hp.gov.inhp.gov.in/hp/file.axd?file=2012/3/HW-Tender_VC+Jail_… · Web viewhp.gov.in

TENDER NO. DIT-50/2007

SOCIETY FOR PROMOTION OF INFORMATION TECHNOLOGY AND E-GOVERNANCE(SITEG)

DEPARTMENT OF INFORMATION TECHNOLOGY,GOVERNMENT OF HIMACHAL PRADESH

TENDER DOCCUMENT FOR PROCUREMENT OF VIDEO CONFERENCING EQUIPMENTS TO BE DEPLOYED IN COURTS AND JAILS OF

GOVERNMENT OF HIMACHAL PRADESH

SITEGDepartment of Information Technology,

Block No.24, STPIBuilding,SDA Complex, Kasumpti. Shimla-171009

RFP for procurement of Video conferencing equipments

INDEXSECTION 1 - INTRODUCTION.........................................................................................4

1. INTRODUCTION.........................................................................................................72. VC BASED COURT HEARING/TRIALS.......................................................................133. ABOUT HIMSWAN:...............................................................................................134. PROPOSED SOLUTION ARCHITECTURE....................................................................175. GIST OF IMPORTANT GENERAL CONDITIONS...........................................................20

SECTION 2 - INSTRUCTIONS TO BIDDERS.................................................................22

1. TECHNICAL CUM ELIGIBILITY CRITERIA....................................................................232. COST OF BIDDING:.................................................................................................263. TENDER DOCUMENTS.............................................................................................274. PREPARATION OF BIDS..........................................................................................285. SUBMISSION OF BIDS.............................................................................................316. BID OPENING AND EVALUATION..............................................................................337. AWARD OF CONTRACT...........................................................................................37

SECTION 3 - GENERAL CONDITIONS OF TENDER & CONTRACT...........................39

1. DEFINITIONS:.........................................................................................................402. APPLICATION:.........................................................................................................403. STANDARDS:..........................................................................................................404. PATENT RIGHTS OF THE GOODS:............................................................................415. PERFORMANCE SECURITY:.....................................................................................416. INSPECTIONS AND TESTS:.......................................................................................417. PACKING DELIVERY & DOCUMENTATION:................................................................438. INSURANCE:...........................................................................................................439. TRANSPORTATION:.................................................................................................4310. LITERATURE AND INSTRUCTION:..............................................................................4311. PAYMENT:..............................................................................................................4412. PRICES :................................................................................................................4513. MODIFICATION IN THE ORDER:................................................................................4514. SUBCONTRACT:......................................................................................................4515. INSTALLATION SCHEDULE.......................................................................................4616. DELAY IN THE SUPPLIER'S PERFORMANCE:.............................................................4617. TERMINATION FOR DEFAULT:..................................................................................4718. FORCE MAJEURE:..................................................................................................4719. TAXES AND DUTIES:...............................................................................................4820. APPLICABILITY OF RATES:.......................................................................................48

Society for Promotion of Information Technology and e-Governance 2


21. SPECIFICATIONS:....................................................................................................4822. RESOLUTION OF DISPUTES.....................................................................................48

SECTION 4 - TECHNICAL SPECIFICATIONS & MAINTENANCE CONDITIONS........50

1. SCOPE OF THE TENDER:........................................................................................512. AFTER SALES SERVICES:.......................................................................................523. TECHNICAL SPECIFICATIONS & QUANTITIES:............................................................584. FACT SHEETS:.......................................................................................................615. ACCEPTANCE TESTING AFTER NOTIFICATION OF AWARD :.......................................62

SECTION 5 : IMPLEMENTATION SCHEDULE..............................................................64

SECTION 6 – PROFORMAS...........................................................................................66

PROFORMA – A – DECLARATION BY THE O.E.M......................................................67

PROFORMA – B- TECHNICAL CUM ELIGIBILITY CHECK..........................................70

PROFORMA – C – DETAILS OF PROJECT..................................................................73

PROFORMA – D –DECLARATION REGARDING ACCEPTANCE OF TERMS & CONDITIONS CONTAINED IN THE TENDER DOCUMENT..........................................74

PROFORMA – E –DECLARATION REGARDING PAST PERFOMANCE....................75

PROFORMA – F – PRICE SCHEDULE..........................................................................76

PROFORMA G - TECHNICAL SPECIFICATIONS.........................................................81

PROFORMA – H – TOTAL NUMBER OF REQUIRED VCS AND LOCATIONS.........104



SECTION 1 - INTRODUCTION



INVITATION FOR BIDS

TENDER NO. DIT-50/2007

This Invitation for Bids was published in the following newspapers on _____________by way of a tender notice:

1. The Economic Times- Delhi Edition2. The Tribune - Chandigarh Edition3. Amar Ujala- Chandigarh/ Dharamshala Edition

The detailed Tender Document contained in the following sections has been prepared to elaborate all techno-commercial conditions of this Tender. In case of any discrepancy between the Press Advertisement and detailed provisions of this Tender Document, the latter will prevail. For any further changes (if any, based on feedback/ queries from any bidder) in this document, please see its updated version on http://himachaldit.gov.in. The changes may be made till three days prior to the submission of tender.

S. No. Key Activities Date1. Sale of Tender From 14.03.2012 onwards till

12.04.2012

2. Last date of receiving queries from bidders

4:00 pm 30.03.2012

3. Pre-Bid Meeting 31.03.2012

4. Corrigendum 10.04.2012

5. Price of Tender Document Rs. 5000/-

6. Earnest Money Deposit 2% of the price quoted by bidder

7. Last date of submission of document

12.04.2012 upto 2:00 PM

8. Opening of Bids 12.04.2012 at 3:00 PM

9. Tender Download Site www.himachaldit.gov.in

10. Contact Details Member Secretary (EC), SITEG,Department of Information Technology,



S. No. Key Activities DateBlock No.24, SDA Complex, Shimla-171009Phone: 0177-2621325, 2626709.Email Id:[email protected]



1. Introduction

Sealed Bids are invited by the undersigned from eligible bidders for meeting the immediate requirement of the following Video conferencing equipment for Department of Home, Government of Himachal Pradesh to fulfil following objectives.

1.1 Background - About Home Department

The Home Department, Government of Himachal Pradesh is responsible to maintain law

and order situation of the State. Apart from this, the department is also responsible to

ensure good working of the public servants and helps to give justice. The department also

looks about civil defence and fire fighting measures of the State. Prison Department, which

forms the last of the three components of the criminal justice administration - the police,

the judiciary and the prisons - played a vital role not only in keeping the prisoners in safe

custody but also creating a safe environment for the prisoners, meeting their basic

requirements and educating them in such a way that the objective of prison administration

transcends beyond keeping the prisoners within the four walls.

At present there are 14 jails and 3 lockups in Himachal Pradesh with total number of 1663

prisoners (1610 males and 53 females) as on date. The family members of these prisoners

have to travel to jail for meeting and that too once in a week. It involves not only time,

even cost to the family members to meet their relative in the prison especially women

inmates. Department of Home has envisaged the project “e-Mulakat” by way of

introducing Video Conference facility in all the jails using which the relatives of prisoners,

especially with women inmates, can interact without coming to jail through

LokmitraKendras (CSCs). This would not only reduce the traveling time, the cost of

traveling would also get reduced.



Moreover, out of 1663 prisoners, 757 prisoners (almost 45 %) are under trial. Lot of

government machinery and risk is involved while moving these prisoners from jail to court

and back during court hearings. Hence, it is proposed that Video conference setup in all

the courts of Himachal Pradesh be introduced and trial/ hearing of prisoners in the cases

would be done away by way of introducing Video Conference facility in courts & jails and is

termed as “e-Peshi”. This system will provide significant help to reduce cost and efforts of

the State Government.

Department of Home, Government of Himachal Pradesh has proposed to implement the

projects “e-Mulakat” and “e-Peshi” in consultation with Department of Information

Technology, Government of Himachal Pradesh.

Moreover, this facility is also envisaged for rehabilitation purposes by way of arranging interaction with social workers and crime experts using Video Conference.

1.2 Need of Project:

Hassles in meeting process with prisoners

Cost incurred in traveling

Per capita income in Himachal Pradesh is Rs. 44538* per year or Rs. 3711/- per

month.Considering this situation if a person have to manage travel for meeting with their

loved ones who are in jail twice a month they have to spend at least Rs. 600/- (Rs. 150/-

per trip one way) per person. If two persons are traveling then this expenditure will be

Rs. 1200/- approx. which is approx 33% of their total income . Hence, it is very costly for a

lower class family to afford travel for meeting with their loved one.

*http://himachal.nic.in/finance/ES2009_10/EconomicSurvey2009-10Tables.pdf



Difficult terrain

Travelling is not only a costly affair but also involves a lot of problems. This problem will

get increased many times for the families having women and children only. Also it is quite

difficult for the senior citizens who are not able travel because of health problems. Hence,

the intervention of technology is very important at this stage to provide smile on the

family members of prisoners.

Harassment of Women Family Members and prisoners

Though there are significant decrease in the criminal cases against women it was still

approx 10% of the total registered cases. Women are the easy victim of crime and

harassment. This can be at anywhere whether they are prisoners going for trial or the

family members visiting to jail.

Long wait for justice

“Justice will lose its relevance if it comes after long time”. As of now there are almost 50%

of the population in jails are under trial. This trial period of the person is keep on

increasing because of change and extension of dates due to various reasons. Also

movement of one prisoner to court also carries cost and effort. If there is an extension of

dates the prisoner again have to be present in next date also. This delays the process and

makes an impact on the cost over government for keeping the prisoner in jail and

expenditure involved in the movement of prisoner. Technology can change the entire

scenario a lot. Using video conferencing at jails and courts is a win – win situation for both

government and citizens in terms of cost and efforts.

Transparency in the judicial process

There are several occasions where prisoner is not able to present in the court proceedings.

Using video conferencing at jails and courts prisoners can be the part of each proceedings

which provide him to have a good faith in Judicial process.



1.3Project Features: This project is of the utmost requirement of the state to provide:

Provide interface for prisoners and their family members for meeting

Track and monitor the details of meetings and persons involved in the meeting

Provide real time interface between court room and jail for court proceedings

Citizen can access this system by visiting nearest Common Service Centre (3366) across

the state

Provide huge cost saving by reduction of the security personnel required for taking

prisoner from jail to court for case hearing/ trail

Provide cost benefit option to the families of prisoners

Provide interface to run rehabilitation programs for the betterment of the prisoners and help

them to get back to main stream of society

1.4 Project ObjectivesThe primary project objectives are:

“e-Mulakat” – Provide interface for prisoners to interact with their families

through video conference solution

“e-Peshi” – Provide interface for courts to interact with prisoners during their

trial process through video conference solution

To meet the above objective and remove the constraints mentioned in the previously , the State Government decided to use VC facility using Himachal Pradesh State Wide Area Network (HIMSWAN).

1.5 Benefits of the new System:S. No.

Issue Benefits

1) Difficult terrain to

travel for family

members (especially

low income group) of

“e-Mulakat” can be accessed by Common

Service Centers across state (3366 at gram

panchayat level). This will provide the huge

cost benefits for families of prisoners



S. No.

Issue Benefits

prisoners especially for economic weak sections

2) Harassment of

prisoners during

movement between

court and jail

“e-Mulakat” will avoid such kind of

harassment to the prisoners especially female

prisoners

3) Harassment of family

members of

prisoners

“e-Mulakat” will avoid such kind of

harassment to the family members of

prisoners especially female family members.

This will also help prisoners to have a good

faith in government and administration

4) Involvement of a lot

of government

machinery during the

process of trial

“e-Peshi” will enable the convenient mode of

interaction of judge sitting in court with the

prisoner and hence reduce significant amount

of saving in terms of manpower and cost

incurred

5) Huge risk involved

during the process of

trial

“e-Peshi” will reduce the risk related to

maintenance of law and order. This also

include the causalities (police and civilian)

happen to maintain the law and order

situation

6) Faster process of

trials

“e-Peshi” will enable a comparatively fast

process for trail. This will decrease the

turnaround time of trail process significantly.

7) Running

Rehabilitation

Programs

Also help in providing expert advisory to the

prisoners as part of rehabilitation program so

that they could lead better life in future

8) Running educational Also help to prisoners in gaining education



S. No.

Issue Benefits

and training

programs

and various training within the premises. This

will increase their level of confidence as well

as their possibility of earning their livelihood

with pride.

9) Additional revenue

to the CSC owners

The prisoners can interact with their relatives

by paying nominal amount (Rs. 10 per hour)

to CSC vendors

10) Indirect benefits to

families of prisoners

If prisoners are able to get back in the main

stream of society this will reduce the

probability of their family members to get into

crime

11) Increase of bonding

with family

With the help of video conferencing solution

the frequency of meetings of prisoners with

their family members will get increased hence

this will also increase the bonding with their

family members and with the help of various

opportunities they can get back to the main

stream of society



2. VC based Court Hearing/Trials

A videoconference is a live connection between people in separate locations for the purpose of communication, usually involving audio and text as well as video. At its simplest, videoconferencing provides transmission of static images and text between two locations. At its most sophisticated, it provides transmission of full-motion video images and high-quality audio between multiple locations. Videoconferencing provides a complete simulation of a normal meeting environment, enabling both parties to see, hear and present material, just as if they were in the same room. The tangible benefits need to be taken into account include greatly improved communication between remote sites both court and Jail, reduced pressure, stress and fatigue from travel, reduced time of trial, immediacy of contact between concerned Person, rapid face to face resolution of urgent situations, ability to seize opportunities within narrow time frames, faster and better decision making, increased executive productivity and broadcast of key messages. Thus Videoconferencing has been selected useful tool to achieve objectives of the current project and to be quite useful in present scenario.

3. About HIMSWAN:

HIMSWAN (Himachal State Wide Area Network) is a three tier IP based Network to provide connectivity among Government offices at State HQ, District HQ, Sub-Division, Block and Tehsil HQs with the objective of making information easily accessible across the various Departments and to the people across the State. Total 132 PoPs (Points of Presence) have been created across State. Out of 132 PoPs, 130 are functional as f now. Remaining 2PoPs are TNF from BSNL end and will be made operational soon. HIMSWAN is based on leased line network. Keeping in view the recurring cost of leased line network and the availability of leased lines in rural areas, wireless network also has been created to provide HIMSWAN connectivity to various horizontal offices using wireless link. Wireless would offer a better total cost of ownership than a wired solution because recurring monthly costs of multiple T-1 and E-1 lines could be avoided and is at a much lower cost and will help in providing multi-megabit broadband services to rural underserved people at distances of up to few kilometres.

