RajCOMP Info Services Limited Document (RISL) …...RFP for Implementation of 3D Holographic...

cument History

Overview Procurement Policy Manual for RajCOMP Info Services Limited

Document

Title

RajCOMP Info Services Limited- Manual on Policies and Procedures for

Procurement

Document

Status

Final

Abstract This document provides a broad framework and guidelines for RajCOMP

Info Services Limited Staff in carrying out various procurement activities.

Document Publication History

Date Author Version Remark

17th February 2011 Dr. S.S. Vaishnava V3 Final Version

Distribution

Version Name Location

Final MD RajComp Info Services

Limited

RajComp Info Services Limited office, Jaipur

Secretary (IT) RajComp Info Services Limited office, Jaipur

Document History {to be deleted by the POIC while drafting the bidding document}

RajCOMP Info Services Limited

(RISL)

Draft Request for Proposal (RFP) Document for

Implementation of

3D Holographic/Telepresence Projection System

2017

RFP for Implementation of 3D Holographic Projection System

Page 2 of 141

Draft Request for Proposal (RFP) Document for Implementation of 3D Holographic/Telepresence Projection System

Reference No. F3.3(182)/RISL/Pur/2017-18/1953 Dated:02.06.2017

Unique Bid No.: RISL/17/OCB/244

Mode of Bid Submission Online though eProcurement/ eTendering system at http://eproc.rajasthan.gov.in

Procuring Authority Managing Director, RISL, First Floor, C-Block, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur-302005 (Rajasthan)

Date/ Time and Venue of Pre Bid Meeting Last Date & Time of Submission of Bid Date & Time of Opening of Technical Bid

Bidding Document Fee: Rs. 5000/- (Rupees Five Thousands only)

Name of the Bidding Company/ Firm:

Contact Person (Authorised Bid Signatory):

Correspondence Address:

Mobile No. Telephone & Fax Nos.:

Website & E-Mail:

RajCOMP Info Services Limited (RISL)

First Floor, Yojana Bhawan, C-Block, Tilak Marg, C-Scheme, Jaipur-302005 (Raj.)

Phone: 0141- 5103902 Fax: 0141-2228701

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


Page 3 of 141

Table of Contents

ABBREVIATIONS & DEFINITIONS ................................................................................................................ 7

1. INVITATION FOR BID (IFB) & NOTICE INVITING BID (NIB) .............................................................. 11

2. PROJECT PROFILE & BACKGROUND INFORMATION.................................................................... 13

1) Project Profile 13

2) Objectives of the Project: 13

3) About the Department 15

3. PRE-QUALIFICATION/ ELIGIBILITY CRITERIA .................................................................................. 16

-CONSORTIUM AGREEMENT ANNEXURE 13 ........................................................................................................... 16

4. SCOPE OF WORK, DELIVERABLES & TIMELINES ............................................................................ 19

4.1. Details of Scope of work (SoW) 19

4.1.1. Supply, Installation and commissioning of the 3D Holographic Recording Studio: 19

4.1.2. Supply, Installation and commissioning of the Air-Conditioned 3D Holographic Projection

Theatre/Auditorium: 20

4.1.3. Supply Installation and Commissioning of Mobile Projection Units: 22

4.1.4. Commissioning of the 3D Holographic Projection Solution: 23

4.1.5. Operation and Maintenance (O&M) 24

4.2. Project Duration: 31

4.3. Roles & Responsibilities of Stakeholders/ SI 31

4.3.1. Responsibilities of RISL: 31

4.3.2. Responsibilities of System Integrator: 31

4.4. Project Deliverables, Milestones ,Time Schedule & Payment Schedule 32

5. INSTRUCTION TO BIDDERS (ITB) ......................................................................................................... 36

1) Sale of Bidding/ Tender Documents 36

2) Pre-bid Meeting/ Clarifications 36

3) Changes in the Bidding Document 36

4) Period of Validity of Bids 37

5) Format and Signing of Bids 37

6) Cost & Language of Bidding 38

7) Alternative/ Multiple Bids 39

8) Bid Security 39

9) Deadline for the submission of Bids 40

10) Withdrawal, Substitution, and Modification of Bids 41

11) Opening of Bids 41

12) Selection Method: 42

13) Clarification of Bids 42


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14) Evaluation & Tabulation of Technical Bids 42

15) Evaluation & Tabulation of Financial Bids 45

16) Correction of Arithmetic Errors in Financial Bids 47

17) Comparison of rates of firms outside and those in Rajasthan 47

18) Price/ purchase preference in evaluation 47

19) Negotiations 47

20) Exclusion of Bids/ Disqualification 48

21) Lack of competition 49

22) Acceptance of the successful Bid and award of contract 49

23) Information and publication of award 50

24) Procuring entity’s right to accept or reject any or all Bids 51

25) Right to vary quantity 51

26) Performance Security 51

27) Execution of agreement 52

28) Confidentiality 53

29) Cancellation of procurement process 53

30) Code of Integrity for Bidders 54

31) Interference with Procurement Process 55

32) Appeals 55

33) Stay of procurement proceedings 57

34) Vexatious Appeals & Complaints 57

35) Offenses by Firms/ Companies 57

36) Debarment from Bidding 58

37) Monitoring of Contract 59

6. GENERAL TERMS AND CONDITIONS OF TENDER & CONTRACT................................................. 60

Definitions 60

1) Contract Documents 61

2) Interpretation 61

3) Language 61

4) Joint Venture, Consortium or Association 62

5) Eligible Goods and Related Services 63

6) Notices 63

7) Governing Law 63

8) Scope of Supply 63

9) Delivery & Installation 64

10) Supplier’s/ Selected Bidder’s Responsibilities 64

11) Purchaser’s Responsibilities 64

12) Contract Price 65


Page 5 of 141

13) Recoveries from Supplier/ Selected Bidder 65

14) Taxes & Duties 65

15) Copyright/ Intellectual Property Rights (IPR) 66

16) Confidential Information 66

17) Sub-contracting 67

18) Specifications and Standards 67

19) Packing and Documents 68

20) Insurance 68

21) Transportation 68

22) Inspection 69

23) Samples 69

24) Drawl of Samples 70

25) Testing charges 70

26) Rejection 70

27) Extension in Delivery Period and Liquidated Damages (LD) 71

28) Authenticity of Equipment 72

29) Warranty 73

30) Patent Indemnity 74

31) Limitation of Liability 75

32) Force Majeure 75

33) Change Orders and Contract Amendments 76

34) Termination 76

a) Termination for Default 76

b) Termination for Insolvency 77

c) Termination for Convenience 77

35) Exit Management 78

36) Settlement of Disputes 81

37) Risk and Title: 82

38) Verification of Eligibility Documents by RISL: 82

7. SPECIAL TERMS AND CONDITIONS OF TENDER & CONTRACT ................................................... 83

7.1. Service Level Standards/ Requirements/ Agreement 83

I. Definitions: 83

II. Interpretations. 83

7.2. Change Requests/ Management 87

ANNEXURE-1: BILL OF MATERIAL (BOM) ..................................................................................................... 89

