Minutes of the Pre-bid Conference Held on 28th February,2014 at 10.30 A.M. in CRRI in connection with the Procurement of Advancel Public Transportation InformationSystem. {j€Ni)BR NOncE N O\ oi{:W14]

The followings were present in the meeting on behalf of CRRI

On behalf of CRRI:

1. Dr. S. Velmurgun, Chairman 2. Dr. E. Madhu, Member 3. Shri Pradeep Kumar Member 4. Dr. J. Nataraju Member 5. Shri A. Mohan Rao Member 6. F&AO Member 7. SPO Member

On behlaf of Vendor

1. Shri Sanjay Dhar, 2. Shri Rakesh Sharma 3. Shri Pritish Bisoy 4. Shri Harish Shukla 5. Shri Rakesh Sethia 6. Shri S Mohan Babu 7. Shri Ravi Jaw a

M/s. Pitney Bowes -do-

M/s. lntergraph M/s. ASRT&TI M/s. Map My India M/s. Rolta India Ltd M/s. Rolta India Ltd

At the outset , the Chairman, welcomed all the Members and the representatives of the Vendor and briefed in general the requirement of AdvanceJ..Public Transportation Information System and thereafter requested Dr. J. Nataraju to take up the querries raised by the vendor as detailed in Annexure-I. During discussion, it was agreed upon by the committee that in place of Open Source GIS Software , commercially available GIS Softwares may be used although the cost of the Commercially available GIS Softwares is on higher side, as it is user friendly and easy to get the technical support in case of any problem arises during operation. In case of Open Source GIS Software, if any problem arises, the same can not be rectified and whole efforts might go in vain.

The representatives present were satisfied with the replies given and it was informed that the corrections/additions/clarifications given, as discussed during the pre-bid conference would be hosted on the website of CRRI and all prospective bidders are required to take congnizance of the proceedings of the pre-bid conference before formulating and submitting their bids .

The meeting ended with a vote of thanks to the Chair.

~~ '\' ~\oov\~ Dr. E. hu Shri Pradeep Kumar

Shri~d·

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Dr. J. Nataraju 7-15(•2.( '2-,fl ~

SPO

~~z_/IL.r . Dr.S. Velmurgun

Chairman

Points Raised by Firm and Clarified by CRRI in the Pre-Bid Meeting held on 28.02.2014

Point in Queries Raised By The Firm Clarification By CRRI S.No.

Specification

1 3.5 Please explain th is point in detail In the static information system that has to be developed, the suggested

route if at all falling on the GPS implemented route fully or partially, then

the real time data need to be considered .

2 3.13 The software which we are talking is sophisticated The users need not to install any software in order to access the

software which is web based and needs a developed system. He should be able to access both web site for internet

dedicated server with the required software enabled mobiles and SMS for ordinary phones.

components.

3 3.11 Please explain the reports in detail. They have an CRRI will provide template for generation of daily reports. Daily reports

impact on the development and custom ization . are not required to disseminate to the public users. Only SMS queries

and internet based dissemination can be made to the public users.

Parameters for reports and mentioned in Clause 3.11 of specifications.

4 3.12 Please explain what can be the perspective future The software/ interface should be able to allow the additional GPS fleet

requirements. and no. of routes, No. of users in future. Quote for only 2 routes (SO GPS

in buses) has to be mentioned and quote separately for optional 10

routes scalability in future .

5 4.2 Where will the GIS Server reside in this? We would Commercial GIS Server software shall be used.

need to put the GIS Server too

6 Related to Bank does not give the validity of bank draft for EMD can be given by way of bank guarantee/TOR/Demand Draft.

EMD more than 90 days.

7 5 Please specify if short code message facility is Short code message will be easy to communicate .

required or long code?

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8 Bill of No bill of material has been specified in the Tender. 1) GPS : 50 Nos.

Material How will financial comparison of bidders will be 2) Servers : 5 Nos.

done? 3) SMS Gateway : 1 Nos.

4) UPS : 1 No.

5) Any Other Misce llaneous items required for development of the

system .

Their specifications are mentioned in the tender document.

