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Rajasthan Housing Board RFP for RHBMS

Page 1 of 230

Request for Proposal (RFP) Document for Rajasthan Housing Board Management System (RHBMS)

for Rajasthan Housing Board

Reference No: Dated :

Mode of Bid Submission Though eProcurement/ eTendering system at

http://eproc.rajasthan.gov.in Tendering Authority/ Purchaser Managing Director,

RajCOMP Info Servces Limited (RISL), First Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur (Rajasthan)

Date & Time of Pre-bid meeting Last Date & Time of Submission of eBid Date & Time of Opening of Technical Bid

Cost of RFP 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: 0141-2226055, 5103902 Fax: 0141-2228701

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

Email: [email protected]

http://eproc.rajasthan.gov.in

http://risl.rajasthan.gov.in

mailto:[email protected]


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Table of Contents TABLE OF CONTENTS .............................................................................................................................................. 2

ABBREVIATIONS & DEFINITIONS .................................................................................................................... 4

1. INVITATION FOR BIDS (IFB) & NOTICE INVITING TENDER (NIT) ....................................................... 6

NOTICE INVITING TENDER-NIT ........................................................................................................................ 8

2. BACKGROUND INFORMATION ................................................................................................................. 9

2.1. PROJECT PROFILE .............................................................................................................................. 9

2.2. ABOUT RAJASTHAN HOUSING BOARD, GOVERNMENT OF RAJASTHAN .................................................... 13

3. ELIGIBILITY CRITERIA .............................................................................................................................. 27

4. SCOPE OF WORK, DELIVERABLES AND TIMELINES ........................................................................ 31

4.1. CONCEPTUAL TECHNICAL DESIGN OF THE PROJECT ............................................................................... 31

4.1.1. THE WEB APPLICATION ....................................................................................................................... 31

4.1.2. SUGGESTIVE SECURITY ARCHITECTURE ............................................................................................. 34

4.1.3. PROPOSED TECHNICAL SPECIFICATIONS OF THE SERVER SOFTWARE .................................................. 36

4.1.4. APPROACH AND METHODOLOGY TO BE FOLLOWED ............................................................................. 40

4.1.5. USERS, DATA SIZING & CONCURRENCY OF DATA ............................................................................... 40

4.2. SCOPE OF WORK .................................................................................................................................... 41

4.2.1. APPLICATION SOFTWARE DEVELOPMENT AND WEB PORTAL DEVELOPMENT ...................................... 42

4.2.2. SITE PREPARATION INSTALLATION AND COMMISSIONING OF IT AND NON-IT HARDWARE ...................... 52

4.2.3. DATA DIGITIZATION ............................................................................................................................. 53

4.2.4. TRAINING & CAPACITY BUILDING ......................................................................................................... 54

4.2.5. SYSTEM INTEGRATION AND COMMISSIONING OF THE PROJECT (FAT & GO LIVE) ............................... 56

4.2.6. OPERATION AND MAINTENANCE / FACILITY MAINTENANCE SERVICES (FMS) ...................................... 57

4.2.6.1. ACCEPTANCE FOR SUCCESSFUL ROLL OUT .................................................................................... 57

4.2.6.2. DEPLOYMENT OF MANPOWER FOR FACILITY MANAGEMENT SERVICES............................................ 58

4.2.6.3. PREVENTIVE MAINTENANCE SERVICES ........................................................................................... 59

4.2.6.4. CORRECTIVE MAINTENANCE SERVICES ........................................................................................... 60

4.2.6.5. ASSET MANAGEMENT SERVICES ..................................................................................................... 60

4.2.6.6. CONFIGURATION MANAGEMENT SERVICES...................................................................................... 60

4.2.6.7. VENDOR MANAGEMENT SERVICES .................................................................................................. 60

4.2.6.8. NETWORK MANAGEMENT SERVICES ............................................................................................... 61

4.2.6.9. SERVER MANAGEMENT SERVICES................................................................................................... 61

4.2.6.10. SUPPORT SERVICES FOR WEB BASED APPLICATION S/W................................................................ 61

4.2.6.11. MIS REPORTS:................................................................................................................................ 62


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4.2.7. CHANGE REQUEST MANAGEMENT SERVICES ...................................................................................... 64

4.2.8. THIRD PARTY AUDIT (TPA) ................................................................................................................. 65

4.3. PROJECT DURATION ............................................................................................................................... 66

4.4. ROLES & RESPONSIBILITIES (STAKEHOLDER-WISE) ............................................................................... 66

4.5. PROJECT DELIVERABLES, MILESTONES & TIME SCHEDULE .................................................................... 69

5. INSTRUCTION TO BIDDERS AND BIDDING PROCESS ...................................................................... 82

6. TERMS AND CONDITIONS, OF TENDER & CONTRACT ..................................................................... 97

7. ANNEXURE ............................................................................................................................................... 130

7.1. ANNEXURE- 1 – FUNCTIONAL REQUIREMENT (ATTACHED AS PER VOLUME-II ) .................................... 130

7.2. ANNEXURE 2 – BILL OF MATERIAL (BOM) ................................................................................... 130

7.3. ANNEXURE-3 – SUGGESTED TECHNICAL SPECIFICATIONS .................................................. 134

7.4. ANNEXURE-4 - COVERING LETTER OF THE BID ........................................................................ 144

7.5. ANNEXURE-5 - PRE- BID QUERIES FORMAT ............................................................................... 146

7.6. ANNEXURE-6 - TENDER FORM ...................................................................................................... 147

7.7. ANNEXURE-7- LETTER OF AUTHORITY .............................................................................................. 148

7.8. ANNEXURE-8 - SELF-DECLARATION – NO BLACKLISTING ...................................................... 149

7.9. ANNEXURE-9 - CERTIFICATE OF CONFORMITY/ NO DEVIATION ........................................... 150

7.10. ANNEXURE-10 - MANUFACTURER’S AUTHORIZATION FORM (MAF) ................................. 151

7.11. ANNEXURE-11 - UNDERTAKING ON AUTHENTICITY OF COMPUTER EQUIPMENTS ....... 152

7.12. ANNEXURE – 12- FORMAT – STATEMENT OF DEVIATIONS ................................................................. 153

7.13. ANNEXURE-13 - FINANCIAL BID FORMAT ................................................................................ 155

7.14. ANNEXURE-14 - PERFORMANCE BANK GUARANTEE ........................................................... 171

7.15. ANNEXURE-15 - DRAFT AGREEMENT FORMAT ..................................................................... 173

7.16. ANNEXURE 16- FORMAT FOR SUBMISSION OF PROJECT REFERENCES FOR ELIGIBILITY CRITERIA . 175

7.17. ANNEXURE 17- SERVICE LEVEL AGREEMENT ................................................................................ 176

7.18 ANNEXURE-18 - LIST OF INFRASTRUCTURE TO BE PROVIDED BY RSDC ........................ 205

7.19 ANNEXURE-19 - EXPECTED QUALIFICATION OF MANPOWER RESOURCES ................... 206

7.20 ANNEXURE –20 LIST OF PROJECT LOCATIONS ..................................................................... 207

7.21 ANNEXURE –21 TECHNICAL EVALUATION CRETERIA .......................................................... 210

7.22 ANNEXURE –22 STRCUTURE OF TECHNICAL PROPOSAL ................................................... 212

7.23 ANNEXURE 23 – FORMAT FOR CONSORTIUM AGREEMENT ............................................... 219

7.24 ANNEXURE 24 – BANK GUARANTEE FORMAT – EARNEST MONEY DEPOSIT (EMD) {TO BE

SUBMITTED BY THE BIDDER’S BANK} ..................................................................................................................... 224

7.25 ANNEXURE 25 – FINANCIAL BID ANNEXURE .................................................................................. 228


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ABBREVIATIONS & DEFINITIONS

Agreement The Agreement to be signed between the successful bidder and

RajCOMP Info Services Ltd.

Authorised Signatory The bidder’s representative/ officer vested (explicitly, implicitly, or through conduct) with the powers to commit the authorizing organization to a binding agreement. Also called signing officer/ authority having the Power of Attorney (PoA) from the competent authority of the respective bidding firm.

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.

Day “Day” means a working day as per Government of Rajasthan Government of India.

DeITY, GoI Department of Information Technology, Government of India

DoIT&C, GoR Department of Information Technology and Communication, Government of Rajasthan

EMD Earnest Money Deposit

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

IT Information Technology

ITB Instruction to Bidders

LD Liquidated Damages

LoI Letter of Intent

NIT Notice Inviting Tender

OEM Original Equipment Manufacturer

PBG Performance Bank Guarantee


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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.

RHB, GoR Rajasthan Housing Board, Government of Rajasthan

RHBMS Rajasthan Housing Board 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.

SI System Integrator

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, GoI Standardisation Testing and Quality Certification, Government of India

Supplier/SI/Vendor/Successful Bidder/ Service Provider/Contractor

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.

TC Technical Committee

TPA Third Party Auditor

UAT User Acceptance Testing

WO/ PO Work Order/ Purchase Order


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1. INVITATION FOR BIDS (IFB) & NOTICE INVITING TENDER (NIT) 1) RajCOMP Info services Limited (RISL) on behalf of Rajasthan Housing Board (RHB) invites electronic

bid (eBid) proposals from the eligible bidders, who meet the minimum eligibility criteria as specified in

this RFP document for the study, design, development, implementation and operations & maintenance

of Rajasthan Housing Board Management System (RHBMS) as detailed in the section titled “Scope of

the Work” of this RFP document.

2) The RHBMS 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 RHB.

3) The complete bidding document has been published on the websites http://eproc.rajasthan.gov.in,

http://risl.rajasthan.gov.in, and http://www.rhbonline.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.

4) 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).

5) 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.

6) A “single stage-two envelope” selection procedure shall be adopted.

7) Bidder (authorised signatory) shall submit their offer on-line in Electronic formats for pre qualification

plus technical proposal and financial proposal. However, Demand Draft (DD)/ Bank Guarantee for

Tender document fees, RISL Processing Fees and EMD should be submitted physically at the office of

Tendering Authority as prescribed in NIT and scanned copy of same should also be uploaded along

with the technical bid/ cover.

8) RISL will not be responsible for delay in online submission due to any reason. For this, bidders are

requested to upload the complete bid 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.

9) Bidders are also advised to refer “Bidders Manual Kit” available at eProc website for further details

about the e-tendering process.



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




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10) 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

11) Please note that a Pre-Bid meeting of the 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.

12) 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).

13) RISL disclaims any factual/ or any other errors in this document (the onus is purely on the individual

bidders to verify such information) and the information provided herein are intended only to help the

bidders to prepare a logical bid-proposal.



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NOTICE INVITING TENDER-NIT

Tender Ref. No.F.4.3(22)/RISL/Tech/2012/7688 Dated:21-12-2012

RajCOMP Info Services Limited (RISL) on behalf of Rajasthan Housing Board (RHB) invites proposals from eligible bidders for selection of System Integrator (SI) for study, design, development/ customisation, implementation and operations & maintenance of Rajasthan Housing Board Management System (RHBMS) 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 IT Enablement of Rajasthan Housing Board Cost of RFP document (non-refundable)* Rs. 5000/- (Rupees Five Thousand Only) RISL Processing Fees (Non – refundable)* Rs 1000 /- (Rupees One Thousand only)

Estimated Project Cost Rs. 8.62 Crores (Rupees Eight Crores and sixty two lacs) approx

Earnest Money Deposit (EMD)* Rs. 17.25 Lacs (Rupees Seventeen Lacs and twenty five thousands Only)

RFP Download Start Date & Time From 28/12/2012 at 03:00PM

Date, Time & Venue of Pre-Bid Meeting 11/01/2013 at 2:30 PM Board Room , RISL , First Floor ,Yojana Bhawan, Tilak Marg, C-Scheme Jaipur, Rajasthan-302005

Bid submission Start date/ Time 23/01/2013 at 5.00 PM onwards Bid submission End date/ Time 25/02/2013 at 12:30 PM

Submission of Bankers’ Cheque/ DD for Tender Fee, EMD and Processing Fee*

Upto 3.00 PM on 26-02-2013 at the following address- Managing Director, RISL , First Floor ,Yojana Bhawan, Tilak Marg, C-Scheme Jaipur, Rajasthan-302005

Technical Bid Opening Date & Time 26/02/2013 at 04:30PM Financial Bid Opening Date & Time Will be intimated later to the technically qualified bidders

Websites for downloading Tender/RFP/ Bidding Document, Corrigendum’s, Addendums etc.

http://doitc.rajasthan.gov.in, http://risl.rajasthan.gov.in http://eproc.rajasthan.gov.in/ and http://www.rhbonline.rajasthan.gov.in

Proposal & EMD Validity 120 days from the date of proposal submission *In case, a bidder fails to physically submit the Banker’s cheque/DD/ Bank Guarantee (for EMD only) for tender fee, RISL processing fee and EMD up to 3.00 PM on 26.02.2013, the bid of the bidder shall not be accepted. The Bankers cheque, demand draft should be drawn in favour of “Managing Director, RajCOMP Info Services Limited” payable at “Jaipur” from any scheduled Commercial Bank

Sd/-

(Sanjay Malhotra) Managing Director

RajCOMP Info Services Limited (RISL) Jaipur (Rajasthan)

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

http://doitc.rajasthan.gov.in


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

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


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2. BACKGROUND INFORMATION

2.1. PROJECT PROFILE

2.1.1 Project Objectives

Strategic objective of the project is to improve the efficiency of RHB and pass on the benefits of an

efficient system to all stakeholders. Main objectives of the project are mentioned below:

o Democratic Participation: Unicode base Bi lingual Web Portal & application in Hindi & English shall

enable the common citizen to view scheme wise, category wise information about houses and

other properties being offered by RHB for the purpose of sale, auction or rent. Provide an interface

to common public to submit application for allotment, to track status of application, etc. RHBMS will

provide facilities to allottee and lessees who would be notified via SMS and email for their monthly

account statement, pending instalment, amount due, charges, interest statement, payment receipt

and status of request submitted by allottee.

o Use of IT for improving e-Governance: e-Governance will facilitate the monitoring of operations of

Board functionality and will increase the accountability. It will bring efficiency, effectiveness &

transparency in operations of Board.

2.1.2 Need and benefits

Rajasthan Housing Board has been identified as one of the State Mission Mode Project under State e

Governance Plan for execution of computerization and automation of processes. Rajasthan Housing

Board was established on 24 February, 1970 by promulgation of an RHB Act No. 4, of 1970 (received

the assent of the Governor on the 18 April, 1970) by the Government of Rajasthan as an autonomous

body to provide for measures to be taken to deal with & satisfy the need of Housing accommodation in

State of Rajasthan. The Board is endeavouring to provide houses with essential modern facilities to

people from all the sections of the society, at an affordable cost. Out of all the houses constructed by

the Board, more than 60% of houses are for economically weak sections.

Rajasthan Housing Board aims to put in place an effective monitoring of programme and to oversee

the timely and proper execution of works. RHB aims to put in place an web based management and

monitoring mechanism for creating a database of various assets, tracking various proposals from

preparation of projects to completion of projects stage, making available simple and transparent

accounting system, ensuring an online maintenance system and an online interface to all the citizens.

The vision of the Board through this project is to ensure that following benefits are rendered to the

stakeholders:

o Bringing various Applicant centric (G2C) and Government centric (G2G) services on an

automated system

o Centralized Storage of Data leveraging the State Data Centre


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o Data entry in the system at only one point of time and provide an error free environment

with inbuilt controls and validations

o Maintain Centralise data base

o Integration of all IT Application of RHB and provide single sign (all application modules) on

to user for all application

o Transparent and easy data retrieval and search facilities

o Extensive query/search of database in various modules

o Generate appropriate reports and MIS without manual intervention

o Provide backup plans and avoid data redundancy

o Scalable and Expandable to the future needs

o Proper and definite security settings based on defined authorization levels for users

o Data related to the applicants and allottees should be available on the Internet for their

reference

o Making available a simple and transparent accounting system

o The accounting will be converted from Cash based Single entry system to Accrual based

Double entry system of Accounting

o Ease of information access to the citizens regarding various projects of the RHB

o Providing required information and services to the applicants with ease and convenience

o Creating a web based database of various works and assets

o Simplified and standardized processes within each cells of the RHB

o Simplified, secured and reliable records keeping and maintenance processes

o Effective communication channels between the stakeholders to promote transparency

o Tailor made and computerized MIS (Management Information System) generation

o Computerization of RHB across all, Cash Collection Counters, Division offices, Circle

offices and Head Office

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 the 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). The resources deployed by the selected bidder for RHBMS

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.


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c) 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, integration, testing and implementation of RHBMS

application software for RHB. The Functional Requirements Specifications (FRS) included in this

document at Annexure-1 to be considered as an integral part of the scope of work and the bidder

should take it into account for effort estimation and financials.

b) Supply and install required infrastructure at RSDC, Head Office, of RHB at Jaipur, 9 circle offices,

12 independent division offices, 26 division office and 30 cash collection counters across

Rajasthan.

c) After successful commissioning of the project, providing 4 year of Operations and Maintenance

(O&M) services as per the agreed SLA.

d) The RHB expects the successful bidder to provide quality & timely services. All the activities

performed during different phases of the project shall be closely monitored by RISL/ RHB/ GoR.

e) For detailed SoW, bidders may refer to subsequent chapters/ sections of this tender document.

2.1.5 Implementing and participating agencies (Stakeholders)

The key stakeholders identified are as follows:

o Rajasthan Housing Board

• Owner of the project is Rajasthan Housing Board, Jaipur.

• The SI (selected Bidder) will work in close coordination with the Board, their Consultant

and other stakeholders for this project.

• The SI would be required to coordinate with the Board for the detail system study and

interact with the different user level, wing and cells of the Board before preparation of final

SRS and design documents.

• The SI will carry out the activities as indicated in this section of RFP and submit all the

mentioned deliverables within the stipulated time-frame.

• RHB will provide detail of alternate/backup key users during requirement gathering and

detail list of their availability during actual work.

• The SI will ensure that the time lines will be adhered to. If there are any perceived

slippages on the timelines, the selected Bidder would deploy additional manpower, without

any additional financial implications.

• The SI would get the relevant sections of deliverables, particularly the deliverables of the

Application development / Customization phase, duly verified/ validated from the

concerned Board officer / official.


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• The deliverables will be accepted only if they confirm to the specifications as laid down in

this RFP. Deliverables of the SI will be considered to have been formally accepted only

after the Board communicates so in writing. Any queries regarding the deliverables will

have to be answered by the selected Bidder within 5 working days.

• The SI will share all intermediate documents, drafts, reports, surveys and any other item

related to this assignment. No work products, methodology or any other methods used by

the selected Bidder should be deemed as proprietary and non-shareable.

• The SI would submit hardcopies and softcopies of all the deliverables to Rajasthan

Housing Board as per timelines specified in the RFP

• The SI would be required to coordinate with the Rajasthan Housing Board various

cells/wings and office locations for the detail system study and interact with the different

user level and wings.

• The SI will understand the entire business process being carried out with in RHB before

preparation of final SRS and design documents. The scope of computerisation will be

limited as per FRS provided with this RFP document

• The SI will understand the application architecture and functionality of existing solutions

being used by RHB for the purpose of integration with the core application.

• The SI would be required to provide FMS at various office locations of RHB.

o RajCOMP Info Services Ltd (RISL)

• The role of RISL for successful implementation of the Application software includes

discharging the following responsibilities:

o RISL will constitute a steering committee to monitor the implementation of project

and also resolving issues encountered during implementation of the project in

consultation with RHB.

o RISL will prepare approval/escalation level hierarchy for all the deliverables.

o RISL will conduct review meetings at regular intervals to monitor the overall

progress of the project

o RISL will ensure speedy centralized issue resolution

o RISL will ensure timely sign-offs

o RISL will provide necessary infrastructure support and resources to the Bidder

during the development stage.

o RISL will co-ordinate with other Government agencies and defining responsibilities

of the Selected Bidder


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o RISL will ensure compliance with the project SLAs.

o RISL will finalize all the work related to integration of proposed application accepts

integration of lottery management system (if required) with existing as well as

envisaged applications of State Government. The scope of work and efforts

estimation related to integration shall be decided in line with the change request

procedure of RISL.

o RISL will ensure that the selected bidder will make the best effort to ensure the

quality of deliverables meets the expectations of RHB.

o RISL would review and approve the payment to the bidder as per SLA.

o Department of Information Technology & Communication, Government of Rajasthan

• Bidder would be required to coordinate with the State Nodal Agency for RSDC and

RSWAN.

• Facilitate UAT, security audit and performance audit.

2.1.6 Expected Project Outcomes

The expected outcomes to be achieved from the project are as follows:

o Efficient & transparent service delivery mechanism through Web portal supported by

preconfigured workflow system

o Efficient and better MIS systems for improving the internal efficiency of operations

o Centralized Storage of Data leveraging the Rajasthan State Data Centre

o Data entry in the system at only one point of time and provide an error free environment with

inbuilt controls and validations

o Transparent and easy data retrieval and search facilities

o Provide backup plans and avoid data redundancy

o Scalable and Expandable to the future needs

o Data related to the applicants and allottees should be readily available on the Internet for their

reference

o Eliminate communication barrier, direct notify new applicants, allottees, lessee and through

SMS and email system.

2.2. About Rajasthan Housing Board, Government of Rajasthan


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Rajasthan Housing Board was established on 24 February, 1970 by promulgation of an RHB Act No.

4, of 1970 (received the assent of the Governor on the 18 April, 1970) by the Government of Rajasthan

as an autonomous body to provide for measures to be taken to deal with & satisfy the need of Housing

accommodation in State of Rajasthan. The Board is endeavouring to provide houses with essential

modern facilities to people from all the sections of the society, at an affordable cost. Out of all the

houses constructed by the Board, more than 60% of houses are for economically weak sections. The

geographical operations of board has been divided into one HQ at Jaipur, 9 circle offices, 12

independent division offices, 26 division office and 5 cash collection centre. In order to aid the proper

functioning of the RHB, the board has been organised in internal cell as defined in para 2.3.2 of this

tender document.

2.3.1 Geographical Coverage of Rajasthan Housing Board

Rajasthan Housing Board has 30 cash collection counters, 38 division offices (12 independent division offices and 26 division offices), nine circle offices and a head office.

Offices Numbers Head Office 1 Circle Office 9

Independent Division Office 12 Division Office 26

Cash Collection Counters 30


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2.3.2 Organization Structure of Rajasthan Housing Board

The organization structure of Rajasthan Housing Board is as follows:


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2.3.3 Key Activities of Rajasthan Housing Board

The key activities of Rajasthan Housing Board are as follows

S. No.

Cell Key Services/ Activities

1 Accounts Cell

Account Cell is responsible for the following Key activities:

o To maintain and keep updated all the subsidiary

books / registers of accounts

o To pass all the bills of expenditure after proper

scrutiny and exercising all the checks

o Preparation and disbursement of salary to the staff

through electronic modes

o To reconcile inter divisional / Board monthly /

yearly accounts and adjustment of differences

o To control the budgets & maintain the Accounts

books of records for the budgetary control

o To check and internally audit the accounts of sub

divisions / sections

o To tender financial advice to the Housing Board

o To assist the Audit Party during the annual audit

and present all the books of accounts and other

records as and when required as and when

required by the Audit Party

o To reply the audit query / observations and ensure

settlement of the name

o Investment of available surplus funds of RHB with

various banks in accordance with the policy /

guidelines


Page 17 of 230

2 Compilation Cell

Compilation cell is also responsible for current

budget estimates that contain details under

following heads:

o Capital receipts and expenditure

o Revenue receipts and expenditure

o Deposits, advances and investment (outgoing and

incoming)

o Total / division wise financial targets

o Category wise / division wise physical targets

o Ancillary services in RHB colonies

o Public loans

o Manpower etc

3 Costing Cell

The Costing Cell plays an important role in

functioning of RHB as it determines cost of its

properties. Main functions of Costing Cell are:

o Calculating cost of new / old / cancelled / surplus

houses

o Calculating reserve price of surplus houses, shops

and plots for auction and open counter

o Calculating land rate and revise land rates

4 Inspection Cell

Inspection Cell in RHB is responsible for ensuring

fair practices in Board via auditing. Main duties of

Inspection Cell are:

o Conduction of internal audit of all Division/Circle

and Head Offices

o Helping Local Fund Audit Department (LFAD) in

their audit of RHB. It also ensures compliance of

findings of audit report of LFAD.