ANNEXURE-2: INDICATIVE TECHNICAL SPECIFICATIONS ..................................................................... 92

ANNEXURE- 3: PRE-BID QUERIES FORMAT ............................................................................................. 103

ANNEXURE-4: BIDDER’S AUTHORIZATION CERTIFICATE {TO BE FILLED BY THE BIDDER} .................. 104


Page 6 of 141

ANNEXURE-5: CERTIFICATE OF CONFORMITY/ NO DEVIATION {TO BE FILLED BY THE BIDDER} ...... 105

ANNEXURE-6: MANUFACTURER’S AUTHORIZATION FORM (MAF) {TO BE FILLED BY THE OEMS} ..... 106

ANNEXURE-7: UNDERTAKING ON AUTHENTICITY OF COMPUTER EQUIPMENTS .......................... 107

{TO BE FILLED BY THE BIDDER (ON RS. 100/- NON-JUDICIAL STAMP PAPER)} .................................................... 107

ANNEXURE-8: FINANCIAL BID COVER LETTER & FORMAT .................................................................. 108

COVER LETTER {TO BE SUBMITTED BY THE BIDDER ON HIS LETTER HEAD} ................................................... 108

ANNEXURE-9: BANK GUARANTEE FORMAT {TO BE SUBMITTED BY THE BIDDER’S BANK} ...................... 116

ANNEXURE-10: DRAFT AGREEMENT FORMAT {TO BE MUTUALLY SIGNED BY SELECTED BIDDER AND

PROCURING ENTITY} ............................................................................................................................................. 121

ANNEXURE-11: COMPONENTS OFFERED – BOM .................................................................................... 129

ANNEXURE-12: FORMAT FOR SUBMISSION OF PROJECT REFERENCES FOR TECHNICAL

EVALUATION ..................................................................................................................................................... 131

ANNEXURE-13: FORMAT FOR CONSORTIUM AGREEMENT ................................................................ 132

ANNEXURE-14: MEMORANDUM OF APPEAL UNDER THE RTPP ACT, 2012 ..................................... 135

ANNEXURE 15: MINIMUM QUALIFICATION OF THE RESOURCES: ....................................................... 136

ANNEXURE-16: SIZING & DEPLOYMENT DETAILS .................................................................................... 137

ANNEXURE 17: COVERING LETTER OF THE BID ...................................................................................... 138

ANNEXURE 18: TENDER FORM ..................................................................................................................... 139

ANNEXURE 19: SELF-DECLARATION ......................................................................................................... 141


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ABBREVIATIONS & DEFINITIONS

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

21 of 2012) and Rules thereto

API Application Programming Interface

Authorised

Signatory

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

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

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

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

firm.

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

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 person/ firm/ agency/ company/ contractor/ supplier/ vendor

participating in the procurement/ 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

CCC Citizen Contact Centre

CCD Charge Coupled Device

CMC Contract Monitoring Committee

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. MD, RISL in this bidding document.

Contract/

Procurement

Contract

A contract entered into between the procuring entity and a successful

bidder concerning the subject matter of procurement

Contract/ Project

Period

The Contract/ Project Period shall commence from the date of issue of

Work order till 3 Years of Operations & Maintenance Services after

commissioning of the project.

COTS Commercial Off The Shelf Software

Day A calendar day as per GoR/ GoI.

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

India


Page 8 of 141

DoIT&C Department of Information Technology and Communications,

Government of Rajasthan.

FAT Final Acceptance Test

FMS Facility Management Services

FRS Functional Requirement Specification

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

Goods

All articles, material, commodities, electricity, livestock, furniture, fixtures,

raw material, spares, instruments, software, machinery, equipment,

industrial plant, vehicles, aircraft, ships, railway rolling stock and

any other category of goods, whether in solid, liquid or gaseous form,

purchased or otherwise acquired for the use of a procuring entity as well

as services or works incidental to the supply of the goods if the

value of services or works or both does not exceed that of the goods

themselves

HD High Definition

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

ISDN Integrated Services Digital Network

IT Information Technology

ITB Instruction to Bidders

LD Liquidated Damages

LoI Letter of Intent

MIS Management Information System

NCB A bidding process in which qualified bidders only from within India are

allowed to participate

NIB Notice Inviting Bid

Notification A notification published in the Official Gazette

OEM Original Equipment Manufacturer

O&M Operations and Maintenance

PAN Permanent Account Number

PBG Performance Bank Guarantee


Page 9 of 141

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 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 seller

(bidder) under a purchase order or contract of sale. Also called buyer.

RISL in this RFP document.

RajSWAN/ RSWAN Rajasthan State Wide Area Network

RISL RajCOMP Info Services Limited

RSDC Rajasthan State Data Centre, New IT Building, Jaipur

RVAT Rajasthan Value Added Tax

SAN Storage Area Network

Services

Any subject matter of procurement other than goods or works and includes

physical, maintenance, professional, intellectual, consultancy and

advisory services or any service classified or declared as such by a

procuring entity and does not include appointment of any person made by

any procuring entity

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 a

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.

SI System Integrator

SSDG State Services Delivery Gateway

SSO Single Sign On

State Government Government of Rajasthan (GoR)

SRS System Requirements Specification

State Public

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


Page 10 of 141

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

UAT User Acceptance Testing

VAT/ CenVAT Value Added Tax/ Central VAT

WO/ PO Work Order/ Purchase Order


Page 11 of 141

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

Reference No.: F3.3(182)/RISL/Pur/2017-18/1953 Dated: 02.06.2017

Unique Bid No.: RISL/17/OCB/244

Name & Address of the

Procuring Entity

• Name: RajCOMP Info Services Limited (RISL)

• Address: First Floor, Yojana Bhawan, C-Block, Tilak Marg, C-Scheme,

Jaipur-302005 (Rajasthan)

Name & Address of the

Project Officer In-charge

(POIC)

• Name: Sh. Veerendra Kumar Jain

• Designation: Deputy Manager (Technical)

• Address: First Floor, Yojana Bhawan, C-Block, Tilak Marg, C-Scheme,

Jaipur-302005 (Rajasthan)

• Email: [email protected]

Subject Matter of

Procurement Implementation of “3D Holographic Projection Solution”

Bid Procedure One stage: two part (envelope) eBid procedure at

http://eproc.rajasthan.gov.in

Bid Evaluation Criteria

(Selection Method)

Least Cost Based Selection (LCBS)-L1 based on the NPV defined in the

RFP

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

• Bidding document fee: Rs. 5000/- (Rupees Five Thousand only) in

Cash/ Demand Draft in favour of “Managing Director, RISL” payable at

“Jaipur”.

• RISL Processing Fee: Rs. 1000/- (Rupees One Thousand only) in

Demand Draft in favour of “Managing Director, RISL” payable at

“Jaipur”.

