REQUEST FOR PROPOSAL For Selection of Implementation

Sagar Smart City Limited

REQUEST FOR PROPOSAL

For

Selection of Implementation Agency for Supply, Installation and Management of Digital Library with Library Management

Software (LibMS) in the City of Sagar

Sagar Smart City Limited,

Sagar Smart City Office

2nd Floor, ICCC Building,

New Collectorate Premises,

Sagar, Madhya Pradesh-470002

Phone: 07582-242850

Email: [email protected]

Selection of Implementation Agency for Supply, Installation and Management of Digital Library with Library

Management Software (LibMS) in the City of Sagar

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OFFICE OF THE SAGAR SMART CITY LTD. SAGAR

Notice Inviting Tenders (NIT)

NIT No- Date:

Sagar Smart City Ltd., Sagar invites Bids from eligible Bidders for the Project/Work(s) detailed in the following table. The Bidders shall submit Bids on “ITEM RATE” for all of the following Project/Work(s):

S. No.

Work

Cost of Tender

Document*

(In Rs.)

Completion/

Implementation Period

(months)

1

Selection of Implementation Agency for Supply, Installation and Management of Digital Library with Library Management Software (LibMS) in the City of Sagar

15,000/- 08 Month (240 Days)

Detailed NIT & Bid Documents can be seen at the website https://mptenders.gov.in and can be

downloaded from the same.

The Bid Documents can be purchased only online from 07/08/2021 on 18:00 Hrs. to 09/09/2021 on

17:00 Hrs.

Any subsequent addendum/ corrigendum shall be published only at website https://mptenders.gov.in

https://mptenders.gov.in/

http://www.mpeproc.gov.in/



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Notice inviting online bids for “Selection of Implementation Agency for Supply, Installation and Management of Digital Library with Library Management Software (LibMS) in the City of Sagar” Chief Executive Officer (CEO), Sagar Smart City Ltd. Invites Bids from eligible Bidders on “ITEM RATE” for

all of the following Project/Work(s) given in the table below:

Name & Address of the Procuring Entity Chief Executive Officer,

Sagar Smart City Limited, Sagar Smart City Office, 2nd

Floor, ICCC Building, New Collectorate Premises, Sagar,

Madhya Pradesh-470002,

Email: [email protected]

Subject Matter of Procurement Selection of Implementation Agency for Supply, Installation

and Management of Digital Library with Library Management

Software (LibMS) in the City of Sagar

Period of completion/ Implementation of

physical work

8 Month (240 Days)

Defect Liability Period 24 Months

Bid Procedure Three Part (envelope) open competitive e-Bid procedure on

percentage rate at https://mptenders.gov.in

Bid Evaluation Criteria (Selection Method) QCLS (Quality Cum Least cost selection)

Eligibility Criteria As detailed in RFP

Websites for downloading Bidding Document https://mptenders.gov.in

Fees

Bidding document fee (Non-Refundable): Rs. 15,000 + GST

(Rupees Fifteen Thousand only) should be paid online through

e-procurement portal https://mptenders.gov.in

Bid Securing Declaration As per Annexure – 15.9

Period of on-line availability of Bidding

Documents (Start/End Date)

Start Date: - 07/08/2021 , 18.00 Hrs.

End Date: - 09/09/2021, 17.00 Hrs.

Pre-bid Meeting 18/08/2021 at 03.30 PM

Pre-bid Queries The queries regarding this RFP document can be mailed to

[email protected] before 20/08/2021 up to 23.59

Hrs.

Manner, Start Date for submission of Bids 07/08/2021 , from 18.00 Hrs

Last Date for submission of Online Bids 09/09/2021 up to 17.00 Hrs

Date and time of Technical Bid Opening 11/09/2021 after 15.00 Hrs

Submission Hardcopy of Bid Only on request of SSCL

Date/Time/Place of Financial Bid Opening Will be intimated later by SSCL to bidders

Bid Validity 180 days




mailto:[email protected]



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DISCLAIMER The information contained in this Request for Proposals document (“RFP”) or subsequently provided to Applicants, whether verbally or in documentary or any other form by or on behalf of the Authority or any of its employees or advisers, is provided to Applicants on the terms and conditions set out in this RFP and such other terms and conditions subject to which such information is provided.

This RFP is not an agreement or an offer by the Authority to the prospective Applicants or any other person. The purpose of this RFP is to provide interested parties with information that may be useful to them in the formulation of their Proposals pursuant to this RFP. This RFP includes statements, which reflect various assumptions and assessments arrived at by the Authority in relation to the Consultancy. Such assumptions, assessments and statements do not purport to contain all the information that each Applicant may require. This RFP may not be appropriate for all persons, and it is not possible for the Authority, its employees or advisers to consider the objectives, technical expertise and particular needs of each party who reads or uses this RFP. The assumptions, assessments, statements and information contained in this RFP, may not be complete, accurate, adequate or correct. Each Applicant should, therefore, conduct its own investigations and analysis and should check the accuracy, adequacy, correctness, reliability and completeness of the assumptions, assessments and information contained in this RFP and obtain independent advice from appropriate sources.

Information provided in this RFP to the Applicants may be on a wide range of matters, some of which may depend upon interpretation of law. The information given is not intended to be an exhaustive account of statutory requirements and should not be regarded as a complete or authoritative statement of law. The Authority accepts no responsibility for the accuracy or otherwise for any interpretation or opinion on the law expressed herein.

The Authority, its employees and advisers make no representation or warranty and shall have no liability to any person including any Applicant under any law, statute, rules or regulations or tort, principles of restitution or unjust enrichment or otherwise for any loss, damages, cost or expense which may arise from or be incurred or suffered on account of anything contained in this RFP or otherwise, including the accuracy, adequacy, correctness, reliability or completeness of the RFP and any assessment, assumption, statement or information contained therein or deemed to form part of this RFP or arising in anyway in this Selection Process.

The Authority also accepts no liability of any nature whether resulting from negligence or otherwise, howsoever caused, arising from reliance of any Applicant upon the statements contained in this RFP.

The Authority may in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information, assessment or assumption contained in this RFP.

The issue of this RFP does not imply that the Authority is bound to select an Applicant or to appoint the Selected Applicant, as the case may be, for the Consultancy and the Authority reserves the right to reject all or any of the Proposals without assigning any reasons whatsoever.

The Applicant shall bear all its costs associated with or relating to the preparation and submission of its Proposal including but not limited to preparation, copying, postage, delivery fees, expenses associated with any demonstrations or presentations which may be required by the Authority or any other costs incurred in connection with or relating to its Proposal. All such costs and expenses will remain with the Applicant and the Authority shall not be liable in any manner whatsoever for the same or for any other costs or other expenses incurred by an Applicant in preparation or submission of the Proposal, regardless of the conduct or outcome of the Selection Process.



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1. Table of Contents

Glossary 8

2. Notice Inviting Tender .........................................................................................................................10

3. Introduction ........................................................................................................................................10

3.1. Background ................................................................................................................................. 10

3.2. Objective ..................................................................................................................................... 10

4. Scope of Work ..................................................................................................................................... 11

4.1. Summary of Scope of Work (Key Area wise) ................................................................................ 11

4.2. Detailed Scope of Work .............................................................................................................. 12

4.2.1. Establishment of State-of-the-Art Digital Library with Integrated Assessment Engine, Digital Content, Capable of Hosting Audio-Video and Multimedia Content 12 4.2.2. Library Management Software (LibMS) with RFID system .............................................. 13

4.2.3. RFID Reader/Substations (Fixed & Handheld): ................................................................ 18

4.2.4. Tablet Display Security Stand .......................................................................................... 24

4.2.5. Workstations ................................................................................................................... 24

4.2.6. Training ........................................................................................................................... 25

4.2.7. Maintenance & Support: ................................................................................................. 25

4.2.8. Warranty ......................................................................................................................... 25

5. Team composition & qualification requirements .............................................................................. 26

6. Roles and Responsibilities of Library Assistant .................................................................................. 26

7. Set up of Integrated Digital Library .................................................................................................... 26

8. Milestones, Deliverables, Timelines and Payment Schedule ............................................................. 27

9. Reporting Structure............................................................................................................................ 28

10. Facilities to be made available by the SSCL ........................................................................................ 28

11. Evaluation Methodology .................................................................................................................... 28

11.1. Stage 1: Pre-Qualification .......................................................................................................... 28

11.2. Stage 2: Technical Evaluation ...................................................................................................... 29

11.3. Stage 3: Financial Evaluation ....................................................................................................... 29

11.4. Pre-Qualification Criteria ........................................................................................................... 30

11.5. Technical Evaluation Criterion .................................................................................................... 32

12. Instruction to Implementation Agency .............................................................................................. 38

12.1. General ....................................................................................................................................... 38

12.2. Pre-Bid Clarifications ................................................................................................................... 39



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12.3. Amendment of RFP Document .................................................................................................. 40

12.4. Consortium Condition- Not Applicable ....................................................................................... 40

12.5. Right to amendment of the project scope .................................................................................. 42

12.6. Right to reject any proposal ........................................................................................................ 42

12.7. Compliant Tenders / Completeness of Response ....................................................................... 44

12.8. Right to Terminate the Process ................................................................................................... 45

12.9. Tender Fees ................................................................................................................................. 45

12.10. Bid Securing Declaration ............................................................................................................ 45

12.11. Preparation and Submission of Proposal .................................................................................... 46

12.11.1. Submission of Responses ................................................................................................. 46

12.11.2. Proposal Preparation Costs ............................................................................................. 46

12.11.3. Language ......................................................................................................................... 46

12.12. Concessions permissible under statutes ..................................................................................... 47

12.13. Bid Validity .................................................................................................................................. 47

12.14. Taxes ........................................................................................................................................... 47

12.15. Firm Prices and Bid Currency ...................................................................................................... 47

12.16. Right to vary the scope of the work at the time of award .......................................................... 48

12.17. Performance Bank Guarantee..................................................................................................... 48

12.18. Governing Law ............................................................................................................................ 49

12.19. Non-Responsive Proposal ........................................................................................................... 49

12.20. Modification and withdrawal of Bids .......................................................................................... 50

12.21. Proposal Forms ........................................................................................................................... 50

12.22. Opening of Proposal .................................................................................................................... 50

12.23. Execution of Agreement ............................................................................................................. 51

12.24. Local Conditions .......................................................................................................................... 51

12.25. Proprietary Data .......................................................................................................................... 52

12.26. Reporting and Monitoring .......................................................................................................... 52

12.26.1. Reporting ......................................................................................................................... 52

12.26.2. Monitoring ...................................................................................................................... 53

12.27. Service Level Agreement ............................................................................................................. 53

12.28. Review of SLA Parameters .......................................................................................................... 58

12.29. Integration with Integrated Control and Command Center (ICCC)............................................. 58

12.30. Commencement Completion and Termination of Agreement ................................................... 58

12.30.1. Effectiveness of Agreement ............................................................................................. 58



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12.30.2. Commencement of Services ............................................................................................ 59

12.30.3. Termination of Agreement for failure to commence Services ......................................... 59

12.30.4. Expiry of Agreement ........................................................................................................ 59

12.30.5. Entire Agreement ............................................................................................................ 59

12.30.6. Modification of Agreement ............................................................................................. 59

12.30.7. Force Majeure ................................................................................................................. 60

12.30.8. Suspension of Agreement ................................................................................................ 61

12.30.9. Termination of Agreement .............................................................................................. 61

12.31. Conflict of Interest ...................................................................................................................... 64

12.32. Confidentiality ............................................................................................................................. 66

12.33. Liability of the Implementation Agency ...................................................................................... 67

12.34. Liquidated Damages and Penalties ............................................................................................. 67

12.34.1. Performance Security ...................................................................................................... 67

12.34.2. Liquidated Damages ....................................................................................................... 68

12.34.3. Penalty for deficiency in Services .................................................................................... 68

12.34.4. Indemnity ........................................................................................................................ 69

12.35. Fairness and Good Faith .............................................................................................................. 69

12.35.1. Good Faith ....................................................................................................................... 69

12.35.2. Operation of the Agreement ........................................................................................... 69

12.36. Settlement of Disputes ............................................................................................................... 69

12.36.1. Amicable settlement ....................................................................................................... 69

12.36.2. Dispute resolution ........................................................................................................... 70

12.36.3. Conciliation ...................................................................................................................... 70

12.36.4. Arbitration ....................................................................................................................... 70

12.37. Exit Management ........................................................................................................................ 71

12.38. Change in composition of the Consortium- Not applicable ....................................................... 73

12.39. Change in Ownership .................................................................................................................. 74

12.40. Change Control Note ................................................................................................................... 74

12.40.1. Quotation ........................................................................................................................ 76

13. Annexure 1: Technical Specifications .................................................................................................. 78

14. Annexure 2: Commercial Bid Format & Instructions ......................................................................... 89

14.1. General Instructions ................................................................................................................... 90

14.2. Commercial Bid Format .............................................................................................................. 91

15. Annexure 3: Formats for Pre-Qualification bid .................................................................................. 98



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15.1. Bid Cover Letter ......................................................................................................................... 98

15.2. Pre-Qualification Documents Checklist .......................................................................................99

15.3. PQ_1: Bidder Information Format ........................................................................................... 100

15.4. PQ_2: Sole/Prime Bidder Annual turnover ............................................................................... 102

15.5. PQ_3: Auditor’s Certificate for net worth for bidder ................................................................ 103

15.6. PQ_4: Details of the projects executed ..................................................................................... 104

15.7. PQ_5: Self Declaration – (No Blacklisting/Boundary restriction) .............................................. 106

15.8. Power of Attorney for Lead Member of Consortium- Not applicable ..................................... 107

15.9. Format of Earnest Money Deposit ............................................................................................ 110

15.10. Format for Performance Bank Guarantee ................................................................................. 111

15.11. Pre-Contract Integrity Pact ....................................................................................................... 118

16. Annexure 4: Formats for Technical Bids ........................................................................................... 127

16.1. General Instructions on Preparation of the Technical Proposal ............................................... 127

16.2. Checklist for the documents to be included in the Technical Bid ............................................. 127

16.3. Format for Technical Proposal Cover Letter ............................................................................. 128

16.4. TQ_1: Bidders Annual turnover over last 3 financial years ...................................................... 129 16.5. TQ_2, 3, & 4: Format for submitting the Details of the projects executed ............................... 131

16.6. TQ_5: CVs of the Key Manpower proposed .............................................................................. 133

16.7. Format for Authorization Letters from OEMs ........................................................................... 134

16.8. Change Control Note ................................................................................................................. 136

17. Annexure 5: Model Master Agreement ............................................................................... 138



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1. Abbreviation

ABBREVIATION DESCRIPTION

BoQ Bill of Quantity

COTS Commercial Off-The-Shelf

CAPEX Capital Expenditure

CCTV Closed Circuit Television

CDS Combine Defense Services

CSR Completion Success Review

DBMS Database Management System

DeitY Department of Electronics & Information Technology

DoT Department of Telecommunication

DRM Digital Rights Management

GIS Geographic Information System

GOI Government of India

GoMP Government of Madhya Pradesh

GPRS General packet radio service

GPS Global Positioning System

GRE Generic Routing Encapsulation

GSM Global System for Mobile

GUI Graphical User Interface

HLD High Level Design Document

ICCC Integrated Command and Control Centre

HTTP Hyper Text Transfer Protocol

HTTPS Hypertext Transfer Protocol Secure

IA Implementing Agency

ICT Information Communication and Technology

ILTS Intelligent Language Tutorial System

INR Indian National Rupees

IoT Internet of Things

IPA International Phonetic Alphabet

ISI Indian Standards Institute

ISO International Organization for Standardization

ISO/IEC International Organization for Standardization/ International Electro-technical Commission

ISP Internet Service Provider

JEE Joint Entrance Examination

KPI Key Performance Indicator

LAN Local Area Network



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LibMS Library Management System

LLD Low Level Design Document

MARC Machine-Readable Cataloging standards

MIS Management Information System

MP PSC Madhya Pradesh Public Service Commission

NDA National Defense Academy

NEET National Eligibility cum Entrance Test

NFC Near Field Communication

NTSE National Talent Search Examination

O&M Operation and Maintenance

OPAC Online Public Access Catalogue

PBG Performance Bank Guarantee

RFID Radio Frequency Identification

SDI Selective Dissemination of Information

SI Implementation Agency

SMC Sagar Municipal Corporation

SSCL Sagar Smart City Limited

UAT User Acceptance Testing

VLAN Virtual Local Area Network

VPN Virtual Private Network

WAN Wide Area Network

Wi-Fi Wireless Fidelity

WLAN Wireless Local Area Network



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2. Notice Inviting Tender

Please refer Notice Inviting Tender (NIT) on www.mptenders.gov.in, which is attached with this RFP.

3. Introduction

3.1. Background

Smart city Mission was launched by Government of India. Sagar city was selected among 100 cities to be developed as smart city in India due to various achievements, initiatives and all-inclusive approach. Accordingly, Sagar city had submitted “Smart City Proposal” (SCP) for Sagar City to Ministry of Urban Development, Government of India with required consent of Government of Madhya Pradesh and statutory authority of Sagar Smart City.

The Smart City Proposal of Sagar includes the smart city solutions which involve the use of technology, information and data to improve infrastructure and services within the city of Sagar (The Smart Solutions Projects).

3.2. Objective

Sagar Smart City Limited (SSCL) now intends to select an Implementation Agency for Supply, Installation and Management of Digital Library with Library Management Software (LibMS) which will provide the bouquet of services like e-library, self-learning capability to the citizens of Sagar and help students and aspirants shape their carrier.

4. Scope of Work

4.1. Summary of Scope of Work (Key Area wise)

Key Area Scope of Work

State-of-the-Art Digital Library

1. Establishment of State-of-the-Art Digital Library with Digital Content and Integrated Self- Assessment Engine, Capable of Hosting Audio-Video and Multimedia Content.

2. Platform Capabilities: The Digital Library Platform should be capable of hosting digital content in E-Book form, Audio- Visual and Multimedia Content in the same environment. Digital Library Platform should have Issuance Feature for Librarian and Dashboard for tracking Usage.

3. E-Books should be from Open source publishers.

4. The e-library should be accessible via access points in the designated outdoor area.

Library Management System (LibMS) Integrated with Digital Library

5. The Digital Library shall also have a Library Management with all essential features like Acquisition & Cataloging, Circulation, Online Public Access Catalogue (Web OPAC/ Internal / External), Serial Control, MIS Report, RFID etc.

6. This will be locally hosted and managed.

Physical Books Management

7. Management of Books in Print form to supplement Digital Library using RFID.

Integration with City ICCC

8. IA is required to provide open APIs for integration with City ICCC, so that the complete operations of the project can be monitored from City ICCC and can be reflected on city dashboard of ICCC.

9. IA is required to ensure that the vital information is provided to ICCC system, which includes following (but not limited):

Number of library users,

http://www.mptenders.gov.in/



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Number of print books available with library,

Number of books issued,

Various other MIS reports of library, etc.

Wi-Fi Campus 10. IA will setup Wi-Fi across the library campus with high speed to ensure services are available for its readers uniformly.

11. IA will be required to establish LAN network for the operations of the project.

Access Management

12. Members of the library will be issued Smart Card as their membership card.

13. A membership fee of amount as decided by SSCL may be charged. This shall be mutually agreed with the IA post implementation.

Integrated Solution

14. Final architecture of the complete solution will be based on the final decision and approach of IA after approval of SSCL.

CCTV cameras 15. For the surveillance of Library CCTV Camera Feeds to be captured in the repository which would be stored in the local server for 7 days.

Printer 16. Printer Pages (2000 per quarter) & Cartridges (4 per year) will be supplied by the Implementing Agency. The IA may charge per page rate as decided by SSCL post implementation.

4.2. Detailed Scope of Work

4.2.1 Establishment of State-of-the-Art Digital Library with Integrated Assessment Engine, Digital Content, Capable of Hosting Audio-Video and Multimedia Content.