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5 G.P.F and

Pension Cell

Pension Cell performs following functions while an

employee is in service:

o Provide GPF loan for different heads according to

rules and regulations of RHB.

o It is responsible for recovering above loans from

employees

o Responsible for maintaining new pension scheme

accounts for employees recruited after 01 January

2004, separately.

o Post retirement functions:

o Refund of accumulated GPF to employee

o Refunds gratuity of employee

o Leave encashment for employees

o Provides for monthly pension of employee

o Provides for medical reimbursement from medical

relief fund according to norms of RHB

6 Finance Cell

o This cell is responsible for fixation of the salary for

permanent/ temporary employees of the Board

o Finance cell is to keep a track of refund/return of

loans received from the employee (House Building

Loan or Conveyance Loans) by the concerned

Division/Circle/Head Offices


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7 Recovery Cell

Some of the important roles and responsibilities of

the Recovery Cell are as follows:

o Monitor overall recovery work

o Prepare one time information of the allottees and

regulate individual a/c of allottees

o Raise demand and collect monthly instalments,

lease money and other dues from allottees

o Maintain cash book and ledgers

o Issue demand notices, no dues certificate, one

time lease certificate and notices to defaulters

o Prepare monthly Demand – Collection – Balance

(DCB) Statements of HPS houses and Lease

money a/c for all the houses, shops, institutional

lands and commercials.

o Headed by DHC/RE/ Accounts Officer, it regulates

and controls cash collection counters established

in various schemes / offices

8 Land Cell

� The main objective of Land Cell is to acquire land

for RHB.

o Land acquisition is governed by Land

Acquisition Act, 1894. Land is either purchased

from Urban Improvement Trust (UIT), local

development authorities, Municipalities etc. or

private land is acquired for residential purpose

through State Government.

o Land acquisition is a long procedure involving

legal issues and requires multi agency

cooperation


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9 OSD Cell

o The Office on Special Duty Cell overtakes the land

acquisition process after declaration by the State

government under section 4(1). OSD is a court for

all legal procedures regarding land acquisition

process for housing board

o It is the duty of OSD cell to handle all objections

and litigation regarding claims on land and claims

for compensation. On the basis of hearings and

governments approval, final award is declared by

the Cell

o It also makes payments as required by award

through RHB

10 Personnel Cell

Main responsibilities of Personnel cell are

mentioned below:

o Deals with all the matters related to appointments,

postings, transfers

o Makes / amends service rules & regulation as

when required

o Conducts Board & other committee meetings

o Deals with matters of confidential nature

o Deals with all correspondences with State

government

o Deals with all matters pertaining to State Assembly

11 Public Relation

Cell

o Public Relation Cell is responsible for overall

coverage of board activities & programmes,

developments, schemes and meetings through

Print media and Electronic media.

o The Public Relation cell is responsible for

advertising and publication of schemes, auctions

and NITs floated by RHB.

o Public Relation Cell is also serves as a point of

contact for the citizens with any query, concerns

related to RHB rules & regulations, schemes,

houses etc.


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12 Central Store

The main functions of Central Store/ Pool (vehicle)

are listed below:

o Allocation and distribution of fixed items like

furniture fixtures, computer items, photo state

machines etc.

o Allocation and distribution of printing and stationary

materials

o Allocation and distribution of materials needed for

daily activities

o Purchase, registration, insurance etc. of board

vehicles

o Allocation, distribution and maintenance of Board

vehicles

o Work related to the vehicles on lease

o Maintenance and repairing of furniture fixtures for

office use

o Work related to uniforms for the uniformed

employees

o Auction of old and useless items

13 Vigilance Cell

� Vigilance cell is responsible for paying continuous

and close attention to the working of all the

officers/employees of RHB.

o If a complaint against an employee/ officer is

received by the vigilance cell, this cell seeks for the

response to the complaint from the respective

employee/officer of RHB.

o After receiving the responses from the

sections/units, Vigilance Cell forwards the

response to the complaining

departments/individuals.

o Vigilance cell receives complaints primarily from

the following departments:

§ Secretariat

§ Chief Minister Office

§ District Collector (Vigilance)

§ Anti-Corruption Bureau


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14 Confidential Cell

o Confidential Cell deals with all the relevant

information of departmental enquiry pertaining to

all the permanent officers/work charge employees

of Board. The record for the same is maintained.

o A departmental enquiry is initiated against those

employees/officers who are found guilty prima facie

in Primary Enquiry (PE), under Employees

Disciplinary Action and Appeal Regulation, 1976

and Employees Conduct Regulation, 1976,

Rajasthan Housing Board.

o Confidential Cell also deals with the appeal

matters.

o In the matters submitted by RHB for the

prosecution sanction against the alleged

officer/employee, the cell processes the matter to

the higher authorities for the final decision.

15 Right to

Information

o Under RTI every public authority has to designate

a Public Information Officer who is responsible for

providing information that has been requested

under the RTI act.

o Right to Information Cell in RHB is acts as a control

unit to process the RTI applications and reply to

the cases of Ist & IInd appeal.

o It is also responsible to send monthly reports to the

state commission and annual report to Rajasthan

Information commission.

o RHB has designated officers, PIOs and APIOs at

every level in order to provide information to the

information seeker.

16 Central Records

o Central Record maintains an efficient indexing and

cataloguing of RHB records and tries to

computerize their records and maintain a proper

connectivity of their records.

o Central Record is expected to provide any

information to the information seeker and the

access to required information shall be available

with an easy mechanism


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17 Technical Cell

Main functions performed by Technical cell are:

o Issue of Administrative &

Financial/Technical/Splitting /

Approval/Revised/Financial Tie up

o Approval of tenders, contracts, sanction of rates,

execution of works with or without invited tenders,

Payment of extra/additional items/ escalation

claims/ other claims/ issue of advertisement and

refund of security deposits

o Enlistment of Contractors

o Approval for Re-appropriation of funds.

o Purchases of store articles & Building materials

o Preparation, evaluation and monitoring of works

conduct land survey at places where housing

demand exists

o Access feasibility of land for housing projects

finalize & effective monitoring of budget for housing

projects deal with audit paras to related works

o Construction and maintenance of Houses, Parks,

Community Halls, Office Buildings, Roads, Street

Lights, Schools, Dispensaries, sewer line, watch

line etc.

o Ensuring no trespass and encroachment in houses

and lands


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18 Quality Control

Cell

The main function of Quality Control Cell is to

ensure effective control on quality in construction

works. Some of the roles and responsibilities of the

Quality Control Cell are as follows:

o Establishes & runs well equipped laboratories for

material testing in Quality Control field offices to

observe/ test materials used at various sites of

RHB.

o QC Cell is also responsible to ensure that field

offices have established labs at different locations

and QC labs where required for testing purposes.

o Prescribes standard norms time to time for quality

control/ testing.

o Conducts test of all raw materials / products used

in construction of houses / development works.

o Issues approval orders for using materials in

construction works.

o Decides standards, specifications of various items

to be executed in different category of houses

o Regulates and monitor testing by field staff on each

work

o Updates quality control returns for each work viz.

testing results, penalty and rejection of works and

Quality Control Manual

o Testing of some of the materials is outsourced to

external labs that are approved by CE through

DHC(QC)

o The QC staffs makes regular inspections at

construction sites to collect samples, to perform

tests on collected samples and issue inspection

reports to necessary actions.

o Organizes seminars / workshops to make general

awareness regarding quality in construction.

o Monitoring of third party inspections of quality of

specified works.


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19 Town Planning

o This branch looks after the work of preparation of

layout plans of housing schemes and architecture

designs of different categories of houses,

institutional, commercial & other buildings

o This Cell is also responsible for making proposals

for outsourcing the projects that are to be planned

by empanelled consultants.

20 Planning and

Monitoring Cell

Main functions of Planning and Monitoring cells

are:

o Prepare annual action plan for various activities of

the Board

o Fix annual targets of all housing activities

o Fix targets for all schemes launched by State Govt.

o Progress of various monthly / quarterly activities

o Update statistical information of various monthly /

quarterly / annual activities

o Formulation of loan schemes for submission to

financial institutions

o Sanction of loan schemes from financial institutions

o Documentation work of sanctioned loan schemes

o Loan drawl commensurate with the progress of

schemes

o Repayment of loan to financial institutions as per

payment schedule

o Arrangement for the Government guarantee

against the loan from the financial institutions

o As of now, NHB loan is outstanding to be repaid by

RHB and payments to rest of the institutions have

already been done


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21 Housing Cell

The following are some of the roles and

responsibilities of the housing Cell:

o RHB office prepares a scheme data base

o Prepares application forms to be delivered to the

applicant

o Delivers allotment, registry and possession details

to the applicants

o Sanctions allotment and rejection letters to the

successful and rejected candidates

o Sanctions letter for possession after delivering the

registry date

22 Law Cell

The Law cell is mainly engaged in legal aspects

and court cases of the RHB. Some other roles and

responsibilities are as follows:

o Advise the Board on all legal matters

o Deal all legal cases in various courts in the state

o Effectively monitoring the legal proceeding of each

case

o Maintain & update list of total court cases all over

the state

o Appoint the Advocates & OIC in all cases

o Regulate Settlement Committee proceedings


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3. ELIGIBILITY CRITERIA

o Pre Qualification for Bidder and Other Consortium Partner

S. No. Basic Requirement

Specific Requirements Documents Required

Compliance By

1 Legal Entity The Bidder can be a consortium or an individual company. In case of individual company/firm or in case of consortium all member of the consortium should be registered legal entity in India. Under the Indian Companies Act, 1956 / The Partnership Act 1932 / Limited Liability Partnership Act, 2008 and should have been in existence for at least three years (as on 31-03-2012).

Copy of the Certificate of Incorporation and registration certificates

Both

2 Turnover from IT/ITeS in System Integration

Annual turnover of the Bidder (Lead partner in case of Consortium) from IT/ITeS during each of the last four financial years (2008-2009, 2009-10, 2010-11 and 2011-12) as per the last published audited balance sheet should be at least Rs 86 Crores.

CA Certificate with CA’s Registration Number/ Seal

Lead member

3 Net Worth The net worth of the bidder in the last financial year, i.e. 2011-12, should be positive.

CA Certificate with CA’s Registration Number/ Seal

Both

4 Technical Capability

The bidder must have successfully completed or is executing at least One eGovernance project of including services like 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. 6.00 Crores during the last four financial Years (2008-2009, 2009-10, 2010-11 and 2011-12). OR The bidder must have successfully completed or is executing at least TWO eGovernance projects of including services like 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. 3.88 Crores during the last four financial Years (2008-2009, 2009-10, 2010-11 and

• Project reference format as per Annexure – 16 And

• Work Completion Certificates from the client;

OR • Work Order +

Self Certificate of Completion (Certified by the Statutory Auditor)

OR • Work Order +

Phase

Either


Page 28 of 230

2011-12). (The projects with Work Order issued at least 6 months prior to submission of this Bid will be considered)

Completion Certificate from the client

(The Work Order

should clearly

depict the date,

scope of work and

the project value)

5 Tax registration and clearance

The bidder (Lead partner and consortium member in case of Consortium) must possess a valid: -

• VAT/ Sales Tax Registration Certificate

• VAT/Sales Tax clearance certificate for the year 2010- 2011

• Income tax clearance certificate for the year 2010-11

• Service Tax Registration Certificate

• Income Tax Registration/ PAN

• Copies of relevant certificates of Registration

• VAT clearance certificate from the Commercial Taxes Officer of the Circle concerned

• Income Tax Clearance certificate from the Income tax Department

Both

6 Certifications The bidder (Lead bidder and consortium partner in case of Consortium) must possess currently valid below certification:

• 9001: 2008 certification

Copy of a valid certificate

Both

The bidder (Lead bidder or consortium partner in case of consortium) must possess currently valid below certification:

• CMMi Level 5 (Software Development & Customization) certification

Copy of a valid certificate

Either

7 Blacklisting A firm 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 as per

Annexure VIII

Both

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 of joining, level/ designation

Lead Member


Page 29 of 230

wise.

9

Local Presence

The Bidder should have their own office located at Jaipur. If the bidder, at the time of bidding, RHBs 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

Lead Member

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 – 23 clearly depicting the roles and responsibilities of each member.

11 OEM Authorization

The bidder 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.

As per Annexure-10

Note: The bidder/ firm are requested to kindly adhere to the order of documents as mentioned above. Also, all the required documents should be properly annexed as indicated above along with an Index Page.


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• Pre Qualification criteria for RHBMS Commercial Off The Shelf (COTS application & System software tools like DMS, Workflow, Portal, BI Search Engine etc) Product (s)

Pre Qualification Condition Proof Document Required

COTS as well as tools should be an open

standard based solution that is ready-made and

available for sale, lease, or license to the

general public. It should have been

implemented or being implemented at least 3

numbers of state/ Central Govt/ PSU clients.

Declaration letter from the OEM

COTS as well as tools product family should

have been implemented in at least 3 (three)

similar projects or similar nature of business e.g

Housing board, Urban local body (Municipality),

Urban Development Authority, Public Works

Department, Real Estate company in India or

abroad in past 4 years (2008-09, 2009-10,

2010-11, 2011-12).

Work order / Purchase order / Completion

certificate from client

Should have 24X7 comprehensive support

infrastructure (through phone and online help

desk) for the proposed product in India


COTS as well as system software tools like DMS,

Workflow, Portal & Dash board tools, should

have support of all application module through a

single sign on (SSO) facility

Declaration letter from the OEM and supporting

documents

There should be standard training courses &

certifications available for individuals &

institutions on the proposed solution across India

with at least 1 training centre in India.



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4. SCOPE OF WORK, DELIVERABLES AND TIMELINES

4.1. Conceptual Technical Design of the Project RHB is providing various services to the common citizen, especially to the allottee & tenants.

These services include customer relationship management, accounts management, recovery

management, allottee profile management and grievances management. To provide citizen

centric services a backend computerisation of board’s operation like internal financial

management, human resource management, scheme management and projects management

are also need to be done, Though RHB is working in silo but organisation has envisaged

providing single interface to citizen, allottee and internal users Keeping in view other complexity

associated with requirements of RHB the application of an Service Oriented Architecture (SOA)

based Enterprise Architecture approach has been conceptualise to simplify the complexity and

reduce associated costs. The solution architecture, deployment architecture and security

architecture provided below is indicative and purely for understanding of the SI, however SI will

propose the entire stack inclusive of COTS, middleware, database cluster, security system,

servers and hardware, while designing the detail architecture. SI will provision the Software,

hardware, server and security requirement in accordance to given guidelines and to meet SLAs

as mentioned in the annexure 17 of this bid document.

4.1.1. The Web application RHBMS is conceptualised as a centralized web based application to be accessed by all

the users (Citizen and Board) across the state. All modules shall be integrated and accessible by

one URL. Real time information is to be made available to both external (citizens, registered

allottee) and internal stakeholders (RHB employees) through centralise web portal. Solution will

provide back – end computerization and direct connectivity up to division level offices of RHB

.RHBMS will have N-Tier architecture comprising of following layers

a) Presentation layer: It will provide a graphical way for users to interact with the application.

This will be top layer comprises all input form and reports this layer will be access through

different devices like Computers, PDA and mobile (SMS Only) . User interfaces are

implemented using different technologies to render and format data for users and to acquire

and validate data coming in from them. This interface will be design on user role base

authentication. Web application shall have a separate inteface for (WAP) Mobiles and PDAs.

The application will cover 8 core modules of RHBMS; User interface of all modules will

support Unicode standard based Bi-lingual versions (English and Hindi). Internal users of

RHB can access portal and application modules of RHBMS through an enterprise wide

secured interface/portal. However citizens can access portal through internet. The

application layer shall be designed & deployed on agile methodology based on modular


Page 32 of 230

architecture wherein modules of RHBMS and other third party application will be design

developed in the form of interoperable services.

b) Business layer: It will facilitate communication between user interfaces and application

layer through pre defined business rules of application modules. This layer will provide

middle ware supported application and tools. Business layer will comprises following

components & sub layers

• Business Logic layer: - It will define the business rules and support the business

processes and workflow of each activity. This layer will automate the process, defining

what must be done and how it must be done. As the business processes of the board

changes, the business rules in the applications that support that workflow must also be

changed. Financial Management System, Budget Management, Project monitoring,

Personal & Payroll management system, project accounting, and assets management,

each of these applications will have a well-defined business logics and components for

implementation of business rules and performance of business tasks.

• Request Control Layer: In this layer which connect Value Object a class with the

contents GET and SET methods. It’s mainly used to pass Data from one class to another.

It’s directly connected with Business Logic Layer and Presentation Layer.

• Web Services: Web services provide a standard means of interoperating between

different software applications, running on a variety of platforms and/or frameworks. Web

services instead share business logic, data and processes through a programmatic

interface across a network. In this application SMS gateway and mobile telephony will

comprise of some codes to manage the semantics of communicating with that particular

service.

• Presentation Builder- Business entity components: The Proposed application

requires data to be passed between components. The data is used to represent real-

world business entities, such as services and applications.

c) Database Layer:- Third layer, database abstraction layer is an application programming

interface which unifies the communication between middleware layers. It will act on the

queries submitted though presentation layer and business rule defined in the middleware.

The application and the services will be accessing data stored at RSDC during a business

process through Data access logic components layer. It makes sense to abstract the logic

necessary to access data in a separate layer of data access logic components. Doing so will

centralize data access functionality and make it easier to configure and maintain.


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On top of core module and supporting middleware applications there will be user access security

layer supported by single sign-on (All application modules and third party support applications like

DMS, CMS, Workflow, Portal, search engine etc). The proposed application will use components

for security, operational management, and communication to perform exception management, to

authorize users to perform certain tasks, and to communicate with other services and

applications.

It is envisaged to integrate RHBMS solution with. Lottery management system which is

being used to manage applications for new scheme and processing of lotteries for allotment. The

scope of integration will be limited to push or pull data from lottery management system by using

standard connector.

It is also envisaged to integrate solution with existing application of State Government like

SUGAM (application to manage citizen complaint redressal) and UIDAI’s (Aadhaar number). The

integration will be done through external connectors so that data can be synchronized on regular

interval.

The portal should have integration with SMS Gateway (MSDG) of Government of India

with push and pull services for status reporting/tracking and other queries of the citizens. SMS

Gateway will be utilized by the RHBMS for sending service delivery related status updates to the

citizens.

Proposed

Proposed Deployment Architecture

The centralized application shall be deployed at RSDC. For Hosting of application, web

server, application server will be provisioned in redundant along with server load balancers and

access switch to avoid any failover. Database servers will also be provisioned in redundant and

hi-available, Database server should be configured using operating system clustering/ hardware

clustering to maintain high availability feature.. The SI will provision the servers and IT

Infrastructure in accordance to the requirements so that both the server should be up and running

24X7. A different zone for each authentication method will be used. The web server will be

provided in de-militarization zone, application server in militarization zone and database server in

most secured zone by the bidder.

RSDC will provide existing solution for data backup, along with requisite storage devices

for this project. The solution will use fully redundant core network backbone connectivity. As per

policy of RSDC, existing infrastructure available at RSDC like core switch, firewall, proxy server,

DNS Server, authentication server, backup server, antivirus server, Audit, syslog, log server,

EMS Server shall be provided for hosting of application. Further to this email server, SMS sever

and SMS gateway shall also be provided by the RISL/DoIT&C, GoR.

The traffic from all the project locations would arrive at the central site i.e. RSDC, Jaipur.

1 Gbps internet bandwidth will be provided at RSDC, Jaipur along with 16Mbps backup support


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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 RHB HO, Circle Offices, Independent Divisional

Offices, Divisional Offices in the near future under RSWAN. Dedicated 2 Mbps connectivity has

already been provided to RHB HO, Jaipur through SecLAN by DoIT, GoR, and further all the

Offices are connected with 1 Mbps broadband connection. Till operational of RSWAN RHB will

provide 1 Mbps internet connectivity (VPN over broadband) at Circle Offices, Independent

Divisional Offices, Divisional Offices Thus, all intranet users can access application through

secured network connection (under surveillance of network management system). However, all

public users can connect through internet only.

4.1.2. Suggestive Security Architecture Envisaged security architecture for the RHBMS solution is as provided below:

I. User Level Security: Restricted areas of the application should only be accessible through

pre-defined user access rights.

II. Database Level Security: Other than built in database access logic in application, a separate

database security layer shall be required to control direct access to database server by any

unauthorised user. Database security should provide different layers of database users with

overall control of database security administrator, only authorised database administration

users with assigned privilege shall be allowed to access database. A separate audit trail

should be maintained for any direct modification, deletion and addition in RDBMS database in

database structure or records. User, even the database administrator should not be allowed

to tamper with audit log. Database server should support most granular column encryption to

encrypt sensitive data

III. Network Level Security: Network traffic shall be encrypted using SSL & secured connectivity

between the HO, Circle Offices, Independent divisional offices, divisional offices and RSDC

the required 256 bit SSL certificate shall be provision by SI. Network traffic shall be managed

through network monitoring system, till switch level at each project location. SI shall not be

directly responsible to manage any issue related to connectivity till switch level at each

project location.

IV. 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). IP based security is recommended for all internal users to track their location. The

SI shall be responsible to design IP policy, inline with RSDC guidelines.

V. Infrastructure Level Security: Application infrastructure shall be hosted in a DMZ & firewall

and IPS shall be installed to detect malicious activities.


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VI. Application Level Security: Application shall have Role based access, encryption of user

credentials and storing of user credentials for external and internal users in separate

repositories. Application level security should be provided through following security controls

• Prevent SQL Injection Vulnerabilities for attack on database (Use Parameterized APIs

for Data Access and Avoid Using Command Interpreters)

• Prevent XSS Vulnerabilities to extract user name password (Escape All Untrusted Data in

HTML Contexts and Use Positive Input Validation)

• Secure Authentication and Session Management control functionality shall be provided

through a Centralize Authentication and Session Management Controls and Protect

Session IDs from XSS

• Prevent Security Misconfiguration Vulnerabilities (Automated scanners shall be used for

detecting missing patches, misconfigurations, use of default accounts, unnecessary

services, etc. maintain Audits for updates

• Prevent Insecure Cryptographic Storage Vulnerabilities (by encrypt off-site backups,

ensure proper key storage and management to protect keys and passwords, using a

strong algorithm)

• Prevent Failure to Restrict URL Access Vulnerabilities (By providing authentication and

authorization for each sensitive page, use role-based authentication and authorization

and make authentication and authorization policies configurable

• Prevent Insufficient Transport Layer Protection Vulnerabilities (enable SSL for all

sensitive pages , set the secure flag on all sensitive cookies and secure backend

connections

• Prevent Unvalidated Redirects and Forwards Vulnerabilities

• For effective prevention of SQL injection vulnerabilities, application should have

monitoring feature of database activity on the network and should have reporting and

mechanism to restrict or allow the traffic based on defined policies.

VII. Apart from the above:

• Anti – Virus software will be provided on all the PCs / servers and other host clients. This

software will be configured from the server and will be updated from time to time.

• Annual IT audits, security audits, application audit, vulnerability assessment and penetration

testing will be undertaken.

• To design web portal & application software, SI shall make use of eSAFE: eGovernance

Security Assurance Frame Work Guidelines for Implementation of Security Controls issued

by the Department of Electronics and Information Technology (DeitY), Ministry of


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Communications & IT (MCIT), Government of India”. Envisaged security architecture for the

RHBMS solution is as provided below:

4.1.3. Proposed technical specifications of the server software

Web Server

Web Server Specifications

Sl. No. Description

1. The web server should be capable of supporting clustering and load balancing.

2. All components of the web server should be based on standards and selected such

as to provide ease of management and to avoid compatibility issues.

3. All web server components must be maintainable with an ease such that corrective

and preventive maintenance can be performed on the system without affecting the

entire working of system.

4. All the web server components must be capable of being managed from a remote

management station and provide information on performance parameters

5. Web server software should support and provide access to all internal users,

independent of the platform, operating system and underlying architecture of the

application

6. The software should be capable to pass the presentation server connection through

SSL (Secure Socket Layer).

7. The software should be capable of supporting the proposed authentication solution

Application Server

Application Server Specifications

Sl. No. Description

1. Application Server should be fully standards compliant providing support for Web

Services, SOAP, WSDL, UDDI, LDAP v3, SSL v3, Java 1.3 and XML 1.0 standards

2.

Provide comprehensive XML support compliant with the W3C XML standards and

contain the basic building blocks to XML-enable applications - including reading,

manipulating, transforming and viewing XML documents


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Application Server Specifications

Sl. No. Description

3. Support developing, publishing and consuming web services

4. Support wireless enabled web sites and portals

5. The application server should be capable of supporting clustering and load balancing.

6. All components of the application server should be based on standards and selected

such as to provide ease of management and to avoid compatibility issues.

7.

All application server components must be maintainable with an ease such that

corrective and preventive maintenance can be performed on the system without affecting

the entire working of system.

8. All the application server components must be capable of being managed from a remote

management station and provide information on performance parameters

9. Software should allow integration (push and pull data) from other systems via web

services

Database Server

Database Server Specifications

Sl. No. Description

1.

The proposed database should have requisite configuration with the proposed COTS

solution. It should have atleast 3 successful implementation along with proposed COTS

in India.

2. All type of customization and configuration in database should be available through the

proposed COTS application. There will be no direct access to the database application.

3. It Should have published benchmark in TPC-E/TPC-C and TPC-H.

4. The database should address all the structured and un-structured data storage

requirements of the proposed system

5. The database should have ability to process mixed transaction loads (batch and online)

and have the ability to dynamically configure processor power according to workload

requirements.

6. The RDBMS database should have a high tolerance of failure


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Sl. No. Description

7. The solution should provide options or utility to column level encrypt/decrypt of

sensitive data

8. The solution should support data export and import facility to variety of databases and

other software packages

9. The solution should provide backup (hot & cold) and recovery facility

10. The solution should be compatible with 3rd party system monitoring package.

11. The solution should support selective encryption of the stored data

12. The database design & architecture should be in line with the functional and non-

functional requirements of the proposed system

13.

The database should be highly available with every processing node providing full view

of data. This means, in case of failure of one server, each remaining server in the

cluster should provide full access to all data at any point in time

14. It should support clustering (high availability) tools, exploiting rapidly emerging disk

storage and interconnect technologies

15. It should provide automated disaster recovery solution to maintain transaction

consistency, providing an option of zero data loss where required

16. It should provide restrictive data access that enables different types of users to have

secure, direct access to mission-critical data sharing

17. The solution should provide access rights in accordance to different privileges. Audit

system should enforce separation of duties between auditors and administrator.

18.

