing Director, RajCOMP
Info Services Limited (RISL)” payable at “Jaipur”. A copy of the tender/ bidding document fee receipt
and RISL Processing Fee must be enclosed along with the Technical bid/ proposal failing which the
bid will be summarily rejected.
5) Bidders who wish to participate in this bidding process must register on http://eproc.rajasthan.gov.in
(bidders already registered on http://eproc.rajasthan.gov.in before 30-09-2011 must register again).
6) To participate in online bidding process, Bidders must procure a Digital Signature Certificate (Type III)
as per Information Technology Act-2000 using which they can digitally sign their electronic bids.
Bidders can procure the same from any CCA approved certifying agency, i.e. TCS, safecrypt, Ncode
etc. Bidders who already have a valid Digital Signature Certificate (DSC) need not procure a new
DSC.
7) A single-stage two envelope selection procedure shall be adopted.
8) Bidder (authorised signatory) shall submit their offer online in electronic formats both for technical and
financial proposal. However, Demand Draft (DD) for tender document fees, RISL processing fees and
Earnest Money Deposit (EMD) should be submitted physically at the office of Tendering Authority as
RISL: RFP-Pilot implementation of RIMMS for DAM, GoR Final after pre-bid
Seal &Signature of the Auth. Sign . Page 8 of 212
prescribed in NIT and scanned copy of same should also be uploaded along with the technical bid/
cover.
9) RISL will not be responsible for delay in online submission due to any reason. For this, bidders are
requested to upload the complete bid proposal well advance in time so as to avoid 11th hour issues
like slow speed; choking of web site due to heavy load or any other unforeseen problems.
10) Bidders are also advised to refer “Bidders Manual Kit” available at eProc website for further details
about the e-tendering process.
11) Training for the bidders on the usage of e-Tendering System (eProcurement) is also being arranged
by RISL on regular basis. Bidders interested for training may contact e-Procurement Cell, RISL for
booking the training slot.
Contact No: 0141-4022688 (Help desk 10 am to 6 pm on all working days)
e-mail: eproc@rajasthan.gov.in
Address : e-Procurement Cell, RISL, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur
12) Please note that a pre-bid meeting of prospective bidders, who have purchased the tender/ bidding
document, is scheduled as per the details specified in Notice Inviting Tender (NIT) below. The
objective of this meeting is to address the queries of the prospective bidders related to the Project/
Bidding document.
13) No contractual obligation whatsoever shall arise from the RFP/ bidding process unless and until a
formal contract is signed and executed between the tendering authority and the successful bidder(s).
14) RISL disclaims any factual/ or other errors in this document (the onus is purely on the individual
bidders to verify such information) and the information provided herein are intended only to help the
bidders to prepare a logical bid-proposal.
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NOTICE INVITING TENDER-NIT Tender Reference No F4.2(56)/RISL/TECH/2012/2189 Dated 06.07.2012
RajCOMP Info Services Limited (RISL), on behalf of Department of Agriculture Marketing (DAM), Govt. of Rajasthan (GoR), invites Technical & Financial eBids/ proposals from eligible Information Technology (IT) firms for the selection of a System Integrator (SI)/ Service Provider for an end to end solution for the Pilot implementation of Rajasthan Integrated Mandi Management System (RIMMS) project for DAM, GoR at the designated locations in the state of Rajasthan. The proposals shall only be submitted through eTendering system at www.eproc.rajasthan.gov.in .The bidding schedule is as follows:
Nature of the Project System Integrator for an end to end solution for the pilot implementation of RIMMS (Rajasthan Integrated Mandi Management System) at select locations
Cost of RFP document (non-refundable)* Rs. 5000/- (Rupees Five Thousand Only).
RISL Processing Fees (Non – refundable)* Rs 1000 /- (Rupees One Thousand only)
Estimated Pilot Project Cost Rs. 5.15 Crores (Rupees Five Crores and Fifteen Lacs) approx.(Estimated project cost for scope of work in this RFP)
Earnest Money Deposit (EMD)* Rs. 10.30 Lacs (Rupees Ten Lacs and Thirty Thousand Only)
RFP Publishing Date & Time 16/07/2012 at 04.00 P.M.
RFP Document Download Start Date & Time From 16/07/2012 at 05:00PM
Date, Time & Venue of Pre-Bid Meeting 23/07/2012 at 03:00PM
Board Room , RISL , First Floor ,Yojana Bhawan, Tilak Marg, C-Scheme Jaipur, Rajasthan-302005
Proposal submission Start Date & Time <03/08/2012> at 05.00 P.M. onwards
RFP Document Download End Date & Time <24/08/2012> at 01.00 P.M.
Bid submission End Date & Time <24/08/2012> at 03.00 P.M.
Submission of Demand Draft/ Banker
Cheque for cost of RFP documents
processing fees and Earnest Money Deposit*
From 03.00 PM on 24/08/2012 up to 01:00PM on 27/08/2012 at the following address:
RISL , First Floor ,Yojana Bhawan, Tilak Marg, C-Scheme Jaipur, Rajasthan-302005
Technical Proposal Opening Date & Time 27/08/2012 at 03:00PM at the aforementioned address of pre bid meeting.
Financial Proposal Opening Date & Time Will be intimated later to the technically qualified bidders
Websites for downloading Tender Document,
Corrigendum’s, Addendums etc.
http://rajasthan.gov.in, http://risl.rajasthan.gov.in , http://dipr.rajasthan.gov.in and http://eproc.rajasthan.gov.in/
Bid & EMD Validity 180 Days from the date of Bid submission
*In case any of the bidders fails to physically submit the original Demand Drafts/ Banker Cheques for RFP cost, Earnest Money Deposit and processing fees up to 01:00PM on 27/08/2012, the bid of the bidder shall not be accepted. The Demand Draft/ Banker Cheque should be drawn in favor of Managing Director, RajCOMP Info Services Limited, payable at Jaipur from any scheduled Commercial bank.
Date: 06/07/2012 Managing Director
RajCOMP Info Services Limited (RISL) Jaipur (Rajasthan)
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2. BACKGROUND INFORMATION
2.1. Project Profile
2.1.1 Thematic Focus/ Project Objectives
Strategic objective of the project is to extend market reach for farmers by providing access to mandi
information. The main objectives of the project are mentioned below:
o Democratic Participation: Commodity wise market prices will be provided in local language
(English & Hindi) through web portal and electronic display boards in the Agricultural Produce
Market Committee (APMC) mandis. Farmers would be able to use eGovernance to track and
monitor the progress of their license and schemes applications.
o Use of IT for improving eGovernance: eGovernance will facilitate the monitoring of operations of
APMCs thereby bringing efficiency, effectiveness & transparency in operations of DAM.
2.1.2 Need and benefits
The complete administrative, capital and infrastructural resource structure of DAM is mandi oriented.
Mandi yard also known as APMC, is focal point through which the physical and financial agro
marketing transactions occur in real time. Majority of the revenues earned by the APMCs is through
the mandi fee levied on the mandi transactions. One of the major activities of DAM is providing
adequate infrastructure, regulatory framework and monitoring to ensure sale of agricultural produce in
open markets through auctioning.
As the transactions increase in volume and the needs at DAM increase in complexity, it becomes
imperative to look for scalability, better efficiency, greater convenience as well as better returns.
Moreover, the geographical spread of DAM is across the state of Rajasthan and this impacts the
management and control of operations at APMC level. With this outlook, the Government of
Rajasthan (GoR) has embarked on the project RIMMS to undertake computerisation at DAM.
The overall aim of DAM, through this project is computerization of mandi operations to increase the
efficiency and effectiveness of the markets & operations and trickle down the benefits of an efficient
market to all the stakeholders.
2.1.3 Brief technical solution requirements
a) The bidder is responsible to provide the best of class technical solutions as per the requirements
in the Scope of Work provided in Chapter 4 of this RFP document.
b) The application s/w development work shall comply with the respective guidelines issued by
DoIT&C, Government of Rajasthan and Department of Electronics and Information Technology
(DeitY), Government of India (GoI).
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c) The resources deployed by the selected bidder for RIMMS assignment should be qualified and
experienced, with specialization in identified technologies/ products. Depending upon the project
needs, it is expected that adequate resources will be deployed by the firm for the entire contract
period
d) For detailed technical solution requirements, bidders may refer to subsequent chapters/ sections
of this bidding document.
2.1.4 Brief Scope of Work
a) The scope involves study, design, development, testing, integration and implementation of
RIMMS solution for the DAM, Rajasthan.
b) The solution will be rolled out at DAM HQ at Jaipur, 10 (ten) identified regional offices Alwar,
Ajmer, Bikaner, Hanumangarh, Jaipur, Jodhpur, Kota, Sikar, Sri Gaganagar and Udaipur.and 5
(five) selected APMC mandis Chomu (grain), Khairthal, Udaipur (grain), Bhilwara, Pilli Banga, .
The entire activity should be completed within 8 months of award of contract. This will be followed
by operations & maintenance phase for 2 years post successful commissioning of the project.
c) The bidder shall be responsible for supply, installation & maintenance of hardware at DAM HQ,
10 regional offices and 5 selected mandis and at Rajasthan State Data Centre (RSDC).
d) The bidder shall be responsible for Data entry and migration of all records along with provisioning
for preparing and maintaining the data base.
e) The bidder shall be responsible for installation and maintenance of LAN at DAM HQ, 10 regional
offices and 5 selected mandis.
f) The bidder shall be responsible to supply, install, configure, operate and maintain all the genuine
licensed software with requisite server & user licenses (as applicable), media and manuals
required at various project locations along with OEM support, updates, patches, and errata for the
period of 3 years and as per the bill of material/ technical specifications specified in this bid
document.
g) The bidder shall be responsible to provide necessary IT skills training, sensitization training
covering basics of eGovernance, Project Management etc. and handholding training to DAM and
APMCs staff.
The bidder should use existing EMS licenses for the SLA management tools already available at
RSDC as per existing policy & guidelines of RSDC.
h) The bidder shall be responsible for site preparation along with furniture & fixture, electric cabling
etc. at DAM HQ, 10 regional offices and 5 selected APMC mandis and at Rajasthan State Data
Centre (RSDC).
i) The bidder shall provide facility management services for operations & maintenance for period of
2 years.
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j) The detailed Functional Requirements Specifications (FRS) (please refer Annexure 1) included in
this document is to be considered as an integral part of the scope of work and intending bidder
should take it into account while estimating their efforts and bids.
k) Bidders may refer Chapter – 4 for the detailed Scope of Work.
2.1.5 Implementing and participating agencies (Stakeholders)
The key stakeholders identified are as follows:
o Farmers
APMCs provide a platform for the farmers and traders, to come together and arrive at
a mutually beneficial transaction, ensuring possible competitive prices to the farmers
and range of alternatives to the purchasing community (trader Communities).
DAM aims to provide real time market price information through a bilingual (Hindi &
English) web based electronic portal wherein all web pages, reports and form on portal
should be accessible in bilingual. By more personalized channels of delivery such as
SMS, DAM aims to provide latest market price information in local language to the
farmers at their doorsteps. Through Electronic Display Boards in mandis, it aims to
provide latest market price information to the farmer communities.
o Business Community
Traders and broker community: APMCs provide a level playing field to the traders and
broker community, to come together and compete through an open-auction for
agricultural produce available in the APMC mandis. Through bilingual web portal, DAM
aims to provide easy access to individuals for submission of request for issue of e-
Niryat Prativedan certificates, deposit mandi fees through epayment, submit
application for issue of licences under various categories, view statement of account in
terms of mandi fee dues/ fee payment, view his/her individual reports pertaining to
purchase through auction, stock statement and commodity wise prices across the
state of Rajasthan.
Agriculture Produce Market Committees: There are 129 Market Committees, with 129
principal market yards and 303 sub market yards. DAM provides necessary
infrastructural facilities such as shops, common auction platform, covered sheds,
individual platforms, link roads etc. and controls and regulates the market functioning.
APMC manages principal yards and sub yards within market area, provides necessary
facilities within the notified market yard viz. issuing license to traders, brokers and
various class of commission agents and other market functionaries. Through public-
platform such as bilingual web portal, DAM ensures an easy access to various
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services. Web based system will ensure transparency in various activities of APMCs
like licensing, auction, allotments, scheme management etc.
o Other Market Functionaries (Weigh men, Hammals, Warehouse man etc.)
There are certain other market functionaries such as weigh men, measurers,
surveyors, warehousemen and other persons who operate in the market area. All
these market functionaries operate under the licenses issued by APMCs. These
functionaries will be provided an easy access to the various application forms and
other information through bilingual web portal.
o Government
Department of Agricultural Marketing, Government of Rajasthan
Department of Information Technology & Communication, Government of Rajasthan
RajCOMP Info Services Limited (RISL)
2.1.6 Target group (Audience/ Beneficiaries)
o Citizens
o Farmers
o State Departments: DAM and related Departments
o Business Community: Traders and Brokers
2.1.7 Expected Project Outcomes
The expected outcomes to be achieved from the project are as follows:
o Access to mandi information amongst farmers
o Extended reach of markets to all the stakeholders (Farmers, Commission Agents, Traders,
APMCs, Employees from DAM)
o Bring efficiency in the mandi operations like auctions, mandi fee calculation etc
o Efficient & transparent service delivery mechanism through Web portal and SMS (SMS to be
delivered in Hindi)
o Efficient and better MIS systems for improving the internal efficiency of operations
2.2. About Department of Agricultural Marketing
The Department of Agricultural Marketing (DAM) was constituted in 1980, with the objective to
provide administration for development and management of an optimized and well-regulated market
infrastructure for agrarian sector in Rajasthan for facilitating the sale, purchase, storage and
processing of agricultural produce in a planned and regulated manner. The entire agricultural
marketing process in the State of Rajasthan is governed by the Rajasthan Agricultural Produce
Markets Act, 1961, which makes necessary administrative and infrastructural arrangements to ensure
competitive purchases of agro produce and bringing the best prices to the farmers through open
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auctions and support prices. These arrangements include setting-up of regularized and controlled
markets, with all the necessary infrastructure and resources, operating upon pre-defined rules and
regulations, and encompassing and monitoring the entire sale-purchase process.
The core activities of the Department are:
a) Creation of state-wide agriculture marketing infrastructure, comprising of various market
committees, market yards, purchase centres, link roads, etc.
b) Profit maximization for farmers by ensuring best-possible prices for their produce at the various
market yards, sub yards and purchase centres.
c) Regulation and administration of various market committees across the state as per the
Rajasthan Agricultural Produce Markets Act, 1961.
d) Collection of market fees (mandi fees) from the purchasers on various transactions taking place
at the mandis.
e) Creation of additional facilities, along with expansion and maintenance works.
f) Facilitating the procurement activities of organizations such as FCI, RAJFED etc at various
markets / mandi.
Under Rajasthan Agricultural Produce Markets Act, 1961, mandis were constituted to manage and
maintain sale and purchase of agricultural produce. Market areas/ Mandis have been classified as “A”
class, “B” Class, “C” class and “D” class on the basis of the annual income from the market fees.
Each market committee has a Chairman (elected) and a secretary along with supporting staff placed
by the DAM for the implementation of provisions of the concerned Acts, rules and by-laws. The
market committees in the state have been divided into 10 (ten) regions headed by the Regional
Deputy/Assistant Directors. The regional offices are at Alwar, Ajmer, Bikaner, Hanumangarh, Jaipur,
Jodhpur, Kota, Sikar, Sri Gaganagar and Udaipur.
The market committee is entrusted with the following functions:
a) Manage and maintain the principal market yards and sub market yards within market area.
b) Provide necessary facilities for marketing of agricultural produce within the principal market yard
and outside the principal market yard and within the sub market yard and outside the sub market
yards in the market area.
c) Issue license to traders, brokers, weigh men, measurers, surveyors, warehousemen and other
persons to operate in market area and renew the license and supervise the conduct of traders,
brokers, weigh men, measurers, surveyors, warehousemen and other persons operating in the
market area and enforce conditions of license.
d) Regulate and supervise the auction of agricultural produce in accordance with acts and bye laws
of market committee.
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e) Regulate the making, carrying out and enforcement or cancellation of agreement of sale,
weighment, delivery, payment and all other matters relating to the market of agricultural produce
in prescribed manner.
f) Levy, recover and receive rates, charges, fees and other sums of money to which market
committee is entitled.
g) Administer market committee fund and maintain the account thereof in prescribed manner.
h) Provide for settlement of all disputes between the seller and buyer arising out of any kind of
transaction connected with marketing of agricultural produce.
2.2.1 Functional Coverage of pilot implementation of RIMMS
In the envisaged scenario, DAM, GoR intends to cover the following functional areas for ICT
enablement at pilot locations:
a) Recording of arrivals at Entry Gate
b) Recording of all consignments and vehicle passing through Exit Gate
c) Control of entry and exit gate through automated boom barrier
d) Recording of auction related transaction details and sales slip generation
e) Tracking inter- APMC transactions specially where mandi fee exemption is applicable
f) Tracking sales proceed/stock accounting of traders
g) Tracking unsold produce deposited (amanat) by farmers
h) Manage Mandi fees including payments
i) Online submission and management of claims received and claims granted under Rajiv Gandhi
Krishak Saathi Yojana.
j) Online submission and management of applications for issue of licenses for establishment of
yards and sub yards and for various other market functionaries
k) Online submission and management of applications for issue of licenses to traders/ brokers/
commission agents/and labourers working in APMCs.
The following diagram provides an overview of the process flow and envisaged technology
support to the same:
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3. ELIGIBILITY CRITERIA S. No. Basic
Requirement Specific Requirements Documents Required
1 Legal Entity The Bidder can be an individual company or firm or consortium (Allowed with one company only) .The Bidder (In case of consortium , all members) should be a company registered under Indian Companies Act, 1956 or a partnership firm registered under Indian Partnership Act, 1932 or a proprietorship firm registered under shop act and VAT registration .
Copy of the Certificate of Incorporation and registration certificates
2 Turnover from IT/ITeS
Annual Turnover of the bidder (Lead partner in case of Consortium) from IT/ ITeS during each of the last three financial years (2009-10, 2010-11 and 2011-12)as per the last published audited balance sheets), should be at least Rs. 51.5 Crores.
CA Certificate with CA’s
Registration
Number/ Seal
3 Net Worth The net worth of the bidder (Both lead bidder and consortium member , in case of consortium) in the last financial year, i.e. 2011-12, should be positive.
CA Certificate with CA’s
Registration
Number/ Seal
4 Technical
Capability
The bidder (Lead partner in case of Consortium) must have successfully completed at least One eGovernance project of including services like site preparation, hardware provisioning, software development, and O&M to any state/ central government organization/ PSU’s (excluding Banks) only in India not less than the amount Rs. 4.1 Crores during the last three financial Years (2009-10, 2010-11 and 2011-12). OR The bidder (Lead partner in case of Consortium) must have successfully completed at least TWO eGovernance projects of including services like site preparation, hardware provisioning, software development, and O&M to any state/ central government organization/ PSU’s (excluding Banks) only in India not less than the amount Rs. 2.6 Crores during the last three financial Years (2009-10, 2010-11 and 2011-12).
Project reference format as
per Annexure – 15
Work Completion Certificates
from the client; OR Work
Order + Self Certificate of
Completion (Certified by the
Statutory Auditor); OR Work
Order + Phase Completion
Certificate from the client
5 Tax registration and clearance
The bidder (Both lead bidder and consortium member , in case of consortium) should have a registered number of i. VAT/Sales Tax where his business is located ii. Service Tax iii. Income Tax / Pan number. The bidder should have cleared his VAT dues to the State Government of Rajasthan.
Copies of relevant certificates of
Registration
VAT clearance certificate from the
Commercial Taxes Officer of the
Circle concerned
6 Certifications The bidder (In case of consortium, the member whoever is responsible for the s/w activity) must possess at the time of bidding, a valid below certifications:
ISO 9001:2008 (For Quality Management
Copy of a valid certificate
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S. No. Basic Requirement
Specific Requirements Documents Required
System) certification
CMMi Level 3 (Software Development & Customization) certification
7 Blacklisting The Bidder (Both lead bidder and consortium member , in case of consortium) is not eligible to participate in this project while under sanction by RISL. Similarly, at the time of bidding, the firms black-listed/ debarred in participating in any procurement activities by any State or Central Government or UT in India are not allowed to bid
A Self Certified letter
Undertaking to this effect shall be
submitted by the bidder on a
letter head as per the format
given in Annexure – 8.
8 Manpower Strength
The bidder (Lead partner in case of Consortium) must have a minimum strength of 100 IT / software professionals / domain experts on their permanent rolls.
Self Certification by the
authorized signatory with clear
declaration of staff – year wise,
level/designation wise.
9
Local Presence The Bidder (Lead partner in case of Consortium) should have their own office located at Jaipur. If the bidder, at the time of bidding, does not have a local support office at Jaipur an undertaking on the bidders’ letter head (as a part of the cover letter at Annexure - 4) that an office will be opened by the bidder(if selected for the award of the contract) within 2 months from the date of issue of LoI, should be submitted by the bidder
Declaration as a part of the cover
letter as per the format given at
Annexure – 4
10 Consortium In the event of a consortium, one of the partners shall be designated as a "Lead Partner/ Bidder". Consortium is allowed with ONE company only. The lead partner should have atleast 51% stake in consortium.
The MoU/ Agreement, on an
appropriate stamp paper,
between the Lead partner and his
Consortium partner(s) as per the
format given at Annexure – 17
clearly depicting the roles and
responsibilities of each member.
11 OEM Authorisation
The bidder (lead partner or member of consortium) should have been authorized by respective OEM for distribution/channel partner/ Retailer of the equipments covered under the RFP. The bidder must attach Manufactures Authorization certificate & Back-to-back support for all the active items to be covered through this tender except for the items which are declared End of Support from respective OEM.
As per Annexure-10
Note: In case of consortium , all the above criteria shall have to be fulfilled by the lead bidder.
Additionally, the consortium partner should satisfy the eligibility requirements mentioned at
Sl.No.1, 3, 5, and 7. Regarding 6 , certification criteria has to be satisfied by either of the
consortium members whoever is doing the s/w application activity .
Note: The bidder/ firm are requested to kindly adhere to the order of documents as mentioned above. Also, all the required documents should be properly annexed as indicated above along with an Index Page.
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4. SCOPE OF WORK, DELIVERABLES AND TIMELINES
4.1. Conceptual Technical Design of the RIMMS
4.1.1. The Web application
RIMMS is conceptualised as a centralized web based application to be accessed by all
the users (Citizen, Business community and Government) across the state. Internal users can
access portal and application modules of RIMMS through an enterprise wide secured
interface/portal. However farmers, business community and other registered public user can
access portal through internet.
RIMMS application will consist of five modules and shall have 3-Tier architecture
comprising of presentation layer delivery through web portal, SMS Gateway, mobile based
handheld devices and electronics display board. Middleware will facilitate communication
between user interfaces and application layer through pre defined business rules of application
modules. Database shall have integration with AGMARKET and shall have the capability for
integration with UIDAI’s Aadhaar number (as and when available) through external connectors.
All applications shall be secured through a role based user access.
Real time information is to be made available to both external (farmers, citizens, traders
commission agents and Government bodies) and internal stakeholders (market official
functionaries, DAM and APMCs employees) through various channels of delivery such as
bilingual (English and Hindi) web portal, SMS gateway, electronic display board and mobile base
handheld devices (only for Departmental users).
4.1.2. Proposed Deployment Architecture
The centralized application shall be deployed at RSDC. Application server and database
cluster along with load balancing will be provided by RSDC to maintain high availability, of
application and database. A different zone for each authentication method will be used.
The traffic from all the project locations would arrive at the central site i.e. RSDC, Jaipur.
4x2 Mbps internet bandwidth will be provided at RSDC, Jaipur for the Web/ Application Server
access by the department officials and citizens.
The GoR has envisaged connecting DAM HQ, Regional office and APMC under RSWAN.
RSWAN is expected to be operationalised by the end of year 2012. Dedicated 100 mbps
connectivity has already been provided to DAM HQ, and further 2 Mbps connectivity at Regional
offices of DAM and 2 Mbps connectivity through MPLS/RSWAN will be provided by DAM GoR.
To avoid any failover in network connectivity an alternative broadband of 1Mbps will also be
provide at 5 selected mandis by the DAM. Thus, all intranet users can access application through
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secured network connection. However, all public users and business community can connect
through internet only.
4.1.3. Proposed Security Architecture
Envisaged security architecture for the RIMMS solution is as provided below:
User Level Security: Restricted areas of the application should only be accessible
through pre-defined user access rights.
Application Level Security: Role based access, encryption of user credentials and storing
of user credentials for external and internal users in separate repositories.
Network Level Security: Network traffic shall be encrypted using SSL & secured
connectivity between the HQ, Mandis, ROs and RSDC.
Infrastructure Level Security: Application infrastructure shall be hosted in a DMZ &
firewall and IPS shall be installed to detect malicious activities.
IP Based security: a comprehensive security solution in an IP environment will provide
three critical components: IP Address Management (IPAM); a DNS security solution;
and a security solution that can address the expanding use of DHCP (Dynamic Host
Configuration Protocol).
4.1.4. Approach and Methodology to be followed
The bidder is expected to adopt any of the following approaches or combination of
following approaches:
a) Bespoke development of the application OR
b) Configuration / Customization of an existing application that may be either
Commercially available Off-the-shelf product (COTS) or that might have been
developed for deployment in another State Mandis OR
c) Combination of (a) and (b) above.
Note: For COTS, the licensing should be of perpetual and unlimited client/ user type.
4.1.5. Data Sizing, Named Users & Concurrency of Data
RIMMS application should have the scalability capacity to handle 15000 transactions per
hour for at least 5000 concurrent users (500 internal users and 4500 public users over
internet). The approximate number of named users for the pilot implementation shall be
150.
The bidder is expected to carry out an independent exercise to see that the conceptual
design including the data centre infrastructure and the internet bandwidth proposed to be
provided by the purchaser and the IT and non-IT hardware proposed to be provided by the
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bidder is capable to meet the requirements of the bid document including the performance
requirements and service level standards. Any major IT and non-IT item required for
meeting the requirements of the bid should be pointed out by the bidders well before the
last date of bid submission.
4.2. Scope of Work
The broad scope of work for the successful bidder during the period of contract/ engagement would
include (but not limited to): -
Application software development and Web portal Development
Site Survey and Site Preparation and installation and commissioning of IT and non-IT
hardware
Data Digitization and Migration
Training and Capacity Building
System Integration and Commissioning (Go-Live)
Handholding support after Go-Live
Operation & Maintenance (O&M)/ Facility Management Services (FMS)
4.2.1. Application Software Development and Web Portal Development
a) Broad scope of activities to be computerised
i. The core applications envisaged to be developed and to be rolled out in DAM HQ, 10
regional offices and 5 pilot APMCs in the State of Rajasthan are as below:
1. Recording of Arrival / Exit
2. Auction Management System
3. Mandi Fee Management
4. Scheme Management for Rajiv Gandhi Krishak Saathi Yojana
5. License Allotment Management System
ii. The application will be integrated with following third party applications
SMS gateway
Payment gateway
Integration with Email Solution
Integration with AGMARKNET for telecast of market price (Bidder is advised to study
the AGMARKNET application)
iii. Annexure 1 provides for the FRS for these applications.
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b) System Requirement Study
i. Although the FRS has been provided for the application, the bidder is responsible to carry out
an independent system study at DAM HQ, at least 1 regional offices, and 2 mandis to
thoroughly understand the function and operational process of department by -
a. Interacting with concerned departmental officials
b. Reviewing the existing systems, applications, and the departmental website
c. Detailed study of requirements of RIMMS components and solutions
d. Detailing various use cases scenario
e. Understanding / assessing data migration / digitization requirement and strategy
f. Understanding / assessing data inputs and outputs requirements
g. Assessment of existing applications from prospective of integration with core application
h. Collecting all input forms, registers and reports formats of Department
ii. The bidder shall be responsible for preparation of Software Requirement Specification (SRS)
based on an independent assessment of the requirements of the RIMMS and the functional
requirements as specified in this RFP document. The System Requirement Specifications
(SRS) should be prepared as per the latest version of the IEEE Standard 830 & 1233 for
drafting the SRS.
iii. The bidder shall obtaining sign-off of SRS from the designated authority.
c) Development of the Web Portal and Software Application S/w
i. The bidder shall prepare & submit System Design Document (SDD) / Process Design
Report based on principles of enterprise and service oriented architecture to provide for a
secure and scalable application software. The design should be modular. He shall submit
the SDD including
a. Solution Architecture
b. Application Architecture
c. Network Architecture
d. Security Architecture
e. Deployment Architecture
f. Database Design
ii. An industry standard methodology should be adopted for Software Engineering, covering
the entire SDLC (Software Development Life Cycle).
iii. The bidder shall be responsible for the development of dynamic content and feature rich
Web portal for the department and as per the guidelines issued by the Govt. of India and
Govt. of Rajasthan for the development of the government websites/ portal like GIGW etc.
All the sections of the Web portal should be of dynamic nature and must be supported with
a Content Management module for easy content management and administration of the
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same.
iv. Both the departmental Web portal and the RIMMS solution should support at least Unicode
5.1/ 6.0 standard based Bi-lingual versions for user interface. It is expected to be in Hindi
and English (India) languages. The users should see the labels and captions on selected
language and additionally be able to feed-in their data in the language of their own choice
as per the requirement. Also, the SI must translate, at its own, the equivalent Hindi
Captions for the English version (without altering the meaning) of the Web Portal and the
RIMMS solution and the same must be submitted to the DAM, GoR for approval before
implementation/ uploading or vice-versa.
v. To maintain information security during transaction the developed application should
support both HTTP and HTTPS (SSL certificate to be deployed by the bidder on the Web/
Application Server for the entire project duration).
vi. The development should be based upon automated work flow system, open standards and
64-bit architecture.
vii. The Application must have integrated security/ monitoring features with the following: -
o Definition of Roles and Users
o Define Role-wise add/ edit/ view/ delete rights for each Entry Form/ Report in all
modules
o Digital Time and User Stamping of each transaction
viii. Audit trail should be maintained, All deleted & edited records should be traceable and copy
of all editions/ deletions should be available with MIS reporting of the same. The audit trail
should be preserve in securely and No user other than authorise should be allowed to
modify audit record.
ix. The information and forms collected from various sources and the development of the web
portal and application will have to be converted into appropriate electronic open standard
format(s) as mentioned in “Interoperability Framework for E-Governance in India-Draft v1.0
issued by Department of Information Technology (DIT), Ministry of Communications & IT
(MCIT), Government of India.
x. The successful bidder will develop application with built-in feature or provide software
integration of third party application involving all services and software functionalities as
described below:
o User Access Control
o User Dash Board
o Workflow Management
o Document Management System
o Content Management System
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o Meta Tag base search engine
o SMS Services
o Mailing Solution
o Electronic Fund Transfer
Notes:
1) Workflow engine : To maintain the business continuity of RSDC, the selected bidder
may make use of the existing MS-Sharepoint available at RSDC for building all the
required Workflow/ User Access Control/ Dash Board/ Search Engine features in the
web portal and application s/w. Additional MS-Sharepoint licenses, if any and as
applicable, shall be provided by RISL. Alternately, the biddrer may use and supply any
open source workflow engine.
2) CMS engine : The bidder may use and supply opensource DRUPAL CMS engine.
3) DMS : To maintain the business continuity of RSDC, the selected bidder may make
use of the existing MS-Sharepoint / OMNIDOCS available at RSDC for building all the
required DMS Engine features in the web portal and application s/w. Additional MS-
Sharepoint/OMNIDOCS licenses, if any and as applicable, shall be provided by RISL.
xi. Content Lifecycle Management: The bidder would be required to provide automated facility/
tool to maintain the complete life cycle of all the contents. The functionality should provide
at least two features for lifecycle automation: (a) The ability to conduct scheduled releases
of content and (b) The ability to set expiration date for a content element. Both automated
processes ensure that content is published and expired on time, without manual
intervention.
xii. Version Control & Archiving: The SI would be required to provide version control and
archiving facility as strict version control is necessary for legal accountability, backup and
disaster recovery. A simple but powerful interface must be provided for these features viz.
date based snapshots, version comparing etc. Check in and checkout ability is therefore an
essential component of content management. Versioning should also allow contributors to
know whether they are working with the latest version, and allow them to merge changes
made in separate versions when needed.
xiii. The bidder shall provide the provision for the application to have feature to integrate to any
external device like PDA/Hand held devices to capture live auction data at the mandis. The
device should be able to store the data on daily / as defined and should synchronize with
the web application so that data can be transferred to application database at RSDC. The
solution should provide integrated functionalities through following devices:
GPRS enabled Handheld device with thermal printer
IP enabled CCTV camera (Currently the storage is limited to the storage
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provided by the CCTV Cameras. No central storage is envisaged presently).
Electronic Display Board for broadcasting
Electronic Weighment (To be provided by the Department)
Automatic Boom barriers
xiv. The Web portal & the Application developed should be compatible with all the common
web browsers i.e. Web portal & the Application so developed should be browser
independent (at least 32bit and 64bit MS-Internet Explorer v8.0, 32bit Google Chrome
v15.0/ Mozilla Firefox v3.0, Apple Safari).
xv. To maintain business continuity the SI shall make use of existing database cluster
(Database: Postgre SQL Server v9.x) available at the RSDC.
d) Software Testing of Web Portal & application S/w
i. The costs of testing (other than third party auditing) shall be borne by the bidder
ii. The selected bidder shall be responsible for the following –
Conducting testing of various components/ modules of the software developed,
as per the latest version of the IEEE 730 standards.
Designing the Testing strategy, Test Cases
Obtaining sign-off on testing approach and plan.
e) Deployment & Configuration of Web Portal & Software Application
i. The selected SI shall be provided with required infrastructure at RSDC to host
application. The list of Infrastructure hardware and software to be provided by RSDC is
attached as Annexure 18 of this RFP document.
ii. The bidder shall be responsible to coordinate with RSDC operator to host, install and
configure web portal and application at RSDC Jaipur. SI shall adhere with the rules and
regulation of RSDC.
iii. Configuration with RSDC infrastructure: The selected bidder shall be responsible to
configure the web portal and application with existing infrastructure at RSDC like DNS
Server, backup server, EMS server, application load balancer etc.
iv. The bidder should provide server and client edition usage licenses (Perpetual Licence) in
the name of DAM for the various tools and third party components used by the bidder to
run the application. These tools would typically include Application Framework /
Environment for custom built and COTS based products, application to manage
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document repository, application to manage business process & workflow, Database
Schema Designer, Help authoring tool etc., if used.
v. All third party tool/software supply by bidder to run web portal and software application
should provide comprehensive support though online/phone line, along with upgrade
option for period of 3 years from data of installation.
f) Integration with Payment Gateway, SMS Gateway and Email Server
i. Integration with Payment Gateway: The selected bidder would be responsible for
integrating the existing payment gateway(s) with the proposed web portal/ application
software, whenever required by RISL/ GoR, for making online payments. The recurring
transaction charges, if any, shall be borne by RISL/ GoR.
ii. Integration with SMS Gateway: The Web portal & Application must facilitate, from the day
one, existing SMS gateway (MSDG) for automatically sending the required details/
information through SMS to the designated officers of the department and other
stakeholders. The selected bidder would be responsible for integrating the existing SMS
Gateway (MSDG), provided by GoI, with the proposed web portal/ application software.
The recurring SMS charges, if any, shall be borne by RISL/ GoR.
iii. Integration with email Server: The Web portal & Application must facilitate, from the day
one for automatically sending the required details/ information through email to notify the
designated officers of the department and other stakeholders. The selected bidder would
be responsible for integrating the existing email solution of GoR with the proposed web
portal/ application software.
g) User Acceptance Testing (UAT)
The selected bidder would be responsible for:
o Preparation and submission of detailed FAT/ UAT plans/ schedules/ procedures/ formats.
o Prepare various use cases and scenarios
o Performing Hardware and Software Testing: Conducting testing of various components/
modules of the software developed (web portal and RIMMS application), as per the latest
version of the IEEE 730 standards. The bidder shall be required to share the testing
documents and standards with the designated S/w testing team, wherever applicable/
required.
o Assist Purchaser in carrying out user acceptance of solution.
o System Test Cases with Results
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o UAT Case and Results
o Rectifying the Hardware and Software (including the departmental website and RIMMS
application software) issues/ bugs reported during the testing upto the satisfaction of RISL/
DAM.
o Final approval/user acceptance of the software and system shall be given by DAM / RISL
after successful implementation and testing. This is the responsibility of the bidder to obtain
the UAT approval from the DAM / RISL.
4.2.2. Site Survey and Preparation and installation and commissioning of IT and non-IT hardware
a) The SI shall perform Site-survey of all the project locations (RSDC, DAM HQ, 10 Regional offices
and 5 selected mandis) and submit site survey reports (location-wise) for the installation of all the
required equipments.
b) The list of project sites and locations are as below:
i. DAM HQ, Jaipur
ii. 10 Regional offices (Alwar, Ajmer, Bikaner, Jodhpur, Jaipur, Kota, Udaipur, Ganganagar,
Hanumangarh and Sikar)
iii. 5 Mandi Locations: Chomu, Khairthal, Udaipur (Grain), Bhilwada and Pili Banga.
However, the purchaser reserves the right to change any mandi location at any time
before the installation of equipments without any additional financial cost.
c) DAM shall provide the requisite space to the SI for the deployment of the requisite IT/ Non-IT
infrastructure in the existing office premises at all the designated project locations. However, the
requisite infrastructure for hosting of web portal and application shall be provided by RISL to SI at
RSDC, Jaipur. The selected bidder shall not be liable for any delay arising out of RISL/ DAM’s
failure to provide the sites within the stipulated period.
d) All the quantities of the equipment to be supplied and installed at locations other than the RSDC
mentioned in the BOM are indicative. The bidder shall be responsible for carrying out an
independent exercise to finalise the quantities of these items mentioned in the BOM especially
that of automatic boom barriers, CCTV camera, and hand held devices and LCD TVs.
e) The entire hardware and software supplied under the project should be branded, interoperable,
Unicode 5.1 or higher compliant and IPv6 ready from the day one.
f) The bidder supply all the media and manuals, OEM support, updates, patches, and errata.
g) Bidder should ensure that none of the components and sub-components is declared end-of-sale
or end-of-support by the respective OEM at the time of submission of bid. If, the OEM declares
any of the products / solutions end-of-sale subsequently, bidder should ensure that the same is
supported by the respective OEM from its date of installation till the end of the 3 years.
h) The bidder shall be responsible for supply, installation and commissioning of all equipment as per
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finalised quantities of items mentioned in the BOM.
i) Bidder should ensure that all the software, hardware, peripherals, accessories, sub-components
required for the functionality and completeness of the solution, including but not limited to
devices, equipment, accessories, patch cords (copper / fibre), cables, software, licenses,
development / testing kits, tools, etc. should also be provisioned according to the requirements of
the solution.
j) SI will be responsible for supplying and installing all allied accessories, consumables and fitting
assembly and complete all related work for installation and commissioning including but not
limited to the following -
a. For installation of LAN, the bidder is expected to also carry out structured cabling. Any
equipment (like Screws, clamps, fasteners, ties, anchors, supports, grounding strips,
wires, fibre termination kits etc.) required for completing installation of LAN will be
supplied/provided by the bidder.
b. For installing and commission UPS at all the required locations, the bidder will also be
required to undertake any work related to electrical wiring.
c. The selected bidder will be required to undertake all civil infrastructure and electrical
wiring to operationalise DG sets at the required locations.
d. The selected bidder shall be responsible for construction of check post and other civil
infrastructure required for installation of boom barrier at gates.
e. The selected bidder will have to undertake work related to wiring, foundation, bracket etc
for installation and commissioning of electronics / LED display boards, CCTV camera,
LCD TVs and boom barriers.
k) The bidder shall provide OEM documentation with every unit of the equipment supplied.
l) The bidder shall ensure proper display of services, citizen charters on laminated plastic boards/
flex (size 8’ x 10’) at all the designated project locations (1 Head Office, 10 regional office and 5
selected Mandi) followed by timely updation of the contents, if required, as instructed by RISL/
DAM, GoR.