HIMSWAN has been designed in three tier architecture. HIMSWAN Network Operating Centre (NOC) is at State Headquarter (SHQ). All district Headquarters (DHQs) are



connected to SHQ using 20 – 6 Mbps MLLN links from BSNL (as per requirement) and the same will be upgraded further to cater to the requirement of VC setup at all the Block offices. Similarly, all Tehsils/ Sub Divisions/ Blocks (THQs) are further connected to their respective District Headquarters (DHQs) using 2 Mbps MLLN links from BSNL. Last mile connectivity at SHQ and DHQ level PoPs is given on Fibre and terminated in STM1 port of Routers. However, at THQ level PoPs, last mile connectivity is on copper media and terminated on E1 port of Router.

Three tier architecture of HIMSWAN has been depicted in Figure 1 below: Figure-I: Three Tier Architecture

THQ

District Level (Second tier)

Sub-Division/ Block/ Tehsil Level (Third tier)

HIPAAA

SHQ

DHQ DHQ

State Level (First tier)

THQ



Essential Features: 6-20 Mbps Managed Lease Line connectivity down to District level. The same has

been upgraded based on the VC requirement. 2 Mbps Managed Lease Line connectivity down to Tehsil level. The same will be

upgraded based on the VC requirement. Triple play facility (voice, video & data) down to tehsil level MLLN down to tehsil / sub-tehsil and block level RAS at 6 SSAs for alternative connectivity Wireless connectivity to offices &Panchayats from POPs after rigorous field level

testing The equipment procured under HIMSWAN can cater to the needs of up to 17 Years

(Core Router under STM1 155 x 4 Mbps; 1 x 8 Gbps under MPLS against initial utilisation of only 24 Mbps during the year 2008). As per Moore’s law, computing power doubles every 1.5 years but software packages become correspondingly bulkier & slower (Gate’s Law / Software Bloat) – making network bandwidth hungry (double every 2 years)

User Agencies: HIMSWAN has been setup and is being used to connect various Government Departments/ Boards/ Corporations/ Educational Institutes/ Universities throughout the State to proliferate e-Governance activities.

Application Areas: HIMSWAN is being used in Government Sector exclusively. It has got the facility to cater voice, video and data simultaneously. Use of HIMSWAN is mainly to run State-wide e-Governance Applications which can have the convergence with the following applications already hosted on web and are being accessed using HIMSWAN:

Online HRTC Bus Reservation Integrated web interface for Transport services (Vahan&Sarathi) e-Registration for Electoral, SUGAM (Integrated Community Service Centre) bills payment, Weekly prices of essential commodities - Economics & Statistics department HP Public Service Commission – Online registration for HP Judicial Services

Examination Court Case Monitoring Software for Divisional Commissioner office



Factory database for Labour& employment Statistical Data of Colleges CCMS (Computer Call Monitoring System) Besides this, VC and IP Phone facility has been setup at 124 PoP locations as of now

which is an added feature.


HIMSWAN/NIC-Net

MCU

High Court

District Court n

District Court1

District Court2


4. Proposed Solution Architecture

The solution architecture, as detailed in this section, is aimed at providing an overall picture

of the entire project, which would aid Department of Home in identifying various

technology components that need to be put in place.

The following factors were considered while designing the proposed solution:

Consultation with stakeholders

Objectives of the Project,

Processes and services identified for e-enablement

The recommended Solution Architecture is envisaged is as follows:

Solution ArchitectureDepartment of Information Technology, Himachal Pradesh is envisaging to develop an

interface using video conferencing solution which will be deployed in 7 district courts , 31

jails and 2 other Endpoints of the State of Himachal Pradesh (list attached at PROFORMA –

H). All courts and jails will be connected using NIC network and HIMSWAN. Solution

architecture is reflected in the following diagram:



Proposed Solution

In the broad explanation of the solution it is proposed that there are total 40 endpoints

requirement located at various respective locations(list attached at PROFORMA – H)will

have the capability to connect to each other using multiparty video conference, as these

will connect to the MCU hosted at the High Court, Shimla for multiparty conferencing for

all 40 locations, while the other locations will be equipped with the end points, which will

have the capability of conferencingand will connect directly to MCUs at High Court, Shimla.

At the High Court, Shimlaoffice,an MCU will be placed having capability of connecting all

locations in a single/ multiple conferences.Along with this MCU, a gatekeeper to register all

endpoints and a recording, streaming server will also be installed.

The Gatekeeper will not only register allthe endpoints but will also be used to manage all

the endpoints, used in the Video Conference. It is a management suite specifically



designed to control video-enabled devices and users. It provides centralized endpoint

management, scheduling, reporting and an intuitive, secure video soft-client that connects

to any standards-based immersive suite, conference room, or video endpoint.

The Recording and Streaming Server will be a network- based appliance that records,

archives and streams Video conferences to desktop, conference rooms and more. Using

this device, video conferencing endpoints and video infrastructures convert one- time

events into knowledge assets deliverable to audiences via URL link and the intuitive Server

interface. Applications for this device include executive and government communications

and more.

The VC endpoint will support Video resolutions as per the industry standard (HD & SD) and

can be configured for Multiparty VC session (with software License upgrade). Major

Hardware Components at High Court, Shimla is shown below:

Jails and courts shall have a video conferencing Hardware, Display screen and Audio

System (as per the room size). Major Hardware Components at Jails and courts is shown


ROUTERSWITCH

Video conferencing End Point

MCU

Recording & Streaming Server

Gatekeeper & Management Server

Major Hardware Components at Head Office


below:

All 39 Locationsshall be equipped with VC endpoint which will have a capability of

multiparty conferenceor by connectingthroughMCU at High Court, Shimla.

5. Gist Of Important General Conditions

a. Unless otherwise specified for a part of the order, the entire supply and installation should be completed within 20 weeks from the date of placing the supply order.

b. Any prospective bidder can procure the Tender Document from the “SOCIETY FOR PROMOTION OF INFORMATION TECHNOLOGY AND E-GOVERNANCE (SITEG), 24 SDA Complex, STPI Building, Kasumpti, Shimla”. Tender can also be download from website http://himachaldit.gov.in. The Tender Document is available on all working days from 14.03.2012 to 12.04.2012 for a fee of Rs 5000/- (by demand draft) in favour of “Member Secretary, SITEG” payable at Shimla. If the tender Document is downloaded from the website, this fee will have to be deposited along with the bid as a separate bank draft. SITEG shall not be responsible for any kind of postal delay in receiving the tender document.


ROUTERSWITCH

Video conferencing End Point

Major Hardware Components at Jail/Court

LAN


c. SCHEDULE OF THE TENDER PROCESS:

The bids (all 3 portions) must be delivered to the O/o Member Secretary, SITEG, 24 SDA Complex, STPI Building, Kasumpti, Shimla latest by 2:00pm on 12.04.2012.

If necessary, a Pre Bid Meeting shall be held on 31.04.2012 at 11:00 hours at Conference Hall , SITEG, 24 SDA Complex, STPI Building, Kasumpti, Shimla

Eligibility Claims shall be opened on 12.04.2012 at 3:00 pm in the Conference Hall of Member Secretary, SITEG, 24 SDA Complex, STPI Building, Kasumpti, Shimla in the presence of Bidders, who may choose to attend.

Thereafter, Technical Bids of Eligible Bidders shall be opened at 4:00 pm. If there are no technical doubts, Commercial Bids also will be opened the same day

in the evening, otherwise the date will be communicated to the respective vendors in writing/ email.

A final decision (including placement of orders and signing of contract) on the bids will be taken within two days thereafter.

d. Notwithstanding anything else contained to the contrary in this Tender Document, the Member Secretary, SITEG, reserves the right to cancel/withdraw/ modify fully or partially the 'Invitation for Bids' or to reject one or more of the bids without assigning any reason and shall bear no liability whatsoever consequent upon such a decision.

NOTE :1. Network cabling will be got done by the vendor. 2. The supplier of equipment will be responsible for installation and proper functioning

(including management) of all the devices. 3. The supplier of equipments shall be responsible for connecting supplied equipments in

networking.4. Purchaser will provide the sufficient space for the installation of equipment with basic

civil work and infrastructure.



SECTION 2 - INSTRUCTIONS TO BIDDERS



1. Technical cum Eligibility Criteria

S.No. Criteria Relevant Documents Required1 The bidder should be registered

under Indian Companies Act 1956Registration Letter

2 Detailed Profile of Company Relevant documents (Not more than 10 Pages)

3 A Bidder should be manufacturer or authorised distributor or large scale system integrator of the required video conferencing systems/peripherals/software

Letter of Authorization and undertaking as per Performa A from the OEM

4 A Bidder should have minimum average turnover of Rs. 15 Cr from last three financial years (2008-09, 2009-10, 2010-11).

CA certified audited balance sheet of last three years

5 The Bidder (or his OEM) must be able to establish his capability to execute this order by showing satisfactory/ timely delivery and installation of Video Conferencing Equipments.

List of 3 installations of value more than 50 Lac with at least one installation in Government setup

6 The annual turnover (in terms of sales of hardware) of the OEM (average figure for the last three years) whose VC equipments are sought to be supplied, should be as indicated in the table below

Minimum average turnover of Rs. 250 Cr. in the last 3 years.

7 The Bidder can choose to have a separate Authorised Service Provider (ASP). There is no turnover criterion for the ASP but it should provide the first level of OEM’s support which is fully backed up by the O.E.M. by means of a written understanding

Letter of declaration is required in this regard



regarding maintenance. However, the Purchaser shall have the final discretion in this regard and can even ask for a trilateral agreement with the Bidder and the OEM in such cases to ensure timely delivery and maintenance.

8 The Bidder should already have reasonable support base in this region (particularly in Himachal Pradesh). The Purchaser’s discretion regarding reasonableness of support base shall be final. It is clarified that this clause pertains to only the existing level of support. The actual support required to implement this arrangement has been described in the relevant section.

Details of service / support centres required for the same. In case if bidder don’t have such setup in Himachal, bidder has to produce the undertaking to establish a support base in Himachal exclusively for this project

9 Company should have at least 20 engineers on company rolls.

Declaration from company for the same

10 Company should be in existence from more than 5 years

Letter of establishment

11 Compliance of Fact Sheets as per Proforma G

Filled Compliance Sheet with relevant supporting documents

12 Benchmarking Report of the products (if any ) done by reputed organisation regarding overall performance of the product

Benchmarking reports

13 Competitive advantages of solution proposed by bidder

Details of Solution proposed and with methodology of implementation

14 Receipt of Rs. 5000/- towards the cost of the tender document for



those Bidders who have purchased Tender Document. In case bidder had downloaded document from website they have to submit the DD of Rs. 5000/- in favour of “Member Secretary (EC), SITEG”

15 EMD as per clause 4.4 of Section 216 Acceptability of all conditions

contained in the Tender Document by the Bidder.

Declaration in Performa 'D’ by an authorised signatory

(i) The bidder should be registered under Indian Companies Act 1956.(ii) A Bidder should be manufacturer or authorised distributor or large scale

system integrator of the required video conferencing systems/peripherals/software.

(iii) A Bidder should have minimum average turnover of Rs. 15 Cr from last three financial years (2008-09, 2009-10, 2010-11). The Bidder (or his OEM) must be able to establish his capability to execute this order by showing satisfactory/ timely delivery and installation of Video Conferencing Equipments.

(iv) The annual turnover (in terms of sales of hardware) of the OEM (average figure for the last three years) whose VC equipments are sought to be supplied, should be as indicated in the table below:

Sr. No.

Equipments. OEM average turnover minimum(Rs in crore) for the last 3 years.

1. Video Conference equipment

Rs250 crore

(v) The Bidder can choose to have a separate Authorised Service Provider (ASP). There is no turnover criterion for the ASP but it should provide the first level of OEM’s support which is fully backed up by the O.E.M. by means



of a written understanding regarding maintenance. However, the Purchaser shall have the final discretion in this regard and can even ask for a trilateral agreement with the Bidder and the OEM in such cases to ensure timely delivery and maintenance.

(vi) The Bidder shall not bid /supply any equipment that is likely to be declared end of life/ end of sale (i.e. within a period of 5 years’ warranty) and no equipmentin this project should be declared end of support by its OEM withinten years of its installation in this Project. In case it happens vendor will haveto replace that equipment with an equivalent new equipment of same make,free of cost.The Bidder shall submit an OEM undertaking in this regard to the Purchaser as per the format given at PROFORMA – A.

(vii) The Bidder should already have reasonable support base in this region (particularly in Himachal Pradesh). The Purchaser’s discretion regarding reasonableness of support base shall be final. It is clarified that this clause pertains to only the existing level of support. The actual support required to implement this arrangement has been described in the relevant section. In case bidder doesn’t have any support base in Himachal, bidder should have to produce the undertaking to establish a support base in Himachal exclusively for this project.

(viii) It is reiterated that Purchaser's decision regarding Bidder's eligibility will be final and binding on all the Bidders.

(ix) The Bidder shall not be under declaration of ineligibility for any corrupt or fraudulent practices or Prosecuted by the court of law.

2. Cost of Bidding:

2.1 The Bidder shall bear all costs associated with the preparation and submission of its

bid and Society for Promotion of Information Technology and e-Governance (SITEG),hereinafter referred to as the 'Purchaser', will in no case be responsible or liable for these costs, whether or not the Bid is finally accepted.

3. Tender Documents

3.1 Contents of Tender Document:



This Tender Document comprises of the following Parts/ Sections.

Section-1 : Invitation for BidsSection-2 : Instructions to BiddersSection-3 : Conditions of Tender & ContractSection-4 : Technical Specifications and Maintenance ConditionsSection-5 :Implementation Schedule.Section-6 :Proforma A,B,C,D,E,F,G,H.