Estimated Procurement

Cost Rs 700 Lacs

Bid Security and Mode of

Payment

• Amount (INR): 2% of the estimated procurement cost, 0.5% for S.S.I.

of Rajasthan, 1% for Sick Industries, other than S.S.I., whose cases

are pending with Board of Industrial & Financial Reconstruction.

• Mode of Payment: Banker’s Cheque or Demand Draft or Bank

Guarantee (in specified format), of a Scheduled Bank in favour of

“Managing Director, RISL” payable at “Jaipur”

Period of Sale of Bidding

Document (Start/ End Date) From 11.00 a.m. on 08.06.2017 till 2.00 p.m. on 07.07.2017

Date/ Time/ Place of Pre-bid

Meeting

• Date/ Time: 4.00 p.m. on 14.06.2017

• Place: RISL Board Room

• Last date of submitting clarifications requests by the bidder:

13.06.2017

Manner, Start/ End Date for

the submission of Bids

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

• Start Date: 27.06.2017; 4.00 p.m.

• End Date: 07.07.2017; 3.00 p.m.

Submission of Banker’s Cheque/ Demand Draft for Tender Fee, Bid Security, and Processing Fee*

up to 3.30 p.m. on 07.07.2017

Date/ Time/ Place of

Technical Bid Opening

• Date: 07.07.2017

• Time: 4.00 p.m.


Page 12 of 141

• Place: RISL, Board Room, First Floor, Yojana Bhawan, C-Block, Tilak

Marg, C-Scheme, Jaipur-302005 (Rajasthan)

Date/ Time/ Place of

Financial Bid Opening Will be intimated later to the Technically qualified bidders

Bid Validity 90 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 Tender Fees, RISL Processing Fees and Bid Security should be

submitted physically at the office of Tendering Authority as prescribed in NIB 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 Tender

Fee, Bid Security, and RISL Processing Fee up to on , its Bid shall not be accepted. The

Banker’s Cheque/ Demand Draft for Bidding document fee, RISL Processing Fee and Bid Security

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).

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

requested to upload the complete bid well advance in time so as to avoid 11th hour issues like slow

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

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

details about the e-Tendering process.

6) Training for the bidders on the usage of e-Tendering System (e-Procurement) is also being arranged

by DoIT&C, GoR on a regular basis. Bidders interested for training may contact e-Procurement Cell,

DoIT&C for booking the training slot.

Contact No: 0141-4022688 (Help desk 10 am to 6 pm on all working days)

e-mail: [email protected]

Address : e-Procurement Cell, RISL, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur

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

Bids.

8) 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 successful

bidder.

9) 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.

10) The provisions of RTPPA 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.

-sd-

Director (Technical)


Page 13 of 141

2. PROJECT PROFILE & BACKGROUND INFORMATION

1) Project Profile

A. Government of Rajasthan has been committed to implement a transparent and

accountable governance and with this intention Rajasthan has become one of the pioneer

state in implementing lots of innovative solutions for the benefit of citizens.

B. In its bid to increase its reach to the citizens, Rajasthan Government intends to leverage

the benefits of ICT and implement state of the art solution to enhance the effectiveness of

various schemes launched.

C. Keeping with the above, RISL intends to engage a professional and competent firm,

selected via a Least Cost Based Selection (LCBS)-L1 tendering process, for the Supply,

Installation, Integration, Commissioning and maintenance of a complete setup for 3D

holographic projection system(s).

D. It is envisaged that this system would enhance the efficacy of information dissemination

within the citizens of the State of Rajasthan. The Government of Rajasthan and RISL aims

to address the issue of geographical constraints impeding the simultaneous broadcasting

of information, regarding various projects and programs to citizens of the State. It has also

been deemed that this system would also be vital for gathering critical feedback from

citizens, from various remote parts of the state and thus assist the administration, plan and

execute programs and projects in a more decisive manner.

2) Objectives of the Project:

A. The prime objectives of the project is to create a 3D holographic system that is able to record,

capture and transmit 3D holographic video in real time and in recorded (both mode) across

multiple geographical locations from a centralised studio. A functional, representative

diagram of the proposed system is given below.


Page 14 of 141

An indicative diagram of the Holographic projection system.

B. RISL intends that the comprehensive holographic projection system that would include the

following components –

a. Static Recording Studio with Telepresence Capability

The studio would form the nerve centre of the project. The following are some

indicative capabilities that the studio should be provisioned for –

i. Ability to record 3D holographic videos in full HD with the CCDs

equipped with digital sensor arrays.

ii. Ability to stream 3D HD videos to multiple remote locations

simultaneously.

iii. Ability to store pre-recorded sessions on-site or off-site for broadcast

at a later date.

b. Centralized 3D Holographic Projection Theatre

It is envisaged that the proposed theatre would have the following features

i. Fully air-conditioned with industry standard climate control technology.

ii. Reclining seats with cup holders set up in elevated and stepped manner in

single rows, for min 200 persons.

iii. Capable of displaying holographic video and still images on front stage

iv. State-of the art surround sound capability

v. Fire and structural safety features compliant with the National Building Code

of India (Fire & Life safety).

vi. All other required necessary furniture, fixtures, lighting etc. for the theatre as

per the industry standard.


Page 15 of 141

vii. All public locations within the structure to be differently abled friendly.

c. Mobile Display Units/Vans

The displays units/vans should be mobile and should incorporate the following

capabilities-

i. Ability to receive streaming and recorded 3D, HD holographic videos

from a central recording studio.

ii. Ability to project a holographic images/videos on a prefabricated

screen.

iii. Ability to stream / record live video in full HD and stream it to a

studio or remote location.

C. The bidder shall include solutions for both mobile display stands and static recording studio

with the following provisions–

i. Streaming of the live / recorded sessions.

Provisions to be created to record and stream live or pre-recorded messages and

videos to mobile display stand/van via holographic projection.

D. It is deemed that the vehicles/vans on which the Mobile Projection unit will be mounted, shall

be procured on rent basis for the project duration.

3) About the Department

A. RajCOMP Info Services Ltd. (formerly RajCOMP) is a fully owned Government of Rajasthan

Company; it is a leading consulting organization in the field of Information Technology.

RajCOMP Info Services Ltd. (RISL) operates under the aegis of Government of Rajasthan.

B. RISL is designated State Designated Agency (SDA) for implementation of NeGP

Components i.e. State Data Centre (SDC), State Wide Area Network (SWAN), Common

Service Centre (CSC), State Service Delivery and other State’s Mission Mode Projects

(MMPs) and Facilitate State Government for implementing e-Procurement Project.

C. RISL takes up the activities of procuring and outsourcing of hardware, software, networking

components and other products and services on behalf of Government Departments/

Organization(users).


Page 16 of 141

3. PRE-QUALIFICATION/ ELIGIBILITY CRITERIA

1) A bidder participating in the procurement process shall possess the following minimum pre-

qualification/ eligibility criteria.