9 Analysis In point 10.3, 10.4, 10.5- a point saying analysis of As per the clause of 3.11 in specification and agreed.

Specification data has been mentioned, but nowhere in the

tender the specifications/expectations for the

same have been defined in detail. Request you to

please elaborate.

10 Kindly suggest the list of documents which needs Document or report related to 9.3 and recently completed project

to be submitted with the technical bid . mentioning the title, abstract, cost, and completion certificate from

client and deta ils of the documents required also given in the tender

document terms and conditions .

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11 2.1 b) Use of Hybrid data capture. One which is time, Time based GPS equipment is necessary.

distance, angle, accelerometer based. This helps in

getting a better perspective about the vehicle

including accurate stoppage times, moment times,

harsh acceleration and harsh braking. Also,

capturing a coordinate at 1/10th second will not be

needed if the above algorithm is used. Capturing a

coordinate at 1/10th of second will also lead to a

creation of large database which would require use

of complicated and expensive technology. idea

should be to use a smart algorithm which will give

better information .

12 2.3 Theft, damage cannot be counted in this, In case Insurance and safety of equipments which are to be installed in buses are

this happens, device will have to be replace at the responsibility of the vendors. The cost of which shall be included in

actual cost . the tender.

13 2.5 Identification of buses like registration number and Agreed

route number information will be maintained on

the server rather than on the device. The device

will return a device ID which will be mapped

against Route and Registration details. This will be

a better approach .

14 2.6 What is the projection of SMS expected? If a safe Max. 1000 SMS per day is expected. Separate invoice is not possible.

projection can be shared, this can be done, else a Payment terms are as per clause 11.

quarterly invoice can be raised to CRRI to charge

for the SMS consumed . I

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lS 3.1 Referenced and available to use in a digital format Using the secondary data and create database is vendors responsibility .

or are there reference maps, using which the

vendor is required to survey the metro stations and

lines.

16 3.6 Separate route if Bus is considered and a separate Hybrid can be considered .

route if metro is considered or a hybrid route

needs to be suggested? Say a Multimodal route?

17 What is the accuracy of GPS location required? Already mentioned in the tender document i.e. 10m.

18 What is the scale of Maps required? What is the The Suitable Maps scale shall be selected to give the GPS accuracy within

area of maps required? 10m. The area of map is NCT of Delhi network.

19 Is the map data to be put in CRRI server or can be Map data shall be in CRRI server.

used from vender server?

20 How many route options shall be displayed for user At least 3 options shall be displayed. It shall be based on shortest path by

queried Origin and destination? And based on what travel time. These options can be bus only or metro only or integrated

principle? route based on shortest travel time.

21 Is the number of buses fixed? Yes. Total number of GPS is fixed to SO. However, if the numbers of buses

in those two routes are less, then the remaining GPS can be used in other

modes required by CRRI. If the actual number of buses exceeds then, it

shall restrict to SO buses only.

22 Is other layer information on important points of Yes. Those shall be provided to identify the nearest bus stops/ metro

location is required to identify nearest station.

information?

23 At what interval the GPS data shall be updated? At GPS information shall be updated within 1 sec only. Web site can be

what interval the software shall be refreshed to refreshed in 1 minute interval in the initial stage. If this updation of 1

update the information on servers (Web refresh)? minute interval does not suit to the actual situation, then it has to be

reduced to 30 sec. interval. - - ----

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24 Room requirements CRRI will provide one room in its campus to install all equipment other

than the equipment requ ired to install in buses/vehicles. Sufficient no. of

power points can points for internet shall be provided by CRRI for the

system .

25 Clarification on IP-67 compliant This is only for GPS equipment.

26 Internet and SMS system CRRI will provide internet access for the system . Entire SMS system shall

be installed and operated by the vendor at their own costs. Only

clearance documents for implementation of SMS system will be provided

to the Vendor by CRRI based on vendor has to install the system and

operate it.

27 After warranty of 3 years, what item is required to The vendor shall quote for yearly comprehensive annual maintenance

quote? contract for 2 years after the warranty period . The cost component

towards the maintenance of the goods are also to be added in the

evaluated tender value on overall basis to decide ranking of the vendor.