The Bidder is expected to examine the Tender Document carefully. Failure to furnish all information required as per the Tender Document may result in the rejection of the Bid.

3.2 Clarification regarding Tender Document:

A prospective Bidder requiring any clarification about the Tender Document may request the Purchaser in writing by Fax/ E-Mail/ Speed post at the Purchaser's address indicated in the Invitation for Bids. An envelope containing request for clarification or any other correspondence regarding this Tender sent by post must be super scribed clearly by the words "Immediate: Tender for Video Conferencing Equipments". The Purchaser will respond in writing, only to such requests for clarification, which it receives by 4:00 pm on 30.03.2012. Written copies of the Purchaser's response to the query (without identifying its source) will be sent to all the prospective Bidders who have purchased the Tender Document on the date when clarification is issued. Such clarifications will be binding on all the Bidders. However, the Purchaser will not be responsible for non-receipt of a clarification, due to transmission loss/ delay or any other reason.

3.3 Amendment of Bids:

Bids once submitted cannot be amended. However, in some circumstances (such as major anomaly in the technical specifications having a major impact on pricing), the Purchaser may decide to take fresh bids from all the Bidders before actually opening of the Commercial Bids.



In order to afford prospective Bidders reasonable time to make amendment in their bids, the Purchaser may, at his discretion, extend the deadline for the submission of bids. However, no such request in this regard shall be binding on the Purchaser.

4. Preparation Of Bids

4.1 Language of Bid & Correspondence:

The Bid will be prepared by the Bidder in English language only. All the documents relating to the Bid (including brochures) supplied by the Bidder should also be in English, and the correspondence between the Bidder & Purchaser will be in English language only. The correspondence by Fax / E-mail must be subsequently confirmed by a duly signed copy (unless already signed digitally).

4.2 Documents comprising of Bid:

The Bidder will prepare the bid in two parts:

I. ELIGIBILITY CUM TECHNICAL BID:

In support of his eligibility cum technical bid, a Bidder must submit the relevant documents strictly in accordance with Proforma B marked with page numbers.

III. COMMERCIAL BID:

The Commercial Bid shall consist of:

(i) Price Bid in Proforma F and prices of add-ons required below.(ii) The rate quoted by bidder should be for Himachal Pradesh only.(iii) Price Bid should include AMC charges for all items. The Bidder should quote for 5

years’ comprehensive onsite warranty after making his own assessment in association with the ASP/ OEM. The rates quoted by him will be used for comparing the bids.



Note :1. The Bidder should participate in the tender by quoting all the categories

mentioned in the Tender Notice &clause 3 of section 4. Also, the Bidder must quote for all items in accordance with details given in Proforma F.

2. A Bidder for this project should also quote for all add-ons required (if any) by the Project. These prices are necessary to see to it that cost of upgradation of systems to be done subsequently is reasonable. This factor will be given due consideration while comparing the bids. The prices of add-ons can also be used to remove certain components from the base machine

3. Detailed guidelines for filling in the Commercial Bid have been given in ProformaF read in conjunction with relevant paras of this Document.

4. List of locations provided in Proforma H for bidders reference

4.3 Bid Currencies:

Prices shall be quoted in Indian Rupees. The contract price shall be paid in Indian Rupees.

4.4 Earnest Money Deposit :

The Bidder shall furnish Earnest money Deposit (EMD) equal to 2% of the Gross bid value quoted by the bidder for this Project , in the form of DD from nationalized bank drawn in the favour of “Member Secretary, SITEG” payable at Shimla. Any bid, submitted without EMD or with the lesser amount, as indicated above may be rejectedbeing non-responsive.

This EMD will be kept in the envelope containing commercial bid and will be opened just before opening of the commercial bid.

The Earnest money Deposit (EMD) is required to protect the Purchaser against the risk of Bidder's conduct which may require forfeiture of security pursuant to clause mentioned below.

Any Bid not secured in accordance with clause 4.2 will be rejected by the Purchaser.



Unsuccessful Bidders’ EMD will be refunded as promptly as possible. The successful Bidder's EMD will be discharged upon after submission of

Performance Security as mentioned in clause 5 of Section 3o No interest will be payable by the Purchaser on the above mentioned EMD.

The EMD may be forfeited:o If a Bidder withdraws its bid during the period of bid validity specified by the

Bidder and required by the Purchaser.o During the tendering process, if a Bidder indulges in any such activity as

would jeopardise the tender process. The decision of the Purchaser regarding forfeiture of the EMD shall be final & shall not be called upon question under any circumstances.

o In the case of a successful Bidder, if the Bidder fails,

(i) to sign the contract, and(ii) to furnish Performance Security.

(iii) violates any of the such important conditions of this tender document or indulges in any such activity as would jeopardise the interest of the Purchaser. The decision of the Purchaser regarding forfeiture of the EMD shall be final & shall not be called upon question under any circumstances.

4.5 Period of validity of Bids:

For the purpose of placing the order, the Bids shall remain valid for at least 180 days after the date of bid opening. A bid valid for a shorter period may be rejected by the Purchaser as being non-responsive. During the period of validity of Bids, the rates quoted shall not change. However, in case of general fall in prices of a product in the IT Industry before dispatch of goods, such a reduction shall be passed on to the Purchaser after mutual negotiations.

In exceptional circumstances, the Purchaser may ask for extension of the period of validity and such a request shall be binding on the Bidder. The Purchaser's request and the response to such a request by various Bidders shall be in writing. A Bidder agreeing to such an extension will not be permitted to increase its rates.



4.6 Format and Signing of Bid:

The Bidder shall prepare 4 copies of the Bid, clearly marking "Original Bid" on one copy and "Copy of Bid" on the remaining 3 copies. In the event of any discrepancy among various copies, the Original Bid shall prevail. Bids shall be packed and sealed as per procedure given in clause 5 in Section 2.

The original and all copies of the Bid shall be neatly typed and shall be signed, by an authorized signatory(ies) on behalf of the Bidder. The authorization shall be provided by written Power of Attorney accompanying the Bid. All pages of the Bid, except for un-amended printed literature, shall be initialed by the person or persons signing the Bid.

The Bid shall contain no interlineations, erasures or overwriting, in order to correct error made by the Bidder. All corrections shall be done & initialed by the authorised signatory after striking out the original words / figures completely.

5. Submission Of Bids

5.1 Sealing and Marking of Bids:

The Bidder shall seal & mark various parts of the Bid as follows:

Eligibility Claim as Clause 4.2 in four copies (one original + 3 copies) in four different envelops. All four envelops shall be sealed in a covering envelop super scribed with words "Eligibility Claim for procurement of Video conferencing equipments Tender" "DO NOT OPEN BEFORE 12.04.2012".

Technical Bid as per clause 4.2 in four copies (one original + 3 copies) in four different envelops. All four envelops shall be sealed in a covering envelop superscribed with words "Technical Bid for procurement of Video conferencing equipments Tender" "DO NOT OPEN BEFORE 12.04.2012".

Commercial Bid as per clause 4.2 in four copies (one original + 3 copies) in four different envelops. EMD will be kept in separate envelop. All five envelops shall be sealed in a covering envelop super scribed with words" Commercial Bid for procurement of Video conferencing equipments Tender" "DO NOT



OPEN BEFORE 12.04.2012".

Every envelop and forwarding letter of various parts of the Bid shall be addressed as follows:

Member Secretary, SITEG, 24,SDA Complex, STPI Building, Kasumpti, Shimla

If the envelopes are not sealed and marked as required above the Purchaser will assume no responsibility for the Bid's misplacement or premature opening.

Bids sent through Telex /Telegrams/ Fax/ Email shall not be acceptable. The envelope shall be sealed by signing across all joints & pasting good quality

adhesive tape on top of such joints & signatures. A Bidder who packs his Bid in a manner other than what has been described in

this clause above may face rejection of the Bid.

5.2 Deadline for Submission of Bids:

Bids will be received by the Purchaser at the specified address not later than 2:00 pm on 12.04.2012.

The Purchaser may, at its discretion, extend this deadline for any administrative reason.

Bids submitted after the prescribe time will not be taken in account in the offer submitted by the Bidder.

5.3 Late Bids:

Any bid received by the Purchaser after the deadline for submission of bids prescribed by the Purchaser, as per clause 5.2 will be rejected.



5.4 Modification and withdrawal of Bids: Modifications of Bids may be allowed by the Purchaser under circumstances

mentioned in clause 3.3 in section 2. This option will be available to every

Bidder who has submitted his Bid. Bids cannot be withdrawn in the interval after its submission of bids and

before the expiry of Bid's validity specified by the Purchaser. Withdrawal of Bid during this interval may result in the forfeiture of Bidder's Bid security pursuant to clause 4.4 in Section 2.

6. Bid Opening And Evaluation

6.1 Opening of bids by Purchaser: The Bids shall be opened at 3:00 pm on 12.04.2012 or on any other later day and

time fixed as per clause 5.1 or other enabling provisions in this behalf, in the Conference Hall, SITEG, 24, SDA Complex, STPI Building, Kasumpti, Shimla in the presence of representatives of the Bidders who may choose to attend the proceedings. The representatives of Bidders will sign a register in evidence of their presence.

In order to assist in the examination, evaluation and comparison of Bids, the Purchaser may at its discretion ask the Bidder for a clarification regarding its Bid. The clarification shall be given in writing, but no change in the price or substance of the Bid shall be sought, offered or permitted.

In the first instance, envelopes super scribed with the words 'Eligibility Claim' only will be opened, and eligibility of each Bidder will be ascertained. Technical Bids of only those Bidders shall be opened who are found to be eligible as per the criteria laid down in clause 4.2 in Section 2. In doubtful cases (where further documents or clarification are required to establish eligibility), the Purchaser in its discretion, may decide to open Technical Bid. However, such Bids can be rejected subsequently, if it is found that the Bidder has claimed eligibility on false grounds.

The envelopes containing Technical Bids of only the Eligible Bidders will be opened in the presence of all Bidders or their authorized representatives.

Scrutiny of Technical Bid: The "Fact Sheets" submitted by the Bidders shall be compared against the Product



Catalogue and authenticated circulars regarding latest changes in the specifications. It will thus be ascertained whether the product offered by the Bidder matches with the minimum requirement of the Purchaser as given in the Technical Specifications in this Tender Document. In case of a doubt the Purchaser may require the Bidder to produce machine for physical inspection, so that components could be seen to ascertain the veracity of the Bidder's claim about specifications. The Purchaser can also run standard bench-marking tests (if required), at this stage only. The commercial Bids of only those bidders will be opened who fulfills the minimum technical requirements of the purchaser and are found substantially responsive as per clause 4.2 in section 2 read in conjunction with other relevant clauses/Forms. All Bidders must indicate in the Fact Sheets, extra features offered by them. The decision of the Purchaser about giving minor relaxation shall be final and shall not be called upon question under any circumstances.

Opening of Bid Security:

After various aspects are checked and the Bidder is found eligible on the basis of techno-financial parameters, the envelope containing Bid Security shall be opened. The Eligible Bidders who have given Bid Security also will be deemed to be substantially Responsive for the purpose of opening Commercial Bid.

Opening of Commercial Bids of substantially Responsive Bidders:

The Commercial Bids of only those Bidders will be opened who are found substantially responsive. A Substantially Responsive Bidder is one which conforms to all the stipulations of clause 4.2 in Section 2 read with clause 6.1 in Section 2 below. The Purchaser's determination of a Bid's responsiveness is to be based on the contents of the Bid itself and not on any extrinsic evidence. However, while determining the responsiveness of various Bidders the Purchaser may waive off any minor infirmity, which does not constitute a material deviation. The decision of the Purchaser in this regard shall be final.

A Bid determined as not substantially responsive will be rejected by the Purchaser. Such a Bid will not be normally allowed to be made responsive subsequently by



way of correction/ modification.

6.2 Evaluation and Comparison of Commercial Bids:

The comparison of Commercial Bids shall be done as follows:

Bid Comparison: The Bidders are required to complete their Commercial Bid in Proforma F. Initial

evaluation/ comparison for various categories of items given in the Tender Document will be done on the basis of Gross Bid Value which will take into account for destination price including five years comprehensive onsite warranty. The bid value must include all levies and duties customs duty, excise duty, sales tax/VAT etc. However it is preferred that OEM or their Authorised partner shall have dump/depot in the state of Himachal Pradesh. If there is a reduction in any of the statutory duties and levies before the dispatch of goods, the benefit of the same will be passed on to the Purchaser.

Gross Bid Value: Price quoted in Proforma F will be treated as final amount and will be used for the

comparison of bid during financial evaluation.

Note 1 : The Bidder shall not quote prices subject to certain conditions. Bids containing any

conditional prices may be rejected or the Purchaser may take a final decision in its discretion about such conditionality.

Note 2 : Arithmetical errors will be rectified on the following basis. If there is a discrepancy

between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total shall be corrected. If the Bidder does not accept the corrections of errors, its bid will be rejected. If there is discrepancy between word and figures, the amount in words will prevail.

6.3 RANKING OF BIDDERS:



The Bidders will be ranked in the reverse order of their Gross Bid Value quoted for project described in the Tender Notice.

Reduction in Statutory Duties and Levies: If any reduction in customs/ excise duty or any other statutory levies takes place

after opening the commercial bids, but before dispatch of goods; the Successful Bidder shall pass on the proportional benefit to the Purchaser. However, if any such reduction takes place after the opening of bids but before the finalisation of Tender, revised sealed bids shall be taken.

6.4 NEGOTIATIONS: The Purchaser may finalise the Tender & award the Contract without any

negotiations, if it is satisfied with reasonableness & workability of the lowest offers. Therefore, the Bidders are advised to quote lowest possible rates in the first instance only.

If the Purchaser does not find the lowest offer acceptable, it may go in for negotiations, which can be done with the lowest two bidders only (i.e. L1 and L2).

During the negotiations a revised offer will be taken from the representative of the Bidder by way of sealed bids. This revised offer will replace/supersede the earlier Technical & Commercial Bid, provided that the original offer (i.e. Technical/ Commercial) will not be allowed to be changed to the detriment of the Purchaser, as far as rates of every individual item & terms/ conditions are concerned. Therefore, the Bidders are advised to send sufficiently senior representatives (who can take spot decisions) for negotiations.