4.2.3. Data Digitization and Migration
. The selected SI expected to carry out independent exercise for assessment of data source, data
format, and data fields and no of records before migration. Data entry and migration of records
pertaining to commodity wise arrival & market price across Rajasthan of last 5 years shall be done
for trend analysis . The other scope related to data digitization includes
1. Selected SI should develop a migration strategy for migration of digitized data available
from AGMARKNET (data required for last 6 months) for the trends analysis.
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2. The SI is expected to digitize the data with respect to the various licenses issued at the 5
Mandis. For the masters to be used, SI will be provided data in raw format by the DAM.
SI may use the data for creation of masters.
3. SI should ensure proper validations, tracking and reporting and correction procedures for
migration of data for RIMMS from electronics format shared by the DAM.
4. Ensuring correct migration of data shall be the responsibility of the SI
Indicative list of master records and transaction record need to be digitized is as under:
Sr No Record Description No of record Fields Format Available
1 Master data of Commission
agent & brokers in 5 Mandi
600 25 Raw
2 Master data for Traders 5,000 25 Raw
3 Last five years record of
monthly summary of
commodity wise arrival and
price (required for trend
analysis)
90,000 8 Raw
4.2.4. Training & Capacity Building
a) Training of staff is essential for ensuring that the software developed is actually put to use.
Hence, the selected bidder shall also ensure a proper hands-on training to the designated
end-users on the Website and RIMMS application developed by him so as to make them
well conversant with the functionalities, features and processes built in the RIMMS.
b) Training could have multiple sessions as per the need and requirement of the project/
application. Hence, SI shall conduct Training Needs Analysis of all the concerned staff and
drawing up a systematic training plan. The training duration should be sufficiently long for
effecting meaningful assimilation of training content by an average user. There should be
sufficient number of trainers in every training session for conducting the training program.
c) The content of the training plan and schedule shall be mutually decided by RISL / DAM and
the selected bidder later at an appropriate time period.
d) Retraining the above staffs whenever significant changes are made in the application and/or
personnel.
e) The bidder shall take training feedback from the trainees.
f) In case more than 30% of the respondents suggest that the training provided to them was
unsatisfactory or less than satisfactory, then SI would re-conduct the same training at no
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extra cost.
g) The space for training will be provided by the RISL/DAM, GoR.
h) The requisite training infrastructure like computers, projector with screen shall be provided
by the RISL/DAM.
i) Training should be of 8hrs/ session and all the trainees should be offered Morning Tea,
Lunch and Evening Tea. Hence, the bidder is advised to quote accordingly.
j) The SI shall provide training material (role base), the language of training material shall be in
Hindi and English.
k) The SI shall ensure that all the training documentation in Hardcopy and Softcopy is in place
(user training, operation procedures, visual help-kit etc.).
l) Indicative Training needs identified for DAM are:
Sl.No. Description of Training
No of employees to be trained approx (pilot)
Batch Size
No of Batch
No. of Session/Batch
Total No of
Session
1 Basic Skills/Office Suite/Internet Skills Including Basic Hardware & Networking Concepts
60 20 3 2 6
2 Sensitization Training covering basics of eGovernance, Project Management etc
20 10 2 1 2
3 Application Training 140 20 7 2 14
o Duration of each training session should be of 8 Hours per day,
o Expected number of participants for the training session will be atleast 20 participants
except sensitization training to top management which expected to be 10 persons only. .
4.2.5. System Integration and commissioning (Go live)
a) Facilitation for network connectivity: The bidder shall provide the following facilitation and
integration –
I. DAM will be responsible for providing the network connectivity (MPLS/broadband) to
the SI for running RIMMS solution till RSWAN is operational. The department will
identify the Broadband service provider (BSP) for this purpose. The SI will facilitate
and provide all technical support to the department to get required network
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connectivity and backup connectivity to 10 regional offices and 5 mandis from the
BSP.
II. The traffic from all the project locations would arrive at the central site i.e. RSDC,
Jaipur. Hence, SI, In consultation with the designated BSP, shall get deployed a
dedicated 2 x 4Mbps Internet bandwidth at RSDC, Jaipur for the Web/ Application
Server access by the department officials and citizens.
III. Dedicated 100 mbps connectivity has already been provided to DAM HQ, and further
2 Mbps connectivity at Regional offices of DAM and 2Mbps connectivity through
MPLS/RSWAN will be provided by DAM GoR. To avoid any failover in network
connectivity an alternative broadband of 1Mbps will also be provide at 5 selected
mandis by the DAM. The BSP will be responsible to provide the connectivity till the
PoP (router) only. However, SI will be responsible for the further LAN connectivity
within mandi or department.
IV. The DoIT&C ,GoR has envisaged connecting DAM HQ, District HQ and further
connectivity till block level under RSWAN. RSWAN is expected to be operationalised
by the end of year 2012. . After the successful roll out of RSWAN in state, the bidder
will be provided a 6 months advance notification/ intimation, subject to the currency of
the contract, from DAM/ DoIT&C, GoR and upon receiving such notification, bidder
shall assist the purchaser to configure changes in a phased manner, duly approved by
department and switch to RSWAN.
b) The bidder shall integrate the hardware including the LAN, system software and application
software and commission the whole project. The purchaser shall conduct Final Acceptance
Testing on receipt of intimation of commission of the whole project from the bidder. Only after
the acceptance of FAT reports by RISL, the entire infrastructure (including RIMMS
application) would be deemed to have been commissioned. After the successful
commissioning of the project, the system would be declared as Go-Live and enter into O&M/
FMS phase and the selected bidder would also be issued a commissioning certificate by
RISL/ GoR.
c) SI should provide all related documents viz user manual (Role wise) as mentioned in this
RFP document.
d) Transferring the ownership of all software developed/ customized/ configured/ procured. All
licenses & support related documents should be in the name of DAM, GoR.
4.2.6. Operation and Maintenance / Facility Maintenance Services (FMS)
Bidder would be responsible of operations and maintenance for the entire RIMMS solution at
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DAM HQ, 10 Regional offices and 5 mandis for 2 years after the Go-live (as certified and
accepted by DAM/RISL)
4.2.6.1. Implementation Support
a) Post Go- live SI shall be responsible to provide 3 month implementation support.
b) During implementation period SI shall be responsible to create a separate register for all
telephone call/online calls received from all project locations regard, SI shall also keep a
tracker of call resolve and pending. SI will provide a monthly compliance report after resolving
of such calls to RISL/DAM.
c) After the successful performance of the web portal & application s/w, a separate sign-
off/acceptance shall be issued to the selected bidder by RISL/ DAM. In case SI fails to
perform successfully during first 3 months of roll out, then time frame shall be extended
automatically for next 3 months.
4.2.6.2. Deployment of Manpower for Facility Management Services
i. Bidder shall depute the following resources at the below project locations for two years,
from starting day of commissioning of hardware and system software, to trouble shoot,
manage, replace and repair the hardware/ system software onsite (if possible) and also
lodge complaints of the local support team at 5 selected mandis for repairing the items as
per SLA.
S.
No
Resource DAM/ HO NOC
Regional office
APMC Mandi
1. Project Manager 1
2. Software Engineer /System Engineer 1
3. Hardware & Network Engineers 1
4. IT Helpdesk Engineer 1
5. Local helpdesk support engineer
5
a. One full time project manager at DAM HQ, Jaipur, for two years.
b. Two full time dedicated resident network/ hardware engineer at DAM HQ, Jaipur, for
two years.
c. 1 helpdesk person at DAM HQ, Jaipur to log and resolve complaints of the various
project locations.
d. 1 local support staff at each mandi to log complaints to the central helpdesk at the
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DAM HQ and resolve complaints as per instructions from central helpdesk.
ii. The minimum required technical qualifications and experience details for the
aforementioned manpower are provided in annexure 20 of this RFP document
iii. Also, it would be the responsibility of the SI to retain the deployed manpower for the
entire Contract/ Project duration or in the event of a resource leaving the employment
with SI, the same shall be immediately replaced with another resource of equivalent
minimum qualifications and experience. All such events should be notified prior to RISL.
iv. During and after the end of the project period, the SI shall refrain from canvassing DAM/
RISL/ GoR and any of its associates with any claim for employment of the bidder’s
personnel deployed under the project.
v. As Hindi is Official Language of the Government of Rajasthan, the SI has to appoint
personnel having proficiency with Hindi language.
vi. The staff provided by the SI will perform their duties in accordance with the instructions
given by the designated officers of RISL/ DAM from time to time. RISL/ DAM will examine
the qualification, experience etc. of the personnel provided before they are put on
positions. The SI has to take approval from RISL/ DAM for the proposed staff before their
deployment. RISL/ DAM has every right to reject the personnel, if the same is not
acceptable, before or after commencement of the awarded work/ project.
vii. At no time, the provided manpower should be on leave or absent from the duty without
prior permission from the designated nodal officer of DAM. In case of long term absence
due to sickness, leave etc the SI shall ensure replacements and manning of all manpower
posts by without any additional liabilities to RISL/ DAM. Substitute will have to be
provided by the SI against the staff proceeding on leave/ or remaining absent and should
be of equal or higher qualifications/ experience.
viii. The proposed services shall be normally manned from 9:30 AM to 6:30 PM but may vary
as per the requirement throughout the project period or as decided by RISL/ DAM
ix. The operational support will have to be provided through a suitable helpdesk system, to
ensure that the solution is functioning as intended and that all problems associated with
operation are resolved satisfactorily.
x. The SI will make use of existing helpdesk management system (web enabled with SMS
and eMail based alert system) available at RSDC, GoR for Helpdesk Call management
and SLA reporting. Any additional licence required for the IT helpdesk shall be provided
by the RISL/DAM.
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xi. The SI will make use of existing EMS licenses for the SLA management tools already
available at RSDC as per existing policy & guidelines of RSDC. All additional Network
management system licences required for the project shall be provided by SI.
4.2.6.3. Managed Services during O&M Period
a) Helpdesk Support (Incident/ Problem Management)
I. The SI would setup a Helpdesk with One executive at DAM Head Office, Jaipur. To setup
helpdesk the DAM shall provide a dedicated telephone line at the Helpdesk.
II. Help desk should be able to perform
Handle teething issues of the departmental users, farmers and citizens.
The Helpdesk persons should be accessible to all the project locations and their end-
users on telephone/ e-mail/ chat.
The SI shall have to maintain an online call log register with all the necessary details/
references and submit the report from same to the nodal officer as and when required.
The format of the report would be mutually decided later at appropriate time.
The end-users should be allowed to create a ticket for any problem faced by him and
same should be closed only by him after the resolution of the problem.
Helpdesk staff shall escalate the problem to the Project Manager and maintain the log/
status of the complaint in the online call log register.
Reply to the queries/ feedback/ suggestions/ complaints from all the stakeholders.
Help desk should provide handholding support at all project location through
online/telephone line.
b) Preventive Maintenance Services
This activity shall be carried out at least once in every quarter in addition to the normal
maintenance required and sub activities are detailed as below:
i. Check for any loose contacts in the cables & connections.
ii. Inspection, testing, satisfactory execution of diagnostics and necessary repairing of the
equipment
iii. Cleaning and removal of dust and dirt from the interior and exterior of the equipment.
c) Corrective Maintenance Services
i. The SI shall be responsible of troubleshooting of hardware problem of all supplied equipments
and rectification of the same.
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ii. Documentation of problems, isolation, cause and rectification procedures for building
knowledge base for the known problems.
d) Asset Management Services
i. The SI shall be required to create database of all IT assets like hardware, software,
peripherals, etc., by recording information like configuration details, serial numbers, licensing
agreements, warranty and AMC details, etc. Create Software inventory with information such
as Licenses, Version Numbers and Registration Details
ii. The SI shall record installation and removal of any equipment from the network and inform
DAM even if it is temporary.
iii. The SI shall register all software procured by RISL / DAM in this bid document with respective
OEMs.
iv. The SI shall perform software license management and arrange for licensing contract renewal
for RISL / DAM for period of 2 years from the date of installation at no cost to RISL / DAM. and
notify RISL/DAM on licensing contract renewal.
e) Configuration Management Services
i. The SI shall maintain a record of hardware as well as software configurations of all
equipments including the details of different policies implemented on the devices such as
VLAN configurations, access control lists, routing filters, clustering details etc.
ii. The bidder shall keep soft copies of the configurations of each of the devices mentioned
above.
iii. The bidder shall define change management procedures to ensure that no unwarranted
changes are carried out on the equipments. All the changes carried out by the bidder must be
formally approved by RISL / DAM and recorded.
iv. The bidder shall do proper version management of these configurations as the configurations
may be changed from time to time. This is required to ascertain changes made to these
configurations at different stages as well as have functional configurations.
v. SI shall ensure that these configurations are not accessible in general and must be kept
confidential with the RISL and project manager.
f) Vendor Management Services
i. The bidder shall coordinate with external vendors, for upkeep of equipment deployed to meet
the SLA and shall liaison with various vendors/OEMS for all items as described in BoM
Annexure -2 of this RFP
ii. The bidder should maintain database of the various vendors and service providers, including
vendors for hardware under warranty, service providers etc. with details like contact person,
telephone numbers, escalation matrix, response time and resolution time commitments etc.
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iii. The bidder should, if required escalate and log calls with vendors/ OEM and other service
providers and coordinate with them to get the problems resolved.
g) Network Management Services (LAN Only)
The bidder shall be responsible for:
i. The SI shall perform the Network monitoring, Network performance management,
Configuration management, Network Fault management, Carrier/ Link management,
Security management, IP management etc. from the NOC.
ii. Performance tuning and ensuring resilient performance, reliability and high availability of
the network and performance maintenance.
iii. Daily monitoring of LAN & WAN, manual testing, troubleshooting and reporting including
the following:
o Monitor the availability of links and their utilisation to various offices of DAM in case
network fails at any BSP/RSWAN PoP SI shall be responsible to (logging complaint).
o Collect the data flow on basis of time, interface, IP address, application wise for traffic
analysis.
o Sending alerts to concerned people regarding critical errors.
o Checking local network status and taking remedial action (Logging Calls etc) in case
of problems.
4.2.6.4. Support Services Web Portal & application S/w
i. Overall administration, operations, monitoring, maintenance of the deployed Web portal,
Application software and the Database to ensure the desired uptime.
ii. Periodic backup and recovery of Database, application and web content.
iii. During O&M period DAM/RISL may request SI, to make necessary changes in the layout,
colour schema, MIS reports format, input forms layout. However, these changes shall be
suggested keeping in view that it should not transform in database schema. The SI shall
be responsible to make these changes at No extra cost to purchaser.
iv. Design & Upload content on web portal as per instruction of Purchaser. Content
management services includes (content collection, translation, conversion, design of
content upload content using CMS),
v. Web portal and application administration, support & maintenance throughout the project
period. The SI shall provide support on following activities
Minor changes in RIMMS on instruction of DAM/RISL
Bugs Fixing reported by DAM/RISL
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Back office support required to update Web Portal & Applications S/W
vi. Maintain version control and archives of source code, and web site content and
database
vii. Download definitions/ patches/ updates/ service packs of the deployed third party
tools/middle ware Software, this includes infrastructure at RSDC and DAM Head Office at
Jaipur, Regional offices, selected Mandis and to ensure the desired uptime.
4.2.6.5. MIS Reports:
The SI shall have to submit certain key deliverables which are mentioned hereunder. However, in
addition to the reports/ deliverables as indicated below, SI shall prepare and submit all other
required information in the desirable format as notified by the purchaser related to project.
The formats for all the reports shall be prepared by the SI and submitted to the purchaser for
approval. The reports submitted by the SI should strictly be in the approved format only which, if
required, may be revised from time to time.
Sr.No. Activity Deliverable Frequency Time Frame
1. Asset Management
Services
Details of Hardware Equipments with serial no., configuration details, Software Details, Policies implemented
Once During
handholding
2. Software license
management
Details of software licences with renewal due date
Once During
handholding
3. Install, Move, Add,
Change Report
(IMAC)
Details of Hardware Equipments Quarterly Within 1 Week
of end of each
Quarter
4. Software Inventory Details of software licence with renewal due date
Quarterly Within 1 Week
of end of each
Quarter
5. Preventive
Maintenance Reports
Equipment wise and date wise list of hardware for which preventive maintenance was undertaken during quarter
Quarterly Within 1 Week
of end of each
Quarter
6. Vendor Management
Report
Date wise details of calls logged with external vendor and their resolution time
Quarterly Within 1 Week
of end of each
Quarter
7. Network Management Network up time report of all Quarterly Within 1 Week
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Sr.No. Activity Deliverable Frequency Time Frame
Report (LAN Only) network devices of end of each
Quarter
8. SLA Compliance
Report
Quarterly Within 1 Week
of end of each
Quarter
9. SLA FMS Support
(User)
Log reports of help desk, Call
resolved, unresolved and
escalated issues
Daily Daily
List of stand by equipments
Incident Reporting
Quarterly Within 1 Week
of end of each
Quarter
User complaint redressal resolve time
Quarterly Within 1 Week
of end of each
Quarter
10. SLA Manpower Report Attendance of Manpower deployed
Quarterly Within 1 Week
of end of each
Quarter
11. Backup and recovery
services
Log reports of backup server Quarterly Within 1 Week
of end of each
Quarter
12. Configuration changes Report on changes like
configuration changes, patch
upgrades, database
reorganization, storage
reorganization, log truncation,
volume expansion, user
creation, user password reset,
etc.
Quarterly Within 1 Week
of end of each
Quarter
13. SLA Web Portal
Application S/w Report
Application up time report Quarterly Within 1 Week
of end of each
Quarter
14. SLA (Web Portal
Support)
Report on content
management reported and
Quarterly Within 1 Week
of end of each
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Sr.No. Activity Deliverable Frequency Time Frame
Time to upload Quarter
Report on minor changes
reported and time taken to
complete
Quarterly Within 1 Week
of end of each
Quarter
Report on incident reporting of
Bugs fixing reported and time
taken to resolve
Quarterly Within 1 Week
of end of each
Quarter
4.2.7. Change Request Management Services
i. The DAM envisaged that RIMMS should have integration with exiting application. The
requirement for integration shall be finalise in consultation with DAM and DoIT&C as and
when these projects will be operational. The required integration shall be done through
change request management system. Following are envisaged existing application but not
limited to these to be considered for change request.
Integration with UIDAI /SSDG
Integration with SSDG
Integration with e-Mitra
Integration with LITES
Integration with SUGAM
ii. RISL/ DAM may at any time, by a written order given to the selected bidder, make changes
within the general scope of the Agreement in any one or more of the following: -
Designs, specifications, requirements which software or service to be provided under
the Agreement are to be specifically developed and rendered for the DAM.
The method of deployment, shipping or packing.
Schedule for Installation Acceptance.
The place of delivery and/or the services to be provided by the selected bidder.
iii. The steps to be followed in change request/ management procedure has been described in
terms & condition (section 6 Para 40) of this RFP .
4.2.8. Third Party Audit (TPA)
o A third party audit may be got done by RISL/ DAM, GoR at its own cost. The TPA would be
selected separately by RISL/ GoR
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o The audit may cover one or more of the following aspects of the project: -
Vulnerability Assessment of the critical servers and network devices
Penetration testing of the systems and networks (External and Internal)
Application Security Assessment
System Performance Testing/ Monitoring
Review and Assessment of Security Policies
o The bidder shall be required to share the testing documents and standards with the
designated third party wherever applicable/ required.
o Based on the audit reports submitted by the TPA, the selected bidder shall make the
required changes to the website/ application and incorporate the suggestions of the auditor
at no extra cost. The purchaser may recover costs from the pending payments or
performance security on failure of the bidder to make the required changes.
4.3. Project Duration
The Department of Agricultural Marketing intends to roll out the RIMMS project within 8 months of
award of contract. This will be followed by 2 years of operations and maintenance phase post
successful commissioning of the project.
4.4. Roles & Responsibilities (Stakeholder-Wise)
A contract monitoring committee will be constituted for overall monitoring of the progress of RIMMS
project. The contract monitoring committee will be appraised on the periodic developments by the
bidder. The contract monitoring committee shall consist of the following members:
Managing Director, RISL : Chairman
Director, DAM : Member
Director (Technical)/ Executive Director, RISL : Member
Director (Finance), RISL : Member
RISL nominated project officer : Member
DAM nominated project officer : Member
External Consultants, if any : Member
A Legal Expert to be nominated by the Chairman : Member
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a) Responsibilities of RISL
The role of RISL in the successful implementation of the solution includes discharging the following
responsibilities:
To ensure active participation from the Departmental users
To coordinate with other government agencies and Department
Review and approve the solution design, implementation approach, and other reports as
submitted by the selected bidder.
To provide acceptance and Sign off SRS document
To conduct review meetings at defined regular intervals to monitor the overall progress of the
project.
Provide feedback on changes to be in the solution to improve usability of the application software.
Report problems/ bugs in solution to the selected bidder for immediate action/ rectification.
Approval and disapproval of change requested including the finalisation of efforts estimation, cost
estimation, milestone and payment
Prioritize the change requests as per project objectives.
Provide required infrastructure to conduct training at Jaipur
Co-ordination with the RSDC Operator and other stakeholders of the project.
To ensure timely project milestones sign offs.
To provide sign off/ acceptance of SRS, UAT, FAT, Commissioning Certificate, Acceptance of
successful performance after completion of 3 Months
Facilitate UAT, security audit and performance audit
Appoint agency for third party audit of web portal & application s/w if needed
To approve and oversee the proposed training plan
Set up and administration of escalation mechanism
Review and approve the payments to the bidder as per SLA
Any other help/ assistance/ co-ordination required for the successful implementation and
operations of the work/ project
b) Responsibilities of DAM, GoR
The roles and responsibilities of the DAM, GoR shall be as follows: -
To formulate a nodal team for the project responsible for end to end coordination and
execution of the RIMMS project.
To identify the Regional Offices and Mandi for conducting detailed SRS study
To provide necessary support during requirement gathering, sharing of sample reports
and other IT infrastructure requirements
To identify and appoint nodal officer for facilitating the project execution
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Explain the functional requirements in detail to the selected bidder
To approve schedules for Hardware deployment , training ,data digitization etc proposed
by the bidder .
Provide space and infrastructure for purpose of training in case training is required at a
location outside Jaipur
DAM will be responsible for providing the network connectivity (MPLS/broadband) to the
SI for running RIMMS solution till RSWAN is operational. The department will identify the
Broadband service provider (BSP) for this purpose.
DAM will provide alternative broadband connection at Mandi to avoid failover
To ensure active participation from the departmental users
To provide data required to be digitized
To provide liaison and official support for integration of RIMMS with AGRIMARK
To conduct review meetings at defined regular intervals to monitor the overall progress of
the project.
Provide feedback on changes to be in the solution to improve usability of the application
software.
Diesel for DG Set, Printer Toners/Cartridges, Stationery Items for DAM HQ, Regional
Offices, Mandis, Paper, Power, etc will be provided by DAM.
All infrastructures for data entry and training will be made available by DAM.
Prioritize the change requests as per project objectives.
To ensure timely project milestones sign offs
to provide readiness report from all project location after commissioning of infrastructure
To approve and oversee the proposed training plan
To ensure close coordination of all the participants and the external agencies involved in
the project.
To review the installation, commissioning and maintenance of the software
To take steps to mitigate any potential risks that might surface during the course of the
project
Set up and administration of an issue and escalation management process.
To identify the staff at various levels who need to undergo user training
To identify employees who needs to be trained by SI for learning the technical aspects of
the RIMMS application.
Upload monthly arrival and price report on the central web portal by the Regional office
for their respective mandis
DAM will provide dedicated telephone line at DAM HQ for managing help desk
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Handle change management
To monitor the overall progress of the project
Review of software requirement specifications, system design, hardware sizing/Scrutiny
of deliverables for their compliance with RFP specifications
Review content, methodology and pedagogy for user training
Review data migration plans and their implementation.
Review the documentation provided by the Bidder and verifies that it conforms to the
requirements.
To facilitate RISL in providing sign-off /acceptance UAT of web portal & application s/w
To facilitate RISL in providing sign-off/acceptance final FAT of web portal & application
s/w and its integration with hardware and network components
To facilitate RISL in providing acceptance of successful performance of web portal &
application S/w (post implementation)
Periodic SLA monitoring of the system deployed by the successful bidder
To ensure timely release of the payments as per agreed schedule
c) DoIT&C GOR
Rajasthan State Data Centre (RSDC)
RSDC is the focal point of DAM ICT infrastructure. The core software application
infrastructure and web portal are expected to be hosted at the RSDC. The data collected
from all 10 ROs and 5 selected APMCs will be centrally stored at the RSDC.
All services, applications and infrastructure to provide efficient delivery of G2G and G2C
services will be consolidated on RSDC.
The SI will be provided with the requires hardware infrastructure for hosting web portal
and RIMMS software applications. The list of infrastructure to be provide by RSDC has
been attached as Annexure18 of this RFP.
RSDC will be responsible to manage all servers and infrastructure to be use for
deployment of web portal application software.
RSDC will provide infrastructure such as firewall service, directory service, management
and data storage services, SMS and payment gateway which could be a shared
infrastructure to all the applications /departments in the RSDC.
Some of the key functionalities of RSDC are Central Data Repository of the State, Secure
Data Storage, Disaster Recovery, Remote Management and Service Integration.
RSDC will provide access and share DMS and MS Sharepoint licenses to build
DMS//Workflow.
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RSDC will provide database cluster (Postgre server) along with database admin access
rights to SI for manage database.
The RSDC will provide existing EMS server and tools for the SLA management, in
respect to monitor application downtime and application performance.
The RSDC will provide with existing IT help desk server and tools for help desk
monitoring.
RSDC will provide necessary server licenses like operating system for (servers), antivirus
(servers), backup software licence etc.
RSDC will provide required physical and remote access to SI for monitoring the RIMMS
applications at RSDC.
RSDC Will share the required Non-IT infrastructure (e.g. Electricity, power backup
etc.) as per service level.
RSDC will provide SAN Storage, high speed (Fibre Channel)
RSDC will provide all SAN related infrastructure (e.g. SAN switch) for sharing to the
successful bidder.
RSDC will provide SAN SATA and Tap library usable for archived data storage.
RSDC will provide required number of Internal and external IP at data centre for the
RIMMS application and web portal.
RSWAN Rajasthan (As when Implemented)
Provide a dedicated 2Mbps PTP Link under the SecLAN project at Head Office of the
DAM at Jaipur
Provide a dedicated 2Mbps connection ROs and APMCs through vertical and horizontal
component of RSWAN.
Under RSWAN last mile connectivity will be provided at nearest PoP to the project
location
Provide Maintain & support in connectivity till the last mile connectivity PoP (routers)
d) Responsibilities of System Integrator (SI)
The detailed role & responsibilities of SI has already been described in the scope of work section 4 of
this RFP.
4.5. Project Deliverables, Milestones & Time Schedule
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In view of the volume and complexity of the RIMMS, bidder is expected to carry out all ground work
for implementation including documentation, coordination with GoR and other stakeholders of the
project, site survey etc. These reports or deliverables are to be submitted timely by bidder to the RISL
/ DAM to ensure the timely and smooth execution of RIMMS project. Certain key deliverables are
identified for each of the parts/stages, which are mentioned hereunder. However, bidder has to
prepare and submit any required information in form of Reports / excel sheet / document desired by
RISL related to RIMMS other than defined hereunder in the table.
The milestones and deliverables for the implementation of RIMMS project would be as follows:-
Scope of Work Milestone Deliverable
(Reports/ Documents & Infra)
Time of completion
Project Kick off Project Plan
Detailed Project Plan with Timelines (.MPP/ .XLS or any other format chosen by the bidder)
Service Level Agreement (SLA)
Performance Security Deposit
T+2 Weeks
Study, Design, Development & Deployment of RIMMS
Perform System Study & Prepare SRS (Para 4.2.1 b)
Approved Software Requirement Specifications (SRS)
T1=T+12 weeks (includes 2 weeks for approving SRS by purchaser)
Development & Deployment of Web Portal & RIMMS Application S/w (Para 4.2.1 c to 4.2.1 g)
System Design Document (SDD) / Process Design Report
Testing Methodology including test cases and test plan and Test Results
UAT Sign off of web portal and application Software
Handing over of Source code and Server and client edition perpetual licenses in the name of the purchaser for the various middleware/ Portal/ and third party tools by the bidder to run the application.
T2=T1+20 weeks (Including 3 weeks for time taken for UAT acceptance)
Procurement and Installation of IT and Non IT Infrastructure and all project
Site Survey & Preparation of Site survey report
(Para 4.2.2)
Site survey Report
Hardware Deployment Plan, Testing Plan and Methodology
T+8 weeks
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Scope of Work Milestone Deliverable
(Reports/ Documents & Infra)
Time of completion
location Installation & commissioning at DAM HQ
Procurement, Installation and commissioning of IT & Non IT infrastructure at DAM HQ as per BoM annexure -2 (A) and (Para 4.2.2 of SoW)
Site survey Report
Item Delivery Report, installation reports (installed hardware only) with detailed specifications (Component wise) at DAM HQ
Commissioning reports of IT & Non IT infrastructure at DAM HQ.
T3+4
Weeks
Installation & commissioning at DAM 10 Regional Offices
Procurement, Installation and commissioning of IT & Non IT infrastructure at 10 regional offices of DAM as per BoM annexure -2 (B) and (Para 4.2.2 of SoW)
Site survey Report
Item Delivery Report, installation reports (installed hardware only) with detailed specifications (Component wise) at Regional Offices
Commissioning reports of IT & Non IT infrastructure at Regional Offices
T4+4
Weeks
Installation & commissioning at 5 Selected Mandi
Procurement, Installation and commissioning of IT & Non IT infrastructure at 5 Mandis of DAM as per BoM annexure -2 (C) and (Para 4.2.2 of SoW)
Site survey Report.
Item Delivery Report, installation reports (installed hardware only) with detailed specifications (Component wise) at mandis.
Commissioning reports of IT & Non IT infrastructure at Mandis.
T5+8
Weeks
Data Digitization
Perform activities as per the scope defined in SoW (Para 4.2.3) of this RFP
Successful data digitization , migration & validation of the overall Master Data Built-up activity and its accessibility through the Website and RIMMS Application S/w
T6+8 Weeks
Training
Perform activities as per the scope defined in SoW (para 4.2.4) of this RFP
Training Completion certificate to all Nominated employees of DAM as per SoW
Trainees Feedback.
Training material
T 7+8
Weeks
Rollout of RIMMS Go Live
GO-Live
Publish Web portal for public Use
Obtaining required approvals and procedural formalities
Installation & technical manuals
User manual (Role wise) with visual help kits
FAT (Final acceptance test )
T2+2
Weeks
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Scope of Work Milestone Deliverable
(Reports/ Documents & Infra)
Time of completion
for hosting
(Para 4.2.5)
Operation and
Maintenance
for a Period of
two year post
acceptance of
the solution
Implementation Support
Successful rollout of web portal & RIMMS application S/W for period of minimum 3 months at all project locations.
Acceptance for successful performance from DAM/RISL along with monthly compliance report on complaints.
Post –Go live +12 Weeks
FMS During O&M
Successful completion of O&M activities and submission of associated deliverables every quarter during the O&M phase of the project.
Helpdesk for the technical & functional scope.
MIS reports as per SOW (Para 4.2.6.5) Operation & maintenance
Go-Live + 2 Years
Infrastructure & Hardware Maintenance at DAM HQ for period of 2 years as defined in SoW section (Para 4.2.6)
SLA monthly Compliance Reports on hardware complaints registered and solved at DAM HQ
Go-Live + 2
Years
Infrastructure & Hardware Maintenance at 10 Regional Offices During O&M period of 2 years as defined in SoW section (Para 4.2.6)
SLA Monthly Compliance Reports for hardware complaints registered and resolved at DAM Regional offices
Infrastructure & Hardware Maintenance at 5 Mandis During O&M period of 2 years as defined in SoW section (Para 4.2.6)
SLA Monthly Compliance Reports for hardware complaints registered and resolved at Mandi.
Support web portal & RIMMS application S/w
Support Web Portal & RIMMS Application S/W
Perform activities related to maintenance of web portal & application S/w , defined in SoW section
Successfully Completion activities related to maintenance of web portal & application S/w , defined in SoW section (para 4.2.6.4)
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Scope of Work Milestone Deliverable
(Reports/ Documents & Infra)
Time of completion
(Para 4.2.6.4) Operation & Maintenance /Facility Maintenance services for a period of 2 years from Go-Live
Note: It may be noted that the contract will be signed within 15 days of selection of the bidder.
The entire activity should be completed within 8 months of signing of contract. This will be followed by
operations & maintenance phase for 2 years post successful commissioning of the project.
It may be also be noted that the time schedule for each milestone shown in the table above would
be enforced independently, even though some of them are inter-dependent. This would have a
cascading effect of penalties for delays in all other milestones dependent on the precedent
milestone. Therefore, the SI shall have to be extremely careful in establishing an excellent project
management set-up. Any delay in the approval of the deliverable(s) submitted by the SI to RISL/
DAM shall not account for the delay on SI’s part.
The selected bidder has to design and implement a very detailed plan of implementation that
seeks to execute several activities in parallel, adopts critical path method and commits additional
resources to activities falling behind schedule so as to keep up with the overall deadline of
implementation as mentioned above. The time specified for delivery and other activities as
mentioned in the table above shall be deemed to be the essence of the contract and the
successful bidder shall arrange supplies and provide the required services within the specified
period.
T is the event marking RISL signing the agreement with the successful bidder (including the
submission of the required PSD), who is also called the System Integrator (SI).
T1 is the event marked when RISL approved SRS
T 2 is the event marked when RISL/DAM will provide User acceptance (UAT)
T3 is the event marked when RISL/DAM will provide schedule to deploy IT& Non IT infrastructure
at DAM HQ (Multiple schedules can be provided by DAM /RISL)
T4 is the event marked when RISL/DAM will provide schedule to deploy IT& Non IT infrastructure
at DAM Regional offices (Multiple schedules can be provided by DAM /RISL)
T5 is the event marked when RISL/DAM will provide schedule to deploy IT& Non IT infrastructure
at Mandis (Multiple schedules can be provided by DAM /RISL)
T6is the event marked when RISL/DAM will provide schedule for data digitization
T7 is the event marked when RISL/DAM will provide schedule for training & capacity building
Indicative project plan has been attached as annexure -19 of this RFP
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5. INSTRUCTION TO BIDDERS (ITB) & BIDDING PROCESS 1. Sale of Tender/ Bidding Document
The complete bidding document would be available on the websites for the period as specified in the
NIT. The prospective bidders are permitted to download the bidding document from any of the
specified websites but must pay the cost of RFP/bidding document while submitting the ebids.
2. Clarifications to the Bidding / Bid Document
a) If the prospective bidder has any doubts as to the meaning of any portion of the bidding
document, then he is allowed to refer the same to the tendering authority and get clarifications.
He may do so by contacting the tendering authority in writing at the tendering authority’s
address indicated in the NIT.
b) The Tendering authority/ Procurement Committee will respond, either in writing or will upload the
details on the websites mentioned in the NIT, to any request for clarification, provided that such
request is received no later than 3 days after the Pre-bid Meeting. All the prospective bidders
must submit the prescribed Tender fees before submitting any such requests to the Tendering
authority.
c) The Tendering authority shall forward copies of its response to all bidders who have purchased
the Bidding document directly from it and shall also place it on the eProc website, including a
description of the inquiry but without identifying its source.
d) Should the Tendering authority deem it necessary to amend the Bidding Document as a result of
a clarification or otherwise, it shall do so by issuing a revised RFP/bidding document and/ or
Addendum/ Corrigendum. If need be, the deadline for submission of Bids may also be
extended in order to give reasonable time to the prospective Bidders to take into account the
amendment.
e) Post- bid clarifications, if any, will be sought only once. Hence, bidders are advised to prepare
and submit the proposal accordingly and ensure that all the required documents are in place.
Also, clarifications shall be sought only for the bid /documents submitted and no new
documents shall be accepted.
3. Pre-bid Conference/ Meeting
a) The bidder or its official representative (not more than two representatives per bidder) is invited to
attend the pre-bid meeting as per the details specified in NIT. The objective of this meeting is to
address the generic queries of the prospective bidders related to the Project/ bidding
document.
b) Only the bidders/ firms, who have purchased the bidding document from the office of the RISL or
have deposited the prescribed tender fee, are allowed to attend the pre-bid conference/
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meeting and submit their pre-bid queries in the specified format as provided in Annexure 5.
Bidders having purchased the bidding document are welcomed to attend the pre-bid meeting,
even if they do not have any specific queries. Tendering authority shall respond to the queries
of only those bidders who have purchased the bidding document till the day of pre-bid meeting
or within 3 days after the pre-bid meeting.
c) As a result of discussions in the pre-bid conference, if modifications in the bidding document,
specifications of services and/ or goods are considered necessary, they may be done by
issuing an addendum/ corrigendum and its copies shall be sent through Email/ post to all the
bidders having purchased the bidding document. The corrigendum/ addendum and the Final
RFP/bidding document will be placed on the websites as specified in the NIT.
d) The tendering authority reserves the right not to respond to any/ all queries raised or clarifications
sought if, in their opinion and at their sole discretion, they consider that it would be
inappropriate to do so or do not find any merit in it.
4. Amendment of Bidding Document
a) At any time prior to the deadline for submission of the Bids, the tendering authority may amend
the RFP/Bidding document by issuing Corrigendum/ Addendum.
b) Any Corrigendum/ Addendum issued shall be a part of the Bidding document and shall be
communicated to all, either in writing or by uploading the details on the websites mentioned in
the NIT, who have purchased the RFP/Bidding document and on the websites specified in NIT.
c) To give prospective Bidders reasonable time in which to take a Corrigendum/ Addendum into
account in preparing their bids, the tendering authority may, at its discretion, extend the
deadline for the submission of the bids.
d) Any change in date of submission and opening of bids would be published in appropriate manner
including the websites mentioned in the NIT.
5. Documents comprising the Bid
a) A Single stage-Two envelope/ cover system shall be followed for the ebid –
a. Technical bid (including the pre-qualification & technical Documents)
b. Commercial bid
b) Technical bid shall include the following documents: -
S. No. Documents Type Document Format
1. Covering Letter – Technical Bid On bidder’s letter head duly signed
by authorized signatory (as per
Annexure - 4)
Fee Details
2. Tender Fee Scanned copy of Fee Receipt
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3. RISL Processing Fee Scanned copy of Fee Receipt
4. EMD Scanned copy of DD/ Banker’s
Cheque/ Bank Guarantee
Pre-Qualification Documents
5. Tender Form As per Annexure-6
6. Bidder’s Authorization Certificate As per Format given at Annexure –
7
7. Self-Declaration – No Blacklisting As per Annexure-8
8. Certificate of Conformity/ No-Deviation As per Annexure-9
9. All the documents mentioned in the “Eligibility
Criteria”, in support of the eligibility
As per the format mentioned
against the respective eligibility
criteria clause
10. Copy of board resolution/ Power of Attorney in
favor of person signing the Letter of Authority
at 6 above
Power of Attorney/ Copy of board
resolution
Technical Documents
11. Manufacturer’s Authorisation Form (MAF) As per Annexure-10
12. Undertaking of Authenticity of Computer
Equipments
As per Annexure-11
13. Compliance Report of Technical Specifications As per Annexure -3, along with
datasheet
c) Commercial bid shall include the following documents: -
S. No. Documents Type Document Format
1. Covering Letter – Financial Bid On bidder’s letter head duly signed
by authorized signatory
2. Price Bid As per Annexure-12, As per BoQ
(.XLS) on eProc website
d) The bidder should ensure that all the required documents, as mentioned in this RFP/bidding
document, are submitted along with the bid and in the prescribed format only. Non-submission
of the required documents or submission of the documents in a different format/ contents may
lead to the rejections of the bid proposal submitted by the bidder.
e) Post-bid clarifications, if any, will be sought only once. Hence, bidders are advised to prepare and
submit the bid accordingly and ensure that all the required documents are in place. Also,
clarification shall be sought only for the bid/documents submitted and no new documents shall
be accepted.
