Dear Sir/Madam, b. c. d. e. - Rajasthanrisl.rajasthan.gov.in/wp-content/uploads/2015/12/...Dear Sir/Madam, Government of Rajasthan intends to implement new e-Procurement solution with

Dear Sir/Madam,

Government of Rajasthan intends to implement new e-Procurement solution

with following objectives:

a. To bring in efficiency and improve service levels to all stakeholders by

streamlining internal and external processes and minimize the

procurement cycle time.

b. To improve transparency in the procurement procedures and practices.

c. Application of Information and Communication Technologies (ICT) as a

Decision Support System beyond simplistic approach of information

capturing and reporting, by providing procurement information through

detailed and improved quality of management information reports leading

to better decision making.

d. Focus on simplicity and ease-of-use by centralization covering all

functions and roles.

e. To ensure confidentiality, integrity and authenticity of all transactions and

data between the procurement entities and the suppliers.

In order to select the Implementing Agency, draft RFP has prepared and

uploaded on risl.rajasthan.gov.in and doitc.rajasthan.gov.in.

Interested bidders may review the draft RFP and provide feedback/suggestions

through email on [email protected] on or before 5th January, 2016.

Please note that RISL will have the right to consider / not consider the

suggestions received if any at its own discretion.

For further clarifications (if any), following officers may be contacted:

Sno Name Designation Mobile No

1 Rajesh Bhatnagar ACP (Dy. Director) 9828340563

2 Suneel Chhabra Addl. Director 9413387333

An early response will be appreciated.

Thanks

e-Procurement Team

Draft RFP for feedback / suggestions for e-Procurement System

Page 1 of 157

Draft

Request for Proposal (RFP) for

Selection of Implementation Agency for

e-Procurement System

Government of Rajasthan

Reference No. ………… dated:

Unique Bid No. ………..

Mode of Bid Submission Online though e-Procurement/ e-Tendering system at

https://eproc.rajasthan.gov.in

Tendering Authority/ Purchaser Managing Director,

RajCOMP Info Services Limited (RISL), First Floor,

Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur-

302005 (Rajasthan)

Date & Time of Pre-bid meeting ……………. at 11:00AM

Last Date & Time of Submission of Bid ……………. at 03:00PM

Date & Time of Opening of Techno-

commercial Bid

……………. at 04:00PM

Bidding Document Fee: Rs. 5000 Only (Rupees Five Thousand Only)

Name of the Bidding Company/ Firm:

Contact Person(Authorised Bid Signatory):

Correspondence Address:

Mobile No. Telephone & Fax Nos.:

Website & E-Mail:


Page 2 of 157

RajCOMP Info Services Limited (RISL)

1st Floor, Yojana Bhawan, C-Block, Tilak Marg, C-Scheme, Jaipur-302005 (Rajasthan)

Phone: 0141-5103902 Fax: 0141-2228701

Website: http://risl.rajasthan.gov.in, Email: [email protected]


Page 3 of 157

CONTENTS

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

2. PROJECT PROFILE & BACKGROUND INFORMATION 15

2.1. PROJECT PROFILE .................................................................................................................................. 15

2.1.1 PROJECT OBJECTIVES ............................................................................................................................ 16

2.1.2 BACKGROUND INFORMATION .................................................................................................................. 16

2.1.3 NEEDS AND BENEFITS ............................................................................................................................. 16

2.1.4 BRIEF SCOPE OF WORK ......................................................................................................................... 17

2.1.5 IMPLEMENTATION APPROACH ................................................................................................................. 18

2.1.6 IMPLEMENTING AND PARTICIPATING AGENCIES (STAKEHOLDERS) ........................................................ 18

2.1.7 ROLES & RESPONSIBILITIES ................................................................................................................... 18

2.2. PROPOSED SOLUTION ARCHITECTURE .................................................................................................. 21

2.2.1 HIGH LEVEL SYSTEM VIEW OF E-PROCUREMENT APPLICATION............................................................ 21

2.2.2 E-PROCUREMENT APPLICATION ARCHITECTURE – OVERVIEW ............................................................. 21

2.2.3 APPLICATION STANDARDS ...................................................................................................................... 26

3. PRE-QUALIFICATION/ ELIGIBILITY CRITERIA 30

4. SCOPE OF WORK, TIMELINES AND DELIVERABLES 34

4.1. PREPARATION OF DETAILED PROJECT PLAN & HIGH LEVEL SYSTEM STUDY ...................................... 35

4.2. DETAILED SYSTEM STUDY & REQUIREMENT ANALYSIS ......................................................................... 36

4.3. SYSTEM REQUIREMENT SPECIFICATION (SRS) ..................................................................................... 37

4.4. CUSTOMIZATION AND CONFIGURATION OF E-PROCUREMENT SYSTEM ................................................. 37

4.5. SUPPORT IN FINALIZING, PROCUREMENT & DEPLOYMENT OF HIGH END INFRASTRUCTURE AT RSDC 37

4.6. INTEGRATION WITH 3RD PARTY APPLICATIONS AND OTHER E-GOV APPLICATIONS .............................. 38

4.7. SUPPLY, CUSTOMIZATION & INSTALLATION OF THE E-PROCUREMENT SYSTEM ................................... 39

4.8. SOFTWARE TESTING ............................................................................................................................... 39

4.9. DEPLOYMENT & CONFIGURATION OF THE E-PROCUREMENT SYSTEM .................................................. 39

4.10. USER ACCEPTANCE TESTING ................................................................................................................. 40

4.11. GO-LIVE OF THE E-PROCUREMENT SYSTEM .......................................................................................... 41

4.12. TRAINING TO STAKEHOLDERS ................................................................................................................. 41

4.13. OPERATIONS & MAINTENANCE (O&M)................................................................................................... 43

4.14. PROJECT DURATION ............................................................................................................................... 48

4.15. PROJECT DELIVERABLES, MILESTONES & TIMELINES ........................................................................... 49


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5. INSTRUCTION TO BIDDERS (ITB) & BIDDING PROCESS 52

5.1. SALE OF TENDER/ BIDDING DOCUMENT ................................................................................................. 52

5.2. PRE-BID MEETING/ CLARIFICATIONS ...................................................................................................... 52

5.3. CHANGES IN THE BIDDING DOCUMENT ................................................................................................... 53

5.4. PERIOD OF VALIDITY OF BIDS ................................................................................................................. 53

5.5. FORMAT AND SIGNING OF BIDS .............................................................................................................. 54

5.6. COST & LANGUAGE OF BIDDING ............................................................................................................. 55

5.7. ALTERNATIVE/ MULTIPLE BIDS ............................................................................................................... 55

5.8. BID SECURITY ......................................................................................................................................... 55

5.9. DEADLINE FOR THE SUBMISSION OF BIDS .............................................................................................. 57

5.10. WITHDRAWAL, SUBSTITUTION, AND MODIFICATION OF BIDS ................................................................. 58

5.11. OPENING OF BIDS ................................................................................................................................... 58

5.12. SELECTION METHOD ............................................................................................................................... 59

5.13. CLARIFICATION OF BIDS .......................................................................................................................... 59

5.14. EVALUATION & TABULATION OF TECHNICAL BIDS .................................................................................. 59

5.15. EVALUATION & TABULATION OF FINANCIAL BIDS ................................................................................... 64

5.16. CORRECTION OF ARITHMETIC ERRORS IN FINANCIAL BIDS ................................................................... 64

5.17. COMPARISON OF RATES OF FIRMS OUTSIDE AND THOSE IN RAJASTHAN ............................................... 65

5.18. PRICE/ PURCHASE PREFERENCE IN EVALUATION ................................................................................... 65

5.19. NEGOTIATIONS ........................................................................................................................................ 65

5.20. EXCLUSION OF BIDS/ DISQUALIFICATION ............................................................................................... 66

5.21. ACCEPTANCE OF THE SUCCESSFUL BID AND AWARD OF CONTRACT ..................................................... 67

5.22. INFORMATION AND PUBLICATION OF AWARD ........................................................................................... 68

5.23. PROCURING ENTITY’S RIGHT TO ACCEPT OR REJECT ANY OR ALL BIDS................................................. 68

5.24. RIGHT TO VARY QUANTITY ...................................................................................................................... 68

5.25. PERFORMANCE SECURITY ...................................................................................................................... 68

5.26. EXECUTION OF AGREEMENT ................................................................................................................... 70

5.27. CONFIDENTIALITY .................................................................................................................................... 70

5.28. CANCELLATION OF PROCUREMENT PROCESS ........................................................................................ 71

5.29. CODE OF INTEGRITY FOR BIDDERS ........................................................................................................ 72

5.30. INTERFERENCE WITH PROCUREMENT PROCESS .................................................................................... 73

5.31. APPEALS .................................................................................................................................................. 73

5.32. STAY OF PROCUREMENT PROCEEDINGS ................................................................................................ 75

5.33. VEXATIOUS APPEALS & COMPLAINTS .................................................................................................... 75


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5.34. OFFENSES BY FIRMS/ COMPANIES ......................................................................................................... 75

5.35. DEBARMENT FROM BIDDING ................................................................................................................... 76

5.36. MONITORING OF CONTRACT ................................................................................................................... 77

6. GENERALTERMS AND CONDITIONS OF TENDER & CONTRACT 78

6.1 CONTRACT DOCUMENTS......................................................................................................................... 78

6.2 INTERPRETATION ..................................................................................................................................... 78

6.3 LANGUAGE ............................................................................................................................................... 78

6.4 ELIGIBLE GOODS AND RELATED SERVICES ............................................................................................ 79

6.5 NOTICES .................................................................................................................................................. 79

6.6 GOVERNING LAW .................................................................................................................................... 79

6.7 SCOPE OF SUPPLY .................................................................................................................................. 79

6.8 DELIVERY & INSTALLATION ..................................................................................................................... 80

6.9 SUPPLIER’S/ BIDDER’S RESPONSIBILITIES ............................................................................................. 80

6.10 PURCHASER’S RESPONSIBILITIES ........................................................................................................... 80

6.11 CONTRACT PRICE ................................................................................................................................... 80

6.12 RECOVERIES FROM SUPPLIERS/ BIDDERS ............................................................................................. 81

6.13 TAXES & DUTIES ..................................................................................................................................... 81

6.14 COPYRIGHT ............................................................................................................................................. 81

6.15 CONFIDENTIAL INFORMATION ................................................................................................................. 82

6.16 SUB-CONTRACTING ................................................................................................................................. 83

6.17 EXTENSION IN DELIVERY PERIOD AND LIQUIDATED DAMAGES (LD) ..................................................... 83

6.18 PATENT INDEMNITY ................................................................................................................................. 85

6.19 LIMITATION OF LIABILITY ......................................................................................................................... 86

6.20 FORCE MAJEURE .................................................................................................................................... 86

6.21 CHANGE ORDERS AND CONTRACT AMENDMENTS ................................................................................. 87

6.22 TERMINATION .......................................................................................................................................... 87

6.23 EXIT MANAGEMENT ................................................................................................................................. 89

6.24 SETTLEMENT OF DISPUTES..................................................................................................................... 93

7. SPECIAL TERMS AND CONDITIONS OF TENDER & CONTRACT 95

7.1. PAYMENT TERMS AND SCHEDULE .......................................................................................................... 95

7.2. SERVICE LEVEL REQUIREMENTS/ AGREEMENT FOR OPERATIONS & MAINTENANCE (O&M) ............... 99

8. ANNEXURES

105


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8.1 ANNEXURE-1: FUNCTIONAL REQUIREMENT SPECIFICATION ............................................ 105

8.2 ANNEXURE-2: RESOURCE DEPLOYMENT DURING THE O&M PERIOD ............................. 121

8.3 ANNEXURE-3: PRE- BID QUERIES FORMAT .............................................................................. 126

8.4 ANNEXURE-4: BIDDER’S AUTHORIZATION CERTIFICATE .................................................... 127

8.5 ANNEXURE-5: COVERING LETTER OF THE BID ....................................................................... 128

8.6 ANNEXURE-6: BID FORM ................................................................................................................ 130

8.7 ANNEXURE-7: SELF-DECLARATION ............................................................................................ 132

8.8 ANNEXURE-8: CERTIFICATE OF CONFORMITY/ NO DEVIATION ......................................... 134

8.9 ANNEXURE-9: MANUFACTURER’S AUTHORIZATION FORM (MAF)..................................... 135

8.10 ANNEXURE-10: FINANCIAL BID COVER LETTER & FORMAT ................................................ 136

8.11 ANNEXURE-11: FORMAT FOR CVS OF KEY PROFILES ........................................................... 139

8.12 ANNEXURE-12: BANK GUARANTEE FORMAT ........................................................................... 141

8.13 ANNEXURE-13: BANK GUARANTEE FORMAT – PERFORMANCE SECURITY (PBG) ...... 145

8.14 ANNEXURE-14: DRAFT AGREEMENT FORMAT ........................................................................ 148

8.15 ANNEXURE-15: MEMORANDUM OF APPEAL UNDER THE RTPP ACT, 2012...................... 152

8.16 ANNEXURE-16: LIST OF DEPARTMENTS OF GOVERNMENT OF RAJASTHAN ................. 153

8.17 ANNEXURE-18: C.A. CERTIFICATE TOWARDS TURNOVER FROM IT/ITES ....................... 156

8.18 ANNEXURE-19: C.A. CERTIFICATE TOWARDS TURNOVER FROM IT/ITES ....................... 157


Page 7 of 157

ABBREVIATIONS & DEFINITIONS

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

and Rules/Notification thereto

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/Proposal 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/ RFP 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

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/ Agreement

A contract entered into between the procuring entity and a Implementation Agency

concerning the subject matter of procurement

Contract/ Project Period

The complete e-Procurement project is likely to achieve full rollout status within 4

months from date of issuance of work order. The operations and maintenance phase

will start from the date of Go-Live. Go-Live of the project is expected to be achieved

in 6 months from date of issuance of work order and O&M phase will continue for 3

years from the date of Go-Live.

COTS

“Commercial off the Shelf Software” is software application which is readily

deployable with or without customization to suit the customer’s specific process

requirements and does not involve developing the application from scratch.

Day A calendar day as per GoR/ GoI

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


Page 8 of 157

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

Rajasthan

GoI/ GoR Government of India/ Government 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.

EMD Ernest Money Deposit / Bid Security

ICT Information and Communication Technology

IHRMS Integrated Human Resource Management System

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)

IFMS Integrated Financial Management System

INR Indian Rupee

ISO International Organisation for Standardisation

IT Information Technology

ITB Instruction to Bidders

LCBS Least Cost Based Selection (L1)

LD Liquidated Damages

LoI Letter of Intent

MSDG Mobile Service Delivery Gateway

NeGP National e-Governance Plan of Government of India

NIB Notice Inviting Bid

Notification A notification published in the Official Gazette

OEM Original Equipment Manufacturer

PAN Permanent Account Number

PBG Performance Bank Guarantee

PC Procurement/ Purchase Committee

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.


Page 9 of 157

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 The “Project Site”, wherever applicable, means the designated place or places where

the project implementation is to be carried out.

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 the bidder under

a purchase order or contract of sale. Also called buyer. RajCOMP Info Services

Limited (RISL) in this RFP document.

RISL RajCOMP Info Services Ltd.

RSDC Rajasthan State Date Centre, New IT Building, Jaipur

RSWAN Rajasthan State Wide Area Network

RTPP Rajasthan Transparency in Public Procurement Act and Rules

RVAT Rajasthan Value Added Tax

Implementation Agency/

Supplier/ Implementing

Agency

The bidder who will be finally selected and who gets into a Contract with the RISL for

completing the work mentioned in this RFP document.

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 RISL and the other is the Implementation Agency. It is 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.

SoW Scope of Work

SSDG State Service Delivery Gateway

State Government Government of Rajasthan

State Public Procurement Portal

http://sppp.rajasthan.gov.in/

TC Technical Committee

TIN Tax Identification Number

TPA Third Party Auditor

UAT User Acceptance Testing


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VAT/ CenVAT Value Added Tax/ Central VAT

WO/ PO Work Order/ Purchase Order


Page 11 of 157

1. INVITATION FOR BIDS (IFB) AND NOTICE INVITING BID (NIB)

Government of Rajasthan invites reputed software service providers to submit their Technical and

Commercial offers for ‘Supply, customization, test, implementation and maintenance of an e-

Procurement system’ for a period of 5 years from the date of Go-live of the System, in accordance

with the conditions and manner prescribed in this Request for Proposal (RFP) document.

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 Coordinator

• Name: Rajesh Bhatnagar

• Designation: ACP (Dy. Director)

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

Scheme, Jaipur-302005 (Rajasthan)

• Email: [email protected]

Subject Matter of

Procurement

Selection of Implementation Agency to supply, customize, test,

implement and maintain an e-Procurement system for Government

of Rajasthan

Bid Procedure Single-stage, Two part (envelope) Open Competitive eBid

procedure at https://eproc.rajasthan.gov.in

Bid Evaluation Criteria

(Selection Method) Least Cost Based Selection (LCBS) - L1

Websites for

downloading Bidding

Document,

Corrigendums,

Addendums etc.

• Websites: http://risl.rajasthan.gov.in and

http://doitc.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. 4.00 Crores (Rupees Four crore only)


Page 12 of 157

Bid Security and Mode of

Payment

• Rs. 8.00 lacs (Rupees Eight lacs only)

• 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)

……………. to …………….

Date/ Time/ Place of Pre-

bid Meeting

• Date/ Time: ……………. at 11:00 PM

• Place: Conference Room, Ground Floor, New IT Building,

Yojana Bhawan, C-Scheme, Jaipur

• Last date of submitting clarifications requests by the bidder:

……………. Response to clarifications by procuring entity:

…………….

Manner, Start/ End Date

for the submission of

Techno-commercial Bids

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

• Start Date: …………….

• End Date: ……………. till 3:00 PM

Submission of Banker’s

Cheque/ Demand Draft for

Bidding document Fee,

Bid Security, and

Processing Fee*

From 11:00 AM onwards on ……………. and up to 3:00 PM on

…………….

Date/ Time/ Place of

Technical Bid Opening

• Date: ……………. Time: 04:00 PM

• 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, Banker’s Cheque/ Demand Draft for Bidding

document Fees, RISL Processing Fees and Banker’s Cheque/ Demand Draft/ Bank

Guarantee for Bid Security should be submitted physically at the office of Tendering Authority


Page 13 of 157

as prescribed in NIB and scanned copy of same should also be uploaded along with the

techno-commercial Bid/ cover.

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

Bidding document Fee, RISL Processing Fee and Banker’s Cheque/ Demand Draft/ Bank

Guarantee for Bid Security up to 03:00 PM on ……………., its Bid shall not be accepted. The

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

Banker’s Cheque/ Demand Draft/ Bank Guarantee for 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 who have registered before 30-09-2011

must register again on https://eproc.rajasthan.gov.in

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 Implementation Agency.


Page 14 of 157

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 RTPP Act 2012 and Rules and subsequent amendments 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, Rules and Amendments thereto,

the latter shall prevail.


Page 15 of 157

2. PROJECT PROFILE & BACKGROUND INFORMATION

2.1. Project Profile

Government of Rajasthan (GoR) invites reputed software service providers to submit their technical

and commercial offers for ‘Supply, customization, test, implementation and maintenance of an e-

Procurement system’ for a period of 5 years from the date of Go-live of the system, in accordance

with the conditions and manner prescribed in this Request for Proposal (RFP) document.

Government is one of the largest procurers of goods, works and services in the country and public

procurement is its core function. The State Government of Rajasthan is focussed on improving the

efficiency and effectiveness of its Departments’ processes and transfer the benefits of an effective

system to all its stakeholders. GoR has an estimated aggregated spend of more than Rs 40,000 Cr.

An efficient and transparent procurement process is crucial for effective and fruitful utilization of

public funds. In order to save cost and time, achieve process efficiencies and establish more

transparency in procurement process GoR has embarked upon electronic procurement since the

year 2011. In addition to this, the State of Rajasthan is a forerunner in terms of adopting good public

procurement practices by introducing legislation on transparency, accountability and civic

engagement to govern public procurement. Rajasthan Transparency in Public Procurement Act

(RTPP Act) 2012 has been introduced to safeguard integrity in the procurement process and

enhance public confidence in procurement. A State Public Procurement Portal has been made to

provide a single point of access to the information on procurements made across various

Departments of State Government, State Public Sector Enterprise and anybody covered under the

RTPP Act 2012.

An electronic procurement system consistent with good public procurement practices, leads to

increase in competition among suppliers. In addition, by bringing processes online, it makes the

procurement system more transparent and less discriminative. As a result, the system significantly

minimizes risks and malpractices and bring substantial savings to the government and citizens.

Thereby, in order to increase the effectiveness and expanse of the e-Procurement system, new

features and enhanced functionalities are being proposed. In addition to this it is envisaged that the

proposed solution should suffice the requirements of SPPP. This shall significantly increase the

volume of published tenders and bid submissions. To meet this ever increasing requirement, a


Page 16 of 157

robust e-Procurement web based system with enhanced functionalities and advance user-

experience is required.

2.1.1 Project Objectives

The objectives of the e-Procurement project are as follows:

a. To bring in efficiency and improve service levels to all stakeholders by streamlining internal

and external processes and minimize the procurement cycle time.

b. To improve transparency in the procurement procedures and practices.

c. Application of Information and Communication Technologies (ICT) as a Decision Support

System beyond simplistic approach of information capturing and reporting, by providing

procurement information through detailed and improved quality of management information

reports leading to better decision making.

d. Focus on simplicity and ease-of-use by centralization covering all functions and roles.

e. To ensure confidentiality, integrity and authenticity of all transactions and data between the

procurement entities and the suppliers.

2.1.2 Background Information

As per Section 28 - Sub section (2) of RTPP Act 2012 and RTPP Rules 2013, it is mandatory to

conduct all public procurement above a prescribed value through electronic mode only. Currently,

the prescribed limit is Rs. 25.00 lacs and above for procurement of Good and Services and Rs 10.00

lacs and above for procurement of works tenders. At present the e-Procurement Solution (GePNIC)

developed by NIC has been implemented in the State of Rajasthan since October, 2011. This

system is used by more than 130 departments/PSUs of the State. Total number of registered

Governmental Users is 3,792 and registered bidders are 11,964. More than 38,000 tenders

amounting to net tender value of Rs 1,74,719 Crores have been published through this system.

2.1.3 Needs and benefits

The Government of Rajasthan aims to further increase the effectiveness and expanse of the e-

Procurement system by introducing new features and functionalities and reducing the minimum

stipulated limit of the tender value to be done through electronic procurement; thereby significantly

increasing the volume of published tenders, bid submissions and payment transactions. To meet

this requirement, a robust e-Procurement web based system is required.

The envisaged benefits from the e-Procurement system are as follows:


Page 17 of 157

• Availability of real-time, detailed and quality procurement related management information

for better decision making

• Increased transparency and trust in public procurement

• Enhanced procurement process efficiency leading to improvements in service levels

• Increased accountability

• Better monitoring of supplier performance

• Lower cost of participation

• Wider and equal opportunities

• Standardisation of procurement process

• Quick tender-wise, organisation-wise payment reconciliation

2.1.4 Brief Scope of Work

1. The project scope involves supply, customization, test, implementation and maintenance of an

e-Procurement system to be used by vendors / bidding firms and State Government

Departments/Organizations.

2. The Implementation Agency shall perform the following activities:

a. Detailed study of selected Departments/ Organizations of Rajasthan Government like PWD,

Medical & Health, PHED, Agriculture, Social Justice, Revenue, Municipality, RIICO, JDA,

Housing Board, Commercial Tax, Transport etc., to understand the requirements of each

module & features proposed to be covered in e-Procurement system.

b. Design, Customize, Configure and Test the e-Procurement system for the Government of

Rajasthan as per the Functional Requirements Specifications (FRS) and proposed solution

architecture provided in this RFP.

c. Host the system at the State Data Centre and provide Operation & Maintenance (O&M)

services as per the agreed SLA, for a period of 3 years from the Date of Go-Live of the

system.

3. The e-Procurement system shall have the following modules:

• User Management (Vendors and Departmental Users)

• e-Tendering

• e-Auction

• e-Payment &

• MIS


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4. The Implementation Agency shall be responsible to provide the best in class technical solution

as per the requirements given in this RFP document. For detailed technical solution

requirements, bidders should refer to subsequent chapters / sections of this RFP document.

5. The solution must be PKI enabled so as to ensure secure and authenticated access and

transactions which are in conformity with the IT Act 2000 and further amendments issued by the

Government of India (GoI), Guidelines issued by the GoR like Rajasthan Transparency in Public

Procurement Rules, Public Works Financial & Accounts Rules, General Financial & Accounts

Rules, CVC Guidelines etc.