It should control data access down to the row-level (row-level security) so that multiple

communities of users with varying access privileges can share data within the same

database

19. It should have Spatial Database Capabilities

20. It should provide encryption capabilities while transferring data over networks

21. It should have ability for Database (Storage & Backup) Compression

22. It should possess ability to encrypt data stored in the database at the column level

23. It should provide Public Key Infrastructure (PKI) support


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Sl. No. Description

24. It should provide support for comprehensive auditing for ‘inserts’, ‘deletes’, ‘updates’

and ‘selects’, and quickly spot and respond to security breaches

25. It should store XML content native to database

26. It should have the ability to index, search, and analyze text and documents stored in

database

27. It should support different partitioning schemes to split large volumes of data into

separate pieces or 'partitions' which can be managed independently

28. It should provide data warehousing and analysis services

29. It should have capability of business intelligence

COTS

COTS Technical Specification

Sl. No. Description

1. Should Support Desktop Single Sign On (SSO) with Directory Service.

2. Should be able to capture User Profiles from Directory Services.

3. Should support Role Based Access

4.

COTS Software must allow for user configurable

• Alerts and delivery via SMS, Webpage or email

• Graphical dashboards

• Forms, views, lists and reports

• User Personalization

• Security for roles, users and organization (department) configuration

5. Should support Multilingual Operation (English and Hindi)

6. Automated workflow and manual override to address contingencies

7. Workflow support with routing of workflows by user name or user role

8. The work flow should allow user to escalate task to next level


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COTS Technical Specification

Sl. No. Description

9. Sharing/delegation for objects/records, to individuals or teams

10. Ability to track complete action taken details with respect to any service provided to the

citizen

11. Software should have built in audit trail for all transactions.

12. Software must have in built security to audit trail no user shall be allowed to temper

with audit trail data

13. Software must have built-in case management and SLA monitoring tools

14. COTS software should allow integration (push and pull data) from other systems via

web services

15. COTS software should have ability to configure with content management system for

managing the web portal application

16. Ability to create, approves, and publishes knowledgebase articles. Ability to support the

use of templates to ensure consistency, security, and validity.

4.1.4. Approach and Methodology to be followed The bidder is expected to Configure / Customize an existing application that may be either

commercially available Off-the-shelf product (COTS) or that might have been developed for

deployment in another Housing Board/ similar organisation/ Department having similar nature of the

work.

Proposed COTS solution or solution application already deployed in another housing board should

meet the Pre-qualification criteria as defined in eligibility criteria.

4.1.5. Users, Data Sizing & Concurrency of Data It is expected that application should be scalable to meet following requirements

a) Approximate number of enterprise wide named users for application – 300 Users however

module wise indicative users are as under:

Sr No Module Name No of User

1. Estate Management System a. Housing Sub-Module b. Recovery Sub-Module c. Lease System and Rental properties Sub-

120


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Module Scheme Information System Module 30

Application Digitization and Management tools 100

2. Financial Accounting a. Budget Planning and Allocation b. Project Accounting c. Book keeping & accounting

120

3. Project Monitoring Information System 50

4. Asset Management Module 100

Horizontal Application

5. Personnel and Payroll Module 125

6. Stores and Purchase Management System 75

b) Concurrent Users:- 250 Internal user and 500 external users which shall be scalable up to

400 internal users and 2000 external users

c) Transaction No: – 1000 transactions per hour scalable up to 4000 transactions per hour.

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 of this engagement, not limited to, would include:

ü Application software and Web portal development/customisation.

ü Site Preparation (basic infrastructure i.e. space, additional electricity cabling required for fixing

of desktop printer and UPS , air conditioning, furniture etc. Would be provided by RHB) and

installation and commissioning of IT and non-IT hardware

ü Data Digitization and Migration

ü Training and Capacity Building

ü System Integration and Commissioning (Go-Live)

ü Handholding support after Go-Live

ü Operation & Maintenance (O&M)/ Facility Management Services (FMS)


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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 RHB HQ, 9 circle

offices, 12 independent divisional office, 26 divisional offices and 30 cash collection

counters in the State of Rajasthan is as below:

o Estate Management (Housing, Recovery, Lease system & Rental Properties

System)

o Scheme Information System

o Application Digitization & Management System

o Project Monitoring Information System

o Financial Accounting (Budget Planning & Allocation, Project Accounting & Book

keeping)

o Assets Management System

o Store & Inventory Management

o Personnel and Payroll System

II. Integration of third party applications

o SMS gateway

o Payment gateway

o UIDAI

o RHB Lottery System

(Please refer Annexure 1 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 RHB HO, at least 1 Circle Office and 1 Independent

Divisional Office and 2 Division Office to thoroughly understand the function and operational

process of board by -

a. Interacting with concerned board officials

b. Reviewing the existing systems, applications, and the RHB website

c. Detailed study of requirements of RHBMS 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 board

ii. Bidder should understand the business processes and other related documents and seek


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clarifications from RHB, if any. Bidder should then take a hand over of these documents from

RHB.

iii. The functional requirement specifications stated in the RFP are the indicative features that

the solution suggested for RHBMS should have. The bidder shall be responsible for

preparation of Software Requirement Specification (SRS) based on an independent

assessment of the requirements of the RHBMS and the functional requirements as specified

in this RFP document.

iv. If found necessary to modify the designed processes and other documents for successful

implementation, the same should be discussed and the relevant documents should be

modified as and when required during the project implementation

v. Bidder shall, as part of development of SRS, develop a system prototype to capture and

demonstrate the end user requirements in the form of screens and outputs. The prototype

shall be enhanced continuously during the development of SRS and SDD specifications.

vi. The prototype shall have the user access management configured for a ‘control group’ of

users of RHB wide during the time of SRS and prototype enhancement.

vii. The Prototype shall also act as tool for preliminary orientation of the end users in familiarizing

with the system that is being implemented.

viii. The System Requirement Specifications (SRS) should be prepared as per the latest version

of the IEEE Standard 830 for drafting the SRS.

ix. The bidder shall obtaining sign-off of SRS from the designated authority.

c) Development/Customisation of the Web Portal and Application S/w

i. The bidder shall prepare & submit System Design Document (SDD) based on principles of

enterprise, service oriented architecture and enterprise architecture to provide for secure

and scalable application software. The design should be modular. Selected SI shall submit

the SDD including

a. Solution Architecture

b. Application Architecture

c. Network Architecture

d. Security Architecture

e. Deployment Architecture

f. Database Design

ii. Bidder should design the Logical Data Model of the Core Database based on the

understanding of the information needs of RHB and existing information items. The Logical

Data Model should include the definition of data structure or schema diagram and data

dictionaries and metadata developed explaining specific entities, relationships and


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dimensions identified as a part of the Logical Data Model.

iii. The Logical Data Model should address the multiple needs of RHB in terms of:

a. Retaining a copy of the information content captured as-is.

b. Arranging the data in the manner that facilitates easy analysis

iv. An industry standard methodology should be adopted for Software Engineering, covering

the entire SDLC (Software Development Life Cycle).

v. The bidder shall be responsible to present the demo of prototype of all input screen layout

and output reports format etc. To the purchaser, before finalisation of coding process.

vi. 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.

vii. Both the departmental Web portal and the RHBMS 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

RHBMS solution and the same must be submitted to the RHB for approval before

implementation/ uploading or vice-versa.

viii. To maintain information security during transaction the developed application should

support both HTTP and HTTPS all internal data communication shall be done through

encrypted mode using SSL 3.0 (SSL certificate to be deployed by the bidder on the Web/

Application Server for the entire project duration). SI shall follow the eSAFE: eGovernance

Security Assurance FramEwork Guidelines for Implementation of Security Controls issued

by the Department of Electronics and Information Technology (DeitY), Ministry of

Communications & IT (MCIT), Government of India” which can be downloadable at given

below address

http://egovstandards.gov.in/guidelines/guidelines-for-information-security/eSAFE-GD210.pdf/view 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 v0.6

issued by Department of Information Technology (DIT), Ministry of Communications & IT

(MCIT), Government of India” issued vide Document No IFEG; 01 Version 1.0 May 2012.

downloadable at given below address

http://egovstandards.gov.in/guidelines/guidelines-for-information-security/eSAFE-GD210.pdf/view


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http://egovstandards.gov.in/standardsandFramework/IFEG/view

x. 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 should be allowed to modify audit record.

xi. 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 Workflow Management

o Web Content Management System

o Document Management System

o User Dash Board

o Search engine

a) User Access Control: The Application must have integrated user level application

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

b) The development should be based upon automated work flow system, open standards

and 64-bit architecture. It should also allow designated user to customise workflow as

per the operative policies and business rules of RHB.

c) 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. The successful bidder will develop application with built-in module or provide software

integration of third party applications involving all services and software functionalities as

described below:

o Financial Management System

o Personal & Payroll System

o Project Monitoring Information System

o Assets Management System

SI should use any COTS application to develop aforesaid modules. SI should provide

perpetual server edition license and client user licences (with 4 years subscription for

http://egovstandards.gov.in/standardsandFramework/IFEG/view


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upgrade & OEM support) in the name of purchaser. The software licenses to be

supplied by the bidder should not be restricted based on location and the purchaser

should have the flexibility to use the software licenses for other requirements in any

Form or Manner for the users of RHB. The Software Licenses should be Modular and to

be supplied as per the procurement timelines considering the solutions to be

implemented in Phase I to Phase VI. The proposed RDBMS along with COTS should

have full usage license. The module wise COTS applications requirements are as under

a) Financial Management System:

o It should be robust and scalable to handle financial transactions up to 20 fiscal

years.

o The system shall provide functionality to simultaneously support the cash basis,

accrual basis and modified accrual basis accounting system for appropriate fund

types

o Module should have in flexibility feature to choose rules for posting, rules for

editing vouchers and receipt, rules & authorisation for approval of payable

account.

o Should support regulatory compliance as per the GoI

o Should have integration with workflow system to configure workflow as per

business rule and should also allow user to modify configured workflow

o Financial Module should have seamless integration with other modules like

Personal & Payroll System (Employee’s salary, taxes, PF, loan and deduction),

Project Monitoring Information System, Assets Management System and Estate

Management System (HPS/ORS Receipt, Recovery and rent receipt). It should

be able to update financial related transaction data on real time basis.

o The system should have in built feature to generate Business intelligence base

queries report

o The module should be accessible through single signoff in application

o The software offered must have in-built components catering to basic Indian

Statutory requirements

o The solution should cater to all the required Statutory requirements and the

OEM should also provide the Patches for the budgetary changes

o The system should have inbuilt feature to send notification (on preconfigured

events) to the concern stakeholder using technology like digital dash board,

email & SMS.

o The Module should have capabilities to provide user interface and reports in

English and Hindi

o The application should be designed in modular architecture and provided


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functionality for deployment in phase manner

b) Personal & Payroll System (HCM):

o It should be robust and scalable to handle records for at least 2500 employees

o System should be able to handle all statutory regulations and maintain the details

directly in the screens provided for data entry. All rules related to such acts

should be preconfigured in the system.

o Module should have seamless integration with other modules like financial

module, payroll system, project monitoring information system.

o It should have functionality to manage employee’s profile management, leave

management, promotion, training, performance monitoring, appreciations and

posting

o It should have integration with payroll system for calculation of salary and should

have capability to manage employee’s income tax, gratuity, provident fund,

insurance premium and loan.

o The system should have inbuilt feature to send notification (on preconfigured

events) to the concern stakeholder using technology like digital dash board,

email & SMS.


queries report


o The system should have ability to Generate statutory reports e.g. Form 16, Form

16A, Form 12BA, Income Tax Returns, E-TDs Returns (capable of being

uploaded to NSDL)


English and Hindi

o The application should be designed in modular architecture and provided

functionality for deployment in phase manner

c) PMIS:

o Module should have seamless integration with other modules like financial

module (Budget Allocation & Project Accounting) and Personal and Payroll

system for allocation of resource

o The system should have inbuilt or integration with third party workflow system to

configure work flow in terms of resource level, time line, escalation method etc.

o The system should have inbuilt feature to send event notification to the concern

stakeholder using technology like digital dash board, email & SMS.


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queries report



English and Hindi

o The module No customization should be required to create dashboard, User

should be able to configure dashboard without any coding.

• Projects Performance (Forecast, Budget and Actual) by Organization

• Projects in Progress by Division/Circle

• Project Health by Cost Performance

• Cost Budget Changes by Project

• Budget Accuracy by Project

• Project Funding Summary by Division/Circle

• Cumulative Cost Variance by Top Projects

• Cumulative Cost Variance by Top Resources

• Periodic Project Cost Trends

d) Asset management System

i. Module should have seamless integration with other modules like financial

module and Personal and Payroll system for allocation of resource

ii. The system should have inbuilt or integration with third party workflow

system to configure work flow in terms of resource level, time line, escalation

method etc.

iii. The system should have inbuilt feature to send event notification to the

concern stakeholder using technology like digital dash board, email & SMS.

iv. The system should have in built feature to generate BI base queries report

v. The module should be accessible through single signoff in application

vi. The Module should have capabilities to provide user interface and reports in

English and Hindi

xiii. 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.

xiv. As per the guidelines of GIGW the Web portal developed for public user should be


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compatible with all the common web browsers i.e. Web portal 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. SI should be responsible to supply required (proc base licence) for configuration of

database cluster in RSDC. SI shall be responsible to maintain the database security &

audit features as per the suggested security architecture (para 4.1.2) of this RFP.

xvi. The bidder shall provide at least 2 demo of proposed RHBMS software application to

purchaser before UAT finalisation. First demo the application should be able to perform all

core functionality of like working of input forms and output reports. However second demo

should be able to demonstrate complete feature of software like integration with other

modules, cross linkage with other forms, validation check points, integration with email and

SMS solution, software security feature etc..

d) Software Testing of Web Portal & application S/w (PAT)

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.

iii. The selected bidder will install web portal & application s/w on testing zone of RSDC or

will host on public web server and provide web link & access to RHB/RISL through a

public IP address

iv. SI may make use any open source tools for test management, performance testing,

security & automation for regression testing; SI shall provide RISL/RHB test script along

with testing tools/environment used for testing.

v. Partial User Acceptance of the web portal & application s/w shall be given by RHB / RISL

after successful testing. This is the responsibility of the bidder to obtain the PAT approval

from the RHB / RISL.

e) Deployment & Configuration of Web Portal & Software Application

i. After PAT sign-off the selected SI shall required infrastructure at RSDC to host

application on production server. The required infrastructure will be provided by the SI

except the shared items available at RSDC. The list of shared items is available at

Annexure- 18. The bidder shall be responsible to install and configure required hardware

and software at RSDC as per the BoM proposed by the bidder.


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ii. The Bidder shall be responsible to install requisite software/ utilities tools and configure

web server, application server and database server clusters. These server should be

configured with load balancer to provide redundancy and hi availability.

iii. 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.

iv. 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.

v. The bidder should provide server and client edition User licenses (Perpetual Licence) in

the name of RHB for the Commercial Off The Shelf (COTS) Product used by the

bidder to customize and configure RHBMS application software.

vi. The bidder should provide server and client edition User licenses (Perpetual Licence) in

the name of RHB for database cluster and database tools used by the bidder. These

tools would typically include database schema, database reporting engine, security tools

for database, database audit tools, database connector & tools used for integration etc if

used.

vii. The bidder should provide server and client edition User licenses (Perpetual Licence) in

the name of RHB for the various system software COTS/ 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 system software /COTS based

products, application to manage document repository, application to design & manage

workflow, tools used for portal development, search engine and tools used for integration

etc if used.

viii. The database cluster should be configured in redundant along with load balancing

devices to maintain hi-availability feature. SI shall also supply any additional utility

tools/services/software used by the bidder to meet SLA requirement related to database

availability security & audit, these tool typically includes database identity & access

control, tools to maintain hi-availability in redundancy, tools for data simulation in cluster,

database schema designer, database audit log, reporting services, integration services,

analytical & data mining services etc

ix. All the software license inclusive of COTS, Database, System software like Portal ,

middleware application and any other third party tool/software supply by bidder should

have comprehensive OEM support, the support should be available though


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online/phone line, along with upgrade option for period of 4 years from date of

installation.

f) Integration of RHBMS with other communication channels 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 respective citizen i.e. applicant and allotted.

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 RHBMS 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 board website and RHBMS application

software) issues/ bugs reported during the testing upto the satisfaction of RISL/ RHB.

o Final approval/user acceptance of the software and system shall be given by RHB / RISL

after successful implementation and testing. This is the responsibility of the bidder to obtain

the UAT approval from the RHB / RISL.


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4.2.2. Site Preparation Installation and commissioning of IT and non-IT hardware

a) The SI will conduct a site survey at RHB HQ, at least one circle office and 2 Independent Division

and 2 division offices and based on the site survey prepare submit following reports to purchaser

• Hardware deployment plan (with Bill of Quantity)

• Hardware testing plan & methodology

b) The SI shall perform site preparation of all the project locations and shall submit site readiness

reports (location-wise) for the installation of all the required equipments.

i. The list of project sites and locations are as provided in Annexure 20.

ii. The purchaser reserves the right to change any locations at any time before the

installation of equipments without any additional financial cost.

c) The RSDC shall provide rack space, network connectivity along with other requisite infrastructure

(as per list attached as annexure 18), the SI shall be responsible to install & configure hardware &

software as per stack proposed & agreed upon by the SI at RSDC Jaipur. The selected bidder

shall not be liable for any delay arising out of RSDC failure to provide requisite infrastructure

within the stipulated period.

d) List of RSDC shared infrastructure available for this project is attached as annexure 18 of this

RFP document. To maintain the business continuity of RSDC SI shall make use of existing

Antivirus server (Symantec Endpoint protection 11.0), EMS server (CA NMS, e health &

spectrum, DPM wily, willy-cer, service desk &ITCM), and Help desk server (CA Service Desk

R12.5), backup server. However, any additional required client licences shall be provided by the

RSDC/RISL

e) SI shall be adhering to the rules & policies guideline of RSDC. The SI shall be responsible for I. For all dedicated infrastructure being provided by RSDC for this project

accuracy/currency to be confirmed by bidder.

II. Any Updates/upgrades/ infrastructure to be accommodated by the bidder,

III. In event of update/upgrade/withdrawal of any shared service, SI shall notify RSDC in

writing.

f) Any additional hw/sw by SI for RSDC (at SI’s request), to be accepted only after approval from

RSDC authority subjected to following condition II. Proposed Hw/Sw should be inline with RSDC policy.

III. In such case full capex/opex of additional Hw/Sw to be borne by bidder only.

IV. Opex includes comprehensive O&M throughout project period.

V. Ownership (but not any liabilities) of such asset transferred to RSDC for the project

period.

g) RHB 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. The selected


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bidder shall not be liable for any delay arising out of RISL/ RHB’s failure to provide the sites within

the stipulated period

h) 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.

i) The bidder should supply all the media and manuals, OEM support, updates, patches, and errata.

j) 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 4 years.

k) 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.

l) SI will be responsible for supplying and installing all allied accessories, consumables (required for

commission of hardware) 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.

m) The bidder shall provide OEM documentation with every unit of the equipment supplied.

4.2.3. Data Digitization The scope related to data digitization includes

a) Selected SI shall provide manpower for the data digitization & migration, data with

respect to one time allottee profile, employee’s master, assets master. Historical data

digitization will cover digitization of past 5 years records

b) Entry of financial transactional data of allottee for last five years

c) Scanning of supporting documents attachment of scan documents, indexing of document

and tag document with the relevant file.

d) Quoted man-month rate by SI shall be used for cost estimation, efforts of all technical

resources- data entry operator, data entry supervisor responsible for data validation, any

managerial staff use by SI shall be taken into account for total man-month estimation to

carry out data digitisation. For all technical resources irrespective of their experience and


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specialisation, the quoted man-month rate shall be used. Efforts of support staff shall not

be taken into

e) The selected SI is expected to carry out an independent exercise for assessment of data

source, data format, and data fields and no. of records before data entry. The data entry

done by the successful bidder will be verified by RHB employees for its sanctity.

f) The selected SI will ensure validation of data entered, data scanned and document

indexing. SI will provide metadata based search for scanned documents

g) The space for sitting of data entry operator shall be provided by the RHB. The data entry

and scanning shall be carried out at 6 locations i.e. Jaipur, Jodhpur, Kota, Alwar, Udaipur

and Bikaner. The bidder shall be responsible to arrange for furniture, desktop, scanner

and data migration tools to undertake data digitization work. The bidder is advised to

quote accordingly.

Indicative list of master records and transaction record need to be digitized is as under:

Sl No Record Description Approximate No of Record

Records Available in Electronics Format

1 Master Data of Allottee Profile 2,00,000 1,00,000

2 Transaction Data of Allottee (last five

years )

10,00,000 4,00,000

3 Employees Profile 2,000 Nil

4 GPF/PF Pension Record 2,500 Nil

5 Transaction data GPF/Pension 4,00,000 4,00,000

6 Assets Registers Master 5,000 Nil

7 Scanning & tagging of pages along

with master file of allottee

10,00,000 (Pages)

(All the figures provided above are approximate / indicative).

4.2.4. Training & Capacity Building o The selected bidder shall also ensure a proper hands-on training to the designated end-users on

the application developed. The content of the training and schedule shall be mutually decided by

RISL / RHB and the selected bidder later at an appropriate time period.

o 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


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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.

o The space for training will be provided by the RHB. The training shall be conducted at 6 locations

i.e. Jaipur, Jodhpur, Kota, Alwar, Udhaipur and Bikaner. The bidder shall be responsible to

arrange transportation and boarding of trainers, the bidder is advice to quote accordingly.

o The SI shall provide TOT training to the core group of RHB team. They will also involve core

group members through process of SRS preparation, testing phase and implementation phase.

o The requisite training infrastructure like computers, projector with screen shall be provided by the

bidder.

o 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.

o Retraining the above staff whenever significant changes are made in the application and/or

personnel.

o The bidder shall take training feedback from the trainees in format approve by RISL.

o In case more than 30% of the respondents suggest that the training provided to them was

unsatisfactory or less than satisfactory then the SI should re-conduct the same training at no

extra cost.

o 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.

o The SI shall provide training material (role base); the language of training material shall be in

Hindi and English.

o The SI shall ensure that all the training documentation in Hardcopy and Softcopy is in place (user

training, operation procedures, visual help-kit etc.).

Training needs identified for RHB 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. TOT training to core

group members of

RHB IT team

25 1 1 25 25

2. Sensitization Training

covering basics of e

50 10 5 1 5


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Governance, Project

Management etc

3. Handholding &

Application Training

for Phase- I

250 25 10 5 50

4. Handholding &


for phase II PMIS

Modules

75 25 3 3 9

5. Handholding &


for Financial Module

& Phase-III

175 25 7 7 49

6. Handholding &


for Phase –IV Assets

management

modules

100 25 4 3 12

7. Handholding &


for phase V HRM

Modules

150 25 6 7 42

8. Handholding &


for phase VI Store &

Purchase

management

Modules

100 25 4 5 20

o Duration of each training session should be of 8 Hours per day,

o Expected number of participants for the training session will be 25 participants except

sensitization training to top management which expected to be 10 persons only.

4.2.5. System Integration and Commissioning of the Project (FAT & Go Live) a) Facilitation for network connectivity: The bidder shall provide the following facilitation and


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integration –

I. RHB will be responsible for providing the network connectivity (VPN over broadband)

to the selected bidder for running RHBMS solution till RSWAN is operational.

II. Dedicated 2 Mbps connectivity has been provided to the RHB HQ, through SecLAN

and further 1 Mbps broadband connectivity will be provided by RHB, at all project

locations. However, SI will be responsible for the LAN connectivity within the board

offices.

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 RHBMS

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/ RHB.

c) SI should provide following documents to the purchaser

• Installation Manuals

• User manual (Role wise)

• Access Control Policy

• Incident Management Policy

• Change management plan development

d) Transferring the ownership of all software developed/ customized/ configured/ procured. All

licenses & support related documents should be in the name of RHB.

4.2.6. Operation and Maintenance / Facility Maintenance Services (FMS) Bidder would be responsible of operations and maintenance for the entire RHBMS solution at

RHB HO, 9 Circle Offices, 12 Independent Divisional Offices, 26 Divisional Office and 30 Cash

Collection Office for 4 years after the Go-live (as certified and accepted by RHB/RISL)

4.2.6.1. Acceptance for Successful Roll Out a) Post Go- live of 1st phase, SI shall be responsible to provide 6 month implementation support

However, for each of subsequent module post go live support period shall be 2 months. This

period shall not consider as part of O&M phase.

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/RHB. These calls / complaint will be resolved by SI within define

implementation support period only.


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c) After successful performance of the web based application software, a separate sign-

off/acceptance shall be issued to the SI by RISL/ RHB. The sign off shall be given only after

successful resolution of the issues/ complaint.

4.2.6.2. Deployment of Manpower for Facility Management Services

Bidder would be responsible of operations and maintenance for the entire RHBMS solution at RHB

HQ, 9 circle offices, 12 independent divisional offices, 26 divisional offices and 30 cash collection

counters for 4 years after the Go-live (as certified and accepted by RHB/RISL)

a) Bidder shall depute the following resources at the below project locations for four 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). The below is the

minimum requirement, however if the SI propose to increase then it can be done without any

extra financial burden to purchaser.

S.

