rajasthan co-operative dairy federation limited saras...

Request for Proposal (RFP) Document for

Implementation of

“Enterprise Resource Planning (ERP)” Software System

(SARAS Management System)

At

Ajmer Milk Union, Ajmer (Rajasthan)

Affiliated to Rajasthan Co-operative Dairy Federation Ltd.(RCDF), Jaipur

RCDF/EDP/F.192/2013-14/ Dated 30/8/2013

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

Procuring Authority Managing Director, RCDF, „Saras Sankul‟, JLN Marg, Jaipur-302017 (Rajasthan)

Date & Time of Start of Bid 30.08.2013

Date & Time of Pre-bid meeting 10.09.2013 at 11.00 AM

Last Date & Time of Submission of Bid 15.10.2013 up to 4.00 PM

Date & Time of Opening of Technical Bid Will be intimated later to the qualified bidders

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

Name of the Bidding Company/ Firm:

Contact Person (Authorised Bid Signatory):

Correspondence Address:

Mobile No. Telephone & Fax Nos.:

Website & E-Mail:

Rajasthan Co-operative Dairy Federation Limited Saras Sankul, JLN Marg, Jaipur-302017

Phone: 0141-270250108 Fax: 0141-2702537 Web: http://www.sarasmilkfed.rajasthan.gov.in, Email:

[email protected]

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

RCDF: RFP for Implementation of ERP Software System at Ajmer Milk Union, Ajmer

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Table of Contents

ABBREVIATIONS & DEFINITIONS .............................................................................................................. 5

1. INVITATION FOR BID (IFB) & NOTICE INVITING BID (NIB) ............................................................. 9

2. PROJECT PROFILE & BACKGROUND INFORMATION ................................................................. 12

3. PRE-QUALIFICATION/ ELIGIBILITY CRITERIA .............................................................................. 17

4. SCOPE OF WORK, DELIVERABLES & TIMELINES ....................................................................... 21

5. INSTRUCTION TO BIDDERS (ITB) .................................................................................................. 53

1) SALE OF BIDDING/ TENDER DOCUMENTS 53

2) PRE-BID MEETING/ CLARIFICATIONS 53

3) CHANGES IN THE BIDDING DOCUMENT 53

4) PERIOD OF VALIDITY OF BIDS 54

5) FORMAT AND SIGNING OF BIDS 54

6) COST & LANGUAGE OF BIDDING 56

7) ALTERNATIVE/ MULTIPLE BIDS 56

8) BID SECURITY 56

9) DEADLINE FOR THE SUBMISSION OF BIDS 58

10) WITHDRAWAL, SUBSTITUTION, AND MODIFICATION OF BIDS 58

11) OPENING OF BIDS 58

12) SELECTION METHOD: 59

13) CLARIFICATION OF BIDS 59

14) EVALUATION & TABULATION OF TECHNICAL BIDS 60

15) EVALUATION & TABULATION OF FINANCIAL BIDS 62

16) CORRECTION OF ARITHMETIC ERRORS IN FINANCIAL BIDS 63

17) COMPARISON OF RATES OF FIRMS OUTSIDE AND THOSE IN RAJASTHAN 63

18) PRICE/ PURCHASE PREFERENCE IN EVALUATION 63

19) NEGOTIATIONS 63

20) EXCLUSION OF BIDS/ DISQUALIFICATION 64

21) LACK OF COMPETITION 65

22) ACCEPTANCE OF THE SUCCESSFUL BID AND AWARD OF CONTRACT 65

23) INFORMATION AND PUBLICATION OF AWARD 67

24) PROCURING ENTITY‟S RIGHT TO ACCEPT OR REJECT ANY OR ALL BIDS 67

25) RIGHT TO VARY QUANTITY 67

26) PERFORMANCE SECURITY 67

27) EXECUTION OF AGREEMENT 68

28) CONFIDENTIALITY 69

29) CANCELLATION OF PROCUREMENT PROCESS 69

30) CODE OF INTEGRITY FOR BIDDERS 70

31) INTERFERENCE WITH PROCUREMENT PROCESS 71

32) APPEALS 72


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33) STAY OF PROCUREMENT PROCEEDINGS 73

34) VEXATIOUS APPEALS & COMPLAINTS 73

35) OFFENSES BY FIRMS/ COMPANIES 74

36) DEBARMENT FROM BIDDING 74

37) MONITORING OF CONTRACT 75

6. GENERALTERMS AND CONDITIONS OF TENDER & CONTRACT .............................................. 77

DEFINITIONS 77

1) CONTRACT DOCUMENTS 78

2) INTERPRETATION 78

3) LANGUAGE 79

4) ELIGIBLE GOODS AND RELATED SERVICES 79

5) NOTICES 80

6) GOVERNING LAW 80

7) SCOPE OF SUPPLY 80

8) DELIVERY & INSTALLATION 80

9) SUPPLIER‟S/ SELECTED BIDDER‟S RESPONSIBILITIES 81

10) PURCHASER‟S RESPONSIBILITIES 81

11) CONTRACT PRICE 81

12) RECOVERIES FROM SUPPLIER/ SELECTED BIDDER 81

13) TAXES & DUTIES 82

14) COPYRIGHT 82

15) CONFIDENTIAL INFORMATION 82

16) SUB-CONTRACTING 83

17) SPECIFICATIONS AND STANDARDS 83

18) PACKING AND DOCUMENTS 84

19) INSURANCE 85

20) TRANSPORTATION 85

21) INSPECTION 85

22) SAMPLES 86

23) DRAWL OF SAMPLES 87

24) TESTING CHARGES 87

25) REJECTION 87

26) EXTENSION IN DELIVERY PERIOD AND LIQUIDATED DAMAGES (LD) 87

27) AUTHENTICITY OF EQUIPMENT 89

28) WARRANTY 90

29) PATENT INDEMNITY 90

30) LIMITATION OF LIABILITY 92

31) FORCE MAJEURE 92

32) CHANGE ORDERS AND CONTRACT AMENDMENTS 92

33) TERMINATION 93


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A) TERMINATION FOR DEFAULT 93