6. The e-Procurement system shall be role-based, workflow driven web application, providing real-

time bidding solutions for buyers and sellers that bring efficiency, control and simplicity. It should

have facility for User Authentication & Role based access control. The proposed e-Procurement

system should be highly secure, robust and scalable. The system should be interoperable with

GoR applications and cater to all the requirements specified in the RFP.

2.1.5 Implementation Approach

The project shall be implemented in all departments/PSUs in the State. IA shall first provide the core

functionalities of all the proposed modules. Once stabilized and accepted by the Purchaser, it would

be declared as Go-Live. This will then commence the start of the O&M Phase. Additional

functionalities and features shall be provided during the O&M Phase. Refer Annexure 1 Functional

Requirements Specification for detailed description of functionalities.

2.1.6 Implementing and participating agencies (Stakeholders)

The key stakeholders of the project are:

a. Finance Department, Government of Rajasthan

b. Department of Information Technology & Communication (DoIT&C), GoR

c. RajCOMP Info Services Ltd (RISL)

d. Implementation Agency/ Selected Bidder

e. State Departments/ Organisations/ PSUs

f. Vendors/Suppliers/Contractors

2.1.7 Roles & Responsibilities

Major Roles & Responsibilities (Stakeholder wise)

1. Responsibilities of DoIT&C: DoIT & C is responsible for IT enablement of the State and

is involved in framing policies, planning, implementations and monitoring of Information &


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Communication Technologies and e-Governance projects, The e-Procurement System shall

be implemented under the overall supervision and guidance of DoIT & C. DoIT & C shall

be responsible for issue of various rules/regulations regarding the proposed electronic

procurement system and formation of various committees for key decisions regarding the

project.

2. Responsibilities of RajCOMP Info Services Ltd. (RISL)

The e-Procurement System shall be implemented under the overall supervision, guidance

and management by RISL.

a. RISL shall facilitate and coordinate with State Departments/organizations/agencies

to ensure an active support from the Departments during project execution.

b. Monitor the overall progress of the project. Review, provide feedback and approve

the solution design, software design, implementation approach, and other technical

documents submitted by the IA. Provide feedback on changes to be made in the

solution to improve usability of the application software. Report problem/bugs in

solution to IA for immediate action/rectification.

c. Coordinate with Data Centre and provide requisite infrastructure support required for

application hosting.

d. Extend necessary support for integration of existing applications.

e. Facilitate Acceptance Testing, security audit and performance audit.

f. Any other help/assistance/co-ordination required for the successful implementation

and operation of the system.

3. Responsibilities of Implementing Agency (IA)/ Selected Bidder:

a. Carry out the tasks in conformity with the scope of work and T&C defined in this

RFP.

4. Responsibilities of Third Party Vendor

a. Provide support to the Implementation Agency for integration of application.

b. Provide all kind of APIs and Database Integration Services for Application

Integration.

c. Provide the resources, if required by the Implementation Agency for integration

d. Provide the support in application integration testing.

e. Ensure successful integration of the application and their component.

5. Responsibilities of Other Government Departments


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a. Appoint Nodal Officers who will be responsible to provide domain knowledge and all

necessary support to RISL & IA in system study, design, functional testing &

implementation of e-Procurement System in identified offices of their department.

b. Facilitate in creation and maintenance of departmental hierarchy in terms of tender

issuance authority and other key members.

c. Facilitate in training of key officials on the developed e-Procurement system.


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2.2. Proposed Solution Architecture

2.2.1 High Level System View of e-Procurement Application

2.2.2 E-Procurement Application Architecture – Overview

1. The above figure depicts an indicative e-Procurement Application Architecture: The

bidders shall propose a relevant solution that best suits the required functionality in-line

with overall project objective and scope of work.

2. The proposed e-Procurement application would be a comprehensive centralized

reusable software suite based on Service-Oriented Architecture (SOA) and would be

accessed by all the users (Employees of various Government and Citizens etc.) across

the state. The solution should support at least 1,000 concurrent users. The bidder shall


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develop e-Procurement Application using proposed Functional Requirement

Specifications are available for ready reference at Annexure-1.

3. As depicted in the figure above, the proposed e-Procurement Application shall interface

with the following layers & components: -

a. Users

b. Service Delivery Channel

c. Security Layer (Single Sign On (SSO), LDAP, e-Sign, Role, DSC, User, IP)

d. Presentation Layer/ User Interface

e. ESB/Middleware

f. Services

g. Other e-Gov Applications

h. Gateway (SMS, Email, Payment, E-Sanchar/iFact)

i. Data Layer

4. The details of each layers/components & sub-components are given below:

a. Users

All users who will be accessing the e-Procurement application include various

stakeholders are as under:

i. Employees of all State government Departments/ Organizations

ii. Citizens

iii. Suppliers/Vendors

b. Service Delivery Channel

E-Procurement Application services shall be accessed online through standard

browser clients like Chrome, Firefox etc, and through mobile devices like PC, Tablets,

Smartphone’s, etc.

c. Security Layer (Single Sign On (SSO), LDAP, e-Sign, Role, Position, User, IP)

User will have access to the solution after performing security check from the

security layer. E-Procurement application shall support the following type of security

to access the application.

i. Role/User/URL/IP/E-Sign/DSC Based Authentication

The application shall comprise the Role/User/URL/IP/E-Sign/DSC Based

Authentication to authenticate the user to access the applications and input

forms.

ii. Single Sign On (SSO)


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1) Government of Rajasthan, as part of its e-Governance action plan, is

in the process of implementing central Single Sign-On (SSO)

infrastructure in Rajasthan State Data Center (RSDC), Jaipur.

2) Rajasthan SSO is being implemented using Microsoft platform and

includes the following:

a. Identity Provider: MS-Active Directory Services (ADS) on MS-

Windows Server 2012 R2 Standard Edition.

b. SSO Application: MS .Net Framework 4.x based web

application that provides a secure SSO Application Interface

including interface and secure web services for Identity and

Application management lifecycle.

3) The entire identity management lifecycle is managed through a

custom .Net web based secure GUI application and web services and

a set of readymade libraries. Similarly, the application registration and

role mapping activities are also managed by a custom .Net web

based secure GUI application.

4) Process Flow: Only upon successfully authentication (MS-ADS), the

end-user would land on the SSO Application wherein he would see a

list of all the SSO-enabled applications. Once the authenticated user

clicks on any application under the SSO Application, his role/ access

to that application is validated with MS-ADS in a secured manner and

depending upon his role, access is denied/ granted to that application

with the set of privileges mapped to the assigned role by that

application. The user, after having finished his/ her work with the

application, can go-back to SSO Application to select another

application or directly Logout from the existing application.

5) The SSO application would also enable an authenticated user to

review/ update his profile (self-service) using the SSO application.

The audit trail of all the actions performed by an authenticated user

on Rajasthan SSO would be maintained in a separate database.

d. Presentation Layer

The presentation layer i.e. User Interface would be used for the receiving and delivery

information for to and from the end-user of the application. It should be responsive.


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e. ESB/ Middleware

Application shall be compatible to ESB for integration of other third party

applications, e-Gov applications and various gateways.

i. An Enterprise Service Bus (ESB) is a software architecture model used for

designing and implementing communication between mutually interacting

software applications in a service oriented architecture (SOA).

ii. State Government has implemented IBM integration Service Bus as part of

its core infrastructure in RSDC as the middleware bus and would be used

in integration of backend application, databases and third party

applications.

iii. The ESB supports SOAP Based integration, including SOAP/HTTP,

SOAP/JMS, and SOAP/HTTPS and XML messages.

iv. The ESB supports message record/ replay capability, DFDL standards-

based parser for text and binary data, many programming languages (Java,

ESQL, PHP, C#, VB, F#, C++) including .Net, natively web services,

Graphical Data mapping for transforming XML, text, and binary data,

transaction management (Automatic, Commit, Rollback), SSL, SFTP, and

LDAP etc.

v. The ESB provide robust transaction control capabilities including

uncoordinated auxiliary transactions.

vi. The ESB have the capability to support design, editing and manipulation of

WSDL, through an integrated tooling.

vii. The ESB provide an integrated testing tool with auto test the integration

components developed and integrated development environment for

development, test and deployment and debug.

viii. The ESB also support TLS 1.1 & TLS 1.2 to offer strict security

requirements.

f. Services

It will comprise of all the services that are depicted in the functional requirements by

the Govt. of Rajasthan. The indicative services of e-Procurement applications are as

under:

i. USER MANAGEMENT (VENDORS AND DEPARTMENTAL USERS)

ii. E-TENDERING


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iii. E-AUCTIONS & REVERSE AUCTIONS

iv. E-Payment

v. WORKFLOW MANAGEMENT

vi. DASHBOARD

vii. REPORTING TOOLS/BI

viii. SEARCH ENGINE

ix. ACCESS MANAGEMENT

x. AUDIT TRAIL

xi. DOCUMENT MANAGEMENT

g. Other e-Gov Applications

Bidder would be required to integrate the following applications (indicative)/ gateway

with the proposed e-Procurement Application:-

i. Aadhaar/ Bhamashah

ii. Integrated Financial Management System (IFMS)/ Treasury/Online

Government Receipts Accounting System (e-GRAS)

iii. eOffice

iv. email Server

v. Payment Gateways

vi. E-Sanchar/I-Fact/Mobile Service Delivery Gateway (MSDG)

vii. Rajasthan Sampark

viii. Department Of Information & Public Relations, GoR

ix. Raj eSign

x. Raj eVault

xi. MCA21

xii. Income Tax/Pan Database

h. Data Layer

i. The data layer is an application programming interface which unifies

communication between user interface(s) and business layer(s).

ii. It act on the queries submitted though business rule/ layer defined in the

middleware and presentation layer.


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iii. This layer also comprises of the e-Procurement Application database,

Business transaction database, Workflow Database, Audit Trial logs,

document & image databases, Master Database, Analytics Database and

other application databases etc.

2.2.3 Application Standards

Standards are published documents that establish specifications and procedures designed

to maximize the reliability of the materials, products, methods, and/or services people use

every day. Standards address a range of issues, including but not limited to various protocols

to help maximize product functionality and compatibility, facilitate interoperability and support

consumer safety and public health. Standards fuel the development and implementation of

technologies that influence and transform the way we live, work and communicate. The

bidder is expected to use the following Technology & Standards defined to implement the

proposed e-Procurement Application.

1. Application Design & Development

a. Compliance with industry standards: Solution shall be compliant with industry

standards (their latest stable versions as on date) wherever applicable. This will

apply to all the aspects of solution including but not limited to design, development,

security, installation, and testing.

b. Platform Flexibility: Open Standards and Interoperability (Usage of standard APIs)

shall be considered Web-centric, multi-tier architecture shall be used.

c. Iterative Development: Iterative approach shall be used to develop a software

system iteratively and incrementally, allowing developers and users to take

advantage of lessons learnt during the development or earlier iterations of the

system development. In the iterative development approach, the whole process of

System Development typically iterates through all the phases of the System

Development Life Cycle (SDLC), starting from gathering requirements to delivering

functionality of a working release.

d. Compliance to SOA and EAI: Application shall be based on Service Oriented

Architecture (SOA) and EAI. All modules of the application shall expose key

functionality through Software APIs in form of SOAP & WS-* or JSON & REST etc.

so that they can be consumed by other applications.


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e. User Interface: The application’s UI should be based on HTML5 standard only and

should be compatible with all devices like Desktop, Smartphone and tablet etc. The

application interface should be responsive.

f. Error Handling: Ensure applications execute proper error handling so that errors

will not provide detailed system information, deny service, impair security

mechanisms, or crash the system.

g. Rich User experience: The solution should have capability where any services like

Payment Gateway, the mobile devices for queries/ reporting and providing day-to-

day approvals by competent authorities as per authorized workflow for different kind

of requests; and external entities like bank, departments and others can invoke this

framework by passing the required parameters and specifying the desired output.

2. Technology Standards

a. Browser Compatibility: The e-Procurement Application should support common

web and mobile browsers like Google Chrome, Internet Explorer, Firefox, Safari and

Opera Mini etc.

b. Bi-Lingual Support: Application shall support at least Unicode 5.1/ 6.0 standard

based Bi-lingual versions for user interface. It is expected to be in the Hindi and

English (India) languages.

c. Anywhere Access: Application shall be deployed on state government cloud to

enable anytime, anywhere access and to address auto-sync/save, efficiency, peak

load handling issues. Application shall be accessible on all popular devices (PC,

mobile or tablets) and across all popular operating system platforms like Windows/

Apple for PCs and Android/ IOS for mobiles. The e-Procurement application should

also function on the low bandwidth (64 Kbps/ GPRS).

d. Scalability, Reliability and Flexibility: The technology must be scalable with

Department’s emerging requirements and must continue to be reliable as the

information handling needs of the government increases. The architecture must be

scalable and flexible for modular expansion. The IA shall plan and provide for

horizontal scalability in such a manner that a new server can be added (or removed)

dynamically, as and when required in future, without disturbing the normal

functioning of production system. The vertical scalability in servers in terms of

additional processors and RAM will have to be provided for handling future growth

in transactions.


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e. Interoperability: The system should be interoperable and should comply with open

standards for easy integration. The entire system/ subsystem should be

interoperable, in order to support information flow and integration. Operating

systems and storage technologies from several suppliers must interact well with

each other.

3. Security Standards

a. Application Access: Ensure applications processing data properly for

authenticated users (through central authentication systems), specifically: SSO

Login. Establish authorizations for applications by affiliation, membership, or

employment, rather than by individual. If individual authorizations are used, these

should expire and require renewal on a periodic (at least annually) basis.

b. Authorization: Authorization is needed in order to control access to resources.

Once authenticated, authorization mechanisms control the requester access to

appropriate system resources. There should be controlled access to systems and

their components. Policy determines the access rights of a requester. The principle

of least privilege access should be used when access rights are given to a requester.

c. Audit Trials: The design and implementation shall ensure audit trails to trace user

access and behaviour, also to ensure system integrity through verification. Audit

trails shall play the role of an audit guard that can monitor; watch resources and

other agents, validating those obligations that have been established are respected

and/or discharged.

d. Non-Repudiation: The application shall have the Non-repudiation security to

protect a party to a transaction against false denial of the occurrence of that

transactions by another party.

e. Security: Application shall support both HTTP and HTTPS (SSL certificate shall be

provided by Purchaser).To facilitates secure transactions. Reliable data availability

24*7*365, confidentiality and authentication, the following security control shall be

adhere into the system:

i. Web Services Security: All aspects of Web Services including routing,

management, publications, and discovery should be performed in a secure

manner. Web services implementers must be able to utilize security services

such as authentication, authorization, encryption and auditing. Encryption of


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data shall take place at client level itself. Application server shall provide SSL

security.

ii. Data Integrity and Data Confidentiality: Data integrity techniques shall be

deployed to ensure that information has not been altered, or modified during

transmission without detection. Data confidentiality features to be applied to

ensure that the data is only accessible by the intended parties. The design

shall ensure the data integrity controls Atomicity, Consistency, Isolation, and

Durability.

iii. Integrity of Transactions and Communications: This needed to ensure that

the business process was done properly and the flow of operations was

executed in correct manner. The proposed e-Procurement system shall

ensure the 128 bit encryption for encryption of data and documents.

iv. End-to-End Integrity and Confidentiality of Messages: The integrity and

confidentiality of message must be ensured even in the presence of

intermediaries.

v. In general, bidder shall ensure the following:

1. Integration of all security components used in the department network.

2. Secured network access provision for all authorized users.

3. Ability to detect and control any unauthorized access to the system

4. Secure data transactions within departments

5. Appropriate Antivirus rules and general security policies.

6. Shall filter packets based on protocol, source & destinations address,

source & destination ports, interface of the firewall that the packet

entered.

7. Proxy operations shall, at a minimum, be operable on the content of

SMTP, FTP, and HTTP protocol traffic.

8. Shall perform inspection of connections

9. Support for protection of common internet applications like mail, DNS,

AAA, etc. And shall prevent IP Spoofing and Denial of Service Attacks.

10. Shall be able to filter malicious viz. Java Applets, Active X.

11. Should support 24/7 Security Update Service


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3. PRE-QUALIFICATION/ ELIGIBILITY CRITERIA

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 company

registered either under the Indian

Companies Act, 1956.

OR

Partnership firm registered under

Indian Partnership Act, 1932.

OR

LLP registered under the Limited

Liability Partnership Act, 2008 or a

Proprietorship firm.

Certificates of

incorporation /

registration

2

Financial:

Turnover from

IT/ ITeS

Annual Turnover of the bidder from

IT/ITeS in last 3 financial years on

average over FY 2014-2015, FY2013-

2014 and FY 2012-2013, should be at

least Rs. 50 crores.

Audited balance sheets

and CA certificate with

CA’s Registration

Number, Signature and

Seal (Format as per

Annexure-18)

3 Financial: Net

Worth

The net worth of the bidder in the last

financial year i.e. FY2014-2015 should

be Positive.

CA Certificate with CA’s

Registration Number/ Seal

(Format as per

Annexure-19)

5 Tax registration

and clearance

The bidder should have a registered

number of

a) VAT/Sales Tax and clearance

certificate, if applicable

b) Service Tax, if applicable

a) VAT/Sales Tax

registration, if

applicable**

b) VAT/Sales Tax

clearance certificate, if

applicable**; OR Proof


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S.

No.

Basic

Requirement


c) Income Tax / PAN number

(mandatory)

VAT clearance certificate may be

substituted with proof of VAT/Sales

Tax payment that has been paid no

earlier than 1st January 2016.

of VAT/Sales Tax

payment such that it is

has been paid no

earlier than 1 st

January 2016

c) Service Tax

registration, if

applicable**

d) Income Tax / PAN

registration Number

** If not applicable, the

bidder should submit a

self-certified letter for the

same and reasons thereof

6

Software

quality

certification

The bidder should have a valid SEI

CMMi Level 3 or above certification

Copy of

Certification

7 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;

b) not have, and their directors and

officers not have, been convicted

of any criminal offence related to

A Self Certified letter as

per Annexure-7: Self-

Declaration


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S.

No.

Basic

Requirement


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.

Note1: - C.A. certificate format:

The bidder should submit C.A. certificates in format specified in this RFP to the extent possible. In

exceptional cases where the format cannot be adhered to, the bidder may submit in a different

format, provided all pertinent information requested in the specified format is available in the different

format being submitted.

Note2: - CMMi certification:

Only CMMi certifications listed at the CMMi Institute Published Appraisal Results website at

https://sas.cmmiinstitute.com/pars/pars.aspx and valid as on the last date of bid submission shall

be considered.

Note3: - Public-Private Partnership (PPP) projects:

*The Turnover and Order value of PPP projects shall be determine as follows:


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For PPP projects like BOO/BOT/BOOT etc. only, provided that:

1. Supporting evidence explicitly proves it as a PPP project that has commenced; and

2. Such PPP project is a public service delivery project using Software; and

3. Such PPP project includes Software Application Development work; and

4. The fee/income/grant/annuity etc. is collected in the name of bidder (if bidder forms a part of

SPV then such fee/income/grant/annuity shall be considered proportionately); and

5. Such fee/income/grant/annuity cumulatively over the PPP duration, is currently or upon linear

extrapolation based on actual receipt over elapsed period, is at-least Rs 10 crores; then:

a. Total order value for such work shall be extrapolated as defined above provided it meets

the “Valid work experience” criteria defined in Technical qualification; and

b. Annual turnover from such work shall be actual receipt, without extrapolation, for a given

financial year.


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4. SCOPE OF WORK, TIMELINES AND DELIVERABLES

Government of Rajasthan (GoR) wants to select an Implementation Agency (IA) to implement an

Electronic Procurement system to conduct its procurement related activities across its line

departments/organizations and State PSUs. GoR invites for packaged-type solutions, which shall

be customized, configured by the IA to fit the functional requirements specified in this document.

The IA shall be required to deploy solution at RSDC and provide operation and maintenance support

for a period of 3 years from the date of Go-live of the project.

In addition, GoR seeks not just the deployment of the e-Procurement system but also a list of

services associated with hosting the system (at Rajasthan State Data Centre) and maintaining it.

1. The e-Procurement system shall be a centralized web based application providing real-time

bidding solution to bidders across the world with enhanced user-experience in a secured

network. It must be in conformity with the IT Act 2000 and any further amendments issued

by the Government of India (GoI), Guidelines issued by the GoR like Rajasthan

Transparency in Public Procurement Rules, Public Works Financial & Accounts Rules,

General Financial & Accounts Rules, CVC Guidelines etc.

2. The System should have the functionality of Centralized Registration and User Management

of Vendors and Departmental users, e-Tendering, e-Auction (forward and reverse), e-

Payments and MIS & Reports and be accessible to all the line Departments/Organizations

and State PSUs of GoR through intranet/internet.

3. The Implementation Agency shall study the requirements and existing systems & processes,

supply, customize, configure, test and install the e-Procurement system for GoR. The

system should be in accordance with the procurement rules that are followed by the State

and specific requirements of Departments/PSUs.

4. The IA shall provide training to the stakeholders and ensure a proper hands-on training on

the system to the team of selected trainers & end-users designated by the Purchaser so as

to make them well conversant with all the functionalities, features and processes built in.

5. The IA shall set-up a State level Project Monitoring Unit along with 24x7 Helpdesk to provide

proactive assistance to officials of RISL, DoIT&C and other stakeholders like suppliers,

procuring entities etc. in performing their day-to-day activities related to procurement.

6. The Purchaser shall provide hosting facility at the Rajasthan State Data Centre (RSDC).

The IA shall provide support in finalizing, procurement and deployment of Hi-end hosting


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infrastructure required at the SDC. The e-Procurement system and any related softwares

installed and commissioned by the IA shall be maintained by the IA, up to the end of contract

period.

7. The implementation of e-Procurement system requires integration with other 3rd party

applications and e-Governance Applications. Integration related functionality requirements

are provided in Functional Requirement Specification.

4.1. Preparation of Detailed Project Plan & High Level System Study

1. The Implementation Agency shall conduct a system study for the modules, features &

associated processes proposed to be covered in e-Procurement system in coordination with

all stakeholders and develop a thorough understanding for the customisation and

implementation of the e-Procurement system as per the requirements of line departments/

Organizations and State PSUs of Government of Rajasthan.

2. For the scope of this project, government organisations have been categorised as follows:

a. Administrative Departments

b. PSUs/ Corporation/ boards/ societies etc.

c. Service oriented departments

d. Works departments

e. Local Bodies

3. The Implementation Agency shall:

a. Study procurement related Guidelines issued by the GoR like Rajasthan

Transparency in Public Procurement Rules, Public Works Financial & Accounts

Rules, General Financial & Accounts Rules, CVC Guidelines etc. to understand the

procurement procedures & rules to be followed.

b. Interact with concerned officials (key officials of selected departments/

organisations/ PSUs) to understand their various types of procurement procedure,

associated rules and related requirements & expectation from e-Procurement

system.

c. Study the existing processes associated with modules & features of e-Procurement

system as specified in the RFP (Annexure-1) and additional key requirements/

features (if any), identified in-line with project objectives while interacting with

officials/ stakeholders.


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d. In consultation with key stakeholders and purchaser, consolidate the list of modules

and features/functionalities required in e-Procurement system like User

Management, e-Tendering, e-Auction, Integrated Payment Gateway etc.

4. Based on system study, Implementation Agency shall prepare and submit a Detailed Project

Plan, including well-defined milestones & timelines for implementation of modules and

features of e-Procurement system, for an approval by the Purchaser.

4.2. Detailed System Study & Requirement Analysis

1. The IA shall be responsible for conducting detailed system study in coordination with all

stakeholders (key officials of selected State Government Departments/ Offices of different

type like PWD, Medical & Health, PHED, Agriculture, Social Justice, Revenue, Municipality,

RIICO, JDA, Housing Board, Commercial Tax, Transport etc., for all modules and features

(proposed to be developed) of the e-Procurement System.

2. For each module & feature, as specified in the RFP (Annexure-1), Implementation Agency

need to perform requirement analysis covering:

a. Capturing details of all requirements & features specified in Functional Requirement

Specifications (Annexure-1) stated in the RFP and additional key requirements/ features

(if any).

b. Understand existing processes proposed to be covered in module & feature, find the

gaps in the existing process and suggest re-engineering of existing process (if required).

c. Assess existing applications from the perspective of integration with the e-Procurement

System.

d. Collecting all input forms, registers and reports formats (if any).

