Rajasthan Urban Infrastructure Finance &...

RFP for Selection of Terminal Service Provider for Rollout of E-Nagar Mitra Project in ULBs of Ajmer Division

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Comment History

[Reference No. <Ref. No.> dated <date>]1

ease specify the <procurement reference number and date> as per the approved NIB (on file)

Overview Procurement Policy Manual for RajCOMP Info Services Limited

Document

Title

RajCOMP Info Services Limited- Manual on Policies and Procedures for

Procurement

Rajasthan Urban Infrastructure Finance & Development Corporation (RUIFDCO),

(Government of Rajasthan Undertaking)

Bid Document for Selection of Terminal Service Provider (TSP)

For Rollout & Implementation of Centralized

Web Based “E-Nagar Mitra Project” application in Municipalities/ULBs under

Ajmer Division


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Bid Document for Selection of Terminal Service Provider (TSP)

For Rollout & Implementation of Centralized

Web Based “E-Nagar Mitra Project” application in Municipalities/ULBs under Ajmer Division

Reference No. i- 6¼p½120/ys[kk@bZ&uxj fe=@LFkkfu@13@7944 Dated 05/09/2013

Mode of Bid Submission

Online through eProcurement/eTendering

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

Procuring Authority

Executive Director, RUIFDCO

Old Working Women Hostel Building, Behind Nehru Place, Lal Kothi, Tonk Road, Jaipur – 302015 (Rajasthan)

Date & Time of Pre-bid meeting 16/09/2013 at 03:00 PM

Last Date & Time of Submission of Bid 07/10/2013 till 3:00 PM

Date & Time of Opening of Technical Bid 09/10/2013 at 4:00 PM

Bidding Document Fee: Rs. 10000/- (Rupees Ten Thousand Only)

Name of the Bidding Company/ Firm:

Contact Person (Authorised Bid Signatory):

Correspondence Address:

Mobile No.

Telephone

& Fax Nos.:

Website & E-Mail:

Rajasthan Urban Infrastructure Finance & Development Corporation (RUIFDCO)

Old Working Women Hostel Building, Behind Nehru Place, Lal Kothi,

Tonk Road, Jaipur-302015 (Raj.)

Phone: 0141- 2742240/2742538 Fax: 0141-2740771

Web: www.ruifdco.rajasthan.gov.in , Email: <[email protected]>


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TABLE OF CONTENTS

S.No. Chapter Page

Abbreviations & Definitions 4

1. Chapter-1: Invitation for Bids (IFB) and Notice Inviting Bids (NIB) 8

2. Chapter-2: Project Profile & Background Information 11

3. Chapter-3: Pre-qualification/ Eligibility Criteria 17

4. Chapter-4: Scope of Work 23

5. Chapter-5: Instruction to Bidders (ITB) 47

6. Chapter-6: General Terms and Conditions of Tender & Contract 68

7. Chapter-7: Special Terms and Conditions of Tender & Contract 85

Annexures

1. Brief features of Application modules 93

2. Technical Specifications 110

3. Specification of Site Development 116

4. Application Migration Mehodology 118

5. Guidelines for Conducting Property survey 121

6. Indicative Property Survey Form 124

7. Pre-Bid Queries Format 126

8. Letter of Proposal 127

9. Bidder’s Authorisation Certificate 128

10. Self-Declaration 129

11. Certificate of Conformity/ No Deviation 131

12. Declaration by Bidders 132

13. Manufacturer’s Authorisation Form (MAF) – Indicative Format 133

14. Undertaking of Authenticity of Computer Equipment 134

15. Format for submission of Project references for Pre-qualifications

experience

135

16. Bidder Compliance Sheet 136

17. Financial Bid Cover Letter and Format 144

18. Financial Bid format/BoQ 146

19. Bank Guarantee (BG) Formats – Performance Security (PBG) 148

20. Draft Agreement Format 151

21. Memorandum of Appeal under the RTPP Act, 2012 154

22. Percentage commission for revenue collection 155


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ABBREVIATIONS & DEFINITIONS

Act The Rajasthan Transparency in Public Procurement Act, 2012 (Act No. 21

of 2012) and Rules thereto

Authorised Signatory

/ Bidders

Representative

The bidder’s representative/ officer vested (explicitly, implicitly, or through

conduct) with the powers to commit the authorizing organization to a

binding agreement. Also called signing officer/ authority having the Power

of Attorney (PoA) from the competent authority of the respective Bidding

firm.

BG Bank Guarantee

Bid/ eBid A formal offer made in pursuance of an invitation by a procuring entity and

includes any tender, proposal or quotation in electronic format

Bid Security/ Earnest

Money Deposit (EMD)

A security provided to the procuring entity by a bidder for securing the

fulfilment of any obligation in terms of the provisions of the bidding

documents.

Bidder Any firm/ agency/ company/consortium participating in the bidding

process with the procurement entity

Bidding Document

Documents issued by the procuring entity, including any amendments

thereto, that set out the terms and conditions of the given procurement and

includes the invitation to bid.

BoM Bill of Material

PMC Project Monitoring Consultant

Competent Authority An authority or officer to whom the relevant administrative or financial

powers have been delegated for taking decision in a matter relating to

procurement. ED, RUIFDCO in this bidding document.

Contract/

Procurement

Contract

A contract entered into between the procuring entity and a Selected Bidder

concerning the subject matter of procurement

Day A calendar day as per GoR/ GoI.

DeitY, GoI Department of Electronics and Information Technology, Government of

India

DoIT&C Department of Information Technology and Communications, Government

of Rajasthan.

FOR/ FOB Free on Board or Freight on Board

G2C Government to Citizens

GoI/ GoR Govt. of India/ Govt. of Rajasthan


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MoUD Ministry of Urban Development, GoI

LSGD Local self Government Department, GoR

DLB Directorate of Local Bodies, GoR

Commissioner Commissioner of concerned ULB of Rajasthan

CEO Chief Executive Officer of concerned ULB of Rajasthan

CMO Chief Municipal Officer of concerned ULB of Rajasthan

EO Executive Officer of concerned ULB of Rajasthan

TSP

Terminal Service Provider means the person who’s bid has been accepted

by the procuring entity and the legal successor in title to such person, but

not (except with the concent of the procuring entity) and assignee of such

person.

System Documents

"System Documents" means all calculations, system softwares (programs), samples, patterns, models, files, operation and maintenance manuals, and other manuals and information of a similar nature, to be submitted by the Total Solution Provider (TSP).

System/IT

Infrastructure

"System/IT Infrastructure" means computerized network including computer hardware, software, networking and installations.

Services

"Services" means total solutions provided by the TSP in connection with the design, supply, installation, commissioning, training and Facilities Management (O&M) of the System(s) and outputs required in accordance with the contract.

Phase "Phase" means a part of the Services specifically defined in the Appendix to Bid as a Phase (if any).

ICT Information and Communication Technology.

IFB

Invitation for Bids (A document published by the procuring entity inviting

Bids relating to the subject matter of procurement and any amendment

thereto and includes notice inviting Bid and request for proposal)

INR Indian Rupee

ISI Indian Standards Institution

ISO International Organisation for Standardisation

IT Information Technology

ITB Instruction to Bidders

ITeS Information Technology enabled Services

LD Liquidated Damages

LoI Letter of Intent

MAF Manufacturer Authorization Form


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MIS Management Information System

NCB “national Competitive Bidding” A bidding process in which qualified bidders

only from within India are allowed to participate

NeGP National e-Governance Plan of Government of India, Department of

Information Technology (DIT), Ministry of Communications and

Information Technology (MCIT), New Delhi.

NIB Notice Inviting Bid

PMU Project Monitoring Unit

Notification A notification published in the Official Gazette

OEM Original Equipment Manufacturer

PAN Permanent Account Number

PBG Performance Bank Guarantee

PC Procurement/ Purchase Committee

PQ Pre-Qualification

Procurement Process

The process of procurement extending from the issue of invitation to Bid

till the award of the procurement contract or cancellation of the

procurement process, as the case may be

Procurement/ Public

Procurement

The acquisition by purchase, lease, license or otherwise of works, goods or

services, including award of Public Private Partnership projects, by a

procuring entity whether directly or through an agency with which a

contract for procurement services is entered into, but does not include any

acquisition without consideration, and “procure” or “procured” shall be

construed accordingly

Project Period The Project Duration shall be 6 years from the date of issue of work order.

Project Site Wherever applicable, means the designated place or places.

PSD/ SD Performance Security Deposit/ Security Deposit

Purchaser/

Tendering Authority/

Procuring Entity

Person or entity that is a recipient of a good or service provided by a

selected bidder under a purchase order or contract of sale. RUIFDCO in this

Bid document.

RajSWAN/ RSWAN Rajasthan State Wide Area Network

RSDC Rajasthan State Data Centre, New IT Building, Jaipur

RTI Right to Information

RVAT Rajasthan Value Added Tax

SLA Service Level Agreement is a negotiated agreement between two parties

wherein one is the customer and the other is the service provider. It is a


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service contract where the level of service is formally defined. In practice,

the term SLA is sometimes used to refer to the contracted delivery time (of

the service) or performance.

SSDG State Services Delivery Gateway

SRO State wide Roll Out

State Government Government of Rajasthan (GoR)

State Public

Procurement Portal http://sppp.raj.nic.in

STQC Standardisation Testing and Quality Certification, Govt. of India

Subject Matter of

Procurement Any item of procurement whether in the form of goods, services or works

TIN Tax Identification Number

TPA Third Party Auditors

VAT/ CenVAT Value Added Tax/ Central VAT

WO/ PO Work Order/ Purchase Order


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1. INVITATION FOR BID (IFB) & NOTICE INVITING BID (NIB)

Ref.No: i- 6¼p½120/ys[kk@bZ&uxj fe=@LFkkfu@13@7944 Date:05.09.2013

Unique Bid No.: LSG/RUIFDCO/NCB_Serv/2013/e-Gov 3/Ajmer

Name & Address of the

Procuring Entity

Name: Rajasthan Urban Infrastructure Finance & Development

Corporation (RUIFDCO)

Address: Old working Women Hostel Building, Behind Nehru Place,

Lal Kothi, Tonk Road, Jaipur - 302015(Rajasthan)

Project Officer In-charge

(POIC)

Designation: SE& OIC (e-Gov), RUIFDCO

Address: Old working Women Hostel Building, Behind Nehru Place,

Lal Kothi, Tonk Road, Jaipur - 302015(Rajasthan)

Email: [email protected]

Subject Matter of

Procurement

Bid Document for selection of Terminal Service Provider (TSP) for

Rollout and Implementation of Centralized Web Based “E-Nagar

Mitra Project” application in the Municipalities/ULBs under Ajmer

Division

Bid Procedure Single-stage: Two Part (envelop) open competitive eBid procedure at http://eproc.rajasthan.gov.in

Bid Evaluation Criteria

(Selection Method)

Quality cum Cost Based Selection (QCBS)

Websites for downloading

Bidding Document,

Corrigendum’s,

Addendums etc.

Websites:http://sppp.raj.nic.in, http://eproc.rajasthan.gov.in,

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

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

http://lsgraj.org

Bidding document fee (Non-Refundable): Rs. 10000/- (Rupees Ten

Thousand only) in Cash/Demand Draft drawn on any Scheduled/

Commercial Bank in favour of “Executive Director, RUIFDCO”

payable at “Jaipur”.

RISL Processing Fee (Non-Refundable): Rs. 1000 (Rupees One

Thousand only) in Demand Draft drawn on any Scheduled/

Commercial Bank in favour of “Managing Director, RISL” payable at

“Jaipur”.

Estimated Procurement

Cost INR 43.00 Crore (Rupees Forty Three Crore Only)

Bid Security and Mode of Amount (INR): INR 0.86 Crore (Rupees Eighty Six lakh)


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Payment Mode of Payment: Banker’s Cheque/Demand Draft drawn on any

Scheduled Commercial Bank.

Period of Sale of Bidding

Document (Start / End

Date)

From : 07-09-2013 Onwards till 07-10-2013 till 3:00 PM

Date/ Time/ Place of Pre-

bid Meeting

Date/ Time: 16-09-2013 at 03:00 PM Place: Conference Hall, Directorate of Local Bodies, Jaipur

Manner, End Date for the

submission of Bids

Manner: Online at eProc website (http://eproc.rajasthan.gov.in)

End Date: 07-10-2013 till 5:00 PM Submission of Banker’s

Cheque/ Demand Draft for

Tender Fee, Bid Security,

and Processing Fee*

07-10-2013 till 5:00 PM

Date/ Time/ Place of

Technical Bid Opening

Date: 09-10-2013 Time: 4:00 PM Place: Conference Hall, Directorate of Local Bodies, Jaipur

Date/ Time/ Place of

Financial Bid Opening

Will be intimated later to the Technically qualified bidders

Bid Validity 180 days from the bid submission deadline Note:

1) Bidder (authorised signatory) shall submit their offer on-line in Electronic formats both for

technical and financial proposal. However, DD for RFP Document Fees, RISL Processing Fees and

Bid Security should be submitted physically at the office of Tendering Authority as prescribed in

NIT and scanned copy of same should also be uploaded along with the technical Bid/ cover.

2) In case, any of the bidders fails to physically submit the Banker’s Cheque/ Demand Draft for RFP

Document Fee, Bid Security, and RISL Processing Fee within specified time limit, its Bid shall not

be accepted. The Banker’s Cheque/ Demand Draft for Bid Document fee and Bid security should

drawn in favour of “Executive Director, RUIFDCO”. However, RISL Processing Fee should be

drawn in favour of “Managing Director, RajCOMP Info Services Ltd.” payable at “Jaipur” from any

Scheduled Commercial Bank.

3) To participate in online bidding process, Bidders must procure a Digital Signature Certificate

(Type III) as per Information Technology Act-2000 using which they can digitally sign their

electronic bids. Bidders can procure the same from any CCA approved certifying agency, i.e. TCS,

Safecrypt,Ncode etc. Bidders who already have a valid Digital Signature Certificate (DSC) need

not procure a new DSC. Also, bidders must register on http://eproc.rajasthan.gov.in (bidders

already registered on http://eproc.rajasthan.gov.in before 30-09-2011 must register again).


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4) RUIFDCO will not be responsible for delay in online submission due to any reason. For this,

bidders are requested to upload the complete bid well advance in time so as to avoid 11th hour

issues like slow speed; choking of web site due to heavy load or any other unforeseen problems.

5) Bidders are also advised to refer "Bidders Manual Kit" available at eProc website for further

details about the e-Tendering process.

6) The procuring entity reserves the sole right to cancel the bid process and reject any or all of the

Bids without assigning any reason.

7) No contractual obligation whatsoever shall arise from the bidding document/ bidding process

unless and until a formal contract is signed and executed between the procuring entity and the

Selected Bidder.

8) Procurement entity disclaims any factual/ or other errors in the bidding document (the onus is

purely on the individual bidders to verify such information) and the information provided

therein are intended only to help the bidders to prepare a logical bid-proposal.

9) The provisions of RTPP Act 2012 and Rules thereto shall be applicable for this procurement.

Furthermore, in case of any inconsistency in any of the provisions of this bidding document with

the RTPP Act 2012 and Rules thereto, the later shall prevail.

Deputy Secretary Local Self Government Deptt.


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2. PROJECT PROFILE & BACKGROUND INFORMATION

2.1 BRIEF INTRODUCTION OF THE THEMATIC FOCUS/ PROJECT OBJECTIVES

2.1.1 BACKGROUND

(a) National e-Governance Plan (NeGP) was approved by the Government of India in May 2006,

with the following vision:

“Make all Government Services accessible to the common man in his locality, through common

service delivery outlets and ensure efficiency, transparency and reliability of such services at

affordable costs to realise the basic needs of the common man”.

(b) Since Local Self Government Department is the first interface between the citizens and the

government, introduction of e-Governance in municipalities will assist municipal bodies to

improve service delivery mechanism, achieve better information management & transparency,

and ensure utmost citizens involvement in governance etc.

(c) Services/management functions to be covered under NMMP are:

1. Registration and Issue of Births/ Deaths Certificates 2. Payment of Property Tax, Utility Bills and Management of Utilities that come under the ULBs.

Property Tax Water Supply and other Utilities

3. Grievances and Suggestions 4. Building Approvals 5. Procurement and monitoring of projects

E-procurement Project/ward works

6. Health Programs Licenses Solid Waste Management

7. Accounting System 8. Personnel Information System

(d) Local Self Government Department, Government of Rajasthan has initiated the “E- Nagar Mitra

project” to systemize the existing record keeping procedures, which will result in improving the

Quality of Service in Directorate of Local Bodies and all ULB’s. The broad objectives of this

project is to use Information & Communication Technology in such manner so that an effective

and uniform citizen service delivery system can be put in place across all the ULBs of the state.

(e) The project aims at providing support to the basic administrative unit i.e. “ULBs” to enable

content development of G2C services, which would optimally leverage and utilize the e-

infrastructure pillars, to deliver services to the citizen at his doorstep. This MMP aims at

electronic delivery of identified high volume citizen centric services, at ULBs.


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(f) The 6 main core pillars of E-Nagar Mitra implementation programme are as follows:

1. Web based Application Software

2. Setup of Core Server Infrastructure i.e. Data Centre of LSG for Hosting the Web based

application.

3. Network Connectivity between ULB’s and State Data Centre

4. IT Infrastructure at ULB’s.

5. Change Management and Capacity Building of ULB Employees to use the application for back

office computerization/automation and to provide online citizen services.

6. Propaganda in ULB’s for new citizen service delivery system for citizen to adopt and demand

the service level envisaged to be achieved.

(g) RUIFDCO, SLNA for Rajasthan in September, 2008 has appointed M/s E-Connect Solutions Pvt.

Ltd. as an Apex consultant/Project Management Consultant (PMC) to assist LSG Department in

undertaking computerization of all the ULB of Rajasthan on a centralized architecture. PMC is to

undertake the gap analysis and process re-engineering of existing client-server application

being developed in the initial phase of E-Nagar Mitra project and convert the same to web based

application after incorporation of all gaps and re-engineered process.

(h) The Web Based Centralized Application software covering all the citizen/back office services

being provided by the municipalities/ULBs has been successfully developed, implemented and

tested piloted in the Municipal Council, Bhilwara ULB (Rajasthan).

(i) The Web Based Application being developed by the PMC under pilot project shall be used in the

State wide Roll Out for providing services to citizens by the ULBs.

2.1.2 OBJECTIVES OF THE PROJECT

The aim of the E-Nagar Mitra project is to create an integrated IT platform for

ULBs/Municipalities, to use IT primarily to increase information quality, improve overall

efficiency and effectiveness in the Government processes, along with convenience in

operations.

The objectives of the Project are to ensure the following:

(a) Providing easy, anywhere and anytime access to government services (both information &

transactional) to ensure reliability, efficiency, transparency and accountability.

(b) Delivery of all public services in electronic form through state portals.

(c) Reducing number of visits of citizens to a government office / department for availing the

services and thereby eliminating harassment.

(d) Reducing administrative burden and service fulfilment time and costs for the government,

citizens & businesses.


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(e) Reducing direct interaction of citizen with the government and encourage ‘e’interaction and

efficient communication through portal.

(f) Undertake backend computerisation at ULBs to ensure electronic delivery of high volume

citizen centric services.

(g) Extensive capacity building and training of field level functionaries to ensure smooth

migration to electronic delivery of E-Nagar Mitra services and phasing out manual delivery of

services.

2.1.3 OUTCOME OF THE PROJECT

(a) Enhanced e-Governance Infrastructure

(b) Augmented capacities of ULBs staff

(c) Efficient service delivery mechanism

(d) Delivery of selected services to the Citizen through CSC / e-Mitra center

(e) Complete work flow automation of selected service

(f) Networking of ULBs / offices

(g) Interlinked services and reuse of available resources

(h) Opportunity to strengthen Decentralized & participatory Planning

(i) Better Services to citizen

(j) Generation of an efficient MIS for better decision making

(k) Faster retrieving of the records due to computerized records

(l) Improvement in efficiency of the employees and reduction in workload

2.2 COVERAGE OF THE PROJECT

E-Nagar Mitra project aims at electronic delivery of all municipal services to the citizens in their

locality and home. Initially identified citizen centric public services & back office automation

modules will be taken up for implementation. Later on, new services could be added depending on

the requirements and the felt needs.

2.2.1 GEOGRAPHICAL COVERAGE

The E-Nagar Mitra project is to be implemented in all 184 ULBs of Rajasthan consisting of

Municipal corporations/Councils/Boards.

2.2.2 SERVICE COVERAGE

2.2.2.1 SERVICE COVERAGE UNDER PILOT PROJECT

The list of services identified for rolled out in 184 ULBs of Rajasthan are as mentioned

below:

1. Birth, Death and Marriage Registration System 2. Query Terminals for Grievance & Redressal System 3. Building Permission 4. Stores, Inventory and Workshop Management System 5. Municipal Accounting System


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6. Legal Cases Module 7. Establishment n Payroll Management 8. Online Cash Collection Module 9. Asset Management System 10. Urban Assessment/ Lease, Billing and Collection 11. Billing, Accounting of Rental Properties (Shops, space for Hoardings etc) 12. House Tax Assessment, Billing and Collection (Urban Development Tax) 13. Trade License Management 14. Hoarding Management 15. Solid Waste Data Management System 16. Scheme database (Town Planning Cell) 17. Slum Data Management 18. Stray Animal Management 19. Streetlight Management

2.3 LAST MILE SERVICE DELIVERY MECHANISM

E-Nagar Mitra project would leverage Rajasthan State Wide Area Network (RSWAN) for network

connectivity (as per the availability) and State Data Centre (SDC) for secure and fail safe data

storage.

The E-nagar Mitra project envisages centralized architecture at the State level with common

application software. The set of application software will be hosted in the State Data Centre (SDC).

Integration across ULBs would be enabled, through adherence to technical specifications and e

Governance standards.

2.4 BRIEF SCOPE OF WORK

The brief scope of work under the project which selected bidder shall have to undertake during

entire proejct period are as under :

1. Supply, installation and commissioning of IT infrastructure

2. Implementation & Commissioning of Web Based Application including master data

building/migration in application modules.

3. Operation and maintainance of the IT Infrastructure & Application modules

4. Deployment of skilled Project Manpower

5. Conducting Training and capacity building exercises

6. Preparing database for household/properties by conducting survey.

7. Creation of Single window at ULBs.

8. Collection of Revenue (if permitted by concerned ULB)

The above given scope is detailed in “Chapter – Scope of Work” of this document.


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2.5 ABOUT THE DEPARTMENT

2.5.1 INTRODUCTION

Rajasthan Urban Infrastructure Finance & Development Corporation (RUIFDCO) is a

Government of Rajasthan Undertaking Company registered with Registrar of Companies,

Govt. of India. It has been entrusted as State Level Nodal Agency with the responsibility of

looking after overall Urban Development work and to ensure financial sustainability of Urban

Local Bodies of Rajasthan State. RUIFDCO is a government of Rajasthan undertaking and its

Administrative Department is Local Self Government Department. RUIFDCO has been assigned

the responsibility of implementation of e-Governance Project in all ULBs.

The Directorate of Local Bodies, (DLB) Government of Rajasthan is a department working

under the Local Self Government Department of Government of Rajasthan and is responsible

for issuance of broad policy guidelines and administrative directions for administration of all

Urban Local Bodies in the State of Rajasthan according to the prevailing, Rajasthan Municipal

Act and other relevant provisions of different Acts and Rules in force from time to time. The

DLB, on behalf of the Government, regulates the functioning of all the municipalities which

are otherwise independent Local Self Governments, run by democratically elected Public

representatives.

There are 184 Urban Local Bodies (ULBs) in the state of Rajasthan as provided in the

Rajasthan Municipal Act. These ULBs are Boards, councils or Corporations based on the

population of the Cities. The Urban Local Bodies of the State of Rajasthan are broadly

classified on the basis of population of the City/Town as given under:

S/N Classification of ULBs Nos of ULBs

1. Category A 6

2. Category B 26

3. Category C 43

4. Category D 109

TOTAL 184

Functions of the Municipal Bodies / (ULBs)

Functions and major activities carried out by the Municipal Bodies (also called as ULBs) are

detailed out as under:

Health & Sanitation Registration & Issuance of Birth and Death Certificates

Collection of Revenue


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Record Keeping

Engineering Works

Town Planning Works Accounting & Financial Management including proposed accrual based double

accounting system Motor Garage activities

Fire Services

Legal Matters Public Relation Activities

Maintenance of Street/Road lights

Other activities Maintaining of trenching Ground Slaughter Houses Inspection Spraying for Malaria Eradications Removals of Dead Animals Removal of Stray animals from streets Other Civic Services

2.6 e- Governance Framework for Municipalities of Rajasthan

The Framework for LSG e-Governance is depicted in the diagram below. The E-Governance

framework would include Back-ends (databases at State Data Centers , service providers,

state governments, GOI etc.), Middleware and the Front-end delivery channels (home PCs,

mobile phones, kiosks, integrated citizen service centers etc) for citizens and businesses.

The Middleware comprises of communication and security infrastructure, gateways.


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3. ELIGIBILITY CRITERIA / PRE-QUALIFICATION

3.1 BASIC ELIGIBILITY CRITERIA

A bidding firm participating in the procurement process should possess the following minimum eligibility criteria.

Srl Basic Requirement Specific Requirements Documents Required

1. Bidding Document Fee

and Bid Security

Deposit

The responding firm / agency

a) Should have made a payment of Rs. 10000/- (Rupees Ten

Thousand only) for the Bid Document Fee.

b) Should have submitted a Bid Security/EMD of INR 0.86

Crore (Rupees Eighty Six Lac Only) in the form of

DD/Bankers Cheque

c) Should have submitted Processing Fees of Rs. 1000 in form

of DD.

a) Fee Receipt/ DD for INR 10000/- (Rupees

Ten Thousand only) for bid Document Fee

b) DD/Bankers Cheque for INR 0.86 Crore

(Rupees Eighty Six Lac Only) for Bid

Security/EMD.

c) Fee Receipt/DD of Rs. 1000 for Processing

Fees

2. Legal Entity/Company

profile

A Bidder should be a company/single legal entity registered

under Indian Companies Act, 1956

OR

A consortium, each of which should be a legal entity

registered under applicable laws of India.

- Copy of valid Registration Certificates

OR

- Copy of Certificates of Incorporation

3. Consortium Consortium upto three partners is allowed.

In the case of a Consortium: - a) all parties shall sign the bid and they shall be jointly and

severally liable; and

b) One of the company shall be nominated as ‘Lead Bidder’

- Consortium Agreement


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who shall have the authority to conduct all business for and on behalf of any or all the parties of the Consortium during the bidding process. In the event, the bid is accepted, all the parties to Consortium shall sign the Agreement

c) In such a case, all the above criteria shall have to be fulfilled by the lead bidder.

d) In case of consortium, the lead bidder shall be solely responsible for completion of the project/work.