B) TERMINATION FOR INSOLVENCY 94

C) TERMINATION FOR CONVENIENCE 94

34) EXIT MANAGEMENT 94

35) SETTLEMENT OF DISPUTES 98

7. SPECIAL TERMS AND CONDITIONS OF TENDER & CONTRACT .............................................. 100

1) PAYMENT TERMS AND SCHEDULE 100

2) SERVICE LEVEL STANDARDS/ REQUIREMENTS/ AGREEMENT 104

3) CHANGE REQUESTS/ MANAGEMENT 104

ANNEXURE-1: BILL OF MATERIAL (BOM) .............................................................................................. 106

ANNEXURE-2: TECHNICAL SPECIFICATIONS ...................................................................................... 107

ANNEXURE-3: PRE-BID QUERIES FORMAT {TO BE FILLED BY THE BIDDER} ............................................ 120

ANNEXURE-4: BIDDER‟S AUTHORIZATION CERTIFICATE {TO BE FILLED BY THE BIDDER} .................... 121

ANNEXURE-5: SELF-DECLARATION {TO BE FILLED BY THE BIDDER}........................................................ 122

ANNEXURE-6: CERTIFICATE OF CONFORMITY/ NO DEVIATION {TO BE FILLED BY THE BIDDER} ......... 124

ANNEXURE-7: DECLARATION BY BIDDER {TO SIGNED BY SELECTED BIDDER} ........................................ 125

ANNEXURE-8: MANUFACTURER‟S AUTHORIZATION FORM (MAF) {TO BE FILLED BY THE OEMS} ...... 126

ANNEXURE-9: UNDERTAKING ON AUTHENTICITY OF COMPUTER EQUIPMENTS ......................... 127

{TO BE FILLED BY THE BIDDER (ON RS. 100/- NON-JUDICIAL STAMP PAPER)} ................................................... 127

ANNEXURE-10: COMPONENTS OFFERED – BOM {TO BE FILLED BY THE BIDDER} .................................. 128

ANNEXURE-11: FINANCIAL BID COVER LETTER & FORMAT (COVER-3) ............................................... 129

COVER LETTER {TO BE SUBMITTED BY THE BIDDER ON HIS LETTER HEAD} .................................................. 129

ANNEXURE-12: BANK GUARANTEE FORMAT {TO BE SUBMITTED BY THE BIDDER‟S BANK} ......................... 137

ANNEXURE-13: DRAFT AGREEMENT FORMAT {TO BE MUTUALLY SIGNED BY SELECTED BIDDER AND

PROCURING ENTITY} .................................................................................................................................... 142

ANNEXURE-14: FORMAT FOR SUBMISSION OF PROJECT REFERENCES FOR TECHNICAL-

QUALIFICATION EXPERIENCE .............................................................................................................. 145

ANNEXURE-15: MEMORANDUM OF APPEAL UNDER THE RTPP ACT, 2012 ..................................... 146

ANNEXURE-16: SERVICE LEVEL AGREEMENT (SLA) .................................................................................. 147

ANNEXURE-17: EVALUATION CRITERIA ..................................................................................................... 151

ANNEXURE-18: STRCUTURE OF TECHNICAL PROPOSAL ................................................................. 153

ANNEXURE –19 LIST OF PROPOSED SITE ................................................................................................... 156

ANNEXURE –20 FUNCTIONAL REQUIREMENT STUDY (FRS) ....................................................................... 157


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ABBREVIATIONS & DEFINITIONS

Act The Rajasthan Transparency in Public Procurement Act, 2012

Authorised

Signatory

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

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

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

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

firm.

BG Bank Guarantee

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

and includes any tender, proposal or quotation in electronic format

Bid Security

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

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

documents.

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

participating in the procurement/ bidding process with the procurement

entity

Bidding Document

Documents issued by the procuring entity, including any amendments

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

and includes the invitation to bid

BoM Bill of Material

CMC Contract Monitoring Committee

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

powers have been delegated for taking decision in a matter relating

to procurement. MD, RCDF in this bidding document.

Contract/

Procurement

Contract

A contract entered into between the procuring entity and a successful

bidder concerning the subject matter of procurement

Contract/ Project

Period

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

Work order till 3 Years of Operations & Maintenance Services after

commissioning of the project i.e. Go – Live.

COTS Commercial Off The Shelf Software

Day A calendar day as per GoR/ GoI.

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

India

DoIT&C Department of Information Technology and Communications,

Government of Rajasthan.

DMZ Demilitarised Zone


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eGRAS Online Government Receipts Accounting System (e-GRAS) is an e-

Governance Initiative of Government of Rajasthan under Mission Mode

Project category and is part of Integrated Financial Management System

(IFMS). eGRAS facilitates collection of tax/ non-tax revenue in both the

modes: online as well as manual. All types of government revenue may

be deposited online using this website: https://egras.raj.nic.in/

ETDC Electronic Testing & Development Center

FOR/ FOB Free on Board or Freight on Board

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

Goods

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

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

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

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

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

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

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

themselves

ICT Information and Communication Technology.