Note:

The proposed solution architecture (as defined in section 2.2.1) and Functional

Requirements Specifications (as defined in Annexure-1) are indicative and provided to give

in-sight on the complexity of the e-Procurement system. However, to fulfil overall project

outcome and effective & timely project implementation the IA can improvise their solution

architecture and Functional Requirements Specifications based on the outcome from system

study and requirement analysis performed after the requisite approvals and permissions

from the Purchaser.


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3. Based on assessment of technical & functional requirements of e-Procurement system, the

Implementation Agency shall design the system architecture which includes application

architecture, user interface, database structures, security architecture etc. and define the

specifications of the Hardware and system software’s required as IT infrastructure at RSDC

for implementation & maintenance of e-Procurement system in compliance with the key

performance indicators/ SLA defined in the RFP.

4.3. System Requirement Specification (SRS)

1. The Implementation Agency shall be responsible to detail out all processes associated with

identified modules & features of e-Procurement system and prepare the System

Requirement Specification (SRS) document considering all provisions of future scalability,

integration with payment gateway and other 3rd party applications etc. The SRS document

should be prepared as per the latest version of the IEEE Standards.

2. The IA shall obtain sign-off on SRS document from the designated authority/ Committee of

Purchaser. The IA shall ensure that the SRS is prepared considering all provisions of future

scalability in terms of functional & technical requirement/ enhancement of the all the

modules planned and their integration with 3rd party applications, legacy application and

other modules developed.

3. The IA is required to update the SRS document and when any enhancement/ modifications

are made into the module/ system till the duration of contract.

4.4. Customization and Configuration of e-Procurement System

The IA shall be responsible for Customization, Configuration and Deployment of the e-

Procurement System based on the approved SRS, Functional Requirement Specifications as

specified in Annexure-1 and Solution Architecture & Standards as specified in Section 2.2 of

this RFP document.

4.5. Support in finalizing, procurement & deployment of High end Infrastructure at

RSDC

Based on system study, solution design and application deployment framework, the IA shall

suggest the Bill of Material (BOM) along with specifications for hardware and system

software’s required for deployment of the e-Procurement system at RSDC. The IA shall extend

support to the Purchaser in finalising this High-end Infrastructure. The IA shall support in


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Procurement of Operating system, Database software/license and other hardware (Web

Server, Application Server, DB Server, Storage etc.). The IA shall provide support in

Deployment & Configuration of High-end Infrastructure at RSDC.

4.6. Integration with 3rd Party Applications and other e-Gov applications

2. The Implementation Agency shall ensure that the e-Procurement system meets all technical

requirements for its integration with other applications of GoR / 3rd party applications as

mentioned below:

a. Aadhaar/ Bhamashah

b. Integrated Financial Management System (IFMS)/ Treasury/Online

Government Receipts Accounting System (e-GRAS)

c. eoffice

d. email Server

e. Payment Gateways

f. e-Sanchar/I-Fact/Mobile Service Delivery Gateway (MSDG)

g. Rajasthan Sampark

h. Department Of Information & Public Relations, GoR

i. Raj eSign

j. Raj eVault

k. MCA21

l. Income Tax/Pan Database

3. The Implementation Agency shall ensure that the integration of government applications

and 3rd party solutions with e-Procurement system shall be done through the Enterprise

Service Bus (ESB), which shall act for middleware functionality of the application. The

access and control to the gateway for this purpose shall be provided by the Purchaser to

the IA.

4. During the operation & maintenance phase, the Implementation Agency shall provide all

necessary support for integration of the e-Procurement system with other e-Governance

applications of line departments/ organizations/ State PSUs.


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4.7. Supply, Customization & Installation of the e-Procurement system

1. The Implementation Agency shall be responsible for Supply, Customization and Installation

of the e-Procurement system based on the FRS and approved SRS as specified in

Annexure-1 of this RFP document.

2. The following modules are to be covered in proposed e-Procurement system:

• User Management (Vendors and Departmental Users)

• e-Tendering

• e-Auction

• e-Payment &

• MIS

4.8. Software Testing

1. The Implementation Agency shall design the software testing strategy including traceability

matrix, Test Cases and conduct testing of various components of the solution supplied/

customized for e-Procurement system.

2. The IA shall prepare testing approach and plan and obtain the sign-off from Purchaser on

the same.

3. The IA shall perform the testing of the system based on the approved test plan, document

the results and shall fix the bugs found during the testing.

4. The IA shall conduct the independent testing (including Unit Testing, Functional Testing,

Security Testing, Performance Testing, Integration Testing etc.) before deployment of

proposed e-Procurement system at RSDC.

5. The IA shall prepare & share the testing documents (covering Test Strategy, Test Cases &

Test results) and standards with the Purchaser and any designated third party auditor (TPA),

wherever applicable/ required.

4.9. Deployment & Configuration of the e-Procurement system

1. The Implementation Agency shall configure & deploy the proposed e-Procurement system

for GoR at Rajasthan State Data Centre. The IA shall comply with the policies of RSDC for

configuration and deployment of the system and shall be responsible to coordinate with

RSDC operator to host the e-Procurement system at RSDC, Jaipur.

2. The IA shall provide necessary support to setup the system at the disaster recovery site

also (as and when instructed by the Purchaser).


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3. The IA, after deployment of proposed e-Procurement system, shall request for sign-off by

the Purchaser. The Purchaser, after complete testing of the software system, shall provide

its recommendations for Go-ahead/ improvement. The IA shall follow the improvement cycle

till the final sign-off by the Purchaser.

4. The IA shall configure the application for at least 5 State Departments/Organizations and

selected associated offices which would be intimated to IA well in time before

commencement of that activity.

4.10. User Acceptance Testing

1. The IA shall assist the Purchaser & its designated authority for successful completion of

User Acceptance Testing (UAT) of the developed modules & features of proposed e-

Procurement system.

2. The Purchaser may appoint Third Party Agency (TPA) at its own cost to conduct the

technical reviews and audits of proposed e-Procurement system supplied, customised and

deployed by the IA.

3. The Purchaser & its designated authority/ TPA (if any) shall conduct functional, security &

performance testing of the deployed e-Procurement system. Purchaser would be free to

conduct such tests at any stage in addition to testing being done by the IA.

4. The Implementation Agency shall be responsible for:

a. Preparation and submission of Test Strategy, Test Cases and Test Results

b. Demonstration of module-wise functionalities/ features to Purchaser & its designated

authority/ TPA (if any) after deploying the e-Procurement system at RSDC.

c. Support to Purchaser & its designated authority/ TPA (if any) for conducting the

testing, audits etc. and provide access of the systems as required by them.

d. Coordination with the certification agency to be appointed by the Purchaser and

assist the Purchaser in obtaining the safe-to-host certification (if applicable).

e. Rectification in the e-Procurement system for any issues/ bugs/ improvements/

enhancements/ up-gradations suggested by Purchaser & its designated authority/

TPA (if any) during the UAT at No additional cost.

f. Removal of all vulnerabilities/ security threats identified during the testing done for

safe-to-host/ UAT/ technical audit/ testing, etc. by Purchaser & its designated

authority/ TPA (if any) at no additional cost.


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g. Submit the report/ testing documents including details of defects/ bugs/ errors found

and corrective actions taken.

5. The IA shall obtain sign-off from the Purchaser on the UAT for the e-Procurement System

after successful implementation of all the changes/ recommendations received from

Purchaser & its designated authority/ TPA (if any).

6. Security Audit

a. Purchaser may arrange for the security audit of the application before Go-Live

through a third party agency at no extra cost to the IA. IA shall extend necessary

support for such security audit. Based on the findings of security audit, the IA will

have to bring in the necessary changes in the application to ensure the compliance

of the security of the application. These changes would have to be conducted by the

IA at no extra cost to Purchaser. After making such changes, IA shall have to submit

an undertaking stating compliance to the report.

7. The IA shall coordinate with Purchaser for getting UAT approval.

4.11. Go-Live of the e-Procurement System

Only after the UAT sign-off by the Purchaser, the deployed e-Procurement system would be used

by the departments/ organisations/ PSUs of GoR for performing their tenders and auctions. The

complete e-Procurement project is likely to achieve full rollout status within 6 months from date of

issuance of work order.

For the purpose of Go-live, the IA needs to successfully:

• Successfully customize and implement the core functionalities as defined in Annexure 1, which

is expected to be achieved within 3 months from date of issuance of work order.

• Demonstrate execution of a tender process on at least 5 live tenders of any 5 departments and

at least 2 e-Auctions of any 2 departments. (As per the timeline defined in Section 4.2).

The operations and maintenance phase will start from the date of Go-Live of procurement system

and will continue for 3 years from the date of Go-Live.

4.12. Training to Stakeholders

1. The IA shall ensure a proper hands-on training to the team of selected trainers & end-users

(approx. 100 users) designated by Purchaser on the e-Procurement system so as to make

them well conversant with all the functionalities, features and processes built in the system.


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2. Training shall be conducted either at the Purchaser office in Jaipur or any other location

identified by the Purchaser in Jaipur only. Training may be divided into multiple

modules/sessions as per the need and requirement of the project/ application.

3. The Implementation Agency in consultation with Purchaser shall conduct Training Needs

Analysis of all the concerned staff during system study phase and drawing up a systematic

training plan.

4. To meet the training requirements for successful implementation of the project, the bidder

shall perform following activities (but not limited to) in consultation with the Purchaser:

a. Prepare a training plan and submit to respective stakeholders.

b. Design the hands-on Training session with sufficient training duration for

meaningful assimilation of training content by an average user

c. There should be sufficient number of trainers (at least 2) in every training session

for conducting the training program.

d. Conduct the training to the designated staff and technical team.

e. The preferred batch size should be 25-30 trainees in a batch.

f. Provide a training material (role based) and the language of training material shall

be in Hindi and English. The IA shall ensure that all the training documentation

(hardcopy) is provided to all participants and softcopy of the training material shall

be made available in the e-Procurement portal.

g. Apart from classroom training, the IA shall provide online training modules, which

should be accessible to authorised users from the e-Procurement Portal.

5. The Purchaser shall identify respective officers/ staff/ suppliers involved in various business

areas. The respective officers/ staff/ suppliers shall be trained in relevant modules affecting

their business areas. However, the top level officers shall be given an overall training of all

the modules.

6. The requisite training infrastructure like training space, computers, projector with screen,

and connectivity to Server shall be provided by the Purchaser.

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

unsatisfactory or less than satisfactory, then bidder would re-conduct the same training at

no extra cost.

8. The Implementation Agency shall submit details of each training session including

Attendance Record (in Hard Copy) and training feedback (in Hard Copy) to the Purchaser.


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4.13. Operations & Maintenance (O&M)

The Implementation Agency shall provide Operation & Maintenance (O&M) services as per the

agreed SLA for a period of 3 years from the date of Go-Live of the project. The IA is required to

establish a Project Management Unit (PMU) at the State Head Quarter (at Jaipur) with an

appropriate Helpdesk Solution. The IA shall also provide a 24*7 Helpdesk support during this period

through telephone and e-mail support. It shall be the responsibility of the IA to scale up the

Operations & Maintenance (O&M) team as and when required to confirm smooth execution

throughout the duration of the project.

Roles and Responsibilities of IA during the O&M Phase:

1. Setting up of PMU

The IA shall set up a Project Monitoring Unit (PMU). The PMU shall be responsible for

training, day-to-day operations, monitoring and MIS generation, etc. on the deployed e-

Procurement system. The PMU team deployed by the IA shall be responsible to perform the

following tasks:

a. Organize User Training:

a. Deliver Training to various Line Departments and prospective Bidders on the system and

on any new features/functionalities added to the system from time to time. Delivery of

training shall be done in both English and Hindi language.

b. Prepare training plan & upgrade all training material (in English & Hindi). The training

material would include hard copy and soft copies of the training material along with multi-

media for audio-visual training.

c. If required, the training resources may also be required to travel to district level offices

for providing training to the users on the system as per instructions of the Purchaser and

the expense towards TA/ DA shall be borne by RISL as per Govt. rules.

d. Record attendance of participants and maintain, distribute training kits to participants.

e. The tentative batch size of participants will be around 30-35 at DOIT&C / RISL.

f. Capture training feedback and maintaining record

g. Training Certificate Issuance

h. Co-ordination with Vendor (supplying refreshments), Order requisite number of food

packets, management and distribution of refreshments to the participants and

maintenance of records and bill verification


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i. Up keeping infrastructure installed at Training Lab, including Hardware Maintenance,

Software Readiness, User Management, Antivirus definition update etc.

j. Undertake other support activities.

b. Help Desk Support

a. The IA shall design, develop & implement a Helpdesk Management System (web

enabled with SMS and e-Mail based alert system) as a part of the e-Procurement system

to facilitate helpdesk team in extending operational support/ resolving problems of

application users. This Helpdesk Management System may also be required to integrate

with Helpdesk Call Management System.

b. The end-users should be allowed to create a ticket for any problem faced by him and

same should be closed by him after the resolution of the problem.

c. Help desk should be able to:

i. Handle teething issues of the departmental users

ii. The Helpdesk persons should be accessible to all users on telephone/ e-mail

iii. Reply to the queries/ feedback/ suggestions/ complaints received from

stakeholders

iv. Maintain a call register for maintaining a log of all the calls received

d. The IA shall depute helpdesk managers who shall be responsible for overall coordination

between various stakeholders for helping them with any initial level queries and further

assignment/ escalating the problem to designated authority through the helpdesk staff.

• Provide Telephonic support to various queries raised by the Line departments and

vendors.

• Follow-up with individual Departmental nodal officers for Query resolution

and feedback management.

c. Handholding Support

• Day-to-Day Technical Support to the Line Departments and facilitate them in uploading

Tender documents, operation support on Digital Signature Certificate related issues and

other application / operational issues.

• Interfacing with IA’s Technical Support team for resolution of technical queries /issues

raised by Line Departments and follow-up with Technical Support team to ensure early

closure.

• Conduct Site visits to various Line Departments across the State (if required) and

provide technical assistance.


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• Structured Record maintenance for calls received and escalation to RISL/DOIT&C

officials for effective issue resolution.

d. Technical Support

• Provide technical assistance to the e-Procurement Cell and undertake development

activities to create MIS reports (as required by the e-Procurement Cell).

• Respond all user queries and co-ordinate with Technical Support team in resolving

technical issues.

e. Examination of Tenders and Evaluation for application suitability

• Day-to-Day support to various Line Departments and evaluate suitability of uploading

various tenders on the e-Procurement System.

• Regular follow-up with various Line Departments to receive tenders, analyze and co-

ordinate with the Departments to fit-in the Bids / Tenders as per the available

functionalities provided by e-Procurement System.

• Uploading Bids, conduct Mock Test of the uploaded Tenders, measure performance and

rectify errors.

• Maintenance of Mock Test Reports.

f. Administrative Support

• Provide support to various administrative functions (record keeping, day-to-day follow-

up with line departments / vendors, co-ordination with RISL / DOIT&C / IA’s Technical

Support team etc.).

g. Office Assistance

• Provide day-to-day support in activities like photocopy, scanning, file preparation and

record keeping etc.

• Undertake visits for delivery of files / documents etc. to other line departments.

h. Other Activities

• Conduct two (02) Half Day Mock Test Session per month.

• Maintain mock test details (in manual register as well as in system)

• Maintain test result details.

4.1.1 Deployment of Manpower of the PMU Team


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The IA shall deploy the O&M Team (as per the terms and conditions and minimum

requirements provided in Annexure-2) from the start of O&M period till the end of contract

period. The staff provided by the IA will perform their duties in accordance with the

instructions given by the designated officers of the Purchaser from time to time. Purchaser

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

on the designated positions. The IA has to take approval from the Purchaser for the proposed

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

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

4.1.2 Technical Support

The IA shall provide the following technical support to maintain the application & the related

databases and ensure the desired application uptime:

• Incorporation of new functionalities/ features/ modules envisaged by the Purchaser in

the main application.

• Modification in Frontend Application & User Interface

• Updating Database related queries

• Develop mobile applications as per the requirements shared by the Purchaser.

• Business Intelligence Analytics & Customization of the report format as per new format,

as and when required by the Purchaser.

• Changes in Business Process and Business Rules

• Rectification Defect/ Bug Fixing reported by Purchaser

• Implementing the new functionality which got highlighted either as learning from a bug or

while examine particular Scenario (if required)

• Integration with other applications (if required)

• Content management (content collection, translation, conversion, upload)

• Maintain version control and archives of source code, SRS & associated technical docs

and database

• Implementation support/ assistant (as and when needed for deploy and configure the

application at other locations):

• Onsite and offsite support for Database Management

• Offsite support for updating definitions/ patches/ updates/ service packs management of

software (newly customized application, COTS Solution, Any third party tools/


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middleware Software) on end-user access device platform & ensure the timely readiness

on following aspect:

• Online Help with a provision to download definitions/ patches/ updates/ service packs

& user guide for their installation as per different types of end-user access device

platform.

• Provide training to the team designated by the Purchaser

• Providing Help desk support with Escalation matrix for registration of complaints &

resolution.

• Closely monitoring the deployed network bandwidth used at RSDC for e-Procurement

system so as to ensure the desired uptime. In case of downtime/ link failure, report

immediately and coordinate with RSDC, Bandwidth Service Provider & other

stakeholders in tracking until the link is restored and services are operational as required.

4.1.3 Performance Monitoring & Enhancement:

a. The IA shall carry out the performance testing activity (load/ stress/ volume testing) on

half-yearly basis or as per the requirement of the Purchaser to ensure that the application

meets the required speed, scalability and stability requirements under the expected

workloads and provide its recommendations for improvement (if any). The IA, based on

the acceptance of the recommendations by Purchaser, shall incorporate changes in the

software solution at NO extra cost, to ensure smooth functioning of the application under

varying load requirements & ensure proper management of:

i. Concurrent users

ii. CPU utilization

iii. Memory utilization

iv. Network utilization

b. Purchaser may arrange for the security audits of the application during the contract period

through a third party agency on time to time basis at no extra cost to the IA. IA shall

extend necessary support for such security audits. Based on the findings of security

audits, the IA will have to bring in the necessary changes in the application to ensure the

compliance of the security of the application. These changes would have to be conducted

by the IA at no extra cost to Purchaser. After making such changes, IA shall have to

submit an undertaking stating compliance to the report.


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4.1.4 Operations & Maintenance Reports

a. The IA will submit certain key deliverables during Operations and Maintenance Period

which are mentioned hereunder. However, in addition to the reports/ deliverables as

indicated below, IA shall prepare and submit all other required information related to

project in the desirable format as notified by the Purchaser, whenever required.

b. The formats for all the reports shall be prepared by the IA and submitted to the Purchaser

for approval. The reports submitted by the IA should strictly be in the approved format

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

Table 4.1: Operations & Maintenance Reports

S.

No. Activity Deliverable Frequency Time Frame

1

New

Development

and

Enhancement/

up-gradation/

modification in

the e-

Procurement

system

Development/ Enhancement/ up-

gradation/ modification reports along

with updated design documents & user

manuals

Quarterly

Within 1

Week of end

of each

Quarter

2

Managed

Services during

Support and

Maintenance

Period

• Testing reports

• Uptime report from EMS indicating

uptime and downtime of the e-

Procurement system

Quarterly

Within 1

Week of end

of each

Quarter

• Issue Tracker & Log reports of help

desk, Call resolved, unresolved

and escalated issues.

• Consolidated Report on Calls

Logged, Resolved and Escalated.

Quarterly

Within 1 Week

of end of each

Quarter

4.14. Project Duration

The complete e-Procurement system is likely to achieve full rollout status within 4 months from

date of issuance of work order. The operations and maintenance (O & M) phase will start from

the date of Go-Live of the e-Procurement System and will continue for 3 years. Based on the

performance of IA, the O&M period can be extended further for another two years.


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4.15. Project Deliverables, Milestones & Timelines

Table 4.2: Deliverable & Time Schedule

S.

No.

Scope of Work

(I)

Activity/

Milestone

(II)

Deliverable

(III)

Delivery

Schedule

(in days)

(IV)

T is the Date of issuance of work order

1. Project Plan report T+20 Days

2. Detailed Project Plan

based and System

Study & Design for

E-Procurement

System

SRS Preparation

SRS Document

3. Approval of SRS by The

Purchaser T+30 Days

4. Solution Design

• Software Design &

Architecture Document

• Database Design Document

T+30 Days

5.

Software

Development,

Testing, Deployment,

UAT & Go-live of all

modules and

features (as specified

in Table 4.1 &

Annexure-1)

Application

Customization

Deployment of e-Procurement

System for testing T+60 Days

6. Beta version

Testing

Report on Beta Testing of the

software - Test Strategy, Test

cases and Test Results

T+70 Days

7.

Deployment of

software solution

after incorporating

the all changes/

Bugs identified

based on Beta

Testing

Configuration & Deployment

document of e-Procurement

System with customized

software code in two sets of

DVDs along with source code

and/or license of third party

API/any other software used

T+70 Days

8. UAT + GoLive

• Safe-to-host certificate

• Testing report including Test

Results

• UAT Test cases

T+90 Days 9.

10. Training

• Technical & Role wise- User

manual (with visual help

kits) of the application

software

T+100 Days


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S.

No.

Scope of Work

(I)

Activity/

Milestone

(II)

Deliverable

(III)

Delivery

Schedule

(in days)

(IV)

• Attendance & Training

reports

11. UAT Signoff

• Certificate for Go-live by the

Purchaser

• UAT sign-off Certificate by R

the Purchaser ISL for

application

T+120 Days

Operation & Maintenance

12.

Operations &

Maintenance (O&M)/

Facility Management

Services (FMS)

a) Deployment

of Manpower

b) New

Development

and

Enhancement

/ up-gradation

/ modification

c) Managed

Services

during

Support and

Maintenance

Period

• Attendance Register

• Software Development/

enhancement/ up-gradation/

modification reports

• Periodic Testing reports

• Application Uptime report

• Issue Tracker/ Call

Register/Log reports of help

desk

• Consolidated Report on

Calls Logged, Resolved and

Escalated

• Updated User Manual,

Design & SRS documents of

the application software in

one hard copy and one soft

copy (in DVD)

• Updated Application

software with source code in

two sets of DVDs along with

source code and/or license

Quarterly /

as

applicable;

For 3 years

from the

Date of Go-

Live


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S.

No.

Scope of Work

(I)

Activity/

Milestone

(II)

Deliverable

(III)

Delivery

Schedule

(in days)

(IV)

of third party API/any other

software used

Remark: The above mentioned delivery schedule shall be applicable subject to fulfilment of

obligations by the Purchaser for respective milestone, wherever applicable. In case of delay in action

taken by the Purchaser, same number of days would be added in the delivery period.


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5. INSTRUCTION TO BIDDERS (ITB) & BIDDING PROCESS

5.1. Sale of Tender/ Bidding Document

1. The sale of bidding documents shall be commenced from the date of publication of Notice

Inviting Bids (NIB) and shall be stopped on the date & time as specified in NIB. 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.

2. 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.

3. 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.

5.2. Pre-bid Meeting/ Clarifications

1. The prospective bidder may, in writing, seek clarifications from the procuring entity in respect

of the bidding documents.

2. 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.

3. The period within which the bidders may seek clarifications under (1) 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/ IFB

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

4. 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.


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5.3. Changes in the Bidding Document

1. 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.

2. 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.

3. 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.

4. 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.

5.4. Period of Validity of Bids

1. 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.

2. 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.

3. 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.


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5.5. Format and Signing of Bids

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

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

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

3. A Single stage-Two envelope/ cover system shall be followed for the bid –

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

b. Financial bid

4. Technical bid shall include the following documents: -

Table 5.1: Technical Bid Document

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)

Eligibility Documents

4. Covering Letter – Technical Bid On bidder’s letter head duly signed by

authorized signatory (as per Annexure-5 )

5. Bidder’s Authorization Certificate As per Format given at Annexure-4

6. Copy of board resolution/ Power of Attorney

in favor of person signing the Letter of

Authority at 5 above

Power of Attorney/ Copy of board

resolution

7. Bid Form As per Annexure-6

8. Self-Declaration As per Annexure-7

9. All the documents mentioned in the

“Eligibility Criteria”, in support of the eligibility

As per the format mentioned against the

respective eligibility criteria clause (PDF)

Technical Documents

10. Certificate of Conformity/ No-Deviation As per Annexure-8

11. Manufacturer’s Authorisation Form (MAF) As per Annexure-9

12. Proposed Team/Resources CVs As per Annexure-11

13. Technical Solution Documents All the documents required as per Solution

Architecture defined in section 2.2, Scope

of work as defined in Chapter 4 and

Technical Evaluation Criteria as define in


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sub-clause: 3 of section 5.14 of Chapter 5

of RFP document

5. Financial bid shall include the following documents: -

Table 5.2: Financial Bid Document

S.

No.