A. Hardware for Digital Library:

The State-of-the-Art Digital Library shall be created with the hardware of the below mentioned specification: -

(a) Desktops / Thin client systems

(b) Server and Storage for hosting the desired required solution on premises

(c) Tablets

(d) RFID tags for physical books, RFID scanners and RFID gates

(e) Server for LibMS

(f) Access points for internet

(g) Internet- high speed internet to be provided by the bidder (Minimum 8 MBPS)

(h) CCTV Camera

B. Software for Digital Library with Middle Ware:

The Service Provider shall provide a customized Digital Library Software which should be able to provide user access to the online content hosted in form of E books, Audio – Video, Multimedia Content, test preparation content on a single platform. The digital library platform should be such that the user should be able to access and read e books, watch/listen to videos/audio/multimedia content and practice online test, language tools within the same digital library environment. In addition to this, the other specific features required from the digital library platform are:-

To provide digital library platform to offer multiple publisher's content (open source) on one single platform.

(a) To provide user friendly features in Digital Library like options to: - highlight, Zoom In/Out and search etc.



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(b) The digital library platform should also be able to demonstrate and play embedded video lessons for the better learning of the students.

(c) The Digital Library Platform should be capable of handling significantly large number of users The Digital Library Platform should allow access of digital content to users online through devices like computers, laptops etc. created by platform provider for the Digital Library.

(d) The Digital Library Platform shall allow integration of the additional digital content that may be provided by the Organization / Department from time to time.

(e) The platform should be should allow security at Server Level, Product Level and Device Level. (f) The platform should have feature of Share & print notes: Users can share notes added, while

reading the e-book within the library. It can also allow printing of notes for their future reference/revisions.

(g) The platform should help to make digital payments for printouts in the library premises as per rates decided by SSCL which shall be mutually agreed with IA post implementation.

C. Content for Digital Library:

The Content Should Cover : School Books - Class 6 to 12, Higher Education subjects like Engineering , Management, Arts, Science and Commerce, Agriculture, Major Competitive Exams-e.g NEET, JEE, MP PSC, Railways, Banking PO/Clerical, NDA- CDS, English Language, Personality Development, General Knowledge, Graduation Level Text Books, Leisure Reading, Newspapers and magazines Complete Bundle etc. Current affairs should be updated every month for student’s referrals. The content provided must be non-proprietary content from open source content/ freeware. This shall be approved by SSCL.

4.2.2 Library Management Software (LibMS) with Middleware software and RFID system

The LibMS is a modular type of software information management and retrieval system. The Library Management System is an integrated information system comprising of modules and subsystems that enable the Library to undertake its routine operations that must include but not limited to:

o Cataloging and Processing of the acquired resources to ensure that users can search and retrieve bibliographical information relating to their content. Bibliographic database based on MARC21 format supporting different types of documents. Make available the various catalogues/indexes online for instant reference and thus enable making searches on subjects and keywords. Data entry facility with option to accept data in standard machine-readable MARC21 format, thereby providing for import/export of bibliographic data.

It should include:

Catalogue Production

• Either by bibliographic data import or by entering data in well-designed screens.

• Data import/export possible in standard exchange formats (MARC21) as well as non-standard formats as ASCI text file.

• Images and multi-media files of a document can be integrated with search engine

Thesaurus Construction

• Capabilities for developing relationships such as broad terms, narrow terms, related terms, used for term, etc. and its integration with searching

Authority Files • Interface to maintain authority files for authors, title and subject headings/keywords.

Holdings Summary • For user defined ranges of Call numbers with separate count of titles and volumes

Catalogue Cards • Printing of complete set of 2x5 inches (approx.) cards as per AACR-2 standards

Current Awareness Services

• Which could even be personalized based on members subject interest profile.

• Special bibliographies



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• List of recent arrivals

• Selective Dissemination of Information (SDI) facility

o Circulation of the information resources to users based on approved guidelines. The software

should maintain up-to-date membership records and the latest status of collection meant for circulation. It should perform all the functions related to circulation providing suitable checks at every stage. It should take care of infrequent, but routine functions such as bindery record management, display of recent additions, and so on.

It should include functions like:

Front Desk Operations

• Which include issues, renewals, returns, reserves/holds. Issuance of receipts

• Use of bar code and smart card technology.

• Option to display photograph of the member (in-built image option)

Membership Records Keeping

• Registration and membership record updates.

• Issuance of duplicate membership cards

• Delinquent records with user defined reasons

• Institutional borrower records for inter-library loans

Collection Updates • Collection records meant for circulation created automatically while cataloguing.

• Keeps track of lost, missing, damaged, written-off, withdrawn items

• Monitoring of items on display and in bindery

Overdue Follow-up

and Recalls

• Generates overdue reminders and makes possible recalling issued material before due date.

Inter-Library

Loans

• For both inward and outward loans of accessioned material to other libraries and institutions.

Stock Verification • Generating list of collection on shelf and also list of items which are currently issued, for stock verification purpose along with list of unaccountable material.

Reports • System should provide

• Overdue, collect, and recall notices

• List of highly reserved titles and comparison with present no. of copies in collection for planning future acquisition

• Circulating statistics yearly/monthly/weekly by subjects, borrower category and overall.

• Stock verification list.

• Statistics on no. of issues by specific title/borrower

o Serials management provides the interface to organize journals and other periodicals (print and electronic). This system should control on journals subscription and subsequent monitoring of the scheduled arrival of individual issues. It should also handle serials, which may be on gratis or on exchange.

It should have functions like

New Subscription • New serials initiated, goes through approval process and then ordering

Subscription Renewal • Renewal approval process followed by ordering

Subscription Extension • Which may be as a result of claims on missing/untraced issues

Invoice Processing • Both for new subscription and subscription renewal



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Receiving Issues • Performed in the easiest possible way with recording of issues by volume/ issue number/ period whichever applicable for the serial

Claims Monitoring • Makes possible timely follow-up of 'not received', overdue and damaged/ soiled issues

Bindery Management • Informs when to send a serial for binding and provides for their monitoring

Bound Volumes Recording • allows updating complete serials collection of a library

Routing & Circulation • User defined routing of issues registered, along with circulation of bound volumes and loose issues

Online Queries & Reports • New serials, renewed serials, current serials and subscribed serials giving their latest status

• By vendor; giving current serials, status of orders placed with the vendor and list of invoices received with their current status

• Searches on titles and subjects

• Titles in bindery

• Recent arrivals

o Online Public Access Catalogue (OPAC), the gateway which enables users to search, retrieves and uses the bibliographic records. Patrons in the library can search the bibliographic database and find specific information online which would not normally be possible from traditional catalogues.

Online Catalogues Following catalogues should be available online

• Title Catalogue

• Author Catalogue

• Subject Catalogue

• Classified Catalogue

• Key Word in Context (KWIC) Index

• Publisher

Boolean Searches • Boolean searches on words from any of the bibliographic data. The use of the logical connectors 'OR', 'AND', and 'AND. The search results can either be viewed on screen or printed or downloaded on a diskette

Current Serials • To provide online information on holdings journals of current including recent issues received

Recent Additions • Make available new additions to the library

Electronic Mail • Option for automatic generation of e-mail for various notices, SDI, circulars, etc.

Multiple Databases • Support for defining multiple databases based on types of documents for searching in OPAC

Gateway to Internet • Interface to industry standard Internet Browsers to search other databases with Z39.50 compliance.

Multi-media interface • Retrieval of Multi-media files of a document.

Other services from OPAC

• Updating subject interest profile for SDI by users themselves; request for acquisition of a document; while browsing / searching various catalogues, facility to develop request online for putting a specific title on reserve, etc.

o Report Management, Records & Statistics tools for retrieval of usage patterns, user behaviors, budgeting, collection development decision making



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o System Administration & Interface: The utility for creating, managing users and user groups, assigning rights and privileges, validating data, securing data, backing up data, processing data, importing and exporting bibliographic records third-party sites/databases

o Article Indexing

o Budgetary Inventory Control: Keep record of information of books like Name of Book, author’s name, publisher’s name, Date/ Year of publication, Cost of books along with bill number and date

o System Requirements: For Library Management software (Open source) the software should have capability to process minimum 500 unique book titles with 10% new books to be added on yearly basis, unlimited OPAC users & a minimum of 2 concurrent staff users working on LibMS at any given time. As part of bid, bidder should also propose specific hardware requirement like LibMS workstation for installation of LibMS that best suits the requirement as floated by SSCL

o LibMS should be integrated with RFID system and necessary actions taken by RFID system should also reflect in LibMS

o Sorting by accessing Title record from LibMS

o Check out /Check-in/Renewal

o Provision to display of reservations done by a member along with sequence and date of collection

o Provision of enquiry of checkouts against a member and its due date

o Provision for details of fine after 10 days against a member of INR 10/- per week.

o Provision of slip printing containing the details of a transaction

o Reserved titles shall get highlighted while check-in

o Tag monitoring by accessing item record from LibMS database.

o Customized page for Staff and OPAC users: The software must include proper security and access control mechanism.

4.2.3 RFID Reader/Substations (Fixed & Handheld):

RFID Readers/ Substations with the following specifications. Bidder can propose higher specification than listed below:

It should be small in size and economic so as to use it in any library desktop configuration

It should be immune to metallic desks and electronic interference's

Read/Write/Anti-theft programming should be done in one single operation

Read/Write distance of around 20 -30 cm and programming time of 1 second

Should be ISO 15693 and ISO 18000 compliant

The programming station should interface with the Library Management Software.

1. Minimum Reader Specification (Fixed Reader for Staff Station):

Minimum Functional Specifications

Read/Write/Anti-theft programming should be done in one single operation

Read/Write distance of Up to 25 cm and programming time of 1 second

Should be fully ISO/IEC 14443A, 15693 and ISO 18000:3 compliant

The programming station should interface with the Library Management Software using NCIP V2.0 / IAP or equivalent protocol

Integrated with reader for members’ ID Card

NCIP V2.0/ / IAP or equivalent protocol compliance software interface integrated with integrated library management software for all operations like patron card personalization, check-in. check-out, renew, reserve etc. of library circulation



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Minimum Technical Specifications

Parameter Technical Specs

Operating Frequency 13.56 MHz

Power Supply 5V to 12V or USB Self powered

Power Consumption 1.2W minimum

Transmitting Power 1W minimum

Read Range Up to 25 cm

Antenna Internal

Communication Interface USB/RS232/EThernet

Supported Transponders ISO 15693, ISO 14443A and ISO 18000:3

Indicators LED / Buzzer for power, read verification etc.

Operating Temperature 0°C to +55°C

Housing Material Acrylonitrile Butadiene Styrene (ABS) or similar

2. Handheld reader should be compact and lightweight, comfortable to use, high storage capacity & multi-

functional (such as shelving, sorting, searching, weeding and reading) with enhanced security.


The portable handheld reader and the required accessories must be a cordless, one- piece design, to be held in one hand.

The RFID Reader would read both location and book data and reconcile them. The input of the system is the books and their locations for physical verification and the final output expected is the list of books verified along with their actual locations

Shelf Management: Staff should be able to scan RFID on retuned book(s) and re-shelve the book to its old location

The portable handheld reader must feature sound battery backup.

Anti-collision: If many tags are present (in a row of books) then they will all reply at the same time, which at the reader end is seen as a signal collision and an indication of multiple tags. An anti-collision algorithm allows tags to be sorted and individually selected. A minimum of 25 tags should be identified. Once a tag is selected the reader can perform a number of operations such as read the tags identifier number, or in the case of a read/write tag write information to it. After finishing dialoguing with the tag the reader can then either remove it from the list, or put it on the stand by until a later time. This process continues under the control of anti-collision algorithm until all tags have been selected. All this needs to be achieved by having very low power consumption, managing noisy RF signals and keeping within strict emission regulations

The total weight of the portable handheld reader must be less than 1 Kg., including battery, RFID reader, antenna and computing unit, and any other components that must be carried by the user

The portable handheld reader must be easily set down on a library shelf when necessary

to free the user’s hands.

The portable handheld reader must incorporate an ergonomic design, to aid user in reading shelves at all levels easy to use and be relatively non-stressful to wrist, arm, shoulder and elbow.

The portable handheld reader battery life must allow the user to work for at least 4 hours before recharging.

The portable handheld reader must use an anti-Collison algorithm that does not limit the number of tags, which can be simultaneously identified and read.

The portable handheld reader must have the capacity to download at least 1 million items from library’s automation system onto the portable handheld reader memory medium.

The proposed portable handheld reader must accommodate data collection simultaneously with other functions.



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The proposed system must accommodate Sorting, Shelving, Searching, and finding of library documents and pulling the defined data to help the user.

The proposed portable handheld reader must have an audible tone and visible indicators to verify item has been identified.

The handheld reader should include memory of at least 4GB




Power Supply 5 V / 3 A DC Adapter

Standby Mode (battery life) 4 Hours or better

Charging Time 4.5 Hours

Transmitting Power 1W approximately

Read Range Up to 25 cm

Communication Interface USB

Supported Transponders ISO 15693-3, I Code; ISO 18000-3 Mode 1

Indicators Touchscreen display and a configurable buzzer

Operating Temperature 0°C to +55°C

Storage Memory 4GB

Housing Material ABS Plastic

3. Self-Adhesive RFID Tags (bidder can propose higher specification than listed below)

o Should be fixed on all books and should be updated on LibMS (Library Management Software)

o RFID Tags should hold all necessary book information (unique codes)

o Bidder needs to tag all books with RFID and/anti-theft sticker and ensure its listing is done on LibMS

o Bidder based on client requirement should write RFID tags

Minimum Technical Specification


Memory 2048 bits R/W EEPROM

Protocol ICS protocol /anti-collision ISO 15693/18000-3

Operating frequency 13.56 MHz

Unloaded resonance frequency 14.15 MHz ±0.30 MHz

Operating temperature 0'C to 55"C

Bending diameter > 50 mm

Tension <10 N

Static pressure < 10 MPa (10 N/MM2)

(a) Theft Protection labels for RFID tags:

Minimum Functional Specification

Good quality self-adhesive labels of following specification:

Good quality smooth face

Label printed with Name and logo (design to be approved by Department)

size: Minimum half inch larger on all sides than the RFID tag

Strong permanent adhesive, which does not leach in to the paper of the book



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(b) Tagging and pasting work:


RFID Tag & Theft protection labels to be pasted in same process

ISO 28560 standard should be followed for tagging

Data validation / editing required for Classification, Preparation of Subject Heading, Verification etc. including Retrieving the Book from the shelf and returning the same to the Specific shelf after processing as per Library standards for all Book entries.

To paste spine label wherever missing

4. Theft detection gate (RFID based Library Security Gate) - Security gate should be placed at the entry gate of the library and should include two theft detection EAS pedestals, which are interdependent of each other and also have an overlapping protection zones providing additional security. We plan to install these pedestals at one location in the library. The system should have suitable number of I/O ports for Standard electronic counter, web cam trigger, CCTV, Locking gates etc. for future integration. The offer must be complete in all respects and must include all the components required for the functional of the system. It should also have multi line infrared motion sensors to detect library foot falls and in-out numbers.

Library security gate would be following specs mentioned below:




Power Supply AC 230V / 50Hz

Power consumption 30W maximum

Transmitting Power 0.5W to 6W variable

Read Range Up to 1 m with pair of gates

Communication Interface RS232 / Ethernet

Supported Transponders ISO 15693-3/18000-3, I Code

Operating Temperature 0° to 55° C

Communication Parameters Baud Rate: 115200 Kbps

Housing Material ABS or similar

Casing High quality plastic KYDEX UL 94 Vo in two tone gray

Dimensions Weight 1530 X 550 X 30 mm20 kg

Detection Range Security Modes Alarms

Up to 100 (cm) between two pedestals (application dependent) EAS & AFI; Lights and buzzer located at the top of the pedestal

5. RFID smart cards and smart card printing

Minimum Technical Specification

The smart cards should be 1Kb Mifare Plus cards with pre-printing on both sides (pre- printing to be approved by Department)

The smart card must be for multipurpose use by the library users.

1K byte EEPROM

Unique serial number

16 securely separated sectors supporting multi- application

Each sector consists 4 blocks with a length of 16 Byte

2 x 48-bit keys per sector for key hierarchy

Access conditions free configurable based on 2 level key hierarchy

Number of single write operations: 100,000



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Please note: Bidder needs to also print these cards (design and content to be proposed by the bidder) for the library once design and content is approved by the library and then it can be printed for Staff and users.

Notes: 1. All systems must be compatible with Global RFID ISO standards

2. Modularity, Expandability and Upgrade ability in the overall system configuration should be open. 3. Bidder should fully be accountable for the performance of all components of the supplied RFID

equipment. 4. Supplied hardware should have proven compatibility with LibMS

5. The Library requires interaction with the vendor sales staff and technical support staff during installation planning, the installation phase and follow-up immediately after such installation.

6. Software Warranty: Any upgrades must be supplied/ installed at no additional charge within the warranty period.

7. Service technicians should be fully trained, factory authorized and certified by the manufacturer to perform services.

8. Technical support via email/telephone should be provided to the library free of cost.

9. Service technicians should be equipped with parts normally required to service the equipment and reduce downtime.

10. Warranty and Service requirements apply to both Standard and Optional system components. 11. Hands on Training (on site) and Manual/Guide: Training for handling of RFID & LibMS, RFID Tagging

and fixing on documents, troubleshooting training. Complete write-up/manual/guide for operation and handling of RFID equipment. Training to be given to all library staff working on various library operations.

4.2.4 Tablet Display Security Stand

Functional Specification

The Tablet Display Security Stand must be standalone device without any centralized controller. The device must have a built-in security sensor and alarm triggers automatically at the event of theft.

The device must be robust for public usage. The device should have battery backup for continued functionality in the event of power failure.

The device must come with a remote control/key to enable/disable the alarm notification. The device should have spiral cable which should expand for at least 1 meter.

4.2.5 Workstations:

As part of this project bidder needs to provide

Provide 12 Workstation for e-Library systems (Thin Client)

Provide 2 workstation for Librarian at Library.

Provide 2 Apple I pad 12"

Provide 2 Apple I Mac

Provide 2 Windows Surface Laptops with illustrator

4.2.6 Training:

Training of staff is essential for ensuring that the software developed is actually put to use. The selected bidder needs to ensure yearly hands-on training is imparted to the designated library assistant and other personnel so as to make them well conversant with the functionalities, features and processes built in the Software. Along with training manual/user guide needs to be provided by the bidder. During



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maintenance & support bidder should handle all queries of library staff both functional/technical and bring it to closure and wherever required should support it by onsite/offsite deployment of resources without any additional cost to SSCL

4.2.7 Maintenance & Support:

As part of its scope of work the Selected Bidder needs to provide 2 years of Post Implementation Operational & Maintenance Support. Under O & M, the Selected Bidder will perform the following tasks.

a. Perform system administration tasks such as managing the user access, creating and managing users, taking backups etc.

b. Performance tuning of the system to ensure adherence to SLAs and performance requirements as indicated in the RFP.

c. Selected Bidder shall maintain data regarding entitlement for software upgrades, enhancements, refreshes, replacements and maintenance.

d. Selected Bidder should carry out any requisite adjustments / changes in the configuration for implementing different versions of Application Software.

e. The Selected Bidder shall provide from time to time the Updates /Upgrades / New releases /New versions / Patches / Bug fixes of the software, operating systems, etc. as required. The Selected Bidder should provide free Updates / Upgrades / New releases / New versions / Patches / Bug fixes of the software.

f. The Selected Bidder shall provide software license management and control. Selected Bidder shall maintain data regarding entitlement for software upgrades, enhancements, refreshes, replacements, and maintenance.

g. The Maintenance Support Equipment required installing and Maintain the RFID System Shall be available in India always and provided by the vendor. Bidder shall demonstrate that the resources (infrastructure) exist which are required to provide robust pre and post-sales support to RFID Project.

h. The power connections (electrical meters) charges will be paid by BIDDER and the recurring power charges will be borne by the SSCL from Go-Live phase respective to each phase. Appointed Bidder will coordinate the execution of connections with Electrical Department.