No

Resource RHB/ HO NOC For period of Four Years

Circle office for one year

1. Project Manager 1

2. Sr Software Engineers cum System Engineer

2

3. IT Helpdesk Engineer 2

4. Local helpdesk support engineer

9

o The bidder shall deploy one full time dedicated resident Project Manager at RHB HQ,

Jaipur.

o The bidder shall deploy two full time dedicated resident engineers at RHB HQ,

Jaipur. for purpose of System Administration and software support and Database

Management

o The bidder shall deploy 2 helpdesk operators at RHB HQ, Jaipur to log and resolve

complaints of the various project locations.

o The bidder shall deploy 9 local support staff for period of one year at RHB circle

offices location to log complaints to the central helpdesk at the RHB HQ and resolve

complaints as per instructions from central helpdesk.

b) The minimum required technical qualifications and experience details for the aforementioned

manpower are provided in annexure 19 of this RFP document

c) Also, it would be the responsibility of the SI to retain the deployed manpower for during

currency of contract, in the event of a resource leaving the employment with SI; the same

shall be immediately replaced with another resource of equivalent capability in terms of


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qualifications and experience. All such events should be notified prior to RISL.

d) During and after the end of the project period, the SI shall refrain from canvassing RHB/

RISL/ GoR and any of its associates with any claim for employment of the bidder’s personnel

deployed under the project.

e) As Hindi is Official Language of the Government of Rajasthan, the SI has to appoint

personnel having proficiency in Hindi language.

f) The staff provided by the SI will perform their duties in accordance with the instructions given

by the designated officers of RISL/ RHB from time to time. RISL/ RHB will examine the

qualification, experience etc. of the personnel provided before they are put on positions. The

SI has to take approval from RISL/ RHB for the proposed staff before their deployment. RISL/

RHB have every right to reject the personnel, if the same is not acceptable, before or after

commencement of the awarded work/ project.

g) At no time, the provided manpower should be on leave or absent from the duty without prior

permission from the designated nodal officer of RHB. 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/ RHB. 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.

h) The proposed services shall be normally manned from 9:00 AM to 6:00 PM but may vary as

per the requirement throughout the project period or as decided by RISL/ RHB

i) 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.

j) 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

RSDC/RISL

4.2.6.3. 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:

a) Check for any loose contacts in the cables & connections.

b) Extract the log reports, study, draw logical conclusions, do fixes and then submit the final

report to RISL / RHB.

c) Conduct preventive maintenance (including inspection, testing, satisfactory execution of

diagnostics and necessary repairing of the equipment)

d) Cleaning and removal of dust and dirt from the desktop and printers of all supplied

equipments.


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4.2.6.4. Corrective Maintenance Services a) Troubleshooting of hardware problem of all supplied equipments and rectification of the

same.

b) Troubleshooting of OS and databases etc and provide solutions for the same.

c) Documentation of problems, isolation, cause and rectification procedures for building

knowledge base for the known problems.

4.2.6.5. Asset Management Services a) The bidder shall be required to create database of all IT assets like hardware, software,

peripherals, etc (supplied by SI for this project)., by recording information like configuration

details, serial numbers, licensing agreements, warranty and AMC details, etc.

b) Record installation and removal of any equipment from the network and inform RHB even if it

is temporary.

c) Create Software inventory with information such as Licenses, Version Numbers and

Registration Details

d) Register all software procured by RISL / RHB in this bid document with respective OEMs.

e) Perform software license management and arrange for licensing contract renewal for RISL /

RHB for period of 4 years from the date of installation at no cost to RISL / RHB.

4.2.6.6. Configuration Management Services a) The bidder shall maintain a record of hardware as well as software and all other items

supplied in this RFP including the details of policies implemented on the servers, network,

databases, web servers, etc.

b) The bidder shall keep soft copies of the configurations of each of the devices mentioned

above.

c) 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 / RHB and recorded.

d) 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.

4.2.6.7. Vendor Management Services a) The bidder shall coordinate with external vendors, network providers and FMS team of RSDC

& all the project locations for upkeep of equipment deployed to meet the SLA and shall liaison

with various vendors/OEMS for related works, equipment & services.

b) The bidder should maintain database of the various vendors and service providers, including


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vendors for hardware under warranty, service providers etc. with details like contact person,

telephone numbers, escalation matrix, response time and resolution time commitments etc.

c) 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.

4.2.6.8. Network Management Services The bidder shall be responsible for:

a) Daily monitoring of Network

b) Making sure the high availability & reliability of network for these equipments at all times and

performance maintenance.

c) Checking network status and taking remedial action (Logging Calls etc) in case of problems.

d) Sending alerts to concerned people regarding critical errors.

4.2.6.9. Server Management Services a) The bidder shall manage the servers on end-to-end basis like server administration,

performance tuning, hardware and software support and upkeep of the server etc.

b) Handling of OS related issues, installation of OS updates and patches, re-installing OS if

required, periodic system performance tuning, monitoring server usage statistics, network OS

support, and start up and shut down of servers. The SI will also have to resolve all the issues

between the servers & software supplied under this project.

c) The bidder shall provide device/peripherals management, user management etc for the

servers.

d) The bidder shall implement operating system security/hardening and application level

security for the servers.

4.2.6.10. Support Services for Web Based 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 RHB/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 include (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


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• Minor changes in RHBMS on instruction of RHB/RISL

• Bugs Fixing reported by RHB/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

4.2.6.11. 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 SI may make use of existing EMS solution available at RSDC to prepare MIS reports. 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.

Sl.No. Activity Deliverable Frequency Time Frame

1. SLA Manpower Report

• Attendance of Manpower deployed

Quarterly Within 1 Week of end of each Quarter

2. SLA FMS Support (User)

• Log reports of help desk, call categorizations

Daily Daily

• User complaint resolve time with call resolved, unresolved and escalated issues


• Log Report Software Solution related “Response Time”, means time taken (after the request has been logged at the helpdesk and escalated to SI team)


• Log Report Hardware Related “Response Time”, means time taken (after the request has been logged at the helpdesk and escalated to SI team)


• List of Incident Reporting



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3. Backup and recovery services

• Log reports of backup server


4. Configuration changes

• Report on changes like configuration changes, patch upgrades, database reorganization, storage reorganization, log truncation, volume expansion, user creation, user password reset, etc.


5. Preventive Maintenance Reports

• Equipment wise and date wise list of hardware for which preventive maintenance was undertaken during quarter


6. Vendor Management Report

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


7. Asset Management Services

• Details of Hardware Equipments with serial no., configuration details, Software Details, Policies implemented

Once During Implementation support

8. Software license management

• Details of software licences with renewal due date

Once During Implementation support

9. SLA Compliance Report for IT & Non IT infrastructure at RHB HO

• Quarterly Compliance Report for hardware complaints registered and resolved at RHB HO


10. SLA Compliance Report for IT & Non IT infrastructure at RHB Circle office

• Quarterly Compliance Report for hardware complaints registered and resolved at RHB CO


11. SLA Compliance Report for IT & Non IT infrastructure at RHB Independent Division Offices

• Quarterly Compliance Report for hardware complaints registered and resolved at RHB IDO


12. SLA Compliance Report for IT & Non IT infrastructure at RHB Division

• Quarterly Compliance Report for hardware complaints registered and resolved at RHB



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Offices /cash Counters

DO/cash counters

13. SLA Compliance Report for IT & Non IT infrastructure at RHB Cash collection Centre

• Quarterly Compliance Report for hardware complaints registered and resolved at RHB CCC


14. SLA RHBMS Application S/w Report

• Report on performance Average time taken for opening Internet portal


• Report on performance Average time for submission of forms / data by Purchaser’s Staff


• Report on performance Average time for submission of forms/ data by citizen/ allottee


• Report on availability of all application modules at SDC


• Report on availability of all online citizen services


• Report On Concurrent connects to the intranet application (RHB Staff)

Monthly Within 1 Week of end of each Month

• Report On Concurrent connects to the internet application (citizen)

Monthly Within 1 Week of end of each Month

15. SLA (RHBMS application S/W Support)

• Report on content management reported and Time to upload


• Report on minor changes reported and time taken to complete


• Report on incident reporting of Bugs fixing reported and time taken to resolve


4.2.7. Change Request Management Services i. RHB envisaged that RHBMS should have integration with exiting application. The

requirement for integration shall be finalised in consultation with RHB/ DoIT&C/NIC as and


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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

• Integration with SUGAM

• Integration with Lites

• Integration with e-Office

• Any other as per requirement

ii. RISL/ RHB 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 RHB

• 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

Chapter for Change Management of this RFP.

4.2.8. Third Party Audit (TPA) i. A third party audit may be got done by RISL/ RHB at its own cost. The TPA would be

selected separately by the RISL/ RHB.

ii. 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

iii. The audit will study execution of the project by SI and verify the executed work against entire

scope envisaged in the RFP. If TPA report suggests any modification / alteration to meet

RFP requirement / adherence then SI shall be required to do the needful without any

additional financial implication to the purchaser.

iv. The TPA activity will be one time and will be initiated after start of the FMS phase.

v. The bidder shall be required to share the testing documents and standards with the

designated third party wherever applicable/ required.

vi. Based on the audit reports submitted by the TPA, the selected bidder shall make the required


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changes to the solution deployed (as per RFP) 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 As per RFP, the RHBMS project will likely to achieve Go Live status of phase –I within 36 weeks

of award of contract. This will be followed by 4 years of operations and maintenance phase post

successful commissioning of the project. The subsequent phases i.e. 2, 3,4,5,6 shall also be

implemented as per time line provided in Para 4.5 of this RFP document.

4.4. Roles & Responsibilities (Stakeholder-Wise) A contract monitoring committee will be constituted for overall monitoring of the progress of RHBMS

project. The contract monitoring committee will be appraised on the periodic developments by the

bidder. The contract monitoring committee shall consist of the members of RISL and RHB

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 Board users

• To coordinate with other government agencies and Board

• To provide acceptance and Sign off SRS document

• Review the solution design document, submitted by the selected bidder.

• 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.

• 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 coordinate with the RHB for providing schedule for hardware installation &

commissioning at RHB office locations.

• To coordinate with the RHB for providing schedule for data digitisation& training

• To approve testing approach methodology and test cases submitted by SI

• To provide sign off/ acceptance of SRS, approval of testing approach & test cases, Partial

Acceptance Testing (PAT), User Acceptance testing (UAT), Final Acceptance Testing

(FAT), Commissioning Certificate, Acceptance of successful performance after

completion of 3 Months


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• Facilitate PAT, UAT, security audit and performance audit

• Appoint agency for third party audit TPA of web based application software if needed

• To ensure timely project milestones sign offs.

• To approve and oversee the proposed training plan

• Set up and administration of escalation mechanism

• Review and approval of payment against CAPEX as per payment schedule as mentioned

in section of this RFP

• Review and approve the payments to the bidder as per SLA

• Approval and disapproval of change requested including the finalisation of efforts

estimation, cost estimation, milestone and payment

• Any other help/ assistance periodic report submitted by SI, and acceptance/ co-ordination

required for the successful implementation and operations of the work/ project

b) Responsibilities of RHB The roles and responsibilities of the RHB shall be as follows: -

• To formulate a nodal team for the project responsible for end to end coordination and

execution of the RHBMS project.

• To identify the circle office, independent division and division office 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

• Provide schedules for Hardware deployment, training, data digitization etc

• Provide space and infrastructure for purpose of training in case training is required at a

location outside Jaipur

• RHB will be responsible for providing the 2x4 Mbps dedicated internet connectivity at

RSDC for the Web/ Application Server access by the board officials and citizens.

• RHB will be responsible for providing the network connectivity (VPN over broadband) at

all project location to the SI for running RHBMS solution till RSWAN is operational.

• To ensure active participation from the board users

• To provide information, raw data, documents (for Scanning) required to be digitized

• 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.

• Prioritize the change requests as per project objectives.


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• 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 RHBMS application.

• RHB will provide dedicated telephone line at NoC (RHB HO) 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 PAT of web based application

software

• To facilitate RISL in providing sign-off /acceptance UAT of web based application

software

• To facilitate RISL in providing sign-off/acceptance final FAT of web based application

software and its integration with hardware and network components

• To facilitate RISL in providing acceptance of successful performance of web based

application software (post implementation)

• Periodic SLA monitoring of the system deployed by the successful bidder

• To ensure timely release of the payments as per agreed schedule

• The RHB shall be responsible to provide all the required consumables required for the

Project like printer toner cartridges, and backup media/ tapes etc.

• The RHB must ensure that all type of consumables required for the project, in sufficient

quantities, are readily available at each project location.


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c) DoIT&C GOR Rajasthan State Data Centre (RSDC)

• The core software application infrastructure and web based application software are

expected to be hosted at the RSDC. The data collected from RHB HQ, 9 circles offices,

12 independent divisional offices, 26 divisional offices and 30 cash collection centre 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 required rack space and other shared hardware

infrastructure for installation and configuration of hardware and software as per stack

proposed by SI. . The list of shared infrastructure to be provided by RSDC has been

attached as Annexure18 of this RFP.

• 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 SAN Storage, high speed (Fibre Channel)

• RSDC will provide SAN Storage and Tap library usable for archived data storage.

• RSDC will provide required number of Internal and external IP at data centre for the

RHBMS application.

• RSDC will be responsible to manage all shared infrastructure to be used for deployment

of web based application software.

• RSDC will be responsible for periodic backup and recovery of RHBMS database

• RSDC will be responsible to provide adequate bandwidth connectivity for traffic at

RHBMS application

• RSDC will be responsible to manage network connectivity of all server and other devices

to be installed by SI with RSDC.

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 RHBMS, 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 / RHB to ensure the

timely and smooth execution of RHBMS 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


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information in form of Reports / excel sheet / document desired by RISL related to RHBMS other than defined

hereunder in the table.

The milestones and deliverables for the implementation of RHBMS project would be as follows:-

Phase wise Division

Phase -I

a. Estate Management System 1. Housing Sub-Module 2. Recovery Sub-Module 3. Lease System and Rental properties Sub-Module

b. Scheme Information System Module c. Application Digitization and Management tools

Phase –II

Project Monitoring Information System

Phase -III

Financial Accounting

1. Budget Planning and Allocation 2. Project Accounting 3. Book keeping & accounting

Phase-IV

Asset Management Module

Phase-V

Personnel and Payroll Module Phase-VI

Stores and Purchase Management System


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Milestone Deliverable (Reports/ Documents & Infra)

Phase Wise Time Line

1st 2nd 3rd 4th 5th 6th

Execution of Agreement & Kick-off

• Agreement

• Project Plan T = O+ 2 week

O is event marked as date of Issue of work order by RISL/RHB

Perform System Study & SRS (Para 4.2.1 b)

• Submission of Software Requirement Specifications (SRS)

T1 = T+ 18 week (Includes 2 weeks for SRS approval)

T is event marked as date of Issue of work order by RISL/RHB

Development of Web Portal & RHBMS Application S/w (Para 4.2.1 c to 4.2.1 g

• System Design Document (SDD)

T2 = T1+ 2 weeks

T1 is event marked as date of SRS acceptance by RISL/RHB)

• Deployment of RHBMS application software and web portal on staging server

T4=T2+ 8 weeks T4=T2+T3+ 12 weeks

T3 is event marked as date when RISL/RHB will provide formal letter for implementation of 2nd phase

T4=T2+T3+ 10 weeks

T3 is event marked as date when RISL/RHB will provide formal letter for implementation of 3rd phase

T4= T2+T3+ 10 weeks

T3 is event marked as date when RISL/RHB will provide formal letter for implementation of 4th phase

T4= T2+T3+ 10 weeks


T4= T2+T3+ 10 weeks



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PAT Sign off (Partial Acceptance Test of RHBMS application)

• Testing Methodology including test cases and test plan

• (SI’s may host application on private server & provide access to RISL through Public IP over internet) and Test Results

T5= T4+1week T5=T4+1 week T5= T4+1week T5= T4+1 week T5= T4+1 week T5= T4+1

week

• Testing of application

T6= T4+4 weeks T6= T4+4

weeks

T6= T4+4 weeks T6= T4+4 weeks T6= T4+4 weeks T6= T4+4

weeks

UAT Sign off of User acceptance of RHBMS application

• Final Deployment of RHBMS application software and web portal on production server and integration with Email solution, SMS gateway and payment gateway

T7= T5+2 week T7= T5+2 week

T7= T5+2 week T7= T5+2 week T7= T5+2 week T7= T5+2 week


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• Handing over of Source code and Server and client edition usage user based perpetual licenses in the name of the purchaser for the various third party utility tools/system software used by the bidder to run the application.

T8=T6+2 week T8=T6+2 week T8=T6+2 week T8=T6+2 week T8=T6+2 week T8=T6+2 week

• • Handing over of COTS Server and client edition User based perpetual licenses in the name of the purchaser

• (In case of subsequent phases additional user licenses of COTS )

T8=T6+2 week T8=T6+2 week T8=T6+2 week T8=T6+2 week T8=T6+2 week T8=T6+2 week

Site Preparation, Procurement, Installation and commissioning of IT & Non IT infrastructure all project locations

• Hardware deployment plan, in accordance to Site survey, testing methodology and Bill of quantity agreeable to the

T+4 weeks

T is event marked as date of Issue of work order by RISL/RHB


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as per BoM annexure -2 (A) and (Para 4.2.2 of SoW)

RHB/RISL

• Item Delivery, installation and commissioning reports with specification of each item supplied at RHB HO

T11+4 week T11 is the event marked when RISL/RHB will provide schedule to deploy IT& Non IT infrastructure at RHB HO

• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 9 Circle offices of RHB

T12+4 week

T12 is the event marked when RISL/RHB will provide schedule to deploy IT& Non IT infrastructure at RHB CO

• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 12 Independent Division Offices of RHB

T13+4 week

T13 is the event marked when RISL/RHB will provide schedule to deploy IT& Non IT infrastructure at RHB IDO

• Item Delivery,

installation and commissioning reports with specification of each item (from each location) at

T14+6 week T14 is the event marked when RISL/RHB will provide schedule to deploy IT& Non IT infrastructure at RHB

division office


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26 Division Offices of RHB specification of each item (from each location) at 26 Division Offices of RHB

• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 5 Cash Collection Counter of RHB

T15+4 week

T15 is the event marked when RISL/RHB will provide schedule to deploy IT& Non IT infrastructure at RHB CCC

Data Digitization

(Para 4.2.3 of SoW)

• Provide manpower to undertake data digitization of master data essential for UAT & Go live

• (Successful completion & validation of the overall Master Data Built-up activity and its accessibility through the Website and RHBMS Application S/w)

T6+ 4 weeks

T6 is event marked as date of completion of testing of module

T6+ 4 weeks


T6+ 4 weeks


T6+ 4 weeks


T6+ 4 weeks


T6+ 4 weeks



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• Provide manpower to undertake data digitization

• (Successful completion & validation of the overall Master Data Built-up activity and its accessibility through the Website and RHBMS Application S/w)

T16+24 weeks

T16 is the event marked when RISL/RHB will provide schedule to data digitization related to specific module

T16+4 weeks


T16+5 weeks


T16+4 weeks


T16+4 weeks


T16+4 weeks


Training

Para 4.2.4 of SoW)

• Training Completion certificate to all Nominated employees of RHB as per SoW

• Trainees Feedback

T17+4 week

T17 is the event marked when RISL/RHB will provide schedule to conduct training related to specific module

T17+4 week


T17+4 week


T17+4 week


T17+4 week


T17+4 week



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GO-Live

• Installation Manuals

T7+1 week T7+1 week T7+1 week T7+1 week T7+1 week T7+1 week

• User manual (Role wise) with visual help kits

T7+1 week

T7+1 week T7+1 week T7+1 week T7+1 week T7+1 week

FAT (Final acceptance test of hardware/software and other infrastructure

T18=T7+2 week

T18=T7+1 week T18=T7+1 week T18=T7+1

week

T18=T7+1

week

T18=T7+1

week

Operation & Management (Post Go-Live)

Acceptance of Successfully Roll Out (Successfully rollout of Web portal & RHBMS application S/W for period of minimum 3 months at all project locations (Acceptance for successful performance from RHB/RISL)

Post –Go live for period of 3 months

• Acceptance Certificate from RHB/RISL

T18+24 weeks T18+8 weeks T18+8 weeks T18+8 weeks T18+8 weeks T18+8

weeks

Support RHBMS Application S/W

Successfully Completion activities related to

• MIS reports related to software application maintenance & support as

T18+4 years 4 year from date of go-live of 1st Phase


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maintenance of web portal & application S/w , defined in SoW section (para 4.2.7.4)

defined in Sow (Sr No 14 to 15.) Operation and maintenance

• Handing over of Yearly license 0f COTS solution and database with comprehensive OEM support

T18+1 week

for subsequent years it should be within one week from start of next O&M Year

• Handing over yearly licence comprehensive OEM support (over phone & online) for all third party tools/system software used by bidder to run phase-I application.

T18+1 week

for subsequent years it should be within one week from start of next O&M Year

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 (4 Years from Go live of 1st Phase)

• Manpower Supply for period of 4 years at as per requirement mentioned in SoW (operation & maintenance) to manage services

T18+ 4 years from go live of 1st Phase

• MIS reports as per SOW ( S No 1 to 8 Para 4.2.5.4) Operation &

As per frequency defined in (Para 4.2.6.5)


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maintenance

• Helpdesk for the technical & functional scope

T18+ 4 years from go live of 1st Phase

Infrastructure & Hardware Maintenance at RHB Project Locations

Successfully Completion activities related to Hardware maintenance supplied at project location defined in SoW section (Para 4.2.5)

During O&M period of 4 years for maintenance of hardware supplied

• Quarterly Compliance Report on hardware complaints registered and solved to the hardware & software at RHB HQ

• MIS reports as per ( S No 9 Para 4.2.5.4) O&M

•

After go live of 1st Phase + Within 1 Week of end of each Quarter

• Quarterly Compliance Report for hardware complaints registered and resolved at RHB Circle offices

• MIS reports as per (S No 10

After go live of 1st Phase +Within 1 Week of end of each Quarter


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Para 4.2.5.4) O&M

• Quarterly Compliance Report for hardware complaints registered and resolved at RHB Independent Division offices

• MIS reports as per (S No 11 Para 4.2.5.4) O&M


• Quarterly Compliance Report for hardware complaints registered and resolved at RHB Division offices




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• Quarterly Compliance Report for hardware complaints registered and resolved at RHB Cash Collection Counters



• Deliverables/ Reports, if any, mentioned elsewhere in this RFP document would also be accounted for while ascertaining the successful completion of the respective Phase of the project and SI would submit the same as per the requirement of RISL/ RHB

• 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. Any delay in the approval of the deliverable(s) submitted by the SI to RISL/ RHB shall not account for the delay on SI’s part.

• The Purchaser may schedule data digitization and training in phase manner, the SI will adhere with time lines of the schedule


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5. INSTRUCTION TO BIDDERS AND 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.

2. Clarifications to the Bidding 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 in writing 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 RFP document 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 RFP 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 bid 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) may

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 RFP document fee, are allowed to attend the pre-bid

conference/ meeting and submit their pre-bid queries in the specified format as provided in


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Annexure 5. Bidders having purchased the bidding document are welcome 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 in writing to all, 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 proposals, the tendering authority may, at its discretion, extend the

deadline for the submission of the proposals.

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 bid –

a. Technical bid (including the pre-qualification & technical documents)

b. Financial bid

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)

2. Bidder’s Authorization Certificate As per Format given at Annexure – 7

3. Copy of board resolution/ Power of Attorney in Power of Attorney/ Copy of board


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favour of person signing the Letter of Authority at 2 above

resolution

Fee Details 4. Tender Fee Scanned copy of Fee Receipt 5. RISL Processing Fee Scanned copy of Fee Receipt 6. EMD As per annexure 24 of Bank

Guarantee Or Scanned copy of DD/ Banker’s Cheque/

7. Consortium Agreement (in case of consortium) As per Annexure -23 along with role & responsibilities

Pre-Qualification Documents 8. Tender Form As per Annexure-6 9. Self-Declaration – No Blacklisting As per Annexure-8 10. All the documents mentioned in the “Eligibility

Criteria”, in support of the eligibility As per the format mentioned against the respective eligibility criteria clause

Technical Documents 11. Certificate of Conformity/ No-Deviation As per Annexure-9 12. Manufacturer’s Authorisation Form (MAF) As per Annexure-10 13. Undertaking of Authenticity of Computer

Equipments As per Annexure-11

14. Statement of Deviations As per Annexure-12 15. Compliance Report of Technical Specifications As per Annexure -3, along with

datasheet 16. Technical Proposal As per Annexure -22 along with

datasheet 17. Eligibility of OEM products (COTS, Database

and system solutions) Certificate from OEM, As per the format mentioned against the respective eligibility criteria clause

18. Project Reference (Credential) to meet eligibility criteria

As per annexure 16

b) Financial 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. Financial Bid As per Annexure-13, As per BoQ

(.XLS) on eProc website 3. Annexure 25 – Financial bid annexure On bidder’s letter head duly signed

by authorized signatory along with company seal

c) 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.


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d) 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,

clarifications 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 proposal,

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) All the Prices in financial bid must be specified in the BoQ file available at eProc and without

changing it form and type.

b) All the prices should be quoted only in Indian Rupees (INR) Currency.

c) Prices/ Rates shall be written both in words and figures. There should not be errors and/ or

over-writings. Corrections/ alterations, if any, should be made clearly and initialled with dates by

the authorized signatory.

d) 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.

e) The prices quoted by the Bidder in the financial bid shall conform to the requirements specified

therein.

f) 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.

g) 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. Discounts of any type, indicated separately, will not be

taken into account for evaluation purposes.


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h) 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.

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 request and the

responses shall be made in writing. If EMD is requested, it 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.

c) If the validity of the EMD instrument expires before the bid validity period, the bidder will ensure

renewal / resubmission of EMD as and when asked for.