4. Manpower Strength The bidder/Lead Bidder (in case of consortium) should have

atleast 20 full time IT professionals on its roll.

Self- Certification by the authorized signatory

with clear declaration of IT Professionals

staff on its payrolls. (Minimum Service period

of 12 months on roll)

5. Financial: Turnover The Aggregate Turnover (total of last three Financial years i.e.

2010-11, 2011-12, 2012-13) of the bidder/Lead Bidder (in

case of consortium) should be atleast Rs. 15 Crore.

CA Certificate with CA’s Registration

Number/ Seal

6. Financial: Net Worth The net worth of the bidder along with all its consortium

partners should be positive.


Number/ Seal

7. Financial: Working

Capital

The working capital of the bidder/Lead bidder (in case of

consortium) must be Rs. 1.25 Crore.

(Working capital shall be evaluated as Current assets +

revolving line of credit – current liabilities (including loan

repayment due within 1 year)


Number/seal

8. Technical Capability The bidder/Lead Bidder (in case of consortium) must be in

the business related to IT/ITes/e-Governance for the last 5

Self Certification by the authorized signatory of

the bidder along with list of works undertaken.


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Years as on 31.03.2013.

9. Project Experience The Lead bidder/company should have successfully executed/implemented at least one similar project of e-governance/ IT solution and it’s Operation & Maintenance in any Urban Local Bodies (ULBs), Development Authorities (DAs), PSUs, State/Central Govt. organizations and Banks of India. The expenditure under the project should be at least Rs. 1.00 Crore in the last 5 years.

1. Details as per Annexure-15 for project

reference for each project

2. Work Completion Certificates from the

client; OR

Work Order + Ongoing Implementation

stage certificate alongwith O&M

experience of similar project, successful

O&M for atleast one year and the value

of the completed work shall be

considered for purpose of this eligibility

criterion.

3. The Certificate from the clients should

clearly mention Project Scope of Work/

Components Name, O&M Status and

Total Project Cost/value of the work

completed.

10. Survey Experience The bidder or any of its consortium partners must have

experience of household/properties survey in India for any

Government/Semi Government/PSUs using GIS mapping

tools.

- Work Order/Certificate from the clients

clearly indicating Project Scope of

Work/ Components Name etc.

11. Tax Registration and The bidder should have a registration number of - Copies of relevant certificates of registration


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Clearance 1. VAT/ CST where his business is located

2. Service Tax

3. Income Tax / PAN Number.

The bidder should have cleared his VAT/ CST dues up to 2012

to the Government.

VAT/ CST Clearance Certificate from the

Commercial Taxes Officer of the Circle

concerned

12. Certifications The bidder must possess, at the time of bidding, a valid ISO

9001:2008.

Copy of a valid certificate

13. Mandatory Undertaking Bidder should: -

a) not be insolvent, in receivership, bankrupt or being wound

up, not have its affairs administered by a court or a judicial

officer, not have its business activities suspended and must

not be the subject of legal proceedings for any of the

foregoing reasons; The responding firm shall not be under

a declaration of ineligibility for corrupt or fraudulent

practices.

b) not have, and their directors and officers not have, been

convicted of any criminal offence related to their

professional conduct or the making of false statements or

misrepresentations as to their qualifications to enter into a

procurement contract within a period of three years

preceding the commencement of the procurement process,

A Self Certified letter as per Annexure

mentioned in the bid document.


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or not have been otherwise disqualified pursuant to

debarment proceedings;

c) Not have a conflict of interest in the procurement in

question as specified in the bidding document.

d) Comply with the code of integrity as specified in the

bidding document.

e) The bidder or consortium partners should not have

violated/infringement of any Indian or foreign trademark,

patent, registered design or other intellectual property

rights.

f) The Procuring entity shall consider the litigation record of

Bidders to verify their qualification. Bidders shall submit

brief documentary evidence of all claims, arbitrations, or

other litigation, pending or already resolved. The

procuring entity if required will make enquiries with the

past employers of the Bidders to confirm the correctness of

the information provided in their Bid. In the event that the

procuring entity finds that the Bidder has a Litigation

History of more than 3 litigation cases in the past 5 years

or the impact of the pending/ already resolved litigation

cases raises doubt about the Bidder’s capability to execute

the contract, the Bidder shall be dis-qualified for award of


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the contract. All pending litigation shall be treated as

resolved against the bidder if they are in total less than

50% of the Bidder’s net worth.

Note:

In addition to the provisions regarding the qualifications of the bidders as set out in (3.1) above: -

a. the procuring entity shall disqualify a bidder as per the provisions under “Clause:Exclusion/ Disqualification of bids in “Chapter - Instruction To

Bidders”; and

b. the procuring entity may require a bidder, who was pre-qualified, to demonstrate its qualifications again in accordance with the same criteria used

to pre-qualify such bidder. The procuring entity shall disqualify any bidder that fails to demonstrate its qualifications again, if requested to do so.

The procuring entity shall promptly notify each bidder requested to demonstrate its qualifications again as to whether or not the bidder has done

so to the satisfaction of the procuring entity.


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4. SCOPE OF WORK: ACTIVITY WISE SCOPE FOR SELECTED BIDDER

4.1 Acquiring knowledge about the software package from the PMC who has developed the software.

4.2 TSP would be responsible for Supply, Installation & Commissioning of the required IT infrastructure and Implementation & Commisioning and Operation & Maintenance of the Web Based Application Software developed under the E-Nagar Mitra project in the ULBs of Ajmer Division in phases. The ULBs to be taken up in phases are as mentioned below in Table A:

Table A

ULBS UNDER AJMER DIVISION

PHASE I ULBs

Category A Ajmer

Category B

Beawar Kishangarh Tonk Bhilwara Nagaur (RUIDP) Makrana

Category C Ladnu

Kuchaman City

Category D Pushkar

PHASE II ULBs

Category C

Kekri

Deedwana Medtacity

Category D

Vijaynagar Shahpura Gulabpura Niwai Deoli Sarwad Prabatsar

PHASE III ULBs Category D

Mandalgarh Malpura Todaraisingh Gangapur Jahajpur Aasind Nawa Kuchera Mundwa Uniara


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4.3 The work in the ULBs will be performed in phases:-

1. Setup Phase 2. Implementation & Commissioning Phase 3. Operation & Maintenance Phase

4.3.1 Setup Phase includes: Supply, Installation & Commissioning of IT infrastructure in ULBs Installation & Commissioning of Network (LAN/WAN) Infrastructure Supply, Installation & Commissioning of other supporting hardware as defined in scope of

work like DG Set etc Creation of Single Window at ULBs along with all necessary fittings as defined in the scope

of work and as per the specifications mentioned in Annexure- 3 Door to Door Physical Survey of Households/properties in the ULB’s in phases as defined

in “Table A” above except for Ajmer City. TSP would undertake GIS based Property Survey for Ajmer city (55.76 Sq km) including fresh nomenclature of all streets/main roads in the municipal limits and Allocation of Unique Property Identification number to each property; linking the same with UID/ward/Street and mapping of the same on GIS Map with Municipal boundaries and ward boundaries. Linking of GIS database (in Oracle Spatial) with Property database to display all property attributes on the GIS Maps.

4.3.2 Implementation & Commissioning Phase includes: Implementation & Commissioning of Web Based Application Software modules Build content in LSG portal for each ULB to up the ULB website. TSP would also be

responsible for updating the content and managing the same during this phase. Creation, building and migration of database in Web Based Application Modules Providing Training to the end users in the ULBs Collection of revenue from the citizens and updating in the system.

4.3.3 O & M Phase includes: Operation and maintenance of systems and application modules Continuous update of property data for all ULB’s except Ajmer City. Accordingly the

Property layer of GIS maps for Ajmer City should also be updated in Oracle Spatial Database.

Collection of revenue and taxes Generation of MIS reports. Maintenance and uptime of PC infra, LAN and power back at ULB for providing

uninterrupted services. Build capacity in ULB staff to use reports and system for enhancing decision support

system in all ULB’s in systematic manner

Note: In case of Bhilwara ULB, Pilot implementation has been completed successfully. The TSP has to provide only O & M services and conduct property survey for updating property data.


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4.4 Functional operation of the e-governance modules at the ULB level will be the responsibility of

the selected bidder. Functional operation shall mean installation of the software with all updates, data migration as per requirement, and capacity building of the municipal employees to ensure that they can operate the software modules, input data in the forms and templates, process data and extract the relevant outputs as per the business requirements of the ULB independently without any handholding support and can thus deliver the internal business process or citizen centric services through the e-governance modules.

4.5 Handholding support for the purposes of the above clause shall mean engagement of technically competent manpower to assist and train the municipal employees in independent handling of operations of the specified e-governance software modules related to data entry, processing and generation of reports/ certificates/ bills or any other specific business oriented outputs, to ensure that the software modules become part of the business process in the ULB.

4.6 The TSP should take up the ULBs in Phases i.e. Phase I, Phase II and Phase III as mentioned in “Table A”. The TSP should stick to the timelines for implementation and rollout as mentioned in the document.

Detailed Scope of Work is as under:

4.7 Implementation & Commissioning of Web Based Application/Modules at ULBs

4.7.1 TSP would be responsible for Implementation, commissioning and operationalizing of the Web Based Software Application Modules developed by RUIFDCO through PMC and test piloted at Municipal Council, Bhilwara. The application software would be centrally hosted at Rajasthan State Data Centre (RSDC), DoIT&C, Yojna Bhawan, Jaipur. The application modules to be implemented are as under:

Birth, Death and Marriage Registration System Query Terminals for Grievance & Redressal System Building Permission Stores, Inventory and Workshop Management System Municipal Accounting System Legal Cases Module Establishment n Payroll Management Online Cash Collection Module Asset Management System Urban Assessment/ Lease, Billing and Collection Billing, Accounting of Rental Properties (Shops, space for Hoardings etc) House Tax Assessment, Billing and Collection (Urban Development Tax) Trade License Management Hoarding Management Solid Waste Data Management System


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Scheme database (Town Planning Cell) Slum Data Management Stray Animal Management Streetlight Management

4.7.2 The scope of Implementation of Application software for TSP is indicative and is not limited to above modules but “n” number of modules which will evolve as the dependencies of ULB will shift to new paradigm of working during the contract period.

4.7.3 RUIFDCO through PMC has developed the above Web Based application modules and has successfully test piloted the same at Bhilwara ULB, the tentative application module features are detailed at “Annexure- ” to provide brief idea to the TSP.

4.7.4 TSP has to coordinate with PMC for familiarization with “E-Nagar Mitra” Application and get their key technical staff trained on the same so that they can do effective coordination for any customization or issues resolution during the roll out of application software in ULB.

4.7.5 TSP would be responsible for generation of various process documents (Transactional as well as Reporting) related to the above listed modules in real time from the System for ULB’s under this Package.

4.7.6 The TSP would be responsible for configuring the application software and each module for each ULB and would implement the same one by one.

4.7.7 The Access to Web based Application at client end is browser based and presently it support Internet Explorer. At the core infrastructure level, the same would be made compatible to the browser as required in course of time by Application Maintenance provider during O&M phase. It would be deployed and hosted at RSDC, such that it would be accessed by multiple ULBs over a Broadband/MPLS-VPN/Lease Line connection to the State Data Center for running their day to day business activities.

4.7.8 TSP would be required to administer the user with the help of CEO/Commissioner/EO of the ULB who would have the admin rights for the user management control of his ULBs under this package. No user can be created by TSP without the written authorization received from the concern officer In-charge of the ULB.

4.7.9 TSP will be responsible for master data buildup at each ULB under phase I (Detailed Scope of Master data buildup /migration, refer clause- 4.15). The data migration from such applications ULB’s will also be under the scope of TSP.

4.7.10 The successful bidder has to provide complete rollout plan to RUIFDCO. After approval of the plan the project execution will start.


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4.8 Web Portal

4.8.1 TSP would be responsible for content building in Centralized portal to up the dynamic website of each ULB in the standard format provided by Application. If required additional static Web pages can be created by TSP as per the need of the ULB and can be integrated with the centralized Portal.

4.8.2 Website of individual ULB would be accessible from the present Web portal for Local Self Government Department, Rajasthan www.Lsgraj.org and under this umbrella dynamic websites for various ULBs is created sharing the common database. The individual ULB website can be accessed from the LSG portal as well as their individual URL. Each ULB would have its own URL for website accessible to the citizen vides www.ulbname-raj.gov.in. Once the Web Portal is hosted at RSDC, its domain must be www.lsgraj.gov.in and so on.

4.8.3 The Standard website would have following sections:

The home page would have an overview about the ULB. About ULB

History would give details on the History of the ULB and the growth of ULB. Statistics: Brief Statistics related to

i. Area ii. Location

iii. Climate iv. Population v. Water Supply

vi. Sewerage details vii. Solid Waste Management

viii. Road Street Lighting ix. Recreational facilities x. Hosing Schemes

xi. Fire Services xii. Hospital and Dispensaries

xiii. Crematorium xiv. Photo Gallery would be a gallery of Photographs

Tourist details Would provide information related to :

i. Tourism destination ii. Directory of Hotels ,Restaurants and clubs

iii. Tourism Call Centers iv. Important Telephone Numbers


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Infrastructure: This would have details on the Infrastructure of the ULB. i. Existing Infrastructure Water Supply Sewerage System Solid Waste Management Health Facilities Street Lights Housing Schemes Slum Development Program

ii. Proposed Infrastructure Would provide details on the various proposed Infrastructure

Schemes, and their deadlines. Achievements of the ULB related to Infrastructure development Political Setup of the ULB Body---Corporation/panchayat Samiti Elected members with their contact details Administrative setup of the ULB

Access to various types of Forms /Applications/Tariffs: Birth registration form Death Registration form Community Hall request Drainage Application form Shop License Application Information on Tariffs and Fees Rules and Regulations Taxation rules Citizen Charter View Statistical Data through Query modules related any of the

ULB processes/functions On-Line filing of Complaints/ Grievances, and their Status

Information. On-Line Application of Birth Certificates and Death certificates On Line Property Tax Calculator On-line Application for Building Plan Approval and view the status

of pending Application Tenders News Section Recruitments/opportunities


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User Secured Login for the Internal user of ULB to login and access the application

All the above sections would be dynamic and data would be accessed through Database.

There would be user-friendly admin modules for Links/Data management and administration.

The design of the dynamic website for all ULBs would be common with flexibility of sections applicability.

4.9 Content Management:

The TSP Content Development team shall be responsible for:

a) Ensuring the effectiveness of content. b) Preserving quality and accuracy of existing content. c) Enhancing existing materials and developing new materials in line with current best

practice. d) Supporting both staff and end users to help make best use of the developed content.

Maximise user acceptance e) Ensuring compatibility with existing systems of other ULB’s where appropriate. f) Supporting a unified online portal while fulfilling the different needs of both govt.

employees and citizens. g) Ensure timely updations and upload of contents. h) Content pages are not out of date i) There are no broken links j) Usage statistics are growing and not falling k) Navigation, links and overall structure does not become increasingly ad-hoc l) Content owners of pages and sections should not be lost m) Competing information sources does not evolve n) Ownership of the TSP’s Content team does not changed repeatedly

4.10 WAN/ MPLS Network Connectivity of State Data Centre and Various ULB offices

4.10.1 Procuring Entity will select the Internet Service Provider (ISP) for providing the MPLS –VPN connectivity between ULB and SDC. TSP should coordinate with the ISP for the connectivity for ULB (under assigned division) within the specified time frame. Nearly all ULB’s has broadband connection as on Today, TSP is required to manage that broadband connection as an alternate backup arrangement.

4.10.2 The Network diagram of the connectivity for the project is as under: TSP would be responsible for uptime of Broadband connectivity and liaison with

nominated/ appointed ISP by RUIFDCO. TSP would also be responsible for coordinating with Concern department as well

directly with local office of ISP appointed by RUIDFCO for uptime of MPLS-VPN


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connectivity at each ULB. In case of long downtime, matter should be escalated to RUIFDCO/Central Project Management Team.

ULBS UNDER AJMER DIVISION MPLS-VPN connectivity

PHASE I ULBs

Category A Ajmer 4 Mbps

Category B

Beawar 2 Mbps Kishangarh 2 Mbps

Tonk 2 Mbps Bhilwara 2 Mbps Nagaur (RUIDP) 2 Mbps Makrana 2 Mbps

Category C Ladnu 1 Mbps

Kuchaman City 1 Mbps

Category D Pushkar 512 kbps

PHASE II ULBs

Category C Kekri 1 Mbps

Deedwana 1 Mbps Medtacity 1 Mbps

Category D

Vijaynagar 512 kbps Shahpura 512 kbps Gulabpura 512 kbps Niwai 512 kbps Deoli 512 kbps Sarwad 512 kbps Prabatsar 512 kbps

PHASE III ULBs

Category D

Mandalgarh 512 kbps Malpura 512 kbps Todaraisingh 512 kbps Gangapur 512 kbps Jahajpur 512 kbps Aasind 512 kbps Nawa 512 kbps Kuchera 512 kbps Mundwa 512 kbps Uniara 512 kbps

All Category A ULBs would have 4 Mbps MPLS-VPN connectivity with Broadband backup for Internet Connectivity with the State Data Centre.

All Category B ULBs would have minimum 2Mbps MPLS-VPN connectivity to connect to the State Data Centre. The backup would be Broadband connectivity depending on availability of same.


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All Category C ULBs would have minimum of 1 Mbps the MPLS-VPN connectivity to connect to the State Data Centre. The backup would be Broadband connectivity depending on availability of same.

All Category D ULBs would have minimum of 512 Kbps the MPLS-VPN connectivity to connect to the State Data Centre. The backup would be Broadband connectivity depending on availability of same.

Note: In Bhilwara TSP has to only provide Phase II- O&M services. In Bhilwara, TSP has to coordinate with ISP to get the MPLS link to SDC and liaison with him for uptime.

4.11 IT infrastructure at each ULB including LAN and power backup for smooth roll of

application:

4.11.1 The TSP would be supplying IT infrastructure at these ULBs as per the requirement and of reputed Brands at these offices to run the above web based application modules and would be mutually decided with the procuring Entity.

The PC infrastructure would consist of: Computer System of a reputed make such as HP/Lenevo/Dell or equivalent

with minimum configuration as mentioned in “Annexure – 2” of Bid Document. All other Accessories like printers, UPS etc would be as as per mentioned in

“Annexure -2” of Bid Document


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All the equipment supplied would be installed and maintained by the TSP for the completer project duration at the office of concerned respective ULB.

The TSP would be responsible for maintenance of the IT infrastructure and LAN for the entire duration of the project i.e. till expire of the contract.

During the maintenance period the TSP would be responsible for : Support related to Hardware as well as the operating system during the

contract period Periodic updating of Anti-virus definitions Patch management of the operating system. Ensure proper working of Internet explorer at each machine Free replacement of all spares of the equipment supplied including

consumables like print cartridges, toners, plastic breakables, Printer heads etc. All consumables like the Print heads, cartridges and toners as well as

stationery would also be TSP’s responsibility. Maintenance and support on PC’s not procured under this contract would not

be in scope of the TSP.

4.11.2 TSP would also be responsible for setup of LAN at each ULB depending on the size (6-40 nodes) of the ULB for smooth delivery of citizen services and back office work of ULB using this application. The number of nodes will change depending on the proposed hardware.

4.11.3 TSP must supply minimum following PC infra at each ULB:

ULB/ Municipality

Population Category of ULB

PC DMP Online UPS UPS

(0.5KVA)

LP LP (small)

24 port switch

9 U Rack

5 KVA 1 KVA Large Medium

Category - A Ajmer 602113 Nigam

32 5 1 1 5 1 1 5 2 1

Category – B (Population range from 90,000 and above)

Bhilwara 347359 Parishad 16 3 0 1 2 1 0 2 1 1

Tonk 168254 Parishad 16 3 0 1 2 1 0 2 1 1

Beawar 153461 Parishad 16 3 0 1 2 1 0 2 1 1

Kishangarh 144115 Parishad 16 3 0 1 2 1 0 2 1 1 Nagaur 110147 Parishad 16 3 0 1 2 1 0 2 1 1

Makrana 103328 Parishad 16 3 0 1 2 1 0 2 1 1

Category – C (Population range 40,000 to 89,999) Ladnu 70767 2ndPalika 8 2 0 1 0 0 0 2 1 1


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Kuchaman 62728 3rd Palika 8 2 0 1 0 0 0 2 1 1

Didwana 55397 3rd Palika 8 2 0 1 0 0 0 2 1 1

Merta City 49912 2ndPalika 8 2 0 1 0 0 0 2 1 1

Kekri 42327 3rd Palika 8 2 0 1 0 0 0 2 1 1

Category – D (Population range 10,000 to 39,999) Niwai 38893 3rd Palika 5 1 0 1 0 0 0 2 1 1

Shahpura 34462 3rd Palika 5 1 0 1 0 0 0 2 1 1

Vijainagar 34342 3rd Palika 5 1 0 1 0 0 0 2 1 1

Malpura 33773 4th Palika 5 1 0 1 0 0 0 2 1 1

Gulabpura 30209 3rd Palika 5 1 0 1 0 0 0 2 1 1

Todaraisingh 26309 4th Palika 5 1 0 1 0 0 0 2 1 1

Mandalgarh 25010 4th Palika 5 1 0 1 0 0 0 2 1 1

Deoli 24832 2nd 5 1 0 1 0 0 0 2 1 1 Kuchera 24206 4th Palika 5 1 0 1 0 0 0 2 1 1

Jahajpur 23331 4th Palika 5 1 0 1 0 0 0 2 1 1

Nawa 22605 4th Palika 5 1 0 1 0 0 0 2 1 1

Gangapur 21171 4th Palika 5 1 0 1 0 0 0 2 1 1

Sarwad 20090 3rd Palika 5 1 0 1 0 0 0 2 1 1

Mundawa 19861 4th Palika 5 1 0 1 0 0 0 2 1 1

Pushkar 18341 3rd Palika 5 1 0 1 0 0 0 2 1 1

Aasind 17518 4th Palika 5 1 0 1 0 0 0 2 1 1

Parbatsar 17138 4th Palika 5 1 0 1 0 0 0 2 1 1

Uniara 13434 4th Palika 5 1 0 1 0 0 0 2 1 1

Total 23554 258 51 1 30 17 7 1 63 31 30

4.11.4 The above quantity is tentative and may vary as per the need of ULBs. In case any additional PC infrastructure is required at the ULB other than mentioned above, the TSP is required to supply the same on the prevailing DGS&D rates.

4.11.5 RUIFDCO will make payment as per the actual on the verification of equipments by each ULBs and RUIFDCO and after submission of installation reports.


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4.12 Survey for Property Data building:

4.12.1 As the data available with most of the ULB’s are not up to date hence the process of building the property data for tax computation has to be done by conducting door to door physical survey for capturing the property data.

4.12.2 At each ULB survey work of Properties would be undertaken by TSP agencies hired which would trap the Data related to all existing properties in the ULB for the purpose of Property Tax. A State Level common Standard format designed by RUIFDCO for Conducting the

Surveys would be used by Survey Agencies. The Survey Agencies would be responsible for visiting each property and collecting all

required Data related to that property. All of these data would be fed into the Software system and check lists would be

prepared by TSP. 4.12.3 The check lists would be rechecked by the ULB personnel. 4.12.4 The guidelines/methodology for conducting survey is enclosed at Annexure . 4.12.5 The approximate no of properties data which are required to be built in the system from the

survey forms in this package has already been indicated in the Bid Document. 4.12.6 A separate set of staff, surveyor, data entry operators and survey managers shall be deployed

for conduct of physical survey and master data building of properties. 4.12.7 For Ajmer City TSP is required to conduct GIS based Property survey using satellite images.

These images are to be vectorised to create a base map with various layers of road, street, ward boundaries, Municipal boundaries etc. Than the Base map is to be printed on paper along with a legend sheet for the base map and a field survey is to be conducted. Any corrections needed, are to be done on the physical map and noted on the legend sheet. Additional attributes such as approximate area of the plot, land use (commercial, residential, residential and commercial), number of floors, and type of building are to be captured and recorded during the field survey. The data so collected is than to be updated in the GIS system.

4.12.8 Geo-referenced, processed satellite images will be used as an input for satellite image based feature extraction. These georeferenced Image will be vectorized into polygon features providing unique nomenclature for each Plot boundaries, street & building foothold and will be given Unique ID. During digitization, minor attribute attachment to the features would be done with unique ids. Digitization of the features from the satellite image will be done using the visual interpretation technique. The heads up manual digitization method will be adopted to get high level of accuracy by avoiding omission / irregularities. The proper nomenclature/ symbols as per the feature class will be assigned during GIS data modal finalization. Each feature will be digitized in its respective layer as per data modal.


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4.12.9 The following feature shall be extracted from the satellite image using visual interpretation technique:

Layers Contents / Sub-layers Remarks

Layer 1 – Updation of Base Map of Municipal Area

All major physical features with reference names, such as, main roads, other important roads, railways, airport, cantonment areas, important landmarks, water bodies, drains, canals, rivers, etc.

Location of geo-referenced survey control points using Differential Global Positioning System (DGPS).

Planning area and Municipal area boundary, zone, ward, tax zone boundaries

Base Map of Municipal Area on

Scale of 1:1000

Layer 2 – creation of Property layer

Plot and Building (structure) with unique IDs Vacant lands

Spatial distribution of slums area

Location of geo-referenced survey control points using Differential Global Positioning System (DGPS).

Municipal area boundary, zone, ward and tax zone boundaries.

Property Mapping

including Spatial distribution of slums

Layer 3 – Updation of Administrative

Jurisdiction

Municipal area boundary, zone, ward and tax zone boundaries

Note: All the above mentioned features for municipal area shall be captured from the satellite image.

Each feature class represented as polygon feature shall be assigned specific color or pattern for the filling of the polygon. The building shall be captured as the foot print for the generation of the Land Use map. Entire area shall be covered under the feature class mentioned above.

The GIS data base / each property shall be integrated with the House hold survey data collected from the field survey and will be stored in database.

4.12.10 Each property has to be given unique ID in such a manner that the ID nos. reveals the location of street on which property is located, main road number along with the ward number. IF UID number of Property owner is available than the same should also form part of the property ID. For carrying out this activity each road, street, property is to be numbered based on standard nomenclature system guidelines prescribed by Urban Development Department GOI.


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4.12.11 The base map is now to be used as a reference for all properties. Any apartments and important landmarks are to be marked on the base map. The base map is recorded with the unique property ID, Khasra or survey number. The completed base map is now to be compared with the exiting property master in UDT tax system to include the remaining property information and validated. Additionally, a physical verification is required to be done by the tax inspectors to correct any errors in the system.