28 Route details may be provided 447: Bhalswa J.J.Colony to Ambedkar Nagar Sector -5 (40 km);

425 : Old Delhi Railway station to Kalkaji Extension DDA flats (16 km);

Note: The point in the specification are as per the revised specification document

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FINAL SPECIFICATIONS AFTER PRE-BID CONFERENCE

Annexure 1

The specifications for the Advanced Public Transportation System (APTS) are the following:

1 Project Background: CSIR-Central Road Research Institute (CRRI) is implementing a research project on Sustainable Transportation (SUSTRANS) sponsored by Planning Commission through CSIR India under 12th Five Year Plan. One ofthe main objectives ofthis research project is to implement Intelligent Transport System (ITS) technology for public transportation especially Advanced Public Transportation System (APTS) and evaluate its benefits in order to develop policy guidelines to achieve sustainability. In this present research project passenger behavior would be studied in terms of mode choice and other benefits arising from implemented APTS and preparation of policy guidelines for establishment of APTS in India. In this study, the APTS is proposed to collect the real time location information of buses through GPS and transfer of data and store at proposed central server which is located at CRRI. An interface/ suitable software will also be developed which is compatible to receive the data. Further this interface/ software should be capable of processing, analysis and dissemination to the users through internet and SMS mode of transmission. For testing of this proposed research methodology, two bus routes (tentatively Route No. 425 i.e. from Old Delhi Railway Station to Kalkaji Extension DDA Flats which is 16 km length and Route No. 447 Bhalswa J. J. Colony to Ambedkar Nagar Sector -5 which is 40 km) are selected in Delhi. In case of any unforeseen reasons the routes may be changed. In case of any change in the fleet, logistics has to be worked out. GPS devices have to be installed i~ all the buses which are plying on these selected two routes. The developed APTS has to be proposed to be operated for a duration of at least three years from the date of award of the work/ contract. The selected firm/ agency/ company to execute this task is termed as 'Vend or' here after.

2 GPS Requirements: 2.1 The Vendor is expected to study the available standard GPS in the market and select a

suitable GPS which fulfills the study requirements. However, the GPS supplied shall confirm the following minimum requirements:

a) Location accuracy shall be within 10m. b) Data collection at interval of 1/10 second and updating to central server with an

interval of 1 sec on real time basis. GPS equipment shall be time based. 2.2 GPS information shall be updated within 1 sec only. Web site can be refreshed in 1

minute interval in the initial stage. If this updation of 1 minute interval does not suit to the actual situation, then it has to be reduced to 30 sec. interval.

2.3 The Vendor shall be responsible for installation of all the GPS instruments and their maintenance, repairs, damage, theft or any sort of disorder. In such cases Vendor shall replace at their own cost immediately .

2.4 The estimated buses plying on the above selected two routes is around 50 and accordingly these 50 GPS devices shall be installed in these buses. However, if the numbers of buses in those two routes are less, then the remaining GPS can be used in other modes required by CRRl. If the actual number of buses exceeds then, it shall restrict to 50 buses only.

2.5 The data from GPS shall also include the caller identification of the buses in terms of route number and registration number which can be done at the analysis stage.

2.6 Vendor shall bear all the expenses such as data transmission from GPS to Servers and transmission of information from servers to users through automated SMS on mobile phones and internet mode till the duration of the project. Max. 1000 SMS per day is expected.

2. 7 The equipment supplied shall be IP-67 compliant for GPS Equipments.

3 Interface Requirements 3.1 Vendor has to develop database comprising primary data which is collected through

GPS on the selected bus routes on real time basis and secondary data shall include all static information of bus data such as bus routes, Bus stop locations, important control points, Metro lines, locations of metro stations, existing bus and metro schedules etc. of entire Delhi network. The available secondary data for accomplishing the above task mentioned will be supplied by CRRI. Both the primary and secondary data has to be mapped by the Vendor.

3.2 The interface has to retrieve the Bus location data on real time basis on the selected bus routes and expected time of arrival of a particular bus on a particular origin and destination.

3.3 The interface has to suggest a best route between given origin and destination. The output also should include available bus routes and metro routes between origin and destination using the above static secondary database.