Documents Type Document Format

1. Covering Letter – Financial Bid On bidder’s letter head duly signed by

authorized signatory (as per Annexure-10 )

2. Price Bid As per Annexure-10, As per BoQ (.XLS) on

e-Proc website

6. The bidder should ensure that all the required documents, as mentioned in this RFP/ bidding

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

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

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

5.6. Cost & Language of Bidding

1. 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.

2. 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.

5.7. Alternative/ Multiple Bids

Alternative/ Multiple Bids shall not be considered at all.

5.8. 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.


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1. 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.

2. Bid security instrument or cash receipt of bid security or a bid securing declaration shall

necessarily accompany the technical bid.

3. 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.

4. 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.

5. 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.

6. 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.

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

or has otherwise ceased to be creditworthy.

8. The bid security of unsuccessful bidders shall be refunded soon after final acceptance of

successful bid and signing of Agreement and submitting performance security.

9. 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 deliver the services or execute work as LoI/ 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


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


10. Notice will be given to the bidder with reasonable time before bid security deposited is

forfeited.

11. No interest shall be payable on the bid security.

12. 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.

13. The procuring entity shall promptly return the bid security after the earliest of the following

events, namely:-

a. the expiry of validity of bid security;

b. the execution of agreement for procurement and performance security is furnished

by the successful bidder;

c. the cancellation of the procurement process; or

d. the withdrawal of bid prior to the deadline for presenting bids, unless the bidding

documents stipulate that no such withdrawal is permitted.

5.9. Deadline for the submission of Bids

1. Bids shall be received online at e-Procurement portal and up to the time and date specified

in the NIB.

2. 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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5.10. Withdrawal, Substitution, and Modification of Bids

1. If permitted on e-Procurement portal, a Bidder may withdraw its Bid or re-submit its Bid

(technical and/ or financial cover) as per the instructions/ procedure mentioned at e-

Procurement website under the section "Bidder's Manual Kit".

2. Bids withdrawn shall not be opened and processes further.

5.11. Opening of Bids

1. 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.

2. The committee may co-opt experienced persons in the committee to conduct the process

of Bid opening.

3. 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.

4. All the documents comprising of technical Bid/ cover shall be opened & downloaded from

the e-Procurement website (only for the bidders who have submitted the prescribed fee(s)

to RISL).

5. 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 or bid securing

declaration, and processing fee (if applicable);

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.

6. 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.


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7. 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.

5.12. Selection Method

The selection method is Least Cost Based Selection (LCBS)-L1.

5.13. Clarification of Bids

1. 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.

2. 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.

3. 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.

4. 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.

5.14. Evaluation & Tabulation of Technical Bids

1. Determination of Responsiveness

a. 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.

b. A responsive Bid is one that meets the requirements of the bidding document

without any material deviation, reservation, or omission where: -

i. “deviation” is a departure from the requirements specified in the bidding

document;

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

complete acceptance of the requirements specified in the bidding

document; and


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

documentation required in the bidding document.

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

i. if accepted, shall:-

1) affect in any substantial way the scope, quality, or performance of

the subject matter of procurement specified in the bidding

documents; or

2) 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

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

presenting responsive Bids.

d. 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.

e. 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.

2. 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/ CMMi 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 nonconformities or omissions

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

above.


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3. Technical Evaluation Criteria

Only bidders who meet all of the Pre-qualification criteria shall be evaluated for the

Technical- qualification criteria:

a. The bidders shall comply the following terms & conditions:

a. Bidder Profile

i. The bidder shall briefly present its company profile, relevant for the

requirements of this RFP.

ii. “Bidder profile” shall also include the following:

1. Standing in the industry in terms of key clients

2. Client testimonials – e-Procurement Implementations

b. The bidder shall present up to two valid relevant work experience as under:

i. Work that is of similar nature:

1. Customization, Configuration and Implementation of e-

Procurement system for a client; OR

2. e-Procurement implementation on PPP model ( BOO/ BOT

/BOOT etc.).

AND

ii. Has an acceptable proofs to substantiate the following:

1. Work experience is no earlier than 1st April 2010 (unless

the work experience is live as on the date of this RFP) and

no later than the date of this RFP; AND

2. Implementation in India in any of Government, Government

Undertakings/Autonomous Bodies, Banks, PSUs or any

BSE/NSE listed company; AND

3. Order value of the e-Procurement system and managed

services part of the said work experience, excluding any

hardware, system software etc. is at-least Rs 100 lacs*; AND

4. Valid SEI CMMI-ML Level 3 or higher certification

5. Successful implementation certificate from Bidder’s client OR

a C.A. certificate to confirm that (part or whole) payment has

been received for the said work experience.

* See side note on PPP projects in Pre-eligibility criteria

AND


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iii. Has Minimum experience in following:

1. Single Implementation of a project for multiple users and user

groups at multiple geographic locations for e-Tendering and

e-Auction modules.

c. The bidder shall provide the details of e-Procurement system,

implementation approach & methodology proposed for carrying out the said

assignment, proposed e-Procurement system Architecture & Execution

Strategy, etc.

b. As a part of Technical qualification process, the bidders shall be required to make a

detailed presentation (as per schedule communicated by the Purchaser after

technical bid opening). The presentation shall consist the aspects covering in Table

5.3 (Technical Qualification Criteria). The presentation may include a

demonstration of the working/ live implementation (if required) of a given work

experience, at Purchaser’s premises or the site of implementation. In

exceptional cases or for bidders under NDA for a given work experience, the

Purchaser may permit demonstration of the implementation from a remote / testing

/ lab environment.

c. “The Tendering Authority will carry out a detailed evaluation of the bids as

per Technical Qualification Criteria mentioned in this RFP on the basis of

documentation enclosed in the bid by the prospective bidders.

d. Technical qualification marking shall be as per table below for following criteria:

Table 5.3: Technical Qualification Criteria

S.

No Technical Qualification Criteria

Max

Marks Documents required

1.

Bidder Profile

• Client testimonials for large software

development / implementation projects

• Valid SEI CMMI Level 3 or Higher

certification

o CMMI Level 3 – 3 Marks

o CMMI Level 5 – 5 Marks

25 Hard Copy of a

authenticated document

detailing the Technical

qualification criteria

mentioned at S. No 1- 2

of Table 5.3

5

2. Valid Relevant Work Experience 30


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Table 5.3: Technical Qualification Criteria

S.

No Technical Qualification Criteria

Max

Marks Documents required

• Implementation of e-Tendering and e-

Auction functionality

• Coverage from single Implementation in

terms of

o No. of Geographic Locations

covered

o No. of Offices/ Departments

o No. of Registered Bidders

o No. of Tenders Processed in a

year

3.

Proposed Product Features/ Specification

• Product Capability

o Features

o Ease of Use

o Performance/Agility

o Configurability

o Generic Capability

• Technical and solution architecture

20

Detailed Technical

Presentation

4.

Project Implementation Approach

• Proposed Application Architecture

• Execution Strategy

o Team Profile & Deployment Plan

o Implementation plan with

timelines

o Support activities

20

e. Scoring shall be done by technical committee based on the detailed technical

presentation and document submitted for the above mentioned Technical

Qualification Criteria (Table 5.3).

f. Marking for a given criteria may be given based upon sufficient proof towards said

criteria or based on demonstration of the same in the presentation.

g. Only bidders who score at-least 70 marks shall be termed as technically qualified

and would be eligible for opening of financial bids.


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In case of fewer than 6 bidders selected by (a) above, only then, up to top 6 bidders, amongst

bidders with a total of at-least 60 marks, ranked in the descending order of their marks. (All bidders

tied on the 6 th position shall be eligible).

5.15. 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:-

1. 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;

2. the process of opening of the financial Bids shall be similar to that of technical Bids;

3. the names of the bidders, the rates given by them and conditions put, if any, shall be read

out and recorded;

4. conditional Bids are liable to be rejected;

5. 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;

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

others in ascending order;

7. 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 bidder having lowest offer, among technically qualified bidder, for acceptance to the

procuring entity

8. the members of bids evaluation committee shall give their recommendations below the table

regarding bidder having lowest offer, among technically qualified bidder, and sign it.

9. 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.

5.16. Correction of Arithmetic Errors in Financial Bids

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

on the following basis, namely: -

1. 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


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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;

2. 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

3. 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 (1) and (2) above.

5.17. Comparison of rates of firms outside and those in Rajasthan

While tabulating the financial Bids of those firms which are not entitled to price preference, the

element of Rajasthan Value Added Tax (RVAT) shall be excluded from the rates quoted by

the firms of Rajasthan and the element of Central Sales Tax (CST) shall be included in the

rates of firms from outside Rajasthan for financial bid evaluation purpose.

5.18. 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.

5.19. Negotiations

1. Negotiations may, however, be undertaken only with the bidder having lowest offer, among

technically qualified bidder, when the rates are considered to be much higher than the

prevailing market rates.

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

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

3. The bidder having lowest offer, among technically qualified 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

bidder having lowest offer, among technically qualified bidder, has received the intimation

and consented to regarding holding of negotiations.


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4. 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.

5. In case of non-satisfactory achievement of rates from bidder having lowest offer, the bid

evaluation committee may choose to make a written counter offer to the bidder having

lowest offer 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 bidder having second lowest offer,

then to the bidder having third lowest offer 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.

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

invited.

5.20. Exclusion of Bids/ Disqualification

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

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

constituted a misrepresentation; or

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

inaccurate or incomplete; and

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

bidding document;

d. the Bid materially departs from the requirements specified in the bidding document

or it contains false information;

e. 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;

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

affecting fair competition.

2. A Bid shall be excluded/ disqualified as soon as the cause for its exclusion/ disqualification

is discovered.

3. Every decision of a procuring entity to exclude a Bid shall be for reasons to be recorded in

writing and shall be: -


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a. communicated to the concerned bidder in writing;

b. Published on the State Public Procurement Portal, if applicable.

5.21. Acceptance of the successful Bid and award of contract

1. 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.

2. 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.

3. Before award of the contract, the procuring entity shall ensure that the price of successful

Bid is reasonable and consistent with the required quality.

4. A Bid shall be treated as successful only after the competent authority has approved the

procurement in terms of that Bid.

5. The procuring entity shall award the contract to the bidder whose offer has been determined

to be the lowest 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.

6. Prior to the expiration of the period of bid validity, the procuring entity shall inform the

successful bidder, in writing, that its Bid has been accepted.

7. 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 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.

8. 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


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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.

9. The bid security of the bidders who’s Bids could not be accepted shall be refunded soon

after the contract with the successful bidder is signed and its performance security is

obtained.

5.22. 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.

5.23. 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.

5.24. Right to vary quantity

1. 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.

2. Repeat orders for extra items or additional quantities may be placed on the rates and

conditions given in the contract. Delivery or completion period may also be proportionately

increased. The limits of repeat order shall be as under:

a. 50% of the quantity of the individual items and 50% of the value of original contract

in case of works; and

b. 50% of the value of goods or services of the original contract.

5.25. Performance Security

1. Prior to execution of agreement, Performance security shall be solicited from all successful

bidders except the departments of the State Government and undertakings, corporations,

autonomous bodies, registered societies, co-operative societies which are owned or

controlled or managed by the State Government and undertakings of the Central

Government. However, a performance security declaration shall be taken from them. The


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State Government may relax the provision of performance security in particular procurement

or any class of procurement.

2. The amount of performance security shall be 5% of the amount of supply order in case of

procurement of goods and services. In case of Small Scale Industries (SSI) of Rajasthan, it

shall be 1% of the amount of quantity ordered for supply of goods and in case of sick

industries, other than SSI, whose cases are pending before the Board of Industrial and

Financial Reconstruction (BIFR), it shall be 2% of the amount of supply order.

3. Performance security shall be furnished in any one of the following forms: -

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

b. National Savings Certificates and any other script/ instrument under National

Savings Schemes for promotion of small savings issued by a Post Office in

Rajasthan, if the same can be pledged under the relevant rules. They shall be

accepted at their surrender value at the time of bid and formally transferred in the

name of procuring entity with the approval of Head Post Master;

c. 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;

d. 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.

4. Performance security furnished in the form specified in clause [b.] to [e.] of (3) 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.

5. Forfeiture of Security Deposit: Security amount in full or part may be forfeited, including

interest, if any, in the following cases:-

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

b. When the bidder fails to make complete supply satisfactorily.


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


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

7. No interest shall be payable on the PSD.

5.26. Execution of agreement

1. A procurement contract shall come into force from the date on which the letter of acceptance

or letter of intent is dispatched to the bidder.

2. The successful bidder shall sign the procurement contract within 15 days from the date on

which the letter of acceptance or letter of intent is dispatched to the successful bidder.

3. 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 successful 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 bidder to the next lowest bidder, in

accordance with the criteria and procedures set out in the bidding document.

4. The bidder will be required to execute the agreement on a non-judicial stamp paper of

specified value at its cost and to be purchase from anywhere in Rajasthan only.

5. After signing of procurement contract/ agreement and submission of required performance

security, The Purchaser will issue the work order to successful bidder.

5.27. Confidentiality

1. 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.


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2. 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.

3. The procuring entity may impose on bidders for fulfilling the terms of the procurement

contract, conditions aimed at protecting information, the disclosure of which violates (1)

above.

4. 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.

5.28. Cancellation of procurement process

1. 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.

2. 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 (4) and (5) below.

3. 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.

4. 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.

5. If the bidder who’s 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.

6. If a bidder is convicted of any offence under the Act, the procuring entity may: -

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.


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5.29. Code of Integrity for Bidders

1. No person participating in a procurement process shall act in contravention of the code of

integrity prescribed by the State Government.

2. The code of integrity include provisions for: -

a. Prohibiting

i. 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;

ii. any omission, including a misrepresentation that misleads or attempts to

mislead so as to obtain a financial or other benefit or avoid an obligation;

iii. any collusion, bid rigging or anti-competitive behaviour to impair the

transparency, fairness and progress of the procurement process;

iv. 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;

v. any financial or business transactions between the bidder and any officer

or employee of the procuring entity;

vi. 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;

vii. any obstruction of any investigation or audit of a procurement process;

b. disclosure of conflict of interest;

c. 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.

3. 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: -

a. exclusion of the bidder from the procurement process;

b. calling-off of pre-contract negotiations and forfeiture or encashment of bid security;

c. forfeiture or encashment of any other security or bond relating to the procurement;


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d. recovery of payments made by the procuring entity along with interest thereon at

bank rate;

e. cancellation of the relevant contract and recovery of compensation for loss incurred

by the procuring entity;

f. debarment of the bidder from participation in future procurements of the procuring

entity for a period not exceeding three years.

5.30. Interference with Procurement Process

A bidder, who: -

1. withdraws from the procurement process after opening of financial bids;

2. withdraws from the procurement process after being declared the successful bidder;

3. fails to enter into procurement contract after being declared the successful bidder;

4. fails to provide performance security or any other document or security required in terms of

the bidding documents after being declared the successful 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.

5.31. Appeals

1. 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:

a. 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.

b. 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.


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2. The officer to whom an appeal is filed under (1) 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.

3. If the officer designated under (1) above fails to dispose of the appeal filed under that sub-

section within the period specified in (2) 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

designated by the State Government in this behalf within 15 days from the expiry of the

period specified in (2) above or of the date of receipt of the order passed under (2) above,

as the case may be.

4. The officer or authority to which an appeal is filed under (3) 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:

5. The officer or authority to which an appeal may be filed under (1) or (4) above shall be :

• First Appellate Authority: Principal Secretary, IT&C, GoR

• Second Appellate Authority: Principal Secretary, Finance Department, GoR

6. Form of Appeal:

a. Every appeal under (1) and (3) above shall be as per Annexure-16 along with as

many copies as there are respondents in the appeal.

b. 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.

c. 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.

7. Fee for Appeal: Fee for filing appeal:

a. 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.

b. 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.

8. Procedure for disposal of appeal:

a. 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.


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b. On the date fixed for hearing, the First Appellate Authority or Second Appellate

Authority, as the case may be, shall,-

i. hear all the parties to appeal present before him; and

ii. peruse or inspect documents, relevant records or copies thereof relating to

the matter.

c. 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.

d. The order passed under (c) shall also be placed on the State Public Procurement

Portal.

9. 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.

5.32. 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.

5.33. 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.

5.34. Offenses by Firms/ Companies

1. 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


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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.

2. Notwithstanding anything contained in (1) 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.

3. For the purpose of this section-

a. "company" means a body corporate and includes a limited liability partnership, firm,

registered society or cooperative society, trust or other association of individuals;

and

b. "director" in relation to a limited liability partnership or firm, means a partner in the

firm.

4. 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.

5.35. Debarment from Bidding

1. A bidder shall be debarred by the State Government if he has been convicted of an offence

a. under the Prevention of Corruption Act, 1988 (Central Act No. 49 of 1988); or

b. 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.

2. A bidder debarred under (1) 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.

3. 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.


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4. 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.

5. 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.

5.36. Monitoring of Contract

1. 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.

2. During the delivery period the CMC shall keep a watch on the progress of the contract and

shall ensure that quantity of goods and service delivery is in proportion to the total delivery

period given, if it is a severable contract, in which the delivery of the goods and service is to

be obtained continuously or is batched. If the entire quantity of goods and service is to be

delivered in the form of completed work or entire contract like fabrication work, the process

of completion of work may be watched and inspections of the Implementation Agency’s

premises where the work is being completed may be inspected.

3. If delay in delivery of goods and service is observed a performance notice would be given

to the IA to speed up the delivery.

4. Any change in the constitution of the firm, etc. shall be notified forth with by the IA 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.

5. No new partner/ partners shall be accepted in the firm by the IA 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.

6. The IA 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. GENERALTERMS AND CONDITIONS OF TENDER & CONTRACT

6.1 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.

6.2 Interpretation

1. If the context so requires it, singular means plural and vice versa.

2. Entire Agreement: The Contract constitutes the entire agreement between the Purchaser

and the Supplier/ IA and supersedes all communications, negotiations and agreements

(whether written or oral) of parties with respect thereto made prior to the date of Contract.

3. 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.

4. Non-waiver: Subject to the condition (6) 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.

5. 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.

6. 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.

6.3 Language

1. The Contract as well as all correspondence and documents relating to the Contract

exchanged by the successful/ IA and the Purchaser, 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


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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.

2. The successful/ IA shall bear all costs of translation to the governing language and all risks

of the accuracy of such translation.

6.4 Eligible Goods and Related Services

1. For purposes of this Clause, the term “goods” and “related services” include the software

(System Software, new application & COTS), licenses & services to be delivered by the IA

as per scope of work defined in this RFP.

2. Bidder must quote products in accordance with above clause “Eligible goods and related

services”.

6.5 Notices

1. 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.

2. A Notice shall be effective when delivered or on the Notice’s effective date, whichever is

later.

6.6 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.

6.7 Scope of Supply

1. Subject to the provisions in the bidding document and contract, the goods and related

services to be supplied shall be as specified in Scope of Work section of the bidding

document.

2. Unless otherwise stipulated in the Contract, the scope of supply shall include all such items

not specifically mentioned in the Contract but that can be reasonably inferred from the

Contract as being required for attaining delivery and completion of the goods and related

services as if such items were expressly mentioned in the Contract.

3. The bidder shall not quote and supply any software that is likely to be declared as End of

Service/ Support for a period of 3 Years from the last date of bid submission. OEMs are

required to mention this in the MAF for all the quoted software. If any of the software is found


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to be declared as End of Service/ Support during the contract duration, then the bidder shall

replace all such software with the latest ones having equivalent or higher specifications

without any financial obligation to the purchaser.

6.8 Delivery & Installation

1. Subject to the conditions of the contract, the delivery of the goods and completion of the

related services shall be in accordance with the delivery and completion schedule specified

in the bidding document.

2. The contract for the supply can be repudiated at any time by the purchase officer, if the

supplies are not made to his satisfaction after giving an opportunity to the bidder of being

heard and recording the reasons for repudiation.

3. The Supplier/ IA shall arrange to supply, install and commission the software/ system as per

specifications within the specified delivery/ completion period at various departments and/

or their offices/ locations mentioned in the PO/ WO.

6.9 Supplier’s/ Bidder’s Responsibilities

The Supplier/ Bidder shall supply all the goods and related services included in the scope of

work in accordance with the provisions of bidding document and/ or contract.

6.10 Purchaser’s Responsibilities

1. Whenever the supply services requires that the Supplier/ IA obtain licenses, permits,

approvals, etc., the Purchaser shall, if so required by the Supplier/ Implementation Agency,

make its best effort to assist the Supplier/ IA in complying with such requirements in a timely

and expeditious manner.

2. The Purchaser shall pay all costs involved in the performance of its responsibilities, in

accordance with the general and special conditions of the contract.

6.11 Contract Price

1. 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.

2. Prices charged by the Supplier/ Bidder for the Goods delivered and the Related Services

performed under the Contract shall not vary from the prices quoted by the Supplier/ Bidder


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in its bid, with the exception of any price adjustments authorized in the special conditions of

the contract.

6.12 Recoveries from Suppliers/ Bidders

1. Recovery of liquidated damages, short supply, penalties etc. shall be made ordinarily from

bills.

2. The Purchase Officer shall withhold amount to the extent of short supply, liquidated

damages/ penalties, as applicable. In case of failure to withhold the amount, it shall be

recovered from his dues and performance security deposit available with Purchaser.

3. The balance, if any, shall be demanded from the Supplier/ Bidder and when recovery is not

possible, the Purchase Officer shall take recourse to law in force.

6.13 Taxes & Duties

1. The TDS, Raj-VAT, Service Tax etc., if applicable, shall be deducted at source/ paid by the

Purchaser as per prevailing rates.

2. For goods supplied from outside India, the successful/ IA shall be entirely responsible for all

taxes, stamp duties, license fees, and other such levies imposed outside the country.

3. For goods supplied from within India, the successful/ IA shall be entirely responsible for all

taxes, duties, license fees, etc., incurred until delivery of the contracted Goods to the

Purchaser.

4. If any tax exemptions, reductions, allowances or privileges may be available to the

successful/ IA in India, the Purchaser shall use its best efforts to enable the successful/ IA

to benefit from any such tax savings to the maximum allowable extent.

6.14 Copyright

1. The copyright in all drawings, design documents, source code and other materials

containing data and information furnished to the Purchaser by the Supplier/ IA herein shall

remain vested in the Purchaser or, if they are furnished to the Purchaser directly or through

the IA by any third party, including suppliers of materials/ software, the copyright in such

materials/ software shall remain vested in such third party.

2. The source code, documentation and IPR will be the sole property of the Purchaser for

application developed or customization and enhancement made as part of this RFP. Also

the same shall not be used elsewhere without the prior written consent of the Purchaser.


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6.15 Confidential Information

1. The Purchaser and the Supplier/ IA 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.

2. The Supplier/ IA may furnish to its Subcontractor, if permitted, such documents, data, and

other information it receives from the Purchaser to the extent required for the Subcontractor

to perform its work under the Contract, in which event the Supplier/ IA shall obtain from such

Subcontractor an undertaking of confidentiality similar to that imposed on the Supplier/

Implementation Agency.

3. The Purchaser shall not use such documents, data, and other information received from the

Supplier/ IA for any purposes unrelated to the Contract. Similarly, the Supplier/ IA shall not

use such documents, data, and other information received from the Purchaser for any

purpose other than the design, procurement, or other work and services required for the

performance of the Contract.

4. The obligation of a party under sub-clauses above, however, shall not apply to information

that: -

a. the Purchaser or Supplier/ IA need to share with the Purchaser or other institutions

participating in the Contract;

b. now or hereafter enters the public domain through no fault of that party;

c. 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

d. otherwise lawfully becomes available to that party from a third party that has no

obligation of confidentiality.

5. 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.

6. The provisions of this clause shall survive completion or termination, for whatever reason,

of the Contract.


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6.16 Sub-contracting

1. Unless otherwise specified in the Contract, the bidder shall not assign or sub-let his contract

or any substantial part thereof to any other agency without the permission of Purchasing

Authority.

2. If permitted, the bidder shall notify the Purchaser in writing of all subcontracts awarded under

the Contract if not already specified in the Bid. Subcontracting shall in no event relieve the

Supplier from any of its obligations, duties, responsibilities, or liability under the Contract.

3. Subcontracts, if permitted, shall comply with the provisions of bidding document and/ or

contract.

6.17 Extension in Delivery Period and Liquidated Damages (LD)

1. Except as provided under clause “Force Majeure”, if the supplier/ IA fails to deliver any or

all of the Goods or perform the Related Services within the period specified in the Contract,

the Purchaser may without prejudice to all its other remedies under the Contract, deduct

from the Contract Price, as liquidated damages, a sum equivalent to the percentage

specified in (4) below for each week or part thereof of delay until actual delivery or

performance, up to a maximum deduction of the percentage specified in the bidding

document and/ or contract. Once the maximum is reached, the Purchaser may terminate

the Contract pursuant to clause “Termination”.