4.12.12 The GIS System is to be integrated with the property master in property taxation system to update tax paid information. There by GIS system would have information on properties in Tax Net and out of Tax Net along with tax paid. The data available can be organized for entire Ajmer Municipal area, zone details, and ward details. Additional information is to be made available on site dimensions, No of floors, Land use (whether commercial, residential, government).

4.12.13 The base map availability and properties marked accurately should be able to make the system capable for further enhanced to gather values on tax expected, defaulters and quality of tax paid for any zone.

4.13 Collection of Revenue, taxes and fees from the property holder

4.13.1 TSP would be responsible for generation of demand notices/Bills etc using e- Governance applications for UD tax and collect the revenue of UD Tax from the property holder/citizens and other miscellaneous receipts as designated by the ULB.

Urban Lease Assessment

Urban Development tax / Property tax / House Tax Rental bills Trade license renewal charges

4.13.2 TSP will be responsible for: Generate and serve demands and Notices Collection of revenue Updating property register thereby increasing the tax net and compliance by

citizen 4.13.3 TSP will be remunerated with fixed % commission on collection of revenue for UDT tax based

on the predefined criteria as defined in “Annexure -22” of the document.

4.14 Master Data Building/Data migration from existing client-server application

The TSP would be responsible for building Master Data related to Inventory, Accounting Heads, Properties, Rental properties; Hoardings, Birth & Death etc into the application software modules.

A common coding methodology would be circulated by RUIFDCO which would be common for all ULBs across the state for Master Data Coding.

The Master Data would be required to be building for operationalization of each module. Time frame may vary from ULB to ULB as well as module to module.


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The master Data of ULBs where the same has already fed in the existing system would not be fed again but would be converted to the new Data Structure following data migration methodology as per Annexure—04. However for some of the modules, the master data will have to be fed afresh. In ULBs where the client application was not implemented till yet, the master data is required to be built afresh from the decided cutoff date.

As the Master data cannot be quantified, hence TSP needs to access the same during the setup phase and quantify the man-month required to build the same.

Functional, handholding and operational Manpower deployed for the project should not be used for master data building or for data migration from legacy system

4.15 Legacy Data

4.15.1 TSP would use services of reputed CA for getting the valuation done of all fixed assets, Current Assets & liabilities including Inventories at stores for building up opening balance for double entry accounting system as on 1/04/2013. CEO will be responsible for providing correct Information available from the running system and in the records of the ULB that have to be updated as on date.

4.15.2 For Asset Management Module, services of qualified CA or Approved valuator to be deployed by TSP for building Opening balance and its value for all movable and immovable assets of ULB.

4.15.3 For Unrealized House tax and Property Tax as on cutoff date of 01.04.2013 should be linked and built to each propserty to generate single due bills for sending reminders to lease property holders.

4.15.4 TSP would also be responsible for feeding all receipt and expense voucher including annual head-wise budget provisions and building Daybooks, Assets register, Trial balance, P&L account and Balance sheet.

4.15.5 Computer operators to be deployed under this package will also be used for handholding support to ULB in feeding and creating Legacy data for FY 2012-13, if required. If required, additional operators may be deployed by TSP to capture legacy data.

4.15.6 To help Vendors compute volume the Decadal growth of population in terms of percentage is provided in the below table as under:

Division Decadal growth (in percent) 1991-2001

Ajmer 27.02

Bikaner 28.25

Jaipur 29.54

Jodhpur 31.15

Kota 26.34

Udaipur 25.47

Bharatpur 23.70


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Rajasthan State 28.33

4.16 Training Services

The TSP would provide extensive training support on ULB application so that smooth implementation of the software can take place at user level and user gets trained and confident enough to operate the application on his own once the handholding support is withdrawn.

Class Room Training for Application Familiarization

TSP would be providing Class room training to personnel as designated by the ULB at each project city where the application is deployed for a period of 4 days once in every 6 months during the whole project duration.

The Training would cover : Usage and operational training on all the modules of the application

software Training on accessing MIS reporting system Training on e-mail system: sending and receiving mails.

Class room Training sessions may be conducted at single location. Travel and Stay charges of the participants, if any, would be paid by concerned ULB as per State Govt. rules.

All Infrastructure required for the training sessions would be provided by the TSP including :

A Training LAB equipped with minimum 10 computer Systems and Internet access of approximately 512k broadband shared by all the users.

Projector with screen Course content for the participants. Lunch for the participants.

The content of the training should be centrally developed and circulated to TSP by central cell to bring in uniformity consisting of Interactive Training Modules/Content available on-line to all the Users of all ULBs which they can access any time. TSP's job should be to use the same and train the staff efficiently

The Schedule of the training for each ULB would be mutually discussed with the TSP and finalised.

On- Job Training

The training would have to be conducted for all the ULBs covered the package for an average of approx 32/16/8/5 users per ULB depending on size of the ULB.

The Continuous on job Hands on training sessions would be continuous exercise which TSP is required to carry out every 6 months till complete project duration/the user is confident to use the system on its own and the System is fully implemented in the ULB.


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The Training should be conducted by the personnel of TSP and should not be outsourced to third party sub-contractors so that the quality of training is maintained.

As and when Application software is modified TSP would train the ULB user for the usage of the same during the entire contract period.

The training need would be reassessed time to time by RUIFDCO and the scope of TSP would be modified accordingly by RUIFDCO.

TSP shall submit a detailed training schedule/ plan before completion of initial 6 months of the project.

4.17 Functional, Operational and Handholding Manpower Support

The TSP would be responsible for providing functional, operational and handholding Manpower for the entire project which would involve all the ULBs covered under this Package under Ajmer Division. This involve following scope:

Supply of Manpower

4.17.1 Operational Project Manager/Team Leader

TSP would also have to deploy an Operational Project Manager/Team leader for the period of six years with the scope as under:

A dedicated Operational Project Manager/Team leader shall take charge of the Performance of the Contract. He will be responsible for overall co-ordination of the Project and will directly report to the RUIFDCO or his authorized representative.

He would be positioned at the office of the DDR, Ajmer for 8 hours a day / 6 days a week.

He would be the central technical point of contact for all the ULB personnel of Ajmer Division.

All the Project coordinators at all ULBs would be reporting to him. He would be managing the project from the view of Application administration,

Data Administration and Manpower administration and Implementation. He would be preparing the implementation plans on monthly basis and

distribute the same to various Project Coordinators and monitor and report the progress of implementation plans.

He would be monitoring the application on daily basis. Manage Application Users and their Passwords. Ensure the uptime of Application and Equipment. Maintain an IT Asset list. He would administer the operational manpower deployed by TSP through

Project coordinators. He would be submitting daily/weekly/monthly reports related to

Application bug Management report Application Uptime report


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He has to be equipped with a Laptop with a wireless Internet Connection at the cost of the TSP.

The Operational Project Manager/Team Leader should have following minimum qualifications:

At least an Engineering graduate with vide experience of computerization. Between 6-8 years experience in the field of Information Technology out of which

at least 2 years should be in the Project Management relating to above said services.

He should possess strong administration skill and administration experience would be an added advantage.

4.17.2 Project Coordinators

TSP would also have to deploy Project Coordinators in each ULB for the implementation of module with the scope as under:

He would be positioned at each ULB’s, for 8 hours a day / 6 days a week. He would be Administrative & Coordination In-charge of TSP staff posted at the

ULB. He would be managing the implementation plan at ULB’s on day to day basis. All the operational manpower of the ULB’s would be reporting to him. He would be managing the project from the view of Manpower administration

and Day to Day Coordination issues with ULB Staff. He would be implementing the implementation plans given by Operational

Project Manager on monthly basis and monitor and report the progress of implementation plans.

He would ensure that the various check lists, registers are being generated from the system.

Ensure the uptime of Application and Equipment at ULB level. Maintain an IT Asset list. Administer the operational manpower deployed by TSP. He would be submitting daily/weekly/monthly reports related to

Implementation Plan and progress Processes/data not being operated out of System from various offices and

the reasons for same Generation of check lists etc. Discrepancy in reports Activity reports of ULBs.

Uptime/Downtime reports of IT infrastructure at ULB. As he would be mobile he must be equipped with a Laptop with a wireless Internet Connection at the cost of the TSP.

He would be commuting between the group ULB’s to ensure smooth implementation


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The Project Coordinator should have following minimum Qualifications: At least an Engineering graduate with 2-3 experience of computerization. Between 4-6 years experience in the field of IT/Computer Science out of

which at least 2 years should be in the Project Management relating to above said services.

He should possess knowledge of Networking and have worked on similar project.

He should possess strong administration skill and administration experience would be an added advantage.

The total Managerial and Coordination Manpower to be deployed for this package is as under:

S. No. Particulars Qty

1 Operational Project Manager/Team Leader 1

2 Project Coordinators 29

Total 30

Note: TSP will deploy one dedicated Project Manager for the complete package for entire contract period. The TSP is required to deploy the Project Coordinators and Operational Manpower in phases at ULBs as and when required for the successful commissioning of project. Minimum required operational manpower is defined in clause 4.17.4

4.17.3 Computer Operation Manpower

The TSP would provide Computer Operational Manpower as required at all ULBs offices under this package. The Scope of Work for this Manpower would be as under:

To feed transactional Data related to the various Application modules into the system.

To generate the various process documents at the ULB To generate various reports required by the ULB Managers /Staff. To generate various checklists required for checking the data. To generate daily registers. He would be working at ULB office hours a day/6 days a week as per timings of

ULB. The number of operational manpower deployed at each ULB would vary

depending on the workload. Approximate Qty of manpower required at each ULB is indicated in the enclosed document. The actual number of such manpower required would be mutually decided.

Ensure that project implementation at the ULB office is as per plan.


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4.17.4 The Operational Manpower required at the ULBs for Phase I would be:

S. No.

Type of ULB No. of ULBs

No. of Operators

Total Operators

1 Category A (population range 4,00,000 & above)

1 32 32

2 Category B (population range 90,000 to 3,99, 999 above)

6 16 96

3 Category C (population range 40,000 to 89,999)

5 8 40

4 Category D Category- D ULBs (population range 10,000 to 39,999)

18 5 90

Total 30 258

** Including Bhilwara

CONSOLIDATED ULB WISE MANPOWER DEPLOYMENT IS AS UNDER:

S.

No.

Municipal

Board/Council/

Corporation

Population

(2001)

Category

of ULB

Project

Manager/

Project

Coordinator

Computer

Operators

Team

Leader

Category - A

1

1 Ajmer 602113 Nigam 1 32

Category – B (Population range from 90,000 and

above)

2 Bhilwara 347359 Parishad 1 16

3 Tonk 168254 Parishad 1 16

4 Beawar 153461 Parishad 1 16

Kishangarh 144115 Parishad 1 16

Nagaur 110147 2 Palika 1 16


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Makrana 103328 2 Palika 1 16

Category – C (Population range 40,000 to 89,999)

Ladnu 70767 2nd Palika 1 8

Kuchaman City 62728 2nd Palika 1 8

Didwana 55397 3rd Palika 1 8

Medta City 49912 3rd Palika 1 8

Kekri 42327 3rd Palika 1 8

Category – D (Population range 10,000 to 39,999)

Niwai 38893 3rd Palika 1 5

Shahpura 34462 3rd Palika 1 5

Vijainagar 34342 3rd Palika 1 5

Malpura 33773 3rd Palika 1 5

Gulabpura 30209 3rd Palika 1 5

Todaraisingh 26309 3rd Palika 1 5

Mandalgarh 25010 3rd Palika 1 5

Deoli 24832 3rd Palika 1 5

Kuchera 24206 4th Palika 1 5

Jahajpur 23331 4th Palika 1 5

Nawa 22605 4th Palika 1 5

Gangapur 21171 4th Palika 1 5

Sarwad 20090 4th Palika 1 5

Mundawa 19861 4th Palika 1 5

Pushkar 18341 4th Palika 1 5

Aasind 17518 4th Palika 1 5

Parbatsar 17138 4th Palika 1 5

Uniara 13434 4th Palika 1 5


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Total 2355433 30 258

4.17.5 In reference to the Government of India initiative in implementing IT, department is recruiting LDCs who will be O level certified Computer professionals to be deployed in ULBs across the state to strengthen the staff requirement at ULBs and expedite the roll-out of E-Governance. The ULB will provide same allocated manpower to TSP under TSP’s admin control for E-Governance Rollout as and when available basis during the contract period.

4.17.6 The deduction of the proportion of manpower reduced in each ULB will be @ Rs 8000 per manpower from the quarterly payment of O & M phase as per quote provided by the vendor in the cost bid and payment terms.

4.18 Creation of e-Governance/Single window cell:

TSP would be responsible for creation of E-Governance/Single window cell, the space for which would be provided at each ULB. The detailed scope would include the following:

Interiors of complete space as per the specification laid in Annexure-03. The separate power and generator room should be created at each ULB for

Housing generator and UPS with batteries. The complete electrical wiring should be done for providing central UPS

backup Generator support in case of power failure.

All require Furniture and fixtures of reputed brand are to be provided by TSP in consultation with CEO/Commissioner/ EO of ULB.

The “Annexure -03” provide the furniture details as per space ranges as: More than 300Sq ft and up to 500sq ft. More than 200Sq ft and up to 300sq ft. Up to 200 Sq ft.

No of tables and chairs would vary in proportion of space for 2nd class and 3rd / 4th class defined in category B/C/D.

4.19 Collection of Revenue, taxes and fees from the property holder

4.19.1 TSP will be responsible for conducting survey for updating property data every year for updating records based on new Lease generated from UA record and Approved Building Plan of building plan and other sanctions including Land change usage etc to update property record in the system.

4.19.2 TSP will be responsible for: Updating property data Generate and serve demands and Notices Collection of revenue Updating property register thereby increasing the tax net and compliance by citizen

4.19.3 TSP will be remunerated with fixed % commission on collection of revenue for House Tax/UDT tax based on the predefined criteria as defined in Annexure 13


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4.20 Maintenance Support

4.20.1 The bidder is required to provide comprehensive Maintenance of PC infra including LAN and power backup for complete duration of the project at the ULBs. The detailed scope of maintenance would be as under:

4.20.1.1 Maintenance support services (MSS) Bidder shall provide complete onsite warranty for a period of three years. The Supplier shall provide comprehensive Maintenance Support Services (MSS)

for supplied Hardware and software infrastructure at ULB. This involves comprehensive maintenance of all component covered under the contract, including repairing, replacement of parts, modules, sub-modules, assemblies, sub-assemblies, spares part, updating, security alerts and patch uploading etc. to make the system operational. This will include preventive maintenance & corrective maintenance.

4.20.1.2 Preventive Maintenance Services The supplier shall conduct preventive maintenance (including inspection, cleaning

of the equipment, testing, satisfactory execution of all diagnostics, necessary repairing of the equipment etc) at least once in a quarter, in addition to the normal maintenance required.

Performance tuning. Trouble shooting of all supplied component (hardware/software) etc. Check, Repair/Replace any loose contacts in the cables/connectors & connections. Cleaning and removal of dust and dirt from the interior and exterior of the

equipment. Preventive Maintenance Activities of components as per their manufactures’

recommendation/advice. The Preventive Maintenance shall be carried out between 6PM to 6AM only under

intimation to Employer.

4.20.1.3 Corrective Maintenance Services Reinstallation/Reconfiguration of PC infra in case virus attract, install latest

service packs/patches of OS, and other components. ULB May lodge Complaints by any modes i.e. Phone, e-Mail, Post. SI shall provide a

complaint number for each complaint and has to resolve the problem with in the stipulated period as mentioned in SLA.

4.20.1.4 Configuration Management Services The vendor shall maintain complete configuration (in hardcopy & softcopy) details

of all the items supplied and installed by him.


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The vendor shall define change management procedures and also ensure that no unwarranted changes are carried out. Any changes shall be incorporated with prior approval of the Employer.

The Vendor shall do proper version management of these configurations as they are bound to change from time to time.

These configurations shall not be accessible in general and must be kept confidential.

4.20.1.5 Tie up with OEM/ Manufacturer

The SI should have back-to-back agreement with OEM/Manufacturer as specified in tender, for complete onsite warranty support for project period including O & M. It is the responsibility of the Supplier to provide certification of OEM/Manufacturer for complete support for the period of five years.

4.20.1.6 TSP is required to continuously impart training to ULB staff to build capacity in them to use the system on their own.

4.20.1.7 TSP would be responsible for providing consumables like toner cartridges, stationery etc during the complete period.


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5. INSTRUCTION TO BIDDERS (ITB)

1) Sale of Bidding/ Tender Documents

a) The sale of bidding documents shall be commenced from the date of publication of Notice

Inviting Bids (NIB) and shall be stopped one day prior to the date of opening of Bid. The

complete bidding document shall also be placed on the State Public Procurement Portal and

eProcurement portal. The prospective bidders shall be permitted to download the bidding

document from the websites and pay its price while submitting the Bid to the procuring entity.

b) The bidding documents shall be made available to any prospective bidder who pays the price

for it in the form of bank demand draft, banker's cheque.

c) Bidding documents purchased by Principal of any concern may be used by its authorised sole

selling agents/ marketing agents/ distributors/ sub-distributors and authorised dealers or

vice versa.

2) Pre-bid Meeting/ Clarifications

a) Any prospective bidder may, in writing, seek clarifications from the procuring entity in respect

of the bidding documents.

b) A pre-bid conference is also scheduled by the procuring entity as per the details mentioned in

the NIB and to clarify doubts of potential bidders in respect of the procurement and the

records of such conference shall be intimated to all bidders and where applicable, shall be

published on the respective websites.

c) The period within which the bidders may seek clarifications under (a) above and the period

within which the procuring entity shall respond to such requests for clarifications.

d) The minutes and response, if any, shall be provided promptly to all bidders to which the

procuring entity provided the bidding documents, so as to enable those bidders to take

minutes into account in preparing their bids, and shall be published on the respective

websites.

3) Changes in the Bidding Document

a) At any time, prior to the deadline for submission of Bids, the procuring entity may for any

reason, whether on its own initiative or as a result of a request for clarification by a bidder,

modify the bidding documents by issuing an addendum in accordance with the provisions

below.

b) In case, any modification is made to the bidding document or any clarification is issued which

materially affects the terms contained in the bidding document, the procuring entity shall

publish such modification or clarification in the same manner as the publication of the initial

bidding document.


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c) In case, a clarification or modification is issued to the bidding document, the procuring entity

may, prior to the last date for submission of Bids, extend such time limit in order to allow the

bidders sufficient time to take into account the clarification or modification, as the case may

be, while submitting their Bids.

d) Any bidder, who has submitted his Bid in response to the original invitation, shall have the

opportunity to modify or re-submit it, as the case may be, within the period of time originally

allotted or such extended time as may be allowed for submission of Bids, when changes are

made to the bidding document by the procuring entity:

Provided that the Bid last submitted or the Bid as modified by the bidder shall be considered

for evaluation.

4) Period of Validity of Bids

a) Bids submitted by the bidders shall remain valid during the period specified in the NIB/

bidding document. A Bid valid for a shorter period shall be rejected by the procuring entity as

non-responsive Bid.

b) Prior to the expiry of the period of validity of Bids, the procuring entity, in exceptional

circumstances, may request the bidders to extend the bid validity period for an additional

specified period of time. A bidder may refuse the request and such refusal shall be treated as

withdrawal of Bid and in such circumstances bid security shall not be forfeited.

c) Bidders that agree to an extension of the period of validity of their Bids shall extend or get

extended the period of validity of bid securities submitted by them or submit new bid

securities to cover the extended period of validity of their bids. A bidder whose bid security is

not extended, or that has not submitted a new bid security, is considered to have refused the

request to extend the period of validity of its Bid.

5) Format and Signing of Bids

i. Bidders must submit their bids online at eProcurement portal i.e.

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

ii. All the documents uploaded should be digitally signed with the DSC of authorized signatory.

iii. A Single stage-Two part/ cover system shall be followed for the Bid: -

a. Technical Bid, including fee details, eligibility & technical documents

b. Financial Bid

The technical bid shall consist of the following documents: -

Srl Documents Type Document Format

Fee Details

1 Bidding document Fee (Tender Fee) Proof of submission

(PDF)


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2 RISL Processing Fee (eProc) Instrument/ Proof of

submission (PDF)

3 Bid Security Instrument/ Proof of

submission (PDF)

Eligibility Documents

4 All the documents mentioned in the “Bidder

Compliance Sheet”, in support of the eligibility

As mentioned in

Annexure-16

Technical Documents

5 BIDDER’S AUTHORIZATION CERTIFICATE As per Annexure-9

6 SELF-DECLARATION As per Annexure-10

7 CERTIFICATE OF CONFORMITY/ NO DEVIATION As per Annexure-11

8 DECLARATION BY BIDDER As per Annexure-12

9 MANUFACTURER’S AUTHORIZATION FORM (MAF) As per Annexure-13

10 UNDERTAKING ON AUTHENTICITY OF COMPUTER

EQUIPMENTS

As per Annexure-14

11 FORMAT FOR SUBMISSION OF PROJECT REFERENCES

FOR PRE-QUALIFICATION EXPERIENCE

As per Annexure-15

Financial bid shall include the following documents: -

Srl Documents Type Document Format

1. FINANCIAL BID COVER LETTER On bidder’s letter head

duly signed by authorized

signatory as per

Annexure-17

2. Financial Bid Format As per BoQ (.XLS) format

available on eProc portal

The bidder should ensure that all the required documents, as mentioned in this bidding

document, are submitted along with the Bid and in the prescribed format only. Non-

submission of the required documents or submission of the documents in a different format/

contents may lead to the rejections of the Bid submitted by the bidder.

6) Cost & Language of Bidding

a) The Bidder shall bear all costs associated with the preparation and submission of its Bid, and

the procuring entity shall not be responsible or liable for those costs, regardless of the conduct

or outcome of the bidding process.


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b) The Bid, as well as all correspondence and documents relating to the Bid exchanged by the

Bidder and the procuring entity, shall be written only in English Language. Supporting

documents and printed literature that are part of the Bid may be in another language provided

they are accompanied by an accurate translation of the relevant passages in English/ Hindi

language, in which case, for purposes of interpretation of the Bid, such translation shall

govern.

7) Alternative/ Multiple Bids

Alternative/ Multiple Bids shall not be considered at all. Also, the bidder shall not quote for

multiple brands/ make/ models but only one in the technical Bid and should also mention the

details of the quoted make/ model.

8) Bid Security/EMD

Every bidder, if not exempted, participating in the procurement process will be required to

furnish the bid security as specified in the NIB.

a) Bid security instrument or cash receipt of bid security shall necessarily accompany the

technical bid.

b) Bid security of a bidder lying with the procuring entity in respect of other bids awaiting

decision shall not be adjusted towards bid security for the fresh bids. The bid security

originally deposited may, however, be taken into consideration in case bids are re-invited.

c) The bid security may be given in the form of a banker’s cheque or demand draft. The bid

security must remain valid thirty days beyond the original or extended validity period of the

bid.

d) The issuer of the bid security and the confirmer, if any, of the bid security, as well as the form

and terms of the bid security, must be acceptable to the procuring entity.

e) Prior to presenting a submission, a bidder may request the procuring entity to confirm the

acceptability of proposed issuer of a bid security or of a proposed confirmer, if required. The

procuring entity shall respond promptly to such a request.

f) The bid security of unselected Bidders shall be refunded soon after final acceptance of

successful bid and signing of Agreement and submitting performance security.

g) The Bid security taken from a bidder shall be forfeited, including the interest, if any, in the

following cases, namely: -

(i) when the bidder withdraws or modifies its bid after opening of bids;

(ii) when the bidder does not execute the agreement, if any, after placement of work order

within the specified period;

(iii) when the bidder fails to commence the supply of the goods or services or execute work as

per work order within the time specified;


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(iv) when the bidder does not deposit the performance security within specified period after

the work order is placed; and

(v) if the bidder breaches any provision of code of integrity, prescribed for bidders, specified

in the bidding document.

h) Notice will be given to the bidder with reasonable time before bid security deposited is

forfeited.

i) No interest shall be payable on the bid security.

j) In case of the selected Bidder, the amount of bid security may be adjusted in arriving at the

amount of the Performance Security, or refunded if the selected Bidder furnishes the full

amount of performance security.

k) The procuring entity shall promptly return the bid security after the earliest of the following

events, namely:-

(i) the expiry of validity of bid security;

(ii) the execution of agreement and performance security is furnished by the selected Bidder;

(iii) the cancellation of the procurement process; or

(iv) the withdrawal of bid prior to the deadline for presenting bids, unless the bidding

documents stipulate that no such withdrawal is permitted.

9) Deadline for the submission of Bids

a) Bids shall be received online at eProcurement portal and up to the time and date specified in

the NIB.

b) Normally, the date of submission and opening of Bids would not be extended. In exceptional

circumstances or when the bidding document are required to be substantially modified as a

result of discussions in pre-bid meeting/ conference or otherwise and the time with the

prospective bidders for preparation of Bids appears insufficient, the date may be extended by

the procuring entity. In such case the publicity of extended time and date shall be given in the

manner, as was given at the time of issuing the original NIB and shall also be placed on the

State Public Procurement Portal, if applicable. It would be ensured that after issue of

corrigendum, reasonable time is available to the bidders for preparation and submission of

their Bids. The procuring entity shall also publish such modifications in the bidding document

in the same manner as the publication of initial bidding document. If, in the office of the Bids

receiving and opening authority, the last date of submission or opening of Bids is a non-

working day, the Bids shall be received or opened on the next working day.


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10) Withdrawal, Substitution, and Modification of Bids

a) If permitted on eProc portal, a Bidder may withdraw its Bid or re-submit its Bid (technical

and/ or financial cover) as per the instructions/ procedure mentioned at eProc website under

the section "Bidder's Manual Kit".

b) Bids withdrawn shall not be opened and processes further.

11) Opening of Bids

a) The Bids shall be opened by the bid opening & evaluation committee on the date and time

mentioned in the NIB in the presence of the bidders or their authorised representatives who

choose to be present.

b) The committee may co-opt experienced persons in the committee to conduct the process of

Bid opening.

c) The committee shall prepare a list of the bidders or their representatives attending the

opening of Bids and obtain their signatures on the same. The list shall also contain the

representative’s name and telephone number and corresponding bidders’ names and

addresses. The authority letters, if any, brought by the representatives shall be attached to the

list. The list shall be signed by all the members of Bid opening committee with date and time of

opening of the Bids.

d) All the documents comprising of technical Bid/ cover shall be opened & downloaded from the

eProc website (only for the bidders who have submitted the prescribed fee(s) to RISL).

e) The committee shall conduct a preliminary scrutiny of the opened technical Bids to assess the

prima-facie responsiveness and ensure that the: -

a. bid is accompanied by bidding document fee, bid security and processing fee.

b. bid is valid for the period, specified in the bidding document;

c. bid is unconditional and the bidder has agreed to give the required performance security;

and

d. other conditions, as specified in the bidding document are fulfilled.

e. any other information which the committee may consider appropriate.

f) No Bid shall be rejected at the time of Bid opening except the Bids not accompanied with the

proof of payment or instrument of the required price of bidding document, processing fee and

bid security.

g) The Financial Bid cover shall be kept unopened and shall be opened later on the date and time

intimated to the bidders who qualify in the evaluation of technical Bids.


