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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: [email protected]

http://eproc.rajasthan.gov.in/

http://risl.rajasthan.gov.in/

mailto:[email protected]



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



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



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



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.



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



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

http://doitc.rajasthan.gov.in/







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: [email protected]

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.



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)

http://www.eproc.rajasthan.gov.in/

http://rajasthan.gov.in/


http://dipr.rajasthan.gov.in/




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).



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.



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



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



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.



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:





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



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.



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



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



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.



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



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



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



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



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



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



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.



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



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



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



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



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.



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.



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.



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



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


of end of each

Quarter

6. Vendor Management

Report

Date wise details of calls logged with external vendor and their resolution time


of end of each

Quarter

7. Network Management Network up time report of all Quarterly Within 1 Week




Report (LAN Only) network devices of end of each

Quarter

8. SLA Compliance

Report


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


of end of each

Quarter

User complaint redressal resolve time


of end of each

Quarter

10. SLA Manpower Report Attendance of Manpower deployed


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.


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


of end of each




Time to upload Quarter

Report on minor changes

reported and time taken to

complete


of end of each

Quarter

Report on incident reporting of

Bugs fixing reported and time

taken to resolve


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



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



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



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



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.



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



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





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





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)





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)


at DAM Regional offices (Multiple schedules can be provided by DAM /RISL)


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



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/



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



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



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,



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.



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.



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.



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



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.



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



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.



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



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



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



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



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.



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.



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



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.



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.



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



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



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.



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: -



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.



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



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.



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:



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 %



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.



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



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



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



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



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



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: -



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


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.


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





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





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.



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.



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.



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.



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.



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.



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



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



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



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



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 /



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.



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




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




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


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




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


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




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>




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




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)


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:



Vehicle number

Consignor Name/ License No (broker/agent)

Invoice No (manual Input)

Issue date

Consignee name & Address

Commodity

Quantity

Exit Gate Pass – Amanat Patti




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:



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




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




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:


System Login

RIMMS_AMM_1 The module shall be accessible only to the Departmental users.

APMCs Accountant –Responsible for auction management



o Generation of auction reports for each mandi

RIMMS_AMM_2 The module should allow authorized users to access various functions, forms,



RIMMS_AMM_3 The module should have a provision for creating unique login ID for users on




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


RIMMS_AMM_5 The module should have a mechanism for resetting and emailing the new





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




RIMMS_AMM_8 The module shall apply spam control measures like ‘captcha’ images during



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



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




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


Seller’s details Broker/ commission agent name & code

Government agency Detail (if buyer is Govt. Agency)

Trader’s Details (agency Details )

Commodity name/code


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




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





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


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,




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


Entry gate pass No

Broker/ commission agent

Quantity deposited for Amanat


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


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




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:



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



o Generation of MIS reports for each mandi

RIMMS_MFM_2 The module should allow authorized users to access various functions, forms,



RIMMS_MFM_3 The module should have a provision for creating unique login ID for users on







RIMMS_MFM_4 The module should provide access rights and privileges according to login ID



RIMMS_MFM_5 The module should have a mechanism for resetting and emailing the new


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




RIMMS_MFM_8 The module shall apply spam control measures like ‘captcha’ images during



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



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




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




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.


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,



RIMMS_SMM_3 The module should have a provision for creating unique login ID for users on




RIMMS_SMM_4 The module should provide access rights and privileges according to login ID



RIMMS_SMM_5 The module should have a mechanism for resetting and emailing the new


RIMMS_SMM_6 The module must prompt the user to change the password on the first login.




RIMMS_SMM_7 The module shall as a part of registration establish challenge and responses




RIMMS_SMM_8 The module shall apply spam control measures like ‘captcha’ images during



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




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>




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.


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




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




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.




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.


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.




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




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


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




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


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



Requirement

Id


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

Email

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


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.


should have integration with a SMS solution for SMS based communication to

users/applicants.


should have integration with an email solution email based communication to

users/applicants.