4.2.8 Warranty:

1. SI shall provide comprehensive and on-site warranty for 2 years from the date of Go-Live for the infrastructure deployed on the project. SI need to have OEM support for these components and documentation in this regard need to be SSCL on annual basis.

2. SI shall provide the comprehensive & onsite manufacturer's warranty in respect of proper design and quality all IT and Non-IT equipment’s covered by the RFP. SI must warrant all hardware, equipment, software etc. procured and implemented as per this RFP against any manufacturing defects during the warranty period.

5. Team composition & qualification requirements

The Implementation Agency shall deploy a multi-disciplinary Project Team for this assignment, consisting of the following key personnel:

S. No. Profile Number Basic Qualification Criteria

1 Library Assistants 02 Diploma with minimum 2 years of overall Experience

Note: SSCL reserves right to vary the quantity and qualifications as per the project need.



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6. Roles and Responsibilities of Library Assistant

Library assistant: They will be responsible managing all the services for library in the project as defined in the scope.

7. Set up of Integrated Digital Library

An Integrated Digital Library setup that comprises of

1) Digital Library Lab with Thin Client systems with necessary fixtures and fittings , digital content in form of open source e-books on subjects ranging from Class 6 to 12, Higher education like Engineering, Arts , Science, Commerce, Management, Various school level and graduation level competitive exams allowing users to access content of their own choice.

2) A Complete Library Management System having all essential features so that the administrator can manage and monitor acquisition and cataloging, circulation, OPAC, Serial Control, generate MIS report and facilitate RFID integration and tagging.

Note:

All the key personals are to be available with Implementation Agency on the start of assignment.

IA is required to plan project team in such a manner that operations are run 24*7.

The Implementation Agency will ensure that in the event of change of project resources during the project, prior intimation to the SSCL and suitable knowledge transfer takes place. Also, the replacement of the resource should be of higher or similar skill-set, experience level and shall need to be approved by SSCL.

Payment for the manpower will be done only during the O&M phase of the project. IA is expected deploy needful resources during the implementation phase of the project.

8. Milestones, Deliverables, Timelines and Payment Schedule

During project, the Implementation Agency shall submit the deliverables as per the timelines mentioned below.

The total duration of the Project shall be 32 (Thirty-Two) months (8 months for implementation and 2 years for Operations & Maintenance). The SSCL may provide extensions to the Implementation Agency on the same terms and conditions under original agreement after completion of 32 (Thirty-Two) months months.

Indicative list of deliverables and timelines for Implementation Agency

# Milestones Timelines Deliverable Payment Schedule

M1 Site Survey and Submission of final BoQ

T+ 4 weeks Site Survey Report

Final BoQ

5% of Capex cost

M2 Design Documents, Project Inception Report, and Project Implementation Plan submission and approval

T+ 8 weeks Project Inception Report

Project Implementation Plan

HLD

LLD

5%of Capex cost

M3 Delivery of required hardware and Software at project site

T+24

weeks Final BoQ

Installation and Commissioning Report

30%of Capex cost



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Test Cases

M4 Implementation of software module

T+ 28

weeks Implementation

Reports

Integration Report

20%of Capex cost

M5 FAT, UAT, and Go-Live

certificate from SSCL (T1)

T+ 32

weeks

UAT Reports 20%of Capex cost

M6 Operation and Maintenance T1+ 2 years Monthly Progress Reports (MPR)

Remaining 20 % Quarterly payment will be paid in 8 equal instalments with Opex Payment

Note:

• T is the date of Signing of the contract.

• T1 is the date of Go-Live.

9. Reporting Structure

The Implementation Agency shall report to Executive Director or CEO, SSCL or a person authorized for this project by the Executive Director.

10. Facilities to be made available by the SSCL

SSCL will help Implementation Agency get required access of Library Locations.

11. Evaluation Methodology

11.1. Stage 1: Pre-Qualification

A. Evaluation Committee shall validate the Set 1 “RFP Document fee & Bid Securing Declaration”.

B. If the contents of the Set 2 are as per requirements, Authority shall open the “Pre- Qualification Bid”. Each of the Pre-Qualification condition mentioned in above Section is MANDATORY. In case, the Bidder does not meet any one of the conditions, the bidder shall be disqualified.

C. Technical and Financial bids for those bidders who don’t pre-qualify will not be opened. Financial bid will not be opened for those bidders, who don’t qualify the technical evaluation.

11.2. Stage 2: Technical Evaluation

A. Set 3 “Technical bid” will be evaluated only for the bidders who succeed in Stage 1.

B. Evaluation Committee will review the technical bids of the short-listed bidders to determine whether the technical bids are substantially responsive. Bids that are not substantially responsive are liable to be disqualified at Authority’s discretion.

C. The bidders' technical solutions proposed in the bid document shall be evaluated as per the requirements specified in the RFP and technical evaluation framework as mentioned in above Section.

D. Bidders may be asked to give demonstration of the envisaged solution to Authority as per the demo scripts that shall be shared with the Bidders who qualify the Pre- Qualification Stage.

E. Each Technical Bid will be assigned a technical score out of a maximum of 100 marks. Only the bidders who get an Overall Technical score of 70% or more in the Technical Evaluation Framework



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as given in above Section will qualify for Financial evaluation stage. Failing to secure minimum marks shall lead to technical rejection of the Bid.

F. Technical bids of the Bidders qualifying in the Pre- Qualification criteria will be opened and will also be invited for doing the technical presentation.

11.3. Stage 3: Financial Evaluation

A. All the technically qualified bidders will be notified to participate in Financial Bid opening process.

B. The Financial bids for the technically qualified bidders shall be opened on the notified date and time. They will be reviewed to determine whether the financial bids are substantially responsive or not. Bids that are not substantially responsive are liable to be disqualified at Authority’s discretion.

C. Financial Bids that are not as per the format provided in the RFP shall be liable for rejection.

D. The bid with least cost basis (L1) shall be awarded the project.

Note:

The bid price will be inclusive of all taxes and levies, excluding GST and shall be in Indian Rupees. GST will be paid separately based on the norms defined by Government as on the date of respective payment.

Any conditional bid would be rejected

Errors & Rectification: Arithmetical errors will be rectified on the following basis:

o “If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail, and the total price shall be corrected.

o If there is a discrepancy between words and figures, the amount in words will prevail.”

o If the Bidder does not accept the error correction, its Bid will be rejected and The Bidder will be suspended for participation in the tending process for the works of Sagar Smart City Limited and works under other Centrally sponsored schemes, for a period of one year from the bid due date of this work.

11.4. Pre-Qualification Criteria

The bidder must possess the required experience, strength and capability in providing the services necessary to meet the requirements as described in the tender documents. The bidder must also possess the technical know-how and the financial wherewithal that would be required for successfully providing services sought by the SSCL, for the entire period of the contract. The bids must be complete in all respect and should cover the entire scope of work as stipulated in the Tender document. Bidders should be a sole bidder.

The invitation to proposal is open to all bidders who qualify the eligibility criteria as given below:

# Eligibility Criteria Document Proof

1 The Bidder should be an entity such as a Company established under the Companies Act 1956/2013 or Partnership or Limited Liability Partnership, Proprietorship Firms registered under applicable laws of the Country and in existence for at least past 5 financial years from the Bid Due Date.

Copy of

1. Certification of incorporation

2.GST registration, PAN Card

2 The Bidder shall have an average Annual Turnover at least Rs. 2.00 Crores in last (3) financial year (FY 2019-20, 2018-19, 2017-18) or (FY 2020-21, 2019-

1. Copy of audited financial statements

2. Certificate from the Statutory auditor



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20, 2018-19), as the case may be, as on the last date of submission of bids from the area of digital library/ e-books / digital learning solutions in last three financial years (ending 31 March 2020 or 31 March 2021, as the case may be)

/ CA clearly specifying the annual turnover for the specified years with UDIN

3 The should have a positive net worth, as on Financial year ending 31 March 2020 or 31 March 2021, as the case may be

Certificate from the Statutory auditor/ CA clearly specifying the net worth of the firm

4 The Bidder shall have successfully completed similar works during last 7 years ending last day of month previous to the one in which applications are invited should be either of the following for any government organization : Three completed Similar Works each costing not less than Rs. 1.20 Crore each.

OR Two completed Similar Works each costing not less than Rs. 1.50 Crore each.

OR One completed Similar Work costing not less than Rs. 2.40 Crore. Similar Work means “Supply, installation & Commissioning of digital library/ e-books / digital learning solutions.

Documentary evidence (Copy of completion certificate and work order / Contract)

5 The sole bidder should have experience of implementing following scope in last 5 years: Experience in implementation of minimum 5 digital library in for Government institute/ Government organization

Documentary evidence (Copy of completion certificate and work order / Contract)

6 The Bidder should not have been blacklisted by Central Government / Any State Government in India as on the date of bid submission

Self-declaration (as per the format) by the Bidder duly signed by the authorized signatory.

Note: - Only those bidders who meet the pre-qualification criteria specified above will be eligible to respond to this TENDER. The bidder’s pre-qualification proposal shall contain the relevant information & supporting documents to substantiate the eligibility of the bidder vis-a-vis the pre-qualification criteria.

11.5. Technical Evaluation Criterion

Bidders who meet the pre-qualifications/eligibility requirements would be considered as qualified to move to the next stage of Technical and Financial evaluations. Bidders’ Evaluation Committee (BEC) will evaluate the Technical Proposals of the Pre-Qualified bidders as per the following criteria. Bidders who score 70 or above shall only be considered for financial bid opening and evaluation.

# Criteria Marking Details Max marks

Required eligible document

Bidders’ Competence

1 The Bidder shall have an average Annual Turnover at least Rs. 2.00 Crores in last (3) financial year (FY

≥ INR 2 Cr. and < INR 4 Cr.: 5 marks

10

Marks

Certificate from the statutory auditor OR certificate from its chartered accountant



26

2019-20, 2018-19, 2017-18) or (FY 2020-21, 2019-20, 2018-19), as the case may be, as on the last date of submission of bids from the area of digital library/ e-books / digital learning solutions in last three financial years (ending 31 March 2020 or 31 March 2021, as the case may be)

≥ INR 4 Cr. and <INR 6 Cr.: 7 marks

≥ INR 6 Cr : 10 marks

that ordinarily audits the annual accounts of the Bidder

2 The bidder bidder should have experience of implementing digital library in a reputed government institute/ government organization in last five years (as on bid submission date).

- 5 Library: 10 Marks

- <5 Library: 15 Marks

15

Marks

Documentary evidence (Copy of completion certificate and work order / Contract

3 For meeting the criteria at Clause 11.4.4: 10 marks

For every additional Similar Work of value not less than Rs. 1.20 Crore: 5 marks each

25

Marks


4 Bidder should have experience of managing minimum 500 Nos of eBooks on subjects of Higher Education, Management, Engineering, Competitive Exams, Leisure and Good read in both Hindi and English also Newspapers in English and Hindi for large user base.

This may be captive project (for end users) or for a particular reputed government institute/ government organization

NOTE: User means direct user through Library platform availing services.

- Less than equal to 500 users – 05 Marks

- Greater than 500 to 700 users – 10 Marks

- Greater than 700 users – 15 Marks

15

Marks


Approach and Methodology

6 Our Understanding, Approach & Methodology & Work Plan

Following parameters will be evaluated:

• Understanding of the project - 5 marks

• Proposed solution and solution design of the complete Smart Library System. - 5 marks

35

Marks



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• Strategy to ensure implementation of project within stipulated timelines. - 2 marks

• Curriculum Content Quality- Interactive, User friendly, Structured and Easy to access - 2 marks

• Interactive multimedia Contents features and Functionality - 5 marks

• Language, Voice quality, picture and sound quality - 2 marks

• Approach towards the scalability, Interoperability and modularity features of the project. - 5 marks

• Identification of

major risks and their mitigation plan - 2.5 marks

• Strategy to maintain all the SLAs and handling change requests - 2.5 marks

• Clarity and details provided in un- priced BOQ, make and model of the proposed component/solution and referencing of the qualifying functional/technical specification on the product/solution datasheet or literature. - 4 marks

Total

100

Marks



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12. Instruction to Implementation Agency

12.1. General

12.1.1 While every effort has been made to provide comprehensive and accurate background information and requirements and specifications, Implementation Agency must form their own Conclusion about the consulting services required. Implementation Agency and recipients of this TENDER May wish to consult their own legal advisers in relation to this TENDER.

12.1.2 Any bidder from a country which shared a land border with India will be eligible to bid in this tender only if bidder is registered with the competent Authority

12.1.3 All information supplied by Implementation Agency may be treated as contractually binding on the Implementation Agency, on successful award of the assignment by the Sagar Smart City Limited based on this TENDER.

12.1.4 No commitment of any kind, contractual or otherwise shall exist unless and until a formal written contract has been executed by or on behalf of the Sagar Smart City Limited. Any notification of preferred bidder status by the Sagar Smart City Limited shall not give rise to any enforceable rights by the Implementation Agency. The Sagar Smart City Limited may cancel this public procurement at any time prior to a formal written contract being executed by or on behalf of the Sagar Smart City Limited.

12.1.5 This TENDER supersedes and replaces any previous public documentation & Communications, and Implementation Agency should place no reliance on such communications.

12.1.6 SSCL reserves the right to revise the timelines for submission of bid or issue any clarification/ corrigendum as deemed necessary

12.1.7 Consortium is Not allowed in this bid.

12.1.8 Implementation Agency is required to adhere to the conditions mentioned in RFP.

12.2. Pre-Bid Meeting and Clarifications

12.2.1 Any prospective Bidder may raise his queries and/or seek clarifications in writing before or during the pre-bid meeting. Details of venue, mode, date and time would be mentioned in the Bid Data Sheet. In this regard, the interested Bidders, who choose to attend, can get themselves registered through email on [email protected], up to 24 hours prior to the time scheduled for the Pre-Bid Meeting, to obtain the link and other details for joining the Pre-Bid Meeting through Video Conferencing. The interested Bidders may join the Pre-Bid Meeting through Video Conferencing for resolving their queries/clarifications, if any, on the RFP or any other Bid Document. Any change in the schedule of pre-bid meeting would be communicated on the website only, and intimation to bidders would not be given separately.

12.2.2 A prospective Bidder requiring any clarification on the RFP Document may also submit his queries, via email in Pdf and spread sheet, to the following e-mail id on or before the date specified in the NIT. Email Id for submission of queries: [email protected]

12.2.3 The queries should necessarily be submitted in the PDF and spread sheet following format:

Request for Clarification

Name and Address of the Organization

Name and Position of Person

Contact Details of the Organization / Authorized Representative

Tel: Mob

Email:

RFP Document Reference no:





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12.2.4 Queries submitted post the above-mentioned deadline or which do not adhere to the above-mentioned format may not be responded to. All the responses to the queries (clarifications / corrigendum) shall be made available on www.mptenders.gov.in. There shall be no separate advertisement for the corrigendum/clarifications which will be published in the newspaper.

12.3. Amendment of RFP Document

12.3.1 At any time before the deadline for submission of bids, the SSCL, may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, modify the RFP Document by an amendment.

12.3.2 The bidders are advised to visit https://mptenders.gov.in on regular basis for checking necessary updates. SSCL also reserves the rights to amend the dates mentioned in this RFP for bid process.

12.3.3 In order to afford prospective Bidders reasonable time in which to take the amendment into account in preparing their bids, the SSCL may, at its discretion, extend the last date for the receipt of Bids.

12.4. Consortium Condition – Not Applicable

12.5. Right to amendment of the project scope

12.5.1 SSCL retains the right to amend the scope of work or amend the program for service delivery at any time and without assigning any reason. SSCL makes no commitments, express or implied, that the full scope of work as described in this RFP will be commissioned.

12.5.2 The bidder’s technical and commercial proposals received in this process may result in SSCL selecting to engage with the bidders’ in further discussions and negotiations toward execution of a contract including finalization of the scope elements. The commencement of such negotiations does not, however, signify a commitment by the SSCL to execute a contract or to continue negotiations. SSCL may terminate negotiations at any time without assigning any reason.

12.6. Right to reject any proposal

12.6.1 Notwithstanding anything contained in this RFP, SSCL reserves the right to accept or reject any Proposal and to annul the Selection Process and reject all Proposals, at any time without any liability or any obligation for such acceptance, rejection or annulment, and without assigning any reasons, therefore.

12.6.2 Besides other conditions and terms highlighted in the RFP Document, bids may be rejected under following circumstances:

A. General rejection criteria

(i) Conditional Bids;

(ii) If the information provided by the Bidder is found to be incorrect / misleading / fraudulent at any stage / time during the Tendering Process;

(iii) Any effort on the part of a Bidder to influence the bid evaluation, bid comparison or contract award decisions;

(iv) Bids received after the prescribed time & date for receipt of bids;

(v) Bids without signature of person (s) duly authorized on required pages of the bid;

(vi) Bids without power of attorney/ board resolution or its certified true copy.

(vii) Bidder submitting more than one bid.

(viii) Bidders submitting more than one make or model for any item.

B. Pre-Qualification rejection criteria




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(i) Bidders not complying with the Eligibility Criteria given in this RFP;

(ii) Revelation of prices in any form or by any reason before opening the Commercial Bid;

(iii) Failure to furnish all information required by the RFP Document or submission of a Bid not substantially responsive to the RFP Document in every respect;

(iv) Submission of commercial bid in Hard copy.

C. Technical Rejection Criteria

(i) Technical Bid containing commercial details;

(ii) Revelation of Prices in any form or by any reason before opening the Commercial Bid;

(iii) Failure to furnish all information required by the RFP Document or submission of a Bid not substantially responsive to the RFP Document in every respect;

(iv) Bidders not quoting for the complete scope of work as indicated in the RFP Documents, addendum /corrigendum (if any) and any subsequent information given to the Bidder;

(v) Bidders not complying with the Technical and General Terms and conditions as stated in the RFP Documents;

(vi) The Bidder not confirming unconditional acceptance of full responsibility of providing services in accordance with the scope of work and Service Level Agreements of this RFP;

(vii) Submission of commercial bid in Hard copy.

D. Commercial Rejection Criteria

(i) Incomplete price Bid;

(ii) Submission of commercial bid in Hard copy.

(iii) Price Bids that do not conform to the RFP’s price bid format;

(iv) Total price quoted by the Bidder does not include all statutory taxes and levies applicable;

(v) If there is an arithmetic discrepancy in the commercial Bid calculations the Technical Committee shall rectify the same. If the Bidder does not accept the correction of the errors, its Bid may be rejected.

12.6.3 Misrepresentation/ improper response by the Bidder may lead to the disqualification. If such disqualification / rejection occurs after the Proposals have been opened and the highest ranking Bidder gets disqualified / rejected, then SSCL reserves the right to consider the next best Bidder, or take any other measure as may be deemed fit in the sole discretion of SSCL, including annulment of the Selection Process.

12.7. Compliant Tenders / Completeness of Response

Implementation Agency is advised to study all instructions, forms, terms, requirements and other bidders are advised to study all instructions, forms, requirements, appendices and other information in the TENDER documents carefully. Online submission of the bid / proposal shall be deemed to have been done after careful study and examination of the TENDER document with full understanding of its implications

Failure to comply with the requirements of this paragraph may render the Proposal non-compliant and the Proposal may be rejected. Implementation Agency must:

Comply with all requirements as set out within this TENDER.

Include all supporting documentations specified in this TENDER.

Key Requirement of the Bid.



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12.8. Right to Terminate the Process

Sagar Smart City Limited(SSCL), may terminate the TENDER process at any time and without assigning any reason. SSCL make no commitments, express or implied, that this process will result in a business transaction with anyone.

This TENDER does not constitute an offer by (SSCL), bidder’s participation in this process may result (SSCL), selecting the bidder to engage towards execution of the contract.

12.9. Tender Fees

12.9.1 Tender documents can be downloaded from website www.mptenders.gov.in . However, the tender document of those bidder shall be acceptable who have made online payment for the tender documents fee of Rs. 15000/- (Rupees Fifteen Thousand only) + processing fee as applicable (non-refundable) to be paid online through the eProcurement portal (www.mptenders.gov.in ), without which bids will not be accepted.