S. No.

Basic Requirement

Specific Requirements Documents Required

1 Legal Entity The bidder should be a Proprietorship firm duly registered either under the Rajasthan Shops & Commercial Establishments Act, 1958 or any other Act of State/ Union, as applicable for dealing in the subject matter of procurement (Note: A self-certified declaration regarding the non-applicability of registration to any Act should be submitted by the bidder)

OR A company registered under Indian Companies Act, 1956

OR A partnership firm registered under Indian Partnership Act, 1932.

OR Consortium is also allowed. The consortium shall not consist of more than two companies/ corporations and shall be formed under a duly stamped consortium agreement. (Attach Proof).In a consortium, one of the partners shall be designated as a "Lead Partner". The bidder or Lead partner of the consortium shall be an Information Technology and Communication Company/ Corporation. Every member of the consortium shall be equally responsible and jointly and severally liable for the successful completion of the entire project. In case of any issues, Lead Partner shall be responsible for all the penalties. A bidder cannot be partner in more than one consortium.

- Copy of valid Registration Certificates - Copy of Certificates of incorporation

-Consortium Agreement Annexure 13

2 Financial: Turnover from IT/ ITeS

Average Annual Turnover of the bidder from IT/ ITeS during each of the last three financial years, i.e., from 01.04.2014 to 31.03.2017 (as per the last published audited balance sheets), should be at least Rs. 15 Cr.

CA Certificate with CA’s Registration Number/ Seal

3 Financial: Net Worth

The net worth of the bidder, as on 31.03.2017, should be Positive.

CA Certificate with CA’s Registration Number/ Seal

4 Technical Capability

The bidder/ OEM must have successfully completed at least One turnkey project of similar nature including Supply, Installation, Commissioning and maintenance of 3D Modelling/ 3D Animation/ 3D hologram solution and connecting remote locations using

Annexure-12 per project reference

And Work Completion Certificates from the client; OR


Page 17 of 141

S. No.

Basic Requirement


necessary bandwidth. during the last five financial years (2012-13, 2013-14, 2014-15, 2015-16, 2016-17). The project value should be not less than the amount of Rs 3.5 Crore

OR

The bidder/ OEM must have successfully completed at least two projects of similar nature including supply installation, commissioning and maintenance of 3D Modelling/ 3D Animation/ 3D hologram solution and connecting remote locations using necessary bandwidth during the last five financial years (2012-13, 2013-14, 2014-15, 2015-16, 2016-17).. The project value should be of amount of Rs 1.75 Crore each

Work Order + Self Certificate of Completion (Certified by the CA);

OR Work Order + Phase Completion Certificate from the client

5 Tax registration and clearance

The bidder should have a registered number of i. VAT/ CST where his business is located ii. Service Tax iii. Income Tax / Pan number. The bidder should have cleared his VAT/ CST dues up to 31.12.2016 to the Government.

- Copies of relevant certificates of registration

- VAT/ CST

clearance certificate from the Commercial Taxes Officer of the Circle concerned. VAT/ CST clearance certificate from the Commercial Taxes Officer of the Circle concerned should be as on or before bid submission date

6 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-19: Self-Declaration


Page 18 of 141

S. No.

Basic Requirement


proceedings for any of the foregoing reasons;

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.

8 Joint Venture/ Consortium

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

be jointly and severally liable; and b) one of the company/ firm 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 JV/ Consortium during the bidding process. In the event, the bid is accepted, either they shall form a registered JV company/ firm or otherwise all the parties to JV/ Consortium shall sign the Agreement

c) In such a case, all the above criteria shall have to be fulfilled by the consortium bidders jointly.

2) In addition to the provisions regarding the qualifications of the bidders as set out in (1) above: -

a. The procuring entity shall disqualify a bidder as per the provisions under “Clause: Exclusion/

Disqualification of bids in Chapter-5: ITB”; 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.


Page 19 of 141

4. SCOPE OF WORK, DELIVERABLES & TIMELINES

4.1. Details of Scope of work (SoW)

The successful bidder, hereinafter referred to as System Integrator (SI), shall provide quality &

timely services to GoR. All the activities performed by the SI during different phases/ stages of the

project shall be closely monitored by DoIT&C/ RISL. The bidders are strongly advised to carefully

read the Scope of Work.

The primary requirement is the setting up of 3D Holographic Projection System with 3D recording

studio, 3D Holographic Projection Theatre/ Auditorium and 3 nos. of mobile projections unit setup.

At a minimum this shall include the following:

• 1 no. 3D Holographic Projection Studio equipped with telepresence recording capability.

• 1 no. Air-conditioned Holographic Projection theatre with surround sound and seating

capacity of 200 citizens

• 3 nos. of mobile projections unit including vehicle on which these projection units will be

mounted. The vehicles shall be procured on lease from the selected bidder.

The primary scope of the work is to set up, install, commission and maintenance of a 3D

Holographic Projection System for Government of Rajasthan. The bidder shall be responsible to

undertake various activities which are broadly mentioned in the following:

• Supply, Installation and Commissioning of 3D Holographic Projection and recording

Studio, Mobile projection units and air conditioned holographic theatre

• Operations and Maintenance for a period of 3 years

4.1.1. Supply, Installation and commissioning of the 3D Holographic Recording Studio:

RISL shall provide the requisite space to the SI for the deployment of the requisite IT/ Non-

IT infrastructure in the existing office premises at all the designated project locations as

decided by RISL. However, the requisite infrastructure for hosting of software application (If

any) shall be provided by RISL to SI. The studio will be used to record events and speeches

to be filmed and broadcast live via RajNet to the stages and Mobile units on need basis.

SI shall procure all the necessary Hardware as per the bill of material mentioned in the RFP.

The SI shall be responsible for the following:

i. Conduct a site survey for necessary site preparation of the designated locations

ii. Supply of the 3D Holographic Recording hardware (Camera, microphone, audio,

video system etc.), Server /Workstation system along with software, networking

equipment etc. to the location as per the requirements with genuine licenses

under the name of RISL with all the updates and patches


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iii. Supply any other furniture, fixtures, enclosure and related equipment (like Screws,

clamps) required for completing installation

iv. Physical Installation of 3D Holographic Studio hardware, software, networking,

cabling and other items including the industry standard audio and video systems

at the designated premise of RISL

v. Ensuring all the systems required are supplied, installed, configured, tested and

declaring the project site to be operational.

vi. The entire hardware and software supplied under the project should be industry

standard repute branded and interoperable, from the day one

vii. Supply of all the media and manuals

viii. Bidder should ensure that none of the components and sub-components is

declared end-of-sale or end-of-support by the respective OEM at the time of

submission of bid. If, the OEM declares any of the products / solutions end-of-sale

subsequently, bidder should ensure that the same is supported by the respective

OEM from its date of installation till the end of the 3 years.

ix. Bidder should ensure that all the software, hardware, peripherals, accessories,

sub-components connectors and convertors for Audio and video required for the

functionality and completeness of the solution, including but not limited to devices,

equipment, accessories, patch cords (copper / fibre), cables, software, licenses,

development / testing kits, tools, etc. should also be provisioned according to the

requirements of the solution.