2. The time specified for delivery in the bidding document shall be deemed to be the essence

of the contract and the supplier/ IA shall arrange goods supply and related services within

the specified period.

3. Delivery and installation/ completion period may be extended with or without liquidated

damages, if the delay in the supply of goods or service is on account of hindrances beyond

the control of the supplier/ Implementation Agency.

a. The supplier/ IA shall request in writing to the Purchaser giving reasons for extending

the delivery period of service, if he finds himself unable to complete the supply of

goods or service within the stipulated delivery period or is unable to maintain prorate

progress in the supply of goods or service delivery. This request shall be submitted

as soon as a hindrance in delivery of goods and service occurs or within 15 days

from such occurrence but before expiry of stipulated period of completion of delivery

of goods and service after which such request shall not be entertained.


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b. The Purchaser shall examine the justification of causes of hindrance in the delivery

of goods and service and the period of delay occurred due to that and recommend

the competent authority on the period of extension which should be granted with or

without liquidated damages.

c. Normally, extension in delivery period of goods and service in following

circumstances may be considered without liquidated damages:

a. When delay has occurred due to delay in providing of information/ data by

RISL or other departments or Third Party Agency/ Vendors appointed by

them as per terms of the contract.

d. If the competent authority agrees to extend the delivery period/ schedule, an

amendment to the contract with suitable denial clauses and with or without liquidated

damages, as the case may be, shall be issued. The amendment letter shall mention

that no extra price or additional cost for any reason, what so ever beyond the

contracted cost shall be paid for the delayed supply of goods and service.

e. It shall be at the discretion of the concerned authority to accept or not to accept the

supply of goods and/ or services rendered by the IA after the expiry of the stipulated

delivery period, if no formal extension in delivery period has been applied and

granted. The competent authority shall have right to cancel the contract with respect

to undelivered goods and/ or service.

f. If RISL is in need of the good and/ or service rendered after expiry of the stipulated

delivery period, it may accept the services and issue a letter of extension in delivery

period with usual liquidated damages and denial clauses to regularize the

transaction.

4. In case of extension in the delivery and/ or installation/ completion/ commissioning period is

granted with liquidated damages, the recovery shall be made on the basis of value of goods

and/ or services (upto that milestone as specified in Table 7.1: Payment Terms & Schedule

of this RFP document) which the supplier/ IA has failed to deliver/ install/ complete : -

No. Condition LD %

a. Delay up to one fourth period of the prescribed period of delivery, successful

installation and completion of work 2.5 %

b. Delay exceeding one fourth but not exceeding half of the prescribed period of

delivery, successful installation and completion of work 5.0 %


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No. Condition LD %

c. Delay exceeding half but not exceeding three fourth of the prescribed period

of delivery, successful installation and completion of work 7.5 %

d. Delay exceeding three fourth of the prescribed period of delivery, successful

installation and completion of work 10.0 %

a. Fraction of a day in reckoning period of delay in supplies, successful installation and

completion of work shall be eliminated, if it is less than half a day.

5. In all cases, maximum amount of liquidated damages (including penalty defined at sub-

clause 5 above) shall be 10% of the total e-Procurement system development cost

(component A of financial bid).

6.18 Patent Indemnity

1. The supplier/ IA shall, subject to the Purchaser’s compliance with sub-clause (2) below,

indemnify and hold harmless the Purchaser and its employees and officers from and against

any and all suits, actions or administrative proceedings, claims, demands, losses, damages,

costs, and expenses of any nature, including attorney’s fees and expenses, which the

Purchaser may suffer as a result of any infringement or alleged infringement of any patent,

utility model, registered design, trademark, copyright, or other intellectual property right

registered or otherwise existing at the date of the Contract by reason of: -

a. the installation of the Goods by the supplier/ IA or the use of the Goods in the country

where the Site is located; and

b. the sale in any country of the products produced by the Goods.

Such indemnity shall not cover any use of the Goods or any part thereof other than for the

purpose indicated by or to be reasonably inferred from the Contract, neither any

infringement resulting from the use of the Goods or any part thereof, or any products

produced thereby in association or combination with any other equipment, plant, or materials

not supplied by the supplier/ Implementation Agency, pursuant to the Contract.

2. If any proceedings are brought or any claim is made against the Purchaser arising out of

the matters referred to above, the Purchaser shall promptly give the supplier/ IA a notice

thereof, and the supplier/ IA may at its own expense and in the Purchaser’s name conduct

such proceedings or claim and any negotiations for the settlement of any such proceedings

or claim.


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3. If the supplier/ IA fails to notify the Purchaser within thirty (30) days after receipt of such

notice that it intends to conduct any such proceedings or claim, then the Purchaser shall be

free to conduct the same on its own behalf.

4. The Purchaser shall, at the supplier’s/ Implementation Agency’s request, afford all available

assistance to the supplier/ IA in conducting such proceedings or claim, and shall be

reimbursed by the supplier/ IA for all reasonable expenses incurred in so doing.

5. The Purchaser shall indemnify and hold harmless the supplier/ IA and its employees,

officers, and Subcontractors (if any) from and against any and all suits, actions or

administrative proceedings, claims, demands, losses, damages, costs, and expenses of any

nature, including attorney’s fees and expenses, which the supplier/ IA may suffer as a result

of any infringement or alleged infringement of any patent, utility model, registered design,

trademark, copyright, or other intellectual property right registered or otherwise existing at

the date of the Contract arising out of or in connection with any design, data, drawing,

specification, or other documents or materials provided or designed by or on behalf of the

Purchaser.

6.19 Limitation of Liability

Except in cases of gross negligence or wilful misconduct: -

1. neither party shall be liable to the other party for any indirect or consequential loss or

damage, loss of use, loss of production, or loss of profits or interest costs, provided that this

exclusion shall not apply to any obligation of the supplier/ IA to pay liquidated damages to

the Purchaser; and

2. the aggregate liability of the supplier/ IA to the Purchaser, whether under the Contract, in

tort, or otherwise, shall not exceed the amount specified in the Contract, provided that this

limitation shall not apply to the cost of repairing or replacing defective equipment, or to any

obligation of the supplier/ IA to indemnify the Purchaser with respect to patent infringement.

6.20 Force Majeure

1. The supplier/ IA shall not be liable for forfeiture of its PSD, LD, or termination for default if

and to the extent that it’s delay in performance or other failure to perform its obligations

under the Contract is the result of an event of Force Majeure.

2. For purposes of this Clause, “Force Majeure” means an event or situation beyond the control

of the supplier/ IA that is not foreseeable, is unavoidable, and its origin is not due to


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negligence or lack of care on the part of the supplier/ Implementation Agency. Such events

may include, but not be limited to, acts of the Purchaser in its sovereign capacity, wars or

revolutions, fires, floods, epidemics, quarantine restrictions, and freight embargoes.

3. If a Force Majeure situation arises, the supplier/ IA shall promptly notify the RISL in writing

of such conditions and cause thereof within 15 days of occurrence of such event. Unless

otherwise directed by RISL, the supplier/ IA shall continue to perform its obligations under

the contract as far as reasonably practical.

4. 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.

5. In case a Force Majeure situation occurs with the Purchaser, the Purchaser may take the

case with the supplier/ IA on similar lines.

6.21 Change Orders and Contract Amendments

1. The Purchaser may at any time order the supplier/ IA through Notice in accordance with

clause “Notices” above, to make changes within the general scope of the Contract where

the goods & services are to be provided by the supplier/ Implementation Agency.

2. Prices to be charged by the supplier/ IA for any related services that might be needed but

which were not included in the Contract shall be agreed upon in advance by the parties and

shall not exceed the prevailing rates charged to other parties by the supplier/ IA for similar

services.

6.22 Termination

1. Termination for Default

a. The tender sanctioning authority of RISL may, without prejudice to any other remedy

for breach of contract, by a written notice of default of at least 30 days sent to the

supplier/ Implementation Agency, terminate the contract in whole or in part: -

i. If the supplier/ IA fails to deliver any or all quantities of the service within the

time period specified in the contract, or any extension thereof granted by

RISL; or

ii. If the supplier/ IA fails to perform any other obligation under the contract

within the specified period of delivery of service or any extension granted

thereof; or


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iii. If the supplier/ Implementation Agency, in the judgement of the Purchaser,

is found to be engaged in corrupt, fraudulent, collusive, or coercive practices

in competing for or in executing the contract.

iv. If the supplier/ IA commits breach of any condition of the contract.

b. If RISL terminates the contract in whole or in part, amount of PSD may be forfeited.

c. 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.

2. Termination for Insolvency

RISL may at any time terminate the Contract by giving a written notice of at least 30 days to

the supplier/ Implementation Agency, if the supplier/ IA becomes bankrupt or otherwise

insolvent. In such event, termination will be without compensation to the supplier/

Implementation Agency, provided that such termination will not prejudice or affect any right

of action or remedy that has accrued or will accrue thereafter to RISL.

3. Termination for Convenience

a. RISL, by a written notice of at least 30 days sent to the supplier/ Implementation

Agency, may terminate the Contract, in whole or in part, at any time for its

convenience. The Notice of termination shall specify that termination is for the

Purchaser’s convenience, the extent to which performance of the supplier/ IA under

the Contract is terminated, and the date upon which such termination becomes

effective.

b. Depending on merits of the case the supplier/ IA may be appropriately compensated

on mutually agreed terms for the loss incurred by the contract if any due to such

termination.

c. The Goods that are complete and ready for deliver within twenty-eight (28) days after

the supplier’s/ Implementation Agency’s receipt of the Notice of termination shall be

accepted by the Purchaser at the Contract terms and prices. For the remaining

Goods, the Purchaser may elect:

i. To have any portion completed and delivered at the Contract terms and

prices; and/or


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ii. To cancel the remainder and pay to the supplier/ IA an agreed amount for

partially completed Goods and Related Services and for materials and parts

previously procured by the supplier/ Implementation Agency.

6.23 Exit Management

1. Preamble

a. The word ‘parties’ include the procuring entity and the Implementation Agency.

b. This Schedule sets out the provisions, which will apply on expiry or termination of

the Project Implementation and Operations and Management of SLA.

c. 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.

d. The Parties shall ensure that their respective associated entities carry out their

respective obligations set out in this Exit Management Schedule.

2. Transfer of Assets

a. The IA may continue work on the assets for the duration of the exit management

period which may be a six months period from the date of expiry or termination of

the agreement, if required by RISL to do so. During this period, the IA 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 IA will only be returned after

the successful transfer of the entire project including its infrastructure (if any).

b. The Implementation Agency, if not already done, will transfer all the Software

Licenses under the name of the RISL as desired by the procuring entity during the

exit management period.

c. RISL during the project implementation phase and the operation and management

phase shall be entitled to serve notice in writing to the IA at any time during the exit

management period requiring the IA to provide RISL or its nominated agencies with

a complete and up-to-date list of the assets within 30 days of such notice.

d. Upon service of a notice, as mentioned above, the following provisions shall apply:

i. In the event, if the assets which to be transferred to RISL mortgaged to any

financial institutions by the Implementation Agency, the IA shall ensure that

all such liens and liabilities have been cleared beyond any doubt, prior to


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such transfer. All documents regarding the discharge of such lien and

liabilities shall be furnished to RISL or its nominated agencies.

ii. All title of the assets to be transferred to RISL or its nominated agencies

pursuant to clause(s) above shall be transferred on the last day of the exit

management period. All expenses occurred during transfer of assets shall

be borne by the Implementation Agency.

iii. That on the expiry of this clause, the IA 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 (if any)

supplied by IA to RISL.

iv. That the products and technology delivered to RISL during the contract term

or on expiry of the contract duration should not be sold or re-used or copied

or transferred by IA to other locations apart from the locations mentioned in

this bidding document without prior written notice and approval of RISL.

Supplied hardware (if any), software & documents etc., used by IA for RISL

shall be the legal properties of RISL.

3. Cooperation and Provision of Information during the exit management period

a. The IA will allow RISL 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 RISL or its nominated agencies to assess the

existing services being delivered.

b. The IA 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 Implementation Agency. RISL 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 IA shall

permit RISL or its nominated agencies and/ or any replacement operator to have

reasonable access to its employees and facilities as reasonably required by RISL or

its nominated agencies to understand the methods of delivery of the services

employed by the IA and to assist appropriate knowledge transfer.

4. Confidential Information, Security and Data


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The IA will promptly on the commencement of the exit management period supply to RISL

or its nominated agencies the following:

a. Documentation relating to Intellectual Property Rights;

b. Project related data and confidential information;

c. All current and updated data as is reasonably required for purposes of RISL or its

nominated agencies transitioning the services to its replacement IA in a readily

available format nominated by RISL or its nominated agencies; and

d. All other information (including but not limited to documents, records and

agreements) relating to the services reasonably necessary to enable RISL or its

nominated agencies, or its replacement operator to carry out due diligence in order

to transition the provision of the services to RISL or its nominated agencies, or its

replacement operator (as the case may be).

e. Before the expiry of the exit management period, the IA shall deliver to RISL or its

nominated agencies all new or up-dated materials from the categories set out above

and shall not retain any copies thereof, except that the IA shall be permitted to retain

one copy of such materials for archival purposes only.

5. Transfer of certain agreements

a. On request by Procuring entity or its nominated agencies, the IA 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 IA and third party leasers,

operators, or operator, and which are related to the services and reasonably

necessary for carrying out of the replacement services by RISL or its nominated

agencies, or its replacement operator.

b. 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 Implementation Agency’s premises, the IA will be obliged to give

reasonable rights of access to (or, in the case of assets located on a third party's

premises, procure reasonable rights of access to) RISL or its nominated agencies,

and/ or any replacement operator in order to inventory the assets.

6. General Obligations of the Implementation Agency


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a. The IA shall provide all such information as may reasonably be necessary to effect

as seamless during handover as practicable in the circumstances to RISL 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.

b. The IA shall commit adequate resources to comply with its obligations under this Exit

Management Clause.

7. Exit Management Plan

a. The IA shall provide RISL or its nominated agencies with a recommended exit

management plan ("Exit Management Plan") which shall deal with at least the

following aspects of exit management in relation to the SLA as a whole and in relation

to the Project Implementation, the Operation and Management SLA and SOWs.

b. 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

c. Plans for the communication with such of the Implementation Agency's, staff,

suppliers, customers and any related third party as are necessary to avoid any

material detrimental impact on RISL operations as a result of undertaking the

transfer; and

d. If applicable, proposed arrangements and Plans for provision of contingent support

in terms of business continuance and hand holding during the transition period, to

RISL or its nominated agencies, and Replacement Operator for a reasonable period,

so that the services provided continue and do not come to a halt.

e. 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.

f. Each Exit Management Plan shall be presented by the IA to and approved by RISL

or its nominated agencies.

g. In the event of termination or expiry of SLA, Project Implementation, Operation and

Management SLA or SOWs each party shall comply with the Exit Management Plan.

h. During the exit management period, the IA shall use its best efforts to deliver the

services.

i. Payments during the Exit Management period shall be made in accordance with the

Terms of Payment Clause.


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j. It would be the responsibility of the IA to support new operator during the transition

period.

8. Training, hand-holding and knowledge transfer

a. The IA shall hold technical knowledge transfer sessions with designated technical

team of RISL in the last 3 months of the project duration.

b. The IA shall hold operational hand-holding sessions on the e-Procurement system

with the designated officers/ staff members, so that RISL can continue with the e-

Procurement system even after IA exits the project.

6.24 Settlement of Disputes

1. General: If any dispute arises between the supplier/ IA and RISL during the execution of a

contract that should be amicably settled by mutual discussions. However, if the dispute is

not settled by mutual discussions, a written representation will be obtained from the supplier/

IA 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/ IA will also be given an opportunity of being heard. The Committee will take a

decision on the representation and convey it in writing to the supplier/ Implementation

Agency.

2. Standing Committee for Settlement of Disputes: If a question, difference or objection arises

in connection with or out of the contract/ agreement or the meaning of operation of any part,

thereof or the rights, duties or liabilities of either party have not been settled by mutual

discussions or the decision of tender sanctioning Procurement Committee, it shall be

referred to the empowered standing committee for decision, if the amount of the claim is

more than Rs. 50,000/-. The empowered standing committee shall consist of following

members: - (RISL)

• Chairman of BoD of RISL : Chairman

• Secretary, DoIT&C or his nominee,

not below the rank of Deputy Secretary : Member

• Managing Director, RISL : Member

• Director (Technical)/ Executive Director, RISL : Member

• Director (Finance), RISL : Member

• A Legal Expert to be nominated by the Chairman : Member


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3. Procedure for reference to the Standing Committee: The supplier/ IA shall present his

representation to the Managing Director, RISL along with a fee equal to two percent of the

amount of dispute, not exceeding Rupees One Lakh, within one month from the date of

communication of decision of the tender sanctioning Procurement Committee. The officer-

in-charge of the project who was responsible for taking delivery of the goods and/ or service

from the supplier/ IA shall prepare a reply of representation and shall represent the RISL’s

stand before the standing committee. From the side of the supplier/ Implementation Agency,

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/ IA and RISL. The standing committee, if it so decides, may refer the

matter to the Board of Directors of RISL for further decision.

4. 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 in Jaipur, after

decision of the standing committee for settlement of disputes.


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7. SPECIAL TERMS AND CONDITIONS OF TENDER & CONTRACT

7.1. Payment Terms and Schedule

1. Payment schedule - Payments to the IA, after successful completion of the target milestones

(including specified project deliverables), would be made as under:

Table 7.1: Payment Terms & Schedule

S.

No.

Scope of Work

(I)

Activity/

Milestone

(II)

Deliverable

(III)

Delivery

Schedule

(in days) (IV)

Payment

Terms &

Schedule

T is the Date of issuance of work order

1.

Detailed Project Plan

and System Study &

Design for E-

Procurement System

SRS Preparation

Project Plan report T+20 Days

2. SRS Document

3. Approval of SRS by RISL T+30 Days

4. Solution Design

• Software Design &

Architecture Document

• Database Design Document

T+30 Days

5.

Software

Development,

Testing, Deployment,

UAT & Go-live of all

modules and

features planned (as

specified in Table 4.1

& Annexure-1)

Application

Customization

Deployment of E-Procurement

System for testing T+60 Days

6. Beta version

Testing

Report on Beta Testing of the

software - Test Strategy, Test

cases and Test Results

T+70 Days

7.

Deployment of

software solution

after incorporating

the all changes/

Bugs identified

based on Beta

Testing

Configuration & Deployment

document of e-Procurement

System with customized

software code in two sets of

DVDs along with source code

and/or license of third party

API/any other software used

T+70 Days

25 % of Cost

of e-

Procurement

System -

Component

(A) of financial

bid

8.

UAT + GoLive

• Safe-to-host certificate

• Testing report including Test

Results

• UAT Test cases

T+90 Days

25 % of Cost

of e-

Procurement

System -

Component

(A) of financial

bid

9.


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S.

No.

Scope of Work

(I)

Activity/

Milestone

(II)

Deliverable

(III)

Delivery

Schedule

(in days) (IV)

Payment

Terms &

Schedule

10. Training

• Technical & Role wise- User

manual (with visual help

kits) of the application

software

• Attendance & Training

reports

T+100 Days

20 % of Cost

of e-

Procurement

System -

Component

(A) of financial

bid

11. UAT Signoff

• Certificate for Go-live by the

Purchaser

• UAT sign-off Certificate by

the Purchaser for

application

T+120 Days

Operation & Maintenance

12.

Operations &

Maintenance (O&M)/

Facility Management

Services (FMS)

d) Deployment

of Manpower

e) New

Development

and

Enhancement

/ up-gradation

/ modification

f) Managed

Services

during

Support and

Maintenance

Period

• Attendance Register

• Software Development/

enhancement/ up-gradation/

modification reports

• Periodic Testing reports

• Application Uptime report

• Issue Tracker/ Call

Register/Log reports of help

desk

• Consolidated Report on

Calls Logged, Resolved and

Escalated

• Updated User Manual,

Design & SRS documents of

the application software in

one hard copy and one soft

copy (in DVD)

Quarterly / as

applicable;

For 3 years

from the

Date of Go-

Live

1) QGR of

O&M cost (as

per

component B

of financial

bid) on

quarterly

basis from the

start of O&M

Period.

AND

2) 2.5% of

Cost of e-

Procurement

system -

Component

(A) of financial


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S.

No.

Scope of Work

(I)

Activity/

Milestone

(II)

Deliverable

(III)

Delivery

Schedule

(in days) (IV)

Payment

Terms &

Schedule

• Updated Application

software with source code in

two sets of DVDs along with

source code and/or license

of third party API/any other

software used

bid]; on

quarterly

basis from the

start of

quarter after

the Go-live

Remark: The above mentioned delivery schedule shall be applicable subject to fulfilment of

obligations by the Purchaser for respective milestone, wherever applicable. In case of delay in

action taken by the Purchaser, same number of days would be added in the delivery period.

2. The admissible payments after Customization, Deployment and UAT against are subject to

completion of development and testing of each of the constituting module & features of e-

Procurement system.

3. Any delay in the approval of the deliverable(s) submitted by the Implementing Agency to

RISL shall not account for the delay on Implementing Agency part.

4. 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 Selected Bidder shall arrange supplies and provide the required services within the

specified period.

5. 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.

6. Subject to the performance as per SLA, 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.


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7. The currency or currencies in which payments shall be made to the supplier/ selected bidder

under this Contract shall be Indian Rupees (INR) only.

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

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

settlement of the dispute.

10. 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.

11. Advance Payments will not be made.

12. Any penalties/ liquidated damages, as applicable, for delay and non-performance, as per the

criterion mentioned in this bidding document, will be deducted from the payments for the

respective milestones.

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

the time of making payments to the selected bidder.

RFP for selection of Implementation Agency for e-Procurement system

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7.2. Service Level Requirements/ Agreement for Operations & Maintenance (O&M)

1. Purpose & Duration of SLA

The purpose of SLA is to clearly define the levels of service which shall be provided by the

IA to the Purchaser for the duration of this project. The SLA purpose is to enforce a contract

between the IA and the purchaser. The SLA would come into effect from the date of

commissioning (go-live) and until the successful completion of the operation and

maintenance support period e-Procurement system i.e.3 years from the Date of Go-Live e-

procurement system. The IA has to comply with Service Level Agreements (SLAs) to ensure

adherence to project timelines, quality and availability of services.

For purpose of this Service Level Requirement, the following terms shall have the meanings

set forth below:

• “Uptime” shall mean the time period for which the specified services / components with

specified technical and service standards are available to the State and user

Departments. Uptime, in percentage, of any component (Non-IT & IT) can be calculated

as:

Uptime = {1- [(Downtime) / (Total Time – Maintenance Time)]} * 100

• “Downtime” shall mean the time period for which the specified services / components

with specified technical and service standards are not available to the State and the user

Departments. It excludes the Scheduled outages planned in advance for application

infrastructure and the link failures, RSDC Hosting servers Infrastructure issues.

• “Incident” refers to any events / abnormalities/ Issues/ bugs in the functioning of the

Application that may lead to disruption in normal operations.

• “Helpdesk Support” shall mean the 24 hrs x 7 days in a week during which centre shall

handle Fault Reporting, Trouble Ticketing and related enquiries during this Contract.

• “Technical Support” Post Go-Live, the bidder shall be responsible for providing timely

troubleshooting, updates, patches, upgrades, and bug-fixes including additional

customization & configuration requirements as per the directions of RISL during the

entire contract period i.e. 3 Year from the date of Go-Live of e-Procurement system.

• “Response Time” shall mean the time interval between the time the incident is reported

to the Helpdesk and the time an engineer is assigned to the call.

• “Resolution Time” shall mean the time taken (after the incident has been reported at

the Helpdesk), in resolving (diagnosing, troubleshooting and fixing) or escalating (to the

second level, getting the confirmatory details about the same and conveying the same

to the end user), the services related troubles during the first level escalation. The


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resolution time shall vary based on the severity of the incident reported at the Helpdesk.

The severity would be as follows:

� Critical: Incidents which impact the overall solution like outage of e-procurement

system and which has a high impact on service delivery to end user of respective

Departments. No workaround is available. Any incident which is affecting a

majority of users (over 80% of users including concurrent users).

� Medium: Incidents which impact a limited number of users. The main application

at SDC is available but the productivity of a limited number of users is getting

affected. For e.g. the application is up and running but certain users are unable

to login/ access/ submit service requests etc. Incidents whose resolution requires

replacement of hardware or software parts, requiring significant interruption in

working of that individual component. Acceptable work around is available. For

example, installation of operating system, patches etc.