10. Format and Signing of Bid

a) The bid forms/templates/annexure 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 confirmation as specified in the bidding document and shall be attached to

the bid.

b) A written letter of Authorization accompanied by the board resolution/power of attorney must be

submitted as per Annexure – 7.

c) 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.

d) The bid, duly signed (digitally) by Authorized Signatory, should be uploaded on the eproc portal

in respective file/ format.

e) Bidders must submit their bids online at eproc portal. Bids received by another other means

shall not be accepted.

f) If bids are not submitted as per the details mentioned in this bidding document and eProc

website, the tendering authority shall reject the bid.

11. Withdrawal, Substitution, and Modification of Bids


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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.

12. 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 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 processing fee,

RFP document 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, RFP

document fee, and EMD. The bidder’s representatives who are present shall be required to

sign the attendance sheet.

g) The 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.

13. Evaluation / Selection Method

A bidder would be selected on the basis of Quality cum Cost Based (QCBS). i.e. L1 method

wherein an eligible bidder with adequate technical competence score of atleast 70% marks or

top five bidders (in case less than five bidders qualify the 70% criteria) shall be considered

technically qualified and the most competitive (lowest) rates/ quote would be selected for the

implementation of the project. Technical scoring formula/evaluation criteria is appendix as

Annexure 21 of this RFP

14. Guiding Principle for Evaluation of Bids


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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.

15. Determination of eligibility and responsiveness

a) A bidder shall be considered to be eligible if it meets the eligibility and prequalification eligibility

criteria mentioned in section 3 of the RFP document.

b) The determination shall be based upon an examination of the documentary evidence of the

bidder’s qualifications submitted by the bidder.

c) An affirmative determination shall be a prerequisite for award of the Contract to the bidder. A

negative determination shall result in disqualification of the bid, in which event the tendering

authority shall proceed to the next best bid to make a similar determination of that bidder’s

capabilities to perform satisfactorily.

d) The tendering authority/ procurement committee, in observance of best practices, shall: -

a. Maintain the bid evaluation process strictly confidential as per the details below.

b. Reject any attempts or pressures to distort the outcome of the evaluation, including fraud

and corruption.

e) Strictly apply only and all of the evaluation and qualification criteria specified in the bidding

document

f) A responsive bid would be the one that meets the requirements of the bidding document 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.

g) 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


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ii. If rectified, would unfairly affect the competitive position of other bidders presenting

responsive bids.

h) The tendering authority shall examine the technical proposals including the pre-qualification

documents.

i) 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.

j) The eligible bidders whose bid is determined to be substantially responsive shall be considered to

be qualified in the prequalification evaluation, unless disqualified pursuant to clause 17 or 18, and

shall be informed in writing about the date, time and place of opening of their technical bids.

k) The firms which could not qualify in prequalification evaluation will be informed about this fact.

Their technical 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.

16. Evaluation of Technical Bids

a) The evaluation committee will evaluate all bids and shortlist the bidders who have qualified as per

the eligibility criteria as laid down.

i. PQ of lead bidder

ii. PQ of Consortium partner

b) The technical bid shall be open for those bidders who clear the Pre-qualification

c) The technical evaluation shall be completed by the designated Procurement Committee as early

as possible after opening of technical bids.

d) The objective of the Technical Bid evaluation is to short list bidders who have the technical

competency/ experience/ skills / financial strength that are essential to roll out the RHBMS

project.


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e) The Tendering Authority will evaluate the Technical bids of the Bidders as per the evaluation

criteria mentioned in Annexure 21 and Annexure 22. Also, the Bidder will have to give detailed

description of proposed solution/ implementation methodology followed by a presentation. The

Tendering Authority will examine these solutions and will decide on the issue of equivalence or

superiority as compared to the desirable requirements.

f) Bid Presentations: Tendering Authority will invite each bidder to make a presentation, at a date,

time and location decided by the Tendering Authority. The purpose of such presentations would

be to allow the Bidders to present their proposed solutions to the Tendering Authority and the key

points in their Bids as per the criteria laid down in the Eligibility criteria/ Technical Bid.

g) If the bidder score minimum of 70% and the tendering authority decides that the solution offered

is equivalent or superior to desired requirements, then the technical bid shall be treated as

qualified. In this matter the decision of the Tendering Authority will be the final and binding on all

the bidders. In case less than 5 bidders score 70% then top 5 bidder shall be treated as qualified

for the next round.

h) After approval of the technical evaluation by tendering authority, the firms which qualified in the

technical evaluation shall be informed 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.

i) The firms who could not qualify in technical evaluation will be informed about this fact and their

EMD will be refunded after completion of the tender process i.e. award of the contract to the best/

successful bidder.

j) The selection will be done on L1 basis.

17. 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


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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.

18. 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.

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. 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, 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.


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e) The tendering authority’s evaluation of a bid will exclude and not take into account -

i. in the case of goods, Rajasthan VAT but Central Sales Tax shall be considered for

purposes of comparison; and

f) 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. Treatment of CenVAT/ VAT etc. would,

however, be as per Clause No. 23 below.

21. 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.

22. 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.

23. 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.

17. Price Negotiations: No price negotiation shall be held by the purchaser with a bidder with

respect to a bid submitted by him

24. 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.

25. Tendering authority’s Right to Accept/ Reject any or all of the Bids


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The tendering authority reserves the right to accept or reject any Bid, and to annul the bidding

process and reject all Bids at any time prior to Contract award, without thereby incurring any liability

to the Bidders.

26. 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) The tendering authority reserves the right to increase the quantity of goods and scope of services

originally specified in the bidding document by 25% and without any change in the unit prices or

other terms and conditions of the bid and the bidding document.

c) Repeat orders may also be placed with the consent of the contractor/ supplier 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.

27. Disqualification

Tendering authority may at its sole discretion and at any time during the processing of bids,

disqualify any bidder/ proposal from the bid process if the bidder: -

a) Has not submitted the bid in accordance with the bidding document.

b) Has submitted bid without submitting the prescribed Tender Fee, RISL Processing Fee,

EMD or the Bidder's authorisation certificate/ Power of Attorney.

c) Has imposed conditions in his bid.

d) During validity of the bid or its extended period, if any, increases his quoted prices.

e) Has made misleading or false representations in the forms, statements and attachments

submitted in proof of the eligibility requirements.

f) Has failed to provide clarifications related thereto, when sought.

g) Has submitted more than one bid. This will cause disqualification of all bids submitted by

such bidders including forfeiture of the EMD.

h) 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.


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28. 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 their Bids have been accepted.

b) The tendering authority shall award the Contract to the Bidders whose offer have been

determined to be the best Bid and are substantially responsive to the Bidding Document,

provided further that the Bidders are determined to be qualified to perform the Contract

satisfactorily.

c) Decision on tenders shall be taken within original validity period of offers. If the decision on

acceptance or rejection of a tender 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 RHB 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.

29. 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 from the tendering authority, the

successful Bidders shall sign, date, and return the Contract Agreement to the tendering authority.

30. 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


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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.

31. Reservation of Rights

To take care of unexpected circumstances, RISL / RHB shall reserve the rights for the following: -

a) Extend the Closing Date for submission of the 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 / RHB 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.

32. 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 or entire quantity of goods and service is to be delivered in the form of

completed work or entire contract like fabrication work, the process of completion of work may be

watched and inspections of 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.


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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.

The selected bidder shall not assign or sub-let his contract or any substantial part thereof to any other

agency without the permission of tendering authority.


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6. TERMS AND CONDITIONS, OF TENDER & CONTRACT

Definitions

For the purpose of clarity, the following words and expressions shall have the meanings hereby assigned

to them: -

a) “Contract” means the agreement entered into between the Purchaser and the Supplier, 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 Supplier 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 calendar day.

e) “Delivery” means the transfer of the Goods from the Supplier 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 Supplier 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 Supplier is required to supply to the Purchaser under 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 Supplier 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 Supplier.

k) “Supplier” 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 Supplier.

l) “The Site,” where applicable, means the project places named in the bidding document.

A) General Conditions of the Bid

1. Income Tax and VAT Registration and VAT Clearance Certificate


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No Dealer who does not hold PAN from Income Tax department 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.

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) Commercial Terms: The meaning of any trade term and the rights and obligations of parties there

under shall be as prescribed by commercial terms. All the terms shall be governed by the rules

prescribed in the current edition of commercial terms, published by the Indian Chamber of

Commerce at the date of the Invitation for Bids or as specified in the bidding document.

c) Entire Agreement: The Contract constitutes the entire agreement between the Purchaser and the

Supplier and supersedes all communications, negotiations and agreements (whether written or

oral) of parties with respect thereto made prior to the date of Contract.

d) 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.

e) 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.

f) 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.

g) 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 Supplier/ successful 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


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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 Supplier/ successful bidder shall bear all costs of translation to the governing language and

all risks of the accuracy of such translation.

5. 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, installation, and commissioning, training, and initial maintenance.

b) Bids for articles marked in the BOM (Annexure 2) should be the ones which are produced in

volume and are used by a large number of users in India/ abroad should be encouraged. All

products quoted by the suppliers/ bidders must be associated with specific 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

bidders/ suppliers.

c) The OEM/ Vendor 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 should have its direct representation in India in terms of registered office for at

least past 4 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”.

f) The OEM/ Vendor whose equipments are being quoted shall have Technical Support/ Assistance

Centre to provide 24x7 support over toll free numbers as well as web-based support.

6. 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 receipt.

b) A Notice shall be effective when delivered or on the Notice’s effective date, whichever is later.

7. 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.

8. Scope of Supply


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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 5 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.

9. 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 Supplier

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/ 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 purchase order.

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 supplier 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.

10. Supplier’s/ Bidder’s Responsibilities

The Supplier/ 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.

11. Purchaser’s Responsibilities


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a) Whenever the supply of goods and related services requires that the Supplier/ Bidder obtain

permits, approvals, and import and other licenses from local public authorities, the Purchaser

shall, if so required by the Supplier/ Bidder, make its best effort to assist the Supplier/ 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.

12. 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/ Bidder for the Goods delivered and the Related Services

performed under the Contract shall not vary from the prices quoted by the Supplier/ Bidder in its

bid, with the exception of any price adjustments authorized in the special conditions of the

contract.

13. Recoveries from Suppliers/ 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.

c) The balance, if any, shall be demanded from the Supplier/ Bidder and when recovery is not

possible, the Purchase Officer shall take recourse to law in force.

14. 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/ 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 Supplier 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 Supplier 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, tax will be calculated

on actual basis. Revision of any other tax or duty shall be on account of the bidder.


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f) If any tax exemptions, reductions, allowances or privileges may be available to the Supplier in

India, the Purchaser shall use its best efforts to enable the Supplier to benefit from any such tax

savings to the maximum allowable extent.

15. Performance Security Deposit (PSD)

a) In case of successful Supplier/ Bidder, the Earnest Money will be adjusted in arriving at the

amount of the Performance Security Deposit.

b) The Supplier/ Bidder shall, within fifteen (15) days of the notification of Contract award, provide a

Performance Security deposit for the due performance of the Contract in the amounts and

currencies specified in the contract.

c) The proceeds of the Performance Security deposit shall be payable to the Purchaser as

compensation for any loss resulting from the Supplier’s/ Bidder’s failure to complete its

obligations under the Contract.

d) Form of Performance Security deposit: 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. The

concerned Procurement Committee may also permit to accept full amount or part of PSD in the

form of a Bank Guarantee in case the amount of PSD exceeds Rupees 10 Lacs. 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. The competent Purchase Committee

may permit to deposit Bank Guarantee in part or full if the amount of Performance Security

deposit exceeds Rupees 10 Lacs.

e) Refund of Performance Security deposit: 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 shall be forfeited in the

following cases: -

i. When any terms and condition of the contract is breached.

ii. When the Supplier/ 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 and performance security

deposit.


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h) Proper notice will be given to the Supplier/ Bidder with reasonable time before earnest money/

performance security deposit is forfeited.

i) Forfeiture of earnest money / performance security deposit 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/ Bidder such as severing future business relation or black listing, etc.

16. Copyright

a) The application developed along with source code (other than COTS products and third party

propriety tools used by SI) documentation and IPR will be the sole property of Purchaser.

b) The selected bidder shall indemnify RISL against all third-party claims of infringement of patent,

copy right, trademark or industrial design rights arising from use of the goods or any part thereof

in India.

c) The ownership of the source code of the application developed by the SI should be transferred to

RHB or to RISL / Department of IT, Govt. of Rajasthan and also the SI is not supposed to use the

same for any other Government projects without the prior written consent of RHB / RISL or

Department of IT, Govt. of Rajasthan.

d) In case of third party tools/ application been used for application development then all the

required users base licenses or Process Base Licence of third party tools/application should be in

the name of RISL / RHB only. This licence should have provision to download updates for

respective application for at least period of 3 years.

17. Confidential Information

a) The Purchaser and the Supplier/ Bidder shall keep confidential and shall not, without the written

consent of the other party hereto, divulge to any third party any 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/ Bidder for any purposes unrelated to the Contract. Similarly, the Supplier/ Bidder shall


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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 need to share with the RHB / 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.

18. 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 Purchasing Authority.

b) If permitted, the 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

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.

19. 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 conforms

to the specifications shall be final and binding.

b) Technical Specifications and Drawings

i. The Supplier/ Bidder shall ensure that the goods and related services comply with the

technical specifications and other provisions of the Contract.


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ii. The Supplier/ Bidder shall be entitled to disclaim responsibility for any design, data, drawing,

specification or other document, or any modification thereof provided or designed by or on

behalf of the Purchaser, by giving a notice of such disclaimer to the Purchaser.

iii. The goods and related services supplied under this Contract shall conform to the standards

mentioned in bidding document and, when no applicable standard is mentioned, the standard

shall be equivalent or superior to the official standards whose application is appropriate to the

country of origin of the Goods.

c) Wherever references are made in the Contract to codes and standards in accordance with which

it shall be executed, the edition or the revised version of such codes and standards shall be those

specified in the bidding document. During contract execution, any changes in any such codes and

standards shall be applied only after approval by the Purchaser and shall be treated in

accordance with the general conditions of the contract.

20. Packing and Documents

a) The Supplier/ 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.

21. 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 designates 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.

22. Transportation

a) Unless otherwise specified in the contract, obligations for transportation of the Goods shall be in

accordance with the commercial terms specified in the bidding document.

b) The 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


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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.

c) 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 bill.

23. Inspection

a) The Purchase Officer or his duly authorized representative shall at all reasonable time have

access to the suppliers 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 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 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.

24. Testing charges

Testing charges for software as well as hardware (if required) shall be borne by the RISL. In case

urgent testing is desired to be arranged by the bidder or in case of test results showing that supplies

are not upto the prescribed standards or specifications, the testing charges (on actual basis) shall be

payable by the bidder.

25. Rejection

a) Articles not approved during inspection or testing shall be rejected and will have to be replaced by

the bidder at his own cost within the time fixed by the Purchase Officer.

b) If, however, due to exigencies of RISL / RHB’s work, such replacement either in whole or in part,

is not considered feasible, the Purchase Officer after giving an opportunity to the 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 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 bidder’s risk and on his account.


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26. Extension in Delivery Period and Liquidated Damages (LD)

a) Except as provided under clause “Force Majeure”, if the Supplier/ 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 document shall be deemed to be the essence of the contract and the successful bidder shall arrange supplies 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 bidder.

i. The supplier/ service provider shall request in writing to 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 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 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.


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vi. If RISL 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/ completion 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 bidder 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 LD charges would be applicable specifically on the payment milestones mentioned in payment schedule of the various phases of the project. The percentage of LD charges would be as per the above table.

iii. The maximum amount of liquidated damages shall be 10%.

27. 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.


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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.

28. Warranty

d) The bidder must supply all items with comprehensive on-site warranty valid for Four years 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.

e) 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.

f) 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.

g) 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.

h) 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.

i) The warranty on supplied software media, if any, should be at least 5 years

29. Patent Indemnity

a) The Supplier 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: -


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i. the installation of the Goods by the Supplier 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, 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 a notice thereof, and

the Supplier 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 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 request, afford all available assistance to the Supplier in

conducting such proceedings or claim, and shall be reimbursed by the Supplier for all reasonable

expenses incurred in so doing.

e) The Purchaser shall indemnify and hold harmless the Supplier and its employees, officers, and

Subcontractors 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 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.

f) The purchaser shall be excepted to indemnity for infringement of third party IPR as follows:

Supplier shall have no obligations with respect to any Infringement Claims to the extent that the

Infringement Claim arises or results from: (i) Supplier’s compliance with Purchaser’s specific

technical designs or instructions; (ii) inclusion in a deliverable of any content or other materials

provided by Purchaser and the infringement relates to or arises from such Purchaser materials or

provided material; (iii) modification of a deliverable after delivery by Supplier to Purchaser if such

modification was not made by or on behalf of the Supplier; (iv) use of a superseded release of

some or all of the deliverables or Purchaser’s failure to use any modification of the deliverable

furnished under this Agreement including, but not limited to, corrections, fixes, or enhancements

made available by the Supplier.


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30. 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 to pay liquidated damages to the Purchaser; and

b) the aggregate liability of the Supplier 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 to indemnify the Purchaser with respect to patent infringement.

31. 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, in accordance with Clause

“Contract Price”.

32. Force Majeure

a) The Supplier shall not be liable for forfeiture of its Performance Security deposit, liquidated

damages, or termination for default if and to the extent that it’s 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 that is not foreseeable, is unavoidable, and its origin is not due to negligence or lack

of care on the part of the Supplier. 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 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 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.


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e) In case a Force Majeure situation occurs with the RISL / RHB, RISL / RHB may take the case

with the contractor on similar lines.

33. Change Orders and Contract Amendments

a) The Purchaser may at any time order the Supplier/ 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.

b) If any such change causes an increase or decrease in the cost of, or the time required for, the

Supplier’s/ 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/ Bidder for adjustment

under this clause must be asserted within thirty (30) days from the date of the Supplier’s/ Bidder’s

receipt of the Purchaser’s change order.

c) Prices to be charged by the Supplier/ 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/ Bidder for similar

services.

34. 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 at least 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 Purchaser, is found to be

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, amount of PSD may be forfeited.


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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 at least 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 at least 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’s/ 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:

iv. To have any portion completed and delivered at the Contract terms and prices; and/or

a. 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.

35. Settlement of Disputes

a) General: If any dispute arises between the supplier/ selected bidder and RISL during the

execution of a contract, that 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


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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: - (RISL)

• Chairman of BoD of RISL : Chairman

• Secretary, DoIT&C or his nominee,

not below the rank of Deputy Secretary : Member

• Managing Director, RISL : 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.


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B) Payment Terms and Schedule

36. Terms of Payment

a) The supplier’s/ selected bidder’s request for payment shall be made to the RISL 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.

b) Subject to the performance as per SLA, payments shall be made promptly by the RISL, generally

within thirty (30) days after submission of an invoice or request for payment by the supplier/

selected bidder, and the RHB has accepted it.

c) The currency or currencies in which payments shall be made to the supplier/ selected bidder

under this Contract shall be Indian Rupees (INR) only.

d) All remittance charges will be borne by the supplier/ selected bidder.

e) In case of disputed items, the amount shall be withheld and will be paid only after settlement of

the dispute.

f) 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.

g) Advance Payments will not be made.

h) Payments to the selected bidder, after successful completion of the target milestones (including

specified project deliverables), would be made as under: -

A. Application Software and Web Portal


Payment Schedule Payment Terms

Perform System Study & SRS (Para 4.2.1 b)

• Submission of SRS Software Requirement Specifications (SRS)

Phase -1 15 % of CAPEX for

RHBMS Software Application (S No 1-6 Table A7 of Fin. Bid)

SRS Acceptance Letter / SRS Sign-off

Development of Web Portal & RHBMS Application S/w (Para 4.2.1 c to 4.2.1 g

• System Design Document (SDD)

60% of the COTS and other software CAPEX (Table A1 part –II )

and

55 % of CAPEX for RHBMS Application S/w (Table A7 of Fin. Bid)

The above payment schedule will apply on

UAT Acceptance Letter/UAT Sign off

• Item Delivery, installation and commissioning reports for RSDC Stack as proposed by the bidder in bid.

• Deployment of RHBMS application software and web portal on staging server


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(SI’s may host application on private server & provide access to RISL/RHB through Public IP over internet)

respective phases independently. i.e. 55% of Phase-I, Phase-II, Phase-III, Phase-IV, Phase V & Phase VI on event of completion.

• Testing Methodology including test cases and test plan and Test Results

• PAT Sign off (Partial

Acceptance Test of

RHBMS application)

• Installation of COTS solution RSDC, inclusive of PORTAL, DMS and workflow tools

• Final Deployment of RHBMS application software and web portal on production server and integration with Email solution, SMS gateway and payment gateway

• UAT Sign off of web portal and application Software

• Handing over of Source code and Server and client edition user based licenses in the name of the purchaser for the various middleware/ Portal/ and third party tools used by the bidder to run the application.

B. Infrastructure




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Site Preparation, Procurement, Installation and commissioning of IT & Non IT infrastructure all project locations as per BoM annexure -2 and (Para 4.2.2 of SoW)

• Item Delivery, installation and commissioning reports with specification of from RSDC in line with proposed hardware stack

65% of the CAPEX (Table A1 Part-I of Fin. Bid) for RHB HO Office

Commissioning Certificate for RSDC

• Item Delivery, installation and commissioning reports with specification of from RHB HO

65% of the CAPEX (Table A2 of Fin. Bid) for RHB HO Office

Commissioning Certificate for RHB HQ

• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 9 Circle offices

65% of the CAPEX (Table A3 of Fin. Bid) for RHB Circle Office

Commissioning Certificate for 9 circle offices

• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 12 Independent Division offices

65% of the CAPEX ( Table A4 of Fin. Bid) for RHB Independent Division Office

Commissioning Certificate for 12 RHB Independent Division Office

• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 26 RHB Division Office

65% of the CAPEX ( Table A5 of Fin. Bid) for RHB Division Office

Commissioning Certificate for 26 RHB Division Office

• Item Delivery, installation and commissioning reports with specification of each item (from each location) at 5 Cash Collection Centres

65% of the CAPEX ( Table A6 of Fin. Bid) for 5 Cash Collection Centres

Commissioning Certificate for 5 Cash Collection Centres

•

C. Data Digitization



Data Digitization • Data Digitization & migration policy

Monthly Payment of the CAPEX on basis of

Monthly Attendance


Page 118 of 230

(Para 4.2.3 of SoW)

• Provide manpower to undertake data digitization of master data essential for UAT & Go live

Successful completion & validation of the overall Master Data Built-up activity and its accessibility through the Website and RHBMS Application S/w

unitary price (Sr No 1 Table A8 of Fin. Bid) for Data Digitization

Approve by RHB/RISL

• Provide manpower to undertake data digitization

Successful completion & validation of the overall Master Data Built-up activity and its accessibility through the Website and RHBMS Application S/w

D. Training



Training Para 4.2.4 of SoW)

• Training Manual

100% payment shall be paid based on no of session successfully completed during a quarter (unitary price S No 2 of table A8 of Fin Bid)

Completion Certificate from RHB

• Training Completion certificate to all Nominated employees of RHB as per SoW

• Trainees Feedback

E. Go Live & Acceptance



GO-Live

• Installation Manuals 20% of the COTS and other software CAPEX (Table A1 part –II )

Final Acceptance from RISL/RHB

• User manual (Role wise) with visual help kits


Page 119 of 230

• FAT (Final acceptance test )

20 % of CAPEX for RHBMS Application S/w (Table A7 of Fin. Bid)

The above payment schedule will apply on respective phases independently. i.e. 20% of Phase-I, Phase-II, Phase-III, Phase-IV, Phase-V, Phase VI on event of completion.

Acceptance of Successfully Roll Out (Successfully rollout of Web portal & RHBMS application S/W for period of minimum 6 months for first phase and 2 months for each of subsequent phases (Acceptance for successful performance from RHB/RISL)

Post –Go live

• Monthly compliance report on compliant registers and bugs fixing

Remaining 10% CAPEX for Web portal & RHBMS Application S/w (table A7 of Fin. Bid) shall be paid after successful go live

20% of the COTS and other software CAPEX (Table A1 part –II )

The above payment schedule will apply on respective phases independently i.e. 10% of Phase-I, Phase-II, Phase-III, Phase-IV, Phase V, Phase VI on event of completion.

Acceptance letter for successful Rollout

F. Operations & Maintenance

(i) Web portal and application software



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.

• Manpower Supply for period of 4 years at RHB HQ as per requirement mentioned in SoW (operation & maintenance) to manage services

6.25% of the total OPEX for FMS for 16 quarters i.e. 4 Years (SN 1 Table B1 of Financial Bid)

Approval in line with SLA from Purchaser on 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 (S No 1 to 8 Para 4.2.5.4) Operation & maintenance


Page 120 of 230

• Manpower Supply for period of 1 years at 9 circle office of RHB as per requirement mentioned in SoW (operation & maintenance) to manage services

25% of the total OPEX for FMS per quarter for 4 quarters i.e. 1 Years (SN 2 Table B1 of Financial Bid)

OEM Support & software support RHBMS Application S/W Successfully Completion activities related to maintenance of web portal & application S/w , defined in SoW section (para 4.2.7.4)

• MIS reports as per ( S No 14 & 15 Para 4.2.6.5) O&M

• Supply of yearly license Comprehensive OEM support through (Phone & Online) for all third party tools/COTS used by SI to run RHBMS application software

The above mentioned license shall be applicable for respective phases only

6.25% of the total OPEX for Website and Application S/w per quarter for 16 quarters i.e. 4 Years (Table B3 of Financial Bid)

The above payment schedule will apply on respective phases independently. i.e. 6.25% of Phase-I, Phase-II, Phase-III, Phase-IV on event of completion.