12.9.2 Service and gateway charges shall be borne by the bidder/SI.

12.10. Bid Securing declaration

12.10.1 The bidder has to sign a project specific Bid Securing Declaration accepting that if the bidder withdraw or modify its bid during the period of validity i.e. not less than 180 (one hundred eighty) days from the bid due date or if the bidder is awarded the contract and fail to sign the contract or to submit a performance security before the deadline defined in the request for bid documents, the bidder will be suspended for participation in the tending process for the works of Sagar Smart City Limited and works under other Centrally sponsored schemes, for a period of one year from the bid due date of this work.

12.10.2 All proposals submitted in response to the Request for Proposal Document shall be accompanied by a Bid Securing Declaration as per the format given Annexure 16 along with its Technical Bid.

12.10.3 Any Bid not accompanied with an acceptable Bid Securing Declaration shall be rejected as non-responsive.

12.11. Preparation and Submission of Proposal

12.11.1 Submission of Responses

The Implementation Agency shall submit their Proposals electronically on the portal: www.mptenders.gov.in . For participation in e-tendering, it is mandatory for prospective bidders to get registered on website www.mptenders.gov.in .Therefore, it is advised to all prospective bidders to get registration by making on line registration fees payment at the earliest.

12.11.2 Proposal Preparation Costs

The Implementation Agency shall be responsible for all costs incurred in connection with participation in the TENDER process, including, but not limited to, costs incurred in conduct of informative and other diligence activities, participation in meetings/discussions/presentations, preparation of proposal, in providing any additional information required by SSCL to facilitate the evaluation process, and in negotiating a definitive contract or all such activities related to the bid process. SSCL will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.

12.11.3 Language

The Proposal should be filled by the Implementation Agency in English language only. If any supporting







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documents submitted are in any language other than English, translation of the same in English language is to be duly attested by the Bidders. For purposes of interpretation of the documents, the English translation shall govern.

12.12. Concessions permissible under statutes

Bidder, while quoting against this RFP, must take cognizance of all concessions permissible, if any, under the statutes and ensure the same is passed on to SSCL, failing which it will have to bear extra cost. In case Bidder does not avail concessional rates of levies like customs duty, excise duty, sales tax, etc. SSCL will not take responsibility towards this. However, SSCL may provide necessary assistance, wherever possible, in this regard.

12.13. Bid Validity

The proposal should be valid for acceptance for a minimum period of 180 days from the Bid Opening Date (the “Proposal Validity Period”). If required, Authority may request the bidder to have it extended for a further period. The request and the responses thereto shall be made in writing. A Bidder agreeing to the request will not be required or permitted to modify his Proposal but will be required to extend the validity of Bid Securing Declaration for the period of the extension.

12.14. Taxes

The Prices mentioned in the Price Bid should include all applicable taxes & duties as applicable Except GST. The Bidders shall fully familiarize themselves about the applicable domestic taxes on amounts payable by the SSCL under the resultant Agreement. All such taxes must be included by Bidders in the final cost offered to SSCL.

Further, SSCL shall be entitled to deduct tax at source or any other taxes/cess as may be applicable.

12.15. Firm Prices and Bid Currency

Prices quoted must be firm and final and shall not be subject to any upward modifications, on any account whatsoever. SSCL reserves right to negotiate the bid as per CVC guidelines, effective at the time of negotiations. The bidder/ Prime bidder must submit the bid in INR (Indian National Rupees).

12.16. Right to vary the scope of the work at the time of award

SSCL reserves its right to make changes to the scope of the work at the time of execution of the resultant Agreement. If any such change causes an increase or decrease in the cost of, or the time required for the bidder’s performance of any part of the work under the Agreement, whether changed or not changed by the order, an equitable adjustment (if required) shall be made in the Contract Value or time schedule, or both, and the Agreement shall accordingly be amended. Any claims by the bidder for adjustment under this Clause must be asserted within thirty (30) days from the date of the bidder’s receipt of the SSCL changed order.

12.17. Performance Bank Guarantee

Refer Clause no 12.34.1

12.18. Governing Law

The Bidding Process shall be governed by, and construed in accordance with, the laws of India and the Courts at Sagar shall have exclusive jurisdiction over all disputes arising under, pursuant to and/or in connection with the Bidding Process.

12.19. Non-Responsive Proposal



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Initial Bid scrutiny will be held and incomplete details as given below will be treated as non-responsive, If Proposals:

Are not submitted in as specified in the TENDER document.

Received without the Letter of Authorization (Power of Attorney).

Are found with suppression of details.

With incomplete information, subjective, conditional offers and partial offers submitted.

Submitted without the documents requested in the checklist.

Have non-compliance of any of the clauses stipulated in the TENDER.

With lesser validity period.

All responsive Bids will be considered for further processing as below-

Proposal evaluation Committee will prepare a list of responsive bidders, who comply with all the Terms and Conditions of the Tender. All eligible bids will be considered for further evaluation by a Committee according to the Evaluation process define in this tender document. The decision of the Committee will be final in this regard.

12.20. Modification and withdrawal of Bids

The Implementation Agency is allowed to modify or withdraw its submitted proposal online any time prior to the last date and time prescribed for receipt of bids, by giving a written notice to the SSCL.

Subsequent to the last date for receipt of bids, no modification of bids shall be allowed online.

12.21. Proposal Forms

Wherever a specific form is prescribed in the Proposal document, the Implementation Agency shall use the form to provide relevant information. If the form does not provide space for any required information, space at the end of the form or additional sheets shall be used to convey the required information.

For all other cases, the Implementation Agency shall design a form to hold the required information.

SSCL shall not be bound by any printed conditions or provisions in the Bidder’s Proposal.

12.22. Opening of Proposal

12.22.1 An online opening of the Technical Proposals will be conducted as followed. The procedure for online opening of Technical Proposals can be seen at www.mptenders.gov.in.

12.22.2 Sequence of online Bid is as follows:

Bid Securing and tender fee

Technical

Commercial

Deciding Award of Contract

12.22.3 The SSCL reserves the right to ask for a technical elaboration/clarification in the form of a technical presentation from the Implementation Agency on the already submitted Technical Proposal at any point of time before opening the Commercial Proposal. The Implementation Agency shall furnish the required information to SSCL and its appointed representative on the date asked for, at no cost to the SSCL. The SSCL may at its discretion, visit the office of the Implementation Agency any-time before the signing of Agreement.




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12.22.4 SSCL shall inform those Implementation Agency whose proposals did not meet the eligibility criteria or were considered non-responsive, informing that their Commercial Proposals will be returned unopened after completing the selection process. SSCL shall simultaneously notify those Bidders who qualify for the Evaluation process as described in this Tender Document, informing the date and time set for opening of Commercial Proposals. The notification may be sent by mail.

12.22.5 The Implementation Agency’s name, the Proposal Price, the total amount of each proposal and other such details as the Tendering SSCL may consider appropriate, will be announced and recorded by the SSCL at the opening of bid.

12.22.6 SSCL shall inform those Implementation Agencies whose proposals are accepted via issuance of Letter of Acceptance (LoA) in duplicate copy. Bidder shall acknowledge the LoA and return the duplicate copy duly sealed and signed, within seven days from the issue of LoA by SSCL.

12.22.7 After acceptance of LoA, Performance Security shall be deposited as specified in this document for signing an Agreement with SSCL.

12.23. Execution of Agreement After acknowledgement of the LoA by the selected Implementation Agency, a performance security of 3% of total Project cost (as per the financial bid submitted by successful bidder) has to be deposited in the form of Bank Guarantee / Demand Draft / Banker’s Cheque /Fixed deposit of any nationalized /Scheduled bank in the name of Executive Director, Sagar Smart City Limited, till the completion of the project and shall sign the Agreement with in Seven days from the issue of LoA.

12.24. Local Conditions

Each Implementation Agency is expected to become fully acquainted with the local conditions and factors, which may affect the performance of the contract and /or the cost.

The Implementation Agency is expected to know all conditions and factors, which may have any effect on the execution of the contract after issue of letter of Award as described in the bidding document. The SSCL shall not entertain any request for clarification from the Bidder regarding such local conditions.

It is the Implementation Agency’s responsibility that such factors have been properly investigated and considered before submitting the proposal. No claim, what-so-ever, including that for financial adjustment to the contract awarded under the bidding document will be entertained by the SSCL. Neither any change in the time schedule of the contract nor any financial adjustments arising there-of shall be permitted by the SSCL on account of failure of the Bidder to know the local laws / conditions.

12.25. Proprietary Data

All documents, reports and other information provided by SSCL or submitted by the Implementation Agency to SSCL shall remain or become the property of the SSCL. The Implementation Agency, as the case may be, are to treat all information as strictly confidential. SSCL will not return any Proposal or any information related thereto. All information collected, analyzed, processed or in whatever manner provided by the Implementation Agency to SSCL in relation to the project shall be the property of SSCL.

However, the Implementation Agency shall protect the intellectual property that they own or control (e.g., general professional experience, tools or third-party software) and that is reflected in deliverables. The Implementation Agency shall specifically preserve the right to use the methodology or the material underlying it for other engagements, as long as Implementation Agency do not use or disclose SSCL confidential or pre- existing proprietary information.

12.26. Reporting and Monitoring



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12.26.1 Reporting

Suitable reporting software should be available to generate standard report formats to measure/ verify various SLAs, for monitoring the performance of Call handling agents, etc., and

a. It should be possible to generate performance statistic such as average speed of answer, average queuing time, peak busy hour calls etc.

b. It should also be capable of generating customized reports/ MIS including graphical reports as per SSCL’s requirement.

c. Reports should also be available in web-enabled format & should be configurable to be mailed to a defined mailing list.

d. To suggest other report formats that could be useful for managing Control Room operations, apart from the reports requested by SSCL.

e. To provide for flexible report formats, in xls, txt or any other user-friendly structure including graphics depending on the request of the SSCL from time to time.

f. Reports should be available remotely also in SSCL through electronic means like web-based access with password security and emails etc. The report should include latest data, if the authorized report seeker does not specify period.

g. To develop and implement requisite application for hosting/ updating of other information (i.e. information not available in SSCL’s backend systems, like FAQ, service details etc.) in its system as well as on website notified by SSCL.

12.26.2 Monitoring

A facility should be available for SSCL’s monitoring team, external & internal auditors to periodically inspect the functioning of Library. The monitoring team should be able to access all sub-systems/ servers, records in respect of Information Technology, security measures including Data & Software Back-ups, firewalls, anti-virus software updates etc.

12.27. Service Level Agreement

The purpose of this Service Level Agreement (hereinafter called SLA) is to clearly define the levels of service, which shall be provided by the Implementation Agency to End Customer and SSCL for the duration of the contract. The SLA is intended to establish a clear set of measurable parameters against which the performance of the Implementation Agency can be measured.

The Implementation Agency and SSCL shall maintain a monthly contact to monitor the performance of the services being provided by the Implementation Agency.

T is date of signing of the contract and T1 is date of Go-Live.

a) Implementation SLA

# Milestones Timelines Deliverable Penalty

M1 Site Survey and Submission of final BoQ

T+ 4 weeks Site Survey Report

Final BoQ

In case of delay in deliverables within the stipulated time, then a penalty of 0.05% of total project cost of every day; Subject to the cap of 2.5% of Total Project Cost in this RFP.

M2 Design Documents,

T+ 8 weeks Project Inception

In case of delay in deliverables within the stipulated time, then



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Project Inception Report, and Project Implementation Plan submission and approval

Report

Project Implementation Plan

HLD

LLD

a penalty of 0.05% of total project cost of every day; Subject to the cap of 2.5% of Total Project Cost in this RFP.

M3 Delivery of required hardware and Software at project site

T+24

weeks Final BoQ

Installation and Commissioning Report

Test Cases

In case of delay in deliverables within the stipulated time, then a penalty of 0.25% of total project cost for every week; Subject to the cap of 2.5% of Total Project Cost in this RFP.

M4 Implementation of software module, and integration with command & control centre

T+ 28

weeks Implementation

Reports

Integration Report

In case of delay in deliverables within the stipulated time, then a penalty of 0.25% of total project cost for every week; Subject to the cap of 2.5% of Total Project Cost in this RFP.

M5 FAT, UAT, and Go-Live certificate from SSCL (T1)

T+ 32

weeks

UAT Reports In case of delay in deliverables within the stipulated time, then a penalty of 0.25% of total project cost for every week; Subject to the cap of 2.5% of Total Project Cost in this RFP.

M6 Operation and Maintenance

T1+ 2 years Monthly Progress Reports (MPR)

In case of delay in Monthly Progress Report and amendment of identified issues within 3 working days during the operation and maintenance phase then a penalty of 0.05% of Total Project Cost for every day; Subject to the cap of 2.5% of Total Project Cost in this RFP

b) Post Implementation SLA

Availability of required application hardware & software

During the Operation & Management period the implementing agency is expected to keep the Technology and Performance levels above the specified level. It will be the responsibility of the implementing agency to design and code the software to ensure application is measurable in terms of uptime and performance.

S. No Service parameter

level Baseline Metric

Penalty Basis for measurement

Availability of application SLA

1 Availability Library software

of the e- application

>99.5%

per quarter

No penalty The measurement of the service availability will be based on the 98-99.5% 5 % of quarterly



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per quarter payment reports generated through open source monitoring tools.

95 – 97.9% 10 % of quarterly payment

< 95% Breach

The breakdown penalties are as mentioned below: The application and hardware infrastructure is expected to be in running condition on all days (24*7). If there is a system or software breakdown, all breakdown calls are to be resolved within specified time from the time of compliant made. The resolution time is defined based on the criticality of the issue. It would be the responsibility of the vendor to log issues / breakdowns related to all application, IT equipment supplied & network connections as part of this project at the library under the scope of work with the respective OEMs.

(i) Hardware:

S. No Service level parameter

Resolution Time (per device)

Penalty Basis for

measurement

1 Hardware breakdown

within 4 Hrs. from the time of complaint

No penalty The measurement for resolution time will be based on the reports generated through open source monitoring tools.

Not resolved within 4-8 hours or standby not provided.

0.1% of quarterly payment

Not resolved/ standby not provided. (after the first 24 hours)

0.2 % of quarterly payment

If the breakdown issue cannot be resolved within the above specified time limits, a compatible System of equivalent or higher specifications has to be installed within that period.

(ii) Application Software:

S. No Service level parameter

Baseline Metric

Resolution Time (each node)

Penalty Basis for measurement

1 Resolution of Bugs/ Issues related to the Application Software

Critical (Where the services are not available)

<= 4 Hrs No penalty The critical issues/bugs will be logged and tracked through open source monitoring tools.

The criticality of the issues/bugs will be determined during the logging.

Critical (Where the services are not available)

> 4 Hrs 0.025% of the quarterly payment deducted on a pro-rata basis for every hour of delay beyond the baseline metric.

The service calls are to be made between business hours (8.00 Hrs to 20:00 Hrs). Any service call made after 20:00 Hrs will be considered as next working day. SLA hours will be counted during the business hours, wherever SLA is hourly based only.

(iii) Penalty

a) Maximum penalty is restricted to 10% of the Total Project Cost.

b) If any hardware has hardware failure on four or more occasions in a quarter, it shall be replaced by



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equivalent new equipment by the vendor at no cost to SSCL within 10 days from the date of last failure. Till the replacement is provided, the original equipment has to be kept in running condition or else a standby provided, and all services restored. However, penalties for breakdown as per SLAs defined in the tender will be applicable.

c) The penalties as above will be recovered from any payment due to the Successful vendor.

Partial/Full damage to hardware

a) Field equipment installed through this Project would become an important public asset. During the contract period of the Project the bidder shall be required to repair / replace any equipment if stolen / damaged/faulty. Appropriate insurance cover must be provided to all the equipment supplied under this project

b) In case of Partial/ Full damage or loss of the equipment due to reasons beyond the control like Theft, intentional damage by mishandling, Fire etc., the Bidder should be in a position to supply working standby equipment with same configuration or higher with all services restored, as if it is a normal breakdown.

c) In such a case the Bidder will have to make provision for the supply of the new hardware against the lost/ damaged equipment/ component. Monthly rental of 5% of basic Hardware cost may be payable to the Bidder for the equipment supplied as standby or SSCL may choose to procure new equipment at the same rates as is mentioned in the price bid. If the Bidder does not provide standby equipment, the penalties for breakdown as per SLAs will be imposed.

d) Service Engineers/ Representatives of Bidder shall invariably carry their identity cards with them, without which they will not be allowed to access department Systems. Service Engineers of the Bidder shall have access to the Computer Systems/ Backup Solution only after obtaining clearance from department authorized officials. No component of the System/ data/ log information will be taken out of department premises without clearance from authorized Officials of the department.

e) When stand by machine breaks down, and then normal breakdown penalty as per SLA will be applicable.

Note: There will be no penalty in case of any delay not attributable to IA, like handing over of project site, any other legal issue related to project site, etc. which is causing delay in the progress of project

12.28. Review of SLA Parameters

The SLA design is based on the scope of services and operational aspects of Implementation Agency. Due to evolving nature of the proposed project, a review of SLAs will be conducted at the end of three months from the date of go-live of the Implementation Agency. The purpose of this review is to reassess the SLAs based on the first three months’ call volumes. SSCL, after thorough analysis of the monthly statistics monitored as per the above-mentioned SLA parameters, may consider revision of the SLA parameters and update this agreement. And if the revision occurs, then the revised SLAs would be final and binding for the rest of the term of the contract.

12.29. Integration with Integrated Control and Command Center (ICCC) IA is required to provide open APIs for integration with City ICCC, so that the complete operations of the project can be monitored from City ICCC and can be reflected on city dashboard of ICCC.

IA is required to ensure that the vital information is provided to ICCC system, which includes following (but not limited to the following):

Number of library users,

Number of eBooks, and print books available with library,

Number of books issued,

Pending demand of books,

Various other MIS reports of library, etc.



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12.30. Commencement Completion and Termination of Agreement

12.30.1 Effectiveness of Agreement This Agreement shall come into force and effect on the date of this Agreement (the “Effective Date”).

12.30.2 Commencement of Services

The Implementation Agency shall commence the project implementation within a period of 14 (fourteen) days from the Effective Date, unless otherwise agreed by the Parties.

12.30.3 Termination of Agreement for failure to commence Services

If the Implementation Agency does not commence the Services within the period specified in Clause 12.30.2 above, the SSCL may, by not less than 2 (two) weeks’ notice to the Implementation Agency, declare this Agreement to be null and void, and in the event of such a declaration, the Bidder will be suspended for participation in the tending process for the works of Sagar Smart City Limited and works under other Centrally sponsored schemes, for a period of one year from the bid due date of this work.

12.30.4 Expiry of Agreement

Unless terminated earlier pursuant to Clauses 12.30.3 or 12.30.9 hereof, this Agreement shall, unless extended by the Parties by mutual consent, expire upon the earlier of (i) expiry of a period of 90 (ninety) days after the delivery of the final deliverable to the SSCL; and (ii) the expiry of [1 (one) year] from the Effective Date. Upon Termination, the SSCL shall make payments of all amounts due to the Implementation Agency hereunder.

12.30.5 Entire Agreement

This Agreement and the Annexes together constitute a complete and exclusive statement of the terms of the agreement between the Parties on the subject hereof, and no amendment or modification hereto shall be valid and effective unless such modification or amendment is agreed to in writing by the Parties and duly executed by persons especially empowered in this behalf by the respective Parties. All prior written or oral understandings offers or other communications of every kind pertaining to this Agreement are abrogated and withdrawn; provided, however, that the obligations of the Implementation Agency arising out of the provisions of the RFP shall continue to subsist and shall be deemed to form part of this Agreement.

Without prejudice to the generality of the provisions of above Clause, on matters not covered by this Agreement, the provisions of RFP shall apply.