6. Cost of Bidding
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The bidder shall bear all costs associated with the preparation and submission of its eBids, and
the tendering authority shall not be responsible or liable for those costs, regardless of the
conduct or outcome of the bidding process.
7. Language of Bids
The eBid, as well as all correspondence and documents relating to the bid exchanged by the
bidder and the tendering authority, shall be written only in English language. Supporting
documents and printed literature that are part of the bid may be in another language provided
they are accompanied by an accurate translation of the relevant passages in English/ Hindi
language, in which case, for purposes of interpretation of the bid, such translation shall govern.
8. Bid Prices
a) The price/financial bid must be specified in the BoQ file available at eProc and without changing
its form and type.
b) Prices quoted in the bid must be firm and final and shall not be subject to any modifications, on
any account whatsoever. The price quoted shall include all costs and all taxes and duties
applicable to the bidder as per law of the Central/ State Government/ Local Authorities. Unless
specifically asked for separately or excluded. Revision in taxes/ duties including VAT and
Service Tax shall be on account of the tendering authority if they have been asked for
separately in the financial bid and are not taken into account for the purpose of comparison of
bids. If, however, they have not been asked for separately, any benefit or additional cost will be
on account of the bidder.
c) All the prices should be quoted only in Indian Rupees (INR) Currency.
d) Prices/ Rates shall be written both in figures and words, as applicable.
e) All rates quoted must be FOR destination/ site where the IT/ Computer systems and allied items
are to be installed, and should include all incidental charges except Central/ Rajasthan VAT,
which should be shown separately in the Financial/ Commercial bid format only. In case of local
supplies the rates should include all taxes, etc., and RISL will not pay any cartage or
transportation charges.
f) Prices quoted in the bid must be firm and final and shall not be subject to any modifications, on
any account whatsoever.
g) The prices quoted by the Bidder in the Financial/ Commercial bid shall conform to the
requirements specified therein.
h) All the required items must be listed and priced separately in the financial bid. If a financial bid
shows items listed but not priced, their prices shall be assumed to be included in the prices of
other items. Items not listed in the financial bid shall be assumed not to be included in the bid,
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and provided that the bid is substantially responsive, the corresponding adjustment shall be
applied in accordance with the provisions of bidding document.
i) The price to be quoted in the financial bid shall be the total price of the bid. Discount, if any,
should be included in the quoted price.
j) The disaggregation of price components is required solely for the purpose of facilitating the
comparison of bids by the tendering authority. This shall not in any way limit the tendering
authority’s right to contract on any of the terms offered: -
i. For Goods offered from within/ outside the country.
ii. For Related Services whenever such Related Services are specified in the bidding
document.
9. Period of Validity of Bids
a) Bids shall remain valid for the period of 180 days, as specified in NIT, after the bid submission
deadline date prescribed by the tendering authority. A bid valid for a shorter period shall be
rejected by the tendering authority as nonresponsive bid.
b) In exceptional circumstances, prior to the expiration of the bid validity period, the tendering
authority may request bidders to extend the period of validity of their bids. The EMD shall also
be extended for a corresponding period. A bidder may refuse the request without forfeiting its
bid security i.e. EMD. A bidder granting the request shall not be required or permitted to modify
its bid. The request and the responses shall be made in writing.
10. Earnest Money Deposit (EMD)
a) Every bidder, if not exempted, participating in the bidding process must furnish the required
earnest money deposit (EMD) as specified in the Notice Inviting Tender (NIT).
b) Government of Rajasthan and Union Government undertakings, corporations, companies;
autonomous bodies managed or controlled by Government are not required to submit the EMD.
Receipt of EMD or Registration certificate or Certificate that the bidder is a Government
undertaking/ Corporation/ Company/ autonomous body as mentioned above shall necessarily
accompany the sealed bid without which the bid shall be rejected forthwith.
c) For the S.S.I. units of Rajasthan, a 75% discount shall be given in EMD, i.e., they will have to pay
only 25% of the prescribed EMD. Similarly, Performance Security Deposit shall be @ 1% of the
total agreed/ ordered project cost. They will have to furnish original or certified copy of the
registration of SSI unit issued by the Director of Industries in respect of stores for which they
are registered.
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d) Earnest money deposit (EMD) of a bidder lying with RISL in respect of other bids awaiting
decision will not be adjusted towards earnest money deposit (EMD) for the fresh bids. The
earnest money deposit money - originally deposited may, however, be taken into consideration
in case bids are re-invited.
e) Form of EMD: The EMD may be deposited in the form of a banker’s cheque or demand draft or
bank guarantee in favour of “Managing Director, RajCOMP Info Services Limited” payable at
“Jaipur”. The EMD shall be valid for the period of Bid Validity as mentioned in the NIT. The
same shall be payable at par at “Jaipur”.
f) Refund of EMD: The earnest money deposit (EMD) of unsuccessful bidders shall be refunded
soon after final acceptance of bid and award of contract. In case of best/ successful bidder, the
EMD, if feasible, may also be adjusted in arriving at the amount of the Performance Security
Deposit (PSD).
g) Forfeiture of EMD: The EMD taken from the bidder shall be forfeited in the following cases:-
i. When the bidder withdraws or modifies his bid proposal after opening of bids.
ii. When the bidder does not execute the agreement after placement of order within the
specified time.
iii. When the bidder fails to commence the supply of the goods and service as per
purchase / work order within the time prescribed.
iv. When the bidder does not deposit the security money after the purchase/ work order is
placed.
v. To adjust any dues against the firm from any other contract with RISL.
11. Deadline for the submission of Bids
a) Bids must be submitted by the bidders online at eProc website as indicated in the NIT of
subsequent corrigendum, if any.
b) Normally, the date of submission and opening of bids would not be extended. However, in
exceptional circumstances or when the bidding document is required to be substantially
modified as a result of discussions in pre-bid conference and the time with the prospective
bidders for preparation of bids appears insufficient, the date may be extended by Managing
Director, RISL and due publicity to such change in date of submission of bids would be given.
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In such cases, it would be ensured that after issue of corrigendum, reasonable time is
available to the bidders to prepare and submit their bids. Any change in date of submission
and opening of bids would also be placed on the respective websites immediately. However, if
the modifications in bidding document, specifications of goods and service are substantial,
fresh publication of original bid inquiry may also be issued.
c) The tendering authority may, at its discretion, extend the deadline for the submission of bids
by amending the RFP/bidding document, in which case all rights and obligations of the
tendering authority and bidders previously subject to the deadline shall thereafter would be
subject to the deadline as extended.
12. Format and Signing of Bid
a) The bid forms/templates/annexures etc., wherever applicable, shall be typed or written in indelible
ink and shall be signed (all the pages) by a person duly authorized to sign, in token of
acceptance of all the terms and conditions of the bidding document. This authorization shall
consist of a written letter of authorization from the authorized person, accompanied with the
board of resolution, Incase of a company/power of attorney as per annexure 7.
b) Any amendments such as interlineations, erasures, or overwriting shall be valid only if they are
signed or initialled by the authorized person signing the bid.
c) The bid, duly signed (digitally) by authorized signatory, should be uploaded on the eproc portal in
respective file/ format.
d) Bidders must submit their bids online at eproc portal. Bids received by another other means shall
not be accepted.
e) If bids are not submitted as per the details mentioned in this bidding document and eProc
website, the tendering authority shall reject the bid.
13. Withdrawal and Resubmission (Substitution) of Bids
a) If permitted by the tendering authority, a Bidder may withdraw its bid or re-submit its bid
(technical and/ or financial cover) as per the instructions/ procedure mentioned at eProc
website under the section “Bidder’s Manual Kit”.
b) Bids withdrawn shall not be opened and processed further.
14. Bid Opening/ Opening of Tenders
a) The designated Procurement Committee will perform the bid opening, which is a critical event in
the bidding process.
b) The Tendering authority shall conduct the bid opening at the address, date and time specified in
the NIT.
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c) All the bids received up to the specified time and date in response to all the bid inquiries shall be
opened by the members of the designated Procurement Committee at the specified place, date
and time in the presence of bidders or their authorized representatives who may choose to be
present. Alternatively, the bidders may also view the bid opening status/ process online at
eProc website.
d) All the documents comprising of technical bid/ cover shall be opened & downloaded from the
eProc website (only for the bidder’s who have submitted the prescribed fee(s) to RISL).
e) All the technical bid covers, except the Commercial/ Financial cover, shall be opened one at a
time, and the following read out and recorded: the name of the bidder; the presence of the RISL
processing fee, tender fee, EMD and any other details as the tendering authority may consider
appropriate.
f) The Tendering authority shall prepare a record of the bid opening that shall include, at a
minimum: the name of the bidder and the presence or absence of processing fee, tender fee,
and EMD. The bidder’s representatives who are present shall be required to sign the
attendance sheet.
g) The Commercial/ Financial cover shall be kept unopened and shall be opened later on the date
and time intimated to the bidders who qualify in the evaluation of technical bids.
15. Selection Method
a) A bidder would be selected on the basis of Least Cost Based Selection Method (LCBS) i.e. L1
method wherein an eligible bidder with adequate technical competence and the most competitive
(lowest) rates/ quote would be selected for the implementation of the pilot project.
16. Guiding principles for evaluation of bids
a) The tendering authority shall strictly apply only and all of the evaluation and qualification criteria
specified in the bidding document.
b) The determination shall be based upon an examination of the documentary evidence of the
bidder’s qualifications and proposed solution submitted by the bidder.
c) A bidder shall be considered to be eligible if it meets the eligibility criteria as mentioned in the
RFP.
d) A responsive bid would be the one that meets the requirements of the bidding document including
the technical evaluation criteria, if any, without material deviation, reservation, or omission where:
-
i. “Deviation” is a departure from the requirements specified in the bidding document;
ii. “Reservation” is the setting of limiting conditions or withholding from complete
acceptance of the requirements specified in the bidding document; and
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iii. “Omission” is the failure to submit part or all of the information or documentation
required in the bidding document.
e) A material deviation, reservation, or omission is one that,
i. if accepted, would: -
a. affect in any substantial way the scope, quality, or performance of the Goods and
Related Services specified in the bidding document; or
b. limits in any substantial way, inconsistent with the bidding document, the tendering
authority’s rights or the bidder’s obligations under the proposed Contract; or
ii. if rectified, would unfairly affect the competitive position of other bidders presenting
responsive bids.
f) Provided that a bid is substantially responsive, the tendering authority -
may waive any nonconformity in the bid that does not constitute a material deviation,
reservation or omission.
may request that the bidder submit the necessary information or documentation, within a
reasonable period of time, to rectify nonmaterial nonconformities or omissions in the bid
related to documentation requirements. Requesting information or documentation on such
nonconformities shall not be related to any aspect of the price of the bid. Failure of the
bidder to comply with the request may result in the rejection of its bid.
shall rectify nonmaterial nonconformities or omissions. To this effect, the bid price shall be
adjusted, for comparison purposes only, to reflect the price of the missing or non-
conforming item or component. The adjustment shall be made using the method indicated
in pre-qualification and Evaluation Criteria of this bidding document.
17. Evaluation of Technical Bids
a) The technical evaluation shall be completed by the designated Procurement Committee as early
as possible after opening of technical bids. It shall examine the technical bid including the pre-
qualification documents.
b) The eligible bidders whose bid is determined to be substantially responsive shall be considered to
be qualified in the technical evaluation, unless disqualified pursuant to clause “Conflict of Interest”
or “Disqualification”, and shall be informed, either in writing or by uploading the details on the
websites mentioned in the NIT, about the date, time and place of opening of their financial bids.
c) The firms which could not qualify in technical evaluation will be informed about this fact. Their
financial bid will be returned unopened and EMD refunded after completion of the bid process i.e.
award of the contract to the best/ successful bidder.
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18. Evaluation of Financial Bids
a) The financial bids/ cover of bidders who qualify in technical evaluation shall be opened online at
the notified time, date and place by the members of the designated Procurement Committee in
the presence of the bidders or their representatives who choose to be present. Alternatively, the
bidders may also view the financial bid opening status/ process online at eProc website.
b) The Process of opening of financial bids/covers shall be similar to that of technical bids.
c) The names of the firms and the rates given by them, shall be read out and recorded in tender
opening register.
d) To evaluate a bid, the tendering authority shall consider the following: -
i. the bid price as quoted in accordance with bidding document.
ii. price adjustment for correction of arithmetic errors in accordance with bidding
document.
e) The evaluation shall include all costs and all taxes and duties applicable to the bidder as per law
of the Central/ State Government/ Local Authorities.
f) Treatment of CenVAT/ VAT etc. would, however, be as per Clause “Comparison of Rates of firms
outside and those in Rajasthan” below.
19. Clarification of Bids
a) To assist in the examination, evaluation, comparison and post qualification of the bids, the
tendering authority may, at its discretion, ask any bidder for a clarification of his bid. The
tendering authority’s request for clarification and the response shall be either in writing or by
uploading the details on the websites mentioned in the NIT.
b) Any clarification submitted by a bidder with regard to his bid that is not in response to a request
by the tendering authority shall not be considered.
c) No change in the prices or substance of the bid shall be sought, offered, or permitted, except to
confirm the correction of arithmetic errors discovered by the tendering authority in the evaluation
of the Commercial/ Financial Bids.
20. Correction of Arithmetic Errors
Provided that the Bid is substantially responsive, the competent Procurement Committee shall
correct arithmetical errors on the following basis: -
i. 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, unless in the opinion of the tendering authority there is an obvious misplacement
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of the decimal point in the unit price, in which case the total price as quoted shall govern
and the unit price shall be corrected;
ii. if there is an error in a total corresponding to the addition or subtraction of subtotals, the
subtotals shall prevail and the total shall be corrected; and
iii. if there is a discrepancy between words and figures, the amount in words shall prevail,
unless the amount expressed in words is related to an arithmetic error, in which case the
amount in figures shall prevail subject to (i) and (ii) above.
21. Comparison of Rates of firms outside and those in Rajasthan
While tabulating the bids of those firms which are not entitled to price preference, the element of
Rajasthan VAT shall be excluded from the rates quoted by the firms of Rajasthan and the element
of Central VAT shall be included in the rates of firms outside Rajasthan. In such case, if the price of
any commodity being offered for sale by firms in Rajasthan is the same or lower (excluding element
of Rajasthan Sales Tax) than the price of firm outside Rajasthan (including element of Central
Sales Tax), the commodity shall be purchased from the firm in Rajasthan.
22. Margin of Preference/ Price Preference
No margin of preference/ price preference shall be given to the goods produced or manufactured by
Industries of Rajasthan over goods produced or manufactured by Industries outside Rajasthan.
23. Comparison of bids and determination of the best value bid
The tendering authority shall compare responsive bids of all eligible bidders to determine the best
value bid, in accordance with the evaluation criteria given in this RFP.
24. Negotiations
a) As a general rule, negotiations after opening of financial bids would be discouraged. However,
negotiations may be undertaken in exceptional circumstances, such as: -
i. when ring prices have been quoted.
ii. When the quoted rates have wide variations and are much higher than the market rates
prevailing at the time of opening of bids.
b) Negotiations shall not make original offer of the bidder ineffective.
c) Negotiations shall be conducted with the best value bidder only and by an information given in
writing with a minimum period of 3 days (in case of a local bidder) and 7 days (in case of an
outstation bidder) shall be given for response in writing and in sealed cover. In case of urgency,
the tender sanctioning Procurement Committee (PC) may reduce the notice period for
negotiations provided the bidder receives the information regarding holding negotiations.
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d) In case the best value bidder does not reduce his rates in response to negotiations or the rates so
reduced are still considered to be higher, the tender sanctioning PC may decide to make a written
counter offer to the best value bidder. If the best value bidder does not accept the counter offer
given by the PC, the PC may recommend rejecting the bid or may repeat the process to make the
same counter offer to second best value bidder and so on to third, fourth best value bidder, etc.
till a bidder accepts it.
25. Disqualification
Tendering authority may at its sole discretion and at any time during the processing of bids,
disqualify any Bidder/ bid from the bid process if the bidder: -
i. Has not submitted the bid in accordance with the bidding document.
ii. Has submitted bid without submitting the prescribed Tender Fee, RISL Processing fee,
Earnest Money Deposit (EMD) or the bidder's authorisation certificate/Power of Attorney.
iii. Has imposed conditions in his bid.
iv. During validity of the bid or its extended period, if any, increases his quoted prices.
v. Has made misleading or false representations in the forms, statements and attachments
submitted in proof of the eligibility requirements.
vi. Has failed to provide clarifications related thereto, when sought.
vii. Has submitted more than one bid. This will cause disqualification of all bids submitted by
such bidders including forfeiture of the EMD.
viii. Is found to canvass, influence or attempt to influence in any manner for the qualification or
selection process, including without limitation, by offering bribes or other illegal gratification.
26. Acceptance of the Tender / Bid and Notification of Award
a) Prior to the expiration of the period of bid validity, the tendering authority shall notify the
successful Bidders, in writing, that its Bids has been accepted.
b) The tendering authority shall award the Contract to the Bidders whose proposal / bid has been
determined to be the best value bid.
c) Decision on bid shall be taken within original validity period of offers. If the decision on
acceptance or rejection of a bid cannot be taken within the original bid validity period due to
unavoidable circumstances, all the bidders shall be requested to extend validity period of their
bids up to a specified date.
d) As soon as a bid is accepted by the tendering authority, its written intimation would be sent to the
concerned bidder. If the issuance of formal Work Order is likely to take time, a Letter of Intent
(LOI) may be sent in the meanwhile. In the same intimation the bidder may be asked to execute
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an agreement in prescribed format on a non-judicial stamp of prescribed value and deposit the
amount of prescribed performance security deposit within 15 days from the date of issue of
acceptance.
e) The acceptance of an offer is complete as soon as the letter of communication is posted to the
correct address of the bidder.
f) The acceptance of the bid shall also be placed on website of DAM and RISL for general
information to all.
g) The EMD of the bidders whose bids could not be accepted shall be refunded soon after the
agreement with the successful bidder is executed and his performance security deposit is
obtained. Until a formal Contract is prepared and executed, the notification of award shall
constitute a binding Contract.
27. Confidentiality
a) Information relating to the examination, evaluation, comparison, and post qualification of bids, and
recommendation of contract award, shall not be disclosed to bidders or any other persons not
officially concerned with such process until publication of the Contract award.
b) Any attempt by a bidder to influence the tendering authority or other officials in the examination,
evaluation, comparison, and post qualification of the bids or Contract award decisions may result
in the rejection of his bid.
c) From the time of bid opening to the time of Contract award, if any bidder wishes to contact the
tendering authority on any matter related to the bidding process, he is allowed to do so in writing.
28. Conflict of Interest
a) RISL considers a conflict of interest to be a situation in which a party has interests that could
improperly influence that party’s performance of official duties or responsibilities, contractual
obligations, or compliance with applicable laws and regulations. In pursuance of RISL's
Procurement Ethics requirement that bidders, suppliers, and contractors under contracts, observe
the highest standard of ethics, RISL will take appropriate actions against the bidder, if it
determines that a conflict of interest has flawed the integrity of any procurement process.
Consequently all bidders found to have a conflict of interest shall be disqualified.
b) A bidder may be considered to be in a conflict of interest if the bidder or any of its affiliates
participated as a consultant in the preparation of the solicitation documents/RFP for the
procurement of the goods and services that are the subject matter of the bid.
c) It may be considered to be in a conflict of interest with one or more parties in the bidding process
if
i. they have controlling shareholders in common; or
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ii. it receives or have received any direct or indirect subsidy from any of them; or
iii. they have the same legal representative for purposes of the Bid; or
iv. they have a relationship with each other, directly or through common third parties, that puts
them in a position to have access to information about or influence on the Bid of another
Bidder, or influence the decisions of the tendering authority regarding this bidding process.
29. Tendering authority’s Right to Accept/ Reject any or all of the Bids
The tendering authority reserves the right to accept or reject any Bid, and to annul (cancel) the
bidding process and reject all Bids at any time prior to Contract award, without thereby incurring
any liability to the Bidders.
30. Right to vary Quantities
a) At the time the Contract is awarded, the quantity of Goods and Related Services originally
specified in the bidding document may be increased or decreased, provided this change does not
exceed the limits/ ceilings of minimum and maximum quantity, if any, indicated in the bidding
document, and without any change in the unit prices or other terms and conditions of the bid and
the bidding document.
b) If the order is placed up to 25% in excess of the quantities, the bidder shall be bound to
meet the required supply at quoted rates.
c) Repeat orders may also be placed with the consent of the supplier/selected bidder on the rates
and conditions given in the bidding document provided that the repeat orders are up to 50% of
the quantity originally purchased and the period is not more than one month from the date of
expiry of last supply (i.e., delivery) and that the original order was given after inviting open
tenders/ bids. The delivery/ completion period will also be proportionately increased.
d) If the tendering authority does not purchase any of the tendered articles or purchases less than
the quantity/ indicated in the tender form, the bidder shall not be entitled to claim any
compensation.
e) Notwithstanding anything to the contrary mentioned in this bidding document, the quantities of the
items like Quantity mentioned in financial bid format as item no 8 (structure cable) item no 13 (
handheld device), item no 14 (CCTV camera + accessories), item no 15 (CCTV LCD Panel) and
item no 18 (automatics boom barriers) are Indicative, SI will finalised actual quantity in
consultation with DAM, in case of any deviation in quantity unitary price of each item shall be
applicable. are Indicative, SI will finalised actual quantity in consultation with DAM, in case of
any deviation in quantity unitary price of each item shall be applicable.
31. Signing of Contract
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a) Promptly after notification of award, the tendering authority shall send to the successful Bidders
the Contract Agreement including “Special Conditions of Contract.
b) Within fifteen (15) days of receipt of the Letter of Intent/Work Order from the tendering authority,
the successful Bidder shall sign, date, and return the Contract Agreement to the tendering
authority.
32. Performance Security Deposit (PSD)
a) Within fifteen (15) days of the receipt of notification of award from the tendering authority, the
successful Bidder shall furnish the Performance Security Deposit (PSD) @5% of the total
agreed/ordered project value.
b) Failure of the successful bidder to submit the aforementioned PSD or sign the Contract
Agreement shall constitute sufficient grounds for the annulment (cancellation/ termination) of the
award and forfeiture of the EMD. In that event the tendering authority may award the Contract to
the next best value bidder whose offer is valid and substantially responsive and is determined by
the tendering authority to be qualified to perform the Contract satisfactorily.
33. Reservation of Rights
To take care of unexpected circumstances, RISL reserves the rights for the following: -
a) Extend the Closing Date for submission of the bid proposals.
b) Amend the bidding requirements at any time prior to the closing date, with the amendment being
notified to prospective bidders and on the respective websites.
c) Allow a bidder to change its technical proposal if the same opportunity is given to all bidders but
before the opening of financial bids.
d) To accept any bid not necessarily the lowest, reject any bid without assigning any reasons and
accept bid for all or anyone or more of the articles/services for which bid has been invited or
distribute items of stores/services to more than one bidder.
e) Terminate or abandon the bidding procedure or the entire project whether before or after the
receipt of bid proposals.
f) Seek the advice of external consultants to assist RISL / DAM in the evaluation or review of
proposals.
g) Make enquiries of any person, company or organization to ascertain information regarding the
bidder and its proposal.
h) Reproduce for the purposes of the procedure the whole or any portion of the proposal despite any
copyright or other intellectual property right that may subsist in the proposal.
34. Monitoring of Contract
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a) An officer or a committee of officers named Contract Monitoring Committee (CMC) may be
nominated by tendering authority to monitor the progress of the contract during its delivery period.
b) During the delivery period the CMC shall keep a watch on the progress of the contract and shall
ensure that quantity of goods and service delivery is in proportion to the total delivery period
given, if it is a severable contract, in which the delivery of the goods and service is to be obtained
continuously or is batched. If the entire quantity of goods and service is to be delivered in the
form of completed work like fabrication work, the process of completion of work may be watched
and the selected bidders premises where the work is being completed, may be inspected.
c) If delay in delivery of goods and service is observed a performance notice would be given to the
selected bidder to speed up the delivery.
d) Any change in the constitution of the firm, etc. shall be notified forth with by the contractor in
writing to the tendering authority and such change shall not relieve any former member of the
firm, etc., from any liability under the contract.
e) No new partner/ partners shall be accepted in the firm by the selected bidder in respect of the
contract unless he/ they agree to abide by all its terms, conditions and deposits with the tendering
authority through a written agreement to this effect. The bidder’s receipt for acknowledgement or
that of any partners subsequently accepted as above shall bind all of them and will be sufficient
discharge for any of the purpose of the contract.
f) The selected bidder shall not assign or sub-let his contract or any substantial part thereof to any
other agency without the permission of tendering authority.
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6. TERMS AND CONDITIONS, OF TENDER & CONTRACT
Definitions
For the purpose of clarity, the following words and expressions shall have the meanings hereby assigned
to them: -
a) “Contract” means the agreement entered into between the Purchaser and the successful / selected
bidder together with the contract documents referred to therein, including all attachments,
appendices, and all documents incorporated by reference therein.
b) “Contract Documents” means the documents listed in the agreement, including any amendments
thereto.
c) “Contract Price” means the price payable to the successful / selected bidder as specified in the
agreement, subject to such additions and adjustments thereto or deductions there from, as may be
made pursuant to the Contract.
d) “Day” means a calendar day.
e) “Delivery” means the transfer of the Goods from the successful / selected bidder to the Purchaser in
accordance with the terms and conditions set forth in the Contract.
f) “Completion” means the fulfilment of the related services by the successful / selected bidder in
accordance with the terms and conditions set forth in the contract.
g) “Goods” means all of the commodities, raw material, machinery and equipment, and/or other
materials that the successful / selected bidder is required to supply to the Purchaser in the contract.
h) “Purchaser” means the entity purchasing the Goods and Related Services, as specified in the bidding
document.
i) “Related Services” means the services incidental to the supply of the goods, such as insurance,
installation, training and initial maintenance and other similar obligations of the successful / selected
bidder under the Contract.
j) “Subcontractor” means any natural person, private or government entity, or a combination of the
above, including its legal successors or permitted assigns, to whom any part of the Goods to be
supplied or execution of any part of the Related Services is subcontracted by the successful /
selected bidder.
k) “Supplier / Successful or Selected bidder” means the person, private or government entity, or a
combination of the above, whose bid to perform the Contract has been accepted by the Purchaser
and is named as such in the Agreement, and includes the legal successors or permitted assigns of
the successful / selected bidder.
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l) “The Site,” where applicable, means the designated project place(s) named in the bidding document.
A. General Conditions of the Bid
1. Income Tax and VAT Registration and VAT Clearance Certificate
No Dealer who does not hold a valid permanent account number (PAN) / Tax Identification Number
(TIN) from Income Tax department, GoI and who is not registered under the Sales Tax Act prevalent
in the State where his business is located shall bid. The VAT Registration Number should be quoted
and a VAT clearance certificate from the Commercial Taxes Officer of the Circle concerned valid on
the date of submission of bid shall be submitted without which the bid is liable to rejection. The bidder
quoting Rajasthan VAT should have valid VAT registration in the state of Rajasthan and he should
mention the same VAT registration number in the bid document.
2. Contract Documents
Subject to the order of precedence set forth in the Agreement, all documents forming the Contract
(and all parts thereof) are intended to be correlative, complementary, and mutually explanatory.
3. Interpretation
a) If the context so requires it, singular means plural and vice versa.
b) Entire Agreement: The Contract constitutes the entire agreement between the Purchaser and the
Supplier / selected bidder and supersedes all communications, negotiations and agreements
(whether written or oral) of parties with respect thereto made prior to the date of Contract.
c) Amendment: No amendment or other variation of the Contract shall be valid unless it is in writing,
is dated, expressly refers to the Contract, and is signed by a duly authorized representative of
each party thereto.
d) Non-waiver: Subject to the condition (f) below, no relaxation, forbearance, delay, or indulgence by
either party in enforcing any of the terms and conditions of the Contract or the granting of time by
either party to the other shall prejudice, affect, or restrict the rights of that party under the
Contract, neither shall any waiver by either party of any breach of Contract operate as waiver of
any subsequent or continuing breach of Contract.
e) Any waiver of a party’s rights, powers, or remedies under the Contract must be in writing, dated,
and signed by an authorized representative of the party granting such waiver, and must specify
the right and the extent to which it is being waived.
f) Severability: If any provision or condition of the Contract is prohibited or rendered invalid or
unenforceable, such prohibition, invalidity or unenforceability shall not affect the validity or
enforceability of any other provisions and conditions of the Contract.
4. Language
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a) The Contract as well as all correspondence and documents relating to the Contract exchanged by
the successful / selected bidder and the Purchaser, shall be written in English language only or
as specified in the special conditions of the contract. Supporting documents and printed literature
that are part of the Contract may be in another language provided they are accompanied by an
accurate translation of the relevant passages in the language specified in the special conditions
of the contract, in which case, for purposes of interpretation of the Contract, this translation shall
govern.
b) The successful / selected bidder shall bear all costs of translation to the governing language and
all risks of the accuracy of such translation.
5. Joint Venture, Consortium or Association
a) Unless otherwise specified in the special conditions of the contract, if the Supplier/ Bidder is a
joint venture, consortium, or association, all of the parties shall be jointly and severally liable to
the Purchaser for the fulfilment of the provisions of the contract and shall designate one party to
act as a leader with authority to bind the joint venture, consortium, or association.
b) The composition or the constitution of the joint venture, consortium, or association shall not be
altered without the prior consent of the purchaser.
c) Any change in the constitution of the firm, etc. shall be notified forth with by the contractor in
writing to the purchase officer and such change shall not relieve any former member of the firm,
etc., from any liability under the contract.
d) No new partner/ partners shall be accepted in the firm by the contractor in respect of the contract
unless he/they agree to abide by all its terms, conditions and deposits with the purchase officer a
written agreement to this effect. The contractor’s receipt for acknowledgement or that of any
partners subsequently accepted as above shall bind all of them and will be sufficient discharge for
any of the purpose of the contract.
e) No new consortium agreement shall be allowed during the project period.
f) In Consortium, all the members shall be equally responsible to complete the project as per their
roles & responsibilities; however Lead partner shall give an undertaking for the successful
completion of the overall project. In case of any issues, Lead partner is the responsible person for
all the penalties.
g) The lead bidder is required to do majority (>50%) of the work. However, the lead bidder and
consortium partner is jointly and severely liable for the entire scope of work and risks involved
thereof.
h) The non-lead bidder (consortium partner) is liable for the scope of work for which they are
responsible along with the lead bidder.
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i) Any change in the consortium at a later date will not be allowed without prior permission from the
tendering authority/ purchaser.
6. Eligible Goods and Related Services
a) For purposes of this Clause, the term “goods” includes commodities, raw material, machinery,
equipment, and industrial plants; and “related services” includes services such as insurance,
transportation, supply, installation, integration, testing, commissioning, training, and initial
maintenance.
b) All articles/goods being bid, other than those marked in the Bill of Material BoM (Annexure 2)
should be the ones which are produced in volume and are used by a large number of users in
India/ abroad. All products quoted by the successful / selected bidder must be associated with
specific make and model numbers, item code and names and with printed literature describing
configuration and functionality. Any deviation from the printed specifications should be clearly
mentioned in the offer document by the bidder/ supplier.
c) The OEM/ Vendor of the quoted product must have its own registered spares depot in India
having adequate inventory of the equipment being quoted for providing the necessary spares
within next business day or maximum 30 hours.
d) The OEM/ Vendor of the quoted product should also have its direct representation in India in
terms of registered office for at least past 3 years. The presence through any Distribution/ System
Integration partner agreement will not be accepted.
e) Bidder must quote products in accordance with above clause “Eligible goods and related
services”.
7. Notices
a) Any Notice given by one party to the other pursuant to the Contract shall be in writing to the
address specified in the contract. The term “in writing” means communicated in written form with
proof of dispatch and receipt.
b) A Notice shall be effective when delivered or on the Notice’s effective date, whichever is later.
8. Governing Law
The Contract shall be governed by and interpreted in accordance with the laws of the Rajasthan
State/ the Country (India), unless otherwise specified in the contract.
9. Scope of Supply
a) Subject to the provisions in the bidding document and contract, the Goods and Related Services
to be supplied shall be as specified in Scope of Work/ Schedule of Supply section of the bidding
document.
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b) Unless otherwise stipulated in the Contract, the scope of supply shall include all such items not
specifically mentioned in the Contract but that can be reasonably inferred from the Contract as
being required for attaining delivery and completion of the goods and related services as if such
items were expressly mentioned in the Contract.
c) The bidder shall not quote and supply and hardware/ software that is likely to be declared as End
of Sale in next 6 months and End of Service/ Support for a period of 3 Years from the last date of
bid submission. OEMs are required to mention this in the MAF for all the quoted hardware/
software. If any of the hardware/ software is found to be declared as End of Sale/ Service/
Support, then the bidder shall replace all such hardware/ software with the latest ones having
equivalent or higher specifications without any financial obligation to the purchaser.
10. Delivery & Installation
a) Subject to the conditions of the contract, the delivery of the goods and completion of the related
services shall be in accordance with the delivery and completion schedule specified in the bidding
document. The details of supply/ shipping and other documents to be furnished by the successful
/ selected bidder are specified in the bidding document and/ or contract.
b) The Contract for the supply can be repudiated at any time by the Purchase Officer, if the supplies
are not made to his satisfaction after giving an opportunity to the bidder of being heard and
recording the reasons for repudiation.
c) The Supplier/ selected Bidder shall arrange to supply, install and commission the ordered
materials/ system as per specifications within the specified delivery/ completion period at various
departments and/ or their offices/ locations mentioned in the PO/WO.
d) Shifting the place of Installation: The user will be free to shift the place of installation within the
same city /town/ district/ division. The successful / selected bidder shall provide all assistance,
except transportation, in shifting of the equipment. However, if the city/town is changed, additional
charges of assistance in shifting and providing maintenance services for remaining period would
be decided mutually.
11. Supplier’s/ Selected Bidder’s Responsibilities
The supplier / Selected bidder shall supply all the goods and related services included in the scope of
supply in accordance with the provisions of bidding document and/ or contract.
12. Purchaser’s Responsibilities
a) Whenever the supply of goods and related services requires that the Supplier / Selected bidder
obtain permits, approvals, and import and other licenses from local public authorities, the
Purchaser shall, if so required by the Supplier/ Selected Bidder, make its best effort to assist the
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Supplier/ Selected Bidder in complying with such requirements in a timely and expeditious
manner.
b) The Purchaser shall pay all costs involved in the performance of its responsibilities, in
accordance with the general conditions of the contract.
13. Contract Price
a) The Contract Price shall be paid as specified in the contract subject to any additions and
adjustments thereto, or deductions there from, as may be made pursuant to the Contract.
b) Prices charged by the Supplier/ Selected Bidder for the Goods delivered and the Related
Services performed under the Contract shall not vary from the prices quoted by the Supplier/
Selected Bidder in its bid, with the exception of any price adjustments authorized in the special
conditions of the contract.
14. Recoveries from Supplier/ Selected Bidders
a) Recovery of liquidated damages, short supply, breakage, rejected articles shall be made
ordinarily from bills.
b) The Purchase Officer shall withhold amount to the extent of short supply, broken/damaged or for
rejected articles unless these are replaced satisfactorily. In case of failure to withhold the amount,
it shall be recovered from his dues and performance security deposit available with RISL.
c) The balance, if any, shall be demanded from the Supplier/ Selected Bidder and when recovery is
not possible, the Purchase Officer shall take recourse to law in force.
15. Taxes & Duties
a) The income tax, service tax, value added tax, etc. if applicable shall be deducted at source from
the payment to the Supplier/ Selected Bidder as per the law in force at the time of execution of
contract.
b) The entry tax, if applicable shall be deducted at source and deposited in the government treasury
in proper revenue receipt head of account.
c) For goods supplied from outside India, the successful / Selected Bidder shall be entirely
responsible for all taxes, stamp duties, license fees, and other such levies imposed outside the
country.
d) For goods supplied from within India, the successful / Selected Bidder shall be entirely
responsible for all taxes, duties, license fees, etc., incurred until delivery of the contracted Goods
to the Purchaser.
e) Revision in VAT and Service Tax shall be on account of the tendering authority if it has been
asked for separately in the financial bid and is not taken into account for the purpose of
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comparison of bids. If, however, they have not been asked for separately, any benefit or
additional cost will be on account of the bidder. Revision of any other tax or duty shall be on
account of the bidder.
f) If any tax exemptions, reductions, allowances or privileges may be available to the successful /
Selected Bidder in India, the Purchaser shall use its best efforts to enable the successful /
Selected Bidder to benefit from any such tax savings to the maximum allowable extent.
16. Performance Security Deposit (PSD)
a) In case of successful Selected Bidder, the Earnest Money Deposit (EMD) will be adjusted in
arriving at the amount of the Performance Security Deposit.
b) The Successful / Selected Bidder shall, within fifteen (15) days of the notification of Contract
award, provide a Performance Security deposit – 5% of the total agreed/ ordered project
value for the due performance of the Contract in the amounts and currencies specified in the
work order.
c) The proceeds of the Performance Security deposit (PSD) shall be payable to the Purchaser as
compensation for any loss resulting from the successful / Selected Bidder’s failure to complete its
obligations under the Contract.
d) Form of Performance Security deposit (PSD): Performance Security Deposit (PSD) in the form of
cash will not be accepted. It may be deposited in the form of Bank Draft or Banker’s Cheque or
Bank guarantee (Unconditional and irrevocable) in favour of Managing Director, RajCOMP Info
Services Limited, payable at Jaipur . The other form of security money shall be Post-office
Savings Bank Pass Book duly pledged or National Savings Certificates, Defence Savings
Certificates. Kisan Vikas Patras, or any other script/ instrument under National Savings Schemes
for promotion of small savings, if the same can be pledged. These certificates shall be accepted
at surrender value.
e) Refund of Performance Security deposit (PSD): The Performance Security deposit shall be
refunded within two months from the expiry of the term of contract.
f) Forfeiture of Performance Security deposit: Performance Security deposit (PSD) shall be forfeited
in the following cases: -
i. When any terms and condition of the contract is breached.
ii. When the Supplier/ Selected Bidder fail to commence supply or stops making the supplies or
fail to provide deliverables after partially executing the purchase/ work order.
iii. To adjust any dues against the firm from any other contract with RISL.
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g) No interest will be paid by RISL on the amount of earnest money deposit (EMD) and performance
security deposit (PSD).
h) Proper notice will be given to the Supplier/ Selected Bidder with reasonable time before earnest
money deposit (EMD) / performance security deposit (PSD) is forfeited.
i) Forfeiture of earnest money deposit (EMD) / performance security deposit (PSD) shall be without
prejudice to any other right of RISL to claim any damages as admissible under the law as well as
to take such action against the Supplier/ Selected Bidder such as severing future business
relation or black listing, etc.
17. Copyright
The copyright in all drawings, source code design documents, and other materials containing
data and information furnished to the Purchaser by the Supplier/ Selected Bidder herein shall
remain vested in the Purchaser, or, if they are furnished to the Purchaser directly or through the
Supplier/ Selected Bidder by any third party, including suppliers of materials, the copyright in such
materials shall remain vested in such third party.