3.4 Imp011ant points of location is required as a separate layer to identify nearest bus stop/ metro station.

3.5 If the suggested routes between origin and destination lies fully or partially on the GPS implemented bus routes, the real time data has to be incorporated while suggesting the best routes.

3.6 The suggested routes between origin and destination has to consider all buses and metro lines, transfers between modes and within the mode.

3.7 At least 3 options shall be displayed. It shall be based on shortest path by travel time. These options can be bus only or metro only or integrated route based on shortest travel time.

3.8 Map data shall be in CRRI server. The Suitable Maps scale shall be selected to give the GPS accuracy within 1Om. The area of map is NCT of Delhi network.

3. 9 All these results shall be displayed on a digital map showing the spatial location of the origin and destination as mentioned in 3.2 to 3.8.

3.10 Vendor also ensure the application developed shall be deployed on any machine or Mobile without any prior software requirements other than operating system software.

3.11 lt should also have the capability in generating customized (daily link travel times, trip start time along with trip, average speed, total trips by each bus, etc.) reports in association with CRRI. CRRI will provide template for generation of daily reports. Daily reports are not required to disseminate to the public users. Only SMS queries and internet based dissemination can be made to the public users.

3.12 The interface should also have scalability as per future requirements. The software/ interface should be able to allow the additional GPS fleet and no. of routes, No. of users in future. Quote for only 2 routes (50 GPS in buses) has to be mentioned and separate quote for optional 10 routes scalability in future.

3.13 The users need not to install any software in order to access the developed system. He should be able to access both web site for internet enabled mobiles and SMS for ordinary phones.

4 Server Requirements: 4.1 The servers shall be of HP make and their configuration shall have minimum I OGB

RAM, dual Power Supply, Dual NIC, 2TB HDD, Licensed Windows Server OS and Back-up software facility.

4.2 Total no. of servers to be installed is Five which include the Two parallel systems for real time data and Two systems for communication with users through SMS and Internet and One system for static data.

4.3 The servers shall handle real time data collection, processing and dissemination of GPS bus data. These servers shall also be capable of handling static database of entire Delhi network buses in terms of storing, processing, receiving and sending information through SMS and internet.

4.4 The Server Environment shall be equipped with zero down time and immediate database backup.

4.5 Power backup in terms of UPS for at least 8 hours shall be installed for the servers. 4.6 CRRI will provide one room in its campus to install all equipment other than the

equipment required to install in buses/vehicles. Sufficient no. of power points can points for internet shall be provided by CRRI for the system.

5 SMS based transmission requirements: 5.1 The Vendor shall do the Installation and Maintenance of 'SMS Gateway' at CRRI

central control room. 5.2 It shall be capable of disseminating I 000 SMS per second. Setting up of GSM

architecture for Automated SMS based query management to receive and send SMS against the query received from mobile phone users.

5.3 Entire SMS system shall be installed and operated by the vendor at their own costs. Only clearance documents for implementation of SMS system will be provided to the Vendor by CRRI based on vendor has to install the system and operate it.

6 Internet based Transmission Requirements: 6.1 It shall be capable of taking load of I 0000 users at a time. 6.2 The real time location of installed buses shall be shown on the Web based Map

application with query search options considering the capabilities of interface which are mentioned in section 3.

6.3 The web connectivity to the system would be facilitated by CRRI to the Vendor. 6.4 CRRI will provide internet access for the system.

7 Maintenance requirements: 7.1 The Vendor shall include the onsite warranty of the supplied system including parts

(GPS, Hardware, Servers, Software, SMS Gateway system and any other as part of the system) for three years.

7.2 Vendor shall replace any damaged parts or software during the warranty period without delay in work not more than one working day. There shall be at least one resident supp011 engineer for six months after the installation of complete system.

During the warranty period the responsibility of vendor shall encompass the following: 7.3 The whole warranty period shall cover all the active and passive components installed

in the whole system. 7.4 The replacement of the defective part with the OEM must be zero downtime, hence

the Vendor shall ensure the avai labi I ity of spare parts/ spare server etc.

7.5 The supplied software warranty shall cover the software version upgradability, if required .

8 Cost details: 8.1 Total cost shall includes all the costs of components, hardware parts, software and

three years maintenance. 8.2 The vendor shall quote for yearly Comprehensive Annual Maintenance Contract

(CAMC) for 2 years which would be taken up after expiry of three year warranty period. The cost component towards the maintenance of the goods are also to be added in the evaluated tender value on overall basis to decide ranking of the vendor.