4.1.2. Supply, Installation and commissioning of the Air-Conditioned 3D Holographic

Projection Theatre/Auditorium:

RISL shall provide the requisite site to the SI for the commissioning and deployment of the

requisite infrastructure for the air-conditioned holographic projection theatre.

It is envisaged that the theatre will have 3D holographic video streaming and receiving

capability and shall be connected with the 3D holographic projection studio via RISL’s

network infrastructure (RajNet / RSWAN). The approximate area of the 3D holographic

Theatre shall be approximately 4000 sq. feet with 200 seating capacity. The SI shall procure

all the necessary Hardware as per the bill of material mentioned in the RFP.

The SI shall be responsible for the following activities –

i. Conduct a site survey for necessary site preparation of the designated

locations


Page 21 of 141

ii. Prepare a comprehensive fire safety survey document that evaluates the

existing safety features and identify gaps if any and execute a plan to make

the structure fully compliant with the National Building Code of India (Fire &

Life safety).

1. The bidder shall supply, install and commission a complete Fire

Extinguishing solution as per the industry standard and requirement.

2. The bidder shall assist RISL in obtaining fire safety certificate from the

government designated agency of Rajasthan

iii. Design, install and commission an air-conditioning and ventilation unit for the

theatre according to the below specifications –

1. System of 30 TR or greater

2. Necessary air ventilation system complying with ANSI/ASHRAE

Standard 62.1-2016

3. Optimum temperature to be maintained at 22 ± 2 degree Celsius

4. Relative Humidity to not exceed more than 65% though out the year

Specifications for the Air-conditioner units to be procured are to be found

in Annexure 2 of this document.

iv. Prepare a floor map to accommodate 200 audience in a stepped and elevated

theatre style seating arrangement. Specifications of the seats to be procured

are mentioned in Annexure 2 of this document.

v. Design and construction of elevated stage with all industry standard facility

for projection of 3D Holographic images and video.

vi. Design, install and commission a professional surround sound solution for the

theatre complying with the following clauses-

1. The systems must utilize digital audio technology (e.g., wiring via

CAT5E, CobraNet, etc.). The systems specifically include:-

• Audio input wall plates throughout the stage area, Rear house-mix

area, and control booth

• Line-out wall-plates and speakers on the stage, beneath the

catwalks, and in the rear of the auditorium;

• A digital mixing board, set of amplifiers, and audio editing/creation

station in the control booth;

• An audio monitoring system that broadcasts stage audio

throughout the facility;

• A hearing-impaired audio receiver system.

2. Provide a closeout documentation package, to include, at a minimum:

As-built wiring diagrams of all systems, a one-page quick reference


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guide and one copy of all control code, DSP files, and any other

software used to configure the system.

Specifications for the components of the sound system to be procured are

to be found in Annexure 2 of this document.

vii. Installation of wall to wall and floor carpeting for the auditorium hall.

viii. Installation of concealed lighting solution for auditorium hall and appropriate

lighted signage across the structure

ix. The SI shall conduct audio and visual testing of the projection and surround

sound system at the site of the theatre and conduct routine maintenance

checks on all installed ancillary equipment to ensure that the theatre is fully

functional at all given times.

x. The SI shall also ensure all the systems required are supplied, installed,

configured, tested and confirm to RISL that the project site to be operational.

xi. Supply of all the media and manuals

xii. Bidder should ensure that none of the components and sub-components is

declared end-of-sale or end-of-support by the respective OEM at the time of

submission of bid. If, the OEM declares any of the products / solutions end-

of-sale subsequently, bidder should ensure that the same is supported by the

respective OEM from its date of installation till the end of the 3 years.

xiii. Bidder should ensure that all the software, hardware, peripherals,

accessories, sub-components, connectors and convertors for Audio, video

and holographic setup required for the functionality and completeness of the

solution, including but not limited to devices, equipment, accessories, patch

cords (copper / fibre), cables, software, licenses, development / testing kits,

tools, frames, beams etc. should also be provisioned according to the

requirements of the solution.

xiv. Bidder shall also install and commission necessary power backup system

along with emergency lights for uninterrupted execution of events at the 3D

Holographic Theatre

xv. Bidder shall also make necessary emergency exit plans, get it approved by

the concerned agency and execute the plan during any calamities/ casualties.

xvi. Bidder shall also ensure that the interiors and premises of the 3D holographic

theatre are clean and tidy during the whole project duration.

4.1.3. Supply Installation and Commissioning of Mobile Projection Units:


Page 23 of 141

The SI shall supply, install and commission the Mobile Projection Units (having the minimum

specification as mentioned in the annexure 2 of this RFP) on the trucks to be procured on

rental basis.

i. The mobile theatres should be well mounted on a truck with length at least

5500 mm, one side openable door with stand and necessary fabrication such

as Cage (waterproof), holographic frame etc.

ii. The mobile unit should be equipped with all associated hardware, software,

networking infrastructure, connectivity with adequate bandwidth to central

location, operational manpower, Genset for power / electricity, security and

any other thing required for successful event will be the responsibility of the

bidder.

iii. The mobile theatres should be able to cater to large masses of at least 500

gathering.

iv. The holographic projection solution should have the provision of both live

video streaming and offline video streaming

v. The SI shall conduct audio and visual testing of the projection and surround

sound system at the Mobile Projection Units and conduct routine

maintenance checks on all installed ancillary equipment to ensure that each

of the Mobile project unit is fully functional at all given times.

vi. Supply all the system software with genuine licenses under the name of RISL

with all the updates and patches

vii. Supply any other equipment (like Screws, clamps) required for completing

installation

viii. System Installation and Configuration.

ix. Ensuring all the systems required are supplied, installed, configured, tested

and declaring the project site to be operational.

x. Bidder should ensure that all the software, hardware, peripherals,

accessories, sub-components, connectors and convertors for Audio and

video required for the functionality and completeness of the solution, including

but not limited to devices, equipment, accessories, patch cords (copper /

fibre), cables, software, licenses, development / testing kits, tools, etc. should

also be provisioned according to the requirements of the solution.

xi. Bidder should keep the mobile VAN and Installed 3D holographic setup in

well maintained and smooth running condition.

xii. Integration with the available RISL Infrastructure for necessary connectivity

4.1.4. Commissioning of the 3D Holographic Projection Solution:


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i. Upon successful installation and integration of all the supplied Hardware,

Software and other equipment required for the successful implementation of

the 3D holographic Projection solution, the SI shall submit installation and

integration reports (in original) duly verified by the officer in charge designated

by RISL.

ii. RISL/GoR upon receipt of all installation reports (wherever applicable) from

the SI, shall validate the same as per work order/ bidding document for its

compliance.

iii. The SI in consultation with RISL shall conduct trial runs of a dummy event

(both during day and night) for confirming the commissioning of the solution

iv. Upon successful demonstration of all the components of the installed solution

as per the requirement and full satisfaction of RISL, RISL shall issue a

commissioning certificate to declare the go-live of the project

v. The SI shall provide necessary hands-on training to the selected trainees

from RISL/ DoIT&C and other departments (if any) to make them well

conversant with the functionalities, features and processes built in the entire

solution

4.1.5. Operation and Maintenance (O&M)

From the date of Commissioning the maintenance and support service shall start for a period

of three years for the overall implemented solution.