12.30.6 Modification of Agreement

Modification of the terms and conditions of this Agreement, including any modification of the scope of the Services, may only be made by written agreement between the Parties.

12.30.7 Force Majeure

1. Definition

(a) For the purposes of this Agreement, “Force Majeure” means an event which is beyond the

reasonable control of a Party, and which makes a Party’s performance of its obligations hereunder impossible or so impractical as reasonably to be considered impossible in the circumstances, and includes, but is not limited to, war, riots, civil disorder, earthquake, fire, explosion, storm, flood or other adverse weather conditions, strikes, lockouts or other industrial



40

action (except where such strikes, lockouts or other industrial action are within the power of the Party invoking Force Majeure to prevent), confiscation or any other action by government agencies.

(b) Force Majeure shall not include (i) any event which is caused by the negligence or intentional action of a Party or agents or employees, nor (ii) any event which a diligent Party could reasonably have been expected to both (A) take into account at the time of the conclusion of this Agreement, and (B) avoid or overcome in the carrying out of its obligations hereunder.

(c) Force Majeure shall not include insufficiency of funds or failure to make any payment required hereunder.

2. No breach of Agreement

The failure of a Party to fulfil any of its obligations hereunder shall not be considered to be a breach of, or default under, this Agreement insofar as such inability arises from an event of Force Majeure, provided that the Party affected by such an event has taken all reasonable precautions, due care and reasonable alternative measures, all with the objective of carrying out the terms and conditions of this Agreement.

3. Measures to be taken

(a) A Party affected by an event of Force Majeure shall take all reasonable measures to remove such Party’s inability to fulfil its obligations hereunder with a minimum of delay.

(b) A Party affected by an event of Force Majeure shall notify the other Party of such event as soon as possible, and in any event not later than 14 (fourteen) days following the occurrence of such event, providing evidence of the nature and cause of such event, and shall similarly give notice of the restoration of normal conditions as soon as possible.

(c) The Parties shall take all reasonable measures to minimize the consequences of any event of Force Majeure.

4. Extension of time

Any period within which a Party shall, pursuant to this Agreement, complete any action or task, shall be extended for a period equal to the time during which such Party was unable to perform such action as a result of Force Majeure.

5. Payments

During the period of its inability to perform the Services as a result of an event of Force Majeure, the Implementation Agency shall be entitled to be reimbursed for Additional Costs reasonably and necessarily incurred by it during such period for the purposes of the Services and in reactivating the Services after the end of such period.

6. Consultation

Not later than 30 (thirty) days after the Implementation Agency has, as the result of an event of Force Majeure, become unable to perform a material portion of the Services, the Parties shall consult with each other with a view to agreeing on appropriate measures to be taken in the circumstances.

12.30.8 Suspension of Agreement

The SSCL may, by written notice of suspension to the Implementation Agency, suspend all payments to the Implementation Agency hereunder if the Implementation Agency shall be in breach of this Agreement or shall fail to perform any of its obligations under this Agreement, including the carrying out



41

of the Services; provided that such notice of suspension (i) shall specify the nature of the breach or failure, and (ii) shall provide an opportunity to the Implementation Agency to remedy such breach or failure within a period not exceeding 30 (thirty) days after receipt by the Implementation Agency of such notice of suspension.

12.30.9 Termination of Agreement

1 By the SSCL

The SSCL may, by not less than 30 (thirty) days’ written notice of termination to the Implementation Agency, such notice to be given after the occurrence of any of the events specified in this Clause, terminate this Agreement if:

(a) the Implementation Agency fails to remedy any breach hereof or any failure in the performance

of its obligations hereunder, as specified in a notice of suspension pursuant to Clause 12.30.8 hereinabove, within 30 (thirty) days of receipt of such notice of suspension or within such further period as the SSCL may have subsequently granted in writing;

(b) the Implementation Agency becomes decision insolvent or bankrupt or enters into any agreement with its creditors for relief of debt or take advantage of any law for the benefit of debtors or goes into liquidation or receivership whether compulsory or voluntary;

(c) the Implementation Agency fails to comply with any final reached as a result of arbitration proceedings pursuant to Clause 12.36.4 hereof;

(d) the Implementation Agency submits to the SSCL a statement which has a material effect on the rights, obligations or interests of the SSCL and which the Implementation Agency knows to be false;

(e) any document, information, data or statement submitted by the Implementation Agency in its Proposals, based on which the Implementation Agency was considered eligible or successful, is found to be false, incorrect or misleading;

(f) as the result of Force Majeure, the Implementation Agency is unable to perform a material portion of the Services for a period of not less than 60 (sixty) days; or

(g) the SSCL, in its sole discretion and for any reason whatsoever, decides to terminate this Agreement.

2 By the Implementation Agency

The Implementation Agency may, by not less than 30 (thirty) days’ written notice to the SSCL, such notice to be given after the occurrence of any of the events specified in this Clause, terminate this Agreement if:

(a) the SSCL fails to pay any money due to the Implementation Agency pursuant to this Agreement

and not subject to dispute pursuant to Clause 12.36.4 hereof within 45 (forty-five) days after receiving written notice from the Implementation Agency that such payment is overdue;

(b) the SSCL is in material breach of its obligations pursuant to this Agreement and has not remedied the same within 45 (forty five) days (or such longer period as the Implementation Agency may have subsequently granted in writing) following the receipt by the SSCL of the Implementation Agency’s notice specifying such breach;

(c) as the result of Force Majeure, the Implementation Agency is unable to perform a material portion of the Services for a period of not less than 60 (sixty) days; or

(d) the SSCL fails to comply with any final decision reached as a result of arbitration pursuant to Clause 12.36.4 hereof.

3 Cessation of rights and obligations



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Upon termination of this Agreement pursuant to Clauses 12.30.3 or 12.30.9 hereof, or upon expiration of this Agreement pursuant to Clause 12.30.4 hereof, all rights and obligations of the Parties hereunder shall cease, except (i) such rights and obligations as may have accrued on the date of termination or expiration, or which expressly survive such Termination; (ii) the obligation of confidentiality set forth in Clause 12.32 hereof; (iii) the Implementation Agency’s obligation to permit inspection, copying and auditing of such of its accounts and records set forth in Clause 12.26, as relate to the Implementation Agency’s Services provided under this Agreement; and (iv) any right or remedy which a Party may have under this Agreement or the Applicable Law.

4 Cessation of Services

Upon termination of this Agreement by notice of either Party to the other pursuant to Clauses 12.30.9.1 or 12.30.9.2 hereof, the Implementation Agency shall, immediately upon dispatch or receipt of such notice, take all necessary steps to bring the Services to a close in a prompt and orderly manner and shall make every reasonable effort to keep expenditures for this purpose to a minimum. With respect to documents prepared by the Implementation Agency and equipment and materials furnished by the SSCL, the Implementation Agency shall proceed as provided respectively by Clauses 12.33 and 12.37 hereof.

5 Payment upon Termination

Upon termination of this Agreement pursuant to Clauses 12.30.9.1 or 12.30.9.2 hereof, the SSCL shall make the following payments to the Implementation Agency (after offsetting against these payments any amount that may be due from the Implementation Agency to the SSCL): (i) Remuneration pursuant to Clause 8 hereof for Services satisfactorily performed prior to the date

of termination; (ii) Reimbursable expenditures pursuant to Clause 8 hereof for expenditures actually incurred prior

to the date of termination; and

(iii) Except in the case of termination pursuant to sub-clauses (a) through (e) of Clause 12.30.9.1 hereof, reimbursement of any reasonable cost incidental to the prompt and orderly termination of the Agreement including the cost of the return travel of the Implementation Agency’s personnel.

6 Disputes about Events of Termination

If either Party disputes whether an event specified in Clause 12.30.9.1 or in Clause

12.30.9.2 hereof has occurred, such Party may, within 30 (thirty) days after receipt of notice of termination from the other Party, refer the matter to arbitration pursuant to Clause 12.36.4 hereof, and this Agreement shall not be terminated on account of such event except in accordance with the terms of any resulting arbitral award.

12.31. Conflict of Interest

12.31.1 The Implementation Agency shall not have a Conflict of Interest and any breach hereof shall constitute a breach of the Agreement.

12.31.2 Prohibition of conflicting activities.

12.31.3 Neither the Implementation Agency nor its Personnel shall engage, either directly or indirectly, in any of the following activities: (a) during the term of this Agreement, any business or professional activities which would conflict with

the activities assigned to them under this Agreement;



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(b) after the termination of this Agreement, such other activities as may be specified in the Agreement; or

(c) at any time, such other activities as have been specified in the RFP as Conflict of Interest.

12.31.4 Implementation Agency not to benefit from commissions, discounts, etc. The remuneration of the Implementation Agency pursuant to Clause 8 hereof shall constitute the Implementation Agency’s sole remuneration in connection with this Agreement or the Services and the Implementation Agency shall not accept for its own benefit any trade commission, discount or similar payment in connection with activities pursuant to this Agreement or to the Services or in the discharge of its obligations hereunder, and the Implementation Agency shall use its best efforts to ensure that any Personnel, similarly shall not receive any such additional remuneration.

12.31.5 The Implementation Agency and its Personnel shall observe the highest standards of ethics and shall not have engaged in and shall not hereafter engage in any corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice (collectively the “Prohibited Practices”). Notwithstanding anything to the contrary contained in this Agreement, the SSCL shall be entitled to terminate this Agreement forthwith by a communication in writing to the Implementation Agency, without being liable in any manner whatsoever to the Implementation Agency, if it determines that the Implementation Agency has, directly or indirectly or through an agent, engaged in any Prohibited Practices in the Selection Process or before or after entering into of this Agreement. In such an event, the SSCL shall forfeit and appropriate the performance security, if any, as mutually agreed genuine pre-estimated compensation and damages payable to the SSCL towards, inter alia, the time, cost and effort of the SSCL, without prejudice to the SSCL’s any other rights or remedy hereunder or in law.

12.31.6 Without prejudice to the rights of the SSCL under Clause 12.31.4 above and the other rights and remedies which the SSCL may have under this Agreement, if the Implementation Agency is found by the SSCL to have directly or indirectly or through an agent, engaged or indulged in any Prohibited Practices, during the Selection Process or before or after the execution of this Agreement, the Implementation Agency shall not be eligible to participate in any tender or RFP issued during a period of 2 (two) years from the date the Implementation Agency is found by the SSCL to have directly or indirectly or through an agent, engaged or indulged in any Prohibited Practices.

12.31.7 For the purposes of Clauses 12.31.4 and 12.31.5, the following terms shall have the meaning hereinafter respectively assigned to them:

(a) “corrupt practice” means (i) the offering, giving, receiving or soliciting, directly or indirectly, of anything of value to influence the actions of any person connected with the Selection Process (for removal of doubt, offering of employment or employing or engaging in any manner whatsoever, directly or indirectly, any official of the SSCL who is or has been associated in any manner, directly or indirectly with Selection Process or LOA or dealing with matters concerning the Agreement before or after the execution thereof, at any time prior to the expiry of one year from the date such official resigns or retires from or otherwise ceases to be in the service of the SSCL, shall be deemed to constitute influencing the actions of a person connected with the Selection Process); or (ii) engaging in any manner whatsoever, whether during the Selection Process or after the issue of LOA or after the execution of the Agreement, as the case may be, any person in respect of any matter relating to the Project or the LOA or the Agreement, who at any time has been or is a legal, financial or technical adviser the SSCL in relation to any matter concerning the Project;

(b) “fraudulent practice” means a misrepresentation or omission of facts or suppression of facts or disclosure of incomplete facts, in order to influence the Selection Process;

(c) “coercive practice” means impairing or harming, or threatening to impair or harm, directly or indirectly, any person or property to influence any person’s participation or action in the Selection Process or the exercise of its rights or performance of its obligations by the SSCL under this



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Agreement;

(d) “undesirable practice” means (i) establishing contact with any person connected with or employed or engaged by the SSCL with the objective of canvassing, lobbying or in any manner influencing or attempting to influence the Selection Process; or (ii) having a Conflict of Interest; and

(e) “restrictive practice” means forming a cartel or arriving at any understanding or arrangement among Implementation Agencies with the objective of restricting or manipulating a full and fair competition in the Selection Process.

12.32. Confidentiality

The Implementation Agency, and the Personnel of them shall not, either during the term or within two years after the expiration or termination of this Agreement disclose any proprietary information, including information relating to reports, data, drawings, design software or other material, whether written or oral, in electronic or magnetic format, and the contents thereof; and any reports, digests or summaries created or derived from any of the foregoing that is provided by the SSCL to the Implementation Agency, and the Personnel; any information provided by or relating to the SSCL, its technology, technical processes, business affairs or finances or any information relating to the SSCL’s employees, officers or other professionals or suppliers, customers, or contractors of the SSCL; and any other information which the Implementation Agency is under an obligation to keep confidential in relation to the Project, the Services or this Agreement ("Confidential Information"), without the prior written consent of the SSCL. Notwithstanding the aforesaid, the Implementation Agency, and the Personnel of them may disclose Confidential Information to the extent that such Confidential Information:

(i) was in the public domain prior to its delivery to the Implementation Agency, and the Personnel of them or becomes a part of the public knowledge from a source other than the Implementation Agency, and the Personnel of them;

(ii) was obtained from a third party with no known duty to maintain its confidentiality;

(iii) is required to be disclosed by Applicable Laws or judicial or administrative or arbitral process or by any governmental instrumentalities, provided that for any such disclosure, the Implementation Agency, and the Personnel of them shall give the SSCL, prompt written notice, and use reasonable efforts to ensure that such disclosure is accorded confidential treatment; and

(iv) is provided to the professional advisers, agents, auditors or representatives of the Implementation Agency or Personnel of them, as is reasonable under the circumstances; provided, however, that the Implementation Agency or Personnel of them, as the case may be, shall require their professional advisers, agents, auditors or its representatives, to undertake in writing to keep such Confidential Information, confidential and shall use its best efforts to ensure compliance with such undertaking.

12.33. Liability of the Implementation Agency

12.33.1 The Implementation Agency’s liability under this Agreement shall be determined by the Applicable Laws and the provisions hereof.

12.33.2 The Implementation Agency shall, subject to the limitation specified in Clause 12.33.3, be liable to the SSCL for any direct loss or damage accrued or likely to accrue due to deficiency in Services rendered by it.

12.33.3 The Parties hereto agree that the Implementation Agency or any person or firm acting on behalf of the Implementation Agency in carrying out the Services, shall not be liable to the SSCL:

(i) for any indirect or consequential loss or damage; and

(ii) for any direct loss or damage or claims connected with this Agreement (including negligence or



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willful misconduct) that exceeds the Project cost.

12.33.4 This limitation of liability specified in Clause 12.33.3 shall not affect the Implementation Agency’s liability, if any, for damage to Third Parties caused by the Implementation Agency or any person or firm acting on behalf of the Implementation Agency in carrying out the Services subject, however, to a limit equal to 3 (three) times the Project cost.

12.34. Liquidated Damages and Penalties

12.34.1 Performance Security or Security Deposit

1 Prior to signing of Contract, the Successful Bidder has to submit the requisite interest free Performance Security equivalent to 3% (Three percent) of total awarded amount for the Project and additional security (if any) for unbalanced Bids in accordance with clause 4.9.4 above and in compliance of OMs No. F.9/4/2020-PPD dated 12th November, 2020 [(with Subject: Performance Security and Subject: Additional Performance Security in case of Abnormally Low Bids (ALBs)] issued by Govt. of India, in form of an irrevocable & unconditional Bank Guarantee issued by a Scheduled Bank, as per the format given at Annexure- 12, within 7 (seven) days from the date of issue of LoA, with the validity up to 120 days beyond the end of the Contract Period.

2 The Implementation Agency may, in lieu of retention of the amounts as referred to in Clause 12.34.1.1 above, furnish a Bank Guarantee substantially.

3 Security Deposit of 7% (Seven Percent) shall be deducted from each running bill at the rate as specified in the RFP.

4 The Security Deposit may be replaced by equivalent amount of Bank Guarantee, with validity up to 120 days beyond the completion of Contract Period/ extended Contract Period.

5 The Security Deposit shall be refunded on completion of Contract Period (Implementation Period and Defect Liability Period).

12.34.2 Liquidated Damages

1 Liquidated Damages for error/variation: In case any error or variation is detected in the reports submitted by the Implementation Agency and such error or variation is the result of negligence or lack of due diligence on the part of the Implementation Agency, the consequential damages thereof shall be quantified by the SSCL in a reasonable manner and recovered from the Implementation Agency by way of deemed liquidated damages, subject to a maximum of 5% (five per cent) of the Project cost.

2 Liquidated Damages for delay: In case of delay in submission of deliverables beyond two weeks from due date of submission of deliverable, liquidated damages not exceeding an amount equal to 2.5% of Project cost, subject to a maximum of 5% (five percent) payment will be imposed and shall be recovered by appropriation from the Performance Security or otherwise. However, in case of delay due to reasons beyond the control of the Implementation Agency, suitable extension of time shall be granted.

3 Encashment and appropriation of Performance Security: The SSCL shall have the right to invoke and appropriate the proceeds of the Performance Security, in whole or in part, without notice to the Implementation Agency in the event of breach of this Agreement or for recovery of liquidated damages specified in this Clause.

12.34.3 Penalty for deficiency in Services

In addition to the liquidated damages not amounting to penalty, as specified in Clause 12.34.2, warning may be issued to the Implementation Agency for minor deficiencies on its part. In the case



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of significant deficiencies due an act of fraudulent and corrupt behavior on the part of the Implementation Agency causing adverse effect on the Project or on the reputation of the SSCL, other penal action including debarring for a specified period may also be initiated as per policy of the SSCL.

12.34.4 Indemnity

The Implementation Agency shall, subject to the provisions of the Agreement, indemnify the SSCL, for an amount not exceeding the value of the Agreement, for any direct loss or damage that is caused due to any deficiency in Services.

The Implementation Agency will be held responsible for managing all the issues related or raised by Skilled Force on the field or its Staff. SSCL shall not be held accountable for any action of the permanent or contractual staff of the Implementation Agency.

The Implementation Agency will be held accountable for any reputational loss to SSCL.

12.35. Fairness and Good Faith

12.35.1 Good Faith

The Parties undertake to act in good faith with respect to each other’s rights under this Agreement and to adopt all reasonable measures to ensure the realization of the objectives of this Agreement.

12.35.2 Operation of the Agreement

The Parties recognized that it is impractical in this Agreement to provide for every contingency which may arise during the life of the Agreement, and the Parties hereby agree that it is their intention that this Agreement shall operate fairly as between them, and without detriment to the interest of either of them, and that, if during the term of this Agreement either Party believes that this Agreement is operating unfairly, the Parties will use their best efforts to agree on such action as may be necessary to remove the cause or causes of such unfairness, but failure to agree on any action pursuant to this Clause shall not give rise to a dispute subject to arbitration in accordance with Clause 12.36 hereof.

12.36. Settlement of Disputes

12.36.1 Amicable settlement

The Parties shall use their best efforts to settle amicably all disputes arising out of or in connection with this Agreement or the interpretation thereof.

12.36.2 Dispute resolution

1 Any dispute, difference or controversy of whatever nature howsoever arising under or out of or in relation to this Agreement (including its interpretation) between the Parties, and so notified in writing by either Party to the other Party (the “Dispute”) shall, in the first instance, be attempted to be resolved amicably in accordance with the conciliation procedure set forth in Clause 12.36.3.

2 The Parties agree to use their best efforts for resolving all Disputes arising under or in respect of this Agreement promptly, equitably and in good faith, and further agree to provide each other with reasonable access during normal business hours to all non-privileged records, information and data pertaining to any Dispute.

12.36.3 Conciliation

In the event of any Dispute between the Parties, either Party may call upon [Secretary, ............................ Department] and the Chairman of the Board of Directors of the Implementation Agency or a substitute thereof for amicable settlement, and upon such reference, the said persons shall meet no later than 10 (ten) days from the date of reference to discuss and attempt to amicably



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resolve the Dispute. If such meeting does not take place within the 10 (ten) day period or the Dispute is not amicably settled within 15 (fifteen) days of the meeting or the Dispute is not resolved as evidenced by the signing of written terms of settlement within 30 (thirty) days of the notice in writing referred to in Clause 12.36.1 or such longer period as may be mutually agreed by the Parties, either Party may refer the Dispute to arbitration in accordance with the provisions of Clause 12.36.4.