8.3 Any miscellaneous components as part of the system which are not specifically mentioned above shall be included in the project cost.

9 Additional Requirements: 9.1 Commercially available GIS Server software shall be used. 9.2 The technical bid and commercial bids must be submitted in two separate sealed

envelopes for consideration. Evaluation would be done first technically and subsequently financial evaluation would be done for those who qualifies in Technical bid .

9.3 Technical details are to be provided by the Vendor for the following: a. Understanding of proposed system b.Proposed system describing methodology and system architecture c. Methodology to be adopted for implementation and its performance evaluation d.lnterface description e. Hardware configuration (GPS, Servers, LAN equipments, and with all active and

passive components) f. Brief Description and Supporting documents of similar kind of work executed by

Vendor 9.4 Financial bid should consist of price quote which include cost ofthe complete system

plus warranty of three years after product delivery. 9.5 Vendor has to give training to the CRRI staff after system becomes operational. 9.6 The agency shall install all hardware and software and demonstrate the workable

condition of the system and handover to CRRI. After handover to CRRI, the agency shall take care of the system under warranty conditions till March 2017 in which it shall replace any damaged parts, theft parts, repairs etc. in their own cost. Agency will involve in supply, installation, configuration and maintenance of GPS devices in the buses and so to receive the vehicle information and customized real time parameters (such as current latitude, longitude, timestamp, vehicle no.). Implementation of the system at central control station at CRRJ to receive the GPS information and to store them in a database server where the live information which fetched from the GPS devices shall be displayed on CRRI display units such as Servers, Large Display Unit etc. The maintenance and functioning of the centre will be taken care by the firm.

9.7 Any other related permissions required from different agencies will be taken by the Vendor in association with CRRI and accordingly logistics will be workout.

9.8 All the equipments mentioned above, the specifications have to be finalized in consultation with CRRI study team.

10 Duration and Deliverables: I 0.1 The project duration will be 3 years from the date of award of the contract. 10.2 Deliverable No. 1-First 6 months: The Vendor shall submit the System Required

Specifications (SRS) and Functional Required Specifications (FRS) within one month after award of the work. Documents shall be submitted. Development and Installation of GPS in the buses along with interface development, Hardware deployment at control center, SMS system and Web based system.

10.3 Deliverable No. 2-From ih month to 18th month: Development of application for updation of secondary data. Continuous collection of real time data, storage, processing, analysis (as per clause 3.11) with the interface, dissemination through SMS and internet based system and maintenance and operation.

10.4 Deliverable No. 3-From 19th month to 30th month: Continuous collection of real time data, storage, processing, analysis (as per clause 3.11) with the interface, dissemination through SMS and internet based system and maintenance and operation.

10.5 Deliverable No. 4-From 31 st month to 36th month: Continuous collection of real time data, storage, processing, analysis (as per clause 3.1I) with the interface, dissemination through SMS and internet based system and maintenance and operation.

11 Payment Schedule: Deliverable 1 (as per I 0.2): 70% of the total project cost Deliverable 2(as per 10.3): 10% ofthe total project cost Deliverable 3(as per I 0.4): 10% of the total project cost Deliverable 4(as per 10.5): 10% ofthe total project cost

12 Desirable Experience: Desirable experience in installing similar kind of systems at least one project shall be preferred. They shall submit the relevant documents of that experience.

13 Ownership of the system: All the system developed and installed shall be the property of CRRI is property of CRRI. All the equipment installed outside CRRI which are part of the system shall be handed over to CRRI at the end of the project period in working condition. All the Intellectual Property Rights of the developed and installed system in the proposed project belongs to CRRI.

14 Liquidated Damage: In case of any delay in the deliverables by the Vendor, penalty will be imposed at the rate of 0.5% of the project cost per weak subject to maximum of 10% of the project cost. All the system developed and installed in CRRI is property of CRRI. All the equipment installed outside CRRI which are part of the system shall be handed over to CRRI at the end ofthe project period in working condition.

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