During this period the SI shall:

i. Deploy the resources as mentioned in the table below for the entire O&M phase

of the project at designated locations to provide operation and maintenance

support for the 3D hologram projection solution and managing live/ recorded

events

S. No Designation/ Quantity in numbers (in each location)

Total Numbers

At Studio (1 no.)

1. Studio Engineer (with equipment knowledge and relevant experience of at least 3 years)

1 1

2. Broadcasting Engineer (with advanced software, transmission and hardware knowledge)

1 1

3. Networking Engineer 1 1

4. Support Staff 1 1


Page 25 of 141

S. No Designation/ Quantity in numbers (in each location)

Total Numbers

3D Holographic Projection Theatre

5. Network Engineer (with equipment knowledge and relevant experience of at least 3 years)

1 1

6. Broadcasting Engineer (with advanced software, transmission and hardware knowledge)

1 1

7. Electrician 1 1

8. Technician for maintenance of AC and other equipment

1 1

Mobile Projection Units

9. Mobile van drivers 1 3

10. Network Engineer (with basic software and hardware knowledge and relevant experience)

1 3

11. Support staff/ Helper 1 3

Helpdesk

12. Helpdesk Support Executives 2 2

ii. Provide onsite preventive and regular maintenance services for the all installed

hardware, software, furniture, fixture, setup, facility and other ancillary equipment

for 3D holographic Studio, Projection Theater / Auditorium and all Mobile Units.

This involves comprehensive onsite maintenance of all installed hardware &

software covered under the warranty as per ‘Warranty’ clause including repairing,

replacement of faulty parts, modules, sub-modules, assemblies, sub-assemblies,

spares etc. with genuine OEM components to make the system functional/

operational as per SLA.

iii. Provide necessary helpdesk support through any helpdesk number / email

address so that end user may report any issue during the operation and

maintenance phase of the project. At least one help desk executive should be

available at the existing Citizen Contact Center at a given shift (First Shift from

8.00 a.m. to 3.00 p.m. and Second Shift from 3.00 p.m. to 10 p.m.). The helpdesk

should be operational on all working days. The help desk may be required on

Saturdays/ Sundays and Public holidays as well based on the requirement of RISL

and schedule of events.

iv. During events the SI may deploy additional resources for the smooth and

seamless projection of images and contents during any events.


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v. RISL may require the SI to deploy additional resources (sound and video

technicians) on a pro-rata basis to assist with the functioning of the Air-conditioned

holographic theatre.

vi. Content Video Shoot as per the requirement of each event and conversion of

these video in compatible formats for 3D Holographic projection.

vii. The staff provided by the SI will perform their duties in accordance with the

instructions given by the designated officers of RISL from time to time. RISL will

examine the qualification, experience etc. of the personnel provided before they

are put on positions. The SI has to take approval from RISL for the proposed staff

before their deployment. RISL has every right to reject the personnel, if the same

is not acceptable, before or after commencement of the awarded work/ project.

viii. Event Management and Mobile Unit Operations :

a) It is envisaged that per year approximately 50 numbers of events shall occur

based on the requirement of the Rajasthan Government. The SI shall be

responsible for end to end management of 3D holographic projection system

for projection of desired contents as decided by RISL including the logistics.

The event streaming shall be recorded and stored for future reference as per

the requirement of the RISL.

b) The selected bidder should prepare the content of the event and get the same

approved by the designated officer of RISL

c) SI shall conduct necessary review of the arrangements at the venue prior to

the beginning of event in consultation with district/block officers nominated by

RISL.

d) During the event the SI shall deploy mobile Unit for projecting necessary

holographic content at the event site. The event site can be located anywhere

in Rajasthan based on the requirement of RISL.

e) The SI need to take the mobile projector unit by road to the designated

locations and conduct the event there.

f) The SI shall reach the location in advance (at least 5 hours prior to the

scheduled start time of the event) for the smooth and seamless execution of

events

g) The quality of the content should enable real life size projection of the person/

object.

h) The SI should make necessary provisions for conducting successful events

during adverse weather conditions. The SI should also make provisions for

weather shielding of the Mobile Projection Units


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i) SI shall lay necessary cables/ repeaters etc. for getting RSWAN/ RajNet

connectivity from the nearest Gram Panchayat office to the location of the

event scheduled through Mobile Projection Unit

j) SI shall also refill fuel in the generator sets of the mobile projection units as

and when required during the entire project duration

k) The SI shall conduct audio and visual testing of the mobile project unit and

ancillary equipment to ensure that there the event is conducted in a smooth

and hassle-free manner.

l) After the successful completion of the event, the SI shall take feedback from

the designated field level officer at the location in the indicative format given in

the annexure-xxx and also submit the video recordings with date and time

stamping (in DVDs) of the event along with the log book of the travel

m) RISL will intimate the SI up to 24 hours in advance regarding the location and

occurrence of any event. DoITC/ RISL will help for necessary approval (if any)

required from the local administration.

n) The SI shall ensure that the every mobile display unit is manned by the

requisite manpower at all times as mentioned in this RFP.

o) The solution should have the provision for maintaining complete records of all

the events along with the videos. Solution should have the provision of archival

and retrieval of the event videos being recorded and maintained. Solution

should also have time and date stamping on the videos of respective events.

ix. Vehicle Leasing Services

a) The SI shall provide 3 vehicles/flatbed trucks for mounting and installing the

mobile projection units. The minimum specifications of the vehicles to be

provisioned are stated at Annexure 2 of this RFP.

b) The SI shall procure comprehensive vehicular and 3rd party insurance for the

vehicles, from reputed insurance agencies registered with the Insurance

Regulatory and Development Authority.

c) RISL shall lease the vehicle from the SI for the duration of the contract period.

d) The SI shall be responsible for providing Vehicle along with full time Driver,

Technical Assistant, Fuel and other necessary items for smooth operation. SI

shall also be responsible for maintenance and upkeep of the vehicles and

ensure that it remains roadworthy during the entire duration of the contract.

e) The mobile Projection unit shall always be parked at the designated location

to be provided by RISL in case there is no event taking place.