Successfully Completion activities related to maintenance of web portal & application S/w , defined in SoW section (para 4.2.6.4)

Upon Receipt of OEM licence (yearly) for each phase by the purchaser

(ii) Infrastructure

Infrastructure & Hardware Maintenance supplied at all project locations Successfully Completion activities related to Hardware maintenance supplied at project location defined in SoW section (Para 4.2.5) During O&M period of 4 years

• Quarterly Compliance Report on hardware complaints registered and solved to the hardware at RSDC


Remaining 35% CAPEX of (Table A1-Part-I of Fin. Bid) shall be paid in 16 equal quarterly instalments during the O&M phase of the project i.e. 2.1875% per Quarter

Approval in line with SLA from Purchaser on Successfully Completion activities related to Hardware maintenance supplied at RSDC as defined in SoW section 4.2.5

• Quarterly Compliance Report on hardware complaints registered and solved to the hardware at RHB HO


Remaining 35% CAPEX of (Table A2 of Fin. Bid) shall be paid in 16 equal quarterly instalments during the O&M phase of the project i.e. 2.1875% per Quarter

Approval in line with SLA from Purchaser on Successfully Completion activities related to Hardware maintenance supplied at RHB HO as defined in SoW section 4.2.5


Page 121 of 230

for maintenance of hardware supplied

• Quarterly Compliance Report on hardware complaints registered and solved to the hardware at Circle Offices

MIS reports as per ( S No 10 Para 4.2.5.4) O&M


Approval in line with SLA from Purchaser on Successfully Completion activities related to Hardware maintenance supplied at RHB Circle Office as defined in SoW section 4.2.5

• Quarterly Compliance Report on hardware complaints registered and solved to the hardware at independent division offices



Approval in line with SLA from Purchaser on Successfully Completion activities related to Hardware maintenance supplied at RHB IDO as defined in SoW section 4.2.5

• Quarterly Compliance Report for hardware complaints registered and resolved at Division offices

MIS reports as per ( S No 12Para 4.2.5.4) O&M


Approval in line with SLA from Purchaser on Successfully Completion activities related to Hardware maintenance supplied at RHB DO as defined in SoW section 4.2.5

• Quarterly Compliance Report for hardware complaints registered and resolved at cash collection centre



Approval in line with SLA from Purchaser on Successfully Completion activities related to Hardware maintenance supplied at RHB CCC as defined in SoW section 4.2.5

a) Any penalties/ liquidated damages, as applicable, for delay and non-performance, as per the

criterion mentioned in this bidding document, will be deducted from the payments for the

respective milestones.

b) The selected bidder must obtain an NOC for all the kind of deliverables as mentioned in this

bidding document from the designated nodal officer/ authority before raising the Bill/ Invoice for

the successful completion of the respective milestone.

c) All work contract tax, service tax and income tax, etc., as applicable, will be deducted at source

as per the prevalent rules & regulations at the time of making payments to the selected bidder.

C) Special Conditions of the Bid

37. Acceptance Testing and Certification


Page 122 of 230

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

• Manageability

• 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 vendor of any

shortcomings from defined requirements at the earliest instance after noticing the same to enable the

selected vendor 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, RISL

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.


Page 123 of 230

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.


Page 132 of 230

7. Passive work-Panel along with 19U rack 1 Item No 7/2

8. Patch Cord 7” 15 Item No 7/3

* Quantities mentioned for item no 6 & 8 are indicative and actual quantity can be assessment at time of

implementation. However unitary price for item no 6 & item no 8 shall be applicable on actual quantity to

be supplied by SI

Location – 12 Independent Division Offices

The following is the requirement for each office

S.No. Name of item No. of units

Technical Specification

Ref 1. Desktop (including Anti-Virus + Business Productivity

Suite) 3 Item No 1

2. L2 Switch ( 24 Port) – Manageable 1 Item No 3

3. Multi Function Device ( A4 Size) 1 Item No 4

4. UPS (1KVA) 3 Item No 5

5. Printer Laser Jet( B&W - Duplex) 2 Item No 6

6. Passive work -structure cable (UTP) PVC Conduits and Laying of PVC along with I/O

500 Mtr

Item No 7/1





be supplied by SI

Location – 26 Division Offices




Ref 1. Desktop (including Anti-Virus + Business

Productivity Suite) 3 Item No 1

2. L2 Switch ( 24 Port) – Manageable 1 Item No 3


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3. Multi Function Device ( A4 Size) 1 Item No 4

4. UPS (1 KVA) 3 Item No 5

5. Printer Laser Jet( Black & white - Duplex) 2 Item No 6

6. Passive work -structure cable (UTP) PVC Conduits and Laying of PVC along with I/O

500 Mtr

Item No 7/1





be supplied by SI

Location – 5 Cash Collection Counter




Ref 1 Desktop (including Anti-Virus + Business

Productivity Suite) 1 Item No 1

2 UPS (1KVA) 1 Item No 5

3 Printer Laser Jet( Black & White - Standard) 1 Item No 7

There are 30 cash collection centres of RHB, out of which only 5 cash collection centres are situated out

side Divisional Office/ Circle office premises.


Page 134 of 230

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. In case the software proposed by the Bidder has multiple modules/components that are priced

and sold separately, the Bidder should use additional sheets for each such module/component

and include the licensing policy and number of licenses proposed for the same in the respective

sheets.

4. 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.

5. The contents in this document do not indicate an exhaustive 'Bill-of-Material' for the requirements

of purchaser. Bidders may add/ modify the components based on suggested design as long as

minimum requirements are met or exceeded.

Note: Below are the minimum required indicative specifications. Bidder may propose equivalent or better configuration.

1. Desktops Computer

S. No.

Parameter Minimum Specifications Suggested

Specification Proposed by Bidder

Compliance Y/N

1. Model Offered

To be provided by bidder

2. Make Offered

To be provided by bidder

3. Mandatory 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.

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.


Page 135 of 230

S. No.



Compliance Y/N

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 / Libre office

20. Antivirus Pre-installed & Norton/McAfee/ Kasper sky/tend micro /quick heal,, Internet security and Antivirus Software latest Version with 3 years subscription

21. Warranty Period

Minimum 3 Years (Comprehensive Onsite)

2. L2 Switch (48 Port) Manageable

S. No


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


Page 136 of 230

S. No



Compliance Y/N

2 Performance Switch Capacity : 96 Gbps or more with non blocking architecture: 64-Byte Packet 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 entries per port) 802.1X Port-based Access


Page 137 of 230

S. No



Compliance Y/N

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

3. L2 Switch (24 Port) Manageable


Page 138 of 230

S. No



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: 34.8 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 Profiles/Rules)

Multi-Layer ACL based on : Switch Port VLAN ID 802.1p Priority MAC address IPv4 DSCP


Page 139 of 230

S. No



Compliance Y/N

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 ) IF MIB ( RFC 2233, 2863 ) RADIUS Authentication client MIB(RFC 2620) RADIUS Accounting client MIB (RFC 2925)Private MIB


Page 140 of 230

S. No



Compliance Y/N

10 Physical & Environmental

Internal/External Power supply

4. Multi Function Device ( 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 64 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


Page 141 of 230

S. No. Parameter Minimum Specifications Suggested

Specification Proposed By Bidder

Compliance Y/N

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

16. Power requirements

Input voltage 220 to 240 VAC (+/- 10%), 50/60 Hz (+/-2 Hz)

17. Warranty Period


5. 1 KVA UPS

Sl.No Features Minimum Specifications Suggested


Compliance Y/N

1. Mandatory Certification - ISO 9001 Series Manufacturer, - Valid Test Certificate from any Govt. Approved Test/ Certifying Agency on Tendered Specs.

2. Capacity 1K VA

3. No. of Sockets Min. 3 sockets for connecting devices.

4. Battery Make Battery should be branded - ISO 9001 and 14001 certified

5. Battery backup 30 minutes on full load with Internal batteries (i.e. housing of the batteries should be within UPS)

6 Cables With necessary cable and plug

6. 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

3. Print Technology

Laser

4. Print speed in black in normal mode

Minimum 24 PPM (A4) or higher


Page 142 of 230

Sl.No. Parameter Minimum Specifications Suggested Specifications Proposed by Bidder

Compliance Y/N

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


7. Passive Work

S. No. Features Minimum Specifications Suggested


Compliance Y/N

1. Common

All specifications for components & cabling to be tested up to 250 MHz , UL *R listed & verified

2. 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.


Page 143 of 230

S. No. Features Minimum Specifications Suggested


Compliance Y/N

3. 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.

4. 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

5. 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


Page 144 of 230

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


Page 145 of 230

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………………….


Page 146 of 230

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


Page 147 of 230

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 0141-2226055, 5103902 Tele Fax 0141-2228701 Email [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 tender 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: ___________________________



Page 148 of 230

7.7. ANNEXURE-7- Letter of Authority

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.


Page 149 of 230

7.8. ANNEXURE-8 - SELF-DECLARATION – NO BLACKLISTING

UNDERTAKING To,

{Tendering Authority},

______________________________,

______________________________,

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 Govt. 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:


Page 150 of 230

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:


Page 151 of 230

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 at

Annexure-3>

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:


Page 152 of 230

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:


Page 153 of 230

7.12. Annexure – 12- Format – Statement of Deviations Statement of Deviations

Statement of deviations from Schedule of Requirements

To

Managing Director,




Following are the Technical deviations and variations from the requirements and documents proposal

submitted against Tender document No. <TENDER REFERNECE NUMBER> Dated <DATE>. These

deviations and variations are exhaustive. Except these deviations and variations, all other Terms and

Conditions of the Tender are acceptable to us.

S. No. Section No. Clause No. Page No. Statement of deviations and variations.

Remarks

Note: Bidders may please note that compliance to a clause and a sub-clause would mean complete

compliance to all the other sections within those clauses and sub-clauses.

Witness: Bidder:

Signature ------------------------ Signature ------------------------

Name ------------------------ Name ------------------------

Address ------------------------ Designation ------------------------

Company ------------------------

Date ------------------------- Date -------------------------


Page 154 of 230

Statement of Deviations from Tender Terms & Conditions

To

Managing Director,




Following are the Technical deviations and variations from the requirements and documents proposal

submitted against Tender document No. <TENDER REFERNECE NUMBER> Dated <DATE>. These

deviations and variations are exhaustive. Except these deviations and variations, all other Terms and

Conditions of the Tender are acceptable to us.

S. No. Section No. Clause No. Page No. Statement of deviations and variations.

Remarks

Note: Bidders may please note that compliance to a clause and a sub-clause would mean complete

compliance to all the other sections within those clauses and sub-clauses.

Witness: Bidder:

Signature ------------------------ Signature ------------------------

Name ------------------------ Name ------------------------

Address ------------------------ Designation ------------------------

Company ------------------------

Date ------------------------- Date -------------------------


Page 155 of 230

7.13. ANNEXURE-13 - FINANCIAL BID FORMAT

Financial bid covering Letter

(Cover Letter on Bidder’s Letter Head)

To,

Managing Director,




Reference: NIT No. :___________________________________ Dated:__________

Dear Sir,

Having examined the Bidding Document, the receipt of which is hereby duly acknowledged, I/ we, the

undersigned, offer to 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.

1) 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.

2) I/ We undertake, if our bid is accepted, to deliver the services in accordance with the requirements of

RISL/ designated department.

3) If our bid is accepted, we will give the Performance Security of Rs. ___________for the due

performance of the Contract, in the form prescribed by RISL.

4) 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.

5) 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.

6) We understand that you are not bound to accept the lowest or any bid you may receive.

7) We agree to the terms & conditions mentioned in the Tender document.


Page 156 of 230

A) CAPEX

A1) Part-I CAPEX: RSDC, Jaipur

S.No.

Item No. and Description

Unit

Total Qty

Base Unit Cost in INR (incl. all

incidental charges and all Taxes but

excl. Raj. VAT)

Total Cost in

INR

VAT in %

VAT Amount

Total Cost in INR

A B C=AxB D E F=C+E

1. RSDC Hardware Stack Nos. 1

Total A1 (In Figures) – Rs

Total A1 (In Words) – Rupees

Note:-

• Bidder shall upload Annexure 25 as an annexure to the financial bid. Bid uploaded without the Annexure as per the format provided will be out rightly rejected.

A1) Part-II CAPEX: RSDC, Jaipur

S.No.


Unit Total Qty

Base Unit Cost in INR (incl. all incidental charges and all Taxes but excl. Raj. VAT)

Total Cost in INR

VAT in % VAT

Amount

Total Cost in INR

A B C=AxB D E F=C+E

1

COTS – modules

(user base

licenses as per the

no of users

defined in para

4.1.5)

User

License

No

250

2

System Software

tools /COTS –

Portal

Development tool

User

License

No.


Page 157 of 230

S.No.


Unit Total Qty


Total Cost in INR

VAT in % VAT

Amount

Total Cost in INR

A B C=AxB D E F=C+E

(Server and client

edition plus

external connector

for unlimited users

)

3

Document

Repository

management tool

User

License

No.

4

Workflow

Configuration &

Management tool

(if any)

User

License

No.

5

Database

Software Inclusive

of database tools

requires for

database security,

hi availability

cluster, reporting

etc. (Server edition

and client edition)

based on Proc or

user (As

applicable

User

License

No

As per

Proc

6

Antivirus HIPS

(Server and Client

Edition Server

Edition) for the

User

License

No.

As per

Stack


Page 158 of 230

S.No.


Unit Total Qty


Total Cost in INR

VAT in % VAT

Amount

Total Cost in INR

A B C=AxB D E F=C+E

proposed Web

Server, Application

Server and

Database Server.

7

Any other tools

proposed by

bidder

Total A1 Part-II (In Figures) – Rs

Total A1 Part –II (In Words) – Rupees

Note.

• Bidder shall upload Annexure 25 as an annexure to the financial bid. Bid uploaded without the Annexure as per the format provided will be out rightly rejected.


Page 159 of 230

A2) CAPEX: Head Quarter, RHB, Jaipur

S.No. Item No. and Description

Item No. Ref.

As per Tech. Specs

Make &

Model

Unit Total Qty



excl. Raj. VAT)

Total Cost in

INR

VAT in %

VAT Amount

Total Cost in

INR

A B C=AxB D E F=C+E

•

Desktop Computer (Incl. OS + AV + Open Office)

Item No 1 Nos. 50

• L 2 Switch - 48 Port

Item

No 2 Nos. 2

• MFD Printer (B/W) A4 Size

Item

No 4 Nos. 25

• UPS 1 KVA Item

No 5 Nos. 50

• Printer Laser jet (B&W Duplex)

Item

No 6 Nos 25



A3) CAPEX: Circle offices, RHB GoR (for 9 circle offices)


Item No. Ref.

As per Tech. Specs

Make &

Model

Unit Total Qty



excl. Raj. VAT)

Total Cost in

INR

VAT in %

VAT Amount

Total Cost in

INR

A B C=AxB D E F=C+E

1.


Item No 1 Nos. 54

2. L 2 Switch - 24 Port

Item

No 3 Nos. 9

3. MFD Printer (B/W) A4 Size

Item Nos. 9


Page 160 of 230


Item No. Ref.

As per Tech. Specs

Make &

Model

Unit Total Qty



excl. Raj. VAT)

Total Cost in

INR

VAT in %

VAT Amount

Total Cost in

INR

A B C=AxB D E F=C+E

No 4

4. UPS 1 KVA Item

No 5 Nos. 54

5. Printer Laser jet (B&W Duplex)

Item

No 6 Nos 45

6.

Passive work -structure cable (UTP) PVC Conduits and Laying of PVC along with I/O

Item

No 7/1 Mtr 9000

7. Passive work-Panel along with 19U rack

Item

No 7/2 Nos 9

8. Patch Cord 7” Item

No 7/3 Nos 125



A4) CAPEX: Independent Division Office, RHB, GoR (for 12 selected offices)


Item No. Ref.

As per Tech. Specs

Make &

Model

Unit Total Qty



excl. Raj. VAT)

Total Cost in

INR

VAT in %

VAT Amount

Total Cost in

INR

A B C=AxB D E F=C+E

1.


Item No 1 Nos. 36


Item

No 3 Nos. 12


Page 161 of 230


Item No. Ref.

As per Tech. Specs

Make &

Model

Unit Total Qty



excl. Raj. VAT)

Total Cost in

INR

VAT in %

VAT Amount

Total Cost in

INR

A B C=AxB D E F=C+E


Item

No 4 Nos. 12

4. UPS 1 KVA Item

No 5 Nos. 36


Item

No 6 Nos 24

6.


Item

No 7/1 Mtr 6000


Item

No 7/2 Nos 12


No 7/3 Nos 85



A5) CAPEX: Division office, RHB, GoR (for 26 selected offices)


Item No. Ref.

As per Tech. Specs

Make &

Model

Unit Total Qty



excl. Raj. VAT)

Total Cost in

INR

VAT in %

VAT Amount

Total Cost in

INR

A B C=AxB D E F=C+E

1.


Item No 1 Nos. 78


Item

No 3 Nos. 26


Page 162 of 230


Item No. Ref.

As per Tech. Specs

Make &

Model

Unit Total Qty



excl. Raj. VAT)

Total Cost in

INR

VAT in %

VAT Amount

Total Cost in

INR

A B C=AxB D E F=C+E


Item

No 4 Nos. 26

4. UPS 1 KVA Item

No 5 Nos. 78


Item

No 6 Nos 52

6.


Item

No 7/1 Mtr 13500


Item

No 7/2 Nos 26


No 7/3 Nos 200

Total A5(In Figures) – Rs


A6) CAPEX: Cash Collection Office, RHB, GoR (for 5 selected offices)


Item No. Ref.

As per Tech. Specs

Make &

Model

Unit Total Qty



excl. Raj. VAT)

Total Cost in

INR

VAT in %

VAT Amount

Total Cost in

INR

A B C=AxB D E F=C+E

1.


Item No 1 Nos. 5

2. UPS 1 KVA Item Nos. 5


Page 163 of 230


Item No. Ref.

As per Tech. Specs

Make &

Model

Unit Total Qty



excl. Raj. VAT)

Total Cost in

INR

VAT in %

VAT Amount

Total Cost in

INR

A B C=AxB D E F=C+E

No 5

3. Printer Laser jet (B&W Standard)

Item

No 6 Nos 5

Total A6(In Figures) – Rs



Page 164 of 230

A7) CAPEX: RHBMS Software Application Customization, Configuration and Implementation including handholding support of 6 months Cost

S.N Module Name Cost for Module (Study,

Customization, Configuration, integration and Implementation

including handholding support of 6

months )

Service Tax %

Service Tax

(INR)

Total Cost

E=C+D

1. • Estate Management System o Housing Sub-Module o Recovery Sub-Module o Lease System and Rental

properties Sub-Module • Scheme Information System

Module • Application Digitization and

Management tools

2. Financial Accounting o Budget Planning and

Allocation o Project Accounting o Book keeping & accounting

3. Project Monitoring Information System

4. Asset Management Module

5. Personnel and Payroll Module

6. Stores and purchase management system


Total Figure in word

Note:-

1. The cost quoted by the bidder for customisation, configuration, integration with other modules and implementation shall be irrespective of no of users.


Page 165 of 230

2. The Purchaser may opt for agile methodology for development of core application, wherein a phase wise plan will be provided to the SI for development and implementation of modules. The Purchaser may phase out work up to 6 phases. The cost of phase shall be considered a sum of quoted cost of module associated with the phase. e.g. the purchaser may club module 2 & 4 for phase 2 development or may club module no 2,4,6 for phase 2 development.

3. The bidder shall quote module wise customisation, configuration and integration with other modules, cost inclusive of supply of all third party tools used by bidder to run application.


Page 166 of 230

A8) CAPEX: Miscellaneous One-Time Activities

Phase Item Description MU Unit Total Qty

Base Unit Cost

in INR

Amount for

Module (INR)

Service Tax %

Service Tax

(INR)

Total Amount

A B C=AXB D E=C+D

1 Man month rate to undertake work related to Data Digitization (data entry, data migration, scanning and data indexing)

Man

Month

No 225

2 Initial Training to all Officer s/ Emp. as per SoW

Training

session

No 195

Total A8 (In Figures) – Rs.


B) OPEX

B1) Manpower deployment for FMS Support for 4 Years

Sl.No.

Item Description No. of Offices/

Locations

Per Unit OPEX

Cost in INR

(for 4 Years)

Total Cost

In INR

Service Tax %

Service Tax In INR

Total OPEX Cost in INR

A B C=AXB D E=C+D

1.

NOC at RHB HQ (Deployment of Manpower at NOC/RHB HQ ref 4.2.5.2 –SoW) (For4 year only)

1

2.

Circle offices, RHB, GoR (Deployment of Manpower at Circle Office ref 4.2.5.2 –SoW) (For1 year only)

9


Page 167 of 230

Sl.No.

Item Description No. of Offices/

Locations

Per Unit OPEX

Cost in INR

(for 4 Years)

Total Cost

In INR

Service Tax %

Service Tax In INR


A B C=AXB D E=C+D

Total B1 for 4 Years (In Figures) – Rs.

Total B1 for 4 Years (In Words) – Rupees

B2) OEM support For period of 4 Years

Sl.No.

Item Description Cost of ATS in % Per year

Per Year OPEX

Cost in INR

Total Cost

In INR (for 4 Years)

Service Tax %

Service Tax In INR


1

OEM Support for 4 years for COTS Solution (Comprehensive Support over phone & Online)

2

OEM Support for 4 years for Database Solution (Comprehensive Support over phone & Online)

3.

OEM Support for 4 years, the bidder should bundle the cost of all system software /Third Party tools and Solutions like Portal, DMS, Workflow and any other tool being used by bidder to run the Application (Comprehensive Support over phone & Online)

4.

Antivirus – 4 years subscription for Server and client edition


Total B2 for 4 Years (In Words) – Rupees

Note:-


Page 168 of 230

1. The bidder should quote ATS for the number of total users (250 Users), however for payment purpose unitary price shall be applicable and payment shall be made on the basis of actual number of system user only

2. ** - The percentage cost of ATS after the expiry of support period of 4 years will be taken on the account for L1 evaluation.

B3) Portal & Application Support for period of 4 Years

Sl.No.

Item Description Cost Per year Total Cost of 4 years

In INR

Service Tax %

Service Tax In INR


1. RHBMS Application S/w Maintenance (Phase -I).

2. RHBMS Application S/w Maintenance (Phase-II

3. RHBMS Application S/w Maintenance (Phase-III).

4. RHBMS Application S/w Maintenance (Phase-IV

5. RHBMS Application S/w Maintenance (Phase-V)

6. RHBMS Application S/w Maintenance (Phase-VI)


Total B1 for 4 Years (In Words) – Rupees C) Man-Month Rate for Application Change Requests

Phase Item Description MU Unit Total Qty

Base Unit Cost

in INR

Amount for

Module (INR)

Service Tax %

Service Tax

(INR)

Total Amount

A B C=AXB D E=C+D

1 Man-Month Rate for undertaking

Man

Month

No 60


Page 169 of 230

change request work with an effort estimate of 60 man-months

Total C (In Figures) – Rs.

Total C (In Words) – Rupees

Note: The Actual payment shall be made on unitary basis based on efforts approved by RISL/RHB. The price quoted by the bidder shall be considered for L1 rates

D) COMMERCIAL BID SUMMARY – TOTAL CAPEX and TOTAL OPEX

D1) TOTAL CAPEX

Sl.No. Item No. and Description CAPEX Cost in INR

1. Total Cost of A1 (Part-I & Part-II)

The rates shall be filled up separately in given format

on e-procurement portal

with financial bid.

2. Total Cost of A2

3. Total Cost of A3

4. Total Cost of A4

5. Total Cost of A5

6. Total Cost of A6

7. Total Cost of A7

8. Total Cost of A8

Total D1 (In Figures) – Rs.

Total D1 (In Words) – Rupees

D2) TOTAL OPEX

Sl.No. Item No. and Description Total OPEX Cost in INR

1. Total Cost of B1 The rates shall be filled up separately in given format on

e-procurement portal with financial bid.

2. Total Cost of B2

3. Total Cost of B3

Total D2 (In Figures) – Rs.

Total D2 (In Words) – Rupees


Page 170 of 230

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 with an effort estimate of 60 man-months (C)

Total E (In Figures) – Rs.

Total E (In Words) – Rupees

Date: ________________

Place: ________________

Authorized Signatory: ___________________________

Seal of the Company/Firm: ______________________


Page 171 of 230

7.14. ANNEXURE-14 - 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) 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.


Page 172 of 230

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)


Page 173 of 230

7.15. ANNEXURE-15 - 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, Jaipur 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


Page 174 of 230

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 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


Page 175 of 230

7.16. ANNEXURE 16- Format for Submission of Project References for eligibility criteria

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


Page 176 of 230

7.17. ANNEXURE 17- Service Level Agreement

a. Purpose & Duration of SLA:

The SLA purpose is to enforce a contract between the selected bidder and

Purchaser. The SLA are indicative only and would come into effect after three

months from the date of commissioning/ Go-Live and until the successful

completion of the operations & maintenance period of 4 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 RHB 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. 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: -


Page 177 of 230

• 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.

f. 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.

1) Definitions

For purposes of this Service Level Agreement, the definitions and terms as specified in the contract

along with the following terms shall have the meanings set forth below:

§ "Availability" shall mean the time for which the services and facilities offered by the

Bidder are available for conducting operations from the RHBMS solution.

§ “Downtime” is the time the services and facilities are not available to Purchaser and

excludes the scheduled outages planned in advance for the RHBMS solution.