IFB

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

Bids relating to the subject matter of procurement and any amendment

thereto and includes notice inviting Bid and request for proposal)

INR Indian Rupee

ISI Indian Standards Institution

ISO International Organisation for Standardisation

IT Information Technology

ITB Instruction to Bidders

LD Liquidated Damages

LoI Letter of Intent

MSDG Mobile Service Delivery Gateway

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

allowed to participate

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

Information Technology (DIT), Ministry of Communications and

Information Technology (MCIT), New Delhi.

NIB Notice Inviting Bid

Notification A notification published in the Official Gazette

OEM Original Equipment Manufacturer

https://egras.raj.nic.in/


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PAN Permanent Account Number

PBG Performance Bank Guarantee

PC Procurement/ Purchase Committee

PQ Pre-Qualification

Procurement

Process

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

till the award of the procurement contract or cancellation of the

procurement process, as the case may be

Procurement/ Public

Procurement

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

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

procuring entity whether directly or through an agency with which a

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

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

be construed accordingly

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

PSD/ SD Performance Security Deposit/ Security Deposit

Purchaser/

Tendering Authority/

Procuring Entity

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

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

buyer. RCDF in this RFP document.

RajSWAN/ RSWAN Rajasthan State Wide Area Network

RCDF Rajasthan Co-operative Dairy Federation

RISL RajCOMP Info Services Limited

RSDC Rajasthan State Data Centre, New IT Building, Jaipur

RVAT Rajasthan Value Added Tax

Services

Any subject matter of procurement other than goods or works and

includes physical, maintenance, professional, intellectual, consultancy

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

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

any procuring entity

SLA

Service Level Agreement is a negotiated agreement between two parties

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

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

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

(of the service) or performance.

SoW Scope of Work

SSDG State Services Delivery Gateway

State Government Government of Rajasthan (GoR)

State Public

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

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


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STQC Standardisation Testing and Quality Certification, Govt. of India

Subject Matter of

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

TIN Tax Identification Number

TPA Third Party Auditors

VAT/ CenVAT Value Added Tax/ Central VAT

WO/ PO Work Order/ Purchase Order


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

Name & Address of the

Procuring Entity

Rajasthan Co-operative Dairy Federation Limited,

Saras Sankul, JLN Marg, Jaipur-302017

Name & Address of the

Project Officer In-charge

(POIC)

Atul Mathur, Manager (Systems), RCDF, Jaipur

Subject Matter of

Procurement Implementation of ERP software at Ajmer Milk Union, Ajmer

Bid Procedure Single-stage, Three part open competitive eBid procedure at

https://www.eproc.rajasthan.gov.in

Bid Evaluation Criteria

(Selection Method) Least Cost Base

Websites for

downloading Bidding

Document,

Corrigendum’s,

Addendums etc.

Websites:http://sppp.raj.nic.in,

https://www.eproc.rajasthan.gov.in,

http://www.sarasmilkfed.rajasthan.gov.in

Bidding document fee: Rs. 5000/ (Rupees Five Thousand Only)

in Demand Draft in favour of “Managing Director, RCDF”

payable at “Jaipur”.

RISL Processing Fee: Rs. 1000/- (Rupees One Thousand Only)

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

at “Jaipur”.

Estimated Procurement

Cost Rs. 4,68,00,000 (Rupees Four Crore Sixty Eight Lacs Only)

Bid Security and Mode of

Payment

Amount (INR): INR 9.36 (Rupees Nine Lacs Thirty Six Thousand

Only)

Mode of Payment: Banker‟s Cheque or Demand Draft or Bank

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

“Managing Director, RCDF” payable at “Jaipur”

Tender fee & Tender

processing fee To be submitted in the form of banker‟s cheque / Demand draft

Period of Sale of Bidding

Document (Start/ End

Date)

30.08.2013 to 15.10.2013

Date/ Time/ Place of Pre-

bid Meeting

Date/ Time: 10.09.2013 at 11.00 AM

Place: Saras Sankul, JLN Marg, Jaipur-302017

Manner, Start/ End Date

for the submission of

Bids

Manner: Online at eProc website

(https://www.eproc.rajasthan.gov.in)

Start Date: 30.08.2013

End Date: 15.10.2013

Submission of Banker’s Cheque/ Demand Draft for Tender Fee, Bid

From 30.08.2013 to 14.10.2013 up to 5.00 PM


https://www.eproc.rajasthan.gov.in/

http://www.sarasmilkfed.rajasthan.gov.in/

https://www.eproc.rajasthan.gov.in/


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Security, and Processing Fee*

Date/ Time/ Place of

Opening of Cover-1 (EC&

PQ)

Date: 16.10.2013 Time: 11 AM

Place: RCDF, Board Room, Saras Sankul, JLN Marg, Jaipur-

302017 (Rajasthan)


Opening of Cover-2

(Technical Bid)

Will be intimated later to the Technically qualified bidders


Cover-3 (Financial Bid)

Opening

Will be intimated later to the Technically qualified bidders

Bid Validity 90 days from the bid submission deadline

Note:

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

qualification, technical and financial proposal. However, DD for Tender Fees, RISL Processing

Fees and Bid Security should be submitted physically at the office of Tendering Authority as

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

Bid/ cover.