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x. Corrective Maintenance:

a) The SI shall be responsible for up keep and maintenance of the entire 3D

holographic solution being provided by the SI as a part of the deployed solution

b) The SI shall also keep documentation of problems, isolation, and cause and

rectification procedures for building knowledge base for the known problems.

xi. Vendor Management Services

a) The SI shall coordinate with external vendors (telecom operators, event

management agencies etc.) for upkeep of equipment deployed to meet the

SLA and shall liaison with various vendors/OEMS for all items as described in

BoM Annexure -1 of this RFP

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

including vendors for hardware under warranty, service providers etc. with

details like contact person, telephone numbers, escalation matrix, response

time and resolution time commitments etc.

c) The SI should, if required escalate and log calls with vendors/ OEM and other

service providers and coordinate with them to get the problems resolved.

d) Coordination with the Telecom Service Provider for ensuring Operations and

Maintenance of networking hardware to ensure compliance to the SLAs as

offered by Service Provider.

e) Responsible for SLA monitoring, Fault reporting, and co-ordinate for

Troubleshooting with the Telecom Service provider to rectify network error (if

required).

xii. Support Services for developed Solution

a) The SI shall be responsible for deploying sufficient manpower or the entire

Operation and Maintenance phase from the date of commissioning of the

project} at the designated locations of RISL.

b) Overall administration, operations, monitoring, maintenance of the deployed

solution and the Database to ensure the desired uptime.

c) To ensure periodic backup and recovery of Database and deployed solution

as per RISL policy.

d) Administration, support & maintenance throughout the project period. The SI

shall provide support on following activities

• Minor changes in deployed solution

• Bugs Fixing reported

e) Back office support required to update deployed solution

f) Download definitions/ patches/ updates/ upgrades/ firmware update / service

packs of the deployed solution and ensure the desired uptime.


Page 29 of 141

g) The SI shall provide onsite OEM support for three years from the date of the

Go-Live of the project

h) The SI shall also be responsible for necessary enhancements in the overall

solution as per the requirement of RISL during the Operation and Maintenance

phase

i) The SI shall be responsible for providing Annual Technical Support for all the

deployed components as a part of the overall solution

xiii. Maintenance of the 3D Holographic Projection Theatre and Studio

a) The SI shall execute the scheduled events at the 3D Holographic Projection

Theatre

b) The SI shall conduct necessary maintenance activities for the upkeep of the

theatre which is not limited to the following activities:

• Maintenance, fault rectification, replacements and repairing of the

followings :

i. Recording and Projection system

ii. Transmission of Recording to remote location

iii. Electrical appliances

iv. Air conditioning system

v. Lightings, signage and sound system

vi. Flooring, ceiling, Carpets and wall carpets

vii. Furniture and any other interior equipment

• Timely inspection of all the installed items in the theatre and

preventive and corrective maintenance activities during the entire

O&M phase of the project.

xiv. MIS Reports:

a) The SI shall have to submit certain key reports which are mentioned

hereunder. However, in addition to the reports/ deliverables as indicated

below, SI shall prepare and submit all other required information in the

desirable format as notified by the purchaser related to project.

b) The formats for all the reports shall be prepared by the SI and submitted to the

purchaser for approval. The reports submitted by the SI should strictly be in

the approved format only which, if required, may be revised from time to time.

Sr. No.

Activity Indicative reports Frequency Time Frame

1. SLA Compliance Report

Compliance Report Quarterly

(Hardcopy)

Within 1 Week of end of each Quarter


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Sr. No.

Activity Indicative reports Frequency Time Frame

2. Availability of Team

Attendance Report of team deployed

Quarterly

(In Hardcopy)

Within 1 Week of end of each Quarter


Page 31 of 141

xv. Warranty Support

The SI shall be responsible for providing three years of onsite warranty support

and replacement of the hardware / software and other related equipment (provided

as a part of the overall solution by the bidder) due to malfunctioning and ensure

compliance of SLA as mentioned in this RFP. Please refer clause no 29 of sec. 6

for details on warranty

4.2. Project Duration:

i. The expected Contract/ Project Period is divided into two phases first is three (3)

months of Implementation Phase which shall commence from the date of award of

work order and thereafter three (3) years of Operation and Maintenance Phase after

successful Go-live and commissioning of the project.

ii. It is responsibility of SI to scale up the Support and Maintenance team as and when

required to confirm smooth project execution throughout the duration

4.3. Roles & Responsibilities of Stakeholders/ SI

4.3.1. Responsibilities of RISL:

a. Overall monitoring of the progress of the project

b. Coordination with all the stakeholder involved for successful implementation of the

project

c. Provide administrative support to the implementation agency

d. Review and approve project management plan and deliverables of the

implementation agency/ system integrator

e. Assist in getting statutory approval from the concerned authority

f. Review and monitoring of Change Management Initiatives

g. Provide the common Hardware Infrastructure to host the solution at RSDC

4.3.2. Responsibilities of System Integrator:

a. As per the Scope of work defined in this RFP.

4.4. Project Deliverables, Milestones ,Time Schedule & Payment Schedule

Scope of Work Milestone Deliverable (Reports/ Documents &

Infra)

Time of

Completion

Payment

Schedule

Project Kick Off Project Plan • Detailed Project Plan with timelines T0 + 2 Weeks NA

Supply Installation and

Commissioning of 3D

Holographic Projection

Solution

Supply, Installation and

Commissioning of Hardware

and software items as per

section 4.1.1 to 4.1.4 of this

RFP

• Delivery Challan for ordered items

• Warranty Certificates for Hardware & software items (wherever applicable)

• Installation & Commissioning Report of the 3D Holographic Projection solution

T0 + 12 weeks 70% of the

amount quoted

(tendered) for the

implementation

phase

(summation of

the tendered

amount from S.

No. 1 to S. No.

25 of the

financial bid)

Operation and Maintenance

Support for first year post

commissioning of the

solution

Operation, Maintenance and

Support Services as per sec

4.1.5 of this RFP

• SLA compliance Report

• Successful completion of events (as per the schedule)

• Event Related:

a. Tour report

b. Attendance Report for deployed manpower approved by designated field level officer

c. Certified log book of the vehicle

d. Toll tax and Parking receipt

e. Video Recordings (DVDs) and photographs of the event with date and time stampings on the recording and photographs

• Post Go Live

(frequency:

Daily/ Monthly/

Quarterly)

during the first

year of O&M

support

• For event:

within 2 weeks

from the

completion of

each quarter

Remaining 10 %

of the amount

quoted

(tendered) for the

implementation

phase

(summation of

the tendered

amount from S.

No. 1 to S. No.

25 of the

financial bid) and

amount quoted

(tendered) for the

Operation &

Maintenance for

the first year as


Page 33 of 141


Infra)

Time of

Completion

Payment

Schedule

f. Feedback of the designated field level officer at the location

per S. No. 27

shall be equated

in 4 instalment.

This amount and

travel cost (on

actual basis) per

quarter shall be

paid quarterly.