18. Confidential Information
a) The Purchaser and the Supplier/ Selected Bidder shall keep confidential and shall not, without the
written consent of the other party hereto, divulge to any third party any drawings, documents,
data, or other information furnished directly or indirectly by the other party hereto in connection
with the Contract, whether such information has been furnished prior to, during or following
completion or termination of the Contract.
b) The Supplier/ Selected Bidder may furnish to its Subcontractor, if permitted, such documents,
data, and other information it receives from the Purchaser to the extent required for the
Subcontractor to perform its work under the Contract, in which event the Supplier/ Selected
Bidder shall obtain from such Subcontractor an undertaking of confidentiality similar to that
imposed on the Supplier/ Selected Bidder
c) The Purchaser shall not use such documents, data, and other information received from the
Supplier/ Selected Bidder for any purposes unrelated to the Contract. Similarly, the Supplier/
Selected Bidder shall not use such documents, data, and other information received from the
Purchaser for any purpose other than the design, procurement, or other work and services
required for the performance of the Contract.
d) The obligation of a party under sub-clauses above, however, shall not apply to information that: -
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i. the Purchaser or Supplier / Selected Bidder need to share with DAM/ RISL or other
institutions participating in the Contract;
ii. now or hereafter enters the public domain through no fault of that party;
iii. can be proven to have been possessed by that party at the time of disclosure and which was
not previously obtained, directly or indirectly, from the other party; or
iv. otherwise lawfully becomes available to that party from a third party that has no obligation of
confidentiality.
e) The above provisions shall not in any way modify any undertaking of confidentiality given by
either of the parties hereto prior to the date of the Contract in respect of the supply or any part
thereof.
f) The provisions of this clause shall survive completion or termination, for whatever reason, of the
Contract.
19. Sub-contracting
a) Unless otherwise specified in the Contract, the bidder shall not assign or sub-let his contract or
any substantial part thereof to any other agency without the permission of Purchaser/ Tendering
Authority.
b) If permitted, the Selected Bidder shall notify the Purchaser in writing of all subcontracts awarded
under the Contract if not already specified in the Bid. Subcontracting shall in no event relieve the
Supplier / Selected Bidder from any of its obligations, duties, responsibilities, or liability under the
Contract.
c) Subcontracts shall comply with the provisions of bidding document and/ or contract.
20. Specifications and Standards
a) All articles supplied shall strictly conform to the specifications, trademark laid down in the tender
form and wherever articles have been required according to ISI/ ISO/ other applicable
specifications/ certifications/ standards, those articles should conform strictly to those
specifications/ certifications/ standards. The supply shall be of best quality and description. The
decision of the competent authority/ purchase committee whether the articles supplied conform to
the specifications shall be final and binding on the supplier / selected bidder.
b) Technical Specifications and Drawings
i. The Supplier/ Selected Bidder shall ensure that the goods and related services comply with
the technical specifications and other provisions of the Contract.
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ii. The Supplier/ Bidder shall be entitled to disclaim responsibility for any design, data, drawing,
specification or other document, or any modification thereof provided or designed by or on
behalf of the Purchaser, by giving a notice of such disclaimer to the Purchaser.
iii. The goods and related services supplied under this Contract shall conform to the standards
mentioned in bidding document and, when no applicable standard is mentioned, the standard
shall be equivalent or superior to the official standards whose application is appropriate to the
country of origin of the Goods.
c) Wherever references are made in the Contract to codes and standards in accordance with which
it shall be executed, the edition or the revised version of such codes and standards shall be those
specified in the bidding document. During contract execution, any changes in any such codes and
standards shall be applied only after approval by the Purchaser and shall be treated in
accordance with the general conditions of the contract.
21. Packing and Documents
a) The Supplier/ Selected Bidder shall provide such packing of the Goods as is required to prevent
their damage or deterioration during transit to their final destination, as indicated in the Contract.
During transit, the packing shall be sufficient to withstand, without limitation, rough handling and
exposure to extreme temperatures, salt and precipitation, and open storage. Packing case size
and weights shall take into consideration, where appropriate, the remoteness of the final
destination of the Goods and the absence of heavy handling facilities at all points in transit.
b) The packing, marking, and documentation within and outside the packages shall comply strictly
with such special requirements as shall be expressly provided for in the Contract, including
additional requirements, if any, specified in the contract, and in any other instructions ordered by
the purchaser.
22. Insurance
a) The Goods supplied under the Contract shall be fully insured against loss by theft, destruction or
damage incidental to manufacture or acquisition, transportation, storage, fire, flood, under
exposure to weather and delivery at the designated project locations, in accordance with the
applicable terms. The insurance charges will be borne by the supplier and Purchaser will not be
required to pay such charges if incurred.
b) The goods will be delivered at the FOR destination in perfect condition.
23. Transportation
a) The supplier/ selected bidder shall be responsible for the proper packing so as to avoid damage
under normal conditions of transport by sea, rail and road or air and delivery of the material in the
good condition to the consignee at destination. In the event of any loss, damage, breakage or
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leakage or any shortage the bidder shall be liable to make good such loss and shortage found at
the checking/ inspection of the material by the consignee. No extra cost on such account shall be
admissible.
b) All goods must be sent freight paid through Railways or goods transport. If goods are sent freight
to pay, the freight together with departmental charge @5% of the freight will be recovered from
the supplier’s/ selected bidder’s bill.
24. Inspection
a) The Purchase Officer or his duly authorized representative shall at all reasonable time have
access to the suppliers / Selected Bidder’s premises and shall have the power at all reasonable
time to inspect and examine the materials and workmanship of the goods/ equipment/
machineries during manufacturing process or afterwards as may be decided.
b) The supplier / selected bidder shall furnish complete address of the premises of his factory, office,
go-down and workshop where inspection can be made together with name and address of the
person who is to be contacted for the purpose. In case of those dealers who have newly entered
in business, a letter of introduction from their bankers will be necessary.
c) After successful inspection it will be supplier’s / selected bidder’s responsibility to dispatch and
install the equipment at respective locations without any financial liability to the Purchaser.
However, supplies when received at respective locations shall be subject to inspection to ensure
whether they conform to the specification.
25. Testing charges
Testing charges shall be borne by the RISL./DAM In case of test results showing that supplies are not
upto the prescribed standards or specifications, the testing charges shall be payable by the selected
bidder.
26. Rejection
a) Articles not approved during inspection or testing shall be rejected and will have to be replaced by
the selected bidder at his own cost within the time fixed by the Purchase Officer.
b) If, however, due to exigencies of RISL / DAM’s work, such replacement either in whole or in part,
is not considered feasible, the Purchase Officer after giving an opportunity to the selected bidder
of being heard shall for reasons to be recorded, deduct a suitable amount from the approved
rates. The deduction so made shall be final.
c) The rejected articles shall be removed by the selected bidder within 15 days of intimation of
rejection, after which Purchase Officer shall not be responsible for any loss, shortage or damage
and shall have the right to dispose of such articles as he thinks fit, at the
supplier’s/bidder’s/selected bidder’s risk and on his account.
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27. Extension in Delivery Period and Liquidated Damages (LD)
a) Except as provided under clause “Force Majeure”, if the Supplier/ Selected Bidder fails to deliver
any or all of the Goods or perform the Related Services within the period specified in the
Contract, the Purchaser may without prejudice to all its other remedies under the Contract,
deduct from the Contract Price, as liquidated damages, a sum equivalent to the percentage
specified in the conditions of the Contract Price for each week or part thereof of delay until actual
delivery or performance, up to a maximum deduction of the percentage specified in the bidding
document and/ or contract. Once the maximum is reached, the Purchaser may terminate the
Contract pursuant to clause “Termination”.
b) The time specified for delivery in the tender form shall be deemed to be the essence of the
contract and the supplier/ selected bidder shall arrange goods supply and related services within
the specified period.
c) Delivery and installation / completion period may be extended with or without liquidated damages
if the delay in the supply of goods or service is on account of hindrances beyond the control of the
supplier/ selected bidder.
i. The supplier/ selected bidder shall request in writing to the Purchaser giving reasons for
extending the delivery period of service if he finds himself unable to complete the supply of
goods or service within the stipulated delivery period or is unable to maintain prorate
progress in the supply of goods or service delivery. This request shall be submitted as soon
as a hindrance in delivery of goods and service occurs or within 15 days from such
occurrence but before expiry of stipulated period of completion of delivery of goods and
service after which such request shall not be entertained.
ii. The Purchaser shall examine the justification of causes of hindrance in the delivery of goods
and service and the period of delay occurred due to that and recommend the competent
authority on the period of extension which should be granted with or without liquidated
damages.
iii. Normally, extension in delivery period of goods and service in following circumstances may
be considered without liquidated damages:
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a. When delay has occurred due to delay in supply of drawings, designs, plans etc. if the
RISL / DAM was required to supply them to the supplier of goods or service provider as
per terms of the contract.
b. When delay has occurred in supply of materials etc. if these were required to be supplied
to the supplier or service provider by the DAM/ RISL as per terms of the contract.
iv. If the competent authority agrees to extend the delivery period/ schedule, an amendment to
the contract with suitable denial clauses and with or without liquidated damages, as the case
may be, shall be issued. The amendment letter shall mention that no extra price or additional
cost for any reason, what so ever beyond the contracted cost shall be paid for the delayed
supply of goods and service.
v. It shall be at the discretion of the concerned authority to accept or not to accept the supply of
goods and/ or services rendered by the contractor after the expiry of the stipulated delivery
period, if no formal extension in delivery period has been applied and granted. The
competent authority shall have right to cancel the contract with respect to undelivered goods
and/ or service.
vi. If RISL / DAM are in need of the good and/ or service rendered after expiry of the stipulated
delivery period, it may accept the services and issue a letter of extension in delivery period
with usual liquidated damages and denial clauses to regularize the transaction.
d) In case of extension in the delivery and/ or installation/ commissioning period is granted with full
liquidated damages, the recovery shall be made on the basis of following percentages of value of
goods and/ or service which the supplier/ selected has failed to supply or complete : -
No. Condition LD %*
a. Delay up to one fourth period of the prescribed period of delivery, successful installation and completion of work
2.5 %
b. Delay exceeding one fourth but not exceeding half of the prescribed period of delivery, successful installation and completion of work
5.0 %
c. Delay exceeding half but not exceeding three fourth of the prescribed period of delivery, successful installation and completion of work
7.5 %
d. Delay exceeding three fourth of the prescribed period of delivery, successful installation and completion of work
10.0 %
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i. Fraction of a day in reckoning period of delay in supplies, successful installation and
completion of work shall be eliminated if it is less than half a day.
ii. The maximum amount of liquidated damages shall be 10%.
iii. * The percentage refers to the payment due for the associated milestone.
28. Authenticity of Equipments
a) The selected bidder shall certify (as per Annexure-9) that the supplied goods are brand new,
genuine/ authentic, not refurbished, conform to the description and quality as specified in this
bidding document and are free from defects in material, workmanship and service.
b) If during the contract period, the said goods be discovered counterfeit/ unauthentic or not to
conform to the description and quality aforesaid or have determined (and the decision of the
Purchase Officer in that behalf will be final and conclusive), notwithstanding the fact that the
purchaser may have inspected and/ or approved the said goods, the purchaser will be entitled to
reject the said goods or such portion thereof as may be discovered not to conform to the said
description and quality, on such rejection the goods will be at the selected bidder’s risk and all the
provisions relating to rejection of goods etc., shall apply. The selected bidder shall, if so called
upon to do, replace the goods etc., or such portion thereof as is rejected by Purchase Officer,
otherwise the selected bidder shall pay such damage as may arise by the reason of the breach of
the condition herein contained. Nothing herein contained shall prejudice any other right of the
Purchase Officer in that behalf under this contract or otherwise.
c) Goods accepted by the purchaser in terms of the contract shall in no way dilute purchaser’s right
to reject the same later, if found deficient in terms of the this clause of the contract.
29. Warranty
a) The bidder must supply all items with comprehensive on-site warranty valid for the project
duration after the goods, or any portion thereof as the case may be, have been delivered to,
installed and accepted at the final destination(s) indicated in the bidding document. However, if
delay of installation is more than a month’s time due to the reasons ascribed to the bidder, the
warranty shall start from the date of last successful installation of the items covered under the
PO.
b) The bidder shall submit a certificate/ undertaking from all the respective OEMs mentioning the
fact that the goods supplied are covered under comprehensive warranty & support for the
prescribed period.
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c) The purchaser shall give a written notice to the selected bidder stating the nature of any defect
together with all available evidence thereof, promptly following the discovery thereof. The
purchaser shall afford all reasonable opportunity for the selected bidder to inspect such defects.
Upon receipt of such notice, the selected bidder shall expeditiously cause to repair the defective
goods or parts thereof or replace the defective goods or parts thereof with brand new genuine/
authentic ones having similar or higher specifications from the respective OEM, at no cost to the
Purchaser. Any goods repaired or replaced by the selected bidder shall be delivered at the
respective location without any additional costs to the purchaser.
d) If having been notified, the selected bidder fails to remedy the defect within the period specified,
the purchaser may proceed to take within a reasonable period such remedial action as may be
necessary, in addition to other recourses available in terms and conditions of the contract and
bidding document.
e) During the warranty period, the bidder shall also be responsible to ensure adequate and timely
availability of spare parts needed for repairing the supplied goods.
f) The warranty on supplied software media, if any, should be at least for the project duration.
30. Patent Indemnity
a) The Supplier / selected bidder shall, subject to the Purchaser’s compliance with sub-clause (b)
below, indemnify and hold harmless the Purchaser and its employees and officers from and
against any and all suits, actions or administrative proceedings, claims, demands, losses,
damages, costs, and expenses of any nature, including attorney’s fees and expenses, which the
Purchaser may suffer as a result of any infringement or alleged infringement of any patent, utility
model, registered design, trademark, copyright, or other intellectual property right registered or
otherwise existing at the date of the Contract by reason of: -
i. the installation of the Goods by the Supplier/ Selected Bidder or the use of the Goods in the
country where the Site is located; and
ii. the sale in any country of the products produced by the Goods.
Such indemnity shall not cover any use of the Goods or any part thereof other than for the
purpose indicated by or to be reasonably inferred from the Contract, neither any infringement
resulting from the use of the Goods or any part thereof, or any products produced thereby in
association or combination with any other equipment, plant, or materials not supplied by the
Supplier/ Selected Bidder, pursuant to the Contract.
b) If any proceedings are brought or any claim is made against the Purchaser arising out of the
matters referred to above, the Purchaser shall promptly give the Supplier/ Selected Bidder a
notice thereof, and the Supplier/ Selected Bidder may at its own expense and in the Purchaser’s
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name conduct such proceedings or claim and any negotiations for the settlement of any such
proceedings or claim.
c) If the Supplier/ Selected Bidder fails to notify the Purchaser within thirty (30) days after receipt of
such notice that it intends to conduct any such proceedings or claim, then the Purchaser shall be
free to conduct the same on its own behalf.
d) The Purchaser shall, at the Supplier’s/ Selected Bidder’s request, afford all available assistance
to the Supplier / Selected Bidder in conducting such proceedings or claim, and shall be
reimbursed by the Supplier/ Selected Bidder for all reasonable expenses incurred in so doing.
e) The Purchaser shall indemnify and hold harmless the Supplier/ Selected Bidder and its
employees, officers, and Subcontractors (if any) from and against any and all suits, actions or
administrative proceedings, claims, demands, losses, damages, costs, and expenses of any
nature, including attorney’s fees and expenses, which the Supplier/ Selected Bidder may suffer
as a result of any infringement or alleged infringement of any patent, utility model, registered
design, trademark, copyright, or other intellectual property right registered or otherwise existing at
the date of the Contract arising out of or in connection with any design, data, drawing,
specification, or other documents or materials provided or designed by or on behalf of the
Purchaser.
31. Limitation of Liability
Except in cases of gross negligence or wilful misconduct: -
a) neither party shall be liable to the other party for any indirect or consequential loss or damage,
loss of use, loss of production, or loss of profits or interest costs, provided that this exclusion shall
not apply to any obligation of the Supplier/ Selected Bidder to pay liquidated damages to the
Purchaser; and
b) the aggregate liability of the Supplier/ Selected Bidder to the Purchaser, whether under the
Contract, in tort, or otherwise, shall not exceed the amount specified in the Contract, provided
that this limitation shall not apply to the cost of repairing or replacing defective equipment, or to
any obligation of the Supplier/ Selected Bidder to indemnify the Purchaser with respect to patent
infringement.
32. Change in Laws & Regulations
Unless otherwise specified in the Contract, if after the date of the Invitation for Bids, any law,
regulation, ordinance, order or bylaw having the force of law is enacted, promulgated, abrogated, or
changed in Rajasthan/ India, where the Site is located (which shall be deemed to include any change
in interpretation or application by the competent authorities) that subsequently affects the Delivery
Date and/ or the Contract Price, then such Delivery Date and/ or Contract Price shall be
correspondingly increased or decreased, to the extent that the Supplier has thereby been affected in
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the performance of any of its obligations under the Contract. Notwithstanding the foregoing, such
additional or reduced cost shall not be separately paid or credited if the same has already been
accounted for in the price adjustment provisions where applicable.
33. Force Majeure
a) The Supplier/ Selected Bidder shall not be liable for forfeiture of its Performance Security deposit,
liquidated damages, or termination for default if and to the extent that its delay in performance or
other failure to perform its obligations under the Contract is the result of an event of Force
Majeure.
b) For purposes of this Clause, “Force Majeure” means an event or situation beyond the control of
the Supplier/ Selected Bidder that is not foreseeable, is unavoidable, and its origin is not due to
negligence or lack of care on the part of the Supplier/ Selected Bidder. Such events may include,
but not be limited to, acts of the Purchaser in its sovereign capacity, wars or revolutions, fires,
floods, epidemics, quarantine restrictions, and freight embargoes.
c) If a Force Majeure situation arises, the supplier/ Selected Bidder shall promptly notify RISL in
writing of such conditions and cause thereof within 15 days of occurrence of such event. Unless
otherwise directed by RISL, the supplier/ Selected Bidder shall continue to perform its obligations
under the contract as far as reasonably practical.
d) If the performance in whole or part or any obligation under the contract is prevented or delayed by
any reason of Force Majeure for a period exceeding 60 days, either party at its option may
terminate the contract without any financial repercussion on either side.
e) In case a Force Majeure situation occurs with the RISL / DAM, RISL / DAM may take the case
with the contractor on similar lines.
34. Change Orders and Contract Amendments
a) The Purchaser may at any time order the Supplier/ Selected Bidder through Notice in accordance
with clause “Notices” above, to make changes within the general scope of the Contract in any one
or more of the following: -
i. drawings, designs, or specifications, where Goods to be furnished under the Contract are to
be specifically manufactured for the Purchaser;
ii. the method of shipment or packing;
iii. the place of delivery; and
iv. the Related Services to be provided by the Supplier/ Selected Bidder.
b) If any such change causes an increase or decrease in the cost of, or the time required for, the
Supplier’s/ Selected Bidder’s performance of any provisions under the Contract, an equitable
adjustment shall be made in the Contract Price or in the Delivery and Completion Schedule, or
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both, and the Contract shall accordingly should be amended. Any claims by the Supplier/
Selected Bidder for adjustment under this clause must be asserted within thirty (30) days from the
date of the Supplier’s/ Selected Bidder’s receipt of the Purchaser’s change order.
c) Prices to be charged by the Supplier/ Selected Bidder for any Related Services that might be
needed but which were not included in the Contract shall be agreed upon in advance by the
parties and shall not exceed the prevailing rates charged to other parties by the Supplier/
Selected Bidder for similar services.
35. Termination
a. Termination for Default
i. The tender sanctioning authority of RISL may, without prejudice to any other remedy for
breach of contract, by a written notice of default of atleast 30 days sent to the supplier /
Selected Bidder, terminate the contract in whole or in part: -
a. If the supplier / Selected Bidder fails to deliver any or all quantities of the service within
the time period specified in the contract, or any extension thereof granted by RISL; or
b. If the supplier / Selected Bidder fails to perform any other obligation under the contract
within the specified period of delivery of service or any extension granted thereof; or
c. If the supplier / Selected Bidder, in the judgement of the Procuring Authority has engaged
in corrupt, fraudulent, collusive, or coercive practices in competing for or in executing the
contract.
d. If the supplier / Selected Bidder commits breach of any condition of the contract.
ii. If RISL terminates the contract in whole or in part.
a. Amount of performance security deposit may be forfeited.
iii. Before cancelling a contract and taking further action, advice of senior most finance person
available in the office and of legal adviser or legal assistant posted in the office, if there is
one, may be obtained.
b. Termination for Insolvency
RISL may at any time terminate the Contract by giving a written Notice of atleast 30 days to the
supplier / Selected Bidder if the supplier / Selected Bidder becomes bankrupt or otherwise
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insolvent. In such event, termination will be without compensation to the supplier / Selected
Bidder, provided that such termination will not prejudice or affect any right of action or remedy
that has accrued or will accrue thereafter to RISL.
c. Termination for Convenience
i. RISL, by a written Notice of atleast 30 days sent to the supplier / Selected Bidder, may
terminate the Contract, in whole or in part, at any time for its convenience. The Notice of
termination shall specify that termination is for the Purchaser’s convenience, the extent to
which performance of the Supplier/ Selected Bidder under the Contract is terminated, and the
date upon which such termination becomes effective.
ii. Depending on merits of the case the Supplier / Selected Bidder may be appropriately
compensated on mutually agreed terms for the loss incurred by the contract if any due to
such termination.
iii. The Goods that are complete and ready for shipment within twenty-eight (28) days after the
Supplier/ Selected Bidder’s receipt of the Notice of termination shall be accepted by the
Purchaser at the Contract terms and prices. For the remaining Goods, the Purchaser may
elect:
a. To have any portion completed and delivered at the Contract terms and prices; and/or
b. To cancel the remainder and pay to the Supplier/ selected bidder an agreed amount for
partially completed Goods and Related Services and for materials and parts previously
procured by the supplier / selected bidder.
36. Settlement of Disputes
a) General: If any dispute arises between the supplier/ selected bidder and RISL during the
execution of a contract that it should be amicably settled by mutual discussions. However, if the
dispute is not settled by mutual discussions, a written representation will be obtained from the
supplier/ selected bidder on the points of dispute. The representation so received shall be
examined by the concerned Procurement Committee which sanctioned the tender. The
Procurement Committee may take legal advice of a counsel and then examine the
representation. The supplier / selected bidder will also be given an opportunity of being heard.
The Committee will take a decision on the representation and convey it in writing to the supplier /
selected bidder.
b) Standing Committee for Settlement of Disputes: If a question, difference or objection arises in
connection with or out of the contract agreement or the meaning of operation of any part, thereof
or the rights, duties or liabilities of either party have not been settled by mutual discussions or the
decision of tender sanctioning Procurement Committee, it shall be referred to the empowered
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standing committee for decision if the amount of the claim is more than Rs 50,000. The
empowered standing committee shall consist of following members: -
Chairman of BoD of RISL :Chairman
Secretary , DoIT&C or his nominee (not below the rank of Depuy Secretary) Member
Managing Director , RISL : Member
Director, DAM : Member
Director (Technical)/ Executive Director, RISL : Member
Director (Finance), RISL : Member
A Legal Expert to be nominated by the Chairman : Member
c) Procedure for reference to the Standing Committee: The supplier / selected bidder shall present
his representation to the Managing Director, RISL along with a fee equal to two percent of the
amount of dispute, not exceeding Rupees One lakh, within one month from the date of
communication of decision of the tender sanctioning Procurement Committee. The officer-in-
charge of the project who was responsible for taking delivery of the goods and/ or service from
the supplier / selected bidder shall prepare a reply of representation and shall represent the
RISL’s stand before the standing committee. From the side of the supplier / selected bidder, the
claim case may be presented by himself or through a lawyer. After hearing both the parties, the
standing committee shall announce its decision which shall be final and binding both on the
supplier / selected bidder and RISL. The standing committee, if it so decides, may refer the
matter to the Board of Directors of RISL for further decision.
d) Legal Jurisdiction: All legal proceedings arising out of any dispute between both the parties
regarding a contract shall be settled by a competent court having jurisdiction over the place,
where agreement has been executed and by no other court, after decision of the standing
committee for settlement of disputes.
B. Payment Terms and Schedule
37. Terms of Payment
a) Payments to the selected bidder, after successful completion of the target milestones (including
specified project deliverables), would be made as under: -
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Milestone Deliverable (Reports/ Documents & Infra)
Payment Schedule/Cost reference for LD calc
Perform System Study & SRS (Para 4.2.1 b)
SRS Software Requirement Specifications (SRS) (Approved SRS Document)
10 % of CAPEX for Web portal & RIMMS Application S/w (S.No. 1 of Table A4 of Fin. Bid)
Development of Web Portal & RIMMS Application S/w (Para 4.2.1 c to 4.2.1 g
System Design Document (SDD) / Process Design Document
10 % of CAPEX for Web portal & RIMMS Application S/w (S.No. 1 of Table A4 of Fin. Bid)
Testing Methodology including test cases and test plan and Test Results
15 % of CAPEX for Web portal & RIMMS Application S/w (S.No. 1 of Table A4 of Fin. Bid)
UAT Sign off of web portal and application Software
20 % of CAPEX for Web portal & RIMMS Application S/w (S.No. 1 of Table A4 of Fin. Bid)
Handing over of Source code and Server and client edition perpetual licenses in the name of the purchaser for the various middleware/ Portal/ and third party tools by the bidder to run the application.
5 % of CAPEX for Web portal & RIMMS Application S/w (S.No. 1 of Table A4 of Fin. Bid)
Procurement, Installation and commissioning of IT & Non IT infrastructure at DAM HQ as per BoM annexure -2 (A) and (Para 4.2.2 of SoW)
Site survey Report 5% of the total CAPEX (Table A1 of Fin. Bid) for DAM HQ infrastructure
Item Delivery Report, installation reports (installed hardware only) with detailed specifications (Component wise) at DAM HQ
55% of the total CAPEX (Table A1 of Fin. Bid) for DAM HQ infrastructure
Commissioning reports of IT & Non IT infrastructure at DAM HQ
10% of the total CAPEX (Table A1 of Fin. Bid) for DAM HQ infrastructure
Procurement, Installation and commissioning of IT &
Site survey Report 5% of the total CAPEX (Table A2 of Fin. Bid) for 10 Regional offices infrastructure
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Milestone Deliverable (Reports/ Documents & Infra)
Payment Schedule/Cost reference for LD calc
Non IT infrastructure at 10 regional offices DAM as per BoM annexure -2 (B) and (Para 4.2.2 of SoW)
Item Delivery Report, installation reports (installed hardware only) with detailed specifications (Component wise) at Regional Offices
55% of the total CAPEX (Table A2 of Fin. Bid) for 10 Regional offices infrastructure
Commissioning reports of IT & Non IT infrastructure at Regional Offices
10% of the total CAPEX (Table A2 of Fin. Bid) for 10 Regional offices infrastructure
Procurement, Installation and commissioning of IT & Non IT infrastructure at 5 Mandis of DAM as per BoM annexure -2 (c) and (Para 4.2.2 of SoW)
Site survey Report
5% of the total CAPEX (Table A3 of Fin. Bid) for (Table A3 of Fin. Bid) for 5 selected Mandis
Item Delivery Report, installation reports (installed hardware only) with detailed specifications (Component wise) at mandis
55% of the total CAPEX (Table A3 of Fin. Bid) for 5 selected Mandis
Commissioning reports of IT & Non IT infrastructure at Mandis
10% of the total CAPEX (Table A3 of Fin. Bid) for 5 selected Mandis
Data Digitization
(Para 4.2.3 of SoW)
Successful data digitization , migration & validation of the overall Master Data Built-up activity and its accessibility through the Website and RIMMS Application S/w
100% of the amount calculated on the basis of unitary price as per S No 2 of table A4 of Fin Bid
Training
Para 4.2.4 of SoW)
Training Completion certificate to all Nominated employees of DAM as per SoW
Trainees Feedback
80% of the amount calculated on the basis of unitary price as per S No3 of table A4 of Fin Bid
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Milestone Deliverable (Reports/ Documents & Infra)
Payment Schedule/Cost reference for LD calc
Training material 20% of the amount calculated on the basis of unitary price as per S No3 of table A4 of Fin Bid)
GO-Live
Para 4.2.5 of SoW
Installation & technical manuals
5 % of CAPEX for Web Portal & RIMMS Application S/w (S.No. 1 of Table A4 of Fin. Bid)
User manual (Role wise) with visual help kits
5% of CAPEX for Web Portal & RIMMS Application S/w (S.No. 1 of Table A4 of Fin. Bid)
FAT (Final acceptance test )
15% of CAPEX for Web Portal & RIMMS Application S/w (S.No. 1 of Table A4 of Fin. Bid)
Operation & Management (Post Go-Live)
Implementation Support Successfull rollout of Web portal & RIMMS application S/W for period of minimum 3 months at all project locations . (Para 4.2.6)
Acceptance for successful performance from DAM/RISL along with monthly compliance report on complaints .
Remaining 15% CAPEX for Web portal & RIMMS Application S/w (S N 1 of A4 of Fin. Bid) shall be paid after successful go live (Minimum 3 months).
FMS During O&M Successful completion of O&M Activities and submission of associated deliverables every quarter during the O&M Phase of the project. (Para 4.2.6)
Helpdesk for the technical & functional scope
MIS reports as per SOW (Para 4.2.6.5) Operation & maintenance
100% of of the total OPEX (SN 1 & SN 2 Table B1 of Financial Bid) will be paid in 8 Equal quarterly instalments during the O&M phase of the project i.e., 12.5% per quarter.
(FM1)
Infrastructure & Hardware Maintenance at DAM HQ for period of 2 years as defined in
SLA monthly Compliance Reports on hardware complaints registered and solved at DAM HQ
Remaining 30% CAPEX of (Table A1 of Fin. Bid) shall be paid in equal quarterly instalments during the O&M phase of the project i.e.
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SoW section (Para 4.2.6)
3.75% per Quarter
(FM2)
Infrastructure & Hardware Maintenance at 10 Regional Offices during O&M period of 2 years as defined in SoW section (Para 4.2.6)
SLA Monthly Compliance Reports for hardware complaints registered and resolved at DAM Regional offices
Remaining 30% CAPEX of (Table A2 of Fin. Bid) shall be paid in equal quarterly instalments during the O&M phase of the project i.e. 3.75% per Quarter
(FM3)
Infrastructure & Hardware Maintenance at 5 Mandis during O&M period of 2 years as defined in SoW section (Para 4.2.6)
SLA Monthly Compliance Reports for hardware complaints registered and resolved at Mandi
Remaining 30% CAPEX of (Table A3 of Fin. Bid) shall be paid in equal quarterly instalments during the O&M phase of the project i.e. 3.75% per Quarter
(FM4)
Support Web Portal & RIMMS Application S/W (Para 4.2.6)
Successfully Completion activities related to maintenance of web portal & application S/w , defined in SoW section (para 4.2.6.4)
100% of the total OPEX (SN 3 Table B1 of Financial Bid) will be paid in 8 Equal quarterly instalments during the O&M phase of the project i.e., 12.5% per quarter
(FM5)
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) Due payments shall be made promptly by the Purchaser, generally within sixty (60) days after
submission of an invoice or request for payment by the supplier/ selected bidder, and the
Purchaser has accepted it.
d) The currency or currencies in which payments shall be made to the supplier/ selected bidder
under this Contract shall be Indian Rupees (INR) only.
e) All remittance charges will be borne by the supplier/ selected bidder.
f) In case of disputed items, the disputed amount shall be withheld and will be paid only after
settlement of the dispute.
g) Payment in case of those goods which need testing shall be made only when such tests have
been carried out, test results received conforming to the prescribed specification.
h) Advance Payments will not be made.
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i) 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.
j) Taxes (work contract tax, service tax, VAT, income tax, etc.), as applicable, will be deducted at
source, from due payments, as per the prevalent rules and regulations.
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Special Conditions of the Bid
38. Acceptance Testing and Certification
a) The primary goal of Acceptance Testing and Certification is to ensure that the Project (including all
the project components as discussed in the scope of work) meets requirements, standards,
specifications and performance, by ensuring that the following are associated with clear, quantifiable
metrics for accountability:
Functional requirements
Infrastructure (Hardware and Network) Compliance Review
Availability of the project Services in the defined locations
Performance
Security
SLA Reporting System
Project Documentation (Design, development, configuration, training and administration manuals
etc)
Data Quality Review
b) As part of Acceptance testing, performed through a third party agency, the procurement agency shall
review all aspects of project development and implementation covering software, hardware and
networking including the processes relating to the design of solution architecture, design of systems
and sub-systems, coding, testing, business process description, documentation, version control,
change management, security, service oriented architecture, performance in relation to defined
requirements, interoperability, scalability, availability and compliance with all the technical and
functional requirements of the RFP and the agreement.
c) The procedures and parameters for testing will be laid down by the Third Party Agency after approval
from procurement agency; the solution deployed by the vendor has to satisfy third party acceptance
testing upon which the system shall go-live, subject to procurement agency approval.
d) The procurement agency will establish appropriate processes for notifying the selected bidder of any
shortcomings from defined requirements at the earliest instance after noticing the same to enable the
selected bidder to take corrective action. All gaps identified shall be addressed by the vendor
immediately prior to Go-live of the solution. It is the responsibility of the selected Bidder to take any
corrective action required to remove all shortcomings, before the roll out of the project.
e) It is to be noted that the involvement of the third party for acceptance testing and certification, does
not absolve the vendor of his responsibilities to meet all SLAs as laid out in this RFP document.
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f) It is to be noted that the procurement agency may get the solution audited through a Third Party
before Go-Live and periodically after Go-Live in order to ensure the success of the project. Such
third-party agency for carrying out the acceptance testing and certification of the entire solution will be
nominated by the Department.
g) Following discusses the acceptance criteria to be adopted for the project as mentioned above. The
list below is indicative and the activities will include but not be limited to the following:
Functional Requirements Review: The solution developed/customized by selected Bidder shall
be reviewed and verified by the agency against the Functional Requirements signed-off between
the procurement agency and the selected Bidder. All gaps, identified shall be addressed by the
vendor immediately prior to Go-live of the solution. One of the key inputs for this testing shall be
the traceability matrix to be developed by the vendor for the solution. Apart from Traceability
Matrix, agency may develop its own testing plans for validation of compliance of system against
the defined requirements. The acceptance testing w.r.t. the functional requirements shall be
performed by independent third party agency (external audit) as well as the select internal
department users (User Acceptance Testing) and system has to satisfy both third party
acceptance testing and internal user acceptance testing, upon which the system shall go-live. For
conducting the User Acceptance Testing, the procurement agency shall identify the employees
from respective regions, who shall be responsible for day-to-day operations of the functions
automated through the project. The system, during the functional requirements review, shall
necessarily satisfy the user acceptance testing process.
Infrastructure Compliance Review : Third party agency shall perform the Infrastructure
Compliance Review to verify the conformity of the Infrastructure (both IT, non IT as well as
Network infrastructure) supplied by the selected Bidder against the requirements and
specifications provided in the RFP and/or as proposed in the proposal submitted by the selected
Bidder. Compliance review shall not absolve the vendor from ensuring that proposed
infrastructure meets the SLA requirements.
Security Review: The software developed/customized shall be audited by the agency from a
security and controls perspective. Such audit shall also include the IT infrastructure and network
deployed for the project. Following are the broad activities to be performed by the Agency as part
of Security Review. The security review shall subject the solution to the following activities.
o Audit of Network, Server and Application security mechanisms
o Assessment of authentication mechanism provided in the application /components/modules
o Assessment of data encryption mechanisms implemented for the solution
o Assessment of data access privileges, retention periods and archival mechanisms protected.
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o Server and Application security features incorporated etc.
o Application Security mechanisms should be accessed in compliance with the IT Act
2000,2008 Amendment and IT rules 2011, such that it maintains data/information Integrity,
Confidentiality, Non-repudiation.
o Audit of Security mechanisms so that they are in compliance with the latest Guidelines by
Controller of Certifying authority (CCA), IT Act, ISO27001.
o Gap assessment of certain controls like say ISO 27001 and section 43, 47, 66, 69, 79, 84
and 87 of IT ACT amendment 2008 and decide how the sensitive data from a data centric
stand point is to be protected.
Performance: Performance is another key requirement for the project and the agency shall
review the performance of the deployed solution against certain key parameters defined in SLA.
Such parameters include request-response time, work-flow processing time, concurrent sessions
supported by the system etc, Disaster Recovery drill etc. The performance review also includes
verification of scalability provisioned in the solution for catering to the project requirements.
Availability: The solution should be designed to remove all single point failures. Appropriate
redundancy shall be built into all the critical components to provide the ability to recover from
failures. The agency shall perform various tests including network, server, security, DC/DR fail-
over tests to verify the availability of the services in case of component/location failures. The
agency shall also verify the availability of the project services to all the users in the defined
locations.
Manageability Review: The agency shall verify the manageability of the solution and its
supporting infrastructure deployed using the Enterprise Management System (EMS). The
manageability requirements include requirements such as remote monitoring, administration,
configuration, inventory management, fault identification etc.
SLA Reporting System: The selected Bidder shall customize the Enterprise Management
System (EMS) and shall develop any additional tools required to monitor the performance
indicators listed as per the SLAs mentioned the RFP. The Acceptance Testing and Certification
agency shall verify the accuracy and completeness of the information captured by the SLA
monitoring system implemented by the vendor and shall certify the same. The EMS deployed for
the project, based on SLAs, shall be configured by the selected Bidder to calculate the payment
to be paid by the department after deducting the necessary penalties.
Project Documentation: The Agency shall review the project documents developed by the
selected Bidder including requirements, design, source code, installation, training and
administration manuals, version control etc.
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Any issues/gaps identified by the Agency, in any of the above areas, shall be addressed to the
complete satisfaction of the Department.
Data Quality: The Agency shall perform the Data Quality Assessment for the Data digitized by
selected Bidder and the data migrated by the vendor to the new system. The errors/gaps
identified during the Data Quality Assessment shall be addressed by the vendor before moving
the data into production environment, which is a key mile stone for Go-live of the solution.
39. Service Level Standards/ Requirements/ Agreement
Service level Agreement - SLA defines the terms of the successful bidder’s responsibility in ensuring the
performance of the hardware, software & other equipments supplied for RIMMS project based on the
agreed performance indicators as detailed in the agreement. This defines various Service Levels for
various components of the project, which shall be considered in the Service Level Agreement with SI. The
service level agreement has been given at Annexure – 16.
40. Change Requests/ Management
i. An institutional mechanism will be set up for taking decisions regarding requests for changes.
The Procurement Committee will set up a Change Control Committee with members from the
procurement agency and the selected bidder. If it is unable to reach an agreement, the
decision of the Purchase Committee will be final.
ii. RISL/ DAM may at any time, by a written order given to the selected bidder, make changes
within the general scope of the Agreement in any one or more of the following: -
Designs, specifications, requirements which software or service to be provided under
the Agreement are to be specifically developed and rendered for the DAM.
The method of deployment, shipping or packing.
Schedule for Installation Acceptance.
The place of delivery and/or the services to be provided by the selected bidder.
iii. The change request/ management procedure will follow the following steps: -
Identification and documentation of the need for the change - The information related
to initiator, initiation date and details of change required and priority of the change will
be documented by DAM / RISL.
Analysis and evaluation of the Change Request - Impact of the change in terms of
the estimated effort, changed schedule, cost and the items impacted will be analyzed
and documented by the bidder.
Approval or disapproval of the change request – DAM/ RISL will approve or
disapprove the change requested including the additional payments for software
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development, quoted man-month rate shall be used for cost estimation, efforts of all
technical resources- project manager, analyst, software developer, testing engineer,
database architecture etc shall be taken into account for total man-month estimation
to carry out the s/w development resulting from the change request. For all technical
resources irrespective of their experience and specialisation, the quoted man-month
rate shall be used. Efforts of support staff shall not be taken into consideration for this
purpose.