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

Tender Fee, Bid Security, and RISL Processing Fee up to 14-10-2013 at 5.00 PM, its Bid shall

not be accepted. The Banker‟s Cheque/ Demand Draft for Bidding document fee, and Bid

Security should be drawn in favour of “Managing Director, RCDF” payable at “Jaipur” from any

Scheduled Commercial Bank. The Banker‟s Cheque/ Demand Draft for RISL Processing Fee

should be drawn in favour of “Managing Director, RajCOMP Info Services Ltd.” payable at

“Jaipur” from any Scheduled Commercial Bank

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

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

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

TCS, Safecrypt, Ncode etc. Bidders who already have a valid Digital Signature Certificate

(DSC) need not procure a new DSC. Also, bidders must register on

https://eproc.rajasthan.gov.in (bidders already registered on https://eproc.rajasthan.gov.in

before 30-09-2011 must register again).

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

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

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

problems.

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

further details about the e-Tendering process.

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

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

Procurement Cell, DoIT&C for booking the training slot.

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

e-mail: [email protected]

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

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

of the Bids.


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

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

successful bidder.

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

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

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

10) The provisions of RTPPA Act 2012 and Rules thereto shall be applicable for this

procurement. Furthermore, in case of any inconsistency in any of the provisions of this bidding

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


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2. PROJECT PROFILE & BACKGROUND INFORMATION

2.1. Introduction – About Rajasthan Co-operative Dairy Federation

Dairy development was initiated by the state government in the early seventies under the

auspices of Rajasthan State Dairy Development Corporation (RSDDC) registered in 1975.

Two years later RCDF assumed responsibility for many of the functions of RSDDC. It became

the nodal agency for implementation of operation flood in the state.

Rajasthan Cooperative Dairy Federation (RCDF) set up in 1977 as the implementing agency

for dairy development programmes in Rajasthan is registered as a society under the Rajasthan

cooperative societies act 1965.

The Federation is a State level apex co-operative organization owned by its member unions

each of which, in turn, is owned the dairy co-operative societies in its area of operation which

are themselves owned by farmer members. The Federation has a board of directors which has

overall responsibility for the planning policies, financial resource mobilisation and

management, member and public relations as well as liaison with agencies of the state and

central government, financing institutions etc. The Federation has a chief executive designated

as Managing Director.

2.2. Three Tier Structure

The dairy co-operative movement operates on three tier system wherein farmer members own

dairy co-operative societies (DCS) which own district milk producer's union. The unions

collectively own the RCDF. It is a vertically integrated structure that establishes a direct linkage

between those who produce the milk and those who consume it.

Federation - Provides service & support to unions. Marketing within & outside state, Liaison

with government and NGO agencies, mobilisation of resources & coordinating & planning

programmes / projects.

Union - Develops village milk cooperative network, procures milk from DCS, processes &

markets. Sale of cattle feed and related inputs, promotion of cross breeding through AI and

NS, promotion of fodder development and general support & supervision to DCS.


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DCS - Provides input services (AH, AI), local sale of milk to its members and procurement of

milk.

2.3. Project Objective

The RCDF desires to replace Ajmer Milk Union‟s current standalone software with an

integrated system that will improve productivity and provide a long-term solution to manage &

control the dairy activities efficiently.

The RCDF desires to replace the current systems with a state-of-the-art solution, embracing

best business practices embedded in the software.

The RCDF seeks a vendor that will continually enhance the proposed solution to support

industry best practices and requirements for Dairy Industry.

The RCDF intends to implement a Commercial-off-the-shelf (COTS) software package to limit

the amount of customizations (i.e., changes to source code) made to the base application.

The RCDF seeks a system that includes easy-to-use reporting tools that will enable end users

to access information stored in a single, integrated relational database for analysis without

requiring programmer support.

The RCDF desires to establish uniform standards for excellence in operations, quality

management, customer service, human resource management, financial management and

performance reporting.


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The RCDF requires a single, integrated solution that offers Material management, production,

Sales and Distribution, Financial Management, payroll and human resource management

functionality, to the degree that this is possible through a single vendor. Vendors may propose

an integrated, single source solution including their own or a third party product in order to

provide the required functionality. The RCDF will consider all solutions fairly on the basis of

overall functionality, value and price as further detailed in the section on evaluation criteria.

2.4. The Background of the Project

1) RCDF believes that e-Governance is an opportunity to transform the corporation‟s

commitment to be consumer centric, provide cost-effective services and enhance

governance through improved access to accurate information and transparent and

responsive institution.

2) The mission of RCDF in investing in the COTS based applications is to:

a. Improve quality of service, improve efficiency and practice better control

b. Establish uniform standards for excellence in operations, quality management,

customer service, human resource management, financial management and

performance reporting

c. Adopt the global best practices in different spheres of Management of Public Sector

operations, procurement, materials management, human resource management,

quality management, customer service, financial management, accounting and

performance management.

3) However over the years with the growth in the business and scale of operations, and with

increasing demands/need for customer service, quick/efficient transactions etc, the current

ICT systems are proving to be inadequate.

4) With recognition, RCDF has embarked on a comprehensive turnaround plan through

effective deployment of ICT tools, to provide fast, efficient, comprehensive best-in-class

service to its customers and to attract more number of members in order promote and

develop dairy development in the state of Rajasthan.