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12) Selection Method:

a) The selection method is Quality cum Cost Based (QCBS). Eligible bidders have to score at least

<70>marks to be considered technically qualified.

b) The overall score shall be calculated as follows -

Bn = 0.70 x Tn + 0.30 x Fn

where

Bn = Overall score

Tn = Technical score of the bidder/ Technical score of the bidder getting highest

technical score x 100

Fn= Least financial bid/ Financial bid of the nth bidder x 100

In the event the overall scores are tied, the bid securing the highest technical score will be

adjudicated as the best value Bid.

13) Clarification of Bids

a) To assist in the examination, evaluation, comparison and qualification of the Bids, the bid

evaluation committee may, at its discretion, ask any bidder for a clarification regarding its Bid.

The committee’s request for clarification and the response of the bidder shall be through the

e-Procurement Portal.

b) Any clarification submitted by a bidder with regard to its Bid that is not in response to a

request by the committee shall not be considered.

c) No change in the prices or substance of the Bid shall be sought, offered, or permitted, except to

confirm the correction of arithmetic errors discovered by the committee in the evaluation of

the financial Bids.

d) No substantive change to qualification information or to a submission, including changes

aimed at making an unqualified bidder, qualified or an unresponsive submission, responsive

shall be sought, offered or permitted.

e) All communications generated under this rule shall be included in the record of the

procurement proceedings.

14) Evaluation & Tabulation of Technical Bids

a) Determination of Responsiveness

i. The bid evaluation committee shall determine the responsiveness of a Bid on the basis of

bidding document and the provisions of pre-qualification/ eligibility criteria of the bidding

document.

ii. A responsive Bid is one that meets the requirements of the bidding document without any

material deviation, reservation, or omission where: -

1. “deviation” is a departure from the requirements specified in the bidding document;


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2. “reservation” is the setting of limiting conditions or withholding from complete

acceptance of the requirements specified in the bidding document; and

3. “Omission” is the failure to submit part or all of the information or documentation

required in the bidding document.

iii. A material deviation, reservation, or omission is one that,

1. if accepted, shall:-

I. affect in any substantial way the scope, quality, or performance of the subject

matter of procurement specified in the bidding documents; or

II. limits in any substantial way, inconsistent with the bidding documents, the

procuring entity’s rights or the bidder’s obligations under the proposed contract;

or

2. if rectified, shall unfairly affect the competitive position of other bidders presenting

responsive Bids.

iv. The bid evaluation committee shall examine the technical aspects of the Bid in particular,

to confirm that all requirements of bidding document have been met without any material

deviation, reservation or omission.

v. The procuring entity shall regard a Bid as responsive if it conforms to all requirements set

out in the bidding document, or it contains minor deviations that do not materially alter or

depart from the characteristics, terms, conditions and other requirements set out in the

bidding document, or if it contains errors or oversights that can be corrected without

touching on the substance of the Bid.

b) Non-material Non-conformities in Bids

a. The bid evaluation committee may waive any non-conformities in the Bid that do not

constitute a material deviation, reservation or omission, the Bid shall be deemed to be

substantially responsive.

b. The bid evaluation committee may request the bidder to submit the necessary information

or document like audited statement of accounts/ CA Certificate, Registration Certificate,

VAT/ CST clearance certificate, ISO Certificates, etc. within a reasonable period of time.

Failure of the bidder to comply with the request may result in the rejection of its Bid.

c. The bid evaluation committee may rectify non-material non-conformities or omissions on

the basis of the information or documentation received from the bidder under (b) above.

c) Technical Evaluation Criteria

Technical Evaluation will be done as per the compliance of all the documents submitted as per

“Annexure – 16”.


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d) Tabulation of Technical Bids

a. If Technical Bids have been invited, they shall be tabulated by the bid evaluation

committee in the form of a comparative statement to evaluate the qualification of the

bidders against the criteria for qualification set out in the bidding document.

b. The members of bid evaluation committee shall give their recommendations below the

table as to which of the bidders have been found to be qualified in evaluation of Technical

Bids and sign it.

e) The number of firms qualified in technical evaluation, if less than three and it is considered

necessary by the procuring entity to continue with the procurement process, reasons shall be

recorded in writing and included in the record of the procurement proceedings.

f) The bidders who qualified in the technical evaluation shall be informed in writing about the

date, time and place of opening of their financial Bids.

15) Evaluation & Tabulation of Financial Bids

Subject to the provisions of “Acceptance of Successful Bid and Award of Contract” below, the

procuring entity shall take following actions for evaluation of financial Bids:-

a) The financial Bids of the bidders who qualified in technical evaluation shall be opened online

at the notified time, date and place by the bid evaluation committee in the presence of the

bidders or their representatives who choose to be present;

b) the process of opening of the financial Bids shall be similar to that of technical Bids.

c) the names of the bidders, the rates given by them and conditions put, if any, shall be read out

and recorded;

d) conditional Bids are liable to be rejected;

e) the evaluation shall include all costs and all taxes and duties applicable to the bidder as per

law of the Central/ State Government/ Local Authorities, and the evaluation criteria specified

in the bidding documents shall only be applied;

f) the offers shall be evaluated and marked L1, L2, L3 etc. L1 being the lowest offer and then

others in ascending order in case price is the only criteria.

g) the bid evaluation committee shall prepare a comparative statement in tabular form in

accordance with rules along with its report on evaluation of financial Bids and recommend the

lowest offer for acceptance to the procuring entity, if price is the only criterion, or most

advantageous Bid in other case;

h) The members of bids evaluation committee shall give their recommendations below the table

regarding lowest Bid or most advantageous Bid and sign it.

i) it shall be ensured that the offer recommended for sanction is justifiable looking to the

prevailing market rates of the goods, works or service required to be procured.


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16) Correction of Arithmetic Errors in Financial Bids

The bid evaluation committee shall correct arithmetical errors in substantially responsive Bids, on

the following basis, namely: -

a) if there is a discrepancy between the unit price and the total price that is obtained by

multiplying the unit price and quantity, the unit price shall prevail and the total price shall be

corrected, unless in the opinion of the bid evaluation committee there is an obvious

misplacement of the decimal point in the unit price, in which case the total price as quoted

shall govern and the unit price shall be corrected;

b) if there is an error in a total corresponding to the addition or subtraction of subtotals, the

subtotals shall prevail and the total shall be corrected; and

c) if there is a discrepancy between words and figures, the amount in words shall prevail, unless

the amount expressed in words is related to an arithmetic error, in which case the amount in

figures shall prevail subject to clause (a) and (b) above.

17) Price/ purchase preference in evaluation

Price and/ or purchase preference notified by the State Government (GoR) and as mentioned in

the bidding document shall be considered in the evaluation of Bids and award of contract.

18) Negotiations

a) Except in case of procurement by method of single source procurement or procurement by

competitive negotiations, to the extent possible, no negotiations shall be conducted after the

pre-bid stage. All clarifications needed to be sought shall be sought in the pre-bid stage itself.

b) Negotiations may, however, be undertaken only with the lowest or most advantageous bidder

when the rates are considered to be much higher than the prevailing market rates.

c) The bid evaluation committee shall have full powers to undertake negotiations. Detailed

reasons and results of negotiations shall be recorded in the proceedings.

d) The lowest or most advantageous bidder shall be informed in writing either through

messenger or by registered letter and e-mail (if available). A minimum time of seven days

shall be given for calling negotiations. In case of urgency the bid evaluation committee, after

recording reasons, may reduce the time, provided the lowest or most advantageous bidder has

received the intimation and consented to regarding holding of negotiations.

e) Negotiations shall not make the original offer made by the bidder inoperative. The bid

evaluation committee shall have option to consider the original offer in case the bidder

decides to increase rates originally quoted or imposes any new terms or conditions.

f) In case of non-satisfactory achievement of rates from lowest or most advantageous bidder, the

bid evaluation committee may choose to make a written counter offer to the lowest or most

advantageous bidder and if this is not accepted by him, the committee may decide to reject

and re-invite Bids or to make the same counter-offer first to the second lowest or most


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advantageous bidder, then to the third lowest or most advantageous bidder and so on in the

order of their initial standing and work/ supply order be awarded to the bidder who

accepts the counter-offer. This procedure would be used in exceptional cases only.

g) In case the rates even after the negotiations are considered very high, fresh Bids shall be

invited.

19) Exclusion of Bids/ Disqualification

a) A procuring entity shall exclude/ disqualify a Bid, if: -

i. the information submitted, concerning the qualifications of the bidder, was false or

constituted a misrepresentation; or

ii. the information submitted, concerning the qualifications of the bidder, was materially

inaccurate or incomplete; and

iii. the bidder is not qualified as per pre-qualification/ eligibility criteria mentioned in the

bidding document;

iv. the Bid materially departs from the requirements specified in the bidding document or it

contains false information;

v. the bidder, submitting the Bid, his agent or any one acting on his behalf, gave or agreed to

give, to any officer or employee of the procuring entity or other governmental authority a

gratification in any form, or any other thing of value, so as to unduly influence the

procurement process;

vi. a bidder, in the opinion of the procuring entity, has a conflict of interest materially

affecting fair competition.

b) A Bid shall be excluded/ disqualified as soon as the cause for its exclusion/ disqualification is

discovered.

c) Every decision of a procuring entity to exclude a Bid shall be for reasons to be recorded in

writing and shall be: -

i. communicated to the concerned bidder in writing;

ii. published on the State Public Procurement Portal, if applicable.

20) Lack of competition

a) A situation may arise where, if after evaluation of Bids, the bid evaluation committee may end-

up with one responsive Bid only. In such situation, the bid evaluation committee would check

as to whether while floating the NIB all necessary requirements to encourage competition like

standard bid conditions, industry friendly specifications, wide publicity, sufficient time for

formulation of Bids, etc. were fulfilled. If not, the NIB would be re-floated after rectifying

deficiencies. The bid process shall be considered valid even if there is one responsive Bid,

provided that: -

i. the Bid is technically qualified;


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ii. the price quoted by the bidder is assessed to be reasonable;

iii. the Bid is unconditional and complete in all respects;

iv. there are no obvious indicators of cartelization amongst bidders; and

v. the bidder is qualified as per the provisions of pre-qualification/ eligibility criteria in the

bidding document

b) The bid evaluation committee shall prepare a justification note for approval by the next higher

authority of the procuring entity, with the concurrence of the accounts member.

c) In case of dissent by any member of bid evaluation committee, the next higher authority in

delegation of financial powers shall decide as to whether to sanction the single Bid or re-invite

Bids after recording reasons.

d) If a decision to re-invite the Bids is taken, market assessment shall be carried out for

estimation of market depth, eligibility criteria and cost estimate.

21) Acceptance of the successful Bid and award of contract

a) The procuring entity after considering the recommendations of the bid evaluation committee

and the conditions of Bid, if any, financial implications, trials, sample testing and test reports,

etc., shall accept or reject the successful Bid. If any member of the bid evaluation committee,

has disagreed or given its note of dissent, the matter shall be referred to the next higher

authority, as per delegation of financial powers, for decision.

b) Decision on Bids shall be taken within original validity period of Bids and time period allowed

to procuring entity for taking decision. If the decision is not taken within the original validity

period or time limit allowed for taking decision, the matter shall be referred to the next higher

authority in delegation of financial powers for decision.

c) Before award of the contract, the procuring entity shall ensure that the price of successful Bid

is reasonable and consistent with the required quality.

d) A Bid shall be treated as successful only after the competent authority has approved the

procurement in terms of that Bid.

e) The procuring entity shall award the contract to the bidder whose offer has been determined

to be the lowest or most advantageous in accordance with the evaluation criteria set out in the

bidding document and if the bidder has been determined to be qualified to perform the

contract satisfactorily on the basis of qualification criteria fixed for the bidders in the bidding

document for the subject matter of procurement.

f) Prior to the expiration of the period of bid validity, the procuring entity shall inform the

selected Bidder, in writing, that its Bid has been accepted.

g) As soon as a Bid is accepted by the competent authority, its written intimation shall be sent to

the concerned bidder by registered post or email and asked to execute an agreement in the

format given in the bidding documents on a non-judicial stamp of requisite value and deposit


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the amount of performance security or a performance security declaration, if applicable,

within a period specified in the bidding documents or where the period is not specified in the

bidding documents then within fifteen days from the date on which the letter of acceptance or

letter of intent is dispatched to the bidder.

h) If the issuance of formal letter of acceptance is likely to take time, in the meanwhile a Letter of

Intent (LOI) may be sent to the bidder. The acceptance of an offer is complete as soon as the

letter of acceptance or letter of intent is posted and/ or sent by email (if available) to the

address of the bidder given in the bidding document. Until a formal contract is executed, the

letter of acceptance or LOI shall constitute a binding contract.

i) The bid security of the bidders whose Bids could not be accepted shall be refunded soon after

the contract with the selected Bidder is signed and its performance security is obtained.

22) Information and publication of award

Information of award of contract shall be communicated to all participating bidders and published

on the respective website(s) as specified in NIB.

23) Procuring entity’s right to accept or reject any or all Bids

The Procuring entity reserves the right to accept or reject any Bid, and to annul (cancel) the

bidding process and reject all Bids at any time prior to award of contract, without thereby

incurring any liability to the bidders.

24) Right to vary quantity

a) At the time of award of contract, the quantity of goods/services originally specified in the

bidding documents may be increased or decreased. It shall be without any change in the unit

prices or other terms and conditions of the Bid and the bidding documents.

b) If the procuring entity does not procure any subject matter of procurement or procures less

than the quantity specified in the bidding documents due to change in circumstances, the

bidder shall not be entitled for any claim or compensation.

c) Orders for additional quantities/services may be placed on the rates and conditions given in

the contract. Delivery or completion period may also be proportionately increased.

25) Performance Security

a) Prior to execution of agreement, Performance security shall be solicited from all selected

Bidders. The State Government may relax the provision of performance security in particular

procurement or any class of procurement.

b) The amount of performance security shall be 5%, of the amount of work order in case of

procurement of goods and services.

c) Performance security shall be furnished in any one of the following forms: -

i. Bank Draft or Banker's Cheque of a scheduled bank;


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ii. Bank guarantee/s of a scheduled bank. It shall be got verified from the issuing bank.

Other conditions regarding bank guarantee shall be same as mentioned in the bidding

document for bid security;

iii. Fixed Deposit Receipt (FDR) of a scheduled bank. It shall be in the name of procuring

entity on account of bidder and discharged by the bidder in advance. The procuring

entity shall ensure before accepting the FDR that the bidder furnishes an undertaking

from the bank to make payment/ premature payment of the FDR on demand to the

procuring entity without requirement of consent of the bidder concerned. In the event

of forfeiture of the performance security, the Fixed Deposit shall be forfeited along

with interest earned on such Fixed Deposit.

d) Performance security furnished in the form specified in clause (c) above shall remain valid for

a period of 60 days beyond the date of completion of all contractual obligations of the bidder,

including warranty obligations and maintenance and defect liability period.

e) Forfeiture of Security Deposit: Security amount in full or part may be forfeited, including

interest, if any, in the following cases:-

i. When any terms and condition of the contract is breached.

ii. When the bidder fails to make complete services satisfactorily.

iii. if the bidder breaches any provision of code of integrity, prescribed for bidders,

specified in the bidding document.

f) Notice will be given to the bidder with reasonable time before PSD deposited is forfeited.

g) No interest shall be payable on the PSD.

26) Execution of agreement

a) A procurement contract shall come into force from the date on which the letter of acceptance

or letter of intent is despatched to the bidder.

b) The selected Bidder shall sign the procurement contract within 28 days from the date on

which the letter of acceptance or letter of intent is despatched to the selected Bidder.

c) If the bidder, whose Bid has been accepted, fails to sign a written procurement contract or fails

to furnish the required performance security within specified period, the procuring entity

shall take action against the selected Bidder as per the provisions of the bidding document and

Act. The procuring entity may, in such case, cancel the procurement process or if it deems fit,

offer for acceptance the rates of lowest or most advantageous bidder to the next lowest or

most advantageous bidder, in accordance with the criteria and procedures set out in the

bidding document.

d) The bidder will be required to execute the agreement on a non-judicial stamp of specified

value at its cost and to be purchase from anywhere in Rajasthan only.


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27) Confidentiality

a) Notwithstanding anything contained in this bidding document but subject to the provisions of

any other law for the time being in force providing for disclosure of information, a procuring

entity shall not disclose any information if such disclosure, in its opinion, is likely to: -

a. impede enforcement of any law;

b. affect the security or strategic interests of India;

c. affect the intellectual property rights or legitimate commercial interests of bidders;

d. affect the legitimate commercial interests of the procuring entity in situations that may

include when the procurement relates to a project in which the procuring entity is to make

a competitive bid, or the intellectual property rights of the procuring entity.

b) The procuring entity shall treat all communications with bidders related to the procurement

process in such manner as to avoid their disclosure to competing bidders or to any other

person not authorised to have access to such information.

c) The procuring entity may impose on bidders and sub-contractors, if there are any for fulfilling

the terms of the procurement contract, conditions aimed at protecting information, the

disclosure of which violates (a) above.

d) In addition to the restrictions specified above, the procuring entity, while procuring a subject

matter of such nature which requires the procuring entity to maintain confidentiality, may

impose condition for protecting confidentiality of such information.

28) Cancellation of procurement process

a) If any procurement process has been cancelled, it shall not be reopened but it shall not

prevent the procuring entity from initiating a new procurement process for the same subject

matter of procurement, if required.

b) A procuring entity may, for reasons to be recorded in writing, cancel the process of

procurement initiated by it -

a. at any time prior to the acceptance of the successful Bid; or

b. after the successful Bid is accepted in accordance with (d) and (e) below.

c) The procuring entity shall not open any bids or proposals after taking a decision to cancel the

procurement and shall return such unopened bids or proposals.

d) The decision of the procuring entity to cancel the procurement and reasons for such decision

shall be immediately communicated to all bidders that participated in the procurement

process.

e) If the bidder whose Bid has been accepted as successful fails to sign any written procurement

contract as required, or fails to provide any required security for the performance of the

contract, the procuring entity may cancel the procurement process.

f) If a bidder is convicted of any offence under the Act, the procuring entity may: -


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a. cancel the relevant procurement process if the Bid of the convicted bidder has been

declared as successful but no procurement contract has been entered into;

b. rescind (cancel) the relevant contract or forfeit the payment of all or a part of the

contract value if the procurement contract has been entered into between the procuring

entity and the convicted bidder.

29) Code of Integrity for Bidders

a) No person participating in a procurement process shall act in contravention of the code of

integrity prescribed by the State Government.

b) The code of integrity include provisions for: -

(i) Prohibiting

1. any offer, solicitation or acceptance of any bribe, reward or gift or any material

benefit, either directly or indirectly, in exchange for an unfair advantage in the

procurement process or to otherwise influence the procurement process;

2. any omission, including a misrepresentation that misleads or attempts to mislead so

as to obtain a financial or other benefit or avoid an obligation;

3. any collusion, bid rigging or anti-competitive behaviour to impair the transparency,

fairness and progress of the procurement process;

4. improper use of information shared between the procuring entity and the bidders

with an intent to gain unfair advantage in the procurement process or for personal

gain;

5. any financial or business transactions between the bidder and any officer or

employee of the procuring entity;

6. any coercion including impairing or harming or threatening to do the same, directly

or indirectly, to any party or to its property to influence the procurement process;

7. any obstruction of any investigation or audit of a procurement process;

(ii) disclosure of conflict of interest;

(iii) disclosure by the bidder of any previous transgressions with any entity in India or any

other country during the last three years or of any debarment by any other procuring

entity.

c) Without prejudice to the provisions below, in case of any breach of the code of integrity by a

bidder or prospective bidder, as the case may be, the procuring entity may take appropriate

measures including: -

(i) exclusion of the bidder from the procurement process;

(ii) calling-off of pre-contract negotiations and forfeiture or encashment of bid security;

(iii) forfeiture or encashment of any other security or bond relating to the procurement;


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(iv) recovery of payments made by the procuring entity along with interest thereon at bank

rate;

(v) cancellation of the relevant contract and recovery of compensation for loss incurred by the

procuring entity;

(vi) debarment of the bidder from participation in future procurements of the procuring entity

for a period not exceeding three years.

30) Interference with Procurement Process

A bidder, who: -

a) withdraws from the procurement process after opening of financial bids;

b) withdraws from the procurement process after being declared the selected Bidder;

c) fails to enter into procurement contract after being declared the selected Bidder;

d) fails to provide performance security or any other document or security required in terms of

the bidding documents after being declared the selected Bidder, without valid grounds,

shall, in addition to the recourse available in the bidding document or the contract,

be punished with fine which may extend to fifty lakh rupees or ten per cent of the assessed

value of procurement, whichever is less.

31) Appeals

a) Subject to “Appeal not to lie in certain cases” below, if any bidder or prospective bidder is

aggrieved that any decision, action or omission of the procuring entity is in

contravention to the provisions of the Act or the rules or guidelines issued thereunder, he

may file an appeal to such officer of the procuring entity, as may be designated by it for the

purpose, within a period of 10 days from the date of such decision or action, omission, as the

case may be, clearly giving the specific ground or grounds on which he feels aggrieved:

(i) Provided that after the declaration of a bidder as successful in terms of “Award of

Contract”, the appeal may be filed only by a bidder who has participated in procurement

proceedings:

(ii) Provided further that in case a procuring entity evaluates the technical Bid before the

opening of the financial Bid, an appeal related to the matter of financial Bid may be filed

only by a bidder whose technical Bid is found to be acceptable.

b) The officer to whom an appeal is filed under (a) above shall deal with the appeal as

expeditiously as possible and shall endeavour to dispose it of within 30 days from the date of

filing of the appeal.

c) If the officer designated under (a) above fails to dispose of the appeal filed under that sub-

section within the period specified in (c) above, or if the bidder or prospective bidder or the

procuring entity is aggrieved by the order passed, the bidder or prospective bidder or the

procuring entity, as the case may be, may file a second appeal to an officer or authority


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designated by the State Government in this behalf within 15 days from the expiry of the period

specified in (c) above or of the date of receipt of the order passed under (b) above, as the case

may be.

d) The officer or authority to which an appeal is filed under (c) above shall deal with the appeal

as expeditiously as possible and shall endeavour to dispose it of within 30 days from the date

of filing of the appeal:

e) The officer or authority to which an appeal may be filed under (a) or (d) above shall be :

First Appellate Authority: Commissioner/Director, Local Bodies

Second Appellate Authority: Addl. Chief Secretary/Pr. Secretary, UDH & LSG, GoR

f) Form of Appeal:

(i) Every appeal under (a) and (c) above shall be as per Annexure-16 along with as many

copies as there are respondents in the appeal.

(ii) Every appeal shall be accompanied by an order appealed against, if any, affidavit

verifying the facts stated in the appeal and proof of payment of fee.

(iii) Every appeal may be presented to First Appellate Authority or Second Appellate

Authority, as the case may be, in person or through registered post or authorised

representative.

g) Fee for Appeal: Fee for filing appeal:

(i) Fee for first appeal shall be rupees two thousand five hundred and for second appeal

shall be rupees ten thousand, which shall be non-refundable.

(ii) The fee shall be paid in the form of bank demand draft or banker’s cheque of a

Scheduled Bank payable in the name of Appellate Authority concerned.

h) Procedure for disposal of appeal:

(i) The First Appellate Authority or Second Appellate Authority, as the case may be, upon

filing of appeal, shall issue notice accompanied by copy of appeal, affidavit and

documents, if any, to the respondents and fix date of hearing.

(ii) On the date fixed for hearing, the First Appellate Authority or Second Appellate

Authority, as the case may be, shall,-

1. hear all the parties to appeal present before him; and

2. peruse or inspect documents, relevant records or copies thereof relating to the

matter.

(iii) After hearing the parties, perusal or inspection of documents and relevant records or

copies thereof relating to the matter, the Appellate Authority concerned shall pass an

order in writing and provide the copy of order to the parties to appeal free of cost.

(iv) The order passed under (c) shall also be placed on the State Public Procurement

Portal.


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i) No information which would impair the protection of essential security interests of India, or

impede the enforcement of law or fair competition, or prejudice the legitimate commercial

interests of the bidder or the procuring entity, shall be disclosed in a proceeding under an

appeal.

32) Stay of procurement proceedings

While hearing of an appeal, the officer or authority hearing the appeal may, on an application

made in this behalf and after affording a reasonable opportunity of hearing to the parties

concerned, stay the procurement proceedings pending disposal of the appeal, if he, or it, is

satisfied that failure to do so is likely to lead to miscarriage of justice.

33) Vexatious Appeals & Complaints

Whoever intentionally files any vexatious, frivolous or malicious appeal or complaint under the

“The Rajasthan Transparency Public Procurement Act 2012”, with the intention of delaying or

defeating any procurement or causing loss to any procuring entity or any other bidder, shall be

punished with fine which may extend to twenty lakh rupees or five per cent of the value of

procurement, whichever is less.

34) Offenses by Firms/ Companies

a) Where an offence under “The Rajasthan Transparency Public Procurement Act 2012” has

been committed by a company, every person who at the time the offence was committed

was in charge of and was responsible to the company for the conduct of the business of the

company, as well as the company, shall be deemed to be guilty of having committed the

offence and shall be liable to be proceeded against and punished accordingly:

Provided that nothing contained in this sub-section shall render any such person liable for

any punishment if he proves that the offence was committed without his knowledge or that

he had exercised all due diligence to prevent the commission of such offence.

b) Notwithstanding anything contained in (a) above, where an offence under this Act has been

committed by a company and it is proved that the offence has been committed with the

consent or connivance of or is attributable to any neglect on the part of any director,

manager, secretary or other officer of the company, such director, manager, secretary or

other officer shall also be deemed to be guilty of having committed such offence and shall be

liable to be proceeded against and punished accordingly.

c) For the purpose of this section-

i. "company" means a body corporate and includes a limited liability partnership, firm,

registered society or co- operative society, trust or other association of individuals;

and

ii. "director" in relation to a limited liability partnership or firm, means a partner in the

firm.