Support for second year

post commissioning of the

solution



4.1.5 of this RFP



• Event Related:

a. Tour report



d. Toll tax and Parking receipt if applicable



• Post Go Live

(frequency:

Daily/ Monthly/

Quarterly)

during the first

year of O&M

support

• For event:

within 2 weeks

from the

completion of

each quarter

Remaining 10 %

of the amount

quoted

(tendered) for the

implementation

phase

(summation of

the tendered

amount from S.

No. 1 to S. No.

25 of the

financial bid) and

amount quoted

(tendered) for the

Operation &

Maintenance for

the Second year

as per S. No. 28

shall be equated

in 4 instalment.

This amount and

travel cost (on


Page 34 of 141


Infra)

Time of

Completion

Payment

Schedule

actual basis) per

quarter shall be

paid quarterly.


Support for third year post

commissioning of the

solution



4.1.5 of this RFP



• Event Related:

a. Tour report



d. Toll tax and Parking receipt if applicable



• Post Go Live

(frequency:

Daily/ Monthly/

Quarterly)

during the first

year of O&M

support

• For event:

within 2 weeks

from the

completion of

each quarter

Remaining 10 %

of the amount

quoted

(tendered) for the

implementation

phase

(summation of

the tendered

amount from S.

No. 1 to S. No.

25 of the

financial bid) and

amount quoted

(tendered) for the

Operation &

Maintenance for

the third year as

per S. No. 29

shall be equated

in 4 instalment.

This amount and

travel cost (on

actual basis) per

quarter shall be

paid quarterly.


Page 35 of 141

Note:

The entire implementation activities should be completed within 12 weeks from date of issuance of work order. This will be followed by operations &

maintenance phase for 3 years post successful commissioning of the project.

• Any delay in the provision of connectivity to the SI by RISL shall not account for the delay on SI’s part. However the SI shall be responsible to

complete their independent milestones and deliverables as per the agreed timeline.

• The selected bidder has to design and implement a very detailed plan of implementation that seeks to execute several activities in parallel, adopts

critical path method and commits additional resources to activities falling behind schedule so as to keep up with the overall deadline of

implementation as mentioned above. The time specified for delivery and other activities as mentioned in the table above shall be deemed to be the

essence of the contract and the successful bidder shall arrange supplies and provide the required services within the specified period.

• T0 is the event marking RISL issuing the Work Order to the successful bidder

• The supplier’s/ selected bidder’s request for payment shall be made to the purchaser in writing, accompanied by invoices describing, as appropriate,

the goods delivered and related services performed, and by the required documents submitted pursuant to general conditions of the contract and

upon fulfilment of all the obligations stipulated in the Contract.

• Due payments shall be made promptly by the purchaser, generally within sixty (60) days after submission of an invoice or request for payment by

the supplier/ selected bidder, and the purchaser has accepted it.

• The currency or currencies in which payments shall be made to the supplier/ selected bidder under this Contract shall be Indian Rupees (INR) only.

• All remittance charges will be borne by the supplier/ selected bidder.

• In case of disputed items, the disputed amount shall be withheld and will be paid only after settlement of the dispute.

• Payment in case of those goods which need testing shall be made only when such tests have been carried out, test results received conforming to

the prescribed specification.

• Any penalties/ liquidated damages, as applicable, for delay and non-performance, as mentioned in this bidding document, will be deducted from

the payments for the respective milestones.

• Taxes, as applicable, will be deducted/ paid as per the prevalent rules and regulations.

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

e-Procurement 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 cash or by 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 shall be as

under: -

a. Last date of submitting clarifications requests by the bidder: as per NIB

b. Response to clarifications by procuring entity: as per NIB

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.


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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.

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

a) Bidders must submit their bids online at e-Procurement portal i.e.

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

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

c) 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


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d) The technical bid shall consist of the following documents: -

S. No.

Documents Type Document Format

Fee Details 1. Bidding document Fee (Tender Fee) Proof of submission (PDF) 2. RISL Processing Fee (e-Procurement) Instrument/ Proof of submission

(PDF) 3. Bid Security Instrument/ Proof of submission

(PDF) Technical Documents

4. Covering Letter of the Bid As per Annexure 17 5. Tender Form As per Annexure 18 6. Bidder’s Authorization Certificate As per Annexure 4 7. Certificate of Conformity/ No Deviation As per Annexure-5 (PDF) 8. Components Offered -BoM As per Annexure 11 9. Manufacturer’s Authorisation Form (MAF) As per Annexure-6 (Indicative

Format) (PDF) 10. Undertaking on Authenticity of Comp.

Equip. As per Annexure-7 (PDF)

11. Sizing and Deployment Details As per Annexure 16 12. Project reference as per the Technical

Evaluation Criteria As per Annexure 12

13. All documents as per the technical evaluation criteria

As per the format mentioned against the respective eligibility criteria clause (PDF)

14. Any other documents as per the requirement of RFP

b) Financial bid shall include the following documents: -

S. No.

Documents Type Document Format

1. Financial Bid – Cover Letter On bidder’s letter head duly signed by authorized signatory as per Annexure-7 (PDF)

2. Financial Bid - Format As per BoQ (.XLS) format available on e-Procurement portal

c) 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 in the “Annexure-2: Components Offered”.

8) Bid Security

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

the bid security as specified in the NIB.

a) In lieu of bid security, a bid securing declaration shall be taken from Departments of the State

Government, Undertakings, Corporations, Autonomous bodies, Registered Societies and

Cooperative Societies which are owned or controlled or managed by the State Government

and Government Undertakings of the Central Government.

b) Bid security instrument or cash receipt of bid security or a bid securing declaration shall

necessarily accompany the technical bid.

c) 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.

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

guarantee, in specified format, of a scheduled bank. The bid security must remain valid thirty

days beyond the original or extended validity period of the bid.

e) 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.

f) 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.

g) The bank guarantee presented as bid security shall be got confirmed from the concerned

issuing bank. However, the confirmation of the acceptability of a proposed issuer or of any

proposed confirmer does not preclude the procuring entity from rejecting the bid security on


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the ground that the issuer or the confirmer, as the case may be, has become insolvent or

has otherwise ceased to be creditworthy.

h) The bid security of unsuccessful bidders shall be refunded soon after final acceptance of

successful bid and signing of Agreement and submitting performance security.

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

following cases, namely: -

a. when the bidder withdraws or modifies its bid after opening of bids;

b. when the bidder does not execute the agreement, if any, after placement of supply/ work

order within the specified period;

c. when the bidder fails to commence the supply of the goods or service or execute work

as per supply/ work order within the time specified;

d. when the bidder does not deposit the performance security within specified period after

the supply/ work order is placed; and

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

in the bidding document.

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

forfeited.

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

l) In case of the successful bidder, the amount of bid security may be adjusted in arriving at

the amount of the Performance Security, or refunded if the successful bidder furnishes the

full amount of performance security.

m) The procuring entity shall promptl

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