5) The key business objectives of the investments in ICT tools by RCDF are:

a. Business process integration of all the back end operations and customer facing

activities of the milk union.

b. Promote customer centric administration by making all the activities right from booking

till billing, accurate, customer friendly and convenient.

c. Facilitate strict adherence to norms of governance and build processes to ensure the

highest degree of compliance


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d. Reduce delays and ensure promptness in delivery of services to customers through

integrated processes

e. Improve administrative processes by cutting cost, managing performance, and

creating empowerment internet enabled services.

2.5. Functions of Milk Union

1) Procurement of milk from the Village Dairy Co-operative Societies(DCS) of the District,

2) Arranging transportation of raw milk from the DCS to the Milk Union,

3) Providing input services to the producers like veterinary care, artificial insemination

services, cattle-feed sales, mineral mixture sales, fodder and fodder seed sales,

4) Conducting training on cooperative development, animal husbandry and dairying for milk

producers and conducting skill development and leadership development training for DCS

staff and Management Committee members,

5) Providing management support to the DCS along with supervision of its activities.

6) Establish chilling centres and dairy plants for processing the milk received from the

villages.

7) Selling liquid milk and milk products within the District

8) Process milk into milk products as per the requirement of State Marketing Federation.

9) Decide on the prices of milk to be paid to milk producers as well on the prices of support

services provided to members.

Ajmer Milk Union

Ajmer Milk Union procures milk through its strong network of over 670 Village level Dairy Co-

operative Society (DCS) spread in Ajmer District. Dairy arranges transportation of milk from

DCS to the receiving point at dairy plant. Payments of milk are disbursed to the milk

producers on ten-day basis.

Milk collection, processing and marketing is the core activity for Ajmer Milk Union but it also

provides other services such as cattle feed, Animal Health and Artificial Insemination services

for members.

Ajmer Milk Union sells its milk & milk products through a network of over 1500 retail outlets

spread over Ajmer city and nearby towns. Supply of liquid milk is made twice a day.

Presently Ajmer Milk Union is procuring 180 Thousand KG of milk daily and marketing 160

Thousand Lit of milk.

2.6. Brief Scope of Work implementation of Integrated ERP Software Solution


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a) The scope involves study, design, development, integration, testing and implementation of

ERP application software for Ajmer Milk Union. The Functional Requirements

Specifications (FRS) included in this document at Annexure-20 to be considered as an

integral part of the scope of work and the bidder should take it into account for effort

estimation and financials.

b) Supply and install required infrastructure at Ajmer Milk Union, Ajmer. (one node at Ajmer

cattle feed plant to be connected with the milk union)

c) The Rajasthan State Data Center (RSDC), Jaipur will be used for installing and

commissioning the ERP application.

d) After successful commissioning of the project (Go Live), providing 4 years of Operations

and Maintenance (O&M) services as per the agreed SLA.

e) The Facility Management Services, O&M support after the end of the contract, can be

extended with mutual understanding between RCDF and the SI.

f) The RCDF expects the successful bidder to provide quality & timely services. All the

activities performed during different phases of the project shall be closely monitored by

RCDF & Ajmer milk union.

g) For detailed SoW, bidders may refer to subsequent chapters/ sections of this tender

document.


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3. PRE-QUALIFICATION/ ELIGIBILITY CRITERIA

3.1. Pre- Qualification/ Eligibility Criteria for the System Integrator (SI)

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

qualification/ eligibility criteria. The bids will be rejected by RCDF in case of non-

compliance of these below given criteria

S. No.

Basic Requirement

Specific Requirements Documents Required

1 Legal Entity The bidder should be a Proprietorship firm duly

registered either under the Rajasthan Shops &

Commercial Establishments Act, 1958 or any

other Act of State/ Union, as applicable for

dealing in the subject matter of procurement

(Note: A self-certified declaration regarding the

non-applicability of registration to any Act

should be submitted by the bidder)

OR

A company registered under Indian Companies

Act, 1956

OR

A partnership firm registered under Indian

Partnership Act, 1932/ The Limitation Liability

Partnership Act, 2008.

- Copy of valid

Registration

Certificates

- Copy of

Certificates of

incorporation

2 Financial: Turnover from IT/ ITeS

Annual Turnover of the bidder from IT/ ITeS

during each of the last three financial years,

i.e., from 01/04/2010 to 31/03/2013 (as per the

last published audited balance sheets), should

be at least Rs. 50 Crore (Rupees Fifty Crore).

CA Certificate

with CA‟s

Registration

Number/ Seal

3 Financial: Net Worth

The net worth of the bidder, as on 31/03/2013,

should be positive.

CA Certificate

with CA‟s

Registration

Number/ Seal

4 Technical Capability

The bidder must have successfully completed

or under implementation, at least One project

in India, of providing similar services i.e. COTS

Implementation , H/W Procurement and

commissioning for any Dairy industry where the

value of the assignment should be at at-least

Rs. 3.75 Crore (Rupees Three Crore Seventy

Five Lacs only) during the last three financial

years 01/04/2010 to 31/03/2013.

OR

The bidder must have successfully completed

Work Completion

Certificates from

the client; OR

Work Order + Self

Certificate of

Completion

(Certified by the

Statutory Auditor);

OR

Work Order +

Phase Completion


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S. No.

Basic Requirement


or under implementation, at least Two projects

in India, of providing similar services i.e. COTS

Implementation , H/W Procurement and

commissioning for any Dairy industry where the

value of the assignment should be at at-least

Rs. 2.35 Crore (Rupees Two Crore Thirty Five

Lacs only) during the last three financial years

01/04/2010 to 31/03/2013.