Implementation of the change – The change will be implemented in accordance to
the agreed cost, effort, and schedule by the bidder.
Verification of the change - The change will be verified by the DAM/ RISL on
implementation of the change request.
iv. All changes outside the scope of supplies agreed to herein which may have likely financial
implications in terms of the overall cost/ time of the project shall be undertaken by SI only
after securing the express consent of the DAM/ RISL. In the event that the consent of DAM/
RISL is not received then the change will not be carried out.
v. While approving any change request, if required, RISL/ DAM, GoR may ask the
bidder to deploy the required resources on-site.
vi. If any such change outside the scope of supplies agreed to herein causes an increase or
decrease in cost of, or the time required for, firm’s performance of any provisions under the
Agreement, equitable adjustments shall be made in the Agreement Price or Delivery
Schedule, or both, and the Agreement shall accordingly be amended. Any claims by firm for
adjustment under this must be asserted within 30 (thirty) days from the date of SI receiving
the RISL change order which shall not be unreasonably withheld or delayed.
C. Exit Management
a) Preamble
I. The word ‘parties’ include the tendering authority and the selected bidder.
II. This Schedule sets out the provisions, which will apply on expiry or termination of the
Project Implementation and Operations and Management of SLA.
III. In the case of termination of the Project Implementation and/ or Operation and
Management SLA due to illegality, the Parties shall agree at that time whether, and if so
during what period, the provisions of this Schedule shall apply.
IV. The Parties shall ensure that their respective associated entities carry out their respective
obligations set out in this Exit Management Schedule.
b) Transfer of Assets
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I. The selected bidder may continue work on the assets for the duration of the exit
management period which may be a six months period from the date of expiry or
termination of the agreement, if required by RISL / DAM to do so. During this period the
selected bidder will transfer all the assets in good working condition and as per the
specifications of the bid document including the ones being upgraded to the department/
designated agency. The security deposit/ performance security submitted by selected
bidder will only be returned after the successful transfer of the entire project including its
infrastructure.
II. The selected bidder will transfer all the Software Licenses under the name of the
department as desired by the tendering authority during the exit management period.
III. DAM / RISL during the project implementation phase and the operation and management
phase shall be entitled to serve notice in writing to the selected bidder at any time during
the exit management period requiring the selected bidder to provide DAM / RISL or its
nominated agencies with a complete and up-to-date list of the assets within 30 days of
such notice.
IV. Upon service of a notice, as mentioned above, the following provisions shall apply:
a. In the event, if the assets which to be transferred to DAM / RISL mortgaged to any
financial institutions by the selected bidder, the selected bidder shall ensure that all such
liens and liabilities have been cleared beyond any doubt, prior to such transfer. All
documents regarding the discharge of such lien and liabilities shall be furnished to DAM /
RISL or its nominated agencies.
b. All title of the assets to be transferred to DAM / RISL or its nominated agencies pursuant
to clause(s) above shall be transferred on the last day of the exit management period. All
expenses occurred during transfer of assets shall be borne by the selected bidder.
c. That on the expiry of this clause, the selected bidder and any individual assigned for the
performance of the services under this clause shall handover or cause to be handed over
all confidential information and all other related material in its possession, including the
entire established infrastructure supplied by selected bidder to RISL / DAM.
d. That the products and technology delivered to RISL /DAM during the contract term or on
expiry of the contract duration should not be sold or re-used or copied or transferred by
selected bidder to other locations apart from the locations mentioned in the this bid
document without prior written notice and approval of DAM and RISL. Supplied hardware,
software & documents etc., used by selected bidder for DAM / RISL shall be the legal
properties of DAM / RISL.
c) Cooperation and Provision of Information
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I. During the exit management period
a. The selected bidder will allow RISL / DAM or its nominated agencies access to the
information reasonably required to define the current mode of operation associated with
the provision of the services to enable DAM / RISL or its nominated agencies to assess
the existing services being delivered.
b. The selected bidder shall provide access to copies of all information held or controlled by
them which they have prepared or maintained in accordance with the Project
Implementation, the Operation and Management SLA and SOWs relating to any material
aspect of the services provided by the selected bidder. RISL / DAM or its nominated
agencies shall be entitled to copy all such information comprising of details pertaining to
the services rendered and other performance data. The selected bidder shall permit RISL
/ DAM or its nominated agencies and/ or any Replacement Operator to have reasonable
access to its employees and facilities as reasonably required by RISL / DAM or its
nominated agencies to understand the methods of delivery of the services employed by
the selected bidder and to assist appropriate knowledge transfer.
d) Confidential Information, Security and Data
I. The selected bidder will promptly on the commencement of the exit management period
supply to RISL / DAM or its nominated agencies the following:
a. Documentation relating to Intellectual Property Rights;
b. Project related data and confidential information;
c. All current and updated data as is reasonably required for purposes of RISL / DAM or its
nominated agencies transitioning the services to its replacement selected bidder in a
readily available format nominated by RISL / DAM or its nominated agencies; and
d. All other information (including but not limited to documents, records and agreements)
relating to the services reasonably necessary to enable RISL / DAM or its nominated
agencies, or its replacement operator to carry out due diligence in order to transition the
provision of the services to RISL / DAM or its nominated agencies, or its replacement
operator (as the case may be).
e. Before the expiry of the exit management period, the selected bidder shall deliver to RISL
/ DAM or its nominated agencies all new or up-dated materials from the categories set
out above and shall not retain any copies thereof, except that the selected bidder shall be
permitted to retain one copy of such materials for archival purposes only.
e) Transfer of certain agreements
I. On request by Tendering Authority or its nominated agencies, the selected bidder shall
effect such assignments, transfers, innovations, licenses and sub-licenses as Tendering
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authority or its nominated agencies may require in favour of tendering authority or its
nominated agencies, or its Replacement Operator in relation to any equipment lease,
maintenance or service provision agreement between selected bidder and third party
leasers, operators, or Operator, and which are related to the services and reasonably
necessary for carrying out of the replacement services by RISL / DAM or its nominated
agencies, or its replacement Operator.
II. Right of Access to Premises: At any time during the exit management period and for
such period of time following termination or expiry of the SLA, where assets are located
at the selected bidder’s premises, the selected bidder will be obliged to give reasonable
rights of access to (or, in the case of assets located on a third party's premises, procure
reasonable rights of access to RISL / DAM or its nominated agencies, and/ or any
replacement operator in order to inventory the assets.
f) General Obligations of the selected bidder
I. The selected bidder shall provide all such information as may reasonably be necessary to
effect as seamless during handover as practicable in the circumstances to RISL / DAM or
its nominated agencies or its replacement operator and which the operator has in its
possession or control at any time during the exit management period.
II. The selected bidder shall commit adequate resources to comply with its obligations under
this Exit Management Clause.
g) Exit Management Plan
I. The selected bidder shall provide RISL / DAM or its nominated agencies with a
recommended exit management plan ("Exit Management Plan") which shall deal with at
least the following aspects of exit management in relation to the SLA as a whole and in
relation to the Project Implementation, the Operation and Management SLA and SOWs.
II. A detailed program of the transfer process that could be used in conjunction with a
replacement operator including details of the means to be used to ensure continuing
provision of the services throughout the transfer process or until the cessation of the
services and of the management structure to be used during the transfer; and
III. Plans for the communication with such of the selected bidder's, staff, suppliers,
customers and any related third party as are necessary to avoid any material detrimental
impact on RISL / DAM operations as a result of undertaking the transfer; and
IV. If applicable, proposed arrangements and Plans for provision of contingent support in
terms of business continuance and hand holding during the transition period, to RISL /
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DAM or its nominated agencies, and Replacement Operator for a reasonable period, so
that the services provided continue and do not come to a halt.
V. The Bidder shall re-draft the Exit Management Plan annually after signing of contract to
ensure that it is kept relevant and up to date.
VI. Each Exit Management Plan shall be presented by the selected bidder to and approved
by DAM / RISL or its nominated agencies.
VII. In the event of termination or expiry of SLA, Project Implementation, Operation and
Management SLA or SOWs each party shall comply with the Exit Management Plan.
VIII. During the exit management period, the selected bidder shall use its best efforts to
deliver the services.
IX. Payments during the Exit Management period shall be made in accordance with the
Terms of Payment Clause.
X. It would be the responsibility of the selected bidder to support new operator during the
transition period.
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7. ANNEXURES
7.1. ANNEXURE 1 – FUNCTIONAL REQUIREMENT SPECIFICATIONS
The functional requirement specifications stated below are the minimum features that the solution
suggested for DAM should have. This indicative functional requirement has been provided here to be
used by the SI for the effort estimation. The System Integrator/ Implementation Agency (SI/IA) shall
develop the final detailed Functional Requirement Specifications (FRS) and System Requirement
Specifications (SRS) documents after a detailed design phase where all the processes, procedures and
existing templates should be studied in detail by the SI/IA. SI/IA should independently design the
solutions as may be required to support the business operations. The SI/IA shall be required to
coordinate with the department for the detailed system study and interact with the different users of the
department for preparation of final FRS, SRS and related design documents.
7.1.1 Recording of Arrival / Exit Module
The Arrival / Exit Recording module is required for recording the daily arrival / exit of agricultural produces
at the mandi yards. The indicative functionalities of the module are discussed as under:
This module shall be used at the entry and exit gates at every mandi
The concerned authority (APMCs Clerks) at the mandi entry and exit gates will approve and
allocate entry and exit gate passes
The module shall generate MIS report for daily entry and exit details
Requirement Id Requirement Description
System Login
RIMMS_RAE_1 The module shall be accessible only to the Departmental users.
APMCs Clerk - Responsible for issuing entry / exit gate passes
APMCs officer – Responsible for complete mandi operations
Other departmental users for
o Generation of entry / exit details MIS reports for each mandi
RIMMS_RAE_2 The module should allow authorized users to access various functions, forms,
screens, sub modules, information etc. as per the authorizations and user roles
permissible as per guidelines and policies of the Department.
RIMMS_RAE_3 The module should have a provision for creating unique login ID for users on
provision of certain mandatory details such as Name, Department, Employee
code, Designation, Location, Office Address, Residential Address, Contact
Details, Email id etc. as finalized in discussions with the Department.
RIMMS_RAE_4 The module should provide access rights and privileges according to login ID and
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Requirement Id Requirement Description
password. The rights and privileges allowed to that user should be as per
Department guidelines and policies.
RIMMS_RAE_5 The module should have a mechanism for resetting and emailing the new
password to the users registered email ID, in case one forgets his password.
RIMMS_RAE_6 The module must prompt the user to change the password on the first login.
RIMMS_RAE_7 The module shall as a part of registration establish challenge and responses
mechanisms for session validation for future online sessions. Details such as a
username and password, challenge question and response answer should be
asked if login details are forgotten etc.
RIMMS_RAE_8 The module shall apply spam control measures like ‘captcha’ images during
registration to avoid spurious details being automatically submitted and ensure
that data is not submitted by non-humans.
System Access
RIMMS_RAE_9 The module should be accessible only for following roles and indicative privileges:
APMCs Clerks user as per the user role specified by the DAM for issuing
of entry / exit gate passes
APMCs officers user as per the user role specified by the DAM for
monitoring day to day operations at the mandis
Other departments users for
o Generation of entry / exit details MIS reports for each mandi
Entry Recording Sub module
RIMMS_RAE_10 The module should have provision to issue and generate unique entry gate pass
number across the 5 mandis.
RIMMS_RAE_11 The module should provide the functionality to record the following details at the
entry gate of mandi premises:
Name of Farmer
UID of farmer (optional)
Village of Origin
District Name/code
Block name/ code
Mobile number of farmer
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Requirement Id Requirement Description
Commodity Names
Approximate weight
Packing Detail (including weight of container/ bags)
Broker’s Name (optional)
Vehicle Number
Date & time of arrival
Niryat Prativedan Certificate (Y/N)
RIMMS_RAE_12 The module should have integration with the state citizen database and on entry
of the UID no. of the farmer, the module should automatically fetch following
information regarding the farmer, thereby minimizing the manual errors during
data entry:
Farmer Name
District Name/code
Block name/ code
village name/ code
RIMMS_RAE_13 For the inter-mandi sale transactions, the module should have facility to capture
Niryat Prativedan certificate details at entry point with following indicative fields:
Niryat Prativedan Certificate No
Certificate date
Name of Consignor (Broker Name)
Broker License No
APMC Mandi from where certificate is issued
Name of Consignee
Consignee Broker/agent License No
Commodity Names (along with code)
Approximate weight (in KG)
Packing Detail (including weight of container/ Bags)
Vehicle Number
Date & time of arrival
RIMMS_RAE_14 The module should enable registration of mobile number of farmer at the time of
entry. The module should have integration with SMS gateway. The module should
provide SMS facility to the farmer with regard to updates about current market
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Requirement Id Requirement Description
price of respective commodity brought in by the farmer.
RIMMS_RAE_15 Electronic weighing Machine will be used for capturing the weight at the entry
gate. The module should be able to interlink with electronics weighbridge at the
entry gate. The module should also be able to record the weight of the produce
through software which captures the weight from the weighing machine at the
gate.
RIMMS_RAE_16 In case of Niryat Prativedan, there is an exemption on the mandi fees. The
module should capture interlinkage with Niryat Prativedan certificate. <Please
refer: RIMMS_MFM_17>
RIMMS_RAE_17 The module should have search facility to validate the Niryat Prativedan
certificate. The search should be allowed on the following parameters:
Certificate number
Date range of certificate
Consignor Broker name
Mandi from where certificate is issued
RIMMS_RAE_18 In case details of certificate is found, the module should have facility to
automatically fetch Niryat Prativedan certificate details:
Niryat Prativedan Certificate No
Certificate date
Name of Consignor (Broker Name)
Broker License No
Mandi from where certificate is issued
Name of Consignee
Consignee Broker/agent License No
Commodity Names (along with code)
Approximate weight (in KG)
Packing Detail (including weight of container/Bags)
Vehicle Number
Date & time of arrival
RIMMS_RAE_19 The gate opening shall be through boom barriers and only post the entry gate slip
is issued by the APMC clerk through the module. All movements within the
mandis including auctions, entry and exit gate movements to be under CCTV
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Requirement Id Requirement Description
cameras surveillance.
Search Entry Gate Pass
RIMMS_RAE_20 The module should allow central /online search option for validation of entry gate
pass. The search should be allowed as per the following filters:
Date Range
APMC Mandi
Farmer’s name
Issuing employee Name
Commodity name
Vehicle number
Broker name
Village name
UID of farmer
Niryat Prativedan Certificate No.
Exit Recording Sub module
RIMMS_RAE_21 At exit gate, the module should be able to record every vehicle going out of the
mandi. The module should have provision to capture the following details at the
exit gate:
Entry Pass No (manual input)
Exit Pass Number (auto generated)
Date & time of Recording (system date)
Vehicle number
Commodity Bring in
Gross Weight of Empty vehicle (manual input)
Net weight of produce sold in mandi (if Any) <Please refer
RIMMS_AMM_14>
Quantity of produce deposit to trader as Amanat (if any) <Please refer
RIMMS_AMM_33>
Quantity of produce sent to other mandi through Niryat Prativedan
<Please refer RIMMS_AMM_24>
Quantity of produce sold by the agent to wholesaler/business
community/domestic user <Please refer RIMMS_AMM_14>
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Requirement Id Requirement Description
Approximate Balance Quantity (if any)
RIMMS_RAE_22 At exit gate, the module should be able to record every transaction of the mandi.
The following types of transactions are envisaged:
Farmer vehicle exits after sale of produce
Vehicle carrying consignment sent to other mandi through Niryat
Prativedan
Farmer deposits the produce and receives the Amanat Slip
Vehicle carrying consignment sold by the agent to wholesaler/business
community/domestic user vide issue of sales invoice
RIMMS_RAE_23 The module should generate unique exit gate pass number across the 5 mandis.
RIMMS_RAE_24 The module should automatically calculate net weight of produce sold in mandi on
the basis of total quantity sold through auction corresponding to the given entry
gate pass number. A farmer can sale out his produce to multiple locations within
a mandi, in such case there will be multiple sales slip and auction of single
consignment. The module should have feature for interlinking and tracking
quantity sold vide one entry gate pass number along with multiple sales slips.
E.g. if a farmer brings total 9000 KG of wheat in market through entry gate pass
number XX201 and further sold the produce quantity of 1500 Kg, 3000 Kg and
4500 Kg to broker A, B and C vide three different auctions held within mandi, in
such scenario net produce sold will be sum of all three auction i.e.
1500+3000+4500= 9000 Kg.
RIMMS_RAE_25 The module should automatically generate total quantity of produce deposit to
trader/broker as amanat on the basis of all amanat transactions held within mandi
corresponding to the given entry gate pass number. <Please refer
RIMMS_AMM_33>.
RIMMS_RAE_26 The module should interlink with the electronics weight scale to capture the gross
weight of empty vehicle. In case, the facility of electronic weigh scale is not
available in the jurisdiction of APMCs, then it should allow manual input to capture
this record.
RIMMS_RAE_27 The module should automatically calculate approximate balance quantity on the
basis of given formula:
Balance Quantity = Gross Weight of Vehicle – (net weight of empty vehicle+ total
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Requirement Id Requirement Description
Quality sold+ quantity deposited as amanat+ Weight of packaging material)
Exit Gate Pass- Niryat Prativedan
RIMMS_RAE_28 The module should have facility to capture the details of vehicle and
consignments being sent vide Niryat Prativedan. It should allow user at exit gate
pass to capture the following details:
Exit Gate Pass Number( auto generated)
Date & time of Recording (system date)
Vehicle number
Niryat Prativedan Certificate No. (manual Input) (This should
automatically fetch following details corresponding to the Niryat
Prativedan certificate number. <Please Refer RIMMS_RAE_13>
Issue date
Consignor Name/ License No (broker/agent)
Consignee name /License No (broker/agent)
Consignee’s APMC Code (where to send)
Commodity
Quantity
Exit Gate Pass - Sales
RIMMS_RAE_29 The module should have facility to capture all transactions being sent by
agent/trader vide issue of sales invoice. The exit gate pass should comprise of
the following details:
Exit Gate Pass Number( auto generated)
Date & time of Recording (system date)
Vehicle number
Consignor Name/ License No (broker/agent)
Invoice No (manual Input)
Issue date
Consignee name & Address
Commodity
Quantity
Exit Gate Pass – Amanat Patti
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Requirement Id Requirement Description
RIMMS_RAE_30 The module should have facility to capture all transactions being deposited as
Amanat. The exit gate pass should comprise of the following details:
Exit Gate Pass Number( auto generated)
Date & time of Recording (system date)
Vehicle number
Farmer’s information
Amanat slip Number
Date of Deposit
Broker/ commission agent
Quantity deposited for Amanat
Commodity details Grade if any
Employee code of APMC employee in whose presence transaction is
recorded.
RIMMS_RAE_31 The module should have facility to record all the transactions passing through the
exit gate and it should automatically update Yard Stock or Traders Stock on the
basis of produce purchased by the agent and produce sold/ transferred by the
agent.
Interlinking with other Modules
RIMMS_RAE_32 The module should have inter-linkages with the below:
Auction Management Module
Mandi Fee Management Module
Licensees database
Upload Monthly Arrival Report
RIMMS_RAE_33 The module should provide interface to the Regional offices to upload commodity
wise monthly arrival and price report for their respective mandis. the indicative list
of field requires to capture are as under
h) Date
i) Regional office
j) APMC Mandi
k) Month
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Requirement Id Requirement Description
l) Commodity Category
m) Commodity Name
n) Commodity Code
o) Total arrival Quantity
p) Total Quantity Sold
q) Total Value
r) Average Price
RIMMS_RAE_34 Should ability to automatically show the comparative statement with last year
arrival and price
RIMMS_RAE_35 Should ability to generate trend analysis on the basis of last years data in term of
Arrival Variation
Price Variation
Sale Variation
Variation Between arrival and sale
Search – Exit Gate Pass
RIMMS_RAE_36 The module should allow central /online search option for validation of Exit gate
pass. The search should be allowed as per the following filters:
Date Range
Exit Gate Pass Number
Niryat Prativedan Certificate Number
Invoice number & Broker name
APMC Mandi & Issuing employee Name
Commodity name
Vehicle number
Broker name
MIS Reports
RIMMS_RAE_37 On the basis of entry and exit gate details, the module should generate daily MIS
reports like below:
Commodity wise approximate produce arrival in each mandi
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Requirement Id Requirement Description
Net Weight of each commodity sold out in mandi
Stock lying with each agent within mandi
Stock lying as Amanat patti with each agent
Stock lying with wholesaler within mandi
Stock transfer to other Mandi under Niryat Prativedan
Commodity wise Historical Trends of each Mandi
Entry Gate Register
Exit Gate Register
Stock sold by each agent to whole seller or domestic consumers
7.1.2 Auction Management Module
The Auction Management Module is required for automation and standardization of the complete process
of sale, including auctions. The indicative functionalities are discussed as under:
Requirement Id Requirement Description
System Login
RIMMS_AMM_1 The module shall be accessible only to the Departmental users.
APMCs Accountant –Responsible for auction management
APMCs officer – Responsible for complete mandi operations
Other departmental users for
o Generation of auction reports for each mandi
RIMMS_AMM_2 The module should allow authorized users to access various functions, forms,
screens, sub modules, information etc. as per the authorizations and user roles
permissible as per guidelines and policies of the Department.
RIMMS_AMM_3 The module should have a provision for creating unique login ID for users on
provision of certain mandatory details such as Name, Department, Employee
code, Designation, Location, Office Address, Residential Address, Contact
Details, Email id etc. as finalized in discussions with the Department.
RIMMS_AMM_4 The module should provide access rights and privileges according to login ID
and password. The rights and privileges allowed to that user should be as per
Department guidelines and policies.
RIMMS_AMM_5 The module should have a mechanism for resetting and emailing the new
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Requirement Id Requirement Description
password to the users registered email ID, in case one forgets his password.
RIMMS_AMM_6 The module must prompt the user to change the password on the first login.
RIMMS_AMM_7 The module shall as a part of registration establish challenge and responses
mechanisms for session validation for future online sessions. Details such as a
username and password, challenge question and response answer should be
asked if login details are forgotten etc.
RIMMS_AMM_8 The module shall apply spam control measures like ‘captcha’ images during
registration to avoid spurious details being automatically submitted and ensure
that data is not submitted by non-humans.
System Access
RIMMS_AMM_9 The module should be accessible only for following roles and indicative
privileges:
APMCs Accountant user as per the user role specified by the DAM for
conducting auctions at the Mandis
APMCs officers user as per the user role specified by the DAM for
monitoring day to day operations at the mandis
Other Department Users
o Generation of auction reports for each mandi
Sales Recording
RIMMS_AMM_10 The module shall have facility to create and update master for commodity wise
grades.
RIMMS_AMM_11 The module shall have facility to create and update master for commodity wise
minimum support price.
RIMMS_AMM_12 The module should have facility to create and update master for the schedule
rates on Brokerage and other incidental charges. These rates shall be
applicable according to the commodity.
RIMMS_AMM_13 It should be mobile based application. The module should be compatible to use
Wi-Fi and GPRS enabled hand held devices to capture the auction related data
on real time basis.
Sales Receipt
RIMMS_AMM_14 Every auction transaction should have Interlinking to entry gate pass. It should
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Requirement Id Requirement Description
fetch details of farmer and commodity for corresponding entry gate pass number
with auction lot and sales receipt.
RIMMS_AMM_15 It should have facility for Sales Receipt generation. Further each sales receipt
should have unique serial number across the 5 mandis.
RIMMS_AMM_16 The sales receipt should capture the following details:
Sale Receipt Number (unique across 5 mandis)
Date of sale
Time of sale
Entry gate pass No
Farmer’s information
Seller’s details Broker/ commission agent name & code
Government agency Detail (if buyer is Govt. Agency)
Trader’s Details (agency Details )
Commodity name/code
Commodity details Grade if any
Quantity Sold
Price at which commodity is sold
Mandi Fee Applicable (based on Commodity)
Employee code of APMC employee
Incidental Charges (loading+ Unloading+ weighing+ Cleaning)
Brokerage Charges (as per Government Schedule)
RIMMS_AMM_17 The module should have facility to record description of payments (like paid in
cash, online transfer etc) made to the farmer against the sales proceed.
RIMMS_AMM_18 The module should have ability to calculate mandi fee corresponding to auction
done by the broker.
RIMMS_AMM_19 The module should have provision to broadcast the commodity wise daily prices
across the 5 Mandis on display boards.
RIMMS_AMM_20 The module should have facility for registration of farmers’ community, farmer as
individual and business community, to get SMS alerts and other updates on
price.
RIMMS_AMM_21 The module should have provision to broadcast the commodity wise daily prices
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Requirement Id Requirement Description
across the 5 mandis through SMS to the registered farmers and business
communities.
RIMMS_AMM_22 The module should have provision to store and display previous rates of
commodities for the period as required by the mandis.
Search Sales Slip
RIMMS_AMM_23 The module should allow central /online search feature for validation of sales
receipt. The search should be allowed as per the following filters:
Date Range
Sale receipt number
Mandi name & Issuing employee Name
Commodity name & date range
Entry gate pass number
Broker name and code
Niryat Prativedan: In case of Inter Mandi sale, where farmer sold his produce to one
agent/trader/agency to avoid duplication of Mandi fee during second transaction, there is Government
provision to issue a Niryat Prativedan Certificate. This certificate is being issued by the APMC Mandi
officer on the request of Traders/ commission agent.
RIMMS_AMM_24 The module should have provision to generate and issue centralized Niryat
Prativedan certificate.
RIMMS_AMM_25 Every certificate should have interlinking with entry gate pass.
RIMMS_AMM_26 The module should have workflow for issue of certificate, from taking agency
request to the approval of certificate. The agent should be allowed to submit
request through online system. The form should comprise of the following
details:
Request Date
Consignor Details Broker/ commission agent who sell (Automatically
Fetched)
APMC Mandi from where it will be sent
Consignee Details of Broker/ Commission Agent/ Traders to whom sold
Details of APMC Mandi where it is to be sent
Commodity details Grade if any
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Requirement Id Requirement Description
Quantity Sold
Price of Commodity
Amount of Mandi Fee Paid
Details of Mandi Fee paid (if any)
RIMMS_AMM_27 It should have facility for Niryat Prativedan certificate generation, further each
Niryat Prativedan certificate should have unique serial number across the 5
mandis.
RIMMS_AMM_28 The certificate should capture the following details:
Certificate No
Date & Time of Issue
Entry gate pass No
Consignor Details Broker/ commission agent who sell
APMC Mandi from where it will be sent
Consignee Details of Broker/ Commission Agent/ Traders to whom sold
Details of mandi where it will be sent
Quantity Sold
Price of Commodity
Commodity details Grade if any
Amount of Mandi Fee
Details of Mandi Fee paid (if any)
Employee code of mandi employee in whose presence transaction is
recorded
RIMMS_AMM_29 The module should have provision to capture the mandi fees.
RIMMS_AMM_30 The module should allow central/online search option for validation of Niryat
Prativedan number. The search should be allowed as per the following filters:
Date Range
Certificate Number
APMC Mandi & Issuing Authority
Commodity name
Broker name and code
Amanat Patti: In case, a farmer is not interested to sell, the produce on that date, then farmer can unload
and deposit the produce to some commission agent. In such case it will not be treated as sale of produce,
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Requirement Id Requirement Description
till the time it is sold by the agent with acceptance of farmer through auction or other mode.
RIMMS_AMM_31 Registered users belonging to business community should be allowed to login.
RIMMS_AMM_32 Every transaction should have interlinking to entry gate pass and record into the
electronic amanat patti register.
RIMMS_AMM_33 It should have facility for Amanat Slip generation. Each amanat slip should have
a serial number which is unique across the 5 mandis. <Please refer
RIMMS_RAE_25>.
RIMMS_AMM_34 The sale slip should capture the following details:
Amanat slip Number
Date of Deposit
Farmer’s information
Entry gate pass No
Broker/ commission agent
Quantity deposited for Amanat
Commodity details Grade if any
Employee code of APMC employee in whose presence transaction is
recorded.
RIMMS_AMM_35 The module should generate automated SMS alerts to the farmers for auction or
sale of produce deposited as amanat.
RIMMS_AMM_36 The module should have provision to record the payment description made to
the farmer towards sales proceed of amanat Patti.
Interlinking with other Module
RIMMS_AMM_37 The module should have integration with below modules:
Recording of Arrival / Exit Module
Mandi Fee Management Module
Licensees database
MIS Reports
RIMMS_AMM_38 The module should generate periodic auction MIS reports, mandi wise in line
with the requirements of the Department. The module should be able to
generate jurisdiction wise MIS reports related to application and applicants. The
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Requirement Id Requirement Description
indicative reports are as under:
Mandi Wise Auction Details
Agent Wise Auction Details
Inter Mandi Transaction with Niryat Prativedan
Direct purchase by Agencies
Purchase by Government Agencies
Sale by Agents/Traders
Stock lying with each Trader/agent
Mandi Wise sales summary
Day wise average Market price for a particular commodity
Grade wise market price of a commodity
7.1.3 Mandi Fee Management Module
The Mandi Fee Management Module is required for collection and monitoring of APMC wise market fees
in correlation with actual arrivals of agricultural produce. The indicative functionalities are as under:
Requirement Id Requirement Description
Mandi Fee Management Module
System Login
RIMMS_MFM_1 The module shall be accessible only to the Departmental users.
Director- Responsible for defining the mandi fees
APMCs Accountant –Responsible for auction management
APMCs officer – Responsible for complete mandi operations
Other departmental users for
o Generation of MIS reports for each mandi
RIMMS_MFM_2 The module should allow authorized users to access various functions, forms,
screens, sub modules, information etc. as per the authorizations and user roles
permissible as per guidelines and policies of the Department.
RIMMS_MFM_3 The module should have a provision for creating unique login ID for users on
provision of certain mandatory details such as Name, Department, Employee
code, Designation, Location, Office Address, Residential Address, Contact
Details, Email id etc. as finalized in discussions with the Department.
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Requirement Id Requirement Description
RIMMS_MFM_4 The module should provide access rights and privileges according to login ID
and password. The rights and privileges allowed to that user should be as per
Department guidelines and policies.
RIMMS_MFM_5 The module should have a mechanism for resetting and emailing the new
password to the users registered email ID, in case one forgets his password.
RIMMS_MFM_6 The module must prompt the user to change the password on the first login.
RIMMS_MFM_7 The module shall as a part of registration establish challenge and responses
mechanisms for session validation for future online sessions. Details such as a
username and password, challenge question and response answer should be
asked if login details are forgotten etc.
RIMMS_MFM_8 The module shall apply spam control measures like ‘captcha’ images during
registration to avoid spurious details being automatically submitted and ensure
that data is not submitted by non-humans.
Access Right
RIMMS_MFM_9 The module should be accessible only for following roles and indicative
privileges:
Director for defining the applicable mandi fees rates
APMCs Accountant user as per the user role specified by the DAM for
conducting auctions at the mandis
APMCs officers user as per the user role specified by the DAM for
monitoring day to day operations at the mandis
Other Department Users
o Generation of MIS reports for each mandi
Fee calculation
RIMMS_MFM_10 The module should have feature to define the mandi fees and other government
fees applicable to corresponding commodities.
RIMMS_MFM_11 The module should have feature to define the allowed brokerage charges and
other incidental charges with respect to corresponding commodities.
RIMMS_MFM_12 The module should have ability to calculate mandi fee due from the broker,
corresponding to the quantity of commodity auctioned by the broker/trader.
Fee Payment
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Requirement Id Requirement Description
RIMMS_MFM_13 The module should allow capturing the payment details of mandi fee through
any mode like cash/ DD/Cheque or online system. After payment of mandi fees,
module should generate unique payment receipt number across the mandis.
RIMMS_MFM_14 The module should allow the business community like agents brokers/traders to
pay their respective Mandi fee / other government fee through an online
payment gateway.
Fee Collection
RIMMS_MFM_15 The module should have provision to manage the workflow for recovery and
collection of mandi fees. It should have feature to define the authority and
corresponding action points for respective recovery of mandi fees.
RIMMS_MFM_16 The module should allow the agent/ brokers and traders to see their respective
dues and payment history.
Interlinking with other Module
RIMMS_MFM_17 The module should have integration with the below:
Recording of Entry / Exit module <Please refer: RIMMS_RAE_16>
Auction management Module
Licensee Database
MIS Reports
RIMMS_MFM_18 The module should generate following MIS reports with regards to mandi fees:
The module should provide the details of outstanding market fees
The module should generate the list of defaulters who have not paid
their market fees and other charges within a stipulated period as
specified by APMC
The module should provide report of actual of the expected market fee
realizable and the actual fee realized.
Search
RIMMS_MFM_19 The system should provide search facility to validate Mandi fee receipts. The
search should be allowed through following parameters:
Receipt number
Date of payment
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Requirement Id Requirement Description
Agency name
7.1.4 Scheme Management for Rajiv Gandhi Krishak Saathi Yojana
Department of Agricultural Marketing has introduced a scheme “Rajiv Gandhi Krishak Sathi Yojana” in the
state to provide financial assistance to the farmers/labourers, who meet with an accident while engaged
in farming, or related activities. Financial assistance is provided under this scheme. The application is
received at mandi level only and further processing of claim is being taken care by the APMC. A web
base system is required with following functionalities.
Requirement Id Requirement Description
Scheme Management for Rajiv Gandhi Krishak Saathi Yojana
System Login
RIMMS_SMM_1 The module shall be accessible to the Departmental and public users.
Director
Officer In Charge
APMC officer
Public User
Registered User
Applicants
RIMMS_SMM_2 The module should allow authorized users to access various functions, forms,
screens, sub modules, information etc. as per the authorizations and user roles
permissible as per guidelines and policies of the Department.
RIMMS_SMM_3 The module should have a provision for creating unique login ID for users on
provision of certain mandatory details such as Name, Department, Employee
code, Designation, Location, Office Address, Residential Address, Contact
Details, Email id etc. as finalized in discussions with the Department.
RIMMS_SMM_4 The module should provide access rights and privileges according to login ID
and password. The rights and privileges allowed to that user should be as per
Department guidelines and policies.
RIMMS_SMM_5 The module should have a mechanism for resetting and emailing the new
password to the users registered email ID, in case one forgets his password.
RIMMS_SMM_6 The module must prompt the user to change the password on the first login.
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Requirement Id Requirement Description
RIMMS_SMM_7 The module shall as a part of registration establish challenge and responses
mechanisms for session validation for future online sessions. Details such as a
username and password, challenge question and response answer should be
asked if login details are forgotten etc.
RIMMS_SMM_8 The module shall apply spam control measures like ‘captcha’ images during
registration to avoid spurious details being automatically submitted and ensure
that data is not submitted by non-humans.
Access Login
RIMMS_SMM_9 The module shall be accessible to the Departmental and public users.
Director – For providing final decision (approval / rejection) on granting
of scheme benefits to the applicant
Officer In Charge: Overall monitoring of scheme process
APMC officer:
o To Track mandi wise status of submitted applications as
authorized by DAM.
o Responsible for providing status updates and providing
response to clarifications initiated by DAM
Public User / Registered User / Applicants
o Uploading documents related to the scheme
o To view and download final findings related to the scheme
o To track status of submitted complaints.
Eligibility Criteria under scheme
RIMMS_SMM_10 The module should provide an option to download the information on the
scheme. It should comprise of the following details:
Scheme name
Funded By
State & centre ratio if any
Beneficiary category
Benefit Type (Card/Amount)
Benefit amount
Eligibility criteria
Application process
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Requirement Id Requirement Description
Application Process
RIMMS_SMM_11 The module should provide electronic form for registration of the farmer. It shall
be able to capture details like:
Name
DoB
Contact Details
Bank Account Details
Email id
Phone Number
Etc. (to be finalized in discussion with the Department)
RIMMS_SMM_12 For inspection, sanction and Grant, the fields to be captured will be as per
formats defined and finalized in consultation with the Department.
RIMMS_SMM_13 The module should be able to define the complete workflow required for
application process. It should capture the steps / business rules and digital
signatures required and further role based action required from application
registration to final disbursement of grant.
RIMMS_SMM_14 The module should provide facility to update business rules for application
processing, as and when new departmental guidelines are applicable.
Interlinking with other module
RIMMS_SMM_15 The module should be interlinked with other modules like scheme allocation &
monitoring, beneficiary lists etc
Application Form
RIMMS_SMM_16 Application form should be in XML embedded format.
RIMMS_SMM_17 This form should have inbuilt validation check for fields, with respect to data
type, date range, date format etc.
RIMMS_SMM_18 The module should have feature to publish downloadable links on web portal
along with detail information on the scheme and approval process.
e-Registration and e-Application Submission
RIMMS_SMM_19 <Please refer REQ_GEN_32 to REQ_GEN_61>
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Requirement Id Requirement Description
Others
RIMMS_SMM_20 The module should be able to facilitate dissemination of information about the
scheme to stakeholders such as registered users and employees through
preferred medium like SMS and web portal.
RIMMS_SMM_21 The module should define workflow for the processing at office level and it
should automatically publish the status on web site till the final decision on
claim.
RIMMS_SMM_22 The module should have feature to configure criteria to measure the efficiency
and effectiveness of the scheme.
RIMMS_SMM_23 The module should have facility to capture payment details of claim like paid in
cash /online transfer to farmer’s account etc.
MIS Report
RIMMS_SMM_24 The module should generate the MIS reports as per the requirement of APMC.
Indicative list of reports are as under:
Applications Received
Applications rejected
Sanctioned cases
Applications forwarded to HO for approval
Grant Paid to Applicants
At any given time, the list of beneficiaries
7.1.5 License Allotment and Management Module
This module pertains to issuance of licenses for establishment of private consumer market yards and sub-
yards, direct purchase licenses and licenses for various market functionaries.
Requirement Id Requirement Description
License allotment to agents: This module pertains to issuance of license for traders/ commission agent/
brokers/ labourers as well as labourers’ (Performing loading, unloading, cleaning, weighting etc. activities)
within APMC notified area. The indicative functionalities of the module are discussed as under.
System Login
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Requirement Id Requirement Description
RIMMS_LMM_1 The module shall be accessible to the Departmental and public users.
Director
Officer In Charge
APMC officer
Public User
Registered User
Applicants
RIMMS_LMM_2 The module should allow authorized users to access various functions,
forms, screens, sub modules, information etc. as per the authorizations
and user roles permissible as per guidelines and policies of the
Department.
RIMMS_LMM_3 The module should have a provision for creating unique login ID for users
on provision of certain mandatory details such as Name, Department,
Employee code, Designation, Location, Office Address, Residential
Address, Contact Details, Email id etc. as finalized in discussions with the
Department.
RIMMS_LMM_4 The module should provide access rights and privileges according to
login ID and password. The rights and privileges allowed to that user
should be as per Department guidelines and policies.
RIMMS_LMM_5 The module should have a mechanism for resetting and emailing the new
password to the users registered email ID, in case one forgets his
password.
RIMMS_LMM_6 The module must prompt the user to change the password on the first
login.
RIMMS_LMM_7 The module shall as a part of registration establish challenge and
responses mechanisms for session validation for future online sessions.
Details such as a username and password, challenge question and
response answer should be asked if login details are forgotten etc.
RIMMS_LMM_8 The module shall apply spam control measures like ‘captcha’ images
during registration to avoid spurious details being automatically submitted
and ensure that data is not submitted by non-humans.
Access Login
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Requirement Id Requirement Description
RIMMS_LMM_9 The module shall be accessible to the Departmental and public users.
Director – For providing final decision (approval / rejection) on
license allotment to the applicant
Officer In Charge: Overall monitoring of license allotment process
APMC officer:
o To Track mandi wise status of submitted applications as
authorized by DAM.
o Responsible for providing status updates and providing
response to clarifications initiated by DAM
Public User / Registered User / Applicants
o Uploading documents related to the license allotment
o To view and download final findings related to the
allotment
o To track status of submitted complaints.