Web Portal



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


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.



Requirement

Id


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.



Requirement

Id


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.


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



Requirement

Id


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


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.



Requirement

Id


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



Requirement

Id


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



Requirement

Id


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


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.



Requirement

Id


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.



Requirement

Id


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.



Requirement

Id


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



Requirement

Id


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.



Requirement

Id


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,



Requirement

Id


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



Requirement

Id


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.



Requirement

Id


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



Requirement

Id


no familiarity with the system.



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.



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



(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



(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



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


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



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


2. Make Offered


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.



Sl.N

o. Parameter Minimum Specifications Suggested


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




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



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


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


- 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


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



S.

No Parameter



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



S.

No Parameter



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



S.

No Parameter



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



S.

No Parameter



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 )



S.

No Parameter



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.



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



S. No. Features Minimum Specifications suggested


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)



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


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





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





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


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



S. No. Features Minimum Specifications Suggested


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



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



Sr.

No

Parameter/ Features



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



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



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


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




Compliance Y/N

11 Voltage protection: Inbuilt

12 Time: Inbuilt

16. Computer Table


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




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.




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)


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




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.




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



Compliance Y/N

1. Model Offered To be provided by Bidder

2. Make Offered To be provided by Bidder


- 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




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:

..........................................................................................................................



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………………….



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



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 [email protected], [email protected] (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: ___________________________





7.7 ANNEXURE-7- BIDDER’S AUTHORIZATION CERTIFICATE

To,

Managing Director,




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.



7.8 ANNEXURE-8 - SELF-DECLARATION – NO BLACKLISTING

To,

Managing Director,




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: -



Date:

Place:



7.9 ANNEXURE-9 - CERTIFICATE OF CONFORMITY/ NO DEVIATION

To,

Managing Director,




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: -



Date:

Place:



7.10 ANNEXURE-10 - MANUFACTURER’S AUTHORIZATION FORM (MAF)

To,

Managing Director,




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:



7.11 ANNEXURE-11 - UNDERTAKING ON AUTHENTICITY OF COMPUTER EQUIPMENTS

(On Rs. 100/- Non-judicial stamp paper)

To,

Managing Director,




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:



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,



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.



We agree to the terms & conditions mentioned in the bidding document.

Date:

Authorized Signatory

Name:

Designation:



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




Unit Total Qty





column)




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.



A2) CAPEX: Regional office, DAM GoR


Unit Total Qty





column)




VAT)

A B C D=B

1. Laptop Nos. 10


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



13. NMS Client License

No 10




Unit Total Qty





column)




VAT)

A B C D=B



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


Unit Total Qty





column)




VAT)

A B C D=B

1. Desktop

Computer Nos. 25


with financial bid.

2.

800VA UPS

(60 Min

backup)

Nos. 25

3. Multi-Function

Device (B&W) Nos. 5




Unit Total Qty





column)




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



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




Unit Total Qty





column)




VAT)

A B C D=B

18. Automatic boom Barriers

Nos. 10

19. 2 Ton AC Stabilizer

Nos. 5



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.



A4) CAPEX: Miscellaneous One-Time Activities


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


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





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



Taxes but excl.

Service Tax) = Unit




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





Taxes but excl.

Service Tax) = Unit




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



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


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


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: ______________________



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.



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)



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



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).



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



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



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



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



(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




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



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



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


4th


5th


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



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.



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



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.



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:



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



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)



7.19 ANNEXURE-19 - INDICATIVE PROJECT PLAN



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



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)


5+ years of post-qualification and relevant work experience

as Network administrator

1 x Helpdesk Executive

(at HO, DAM)

Graduation



as IT Helpdesk Executive

5 x Local Support

Engineer

(at each Mandi)

Graduation + Diploma in Computers

Certification (Microsoft/ Redhat/ Cisco or Equivalent)



as Support Executive/ Engineer