Certificate from

the client

5 Manpower Strength

The bidder must have a minimum strength of 150 IT / software professionals / domain experts on their permanent rolls who have experience in implementing of proposed COTS solution.

Self Certification by the authorized signatory with clear declaration of staff – year of joining, level/ designation wise.

6 Tax registration and clearance

The bidder should have a registered number of

i. VAT/ CST where his business is located

ii. Service Tax

iii. Income Tax / PAN number.

The bidder should have cleared his VAT/ CST

dues up to 2013 to the Government.

Copies of relevant

certificates of

registration

VAT/ CST

clearance

certificate from

the Commercial

Taxes Officer of

the Circle

concerned

7 Certifications The bidder must possess, at the time of

bidding, a valid ISO 9001:2008 and CMMI Level

3 or above Certification.

Copy of a valid

certificate

8 Mandatory Undertaking

Bidder should: -

a) not be insolvent, in receivership, bankrupt

or being wound up, not have its affairs

administered by a court or a judicial officer,

not have its business activities suspended

and must not be the subject of legal

proceedings for any of the foregoing

reasons;

b) not have, and their directors and officers not

have, been convicted of any criminal

offence related to their professional conduct

or the making of false statements or

misrepresentations as to their qualifications

to enter into a procurement contract within a

period of three years preceding the

commencement of the procurement

A Self Certified

letter as per

Annexure-5: Self-

Declaration


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S. No.

Basic Requirement


process, or not have been otherwise

disqualified pursuant to debarment

proceedings;

c) not have a conflict of interest in the

procurement in question as specified in the

bidding document.

d) comply with the code of integrity as

specified in the bidding document.

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

above: -

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

Exclusion/ Disqualification of bids in Chapter-5: ITB”; and

b. The procuring entity may require a bidder, who was pre-qualified, to demonstrate its

qualifications again in accordance with the same criteria used to pre-qualify such

bidder. The procuring entity shall disqualify any bidder that fails to demonstrate its

qualifications again, if requested to do so. The procuring entity shall promptly notify

each bidder requested to demonstrate its qualifications again as to whether or not the

bidder has done so to the satisfaction of the procuring entity.

3.2. Pre-Qualification Criteria for the COTS Product OEM

Pre qualification criteria for commercial off the shelf (COTS application & system software tools

like RDBMS, DMS, Workflow, Portal , Business Intelligence (BI) Search Engine product (s):

Pre-Qualification Condition Proof Document Required

1. COTS as well as tools should be an open standard based

solution that is ready-made and available for sale, lease, or

license to the general public. It should have been

implemented or being implemented at least 3 numbers of

State/ Central Govt / PSU / Co-operative clients by 3

different SI‟s in past 5 years

Annexure-14 &

Declaration letter from the

OEM

2. Should have 24X7 comprehensive support infrastructure

(through phone and online help desk) for the proposed

product in India. Product vendor SLA level support for

various product related issues.


OEM


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3. COTS as well as system software tools like DMS,

Workflow, Portal & Dash board tools, should have support

of all application module through a single sign on (SSO)

facility


OEM and supporting

documents

4. There should be standard training courses & certifications

available for individuals & institutions on the proposed

solution across India with at least 1 Training Centre in India.


OEM

5. Proposed COTS solution should have been implemented in

an at-least one Indian Dairy.

Customer Reference List

along with OEM Self

Certification

6. Proposed integrated application should offer all the

functionalities required as per scope – Financial and

Management Accounting, Procurement, Inventory

Management, Human Resources and Payroll, Plant

Maintenance and Sales & Distribution as a single

application on interoperable open platform and not the

integration of multiple products and overlapping middle

ware. It should provide real time integration and real time

postings into financial accounting.

Self-Certificate from OEM

7. The Proposed Application should support all standard

Operating Systems - Microsoft Windows, UNIX, and Linux

and standard RDBMS.


8. Proposed application should have localization

functionalities like TDS, Service Tax, etc.

Letter of Confirmation from

OEM

9. Proposed application should provide implementation,

administration and operational tool seamlessly integrated

with the product free of cost.


10. All the software license inclusive of COTS, Database,

System software licenses should be unrestricted and full

use licenses (read, write and modify) in name of RCDF.



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11. Annual Turnover of COTS OEM should be not less than Rs.

500 Cr for FY 2012-13 and present Manpower strength

should not be less than 1000 Employees.

CA Certificate & Self-

Certificate

4. SCOPE OF WORK, DELIVERABLES & TIMELINES

4.1. General Scope of Work

Based on the successful implementation of ERP System, at Bhilwara Milk Union, the

technological trends and understanding of what other leading public sector organizations

and requirements of delivering public services, RCDF has decided to deploy integrated ERP

Solution as the core element of its ICT deployment strategy at Ajmer Milk Union.

4.2. Conceptual Design of the Project

4.2.1. The Web Application

RCDF is conceptualized as a centralized web based application to be accessed by all the

users of Ajmer Milk Union . All modules shall be integrated and accessible by one URL.

Real time information is to be made available to both external (Milk booths, Dairy Co-

operative Societies) and internal stakeholders (Ajmer Milk Union ) through centralized

web portal.

On top of core module and supporting middleware applications there will be user access

security layer supported by single sign-on (All application modules and third party support

applications like DMS, CMS, Workflow, Portal, search engine etc). The proposed

application will use components for security, operational management, and

communication to perform exception management, to authorize users to perform certain

tasks, and to communicate with other services and applications.