§ "Helpdesk Support" shall mean the Bidder’s centre which shall handle Fault reporting,

Trouble Ticketing and related enquiries during this contract.

§ “Incident” refers to any event / abnormalities in the functioning of the solution / Services

that may lead to disruption in normal operations.

§ Severity for Problem Requests/Defect Fixes: The severity of a problem request or defects

fixes would be based on the business impact of the problem. Severity is defined as

follows:

Severity Definition

Critical For Live Operations: Showstoppers involving major functional failure in the

application. There are no usable workarounds available to troubleshoot the problem.

For UAT: Fatal Errors like General Protection Fault, system hangs and testing cannot

proceed till error is fixed.


Page 178 of 230

Severity Definition

High For Live Operations: Users face severe functional restrictions in the application

irrespective of the cause. Workarounds are time consuming.

For UAT: Serious Program behaviour inconsistent to functional requirements, or data

rendered inconsistent and testing cannot proceed in that area till error is fixed.

Medium For Live Operations: Moderate functional restrictions in the application irrespective of

the cause. Has a convenient and readily available workaround. Affects a few users.

For UAT: Minor errors to be corrected, but testing can proceed with work around

solutions.

Low For Live Operations: Requiring cosmetic functional changes. Does not require any

workaround. It may include user query / suggestions but has no business impact.

For UAT: Suggestions/ Comments. Improves user-interface or functionality. General

remarks not necessarily meant for improvement.

2) Service Level Agreements & Targets

This SLA document provides for minimum level of services required as per contractual obligations

based on performance indicators and measurements thereof. The Bidder shall ensure

provisioning of all required services while monitoring the performance of the same to effectively

comply with the performance levels.

The services provided by the Bidder shall be reviewed by the Purchaser and Purchaser shall:

§ Check performance of the Bidder against this SLA every quarter and consider any key

issues of the past period’s performance statistics including major incidents, service

trends, etc.

§ Discuss escalated problems, new issues and matters still outstanding for resolution.

§ Review of statistics related to rectification of outstanding faults and agreed changes.

§ Obtain suggestions for changes to improve the service levels.

§ Penalties shall be imposed either quarterly payment or on immediate next payment

milestone

In case desired, Purchaser may initiate an interim review to check the performance and the

obligations of the Bidder. The SLA may be reviewed and revised in accordance to the procedures

detailed in SLA Change Control.


Page 179 of 230

The SLA has been logically segregated in the following categories:

§ Implementation phase

§ Performance of System

§ Quality of Services and System Audit

§ Technical Support Services

§ Call center Helpdesk

§ Compliance to Procedures

§ Training

§ Data Digitization

The following measurements and targets shall be used to track and report performance on a regular

basis. The targets shown in the following table are applicable for the duration of the contract.

3) Implementation phase

Sr. No.

Measurement Definition Target Penalty

User Acceptance testing

1. UAT Defect Density –

Severity Level wise

Defects

The SI shall maintain UAT

defect log and categorize

and assign severity rating

to each defect

encountered.

Defect Density – Severity

Level wise will be

calculated for UAT from 2nd

round of User testing as

follows:

[(Total Number of Defects

open for that severity level

after 2nd round of UAT) /

(Total Number of Defects

for that severity level after

1st round of UAT)] *100

Defect Level – Critical

<5% No penalty

<= 7% to >5% 1% of the table A7

CAPEX: RHBMS

Software Application

as per (Cost shall be for applicable for respective phase)

<= 10% to

>7%

2% of the table A7

CAPEX: RHBMS



>10% 5% of table A7

CAPEX: RHBMS



Page 180 of 230

Sr. No.



Defect Level – High

<5% No penalty

<= 10% to

>5%

1% table A7 CAPEX:

RHBMS Software

Application as per (Cost shall be for applicable for respective phase)

<= 20% to >

10%

2% of table A7

CAPEX: RHBMS



> 20% 5% table A7 CAPEX:

RHBMS Software

Application as per (Cost shall be for applicable for respective phase)

Defect Level – Medium

<5% No penalty

<= 20% to

>5%

1% of table A7

CAPEX: RHBMS




Page 181 of 230

Sr. No.


<= 40% to >

20%

2% of the table A7

CAPEX: RHBMS



> 40% 5% of the table A7

CAPEX: RHBMS



Defect Level – Low

<=10% No Penalty

<=50% to >

10%

2% of the table A7

CAPEX: RHBMS



> 50% 5% of the table A7

CAPEX: RHBMS



2. Acceptance of

successful Rollout of

system after go Live of

Phase -I

Completion of acceptance

for successful Rollout

phase of system would

mean, Go-live of the

system at project locations,

Phase - I

< 4 weeks

delay in

Rollout of

system

No Penalty


Page 182 of 230

Sr. No.


such that all application

users at these locations are

able to use the centralized

application to the

satisfaction of the users &

purchaser and confirming

to the application response

time parameters as defined

in this tender document.

<= 8 weeks to

> 4 weeks

delay in

Rollout of

1 % every week delay

of the Total Project

Cost

<= 12 weeks

to > 8 weeks

delay in

Rollout of


of the Total Project

Cost

> 12 weeks

delay in

Rollout of

system

Event of Default &

Escalation to

Purchaser and Bidder

Management

Phase-II & Subsequent Phases

< 2 weeks

delay in

Rollout of

system

No Penalty

<= 4 weeks to

> 2 weeks

delay in

Rollout of


of cost Quoted for Respective phase in table A7 CAPEX:

RHBMS Software

Application as per (Cost shall be applicable for respective phase)

<= 8 weeks to

> 4 weeks

delay in

Rollout of


of the Quoted for Respective phase in table A7 CAPEX:

RHBMS Software

Application as per (Cost shall be


Page 183 of 230

Sr. No.


applicable for respective phase)

> 8 weeks

delay in

Rollout of

system

Event of Default &

Escalation to


Management

4) Performance of System – System Integrator

Sr. No


1. Average time taken for

opening Internet portal

(Home page) from remote

site at 256 Kbps

connectivity

Script based

checking every 10

minutes daily (8 am

to 8 pm).

Quarterly average

from the log.

Script based

checking to be

facilitated by system

integrator.

<= Average daily

10 seconds

No Penalty

> Average daily 10

seconds

5% of the quarterly

payment (table B2+B3)

of financial bid

2. Average time for

submission of forms / data

by Purchaser’s Staff

Random check (100

instances per

quarter) would be

conducted for

determining average

time

<= 10 seconds No Penalty

> 10 seconds 5% of the quarterly


of financial bid

3. Average time for

submission of forms/ data

by citizen/ allottee

(Time between pressing

the ‘submit’ button and

Random check (100

instances per

quarter) would be

conducted, during

peak hours, for

< 15 Seconds No Penalty


Page 184 of 230

Sr. No


generation of

acknowledgement of

successful or

unsuccessful submission

from the system)

determining average

time.

Quarterly average

from the log.

Script based

checking to be


integrator.

> 15 Seconds 5% of the quarterly

payment (table B2+B3) of

financial bid

4. Availability of all application

modules at SDC

Script based

checking every 10

minutes daily (8 am

to 8 pm)

Quarterly average

from the log.

Script based

checking to be


integrator.

>= 97% No Penalty

Continuous

downtime for more

than 30 minutes

2% of the quarterly


of financial bid

>= 95% to < 97% 4% of the quarterly


financial bid

>= 92 to < 95% 7% of the quarterly


financial bid

< 92% Event of Default &

Escalation to


Management

5. Concurrent connects to the

application

10 instances per

month of random

testing shall be

carried out between 8

to 8 pm)

using automated

load-testing tools with

500 concurrent Users per minutes

>= 95% No Penalty

>= 93% to < 95% 0.5% of the total

quarterly payment

inclusive of quarterly

payment against

hardware and software

support of financial bid


Page 185 of 230

Sr. No


>= 90% to < 93% 1% of the total quarterly

payment inclusive of

quarterly payment against

hardware and software

support of financial bid

< 90% Event of Default &

Escalation to


Management

5) Quality of Services

Sr. No.


Application Maintenance

1. Scheduled

Maintenance

Measures timely

maintenance of the ICT

Infrastructure

equipment

The SI shall provide a

detailed ICT

Infrastructure

maintenance plan on

the commencement of

the project.

100 % of scheduled

maintenance should be carried

out as per maintenance plan

submitted by the SI. Any

scheduled maintenance needs

to be planned and intimated to

Purchaser at least 2 working

days in advance.

Rs 1000/- per

day (for every

instance of

non-adherence

to the

maintenance

plan)

2. Manpower During O&M non

availability shall be

monitored through

monthly attendance

register, any resource

deploy by the SI at

project location for

Resource Type Penalty Per

Day

(to be deducted

from the total

quarterly

payable

amount during


Page 186 of 230

Sr. No.


purpose of FMS, shall

inform in charge of

respective project

location in writing

before taking any leave.

However if any

resource found absent

without prior permission

of Purchaser, it shall be

treated as non

availability of man

power.

(A employee shall

allowed to take

maximum 2 leaves in

continuation)

the O&M

Phase)

Project Manager/ System

Administrator

Rs 2500/-

Helpdesk Executive (Helpdesk) Rs 1500/-

Local Support Exec. (Circle.

Off.)

Rs 750/-

6) Technical Support Services

Sr.

No. Measurement Definition

Service Level Target

Penalty

1. Response time (Only for

problem request / defect

fixes)

“Response Time”, means time taken (after

the request has been

logged at the helpdesk

and escalated to SI

team) by the respective

SI staff in responding to

the call and updating

the status of the call in

the Help Desk system.

The response time

would include:

At least 99% of the

calls within 60

minutes

No penalty

>= 97% to < 99% of

the calls within 60

minutes

1% value of the

quarterly payment

(As per Table B1) of

financial bid

>= 95% to < 97%

calls within 60

minutes

2% value of the

quarterly payment


financial bid

>= 90% to < 95% 3 % value of the


Page 187 of 230

Sr.



Penalty

• Call diagnosis

• Categorization into

problem

request/change

requests for defect

fixes

• Assign severity

levels to PRs

• Tentative timelines

for further action.

calls within 60

minutes

quarterly payment


financial bid

<90% calls within 60

minutes

5 % value of the

quarterly payment


financial bid

2. Resolution Time

(Software Solution related

problem)

“Resolution Time”, means time taken by

the SI staff to

troubleshoot and fix the

problem/defect from the

time the call has been

escalated to the SI

team till the delivery of

the solution to the

Purchaser for UAT and

subsequently updates



Level of call - Critical

At least 99% calls to

be resolved within 2

working days

No penalty

>= 97% to < 99%

calls to be resolved

within 2 working days

1% value of the

quarterly payment

(As per Table

B2+B3) of financial

bid

>= 95% to < 97%



2% value of the

quarterly payment

(As per Table

B2+B3) of financial

bid

< 95% calls to be

resolved within 2

working days

3% value of the

quarterly payment

(As per Table

B2+B3) of financial

bid

Any 2 consecutive

quarters of any of

the above default

will lead to

escalation and


Page 188 of 230

Sr.



Penalty

possible

termination of

contract

Level of call – High



working days

No penalty

>= 97% to < 99%



0.55% value of the

quarterly payment

(As per Table

B2+B3) of financial

bid

>= 95% to < 97%



1.5% value of the

quarterly payment

(As per Table

B2+B3) of financial

bid

< 95% calls to be

resolved within 3

working days

2% value of the

quarterly payment

(As per Table

B2+B3) of financial

bid

Any 2 consecutive

quarters of any of

the above default

will lead to

escalation and

possible

termination of

contract

Level of call – Medium



No penalty


Page 189 of 230

Sr.



Penalty

working days

>= 97% to < 99%


within 4 working

days

0.5% value of the

quarterly payment

(As per Table

B2+B3) of financial

bid

>= 95% to < 97%



0.75% value of the

quarterly payment

(As per Table

B2+B3) of financial

bid

< 95% calls to be

resolved within 4

working days

1 % value of the

quarterly payment

(As per Table

B2+B3) of financial

bid

Any 2 consecutive

quarters of any of

the above default

will lead to

escalation and

possible

termination of

contract

Level of call - Low


be resolved within

one business week

No penalty

>= 97% to < 99%

calls be resolved

within one business

week

0.5% value of the

quarterly payment

(As per Table

B2+B3) of financial

bid

>= 95% to < 97% 0.75% value of the


Page 190 of 230

Sr.



Penalty


within one business

week

quarterly payment

(As per Table

B2+B3) of financial

bid

< 95% calls to be

resolved within one

business week

1 % value of the

quarterly payment

(As per Table

B2+B3) of financial

bid

Any 2 consecutive

quarters of any of

the above default

will lead to

termination of

contract

3. Resolution Time

(Hardware & Server

Related problem/defects

“Resolution Time”, means time taken by

the SI staff to

troubleshoot and fix the

problem/defect from the

time the call has been

escalated to the SI

team till the delivery of

the solution to the

Purchaser for UAT and

subsequently updates



Level of call – Critical- RSDC



working days

No penalty

>= 97% to < 99%



1% penalty shall

be attributed to the

value of respective

project location,

quoted as per (Table

A1 to A6) of financial

bid

e.g. in case of failure

in RSDC it shall be

deducted from the

quarterly equated

instalment of RSDC

quoted as per table

A1 of financial bid

>= 95% to < 97%


2% penalty shall be

attributed to the


Page 191 of 230

Sr.



Penalty

within 2 working days value of respective

project location,



bid


in RSDC it shall be

deducted from the

quarterly equated

instalment of RSDC

quoted as per table

A1 of financial bid

< 95% calls to be

resolved within 2

working days

3% of penalty shall


value of respective

project location,



bid


in RSDC it shall be

deducted from the

quarterly equated

instalment of RSDC

quoted as per table

A1 of financial bid

Any 2 consecutive

quarters of any of

the above default

will lead to

escalation and

possible

termination of

contract

Level of call – High

At least 99% calls to No penalty


Page 192 of 230

Sr.



Penalty


working days

>= 97% to < 99%



0.55% penalty shall


value of respective

project location,



bid


in RSDC it shall be

deducted from the

quarterly equated

instalment of RSDC

quoted as per table

A1 of financial bid

>= 95% to < 97%



1.5% penalty shall


value of respective

project location,



bid


in RSDC it shall be

deducted from the

quarterly equated

instalment of RSDC

quoted as per table

A1 of financial bid

< 95% calls to be

resolved within 3

working days

2% penalty shall be

attributed to the

value of respective

project location,



bid


Page 193 of 230

Sr.



Penalty


in RSDC it shall be

deducted from the

quarterly equated

instalment of RSDC

quoted as per table

A1 of financial bid

Any 2 consecutive

quarters of any of

the above default

will lead to

escalation and

possible

termination of

contract

Level of call – Medium



working days

No penalty

>= 97% to < 99%


within 4 working

days

0.5% penalty shall


value of respective

project location,



bid


in RSDC it shall be

deducted from the

quarterly equated

instalment of RSDC

quoted as per table

A1 of financial bid

>= 95% to < 97%


0.75% penalty shall



Page 194 of 230

Sr.



Penalty

within 4 working days value of respective

project location,



bid


in RSDC it shall be

deducted from the

quarterly equated

instalment of RSDC

quoted as per table

A1 of financial bid

< 95% calls to be

resolved within 4

working days

1 % penalty shall be

attributed to the

value of respective

project location,



bid


in RSDC it shall be

deducted from the

quarterly equated

instalment of RSDC

quoted as per table

A1 of financial bid

Any 2 consecutive

quarters of any of

the above default

will lead to

escalation and

possible

termination of

contract

Level of call - Low

At least 99% calls to No penalty


Page 195 of 230

Sr.



Penalty

be resolved within

one business week

>= 97% to < 99%

calls be resolved

within one business

week

0.5% penalty shall


value of respective

project location,



bid


in RSDC it shall be

deducted from the

quarterly equated

instalment of RSDC

quoted as per table

A1 of financial bid

>= 95% to < 97%


within one business

week

0.75% penalty shall


value of respective

project location,



bid


in RSDC it shall be

deducted from the

quarterly equated

instalment of RSDC

quoted as per table

A1 of financial bid

< 95% calls to be

resolved within one

business week

1 % penalty shall be

attributed to the

value of respective

project location,



bid


Page 196 of 230

Sr.



Penalty


in RSDC it shall be

deducted from the

quarterly equated

instalment of RSDC

quoted as per table

A1 of financial bid

Any 2 consecutive

quarters of any of

the above default

will lead to

termination of

contract


Page 197 of 230

7) Compliance Procedures

Sr. No.

Measurement Definition Measurement Interval

Target Penalty

1. Incident Reporting Any

failure/incident

(critical) on any

part of the

solution shall be

communicated

immediately to

Purchaser as an

exceptional report

giving details of

impact, if any.

Quarterly 100% incidents

to be reported to

Purchaser within

1 hour with the

cause, action

and remedy for

the incident.

No Penalty

Delay beyond

an hour, per

instance

1% value of the

quarterly

payment (as per

Table B1) of

financial bid for

every hour’s

delay on an

incremental

basis.

Delay beyond 5

hour per

instance

Any 5

consecutive

quarters of

any of the

above default

will lead to

escalation and

possible

termination of

contract

2. Change Management

Request

(Minor change

request in software

Application/ portal

management / upload

Any change CR

on part of the

application or

content

management

shall be

Quarterly 1st day after

completion of

time line

No Penalty

2nd day after

completion of

time line

Rs 1000


Page 198 of 230

Sr. No.

Measurement Definition Measurement Interval

Target Penalty

of content/ update of

web page)

communicated to

SI through a ticket

base online

request.

the Purchaser

shall update the

request status

after satisfactory

completion of CR

(Purchaser will

assign task with

necessary details

and also define

timeline for

completion of

task)

3d day after

completion of

time line

Rs 2000

4th day after

completion of

time line

Rs 5000

5th day after

completion of

time line

Rs 7000

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.

3. Implementation of

Audit

Recommendations

Implementation of

audit

recommendations

by Purchaser or

its auditor which

have been agreed

by Bidder &

Purchaser to be

implemented.

Half-yearly 100% on time to

be implemented

as per timelines

agreed upon

with Purchaser.

1% of the value

of the quarterly

payment as per

Table B1 of

financial bid for

every non-

compliance

incident.


Page 199 of 230

8) Training

Sr. No.


1. Training After completion of training

session, average of feedback

from every participant of the

training programme. Participants

would be asked to provide

feedback on the content and

trainer on the following scale:

5: Excellent

4: Good

3: Moderate

2: Needs Improvement

1: Unsatisfactory

5 No Penalty

4 No Penalty

3 No penalty

Three successive

‘moderate’ ratings for the

same training program

would lead to penalty of

10% of the Training Cost

(as per Sr No 2 of table

A7). the penalty shall be

attributed to the respective

training program only,

formula for calculation

training cost would be

Training cost of program = per session cost for respective training program x No of session

2 20% of the Training Cost









Page 200 of 230

Sr. No.


1 50% of the Training Cost








9) Data Digitization

Sr. No.


1. Data Digitization A schedule for data digitization

shall be provided to SI after

completion of every phase.

Time line and Number of man

month efforts require for

respective schedule shall be

defined with mutual consent of

SI & Purchaser; SI shall be

responsible for completion of

assigned schedule of data

digitization as per time line.

<= 6 Week to > 1

Week delay in data

digitization

1.5 % every week

delay of the total

cost of data

digitization based

on total No of man

month efforts

required for

respective schedule

agreed payment

(Maximum up to

10%)

> 6 Weeks delay in

data digitization

Event of Default &

Escalation to

Purchaser and

Bidder

Management

2. Quality of Data For one instance sample data of <1% errors No penalty


Page 201 of 230

Sr. No.


Digitised 10 records shall be taken at

random from a batch of 10000

record digitized by SI, frequency

of testing shall be depended on

no of record digitized by the SI.

Target accuracy of data should

be 99% per instance. On the

monthly basis average shall be

taken for all instances.

1-2% errors 1% of monthly

payment due to

carried out data

digitization. i.e. per

man month cost

quoted by SI x No

of manpower

deployed by SI

2-5% errors 5% of monthly

payment due to

carried out data

digitization. i.e. per

man month cost

quoted by SI x No

of manpower

deployed by SI

5-10% 10% of Digitisation

Cost

>10% Event of Default &

Escalation to

Purchaser and

Bidder

Management

10) Issue Management Procedures

a. General

§ Issue Management process provides for an appropriate management structure towards

orderly consideration and resolution of business and operational issues in the event of a

quick consensus not reached between Purchaser and Bidder.

§ Implementing such a process at the commencement of services shall significantly

improve the probability of successful issue resolution. It is expected that this pre-defined

process will only be used on an exception basis if issues are not resolved at operational

levels.


Page 202 of 230

b. Issue Management Procedures

§ Either Purchaser or Bidder may raise an issue by documenting the business or technical

problem, which presents a reasonably objective summary of both points of view and

identifies specific points of disagreement with possible solutions.

§ The Purchaser and the Bidder will determine which committee or executive level should

logically be involved in resolution.

§ A meeting or conference call will be conducted to resolve the issue in a timely manner.

The documented issues will be distributed to the participants at least 24 hours prior to the

discussion if the issue is not an emergency requiring immediate attention.

§ The Purchaser and the Bidder shall develop an interim solution, if required, and

subsequently the permanent solution for the problem at hand. The Bidder will then

communicate the resolution to all interested parties.

§ In case the issue is still unresolved, the arbitration procedures described in the contract

will be applicable.

11) SLA Change Control

a. General

§ It is acknowledged that this SLA may change as Purchaser’s business needs evolve over

the course of the contract period. This document also defines the following management

procedures:

1. A process for negotiating changes to the SLA.

2. An issue management process for documenting and resolving difficult issues.

3. Purchaser and Bidder management escalation process to be used in the event

that an issue is not being resolved in a timely manner by the lowest possible level

of management.

§ Any changes to the levels of service provided during the term of this Agreement will be

requested, documented and negotiated in good faith by both parties. Either party can

request a change. Changes will be documented as an addendum to this SLA and

subsequently to the contract.

§ If there is any confusion or conflict between this document and the contract, the Tender

and its addenda, the Contract will supersede.

b. SLA Change Process


Page 203 of 230

§ The parties may amend this SLA by mutual agreement in accordance with terms of this

contract. Changes can be proposed by either party. The Bidder can initiate an SLA review with the Purchaser. Normally, the forum for negotiating SLA changes will be

Purchaser’s monthly meetings. Unresolved issues will be addressed using the issue

management process.

§ The Bidder shall maintain and distribute current copies of the SLA document as directed

by Purchaser. Additional copies of the current SLA will be made available at all times to

authorized parties.

c. Version Control

§ All negotiated SLA changes will require changing the version control number. As

appropriate, minor changes may be accumulated for periodic release (e.g. every quarter)

or for release when a critical threshold of change has occurred.

12) Responsibilities of the Parties

a. Bidder

§ Bidder is responsible for executing this contract and delivering the services, while

maintaining the specified performance targets.

§ Additionally the Bidder is responsible for:

§ Reporting problems to Purchaser as soon as possible

§ Assisting Purchaser in management of the SLA

§ Providing early warning of any organizational, functional or technical changes that

might affect Bidder’s ability to deliver the services.

§ Assisting Purchaser to address and resolve issues from time to time.

§ Bidder shall take immediate action to identify problems and follow up with appropriate

action to fix them as quickly as possible

b. Purchaser

§ Purchaser is responsible for:

§ Reporting defects and problems to the Bidder as soon as possible

§ Assisting Bidder in management of the SLA

§ Providing early warning of any organizational, functional or technical changes that

might affect Bidder’s ability to deliver the services described in the SLA.

§ Assisting Bidder to address and resolve issues from time to time


Page 204 of 230

13) Penalties

The total quarterly deduction should not exceed 15% of the applicable fee.

Two consecutive quarterly deductions of more than 10 % of the applicable fee on account of any

reasons will be deemed to be an event of default and termination.

14) Management Escalation Procedures & Contact Map

§ The purpose of this escalation process is to provide a quick and orderly method of

notifying both parties that an issue is not being successfully resolved at the lowest

possible management level. Implementing this procedure would mean that Purchaser

and Bidder management are communicating at the appropriate levels.

a. Escalation Procedure

§ Escalation should take place on an exception basis and only if successful issue

resolution cannot be achieved in a reasonable time frame.