During the negotiations on prices & other related terms/conditions, prevalent worldwide street-prices of major components of the product, prices finalised in bids of similar size etc. will be kept in mind. The scope of negotiations may also include precise modus-operandi of after-sales service, mode of delivery, AMC rate, system integration etc.

During negotiations, the Purchaser may even go in for marginally higher configurations as per its absolute discretion and also change the numbers. So the Bidders must quote bare minimum rates for add-ons or in lieu prices also.

After this final ranking is done based on negotiated prices for each category, award of contract will be made to the lowest Bidder (L 1).



7. Award Of Contract

7.1 Post Qualification: The lowest Bidder can be denied the right of continuing with the contract, if the

equipment being supplied by him, fails the standard performance criteria. In such an event, the next lowest bidder (L-2) shall be considered.

7.2 Award Criteria: Without prejudice to clause 7.4, the Purchaser may award the Contract to

Substantially Responsive Bidder(s) in each category who offer the lowest evaluated Bid, subject to the conditions in clause 7.1.

7.3 Purchaser's right to vary Quantities: The Purchaser reserves the right to increase or decrease quantities. Such a

variation will normally not be more than ± 25%. The quantities can be altered without any change in the unit price or other terms and conditions. The Purchaser may even vary the breakup of overall quantities of an item in view of techno-commercial reasons. The variation in the quantity of award shall be notified at the time of placing the order.

7.4 Purchaser's Right to Accept any Bid and to Reject any or all Bids: Notwithstanding anything else contained to contrary in this Tender Document, The

Purchaser reserves the right to accept or reject any Bid or to annul the bidding process fully or partially or modifying the same and to reject all Bids at any time prior to the award of Contract, without incurring any liabilities in this regard.

7.5 Notification of Award: Prior to the expiry of the period of Bid validity, the Purchaser will notify the

successful Bidder in writing by speed post or Fax or email that his Bid has been accepted.

The liability of the supplier(s) to deliver the Goods and perform the services will commence from the date of notification of Award. The Delivery Period shall be counted from the date of 'Notification of Award of Contract'. The "date of delivery"



shall be the date on which the equipment /material is received at the destinations. Upon the successful Bidders' furnishing of performance security, the purchaser will

promptly notify each unsuccessful Bidder and will refund their Bid Security.

7.6 Signing of Contract: After the Purchaser notifies the successful Bidder(s) that his 'Bid' has been

accepted, the Purchaser will sign an agreement (described as Contract herein after) with the successful Bidder on mutually agreed terms for efficacious implementation of the order.

The Purchaser's liability of taking the goods from the selected supplier (s) shall commence only from date of signing the date of the Contract



SECTION 3 - GENERAL CONDIT IONS OF TENDER & CONTRACT



1. Definitions:

In this part, the following interpretation of terms shall be taken : "The Contract" means an agreement regarding supply of the goods & provision of

services entered into between the SITEG and the Supplier, as recorded in the Contract Form signed by the parties, including all appendices thereto and all documents incorporated by reference therein.

"The Contract Price" means the price payable to the Supplier under the Contract for the full and proper performance of its contractual obligations.

"The Goods" means all the equipment, machinery and/or other material, which the Supplier is required to supply to the Purchaser under the Contract.

"Services" mean services ancillary to the supply of the Goods, such as transportation and insurance, and any other incidental services, such as installation, commissioning, training, maintenance and other such obligations of the Supplier covered under the Contract.

"The Purchaser" means the Society for Promotion of Information Technology and e-Governance (SITEG), Himachal Pradesh” or any other agency/ department notified by it.

"The Supplier", means shortlisted Bidder supplying the goods and services under this Contract.

Note: The aforesaid definitions will be valid with respect to Supplier short-listed to execute the Project. Services to be executed by Supplier have been explained in detail in this Tender Document.

2. Application:

These General Conditions shall apply to the extent that these are not superseded specific by provisions in other parts of this tender document. A detailed Contract agreement shall be signed after the order is placed. Detailed provisions of such a contract-agreement shall have an over-riding effect vis-à-vis this Tender Document.

3. Standards:

The goods supplied under this Contract shall conform to the standards mentioned in the Technical Specifications and the latest improvements incorporated after the



finalisation of contract, but before the dispatch.

4. Patent Rights of the Goods:

The Supplier shall indemnify the Purchaser against all third party claims of infringement of patent, trademark or industrial design rights arising from use of the goods or any part thereof in India.

5. Performance Security:

Within 7 days of 'Issuance of Letter of Intent(LOI)', the Supplier shall furnish Performance Security to the Purchaser @ 15% of the order value to ensure proper after-sales service during the comprehensive onsite warranty period.

The proceeds of the Performance Security shall be payable to the Purchaser as compensation for any loss resulting from the Supplier's failure to complete his obligations under the Contract. The Purchaser may claim such compensation in addition to initiating any other legal proceedings.

The Performance Security shall be given in one of the following forms:

An irrevocable and unconditional Bank Guarantee in favour of the Purchaser issued by a Nationalised/ Scheduled bank in a format given by the Purchaser.

The Bank Guarantee will be valid for a period of 5 years and 6 months (extendable further with the direction of the Purchaser, if the need arises) and will be provided in a format to be given by the Purchaser. This Bank Guarantee will be released to the Supplier not later than 30 days following the date of completion of the Supplier's performance related obligations, under the Contract.

6. Inspections and Tests:

The Purchaser or its representative shall have the right (if it so desires) to test the goods to ascertain their conformity to the specifications. The Purchaser shall notify to the Supplier in writing of the identity of the representative deputed for this purpose & nature of tests that may be conducted (if found necessary) for bench-marking.



The inspections and tests may be conducted in the factory premises of the Supplier, at the point of delivery, outside India and / or at the destination. All reasonable facilities and assistance including access to drawings and production data shall be furnished to the inspecting officers at no charge to the Purchaser. The Contractorshall inform the Purchaser in advance the time of starting of manufacture and the progress of manufacture of the equipment offered by him so that arrangements can be made for inspection at the premises, if so desired by the purchaser.

Should any inspected or tested Goods fail to conform to the Specifications, the Purchaser may reject them and the Supplier shall either replace the rejected goods or make all alterations necessary to meet specification requirements to the Purchaser.

Since Technological trends in IT industry are changing very rapidly, SITEG will examine / re-assess the technical specifications of all equipments at an interval of three months from the date of signing of contract and have consultation with successful bidders for technological upgradation. If considered necessary the system configuration may be considered for upgraded on higher side after consultation with successful bidder.

If the Purchaser decides to conduct the inspection at supplier's premises as per above mentioned clauses, no material being furnished against this specification shall be dispatched until inspected and approved by the Purchaser/ or his representative. Such inspection and approval will not relieve the Contractor of full responsibility for furnishing equipment conforming to the specifications nor it will prejudice any claim, right or privilege which the Purchaser may have on account of any loss sustained by it due to defective or unsatisfactory equipment supplied by the contractor. Should the inspection be waived off by the Purchaser, such waiver shall not relieve the contractor in any way from his contractual obligations.

SITEG reserves the right to reject any item, if found unsuitable and / or not conforming to the approved specifications. The rejected items, if any, shall have to be taken back and replaced by good items forthwith at the cost of the vendor. No payment will be made for rejected items.



7. Packing Delivery & Documentation:

The supplier shall provide such packing as is required to prevent damage or deterioration of the goods during transit to their final destination as indicated in the Contract. The packing shall be sufficient to withstand, without limitations, rough handling during transit and exposure to extreme temperatures and precipitation during transit and open storage. The Supplier shall be responsible for any defect in packing.

The packing, marking and documentation within and outside the packages shall comply strictly with such special requirements as will be specifically provided for in the contract.

Delivery of the goods and associated documentation will be done in such manner as may be prescribed by the Purchaser in the Contract.

8. Insurance:

The Goods supplied under the Contract shall be fully insured against loss or damage incidental to manufacture or acquisition, transportation, storage, delivery and installation (till the time of Full Acceptance Test of the project), as applicable at the sites.

After Full Acceptance Test of the project, Home Department, Government of Himachal Pradesh will arrange for insurance against fire, theft, burglary etc. at all the sites and cost of the same will be borne by Home Department.

The supplier will indemnify the Purchaser from all responsibility of compensation etc. caused by third party injury including death while he is discharging his duties under the contract.

9. Transportation:

The entire cost of carriage/transportation from the port of discharge to the destination shall be borne by the Supplier.

Where the Supplier is required to effect delivery to some other address within Himachal Pradesh, the supplier shall be required to meet all transport and storage expenses until delivery is completed.

10. Literature and Instruction:

Sufficient no. of copies of illustrated literature and instruction books regarding the installation, handling, maintenance and use of the Goods at each station shall be



supplied by the supplier as part of the Contract price before dispatch of the first assignment.

11. Payment:

Payment shall be made in four parts.

First part: The Bidders should quote their rates in Proforma F. The Purchaser will pay an advance of 20% of the order value. This advance of 20% of the order value will be paid to the Supplier against an irrevocable and unconditional Bank Guarantee to be furnished by the Supplier from a Nationalised Bank or a Scheduled Bank to the satisfaction of the Purchaser. Such a Bank Guarantee shall be of 22% of the order value valid for a period of six months (extendable further with the direction of the Purchaser, if the need arises) and will be provided in a format to be given by the Purchaser. This Bank Guarantee will be in addition to the Performance Bank Guarantee referred to in Clause 5 in Section 3 above. This Bank Guarantee will be released after delivery of the Goods at the prescribed destinations.

Second part: Second part shall be paid after delivery of the Goods at the prescribed destinations. Amount of 2nd installment shall be regulated in such a manner that the total payment after delivery (including advance) is 40% of the order value. A claim for second part shall be staked by the Supplier when he has supplied all equipments. The second part will be paid after receipt of duly acknowledged delivery challans& invoice, as required by the Purchaser.

Third part: Third installment of amount of 40% of the order value shall be paid after satisfactory installation of equipments and successful completion of user acceptance testing, being acknowledged by SITEG/ Client site staff. If the installation is delayed beyond 45 days on account of site not being ready (or any other reasons entirely attributable to the Purchaser) or any other reason attributable to the Purchaser, half of the third installment amount (i.e. 10% of the order value) shall be released to the Supplier.

Fourth part: Fourth installment i.e. remaining 20% of the order value shall be paid based on the performance of the successful bidder and will be paid on the quarterly basis for next five years (i.e. 1% of the order value to be paid on each quarter end)



Note: Second &third instalments shall be released only on production of bill supported by delivery challan/ installation report by the Supplier acknowledged by SITEG/ Client Staff. Any bill supported by requisite documents will be processed within 15 days and objections, if any, will be conveyed in one go within this period. If the claim is found in order, the payment will be made within 2 weeks from the date of submission of such bills. .

12. Prices :

The priceswill remain valid throughout the period of implementation and operation of the project. However, subject to the provision to clause 4.5, the prices charged by the Supplier for Goods delivered and services performed under the Contract shall not vary from the prices quoted by the Supplier in his Bid. But in case of global or national fall in prices of a product in IT industry due to a change in Government Policy or otherwise, such a reduction shall be passed on to the Purchaser after mutual negotiations.

13. Modification in the Order:

The Purchaser may at any time, by written order given to the Supplier make changes within the general scope of the Contract in anyone or more of the following:

o the specifications of the Goodso the method of shipment or packing

o the service to be provided by the Suppliero quantity of goods

o Any other change that the purchaser may deem fit If any such change causes an increase or decrease in the cost of, or the time

required for, the Supplier's performance of any part of the work under the Contract, an equitable adjustment shall be made in the Contract price or delivery Schedule, or both, and the Contract shall accordingly be amended. Any claims by the Supplier for adjustment under this clause must be put forth within 30 days from

the date of the Supplier's receipt of the Purchaser's change order.

14. Subcontract:

The Supplier shall not assign in whole or in part, its obligations to perform under the Contract, except with the Purchaser's prior written consent.



The Supplier shall notify the Purchaser, in advance and in writing, of all sub-Contracts awarded under the Contract if not already specified in his bid. Such notification, in his original bid of later (even if with prior approval of Purchaser) shall not relieve the Supplier of any liability or obligations under the Contract.

Subcontracts must comply with the provisions of the clause 3 in Section 3.

15. Installation Schedule

Successful vendor should install all the systems at specified site without any additional charge. Installation should be completed as per implementation schedule defined in section 5 of this tender document. At the destination site, the Cartons will be opened only in the presence of user officials and bidder’s representative and the intact position of the Seal for not being tampered with shall form the basis for certifying the receipt in good condition.

In the event the successful vendor is not able to successfully complete the installation at any location as defined in the tender document (Proforma H) due to site not being ready, the successful vendor and Client may mutually agree to redefine the milestones so that successful vendor can complete installation and conduct the Partial Acceptance Test/ Final Acceptance Test within the redefined milestones for any such sites. However, site being not ready etc. shall have no bearing on the release of payment as per the original milestones.

During installation at site if any item is found to be defective or broken, it will be replaced with new one by the bidder at their own cost and risk within 15 days from the date on which the vendor has been informed of such damage.

16. Delay in the Supplier's Performance:

Delivery of the goods and the performance of services shall be made by the Supplier in accordance with the time schedule specified by the Purchaser in the Contract.

Any unjustifiable delay by the Supplier in the performance of his delivery obligation may render the Supplier liable to any or all the following (i) forfeiture of its performance security, (ii) imposition of liquidated damages @ 0.5% of the contract value per week of the work order(maximum up to 15% of the gross bid value), (iii) termination of the contract and risk purchase at Supplier’s risk, (iv) initiation of any other legal proceedings.

The Supplier will strictly adhere to the time-schedule for the performance of



Contract. However, the Purchaser can relax this time limit in force majeure conditions.

If the delivery, of whole or part, is delayed beyond 30 days from the last date of delivery as given in purchase order, SITEG will have option to cancel the purchase order to the extent of unfulfilled part of the purchase order. SITEG will be free to procure the remaining items from alternate sources at the cost and risk of the defaulting vendor, by forfeiting the EMD/Security Deposit of the Vendor. In addition, SITEG will impose a cancellation charge of 9% of the value of the unsupplied items, which will be recovered from the pending bills or Performance Security Deposit or by raising claims.