The portal should have integration with SMS Gateway , Payment Gateway , UIDAI . The

SMS gateway should have push and pull services for status reporting/tracking and other

queries of the stakeholders. SMS Gateway will be utilized by the system for sending

service delivery related status updates to the citizens & members.

4.2.2. Suggestive Security Architecture

Envisaged security architecture for the Ajmer Milk Union‟s solution is as described below:

I. User Level Security: Restricted areas of the application should only be accessible

through pre-defined user access rights.


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II. Database Level Security: Other than built in database access logic in application, a

separate database security layer shall be required to control direct access to database

server by any unauthorized user.

A comprehensive security at RDBMS level should be in place to prevent application

bypass and also prevent access of department‟s data privileged IT users. Audit trail

should also be maintained at database level for any changes made in database and

these audit trails and it should be ensured that these audit trails cannot be manipulated

by anyone including super users and DBAs.

RDBMS should provide option for preventive controls on privileged user access to

application data. RDBMS should support the separation of security functionality from

application functionality and database administration functionality. RDBMS should

Provide controls over who, when, where and how applications, data and databases

can be accessed. Audit system should be centralized, secured and should provide

detail insight in audit data (who did what, to what data and when).Audit system should

enforce separation of duties between auditors and administrator.

RDBMS should capture before / after values from transaction logs and raise alert on

critical and suspicious activity. RDBMS should provide continuous availability features

to address hardware failures, instance failures, human errors like accidental deletion of

data, tables, able to repair at block level. Policy based backup solution should be

implemented and the backup should be encrypted whether stored on disk or tapes.

III. IP Based security: a comprehensive security solution in an IP environment will provide

three critical components: IP Address Management (IPAM); a DNS security solution;

and a security solution that can address the expanding use of DHCP (Dynamic Host

Configuration Protocol). IP based security is recommended for all internal users to

track their location. The SI shall be responsible to design IP policy, in line with

prevailing guidelines.

IV. Infrastructure Level Security: Application infrastructure shall be hosted in a DMZ &

firewall and IPS shall be installed to detect malicious activities.

V. Application Level Security: Application shall have Role based access, encryption of

user credentials and storing of user credentials for external and internal users in

separate repositories. Application level security should be provided through following

security controls:


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a. Prevent SQL Injection Vulnerabilities for attack on database (Use Parameterized

APIs for Data Access and Avoid Using Command Interpreters

b. Prevent XSS Vulnerabilities to extract user name password (Escape All Untrusted

Data in HTML Contexts and Use Positive Input Validation)

c. Secure Authentication and Session Management control functionality shall be

provided through a Centralize Authentication and Session Management Controls

and Protect Session IDs from XSS

d. Prevent Security Misconfiguration Vulnerabilities (Automated scanners shall be

used for detecting missing patches, misconfigurations, use of default accounts,

unnecessary services, etc. maintain Audits for updates

e. Prevent Insecure Cryptographic Storage Vulnerabilities (by encrypt off-site

backups, ensure proper key storage and management to protect keys and

passwords, using a strong algorithm)

f. Prevent Failure to Restrict URL Access Vulnerabilities (By providing authentication

and authorization for each sensitive page, use role-based authentication and

authorization and make authentication and authorization policies configurable

g. Prevent Insufficient Transport Layer Protection Vulnerabilities (enable SSL for all

sensitive pages , set the secure flag on all sensitive cookies and secure backend

connections

h. Prevent invalidated Redirects and Forwards Vulnerabilities

i. For effective prevention of SQL injection vulnerabilities, application should have

monitoring feature of database activity on the network and should have reporting

and mechanism to restrict or allow the traffic based on defined policies.

VI. Apart from the above:

a. Anti – Virus software will be provided on all the PCs / servers and other host clients.

This software will be configured from the server and will be updated from time to

time.

b. Annual IT audits, security audits, application audit, vulnerability assessment and

penetration testing will be undertaken.

4.2.3. Approach & Methodology to be followed

The bidder is expected to Configure / Customize an existing application that shall be

commercially available Off-the-shelf product (COTS). Proposed COTS solution should

already have been deployed in other dairy plants/ Milk Union and should meet the Pre-

qualification criteria as defined in eligibility criteria.


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4.2.4. User & Transaction

I. Internal User: 50 internal users for the core ERP system at the Milk Union Level.

II. Business Intelligence (BI) Users: 05

III. External User: (Total Number 2300 )There are around 680 DCS & 120 proposed

DCS and 1500 Milk Booth/ Parlors/ Shop / Distributors who will use the system

through web portal whereby they will use services like:

a. Demand Submission

b. Payment to Milk Union through payment gateway

c. Acknowledgement of finished goods received

d. View transactions (detail/ summary)

e. View milk supply & payment records by DCS

IV. Transaction No.: 500 transactions per day scalable up to 2000 transactions per day.

The bidder is expected to carry out an independent study to assess the work load.

4.3. Scope of Work

The broad scope of work of this engagement, not limited to, would include:

Supply, customize and implementation of COTS Application software and Web portal

development.

Supply, Installation and commissioning of Data Centre IT Infrastructure at RSDC &

creation of VPN at Ajmer.