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d) Abetment of certain offenses: Whoever abets an offence punishable under this Act, whether

or not that offence is committed in consequence of that abetment, shall be punished with the

punishment provided for the offence.

35) Debarment from Bidding

a) A bidder shall be debarred by the State Government if he has been convicted of an offence

i. under the Prevention of Corruption Act, 1988 (Central Act No. 49 of 1988); or

ii. under the Indian Penal Code, 1860 (Central Act No. 45 of 1860) or any other law for

the time being in force, for causing any loss of life or property or causing a threat

to public health as part of execution of a public procurement contract.

b) A bidder debarred under (a) above shall not be eligible to participate in a procurement

process of any procuring entity for a period not exceeding three years commencing from the

date on which he was debarred.

c) If a procuring entity finds that a bidder has breached the code of integrity prescribed in

terms of “Code of Integrity for bidders” above, it may debar the bidder for a period not

exceeding three years.

d) Where the entire bid security or the entire performance security or any substitute thereof,

as the case may be, of a bidder has been forfeited by a procuring entity in respect of any

procurement process or procurement contract, the bidder may be debarred from

participating in any procurement process undertaken by the procuring entity for a period

not exceeding three years.

e) The State Government or a procuring entity, as the case may be, shall not debar a bidder

under this section unless such bidder has been given a reasonable opportunity of being

heard.

36) Monitoring of Contract

a) An officer or a committee of officers named Contract Monitoring Committee (CMC) may be

nominated by procuring entity to monitor the progress of the contract during its delivery

period.

b) During the delivery period the CMC shall keep a watch on the progress of the contract and

shall ensure that goods and services delivery is in proportion to the total delivery period

given, if it is a severable contract, in which the delivery of the goods and service is to be

obtained continuously or is batched. If the entire quantity of goods and service is to be

delivered in the form of completed work or entire contract like fabrication work, the process

of completion of work may be watched and inspections of the selected bidder’s premises

where the work is being completed may be inspected.

c) If delay in delivery of goods and service is observed a performance notice would be given to

the selected bidder to speed up the delivery.


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d) Any change in the constitution of the firm, etc. shall be notified forth with by the contractor

in writing to the procuring entity and such change shall not relieve any former member of

the firm, etc., from any liability under the contract.

e) No new partner/ partners shall be accepted in the firm by the selected bidder in respect of

the contract unless he/ they agree to abide by all its terms, conditions and deposits with the

procuring entity through a written agreement to this effect. The bidder’s receipt for

acknowledgement or that of any partners subsequently accepted as above shall bind all of

them and will be sufficient discharge for any of the purpose of the contract.

f) The selected bidder shall not assign or sub-let his contract or any substantial part thereof to

any other agency without the permission of procuring entity.


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6. GENERAL TERMS AND CONDITIONS OF TENDER & CONTRACT

Bidders should read these conditions carefully and comply strictly while sending their bids.

Definitions

For the purpose of clarity, the following words and expressions shall have the meanings hereby

assigned to them: -

a) “Contract” means the Agreement entered into between the Purchaser and the successful/ selected

bidder, together with the Contract Documents referred to therein, including all attachments,

appendices, and all documents incorporated by reference therein.

b) “Contract Documents” means the documents listed in the Agreement, including any amendments

thereto.

c) “Contract Price” means the price payable to the successful/ selected bidder as specified in the

Agreement, subject to such additions and adjustments thereto or deductions there from, as may

be made pursuant to the Contract.

d) “Day” means a calendar day.

e) “Delivery” means the transfer of the Goods/Services from the successful/ selected bidder to the

Procuring Entity in accordance with the terms and conditions set forth in the Contract.

f) “Completion” means the fulfilment of the related services by the successful/ selected bidder in

accordance with the terms and conditions set forth in the Contract.

g) “IT Infrastructure” means all of the commodities, raw material, machinery and equipment, and/or

other materials that the successful/ selected bidder is required to supply to the Procuring Entity

under the Contract.

h) “Procuring Entity” means the entity purchasing the Goods and services, as specified in the bidding

document.

i) “Successful or Selected bidder” means the person, private or government entity, or a combination

of the above, whose Bid to perform the Contract has been accepted by the Purchaser and is named

as such in the Agreement, and includes the legal successors or permitted assigns of the successful/

selected bidder.

j) “The Site,” where applicable, means the designated project place(s) named in the bidding

document.

Note: The bidder shall be deemed to have carefully examined the conditions, specifications, size,

make and drawings, etc., of the goods to be supplied and related services to be rendered. If the

bidder has any doubts as to the meaning of any portion of these conditions or of the specification,

drawing, etc., he shall, before submitting the Bid and signing the contract refer the same to the

procuring entity and get clarifications.


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1) Contract Documents

Subject to the order of precedence set forth in the Agreement, all documents forming the Contract

(and all parts thereof) are intended to be correlative, complementary, and mutually explanatory.

2) Interpretation

a) If the context so requires it, singular means plural and vice versa.

b) Entire Agreement: The Contract constitutes the entire agreement between the Procuring

Entity and the Selected bidder/TSP and supersedes all communications, negotiations and

agreements (whether written or oral) of parties with respect thereto made prior to the date of

Contract.

c) Amendment: No amendment or other variation of the Contract shall be valid unless it is in

writing, is dated, expressly refers to the Contract, and is signed by a duly authorized

representative of each party thereto.

d) Non-waiver: Subject to the condition (f) below, no relaxation, forbearance, delay, or

indulgence by either party in enforcing any of the terms and conditions of the Contract or the

granting of time by either party to the other shall prejudice, affect, or restrict the rights of that

party under the Contract, neither shall any waiver by either party of any breach of Contract

operate as waiver of any subsequent or continuing breach of Contract.

e) Any waiver of a party’s rights, powers, or remedies under the Contract must be in writing,

dated, and signed by an authorized representative of the party granting such waiver, and must

specify the right and the extent to which it is being waived.

f) Severability: If any provision or condition of the Contract is prohibited or rendered invalid or

unenforceable, such prohibition, invalidity or unenforceability shall not affect the validity or

enforceability of any other provisions and conditions of the Contract.

3) Language

a) The Contract as well as all correspondence and documents relating to the Contract exchanged

by the successful/ selected bidder and the Procuring Entity, shall be written in English

language only. Supporting documents and printed literature that are part of the Contract may

be in another language provided they are accompanied by an accurate translation of the

relevant passages in the language specified in the special conditions of the contract, in which

case, for purposes of interpretation of the Contract, this translation shall govern.

b) The successful/ selected bidder shall bear all costs of translation to the governing language

and all risks of the accuracy of such translation.

4) Consortium

a) Unless otherwise specified in the special conditions of the contract, if the Bidder is a

consortium, all of the parties shall be jointly and severally liable to the Procuring Entity for


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the fulfilment of the provisions of the contract and shall designate one party to act as a

leader with authority to bind the consortium.

b) The composition or the constitution of the consortium shall not be altered without the prior

consent of the procuring entity.

c) Any change in the constitution of the firm, etc., shall be notified forthwith by the contractor

in writing to the procuring entity and such change shall not relive any former member of the

firm, etc., from any liability under the contract.

d) No new partner/ partners shall be accept in the firm by the contractor in respect of the

contract unless he/ they agree to avoid by all its terms, conditions and deposit with the

procuring entity a written agreement to this effect. The contractors receipt for

acknowledgement or that of any partners subsequently accepted as above shall bind all of

them and will be sufficient discharge for any of the purpose of the contract.

e) The bidder shall not assign or sub-let his contract or any substantial part thereof to any

other agency.

f) No new consortium agreement shall be allowed during the project period.

g) In Consortium, all the members shall be equally responsible to complete the project as per

their roles & responsibilities; however Lead partner shall give an undertaking for the

successful completion of the overall project. In case of any issues, Lead partner is the

responsible person for all the penalties.

h) The lead bidder and consortium partner is jointly and severely liable for the entire scope of

work and risks involved thereof.

i) The non-lead bidder (consortium partner) is liable for the scope of work for which they are

responsible along with the lead bidder.

j) Any change in the consortium at a later date will not be allowed without prior permission

from the procuring entity.

5) Notices

a) Any notice given by one party to the other pursuant to the Contract shall be in writing to the

address specified in the contract. The term “in writing” means communicated in written form

with proof of dispatch and receipt.

b) A Notice shall be effective when delivered or on the Notice’s effective date, whichever is later.

6) Governing Law

The Contract shall be governed by and interpreted in accordance with the laws of the Rajasthan

State/ the Country (India), unless otherwise specified in the contract.


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7) Scope of Supply/Contract

a) Subject to the provisions in the bidding document and contract, the goods and services to be

supplied shall be as specified in the bidding document.

b) Unless otherwise stipulated in the Contract, the scope of supply shall include all such items not

specifically mentioned in the Contract but that can be reasonably inferred from the Contract as

being required for attaining delivery and completion of the services as if such items were

expressly mentioned in the Contract.

c) The bidder shall not quote and supply any hardware/ software that is likely to be declared as

End of Sale in 180 days and End of Service/ Support for a period of minimum 6 Years from

the last date of bid submission. OEMs are required to mention this in the MAF for all the

quoted hardware/ software. If any of the hardware/ software is found to be declared as End

of Sale/ Service/ Support, then the bidder shall replace all such hardware/ software with the

latest ones having equivalent or higher specifications without any financial obligation to the

procuring entity.

8) Delivery & Installation

a) Subject to the conditions of the contract, the delivery of the goods and completion of the

services shall be in accordance with the delivery and completion schedule specified in the

bidding document.

b) The contract can be repudiated at any time by the procuring entity, if the supplies/services are

not made to his satisfaction after giving an opportunity to the bidder of being heard and

recording the reasons for repudiation.

c) The Selected Bidder shall arrange to supply, install and commission the ordered materials/

system & services as per specifications within the specified delivery/ completion period at

locations mentioned in the bidding document.

d) Shifting the place of Installation: The user will be free to shift the place of installation within

the same city /town/ district/ division. The selected bidder shall provide all assistance, except

transportation, in shifting of the equipment. However, if the city/town is changed, additional

charges of assistance in shifting and providing maintenance services for remaining period

would be decided mutually.

9) Selected Bidder’s Responsibilities

The Selected Bidder shall supply all the goods and services included in the scope of work in

accordance with the provisions of bidding document and/ or contract.

a) The responsibility to execute and implement the project and delivery of hassle-free services to

the procuring entity is entirely on the selected bidder. This would include but not lmited to

smooth delivery of the services to the procuring entity/stakeholders, processing of data at


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respective ULB offices, management of the project, establishment and operation &

maintainance of the project.

b) To ensure the above, the selected bidder shall depute the requisite number of manpower on

the project as indicated in scope of work.

10) Procuring Entity Responsibilities

a) Whenever the supply of goods and services requires that the Successful/ Selected Bidder

obtain permits, approvals, and import and other licenses from local public authorities, the

Procuring entity shall, if so required by the Successful/ Selected Bidder, make its best effort to

assist the Successful/ Selected Bidder in complying with such requirements in a timely and

expeditious manner.

b) The Procuring Entity shall pay all costs involved in the performance of its responsibilities, in

accordance with the general and special conditions of the contract.

11) Contract Price

a) The Contract Price shall be paid as specified in the contract subject to any additions and

adjustments thereto, or deductions there from, as may be made pursuant to the Contract.

b) Prices charged by the Selected Bidder for the Goods delivered and the Services performed

under the Contract shall not vary from the prices quoted by the Selected Bidder in its bid, with

the exception of any price adjustments authorized in the special conditions of the contract.

12) Recoveries from Selected Bidder/TSP

a) Recovery of liquidated damages & Penalties (if any) shall be made ordinarily from bills.

b) The Procuring Entity shall withhold amount to the extent of short supply, broken/ damaged or

for rejected articles unless these are replaced satisfactorily. In case of failure to withhold the

amount, it shall be recovered from his dues and performance security deposit available with

the Procuring Entity.

c) The balance, if any, shall be demanded from the Selected Bidder and when recovery is not

possible, the Procuring Entity shall take recourse to law in force.

13) Taxes & Duties

a) The Service Tax, if applicable, should not be included in the bid price and shall be paid

at source by RUIFDCO separately on prevailing rates. All other taxes, duties, license fee

and levies etc. shall be inclued in the bid price.

b) TDS, if applicable for any tax, shall be done as per law in force at the time of exution of the

contract.

c) If any tax exemptions, reductions, allowances or privileges may be available to the successful/

selected bidder in India, the Purchaser shall use its best efforts to enable the successful/

selected bidder to benefit from any such tax savings to the maximum allowable extent.

However, it is clarified that for purposes of concessional Central Sales Tax, no “C-form”/”D-


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form”, or any other form by whatever name it may be called, shall be released under any

circumstances for any of activities under the scope of work of this bid to the selected bidder.

14) Copyright

The copyright in all drawings, design documents, source code and other materials containing data

and information furnished to the Procuring Entity by the Selected Bidder herein shall remain

vested in the RUIFDCO.

15) Confidential Information

a) The Procuring Entity and the Selected Bidder shall keep confidential and shall not, without the

written consent of the other party hereto, divulge to any third party any drawings, documents,

data, or other information furnished directly or indirectly by the other party hereto in

connection with the Contract, whether such information has been furnished prior to, during or

following completion or termination of the Contract.

b) The Selected Bidder may furnish to its consortium partner, if permitted, such documents, data,

and other information it receives from the Procuring entity to the extent required for the

consortium partner to perform its work under the Contract, in which event the Selected

Bidder shall obtain from such Subcontractor an undertaking of confidentiality similar to that

imposed on the Selected Bidder.

c) The Procuring Entity shall not use such documents, data, and other information received from

the Successful/ Selected Bidder for any purposes unrelated to the Contract. Similarly, the

Successful/ Selected Bidder shall not use such documents, data, and other information

received from the Procuring entity for any purpose other than the design, procurement, or

other work and services required for the performance of the Contract.

d) The obligation of a party under sub-clauses above, however, shall not apply to information

that: -

i. the Procuring Entity or Selected Bidder need to share with other institutions participating

in the Contract;

ii. now or hereafter enters the public domain through no fault of that party;

iii. can be proven to have been possessed by that party at the time of disclosure and which

was not previously obtained, directly or indirectly, from the other party; or

e) The above provisions shall not in any way modify any undertaking of confidentiality given by

either of the parties hereto prior to the date of the Contract in respect of the supply or any part

thereof.

f) The provisions of this clause shall survive completion or termination, for whatever reason, of

the Contract.


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16) Sub-contracting

a) The bidder shall not assign or sub-let his contract or any substantial part thereof to any other

agency without the permission of Procuring Entity.

b) If permitted, the selected bidder shall notify the Procuring entity, in writing, of all

subcontracts awarded under the Contract, if not already specified in the Bid. Subcontracting

shall in no event relieve the Selected Bidder from any of its obligations, duties, responsibilities,

or liability under the Contract.

c) Subcontractors, if permitted, shall comply with the provisions of bidding document and/ or

contract.

17) Specifications and Standards

a) All articles/services supplied shall strictly conform to the specifications, trademark laid down

in the bidding document and wherever articles/services have been required according to ISI/

ISO/ other applicable specifications/ certifications/ standards, those articles/services should

conform strictly to those specifications/ certifications/ standards. The supply/services shall

be of best quality and description. The decision of the competent authority/ Procuring entity

whether the articles/services supplied conforms to the specifications shall be final and

binding on the selected bidder.

b) Wherever references are made in the Contract to codes and standards in accordance with

which it shall be executed, the edition or the revised version of such codes and standards shall

be those specified in the bidding document. During Contract execution, any changes in any

such codes and standards shall be applied only after approval by the Procuring entity and

shall be treated in accordance with the general conditions of the contract.

18) Extension in Delivery Period and Liquidated Damages (LD)

a) Except as provided under clause “Force Majeure”, if the selected bidder/TSP fails to deliver

any or all of the Goods/Services within the period specified in the Contract, the Procuring

entity may without prejudice to all its other remedies under the Contract, deduct from the

Contract Price, as liquidated damages, a sum equivalent to the 2.0 % of the relevant contract

price for a particular quarter for which the performance has been found to be unsatisfactory

up to a maximum deduction of the percentage shall not exceed the amount of 10% of the

contract value. Once the maximum is reached, the Procuring entity may terminate the Contract

pursuant to clause “Termination”. However, in case the selected bidder/TSP makes makes up

the delay in progess during subsequent quarters, any over payment of such damages for delay

will be refunded to the selected bidder/TSP.

b) The time specified for delivery in the bidding document shall be deemed to be the essence of

the contract and the selected bidder shall arrange goods/services within the specified period.


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c) Delivery and installation/ completion period may be extended with or without liquidated

damages, if the delay in the supply of goods or service is on account of hindrances beyond the

control of the selected bidder.

i. The selected bidder shall request in writing to the Procuring entity giving reasons for

extending the delivery period of service, if he finds himself unable to complete the supply

of goods or service within the stipulated delivery period or is unable to maintain prorate

progress in the supply of goods or service delivery. This request shall be submitted as

soon as a hindrance in delivery of goods and service occurs or within 15 days from such

occurrence but before expiry of stipulated period of completion of delivery of goods and

service after which such request shall not be entertained.

ii. The Procuring entity shall examine the justification of causes of hindrance in the delivery

of goods and service and the period of delay occurred due to that and recommend the

competent authority on the period of extension which should be granted with or without

liquidated damages.

iii. Normally, extension in delivery period of goods and service in following circumstances

may be considered without liquidated damages:

a. the Total Solution Provider (TSP) has diligently followed the procedures laid down by

the relevant legally constituted public authorities in the Country,

b. such authorities delay, impede or prevent the Total Solution Provider (TSP), and

c. the resulting delay to the System was not (by the Base Date) foreseeable by an experienced Total Solution Provider (TSP),

iv. If the competent authority agrees to extend the delivery period/ schedule, an amendment

to the contract with suitable denial clauses and with or without liquidated damages, as the

case may be, shall be issued. The amendment letter shall mention that no extra price or

additional cost for any reason, what so ever beyond the contracted cost shall be paid for

the delayed services.

v. If, at any time, the TSP’s actual progress falls behind the Project delivery timelines, or it

becomes apparent that it will so fall behind, the TSP shall submit to the Procuring Entity a

revised program taking into account the prevailing circumstances. The TSP shall, at the

same time, notify the procuring entity of the steps being taken to expedite progress, so as

to achieve completion within the Time for Completion. If any steps taken by the TSP in

meeting his obligations cause the Procuring Entity to incur additional costs, such costs

shall be recoverable from the TSP, and may be deducted by the Procuring Entity from any

money due, or to become due, to the TSP.

vi. It shall be at the discretion of the concerned authority to accept or not to accept the

services rendered by the TSP after the expiry of the stipulated delivery period, if no formal


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extension in delivery period has been applied and granted. The competent authority shall

have right to cancel the contract with respect to undelivered service.

19) Warranty/Authenticity of Equipments

a) The bidder must supply all items with comprehensive OEM warranty valid for complete

duration of the project. The warranty shall start from the date of last successful installation.

b) The selected bidder shall certify that the supplied goods are brand new, genuine/ authentic,

not refurbished, conform to the description and quality as specified in this bidding document

and are free from defects in material, workmanship and service.

c) The bidder shall submit a certificate/ undertaking from all the respective OEMs mentioning

the fact that the goods supplied are covered under comprehensive warranty & support for the

prescribed period.

d) The procuring entity shall give a written notice to the selected bidder stating the nature of any

defect together with all available evidence thereof, promptly following the discovery thereof.

The procuring entity shall afford all reasonable opportunity for the selected bidder to inspect

such defects. Upon receipt of such notice, the selected bidder shall expeditiously cause to

repair the defective goods or parts thereof or replace the defective goods or parts thereof with

brand new genuine/ authentic ones having similar or higher specifications from the respective

OEM, at no cost to the Procuring entity. Any goods repaired or replaced by the selected bidder

shall be delivered at the respective location without any additional costs to the procuring

entity.

e) During the warranty period, the bidder shall also be responsible to ensure adequate and

timely availability of spare parts needed for repairing the supplied goods.

f) The warranty on supplied software media, if any, should be at least 90 days.

20) Patent Rights

The Total Solution Provider (TSP) shall indemnify the Procuring Entity against all claims of infringement of any patent, registered design, copyright, trade mark or trade name, or other intellectual property right, if:

a) The claim or proceedings arise out of the design, construction, manufacture or use of the Works;

b) The infringement (or allegation of infringement) was not the result of part (or all) of the Works being used for a purpose other than that indicated by, or reasonably to be inferred from, the Contract;

c) the infringement (or allegation of infringement) was not the result of part (or all) of the Works being used in association or combination with any thing not supplied by the TSP, unless such association or combination was disclosed to the TSP prior to the Base Date or is stated in the Contract; and

d) The infringement (or allegation of infringement) was not the unavoidable result of the TSP’s compliance with the Procuring Entity Requirements.


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The TSP shall be promptly notified of any claim under this Sub-Clause made against the Procuring Entity. The TSP may, at his cost, conduct negotiations for the settlement of such claim, and any litigation or arbitration that may arise from it. The Procuring Entity shall not make any admission which might be prejudicial to the TSP, unless the TSP has failed to take over the conduct of the negotiations, litigation or arbitration within a reasonable time after having been so requested.

Except to the extent that the Procuring Entity agrees otherwise, the TSP shall not make any admission which might be prejudicial to the Procuring Entity, until the TSP has given the Procuring Entity such reasonable security as the Procuring Entity may require. The security shall be for an amount which is an assessment of the compensation, damages, charges and costs for which the Procuring Entity may become liable, and to which the indemnity under this Sub-Clause applies.

The Procuring Entity shall, at the request and cost of the TSP, assist him in contesting any such claim or action, and shall be repaid all reasonable costs incurred.

21) Limitation of Liability

Except in cases of gross negligence or wilful misconduct: -

The Total Solution Provider (TSP) shall in no event be liable to the Procuring Entity, by way of indemnity or by reason of any breach of the Contact or in tort or otherwise, for loss of use of any part (or all) of the System or for loss of production, loss of profit or loss of any contract or for any indirect special or consequential loss or damage which may be suffered by the Procuring Entity in connection with the Contract. The total liability of the Total Solution Provider (TSP) to the Procuring Entity under the Contract shall not exceed the value of Security Deposit. Except that this Sub-Clause shall not limit the liability of the Total Solution Provider (TSP):

(a) under Clauses 19 and 21 , (b) under any other provisions of the Contract which expressly impose a greater liability, (c) in cases of fraud, willful misconduct or illegal or unlawful acts, or (d) in cases of acts or omissions of the TSP which are contrary to the most elementary rules of

diligence which a conscientious TSP would have followed in similar circumstances. 22) Force Majeure

a) The selected bidder shall not be liable for forfeiture of its PSD, LD, or termination for default if

and to the extent that its delay in performance or other failure to perform its obligations under

the Contract is the result of an event of Force Majeure.

b) For purposes of this Clause, “Force Majeure” means an event or situation beyond the control of

the selected bidder that is not foreseeable, is unavoidable, and its origin is not due to

negligence or lack of care on the part of the selected bidder. Such events may include, but not

be limited to, acts of the Procuring entity in its sovereign capacity, wars or revolutions, fires,

floods, epidemics, quarantine restrictions, and freight embargoes.


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c) If a Force Majeure situation arises, the selected bidder shall promptly notify the procuring

entity in writing of such conditions and cause thereof within 15 days of occurrence of such

event. Unless otherwise directed by procuring entity, the selected bidder shall continue to

perform its obligations under the contract as far as reasonably practical.

d) If the performance in whole or part or any obligation under the contract is prevented or

delayed by any reason of Force Majeure for a period exceeding 60 days, either party at its

option may terminate the contract without any financial repercussion on either side.

e) In case a Force Majeure situation occurs with the procuring entity, the procuring entity may

take the case with the selected bidder on similar lines.

23) Change Orders and Contract Amendments

a) The Purchaser may at any time order the selected bidder through Notice in accordance with

clause “Notices” above, to make changes within the general scope of the Contract in any one or

more services to be provided by the selected bidder.

b) If any such change causes an increase or decrease in the cost of, or the time required for, the

selected bidder’s performance of any provisions under the Contract, an equitable adjustment

shall be made in the Contract Price or in the Delivery and Completion Schedule, or both, and

the Contract shall accordingly should be amended. Any claims by the selected bidder for

adjustment under this clause must be asserted within thirty (30) days from the date of the

selected bidder’s receipt of the Procuring entity change order.

c) Prices to be charged by the selected bidder for any related services that might be needed but

which were not included in the Contract shall be agreed upon in advance by the parties and

shall not exceed the prevailing rates charged to other parties by the selected bidder for similar

services.

24) Termination

Termination for Default

i. The tender sanctioning authority may, without prejudice to any other remedy for breach

of contract, by a written notice of default of at least 30 days sent to the selected bidder,

terminate the contract in whole or in part: -

a. If the selected bidder fails to deliver the services within the time period specified in

the contract, or any extension thereof granted by procuring entity; or

b. If the selected bidder fails to perform any other obligation under the contract within

the specified period of delivery of service or any extension granted thereof; or

c. If the selected bidder, in the judgement of the Procuring entity, is found to be engaged

in corrupt, fraudulent, collusive, or coercive practices in competing for or in executing

the contract.

d. If the selected bidder commits breach of any condition of the contract.


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ii. If procuring entity terminates the contract in whole or in part, amount of PSD may be

forfeited.

iii. Before cancelling a contract and taking further action, advice of senior most finance

person available in the office and of legal adviser or legal assistant posted in the office, if

there is one, may be obtained.

Termination for Insolvency

Procuring entity may at any time terminate the Contract by giving a written notice of at least

30 days to the selected bidder, if the selected bidder becomes bankrupt or otherwise

insolvent. In such event, termination will be without compensation to the selected bidder,

provided that such termination will not prejudice or affect any right of action or remedy that

has accrued or will accrue thereafter to procuring entity.

Termination for Convenience

i. Procuring entity, by a written notice of at least 30 days sent to the selected bidder, may

terminate the Contract, in whole or in part, at any time for its convenience. The Notice of

termination shall specify that termination is for the Procuring entity convenience, the

extent to which performance of the selected bidder under the Contract is terminated, and

the date upon which such termination becomes effective.

ii. Depending on merits of the case the supplier/ selected bidder may be appropriately

compensated on mutually agreed terms for the loss incurred by the contract if any due to

such termination.

iii. The Goods/services that are complete and ready within twenty-eight (28) days after the

selected bidder’s receipt of the Notice of termination shall be accepted by the Procuring

entity at the Contract terms and prices. For the remaining Goods/services, the Procuring

entity may elect:

1. To have any portion completed and delivered at the Contract terms and prices; and/or

2. To cancel the remainder and pay to the selected bidder an agreed amount for partially

completed Goods and Services and for materials and parts previously procured by the

selected bidder.