12.36.4 Arbitration

1 Any Dispute which is not resolved amicably by conciliation, as provided in Clause 12.36.3, shall be finally decided by reference to arbitration by an Arbitral Tribunal appointed in accordance with Clause 12.36.4.2. Such arbitration shall be held in accordance with the Rules of Arbitration of the International Centre for Alternative Dispute Resolution, New Delhi (the “Rules”), or such other rules as may be mutually agreed by the Parties and shall be subject to the provisions of the Arbitration and Conciliation Act,1996. The place of such arbitration shall be Sagar, Madhya Pradesh where the SSCL has its headquarters and the language of arbitration proceedings shall be English.

2 There shall be [a sole arbitrator whose appointment] / [an Arbitral Tribunal of three arbitrators, of whom each Party shall select one, and the third arbitrator shall be appointed by the two arbitrators so selected, and in the event of disagreement between the two arbitrators, the appointment shall be made in accordance with the Rules.

3 The arbitrators shall make a reasoned award (the “Award”). Any Award made in any arbitration held pursuant to this Clause 12.36 shall be final and binding on the Parties as from the date it is made, and the Implementation Agency and the SSCL agree and undertake to carry out such Award without delay.

4 The Implementation Agency and the SSCL agree that an Award may be enforced against the Implementation Agency and/or the SSCL, as the case may be, and their respective assets wherever situated.

5 This Agreement and the rights and obligations of the Parties shall remain in full force and effect, pending the Award in any arbitration proceedings hereunder.

12.37. Exit Management

12.37.1 Upon completion of contract period upon termination of the agreement for any reasons, the Implementation Agency shall comply with the following:

a) Notify to the Executive Director, SSCL forthwith the particulars of all Project Assets

b) Deliver forthwith actual or constructive possession of the SSCL project fee and clear of all Encumbrances and execute such deeds, writings and documents as may be required by the SSCL fully and effectively divesting the Implementation Agency of all the rights, title and interest of the Implementation Agency of all the rights, title and interest of the Implementation Agency in the SSCL project

c) Comply with the Divestment requirements set out except in case if Termination of this Agreement is due to SSCL event of default, in case of Termination due to SSCL event of default, the Implementation Agency shall have implemented the maintenance schedule as well as any repairs pointed out by SSCL in its Operations & Maintenance Inspection Report prior to date Termination Notice. In case of Termination due to Force Majeure Event, the Divestment requirements shall be agreed between SSCL and the Implementation Agency.

d) Pay all transfer costs and stamp duty applicable on hand back of project assets except in case the project is being transferred due to SSCL of default or expiry of Contract period where as SSCL shall be responsible for transfer costs and stamp duty, if any. For clarification of doubt, transfer costs in this clause related to taxes and duties applicable at transfer of SSCL project, if any.



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e) All assets related the SSCL project have to be returned in good working condition; except for those assets which are property of the Implementation Agency.

f) Shall provide handholding support for a period of 30 days to the new identified Implementation Agency

12.37.2 Subject to clause 1 of exit management, upon completion of the contract period or upon termination of the agreement, the Implementation Agency shall comply and conform to the following Divestment requirements in respect of SSCL project:

a) All the project Assets including the hardware, software, documentation and any other infrastructure shall have been renewed and curved out of all defects and deficiencies as necessary so that the SSCL project is compliant with Specifications and Standards set forth in the RFP, Agreement and any other amendments made during the contract period.

b) The Implementation Agency delivers relevant records and reports pertaining to the SSCL project and its design, engineering, operation and maintenance including all operation and maintenance records including training material and manuals pertaining thereto and complete as on the Divestment Date.

c) The Implementation Agency executes such deeds of conveyance, documents and other writings as the SSCL reasonably require conveying, divest and assign all the rights, title and interest of the Implementation Agency in the SSCL project free from all Encumbrances absolutely and free of any charge or tax to the SSCL or its nominee.

d) The Implementation Agency complies with all other requirements as may be prescribed under applicable laws to complete the divestment and assignment of all the right, title and interest of the Implementation Agency in the SSCL project free from all Encumbrances absolutely and free of any charge or tax to SSCL or its nominee.

12.37.3 Not earlier than 3 (Three) months before the expiry of the contract period but not later than 30 (Thirty) days before such expiry, or in the event of earlier termination of the contract, immediately upon but not later than 15 (Fifteen) days from the date of issue of termination notice, SSCL shall verify, in the presence of a representative of the Implementation Agency, compliance by the Implementation Agency with the divestment requirements set forth in relation to the SSCL project and , if required, cause appropriate tests to be carried out at Implementation Agency’s cost for determining the compliance therewith. If either party finds any shortcomings in divestment requirements, it shall notify the other of the same and the Implementation Agency shall rectify the same at its cost.

12.37.4 Upon the Implementation Agency conforming to all divestment requirements and handing over actual or constructive possession of the SSCL project to SSCL or a person nominated by SSCL in this regard, SSCL shall issue a certificate substantially, which will have the effect of constituting evidence of divestment of all rights, title and lien in the SSCL project by the Implementation Agency and their vesting in SSCL project pursuant hereto. Issue of such Certificate shall not be unreasonably withheld by SSCL. The divestment of all rights, title and lien in the SSCL project shall be deemed to be complete on the date when all the divestment requirements have been fulfilled or the Certificate has been issued, whichever is earlier, it being expressly agreed that any defect or deficiency in any divestment requirement shall not in any manner be construed or interpreted as restricting the exercise of any rights by SSCL or its nominee on or in respect of the SSCL project on the footing as if all divestment requirements have been complied with by the Implementation Agency.

12.38. Change in composition of the Consortium - Not applicable

12.39. Deleted

12.40. Change Control Note



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12.40.1 This applies to and describes the procedure to be followed in the event of any proposed change to contract, site Implementation, and Service levels. Such change shall include, but shall not be limited to, changes in the scope of services provided by IA and changes to the terms of payment.

12.40.2 Change requests in respect of the contract, the site implementation, or the Service levels shall emanate from the Parties' representative who shall be responsible for obtaining approval for the change and who shall act as its sponsor throughout the Change Control Process and shall complete Part A of the CCN (Annexure 16.5 of the Bidding Document). CCNs shall be presented to the other Party's representative who shall acknowledge receipt by Signature of the authorized representative of Employer.

12.40.3 IA and the Employer while preparing the CCN, shall consider the change in the context of whether the change is beyond the scope of Services including ancillary and concomitant services required The CCN shall be applicable for the items which are beyond the stated/implied scope of work as per the Bidding Document.

12.40.4 IA shall assess the CCN and complete Part B of the CCN. In completing Part B of the CCN IA/Prime bidder shall provide as a minimum: a. a description of the change; b. a list of deliverables required for implementing the change; c. a timetable for implementation; d. an estimate of any proposed change; e. any relevant acceptance criteria; f. an assessment of the value of the proposed change;

12.40.5 Material evidence to prove that the proposed change is not already covered within the scope of the Bidding Document, Agreement and Service Levels.

12.40.6 Prior to submission of the completed CCN to the Employer its nominated agencies, IA shall undertake its own internal review of the proposal and obtain all necessary internal approvals. As a part of this internal review process, IA shall consider the materiality of the proposed change in the context of the Agreement, the Site, Service levels affected by the change and the total effect that may arise from implementation of the change.

12.40.7 Each Party shall be responsible for its own costs incurred in the quotation, preparation of CCNs and in the completion of its obligations described in this process provided IA meets the obligations as set in the CCN. In the event IA is unable to meet the obligations as defined in the CCN then the cost of getting it done by third party shall be borne by IA. Change requests and CCNs shall be reported monthly to each Party's representative who shall prioritize and review progress.

12.40.8 Employer after approving change request will submit the approved Change

12.40.9 Request to Employer for consideration of the payment in next payment cycle.

12.40.10 Miscellaneous

1. Assignment - All terms and provisions of this Agreement shall be binding on and shall inure to the benefit of the Employer, mentioned in this Agreement, the IA. Except as otherwise expressly provided in this Agreement, the IA shall not be permitted to assign its rights and obligations under this Agreement to any third party. The Employer may assign or notate all or any part of this Agreement and Schedules/Annexure, and the IA shall be a party to such notation, to any third party contracted to provide outsourced services to the Purchaser or any of its nominees.

2. Severability - If any provision of this Agreement, or any part thereof, shall be found by any court or administrative body of competent jurisdiction to be illegal, invalid or unenforceable the illegality, invalidity or unenforceability of such provision or part provision shall not affect the other provisions of this Agreement or the remainder of the provisions in question which shall remain in full force and



50

effect. The relevant Parties shall negotiate in good faith in order to agree to substitute for any illegal, invalid or unenforceable provision a valid and enforceable provision which achieves to the greatest extent possible the economic, legal and commercial objectives of the illegal, invalid or unenforceable provision or part provision.

3. Waiver - No failure to exercise or enforce and no delay in exercising or enforcing on the part of either Party to this Agreement of any right, remedy or provision of this Agreement, shall operate as a waiver of such right, remedy or provision in any future application nor shall any Single or partial exercise or enforcement of any right, remedy or provision preclude any other or further exercise or enforcement of such right, remedy or provision or the exercise or enforcement of any other right, remedy or provision.

4. Survival - Any provision of this Agreement which imposes or intends to impose an obligation on any of the Parties after termination or expiration of this Agreement shall survive the termination or expiration of this Agreement. Such provisions include, without limitation, obligations related to confidentiality, indemnity, licenses, risk purchase and AMC/ ATS provided by the OEMs or the IA.

5. Independent Contractor - Nothing in this Agreement or the SLA shall be construed as establishing or implying any partnership or joint venture between the Parties to this Agreement or the SLA and, except as expressly stated in this Agreement or the SLA, nothing in this Agreement or the SLA shall be deemed to constitute any Parties as the agent of any other Party or authorizes either Party to: (a) Incur any expenses on behalf of the other Party; (b) Enter into any engagement or make any representation or warranty on behalf of the other Party;(c) Pledge the credit of or otherwise bind or oblige the other Party; or (d) Commit the other Party in any way whatsoever without in each case obtaining the other Party‘s prior written consent

12.40.11 Quotation

1. IA shall assess the CCN and complete Part B of the CCN. In completing Part B of the CCN IA/Prime bidder shall provide as a minimum: a description of the change; a. a list of deliverables required for implementing the change; a timetable for implementation; b. an estimate of any proposed change; any relevant acceptance criteria; c. an assessment of the value of the proposed change; d. Material evidence to prove that the proposed change is not already covered within the scope

of the Bidding Document, Agreement and Service Levels.

2. Cost for the change request in CCN will be included in the subsequent invoice of the next month.

3. Prior to submission of the completed CCN to the designated Employer or its nominated agencies, IA shall undertake its own internal review of the proposal and obtain all necessary internal approvals. As a part of this internal review process, IA shall consider the materiality of the proposed change in the context of the Agreement, the Site,

4. Service Levels affected by the change and the total effect that may arise from implementation of the change.

5. Each Party shall be responsible for its own costs incurred in the quotation, preparation of CCNs and in the completion of its obligations described in this process provided IA meets the obligations as set in the CCN. In the event IA is unable to meet the obligations as defined in the CCN then the cost of getting it done by third party shall be borne by IA. Change requests and CCNs shall be reported monthly to each Party's representative who shall prioritize and review progress.

13. Annexure 1: Technical Specifications NOTE: Below given Technical Specification provided under are indicative for the project. Bidder are required to carefully examine the requirements and may propose technical specification / design as per their solution to meet the objective of RFP.



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13.1. Server (Database and Application) and Storage

Parameter Minimum Specification

CPU Two (2) Intel /AMD latest generation Processors with minimum 2.1GHz & 8 cores per socket.

Chipset Intel/AMD chipset compatible with the offered processors.

Motherboard Intel/AMD chipset compatible with the offered processors.

Memory Should have at least 24 DIMM slots per server and support minimum up to 1.5TB of DDR3 or better 2666 MHz memory.

Hard Disk Drive The server should Support up to 10 hot-swappable SAS, NL-SAS and SSD drives. Server should be supplied with 3TB of usable storage.

Video Controller To support VGA or above resolution

Keyboard 104 Keys OEM English Keyboard (it must have soft keys ),

Mouse Optical Mouse with USB interface

Ports ● 1 serial port

● 4 USB 3.0/2.0 ports

● 1 VGA video port

Cabinet Rack

OPERATING SYSTEM Microsoft Windows Server ,Red Hat Enterprise Linux (RHEL) ,SUSE Linux Enterprise Server (SLES)

DVD ROM Internal / External

Networking Should have 2*1 GbE Base T (embedded) LAN ports

Power Management Should have hot swappable redundant power supplies

Monitor 18.5' LED backlit display Digital color monitor TC-05 Certified

UPS Sine wave UPS with external batteries

Anti-virus For a period of Five years

Features RAID enabled with stripping and mirroring 12 GBPS PCI 3.0 with RAID level 0,1,5,6 & 8GB NV cache Virtualization (Hardware and software)

13.2. IT Rack

Rack is 42 U 19'' mounting type with 2000 (Height) x 800 (Width) x 1000 (Depth).

Rack design is sturdy frame section, corners are stiffened with welded MS die cast.

Rack frame is, scalable and modular with safe load carrying capacity of 1400 Kg on enclosure frame and 1000 Kg on 19'' mounting angles.

Base plinth with 100 mm height

Cut outs with rubber grommet on top and bottom plate for cable entry.

Cable entry provision from top & bottom both.

Vertical Cable manager on both LHS & RHS on rear side.

Front Glass door for complete 42U height visibility and rear plane door with stiffener for strength.

Blanking panels to prevent air mixing

Standard PDU, 0U, 32A, 230V, 12 C13 and 4 C19, IEC309

13.3. Access Switch

Minimum Specifications

Ports:

• 48 (as per density required) 1G Ethernet ports (as per internal connection requirements)

• Can have FCoE ports if FCoE solution is offered

• Extra 2 or higher Uplink ports (40GE)

• All ports can auto-negotiate between all allowable speeds, half-duplex or full duplex and flow control for half-duplex ports.



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Switch type: Layer 3 with OSPFv3, BGPv4 and PIM-SSM

MAC: Support 32K MAC address.

Backplane: Capable of providing wire-speed switching for fully populated switch.

Throughput: Required throughput to achieve non-blocking performance for switch when all ports are populated.

Port features: Must support Port Mirroring, Port Trunking and 802.3Ad LACP Link Aggregation port trunks

Flow Control: Support IEEE 802.3X flow control for full-duplex mode ports.

Protocols:

• IPV4, IPV6

• Support 802.1D, 802.1S, 802.1W, Rate limiting

• Support 802.1X Security standards

• Support 802.1Q VLAN encapsulation, IGMP v1, V2 and v3 snooping

• 802.1P Priority Queues, port mirroring, DiffServ

• DHCP support

• Support up to 1024 VLANs

• Support IGMP Snooping and IGMP Querying

• Support Multicasting

• Should support Loop protection and Loop detection,

Access Control

• Support port security

• Support 802.1X (Port based network access control).

• Support for MAC filtering.

• Should support TACACS+ and RADIUS authentication

VLAN

• Support 802.1Q Tagged VLAN and port based VLANs and Private VLAN

• The switch must support dynamic VLAN Registration or equivalent

• Dynamic Trunking protocol or equivalent

Protocol and traffic

• Network Time Protocol or equivalent Simple Network Time Protocol support

• Switch should support traffic segmentation

• Traffic classification should be based on user-definable application types: TOS, DSCP, Port based, TCP/UDP port number

Management

• Switch needs to have a console port for management via a console terminal or PC

• Must have support SNMP V1,V2 and v3

• Should support 4 groups of RMON

• Should have accessibility using Telnet, SSH, Console access, easier software upgrade through network using TFTP etc. Configuration management through CLI, GUI based software utility and using web interface

Resiliency

• Dual load-sharing power supplies

• Redundant fans

Switch should support FCoE/BGPv4 & IPv6 from day one

13.4. Firewall

Minimum Specifications



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The proposed solution must allow policy rule creation for application control, user-based control, host profile, threat prevention, Anti- virus/Anti-malware, file filtering, content filtering, QoS. The solution should be policy driven for various services.

The proposed solution should support at least 200 Mbps of performance with Firewall, application control, IPS, Anti-Virus/Anti- malware.

Minimum Concurrent Sessions: 1000 New Connections per Second

Interfaces:6 no 10/100/1000 interfaces, 1 out of band management, USB and console interface

Should have minimum 8 GB RAM and 8 GB Flash from day 1.

The solution must support Firewall, Application visibility and control natively, without requiring any additional hardware. IPS, Anti- virus/Anti-malware and URL Filtering from day one

The proposed must support on appliance SSL /SSH decryption policy based on IP, User, web category

Should support user-based firewall and policy enforcement.

Should be able to manage from central NOC/SOC.

Should support management of device suing SNMP V1/V2/V3

Should be tested and certified for EAL4/NDPP or above under Common Criteria Certification

13.5. CCTV Camera

Minimum Specification

CCTV camera SIT&C of 2 Mega pixel HD camera,3.6/6 mm fixed focus lens,20 Mtrs IR

Range, IP-66 or better including suitable power supply, stand etc. complete as required.

SIT&C of 16 Channel and/or appropriate capacity as per library requirement, HD/Hybrid Supporting to HD IP Camera, All channel 720P real time Recording Or 1080P non-real time Recording, H.264 Compression dual Stream Video, 1 HDMI & 1 VGA Supported, Network Port, 1 Audio in/Out, Two SATA Hard-Disk Supported (up to 8 TB) Free DDNS Supported, Remote Viewing, Client Software & Mobile viewing Software, 3G/Wi-Fi Supported, 2NOs.USB Port etc. Complete as required.

HDD SIT&C of 2 TB Surveillance Hard Disk Drive etc. Complete as required.

Media Converter Supplying and fixing of media converter etc. complete as required.

Cabling and Accessories

Providing & Fixing of cable and its accessories for CCTV cameras etc. complete as required.

13.6. Printer

Parameter Minimum Specifications

Print speed black (normal, A4) Up to 25 ppm

Print quality black (best): Up to 1200 x 1200 dpi

Print technology: Monochrome Laser

Duty cycle (monthly, A4) Up to 15,000 pages

Recommended monthly page volume 250 to 2000

Standard memory: Minimum 128 MB

Processor speed: Minimum 700 MHz

Paper handling standard/input Up to 250-sheet input tray

Paper handling standard/output Min 100-sheet output bin

Media sizes supported A4, A5, A6, B5, postcard

Media types supported Paper, transparencies, postcards, envelopes, labels



54

Standard connectivity Hi-Speed USB 2.0 port with USB data cable, Ethernet with RJ45 connectivity

Duplex printing Automatic (standard)

Compatible operating systems Microsoft Windows 7 Professional(64bit), Windows 8 Pro(64 bit), Windows 8.1, Windows 10, Server 2008 R2, Server 2012 R2, MAC OS 9.0, MAC OS X, Linux

Power requirements: Input voltage 220 to 240 VAC (+/- 10%), 50 Hz (+/- 2 Hz);

Power consumption during printing

Less than 500W

Energy Efficiency BEE or Energy Star/ BIS certified

Front operating Panel Graphical LCD display

13.7. Thin client for e-Library system,

Type Desktop thin client

Processor Cores Min 4 Core

Processor Speed GHz Min 1.9 GHz or more

Chipset Compatible Chip set

Operating system Windows embedded Standard 10 or higher with browser or any other Linux or Android or IOS system

Screen Minimum 21 Inch (LED display with full HD resolution)

Graphics Integrated

Graphic Memory Shared

RAM (DDR3) Min 4 GB

Storage Min 8 GB

Audio Single audio/Single 3.5mm port for Mic in and speaker out

Keyboard Standard with USB interface from the same OEM

Mouse Yes

USB port 2.0 Disabled

USB port 3.0 or higher Disabled

DVI /HDMI/VGA Port Available

Display Port/HDMI/VGA Available

RJ-45 Available

Networking port Ethernet 10/100/1000

Wi-Fi Connectivity 802.11 a/b/g/n

Printer support Local and Network

Networking Protocol TCP/IP with DNS and DHCP, twisted pair (RJ-45), point to point protocol (PPP), PPP over Ethernet (PPPoE), point to point tunneling protocol (PPTP), wake on LAN

Terminal server protocols Integrated Microsoft RDP and Citrix ICA.