17. Termination for Default:

The Purchaser may without prejudice to any other remedy for breach of contract, (including forfeiture of Performance Security) by written notice of default sent to the supplier, terminate the Contract in whole or in part after sending a notice to the Supplier in this regard.

o if the Supplier fails to deliver any or all of the goods within the time period(s) specified in the Contract, or any extension thereof granted by the Purchaser pursuant to clause 3.15.3, or

o if the Supplier fails to perform any other obligation under the Contract. In the event the Purchaser terminates the Contract in whole or in part, he may

procure, upon such terms in such manner, as it deems appropriate, goods similar to those undelivered, and the Supplier shall be liable to pay excess cost of such similar goods to the Purchaser. This liability will be in addition to forfeiture of performance guarantee and any other legal proceedings, which the Purchaser may initiate as per clause 16 in Section 3.

18. Force Majeure:

Notwithstanding the provisions of the clause 16 in Section 3 and clause 17 in Section 3, the Supplier shall not be liable for forfeiture of its performance security or termination for default, or payment of any damages, if and to the extent that his delay in performance under the Contract is the result of an event of Force Majeure.

For purpose of this clause, Force Majeure means an event beyond the control of the Supplier and not involving the Supplier's fault or negligence and not foreseeable. Such events may include, but are not restricted to, acts of the



Purchaser either in its sovereign, or contractual capacity, war, revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes.

If a Force Majeure situation arises, the Supplier shall promptly notify the Purchaser in writing or such conditions and the cause thereof. Unless otherwise directed by the Purchaser in writing, the Supplier shall continue to perform its obligations under the Contract, as far as reasonably practical, and shall seek all reasonable alternative means for performance, not prevented by the Force Majeure event.

19. Taxes and Duties:

Supplier shall be entirely responsible for payment of all taxes, duties and levies, imposed up to/until the delivery point specified in the Contract.

20. Applicability of Rates:

The equipment described in the Proforma ‘F’ – Price Schedule can be purchased by any Himachal Pradesh Govt. Department/ Board/Autonomous Body. The rates and accompanying terms and conditions contained in this Tender and subsequent agreement signed with successful bidder shall be applicable for all such orders. However, the Departments/Boards/ Corporations shall not be obliged to purchase hardware & services as per the provisions of this tender document. These Departments/Boards/ Corporations may purchase the hardware & services as per this tender, if they so desire.

21. Specifications:

The stores/goods / services to be supplied by the successful bidder against this tender shall be in accordance with the minimum standards / specifications mentioned in the PROFORMA – G of this document. The specifications may, however, improve in keeping with latest technological trends at the time of bidding (and at shipment too without any rise in price).

22. Resolution of Disputes

It will be the SITEG's endeavor to resolve amicably any disputes or differences that may arise between the SITEG and the Bidder from misconstruing the meaning and operation of the Tender and the breach that may result.

In case of Dispute or difference arising between the SITEG and a Supplier relating to any matter arising out of or connected with this agreement, such disputes or



difference shall be settled in accordance with the Arbitration and Conciliation Act, 1996. The Arbitrators shall be chosen by mutual discussion between the SITEG and the Supplier OR in case of disagreement each party may appoint an arbitrator and such arbitrators may appoint an Umpire before entering on the reference. The decision of the Umpire shall be final.



SECTION 4 - TECHNICAL SPECIF ICATIONS & MAINTENANCE CONDIT IONS



TECHNICAL SPECIFICATIONS AND MAINTENANCE CONDITIONS

1. Scope of the Tender:

The successful Bidder(s) will provide the following services:

(i) Manufacture /Import (ii) Testing (iii) Supply (iv) Installation (vi) After Sales Service during warranty and Annual Maintenance period. Manufacture/Import

The Bidder can manufacture the Goods in India or import the same (in full or in parts) from any part of the world.

TestingTesting/ Benchmarking as per requirement of the Purchaser and in such manner and for such size of sample as may be prescribed subsequently may be got done as a part of the Contract.

SupplyThe Goods need to be supplied as per the list of destinations to be supplied at the time of signing the Contract.

Installation and Commissioning of VC Equipment, peripherals and software.The successful bidder in respect of VC Equipment will do installation of UPS. ACs shall be installed by the respective Suppliers. Commissioning shall include the testing (user acceptance testing of VC equipment) and handing over the VC equipment to the client along with necessary training to at least one officer at respective location/office onvideo conferencing at all locations/offices which will cover installation, implementation, administration,usage, troubleshooting etc. Special training at High Court, Shimlaalso need to be given to network administrator on the networkconfiguration to run the VC effectively.The Purchaser will provide adequate number of power points with proper earthing (earth to neutral voltage between 0.1 to 3 Volts) and electrical cabling.

After sales serviceThe Supplier of VC Equipment will provide 1 project incharge and 5 Support staff (locations in Himachal Pradesh to be decided by the Purchaser) exclusively for the maintenance of equipments purchased under this tender. During the warranty and



A.M.C period, it will be desirable that minor system-integration related functional problems of all categories of items are taken care of by the VC Equipment engineers only. For this purpose, small and routine spares may be kept by the Supplier(s) with the Engineers. In case of major & specific problems, bidder will have to rectify the defect within the time-limits prescribed in clause 2 in Section 4 below. Therefore, it is necessary that the supplier have their Engineer(s) posted locally. Media replacement in case of Software will be provided by the respective vendors of these Items. Elaborate terms and conditions about after-sales services are given in clause 2 in Section 4 below.

2. After Sales Services:

Comprehensive Warranty:-The Supplier shall provide comprehensive on-site warranty (including labour and spares) for 60 calendar months from the date of commissioning (Go live after user acceptance test) of project. An undertaking to this effect shall be given by the Bidder in the Fact Sheets. For all equipments supply under this project, all future updates and upgrades over a period of 5 yrs at no extra cost.

Service Centre:The Service Centres in the State shall be manned by a qualified Project Incharge as per Clause below and 5 Support Staff. It will be equipped, with sufficient inventory of spares (not less than 10%). Service Center has to provide prompt after sale service. The service Centre shall provide support as follows (as per the requirement) in table below:

Duration Week Days Timing Details

PBH (Prime Business Hours)

Monday to Saturday 0900 Hrs to 2100 Hrs

ESH (Extended Service Hours)

Monday to Saturday 0000 Hrs to 0900 Hrs &2100 Hrs to 2359 Hrs

Sunday 0000 Hrs to 2359 Hrs

If due to inaccurate or incomplete reporting of complaint by the Purchaser, the Engineer has to return to the Service Centre to bring appropriate spare parts, reasonable time for such back and forth journey shall be included from these



durations. If defect is not rectified within the time stipulated as per response time frames defined below, penalty will be imposed.. During the warranty period, this penal clause will be enforced by ensuring that the Supplier gives a Performance Security by way of Bank Guarantee to the Purchaser.

Annual Maintenance:After warranty period, the supplier may enter into AMC with the customer at such rates, as he will quote as part of this commercial Bid. This amount needs to be quoted in terms of absolute terms. These charges should include all items, which may need repair and replacement excluding consumables.

Continued Support:The supplier shall continue to give uninterrupted after-sales-services on AMC basis even after the expiry of the warranty period up to normal life of the machine (at least 5 years).

Training and Hand HoldingThe Supplier shall submit technical documents w.r.t. installation of VC equipment under this project and provide necessary training and hand holding to the purchaser during the operation phase, so that the purchaser can operate MCU, VC end points and organize video conferences independently.

Upgradation of VC Hardware:The supplier shall, if required by the purchaser, upgrade the VC HW/SW on such rates as have been finalized during this contract or, if such rates have not been finalized, on such terms and conditions as may be mutually agreed to. This upgradation clause will be applicable during normal life of the VC Equipment (6 years at least). The upgradation may include providing additional Hardware to be connected with the existing system, subject, of course, to technical feasibility.

Inventory of Spares:An inventory of spares (not less than 10% of total BOM) shall be maintained by the Purchaser in consultation with the supplier to ensure that all critical spares/ components are available with the Service Centres in sufficient quantity.



Preventive Maintenance:The hardware Engineers posted in the Service Centres will conduct preventive maintenance of all video conference equipment and peripherals on quarterly basis in every year.

S.No. Manpower Requirement1 Project Incharge 12 Support Staff 5

The support staff may be deployed in any part of the State by the Purchaser as per requirement.

Service Levels During Operations Phase

Service level for operation and maintenance phase along with the penalty for default is provided below:

Severity Level

Severity and Criticality Matrix with Response and Resolution Service Levels for equipment is provided below:

Severity Description One Equipment related to High Court, Shimla

Multipoint Control Unit (MCU) Video Streaming Server & Video Recorder IP Phone IP Pones (for connecting Nortel – CS1000E Release

4.5 using H.323 protocol) Any other equipment setup in High Court, Shimla

Two Equipment related to VC setup at Receiving end in courts and jail offices

VCS End points & 46” LCD/ LED TV or LFD AC (2 Ton) with Stabilizer ( Hot & Cold) Online UPS 1 KVA 15 U Racks IP Phones IP Pones (for connecting Nortel – CS1000E

Release 4.5 using H.323 protocol) Switch 8 Ports Any other equipment in VC setup at Receiving end in Blocks

Three Add-on Items



Severity Description Desktop based VC with necessary hardware, software and

licenses 1X24 LOCATION HD CARD FOR MCU 1X15 LOCATION HD CARD FOR MCU 1X12 LOCATION HD CARD FOR MCU 1X10 LOCATION HD CARD FOR MCU Audio Cable (10 m or higher) Audio extension cable (5 m or higher) ISDN PRI Card for MCU DVI to VGA Adapter DVI Cable HDMI Cable HDCI Cable Composite Cable S-Video Cable RCA Cable HD Camera for endpoint All-in-One High Definition Desktop based VC System (20”

screen size or higher), 720p @ 30 fps up to 2 Mbps, HD Camera, G.722.1, G.722, G.711, G.729/ G.728 audio codecs, switching between PC and HD VC)

Collar Mic with all necessary accessories Battery bank (1KVA) Battery Bank (3 KVA) Additional Camera for endpoints Additional HD Ports / Cards compatible with MCU

Following table defines the response time frames for each support tier based on problem severity. The time frames defined are exclusive of travelling time.

MTTA – Mean time to Act/Attend,

MTTR – Mean Time to Resolve

Components Service Windo

w

Severity 1 Severity 2 Severity 3

TargetMTTA

Target

MTTR

Target

MTTA

Target

MTTR

Target

MTTA

Target

MTTR

Equipment related PBH ¼ Hr 1 Hr -- -- 1 Hr 4 hrs



to High Court end setup in Shimla

ESH ½ Hr 2 Hrs -- -- 2 Hrs 8 hrs

Equipment installed at Receiving end in Courts and Jails

PBH -- -- ½ Hr 2 hrs 2 Hrs 6 Hrs

ESH -- -- 2 Hrs 4 hrs NBD¤ NBD

The above matrix for response and resolution service levels will be subject to the following terms and conditions

The Supplier need to provide the necessary SLA measurement and monitoring tools/applications to compute SLA.

Firstly all the indicators are measured/ calculated every month; thereafter consolidation will be done for each Quarter.

The Supplier needs to resolve 98% of calls within defined time limits. This will be the criterion of Operational Performance. However, repeated calls (more than 4 in a quarter) of similar nature at the same location shall attract penalty for downtime.

Breached timelines shall be treated as downtime.

Penalty (Equipments)

In case of delay beyond the time limits prescribed in the clause above, penalties shall be imposed at the following rates (penalty to be imposed on quarterly basis):

Performance Level Penalty as % of Quarterly Payment

>=96% to <98% 0.25 %

¤¤ NBD – Next Business Day



>=94% to <96% 0.5 %

>=90% to <94% 0.75 %

Less than 90% 1.25 %

Penalty Exclusion

SLA penalty for equipment during operation and maintenance phase will not be applicable to Supplier under following conditions:

Failure or malfunctioning of the equipment, systems not owned/ controlled by the Supplier; or

Circumstances or instances of Force Majeure; or

Scheduled or preventive maintenance; or

Alteration or implementations in the network

SLA for Manpower and Penalty

The supplier is required to provide requisite manpower as defined in part C of PROFORMA – F to meet the SLA requirement. In case of default following penalty will be imposed on the supplier:

Sr No. Item % of presence of total manpower (with respect to total no of working days)

Penalty

1 Meets Requirement Above 98% -

2 Severity One Level Above 95% - Upto 98% 5%

3 Severity Two Level Above 90% - Upto 95% 10%

4 Severity Three Level 90% or below 15% plus additional 1% over every additional 1% absent over and above 90%



Note: Penalty will be levied on the manpower cost quoted by the Supplier and provided in part C of PROFORMA – F.

In case of absence of requisite manpower, the Supplier will be paid for the no. of days present in proportion to the no of effective working days. (Effective working days means the days when office is open for working).

The manpower provided by the supplier will not be considered for payment and the position will be considered as vacant in case the manpower provided does not meet the requirement as defined in the tender document in terms of qualification, certification and experience.

In case of replacement of the manpower, Supplier needs to seek prior written approval of the SITEG before 10 days of replacement. In case of replacement, the replacement should have equal or better qualification, certification and experience of the resource being replaced.

Overall penalty in the quarter shall be sum total of penalty imposed on equipments as per Penalty (Equipments) defined above and penalty imposed on manpower as per SLA for Manpower and Penalty. This penalty will be deducted in quarterly payment as per clause 11 Section 3.

3. Technical Specifications & Quantities:

The detailed technical Specifications of various products and the required quantities have been given in Proforma F and Proforma G. These specifications should be carefully studied by the Bidder, so that the product could be technically evaluated as per the Purchaser's requirement. SITEG reserves right to allow the bidders to upgrade their product during technical evaluation (provided it meets the technical criteria specified in Proforma F and Proforma G) without any change in the commercial already submitted by bidder.

Below is the summary of equipment to be procured.