25) Exit Management

a) Preamble

i. The word ‘parties’ include the procuring entity and the selected bidder.

ii. This Schedule sets out the provisions, which will apply on expiry or termination of the

Project Implementation and Operations and Management of SLA.

iii. In the case of termination of the Project Implementation and/ or Operation and

Management SLA due to illegality, the Parties shall agree at that time whether, and if so

during what period, the provisions of this Schedule shall apply.


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iv. The Parties shall ensure that their respective associated entities carry out their

respective obligations set out in this Exit Management Schedule.

b) Handshaking Period

i. Replacement TSP/municipal staff shall takeover and downloads all the required data

including system documents, project data and other project data from the current

service provider working at ULBs within the period of 1 month before starting the Exit

management activities of the current TSP.

ii. Replacement TSP/Municipality has to deploy full manpower as required at the ULBs

who will share space with minimum deployed manpower of the current TSP to get

acquaint with the current working scenario of the ULB.

iii. All communication with the current TSP will not be liability of RUIFDCO but would be

of ULB’s/replacement TSP staff.

c) Transfer of Assets

i. The selected bidder/TSP may continue work on the assets for the duration of the exit

management period which may be a one month period from the date of expiry or

termination of the agreement, if required by procuring entity to do so. During this

period, the selected bidder will transfer all the assets in good working condition and as

per the specifications of the bidding document including the ones being upgraded to the

department/ designated agency. The security deposit/ performance security submitted

by selected bidder will only be returned after the successful transfer of the entire project

including its infrastructure.

ii. The selected bidder, if not already done, will transfer all the Software Licenses under the

name of the procuring entity as desired by the procuring entity during the exit

management period.

iii. Procuring entity during the project implementation phase and the operation and

management phase shall be entitled to serve notice in writing to the selected bidder at

any time during the exit management period requiring the selected bidder to provide

procuring entity or its nominated agencies with a complete and up-to-date list of the

assets within 30 days of such notice.

iv. Upon service of a notice, as mentioned above, the following provisions shall apply: -

a. In the event, if the assets which to be transferred to procuring entity mortgaged to any

financial institutions by the selected bidder, the selected bidder shall ensure that all

such liens and liabilities have been cleared beyond any doubt, prior to such transfer.

All documents regarding the discharge of such lien and liabilities shall be furnished

to procuring entity or its nominated agencies.


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b. All title of the assets to be transferred to procuring entity or its nominated agencies

pursuant to clause(s) above shall be transferred on the last day of the exit

management period. All expenses occurred during transfer of assets shall be borne

by the selected bidder.

c. That on the expiry of this clause, the selected bidder and any individual assigned for

the performance of the services under this clause shall handover or cause to be

handed over all confidential information and all other related material in its

possession, including the entire established infrastructure supplied by selected

bidder to procuring entity.

d. That the products and technology delivered to procuring entity during the contract

term or on expiry of the contract duration should not be sold or re-used or copied or

transferred by selected bidder to other locations apart from the locations mentioned

in the this bidding document without prior written notice and approval of procuring

entity. Supplied hardware, software & documents etc., used by selected bidder for

procuring entity shall be the legal properties of procuring entity.

d) Cooperation and Provision of Information during the exit management period

i. The selected bidder will allow procuring entity or its nominated agencies access to the

information reasonably required to define the current mode of operation associated

with the provision of the services to enable procuring entity or its nominated agencies to

assess the existing services being delivered.

ii. The selected bidder shall provide access to copies of all information held or controlled

by them which they have prepared or maintained in accordance with the Project

Implementation, the Operation and Management SLA and SOWs relating to any material

aspect of the services provided by the selected bidder. Procuring entity or its nominated

agencies shall be entitled to copy all such information comprising of details pertaining to

the services rendered and other performance data. The selected bidder shall permit

procuring entity or its nominated agencies and/ or any replacement operator to have

reasonable access to its employees and facilities as reasonably required by procuring

entity or its nominated agencies to understand the methods of delivery of the services

employed by the selected bidder and to assist appropriate knowledge transfer.

e) Confidential Information, Security and Data

The selected bidder will promptly on the commencement of the exit management period

supply to procuring entity or its nominated agencies the following:

i. Documentation relating to Intellectual Property Rights;

ii. Project related data and confidential information;


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iii. All current and updated data as is reasonably required for purposes of procuring entity

or its nominated agencies transitioning the services to its replacement selected bidder in

a readily available format nominated by procuring entity or its nominated agencies; and

iv. All other information (including but not limited to documents, records and agreements)

relating to the services reasonably necessary to enable procuring entity or its nominated

agencies, or its replacement operator to carry out due diligence in order to transition the

provision of the services to procuring entity or its nominated agencies, or its

replacement operator (as the case may be).

v. Before the expiry of the exit management period, the selected bidder shall deliver to

procuring entity or its nominated agencies all new or up-dated materials from the

categories set out above and shall not retain any copies thereof.

f) Transfer of certain agreements

i. On request by Procuring entity or its nominated agencies, the selected bidder shall effect

such assignments, transfers, innovations, licenses and sub-licenses as Procuring entity

or its nominated agencies may require in favour of procuring entity or its nominated

agencies, or its replacement operator in relation to any equipment lease, maintenance or

service provision agreement between selected bidder and third party leasers, operators,

or operator, and which are related to the services and reasonably necessary for carrying

out of the replacement services by procuring entity or its nominated agencies, or its

replacement operator.

ii. Right of Access to Premises: At any time during the exit management period and for

such period of time following termination or expiry of the SLA, where assets are located

at the selected bidder’s premises, the selected bidder will be obliged to give reasonable

rights of access to or, in the case of assets located on a third party's premises, procure

reasonable rights of access to procuring entity or its nominated agencies, and/ or any

replacement operator in order to inventory the assets.

g) General Obligations of the selected bidder

i. The selected bidder/TSP shall provide all such information as may reasonably be

necessary to effect as seamless during handover as practicable in the circumstances to

procuring entity or its nominated agencies or its replacement operator and which the

operator has in its possession or control at any time during the exit management period.

ii. The selected bidder shall commit adequate resources to comply with its obligations

under this Exit Management Clause.

h) Exit Management Plan

i. The selected bidder/TSP shall provide procuring or its nominated agencies with a

recommended exit management plan ("Exit Management Plan") which shall deal with at


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least the following aspects of exit management in relation to the SLA as a whole and in

relation to the Project Implementation, the Operation and Management SLA.

ii. A detailed program of the transfer process that could be used in conjunction with a

replacement operator including details of the means to be used to ensure continuing

provision of the services throughout the transfer process or until the cessation of the

services and of the management structure to be used during the transfer; and

iii. Plans for the communication with such of the selected bidder's, staff, suppliers,

customers and any related third party as are necessary to avoid any material

detrimental impact on procuring entity operations as a result of undertaking the

transfer; and

iv. If applicable, proposed arrangements and Plans for provision of contingent support in

terms of business continuance and hand holding during the transition period, to

procuring entity or its nominated agencies, and Replacement Operator for a reasonable

period, so that the services provided continue and do not come to a halt.

v. The Bidder shall re-draft the Exit Management Plan annually after signing of contract to

ensure that it is kept relevant and up to date.

vi. Each Exit Management Plan shall be presented by the selected bidder to and approved

by procuring entity or its nominated agencies.

vii. In the event of termination or expiry of SLA, Project Implementation, Operation and

Management SLA each party shall comply with the Exit Management Plan.

viii. During the exit management period, the selected bidder/TSP shall use its best efforts to

deliver the services.

ix. Payments during the Exit Management period shall be made in accordance with the

Terms of Payment schedule.

x. It would be the responsibility of the selected bidder/TSP to support new operator

during the transition period.

26) Settlement of Disputes

a) General: If any dispute arises between the supplier/ selected bidder and procuring entity

during the execution of a contract that should be amicably settled by mutual discussions.

However, if the dispute is not settled by mutual discussions, a written representation will be

obtained from the supplier/ selected bidder on the points of dispute. The representation so

received shall be examined by the concerned Procurement Committee which sanctioned the

tender. The Procurement Committee may take legal advice of a counsel and then examine the

representation. The supplier/ selected bidder will also be given an opportunity of being heard.

The Committee will take a decision on the representation and convey it in writing to the

selected bidder.


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b) Standing Committee for Settlement of Disputes: If a question, difference or objection arises in

connection with or out of the contract/ agreement or the meaning of operation of any part,

thereof or the rights, duties or liabilities of either party have not been settled by mutual

discussions or the decision of tender sanctioning Procurement Committee, it shall be referred

to the empowered standing committee for decision, if the amount of the claim is more than Rs.

50,000/-. The empowered standing committee shall consist of following members: -

Pr. Secretary/Addl. Chief Secretary, UDH & LSG : Chairman

Commissioner/Director, Local Bodies : Member

Executive Director, RUIFDCO : Member

Chief Accounts Officer, DLB : Member

A Legal Expert to be nominated by the Chairman : Member

c) Procedure for reference to the Standing Committee: The supplier/ selected bidder shall

present his representation to the Executive Director, RUIFDCO along with a fee equal to two

percent of the amount of dispute, not exceeding Rupees One Lakh, within one month from the

date of communication of decision of the tender sanctioning Procurement Committee. The

officer-in-charge of the project who was responsible for taking delivery of the goods and/ or

service from the supplier/ selected bidder shall prepare a reply of representation and shall

represent the RUIFDCO stand before the standing committee. From the side of the supplier/

selected bidder, the claim case may be presented by himself or through a lawyer. After hearing

both the parties, the standing committee shall announce its decision which shall be final and

binding both on the supplier/ selected bidder and RUIFDCO. The standing committee, if it so

decides, may refer the matter to the Board of Directors of RUIFDCO for further decision.

d) Legal Jurisdiction: All legal proceedings arising out of any dispute between both the parties

regarding a contract shall be settled by a competent court having jurisdiction over the place,

where agreement has been executed and by no other court, after decision of the standing

committee for settlement of disputes.


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7. SPECIAL TERMS AND CONDITIONS OF TENDER & CONTRACT

7.1 Project Schedule/Timeline

The successful/selected Bidder should plan his schedule of work properly so as to complete the scope

of work within stipulated time limit. The Scheduled time frame for executing the ULBs in phases is

enumerated as under:

Phase I ULBs

SN Activity Time Schedule

1. Setup Phase To be completed in 6 Months (Max) from the date of award of Work Order

The phase includes supply, installation, commissioning of PC infrastructure with other supporting hardware like DG set etc in all ULBs, establishing the network (LAN/WAN) in the ULBs, Development of Single Window/ CFCs. Complete physical household/Urban survey to create master data.

Field survey including nomenclature of streets/ roads/ wards and providing unique id to each property with proper marking on GIS maps

2. Implementation and Commissioning of Web Based Application Modules

To be completed in the next 6 Months after the completion of Setup Phase or within 12 months from the date of award of Work Order

The phase includes implementation & Commissioning of e-Governance application/ Modules, configuration of ULB website in LSG Portal, Migration of data/Master Data Buildup. Master File & Legacy data preparation at site location including first Balance Sheet preparation, training to ULBs staff.

3. Operation and Maintenance Phase To start from the 13th month from the date of award of work order. Maximum O&M duration would be 60 months.


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Phase II ULBs

S. N Activity Time Schedule

1. Setup Phase

To start from the 13th month from the date of award of work order & to be completed in maximum 6 months from the start of setup phase of phase-II ULBs

The phase includes supply, installation, commissioning of PC infrastructure with other supporting hardware like DG set etc in all ULBs, establishing the network (LAN/WAN) in the ULBs, Development of Single Window/ CFCs. Complete household/Urban survey to create master data.


To be completed in the next 6 Months after the completion of Setup Phase or within 12 months from the start date of Setup Phase of Phase-II ULBs.

The phase includes implementation & Commissioning of e-Governance application/ Modules, configuration of ULB website in LSG Portal, Migration of data/Master Data Buildup. Master File & Legacy data preparation at site location including first Balance Sheet preparation, training to ULBs staff.

3. Operation and Maintenance

To be started from 25th Month from the date of award of Work Order. Maximum O&M duration for Phase-II ULBs would be 48 months.


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Phase III ULBs

SN Activity Time Schedule

1. Setup Phase

To be started from 25th Month from the date of award of Work Order. Maximum duration for Setup Phase & Implementation & Commissioning of Web Based Application Modules of Phase III ULBs would be 6 months.

The phase includes supply, installation, commissioning of PC infrastructure with other supporting hardware like DG set etc in all ULBs, establishing the network (LAN/WAN) in the ULBs, Development of Single Window/ CFCs. Complete household/Urban survey to create master data.


The phase includes implementation & Commissioning of e-Governance application/Modules, configuration of ULB website in LSG Portal, Migration of data/Master Data Buildup. Master File & Legacy data preparation at site location including first Balance Sheet preparation, training to ULBs staff.

3. Operation and Maintenance

To be started from 31st Month from the date of award of Work Order. Maximum O&M duration for Phase III ULBs would be 42 months.

Note: If the bidder competent to implement and commission the modules well before the scheduled time, then he can start the Operation of the modules after obtaining Rollout and implementation certificate. In such case, the bidder should provision for the cost of operation for balance period of one year in the setup and Implement Phase cost.


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7.2 Payment Terms and Schedule

a) Payment schedule - Payments to the bidder, after successful completion of the assigned scope

of work and after providing the defined deliverables, would be made as under:

S.No. Deliverable Payment Frequency

Supply, Installation and Commissioning of IT Infrastructure

1 1. Installation and Commissioning

Certificates

2. Certificate/ undertaking from all the

respective OEMs regarding Warranty

3. Compliance Certificate for specifications of

Hardware

4. Inspection Report

80% of cost of supplied,

installed and

commissioned IT

Infrastructure

calculated as per unit

rates given in Financial

Bid Format.

20% after successful

running of one Year

from the date of

installation.

For each delivery

schedule/order

Creation of Computer Cell/Single Window

2 Successful Setup Certificate from the

respective ULB Head.

100% of the cost for

setup of Computer

Cell/Single Window in

each respective ULB as

per unit rate quoted in

the Financial Bid for

respective ULB.

One Time

Training and Capacity building of users on application software/services

3 1. Conduct Trainings

2. Quarterly training reports

3. Batch wise Attendance sheets

5. Training Completion Certificate for each

training signed by the designated officer

100% of the cost of

training conducted,

calculated as per unit

rates given in B of

Financial Bid Format

Quarterly, for all

completed delivery

schedule/order(s)

during the quarter.


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Implementation & Commissioning of Web based application modules

4 Successful Implementation & Commission

certificate against each module duly verified

by the respective officer-in-charge of the

module and ULB Head.

100% percent of the

cost for Implementation

& Commissioning of

each module against

respective ULB as per

the unit rate quoted in

the Financial Bid.

One Time

Operation and Maintainance of the application modules

5 Successful running certificate for each

module in the respective ULBs duly verified

by the respective officer-in-charge of the

module and ULB Head.

100% of the cost for

Operation &

Maintainance of each

module as per the unit

rate quoted in the

Financial Bid.

Monthly

Physical Survey of Households/properties

6 Verfication & Validation certificate of the

surveyed properties by the concerned

officer-in-charge and by the respective ULB

Head.

100% of the cost for the

surveyed properties in

each respective ULB as

per the unit rate quoted

in the financial bid.

Monthly

GIS Based Survey of Households/properties for Ajmer ULB

7 Verification & Validation certificate for

depiction of properties on GIS Maps and

crestion of property layer including building

of attributes.

100% of the total

quoted price.

One Time, after

completed delivery

schedule/order(s)

as per scope.

b) All payments would be made on actual basis only.

c) The selected bidder’s request for payment shall be made to the procuring entity in writing,

accompanied by bills/invoices (in triplicate) describing, as appropriate, the goods delivered

and services performed, and by the required documents submitted pursuant to general

conditions of the contract and upon fulfilment of all the obligations stipulated in the Contract.


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d) Due payments shall be made promptly by the procuring entity, generally within sixty (60)

days after submission of an invoice or request for payment by the selected bidder/TSP, and

the procuring entity has accepted it.

e) The currency or currencies in which payments shall be made to the selected bidder under this

Contract shall be Indian Rupees (INR) only.

f) All remittance charges will be borne by the supplier/ selected bidder.

g) In case of disputed items, the disputed amount shall be withheld and will be paid only after

settlement of the dispute.

h) Any penalties and/or liquidated damages, as applicable, for delay and non-performance, as

mentioned in this bidding document, will be deducted from the payments for the respective

deliverables.

i) Taxes, as applicable, will be deducted/paid as per the prevalent rules and regulations.

7.3 Service level Standards/Requirements/Agreement

a) Performance Standards

The TSP’s has to meet certain performance Standard under this contract, this factor incorporates the maintenance standards, the up gradation standards and service level standards as defined in subsequent paras.

b) Service Level Standards: -

The TSP has to meet the service level norms failing which the contract is liable to be terminated.

Citizen Service Level benchmark should be as per the following table for various kinds of services.

Citizen / Business Service Benchmarked Service Levels

Web Site Development for Municipalities Online State Portal

Information Updated within 1 working days

Online Submission of Forms Submission online &

At CFC (< 15 mins)

Birth and Death Registration –

• Registered Hospitals, • Others

• Online & through service centers (15 minutes)

• < 5 days

Calculation & Payment of Property Tax Online Tax Calculator;

Payment online & Through CFC (< 15 mins)

Building Approvals – (1) Residential (2) Commercial and Others

< 7 working days

< 15 working days


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Health Programme – (1) New License (2) Renewal

(1) < 5 working days, (2) < 30 minutes

Financial Accounting System Double Accounting,

Finalization of accounts < 3 months

Grievances Handling

- Acknowledgement

- Resolution Monitoring

Online & through CFC, Immediate Acknowledgement / Reference No.; Response Time < 2 working days; Redressal of Complaint < 7 working days

Supply, Install and maintain hardware and peripherals at all sites (ULB) to ensure minimum downtime.

Provide quality consumables like branded CDs, Paper, Toners, Tapes, etc. Avoid usage of low quality consumables, refilled toners, etc for ULB usage.

Providing immediate backup resources (operators, system/database administrator, project manager/coordinator) if required.

Ensure availability of all resources beyond the working hours as per the requirement of ULB.

c) Hardware Maintenance

Maintaining uptime of at least 99% at ULBs of Hardware, LAN and Broadband connectivity.

Maintenance of the Hardware at ULB. Changing the spares when they become faulty. Locate, remove and repair technical faults. Identify software related problems such as run time error, viruses etc, and reload the

machines with software. Housekeeping of all Hardware. Any other task to keep the system functional. Take care of System Administration. System Software maintenance & installation of upgraded versions wherever provided. The Service provider must provide sufficient no. of machines and operators to ensure

completion of daily work load & compliance of service level standards.

d) Penalty Clause:

a) If the TSP does not execute the contract as per the terms of agreement, the procuring entity may invoke any or all of the following clauses. Impose a Liquidity Damage (LD) of for various services if services are not

delivered as per the benchmark level due to the fault of TSP.

And/Or


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Forfeit the performance Guarantee Amount.

And/Or

Terminate the contract with 3-month notice. In such case entire infrastructure will be acquired by the department after calculating the present depreciation cost.

e) Penalties for Misuse

In case of misuse of any software / hardware/internet at the instance of TSP the penalty imposed on the TSP, without prejudice to GoR other remedies under the agreement shall be 200% of the project total value under the agreement for all the ULB. If the misuse continues for two quarters, GoR may terminate the agreement.


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ANNEXURE- 01: Brief features of Application Modules

Brief features of the Web based Software Application is reproduced below.

1. Accounts, Assets and Budget Module Accounts module consists of whole process of double Entry system. From the Trial balance the Profit and Loss Statement and the Balance Sheet can then be produced. The Profit and Loss statement will contain nominal ledger accounts that are Income or Expense type nominal ledger accounts. The Balance Sheet will contain nominal ledger accounts that are Asset or Liability accounts. Budget module consists of whole process of budgeting for financial year. The municipality’s operating budget lists the planned operating expenditure (costs) and income, for the delivery of all services to the community. A municipality's capital budget will list the estimated costs of all items of a capital nature such as the construction of roads, buildings and purchase of vehicles that are planned in that budget year.


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2. Birth and Death Registration

Birth Death Registration module consists of whole process of issuing Birth and death certificates starting from application for birth/death certificate, processing of application, required fee submission and finally after approval issuing birth/death certificates.


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3. Building Permission module

Building permission module consists of whole process of issuing construction permission starting from application for permission, processing of application, document submission, required fee submission document verification, scrutiny, and finally after approval issuing building permission.


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4. Grievance System

A web based Grievance Management application is used which supports multi channel (Voice/Mail/Web/SMS) registration of complaints and its allocation, processing and resolution end to end. The application is integrated with mobile telephony through SMS gateway such that citizen can register the complaints in fixed format through SMS on 56969 to obtain its registration number and he can also enquire about the resolution of their complaint through SMS.

APPLICATION FEATURES

The applications consists of following sections

Complaints Report centers Masters

COMPLAINT SECTION

It consists of Complaint registration, Allotment, Processing and Re-Allotment. It also includes some of status reports of the complaints. The access to this section is given to call center executives and concern officers in various Civic Bodies.

REPORT SECTION CENTERS

Provides Comprehensive MIS reports as under:

• Grievance Report • Compliant Source Report • In charge wise Summary Report • In charge wise complaint Report • Office in charge Report • Age wise Pending Status Report

MASTER SECTION The Application is totally modular and it has following forms to create and administer various master data

• Department Entry • Designation Entry • Zone Entry Ward/ Locality Entry • Officer Detail Entry • Zone In charge entry • Officer In charge entry • Leave entry • Admin Officer Entry


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5. Hoarding Management

Hoarding management module consists of whole process of issuing hoarding location by auction or BOT (Build, Operate and Transfer) and then collection of revenue from party Starting from auction or BOT information, location allocation, collect security deposit, collection of auction amount from party, demand generation, renewal of site location allotment to party if possible, allotted site cancellation if required etc.


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6. Establishment and Payroll

The HR management system starts with the employee information. Whole service life of employee captures in this system. The system then goes through various stages till the retirement of the employee containing process such as Appointment, Transfer, Increment, Promotion, Selection grade, ACR, Enquiry, Punishment, Award, Training, Termination, Suspension, VRS, Resignation, and Retirement etc.

Employee leave detail is also part of the HR system. Whole account for leaves avail or earn by the employee during service life is maintained in this system.

The HR module includes

• Employee Service book information with complete transactions in his service life starting from joining, to retirement including promotions, increments, transfers, service verifications, awards/punishments, enquiries, resignation/retirements etc.

• Processes such as appointments, promotions, increments, transfers etc. • Reports

The Payroll module includes

• Employee salary data • Leave records • Processes such as salary (earnings, deductions, loan, And Income tax,

policies etc.) • Reports


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7. Lease Collection Module

Lease collection module consists of whole process of collecting revenue amount for any lease under municipal corporation like lease information, lease hold information, yearly assessment, demand generation, information to lease hold for demand and finally lease collection. Under Lease Collection system, various inputs shall be required to be entered on the basis of information supplied by various authorities such as Municipalities, Development Authority, and UIT etc. User shall be required to feed the lease data. Usually, Users enter the supplied information as it is. Then yearly assessment as per rules for particular lease and demand generation are the major task of this module. Lease hold has to do payment using demand note or challan in municipality.


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8. Legal Management Module

The legal module records information of all the cases for or against the ULB in various courts. The case information is further linked to the property / Application/ contractor/ employee in the respective module as the case may be.

The module defined various offices as Office –in –Charge for the cases. Any OIC may be associated with a case. The module classifies the courts in two tier court type and sub type classification. The case information is recorded in the case information. The case information has details of OIC, court, advocate, appellant & respondents.

Various hearing also recorded in the case hearing details. If there are related cases such as stays etc they can also be recorded against a case.

Post decision details against a case and case contempt details are also recorded in the system.


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9. License Module

License module consists of whole process of issuing different types of licenses like Food license under RMA, Food license under PFA, Meat Shopping license, Marriage Garden license, Pet license, Neon Sign/Glow Sign board etc. starting from application for license, document submission, processing of application, site verification by site inspector, required fee submission and finally after approval issuing license.

EXTRACT LICENSE REGISTER:

On registration one copy of license of PFA/RMA/Pet/marriage Garden/Neon Sign Board etc. will be given to the party, after payment of required fee.


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10. Rental Property

Rental Property module consists of whole process of allotment of properties for rent, rent collection, demand generation and payment receipt. There is a list exist in each ULB for rental properties.

The objective of this System is to maintain billing and accounting for the rental property.

11. Scheme Data/ Town Planning Module

ULB has multiple Areas of Land divided under multiple Schemes. All the relevant data of all existing schemes would be recorded in the system.

The Allotment Process includes Scheme Announcement, its definition and time period, Application Forms Entry to the system (either Online or by Operators once hard copy of the filled application Forms are received for a particular Scheme), ONLINE LOTTERY/Auction for the New Scheme, Generation and further Issue of Provisional Allotments Letter, Documents Submission and Verification Management System, Generation of Final Demand (Final Allotment Letter), It is responsible for generating Demands and maintaining the records of demands & receipts as well as periodic assessment of the demands.

The necessary items that has to be taken into the consideration while defining a new scheme can be- 1. Scheme Name – Name of Scheme that has to be introduced 2. Scheme Location – Location/place of the Scheme 3. Scheme Start Date and Scheme End Date 4. Income Category Definition


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5. Reservation Category Definition 6. Reserve Price 7. Plot Value 8. Scheme Development Date 9. Construction Period 10. UA (Urban Assessment) Applicable 11. Scheme Type (Plots/ Quarters/ Subsidiarized Quarters) 12. Document Submission 13. Possession Period

Here on the basis of Income Category and Reservation Category, plots/ Quarters in the Newly Introduced Scheme can be defined.


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12. Stray Animal Management Module Municipalities’ service in animal management includes:

• Investigation of nuisance cats and dogs or stray animal • Responding to requests from the public to collect injured, dead and stray

animals • Providing shelter facilities for animals that have been injured, abandoned or

relinquished • Providing pound facilities

Stray animal module consists of whole process of complaint gathering; animal capturing, put them to cattle pound and also include release process if any owner applies for release animal.

13. Slum Data Management Module

Slum management is a major activity of any local body. It includes slum management, regularization, patta allotment, new colony development etc.

Slum management module consists of whole process of collecting slum information under municipal corporation like survey don or not, regularization done or not and accept application for regularization and patta allotment, verified information and documents attached, then demand generation and payment against demand and finally allotment letter issue.