� Low: Incidents whose resolution shall require changes in configuration of

hardware or software, which will not significantly interrupt working of that

component. Incidents like functionality enhancement and/ or support for

modifications or maintenance of source code, application version enhancement

etc.

2. Service Window

e-Procurement system (Web Application and Web Portal) shall be available 24*7 after Go-

live:

1 Prime Business Hours (PBH) 07:00AM to 11:00PM, 16 Hours (On all days)

2 Non-Prime Business Hours (NPBH) 11:00PM to 07:00AM, 8 Hours (On all days)

3. Hours of Operation (Help Desk)

The problems encountered during the usage of the application would be reported at the

centralised Help Desk established by the IA at the Purchaser Office in Jaipur. This would

enable the Helpdesk staff to log complaints and take action as per the severity of the reported

problem. The Helpdesk Call Management System should be operational 24x7x365.

However, the helpdesk manpower support should be available for 16 Hrs (9 Hrs shift on

roaster basis) from 7:00 AM to 11:00 PM on all 7 days in a week. If required, under

exceptional circumstances, the Helpdesk manpower support should also be available during

11:00 PM to 7:00 AM.

4. Dependencies


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The dependencies on the performance of services beyond the control of either party and

where default is due to reasons beyond the control of the selected bidder or due to reasons

attributable to RISL or third parties, the selected bidder would not be penalized.

5. Monitoring & Evaluation

The IA shall provide and make use of following system for monitoring and evaluation:

Table 7.2: SLA Monitoring

S.No. SLA Report Reporting System

1 Down Time of e-procurement system (web

portal & Application software)

Through EMS application available at

RSDC.

2 Non Availability of Manpower Attendance Register/ biometric

attendance record at each project

location

3 Delay in providing helpdesk and technical

support

Through a web base/phone line call log

available at IT help desk

6. Review Committee and Review Mechanism

The designated review committee/ members, on a quarterly basis, shall review and discuss

the services delivery and performance standard compliance of the IA. The review would

include but not limited to: -

a. Service provided during the review period

b. Major incidents during the review period

c. Problems that remains outstanding

d. Review of Change requests/Variation and progress for enhancements

e. Future events or business developments that will affect the Service

f. Review any potential changes required to the SLA

g. Agree items for submission to the executive decision making

h. Review schedules for Services provided.

7. Penalty Clauses

If the IA fails to deliver the required services due to reasons attributable to IA like non-

accessibility of the web portal/ application, non-availability/ attrition of the technical

personnel/ operational manpower, etc. the cumulative penalty, as applicable, would be

imposed as mentioned below while processing the payment for respective milestone.


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a. Penalty for Downtime of Application S/w

Table 7.3: Penalty for Downtime

S.

No

Measurement Parameter Downtime in

a Quarter Penalty

1 Cumulative Number of

hours the e-procurement

system (Web Application

or Web Portal) is non-

functional/ non-

accessible/ non-available/

non-responsive in each

case of outage

0-2 Hours No Penalty

2 2-4 Hours 2 % of applicable quarterly payment





7 36-48 Hours 12% of applicable quarterly payment

8 > 48 Hours 15% of applicable quarterly payment

The penalty shall be calculated above the permissible downtime hours for maintenance or

other reasons as approved by RISL).

b. Penalty for delay in response/ resolution time: for incidents like defect/ bug fixing,

minor changes in the software, content updation, etc.:

Table 7.4: Penalty for delay in Response/ Resolution time

S.

No

Type of

Incident

Response Time Resolution Time SLR Penalty for delay in

resolution time

1 Critical 15 minutes from

call logged

<= 2 Hours Rs 1000 per incident

per hour delay

2 Medium 30 minutes from

call logged

<=1 Day from the time of

incident logged at the

Helpdesk

Rs 1000 per incident

per day

3 Low 45 minutes from

call logged

<=2 Days from time of

response logged

Rs 500 per incident

per day

c. Penalty for non-availability of deployed personnel/ resources/ manpower

during O&M Period: A maximum of 18 leaves per year (4.5 per quarter on prorate

basis) shall be allowed for resource deployed. In case resource needs to take

off/leave from the duty, he has to take due approval from Project Coordinator of the

Purchaser. In case, the total leaves taken in a year by resource deployed is less than

18, than the balance leaves will be carry forward to next year. In case total number

of leaves exceed the maximum allowed leaves, penalty as mentioned below shall be

levied, starting from the date of Go-live of e-Procurement system:


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Table 7.5: Penalty for non-availability of deployed manpower during O&M Period

S.

No. Resource Type Penalty

1. Project Manager Rs 5000 /- per day of absence.

2. Implementation Manager

Rs 2000 /- per day per absent resource. At least

one DBA resource is required to be present, else

penalty of Rs 5000/- per day shall be levied on

each DBAs.

3. System Administrator /

Database Administrator (DBA)


one DBA resource is required to be present, else

penalty of Rs 5000/- per day shall be levied on

each DBAs.

4. Trainer


one Trainer resource is required to be present,

else penalty of Rs 2000/- per day shall be levied

on each Trainer’s.

5. Training Support Executives


one Training Support Executive is required to be

present else penalty of Rs 1500/- per day shall be

levied on each absent Training Support

Executives.

6. Sr. Accounts Executive/

Accounts Executive


one Accounts executive is required to be present,

else penalty of Rs 3000/- per day shall be levied

on each Accounts executives.

7. Administrative Support

Executive

Rs 1000 /- per day per absent resource.

8.

Helpdesk Support Executive/

Technical Assistance/ Support

Executive


one Help Desk resources are required to be

present else penalty of Rs 1500/- per day shall be

levied on each absent Help desk resources.

9. Office Assistants

Rs 250 /- per day per absent resource. At least two

office assistants are required to be present else

penalty of Rs 500/- per day shall be levied on each

absent office assistants.

d. In case of non-availability of more than 7 resources in a day deployed as O&M Team

for 5 times in a month without permission from Project Coordinator of the Purchaser,

payment due for that quarter shall not be made. Additionally, penalties as mentioned

above for non-availability of resources (as applicable) shall be levied.


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e. The review committee shall thoroughly examine the case before calculation of

penalty and reasons thereof. Delay in performance/ delivery of services for reasons

non-accountable to the selected bidder or due to reasons beyond control, may be

dealt with accordingly.

f. The maximum total penalty in any quarter (excluding non-availability of deployed

manpower/ resources/ personnel) shall not be more than 15% of the total amount

due for the quarter. Imposition of penalties amounting to 15% of the quarterly contract

value for a continuous period of 2 quarters shall be treated as non-performance and

beyond which the tendering authority may initiate action as per RFP terms and

condition for breach of SLA if not satisfied with the response given by the selected

bidder for reasons thereof. The tendering authority may also forfeit the PSD and also

debar the Selected Bidder from bidding (for all types and form of bids) for at least

three years in RISL and DoIT&C.


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8. ANNEXURES

8.1 ANNEXURE-1: FUNCTIONAL REQUIREMENT SPECIFICATION

Function Sub-Function Requirements

1

Vendor Management

Vendor Registration

System shall provide the interface for online registration of vendors and their users with / without registration fee.

2

System shall capture the following minimum information of the vendor and store in 'My Space':

a. Name

b. Address

c. Corporate Information (CIN, CST, GST, PAN, TIN, VAT No, etc)

d. Special Privileges enjoyed/ protection needed (MSME/ businesses, SC/ST etc.,) to be specific to GOR.

e. Nature of Business (Goods, Services and Works etc), Area of Business

f. Financial Information

g. Experience Particulars

h. Certification Details like Service Level, Quality, etc

i. Contact Details

j. Company Profile

k. Company Directors/ Owners etc

l. Point of Contact (Mobile Number, Email and other demographic information)

3 System shall provision for sending the account activation link, user name and password to registered email id and mobile number.

4 System shall restrict duplicate registration of vendors.

5 System shall have the provision to configure the registration fee and collect the same through payment gateway (as and when required).

6

Vendor User Management

System shall create a default Admin login for one of the vendor’s user and provide an admin interface to map the other registered users and add/edit the users under their organization’s profile.

7 System shall provide an admin interface to vendor to assign/revoke role to or from specific users in addition to the role already assigned to them.

8 System shall provide role based access to Admin to view bids submitted by its organization’s user

9 System should store the log of tenders processed and activities done by a user. This information should be available to the default admin login of vendor

10 System shall restrict creation of a duplicate user under a vendor profile.

11 Renewal of

Registrations

System shall facilitate renewal/deactivation of vendor registration based on configurable renewal/expiry period and rules and send advance alerts via SMS/email etc.


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12

Cancellation/ Blacklisting/ Deactivation

Any decision regarding cancellation / blacklisting / deactivation of the vendors shall be done as per the business rules laid down by GoR in this regard.

13

System should have a provision to cancel/blacklist/deactivate vendors as the case may be. The department users should be able to view the vendor status This status shall also be mapped to the respective user id of the vendors so that they cannot participate in any new tender for a set period of time (in case of deactivation) or forever (in case of blacklisting or cancellation), as the case may be.

14 System should prevent creation of new user id by the cancelled/ blacklisted/ deactivated vendor.

15 System should highlight the blacklisted vendor’s profiles.

16

In case, a vendor is cancelled / blacklisted / deactivated in the middle of another tender process in which their firm has already participated, system should highlight that vendor’s name and send out required notifications to the concerned TIAs.

17

Department User

Registration

Department Hierarchy

Provide an interface to create departmental hierarchy to manage the department and its subordinate offices.

18 Enable mapping of nodal officers / sub-nodal officers and departmental users with departments, assignment of roles and management of user profiles.

19 System shall provide the admin interface to nodal officers to create sub-nodal officers and add/edit the users under their departments.

20

Department User

Management

Provide an interface for registration and management of all nodal officers. Registration, mapping and role allocation of the nodal officer shall be done by the Admin user only.

21 System should allow adding/editing/deleting the nodal officers/departmental users registered under a particular department and mapping them with the new department.

22 System shall provide an admin interface to nodal officers to assign/revoke role to or from specific users in addition to the role already assigned to them.

23

System should store the log of tenders processed and activities done by the user. This information should be made available to the authorized official of the respective department in case of transfer/long leave/deputation etc of the concerned departmental user.

24 e-Tendering

Creation of Notice Inviting

Bid (NIB)/ Tender

System shall have the facility for online creation of NIB/tender for all types of procurement (goods/works/services), methods of procurement (single source procurement, open competitive bidding, limited bidding etc), stages of procurement etc, as selected by the user through provision of templates with relevant fields to facilitate easy entry of information by the creator.

25 System shall facilitate workflow based approval process.


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26 Facilitate copying/customizing data from previously published tenders or from excel spreadsheet (standard format).

27 Allow the NIB/Tender creator to specify the minimum requirements to be fulfilled by a bidder against each evaluation parameter.

28 System shall enable selection of bid openers/alternate bid openers and defining bid opening rules.

29

System shall facilitate entering the tender schedule. For this, it should recommend a schedule for various stages of procurement based on parameters like nature of procurement, standard time durations, etc as prescribed by the State procurement rules/guidelines.

30 System should provide Rate the Facility for creation and operation of Rate Contract system including Purchase Order Management.

31

Technical Bid Formats

System shall provide library of configurable pre-defined formats/templates applicable for each phase of the tendering process including templates for EoI Notices, clarifications templates, technical bid formats based on various types of procurement (goods/works/services), certificates and statements to be obtained from bidders, etc.

32 System shall provide the facility to the tender creator to modify/configure the templates and save it in 'My Space' folder.

33

System shall enable the tender creator to define master list of technical bid requirements and provide facility to the bidders to provide response against each technical bid requirement.

34 System shall enable the tender creator to define essential list of documents to be submitted by the bidder and shall mandate the users to respond to each requirement.

35

System shall enable the bidders to provide response against each technical bid requirement either through directly entering the information in the online form provided for each technical bid requirement or through uploading the attachments or both.

36

Facilitate the tender creator to upload of drawings (scanned and CAD format), technical specifications, and other data on the project or required items from the bidders.

37 Facilitate creation of milestones, delivery schedule, tasks with linkage of items from the BOQ for the tender.

38 Facilitate creation of single and multiple schedules/ lots for the BOQ with option to quote for all or any item in one or many of these lots.

39

In case bidders are required to submit the samples for items planned for procurement, system shall facilitate defining the list of items which needs submission of samples and response from bidders on submission of such samples to the department.


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40 All technical bid formats downloaded by the bidder for bidding should be validated at the time of upload and restrict the bidders from tampering with the format.

41

Financial Bid Formats

System shall provide library of configurable pre-defined formats/templates applicable for various types of financial bid formats based on type of procurement (goods/works/services), procurement method, type of financial bid quote selected by the creator (i.e., item rate quotes, fixed rate, lump-sum, percentage, etc).

42 System shall facilitate creation of financial bid format for more than one items. Similar items/work or a category of items/work can be grouped.

43

System shall facilitate accepting the financial bid quotes through the input fields defined in the financial bid formats. All financial bid formats downloaded by the bidder for bidding should be validated at the time of upload and restrict the bidders from tampering with the format. System shall facilitate to upload documents in addition to Financial Bid as per the requirement

44 The financial bid formats shall capture the base price and applicable taxes etc separately.

45

System shall facilitate defining the financial bid formats in both aggregated and detailed manner. The format should be dynamic in nature and shall support adding additional items page. The total price of all the items should be automatically calculated which should flow into the related grouped item in the summary page

46

System shall facilitate capturing the financial bid value both in numbers and in words based on the specific requirements of the tender. System shall facilitate auto conversion of numbers/values entered by the bidders into words and shall not allow the bidders to edit the amounts in words.

47

For International competitive bidding, system shall support acceptance of bids in multiple currencies and help in arriving at the financial bid quotation in INR. System shall also have the flexibility of acceptance of different currency quotation for different line items.

48

Pre-bid Meeting

Based on the created tender schedule, system shall facilitate to provide information about the pre-bid meeting along with tender details on the portal.

49 TIA shall be able to send the pre-bid meeting invite to concerned officials and prospective bidders.

50 System should have the facility for acceptance of bidder's queries/clarifications against a tender and prepare a consolidated queries/clarifications sheet for the TIA.

51 System should have the facility to prepare pre-bid meeting minutes and upload approved minutes against a particular tender.

52 System should have the facility to upload answers to bidder's queries/clarifications against a particular tender.


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53 System should have the facility to inform about the issue of clarifications to those bidders who submitted queries/clarifications for a tender.

54 System should also have the facility to hold online pre-bid meeting and record the attendance of the members who attended the meeting.

55

Corrigendum

System should provide configurable templates for all types of corrigendum like Extension in bid submission due date/time, change in bid openers, changes in technical/financial bid, BoQ, Revoke Tender/ Re-tender/Cancellation of tender, change in fees etc.

56 System should have the facility to prepare a corrigendum and upload approved corrigendum against a particular tender.

57 System should allow for doing the relevant changes in the tender schedule/documents, post issue of corrigendum.

58 System should have the facility to send the corrigendum to the members/ bidders who attended the pre-bid meeting or who sent the clarifications.

59

In case of a corrigendum resulting in extension in bid submission date or changes in tender documents or any other changes, system should support for withdrawal/re-submission of already submitted bids.

60

Online Bid Submission

Allow registered vendors to log-on to the system and use digital signature certificate for submission of bids.

61 System should check for blacklisting or permanent disablement of login of the vendor at the time of log-in.

62

Allow registered bidders to submit prequalification, technical and financial bids online in the specified online dynamic formats (or downloadable templates), and attach the relevant supporting documents as required. System should allow attaching of supporting documents from previously stored documents from 'My Space'.

63

Allow vendors to save their bid mid-way (as a draft) and access it again later to update and submit. Bidder's identity should not be revealed at any stage of bid submission.

64 Display clearly, on appropriate screens, the system (Server) time and the time left in hours and minutes for the closing of the tender submission.

65

Fee Payment

Allow registered bidders to submit various types of fees (Bid Document fee, RISL processing fee and bid security against a particular tender. Bidder's identity should not be revealed to any stakeholder, at any stage of fee submission, till the bids are opened.

66 System should allow different modes of fee payment i.e Credit Card, Debit Card, NEFT/RTGS, online net banking etc.

67

System should support acceptance of complete/partial bid security in the form of Bank Guarantee. In case of Partial bid security submitted through BG, the system should support remittance of remaining amount through other payment modes.


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68

In exceptional conditions, system should also support acceptance of fees through traditional methods: like demand draft etc and capturing the relevant payment details. Post that system should allow for tender submission in the same manner as before.

69

Security of the Bid

Capture tender response information including vendor user name, response date and time and IP address from which the bid is uploaded.

70 Provide tender response information to the bidder through email and print feature.

71

Facilitate double authentication of bidders using Digital Signature Certificates first at the time of login on system, then again at the time of submission of technical and financial bids. This is required to validate that the session has not expired at the time of actual bid submission.

72 Disallow a bidder to submit bids or edit bids already submitted, after expiry of the bid submission date and time.

73 Protect submitted bids from being viewed before the prescribed bid opening date & time.

74

Maintain audit trails for entire tender lifecycle - from NIB creation to bids received and bidder selected. System should provide for giving summary for all the steps taken during bidding process.

75 Maintain audit trails to track actions of bidders (necessary to avoid litigations).

76 Receipt of Bids

Email alerts to be sent to respective bidders acknowledging successful submission of the bid.

77 Provide for online viewing of the status of the bid submission process.

78

Online Bid Opening

Lock the bids received in response to a tender until it is opened/unlocked by the designated tender opening authority – using his/her Digital Signature Certificate, on or after the specified opening bid-opening date and time.

79 Facilitate the bid opening as per the bid opening rules (eg, number of minimum bid openers etc)

80 Support for cover based opening and evaluation of bids in sequential manner (Eg: Fee cover, PQ cover, Technical bid cover, Financial bid cover etc.).

81 Support online viewing of tender opening event simultaneously by remote bidders.

82 Revoke

In exceptional circumstances, TIA should be allowed to revoke the tender from current stage to previous stages and should re-initiate the opening/evaluation of bids. In such a situation, complete audit trail be maintained.

83 Shortfall

Documents

System shall have provision for request and submission of shortfall documents/clarifications after prequalification and technical proposal stages.

84 Bid Evaluation

Workflow

Support workflow for evaluation and approvals (from competent authorities, tender committees, etc.). Send notifications (emails etc) in case of delays at any stage.

85 System shall have provision for recording summary (or comments) from approvers at different stages of bid


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evaluation and facilitate attaching evaluation sheets, minutes of meetings, approval orders etc.

86

Bid Evaluation Results

Generate evaluation sheets/ matrices of technical bids to aid in evaluation by the Tender Evaluation Officer/Committee.

87

Generate comparative charts of technically qualified bidders to aid in financial evaluation by identification of the lowest bidder (or as per the financial evaluation criteria)

88

In special conditions, allow the competent authority to bypass the system made L1 recommendation by providing valid reason for the decision. The Purchaser shall provide the business rules governing this functionality.

89 Make available the bid evaluation results to registered bidders for viewing and downloading from the website after the evaluation process is complete.

90 Sending out alerts on evaluation results to the shortlisted bidders.

91 Online Award of

Contract

Facilitate issue of Letter of Intent to the selected bidder and update this information by TIA

92 Facilitate updating of information about the selected bidder, upload of scanned Contract Agreement and capture the final contract amount / quantity.

93

e-Auction Create Online

Auction

System shall facilitate role based and workflow based creation/configuration and approval of an online auction (reverse/forward) by the contracting authority or by auction administrator.

94

System shall support following option:

Auction Types- Dynamic Sealed Bid, English Auctions, Dutch Auctions etc. Auction rules- Lowest/Highest bid wins, highest/lowest quantity wins etc.

95

System shall support multi variable bidding, assigning weights to different variables and use of formulae in an auction creation. (e.g, a bid may include the price, delivery time, quantity etc.)

96 System shall support dependent auctions i.e. It should open an auction only on the successful completion of the previous auction.

97 Support for partial auctions for multiple Lot or Individual item, against which bidder can quote.


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98

System shall facilitate configurable parameters for an e-auction covering the following areas: • Electronic forms for bidding • Auction Schedule • Rules for deadline extension (if applicable) • Ranking information provided to suppliers • Minimum and Maximum decrements/increments for

a bid • Minimum and Maximum values for each bidding

field of the electronic forms • Item name and quantity • Upset Price-auction begins with this price • Reserve Price- This price should be met for the

auction to have any result • Bid Decrement/Increment - minimum amount by

which each succeeding bid of a bidder should be lower or higher

• Bid limit for each bidder (in case of proxy bidding) • Auction period or end time • Automatic extension time window-auction time

extends automatically if last submitted bid falls within this time window.

• Selection of bidders on the basis of certain pre-qualification criteria

• Defining attributes for an item • Permitting both auto-approval and manual approval

of auction results • Editing/Re-configuration of auction data by the

Auction Administrator or departmental administrator (via the appropriate workflow) at any time before the start of the auction.

99

Facilitate specification of the following auction parameters at a minimum:

• Item name and quantity

• Start Price - auction begins with this price

• Reserve Price - this price should be met for the auction to have any result

• Bid Decrement/Increment- minimum amount by which each succeeding bid of a vendor should be lower or higher Auction period or end time

• Automatic extension time window- auction time extends automatically if last submitted bid falls within this time window

• Mandatory bidding fields

• Mathematical Formula for automatic evaluation of bid

• Communication method with suppliers during bidding phase

100

The system shall allow integration of auction module with e-tendering module (after necessary approval workflow) for creation of the auction to facilitate bidding for the short listed/participated bidders.


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101 Support upload and display of images, multi-media content, URL, documents, and spreadsheet attachments with each auction item.

102

The Inviting Authority should seal the auction configuration using its Digital Signature. The decryption shall be done at the start of the auction by inserting the Digital Signature of the auctioning authority.

103

Facilitate departmental administrator to copy data from a previous auction for creation of an auction again. The administrator should not be required to fill in the data again.

104 Support importing of auction data from data in Excel spreadsheets instead of data-entry or copying from existing auctions.

105

Online Auction

Provide a tabular view of auction items allowing fast and easy bidding by vendors in case of multiple line items.

106

The system shall facilitate usage of digital signature to encrypt the proxy bid at the time of submission. The encrypted proxy bid shall be opened (by the TIA's digital signature) once the live auction ends and a lowest live bidder is decided.

107 Facilitate online proxy bidding for vendors, if decided by the Purchaser/Inviting Authority.

108

The system shall allow extension of auction time and more live bids, if any of the proxy bids are quoted at a price lower than the lowest quoting live bidder. If the new final live bid is more competitive than the proxy bids, the contract shall be awarded to the same. In case of bids between two or more proxy bids, the contracting authority shall call only those bidders (and in no case, any other bidder) for final negotiations.

109 Support for partial auctions – vendors can either place one bid for the whole lot or individual bids for each component that makes up a lot.

110 Support signing the auction price by the bidders through Raj e-Sign.

111 Advanced Auction

Features

Allow Inviting Authority to assign weightage to different vendors based on their past experience or based on their technical evaluation.

112

Auction Viewing and Monitoring

Allow viewing of the lowest going price in real time, by the bidders

113 Allow Inviting Authority to view history of items and price bids during the live auction and after with date and time stamp

114 Disallow divulging the identity of the participating bidders on the software.

115 Support display of images or multi-media content, URL, documents, and spreadsheets attachment with each auction item

116 Provide option to the departmental administrator to auto-approve or manually approve the winner in the auction.


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117 Support export capabilities for extraction of data from the auction software into a flat file or Excel spreadsheet.

118

ePayment

Payment Gateways

System should facilitate multiple Payment Gateways as decided by the RISL

119 Bidders may remit applicable fees using any of the payment modes available on payment gateway

120

System will facilitate the bidders to define the amount they will pay against the various heads. In case of privileged bidders who are eligible for claiming discount the system will allow them to upload supporting documents. System shall provide option for the bidders for complete or partial payment of the Bid Security /EMD in form of BG .While do so the bidder should be able to define the details of the modes of payment. The head wise payment remittance details is required to be forwarded to the Payment Gateway opted by the bidder.

121

The respective Payment gateways will share the details of the payments received from bidders with e-Procurement system, Treasury and PSUs. Accordingly, payment status along with payment details needs to be updated on system.

122 Tracking of

EMD Refund

Once the tender is awarded the system will send alerts/reminders to the TIA for refund of the Bid Security /EMD .The respective TIA will have an interface to update the status of Bid Security /EMD refund so that system can track the status of the same.

123

Remittance of RISL

processing fees from TIAs

The system shall facilitate RISL to generate and manage the “bills” for RISL processing fees to respective Departments and PSUs .It shall also provide a facility to update the status of the bills/payment received.