Part A-High Court, Shimla

Item Description

Make & Model

Total Qty Supply & Installation of unit cost (including comprehensive onsite equipment warranty for 5 years, taxes, duties and other levies, packing, transportation, insurance etc)

Total cost

Multipoint Control Unit (MCU)

1

Video Streaming Server & Video Recorder

1

IP Phone IP Pones (for connecting Nortel – CS1000E Release 4.5 using H.323 protocol)

1

Any other suggested equipment

Part B –VC setup at Receiving end in Jails and Courts

Item Description Make & Model

Total Qty

Supply & Installation of unit cost (including comprehensive onsite equipment warranty for 5 years, taxes, duties and other levies, packing, transportation, insurance etc)

Total cost

(Rs.in lakh)



VCS End points & 46” LCD/ LED TV or LFD

40

AC (2 Ton) with Stabilizer

40

Online UPS 1 KVA 4015 U Racks 40IP Phones IP Pones (for connecting Nortel – CS1000E Release 4.5 using H.323 protocol)

40

Switch 8 Port 40Any other Suggested Equipment

Part C – Add-on Items

Designation Unit price for 5 years (including comprehensive onsite warranty for 5 years, taxes, duties and other levies, packing, transportation, insurance etc)

Unit price for 5 years (including comprehensive onsite warranty for 5 years, taxes, duties and other levies, packing, transportation, insurance etc)

Desktop based VC with necessary hardware, software and licenses

1X24 LOCATION HD CARD FOR MCU

1X15 LOCATION HD CARD FOR MCU1X12 LOCATION HD CARD FOR MCU1X10 LOCATION HD CARD FOR MCUAudio Cable (10 m or higher)

Audio extension cable (5 m or higher)



ISDN PRI Card for MCU

DVI to VGA Adapter

DVI Cable

HDMI Cable

HDCI Cable

Composite Cable

S-Video Cable

RCA Cable

HD Camera for endpoint

All-in-One High Definition Desktop based VC System (20” screen size or higher), 720p @ 30 fps up to 2 Mbps, HD Camera, G.722.1, G.722, G.711, G.729/ G.728 audio codecs, switching between PC and HD VC)Collar Mic with all necessary accessoriesBattery bank (1KVA)

Additional Camera for endpoints

Additional HD Ports / Cards compatible with MCU

Note: 1. Demonstration of end points is required as the part of technical evaluation and all the

bidders are required to bring alongwith them one pair of endpoints as mentioned in the bid document (one each from category I & II i.e.Courts and Jails)

2. The bidders are required to justify the cost given for add-ons items based on the prices quoted in the commercial bid. The rates of add-ons will be rectified/ rationalised before issuing the LOI to the successful bidder. It is mandatory for the bidder to give component-wise breakup of all items quoted in its bid, if so desired by SITEG



4. Fact Sheets:

Fact Sheets as per Proforma G is to be filled in by the bidders as part of the Bid. These Fact Sheets should be complete in all respects and should be free from errors and omissions. All required parameters must be replied to in affirmative/ negative. This should be done by giving specific make of the component, wherever applicable. In the column “Offered”, give exact number etc. Make/ Model should be given by identifying the company by which this component was made. Answers such as “To Be Supplied”, “See Catalogue” etc. are not acceptable. Incorrect or inadequate answers are liable to disqualify the Bidder. In case of any difference between fact sheets and the specifications given in Proforma G, the latter shall prevail.

The Bidder shall also supply all brochures and authenticated bulletins carrying latest changes covering the technical aspects of each item appearing in schedule of requirement as the part of technical bid document.

The Bidder may quote lesser maximum time than what has been indicated in clause 15 in Section 3. This fact may weigh in his favour, if every thing else being equal.

5. Acceptance Testing after Notification of Award :

The Purchaser shall conduct benchmarking & acceptance test, which include operation of complete VC equipment system by conducting Point-to-Point andmulti point conferencing encompassing existing end points and end points proposed to be procured in the current tender. The Supplier(s) will provide full assistance in this regard. Partial delivery/ installation/ testing of hardware/ system software will not be permissible for acceptance/ payment. The criteria for benchmarking/ acceptance will be conveyed separately.

The acceptance / performance test will be performed after completion of installation and commissioning of all the components of the solution at the sites of installation and carrying out point-to-point and Multipoint video conferencing using both existing and new equipment proposed. Complete hardware and Software as specified in the tender must have been supplied, installed and commissioned properly by the Bidder prior to commencement of the tests. The Bidder will be responsible for setting up and running the acceptance test without any extra cost to the Purchaser.

On successful completion of acceptance test, receipt of deliverables etc. for the



equipment and after the Purchaser is satisfied with the working on the system, the acceptance certificate signed by the Bidder and the representative of the Purchaser will be issued by all respective locations. The date on which such certificate is signed by the last location (in case of all locations are not tested same time) shall be deemed to be the date of acceptance of the system and the WARRANTY of the Hardware starts from that date.



SECTION 5 : IMPLEMENTATION SCHEDULE



S. No. Activity Time of Completion (Elapsed Weeks)

1. Date of Signing of Agreement with the successful bidder

T1

2. Pre Dispatch inspection at Factory premises of VC Equipments

T1 + 3

3. Supply of Equipments at all locations T1 + 64. Installation of Equipments at High Court and

other Courts T1 + 10

5. Installation of Equipments at remaining locations T1 + 186. Testing and User Acceptance T1 + 20



SECTION 6 – PROFORMAS

PROFORMA – A – Dec laration by the O.E.M.



To

The Member Secretary,Society for Promotion of Information Technology and e-governance,STPI Building,24, SDA Complex,Kasumpati, Shimla (HP) – 171 009

Subject : Authorisation to a distributor for tender No. ___________

Dear Sir,

Please refer to your Notice Inviting Tenders for procurement of video conferencing equipments.

M/S ________________________________________(Bidder), who is our reliable distributor for the last ____________years, is hereby authorised to quote on our behalf for this prestigious tender. M/S _____________________________________(Bidder)is likely to continue as our business partner during years to come. We undertake the following regarding the supply of all the equipments and related software as described in this tender

1. The machines/ equipment supplied in this tender shall be manufactured by us as per the specifications required by the Purchaser. M/S _________________________________________(Bidder) shall not be allowed to do any hardware integration on our machines.

2. It will be ensured that in the event of being awarded the contract the machines will be delivered by M/s____________________(Bidder) & maintained by M/S _______________________________________________(ASP) properly as per the conditions of the contract. For this purpose, we shall provide M/S ___________________________ (Bidder) necessary technical support including technical updates, software version updates (such as Firmware, Operating System),



required patches, replacements & spares to the Bidder as well as ASP as per the RFP conditions. If M/s _______________________________________ fails to maintain the hardware and SITEG is compelled to appoint an operator due to non-maintenance of the equipment supplied by us or for any other reason whatsoever, we will provide necessary support to the new operator for total period 5 years as per the RFP and SLA to be signed with the Bidder, in the event of his being successful. It is reiterated that if the bidder does not operate or maintain the network for any reason whatsoever and SITEG decides to appoint another operator, warranty support shall be transferred to such other operator without any additional charges. An original copy of equipment warranty (repair / replacement) shall be submitted to the client/ purchaser at the time of installation. On the whole, it shall be ensured that the clauses regarding supply, service and maintenance of equipment do not get affected in implementation due to non-availability of equipment, spares and lack of technical inputs from our side during 5 year’s warranty period. We shall ensure adherence to conditions regarding delivery and installation of equipment to be procured from us as per the RFP and SLA to be signed with the Bidder.

3. The equipment supplied will not be under end of life/ end of sale within the duration of project (i.e. within period of 5 years’ warranty). Also the supplied equipments in this project should not be declared end of support with in ten years of its installation in this Project. In case it happens _____________ will have to replace that equipment with an equivalent new equipment of same make, free of cost.

4. If due to any reason whatsoever, the tie up between our Company & M/S _____________________________(Bidder) breaks down subsequently or supply/ installation does not take place for a reason not attributable to SITEG, alternative arrangements made by SITEG shall be acceptable to us for honouring the terms of the contract regarding supply of the components and related services to be provided by us as per the original contract.

Yours very truly,

Name :___________________________Designation :___________________________



Company :___________________________Date :___________________________

PROFORMA – B- TECHNICAL CUM EL IGIBIL ITY CHECK



S.No. Criteria Relevant Documents

Page No. Yes / No.

1 The bidder should be registered under Indian Companies Act 1956

Registration Letter

2 Detailed Profile of Company Relevant documents (Not more than 10 Pages)

3 A Bidder should be manufacturer or authorised distributor or large scale system integrator of the required video conferencing systems/peripherals/software

Letter of Authorization and undertaking as per Performa A from the OEM

4 A Bidder should have minimum average turnover of Rs. 15 Cr from last three financial years (2008-09, 2009-10, 2010-11).

CA certified audited balance sheet of last three years

5 The Bidder (or his OEM) must be able to establish his capability to execute this order by showing satisfactory/ timely delivery and installation of Video Conferencing Equipments.

List of 3 installations of value more than 50 Lac with at least one installation in Government setup

6 The annual turnover (in terms of sales of hardware) of the OEM (average figure for the last three years) whose VC equipments are sought to be supplied, should be as indicated in the table below

Minimum average turnover of Rs. 250 Cr. in the last 3 years.

7 The Bidder can choose to have a separate Authorised Service Provider (ASP). There is no turnover criterion for the ASP but it should provide the first level of OEM’s support which is fully backed up by

Letter of declaration is required in this regard



the O.E.M. by means of a written understanding regarding maintenance. However, the Purchaser shall have the final discretion in this regard and can even ask for a trilateral agreement with the Bidder and the OEM in such cases to ensure timely delivery and maintenance.

8 The Bidder should already have reasonable support base in this region (particularly in Himachal Pradesh). The Purchaser’s discretion regarding reasonableness of support base shall be final. It is clarified that this clause pertains to only the existing level of support. The actual support required to implement this arrangement has been described in the relevant section.

Details of service / support centres required for the same. In case if bidder don’t have such setup in Himachal, bidder has to produce the undertaking to establish a support base in Himachal exclusively for this project

9 Company should have at least 20 engineers on company rolls.

Declaration from company for the same

10 Company should be in existence from more than 5 years

Letter of establishment

11 Compliance of Fact Sheets as per Proforma G

Filled Compliance Sheet with relevant supporting documents



12 Benchmarking Report of the products (if any ) done by reputed uthorizedn regarding overall performance of the product

Benchmarking reports

13 Competitive advantages of solution proposed by bidder

Details of Solution proposed and with methodology of implementation

14 Receipt of Rs. 5000/- towards the cost of the tender document for those Bidders who have purchased Tender Document. In case bidder had downloaded document from website they have to submit the DD of Rs. 5000/- in favour of “Member Secretary (EC), SITEG”

15 EMD as per clause 4.4 of Section 216 Acceptability of all conditions

contained in the Tender Document by the Bidder.

Declaration in Performa ‘D’ by an authorized signatory

It is reiterated that Purchaser’s decision regarding Bidder’s eligibility will be final and binding on all the Bidders.

PROFORMA – C – DETAILS OF PROJECT



S.No. Organisation($) . Project Details Value Date of Order Current Status

1.

2.

3.

4.

* Give latest position regarding installation and arrangement for after sales support.

$ Give telephone/ fax No. and address of the contact persons



PROFORMA – D – D EC L A R AT I O N R EG A R D I N G AC C E P TA N C E O F

T E R M S & C O N D I T I O N S C O N TA I N E D I N T H E T E N D E R D O C U M E N T

To,

The Member Secretary,Society for Promotion of Information Technology and e-governance,STPI Building,24, SDA Complex,Kasumpti,Shimla.

Sir,

I have carefully gone through the Terms & Conditions contained in the Tender Document [Tender No. __________________] regarding procurement of VC Equipment/software/Networking Equipment/ other peripherals for the government of Himachal Pradesh. I declare that all the provisions of this Tender Document contained the RFP document are acceptable to my Company. I further certify that I am an authorised signatory of my company and am, therefore, competent to make this declaration.

Yours very Truly,

Name: _______________________Designation: _______________________

Company: _____________________Address: ______________________

PROFORMA – E – DECLARATION REGARDING PAST PERFOMANCE



To,

The Member Secretary,Society for Promotion of Information Technology and e-governance,STPI Building,24, SDA Complex,Kasumpti,Shimla.

Sir,

I have carefully gone through the Terms & Conditions contained in the Tender Document [Tender No. _______________]regarding procurement of VC Equipment/software/Networking Equipment/ other peripherals for SITEG. I hereby declare that my company has not been debarred/black listed by any Government / Semi Government organizations for quality/ service products nor is there any pending dispute regarding short shipment/ installation/service. I further certify that I am an authorized signatory of my company and am, therefore, competent to make this declaration.

Yours very Truly,

Name: ___________________________Designation: _______________________Company: _________________________Address: __________________________



PROFORMA – F – PRICE SCHEDULE

(to be completed by Manufacturers or their Distributors)

Gross Bid Value: (Rs.) _______________________ (Total Cost A +Total Cost B + Total Cost C)Gross Bid Value in words: (Rs.) _____________________________________________ (Total Cost A + Total Cost B + Total Cost C)

Part A-High Court, Shimla

Item Description

Make & Model

Total Qty Supply & Installation of unit cost (including comprehensive onsite equipment warranty for 5 years, taxes, duties and other levies, packing, transportation, insurance etc)

Total cost

Multipoint Control Unit (MCU)

1

Video Streaming Server & Video Recorder

1

IP Phone IP Pones (for connecting Nortel – CS1000E Release 4.5 using H.323 protocol)

1

Any other suggested equipmentTotal Cost (A)



Part B –VC setup at Receiving end in Courts and Jails

Item Description Make & Model

Total Qty

Supply & Installation of unit cost (including comprehensive onsite equipment warranty for 5 years, taxes, duties and other levies, packing, transportation, insurance etc)

Total cost

(Rs.in lakh)

VCS End points & 46” LCD/ LED TV or LFD

40

AC (2 Ton) with Stabilizer

40

Online UPS 1 KVA 4015 U Racks 40IP Phones IP Pones (for connecting Nortel – CS1000E Release 4.5 using H.323 protocol)

40

Switch 8 Port 40Any other Suggested Equipment Total Cost (B)

* Please note that quantity listed above is subject to the requirement of client and can change at the time of issuance of work order** List of location are attached in Proforma HAll prices should include duties, taxes, octroi etc.