O/S & Management s/w Min Windows / Android/ IOS embedded OS with browser, enterprise client management software from the same OEM, emulation suite...6 GHz

Additional features DHCP/FTP enabled flash upgrade, VNC server; txtpad, multiuser/ Single user log on support locally fan.

13.8. Access Point

1) Access Point should have 802.11 a/b/g/n/ac Wave 2

2) Access Point should have Dual Band

3) Access Point must support at least 867Mbps (5 G) and 300Mbps (2.4 G)



55

4) Access Point should have Dual 5GHz mode to increase max speed up to 1.7Gbps

5) Access Point should have Kensington security slot

6) Access Point should have minimum 1xRJ45 10/100/1000 Ethernet with PoE support

7) Access Point should be able to mount on wall/ceiling

8) Access Point should have internal antennas only

9) Access Point should have minimum 2x2 MU-MIMO

10) Access Point should be UL2043 plenum rated

11) Access Point must have ETA Certificate as per WPC

12) Access points should have 5 years warranty & support from day one.

13) Access points should compatible with existing NGFW

14) If required separate wireless controller, controller should hardware based and should support minimum 25 Access point from day one.

15) If required separate wireless controller, Controller should have support below Feature from day one. a) Solution should provide functionality to centrally monitor and manage all access points

and wireless clients through the built-in wireless controller b) Solution should have Time-based Voucher c) Solution should support for IEEE 802.1X (RADIUS authentication) d) Solution should be able to show access point status in Realtime e) Solution should help in identifying inappropriate user behavior f) Soliton should be able to provide wireless guest internet access g) Solution should be able to provide time based wireless network access h) Solution should have automatic channel selection (on boot and upon configuration) i) Solution should have manual channel selection j) Solution should have scheduled firmware updates k) Solution should have fast roaming function based on IEEE 802.11r l) Solution should have captive portal capabilities for user access to internet m) Solution should be able to provide web and application filtering for internet users n) Solution should have MAC-based access control

13.9. Apple I MAC

iMac 27"/3.1GHz/6C/8GB/256GB/RP5300/Retina5K10th-Gen, Int Ci5 Processor

13.10. Apple I PAD

12.9-inch iPad Pro Wi‑ Fi 128GB - Space Grey/Silver

13.11. Kindle Kindle Paper white (10th gen) - with Built-in Light, Waterproof, 8 GB, Wi-Fi

13.12. Microsoft Windows Surface Laptops with illustrator Microsoft Surface Laptop 4 -15IN R7/8/256GB Any Colour with illustrator

13.13. Workstation for Librarian

Parameter Specifications

Processor Minimum 2.5 GHz

Chipset Compatible Chipset on Intel motherboard

Memory 16 GB DDR4 RAM or Higher as per requirement

Storage 1 Tb 7200 Serial ATA HDD or higher

Bays Min. 1 no.



56

Keyboard OEM USB / Wireless Keyboard

Mouse Two button USB/ Wireless Optical Scroll Mouse

Cabinet Small Form Factor

I/O Ports One Serial Port, 1 RJ45 port for Gigabit Ethernet, min. 6 USB ports Line in, Line out, VGA Port, HDMI Port

Network Features 10/100/1000 on board integrated network port

Slots Minimum 1 * x16 PCI Express, 1 * x1 PCI Express

Multimedia Integrated Audio and Graphic Controller

Operating System Should support LibMS with additional software if required to run LibMS

Antivirus Internet Security (Latest version) of MacAfee/ Norton/ Kaspersky/ Quick heal/ Trend Micro/ Sophos with Media & 3 Year Subscription (OEM Support)

Additional Software Should have licensed version of Microsoft Office professional (word, ppt, excel, etc.)

Screen 21-inch full HD display

13.14. Middleware

Integration Module / Middleware Features

Item Minimum Specifications

Client Software should support following features and is to be Integrated with Integrated Library Management Software (ILMS)

Tagging / Re-tagging after proper online validation of the title / member records LMS database

Tag monitoring by accessing item record from ILMS database

Patron Smart Card personalization monitoring by accessing patron ID from ILMS database

Send Email for circulations and registration transaction which can be selected for specific users.

NCIP V2.0 compliance

Retagging option for re-registration of books & patrons

Sorting by accessing Title record from ILMS

Check out /Check-in/Renewal

Provision tot display of reservations done by a member along with sequence and date of collection

Provision of enquiry of checkouts against a member and its due date

Provision for details of fine against a member

Provision of slip printing containing the details of a transaction

Reserved titles shall get highlighted while check-in

13.15. Online UPS

Product Name Online UPS

Rating in KVA 5

Technology IGBT-PWM with inbuilt isolation transformer



57

Input Power Single phase 160V - 260V IAnewave,50Hz

Output power Single phase 230V 1 IAnewave,50Hz

Backup time Min 120 mins

VAH Min 11000 VAH

Voltage Regulation from no load to full load

Min 0.99

Inbuilt isolation Transformer Yes

20% Overload limit for minimum 10 minutes

Yes

50% Overload limit for minimum 1 minutes

Yes

Total Harmonic Distortion(THD) 2

Overall Efficiency Min 90%

Degree of Protection IP21

Protection of Over voltage, Short Circuit; overload at UPS output terminal

Yes

Protection for under voltage at battery terminal at 10.5V per 12 V battery.

Yes

Maximum overshoot and Under shoot of output rated voltage

4

Indicators for mains presence, Battery charging and discharging, Output Overload, Low Battery Voltage

Yes

Digital Metering in UPS for AC Input Voltage, Output AC Voltage, Current, Frequency, Battery Voltage and Current

Yes



58

14. Annexure 2: Commercial Bid Format & Instructions

<<To be printed on letter head of Prime Bidder and signed by Authorized signatory of Prime bidder>>

Date: dd/mm/yyyy

To Chief Executive Officer, Sagar Smart City Limited, 2nd Floor, ICCC Building, New Collectorate Premises, Sagar, Madhya Pradesh-470002

Subject: Request for Proposal for Selection of Implementation Agency for Supply, Installation and Management of Digital Library with Library Management Software (LibMS) in the City of Sagar.

Reference: Tender No :<No> Dated<DD/MM/YYYY> Dear Sir/

Madam, We, the undersigned Bidders, having read and examined in detail all the bidding documents in

respect of “Request for Proposal for Selection of Implementation Agency for Supply, Installation and Management of Digital Library with Library Management Software (LibMS) in the City of Sagar” do hereby propose to provide services as specified in the Bid Document referred above.

1. PRICE AND VALIDITY

a) All the prices mentioned in our Tender are in accordance with the terms as specified in the Tender documents. All the prices and other terms and conditions of this Tender are valid for entire contract duration.

b) We hereby confirm that our Tender prices include all taxes. Taxes are quoted separately under relevant sections, as specified in the Bid Document formats.

c) We have studied the clause relating to Indian Income Tax and hereby declare that if any income tax, surcharge on Income Tax, Professional and any other corporate Tax in altercated under the law, we shall pay the same.

2. DEVIATIONS

We declare that all the services shall be performed strictly in accordance with the Bid Documents and there are no deviations except for those mentioned in Pre-Qualification Envelope, irrespective of whatever has been stated to the contrary anywhere else in our bid.

Further we agree that additional conditions, if any, found in our bid documents, other than those stated in the deviation schedule in Pre-Qualification Envelope, shall not be given effect to.

3. QUALIFYING DATA

We confirm having submitted the information as required by you in your Instruction to Bidders. In case you require any other further information/documentary proof in this regard before evaluation of our Tender, we agree to furnish the same in time to your satisfaction.

4. BID PRICE

We declare that our Bid Price is for the entire scope of the work as specified in the Bid Document. The bid price at which the contract is awarded shall hold good for entire tenure of the contract. These prices are indicated in the subsequent sub-sections of this Section.

5. CONTRACT PERFORMANCE GUARANTEE

We hereby declare that in case the contract is awarded to us, we shall submit the contract Performance



59

Bank Guarantee in the form prescribed in the Bid Document.

We hereby declare that our Tender is made in good faith, without collusion or fraud and the information contained in the Tender is true and correct to the best of our knowledge and belief.

We understand that our Tender is binding on us and that you are not bound to accept a Tender you receive. We confirm that no technical deviations are attached here with this commercial offer.

Thanking you, Yours faithfully, (Signature of the Authorized Signatory) Name Designation Seal. Date:

Place:

Business Address:



60

A. General Instructions

a. Bidder should provide commercial details as per the prescribed format under this Annexure. b. Commercials indicated in the schedules shall be inclusive of all taxes, Levies, duties etc. c. SSCL shall consider all Taxes, Duties & Levies for the purpose of evaluation. d. The prices for all IT Equipment and Non-IT Equipment, to be provided under this RFP, shall be

quoted inclusive of 2 years of Operation and Maintenance and Comprehensive on-site warranty. No Extra Payment to be made against any O&M work and Comprehensive on-site warranty.

e. SSCL also intends to utilize various rates obtained through this tender for requirements across various departments. Bidders are requested to factor this larger demand and give the best possible rate to SSCL.

f. Bidders must carefully read the Scope, Technical & Functional Requirements and the SLAs mentioned in this RFP and accordingly propose the software, hardware, accessories and services and their respective quantities required to completely meet the requirements of this RFP. To meet the requirements of this RFP, no request for Change Order shall be entertained.

B. Commercial Bid Format

S. No.

Item Unit Quanti

ty

Unit price (In

INR)

Total Capex (in

INR)

CAPEX

1 Library Management System (LibMS) along with Middle ware Software solution (perpetual license)

Nos 1

2 e-Library systems (Thin Client) Nos 12

3 Wi-Fi Access Points Nos 4

4 LAN SETUP Lumsum

1

5 Apple I pad 12" Nos 2

6 Apple I Mac Nos 2

7 Windows Surface Laptops with illustrator Nos 2

8 Desktop All Ine One windows with 27" Nos 2

9 Kindle nos 2

10 Server (Application) Nos 2

11 Storage Nos 1

12 IT Rack Nos 1

13 Access Switch Nos 1

14 Firewall Nos 1

15 CCTV Camera Nos 6

16 RFID Tags for Books Nos 400

17 RFID reader at Staff Station Nos 2

18 RFID Library Security Gate Single Aisle (1 EAS Pedestals) Nos 2

19 RFID Wi-Fi Handheld Reader for Shelf Management Nos 2

20 RFID smart card (with printing cost) Nos 400

21 Library Label /Anti-Theft Sticker Nos 400

22 UPS (4 hours back up ) Nos 1



61

S. No.

Item Unit Quanti

ty

Unit price (In

INR)

Total Capex (in

INR)

23 Printer (A4 Monochrome) with 2000 A4 size paper Nos 1

24 Portable Fire Extinguisher for Electronic Devices (5 KG) Nos 2

25 Air Conditioner ( 1.5 ton, 5 Star) Nos 2

26 White board with Marker ((2x3 feet, Lightweight Aluminium Frame))

Nos 1

27

BRANDS: Approved as per standard specification. Providing and placing straight Workstations: Modular Workstation will be plywood based. Partition shall be in plywood. partition Height shall be minimum- 1200mm. Tabletop of 25mm Thick plywood with 25mm bit bending on all exposed edges, supported by laminate finish end. Fixing of switches, cabling, wiring with complete set to be provided Below / Above Tabletop and at Skirting level. SHARING AND NON- SHARING WORKSTATION with 4-seater Cubical section One plyboard Pedestal with Metal Drawer @406W X459D X 680HT - To be made of 25mm thick plywood, with bit Edge band in each cubical, SIZE: 2300W X 1300D X 750HT (top partition by toughened glass with translucent film of size 500HT) (as per approval of engineer in charge)

Nos 3

28

Double Sided Book Rack For Library Storage (both face = 2 unit) BRANDS : approved as per standard specification. Providing & Placing 25 mm thick Plywood Storages to be made from 25 Thick top & whereas Body, in 25mm plywood board with 25 mm bit edge band on all exposed edges with combination of fix & Adjustable Shelf. SIZE: 1500W X 400D X 2100HT (as per approval of engineer in charge)

Nos 2

29

BRANDS: Approved as per standard specification. Providing and placing straight E Library table setup complete: Modular E Library table will be plywood based. Partition shall be in plywood. partition Height shall be minimum- 1200mm. Tabletop of 25mm Thick plywood with 25mm bit bending on all exposed edges, supported by laminate finish end. fixing of switches, cabling, wiring with complete set to be provided Below / Above Tabletop and at Skirting level. SHARING AND NON-SHARING E Library table (10-seater) One plyboard Pedestal with Metal Drawer @406W X459D X 680HT - To be made of 25mm thick plywood, with bit Edge band in each table, SIZE: as per drawing attached separately (as per approval of engineer in charge)

Lot 1



62

S. No.

Item Unit Quanti

ty

Unit price (In

INR)

Total Capex (in

INR)

30

Librarian TABLE- Providing & supplying reception tables per following specification • Table Details: Dimension: 1200 x 600mm, 25mm thick top Leg: 50 x 50 mm C-type end leg. All outer panel shall be of 25MM thick plywood Board and Inner is of 25MM thick plywood Board. Table shall have one-unit Pedestal (2B+1F). • counter: Dimension: 1800 x 400 x 1140mm ht Material: 25MM thick plywood Board Features: 20 mm thick shelves with Logo approved by engineer in charge SSCL

Nos 1

31

Circular Newspaper/ Magazine Zone with complete sofa sitting arrangement with MS bottom storage complete setup which includes center table - • Table Details : Dimension: as per attached drawings All outer panel shall be of 25MM thick plywood Board and Inner is of 25MM thick plywood Board Material: 25MM thick plywood Board Features: 20 mm thick shelves as approved by engineer in charge SSCL

Nos 1

32

Providing & supplying MEDIUM BACK CHAIR • Tilt Mechanism • Five-Pronged Nylon Base WIth Castors • High Density Cushion on Seat • Nylon on Back • Gas Lift for Height • PP Adjustable Arms • Lumber Support

Nos 30

33

CONFERENCE TABLE – Approved as per standard specification. Providing & Supplying long study Table :- 25mm thick plywood top with smooth finished surface structure - Triangular section loop leg - Consist of Access Flap with One Tier Cable Trey with Top Access Double Sided Electrical Leg Single Tier for Wire Carrier and T type leg. SIZE : 1500W X 6300D X 750HT (as per approval of engineer in charge )

Nos 1

34

BRANDS : approved as per standard specification. Providing & Supplying modular plywood Table - Under structure Top is in 25mm Thick plywood Under structure SIZE : 1500W X 600D X 750HT as per approval of engineer in charge

Nos 1

35 GRIDS STYLE WOODEN WALL CABINET SHELF FOR LIBRARY complete setup as per approval of engineer in charge SIZE : 3'3'' x 4'6''

Nos 5

36 GRIDS STYLE WOODEN WALL CABINET SHELF FOR LIBRARY complete setup as per approval of engineer in charge SIZE: 2'6'' x 4'6'' Nos

Nos 12

37 GRIDS STYLE WOODEN WALL CABINET SHELF FOR LIBRARY complete setup as per approval of engineer in charge SIZE : 3'3'' x 11'6'' Nos

Nos 4



63

S. No.

Item Unit Quanti

ty

Unit price (In

INR)

Total Capex (in

INR)

38

BRANDS: Approved as per standard specification. Providing and placing straight Workstations: Modular Workstation will be plywood based. Partition shall be in plywood. Partition Height shall be minimum- 1200mm. Table top of 25mm Thick plywood with 25mm bit bending on all exposed edges, supported by laminate finish end. Fixing of switches, cabling, wiring with complete set to be provided Below / Above Table top and at Skirting level. SHARING AND NON- SHARING WORKSTATION SIZE: 11'5'' x 3'5’ ‘(top partition by toughened glass with translucent film of size 500HT) complete setup as per drawing

Lot 1

39 Minor Civil work & Electrical work for facelift Lumsum

1

A-Total Capex

S. No.

Item Unit Quanti

ty

Unit price for 1 Year

(In INR)

Total Opex (in

INR)

OPEX - 2 Year

40 Network/Bandwidth (8 MBPS) Mon

th 24

41 Library Assistants ( 3 Nos ) Mon

th 72

B-Total Opex

Total Project Cost (A +B)

Note:

1. Bidder should provide all prices as per the prescribed format.

2. All the prices are to be entered in Indian Rupees (INR) only.

3. All the prices are to be entered in are inclusive of all duties, taxes and charges, excepts GST. GST shall be paid separately.

4. SSCL reserves the right to ask the Implementation Agency to submit proof of payment against any of the taxes, duties, levies indicated.

5. The Implementation Agency needs to account for all Out of Pocket expenses due to Boarding, Lodging and other related items.

6. The Unit Rate as mentioned in the above formats may be used for ‘Change Order’ for respective items, if any. However, based on the market trends, SSCL retains the right to negotiate this rate for future requirement. For any additional items, Standard Schedule of Rates (MP UADD, MP PWD, CPWD, others) or market rate analysis, may be used.

7. The variation in individual item of quantities permitted. The successful bidder shall not object to the upward or downward variation in quantities of any item within the variation limits.

8. Payment for additional quantities within the variation limit shall be made at tender rates and the tender rates shall be valid for entire duration of the contract.

9. No claim shall be entertained or become payable for price variation of additional quantities, until it is



64

approved through Change Management process as explained in this RFP. 10. Bidder shall be bound to give same or more % discount on the list price of the OEMs on the future purchases

(additional purchases within the contract period) by SSCL. Bidder shall ensure that the future products supplied are of latest specifications as per the OEM roadmap.

11. Implementation Agency should refer Annexure of the Tender for details on the functional requirements of the system and the benchmark specifications for the items mentioned in the Financial Bid Formats.

12. Line items mentioned in the Financial Bid Formats are for representation purpose and Implementation Agency may propose alternate technology / solution (with proper justification). Bidders are required to suitably add line items / merge the cost components depending upon their proposed solution.

13. No escalations of prices will be considered under any circumstances.

14. Bidders must carefully read the Scope, Technical & Functional Requirements and the SLAs mentioned in this RFP and accordingly propose the software, hardware, accessories and services and their respective quantities required to completely meet the requirements of this RFP. To meet the requirements of this RFP, no request for Change Order shall be entertained.

15. The Scope of work should be as per the RFP and the QUANTITIES ARE FOR GUIDANCE PURPOSES ONLY. In case the Bidders estimate a higher quantity for certain item or require certain new items to meet the requirements of the RFP, they should put in those items and / or values against them.



65

15. Annexure 3: Formats for Pre-Qualification bid

15.1. Bid Cover Letter

<<To be printed on Prime bidder company’s letterhead and signed by Authorized signatory>>

Date: dd/mm/yyyy To, Chief Executive Officer, Sagar Smart City Limited (SSCL), 2nd Floor, ICCC Building, New Collectorate Premises, Sagar, Madhya Pradesh-470002

Subject: Selection of Implementation Agency for Supply, Installation and Management of Digital Library with Library Management Software (LibMS) in the City of Sagar

Reference: << >>

Dear Sir/ Madam, Having examined the Bid Document (and the clarification / corrigendum issued thereafter, if any), the receipt of which is hereby duly acknowledged, we, the undersigned, offer to provide the professional services as required and outlined in the Bid Document for the Selection of Implementation Agency for Supply, Installation and Management of Digital Library with Library Management Software (LibMS) in the City of Sagar. We attach hereto our responses to pre-qualification requirements and technical & commercial proposals as required by the Bid Document. We confirm that the information contained in these responses or any part thereof, including the exhibits, and other documents and instruments delivered or to be delivered to Sagar smart City Limited, is true, accurate, verifiable and complete. This response includes all information necessary to ensure that the statements therein do not in whole or in part mislead SSCL in its short-listing process.