Application Form
RIMMS_LMM_10 The module should provide online application form for issue of licenses
to:
Direct purchase/ single license/ Trader/commission agent /joint
license
Warehousing agencies
Brokers
Labourers
RIMMS_LMM_11 The module should have facility to create master for application fees
corresponding to the various categories of licenses.
RIMMS_LMM_12 The module should provide an option to download the information on the
license allotment. It should comprise of the following details:
Eligibility criteria
category of License allotments
Allotment process
RIMMS_LMM_13 Downloadable version of Application form should be in XML embedded
format.
RIMMS_LMM_14 This form should have inbuilt validation checks for fields, data types, date
range, date format etc.
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Requirement Id Requirement Description
RIMMS_LMM_15 The module should have feature to publish downloadable link on web
portal along with detailed information about allotments and procedure for
approval.
Eligibility Criteria
RIMMS_LMM_16 The module should provide feature to capture detailed eligibility criteria of
the agents.
RIMMS_LMM_17 The module should provide feature to list out supporting documents
needed to be attached along with application forms under each category.
Application Process
RIMMS_LMM_18 The module should be able to define the complete workflow required for
application process. It should capture the steps / business rules and
digital signatures required and further role based action required from
application registration to final grant of licenses.
RIMMS_LMM_19 The module should provide facility to update business rules for
application processing, as and when new departmental guidelines are
applicable.
Integration with other module
RIMMS_LMM_20 The module should be integrated with other modules like license
suspension and monitoring etc.
e-Registration and e-Application Submission
RIMMS_LMM_21 <Please refer REQ_GEN_32 to REQ_GEN_61>
Others
RIMMS_LMM_22 The module shall be able to facilitate dissemination of information about
the allotment to stakeholders such as registered users, agents and
employees through SMS and through the online web application.
RIMMS_LMM_23 The module should have integration with SMS gateway.
RIMMS_LMM_24 The module shall allow authorized users to access the details of the past
/ present allotments.
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Requirement Id Requirement Description
RIMMS_LMM_25 The module should have integration with payment gateway and should
provide online facility for payment of application fees.
RIMMS_LMM_26 The module should provide interface for office user to accept and record
application fee payment description. The module should generate unique
receipt number for all such type of receipts.
RIMMS_LMM_27 The module should provide workflow for the processing at office level and
it should automatically publish the status on web site till the final decision
on allotment.
RIMMS_LMM_28 The module should provide online facility for applicants to track the status
of application online and through departmental website.
RIMMS_LMM_29 The module should provide interface to record the existing list of licensed
agents along with their details as required by the department.
RIMMS_LMM_30 The module should have feature to allow printing of approved licenses to
the applicants post approval.
RIMMS_LMM_31 The module should provide license renewal work flow as per business
rule of DAM.
RIMMS_LMM_32 The module should have feature to record the status of any disciplinary
action/ suspension of license etc.
RIMMS_LMM_33 The module should capture information about the number of licenses
issued with date and other details in a specified period of time within all
categories for each market committee and district.
Search
RIMMS_LMM_34 The module should provide search option to validate licenses. The search
option should be enabled as per the following filters:
License number
Licensee name & APMC name
License issue date
License category
MIS Reports
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Requirement Id Requirement Description
RIMMS_LMM_35 The module should generate the MIS reports as per the requirement of
APMC. Indicative list of reports are as under:
Number of License applications received
Number of License applications rejected
Number of licenses allotted
Applications forwarded to HO for approval
At any given time, the list of licensees
List of licensees under suspension
Past record of Licensees
License for Yard & Sub Yard: This module pertains to issuance of license for establishment of private
consumer market yards and sub-yards and direct purchase license.
Application Form
RIMMS_LMM_36 The application form should be accessible through web portal to HO
users and registered public users.
RIMMS_LMM_37 The module should have feature to create master categories and sub
categories of licenses.
RIMMS_LMM_38 The module should provide interface to record the existing licenses with
their details and supporting documents.
RIMMS_LMM_39 The module should allow the applicants to online submit the supporting
documents related to the application.
RIMMS_LMM_40 The module should provide unique application number across the 5
mandis.
RIMMS_LMM_41 The module should have feature to validate the check list of documents
and application fee for license application.
Integration
RIMMS_LMM_42 The module should have integration with SMS gateway.
RIMMS_LMM_43 The module should have the feature to generate unique registration
number and SMS updates on the progress.
Application Process
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Requirement Id Requirement Description
RIMMS_LMM_44 The module should have feature to define complete work flow required at
various stages of the approval process for licenses. It should capture the
steps / business rules and digital signatures required and further role
based action required from application registration to final grant of
licenses.
RIMMS_LMM_45 The module should capture audit trail about action taken in all the
applications.
RIMMS_LMM_46 The module should have feature to capture information about the action
taken against any licensee in respect of rule violation.
RIMMS_LMM_47 The module should capture the details of the sale transactions executed
via the licensee and his performance in past.
RIMMS_LMM_48 The module should provide facility to office user for collection of payment
against application fee at cash counter and generate online receipt
against payment.
MIS Reports
RIMMS_LMM_49 The module should generate the MIS reports as per the requirement of
APMC. Indicative list of reports are as under:
Number of License applications received
Number of License applications rejected
Number of licenses allotted
Applications forwarded to HO for approval
At any given time, the list of licensees
List of licensees under suspension
7.1.6 Other Functional and Non-Functional Requirements
Dashboard
Requirement
Id
Requirement Description
REQ_GEN_1 The system should provide digital dash board for each user
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Requirement
Id
Requirement Description
REQ_GEN_2 Dashboard should be designed in accordance to user role assign to the user
REQ_GEN_3 The system should allow the user to personalize dashboard menu option
REQ_GEN_4 Each user of DAM (Department user or Applicant/Registered User) should have a
customized dashboard view on logging into Solution. Key sections should include
Activities pending
Activities assigned
Key MIS
SMS
Notifications
Link to allowable modules/activities for particular User etc.
REQ_GEN_5 The interface shall give flexibility to toggle between graphical and tabular view and tile
different windows in the same interface.
REQ_GEN_6 The system should provide feature to change colour scheme, skin of screen, font and
language
Integration with Payment Gateway, SMS and Email Solution
Requirement
Id
Requirement Description
REQ_GEN_7 Wherever required, modules of DAM (Department user or Applicant/Registered User)
should have integration with a Payment Gateway for electronic transfer of funds.
REQ_GEN_8 Wherever required, modules of DAM (Department user or Applicant/Registered User)
should have integration with a SMS solution for SMS based communication to
users/applicants.
REQ_GEN_9 Wherever required, modules of DAM (Department user or Applicant/Registered User)
should have integration with an email solution email based communication to
users/applicants.
Web Portal
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SI shall be required to develop a web portal for DAM which shall be user friendly, informative, interactive
and easily accessible. It should have following sections (indicative):
Overview about the DAM
Brief statistics about the Department
Administrative setup of the DAM
Access to various literature related to rules and regulations
Feedback centre
Contact us
News section
Notification section
Access for users to register themselves and file online complaint
Link for DAM users to access various modules of RIMMS
Link for administrators for various modules/components of RIMMS including components for
security, database, user administration etc.
Information related to Rights to Information Act that may be required to be made public
Information about various acts and sections relevant to DAM related services
Citizen charter
MIS reports for citizens, Department users and identified stakeholders.
The Web portal will have bilingual interface (English and Hindi) for common public, farmers and business
communities and government officials working at DAM HQ, DAM regional offices and APMC offices.
Requirement
Id
Requirement Description
Access
REQ_GEN_10 The web portal should be accessible to
Office user at head office
Office staff at Regional offices
Office users at APMCs
Public user with view option
Registered User :- Applicants
Web Content Management
REQ_GEN_11 The web portal should allow creating site navigation index through a dynamic menu
option.
REQ_GEN_12 The Web Content Management System (WCMS) should provide facility to create meta
tag search of each web page.
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Requirement
Id
Requirement Description
Language
REQ_GEN_13 The web portal should allow bilingual option i.e. Hindi and English.
Web Page Search
REQ_GEN_14 The web portal should provide meta tag basis search option.
REQ_GEN_15 The search result should show path of the web page with brief description of the page.
News Section
REQ_GEN_16 The web portal should provide news section for publication of Department news, office
circular, Daily mandis rates etc.
REQ_GEN_17 The web portal should provide facility to attach image related to news.
Event Calendar
REQ_GEN_18 The web portal should provide facility to upload event details being organized by the
Department.
REQ_GEN_19 The event should comprise of minimum following details:
Event Name
Event Type
Date of event
Start time- End Time
Event description
Reported by
Detail event program schedule
Event organized by
Target group
Registration process
Fee if any
REQ_GEN_20 The web portal should provide facility to attach image related to event.
REQ_GEN_21 The web portal should provide facility to search event with key word.
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Requirement
Id
Requirement Description
REQ_GEN_22 The web portal should provide facility for online registration for event. This facility should
be allowed to the registered user only.
Others
REQ_GEN_23 The web portal shall provide compatible interfaces, metadata and indexing support for
exchange of electronic documents with Scanner APIs, digital imaging Programs etc.
REQ_GEN_24 All forms shall be created on standard A4 paper (as defined by standard ISO 216: 2007).
REQ_GEN_25 All forms shall be accompanied by a well-written set of instructions - in English and Hindi
- on how to fill up the form and the mode of submission.
REQ_GEN_26 The web portal should have provision to display the date and time of last login when the
user logs in.
REQ_GEN_27 The web portal should have provision to ensure virus check for all files that are uploaded
in the system e.g. detect malicious executables.
REQ_GEN_28 Once authenticated through challenge and response questions, web portal should have
provision to send the new password to the email id of the user within a time period of 5
minutes.
REQ_GEN_29 For all kinds of online forms, web portal shall allow downloading of an electronic form and
uploading of the filled-in form at a later stage.
REQ_GEN_30 The web portal shall provide consistent look & feel to the users and the standards defined
for content, structure and presentation of the portal shall be applied and followed
throughout the portal.
REQ_GEN_31 The web portal shall provide Metadata directories or indexes of data related to the data
available within the application to facilitate search.
e-Registration and e-Application Submission
REQ_GEN_32 The Web portal would be accessed by Citizens (Internet) and all the Users (Intranet) of
the Department and various other entities related to Department through a Secured Login
process.
REQ_GEN_33 The web portal shall have feature of session validation for online sessions. Details such
as username and password, challenge question and response answer should be asked if
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Requirement
Id
Requirement Description
login details are forgotten etc.
REQ_GEN_34 The web portal shall have feature to apply spam control measures like ‘captcha’ images
during registration to avoid spurious details being automatically submitted and ensure
that data is not submitted by non-humans.
REQ_GEN_35 The web portal shall have provision to require entries from the user for certain important
information items entered twice. For example email id needs to be captured correctly if
email is the preferred mode of communication.
REQ_GEN_36 The web portal shall have provision to adequately aid the user in the form of online
tutorials, "How Tos", FAQs, etc that can be used on their own to familiarize themselves
with keying-in the registration data and the registration process.
REQ_GEN_37 The web portal shall provide the ability to provide all the forms of the Department relevant
to Department’s consideration for computerization in electronic form, accessible over
Internet/ Intranet.
REQ_GEN_38 The web portal shall have the provision to provide relevant information about various
licenses and scheme.
REQ_GEN_39 The web portal shall provide user defined access to the modules for:
Registered User
Applicant
Office User
Others( to be finalized in discussion with the Department)
REQ_GEN_40 The registered users should be allowed to access the portal through a secured internet
user name and password. They should be further allowed to search the historical data on
mandi prices as per the policy of department.
REQ_GEN_41 The web portal should have the ability to provide electronic form for submitting the
application in following modes for scheme / licenses:
Registered user may download form, fill the form in off line mode and then upload the
application form through their respective account.
Registered user chooses to fill online application form wherein user should be allowed
to fill the application form in online mode and submit.
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Requirement
Id
Requirement Description
Office user may fill application on behalf of applicant and capture the details.
REQ_GEN_42 The web portal must support uploading of scanned supporting documents. There must be
a check for ensuring the upload of all mandatory documents.
REQ_GEN_43 The web portal should perform data validation checks on the input such as data formats,
completeness of the form in terms of mandatory fields, checking for file type and size of
files uploaded, etc. In case of any validation failure, the web portal should display an
appropriate error message.
REQ_GEN_44 The web portal shall provide validation for file types and should include only permissible
formats such as .pdf, .doc and .rtf. It should not allow .exe’s.
REQ_GEN_45 The web portal shall have the ability to save form in draft mode before final submission.
The web portal should allow the applicant to add/ modify details in the draft version.
REQ_GEN_46 The web portal shall have the ability for periodic automatic saving of the data entered by
the applicant during a live session and should make the data available to applicant as
intermediate save even after expiry of session.
REQ_GEN_47 The web portal shall have appropriate restrictions on various modes e.g. Draft,
Submitted, Processed, Held etc.
REQ_GEN_48 The web portal shall have appropriate data commitment to relevant
application/beneficiary/scheme management database.
REQ_GEN_49 The web portal shall have the feature to authenticate the external users through login
credentials prior to providing access to update the record.
REQ_GEN_50 The web portal shall have the ability to resubmit revised documents, however previous
versions shall not be deleted but suitably archived as per relevant cases or re submission
etc.
REQ_GEN_51 The web portal shall have the ability to generate unique reference number for application
submitted, which shall flash on the screen for future reference and tracking of the
application. (Application number)
REQ_GEN_52 The web portal shall have the ability to save and print acknowledgement number.
REQ_GEN_53 The web portal shall have the ability to send auto email confirmation to the registered
email id of the applicant at various stages of the application cycle as agreed with the
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Requirement
Id
Requirement Description
Department.
REQ_GEN_54 The web portal shall have the ability to send auto SMS confirmation to the registered
mobile number of the applicant at various stages of the application cycle as agreed with
the Department.
REQ_GEN_55 The web portal shall have the feature to track the status of the application.
REQ_GEN_56 The web portal shall have the ability to commit the application through configured
workflow for approval and communicating necessary alerts and messages through email
and SMS, only after validating that required information has been provided by the
applicant. Otherwise will flash appropriate messages/reminder SMS/reminder email to
the applicant. The web portal shall have the ability to automatically reflect information on
the dash board of designated authority as per the business rule applicable for respective
scheme and license allotments. The web portal shall have the ability to allow the
designated authority to forward the application to next level authority for inspection and
verification. This should be allowed as per business rule applicable for respective scheme
and also for license allotments.
(Typically any application goes through following key steps
Application Submission as per eligibility criteria
Attaching suitable documents
Inspection by Inspection Authority which may or may not be physical depending on
scheme / license allotments and submission of inspection report
Sanctioning of the application request
Receiving a payment description
Making / Receiving payments
REQ_GEN_57 The web portal should allow the user to provide bank details for online payments in case
of scheme and to pay online incase of license allotments.
REQ_GEN_58 The web portal shall have the feature of cancellation of any transaction. This has to be in
line with the policies of the Department at any point in time. However all audit logs shall
be maintained.
REQ_GEN_59 The web portal shall provide search facility to search any application with following
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Requirement
Id
Requirement Description
indicators (indicative list)
Search by name
Search by application number
Search by date of application submission
Date by district and block
Search by category of applicants
Search by scheme
The web portal shall have the ability to show search result according to the authorization
of the user role and jurisdiction e.g. the user of district A should not be allowed to see
details of applicant belongs to district B.
REQ_GEN_60 The web portal shall have the ability to maintain audit trail for note sheet and activities
related to approval. The system shall maintain audit trail on events of complaint along
with date, user name, remarks on note sheet etc.
REQ_GEN_61 The web portal shall have the ability to generate change logs with details like name of the
user making the changes, timestamp of transaction, etc, in case any change is made to
the registration record.
7.1.7 Other Requirements
Requirement
Id
Requirement Description
System Wide Functionalities
REQ_OT_1 Consistent, globally unique naming and addressing scheme for data made centrally
and automatically.
REQ_OT_2 Centralized application and components.
REQ_OT_3 Application shall be modular in design and shall be designed using modular and
reusable programming techniques for ease of maintenance.
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Requirement
Id
Requirement Description
REQ_OT_4 For any hardware and software purchased in order to facilitate Application, quality
assurance requirements must be adhered to.
REQ_OT_5 Application shall have the capability to ensure that management of data is defined
independently of the processes that create or use that data.
REQ_OT_6 Application shall have the capability to format output to support HTML, XML, text and
any other format required for data exchange/integration with various entities involved
in the process.
REQ_OT_7 The architecture shall be expandable. This requires that the application architecture
should include interfaces that will permit easy insertion of additional capabilities as
required (e.g., replacing an Relational Database Management System (RDBMS) with
an RDBMS with object oriented extensions, adding new report formats, statistical
algorithms etc.)
REQ_OT_8 The architecture shall be operationally robust. This requires that the system
architecture should: - include standard error handling modules permitting the system to
degrade "gracefully" in the presence of failures, ensure that functional allocation to
architectural elements does not introduce unacceptable delay or introduction of human
error, support end-to-end system performance analysis.
REQ_OT_9 Application shall be designed to permit the easy insertion of new modules and new
enhancements.
REQ_OT_10 Application shall have the capability to complete all requests (e.g., store, retrieve,
update, etc.) without any data loss.
REQ_OT_11 Application shall have a system of record for legal purposes and shall maintain an
audit file in chronological sequence of each transaction and all corresponding
corrections made during the transaction by clients or their facilitators.
REQ_OT_12 Distributed elements shall operate as a single integrated and cohesive information
system.
REQ_OT_13 System shall have the capability to organize and store all data for aggregation and
analysis.
REQ_OT_14 System shall be able to add new storage devices, if required, to serve archiving needs.
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REQ_OT_15 Application shall accommodate usage growth with minimal disruptions.
REQ_OT_16 Application shall be designed to accommodate growth in data rates and volumes for
communications and networks.
REQ_OT_17 Application shall have the capability to define and modify Client’s access privileges.
REQ_OT_18 Application shall have the capability to remotely maintain and upgrade the system.
REQ_OT_19 Application shall use open systems, standard-based architecture to meet functional
requirements and to inter-operate with existing information systems.
REQ_OT_20 Application may be built from a combination of both unique and Commercial Off-The-
Shelf (COTS) service capabilities if required.
REQ_OT_21 Application shall facilitate the development of applications; application platform’s
enabling services shall consist of well-defined Applications Program Interface (API).
REQ_OT_22 A standards-based operating system shall be selected, which will provide formally
defined APIs for application program access.
System Management Requirements
REQ_OT_23 System shall incorporate management capability, which shall include: Configuration
Management, Testing & Validation, Fault Detection, Fault Isolation, Fault Recovery,
Data collection, Data Analysis.
REQ_OT_24 System shall provide end-to-end performance monitoring and control.
REQ_OT_25 System shall maintain knowledge of current operational status of all elements.
REQ_OT_26 Necessary configuration control procedures shall be instituted to ensure a complete
understanding of system and configuration.
REQ_OT_27 System shall provide the capability to manage system operations, administration,
archiving, and security functions.
REQ_OT_28 System shall support end-to-end system fault isolation of all provided services,
including the capability to identify a failing node, element, and/or service, to the level
necessary to correct the fault.
REQ_OT_29 System shall provide capability to manage fault isolation functions.
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REQ_OT_30 System shall provide data quality determination and analysis, error correction,
recovery processing, and related quality control procedures and processes.
REQ_OT_31 System shall provide for support of coordinated management of elements distributed
between different premises.
REQ_OT_32 Application shall permit inclusion of new or modified requirements during the life of
application with appropriate established change control procedures.
Operational Requirements
REQ_OT_33 Application shall support 24 hours per day, 7 days per week on a continuous basis.
REQ_OT_34 User training shall be provided to authorized users to permit full use of application.
REQ_OT_35 Application shall perform its operations in accordance with applicable policies and
procedures.
REQ_OT_36 Data inputs to the application shall be validated prior to being processed.
REQ_OT_37 Input data shall be validated for out of range values.
REQ_OT_38 Input data shall be validated for missing or incomplete data.
REQ_OT_39 Input data shall be validated for unauthorized or inconsistent control data.
REQ_OT_40 Input data shall be validated for values or volumes that are exceptional to the norm.
REQ_OT_41 Invalid input data shall be rejected and security incident shall be initiated
REQ_OT_42 Integrity checks functionality on any data generated by the system shall be provided.
REQ_OT_43 Reasonableness check functionality on the volume and values of data output shall be
provided.
REQ_OT_44 Functionality necessary for scheduling of Application to certain days, dates or time of
day, shall be provided.
REQ_OT_45 Functionality necessary for 'roll back' or recovery routines if applicable fails to operate
as planned shall be provided.
Human Engineering Requirements
REQ_OT_46 System shall provide a menu driven screen interface permitting a properly trained user
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to navigate easily through the different functions of the system.
REQ_OT_47 System shall provide users with access to information management services at their
premises.
REQ_OT_48 The user interface shall be tailored to functions, which are authorized for the user.
Back Up Requirements
REQ_OT_49 Back-up copies of data shall be taken at a mutually agreed upon frequency to be
consistent with the ability to recover cost effectively from any loss or corruption.
Logs
REQ_OT_50 The following operations shall be logged by means of automatic (machine generated)
logs:
Logs shall include process start and finish times.
REQ_OT_51 Logs shall include Application faults, errors and recovery processes.
REQ_OT_52 Logs shall include the use of any privileged passwords.
REQ_OT_53 Logs shall include the use of any privileged utilities.
REQ_OT_54 Logs shall include automatically generated data necessary to assess the application
performance.
REQ_OT_55 The frequency of logs generation shall be mutually agreed upon, in order to be
consistent with the ability to trace appropriate actions of the application.
REQ_OT_56 Logs shall include all log-ons and log-outs as well as all attempts (whether successful
or not) to log-on.
REQ_OT_57 Logs shall have appropriate mutually agreed upon retention period.
REQ_OT_58 The log generating software shall prohibit amendment of log details and disabling of
the recording of events.
REQ_OT_59 The log generating software shall include review of log-on patterns to determine
potentially abnormal system use.
REQ_OT_60 Files of logged events shall be protected from amendment or deletion.
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REQ_OT_61 Logging process shall always be enabled except when explicitly disabled by a
supervisor role. Controls shall be in place to prevent the logging process from being
disabled.
Security Requirements
REQ_OT_62 Application shall prevent unauthorized users from accessing the system.
REQ_OT_63 Application shall make data available to the authorized users in an expedient and
secure environment.
REQ_OT_64 Application shall provide access monitoring to compile and report security violations
and attempted security violations.
REQ_OT_65 Application shall have the thorough capability to a log record of an unauthorized
attempt.
REQ_OT_66 Application shall provide physical and remote access control to Application systems.
REQ_OT_67 Application shall evaluate the following security measures such as encryption and
firewalls, which shall provide a model for the Application design.
REQ_OT_68 Application shall implement controls to ensure the privacy of information, individuals,
and corporations are not compromised.
REQ_OT_69 Application shall use audit controls, electronic signatures, data encryption and other
methods to assure the authenticity of transaction and other relevant data.
REQ_OT_70 Application database management security services shall include access control (e.g.,
Discretionary Access Control (DAC), Mandatory Access Control (MAC), content-
dependent and context dependent access control), individual user identification and
authentication (I&A), data confidentiality, data integrity (e.g., entity integrity, referential
integrity, and label integrity), security audit, object reuse, availability of service and
data, and other security services.
REQ_OT_71 Application shall implement controls to ensure the authenticity of data is preserved.
REQ_OT_72 Application shall comply with the Application Security Plan and security guidelines of
each of the stakeholder involved.
REQ_OT_73 Application shall adhere to guidelines for physical, personnel, computer,
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communications, and internal data security.
REQ_OT_74 Application shall be foreseen of user registration system allowing distinguishing
different user roles, authorization of users etc.
REQ_OT_75 Application shall be foreseen with an access control policy functionality allowing
access of users in different roles to different functionalities of application. At least the
following roles shall be introduced for Application: Supervisor, Operator, System
support, User etc
REQ_OT_76 Only registered users shall be allowed to log-in to the application.
REQ_OT_77 Registered users shall be allowed to log-on only to those Application functions which
they are authorized to access and use.
REQ_OT_78 Registration of users in their respective roles shall be valid only for a limited period of
time, where after their authorization shall be re-confirmed and prolonged.
REQ_OT_79 The logon processes shall display only the minimum amount of information to assist
users.
REQ_OT_80 The logon processes shall prohibit the display of help screens.
REQ_OT_81 The logon processes shall minimize the opportunities for unauthorized connections to
Application.
REQ_OT_82 The logon process shall deny access if either the username or password is invalid
without identifying the specific erroneous element.
REQ_OT_83 The logon process shall allow only a fixed number of logon attempts before disabling
the terminal.
REQ_OT_84 If access is denied following repeated unsuccessful logon attempts, this shall be
treated by the application as a security incident and handled accordingly.
REQ_OT_85 The logoff procedure shall clear any screen displays prior to terminating the
application.
REQ_OT_86 Application shall disallow simultaneous logon by the same user.
REQ_OT_87 Passwords to log-on to Application (and additional access control devices) shall have
at least the length of TBD (to be defined) characters. The password management
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system shall require the enforcement of a minimum password length.
REQ_OT_88 The password management system shall require the use of quality (i.e. difficult to
guess) passwords.
REQ_OT_89 The password management system shall require the enforcement of a password
change after a TBD period.
REQ_OT_90 The password management system shall include non-display of the password when
being entered.
REQ_OT_91 The password management system shall require the storage of passwords in
encrypted form.
REQ_OT_92 Application shall treat the following events as security incidents: unsuccessful log-on,
intrusion detection, malfunctioning of encryption facility.
Legal and Regulatory Requirements
REQ_OT_93 Application shall provide flexibility to easily modify the system to handle changes in
trade laws, regulations, and license requirements.
REQ_OT_94 Application shall have the capability to search and analyze payment transactions for
enforcement purposes.
Interface Requirements
REQ_OT_95 Seamless integration / interfacing with existing/proposed applications.
Testing Requirements
REQ_OT_96 Standard procedures shall be established to test compliance and conformance of
equipment, to be used to facilitate standards and to certify interoperability and
portability of information systems coupled to applications.
REQ_OT_97 All corrections to address discrepancies shall be validated through formal regression
test before insertion into the operational systems.
REQ_OT_98 Application shall support the revalidation of performance capabilities whenever an
element(s) upgrade/enhancement is made, which may cause a change in
performance.
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REQ_OT_99 Application shall support operations and testing concurrently.
REQ_OT_100 Application shall provide tools and metrics to support testing, system performance
monitoring, fault isolation, verification and validation of the end-to-end system.
Common Technical Requirements
REQ_OT_101 The system shall have ability to customize user menus and screens based on user
access authority.
REQ_OT_102 The system shall be able to archive transactional database records to prevent long
term speed concerns. The solution must also feature functionality for efficient retrieval
of archived data.
Audit Trail
The system shall be able to automatically record an audit trail of events under the
control of the system, storing information about:
Action which is being carried out
The object(s) to which the action is being applied
The user carrying out the action
The date and time of the event
REQ_OT_103 The system shall track and record information about events in the audit trail without
manual intervention, once the audit trail facility has been activated.
REQ_OT_104 The system shall ensure that audit trail data cannot be modified, or any part of the data
be deleted by any user, including an administrator.
REQ_OT_105 The system allows the extent of audit trail tracking and recording to be user-
configurable, so that an administrator can select the events for which information is
automatically recorded.
REQ_OT_106 The system shall ensure that the selection for audit trail tracking, and all later changes
to it, are also recorded in the audit trail.
REQ_OT_107 The system shall ensure that audit trail data is available for inspection on request, so
that a specific event can be identified and all related data made accessible, and that
this can be achieved by authorized external personnel e.g. auditors, who have little or
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no familiarity with the system.
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7.2 ANNEXURE 2 – INDICATIVE BILL OF MATERIAL (BoM)
1. Following are minimum and indicative requirements. The bidder is expected to provide complete
list of Bill of Materials proposed to fulfil the stated requirements in the RFP.
2. The bidder may propose any additional components that are deemed necessary for providing the
solution as a whole.
3. The bidder will be required to study the existing IT Infrastructure available at RSDC for seamless
integration and accordingly propose the hardware.
4. The bidder is expected to size the solution to meet the expected performance levels.
5. It may be noted that DAM intends rolling out the application across all Mandis in the state. The
functionality of the application to be developed has been provided considering requirements of
state wide rollout; however, the physical infrastructure has been proposed for a limited roll out to
HQ, ten regional offices and five Mandis.
6. The bidder should propose the bill of material such that the same technology, make, model,
family of products are implemented at all sites. The bidder should ensure standardization at unit
building blocks. It is expected that the bidder will design the overall solution such that the variety
of server models in the entire architecture is minimized in order to improve the management of
the overall solution and scope of future expandability.
7. The bidder should offer latest and proven technologies that are available for items. All hardware
and software provided by the bidder should be new and not purchased more than two months
prior to the supply to DAM/RISL.
8. The bidder is not required to quote and supply any Application and Web Server (Hardware and
Software).
9. The bidder is not required to quote and supply any Database Server (Hardware and Software).
The selected bidder shall be provided one of the existing high-end HA Database Platforms
(Hardware and Software) in RSDC and the selected bidder shall opt for Postgre while proposing
the overall technical solution architecture in his bid.
10. The bidder should use existing load balancer already available at RSDC.
11. The bidder should use existing monitoring tools already available at RSDC.
12. The power supplies, cables/connectors for all servers / equipments should be for Indian power
specifications of voltage, frequency and phasing.
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INDICATIVE BILL OF MATERIALS
(A) Location – DAM Head Quarter, Jaipur
S. No. Name of item Qty Technical Specification Ref
1 Laptop (Incl. OS + Anti Virus + Office Suite) 10 Item No 1
2 Desktop (Incl. OS + Anti Virus + Office Suite) 20 Item No 2
3 800 VA UPS (30 Min Backup) 21 Item No 18
4 MFD (B&W) 3 Item No 3
5 Printer (standard LaserJet) 20 Item No 14
6 L2 manageable Switch (48 Ports) 1 Item No 5
7 Computer Table 25 Item No 16
8 Computer Chair 25 Item No 17
9 Passive work – structure cable –UTP (indicative) 300 meter SN 1 Item No 11
10 Panel along with 19U Rack 1 SN 2 Item No 11
11 Passive work –I/O (Information outlet) 53 SN 3 Item No 11
12 Passive work –patch cord (Average 7 ft ) 70 SN 4 Item No 11
13 NMS client licence 1 CA NMS
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(B) Location – DAM Regional Offices
The below is the requirement of 1 Regional office. The bidder needs to provide the same for 10 Regional Offices
S. No Name of item Qty Tech Spec Ref
1. Laptop (Incl. OS + AV + Office Suite) 1 Item No 1
2. Desktop (Incl. OS + AV + Office Suite) 3 Item No 2
3. 800 VA UPS (30 Min Backup) 4 Item No 18
4. MFD (B&W) 1 Item No 3
5. Printer (Standard LaserJet) 3 Item No 14
6. L2 manageable Switch (24 Ports) 1 Item No 6
7. Computer Table 4 Item No 16
8. Computer Chair 4 Item No 17
9. Passive work – structure cable -UTP (indicative) 100 meter SN 1 Item No 11
10. Panel with 19 U rack 1 SN 2 Item No 11
11. Passive work –I/O (Information Outlet) 8 SN 3 Item No 11
12. Passive work –patch cord (Average 7 Ft) 10 SN 4 Item No 11
13. NMS Client Licences 1 CA NMS
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(C) Location – APMC Mandi
The below is the requirement of 1 Mandi. The bidder needs to provide the same for 5 mandis.
S. No Name of item Qty Tech Specs Ref
1. Desktop (Incl. OS + AV + Office Suite) 5 Item No 2
2. 800 VA UPS (60 Min Backup) 5 Item No 4
3. MFD (B&W) 1 Item No 3
4. Printer (Standard LaserJet) 5 Item No 14
5. L2 manageable Switch (24 Ports) 1 Item No 6
6. Computer Table 6 Item No 16
7. Computer Chair 6 Item no 17
8. Passive work – structure cable –UTP (indicative) 500 Mt SN 1 Item No 11
9. Panel with 19 U Rack 1 SN 2 Item No 11
10. Passive work –I/O Information Outlet 15 SN 3 Item No 11
11. Passive work –patch cord (Average 7 Ft) 20 SN 4 Item No 11
12. NMS Client Licences 1 CA NMS
13. Handheld Device (Indicative, SI will finalised actual quantity in consultation with DAM)
3 Item No 7
14. DG Set (7.5 KVA) 1 Item No 12
15. CC Camera + Accessories (Indicative, SI will finalised actual quantity in consultation with DAM)
2 Item No 9
16. CCTV LCD Panel 42" (Indicative, SI will finalised actual quantity in consultation with DAM)
1 Item No 8
17. Electronic Display Board 8' x 12' (Indicative, SI will finalised actual quantity in consultation with DAM)
1 Item No 10
18. Automatic boom Barriers (Indicative, SI will finalised actual quantity in consultation with DAM)
2 Item No 13
19. 2 Ton AC (Split + Stabilizer) 1 Item No 15
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7.3 ANNEXURE-3 – SUGGESTED TECHNICAL SPECIFICATIONS
1. All specifications are minimum and indicative required and have been provided for immediate
reference. Any alternative (make/model) suggested by Bidder must either meet or exceed the
specifications stated in terms of capacity, performance etc and must be supported by suitable
evidences depicting equivalence to stated specifications.
2. Bidder should ensure that none of the listed parameters are modified, deleted and no additional
parameter is added. (Remarks, if any, should be indicated separately in the Remarks column)
3. While there are no marks for compliance with specifications, any deviations shall be evaluated by
Purchaser and if found significant, Purchaser may reject the bid on the grounds on technical non-
compliance.
Note: Below are the minimum required indicative specifications. Bidder may propose equivalent or better configuration.
1. Laptops Computer
Sl.No Parameter Minimum Specifications Suggested Specification Proposed By Bidder
Compliance Y/N
1. Model Offered
To be provided by bidder
2. Make Offered
To be provided by bidder
3. Mandatory Certification
ISO 9001 Certified OEM, certified on supplied OS
4. Processor Mobile Intel Core i5, 2430, 2.4GHZ with 3 MB L3 cache or better Sandy Bridge Configuration.
5. Chipset Intel 6 series or higher chipset on OEM Mother board
6. Memory 4 GB DDR3-1333 RAM expandable upto 8 GB
7. HDD 500 GB (SATA, 7200 rpm) HDD or higher
8. Optical Drive
8x DVD OR higher Super-multi Drive Double layer
9. Display 14"( 35.6 cm) or above(TFT) active Matrix Wide Screen Display
10. Resolution 1280x768 WXGA or higher
11. Keyboard Integrated Keyboard with touchpad
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Sl.No Parameter Minimum Specifications Suggested Specification Proposed By Bidder
Compliance Y/N
12. Graphics Accelerator
Integrated HD Graphics
13. Video Memory
Integrated Video Memory
14. Network Feature
Integrated wireless 802.11 b/g/n, Integrated Blue tooth 2.0 or higher
15. Ports 3 hi-speed USB (USB2.0 or higher), 10/100/1000 Ethernet VGA or HDMI, Microphone, stereo headphone.
16. Card Reader
Integrated SD memory card Reader
17. Audio Internal High-definition audio and internal stereo speakers
18. Power Supply
230V, 50 Hz AC Supply with rechargeable Battery pack Comprising of LI-ION 6 cell battery.
19. Preloaded operating system
Genuine latest Windows 7 professional SP1 (64 Bits) with Recovery and Drivers on CD/DVD
20. Office Suite Open office Suit
21. Antivirus Pre-installed & Norton/McAfee/ Kasper sky/tend micro /quick heal,, Internet security and Antivirus Software latest Version with 3 years subscription
22. Warranty Period
Minimum 3 Years (Comprehensive Onsite)
2. Desktops Computer
Sl.N
o. Parameter Minimum Specifications Suggested
Specification Proposed by Bidder
Compliance Y/N
1. Model Offered
To be provided by bidder
2. Make Offered
To be provided by bidder
3. Mandatory Certifications
OEM – ISO 9001 Manufacturer, Certified on supplied OS, DMI 2.0 compliance and support, Energy Star 5, UL certification,
4. Processor Intel Core i3-2120, 3.3 GHz, 3 MB Cache and 1066 MHz FSB or higher.
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Sl.N
o. Parameter Minimum Specifications Suggested
Specification Proposed by Bidder
Compliance Y/N
5. Chipset Intel H61 or better on Intel/OEM Motherboard
6. Memory 4 GB 800 MHz DDR3 RAM with 8 GB Expandability
7. HDD 500 GB 7200 Serial ATA HDD or higher
8. Monitor 47 cm (18.5 inch)or larger TFT/LED Digital Color Monitor TCO-05 certified.
9. Bays 3 Nos. or above.
10. Keyboard OEM Mechanical Keyboard with 104 keys
11. Mouse Optical with USB interface.
12. Optical Device
DVD RW (Min. 16x) or higher
13. Cabinet Micro ATX
14. Ports 6 USB Ports (with at least 2 in front), 1 Serial audio port for microphone and headphone in front.
15. Network Features
10/100/1000 on board integrated Network Port with remote booting facility remote system installation, remote wake up.
16. Multimedia Integrated Audio and Graphic Controller
17. Power Management
ACPI (Advanced Configuration and Power Management Interface)
18. Operating System
Genuine latest Windows 7 professional SP1 (64 Bits) preloaded with Media and Documentation and Certificate of Authenticity
19. Office Suite Open office
20. Antivirus Pre-installed & Norton/McAfee/ Kasper sky/tend micro /quick heal,, Internet security and Antivirus Software latest Version with 3 years subscription
21. Warranty Period
Minimum 3 Years (Comprehensive Onsite)
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3. Multi Function Device B&W ( A4 Size)
S.
No. Parameter Minimum Specifications Suggested
Specification Proposed By Bidder
Compliance Y/N
1. Functions Black-and-white printing, black-and-
white copying, color scanning, black-and-white faxing
2. Print speed >= 25 ppm
3. Memory 128 MB
4. Duty cycle (monthly, A4)
>= 8000
5. Print quality (black, normal quality)
Up to 600 x 600 dpi
6. Duplex print options
Automatic
7. Copy speed (black, draft quality, A4)
>=25 cpm
8. Copy resolution (black graphics)
600 x 600 dpi or better
9. Scan Type Flatbed, ADF
10. Optical scanning resolution
Up to 1200 dpi
11. Maximum scanning size
216 x 297 mm through Flatbed/ADF and 216 x 356 mm through ADF
12. Scan file format
PDF, JPEG,TIFF
13. Standard media sizes
A4, A5, B5 (JIS), executive (JIS), 16K, envelopes
14. System Interface
1 USB (compatible with USB 2.0 specifications), and 10/100 Ethernet
network port
15. Compatible operating systems
Microsoft Windows 7 (32Bit/64bit), windows 2000, Windows XP(32Bit/64bit), XP Professional (32Bit/64bit), Windows Server 2003, Windows 2008 (32Bit/64bit), Linux
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S.
No. Parameter Minimum Specifications Suggested
Specification Proposed By Bidder
Compliance Y/N
16. Power requirements
Input voltage 220 to 240 VAC (+/- 10%), 50/60 Hz (+/-2 Hz)
17. Warranty Period
Minimum 3 Years (Comprehensive Onsite)
4. 800 VA UPS (60 Min Backup)
Sl.No. Features Minimum Specifications Suggested Specification Proposed by Bidder
Compliance Y/N
1. Model Offered
To be provided by Bidder
2. Make Offered
To be provided by Bidder
3. Mandatory Certification
- ISO 9001 Series Manufacturer, - Valid Test Certificate from any Govt. Approved Test/ Certifying Agency on Tendered Specs.