Part C –Manpower RequirementDesignation Requirement Total cost for 5 years

including service tax and



other levies etc)(Rs.)

Project Incharge 1

Project Engineer 5 Total Cost (C)

Add-on Prices:



Part D – Add-on Items

Designation Unit price for 5 years (including comprehensive onsite warranty for 5 years, taxes, duties and other levies, packing, transportation, insurance etc)

Unit price for 5 years (including comprehensive onsite warranty for 5 years, taxes, duties and other levies, packing, transportation, insurance etc)

Desktop based VC with necessary hardware, software and licenses

1X24 LOCATION HD CARD FOR MCU

1X15 LOCATION HD CARD FOR MCU1X12 LOCATION HD CARD FOR MCU1X10 LOCATION HD CARD FOR MCUAudio Cable (10 m or higher)

Audio extension cable (5 m or higher)ISDN PRI Card for MCU

DVI to VGA Adapter

DVI Cable

HDMI Cable

HDCI Cable

Composite Cable

S-Video Cable

RCA Cable

HD Camera for endpoint

All-in-One High Definition Desktop based VC System (20” screen size or higher), 720p @ 30 fps up to 2 Mbps, HD Camera, G.722.1, G.722, G.711, G.729/ G.728 audio codecs, switching between PC and HD VC)



Collar Mic with all necessary accessoriesBattery Bank ( 1 KVA)

Battery Bank (3 KVA)

Additional camera for end points

Additional HD Ports / Cards compatible with MCU

Date: Signature :Place: Name :Designation : Seal :

PROFORMA G - Technica l Spec ifications



For Courts & Ja i l sS.No. Technical Features and description Compliance

(Y/N)Make & Model : _________________________________

1. VCS End Points(the proposed VCS End Points should be enabled and ready to use from day one with all the below mentioned specifications and features)

2. Wireless remote control, built-in/detachable camera, microphone, cables, codec

3. H.323 and SIP compliant4. H.323 v4 and H.323 v6 ready, H.460 Firewall/ NAT Traversal5. H.261, H.263 and H.264 video coding support6. G.728/ MPEG 4,G.722 and G.711 audio coding support7. Built-in Acoustic Echo canceller and Noise Reduction8. System should be capable to do automatic Gain Control, Noise

Suppression and must have Instant Adaptation Echo Cancellation with Audio Error Concealment facility

9. System should be able to connect to 2 Mbps or above over IP & SIP to 2 Mbps or above

10. The system should support content up to 720p @ 30fps. It must also be possible to transmit presentations with audio to the far site.

11. The system should support HD in motion mode (equipment should deliver HD port output and with no loss of frame rate while participants are in motion mode) and continuous presence from day one

12. The system must support HDMI/DVI port to connect to a HD monitor. Dual monitor emulation should also be available.

13. To support 1280 x 720p with 7x optical zoom,+- 90 or more deg pan range, +10/-20 deg tilt range, FOV 70 deg or more in order to accept HD resolution video.

14. System must be equipped with Omni directional/ pod High Definition Microphone Array with mute button on remote or mic and with cable length of at least 10 meters

15. The system should be capable to connect to an audio amplifier via aux audio out.

16. Endpoints should have HD camera of similar resolution to that of



codec17. Capability to support 4:3 & 16:9 for supporting High definition

LCD/LED/ LFD is required

18. To support Live Video resolution of 720p, 30fps at 1 – 2 Mbps,4SIF (704x480)/4CIF (704x576) at 256 Kbps–784 Kbps

19. Should support H.239 for sharing of video and graphics content during the video call with minimum resolution as 4CIF/ 4SIF or above

20. The system should be capable to display content over LAN / directly connecting PC to the codec.

21. System must have AES encryption for IP calls.

22. It should be possible to see both the near and far site on One Screen thus making most efficient use of a single display area.

23. For various connectivity to audio and video device , the system should support following pair of input and output ports for integrationAudio Input: 1/ 2 input for high definition Microphone, 1 x 3.5 mm stereo input/ RCA for PC audio Audio Output: 1/ 2 HDMI (optional), RCA Stereo Connections for various output Video Input: 1 HDMI/ HDCI for HD camera , 1 x DVI-I for PC and 1 x S-Video/RCA/ HDMI/HDCIfor Auxiliary SourceVideo Output:1 x HDMI/ HDCI/DVI for first monitor, 1 HDMI/HDCI/DVIfor 2nd second monitor support

24. Should support min. 2 Omni Directional Microphones/ POD

25. System should have USB / LAN port for software upgrade.

26. System should automatically adjust bandwidth allocation when sharing content.

27. The system should have dedicated PC video & audio port enabling presentations for both sites.

28. The system should be enabled to shift from VC mode to Presentation mode and vice-versa automatically i.e. People plus content ready with necessary licenses

29. The endpoint should be multi-party conference ready (at least 1 + 3) from day one with necessary licenses and each end should be



connected at 4CIF/ 4SIF/ w448p or above in motion mode and continuous presenceboth ways (i.e. Transmit as well as Receive).

30. It should be possible to have Video Preview/ web control while logging through web enabling administrator to administer the ongoing conference.

31. System should support at least 1 no. 10/100 Mbps Ethernet port (LAN).

32. Support for working behind Network Address Translation (NAT) with a capability to automatically detect being behind NAT in IP networks with E.164 dialing

33. The capability to define TCP and UDP ports when behind firewall is required for additional security.

34. The system should support Web based Management, Diagnostics and Configuration

35. Should have built-in address book36. For analyzing call details and records, it should be possible to extract

CDR information from web management of the endpoints/ MCU.37. Operating conditions: 230 volts, 50 Hz and PAL video standard38. Should have Codec and Camera from same OEM39. IPv6 support in hardware with delivered configuration. If Software

support not available, an undertaking to the effect that IPV6 support will be made available at the time of migration without any extra cost.

40. All necessary licenses, cables to install VC endpoint and connect 2 LCD/ LED TV or LFD, 1 PC, 2 Microphone, 1 Document Camera, DVI to VGA Adapter



Video Streaming Ser ver and Recorder

S.No. Technical Features and description Compliance (Y/N)

Make & Model : _________________________________

Video Streaming Server and Recorder(the proposed Video Streaming Server and Recorder should be enabled and ready to use from day one with all the below mentioned specifications and features)

1. The device should support windows XP / 2003 / 2008 / Linux based Operating System. Atleast 2U rack mountable appliance.

2. The device must support at least 5 concurrent sessions 3. The system should support calls upto 2 mbps or more bandwidth4. The device should have recording capacity of Up to 800 hours of H.323

and Windows compatible file format content in hard disk of higher capacity

5. The device should support at least 1 live streaming at 720p , 30fps content and video on a single screen with varying bit rates - 128Kbps to 2Mbps.

6. Should support streaming for at least 100 viewers (Unicast and Multicast). The streaming should include audio, video and data (H.239) of the conference

7. Support for Live Video Resolutions: C(S)IF, 4CIF, SD, HD, VGA: Video standards at H.261, H.263, H.264 compressions.

8. Support for G.711, G.722, G.728, G.722.1 Annex C/MPEG 4 AACLD audio standards or equivalent

9. The windows media player/ Quick Time Player must be embedded on the GUI for the ease of use of the administrator.

10. Should support up to 720pHD record and playback, record stereo calls in both multi point and point to point calls using the MCU/ VC End Point

11. The Streaming Server should provide a quick and easy way to record Video meetings and view them live or on-demand from endpoints and/ or computers/laptops. This should support recording, playback and streaming of multiparty conferences as well as point to point calls using the MCU/ Endpoint

12. The device should support H.264 in H.239 enabled conferences.



13. It should be possible to offload converted video content for playback on other multimedia devices including PC/ Laptop

14. The system should support different viewing formats viz: using atleast Windows Media Player/ Real Player/ Quick Time Player

15. The functions of pause, play,stop should be possible from the endpoint remote using DTMF command from the endpoint`s remote control or PC/ Laptop client.

16. The system should have built in web server providing complete configuration, control and monitoring of the system and recordings

17. Should support NAT

18. Recording Server

19. Should support Password protected streaming and content playback

It should be possible to create a new default login password for the ease of use of the administrator.The device should support User management and authentication with Active Directory integration.It must be possible to email the conference recording archievable link with the link name information to any or all the participants through the GUI.It should provide Backup and Delete through System utilities for automatic content archivingIt should support the integration of Video Content Management Solution for following functionalities:• Self record of an endpoint using MCU recording/ streaming server• Server recording automatically archived onto video content management server• Package and publish video content on the video content management server• Receive VoD (Video on Demand) or by Live streaming



The device should support 1 x Ethernet RJ45 interface supporting 10/100 Mbps full/half duplex manual or auto sensing.Interface: provide dual hard drives (internal/ external), min. 1 x RJ45 Ethernet, 10/100 Mbps full/half duplex, manual or auto sensing, min. 1 x USB/ LAN port for upgrade/diagnostics and a RS232 serial port.

20. IPv6 support in hardware with delivered configuration. If Software support not available, an undertaking to the effect that IPV6 support will be made available at the time of migration without any extra cost

21. All necessary licenses, cables to install equipment and connect with MCU and other devices

MCU



S.No. Technical Features and description Compliance (Y/N)

Make & Model : _________________________________

MCU(the proposed MCU should be enabled and ready to use from day one with all the below mentioned specifications and features)

1. It should be a multi-point conferencing unit with support to video streaming and 40 participants on IP conference with 4CIF@ 30 fps in continuous presence and motion mode from day one and upgradeable to 60 participants within the same chassis, provides VC using 384kbps channel to 2 Mbps or above

2. Should have at least 15 HD ports @720p, 30fps in continuous presence from the day one and should be expandable/ upgradable up to 30 HD ports or above on video in continuous presence for all conferences, with full transcoding on every port and support mixed vendor HD endpoint environment and motion mode. Entire equipment should be rack mountable with clean wiring.

3. It must have On-board/ external shelf management monitors. It must have hard disk to store configuration, log files, CDRs etc for debugging and billing purpose.

4. The MCU should be based on the Advanced Telecommunications Computing Architecture for the optimal delivery of crisp, sharp video, audio, and multimedia content. The MCU, recording solution and Video endpoints preferably should be from same OEM in order to eliminate interoperability issues in Integration

5. The MCU should be IP Multimedia Sub-system with Web-based management

6. It must support 64 Kbps to 4Mbps conference data rates in the same or different conference on continuous presence.

7. H.323 / SIP and H.320 standards compliant and should be fully backward compatible with legacy endpoints. H.261, H.263 H.264 video coding support



8. G.711, G.722 and G.722.1 audio coding support andH.261, H.263+, H.263, H.264, HD720p or higher enabled with capability of delivering 30fps

9. HD720p up to 15 ports including 4CIF, CIF and SIF for Video & VGA, SVGA, XGA for content.

10. The MCU should support 1080p, 30fps up to 4 Mbps and HDCP 720p

11. Aspect Ratio: MCU should support 16:9 and 4:3 aspect ratio.It should be possible to have CIF, SD & HD in a same or different conference.

12. The MCU must support transmit and receive of at least 2 Mbps or more per port.

13. MCU should be able to accept DTMF directlyor web interfacefrom the endpoint`s remote control for complete control and other features.

14. It should be possible to install the MCU by directly connecting a USB flash drive / RS-232 Console port with pre-loaded software for initial configuration.

15. The MCU should support for H.239 for sharing of video with content without losing ports.H.239 should be supported over cascaded links.

16. The system should support per call bandwidth of Up to 4Mbps.17. Non H.239 enabled participants should also be able to see the PC

content sent by any connected participant in an ongoing conference using external/ internal device

18. MCU should be able to support Audio, Video resources for supporting multipoint conference for video conference endpoints on various networks such as H.320 and H.323 (IP and SIP ) in a singleConference

19. MCU should be able to host H.320 only conferences with/ without using any external gateway.MCU should support rate matching and Transcoding on all ports.

20. MCU should support dial-In, dial-out for ISDN & IP end-points in the conference. Support for VoIP integration with MCU.

21. MCU should be able to have resolution of 720p in continuous presence (CP) transcoding (TX) and voice activated switching (VAS)



both22. 720p up to 30 fps H.264 continuous presence and Comprehensive

HD audio support23. Support voice activated and continuous presence mode

conferences with and without self-Video on the Screen as one of the participant in CP conferences

24. Support IVRS/ password/PIN protection for conference for dial-in participants

25. Support of Conference control through IVRS/DTMF/FECC/H.243 Chair control from Endpoints.

26. Dynamic CP layout adjustment (MCU will choose the best video layout according to the number of participants in the conference).Must support embedded site naming, Active speaker with border highlight and active speaker indication for active video participant

27. Support wide range of layout options at least 15 layouts28. Support lecture/Broadcasting mode and auto-rolling of sites.29. Support changing from one CP mode to a different CP mode or to

voice activated mode in an ongoing conference30. It should be possible to have HD (720p) continuous Presence up to

4Mbps send and receive during a call initiated by the MCU involving minimum 2 HD capable endpoints.

31. It should be possible for endpoints (connected through MCU) to change their personal layout at will without intervention of the administrator and affecting the overall conference layout.

32. MCU should support 3 level of password hierarchy 33. MCU should have password for secure conferences34. Auto termination of conference should be supported when Chair or

Last Person Leaves35. Encryption of video calls should be supported. The MCU should be

capable of supporting AES Encryption at conference level and individual participant level at both IP without port loss.

36. It should be possible to identify if a participant is moved from a conference to another through the CDR report generated from the MCU.



37. Should support SSL/ HTTP / HTTPS / Telnet / SSH login.

38. Management and Scheduling features from day one: Management, scheduling and gatekeeper should preferably be

from external device to MCU Gatekeeper to be provided along with MCU It should be possible to use address book of the gatekeeper

instead of the MCU`s internal address book The system should support large registration of upto400

endpoints and 100 concurrent calls from day one All desktop clients should be enabled with NAT and Firewall

traversal facility from day one It should be possible to upgrade the software on one or more

endpoints with a standard software package It should be possible for the endpoint/ scheduler to

automatically pull/ push the softupdate profile and package from the device.