124

Management Information

System

Vendor Registration

New Registrations – by Category, Class, date/period of registration

125 Pending applications & Renewal dates

126 Vendors renewed/not renewed

127 Amount collected through registration process (if any)

128 Blacklisted vendors and details

129 Vendors registered - location wise, nature of business wise, category wise, special privileges enjoyed/ protection needed type, etc.

130 Details of vendors and their users.

131 System shall maintain detailed audit trails for the application received, and generation of case history for each user registration.

132 Vendor

Management

Vendor history report detailing the list of projects awarded to the vendor, information on blacklisted / not blacklisted, etc.

133 Report on inactive vendors who have not submitted bids for a given period.


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134 Information on various stages

of NIB

System shall provide MIS reports for NIBs created department wise, procurement category wise, procurement item wise, based on time period selected by the user. The software should generate reports, as required by the State Guidelines, providing details of the tendering process such as dates of various stages, approvals, list of bidders rejected, short-listed, and the award details, etc.

135 e-Tendering

• Tenders floated by value, by type of work, by region, etc.

• Download of tender docs, receipt of fees/bid security, list of bidders, etc.

• Participation by vendors, during any given period of time.

• Vendor-wise reports on bids participated, won, lost, etc.

• Defaulting contractors (non-payment of bid security, fake documents, etc.)

136 Rate

Contracting

• Available Rate Contracts (RC)

• RC validity- due for extensions/fresh tendering

• Price Comparison with past RCs-Price Trend Analysis

• RC utilization over a period of time- by volumes, by value

137 e-Auctions

• Number of Auction, by item/work, by type of auction, by results (vendor selected, re-auction, abandoned)

• Vendor participation

• % savings in price

138 e-Payment

Extensive MIS reports on various parameters covering the minimum following:

• Payments details with various parameters. • Bid Security /EMD refund details with various

parameters. • Bills generated by RISL against RISL processing

fees according to various parameters.

139 Workflow related

• Statistics on evaluation process cycle time, bottlenecks, etc

140 Digital

Signature Certificate

• A certifying authority-wise report based on the DSCs used by the user.

• Report on expiry of digital signature certificates (to provide alerts to department users).

•

141

Common Requirements

Workflow

Provision for generic and configurable workflow, based on user rights and preferences.

142 Provision for implement end to end business process workflows that extend to external systems.

143 The solution should have the ability to support multiple workflow paths that are automatically selected based on request/user attributes, including escalation paths.


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144 Provision to define process hierarchies top down or bottom up to support Distributed workflow process definition.

145 Provision for defining dependencies between activities in a workflow.

146 Provision for defining concurrent activities within a workflow transaction.

147 Support both sequential and concurrent approval processing in each module, based on predefined user configuration.

148 The workflow should have a rules engine that allows rules to be created to define approval Hierarchies.

149 Provision for Scripting facility for any stage of workflow so that Admin can define extra rules at any stage of Workflow if required.

150 Ability of system to have workflow with the ability to define business rules without the need for programming, including alerts and triggers.

151 Provision for configurable rules-based automated notifications via SMS/Email.

152 Provision for accommodate rules-based automatic notifications.

153 A management console should be available to monitor workflow processes and to control Processes that have errors in them.

154

Audit Trail

Provision for automatically record an audit trail of events under the control of the system.

155

The system allows the extent of audit trail tracking and recording to be user-configurable, so that an administrator can select the events for which information is automatically recorded.

156 Record every action that takes place to an activity/event throughout its lifecycle.

157

All changes to data should be recorded in a separate table/database and should be stamped with the identity of the user/program and timestamp of the creation/change.

158 The system shall track and record information about events in the audit trail without manual intervention, once the audit trail facility has been activated.

159 The system shall ensure that the audit data are stored in un-editable formats.

160 Provision for audit trial report viewing/printing.

161 Provision for filter/search specific activities in a audit trial database.

162 The system shall ensure that audit trail data is available for inspection on request.

163

MIS/Reporting Tools

164 Provision for Dynamic & configurable report generator.

165 Reports shall be generated based upon users, roles, designations etc.


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166

Output should be configurable. User should be able to change the column position, hide column, add new columns, sort the output by clicking on the column header etc.

167 Provision for pagination and extracting the reports in various format like Excel, PDF, HTML, MS Word etc.

168 Provision for tabular/graphical/free form reports.

169 Provision for query builder to create/save and execute the query.

170 Report should be generated basis on the various parameters like Date, report type, and other required parameters.

171 The system should be capable of creating ad-hoc queries and reports for analysis.

172 The system should have interface to search and filter the data of the report.

173 The system should be capable of drill down and drill up with the report tool.

174 The system should permit display of multiple result sets (nested) in the same reports.

175 The system should permit conditional formatting, based on thresholds or data ranges for any cell in the report.

176 The system should facilitate the user to create custom objects/formulas for repeated use in reporting tool.

177 The system should have a GUI tool with drag and drop features to build reports.

178 Provision for periodic report generation.

179 Provision for analytical report generation.

180

The system should allow for providing information/reports to external users also (eg. Ministry of Commerce, Central Public Procurement Portal etc), from time to time, as per their requirement.

181 The system should allow users to send report to specified user(s) at scheduled times.

182

Search Engine

Provision for dynamic and configurable search engine.

183

Provision for simple search, advance search operation. Both type of search should support “Global” & “Customized search”. Global search concerns whatever services available to users in the complete domain. Customized search allow user to perform search as per requirements.

184 Provision to allow the user to perform keyword search, full text search, and pattern based search.

185 Provide a content search features within an attachment.

186 Provision for trending. Trending allow user to choose the keyword basis on the latest search performed for easy and quick access.

187 Support Different types of input interfaces to initiate search operation and also provide the standard output interface.

188 support the configuration like type of search, number of records to be shown, type of result view, etc.


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189 Support automatic creation and updation of indexes as per specified intervals through schedulers and metadata configurations.

190 Allow to save a search for future execution.

191

General Requirements

Portal requirement

System shall support role based structured storing / display of documents for: • Orders, notices circulars, guidelines • News and Announcements Sections • Provision to display marquee/tickers. • Link to important sites • Others as per requirement

192

System shall have the provision for creation of an online TIA wise/Department wise annual procurement plan and procurement register which shall act as a one stop shop reference for all information related to Procurement.

193

In case of the NIB/Tenders that are below the threshold limit and are done manually the TIA will have an interface to define various information about the following: General about Tender/Bids. Bid Documents, Corrigendum, Participated Bidders, bidders rejected, successful bidder details, order details, etc.

194

User Manual and Help

Provide an online handbook for (i) departmental users (ii) vendors for conducting their activities under the e-Procurement System

195 System shall have various training related material in the form of presentations, videos, etc for department users/ bidder.

196 Display policy documents, terms of use, rules & guidelines, etc to the department users.

197 System shall provide appropriate guidance to the users on the procedure for obtaining a Digital Signature Certificate.

198 System shall also provide necessary system software/drivers required for usage of digital signature certificates/media on their computers

199 Provide online FAQ section and user feedback

200 System shall also provide information to users on important websites/ links etc

201 Opinion Polls Facility to conduct opinion polls, satisfaction surveys, etc. from Vendors / departmental users, in order to improve the functionality/services of the e-procurement system

202 GUI Validations System validations at the time of data entry (e.g. standard formats for date, currency, registration numbers, etc.)

203 Auto Population

of Fields

Auto population of form fields with previously entered data, as applicable

204 Facilitate users to modify the auto-populated fields, as applicable

205 Dynamic Forms

Library

The department administrator should be able to select and associate multiple formats with his department, from the forms library.


Page 119 of 157

206 The tender creator should be able to select the relevant formats from the department specific forms library during tender creation.

207 The tender creator should be able to dynamically configure the selected format to meet the requirements of the specific tender.

208 Form filling

Upon completion of the complete data entry, system shall display the data entered by the user in a consolidated view for verification and confirmation by the user.

209 Facility for saving a partly filled form in “Save Draft” mode and submitting it later.

210 Profile Update System shall provide the option to the registered user to update their profile.

211

Uploading attachments

Facilitate upload of supporting documents by the Tender creator during NIB creation such as drawings, (CAD as well as scanned formats), technical specifications, contractor’s/supplier’s terms & conditions, and other data on the project along with the NIB/ bid document.

212 Facilitate upload of various documents by the bidder during registration and bid submission.

213 Provide online checklist to ensure that required supporting documents have been uploaded by the user.

214 Facilitate virus scan of uploaded documents before they are accepted and stored in the server.

215 Define size limit of the attachment to be uploaded and check the size.

216

Security

System shall force the user to change his/her password on defined interval.

217

System shall provide the two level of authentication for login to the e-Procurement system

1. With User id & Password

2. With DSC and DSC key

218 System shall restrict programmed attempts to create users in the system through implementation of techniques such as 'Captcha'.

219

Registration process must ensure the confidentiality, integrity and non-repudiation of the user and supplier organization credentials during information transfer and storage.

220 System shall implement anti-virus checks while document upload for ensuring that virus free documents are uploaded into the system.

221

Facility for uploading of attachments for establishing identity and past experience. In case of documents with an expiry date, system should generate alerts/reminders to upload the new document. In cases, where the document is being used as supporting document for pre-qualification, system should allow for acceptance of the latest document/s only.

222 User credentials (e.g. password) must be stored in an encrypted format and access to such information must be restricted from all categories of users, including DBAs.


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223 System shall maintain detail audit trials for each transaction of users.

224

Online Creation of NIB and intimation to DIPR

There should be provision for the TIA to generate online NIB through templates and forwarding the same to the concerned authority of DIPR for publication in selected newspapers and receive MIS regarding the publications. Integration with the existing system of DIPR to implement the same.

225

Online notification

alerts to bidders

System shall facilitate automatic notification to suppliers for new business opportunities/NIBs/Tenders posted in the system through email to the interested suppliers based on their business preferences.

226

Send email alerts to interested respondents regarding important actions/decisions taken in a tendering process. (Issue of pre-bid minutes, issue of corrigenda, change in bid submission date etc)

227

Viewing/downloading of certain NIBs/ documents/RFP/notifications shall be restricted to enlisted vendors only. In such a case, an enlisted vendor needs to login to the software using his login ID and password to view the NIB.

228 Tracking of

notification and tenders

Facilitate the tenders to be tracked using the unique tender number assigned to each new tender.

229 Tracking to cover stages of processing, comments provided by various authorities during review and approval, and the time taken at each stage.

230 Access to

online tender document

Allow download of tender document from the e-Procurement website after login to the e-Procurement system.

231 In case of paid tender, allow downloading of the document only after payment for the tender document has been made.

232 Archiving

Archive the entire tender proceedings as per the IT Act, 2000.

Note: The functional requirement specifications (Annexure-1) stated in the RFP are the indicative

functionality/features that the e-Procurement system should have and to be considered as an

integral part of the scope of work. In addition, application portability for different smart devices the

selected bidder would also be required to develop hybrid mobile app. It is expected that relevant

details already captured/available in other e-Governance applications should be availed by

integration wherever applicable. For digital signature and encryption, multiple mechanisms,

including token based DSC, Raj eSign shall be used. The scope of integration with e-Governance

applications and development of mobile apps will be finalized during the system study & SRS stage.

The bidder should take it into account for effort estimation and financials. However, to achieve/ fulfil

the overall project objective, the selected bidder shall be responsible to re-fine/ improvise the

detailed functional requirement specifications (FRS) for each module based on the detailed system

study and requirement analysis performed by the bidder.


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8.2 ANNEXURE-2: RESOURCE DEPLOYMENT DURING THE O&M PERIOD

1. Deployment of Manpower of the PMU Team:

a. The O&M Team shall be deployed from the start of O&M period till the end of contract period.

The team shall perform their duties in accordance with the instructions given by the

designated officers of the Purchaser from time to time. The Purchaser will examine the

qualification, experience etc. of the team provided before they are put on the designated

positions. The Purchaser has every right to reject the personnel, if the same is not

acceptable, before or after commencement of the awarded work/ project.

b. The PMU Team shall work for a period of 9 hours each day (except Sunday) throughout the

year or as decided by the Office of the Purchaser. In exceptional conditions or in urgency of

work, the support might be required on holidays. The IA shall maintain an attendance register

for the resources deployed. All resources should be on the rolls of the IA (or with fixed term

contracts).

c. It would be the responsibility of the IA to retain the deployed manpower for the entire Contract

duration. In the event of a resource leaving the employment with the IA, the same shall be

immediately notified to the Purchaser in writing and replaced with another resource of

equivalent or higher qualifications and experience. All such events should be notified to the

Purchaser in writing and should be in accordance with the SLAs mentioned in this RFP.

d. It is responsibility of the IA to scale up the PMU team as and when required to confirm smooth

project execution throughout the duration the project. An indicative list of 16 resources has

been provided to cater to the day-to-day work. The Purchaser reserves the right to vary the

number of resources or man-units to the extent of -50% to +50%. The IA fees shall change

accordingly as per the number and qualification of the deployed manpower.

e. The Purchaser will provide Desktop, necessary peripherals (if required), seating space along

with necessary furniture and printing facility to all the resources deployed by the IA.

f. Quality of Services:

• e-Procurement project is an important initiative by the State of Rajasthan. The PMU

team will be responsible to interact with Senior Level Government officials, hence the

deployed resources shall at all times maintain a decent behaviour and good

disposition.

• The Purchaser envisages that the PMU team will be instrumental in providing end-

to-end support to ensure smooth operation of the e-Procurement system. The overall

performance of the entire team will depend on individual contribution by each of the

deployed resources.


Page 122 of 157

• In case negative feedback is received repeatedly from the users/participants verbally

or in writing against any of the resources deployed, the purchaser may issue written

notice to the IA for a suitable replacement.

• In case of failure to meet the standards of the purchaser, (which includes efficiency,

co-operation, discipline and performance), the Purchaser on their own discretion may

decide to replace the specific resource and issue written notice to the IA for a suitable

replacement.

• The IA will be responsible to replace the resources within 15 days, unless otherwise

penalty will be imposed as per RFP clause. If the IA fails to provide a suitable

replacement within 45 days from date of issuance of the notice, will lead to “Non

Performance

Suggested Key Personnel

The number and type of resources deputed in the PMU will be as per the manpower deployment

plan submitted by the IA and shall be updated by the IA from time to time. However, an indicative

team with minimum manpower, their roles and specific essential competencies for each of the

proposed positions of the PMU are given below:

Sl. Type of

Manpower

Overall Responsibility Minimum Education Qualification Minimum

no. of

resources

required

1. Project

Manager

The Project Manager shall

manage and lead the team and

will be responsible for overall

coordination and supervision of

the PMU activities and support

to all the stakeholders of the

project through the entire

contract period.

• B.E/ B.Tech/ MCA or higher degree in

IT

• Having at least 10 years of post-

qualification relevant work experience

in design and development of

customized IT applications

• 5+ years of project management

experience in relevant field.

• Must have good understanding of

Government Processes and IT

automation initiatives in e-

Governance Domain

1

2. Implement

ation

Manager

Coordinate with various

departments/Organizations for

• BE/ B Tech (IT/ CS) / MCA/ MSc

(CS/IT) with MBA/ PG Diploma in

Management

1


Page 123 of 157

project implementation support

activities.

• 5 years’ experience in relevant field

• Good communication / Writing skills in

Hindi and English

• Knowledge of computer operations

3. System

Administrat

or

• Monitoring the deployed

network bandwidth at

RSDC used for e-

Procurement system so as

to ensure the desired

uptime. In case of

downtime/ link failure,

report immediately and

coordinate with RSDC,

Bandwidth Service

Provider & other

stakeholders in tracking

until the link is restored and

services are operational as

required.

• BE/B.Tech/MCA with minimum 5

Years of working experience as

system administrator

•

1

4. Database

Administrat

or

• Updating Database related

queries and onsite support

for Database Management

• BE/B.Tech/MCA with minimum 5

Years of working experience as

system administrator / database

administrator

• Oracle/Microsoft certified Database

Administrator

1

5. Trainer Impart training to trainers,

coordinate for all training

related activities, prepare and

update training related

documents, presentations,

designing online self-help

functions, etc

• B.E /B. Tech in (IT/Computer

Science)/MCA/MSC (CS/IT) with two

years’ experience in relevant field or

Full Time

• Good communicator / writing skills in

Hindi and English Language.

2

6. Training

Support

Executives

Support the Trainers in training

related activities, impart

trainings (when necessary),

update training related

documents, presentations,

follow-up for training feedback,

prepare training plan etc


Science)/MCA/MSC (CS/IT) with one

years’ experience in relevant field/

Graduate in any discipline with PG

Diploma in computer application and

two year experience in relevant field

2


Page 124 of 157

7. Sr

Accounts

Executive

Resolution of

accounts/payment related

queries, reconciliation of

accounts, and coordination with

accounts department.

• CA with 1 year of experience / MCom

with 3 year experience / B Com with 5

years’ experience in Accounting /

Financial Management

• Knowledge of computer operation is

desirable

1

8. Accounts

Executive

Resolution of

accounts/payment related

queries, reconciliation of

accounts, and coordination with

accounts department.

• MCom with 1 year experience / B Com

with 3 years’ experience in Accounting

/ Financial Management

• Knowledge of computer operation is

desirable

1

9. Administrat

ive Support

Executive

Administrative support • Graduate in any stream with one

year experience in relevant field.

• Good communication / Writing

skills

• Knowledge of computer operation

and Hindi & English typing on

computer is desirable

1

10. Helpdesk

Support

Executive

• Provide Help desk support

with escalation matrix for

registration of complaints &

resolution.

• Coordinate with Offsite

support team for updating

definitions / patches /

updates / service packs

and management of

software (e-Procurement

System, and any third

party tools/ middleware

software) on end-user

access device platform


Science)/MCA/MSC (CS/IT) with 1

years’ experience in relevant field with

PG Diploma in Computer application

with 2 years’ experience in relevant

field



• Proficiency in Hindi and English

Computer Typing

6


Page 125 of 157

11. Technical

Assistance

and

Support

Executive

• Implementation of changed

Business Process and

Business Rules new

functionalities, Rectification

Defect/ Bug Fixing

• Implement rollout of new

versions, updation in SRS

& associated technical

documents and databases


Science)/MCA/MSC (CS/IT) with 1

years’ experience in relevant field with

PG Diploma in Computer application

with 2 years’ experience in relevant

field



• Proficiency in Hindi and English

Computer Typing

2

12. Office

Assistants

Office assistance, day-to-day

office working and support to

the Purchaser and PMU staff

At least 1 year experience in managing

day-to-day support activities like

photocopy, scanning, filing,

maintenance of records etc.

4

TOTAL 23


Page 126 of 157

8.3 ANNEXURE-3: PRE- BID QUERIES FORMAT

[Reference No: ………………………………………………….., dated: ………………………]

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. RFP

Page No.

RFP

clause

No.

Clause Details Query/ Suggestion/

Clarification

Note: - Queries must be strictly submitted only in the prescribed format (.XLS/ .XLSX/

.ODF/.doc/.docx). Queries not submitted in the prescribed format will not be considered/ responded

at all by the procuring entity. Also, kindly attach the coloured scanned copy of the receipt towards

the submission of the bidding/ tender document fee.


Page 127 of 157

8.4 ANNEXURE-4: BIDDER’S AUTHORIZATION CERTIFICATE

(To be submitted on the Company Letter head of the Tenderer, sealed and signed)

To,

Managing Director,

RajCOMP Info Services Limited (RISL),

First Floor, Yojana Bhawan, Tilak Marg,

C-Scheme, Jaipur (Rajasthan)

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:

Please attach the board resolution / valid power of attorney in favour of person signing this

authorizing letter.


Page 128 of 157

8.5 ANNEXURE-5: COVERING LETTER OF THE BID


To,

Managing Director,




Dear Sir,

Ref: Request for Proposal (RFP) Notification dated............... No..........

1. I/We, the undersigned bidder, having read & examined in detail, the Bid Document, the

receipt of which is hereby duly acknowledged, I/ we, the undersigned, offer to supply/ work

as mentioned in the Scope of the work, Technical specifications, Service Level Standards &

in conformity with the said bidding document for the same.

2. I/ We hereby declare that our bid is made in good faith, without collusion or fraud and the

information contained in the bid is true and correct to the best of our knowledge and belief.

3. I/ we hereby submit our token of acceptance to all the tender terms & conditions without any

deviations. Hence, we are hereby submitting our Bid and offer to provide services to

Purchaser for carrying out the project in accordance with your RFP.

4. Until a formal contract is prepared and executed, this bid, together with your written

acceptance thereof and your notification of award shall constitute a binding Contract

between us.

5. I/We agree to abide by this RFP for a period of days as specified in NIB from the closing

date fixed for submission of bid as stipulated in the RFP document.

6. I/We undertake that, in competing for (and, if the award is made to us, in executing) the

above contract, we will strictly observe the laws against fraud and corruption in force in India

namely “Prevention of Corruption Act, 1988”.

7. I/We understand that the Purchaser is not bound to accept any bid received in response to

this RFP.

8. In case we are engaged by the Purchaser, we shall provide any assistance/cooperation

required by Purchaser, appointed auditing agencies (if any), state government officials and

Other Stakeholders of the project for performing their duties with respect to this project. We

understand that our non-cooperation for the same shall be grounds for termination of service.


Page 129 of 157

Signature………………………………

In the capacity of………………………

Duly authorised to sign Proposal for And on behalf of………………………..

Seal of the Organisation:-

Date………………….. Place………………….


Page 130 of 157

8.6 ANNEXURE-6: BID FORM

[Reference No: ………………………………………………….., dated: ………………………]

1. Addressed to:

Name of the Procuring Entity Managing Director, RajCOMP Info Services Limited

(RISL),

Address RajCOMP Info Services Ltd., First Floor, Yojana

Bhawan, Tilak Marg, C-Scheme, Jaipur (Rajasthan)

Telephone 0141-5103902

Tele Fax 0141-2228701

Email ______________ (clearly mention the NIT no. in the

subject of the mail)

2. Firm Details:

Name of Firm

Name of Contact Person with Designation

Registered Office Address

Address of the Firm

Year of Establishment

Type of Firm

Put Tick( √ ) mark

Public

Limited

Private

Limited

Partnership Proprietary

Telephone Number(s)

Email Address/ Web Site Email: Web-Site:

Fax No.

Mobile Number Mobile:

Certification/Accreditation/Affiliation, if Any

3. The requisite bidding document fee amounting to Rs. ________/- (Rupees <in words>) has

been deposited vide receipt no. _______ dated ___________.

4. The requisite bid processing fee amounting to Rs. ________/- (Rupees <in words>) has

been deposited vide receipt no. _______ dated ___________.

5. The requisite bid security amounting to Rs. ________/- (Rupees <in words>) has been

deposited vide Banker’s Cheque/ DD No. / BG No. ___________ dated ___________.

6. We agree to abide by all the terms and conditions mentioned in this form issued by the

Empanelment Authority and also the further conditions of the said notice given in the

attached sheets (all the pages of which have been signed by us in token of acceptance of

the terms mentioned therein along with stamp of the firm).

Date:


Page 131 of 157

Name & Seal of the firm: ________________________

Authorized Signatory: ___________________________


Page 132 of 157

8.7 ANNEXURE-7: SELF-DECLARATION


To,

Managing Director,




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,: -

1. possess the necessary professional, technical, financial and managerial resources and

competence required by the Bidding Document issued by the Procuring Entity;

2. 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;

3. 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.

4. does not have any previous transgressions with any entity in India or any other country during

the last three years

5. does not have any debarment by any other procuring entity

6. 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;

7. 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;

8. does not have a conflict of interest which materially affects the fair competition

9. 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.


Page 133 of 157

Thanking you,

Name of the Bidder: -



Date:

Place:


Page 134 of 157

8.8 ANNEXURE-8: CERTIFICATE OF CONFORMITY/ NO DEVIATION


To,

Managing Director,


First Floor, YojanaBhawan, Tilak Marg,


CERTIFICATE

This is to certify that, the specifications of 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,

Name of the Bidder: -



Date:

Place:


Page 135 of 157

8.9 ANNEXURE-9: MANUFACTURER’S AUTHORIZATION FORM (MAF)

(Indicative Format)

To,

Managing Director,




Subject: Issue of the Manufacturer’s Authorisation Form (MAF)

Reference: NIT/ RFP Ref. No. _____________________ dated ________

Sir,

We <name and address of the OEM> who are established and reputed original equipment

manufacturers (OEMs) having factories at <addresses of manufacturing location> do hereby

authorize <M/s __________________________> who is our <Distributor/ Channel Partner/

Retailer/ Others <please specify> to bid, negotiate and conclude the contract with you against the

aforementioned tender reference for the following Hardware/ Software manufactured by us: -

{OEM will mention the details of all the proposed product(s) with their make/model/version.}

We undertake to provide OEM Warranty for the offered Software, as mentioned above, for <please

specify as per RFP requirements> Years.