We fully understand and agree to comply that on verification, if any of the information provided here is found to be misleading the selection process, we are liable to be dismissed from the selection process or termination of the contract during the project, if selected to do so.

We agree for unconditional acceptance of all the terms and conditions set out in the Bid Document (& subsequent clarification / corrigendum, if any) document and also agree to abide by this RFP response for a period of 180 days from the Bid Opening date. We hereby declare that in case the contract is awarded to us, we shall submit the contract performance guarantee bond in the form prescribed the Bid Document.

We agree that you are not bound to accept any RFP response you may receive. We also agree that you reserve the right in absolute sense to reject all or any of the products/ services specified in the RFP response.

It is hereby confirmed that I/We are entitled to act on behalf of our company/ corporation/ firm/ organization and empowered to sign this document as well as such other documents, which may be required in this connection.

Yours Sincerely, Signature of Authorized Signatory (with official seal) Name : Designation : Address : Telephone& Fax : E-mail address :



66

15.2. Pre-Qualification Documents Checklist

# Documents to be submitted Submitted (Y / N)

Documentary Proof (Page No.)

1 Online Tender Document Fee Rs. 15000/-

2 Bid Securing Declaration (As per Annexure 15.9)

3 Bid Covering Letter

4 Power of attorney / board resolution to the authorized Signatory

5 Bidder Information (Form PQ 1)

6 Copy of Certificate of Incorporation

7 Details of Annual Turnover for last three financial (Form PQ2)

8 Details of the projects executed (Form PQ 4) with documentary evidence.

9 Documentary Evidence of having a payment acceptance infrastructure.

10 Declaration letter that the firm is not blacklisted (Form PQ 5)

11 Copy of GST registration

12 Copy of PAN registration

13 Power of Attorney

14 Independence form- Self Declaration that Bidder is not bidding separately under different names for the same contract.

15 Pre-Contract Integrity Pact



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15.3. PQ_1: Bidder Information Format

<<To be printed on Prime bidder company’s letterhead and signed by Authorized

signatory>>

To whomsoever it may concern,

Bidder information Format

Please find below the details of bidder for participation in “Selection of Implementation Agency for Supply, Installation and Management of Digital Library with Library Management Software (LibMS) in the City of Sagar” RFP:

1 Name of the organization

2 Type of Organization (Pvt. Ltd/ Public Limited)

3 Country of registered Office

4 Address of Registered office

5 Company Registration Details

6 Date of Registration

7 PAN

8 GST

9 Address of Registered office in India

10 No of years of operations in India

11 Authorized Signatory Name

12 Authorized Signatory Designation

13 Authorized Signatory Contact Details

Yours Sincerely,

Signature of Authorized Signatory (with official seal) Name : Designation :

Address :

Telephone& Fax : E-mail address Note: To be submitted with any other supporting details specified as Document Proof.



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15.4. PQ_2: Bidder Annual turnover

Date: dd/mm/yyyy To Chief Executive Officer,

Sagar Smart City Limited (SSCL)

Second Floor, ICCC Building, New Collectorate Premises, Sagar, Madhya Pradesh-470002

Subject: “Selection of Implementation Agency for Supply, Installation and Management of Digital Library with Library Management Software (LibMS) in the City of Sagar”

Sir/Madam,

I have carefully gone through the Terms & Conditions contained in the RFP Document for Selection of Implementation Agency for Supply, Installation and Management of Digital Library with Library Management Software (LibMS) in the City of Sagar.

I hereby declare that below are the details regarding avg. turnover over last 3 financial years for our organization.

# Details FY 2017-18/2018-19

(in Crore) (i)

FY 2018-19/2019-20

(in Crore) (ii)

FY2019-20/2020-21

(in Crore) (iii)

Avg. Turnover ((i)+(ii)+(iii))/3

1 Overall Annual

Turnover-

Sole/Prime Bidder

Contact Details of officials for future correspondence regarding the bid process:

Details Authorized Signatory Second Contact

Name

Title

Company Address

Mobile

Fax

Email Id

I further certify that I am competent officer in my company to make this declaration. Yours Sincerely, Signature of Authorized Signatory (with official seal)

Name : Designation :

Address :

Telephone& Fax :

E-mail address :

Note: To be submitted with any other supporting details specified as Document Proof.



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15.5. PQ_3: Auditor’s Certificate for net worth for bidder

Date: dd/mm/yyyy To Chief Executive Officer, Sagar Smart City Limited (SSCL) Second Floor, ICCC Building, New Collectorate Premises, Sagar, Madhya Pradesh-470002

Sir/Madam,

This is to certify that the net worth as per books and records of for the following financial years are as under.

S. No. Financial Year Ending Net worth (Rs in Crores)

1 31st March,2020 or 31st March,2021, as the case may be

I further certify that I am competent officer in my company to make this declaration. Yours Sincerely, Signature of Auditor (with official seal)

Name:

Designation:

Address:

Telephone& Fax:

E-mail address:

Note: To be submitted with any other supporting details as specified.



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15.6. PQ_4: Details of the projects executed

Date: dd/mm/yyyy To Chief Executive Officer, Sagar Smart City Limited (SSCL), Second Floor, ICCC Building, New Collectorate Premises, Sagar, Madhya Pradesh-470002

Sir/Madam,

I have carefully gone through the Terms & Conditions contained in the RFP Document for “Selection of Implementation Agency for Supply, Installation and Management of Digital Library with Library Management Software (LibMS) in the City of Sagar”.

I hereby declare that below are the details regarding relevant work that has been taken up by our company.

General Information

Name of the project

Client for which the project was executed

Name and contact details of the client

Project Details

Description of the project

Scope of services

Relevance to the current project

Outcomes of the project

Other Details

Total cost of the project

Total cost of the services provided by the Bidder

Duration of the project (no. of months, start date, completion date, current status)

Other Relevant Information

Letter from the client to indicate the successful completion of the projects (if any)

Copy of Work Order/Agreement/Client certificate

I further certify that I am competent officer in my company to make this declaration. Yours Sincerely, Signature of Authorized Signatory (with official seal)


Address :

Telephone& Fax :

E-mail address :




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15.7. PQ_5: Self Declaration – (No Blacklisting/Boundary restriction) <<To be submitted on Rs. 100 stamp paper and duly notarized >>

Date: dd/mm/yyyy To Chief Executive Officer, Sagar Smart City Limited(SSCL) Second Floor, ICCC Building, New Collectorate Premises, Sagar, Madhya Pradesh-470002

Sir/Madam,

In response to the RFP Ref. No. ……. dated for Selection of Implementation Agency for Supply, Installation and Management of Digital Library with Library Management Software (LibMS) in the City of Sagar, as an owner/ partner/ Director of , I/ We hereby declare that presently our Company/ firm is having unblemished record and is not declared ineligible for corrupt and fraudulent practices either indefinitely or for a particular period of time by any State/ Central Government/ PSU.

I have read the clause regarding restriction on procurement from a bidder of a country which shares a land border with India; I certify that this bidder is not from such country or if from such a country , has been registered with the competent authority . I hereby certify that is bidder fulfills all requirement in this regards and is eligible to be considered . [ where applicable ,evidence of valid registration by the competent authority shall be attached.”]

We further declare that presently our Company/ firm is not Blacklisted and not declared ineligible for reasons other than corrupt and fraudulent practices by any State/ Central Government/ PSU on the date of Bid Submission.

If this declaration is found to be incorrect then without prejudice to any other action that may be taken, we will be suspended for participation in the tending process for the works of Sagar Smart City Limited and works under other Centrally sponsored schemes, for a period of one year from the bid due date of this work and the RFP if any to the extent accepted may be cancelled.

Name of the Bidder :

Authorized Signatory :

Seal of the Organization :

Business Address :

Date :

Place :



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15.8. Power of Attorney for Lead Member of Consortium – Not applicable



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15.9. Format of Bid Securing Declaration Dear Sir,

I hereby submit a declaration that the bid submitted by the undersigned, on behalf of the bidder, [Name of the bidder], either sole or in JV, shall not be withdrawn or modified during the period of validity i.e. not less than 180 (one hundred eighty) days from the bid due date. I, on behalf of the bidder, [Name of the bidder], also accept the fact that in case the bid is withdrawn or modified during the period of its validity or if we fail to sign the contract in case the work is awarded to us or we fail to submit a performance security before the deadline defined in Clause 3.5.1 of the Request for Proposal (RFP), the [Name of the bidder] (including all JV members) will be suspended for participation in the tendering process or the works of Sagar Smart City Limited and works under other centrally sponsored schemes, for a period of 1 (one) year from the bid due date of this work. For ____________ [Name of the bidder]. (Signature, name and designation of the Authorised Signatory) (Official Seal) Date: Place:



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15.10. Format for Performance Bank Guarantee

Ref: _________________ Date _________________ Bank Guarantee No. ______________________ <Name> <Designation> <Address> <Phone Nos.> <Fax Nos.> <Email id>

Whereas, <<name of the supplier and address>> (hereinafter called “the System Integrator”) has undertaken, in pursuance of contract no. <Insert Contract No.> dated. <Date> to provide Implementation services for <<name of the assignment>> to [Sagar Smart City Limited] (hereinafter called “the Authority”).

And whereas it has been stipulated in the said contract that the SI shall furnish you with a bank guarantee by a recognized bank for the sum specified therein as security for compliance with its obligations in accordance with the contract;

And whereas we, <Name of Bank> a banking company incorporated and having its head/registered office at <Address of Registered Office> and having one of its office at <Address of Local Office> have agreed to give the supplier such a bank guarantee.

Now, therefore, we hereby affirm that we are guarantors and responsible to you, on behalf of the supplier, up to a total of Rs. <Insert Value> (Rupees <Insert Value in Words> only) and we undertake to pay you, upon your first written demand declaring the supplier to be in default under the contract and without cavil or argument, any sum or sums within the limits of Rs. <Insert Value> (Rupees <Insert Value in Words> only), in a branch of our bank in Sagar, as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein.

We hereby waive the necessity of your demanding the said debt from the bidder before presenting us with the demand.

We further agree that no change or addition to or other modification of the terms of the contract to be performed there under or of any of the contract documents which may be made between you and the System Integrator shall in any way release us from any liability under this guarantee and we hereby waive notice of any such change, addition or modification.

This Guarantee shall be valid until <<Insert Date>>) Notwithstanding anything contained herein: I. Our liability under this bank guarantee shall not exceed Rs. <Insert Value> (Rupees <Insert Value in

Words> only). II. This bank guarantee shall be valid up to <Insert Expiry Date>)

III. It is condition of our liability for payment of the guaranteed amount or any part thereof arising under this bank guarantee that we receive a valid written claim or demand for payment under this bank guarantee on or before <Insert Expiry Date>) failing which our liability under the guarantee will automatically cease.

Date: ___________________________ Place: ___________________________ Signature__________________________________ Witness: ___________________________ Name_______________________________ << Bank’s Common Seal>



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16. Annexure 4: Formats for Technical Bids

16.1. General Instructions on Preparation of the Technical Proposal Bidders have to submit a very structured and organized technical bid, which will be analyzed by the Technical Evaluation Committee for different compliances with regards to the requirements of the project. The document submitted must be searchable and well indexed without any handwritten material. Since the cut-off marks for Technical bid Score is 70 the quality and completeness of the information submitted by the Bidder will matter a lot.

16.1. Checklist for the documents to be included in the Technical Bid

# Documents required Submitted (Y / N) (Page No.)

1 Documentary evidence for Experience in developing and managing websites.

3 Copy of Certificate for any National / International Recognitions received

4 Approach and Methodology- details as per parameters mentioned in Technical Evaluation criteria.

5 CVs of the Key Manpower proposed

6 Detailed Project Plan with timelines, resource allocation, milestones etc. for supply, installation and commissioning of the various project components.

7 Bill of Material without prices

8 Make & Model of all IT as well as non-IT components

9 Authorization letter from OEMs

10 Compliance to Technical (with make and Model) and Functional Specifications as mentioned in this RFP along with referencing of the qualifying functional/technical specification on the product/solution datasheet or literature.

11 Datasheets highlighting the Technical Specification (Ref: Section 13) parameters in each datasheet for compliances

Please submit the details of experience (corresponding to each Technical Qualification criteria) as per the format given in Section 16.3 to 16.6 along with the relevant documents.



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16.2. Format for Technical Proposal Cover Letter

To, Chief Executive Officer, Sagar Smart City Limited(SSCL) Second Floor, ICCC Building, New Collectorate Premises, Sagar, Madhya Pradesh-470002

Date: DD/MM/YYYY

Sub: Submission of Technical Compliance Proposal

Ref: Selection of Implementation Agency for Supply, Installation and Management of Digital Library with Library Management Software (LibMS) in the City of Sagar

Dear Sir,

Having examined the RFP, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to product and services as required and outlined in the RFP. We attach hereto our responses to Technical Compliance Criteria.

We confirm that the information contained in these responses or any part thereof, including the exhibits, and other documents and instruments delivered or to be delivered to SSCL is true, accurate, verifiable and complete. This response includes all information necessary to ensure that the statements therein do not in whole or in part mislead the department in its short-listing process.

We fully understand and agree to comply that on verification, if any of the information provided here is found to be misleading the selection process, we are liable to be dismissed from the selection process or termination of the contract during the project, if selected to do so.

We agree for unconditional acceptance of all the terms and conditions set out in the RFP document and also agree to abide by this RFP response for a period of 180 days from the date fixed for bid opening.

We hereby declare that in case we are chosen as successful bidder, we shall submit the PBG in the form prescribed in the RFP. We do hereby undertake, that until a contract is prepared and executed, this bid together with your written acceptance thereof, the RFP and placement of letter of intent awarding the contract, shall constitute a binding contract between us.

We agree that you reserve the right in absolute sense to reject all or any of the products/ services specified in the RFP response with or without assigning any reason whatsoever.

It is hereby confirmed that I am entitled to act on behalf of our company/ corporation/ firm/ organization and empowered to Sign this document as well as such other documents, which may be required in this connection.

Date: Signature of Authorized Representative Name of Bidder: Full Address: Telephone No.:



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16.3. TQ_1: Bidders Average Annual turnover over last 3 financial years << To be submitted by bidder on company letterhead >>

To

Date: dd/mm/yyyy

Chief Executive Officer, Sagar Smart City Limited(SSCL) Second Floor, ICCC Building, New Collectorate Premises, Sagar, Madhya Pradesh-470002

Subject: Selection of Implementation Agency for Supply, Installation and Management of Digital Library with Library Management Software (LibMS) in the City of Sagar

Sir/ Madam, I have carefully gone through the Terms & Conditions contained in the RFP Document for Selection of Implementation Agency for Supply, Installation and Management of Digital Library with Library Management Software (LibMS) in the City of Sagar. I hereby declare that below are the details regarding Overall turnover over last 3 financial years for our organization.

# Details FY 2017-18/2018-19

(in Crore) (i)

FY 2018-19/2019-20 (in

Crore) (ii)

FY2019-20/2020-21

(in Crore) (iii)

Average Turnover [(i)+(ii)+(iii)/3]

1 Overall Annual Turnover- Sole/ Prime Bidder

Contact Details of officials for future correspondence regarding the bid process:

Details Authorized Signatory Secondary Contact

Name

Title

Company Address

Mobile

Fax

Email Id

I further certify that I am competent officer in my company to make this declaration. Yours Sincerely,

Signature of Authorized Signatory (with official seal)

Name :

Designation :

Address :

Telephone& Fax :

E-mail address :



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TQ_2, 3, & 4: Format for submitting the Details of the projects executed Date: dd/mm/yyyy

To, Chief Executive Officer, Sagar Smart City Limited(SSCL) Second Floor, ICCC Building, New Collectorate Premises, Sagar, Madhya Pradesh-470002

Sir/Madam,

I have carefully gone through the Terms & Conditions contained in the RFP Document for “Selection of Implementation Agency for Supply, Installation and Management of Digital Library with Library Management Software (LibMS) in the City of Sagar”.

I hereby declare that below are the details regarding relevant work that has been taken up by our company.

General Information

Name of the project

Client for which the project was executed

Name and contact details of the client

Project Details

Description of the project

Scope of services

Relevance to the current project

Outcomes of the project

Other Details

Total cost of the project

Total cost of the services provided by the Bidder

Duration of the project (no. of months, start date, completion date, current status)

Other Relevant Information

Letter from the client to indicate the successful completion of the projects (if any)

Copy of Work Order/Agreement/Client certificate

I further certify that I am competent officer in my company to make this declaration. Yours Sincerely,

Signature of Authorized Signatory (with official seal)


Address :

Telephone& Fax :

E-mail address :




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16.4. TQ_5: CVs of the Key Manpower proposed

1 Name of the Staff

2 Current Designation in the Organization

3 Proposed Role in the Project

4 Proposed Responsibilities in the Project

5 Date of Birth

6 Education • Degree / Diploma, College, University, Year of

Passing

7 Summary of Key 7 Training and Certifications

8 Language Proficiency Language Reading Writing Speaking

9 Employment Record(For the total relevant experience)

From/To:

Employer:

Position Held:

From/To:

Employer:

Position Held:

10 Total No. of Years of Work Experience

11 Total No. of Years of Experience for the Role proposed

12 Highlights of relevant assignments handled and significant accomplishments (Use following format for each project)

Name of assignment or project:

Year:

Location:

Client:

Main project features:

Positions held:

Activities performed:



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16.5. Format for Authorization Letters from OEMs

<<To be printed on letter head of OEM and signed by Authorized signatory of OEM>> Date: dd/mm/yyyy To Chief Executive Officer, Sagar Smart City Limited(SSCL) Second Floor, ICCC Building, New Collectorate Premises, Sagar, Madhya Pradesh-470002

Subject: Selection of Implementation Agency for Supply, Installation and Management of Digital Library with Library Management Software (LibMS) in the City of Sagar – Authorization Letter from OEMs

Ref: Tender No: Dated:

Dear Sir/ Madam,

We , (name and address of the manufacturer) who are established and reputed manufacturers of having factories at (addresses of manufacturing / development locations) do hereby authorize M/s (name and address of the bidder) to bid, negotiate and conclude the contract with you against the above mentioned tender for the above equipment / software manufactured / developed by us.

We herewith certify that the above mentioned equipment / software products are not end of the life and 0we hereby undertake to support these equipment / software for the duration of minimum 5 years from the date of this letter.

Yours faithfully, (Signature of the Authorized Signatory from OEM) Name Designation Seal. Date: Place: Business Address:



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16.6. Change Control Note

Change Control Note: CCN Number :

Part A : Initiation

Title:

Originator:

Sponsor:

Date of Initiation:

Details of Proposed Change

(To include reason for change and appropriate details/specifications. Identify any attachments as A1, A2, and A3 etc.)

Authorized by Employer Date:

Name:

Signature:

Received by the bidder: Date:

Name:

Signature:

Change Control Note: CCN Number :

Part B : Evaluation

(Identify any attachments as B1, B2, and B3 etc.) Changes to Services, payment terms, payment profile, documentation, training, service levels and component working arrangements and any other contractual issue

Brief Description of Solution:

Impact:

Deliverables:

Timetable:

Charges for implementation including a schedule of payments)

Other Relevant Information: (including value-added and acceptance criteria)

Authorized by the Bidder Date:

Name:

Signature:

Change Control Note

Part C : Authority to Proceed

Implementation of this CCN as submitted in Part A, in accordance with Part B is: (tick as appropriate)

Approved Rejected Requires Further Information (as follows, or as Attachment 1 etc.)

For Employer and its nominated Agencies

For IA

Signature Signature

Name Name

Title Title

Date Date



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END OF DOCUMENT