4. Capacity 800 VA
5. No. of Sockets
Min. 3 sockets for connecting devices. (3 pin only)
6. Battery Make
Battery should be branded - ISO 9001 and 14001 certified
7. Battery backup
Minimum 60 minutes or more on full load with Internal/external batteries
8 Cables With necessary cable and plug
9 Warranty Period
Minimum 3 Years (Comprehensive Onsite)
5. L2 48 Port Manageable Switch
S.
No Parameter
Minimum Specifications Suggested
Specification proposed by Bidder
Compliance Y/N
1 Interface 10/100/1000 BASE-TX Ports : 48 : Combo 10/100/1000 BASE-T/SFP : Minimum 2 : RS 232 Console Port/RJ45 serial console port : Gigabit &100 BASE-FX Fiber Support on SFP
2 Performance Switch Capacity : 96 Gbps or more with non blocking architecture: 64-Byte Packet
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S.
No Parameter
Minimum Specifications Suggested
Specification proposed by Bidder
Compliance Y/N
Forwarding Rate: 65 Mpps or More
3 Layer-2 Features
IGMP Snooping v1,v2 (Upto 256 groups),IGMPV3 IGMP Snooping Fast leave 802.1D Spanning Tree 802.1w Rapid Spanning Tree 802.1s Multiple Spanning Trees 802.3x & Back-Pressure 802.3ad Link Aggregation (8 or More Ports per group/6 or more groups per device)
4 VLAN Port mirroring ( One to One, Many to One ) : Standard : 802.1Q VLAN IDs: 4K Dynamic VLAN groups : 128 or higher GVRP/MVRP/Equivalent
5 Quality of Services
802.1p Priority Queues standard Number of 802.1p priority Queues: 4 Queues Support WRR/Strict mode Packet classification based on : Switch Port VLAN ID TCP/UPD Port number MAC address IPv4 +IPV6 802.1p Priority TOS DSCP User defined Packet Content
6 Access Control List (Max 256 Profiles/Rules)
Multi-Layer ACL based on : Switch Port VLAN ID 802.1p Priority MAC address IPv4 DSCP Protocol type TCP/UPD Port number User defined Packet Content
7 Network Access/Security
RADIUS/TACACS+ Authentication for Management Access RADIUS Accounting for Management Access Port security (max.16MAC
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S.
No Parameter
Minimum Specifications Suggested
Specification proposed by Bidder
Compliance Y/N
entries per port) 802.1X Port-based Access Control 802.1X MAC-based Access Control 802.1X Guest VLAN SSH v1, v2/ SSL v3 Traffic Segmentation Broadcast Storm Control
8 Management Single IP Management Web-based GUI CLI ( Command Line Interface ) Telnet client TFTP client SNMP v1,v2c, v3 Support for RMON 1/2 group as and when required BOOTP/DHCP Client SNTP or NTP SYSLOG Dual image or fireware upgrade through TFTP /FTP server Port description Web GUI traffic/CPU Monitoring SNMP trap on MAC notification DHCP Auto Configuration DHCP relay option 82 SMTP client ( e-mail notification )externally/ Internally
9 MIB Support MIBII ( RFC 1213 ) Bridge MIB ( RFC 1493 ) RFC 2011 SNMPv2 MIB for IP,RFC 2013 SNMPv2MIB for UDP RMON MIB ( RFC 1757, 2819 ) 802.1p MIB ( RFC 2674 ) IF MIB ( RFC 2233, 2863 ) RADIUS Authentication client MIB(RFC 2620) RADIUS Accounting client MIB (RFC 2925) Private MIB
10 Physical & Environmental
Internal Power supply
6. L2 24 Port Manageable Switch
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S.
No Parameter
Minimum Specifications Suggested
Specification Proposed by Bidder
Compliance Y/N
1 Interface 10/100/1000 BASE-TX Ports : 16 Combo 10/100/1000 BASE-T/SFP : 2 RS 232 Console Port/RJ45 serial console port
2 Performance Switch Capacity : 48 Gbps or more with non blocking architecture 64-Byte Packet Forwarding Rate: 33.6 Mpps or more MAC Address Table Size : 8k
3 Layer-2 Features
IGMP Snooping v1,v2 (Up to 256 groups),IGMPV3 IGMP Snooping Fast leave 802.1D Spanning Tree 802.1w Rapid Spanning Tree 802.1s Multiple Spanning Trees 802.3x & Back-Pressure 802.3ad Link Aggregation (8Ports per group/6 groups per device) Should support Spanning Tree Fast Forward | BPDU Filtering | BPDU Guard | BPDU Forward | BPDU Transparent | Loopback Detection | Auto Edge Port
4 VLAN Port mirroring ( One to One, Many to One ) Standard : 802.1Q VLAN IDs: 4K Dynamic VLAN groups : 128 or higher GVRP/MVRP/Equivalent
5 Quality of Services
802.1p Priority Queues standard Number of 802.1p priority Queues: 4 Queues Support WRR/Strict mode Packet classification based on Switch Port VLAN ID TCP/UPD Port number MAC address IPv4 +IPV6 802.1p Priority TOS DSCP User defined Packet Content
6 Access Control List (Max 256
Multi-Layer ACL based on : Switch Port VLAN ID
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S.
No Parameter
Minimum Specifications Suggested
Specification Proposed by Bidder
Compliance Y/N
Profiles/Rules) 802.1p Priority MAC address IPv4 DSCP Protocol type TCP/UPD Port number User defined Packet Content
7 Network Access/Security
RADIUS/TACACS+ Authentication for Management Access RADIUS Accounting for Management Access Port security (max.16MAC entries per port) 802.1X Port-based Access Control 802.1X MAC-based Access Control 802.1X Guest VLAN SSH v1, v2/ SSL v3 Traffic Segmentation Broadcast Storm Control
8 Management Web-based GUI CLI ( Command Line Interface ) Telnet client TFTP client SNMP v1,v2c, v3 Support for RMON 1/2 group as and when required BOOTP/DHCP Client SNTP or NTP SYSLOG Dual image or fireware upgrade through TFTP /FTP server Port description Web GUI traffic/CPU Monitoring SNMP trap on MAC notification DHCP Auto Configuration DHCP relay option 82 SMTP client ( e-mail notification )externally/ Internally
9 MIB Support MIBII ( RFC 1213 ) Bridge MIB ( RFC 1493 ) RFC 2011 SNMPv2 MIB for IP,RFC 2013 SNMPv2MIB for UDP RMON MIB ( RFC 1757, 2819 ) 802.1p MIB ( RFC 2674 )
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S.
No Parameter
Minimum Specifications Suggested
Specification Proposed by Bidder
Compliance Y/N
IF MIB ( RFC 2233, 2863 ) RADIUS Authentication client MIB(RFC 2620) RADIUS Accounting client MIB (RFC 2925)Private MIB
10 Physical & Environmental
Internal/External Power supply
7. Handheld Device
Sl.
No
.
Features Minimum Specifications Suggested
Specification Proposed by bidder
Compliance Y/N
1 Form Factor Hand held
2 Processor ARM 9, X86 or equivalent processor based systems is recommended
3 Memory RAM Minimum 32 MB
5 Display VGA or QVGA display
6 Storage (non volatile )
Minimum of 2 GB of Non volatile/fast memory is desired on the device. Must be capable of storing at least 1000 transactions, Or one full day’s transactions, whichever is larger.
7 Connectivity The equipment needs to support either GSM/GPRS or CDMA. The device must provide for at least two channels (of service provider’s choice) of connecting to the network)
8 Printer Thermal Printer is desired. English language printing capability desired printer may be an external device connected on USB/parallel port or optionally Bluetooth
9 Key Pad Support for alphanumeric keypad is desired.
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Sl.
No
.
Features Minimum Specifications Suggested
Specification Proposed by bidder
Compliance Y/N
10 External Interfaces
Require 1 LAN and USB2.0 interfaces. Bluetooth is preferred
11 Security / Encryption capabilities
Support for Encryption/Encoding capabilities
12 Battery life
Minimum of 4 hours of battery is desired. Spare battery to be provided for each handset
13 Certification Preferable- RoHS, CE mark compliance for EMI & EMC
14 Environment Operating temp: 0°C to 50°C
15 OS Multi-tasking OS support. Open Source required
16 User Accessories
Stylus if required, Carry Case, Holster; hand strap; wrist strap; protective case, swiveling belt clip
17 Ruggedness Preferable Protection from Rain, Dust, Liquid, 1.2m feet drop safety (above IP51)
19 Application Integration
Device should provide SDK to develop application in open source and integrate/load on handheld device including capability of data upload/download through the developed application. The custom built application will reside in handheld device. This application will talk to System Integrator developed application using proposed cellular (GSM/GPRS/CDMA) network. Should be compatible with RFID for future upgradations.
22 Power Supply AC Adapter/Charger for 220 V AC, 50Mhz
23 Encryption and Encoding
Support for Encryption/Encoding capabilities
8. CCTV LCD 42”
S. No. Features Minimum Specifications suggested
Specifications Proposed by Bidder
Compliance Y/N
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S. No. Features Minimum Specifications suggested
Specifications Proposed by Bidder
Compliance Y/N
1. Screen Size 42’
2. Back Light CCFL
3. IPS – Advanced LCD panel
Yes
4. Energy Saving Smart Energy Saving
5. HD Full (1080p)
6. Response time (ms)
4
7. Resolution 1920 X 1080 p
8. Audio Mono / Stereo / Dual
9. Audio Output 300 W
10. Speaker System
1 Way 2 speaker
11. USB 2.0 At least 1 port
12. Digital audio out (coaxial / optical)
Yes
13. Component in (Y,Pb,Pr) + Audio
Yes
14. DivX Through USB 2.0
15. Video In Put/Out put
AV in, Antenna in, HDMI in, RGB in
16. Voltage 100-240 V
17. Frequency 50-60 Hz
18. Power consumption
70-180 W
19. Power consumption (Standby mode)
0.3-0.8 W
9. CCTV Camera
S. No. Minimum Specifications Suggested Specifications Proposed by Bidder
Compliance Y/N
1 Signal System: PAL
2 Effective pixel: 704(H) x 576(V) or better
3 Image device: 1/3" CCD or better
4 Horizontal Resolution: 4CIF or better
5 Lens Type: 3.6 mm in case of fixed and 2.8-10 mm in case of Varifocal
6 Signal to Noise Ratio: 50 db or higher
7 Video Output Signal: 1Vp-p composite (75 ohms)
8 Scanning frequency - (V): 15.625 KHz (H)
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S. No. Minimum Specifications Suggested Specifications Proposed by Bidder
Compliance Y/N
and 50 Hz (V)
9 Auto Exposure: Automatic Level Control/Elecronic Level Control
10 Minimum illumination: 0.01 lux in case of 540 TVL
11 Signal Process: Digital Signal Process
12 Scanning System: 2 :1 interlaced
13 Motion Detection Zones: 4 or higher in case of 540 TVL camera
14 Auto Gain Control: On/Off/Selectable
15 Back Light Compensation: Off/low/medium/high selectable
16 Wide Dynamic Range: On/Off
17 Electronic Shutter: 1/50-1/100,00 or better
18 White Balance: Indoor/Outdoor/Manual
19 Privacy Zones: 4 privacy zones as minimum
20 Day and Night: Yes (as per minimum illumination specified)
21 Iris Control: Yes for Varifocal lens
22 Operating Temperature: -10 to 50degree Celsius & 40 deg Celsius at 95% RH
23
Power Source: To be declared by tenderer .Suitable adaptor shall be supplied to make the equipment work on 230V+ or - 10% ,50Hz
24 On Screen Display: Yes (English must for all the cameras)
25 Housing – Indoor: Plastic/Aluminum Construction
26 Housing – Outdoor: Plastic/Aluminum Construction with IP-66
10. Electronic Display Board
S.No. Features Minimum Specifications Suggested
Specifications Proposed by Bidder
Compliance Y/N
1. Display Size 2400mm x 3600 mm 8' x 12' +/ - 4V
2. Pixels 64 x 9
3. No. of LEDs 64 x 96 x 2 ( 12288)
4. Gap of LEDs 37 .5 mm
5. Pixel Type/Size LED/5mm/Round
6. Colour RED
7. Viewing Angle 60 degrees
8. Luminous Intensity
3000 LUX
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S.No. Features Minimum Specifications Suggested
Specifications Proposed by Bidder
Compliance Y/N
9. Programming
Text Messaging through Mobile Phone or 2. Graphics/ text through PC Inter face to pre programmed/ Programmable EPROMV NVRA
10. Fonts A). ASCII B). Serif
11. Data Presentation
Curtain Scrolls. Weave. Rotates etc
12. Animations Graphics
Display of Sequence moves
13. Power (Input)
220V AC (175 VAC to 260VAC) 50H2. Consumption less than 480W, Max Current, 2.50A. Isolated SMPS with Line Filter
14. Physical Size 2400 mm (H) x 3600mm (W) x 125mm (D) +/ -4%
15. Automatic ON/OFF
Timer with RTC for Scheduled ON/OFF or Timer function through Software for ON/OFF
16. Humidity Maximum 90% RH non Condensing
17. Temperature 0-50 Degree C ambient Temperature
18. General
Enclosure: Outdoor Unit should be dust proof and Vermin proof designed to withstand local weather conditions with appropriate materials. The Control and interface modules shall be in a separate enclosure Located indoors or below the board to facilitate connection access for replacing the SIM Card/ PC Control for changing. The graphics LEDS are to be mounted on glass epoxy PCB (at least 2.4mm thick). LEDS are to be covered with protection cap filling with material like silicon bases resin for protect ion against Sun, Water and dust
19. Documentation Instruction Manual/Booklet for day to day operations of
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S.No. Features Minimum Specifications Suggested
Specifications Proposed by Bidder
Compliance Y/N
the system and interface features for connection with a detailed block diagram shall be furnished
20. Details of on line message controller card
21. Micro Controller Intel 8751 / Atmel 89C51 or Superior
22. Message Storing Capacity
256 KB
23. Storage Type NVRAM (10 year Life)
24. External Interface
GSM interface and Ethernet
25. Additional Interface
RS485
26. Power Indication LED
27. Power 5V DC, 500 mA, 3.8V, 300 mA (normal)
28. Connector D-9 Serial Interface
11. Passive Work Components
S. No. Features Minimum Specifications Suggested
Specifications Proposed by Bidder
Compliance Y/N
1. Structure Cable (UTP cable)
The UTP Cable Shall meet the requirement w.r.t maximum d.c resistance, balance and unbalance, maximum PR to GND Capacitance and attenuation losses as applicable to the category 6,unshielded UTP Cable and corresponding ASTM Standards as mentioned there in. Cable shall have Standard marking and designation as applicable in line with the international standard such as CSA/UL. This item shall be accepted based on OEM certificate. All specifications for components & cabling to be tested up to 250 MHz , UL *R listed & verified
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S. No. Features Minimum Specifications Suggested
Specifications Proposed by Bidder
Compliance Y/N
2. 24 port Patch Panel
110 wiring block at rear end & RJ 45 jack on front panel, 19” rack mountable, should confirm or deviance exceed the EIA/TIA 568 B standards for CAT 6, Metallic /steel high strength & 1U height, confirm EIA/TIA 568 B wiring pattern, should have routing rings & ties and labeling strips for identification, UL *R Listed & verified.
3. Information outlets
Surface mount box with single RJ 45 socket, should confirm or exceed the EIA/TIA 568 B standards for CAT 6, provision for dust cover, labeling icons & strips, anchors for stain relief cable entry, UL *R listed & verified
4. Patch Cord
Should confirm or exceed the EIA/TIA 568 B standards for CAT 6, Factory molded boots on RJ 45 plugs at both ends, UL *R listed & verified, Option for color – Grey, Blue, Red & Green & cross over cable Length - 3 feet Length – 10 feet Length – 7 feet
12. Diesel Generator Set
Sr.
No
Parameter/ Features
Minimum Specifications Suggested
Specifications Proposed by Bidder
Compliance Y/N
1. 1 Engine Capacity 7.5 KVA
2. 2 Fuel Type Diesel
3. 4 Cylinder Engine shall have vertical multi cylinder 4 stroke type in accordance with IS 10002-1981 with latest amendments.
4. 3 Method of starting Electric start 12 V DC
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Sr.
No
Parameter/ Features
Minimum Specifications Suggested
Specifications Proposed by Bidder
Compliance Y/N
5. 4 Governor A2 Class
6. 5 Cooling System Water Cooled with Radiator
7. 6 Alternator Frequency
50-52
8. 7 Alternator Speed 1500 RPM
9. 8 Alternator Output 230 volts, HP rated to match the alternator
10. 9 Accessories
Flywheel to suitable diameter and fuel injection equipment Air cleaner Lubricating oil cooler Electric motor starting equipment like motor, battery, charging generator with voltage regulator etc. Heavy duty radiator with fan Residential type silencer with exhaust piping with vibration isolator Fuel tank suitable for 8 Hrs of continuous running with necessary piping and fuel gauge, drain valve, inlet and outlet connections. Anti vibration mounting pads Speed controlling governor Suitable coupling system to the Alternator Tachometer Lubricating oil pressure gauge Hour meter to indicate number of Hrs of operation Auto trip on low oil pressure Over speed alarm with trip Thermal insulation for exhaust line with glass wool, Aluminum sheet,
11. Warranty Period Minimum 3 Years (Comprehensive Onsite)
13. Automatic Boom Barrier
Sr.
No Technical Data
Unit Minimum
Specifications
Suggested
Specifications
Proposed by Bidder
Compliance Y/N
1 Maximum boom mm 2500
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Sr.
No Technical Data
Unit Minimum
Specifications
Suggested
Specifications
Proposed by Bidder
Compliance Y/N
length
2 Aluminium
octagonal profile
100 x 55 x
1.6 mm 3000
3 Aluminium round
profile
Ø 75 x 1.4
mm 0.6 – 3.0
4 Opening and
closing times s 230/115
5 Voltage V 50-60
6 Frequency Hz 400
7 Power
consumption Max W 350
8 Housing: width mm 350
9 Depth mm 1010
10 Height mm 50
11 Weight not
including barrier
boom
Kg 50
12 Drive DC Motor
13 Operation Type Automatic
14
Warranty Period
Minimum 3 Years
(Comprehensive
Onsite)
14. Standard Laser Printer (B/W Duplex)
Sl.No. Parameter Minimum Specifications Suggested Specifications Proposed by Bidder
Compliance Y/N
1. Make To be specified by Bidder
2. Model To be specified by Bidder
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Sl.No. Parameter Minimum Specifications Suggested Specifications Proposed by Bidder
Compliance Y/N
3. Print Technology
Laser
4. Print speed in black in normal mode
Minimum 24 PPM (A4) or higher
5. Resolution in black
600 x 600 dpi or better
6. Memory Min: 32MB or better
7. Duty cycle. Min: 8,000 pages per month or above
8. Media size A4, Letter, Legal
9. Duplex Yes (Automatic Duplex)
10. Interface
Hi speed USB 2.0 or better, Built in Ethernet 10/100 Mbps Ethernet
11. Energy Star Yes
12. Cables/ Accessories/ Drivers
All the required cabled, accessories and software drivers to be included for the supplied operating system
13. Platform supported
Windows 7(32bit/ 64 bit), Win XP (32Bit/64Bit), Windows 2008 (32 Bit/64 Bit) and Windows 2003.
14. Warranty Period
Minimum 3 Years (Comprehensive Onsite)
15. Split Air Conditioner
Sl.No. Minimum Specifications Suggested Specifications Proposed by Bidder
Compliance Y/N
1 Make: to be specified by the bidder
2 Model - to be specified by the bidder
3 Cooling Capacity: 1800 BTU and above
4 Blue star Rating: 3 star and above
5 Power Supply 230 (+ -) 10%
6 Compression type: Tropical Rotary
7 Air flow: 500 CFM and above
8 Noise Level (H/M/L): 52/51/150 db or better
9 Fan speed: Minimum 3
10 Remote Control: yes
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Sl.No. Minimum Specifications Suggested Specifications Proposed by Bidder
Compliance Y/N
11 Voltage protection: Inbuilt
12 Time: Inbuilt
16. Computer Table
Sl.No. Minimum Specifications Suggested Specifications Proposed by Bidder
Compliance Y/N
1
Computer table having key board pullout tray, with drawer & shelf. The top shelf, key board tray and drawer made of MDF/Pre-laminated particle board as per details given below & General technical requirements.
2
The table shall be supplied with steel members duly welded and rigidly fixed table top; and provided with slide able keyboard tray, drawer, modesty panel, footrest, in a durable sturdy manner with attractive and compact in design. Some variants are provided with another shelf at the bottom side for placing CPU & other peripherals.
3
The frame shall comprise of hollow rectangular M.S. section of size 50x25x1.6 mm thickness. Two side member of the frame identical in shape shall be joined with welding at bottom with a footrest (hollow rectangular M.S.section of size 50x25x1.6mm thickness) angularly welded, and at the top in front side welded with a angle size 17x17x3mm. And at the back on the top side of the frame, a modesty panel of size 200x17x0.8mm thick CRC sheet shall be welded. Thus making the frame rigid in construction.
4
A drawer of size 225x500x100mm approximately (outside dimension) shall be provided on top right side of the table. The drawer shall have ball bearing type so that it can move easily. The guides shall be made from mild steel sheet not less than 2mm thick.
5
The drawer shall be made either from MDF board or pre-laminated particle board as the case may be of similar material as that of the table top. The lock used for the drawer shall conform to IS:729/1979(Reaffirmed-2006) and it shall also be provided with suitable handle. The lock shall not be less than 6 lever lock with a set of 2 keys of non corrosive material. The keyboard tray shall be of size 600mm(front width)x 500mm(depth) approximately is to be provided with end fittings mad from minimum
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Sl.No. Minimum Specifications Suggested Specifications Proposed by Bidder
Compliance Y/N
2mm thick MS steel mounted on either side and the keyboard tray shall be easily slide able, provided with two telescopic channels with balls. Lower surface of the said keyboard tray and the drawer shall match aesthetically.
6
Modesty panel of size 200x17x0.8mm thick of length made from CRC sheet conforming to IS:513/1994 with A/L no 1 & 2(Reaffirmed-2003) covering full backside of the said frame & shall be suitably welded with two sides members of the frame, in such a way that it’s top surface having 17mm width, flushes with top surface two side members and joining front angle member.
7
Four level screws, having smooth bottom flat surface of minimum 50mm diameter, shall be welded under the bottom of two said side members of the frame; capable to adjusting level up to 10mm in height.
8
All dents, burrs and sharp edges shall be removed from the various components and they shall be pickled, scrubbed and rinsed to remove grease, rust, scale or any other foreign elements, to provide a base for proper adhesion of paint to metal. After pickling, all mild steel parts shall be given phosphating treatment in accordance with the IS:3618/1966(Reaffirmed-2002) followed by a coat of suitable primer, such as red oxide and zinc-chromate. Putty applied to all the surfaces requiring filling and shall conform to IS:110/1983(Reaffirmed-2000). Primer coat shall also be applied.
9
All exposed steel sections shall be painted with black in colour with powder coating 40-50 micron thickness. The powder coating shall conform to IS:13871/1993 with A/L no. 1(Reaffirmed-2002).
10
Table top shall be of MDF board or pre-laminated particle board having dimensions as specified in the description(750x750mm or 1000x600mm or 1200x750mm: lengthxwidth) with tolerance of+/-6mm in length and width. The top shall be extended 50mm approximately on all sides over the steel frame. Height of the table shall be 750mm+/-10mm from the floor of the top surface.
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Sl.No. Minimum Specifications Suggested Specifications Proposed by Bidder
Compliance Y/N
11
The MDF board used for top, keyboard and drawer should be of minimum density of 750kg/m3 conforming to Grade2 of IS:12406/2003 with A/L no 1 & 2 shall be of 18 mm thickness with laminated sheet of 0.6mm thick. Bottom side of the board should have balancing sheet of requisite thickness of white or of same colour as top laminate.
12
Only ISI marked MDF board and laminate should be used. Pasting of laminates should be done with the help of post forming machine having air pressure & temperature control. All the edges of the top etc. shall be edge banded with 1.5mm thick pvc tapes of the same shade as that of top, pressed with temperature up to 160 degree C. The MDF board shall be rigidly fixed with the said frame with minimum 8 nos. of screws on suitable clamps welded to the said frame.
13
Pre-laminated particle board used shall be 18mm thick twin side pre-laminated conforming to GradeII, typeII of IS:12823/1990 with A/L no. 1to6(Reaffirmed-2005). Only ISI marked pre-laminated board shall be used. All the edges of the top shall be banded with 1.5mm thick pvc tapes of the same shade as that of the top pressed with temperature up to 160 degree C. Pre laminated particle board shall be rigidly fixed with the said frame with minimum 8 nos of screws on suitable clamps welded to the said frame.Shelf provided shall be fixed through screw on the angle size 17x17x3mm size welded inside of the said two side members, the said angle section shall be provided on the all four sides of the shelf. All the edges of the shelf shall be banded with 1.5mm thick PVC tapes of the same shade as that of top pressed with temperature up to 160 degree C.
17. Computer Chair (Adjustable Cum Revolving Type)
Sl.No. Minimum Specifications Suggested Specifications Proposed by Bidder
Compliance Y/N
1
The chairs shall be of adjustable cum revolving type
to be supplied in knock-down condition for easy
transportation. Seat, back, arms, mechanism and
seat frame shall be of 2.5 mm thick M.S.Plate shall
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Sl.No. Minimum Specifications Suggested Specifications Proposed by Bidder
Compliance Y/N
be supplied separately along with necessary
fasteners and detailed instructions to assemble it.
2
All components of an item shall be securely packed
and supplied as a set in single pack. The design
shall be such that parts can be easily assembled at
user end. The minimum height of seat shall be as
specified against the each item & adjustable to 100
mm. The seat height is for top of seat from ground
level. Over all width and depth of pedestal base
moulded glass fibre nylon in black colour of 650/
725 mm with ABS twin castor wheel of 50 mm size.
Overall height of chair shall be specified against the
each item & adjustable to 100 mm. The chair frame
shall have a fitting with a vertical axle for swivelling
and a horizontal axle for tilting. The lateral
movement is controlled by an adjustable spring or
springs and their compression can be varied by a
knob.
3
The fitted chair shall be capable of supporting a load
of 150 kg placed in the seat without any wobbling
when the seat is rotated 360 degree Straight or tilted
position. The twin wheel castors shall be made of
glass filled black nylon mounted on the revolving
pedestal frame. The seat and back rest shall be
made up of BWR Grade, type AA hot pressed
plywood of minimum thickness of 12 mm conforming
to IS: 303ergonomically shaped and upholstered with
moulded polyurethanes foam of 50 mm minimum
thickness and specified fabric.
4
Fabric for upholstery shall be 100 % polyester
filament yarn in 350 Denier
290 Gms/m sq. +- 7.5% mass,
220+-5% ends & picks.
5
The back-rest shall not be less than to
accommodate minimum height. Armrests shall be
made from injection moulded glass filled black nylon
suitable for furniture. The arm-rest may also be
padded. These shall be so shaped as to ensure
comfort to the users, and shall be fixed securely
with screws from the under-side support of the
profiled tubular frame.
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Sl.No. Minimum Specifications Suggested Specifications Proposed by Bidder
Compliance Y/N
6 Finish of the Steel Frame shall be properly cleaned surface with Powder coating in black colour (Dull Black Shade)
18. 800 VA UPS (30 Min Backup)
S.
No. Features
Minimum Specifications Suggested
Specifications Proposed by Bidder
Compliance Y/N
1. Model Offered To be provided by Bidder
2. Make Offered To be provided by Bidder
3. Mandatory Certification
- ISO 9001 Series Manufacturer, - Valid Test Certificate from any Govt. Approved Test/ Certifying Agency on Tendered Specs.
4. Capacity 800 VA
5. No. of Sockets Min. 3 sockets for connecting devices. (3 pin only)
6. Battery Make 2* 7H, Battery should be branded - ISO 9001 and 14001 certified
7. Battery backup Minimum 30 minutes or more on full load with Internal batteries (both battry should be inside of casing)
8 Cables With necessary cable and plug
9 Warranty Period
Minimum 3 Years (Comprehensive Onsite)
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7.4 ANNEXURE-4 - COVERING LETTER OF THE BID
(To be submitted on the Company Letter head of the Tenderer, sealed and signed)
To,
Managing Director,
RajCOMP Info Services Limited (RISL),
First Floor, Yojana Bhawan, Tilak Marg,
C-Scheme, Jaipur (Rajasthan)
Dear Sir,
Ref: Request for Proposal (RFP) Notification dated............... No..........
1. I/We, the undersigned bidder, Having read & examined in detail, the Bid Document, the receipt of
which is hereby duly acknowledged, I/ we, the undersigned, offer to supply/ work as mentioned in
the Scope of the work, Technical specifications, Service Level Standards & in conformity with the
said bidding document for the same.
2. I/ We hereby declare that our bid is made in good faith, without collusion or fraud and the
information contained in the bid is true and correct to the best of our knowledge and belief.
3. I/ we hereby submit our token of acceptance to all the tender terms & conditions without any
deviations. Hence, we are hereby submitting our Bid and offer to provide services to Purchaser
for carrying out the project in accordance with your RFP.
4. Until a formal contract is prepared and executed, this bid, together with your written acceptance
thereof and your notification of award shall constitute a binding Contract between us.
5. I/We agree to abide by this RFP for a period of 180 days from the closing date fixed for
submission of bid as stipulated in the RFP document.
6. I/We undertake that, in competing for (and, if the award is made to us, in executing) the above
contract, we will strictly observe the laws against fraud and corruption in force in India namely
“Prevention of Corruption Act, 1988”.
7. I/ We undertake, for timely establishment of a local office in Jaipur (if the award is made to us)
and within 2 months from the date of issue of LoI.
Or (strike out whichever is not applicable)
We have an existing office at Jaipur at the following address:
..........................................................................................................................
RISL: RFP-Pilot implementation of RIMMS for DAM, GoR Final after pre-bid
Seal &Signature of the Auth. Sign . Page 173 of 212
8. I/We understand that the Purchaser is not bound to accept any bid received in response to this
RFP.
9. In case we are engaged by the Purchaser, we shall provide any assistance/cooperation required
by Purchaser, appointed auditing agencies (if any), state government officials and Other
Stakeholders of the project for performing their duties with respect to this project. We understand
that our non-cooperation for the same shall be grounds for termination of service.
Signature…………………
In the capacity of………………………
Duly authorised to sign Proposal for And on behalf of………………………..
Date………………….. Place………………….
RISL: RFP-Pilot implementation of RIMMS for DAM, GoR Final after pre-bid
Seal &Signature of the Auth. Sign . Page 174 of 212
7.5 ANNEXURE-5 - PRE- BID QUERIES FORMAT
Name of the Company/Firm:
Name of Person(s) Representing the Company/ Firm:
Name of Person Designation Email-ID(s) Tel. Nos. & Fax Nos.
Company/Firm Contacts:
Contact Person(s) Address for Correspondence
Email-ID(s) Tel. Nos. & Fax Nos.
Query / Clarification Sought:
Sl.No. RFP Page No.
RFP clause No.
Clause Details Query/ Suggestion/ Clarification
Note: - Queries must be strictly submitted only in the prescribed format (.XLS/ .XLSX/ .ODF/.doc/.docx).
Queries not submitted in the prescribed format will not be considered/ responded at all by the tendering
authority
RISL: RFP-Pilot implementation of RIMMS for DAM, GoR Final after pre-bid
Seal &Signature of the Auth. Sign . Page 175 of 212
7.6 ANNEXURE-6 - TENDER FORM
1) Addressed to:
Name of the Tendering Authority Managing Director, RajCOMP Info Services Limited (RISL),
Address First Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur (Rajasthan)
Telephone 0141-2229394, 5103902
Tele Fax 0141-2228701
Email oic.rimms@rajasthan.gov.in, neelu@rajasthan.gov.in (clearly mention the NIT no. in the subject of the mail)
2) Firm Details:
Name of Firm
Name of Contact Person with Designation
Registered Office Address
Address of the Firm
Year of Establishment
Type of Firm
Put Tick( ) mark
Public Limited Private Limited
Partnership Proprietary
Telephone Number(s)
Email Address/ Web Site Email: Web-Site:
Fax No.
Mobile Number Mobile:
Certification/Accreditation/Affiliation, if Any 3) The requisite tender fee amounting to Rs. ________/- (Rupees <in words>) has been deposited vide receipt no.
_______ dated ___________.
4) The requisite RISL processing fee amounting to Rs. ________/- (Rupees <in words>) has been deposited vide
receipt no. _______ dated ___________.
5) The requisite EMD amounting to Rs. ________/- (Rupees <in words>) has been deposited vide Banker’s
Cheque/ DD No. ___________ dated ___________.
6) We agree to abide by all the terms and conditions mentioned in this form issued by the Empanelment Authority
and also the further conditions of the said notice given in the attached sheets (all the pages of which have been
signed by us in token of acceptance of the terms mentioned therein along with stamp of the firm).
Date: Name & Seal of the firm: ________________________ Authorized Signatory: ___________________________
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Seal &Signature of the Auth. Sign . Page 176 of 212
7.7 ANNEXURE-7- BIDDER’S AUTHORIZATION CERTIFICATE
To,
Managing Director,
RajCOMP Info Services Limited (RISL),
First Floor, Yojana Bhawan, Tilak Marg,
C-Scheme, Jaipur (Rajasthan)
I/ We <Name/ Designation> hereby declare/ certify that <Name/ Designation> is hereby authorized to
sign relevant documents on behalf of the company/ firm in dealing with Tender/ NIT reference No.
______________________ dated _________. He/ She is also authorized to attend meetings & submit
technical & commercial information/ clarifications as may be required by you in the course of processing
the Bid. For the purpose of validation, his/ her verified signatures are as under.
Thanking you,
Name of the Bidder: - Verified Signature:
Authorised Signatory: -
Seal of the Organization: -
Date:
Place:
Please attach the board resolution / valid power of attorney in favour of person signing this
authorizing letter.
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7.8 ANNEXURE-8 - SELF-DECLARATION – NO BLACKLISTING
To,
Managing Director,
RajCOMP Info Services Limited (RISL),
First Floor, Yojana Bhawan, Tilak Marg,
C-Scheme, Jaipur (Rajasthan)
In response to the Tender/ NIT Ref. No. _____________________________ dated ___________ for
<Project Title>, as an Owner/ Partner/ Director of ________________________________________, I/
We hereby declare that presently our Company/ firm ___________________, at the time of bidding, is
having unblemished record and is not declared ineligible for corrupt & fraudulent practices either
indefinitely or for a particular period of time by any Central / State / Semi Government / or other
Government subsidiaries including autonomous bodies in India
If this declaration is found to be incorrect then without prejudice to any other action that may be taken,
my/ our security may be forfeited in full and our bid, to the extent accepted, may be cancelled.
Thanking you,
Name of the Bidder: -
Authorised Signatory: -
Seal of the Organization: -
Date:
Place:
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Seal &Signature of the Auth. Sign . Page 178 of 212
7.9 ANNEXURE-9 - CERTIFICATE OF CONFORMITY/ NO DEVIATION
To,
Managing Director,
RajCOMP Info Services Limited (RISL),
First Floor, Yojana Bhawan, Tilak Marg,
C-Scheme, Jaipur (Rajasthan)
CERTIFICATE
This is to certify that, the specifications of Hardware & Software which I/ We have mentioned in the
Technical bid, and which I/ We shall supply if I/ We am/ are awarded with the work, are in conformity with
the minimum specifications of the Tender/ bidding document and that there are no deviations of any kind
from the requirement specifications.
Also, I/ we have thoroughly read the tender/ bidding document and by signing this certificate, we hereby
submit our token of acceptance to all the tender terms & conditions without any deviations.
I/ We also certify that the price I/ we have quoted is inclusive of all the cost factors involved in the end-to-
end implementation and execution of the project, to meet the desired Standards set out in the Tender/
bidding Document.
Thanking you,
Name of the Bidder: -
Authorised Signatory: -
Seal of the Organization: -
Date:
Place:
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7.10 ANNEXURE-10 - MANUFACTURER’S AUTHORIZATION FORM (MAF)
To,
Managing Director,
RajCOMP Info Services Limited (RISL),
First Floor, Yojana Bhawan, Tilak Marg,
C-Scheme, Jaipur (Rajasthan)
Subject: Issue of the Manufacturer’s Authorisation Form (MAF)
Reference: NIT/ RFP Ref. No. _____________________ dated ________
Sir,
We <name and address of the OEM> who are established and reputed original equipment
manufacturers (OEMs) having factories at <addresses of manufacturing location> do hereby
authorize <M/s __________________________> who is our <Distributor/ Channel Partner/ Retailer/
Others <please specify> to bid, negotiate and conclude the contract with you against the
aforementioned tender reference for the following Hardware/ Software manufactured by us: -
<OEM will mention the details of all the proposed product(s) with their make/ model.
This should be in sync with the overall proposed technical solution. Also, OEM shall
provide to the bidder, the Compliance Sheets (duly supported by the datasheets) for all
the products as per Technical Specifications mentioned in this bid document .
We undertake that offered Hardware/ Software, as mentioned above, by the bidder for back to back
service, support, spares, updates and patches for the entire period of contract as mentioned in the
bid document.
Yours faithfully,
For and on behalf of M/s (Name of the manufacturer)
(Authorized Signatory) – Please attach proof
Name, Designation & Contact No.:
Address: ___________________________________
Seal:
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7.11 ANNEXURE-11 - UNDERTAKING ON AUTHENTICITY OF COMPUTER EQUIPMENTS
(On Rs. 100/- Non-judicial stamp paper)
To,
Managing Director,
RajCOMP Info Services Limited (RISL),
First Floor, Yojana Bhawan, Tilak Marg,
C-Scheme, Jaipur (Rajasthan)
Reference: NIT No. :___________________________________ Dated:__________
This has reference to the items being supplied/ quoted to you vide our bid enquiry no. ___________
dated ___________.
We hereby undertake that all the components/ parts/ assembly/ software used in the equipment shall be
genuine, original and new components /parts/ assembly/ software from respective OEMs of the products
and that no refurbished/ duplicate/ second hand components/ parts/ assembly/ software are being used
or shall be used. In respect of licensed operating system, we undertake that the same shall be supplied
along with the authorized license certificate with our name/logo. Also, that it shall be sourced from the
authorized source for use in India.
In case, we are found not complying with above at the time of delivery or during installation, for the
equipment already billed, we agree to take back the equipment already supplied at our cost and return
any amount paid to us by you in this regard and that you will have the right to forfeit our EMD/ SD/ PSD
for this bid or debar/ black list us or take suitable action against us.
Authorized Signatory
Name:
Designation:
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7.12 ANNEXURE-12 - FINANCIAL BID FORMAT (to be filled by the bidder in BoQ (.XLS file) on eProc website with a cover letter on his Letter head)
To,
The Managing Director,
RajCOMP Info Services Limited (RISL),
First Floor, Yojana Bhawan, Tilak Marg,
C-Scheme, Jaipur-302016 (Raj.)
Sir,
We, the undersigned bidder, Having read & examined in detail, the Bidding Document, the receipt of
which is hereby duly acknowledged, I/ we, the undersigned, offer to supply/ work as “System Integrator/
Implementing Agency” as per the defined Scope of the work & in conformity with the said bidding
document for the same. We hereby offer our best price as per the details below and would be valid as per
the details mentioned in the NIT.
I/ We undertake that the prices are in conformity with the specifications/ requirements prescribed. The
price quoted is inclusive of all cost likely to be incurred for executing this work. The prices are
inclusive of all type of govt. taxes/ duties.
I/ We undertake, if our bid is accepted, to deliver the services in accordance with the requirements of
RISL/ Department of Agriculture Marketing, GoR.