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14. Solid Waste Management Module

The waste processing and disposal facilities to be set up by the municipal authority on their own or through an operator of a facility shall meet the specifications and standards. Solid waste management consists of whole process of collecting garbage from collection point to unload the vehicle on land fill site.

15. Stores, Inventory and Workshop Module

Store, Inventory and Workshop module consist of whole process of stores, inventory as collecting indent/requisition from different stores/departments and then issuing item as per requirement if stock available, if not available then recommendation to purchase committee for purchase approval then purchase order, after that goods receipt note and material inspection report, technical inspection report, if approved then entry in stock register otherwise goods rejection note prepares.


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Item maintenance related task like job work order is also part of this module. For that purpose municipality maintains workshops. Some jobs are done in these workshops, and jobs which are not possible in house then these jobs will be completed by outsource. For job work there may also need of items which are again issued by stores and job which done outside raises service bills form party, which are part of bill passing.

16. Street Light Management Module

Street light management module consists of whole process of collecting complaints or new requirements of street lights then processing of these complaints and requirements either by department or by contractor and maintained records of poles install and daily light repaired/replaced.

This module is also linked with grievances system for complaints lodging. Link with stores department for fulfill the required item for repair/replace, Link with accounts department for monthly bill payment.


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17. On-line Cash Collection System Single/Multiple cash counters could be set up in the ULB. Each counter

would be equipped with a Computer system and connectivity to the system. The number of such counters would depend on size of the ULB. Cash could be collected at the Cash Counter against any type of dues i.e. ,

House Tax ,property tax , rental , hoarding rent , trade license renewal etc. Formal Receipt of same as well as ledger account of the party could be

given/e-mailed from the cash collection counter.


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18. Urban Development Tax Module

The Urban development tax module consists of whole process of self assessment of property, verification, calculating tax on all properties which are defined taxable under tax rule and generate demand note for all property holders and finally payment receipt against demand note.

19. Common Application Features The Application is highly user friendly Application has a strong User Management module which would :

Define users

User Roles with definable Add, Edit, View, Delete access rights to various forms and reports.

Each document would have a user and time stamp when created and edited.

Each ULB would be a separate entity in itself and all Data related to a particular entity would be totally secured and accessible on only users of that ULB.

Editing of all records/documents would be logged and all old data would be archived. Strong MIS reports related to these logs and archived data would be available to application administrators.


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ANNEXURE-2: TECHNICAL SPECIFICATIONS

Note: All the specifications below are minimum specifications and higher specifications shall be

used wherever necessary/ required. Deviation on only higher side shall be considered and no extra

weightage shall be awarded for such deviations.

Item No. 1 – Desktops

Make & Model - HP/Dell/Lenevo or equivalent Compliance (Yes/No)

Item Description of Requirement

Mandatory Certifications

OEM – ISO 9001 Manufacturer Certified on proposed OS, DMI 2.0 Compliance

Processor Intel Core i5-3570 (3.40 GHz, 6 MB L3 cache) or higher Chipset Intel Q77 or higher on original Intel/ OEM motherboard Memory 4GB @1333 MHz DDR3 RAM (Expandable up to minimum

8GB)

HDD 500 GB 7200 RPM Serial ATA HDD or higher with SMART (Self-Monitoring, Analysis and Reporting Technology) functionality

Monitor 47 cm (18.5 inch) TFT Digital Colour Monitor, TCO’05 certified Bays Min. 4 nos. Keyboard Standard OEM Keyboard Mouse OEM Two button Optical Scroll Mouse Optical Device DVD RW (Min. 16x) or higher Cabinet Mini Tower / Micro Tower / SFF USB Min. 6 USB (2xUSB 3.0, 4xUSB 2.0) of which at least 2 in

front

Network Features

On board 10/100/1000 Ethernet network port

Ports Minimum 1 Serial Multimedia Integrated Audio and Graphic Controller Power Management

ACPI (Advanced Configuration and Power Management Interface)

Operating System

Genuine MS-Windows 8 Professional 64 Bit with Recovery and Drivers on CD/DVD or on HDD Partitions

Office Suite Installed with latest version of Open-office Anti-Virus Trend-micro/ Symantec/ Quickheal/ MacAfee/ Kaspersky/ Bit

defender/ K7/ Sophos Internet Security (Latest Version) with 4 Year subscription

Dust Cover Quality Dust Cover for Monitor, CPU and Keyboard

Item No. 2 – 1 KVA Online UPS 60 Minutes Backup

Make & Model - Uniline/APC/Su-Kam or equivalent

Description Specification Compliance

(Yes/No)

Certifications ISO 9001:2000 Certified OEM

UPS should meet ROHS standards


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Technology Rectifier & Inverter both with Micro processor

processing, digital design, Double Conversion True On-

line UPS.

Input Voltage &

Range

160-280 V AC @100% load, Single Phase

Input Freq. Range 50 Hz ± 10%

Battery Backup Min. 1512 VAH

Input Power

Factor

>=0.95 at full load

Output Power

Factor

0.8

Overall efficiency Min. 90% on full load

Output Voltage

Range

220 / 230 / 240 VAC ±3% pure sign wave

Batter Brand ISO: 9001 & ISO:14001 Certified

Standards SNMP enabled and should come with cable & software

for monitoring and shutdown on connected PC

Alarms &

Indicators

All necessary alarms & Indicators essential for

performance monitoring of UPS to be incorporated.

LCD Display Load, battery, mode of operation, fault, input & output

voltage.

Bypass Both manual and static bypass switch should be

provided

Others Voltage surge suppression through internal/external

transient voltage surge suppressor (UL1449) or through

inbuilt isolation transformer.

Item No. 3 – 5 KVA Online UPS

Make & Model - Uniline/APC/Su-Kam or equivalent

Description Specification Compliance

(Yes/No)

Certifications ISO 9001:2000 Certified OEM

UPS should meet ROHS standards

Technology Rectifier & Inverter both with Micro processor

processing, digital design, Double Conversion True On-


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line UPS.

Input Range Single Phase ()160-260)/3 Phase (330V-470V)

Output Voltage &

Waveform

Pure Sine Wave

Input PF ≥ 0.95

Output PF 0.9

Battery Backup At least 32000 V AH

Mains and Battery Sealed, lead acid, Mainrtainance free battery, Mains &

Battery Isolation

Batter Brand ISO: 9001 & ISO:14001 Certified

Input Frequency 50 Hz± 10%

Overall efficiency Min. 90% on full load

Cables With all necessary cables and plug etc.

LCD Display Build in LCD display for displaying all requisite UPS

&battery parameters for both input and output

Bypass Both manual and static bypass switch should be

provided

Others Fully digital microprocessor based

SNMP enabled and UPS should come with auto

shutdown and monitoring software in CD media

Voltage surge suppression through internal/external

transient voltage surge suppressor (UL1449) or through

inbuilt isolation transformer.

Rack mountable with provision of stand

UPS to be compatible with DG set supply

Input three/single phase, output single phase

Item No. 4 – Dot Matrix Printer

Make & Model - Epson/Wipro or equivalent Compliance (Yes/No)

Item Description of Requirement Pin 9 Pin Columns 80 Column High Speed Draft 400 CPS at 10 CPI Draft 300 CPS at 10 CPI Copies 1+4 Interface Parallel and USB (Both USB and parallel cables along with


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accessories tpo be provided) Input Buffer 64 Kb or higher Drivers All Window Operating System Print Head Life Min. 200 millions stroke per wire Ribbon (Million Characters)

Min. 7.5

MTBF (POH) @25% duty cycle

Min. 10,000

Item No. 5 – 24 Port Switch

Make & Model – Cisco/D-Link/HP or equivalent Compliance (Yes/No)

Item Description of Requirement IOS Lane Base Software Switch Architecture

24 X 10/100/1000 port switch Switch shall be moduler or stackable to be able to

accommodate more no of ports in future for scalability. Port mirroring capability

Switch Throughput

48 Gbps or more forwarding bandwidth

Protocol & Standard Support

Industry Standards Protocol

Manageability SNMP support

Item No. 6 – Laser Printer (Large)

Make & Model - HP/Canon/Epson or equivalent Compliance (Yes/No)

Item Description of Requirement Type Monochrome Processor 460 MHz Memory 128 Mb Resolution 1200 X 1200 dpi Print Speed 35 PPM Paper Size A3/A4/Legal Interfaces USB, Network Drivers Microsoft Windoe 98/2000/Me/XP/Window 7/Microsoft Window

NT 4.0

Cables With all necessary material for connecting to PC & printing

Duty Cycle 65,000 pages per month Duplexing Yes Language & Font PCL 6, PCL 5e, Post Script Level 3 etc Tray Manual + 2 No. Paper Input Capacity

Upto 850 sheets


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Item No. 7 – Laser Printer (Medium)


Item Description of Requirement Type Monochrome Processor 800 MHz Memory 128 Mb Resolution 1200 X 1200 dpi Print Speed 33 PPM Paper Size A4/Legal Interfaces USB, Network Drivers Microsoft Windoe 98/2000/Me/XP/Window 7/Microsoft Window

NT 4.0

Cables With all necessary material for connecting to PC & printing

Duty Cycle Min. Of 50,000 pages Duplexing Yes Language & Font PCL 6, PCL 5e, Post Script Level 3 etc Tray Manual + 2 No. Paper Input Capacity

Upto 300 sheets

Item No. 8 – Laser Printer (Small)


Item Description of Requirement Print Technology Laser Processor 400 MHz Memory Min. 32 Mb Resolution Upto 600 X 600 dpi Print Speed Upto 25 PPM Paper Size A4 Interfaces USB, 10/100 Ethernet Network OS All Window Operating System Cables With all necessary material for connecting to PC & printing

Duty Cycle 8000 pages or higher Duplexing Yes Tray Manual + 2 No.


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Item No. 9 – Digital Generator Set

Note: All the supplied Hardware/ Software should be Interoperable & IPv6 ready. Also,

the bidder is to quote/ propose only one make/ model against the respective

item.

Make & Model – Cummins/Kirloskar or equivalent Compliance (Y/N)

62.5/35/25 KVA Generator set Air cooled with AMF Panel Canopy—ISI Approved

SITC of DG Set complete with 1500-RPM Diesel Engine of suitable BHP & AC Brush less SPDP Alternator mounted on a common base Frame & coupled.

Alternator shall be self-regulated with standard Alternator Protection (Over voltage, over speed & under voltage).

Engine shall have residential silencer,

Manual & electric Start, Batteries, Fuel tank (with Stand) ,piping, control panel of AUTO MAINS FAILURE (AMF)

Panel fabricated from CRCA sheet steel 2 mm Thick,

Powder coated finish Engine START & STOP commands, control RELAYS selector switches for Ammeter & Voltmeter, +Ammeter & Voltmeter Control & Power Contactors

Timers, indication for faults, UPS, operator interface panel complete in all respect

Weather proof powder coated CANOPY.


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Annexure – 3: SPECIFICATIONS OF SITE DEVELOPMENT

No. of Single Window Cell required to be developed at ULBs will be:

1. Ajmer --------- 1 Nos.

In rest of the ULB’s, Single Window Service Centers should be established within the E-Governance cell at ULB premises to ensure single window citizen services.

TSP must use furniture of reputed make for Site Development. TSP has to take approval against each item by ULB. The quantity mentioned below is required for a site area is:

Area Minimum Items Qty

Nigam 500 Sq ft Tables 10

Slotted Angle Racks 2

Office/ Computer Chair 12

Wiring Arrangement As required

Fixtures As required

Others

Parishad/ 2nd Class

300 Sq ft Tables 6





Others

3rd and 4th Class 200 Sq ft Tables 4





Others

There can be 2-3% increase/ decrease in the requirement of items as per need of ULB. TSP has to do detailed analysis of the requirement of items for development of Site Preparation.


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Citizen Service Centers: At all locations, physical space including complete civil work with color & paint and also with electrical connection including good quality earthing shall be provided by each ULB. TSP shall not be responsible for any civil work for

site preparation at any of the ULB. Minimum required specifications of Items:

I. Tables:

Providing fabricating & fixing of table of 4’ x 2’ size and 2.6” height of 19mm BWP grade ply of Standard make with 1.5mm first grade sun-mica top & other sides with 1” wide teakwood edges. Leaping of edges Timber & edge leaping will be puttied smoothly and finished matching with approved paint finish fitting like handle for drawers flaps computer keyboards tray, drawers slides (all fitting of good quality) completed as approved by Engineer-in-charge.

Quantity: - 4Tables for 200 sq. Feet area. The quantity will not increase or

decrease if there is no major change in area made available.

II. Slotted Angle racks: -

Providing & placing Slotted Angle racks of overall Size 7' x 3' x 1'6" with 40x40x2 mm Angle, and Shelf panel (19G) 1.0 mm th. 6 Nos. With Koni, Bolts etc complete, duly oven baked Synthetic Enameled paint.

Quantity: -1 Rack for each Citizen Service Centre. Fixed

III. Office/Computer Chair: Revolving Chairs with 5 legs and Twin Castor wheels of Reputed make, with standard Cushioned Seat & Back & Tapestry cloth, with PU Handles as per the following details and approved Design by Architect/Engineer. Providing low back revolving push back mechanism chairs having 40 density 3" foam fixed on steam pressed ply and 32 density 3" foam at the back. Bearing shall be used for revolving and imported wheel castors for wheels. PU soft handle and powder coated fabrication. The cloth shall be of Rs.125.00 per Sq. meter. All hardware etc. included. As per approval by engineer, Please note that one chair shall be made first for approval before fabricating other chairs.

Quantity: - 6 Chairs. The quantity will not increase or decrease if there is no

major change in area made available.

IV. Wiring arrangement:

Wiring of light point, fan point / exhaust fan / computer systems and air conditioners, UPS, networking telephone etc. to be done of good quality.

V. Fixtures: At least 2 fans, sufficient light fittings, one exhaust fan, one Air Conditioner of 1.5 / 2 ton capacity etc. to be provided of good quality.


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Annexure – 4: Application Migration Methodology

As with any activity in the domain of information technology, and especially those that grapple with technology, migration of legacy applications is fought with issues and challenges in addition to the risks, with respect to the associated technology and the processes. Some of the key considerations in application migration to be followed are as under: Migration of Data Migration of data from the client -server application to Oracle Based Web Application should involve following steps:

Mapping of existing data types to the new data types:

(a) Development of software to export data from the existing application and to import data into the new application

(b) Indexing and access mechanism considerations (c) Data security and views (d) Data locking and concurrency (e) Data partitioning, distribution, and replication

Transition considerations: (f) Prioritize the modules/ sub-system such that there are minimal interdependencies (g) Modifications of the existing client-server application if required, so that they can

co-exist with the newly deployed modules both for data, as well as for processing and control of transactions.

Phased Approach: TSP‘s approach to application migration should be phased. Phase 1

I. Survey (environment and application snapshot of New Web based application of E Nagar Mitra Project) the first task of TSP is to develop a realistic view of the environment and include the following: Application inventory including identification of business data flows and

business rules to scope, organize, and manage legacy transformation Identification of redundancies and areas of inefficiency, risks of failure, and

misalignment with business objectives Definition of projects that address agreed-on and approved transformation steps

including identification of one pilot ULB among the 6 ULB‘s and successful migration completion of the pilot project.

II. Plan

For those application modules selected for migration a detailed plan may be developed classifying and priorities application modules in terms of complexity in migration of Data & Application. A detailed project plan to be made by first migrating modules which does not require import of legacy data in to except master data only for like Community Hall booking and management module—Master data of community hall and the booking data of cut off date is required with migrate and


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operationalise the application in new system. Similarly for Double Entry Accounting System—Only Opening balance are to be imported as all the accounting codes are common as per national accounting manual hierarchy.

III. Technology Analysis & Assessment

The Technology Analysis & Assessment works with the information gathered in the survey reports but drills down to a deeper level. The focus is on those applications to be migrated and a detailed audit of each application performed to determine the best approach for migration. Application specific migration processes are documented and specific tools identified.

This is a key ingredient for the training of the TSP Application Migration Project In charge in the migration discipline.

The detailed assessment on the Core Infrastructure and Applications provides for the following deliverables:

- Vision,

- Requirements matrix,

- Business Process Drivers and Migration Alternatives with Process impacts,

- Technical architecture,

- Design plan,

- Interface and conversion plan,

- Implementation plan, and

- Recommendations.

Phase 2

Migration: In this is included a pilot on single ULB to validate and further fine tune the findings from Phase 1 and should consist of the following steps:

Pilot Scope: select a representative sample application subsystem and define user interface,

reporting, system integration & technical architecture components. Deliverables: Migrated application subsystem to validate migration assumptions.

Migration Scope: Migrate all applications as specified in the design. Deliverables: Migrated application subsystem to validate migration assumptions

including documented results for system, user and operational test plans, updated design specifications and system interfaces.


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Testing and QA Scope: Test system features and performance according to the test plans. Deliverables: Functionality, integration and performance test results.

Deployment Scope: Cutover planning, validation, production implementation, knowledge transfer

and handover. Deliverables: Fully trained and accepted production system with technical and user

documentation. Acceptance

Scope: Review & prioritization of future enhancements. Deliverables: PMC & ULB sign-off.

Optimization (cherry picking) Scope: Migrate all applications as specified in the design. Deliverables: Migrated application subsystem to validate migration assumptions

including documented results for system, user and operational test plans, updated design specifications and system interfaces.


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ANNEXURE- 5: Guidelines for conducting Property Survey

SURVEY:

TSP has to update the property records for different type of properties (urban Lease, Rental, and Property Eligible for UDT) for collection of Taxes and to update the records of the ULB by conducting the physical survey. The survey is also required to cover additional two types of properties i.e. Mobile towers and Marriage gardens in Jurisdiction of each ULB for computation and collection of trade license fees.

Survey Methodology

A Comprehensive survey provides complete information on Property covering its various attributes. Based on the Master data required for the above modules a comprehensive questionnaire is required to be prepared which can capture all the required details in one single comprehensive survey.

It is proposed that the survey should be conducted ward wise in all Corporations/ Councils. Each ward has to be divided in various blocks covering the complete area. A block is ordinarily bounded by four streets, but some blocks are bounded by three or fewer, or may be irregular in form. In some cases, imaginary boundaries conforming to prevailing block sizes may be set to define a block.

A comprehensive survey has considerably greater impact on the community because all premises/Properties are inspected. Comprehensive surveys should be conducted concurrently with public education, community outreach, and code enforcement activities.

Ideally, urban Property surveys should be conducted by two-person teams, with the qualified surveyor recording the data and making decisions about questionable findings and to determine the plot and properties dimensions and capturing property photographs. Safety is also a factor in a team approach. Survey teams, where possible, should be composed of experienced trained personnel and knowledge about the area being surveyed.

Knowledge of the area to be surveyed shall be helpful; especially if a team member of the survey team lives in the same area to be surveyed or lieves in nearby area. The survey teams should be guided by the property survey form, which is to be completed during the survey. At least 3 to 5 days of classroom and field training are recommended for surveyors to ensure that their observational and record keeping skills are satisfactory.


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The number of property surveyed per team per day will vary with experience, complexity of the built environment, and other variables. For example, large plots, multiple dwellings on premises, difficult-to access alleys, and complex building designs need to be considered in determining the time required to conduct a survey.

In most communities, permission for entry into property must be obtained before conducting survey. People may resent the intrusion onto their properties unless they understand and accept the purpose of the survey. Community support should be sought to enhance program success. This support can be gained by meeting with community representatives Parishads, and others in advance of the survey by TSP’s senior representative.

Conducting an urban property survey involves four phases:

Preparation Public information and education, Inspection and measurements Data build-up, Validation & Updations. Planning the operation and recruiting and training staff.

Provision should be made to secure official photo identification cards and distinctive uniforms to identify field staff. Questionnaire/Forms that are clearly marked with the ULB or department logo will enhance the community’s perception of the program. Vehicles which are to be used by survey staff, survey forms etc should bear the program Logo.

Survey Agencies or department officials should use news media, Web sites, exhibits, and brochures and posters as well as visit the target area-Block to inform residents in advance of the survey and explain its importance. There should be outreach to community organizations and other groups to gain support for the program. Contact should also be established with local official agencies (e.g., housing, sanitation, sewer, utilities) and others who may have interest in or responsibilities associated with the program.

Initiating a survey requires maps, survey forms, and complete lists of blocks or premises of the target area. Each premise must be clearly defined and given a number so that it can be unambiguously identified on the map. Because of expected variations in block configurations, decide what constitutes a block for survey purposes. All field personnel must be aware of that definition.

A door to door property survey should than be conducted and all details/attributes of that property should be captured in the questionnaire form. An extra effort should be


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made by surveying staff to build the block data at the end of the day and revalidate the same at the end of the survey of that Block. The Property data so captured should be fed into the system by TSP to build master data.


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ANNEXURE-6: Indicative Property Survey Form

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ANNEXURE-7: PRE-BID QUERIES FORMAT

Name of the Company/Firm:

Bidding Document Fee Receipt No. ___________ Dated___________ for Rs. _____________/-

Name of Person(s) Representing the Company/ Firm:

Name of Person Designation Email-ID(s) Tel. Nos. & Fax Nos.

Company/Firm Contacts:

Contact Person(s) Address for

Correspondence

Email-ID(s) Tel. Nos. & Fax Nos.

Query / Clarification Sought:

S.No. Bid

Document

Page No.

Bid

Document

Rule No.

Rule Details Query/ Suggestion/

Clarification

Note: - Softcopy of Queries must be strictly submitted only in the prescribed format (.DOC/ .DOCX/

.XLS/ .XLSX). Queries not submitted in the prescribed format will not be considered/ responded at

all by the procuring entity. Also, kindly attach the coloured scanned copy of the receipt towards

the submission of the bidding/ tender document fee.


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ANNEXURE 8: LETTER OF PROPOSAL

To,

{Procuring entity},

______________________________,

______________________________,

Subject: Submission of the Technical bid for Selection of Terminal Service Provider (TSP)

for Rollout & Implementation of Centralized Web Based “E-nagar Mitra project”

application in Municipalities/ULBs under Ajmer Division.

Dear Sir/Madam,

We, the undersigned, offer to provide Systems Implementation solutions to RUIFDCO on

Selection of Terminal Service Provider (TSP) for Rollout & Implementation of Centralized

Web Based “E-nagar Mitra project” application in Municipalities/ULBs under Ajmer

Division with your Request for Proposal dated <insert date> and our Proposal. We are

hereby submitting our Proposal, which includes this Technical bid and the Financial Bid in a

separate cover.

We hereby declare that all the information and statements made in this Technical bid are

true and accept that any misinterpretation contained in it may lead to our disqualification.

We undertake, if our Proposal is accepted, to initiate the Implementation services related to

the assignment not later than the date indicated in the Bid document.

We agree to abide by all the terms and conditions of the Bid document. We would hold the

terms of our bid valid for 180 days as stipulated in the Bid document.

We understand you are not bound to accept any Proposal you receive.

Yours sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm:

Address:

Location: _____________________________________Date: ___________________________

_____________________________________________________________________________


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ANNEXURE-9: BIDDER’S AUTHORIZATION CERTIFICATE {to be filled by the bidder}

To,

{Procuring entity},

______________________________,

______________________________,

I/ We {Name/ Designation} hereby declare/ certify that {Name/ Designation} is hereby

authorized to sign relevant documents on behalf of the company/ firm in dealing with NIB

reference No. ______________________ dated _________. He/ She is also authorized to attend meetings

& submit technical & commercial information/ clarifications as may be required by you in the

course of processing the Bid. For the purpose of validation, his/ her verified signatures are as

under.

Thanking you,

Name of the Bidder: - Verified Signature:

Authorised Signatory: -

Seal of the Organization: -

Date:

Place:


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ANNEXURE-10: SELF-DECLARATION {to be filled by the bidder}

To,

{Procuring entity},

______________________________,

In response to the NIB Ref. No. _____________________________ dated ___________ for {Project Title}, as

an Owner/ Partner/ Director/ Auth. Sign. of ____________________________________, I/ We hereby

declare that presently our Company/ firm _________________, at the time of bidding,: -

a) possess the necessary professional, technical, financial and managerial resources and

competence required by the Bidding Document issued by the Procuring Entity;

b) have fulfilled my/ our obligation to pay such of the taxes payable to the Union and the

State Government or any local authority as specified in the Bidding Document;

c) is having unblemished record and is not declared ineligible for corrupt & fraudulent

practices either indefinitely or for a particular period of time by any State/ Central

government/ PSU/ UT.

d) does not have any previous transgressions with any entity in India or any other

country during the last three years

e) does not have any debarment by any other procuring entity

f) is not insolvent in receivership, bankrupt or being wound up, not have its affairs

administered by a court or a judicial officer, not have its business activities suspended

and is not the subject of legal proceedings for any of the foregoing reasons;

g) does not have, and our directors and officers not have been convicted of any criminal

offence related to their professional conduct or the making of false statements or

misrepresentations as to their qualifications to enter into a procurement contract

within a period of three years preceding the commencement of the procurement

process, or not have been otherwise disqualified pursuant to debarment proceedings;

h) does not have a conflict of interest as mentioned in the bidding document which

materially affects the fair competition.

i) will comply with the code of integrity as specified in the bidding document.

If this declaration is found to be incorrect then without prejudice to any other action that may

be taken as per the provisions of the applicable Act and Rules thereto prescribed by GoR, my/

our security may be forfeited in full and our bid, to the extent accepted, may be cancelled.

Thanking you,

Name of the Bidder: -


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Date:

Place:


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ANNEXURE11: CERTIFICATE OF CONFORMITY/ NO DEVIATION {to be filled by the

bidder}

To,

{Procuring Entity},

______________________________,

CERTIFICATE

This is to certify that, the specifications of Hardware & Software which I/ We have mentioned

in the Technical bid, and which I/ We shall supply if I/ We am/ are awarded with the work, are

in conformity with the minimum specifications of the bidding document and that there are no

deviations of any kind from the requirement specifications.

Also, I/ we have thoroughly read the bidding document and by signing this certificate, we

hereby submit our token of unconditional acceptance to all the terms & conditions of the

bidding document without any deviations.

I/ We also certify that the price I/ we have quoted is inclusive of all the cost factors involved in

the end-to-end implementation and execution of the project, to meet the desired Standards set

out in the bidding Document.

Thanking you,




Date:

Place:


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ANNEXURE-12: DECLARATION BY BIDDER {to be signed by selected bidder}

I/ We declare that I am/we are bonafide/ Manufacturers/ Whole Sellers/ Sole distributor/

Authorised dealer/ dealers/ sole selling/ Marketing agent in the goods/ stores/ equipment for

which I/ We have quoted.

If this declaration is found to be incorrect then without prejudice to any other action that may

be taken, my/ our security may be forfeited in full and the bid, if any, to the extent accepted may

be cancelled.