The system must support a PC-based application for communicating over video and voice with content sharing.

The appliance should support at least 100 desktop clients from the day one so that video, voice, content and chatting features can be availed by the users in the same as well as different IP based network

39. The desktop clients should be capable to transmit and receive HD video when connected to a hardware based HD endpoint/ MCU

The desktop client must also be able to share content at any time during a call either with another client or with hardware based endpoint

The users must be able to use any standard based web camera and head set for the use of the desktop client feature.

All the video conferencing endpoints including central MCU etcshould be centrally managed using the IP network. The Management System must be able to do System Diagnostics, Status, and resource allocated status



40. Administrator can create policy management parameters to control bandwidth through segments of their video networks, apply network policies, and manage access to resources based on individual, group, or corporate-wide settings

It should be capable of supporting multivendor equipment Should have dial-in feature providing one number access for all

participants on the call for IP participants using the gatekeeper Complete conference overview on one screen Conference and

participated connection control conference-by-conference and system-by-system information of the MCU.

Initiate, extend and terminate conferences, change video layouts, audio mute / un-mute Microphone from the MCU,

It should manage both the scheduled calls and the ad-hoc calls on the MCU.

It should provide open H.323 standard support of 3rd party IP endpoints, gateways, MCUs, and gatekeepers.

The management solution must have features for scheduling, reservations and conference management

USB 2.0 compatible ports/ min. 2x 10/100/1000 Ethernet cards Redundant hot-plug power supply must be supplied

41. Conference locking should be supported to secures itself by denying any outside participants

42. QoS ---Diffserve, IP Precedence. Should have a packet loss recovery algorithm to offset the effects of packet loss.

43. It should be possible to save conference templates with pre-defined participants with personal layouts.

44. Support full web-based system configuration and conference control and GUI based based client interface for configuration and for advanced scheduling of conferences.

45. The GUI tool used for management or web based conference scheduling shall support 3 access/ privilege levels. Access Capability of the System Administrator shall be based on the privilege levelsAssigned

46. The participant’s broadcasting volume or listening volume can be modified via the Participant Properties dialog box or via DTMF



codes47. There should be support for “Audio block” which would enable to

block the audio being received from a certain endpoint, preventing other participants from hearing

48. Standard compliant technology providing intelligent Downspeeding, packet pacing and packet loss concealment to ensure optimum Video and audio quality

49. It should be possible to control far-end camera in a MCU call.50. The MCU/ Scheduler should support direct recording link. It should

work with the Recording and Streaming Server to record the ongoing conferences.

51. It should be possible to define entry queues/adhoc conference.52. It should be possible to receive e-mail notification to the

administrator if the MCU alerts for any fault.53. It should be possible to backup and restore MCU configuration.54. It should be possible to drag and drop/ move the participants from

one conference to another.55. Should support reservation base scheduled conferences for a pre-

defined time and date. The scheduling tool should be inbuilt/ external to the MCU

56. The bridge should support internal/ external gateway functionality and should also enable the PSTN users to connect H.323 and SIP participants in same or different conferences.

57. The MCU should provide a complete set of reservation and scheduling tools.

58. The reservation and scheduling of conferences should be either inbuilt or external and could be done through Web with/ without any additional hardware or software.

59. Visual (Text and/or Icon) indications can be displayed on the endpoint’s screen when a participant joins or leaves the conference or when the conference is about to end.

60. There should be no port loss while the encryption is enabled. MCU



should be intelligent to provide good video without breaking frames even during packet are lost in the network.

61. The Conference must have a PIN code authentication for entering in to a conference

62. It should be possible to have Multilingual/English site names in a single or multiple conferences.

63. The Multi conferencing unit should support IP network using 10/100 /1000 Mbps Ethernet (RJ45) connectivity and RS232 serial port.

64. MCU should support 20 web connections and the list should be available from the GUI.

65. The Multi conferencing unit should be capable to support atleast 7 or more ISDN PRI lines which can be terminated directly on the unit or external without loss of any functionality. The MCU should be ready with 1 PRI from day one.

66. It should generate alert in case of any problem in MCU67. The MCU must support integration with Microsoft R2 environment.68. Power: Redundant hot-swappable power supplies to be provided

and redundant fan trays69. IPv6 support in hardware with delivered configuration. If Software

support not available, an undertaking to the effect that IPV6 support will be made available at the time of migration without any extra cost.

70. All necessary licenses, cables to install equipment and connected to Gatekeeper, Video Streaming Server, LAN, WAN

71. While MCU in HD mode, there should be no reduction in video ports and there should be no loss of ports in 4CIF/ 4SIF/ w448p mode when AES encryption is on and port bandwidth @4MBPS per port



Air Conditioner – 2 Ton

S.No. Particulars Compliance (Y/N)

Make & Model : _________________________________

1. Type of AC2. Split AC3. Capacity4. Capacity 2 Tonnage5. Cooling 24000 BTU/Hr6. Compressor Rotary7. Refrigerant R-22 type8. Power Supply 230V/Ph9. Performance10. EER 9.811. Air Circulation CFM 647-79412. Noise level <50db13. Operation14. Remote Control LCD15. Cables16. All necessary cables to install AC17. Stabliser of required rating

IP Phones



( F o r c o n n e c ti n g N o r te l – C S 1 0 0 0 E Re l e a s e 4 . 5 u s i n g H . 3 2 3 p ro to c o l )


Make & Model : _________________________________

1. Power Supply

2. Power supply 230 Volt 50Hz input

3. Protocols supported

4. H.323/ SIP

5. SIP (Session Initiation Protocol)

6. Network features

7. Automatic IEEE 802.1q (VLAN) configuration

8. G.711a, G.711u, and G.729ab audio compression codec

9. Integrated Ethernet switch

10. Fast Ethernet 10/100Mbps

11. Software upgrade through network

12. Provisioning of network parameters through DHCP

13. Voice activity detection, silence suppression, comfort-noise generation, and error suppression

14. Physical Attributes

15. Pixel-based display

16. Soft / normal dialing key-pad

17. Provides missed calls, outgoing calls and incoming calls

18. Supports various preferences such as ring types and display contrast.

19. Supports volume-control toggle for providing easy decibel-level adjustments of the handset and ringer.

20. Foot stands to provide optimum display viewing and comfortable use of buttons and keys.



21. Phone Feature22. Supports single line or directory number 23. Calling name and number display 24. Call waiting 25. Call forward 26. Call transfer 27. Supports Six-way calling (conference) 28. On-hook dialing, pre-dialing, and off-hook dialing 29. Redial 30. Call hold 31. Call monitor (speaker only, no microphone) 32. Soft key to access voicemail messages. Voicemail server

support is also there.33. Cables34. All necessary cables to connect IP Phone to network



LCD/ LED/ LFD – Courts& Ja i l s


Make & Model : _________________________________

1. General Specification

2. General 46 inches LCD/ LED/ LFD or higher, Brightness 450 cd/sqm or higher, Dynamic Contrast Ratio 50,000:1 or higher, Resolution 1920 X 1080

3. Search Feature

4. Automatic and semi automatic search feature(Not applicable in case of LFD)

5. Fine Tuning Manual Fine Tuning (Not applicable in case of LFD)

6. Remote Control Full function Remote Control.

7. On-screen display supported with multi-language.

8. On/Off Timer built in, programmable.

9. Auto Power off should be enabled.

10. Sleep Timer Should be inbuilt.

11. Aspect Ratio 16:9.

12. Compatible TV PAL, PAL/SECAM, NTSC

13. Side AV Input Should be enabled

14. Audio Type

15. Stereo

16. Built in speakers

17. Power

18. 230 VAC, 50 Hz

19. Cables

20. Power Cord, D-SUB, HDMI/ DVI cable, RGB Cable

21. Other Accessories

22. Remote Controller, Batteries, VESA Wall Mount kit



ON-L ine UPS – 1 KVA


Make & Model : _________________________________

1. True On-Line UPS with double conversion technology

2. Capacity 1 KVA/ 800 W

3. Rectified & Inverter Device IGBT based

4. Built in or outside UPS double bound isolation transformer in

output

5. DG Set compatibility

6. Rated Output Voltage 230 V(1-Phase)

7. Rated Output Current 3.6 A at 0.8 p.f.

8. Input Voltage Range 160-270 VAC

9. Input Frequency Range 50 Hz ± 6%

10. Input Current THD < 15%

11. THD Output <5% for non-linear loads and < 2% for linear loads.

12. Voltage Regulation (Mains Mode) 230 V +- 1%

13. Waveform pure sine wave

14. Power Factor 0.95 lag to unity

15. LCD display for ups status, load label, battery level, input/output

voltage & fault condition

16. Output Frequency regulation

17. Built in double bound isolation transformer in output

(i) Free running Mode 50Hz ± 0.5%

(ii) Sync Mode 50Hz ± 2Hz

18. Crest factor for loads 3:1

19. Overall Efficiency >88%

20. Inverter Efficiency > 92%

21. Cold Start Feature

22. Charger Type CVCC SMPS based



23. Overload Capacity 110% for 10 min 125% for 1 min

24. Batteries SMF (VRLA) Type of reliable brand like Panasonic,

Hitachi, Exide or equivalent to provide 1 hr backup Min VAH :

1440 VAH

25. Quality Standards: ISO-9001-2000/ISO 14001 Certified Safety

Standards and EMC Standards as per IEC standards.

26. Software option / Interface RS 232 port /USB/ DB – 9 port :

SNMP Compatible must support windows/Linux/Novell/free BSD.

27. Warranty: Five years On-site on UPS and 18 months on SMF battery

28. Note:Attach attested /certified copies of ISO9001 – 2000/ ISO

14001 certificates and test certificates regarding conformities to

specifications from recognised test laboratories such as ERTL,

ETDC

.

LAN Switch 8 - Ports



S.No. Particulars Compliance (Y/N)Make & Model : _________________________________1. Interface /Slots2. 1 x 8 ports 10x100 FE3. 2 x 1000Mbps ports 4. Performance5. Packet forwarding rate is 1.4Mpps or higher6. 3.8Gbps switching fabric capacity or higher7. General Features8. Supports Port Mirroring 9. Supports Port Trunking10. Link Aggregation11. VLAN features12. IEEE 802.1Q VLAN encapsulation13. 802.1Q14. Minimum 255 VLAN15. Security16. Support Port based network access control (802.1x)17. Support port security 18. Traffic shaping and policing19. MAC Address security/MAC Address Notification support

which allows for notification of new users added or removed.

20. Management21. RS-232 Console port22. Easier Software upgrades through network, using FTP,

TFTP, etc.23. Accessibility using Telnet, SSH, Console access.24. Easier Software upgrades through network, using FTP,

TFTP, etc25. SNMPv1, snmpv2 & v326. Configuration management through CLI, GUI based



software utility and using web interfaces. GUI tools will be provided.

27. Supports Event and system history logging functions. 28. Support for Syslog Server required29. Provides CPU utilization monitoring and Port description30. Standards31. IEEE 802.1x support32. IEEE 802.3x full duplex on 10BASE-T and 100BASE-TX

ports33. IEEE 802.1d Spanning-Tree Protocol34. IEEE 802.1p class-of-service (CoS) prioritisation35. IEEE 802.1Q VLAN36. IEEE 802.1s37. IEEE 802.1w38. IEEE 802.3 10BASE-T specification39. IEEE 802.3u 100BASE-TX specification40. Power Supply41. Internal power supply 230 Volt 50Hz input42. Mounting 43. 19” Rack mountable44. 8 ports patch panel45. patch cords: 8 nos. of 5ft patch cords for FE ports46. All necessary power cords, adapters, data cables,

connectors, CDs, manuals, brackets accessories, wire managers, etc. will be provided

15 U Rack



S.No. Particulars Specifications Compliance (Y/N)Make & Model : _________________________________

Physical Attributes

1. Height 15 U or higher2. Type Wall / floor mount3. Wire

managersOne horizontal

4. Power distribution

(6 points – 5Amp sockets) power distribution

5. Door Glass door in front with lock6. Fan trays With 1/2 fans7. Equipment

TrayOne number(to install codec and switch in case codec and switch are not rack mountable )

8. Depth 800 mm9. Metal Aluminium extruded profile10. Side panels Detachable /non detachableside

panels11. Width 19” equipment mounting12. Castors Suitable castors with brakes.



PROFORMA – H –Tota l Number of requ ired VCsand Locations

Number of Endpoints required for JailsSr. No. Jail Number of VC

Requirement1. M.C. jail kanda 72. M.C. jail Nahan 63. Distt.Jail Dharamsala 64. Sub Jail and Borstal Jail Mandi 25. Juvenile Jail, Una 16. Sub Jail Shimla(Kaithu) 27. Distt jail Chamba 18. Open Air and Sub Jail Bilaspur 19. Sub Jail kullu 110. Sub Jail Una 111. Sub Jail Solan 112. Sub jail Nurpur 113. Sub Jail Hamirpur 1

Total (a) 31

Number of Endpoints required for District Courts

Sr. No. Name of Courts Station VC Already Available

Endpoint Required

1. District & Session Judge Shimla Yes 02. District & Sessions Judge Mandi Yes 03. District & Sessions Judge Dharamshala Yes 04. District & Sessions Judge Kullu Yes 05. District & Sessions Judge Solan No 1

6. District & Sessions Judge Bilaspur No 1

7. District & Sessions Judge Nahan No 1

8. District & Sessions Judge Una No 19. District & Sessions Judge Hamirpur No 1



10. District & Sessions Judge Chamba No 1

11. District & Sessions Judge Kinnuar at Rampur Bushehar

No 1

Total (b) 0VC already available at 4 LocationsNet requirement in District Courts (b): 7 (11-4)

Other Endpoints requiredSr. No. Station Number of VC

Requirement1. State Forensic Science Laboratory, Junga 12. DG Prisons 1

Total (c) 2

Total Endpoints required for Courts & Jails (a+b+c): 40 (31+7+2)


hp.gov.inhp.gov.in/hp/file.axd?file=2012/3/HW-Tender_VC+Jail_… · Web viewhp.gov.in

Documents

Transcript of hp.gov.inhp.gov.in/hp/file.axd?file=2012/3/HW-Tender_VC+Jail_… · Web viewhp.gov.in