We hereby confirm that the offered Software is not likely to be declared as End-of-Service/ Support

within next <please specify> years from the date of bid submission.

Yours faithfully,

For and on behalf of M/s (Name of the manufacturer)

(Authorized Signatory) – Please attach proof

Name, Designation & Contact No.:

Address: ___________________________________

Seal:


Page 136 of 157

8.10 ANNEXURE-10: FINANCIAL BID COVER LETTER & FORMAT

COVER LETTER

To,

The Managing Director,


First Floor, YojanaBhawan, Tilak Marg,

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 as mentioned in the financial bid (BoQ).

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 as specified in NIB 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.


Page 137 of 157

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:


Page 138 of 157

Financial Bid Format

{to be submitted by the bidder only in BoQ format (.XLS) available at e-Procurement portal}

<< THIS FORMAT NEEDS TO BE CORRECTED>>

Project Name: Selection of IA for e-Procurement Project

Reference No:

Bidder Name:

Price schedule: (This BOQ template must not be modified/replaced by the bidder and the same

should be uploaded in the e-Procurement website after filling the relevant columns, else the

bidder is liable to be rejected for this tender. Bidders are allowed to enter the Bidder Name and

Values only)

S.

No.

Activity/ Item

Description Qty Units

Unit Rate

in INR

(incl. all

incidental

charges

and all

Taxes but

excl.

Service

Tax,

RVAT &

CST

Service

Tax

(in INR)

CST

(in

INR)

RVAT

(in

INR)

*Total Net

Present

Value in INR

(incl. all

incidental

charges and

all Taxes

but excl.

RVAT)

a b c d e f g=(a*c)+d+e

A

e-Procurement

Solution Cost including

customization (A)

1 Number

A

B

Operations &

Maintenance (O&M)

Cost (B)

12 Quarterly

B

C Total Project Cost

(C)=A+B

C

Total C (In INR Words)

*Exclusion of RVAT in column g is only for the purpose of evaluation. However the same would be

payable.


Page 139 of 157

8.11 ANNEXURE-11: FORMAT FOR CVs OF KEY PROFILES

[Ref No: ……………………………………………………………………………………….]

Format for the profiles

Name of the person

Current Designation / Job Title

Current job responsibilities

Proposed role in the project

Proposed responsibilities in the project

Academic qualifications:

• Degree

• Academic Institution graduated from

• Year of Graduation

• Specialization (if any)

• Key achievements and other relevant information (if Any)

Professional certifications (if any)

Total number of years of experience

Number of years with the current company

Summary of the Professional / Domain Experience

Number of complete life cycle implementations carried out

The names of customers (please provide the relevant names)

Past assignment details (for each assignment provide details

regarding name of organizations worked for, designation,

Responsibilities, tenure)

Prior professional experience covering:

• Organizations worked for in the past

O Organization name

O Duration and dates of entry and exit

O Designation

O Location(s)

O Key responsibilities

• Prior project experience

o Project name

o Client

o Key project features in brief

o Location of the project

o Designation

o Role

o Responsibilities and activities


Page 140 of 157

o Duration of the project

o Total team size

Please provide only relevant projects.

Proficient in languages (against each language listed indicate if

Read/write/both)

Date:

Authorized signatory:

Seal of the organization:

Name:

Designation:


Page 141 of 157

8.12 ANNEXURE-12: BANK GUARANTEE FORMAT

BANK GUARANTEE FORMAT – BID SECURITY

(To be stamped in accordance with Stamp Act and to be issued by a Nationalised/ Scheduled bank

having its branch at Jaipur and payable at par at Jaipur, Rajasthan)

To,



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

Sir,

1. In accordance with your Notice Inviting Bid for <please specify the project title> vide NIB

reference no. <please specify> M/s. …………………………….. (Name & full address of the firm)

(Hereinafter called the “Bidder”) hereby submits the Bank Guarantee to participate in the said

procurement/ bidding process as mentioned in the bidding document.

It is a condition in the bidding documents that the Bidder has to deposit Bid Security amounting

to <Rs. ______________ (Rupees <in words>)> in respect to the NIB Ref. No.

_______________ dated _________ issued by RISL, First Floor, Yojana Bhawan, C-Block,

Tilak Marg, C-Scheme, Jaipur, Rajasthan (hereinafter referred to as “RISL”) by a Bank

Guarantee from a Nationalised Bank/ Scheduled Commercial Bank having its branch at Jaipur

irrevocable and operative till the bid validity date (i.e. <please specify> days from the date of

submission of bid). It may be extended if required in concurrence with the bid validity.

And whereas the Bidder desires to furnish a Bank Guarantee for a sum of <Rs.

______________ (Rupees <in words>)> to the RISL as Bid Security.

2. Now, therefore, we the ……………………………….…… (Bank), a body corporate constituted

under the Banking Companies (Acquisition and Transfer of Undertaking) Act. 1969 (delete, if

not applicable) and branch Office at…………………... (Hereinafter referred to as the Guarantor)

do hereby undertake and agree to pay forthwith on demand in writing by the RISL of the said

guaranteed amount without any demur, reservation or recourse.

3. We, the aforesaid bank, further agree that the RISL shall be the sole judge of and as to whether

the Bidder has committed any breach or breaches of any of the terms costs, charges and


Page 142 of 157

expenses caused to or suffered by or that may be caused to or suffered by the RISL on account

thereof to the extent of the Earnest Money required to be deposited by the Bidder in respect of

the said bidding document and the decision of the RISL that the Bidder has committed such

breach or breaches and as to the amount or amounts of loss, damage, costs, charges and

expenses caused to or suffered by or that may be caused to or suffered by the RISL shall be

final and binding on us.

4. We, the said Bank further agree that the Guarantee herein contained shall remain in full force

and effect until it is released by the RISL and it is further declared that it shall not be necessary

for the RISL to proceed against the Bidder before proceeding against the Bank and the

Guarantee herein contained shall be invoked against the Bank, notwithstanding any security

which the RISL may have obtained or shall be obtained from the Bidder at any time when

proceedings are taken against the Bank for whatever amount that may be outstanding or

unrealized under the Guarantee.

5. Any notice by way of demand or otherwise hereunder may be sent by special courier, telex, fax,

registered post or other electronic media to our address, as aforesaid and if sent by post, it shall

be deemed to have been given to us after the expiry of 48 hours when the same has been

posted.

6. If it is necessary to extend this guarantee on account of any reason whatsoever, we undertake

to extend the period of this guarantee on the request of our constituent under intimation to you.

7. The right of the RISL to recover the said amount of <Rs. ______________ (Rupees <in

words>)> from us in manner aforesaid will not be precluded/ affected, even if, disputes have

been raised by the said M/s. ……….………………(Bidder) and/ or dispute or disputes are

pending before any court, authority, officer, tribunal, arbitrator(s) etc..

8. Notwithstanding anything stated above, our liability under this guarantee shall be restricted to

<Rs. ______________ (Rupees <in words>)> and our guarantee shall remain in force till bid

validity period i.e. <please specify> days from the last date of bid submission and unless a

demand or claim under the guarantee is made on us in writing within three months after the Bid

validity date, all your rights under the guarantee shall be forfeited and we shall be relieved and

discharged from all liability thereunder.

9. This guarantee shall be governed by and construed in accordance with the Indian Laws and we

hereby submit to the exclusive jurisdiction of courts of Justice in India for the purpose of any


Page 143 of 157

suit or action or other proceedings arising out of this guarantee or the subject matter hereof

brought by you may not be enforced in or by such count.

10. We hereby confirm that we have the power/s to issue this Guarantee in your favor under the

Memorandum and Articles of Association/ Constitution of our bank and the undersigned is/are

the recipient of authority by express delegation of power/s and has/have full power/s to execute

this guarantee under the Power of Attorney issued by the bank in your favour.

Date ………………… (Signature) ……………………………………….

Place ………………… (Printed Name) ………………………………….

(Designation) ……………………………………

(Bank’s common seal) ………………………….

In presence of:

WTTNESS (with full name, designation, address & official seal, if any)

(1) ………………………………………

………………………………………

(2) ………………………………………

………………………………………

Bank Details

Name & address of Bank:

Name of contact person of Bank:

Contact telephone number:

GUIDELINES FOR SUBMISSION OF BANK GUARANTEE

The Bank Guarantee shall fulfil the following conditions in the absence of which they cannot be

considered valid: -

1. Bank Guarantee shall be executed on non- judicial stamp paper of applicable value purchased

in the name of the bank.

2. Two persons should sign as witnesses mentioning their full name, designation, address and

office seal (if any).

3. The Executor (Bank Authorities) may mention the power of attorney No. and date of execution

in his/ her favour authorizing him/ her to sign the document. The Power of Attorney to be

witnessed by two persons mentioning their full name and address.


Page 144 of 157

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:


Page 145 of 157

8.13 ANNEXURE-13: 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,



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

1. In consideration of the RajCOMP Info Services Limited (hereinafter called "RISL") having agreed

to exempt M/s ..........................(hereinafter called "the said Contractor(s)" from the demand,

under the terms and conditions of an Agreement No..................................dated

.....................made between the RISL through …………………… 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 RISL an amount not exceeding Rs...................(Rupees..................................only) on

demand.

2. We................. (Indicate the name of Bank), do hereby undertake to pay Rs....................

(Rupees............................only), the amounts due and payable under this guarantee without any

demur or delay, merely on a demand from the RISL. Any such demand made on the bank by

the RISL shall be conclusive as regards the amount due and payable by the Bank under this

guarantee. The Bank Guarantee shall be completely at the disposal of the RISL and

We....................... (Indicate the name of Bank), bound ourselves with all directions given by RISL

regarding this Bank Guarantee. However, our liability under this guarantee shall be restricted to

an amount not exceeding Rs...................... (Rupees....................only).

3. We.......................(indicate the name of Bank), undertake to pay to the RISL any money so

demanded notwithstanding any dispute or disputes raised by the contractor(s) in any suit or

proceeding pending before any Court or Tribunal or Arbitrator etc. relating thereto, our liability

under these presents being absolute, unequivocal and unconditional.

4. We.....................(indicate the name of Bank) further agree that the performance guarantee

herein contained shall remain in full force and effective up to <DATE> and that it shall continue

to be enforceable for above specified period till all the dues of RISL under or by virtue of the said


Page 146 of 157

Agreement have been fully paid and its claims satisfied or discharged or till the RISL certifies

that the terms and conditions of the said Agreement have been fully and properly carried out by

the said Contractor(s) and accordingly discharges this guarantee.

5. We ...........................(indicate the name of Bank) further agree with the RISL that the RISL shall

have the fullest liberty without our consent and without affecting in any manner our obligations

hereunder to vary any of the terms and conditions of the said Agreement or to extend time of

performance by the said Contractor(s) from time to time or to postpone for any time or from time

to time any of the powers exercisable by the RISL against the said Contractor(s) and to forbear

or enforce any of the terms and conditions relating to the said Agreement and we shall not be

relieved from our liability by reason of any such variation, or extension being granted to the said

Contractor(s) or for any forbearance, act or omission on the part of the RISL or any indulgence

by the RISL to the said Contractor(s) or by any such matter or thing whatsoever which would but

for this provision, have effect of so relieving us.

6. The liability of us ............................. (indicate the name of Bank), under this guarantee will not

be discharged due to the change in the constitution of the Bank or the contractor(s).

7. We .............................. (indicate the name of Bank), lastly undertake not to revoke this guarantee

except with the previous consent of the RISL in writing.

8. This performance Guarantee shall remain valid and in full effect, until it is decided to be

discharged by the RISL. Notwithstanding anything mentioned above, our liability against this

guarantee is restricted to Rs........................... (Rupees..............................only).

9. It shall not be necessary for the RISL to proceed against the contractor before proceeding

against the Bank and the guarantee herein contained shall be enforceable against the Bank

notwithstanding any security which the RISL may have obtained or obtain from the contractor.

10. We .............................. (indicate the name of Bank) verify that we have a branch at Jaipur. We

undertake that this Bank Guarantee shall be payable at any of its branch at Jaipur. If the last

day of expiry of Bank Guarantee happens to be a holiday of the Bank, the Bank Guarantee shall

expire on the close of the next working day.

11. We hereby confirm that we have the power(s) to issue this guarantee in your favor under the

memorandum and articles of Association/constitution of our bank and the undersigned is/are the

recipient of authority by express delegation of power(s) and has/have full power(s) to execute

this guarantee for the power of attorney issued by the bank.

Dated..........................day of....................For and on behalf of the <Bank> (indicate the Bank)

Signature


Page 147 of 157

(Name & Designation)

Bank's Seal

The above performance Guarantee is accepted by the RISL

For and on behalf of the RISL

Signature

(Name & Designation)


Page 148 of 157

8.14 ANNEXURE-14: DRAFT AGREEMENT FORMAT

This Contract is made and entered into on this ______day of ________, 2015 by and between

RajCOMP Info Services Limited (RISL), having its head office at First Floor, Yojana Bhawan, Tilak

Marg, C-Scheme, Jaipur-302005, Rajasthan (herein after referred to as Purchaser/ RISL) 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 “Implementation Agency/

Supplier”) 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,

Purchaser 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 <NIB 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 NIB and RFP document issued in this regard, in accordance with the

terms and conditions set forth herein and any other reasonable requirements of the Purchaser from

time to time.

And whereas

Purchaser has accepted the bid of supplier and has placed the Work Order vide Letter No.

__________________ dated _______, on which supplier has given their acceptance vide their

Letter No._____________ dated ____________.

And whereas

The supplier 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.


Page 149 of 157

Now it is hereby agreed to by and between both the parties as under: -

1. The NIB Ref. No. ____________________________ dated ___________ and RFP document

dated _________ issued by RISL 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 RISL to supplier at the rates set forth in the LoI/

work order no. ____________________ dated _________ will duly supply the said articles set

forth in scope of work and annexures herein and provide related services in the manner set forth

in the RFP, along with its enclosures/ annexures and Technical Bid along with subsequent

clarifications submitted by supplier.

3. The RISL do hereby agree that if supplier shall duly supply the said articles and provide related

services in the manner aforesaid observe and keep the said terms and conditions of the RFP

and Contract, the RISL will pay or cause to be paid to supplier, 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 effective from the date of work order i.e. ____________ and

completed by supplier within the period as specified in the RFP document.

5. In case of extension in the delivery and/ or installation/ completion/ commissioning period is

granted with full liquidated damages, the recovery shall be made on the basis of value of services

(upto that milestone as specified in Table 7.1: Payment Terms & Schedule of this RFP

document) which the supplier/ IA has failed to deliver/ install/ complete :-

No. Condition LD %

a. Delay up to one fourth period of the prescribed period of delivery,

successful installation and completion of work. 2.5 %

b. Delay exceeding one fourth but not exceeding half of the prescribed period

of delivery, successful installation and completion of work. 5.0 %

c. Delay exceeding half but not exceeding three fourth of the prescribed

period of delivery, successful installation and completion of work. 7.5 %

d. Delay exceeding three fourth of the prescribed period of delivery,

successful installation and completion of work. 10.0 %

i. Fraction of a day in reckoning period of delay in supplies, successful installation and

completion of work shall be eliminated, if it is less than half a day.

ii. If supplier requires an extension of time in completion of contractual supply on account of

occurrence of any hindrances, he shall apply in writing to the authority which had placed


Page 150 of 157

the work order, for the same immediately on occurrence of the hindrance but not after the

stipulated date of completion of supply.

iii. Delivery period may be extended with or without liquidated damages if the delay in the

delivery of services in on account of hindrances beyond the control of supplier.

6. In addition to above, if the bidder fails to depute/ ensure the availability of development team as

mentioned at clause no:1 of Annexure-2 within 15 days from the date of issuance of work order

till Go-live of e-Procurement system, following amount shall be deducted while processing the

payment for respective milestone:

Category of Resources

as per clause no:1 of

Annexure-2

(table Ann 2.1)

Penalty for absence/ delay in resource deputation during

customization/configuration period

A Rs 4000/- per day per resource;

B

Rs 2,000/- per day per resource; At least 50 % resources

under this category are required to be present, else penalty of

Rs 3000/- per day shall be levied on each absent resource.

7. The above penalty shall not be applicable in case of permitted annual leaves (maximum of 18

leaves per year (4.5 per quarter on prorate basis))/ approved leaves by RISL.

8. In all cases, maximum amount of liquidated damages (including penalty defined at sub-clause 6

above) shall be 10% of the total e-Procurement system development cost (component A of

financial bid).

9. The IA has to comply with Service Level Agreements (SLAs), specified in Clause No. 7.2 of the

RFP document, to ensure adherence to project timelines, quality and availability of services

during Operations & Maintenance (O&M) period. If the IA fails to deliver the required services

due to reasons attributable to him like non-accessibility of the web portal/ application, delay in

response/ resolution time, non-availability/ attrition of the deployed technical personnel/

operational manpower, etc. the cumulative penalty, as applicable, would be imposed as defined

in sub-clause 7 of Clause No. 7.2 while processing the payment for respective milestone.

10. 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 _______________, 2015.


Page 151 of 157

Signed By: Signed By:

( )

Designation:,

Company:

()

Managing Director, RISL

In the presence of:

In the presence of:

( )

Designation:

Company:

( )

Designation:

RISL

( )

Designation:

Company:

( )

Designation:

RISL


Page 152 of 157

8.15 ANNEXURE-15: 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 appellant 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


Page 153 of 157

8.16 ANNEXURE-16: LIST OF DEPARTMENTS OF GOVERNMENT OF RAJASTHAN

Departments/ Organisations of Government Rajasthan (Indicative Only)

1. Rajasthan Vibrant Cooperation 26. Food Department

2. Department of Administrative Reforms 27. Department of Forest

3. Department of Agriculture 28. General Administration and Cabinet

Secretariat

4. Department of Animal Husbandry 29. Home

5. Department of Archaeology and Museums 30. Horticulture

6. Department of Ayurved 31. Industries

7. Biofuel 32. Information and Public Relations

8. Command Area Development, Chambal Kota 33. Department of Information Technology

and Communication

9. College Education 34. Department of Labour

10. Command Area Development and Water

Utilization 35. Language and Library

11. Department of Commercial Taxes 36. Directorate of Literacy and Continuing

Education

12. Devasthan Department 37. Department of Local Self Government

13. Disaster Management and Relief Department 38. Medical Education Department

14. Directorate of Economics and Statistics 39. Department of Medical Health and Family

Welfare

15. Department of Education 40. Department of Mines and Geology,

Rajasthan

16. Office of the Chief Electoral Officer Rajasthan 41. Department of Minority Affairs

17. Employee State Insurance 42. Panchayati Raj Department

18. Department of Employment 43. Directorate of Pension and Pensioners

Welfare

19. Department of Energy 44. Department of Personnel

20. Environment Department 45. Directorate of Petroleum

21. Evaluation Organization 46. Planning Department

22. Excise Department 47. Department of Prosecution

23. Factories and Boilers Inspection Department 48. Public Health Engineering Department

24. Finance Department 49. Public Works Department

25. Fisheries 50. Rajasthan Police


Page 154 of 157


51. Rajasthan State Archives Directorate, Bikaner 75. Chief Minister Office

52. Rajasthan Urban Infrastructure Development

Project 76. Raj Bhawan

53. Redressal of Public Grievances 77. Rajasthan Civil Services Appellate

Tribunal

54. Registration and Stamps Department 78. State Election Commission

55. Revenue Department 79. Ajmer Development Authority

56. Rural Development Department 80. Ajmer Vidyut Vitran Nigam Limited

57. Department of Sanskrit Education 81. Board of Revenue

58. Department of Science and Technology 82. Board of Secondary Education, Rajasthan

59. Social Justice and Empowerment Department 83. Board of Technical Education

60. Soldier Welfare Department 84. Bureau of Investment Promotion (BIP)

61. State Directorate of Revenue Intelligence 85. Center for Electronic Governance

62. State Insurance and Provident Fund Department 86. Indira Gandhi Panchayati Raj and Gramin

Vikas Sansthan

63. Department of Technical Education 87. Jaipur Development Authority

64. Tourism 88. Jaipur Vidyut Vitran Nigam Ltd

65. Town Planning Department 89. Jodhpur Development Authority

66. Transport Department 90. Jodhpur Vidyut Vitran Nigam Ltd

67. Department of Treasuries and Accounts (DTA),

Rajasthan

91. Rajasthali - Rajasthan Government

Handicraft Emporium

68. Tribal Area Development Department 92. Rajasthan Co-Operative Dairy Federation

Ltd.

69. Urban Development and Housing Department 93. Rajasthan Council of Elementary

Education (Sarva Shiksha Abhiyan)

70. Water Resources Department 94. Rajasthan Council of Secondary

Education (Madhyamik Shiksha Abhiyan)

71. Directorate of Watershed Development and Soil

Conservation

95. Rajasthan Electronics and Instruments

Ltd.

72. Department of Women and Child Development 96. Rajasthan Financial Corporation

73. All District Collectorates 97. Rajasthan Grameen Aajivika vikas parisad

74. Rajasthan Legislative Assembly 98. Rajasthan Housing Board


Page 155 of 157


99. Rajasthan Khadi and Village Industries Board 117. Jaipur Nagar Nigam

100. Rajasthan Medical Services Corporation 118. Jodhpur Nagar Nigam

101. Rajasthan Pollution Control Board 119. Kota Nagar Nigam

102. Rajasthan Rajya Vidyut Prasaran Nigam

Limited 120. Udaipur Nagar Nigam

103. Rajasthan Small Industries Corporation Ltd. 121. UIT, Bhilwara

104. Rajasthan State Agriculture Marketing Board 122. UIT, Kota

105. Rajasthan State Industrial Development and

Investment Corporation Ltd. 123. Bureau of Public Enterprises

106. Rajasthan State Mines and Minerals Limited 124. Rajasthan Electricity Regulatory

Commission

107. Rajasthan State Road Development and

Construction Corporation 125. Rajasthan Information Commission

108. Rajasthan State Road Transport Corporation 126. Rajasthan Public Service Commission

109. Rajasthan State Seeds Corporation Limited 127. Rajasthan State Human Rights

Commission

110. Rajasthan State Warehousing Corporation 128. Advocate General, Rajasthan

111. Rajasthan Tax Board, Ajmer 129. Anti-Corruption Bureau

112. Rajasthan Tourism Development Corporation

Ltd.

130. HCM Rajasthan State Institute of

Public Administration

113. Rajasthan Vidyut Udpadan Ltd 131. Jawahar Kala Kendra

114. RajCOMP Info Services Ltd. 132. National Health Mission

115. Ajmer Nagar Nigam 133. Rajasthan Foundation

116. Bikaner Nagar Nigam 134. Rajasthan Police Academy


Page 156 of 157

8.17 ANNEXURE-18: C.A. CERTIFICATE TOWARDS TURNOVER FROM IT/ITES

(On C.A.’s letterhead)

To,



Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur, Rajasthan

In response to the Tender/ NIT Ref. No. _________________________dated________ , as an

Authorized Signatory of ___________________________________________ (Name of C.A./C.A.

firm), I/ We hereby confirm that annual turnover of my/our client

___________________________________________ (Name of Bidder) from IT/ ITeS in last 3

financial years on average over FY 2014-2015, FY2013-2014, 2012-2013 , is Rs. 50 crores

or more.

I/We hereby confirm that the annual turnover from IT/ITeS business in last three financial years is

as follows:

Year Turnover in figure Turnover in words

1.

2.

3.

The information submitted above is true and fair to the best of my/our knowledge.

Thanking you,

Name of the C.A./C.A. Firm: -

Registration Number:-

Authorized Signatory: -


Date: _____________

Place: ____________


Page 157 of 157

8.18 ANNEXURE-19: C.A. CERTIFICATE TOWARDS TURNOVER FROM IT/ITES

(On C.A.’s letterhead)

To,



Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur, Rajasthan

In response to the Tender/ NIT Ref. No. _____________________________ dated ________, as

an Authorized Signatory of ___________________________________________ (Name of

C.A./C.A. firm), I/ We hereby confirm that my/our client

___________________________________________ (Name of Bidder) has positive net worth of

Rs ________________ (in figures) and Rupees

______________________________________________________________________________

__ (in words) in the last financial year, i.e. from 1 st April 2014 to 31 st March 2015.

The information submitted above is true and fair to the best of my/our knowledge.

Thanking you,

Name of the C.A./C.A. Firm: -

Registration Number:-



Date: ____________

Place: ____________