Date:

Place:


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ANNEXURE-13: MANUFACTURER’S AUTHORIZATION FORM (MAF) {to be filled by the OEMs}

(Indicative Format)

To,

{Procuring Entity},

______________________________,

Subject: Issue of the Manufacturer’s Authorisation Form (MAF)

Reference: NIB/ RFP Ref. No. _____________________ dated ________

Sir,

We {name and address of the OEM} who are established and reputed original equipment

manufacturers (OEMs) having factories at {addresses of manufacturing location} do hereby

authorize {M/s __________________________} who is our {Distributor/ Channel Partner/ Retailer/

Others <please specify>} to bid, negotiate and conclude the contract with you against the

aforementioned reference for the following Hardware/ Software manufactured by us: -

{OEM will mention the details of all the proposed product(s) with their make/

model.}

We undertake to provide OEM Warranty for the offered Hardware/ Software, as mentioned

above, for Four Years from the date of Installation and Commissioning.

We hereby confirm that the offered Hardware/ Software is not likely to be declared as End-

of-Sale within next 180 days from the date of bid submission.

We hereby confirm that the offered Hardware/ Software is not likely to be declared as End-

of-Service/ Support within next Four years and six months from the date of bid submission.

Yours faithfully,

For and on behalf of M/s (Name of the manufacturer)

(Authorized Signatory)

Name, Designation & Contact No.:

Address: ___________________________________

Seal:


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ANNEXURE-14: UNDERTAKING ON AUTHENTICITY OF COMPUTER EQUIPMENTS

{to be filled by the bidder (On Rs. 100/- Non-judicial stamp paper)}

To,

{Procuring Entity},

______________________________,

Reference: NIB No. : ___________________________________ Dated: __________

This has reference to the items being supplied/ quoted to you vide bid ref. no. ___________ dated

___________.

We hereby undertake that all the components/ parts/ assembly/ software used in the

equipment shall be genuine, original and new components /parts/ assembly/ software from

respective OEMs of the products and that no refurbished/ duplicate/ second hand

components/ parts/ assembly/ software are being used or shall be used. In respect of licensed

operating system, we undertake that the same shall be supplied along with the authorized

license certificate with our name/logo. Also, that it shall be sourced from the authorized source

for use in India.

In case, we are found not complying with above at the time of delivery or during installation,

for the equipment already billed, we agree to take back the equipment already supplied at our

cost and return any amount paid to us by you in this regard and that you will have the right to

forfeit our Bid Security/ SD/ PSD for this bid or debar/ black list us or take suitable action

against us.

Authorized Signatory

Name:

Designation:

Note: The signing Authority should be no lower than Company Secretary of the OEM of

equipment.


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ANNEXURE-15: FORMAT FOR SUBMISSION OF PROJECT REFERENCES FOR PRE-

QUALIFICATION EXPERIENCE (limited to 5 Contracts)

Project Name: Value of Contract/Work Order (In INR):

Country:

Location within country:

Project Duration:

Name of Customer: Total No. of staff-months of the assignment:

Contact person with address, phone,

fax and e-mail:

Approx. value of the services provided by your

company under the contract (in INR):

Start date (month/year):

Completion date (month/year):

Name of associated Bidders, if any:

Narrative description of Project:

List of Services provided by your firm/company

Please attach a copy of the work order/ completion certificate/ purchase order/ letter from the

customer for each project reference


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ANNEXURE 16: BIDDER COMPLIANCE SHEET

BASIC ELIGIBILITY

Srl Basic

Requirement

Specific Requirements Documents/

Information

Required

Compliance

Details

Page

No.

1 Bidding

Document Fee

and Bid

Security

Deposit

a) Should have made a payment

of Rs. 10000/- (Rupees Ten

Thousand only) for the Bid

Document Fee

b) Should have submitted a Bid

Security of INR ….. (Rupees

…… Only), INR …….. (Rupees

…… Only) for S.S.I. of

Rajasthan, INR ….. (Rupees

……. Only) for Sick Industries,

other than S.S.I., whose cases

are pending with Board of

Industrial & Financial

Reconstruction in the form of

DD/BG

c) Should have submitted

Processing Fees of Rs. 1000 in

form of DD

a) Fee Receipt/ DD

for INR 5000/-

(Rupees Five

Thousand only) for

bid Document Fee

b) DD/BG for INR …..

(Rupees ……Only),

INR ……. (Rupees

……. Only) for S.S.I.

of Rajasthan, INR

…… (Rupees …….

Only) for Sick

Industries, other

than S.S.I., whose

cases are pending

with Board of

Industrial &

Financial

Reconstruction for

Bid Security

c) DD of Rs. 1000 for

Processing Fees

2 Legal Entity A Bidder should be a

company/single legal entity

registered under Indian

Companies Act, 1956

OR

A consortium, each of which

should be a legal entity

registered under applicable laws

- Copy of valid

Registration

Certificates

OR

- Copy of Certificates

of Incorporation


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of India.

3 Consortium Consortium upto three partners

is allowed.

In the case of a Consortium: - a) all parties shall sign the bid

and they shall be jointly and severally liable; and

b) One of the company shall be nominated as ‘Lead Bidder’ who shall have the authority to conduct all business for and on behalf of any or all the parties of the Consortium during the bidding process. In the event, the bid is accepted, all the parties to Consortium shall sign the Agreement

c) In such a case, all the above criteria shall have to be fulfilled by the lead bidder.

d) In case of consortium, the lead bidder shall be solely responsible for completion of the project/work.

- Consortium

Agreement

4 Manpower

Strength

The bidder/Lead Bidder (in case

of consortium) should have

atleast 20 full time IT

professionals on its roll.

Self- Certification

by the authorized

signatory with clear

declaration of staff

– year wise,

level/designation

wise, PF details etc.

5 Financial:

Turnover

The Aggregated Turnover (total

of last three Financial years i.e.

2010-11, 2011-12, 2012-13) of

the bidder/Lead Bidder (in case

of consortium) should be atleast

Rs. 15 Crore.

CA Certificate with

CA’s Registration

Number/ Seal

6 Financial: Net

Worth

The net worth of the bidder

along with all its consortium

partners should be positive.

CA Certificate with

CA’s Registration

Number/ Seal


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7 Financial:

Working

Capital

The working capital of the

bidder/Lead bidder (in case of

consortium) must be Rs. 1.25

Crore.

(Working capital shall be

evaluated as Current assets +

revolving line of credit – current

liabilities (including loan

repayment due within 1 year)

CA Certificate with

CA’s Registration

Number/seal

8 Technical

Capability

The bidder/Lead Bidder (in case

of consortium) must be in the

business related to IT/ITes/e-

Governance for the last 5 Years

as on 31.03.2013.

Self Certification by

the authorized

signatory of the

bidder.

9 Project

Experience

The Lead bidder/company should have successfully executed/implemented at least one similar project of e-governance/ IT solution and it’s Operation & Maintenance in any Urban Local Bodies (ULBs), Development Authorities (DAs), PSUs, State/Central Govt. organizations and Banks of India. The expenditure under the project should be at least Rs. 1.00 Crore in the last 5 years.

1. Details as per

Annexure for project

reference for each

project

2. Work Completion

Certificates from the

client; OR

Work Order + Ongoing

Implementation stage

certificate alongwith

O&M experience of

similar project,

successful O&M for

atleast one year and

the value of the

completed work shall

be considered for

purpose of this

eligibility criterion.

3. The Certificate from

the clients should


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clearly mention Project

Scope of Work/

Components Name,

O&M Status and Total

Project Cost/value of

the work completed.

10 Survey

Experience

The bidder or any of its

consortium partner must have

experience of

household/properties survey in

India for any Government/Semi

Government/PSUs using GIS

mapping tools.

Work Order/

Certificate from the

clients clearly

indicating Project

Scope of Work/

Components Name etc.

11 Tax

Registration

and Clearance

The bidder should have a

registration number of -

1. VAT/ CST where his

business is located

2. Service Tax

3. Income Tax / PAN Number.

The bidder should have cleared

his VAT/ CST dues up to 2012 to

the Government.

Copies of relevant

certificates of

registration

VAT/ CST

Clearance

Certificate from the

Commercial Taxes

Officer of the Circle

concerned

12 Certifications The bidder must possess, at the

time of bidding, a valid ISO

9001:2008.

Copy of a valid

certificate

13 Mandatory

Undertaking

Bidder should: -

a) not be insolvent, in

receivership, bankrupt or

being wound up, not have its

affairs administered by a

court or a judicial officer, not

have its business activities

suspended and must not be

the subject of legal

A Self Certified

letter as per

Annexure- “6”


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proceedings for any of the

foregoing reasons; The

responding firm shall not be

under a declaration of

ineligibility for corrupt or

fraudulent practices.

b) not have, and their directors

and officers not have, been

convicted of any criminal

offence related to their

professional conduct or the

making of false statements or

misrepresentations as to

their qualifications to enter

into a procurement contract

within a period of three years

preceding the

commencement of the

procurement process, or not

have been otherwise

disqualified pursuant to

debarment proceedings;

c) Not have a conflict of interest

in the procurement in

question as specified in the

bidding document.

d) Comply with the code of

integrity as specified in the

bidding document.

e) The bidder or consortium

partners should not have

violated/infringement of any

Indian or foreign trademark,

patent, registered design or

other intellectual property


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rights.

f) The Procuring entity shall

consider the litigation record

of Bidders to verify their

qualification. Bidders shall

submit brief documentary

evidence of all claims,

arbitrations, or other

litigation, pending or already

resolved. The procuring entity

if required will make

enquiries with the past

employers of the Bidders to

confirm the correctness of the

information provided in their

Bid. In the event that the

procuring entity finds that the

Bidder has a Litigation

History of more than 3

litigation cases in the past 5

years or the impact of the

pending/ already resolved

litigation cases raises doubt

about the Bidder’s capability

to execute the contract, the

Bidder shall be dis-qualified

for award of the contract. All

pending litigation shall be

treated as resolved against

the bidder if they are in total

less than 50% of the Bidder’s

net worth.

Technical score would be computed as under:


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S.

No.

Parameters Max

Marks

Evaluation

Criteria

Minimum

Qualifying

Marks

A Organizational Project Experience 70

1 Similar e-governance/IT solution projects and it’s O&M (like hardware procurement and its installation, service delivery infrastructure development and deployment of manpower to execute service delivery) for Central Government/ State Governments/ PSU/ Government Undertaking/ ULBs/ Development Authorities and Banks in India.

50 1 Project – 40 Marks

2 Project – 45 marks

More than 2 Projects – 50 marks

2 Experience of Implementing e-Governance application software covering municipal services for any Municipal Corporations, Municipal Councils and Municipal Boards in India.

10 1 Project – 7 Marks

More than 01 Project – 10 marks

3 Relevant Quality certifications – Internationally accepted and renowned certifications.

10 ISO:9001:2008

Certified – 8 Marks

CMMi 3 or above or any other relevant

certificate – 10 Marks

B Organization Profile 30

1 The bidder should be in the business of providing e-Governance/IT based solution services

20 Min 5 years – 16 marks

More than 10 Years – 20 Marks

2 Trained and Technically qualified IT professionals on the rolls of the company

10 20 Employees – 6 Marks

More than 30 – 8 Marks


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More than 40 – 10 marks

Total 100


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ANNEXURE-17: FINANCIAL BID COVER LETTER & FORMAT

COVER LETTER {to be submitted by the bidder on his Letter head}

To,

{Procuring Entity},

______________________________,

Reference: NIB No. : ___________________________________ Dated: __________

Dear Sir,

We, the undersigned bidder, Having read & examined in detail, the Bidding Document, the

receipt of which is hereby duly acknowledged, I/ we, the undersigned, offer to supply/ work as

mentioned in the Scope of the work, Bill of Material, Technical specifications, Service Level

Standards & in conformity with the said bidding document for the same.

I / We undertake that the prices are in conformity with the specifications prescribed. The

quote/ price are inclusive of all cost likely to be incurred for executing this work. The prices are

inclusive of all type of govt. taxes/duties.

I / We undertake, if our bid is accepted, to deliver the goods in accordance with the delivery

schedule specified in the schedule of Requirements.

I/ We hereby declare that in case the contract is awarded to us, we shall submit the contract

performance guarantee as prescribed in the bidding document.

I / We agree to abide by this bid for a period of _____ days after the last date fixed for bid

submission and it shall remain binding upon us and may be accepted at any time before the

expiry of that period.

Until a formal contract is prepared and executed, this bid, together with your written

acceptance thereof and your notification of award shall constitute a binding Contract between

us.


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I/ We hereby declare that our bid is made in good faith, without collusion or fraud and the

information contained in the bid is true and correct to the best of our knowledge and belief.

We understand that you are not bound to accept the lowest or any bid you may receive.

We agree to all the terms & conditions as mentioned in the bidding document and submit that

we have not submitted any deviations in this regard.

Date:

Authorized Signatory

Name:

Designation:


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Annexure- 18: Financial Bid Format/BoQ

{to be submitted by the bidder only in BoQ format (.XLS) available at eProc portal}

A) Commercial Bid Summary

Note:The terms and conditions applicable are mentioned in the Payment Terms and SLA

Section of this RFP. The Bidders are advised to study all carefully before filling the Financial

Bid.


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GUIDELINES FOR SUBMISSION OF BANK GUARANTEE

The Bank Guarantee shall fulfil the following conditions in the absence of which they cannot be

considered valid: -

1. Bank Guarantee shall be executed on non- judicial stamp paper of applicable value purchased in

the name of the bank.

2. Two persons should sign as witnesses mentioning their full name, designation, address and

office seal (if any).

3. The Executor (Bank Authorities) may mention the power of attorney No. and date of execution

in his/ her favour authorizing him/ her to sign the document. The Power of Attorney to be

witnessed by two persons mentioning their full name and address.

4. The Bank Guarantee should be executed by a Nationalised Bank/ Scheduled Commercial Bank

only.

5. Non – Judicial stamp paper shall be used within 6 months from the date of Purchase of the same.

Bank Guarantee executed on the non-judicial stamp paper after 6 (six) months of the purchase

of such stamp paper shall be treated as non-valid.

6. The contents of Bank Guarantee shall be strictly as per format prescribed by RISL

7. Each page of Bank Guarantee shall bear signature and seal of the Bank and B.G. number.

8. All corrections, deletions etc. in the Bank Guarantee should be authenticated by signature of

Bank Officials signing the Bank Guarantee.

9. Bank should separately send through registered post/courier a certified copy of Bank

Guarantee, mentioning Bid reference, Bid title and bidder name, directly to the Purchaser at the

following address:


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Annexure 19: BANK GUARANTEE FORMAT – PERFORMANCE SECURITY (PBG)

(To be stamped in accordance with Stamp Act and on a Stamp Paper purchased from Rajasthan

State only and to be issued by a Nationalised/ Scheduled bank having its branch at Jaipur and

payable at par at Jaipur, Rajasthan)

To,

The Executive Director,

Rajasthan Urban Infrastructure Finance & Development Corporation (RUIFDCO),

Old Working Women Hostel BuildingBehind Nehru Place, Lal Kothi, Tonk Road, Jaipur-302015

(Raj).

1. In consideration of the Rajasthan Urban Infrastructure Finance & Development Corporation

(hereinafter called "RUIFDCO") having agreed to exempt M/s ..........................(hereinafter called

"the said Contractor(s)" from the demand, under the terms and conditions of an Agreement

No..................................dated .....................made between the RUIFDCO through …………………… and

.......................(Contractor) for the work .................(hereinafter called "the said Agreement") of

Security Deposit for the due fulfilment by the said Contractor (s) of the terms and conditions

contained in the said Agreement, on production of a Bank Guarantee for Rs...................(rupees

........................................only), we ...................(indicate the name of the Bank), (hereinafter referred to

as "the Bank") at the request of ..................Contractor(s) do hereby undertake to pay to the

RUIFDCO an amount not exceeding Rs...................(Rupees..................................only) on demand.

2. We................. (Indicate the name of Bank), do hereby undertake to pay Rs....................

(Rupees............................only), the amounts due and payable under this guarantee without any

demur or delay, merely on a demand from the RUIFDCO. Any such demand made on the bank by

the RUIFDCO shall be conclusive as regards the amount due and payable by the Bank under this

guarantee. The Bank Guarantee shall be completely at the disposal of the RUIFDCO and

We....................... (Indicate the name of Bank), bound ourselves with all directions given by

RUIFDCO regarding this Bank Guarantee. However, our liability under this guarantee shall be

restricted to an amount not exceeding Rs...................... (Rupees....................only).

3. We.......................(indicate the name of Bank), undertake to pay to the RUIFDCO any money so

demanded notwithstanding any dispute or disputes raised by the contractor(s) in any suit or

proceeding pending before any Court or Tribunal or Arbitrator etc. relating thereto, our liability

under these presents being absolute, unequivocal and unconditional.

4. We.....................(indicate the name of Bank) further agree that the performance guarantee herein

contained shall remain in full force and effective up to <DATE> and that it shall continue to be

enforceable for above specified period till all the dues of RUIFDCO under or by virtue of the said


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Agreement have been fully paid and its claims satisfied or discharged or till the RUIFDCO

certifies that the terms and conditions of the said Agreement have been fully and properly

carried out by the said Contractor(s) and accordingly discharges this guarantee.

5. We ...........................(indicate the name of Bank) further agree with the RUIFDCO that the RUIFDCO

shall have the fullest liberty without our consent and without affecting in any manner our

obligations hereunder to vary any of the terms and conditions of the said Agreement or to

extend time of performance by the said Contractor(s) from time to time or to postpone for any

time or from time to time any of the powers exercisable by the RUIFDCO against the said

Contractor(s) and to forbear or enforce any of the terms and conditions relating to the said

Agreement and we shall not be relieved from our liability by reason of any such variation, or

extension being granted to the said Contractor(s) or for any forbearance, act or omission on the

part of the RUIFDCO or any indulgence by the RUIFDCO to the said Contractor(s) or by any such

matter or thing whatsoever which would but for this provision, have effect of so relieving us.

6. The liability of us............................. (Indicate the name of Bank), under this guarantee will not be

discharged due to the change in the constitution of the Bank or the contractor(s).

7. We.............................. (indicate the name of Bank), lastly undertake not to revoke this guarantee

except with the previous consent of the RUIFDCO in writing.

8. This performance Guarantee shall remain valid and in full effect, until it is decided to be

discharged by the RUIFDCO. Notwithstanding anything mentioned above, our liability against

this guarantee is restricted to Rs........................... (Rupees..............................only).

9. It shall not be necessary for the RUIFDCO to proceed against the contractor before proceeding

against the Bank and the guarantee herein contained shall be enforceable against the Bank

notwithstanding any security which the RUIFDCO may have obtained or obtain from the

contractor.

10. We .............................. (indicate the name of Bank) verify that we have a branch at Jaipur. We

undertake that this Bank Guarantee shall be payable at any of its branch at Jaipur. If the last day

of expiry of Bank Guarantee happens to be a holiday of the Bank, the Bank Guarantee shall

expire on the close of the next working day.

11. We hereby confirm that we have the power(s) to issue this guarantee in your favour under the

memorandum and articles of Association/constitution of our bank and the undersigned is/are

the recipient of authority by express delegation of power(s) and has/have full power(s) to

execute this guarantee for the power of attorney issued by the bank.

Dated..........................day of....................For and on behalf of the <Bank> (indicate the Bank)


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Signature

(Name & Designation)

Bank's Seal

The above performance Guarantee is accepted by the RUIFDCO

For and on behalf of the RUIFDCO

Signature

(Name & Designation)


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ANNEXURE-20: DRAFT AGREEMENT FORMAT {to be mutually signed by selected bidder and

procuring entity}

This Contract is made and entered into on this ______day of ________, 2013 by and between Rajasthan

Urban Infrastructure Finance & Development Corporation (RUIFDCO), having its head office at Old

Working Women Hostel Building, Behind Nehru Place, lal Kothi, Tonk Road, Jaipur-302015,

Rajasthan (herein after referred to as Procuring Entity/ RUIFDCO) which term or expression, unless

excluded by or repugnant to the subject or context, shall include his successors in office and

assignees on ONE PART

And

M/s__________________, a company registered under the Indian Companies Act, 1956 with its

registered office at _____________________ (herein after referred as the “Selected Bidder”) which term or

expression, unless excluded by or repugnant to the subject or context, shall include his successors

in office and assignees on the OTHER PART.

Whereas,

Procuring Entity is desirous of appointing an agency for <project title> as per the Scope of Work

and Terms and Conditions as set forth in the RFP document dated _________ of <NIT No

_________________>.

And whereas

M/s______________represents that it has the necessary experience for carrying out the overall work as

referred to herein and has submitted a bid and subsequent clarifications for providing the required

services against said NIT and RFP document issued in this regard, in accordance with the terms and

conditions set forth herein and any other reasonable requirements of the Procuring Entity from

time to time.

And whereas

Procuring Entity has accepted the bid of M/s__________ and has placed the Work Order vide Letter

No. __________________ dated _______, on which M/s__________ has given their acceptance vide their Letter

No._____________ dated ____________.

And whereas


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M/s_______________ has deposited a sum of Rs. ________________/- (Rupees _________________) in the form of

__________________ ref no. _________________ dated ______________ of ____________ Bank and valid up to

_____________ as security deposit for the due performance of the contract.

Now it is hereby agreed to by and between both the parties as under: -

1. The NIT Ref. No. ____________________________ dated ___________ and RFP document dated _________

issued by RUIFDCO along with its enclosures/ annexures, wherever applicable, are deemed to be

taken as part of this contract and are binding on both the parties executing this contract.

2. In consideration of the payment to be made by RUIFDCO to M/s______________ at the rates set forth

in the work order no. ____________________, _________ will duly supply the services in the manner set

forth in the RFP, along with its enclosures/ annexures and Technical Bid along with subsequent

clarifications submitted by M/s__________.

3. The RUIFDCO do hereby agree that if M/s___________ shall duly supply the said services in the

manner aforesaid observe and keep the said terms and conditions of the RFP and Contract, the

RUIFDCO will pay or cause to be paid to M/s___________, at the time and the manner set forth in

the said conditions of the RFP, the amount payable for each and every project milestone &

deliverable. The mode of Payment will be as specified in the RFP document.

4. The timelines for the prescribed Scope of Work, requirement of services and deployment of

technical resources shall be effected from the date of work order i.e. ____________ and completed

by M/s_____________ within the period as specified in the RFP document.

5. In case of extension in the service delivery and/ or their completion period is granted with full

liquidated damages, the recovery shall be made on the basis of liquidated damages mentione in

the general terma and condition of the Bid document.

6. All disputes arising out of this agreement and all questions relating to the interpretation of this

agreement shall be decided as per the procedure mentioned in the RFP document.

In witness whereof the parties have caused this contract to be executed by their Authorized

Signatories on this _____day of _______________,2013.

Signed By: Signed By: Signed By: Signed By:

( )

Designation:

Company:

(Ashwani Saxena)

Executive Director,

RUIFDCO

(T.C. Meena)

Director, Local Bodies,

Rajasthan

CEO/Commissioner/EO

Urban Local Bodies

(ULBs), Ajmer Division


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In the presence of:

In the presence of:

( )

Designation:

Company:

( )

Chief Accounts Officer,

Local Bodies, Govt. of Rajasthan

( )

Designation:

Company:

( )

GM (Finance), RUIFDCO, Govt. of Rajasthan


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ANNEXURE-21: MEMORANDUM OF APPEAL UNDER THE RTPP ACT, 2012

Appeal No ………of ……………

Before the ………………………… (First/ Second Appellate Authority)

1. Particulars of appellant:

a. Name of the appellant: <please specify>

b. Official address, if any: <please specify>

c. Residential address: <please specify>

2. Name and address of the respondent(s):

a. <please specify>

b. <please specify>

c. <please specify>

3. Number and date of the order appealed against and name and designation of the officer/

authority who passed the order (enclose copy), or a statement of a decision, action or omission

of the procuring entity in contravention to the provisions of the Act by which the 3appellant is

aggrieved: <please specify>

4. If the Appellant proposes to be represented by a representative, the name and postal address of

the representative: <please specify>

5. Number of affidavits and documents enclosed with the appeal: <please specify>

6. Grounds of appeal (supported by an affidavit): <please specify>

7. Prayer: <please specify>

Place …………………………………….

Date ……………………………………

Appellant's Signature


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ANNEXURE-22: Percentage Commission for Revenue Collection

S. No ULB Type of ULB Population in

ULBs Benchmark for

collection of UD Tax

1. Ajmer Category A 602113

The benchmark for collection of Urban Development Tax shall be finalized by the respective ULB’s EO / Commissioner itself on the basis of survey data conducted by the TSP.

2. Bhilwara Category B 347359 3. Beawar Category B 153461 4. Tonk Category B 168254 5. Kishangarh Category B 144115 6. Nagaur Category B 110147 7. Makrana Category B 103328 8. MertaCity Category C 49912 9. Deoli Category D 24832

10. Ladnoo Category C 70767 11. Kuchaman Category C 62728 12. Pushkar Category D 18341 13. Kekri Category C 42327 14. Sarwad Category D 20090 15. Vijaynagar Category D 34342 16. Shahpura Category D 34462 17. Gulabpura Category D 30309 18. Deedwana Category C 55397 19. Parbatsar Category D 17138 20. Niwai Category D 38893 21. Gangapur Category D 21171 22. Jahajpur Category D 23331 23. Mandalgarh Category D 25010 24. Aasind Category D 17518 25. Nawa Category D 22605 26. Kuchera Category D 24206 27. Mundwa Category D 19861 28. Malpura Category D 33773 29. Todaraisingh Category D 26309 30. Uniara Category D 13434


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Commission for Collection of Revenue:

1. The Benchmark/target amount for collection of taxes concerning to UD Tax will be finalized by the respective ULB itself on the basis of the criteria as defined in the table above.

2. The commission will be paid on the benchmark amount at following rates:

S. No Commission Levels

Collection % Commission to be paid to TSP on collection at various

levels

1. Level 1 Upto 25% of the Benchmark

No Commission

2. Level 2 More than 25% and upto 50% of the Benchmark

No Commission on collection upto 25% of Benchmark

&

5% of collection more than 25% and upto 50% of Benchmark

3. Level 3 More than 50% and upto 75% of the Benchmark


&


&


4. Level 4 More than 75% of the Benchmark


&


&


&

15% of collection more than 75% of Benchmark


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3. Every year the Benchmark for collection by the TSP will be revised on the basis of the new properties added.

4. Commission as mentioned above will be paid to the TSP on collection of UD Tax only.

5. The payment of the commission payable to the TSP will be made directly by the respective ULBs themselves on Quarterly basis after verification at their levels.

6. TSP is required to collect the revenue only in the form of cheques payable in the

name of the respective ULB.

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