I/ We hereby declare that, in case, the contract is awarded to us, we will submit the performance
security of Rs. _________________ for the due performance of contract and in the form prescribed
by RISL.
I/ We agree to abide by this bid for a period of 180 (One Hundred Eighty only) days after the last date
fixed for bid submission and it shall remain binding upon us and may be accepted at any time before
the expiry of that period.
Until a formal contract is prepared and executed, this bid, together with your written acceptance
thereof and your notification of award shall constitute a binding Contract between us.
I/ We hereby declare that our bid is made in good faith, without collusion or fraud and the information
contained in the bid is true and correct to the best of our knowledge and belief.
We understand that you are not bound to accept the lowest or any bid you may receive.
RISL: RFP-Pilot implementation of RIMMS for DAM, GoR Final after pre-bid
Seal &Signature of the Auth. Sign . Page 182 of 212
We agree to the terms & conditions mentioned in the bidding document.
Date:
Authorized Signatory
Name:
Designation:
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Seal &Signature of the Auth. Sign . Page 183 of 212
A) CAPEX
A1) CAPEX: Head Quarter, DAM, Jaipur
Sl.No. Item No. and Description
Unit Total Qty
Rate R with comprehensive onsite warranty
and Maintenance and including all taxes, levies, and duties applicable including CST but
excluding Rajasthan VAT, R
(in Rs.) = Unit rate* Quantity (give in
column)
Rajasthan VAT on Base Unit Cost as
mentioned in B in INR
Total Cost in INR (excl. Rajasthan
VAT)
A B C D=B
1. Laptop
Computer Nos. 10
The rates shall be filled up separately in given format on e-procurement portal
with financial bid.
2. Desktop
Computer Nos. 20
3.
800 VA UPS
(30 Min
backup)
Nos. 21
4. Laser Printer
B/W standard Nos. 20
5. Multi-Function
Device (B&W) Nos. 3
6. L2 Switch
(48P) Nos. 1
7. Computer
Table Nos. 25
8. Computer
Chair No 25
9. Structure
Cabling Mt 300
10. Panel with
19 U rack No 1
11. I/O Points No 53
12. Patch cord No 70
13. NMS Client Licence
No 1
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Sl.No. Item No. and Description
Unit Total Qty
Rate R with comprehensive onsite warranty
and Maintenance and including all taxes, levies, and duties applicable including CST but
excluding Rajasthan VAT, R
(in Rs.) = Unit rate* Quantity (give in
column)
Rajasthan VAT on Base Unit Cost as
mentioned in B in INR
Total Cost in INR (excl. Rajasthan
VAT)
A B C D=B
Total A1 (In Figures) – Rs
Total A1 (In Words) – Rupees
Note:- Aforesaid Quantity mentioned for item no 9 (structure cable) are Indicative, SI will finalised actual
quantity in consultation with DAM, in case of any deviation in quantity unitary price of each item shall be
applicable.
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Seal &Signature of the Auth. Sign . Page 185 of 212
A2) CAPEX: Regional office, DAM GoR
Sl.No. Item No. and Description
Unit Total Qty
Rate R with comprehensive onsite warranty
and Maintenance and including all taxes, levies, and duties applicable including CST but
excluding Rajasthan VAT, R
(in Rs.) = Unit rate* Quantity (give in
column)
Rajasthan VAT on Base Unit Cost as
mentioned in B in INR
Total Cost in INR (excl. Rajasthan
VAT)
A B C D=B
1. Laptop Nos. 10
The rates shall be filled up separately in given format on e-procurement portal
with financial bid.
2. Desktop
Computer Nos. 30
3.
800VA UPS
(30 Min
backup)
Nos. 40
4. L2 Switch (24
Port) Nos. 10
5. Multi-Function
Device (B&W) Nos. 10
6.
Laser Printer
(B&W)
Standard
Nos. 30
7. Computer
Table Nos. 40
8. Computer
Chair Nos 40
9. Structure
Cabling Mt 1000
10.
24 Port Panel
with 19 U
rack
No 10
11. I/O Points No 80
12. Patch cord No 100
13. NMS Client License
No 10
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Seal &Signature of the Auth. Sign . Page 186 of 212
Sl.No. Item No. and Description
Unit Total Qty
Rate R with comprehensive onsite warranty
and Maintenance and including all taxes, levies, and duties applicable including CST but
excluding Rajasthan VAT, R
(in Rs.) = Unit rate* Quantity (give in
column)
Rajasthan VAT on Base Unit Cost as
mentioned in B in INR
Total Cost in INR (excl. Rajasthan
VAT)
A B C D=B
Total A2 (In Figures) – Rs
Total A2 (In Words) – Rupees
Note:- Aforesaid Quantity mentioned for item no 9 (structure cable) are Indicative, SI will finalised actual
quantity in consultation with DAM, in case of any deviation in quantity unitary price of each item shall be
applicable.
A3) CAPEX: Mandi, DAM, GoR
Sl.No. Item No. and Description
Unit Total Qty
Rate R with comprehensive onsite warranty
and Maintenance and including all taxes, levies, and duties applicable including CST but
excluding Rajasthan VAT, R
(in Rs.) = Unit rate* Quantity (give in
column)
Rajasthan VAT on Base Unit Cost as
mentioned in B in INR
Total Cost in INR (excl. Rajasthan
VAT)
A B C D=B
1. Desktop
Computer Nos. 25
The rates shall be filled up separately in given format on e-procurement portal
with financial bid.
2.
800VA UPS
(60 Min
backup)
Nos. 25
3. Multi-Function
Device (B&W) Nos. 5
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Seal &Signature of the Auth. Sign . Page 187 of 212
Sl.No. Item No. and Description
Unit Total Qty
Rate R with comprehensive onsite warranty
and Maintenance and including all taxes, levies, and duties applicable including CST but
excluding Rajasthan VAT, R
(in Rs.) = Unit rate* Quantity (give in
column)
Rajasthan VAT on Base Unit Cost as
mentioned in B in INR
Total Cost in INR (excl. Rajasthan
VAT)
A B C D=B
4.
Laser Printer
(B&W)
Standard
Nos. 25
5. L2 Switch (24
Port) Nos. 5
6. Computer
Table Nos. 30
7. Computer
Chair No 30
8. Structure
Cabling Mt 2500
9.
24 Port Panel
with 19 U
rack
No 5
10. I/O Points No 75
11. Patch cord No 100
12. NMS Client
Licences NO 5
13. Handheld Device
Nos. 15
14. DG Set (7.5 KVA)
Nos. 5
15. CCTV Camera + Accessories)
Nos. 10
16. CCTV LCD
Panel 42" Nos. 5
17. Electronic Board Display 8' x 12'
Nos. 5
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Seal &Signature of the Auth. Sign . Page 188 of 212
Sl.No. Item No. and Description
Unit Total Qty
Rate R with comprehensive onsite warranty
and Maintenance and including all taxes, levies, and duties applicable including CST but
excluding Rajasthan VAT, R
(in Rs.) = Unit rate* Quantity (give in
column)
Rajasthan VAT on Base Unit Cost as
mentioned in B in INR
Total Cost in INR (excl. Rajasthan
VAT)
A B C D=B
18. Automatic boom Barriers
Nos. 10
19. 2 Ton AC Stabilizer
Nos. 5
Total A3 (In Figures) – Rs
Total A3 (In Words) – Rupees
Note:- Aforesaid Quantity mentioned for item no 8 (structure cable) item no 13 ( handheld device), item no 14
(CCTV camera + accessories), item no 15 (CCTV LCD Panel) and item no 18 (automatics boom barriers) are
Indicative, SI will finalised actual quantity in consultation with DAM, in case of any deviation in quantity unitary
price of each item shall be applicable.
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A4) CAPEX: Miscellaneous One-Time Activities
Sl.No. Item No. and Description
Unit Total Qty
Rate in INR (incl. all incidental
charges and all Taxes but excl.
Service Tax) = Unit rate * Quantity
(given in column)
Service Tax on Base Unit cost as
mentioned in col B in INR
Total Cost in INR
(Excluding Service Tax)
A B C D=B
1.
WebPortal
and RIMMS
Application
S/w
Development
Inclusive of
Middleware
Software
Application/
portal/COTS/
support
application
used by SI to
run application
along with 3
years OEM
support
Nos. 1
The rates shall be filled up separately in given format on e-procurement portal
with financial bid.
2.
Data
Digitization as
per SoW
Recor
ds . 95600
3.
Initial Training
to all Officers/
Emp. as per
SoW
Sessi
on 22
Total A4 (In Figures) – Rs
Total A4 (In Words) – Rupees
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B) OPEX
B1) OPEX for 2 Years
S.No. Item No. and Description Quantity Units Rate in INR (incl. all
incidental charges and all
Taxes but excl.
Service Tax) = Unit
rate * Quantity (given in column)
Service Tax on Base Unit cost
as mentioned in col C in
INR
Total Cost in INR
A B C D E=C
1. Head Quarter, DAM, GoR, Jaipur 1 Nos. The rates shall be filled up separately in given format on e-procurement portal with financial bid.
2. Mandis, DAM, GoR 5 Nos.
3. Web Portal & Application S/w
Support & Maintenance 1 Nos.
Total B1 for 2 Years (In Figures) – Rs.
Total B1 for 2 Years (In Words) – Rupees
C) Man-Month Rate for Application Change Requests
S.No. Item No. and Description Quantity Units Rate in INR (incl. all
incidental charges and all
Taxes but excl.
Service Tax) = Unit
rate * Quantity (given in column)
Service Tax on Base Unit cost
as mentioned in col C in
INR
Total Cost in INR
A B C D E=C
1. Man-Month Rate for undertaking 40 Man Months The rates shall be filled up
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Seal &Signature of the Auth. Sign . Page 191 of 212
S.No. Item No. and Description Quantity Units Rate in INR (incl. all
incidental charges and all
Taxes but excl.
Service Tax) = Unit
rate * Quantity (given in column)
Service Tax on Base Unit cost
as mentioned in col C in
INR
Total Cost in INR
A B C D E=C
change request work with an effort
estimate of 40 man-months separately in given format on e-procurement portal with financial bid. 2. Local Helpdesk Support Engineer 12 Man Months
Total C (In Figures) – Rs.
Total C (In Words) – Rupees
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D) COMMERCIAL BID SUMMARY – TOTAL CAPEX and TOTAL OPEX
D1) TOTAL CAPEX
Sl.No. Item No. and Description CAPEX Cost in INR
A
1. Total Cost of A1
The rates shall be filled up separately in given format on e-procurement portal
with financial bid.
2. Total Cost of A2
3. Total Cost of A3
4. Total Cost of A4
Total D1 (In Figures) – Rs.
Total D1 (In Words) – Rupees
D2) TOTAL OPEX
Sl.No. Item No. and Description Total OPEX Cost in INR
1. Total Cost of B1
The rates shall be filled up separately in given format on e-procurement portal
with financial bid.
Total D2 (In Figures) – Rs.
Total D2 (In Words) – Rupees
E) COMMERCIAL BID SUMMARY – TOTAL PROJECT COST
Sl.No. Item No. and Description Total Cost in INR
1. Total CAPEX (D1) The rates shall be filled up separately in given format on e-procurement portal
with financial bid.
2. Total OPEX (D2)
3. Man-Month Rate for undertaking change request
work and Helpdesk Support (C)
Total E (In Figures) – Rs.
Total E (In Words) – Rupees
Date: ________________
Place: ________________
Authorized Signatory: ___________________________
Seal of the Company/Firm: ______________________
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7.13 ANNEXURE-13 - PERFORMANCE BANK GUARANTEE
(To be stamped in accordance with Stamp Act and on a Stamp Paper purchased from Rajasthan State only and to be issued by a Nationalised/ Scheduled bank having its branch at Jaipur/ payable at par at Jaipur) To,
Managing Director,
RajCOMP Info Services Ltd. (RISL),
Jaipur.
1. In consideration of the RajCOMP Info Services Ltd. (RISL) (hereinafter called "RISL") having agreed
to exempt M/s ..........................(hereinafter called "the said Contractor(s)" from the demand, under
the terms and conditions of an Agreement No..................................dated .....................made between
the RISL through Director (T) and .......................(Contractor) for the work .................(hereinafter
called "the said Agreement") of Security Deposit for the due fulfillment by the said Contractor (s) of
the terms and conditions contained in the said Agreement, on production of a Bank Guarantee for
Rs...................(rupees ........................................only), we ...................(indicate the name of the
Bank), (hereinafter referred to as "the Bank") at the request of ..................Contractor(s) do hereby
undertake to pay to the RISL an amount not exceeding
Rs...................(Rupees..................................only) on demand.
2. We................. (Indicate the name of Bank), do hereby undertake to pay Rs....................
(Rupees............................only), the amounts due and payable under this guarantee without any
demur or delay, merely on a demand from the RISL. Any such demand made on the bank by the
RISL shall be conclusive as regards the amount due and payable by the Bank under this guarantee.
The Bank Guarantee shall be completely at the disposal of the RISL and We....................... (Indicate
the name of Bank), bound ourselves with all directions given by RISL regarding this Bank Guarantee.
However, our liability under this guarantee shall be restricted to an amount not exceeding
Rs...................... (Rupees....................only).
3. We.......................(indicate the name of Bank), undertake to pay to the RISL any money so demanded
notwithstanding any dispute or disputes raised by the contractor(s) in any suit or proceeding pending
before any Court or Tribunal or Arbitrator etc. relating thereto, our liability under these presents being
absolute, unequivocal and unconditional.
4. We.....................(indicate the name of Bank) further agree that the performance guarantee herein
contained shall remain in full force and effective up to <DATE> and that it shall continue to be
enforceable for above specified period till all the dues of RISL under or by virtue of the said
Agreement have been fully paid and its claims satisfied or discharged or till the RISL 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.
5. We ...........................(indicate the name of Bank) further agree with the RISL that the RISL shall have
the fullest liberty without our consent and without affecting in any manner our obligations hereunder to
vary 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 by the RISL against the said Contractor(s) and to 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 RISL or any indulgence by the RISL to the said Contractor(s) or by any
such matter or thing whatsoever which would but for this provision, have effect of so relieving us.
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Seal &Signature of the Auth. Sign . Page 194 of 212
6. The liability of us ............................. (indicate the name of Bank), under this guarantee will not be
discharged due to the change in the constitution of the Bank or the contractor(s).
7. We .............................. (indicate the name of Bank), lastly undertake not to revoke this guarantee
except with the previous consent of the RISL in writing.
8. This performance Guarantee shall remain valid and in full effect, until it is decided to be discharged
by the RISL. Notwithstanding anything mentioned above, our liability against this guarantee is
restricted to Rs........................... (Rupees..............................only).
9. It shall not be necessary for the RISL to proceed against the contractor before proceeding against the
Bank and the guarantee herein contained shall be enforceable against the Bank notwithstanding any
security which the RISL may have obtained or obtain from the contractor.
10. We .............................. (indicate the name of Bank) verify that we have a branch at Jaipur. We
undertake that this Bank Guarantee shall be payable at any of its branch at Jaipur. If the last day of
expiry of Bank Guarantee happens to be a holiday of the Bank, the Bank Guarantee shall expire on
the close of the next working day.
11. We hereby confirm that we have the power(s) to issue this guarantee in your favor under the
memorandum and articles of Association/constitution of our bank and the undersigned is/are the
recipient of authority by express delegation of power(s) and has/have full power(s) to execute this
guarantee for the power of attorney issued by the bank.
Dated..........................day of....................For and on behalf of the <Bank> (indicate the Bank)
Signature
(Name & Designation)
Bank's Seal
The above performance Guarantee is accepted by the RISL
For and on behalf of the RISL
Signature
(Name & Designation)
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7.14 ANNEXURE-14 - DRAFT AGREEMENT FORMAT
1) An agreement made this__ (enter date of Agreement)__between__(enter your firm’s name &
address)__(hereinafter called "the approved supplier", which expression shall, where the context so
admits, be deemed to include his heirs, successors, executors and administrators of the one part and
the "RISL" which expression shall, where the context so admits, be deemed to include his successors
in office and assigns of the other part.
2) Whereas the approved supplier has agreed with the RISL to supply to the Managing Director, RISL,
Yojana Bhawan, C Scheme, Jaipur, Rajasthan on behalf of (enter name of client organisation) to its
various Offices as well as at its branch offices throughout Rajasthan, all those articles set forth in Our
Order No ._________ Dated __________ appended hereto in the manner set forth in the conditions
of the tender and contract appended herewith and at the rates set forth in the said order.
3) And whereas the approved supplier has deposited a sum of Rs._____________ in the form of: -
a) Cash/ Bank Draft No./ Banker Cheque No.____________________ dated._________ valid upto
_____________.
b) Post Officer Savings Bank Pass Book duly hypothecated to the Departmental authority.
c) National Savings Certificates / Defence Savings Certificates / Kisan Vikas Patras or any other
script / instrument under National Saving Schemes for promotion of Small Savings, if the same
can be pledged under the relevant rule. (The certificates being accepted at surrender value) as
security for the due performance of the aforesaid agreement which has been formally transferred
to RISL.
4) Now these Presents witness:
a) In consideration of the payment to be made by the RISL through cheque/DD at the rates set forth
in the Supply Order hereto appended the approved supplier will duly supply the said
articles set forth in Our Order No.___________ dated ___/___/20___ thereof in the manner
set forth in the NIT, Tender Form, Instructions to Bidders, Terms of Reference, General and
Special Conditions of the Tender and Contract, Technical Bid and Financial Bid along with their
enclosures.
b) The NIT, Tender Form, Scope of Work, General and Special Terms and Conditions of the Tender
and Contract, Technical Bid and Financial Bid along with their enclosures enclosed with the
Tender Notice No._____ dated.___/___/20___ and also appended to this agreement will be
deemed to be taken as part of this agreement and are binding on the parties executing this
agreement
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c) Letter Nos._______________ dated __________ received from bidder and letter number
_____________dated____________ issued by the RISL and appended to this agreement shall
also form part of this agreement.
d) (i) The RISL do hereby agree that if the approved supplier shall duly supply the said articles in the
manner aforesaid observe and keep the said terms and conditions, the RISL will through
Cheque/ DD pay or cause to be paid to the approved supplier at the time and the manner set
forth in the said conditions, the amount payable for each and every consignment.
(ii) The mode of Payment will be as specified in the bid document/ work order.
5) The prescribed scope of work/ requirement of services and deployment of technical resources shall
be effected and completed within the period as specified in the work order.
6) In case of extension in the delivery and/ or installation period/ completion period with liquidated
damages, the recovery shall be made on the basis of following percentages of value of stores/ works
which the bidder has failed to supply or complete the work: -
a) Delay up to one fourth period of the prescribed delivery period, successful installation
& completion of work
2.5%
b) Delay exceeding one fourth but not exceeding half of the prescribed delivery period,
successful installation & completion of work.
5.0%
c) Delay exceeding half but not exceeding three fourth of the prescribed delivery period,
successful installation & completion of work.
7.5%
d) Delay exceeding three fourth of the prescribed delivery period, successful installation
& completion of work.
10.0%
Note:
a) Fraction of a day in reckoning period of delay in supplies/ maintenance services shall be
eliminated if it is less than half a day.
b) The maximum amount of agreed liquidated damages shall be 10%.
c) If the supplier requires an extension of time in completion of contractual supply on account of
occurrence of any hindrances, he shall apply in writing to the authority which had placed the
supply order, for the same immediately on occurrence of the hindrance but not after the stipulated
date of completion of supply.
Delivery period may be extended with or without liquidated damages if the delay in the supply of
goods in on account of hindrances beyond the control of the bidder.
7) Warranty/ Services shall be provided by the bidder as per terms and Conditions of Contract.
8) All disputes arising out of this agreement and all questions relating to the interpretation of this
agreement shall be decided by the RISL and the decision of the RISL shall be final.
In witness whereof the parties hereto have set their hands on the _____ day of _____ (Year).
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Signature of the Approved
supplier
Signature for and on behalf of
MD, RISL
Designation:
Date: Date:
Witness No.1 Witness No.1
Witness No.2 Witness No.2
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7.15 ANNEXURE-15 - FORMAT FOR SUBMISSION OF PROJECT REFERENCES FOR PRE-QUALIFICATION EXPERIENCE
Project Name: Value of Contract/Work Order (In INR):
Country: Location within country:
Project Duration:
Name of Customer: Total No. of staff-months of the assignment:
Contact person with address, phone, fax and e-mail:
Approx. value of the services provided by your company under the contract (in INR):
Start date (month/year): Completion date (month/year):
Name of associated Bidders, if any:
Narrative description of Project:
List of Services provided by your firm/company
Please attach a copy of the work order/completion certificate/purchase order/ letter from the customer for each
project reference
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7.16 ANNEXURE 16- SERVICE LEVEL AGREMENT
a. Purpose & Duration of SLA:
The SLA purpose is to enforce a contract between the selected bidder and Purchaser. The
SLA would come into effect from the date of commissioning and until the successful
completion of the operations & maintenance period of 2 years. The successful bidder
has to comply with Service Level Agreements (SLAs) to ensure adherence to
project timelines, quality and availability of services.
b. Service Window:
1 Prime Business Hours (PBH) 08:00AM to 08:00PM, 12 Hours (On all days)
2 Non-Prime Business Hours
(NPBH)
8:00PM to 08:00AM, 12 Hours (On all days)
c. Hours of Operation (Help Desk): The problems encountered during the usage of the
application would be reported at the Help Desk established by the selected bidder at the
Head Office of DAM in Jaipur. This would enable the Helpdesk staff to log complaints and
take action as per the severity of the reported problem. Also, the hours of Helpdesk
operation would be from 9.30AM to 6.30PM and on all the working days. If required, the
Helpdesk would also be operational on non-working days between 10 .00 A.M. to 1.00 P.M.
d. Dependencies: The dependencies on the performance of services beyond the control of
either party and where default is due to reasons beyond the control of the selected bidder or
due to reasons attributable to RISL or third parties, the selected bidder would not be
penalized. For example, if uptime of a particular equipment/ application is desired and this is
due to non-availability of power (which is out of scope of work of the selected bidder), then
the time period during which a service was unavailable due to non-availability of power
would be removed while calculating the uptime.
e. Monitoring & Evaluation: The selected bidder shall provide and make use of following
system for monitoring and evaluation
Sr No SLA Monitoring System
1 Down time of IT & Non-IT
Infrastructure deployed at all project
locations
Through a web base/phone line Incident reporting log
available at IT help desk
2 Down Time web portal & Application
software
Through EMS application available at RSDC
3 Non Availability of Manpower Attendance Register at each project location
4 Delay in performing software support Through a web base/phone line call log available at IT
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like upload content/ bugs fixing/ minor
change request
help desk
f. Review Committee and Review Mechanism: The designated review committee/
members, on a quarterly basis, shall review and discuss the services delivery and
performance standard compliance of the selected bidder. The review would include but not
be limited to: -
Service provided during the review period
Major incidents during the review period
Problems that remains outstanding
Review of Change requests/Variation and progress for enhancements
Future events or business developments that will affect the Service
Review any potential changes required to the SLA
Agree items for submission to the executive decision making
Review schedules for Services provided.
g. Penalty for downtime : If the selected bidder fails to deliver the required services due to
reasons attributable to him like non-functioning of the hardware/ system, non-accessibility of
the web-portal/ application, non-availability of the technical personnel/ manpower, etc. the
cumulative penalty, as applicable, would be imposed as mentioned bellow while processing
the payment for respective milestone.
h. Penalty for Downtime of IT & Non IT Infrastructure deployed at various project
locations:
The successful bidder has to resolve the calls during the warranty period as per the
timelines defined below, failing which the successful bidder is liable to be penalized as given
below
Item (CRITICAL) Time to resolve after lodging of
complaint (PBH)
Penalty
Switch ,Router , Boom Barrier
,UPS
0 - 4 Hours No Penalty
(A) 4 - 8 Hours 1% of the item value
(B) 8 - 12 Hours 2% of the item value
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(C) 12 - 24 Hours 3% of the item value
(D) 24 - 48 Hours 4% of the item value
(E) 48-72 hours 6% of the item value
(F) Beyond 72 hours If the call is not resolved beyond 72
hours a penalty of 10% of the item
value will be imposed with 0.01%
per additional PBH (till call is
resolved)
Other Non Critical Items like:
DESKTOP ,LAPTOP ,Printer
,Handheld Devices, CCTV
CC Camera ,Electronic
Display Board
From the date of lodging of
complaint(1st business day)
within next two business days
(upto 3rd
business day)
No penalty
Within 4th business day 0.5% of the item value
Within 5th business day 1.0% of the item value
Within 6th business day 1.5% of the item value
Within 7th business day 2.5% of the item value
Beyond 7th business day If the call is not resolved beyond 7
th
business day penalty of 5% of the
item value will be imposed with
0.05% per additional PBH (till call is
resolved)
Notes :
A business day means a working Day from 08.00 Am to 08.00PM except Rajasthan Government Holidays .
For purpose of lodging of call and resolve of call a standard mechanism defined in RFP will be applicable.
For calculation of hours for time to resolve a call will include PBH (8.00 AM to 8.00 PM)..
i. Penalty for Downtime of portal & Application S/w
The penalty defined in table below is applicable for web portal & application s/w not functional/
accessible
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Item Time to resolve after
lodging of complaint
Penalty
Overall Non-Availability of
the Website/ Application in
a Quarter (PBH to be taken
into account)
(A) 0 - 4 Hours No Penalty
(B) 4 - 8 Hours 0.25% of the value (S.NO 3 OF B1 of fin
Bid) per prime business hour payable
quarterly
(C) 8 - 12 Hours 0.5% and additional 0.50% per additional
prime business hour of the value (S.NO 3
OF B1 of Fin. Bid) payable quarterly.
(D) 12-48 Hours 5.0% and additional 0.80% per additional
prime business hour of the value (S.NO 3
OF B1 of Fin. Bid) payable quarterly.
(E) Beyond 48 hours If the call is not resolved beyond 48 prime
business hours a penalty of 15% of the
value (S.NO 3 OF B1 of Fin. Bid) payable
quarterly will be imposed with additional
0.5% PBH till the call is resolved
Note: Down-time of 5 consecutive days in a month for consecutive 2 months may be treated as
breach of contract. Also, the penalty defined in this section shall be used only when the website/
application is not accessible/ functional/ active but the hardware is functional at RSDC, Jaipur.
j. Penalty for Non-Availability of deployed Personnel/ Resources/ Manpower
Resource Type Penalty Per Day of Non-Availability
(to be deducted from the total quarterly payable
amount during the O&M Phase)
Project Manager/ System Administrator/
Network Engineer / Database Admin (NOC) Rs. 2500/- per day.
Helpdesk Executive (Helpdesk) Rs. 1200/- per day.
Local Support Exec. (Mandis. Off.) Rs. 750/- per day.
k. Penalty for non-timely performing software support service like Update Content
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Management (Web Portal)/ Incident reporting of Bugs fixing/ Change Management
(Application Software) i.e. Minor Change Requests
Delay (in days) Penalty Per Day
(to be deducted from the total quarterly payable
amount during the O&M Phase)
Upto 1 Day No Penalty
2nd
Day Rs. 2,000/- per day.
3rd
Day Rs. 3,000/- per day.
4th
Day Rs. 4,000/- per day.
5th
Day Rs. 5,000/- per day.
Note: Non-timely Content Management/ Bugs fixing / Change Management for 5 or more days for
consecutive 2 months may be treated as breach of contract.
l. Penalty for improper/ missing Data Backup:
If the selected bidder fails to take the backup (as per the RSDC Backup Policy) then a
penalty of Rs. 1000 per day will be imposed (to be deducted from the total quarterly payable
amount during the O&M Phase).
m. The maximum total penalty in each quarter (excluding penalties for non-availability of
manpower/resources/personnel) shall not be more than 20% of the Total Quarterly payable
amount during the O&M Phase i.e.,sum of FM1,FM2,FM3,FM4,FM5) as defined in the
Operations & Management (Post Go-Live) Section of Payment Terms and Schedule in this
RFP beyond which the tendering authority will be free to initiate action as per RFP terms
and condition for breach of SLA. The tendering authority may also forfeit the PSD and also
debar the SI from bidding(for all types and form of bids) for at least three years in RISL and
DoIT&C
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7.17 ANNEXURE 17 - FORMAT FOR CONSORTIUM AGREEMENT
(On non-judicial stamp paper of appropriate value to be purchased in the name of executants companies
or as required by the jurisdiction in which executed)
THIS Consortium Agreement executed on this ................ day of........................... Two Thousand
………………. By:
M/s. ......................................................... a Company incorporated under the laws
of........................………………………........ and having its registered office at ...............................
(hereinafter called the “Lead Member/First Member” which expression shall include its successors); and
M/s. …......................................................... a Company incorporated under the laws of
.......................................………………………..... and having its registered office at ..............................
(hereinafter called the “Second Member” which expression shall include its successors)
The Lead Member/First Member and the Second Member shall collectively hereinafter be called as the
“Consortium Members” for the purpose of submitting a proposal (hereinafter called as “Bid”) for the
work of …………………(Name of work)………………………for …………… (Name of project) of
M/s…………………………….. to Government of Rajasthan (GoR)/ Rajcomp Info Services Limited
(herein after called the `Owner’ or ‘RISL’), RISL being a Company incorporated under the Companies
Act, 1956 having its registered office at C Block, Yojna Bhavan, Tilak Marg, C-Scheme, Jaipur, India
(hereinafter called the “Owner/GoR/ RISL”) in response to GoR/RISL Request for Proposal Document
(hereinafter called as ”RFP” Document) Dated………….. for the purposes of submitting the bid no.
………….. ………………………….. and entering into a contract in case of award for the work of
…………………(Name of work)………………………for …………… (Name of project) of GoR/RISL.
WHEREAS, the Owner invited bids vide its RFP document no. …………………… for the work of
……………………………………………………. AND WHEREAS as per document, Consortium bids
will also be considered by the Owner provided they meet the specific requirements in that regard.
AND WHEREAS the PQ bid is being submitted to the Owner vide proposal dated ………… based on the
Consortium Agreement being these presents and the PQ bid with its PQ bid forms and submission
documents, in accordance with the requirement of PQ document conditions and requirements have been
signed by all the partners and submitted to the Owner.
AND WHEREAS Clause ________ of RFP document stipulates that a Consortium of maximum two
companies, meeting the requirements stipulated in the RFP document may submit a Proposal signed by
Lead Member of the Consortium Members so as to legally bind all the Members of the Consortium who
will be jointly and severally liable for the performance and all obligations thereunder to GoR/RISL and
duly signed Consortium Agreement shall be attached to the Proposal.
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NOW THEREFORE, in consideration of the mutual covenants of the members of the Consortium, the
sufficiency whereof is hereby acknowledged and other good valuable consideration, we agree as follows:
1. We the members in the Consortium hereby confirm that the name and style of the Consortium shall
be…………….. Consortium.
2. M/s. ...................................... shall act as Lead Member for self, and for and on behalf of M/s
…………………….. (Second Member) and further declare and confirm that we shall jointly and
severally be bound unto the Owner for the successful performance of the obligations under the
Request for Proposal (RFP) and resulting Contact Agreement(s) submitted / executed by the Lead
Member in the event of the selection of Consortium. Further, the Lead Partner is authorized to incur
liabilities and receive instructions for and on behalf of any or all partners of the CONSORTIUM.
3. That M/s_____________ which is the Lead Member of the Consortium shall invest and continue to
invest ….% (at least 51% to be invested by Lead Bidder) interest in the Consortium for the Lock in
Period as specified in the RFP document.
4. That M/s ____________, (Second Member) shall invest and continue to invest ….% interest of the
Consortium for the Lock in Period as specified in the RFP document.
5. The composition or the constitution of the consortium shall not be altered without the prior consent of
GoR/RISL.
6. The roles and responsibilities of the lead bidder and the second member of the consortium for
execution of various components/activities as defined in the RFP document shall be as under :
Srl Project
Component/Activity
Roles & Responsibility
of Lead Bidder
Roles & Responsibility
of Second Member of
Consortium
1
2
3
4
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7. It is expressly agreed by the members that all members of the consortium shall be held equally
responsible for the obligations under the RFP Document, Contract and this Agreement, irrespective of
the specific roles/responsibilities undertaken by them.
8. For the purpose of this Agreement, the RFP Document and the Contract, the Lead Partner shall be the
single point of contact for the GoR/ RISL, shall have the overall responsibility of the management of
the Project and shall have single point responsibility for ensuring that all members of the consortium
are complying with the terms and conditions set out in the Contract and the RFP Document.
9. All instructions/communications from PMC to the Lead Partner shall be deemed to have been duly
provided to all the members of the consortium.
10. If GoR/RISL suffers any loss or damage on account of any breach in the stipulation of the
Agreements to be entered into by the Consortium Members, upon its selection pursuant to RFP (the
"Agreements") or any shortfall in the performance of the Transaction or in meeting the performances
guaranteed as per the RFP and the Agreements, the Consortium Members hereby jointly and severally
undertake to promptly make good such loss or damages caused to GoR/RISL on its demand without
any demur or contest. The Owner shall have the right to proceed against anyone of the partners and it
shall neither be necessary nor obligatory on the part of the Owner to proceed against the Lead Partner
before proceeding against or dealing with the other Member.
11. The financial liability of the Consortium Members to the GoR/RISL, with respect to any of the claims
arising out of the performance or non-performance of obligations under the RFP and the resulting
Agreement(s) shall not be limited so as to restrict or limit the liabilities of any of the Members and the
Members shall be jointly and severally liable to GoR/RISL.
12. It is expressly agreed by the Members that all the due payments shall be made by the Owner to Lead
Bidder only.
13. This Consortium agreement shall be construed and interpreted in accordance with the laws of India
and the Courts of Jaipur (Rajasthan) shall have the exclusive jurisdiction in all matters arising there
under.
14. It is also hereby agreed that Lead Member shall, on behalf of the Consortium shall submit the Bid and
performance Security as specified by owner in the RFP document.
15. It is further agreed that this Consortium Agreement shall be irrevocable and shall continue to be
enforceable till the same is discharged by GoR/RISL.
16. This Agreement shall come into force as of the date of signing and shall continue in full force and
effect until the complete discharge of all obligations, concerning the carrying out of the Project,
which have been taken on by the Parties under the Contract, RFP Document and under this
Agreement.
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17. Any other terms and conditions not in contradiction to the RFP and above mentioned terms
and conditions.
IN WITNESS WHEREOF, the Members to the Consortium agreement have through their authorised
representatives executed these presents and affixed common seal of their companies, on the day, month
and year first mentioned above.
Common Seal of ................ has been affixed in
my/our Lead Member presence pursuant to Board of
Director’s resolution dated ..............................
1) Witness
2) Witness
For and on behalf of M/s……………..
(Lead Bidder)
(Signature of authorized representative)
Name :
Designation:
Common Seal of ................ has been affixed in
my/our Lead Member presence pursuant to Board of
Director’s resolution dated ..............................
1) Witness
Witness
For and on behalf of M/s……………..
(Second member)
(Signature of authorized representative)
Name :
Designation:
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7.18 ANNEXURE-18 - LIST OF INFRASTRUCTURE TO BE PROVIDED BY RSDC
S. No. Item Description Shared/Dedicated Type/ Specification
Servers
1 Web Servers Virtual Dedicated 1+1 HP DL580 G7, (4 x hex core) available in DMZ zone with 32 GB dedicated Ram, including OS Linux/windows
2 Application Virtual Dedicated 1+1 HP DL580 G7, (4 x hex core) available in MZ zone with 32 GB dedicated RAM including OS Linux/windows
3 Database shared 1+1 HP DL580 G7, (4x 8core) available in MZ zone with Postgre SQL server ver 9
4 Back Up Server shared IBM Tivoli Storage manager client license shall be provided by RSDC
5 EMS Server shared CA NMS, e health & spectrum, DPM wily, willy-cer, service desk &ITCM on windows (additional NMS licenses shall be provided by SI)
6 SMS Server / Payment Gateway shared Red Chilly on windows / As provided by GoI / MSDG
7 Anti virus shared Symantec Endpoint protection 11.0 on windows 2008 R2 client licence as applicable shall be provided by RSDC
8 Authentication Server Shared DC,ADC ON WINDOWS 2008 R2, client license shall be provided by RSDC
9 Audit Log Server Shared Centralized syslog server on RHE15
10 Mailing Server shared Open Source / SMTP Gateway
11 Helpdesk Server Shared CA Service Desk R12.5
Storage
12 SAN Storage shared IBM SAN & HP 3PAR
13 Tape Library shared IBM
Network
14 Core Switch shared CISCO 6513
15 Application Access Switch shared CISCO 3750
16 Network Load balancer shared Link Proof & array
17 Bandwidth to be provide by RSDC dedicated 4X2 Mbps
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S. No. Item Description Shared/Dedicated Type/ Specification
18 Data transfer inter connectivity shared 1 Gbps , HBA 4Gbps for SAN
19 Middle ware application server shared MS Sharepoint, Jboss AS, Tomcat (client & user licenses shall be provide by SI)
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7.19 ANNEXURE-19 - INDICATIVE PROJECT PLAN
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7.20 ANNEXURE-20 - EXPECTED QUALIFICATION OF MANPOWER RESOURCES
S. No. Role Desirable Qualification and Experience
1 Project Manager
(Lead Software
Development team at
SI’s end)
B.E/ B.Tech + MBA and preferably PMP certified
Having at least 8 years of post-qualification relevant work
experience in design and development of customized IT
applications
6+ years experience working through the design,
development, release (SDLC) cycle delivering software
application projects
5+ years of experience in managing a team size of more than
15 developers in the capacity of Team Leader / Project
Manager
Must have good understanding of Government Processes
and IT automation initiatives in eGovernance Domain
2 Solution Architect
(at SI’s end)
B.E/ B.Tech / MCA /Masters Degree (CS/ CA/ IT) and
preferably certified in Application / System Architecture.
5+ years of post-qualification relevant work experience in IT
application development projects
Web Technology: MS .NET 2.0 / JSP / J2EE / PHP/ Ruby /
Perl / Python etc.
RDBMS: Oracle / Postgre / MS SQL, MySQL
Assist the programmers and developers through designing,
coding, testing, deploying, debugging, maintaining, and
supporting client initiatives
3 Business Analyst
( at SI,s end)
B.E/ B.Tech/ M.Sc (CS/ IT)/ MCA/ M.Tech /MBA
Having at least 4+ years of post-qualification relevant work
experience as Business Anaalyst
preferably done one project in Agriculture Mandi Domain
4 Lead Tester / Quality
Assurance
(at SI’s end)
B.E/ B.Tech/ M.Sc (CS/ IT)/ MCA/ M.Tech
Having at least 4+ years of post-qualification relevant work
experience as tester / Quality Assurance
Quality Certifications preferred
5 1 x Sr Software
Developer/ System
Administrator
(at HO, DAM)
B.E/ B.Tech/ MCA/ M.Sc (CS/ IT)/ MCA/ M.Tech
Certification (Microsoft/ Redhat Platform)
Fluency in English/ Hindi
5+ years of post-qualification and relevant work experience as
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S. No. Role Desirable Qualification and Experience
System administrator
1 x Network
Administrator
(at HO, DAM)
B.E/ B.Tech/ MCA/ M.Sc (CS/ IT)/ MCA/ M.Tech
Certification (Cisco or equivalent platform)
Fluency in English/ Hindi
5+ years of post-qualification and relevant work experience
as Network administrator
1 x Helpdesk Executive
(at HO, DAM)
Graduation
Fluency in English/ Hindi
2+ years of post-qualification and relevant work experience
as IT Helpdesk Executive
5 x Local Support
Engineer
(at each Mandi)
Graduation + Diploma in Computers
Certification (Microsoft/ Redhat/ Cisco or Equivalent)
Fluency in English/ Hindi
2+ years of post-qualification and relevant work experience
as Support Executive/ Engineer
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