§ Either Purchaser or Bidder can initiate the procedure

§ The “moving party” should promptly notify the other party that management

escalation will be initiated

§ Management escalation will be defined as shown in the contact map below

§ Escalation will be one level at a time and concurrently

b. Contact Map

Escalation Level Department Representative with

contact Details

Bidder* Representative with contact Details

Level 1: Project Manager

Level 2: Project Director

Level 3: Steering

Committee

*Bidder shall provide information for the following:

a) Chief Executive Officer

b) Project Manager

c) Data Centre Manager for each Data Centre

d) Team Members/ Engineers


Page 205 of 230

7.18 ANNEXURE-18 - LIST OF INFRASTRUCTURE TO BE PROVIDED BY RSDC

S. No. Item Description Shared/Dedicated Type/ Specification

Servers

1) Back Up Server Shared Client license shall be provided by RSDC

2) 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)

3) SMS Server / Payment Gateway

shared Red Chilly on windows / As provided by GoI / MSDG

4) Anti virus shared Symantec Endpoint protection 11.0 on windows 2008 R2 client license as applicable shall be provided by RSDC

5) Authentication Server Shared DC,ADC ON WINDOWS 2008 R2, client license shall be provided by RSDC

6) Audit Log Server Shared Centralized syslog server on RHE15

7) Mailing Server shared Open Source / SMTP Gateway

8) Helpdesk Server Shared CA Service Desk R12.5

Storage

9) SAN Storage shared IBM SAN & HP 3PAR

10) Tape Library shared IBM

Network

11) Core Switch shared CISCO 6513

12) Bandwidth to be provide by RSDC

dedicated 4X2 Mbps

13) Data transfer inter connectivity

shared 1 Gbps , HBA 4Gbps for SAN


Page 206 of 230

7.19 ANNEXURE-19 - EXPECTED QUALIFICATION OF MANPOWER RESOURCES

S. No. Role Desirable Qualification and Experience

1 Project Manager • B.E/ B.Tech + MBA and preferably PMP certified

• Having at least 5 years relevant work experience in design and development of customized IT applications

• Experience working through the design, development, release (SDLC) cycle delivering software application projects

• 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 e-Governance Domain

2 NOC (at HO, RHB)

• B.E/ B.Tech/ MCA/ M.Sc (CS/ IT)/ MCA/ BCA/ M.Tech

• Certification (Microsoft/ Redhat Platform) • Fluency in English/ Hindi

• 3+ years of post-qualification and relevant work experience as System administrator

3 Local Support Engineer and IT help desk

• Graduation + Diploma in Computers • Certification (Microsoft/ Redhat/ Cisco or Equivalent) • Fluency in English/ Hindi

• 2+ years of post-qualification and relevant work experience as Support Executive/ Engineer


Page 207 of 230

7.20 ANNEXURE –20 LIST OF PROJECT LOCATIONS

Offices Numbers

Head Office 1

Circle Office 9

Division Office 38

Cash Collection Counters 30

Addresses

S.NO Office Address

Head Office 1. HEAD OFFICE "AWAS BHAWAN", Jan Path, Jyoti Nagar, Jaipur-302005,

Rajasthan , INDIA

Circle Office 1. JAIPUR CIRCLE-I,JAIPUR 0141

– 2791320 Deputy Housing Commissioner, Circle-I,RHB, Sector-5, Pratap Nagar, Near Pratap Plaza, Tonk Road, Jaipur

2. ALWAR CIRCLE, ALWAR 0144 – 2332612

Deputy Housing Commissioner, Circle-Alwar,RHB, Near Bus Stand, Manu Marg, Pratap Nagar Colony, C.E.B., Alwar

3. KOTA CIRCLE, KOTA 0744 – 2500721

Deputy Housing Commissioner, Circle-Kota,RHB, Behind Nagar Vikas Nyas, C.A.D. Circle, Kota

4. JODHPUR CIRCLE-I, JODHPUR 0291 - 2700874

Deputy Housing Commissioner, Circle-Jodhpur-I,RHB, Sector-11, Chopsani Housing Board, Jodhpur

5. JODHPUR CIRCLE-II, JODHPUR 0291 - 2711912

Deputy Housing Commissioner, Circle-Jodhpur-II,RHB, Sector-11, Chopsani Housing Board, Jodhpur

6. BIKANER CIRCLE, BIKANER 0151 - 2226971

Deputy Housing Commissioner, Circle-Bikaner,RHB, Sector-4, Mukta Prasad Nagar, Bikaner

7. JAIPUR CIRCLE-II,JAIPUR 0141 – 2782772

Deputy Housing Commissioner, Circle-II,RHB, Thadi Market, Agarwal Farm, Mansarovar, Jaipur

8. JAIPUR CIRCLE-III,JAIPUR 0141 - 2723844

Deputy Housing Commissioner, Circle-III,RHB, Near Jawahar Circle, Malviya Nagar, Jaipur

9. UDAIPUR CIRCLE, UDAIPUR 0294 - 2583327

Deputy Housing Commissioner, Circle-Udaipur,RHB, Sector-11, Salumber Circle, Hiranmagri, Udaipur

Division Office 1. RE DIV-III Resident Engineer, Div.-III, RHB, 101/158, Kumbha Marg,

Pratap Nagar, Sanganer, Jaipur

2. ZONE - III OFFICE Addl. Chief Engineer-III, "AWAS BHAWAN", Jan Path, Jyoti Nagar, Jaipur-302005

3. ZONE - I OFFICE Addl. Chief Engineer-I, "AWAS BHAWAN", Jan Path, Jyoti Nagar, Jaipur-302005

4. ZONE - II OFFICE Addl. Chief Engineer- II , 17-E / 539-540, Chopsani Housing Board, Jodhpur

5. RE DIV-IV Resident Engineer, Div.-IV, RHB, 34/43, Pratap Nagar, Sanganer, Jaipur

6. RE DIV-V Resident Engineer, Div.-V, RHB, Sector-29, Pratap Apartment, Pratap Nagar, Tonk Road, Sanganer, Jaipur


Page 208 of 230

7. RE DIV-X Resident Engineer, Div.-X, RHB, 101/37, Pratap Nagar, Sanganer, Jaipur

8. RE DIV-XII Resident Engineer, Div.-XII, RHB, 110/87, Opp. Community Center, Kumbha Marg, Pratap Nagar, Sanganer, Jaipur

9. RE ALWAR Resident Engineer, Div.-Alwar, RHB, Near Bus Stand, Manu Marg, Pratap Nagar Colony, C.E.B., Alwar

10. RE BWD Resident Engineer, Div.-Bhiwadi, RHB, Opp. Ashiyana Green, Bhiwadi (Distt. Alwar)

11. RE BHPR Resident Engineer, Div.-Bharatpur, RHB, 2-A-1, S.T.C. Colony, Bharatpur

12. RE KOTA Resident Engineer, Div.-Kota, RHB, Behind Nagar Vikas Nyas, C.A.D. Circle, Kota

13. RE BARAN Resident Engineer, Div.-Kota, RHB, Opp. Forest Department, Baran

14. RE DIV-II Resident Engineer, Div.-II, RHB, Sector-4, Kuri Bhagtasani Scheme, Jodhpur

15. RE DIV-III Resident Engineer, Div.-III, RHB, 1-B-119, Kuri Bhagtasani Scheme, Jodhpur

16. RE DIV-IV Resident Engineer, Div.-IV, RHB, Sector-18, Chopsani Housing Board, Jodhpur

17. RE PHE Resident Engineer, Div.-PHE, RHB, Sector-8, Chopsani Housing Board, Jodhpur

18. RE DIV-I Resident Engineer, Div.-I, RHB, Sector-11, Chopsani Housing Board, Jodhpur

19. RE DIV PALI Resident Engineer, Div.-Pali, RHB, Jodhpur Road, Pali

20. RE JAISALMER Resident Engineer, Div.-Jaisalmer, RHB, Jethwai Road, Kishanghat, Jaisalmer

21. RE DIV-I Resident Engineer, Div.-I, RHB, 9/36-37, Mukta Prasad Nagar, Bikaner

22. RE DIV-II Resident Engineer, Div.-II, RHB, Mukta Prasad Nagar, Bikaner

23. RE HNMG Resident Engineer, Div.-Hanumangarh, RHB, 9/58-59, Hanumangarh

24. RE DIV-VI Resident Engineer, Div.-VI, RHB, 63/5-A, Behind Shyma Prasad Mukharjee Park, Mansarovar, Jaipur

25. RE DIV –IX Resident Engineer, Div.-IX, RHB, S.F.S, Kavari Path, Mansarovar, Jaipur

26. PHE-I Resident Engineer, Div.-PHE-I, RHB, Sector-8, Shankrachrya Marg, Mansarovar, Jaipur

27. RE AJMER Resident Engineer, Div.-Ajmer, RHB, Vaishali Nagar, Ajmer

28. RE-JHUNJHNU Resident Engineer, Div.-Jhunjhunu, RHB, 2/3-4, Old Colony, Churu Road, Jhunjhunu

29. RE DIV-I Resident Engineer, Div.-I, RHB, Sector-4, Indra Gandhi Nagar, Jagatpura, Jaipur

30. RE DIV-II Resident Engineer, Div.-II, RHB, 9/721-A, Girdhar Marg, Malviya Nagar, Jaipur

31. RE DIV-XI Resident Engineer, Div.-XI, RHB, Sector-4, Indra Gandhi Nagar, Jagatpura, Jaipur


Page 209 of 230

32. RE-DIV-XIII Resident Engineer, Div.-XIII, RHB, Sector-4, Indra Gandhi Nagar, Jagatpura, Jaipur

33. RE DIV-PHE-II Resident Engineer, Div.-PHE-II, RHB, 5/335, Malviya Nagar, Jaipur

34. RE-DAUSA Resident Engineer, Div.-Dausa, RHB, 1/68, Khan Bhaakri Road, Dausa

35. RE DIV-I Resident Engineer, Div.-I, RHB, Sector-11, Hiranmagri, Udaipur

36. RE DIV-II Resident Engineer, Div.-II, RHB, Sector-11, Hiranmagri, Udaipur

37. RE-BHILWARA Resident Engineer, Div.-Bhilwara, RHB, R.K. Colony, Bhilwara

38. RE-CHITTORGARH Resident Engineer, Div.-Chittorgarh, RHB, 1-B-48-49, Sainti Sahagawa, Chittorgarh

39. RE-DUNGPUR Resident Engineer, Div.-Dungerpur, RHB, Shivaji Nagar, Dungerpur


Page 210 of 230

7.21 ANNEXURE –21 TECHNICAL EVALUATION CRETERIA

S.No Technical Evaluation Parameter Max. Marks Percentage of total

1 Relevant Experience (Maximum of 3 WO) 480 60% of Total Prior experience of Bidder (any of the Consortium Partner) with Housing board, Urban local body (Municipality), Urban Development Authority, Public Works Department, Real Estate company in India. The work order date should be less than 5 years old as per the date of NIT and of the following organizations (Govt, PSU, Banks, Pvt. Ltd., Ltd.) based on the following factors:

a) Nature of Work (Max 192 Marks) b) Site (Location) (Max 144 Marks) c) Users (Max 144 Marks) Note: The maximum numbers of work orders are 3 which can be listed for the TQ. One work order can be used in other parameters of relevant experience i.e. Nature of work, Locations, Number of users and Number of Dwelling units.

a. Nature of Work per work order 40% of 60% Estate Management 64

Others (FA/Payroll/PMIS/Store) 44.8

General (Infrastructure & Software) 19.2

No credential 0 b. Number of Sites or Location per work order 30% of 60%

1 – 10 14.4

11 – 30 28.8

31 – 60 38.4

61 and above 48 30% of 60% c. Number of Users per work order

1 – 50 0

51 – 100 14.4

101 – 200 24

201 and above 48

2 Compliance to FRS 200 25% of Total COTS OEM compliance to the Functional Requirement Specifications annexed with the RFP document (Against to tal number of processes

200 50


Page 211 of 230

mentioned in indicative FRS)

Less than 50% Compliance 0 50% - 60%Compliance 30

60% - 70% Compliance 50

70% - 80% Compliance 80

80% and above 100

3 Technical Presentation & Demonstration 120 15% of Total Quality of Presentation and Demonstration of scenario mentioned

15

Quality of Presentation (s) 10 Clarity of responses 20 Participation from relevant personnel and senior

management in the presentation 10

Demonstration Scenario Completed 80 Total Marks 800


Page 212 of 230

7.22 ANNEXURE –22 STRCUTURE OF TECHNICAL PROPOSAL

The bidder should submit the technical proposal in the following format:

1. Section 1: Pre-qualification response

The bidder should submit the pre-qualification response here as per the format given at

Annexure – 4 including all the supporting documentation requirements as specified therein.

2. Section 2: Executive Summary

This section should be a succinct statement and executive summary by the bidder highlighting

the key aspects of technical proposal.

3. Section 3: Bidder Profile

The bidder should provide a brief profile of the bidder organization covering details of the

operations, business, offices, and workforce. The profile should not be more than 5 pages.

4. Section 4: Organizational capabilities and experience

4.1. Project Experience:

The bidder should provide each project experiences as per the format given at Annexure - 20

with supporting documentary evidence as specified therein as per the requirements of RFP.

4.2. Financial Turnover:

Please provide a summary as per the following table (The figures indicated here should match

with the documentary evidences submitted in section 1 – prequalification response

2008-09 2009-10 2010-11 2011-2012 Total Turnover (in Crores) Turnover from IT/Software/ System Integration services

Net Profit (after tax)

4.3. Size of workforce: Please provide details of numbers of permanent on the rolls employees in IT/System

Integration/Employees. The details should match the documentary evidence submitted in

Section 1 – pre-qualification response.

4.4. Quality certifications: Please provide details related to quality certifications matching the documentary evidences as

given in the pre-qualification response.


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5. Section 5: Proposed IT solution

This section should present bidders’ proposed solution meeting technical and functional

requirements outlined in this RFP document. Bidders are required to present sound, complete,

and competent technical and functional architecture solution and are expected to address the

various technical / functional parameters mentioned in this RFP document in their proposed

solution. The section should also include the Bill of Materials (BOM) for all the software and

hardware components, products and tools that are proposed for the application development,

testing, deployment and maintenance. The solution description should minimally include the

following:

a) Bidder’s understanding of the requirements as stated in the RFP. Compliance to all the

functional requirements as specified in the RFP. Bidder should also indicate as to how the

solution would meet generic requirements of the DOSJ&E.

b) Detailed Solution design: Should be presented in the following format

• Solution Architecture

• Deployment Architecture

• Network Architecture

• Security Architecture

• Development approach, methodology and plan

• Testing approach, methodology and plan

• Project Governance and reporting structure

• Training and Change management approach, methodology and plan including Training

schedule, content and handouts, trainer’s profile, batch size and infrastructure plan

• Data Digitisation approach, methodology and plan

• Backup approach, methodology and plan

• Integration with SMS, Payment, Email and other software

• Details of Deliverables along with timelines

• Sizing assumptions,

• Provision for scalability

• Data synchronization and integrity

• Load balancing

• Capability to add future services/departments/agencies.


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• Details of proposed BoM as per Annexure 2 (please provide information as per the

format provided) without indication of any prices

• Technical specifications of the proposed BOM as per Annexure 3 (Please provide

information in the format provided)

• Technologies proposed stack for various solution components in following format

(indicative)

Component Product Version

Web server

Application Server

Presentation Layer

Business Layer

Database Layer

Database Server

Reporting Tool

IDE

Browser

Configuration

Management

Bug Tracking

Integration

LDAP

Load Balancer

Clustering

Portal/Repository creation

utility/workflow

management utility

Utility for standalone

operations and data


Page 215 of 230

synchronization

Managing Port numbers

Single Sign on

Clustering solution

Content Management

System

Search module

Layout design standard

• Details of COTS Solution Compliance to FRS : Should be presented in the following

format

Module & FRS No Description Compliance Status

Available To be customize To be Built

• Quality and Risk Management Plan

• Strategy to adhere to proposed timelines

• Post implementation operations and maintenance and FMS approach, methodology and

plan including warranty support, vendor management, facilities management support

• Training and handholding approach, methodology and plan

• SLA Management and Monitoring approach, methodology and plan

• SLA reporting approach, methodology and plan

• Exit Management approach, methodology and plan

• Project status reporting approach, methodology and plan

• Manufacturer’s Authorization Form as per Annexure 10

• Undertaking on Authenticity of Computer Equipments as per Annexure 11

• Detailed Work plan and Staffing Plan

a. The Bidder shall provide a detailed project plan with timelines, resource

allocation, milestones etc. in Microsoft Project/Excel format for carrying out the

scope of work activities.


Page 216 of 230

b. The project plan should clearly indicate the deliverables at each milestone in the

project and staffing deployment of all resources.

c. Work plan

No Activity/Deliverable Weeks

1 2 3 4 5 6 7 8 9 10 11 12 N

1

2

3

4

5

N


Page 217 of 230

d. Staffing plan

No Name of Staff Staff input in Weeks(in the form of a bar chart)

Total

staff

man-

months

proposed

Key

responsibilities/

Tasks/

Deliverables

1 2 3 4 5 6 7 8 9 10 11 12 n Total

1

2

3

N

Total

• Team Composition and Task Assignments

The Bidder should provide the summary table of details of the manpower that will be deployed

on this project in following format along with detailed CVs of key personnel in format provided in

annexure 19 (“Detailed CV format for proposed staff”).

Resource

Category

Proposed

number of

staff

Qualifications Experience

Name Area of

Expertise

Position

Assigned

Task

Assigned


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• Undertaking of no non conformance/deviations as per annexure 12 or following

statements of deviation:

a. Statement of deviations from Schedule of Requirements ( As per format

provided in Annexure 12 “Statement of deviations from Schedule of

Requirements”)

b. Statement of Deviations from Tender Terms & Conditions ( As per format

provided in Annexure 12 “Statement of deviations from Tender Terms &

Conditions”)


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7.23 ANNEXURE 23 – 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


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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


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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.


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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:


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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……………..

(Second member)

(Signature of authorized representative)

Name :

Designation:


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7.24 ANNEXURE 24 – BANK GUARANTEE FORMAT – EARNEST MONEY DEPOSIT (EMD) {to be submitted by the bidder’s bank}

(To be stamped in accordance with Stamp Act and to be issued by a Nationalised/ Scheduled bank

having its branch at Jaipur and payable at par at Jaipur, Rajasthan)

To,

Managing Director,

RajCOMP Info Services Ltd.(RISL),

B-Block, YojanaBhawan, TilakMarg,

C-Scheme,

Jaipur-302005 (Raj).

Sir,

1. In accordance with your Notice Inviting Tender for <please specify the project title> vide NIT

referenceno. <please specify>M/s. …………………………….. (Name & full address of the firm)

(Hereinafter called the “Bidder”) hereby submits the Bank Guarantee to participate in the said tender

as mentioned in the RFP document.

It is a condition in the tender documents that the Bidder has to deposit Earnest Money amounting to

<Rs. ______________ (Rupees <in words>)> in respect to the tender, with RISL, Ist Floor Yojana

Bhawan, Tilak Marg, C-Scheme, Jaipur, Rajasthan (hereinafter referred to as “RajCOMP Info

Service Ltd.(RISL)”) by a Bank Guarantee from a Nationalised Bank/ Scheduled Commercial Bank

having its branch at Jaipur irrevocable and operative till the bid validity date(i.e. <please specify>

days from the date of submission of tender). It may be extended if required in concurrence with the

bid validity.

And whereas the Bidder desires to furnish a Bank Guarantee for a sum of <Rs. ______________

(Rupees <in words>)> to the RISL as earnest money deposit.

2. Now, therefore, we the ……………………………….…… (Bank), a body corporate constituted under

the Banking Companies (Acquisition and Transfer of Undertaking) Act. 1969 (delete, if not

applicable) and branch Office at…………………... (hereinafter referred to as the Guarantor) do

hereby undertake and agree to pay forthwith on demand in writing by the RISL of the said

guaranteed amount without any demur, reservation or recourse

3. We, the aforesaid bank, further agree that the RISL shall be the sole judge of and as to whether the

Bidder has committed any breach or breaches of any of the terms costs, charges and expenses


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caused to or suffered by or that may be caused to or suffered by the RISL on account thereof to the

extent of the Earnest Money required to be deposited by the Bidder in respect of the said Tender

Document and the decision of the RISL that the Bidder has committed such breach or breaches and

as to the amount or amounts of loss, damage, costs, charges and expenses caused to or suffered by

or that may be caused to or suffered by the RISL shall be final and binding on us.

4. We, the said Bank further agree that the Guarantee herein contained shall remain in full force and

effect until it is released by the RISL and it is further declared that it shall not be necessary for the

RISL to proceed against the Bidder before proceeding against the Bank and the Guarantee herein

contained shall be invoked against the Bank, notwithstanding any security which the RISL may have

obtained or shall be obtained from the Bidder at any time when proceedings are taken against the

Bank for whatever amount that may be outstanding or unrealized under the Guarantee.

5. Any notice by way of demand or otherwise hereunder may be sent by special courier, telex, fax,

registered post or other electronic media to our address, as aforesaid and if sent by post, it shall be

deemed to have been given to us after the expiry of 48 hours when the same has been posted.

6. If it is necessary to extend this guarantee on account of any reason whatsoever, we undertake to

extend the period of this guarantee on the request of our constituent under intimation to you.

7. The right of the RISL to recover the said amount of <Rs. ______________ (Rupees <in words>)>

from us in manner aforesaid will not be precluded/ affected, even if, disputes have been raised by

the said M/s. ……….………………(Bidder) and/ or dispute or disputes are pending before any court,

authority, officer, tribunal, arbitrator(s) etc..

8. Notwithstanding anything stated above, our liability under this guarantee shall be restricted to <Rs.

______________ (Rupees <in words>)> and our guarantee shall remain in force till bid validity

period i.e. <please specify>days from the last date of bid submission and unless a demand or claim

under the guarantee is made on us in writing within three months after the Bid validity date, all your

rights under the guarantee shall be forfeited and we shall be relieved and discharged from all liability

thereunder.

9. This guarantee shall be governed by and construed in accordance with the Indian Laws and we

hereby submit to the exclusive jurisdiction of courts of Justice in India for the purpose of any suit or

action or other proceedings arising out of this guarantee or the subject matter hereof brought by you

may not be enforced in or by such count.


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10. 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 under the Power of Attorney issued by the bank in your favour.

Date ………………… (Signature) ……………………………………….

Place ………………… (Printed Name) ………………………………….

(Designation) ……………………………………

(Bank’s common seal) ………………………….

In presence of:

WTTNESS (with full name, designation, address & official seal, if any)

(1) ………………………………………

………………………………………

(2) ………………………………………

………………………………………

Bank Details

Name & address of Bank :

Name of contact person of Bank:

Contact telephone number:

GUIDELINES FOR SUBMISSION OF BANK GUARANTEE The Bank Guarantee shall fulfil the following conditions in the absence of which they cannot be

considered valid: -

1. Bank Guarantee shall be executed on non- judicial stamp paper of applicable value purchased in the

name of the bank.

2. Two persons should sign as witnesses mentioning their full name, designation, address and office seal

(if any).

3. The Executor (Bank Authorities) may mention the power of attorney No. and date of execution in his/

her favour authorizing him/ her to sign the document. The Power of Attorney to be witnessed by two

persons mentioning their full name and address.

4. The Bank Guarantee should be executed by a Nationalised Bank/ Scheduled Commercial Bank only.

5. Non – Judicial stamp paper shall be used within 6 months from the date of Purchase of the same. Bank

Guarantee executed on the non-judicial stamp paper after 6 (six) months of the purchase of such stamp

paper shall be treated as non-valid.

6. The contents of Bank Guarantee shall be strictly as per format prescribed by RISL


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7. Each page of Bank Guarantee shall bear signature and seal of the Bank and B.G. number.

8. All corrections, deletions etc. in the Bank Guarantee should be authenticated by signature of Bank

Officials signing the Bank Guarantee.

9. Bank should separately send through registered post/courier a certified copy of Bank Guarantee,

mentioning Bid reference, Bid title and bidder name, directly to the Purchaser at the following address:


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7.25 ANNEXURE 25 – Financial Bid Annexure

A) CAPEX

A1) Part-I CAPEX: RSDC, Jaipur

S. No. Item No. and Description

Item No. Ref.

As per Tech. Specs

Make &

Model

Unit

Total Qty



excl. Raj. VAT)

Total Cost in

INR

VAT in %

VAT Amount

Total Cost in

INR

A B C=AxB D E F=C+E

2.

Web Server (Inclusive of Operating System)

Nos.

3.

Application Server (Inclusive of Operating System)

Nos.

4.

Database Server (Inclusive of Operating System)

Nos.

5. Blade Chassis Nos.

6. Server Load balancer (24 Ports)

Nos

7. Access Switch (24 Port)

No

8. Any Other item

No



• No of units to be proposed by bidder as per designed stack, above mentioned items are indicative requirement at SDC. However, to meet the SLA condition the bidder may propose additional items according to design stack.

• Items specification and quantities quoted by the bidder shall be robust and redundant, proposed BOM should be able to meet requirement of SLA


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• For Portal, DMS and workflow tools the bidder shall make provision of hardware (server) accordingly.

A1) Part-II CAPEX: RSDC, Jaipur

S.No.


Item No. Ref. As per Tech. Specs

Make & Model

Unit Total Qty


Total Cost in INR

VAT in %

VAT

Amount

Total Cost in INR

A B C=AxB D E F=C+E

1

Database

Software

Inclusive of

database tools

requires for

database

security, hi

availability

cluster,

reporting etc.

(Server edition

and client

edition) based

on Proc or user

(As applicable

User

Lice

nse

No

As per

Proc

2

Antivirus HIPS

(Server and

Client Edition

Server Edition)

for the proposed

Web Server,

Application

User

Lice

nse

No.

As per

Stack


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S.No.


Item No. Ref. As per Tech. Specs

Make & Model

Unit Total Qty


Total Cost in INR

VAT in %

VAT

Amount

Total Cost in INR

A B C=AxB D E F=C+E

Server and

Database

Server.

3

Any other tools

proposed by

bidder

Total A1 Part-II (In Figures) – Rs

Total A1 Part –II (In Words) – Rupees

Note.

• No of users mentioned for Item no 1 (COTS solution) is total number of users across modules, it is expected that number of system user will increase in accordance to phases, so actual requirement will be calculated in accordance to phase wise implementation. e.g for phase one i.e. Estate Management Module envisaged no of user are 125, thus payment shall be made on the basis of unitary price for 125 users only.

• For HIPS, antivirus server (hardware only) shall be provided by the RSDC on virtual share basis.

• If one product has bundle with COTS or another system software product, bidder need to indicate that clearly. e.g. DMS, work flow and portal are part of the COTS solution, then bidder needs not to quote additional cost of these items separately.