Supply, Installation and commissioning of IT and non-IT hardware, Local Area Network

at Ajmer Milk Union

Data Digitization and Migration

Training and Capacity Building

System Integration and Commissioning (Go-Live)

Handholding support after Go-Live

Operation & Maintenance (O&M)/ Facility Management Services (FMS) 4 years

4.3.1. Supply, customize and implementation of COTS Application software and Web portal

development

4.3.1.1. System Requirement Study

i. Although the indicative FRS has been provided for the applications, the bidder is

responsible to carry out an independent system study at Ajmer Milk Union to

thoroughly understand the function and operational process of board by -

a. Interacting with concerned union officials

b. Reviewing the existing systems, applications, and the RCDF website


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c. Detailed study of requirements of ERP Software System components and solutions

d. Detailing various use cases scenario

e. Understanding / assessing data migration / digitization requirement and strategy

f. Understanding / assessing data inputs and outputs requirements

g. Assessment of existing applications from prospective of integration with core

application

h. Collecting all input forms, registers and reports formats of union

ii. Bidder should understand the business processes and other related documents and

seek clarifications from Ajmer Milk Union, if any. Bidder should then take a hand over

of these documents from Ajmer Milk Union.

iii. The functional requirement specifications stated in the RFP are the indicative features

that the solution suggested for ERP Software System should have. The bidder shall be

responsible for preparation of Software Requirement Specification (SRS) based on an

independent assessment of the requirements of the ERP Software System for Ajmer

Milk Union and the functional requirements as specified in this RFP document.

iv. If found necessary to modify the designed processes and other documents for

successful implementation, the same should be discussed and the relevant documents

should be modified as and when required during the project implementation

v. The prototype shall have the user access management configured for a „control group‟

of users of Ajmer Milk Union wide during the time of SRS and prototype enhancement.

vi. The Prototype shall also act as tool for preliminary orientation of the end users in

familiarizing with the system that is being implemented.

vii. The System Requirement Specifications (SRS) should be prepared as per the latest

version of the IEEE Standard 830 for drafting the SRS.

viii. The bidder shall obtaining sign-off of SRS from the designated authority appointed by

RCDF/ Ajmer Milk Union.

4.3.1.2. Customization of Application S/W and Development of Web Portal

i. The bidder shall prepare & submit System Design Document (SDD) based on principles

of enterprise, service oriented architecture and enterprise architecture to provide for

secure and scalable application software. The design should be modular. Selected SI

shall submit the SDD including:

a) Solution Architecture

b) Application Architecture

c) Network Architecture

d) Security Architecture

e) Deployment Architecture


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f) Database Design

ii. Bidder should design the Logical Data Model of the Core Database based on the

understanding of the information needs of Ajmer Milk Union and existing information

items. The Logical Data Model should include the definition of data structure or schema

diagram and data dictionaries and metadata developed explaining specific entities,

relationships and dimensions identified as a part of the Logical Data Model.

iii. An industry standard methodology should be adopted for Software Engineering,

covering the entire SDLC (Software Development Life Cycle).

iv. The bidder shall be responsible for the development of dynamic content and feature rich

Web portal for the department and as per the guidelines issued by the Govt. of India

and Govt. of Rajasthan for the development of the government websites/ portal like

GIGW etc. All the sections of the Web portal should be of dynamic nature and must be

supported with a Content Management module for easy content management and

administration of the same.

v. Both the departmental Web portal and the ERP Software System solution should

support at least Unicode 5.1 and higher standard based Bi-lingual versions for user

interface. It is expected to be in Hindi and English (India) languages. The users should

see the labels and captions on selected language and additionally be able to feed-in

their data in the language of their own choice as per the requirement. Also, the SI must

translate, at its own, the equivalent Hindi Captions for the English version (without

altering the meaning) of the Web Portal and the ERP Software System solution and the

same must be submitted to the Ajmer Milk Union for approval before implementation/

uploading or vice-versa.

vi. To maintain information security during transaction the developed application should

support both HTTP and HTTPS all internal data communication shall be done through

encrypted mode using SSL 3.0 (SSL certificate to be deployed by the bidder on the

Web/ Application Server for the entire project duration). SI shall follow the eSAFE:

eGovernance Security Assurance Framework Guidelines for Implementation of Security

Controls issued by the Department of Electronics and Information Technology (DeitY),

Ministry of Communications & IT (MCIT), Government of India” which can be

downloadable at given below address

http://egovstandards.gov.in/guidelines/guidelines-for-information-security/eSAFE-

GD210.pdf/view

vii. The information and forms collected from various sources and the development of the

web portal and application will have to be converted into appropriate electronic open

standard format(s) as mentioned in “Interoperability Framework for E-Governance in

http://egovstandards.gov.in/guidelines/guidelines-for-information-security/eSAFE-GD210.pdf/view

http://egovstandards.gov.in/guidelines/guidelines-for-information-security/eSAFE-GD210.pdf/view


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India-Draft v0.6 issued by Department of Information Technology (DIT), Ministry of

Communications & IT (MCIT), Government of India” issued vide Document No IFEG;01

Version 1.0 May 2012. downloadable at given below address

http://egovstandards.gov.in/standardsandFramework/IFEG/view

viii. Audit trail should be maintained, all deleted & edited records should be traceable and

copy of all editions/ deletions should be available with MIS reporting of the same. The

audit trail should be preserve in securely and no user other than authorised should be

allowed to modify audit record.

ix. The successful bidder will develop application with built-in feature or provide software

integration of third party application involving all services and software functionalities as

described below:

o User Access Control

o Workflow Management

o Web Content Management System

o Document Management System

o User Dash Board

o Search engine

a) User Access Control: The Application must have integrated user level application

security/ monitoring features with the following: -

o Definition of Roles and Users

o Define Role-wise add/ edit/ view/ delete rights for each Entry Form/ Report

in all modules

o Digital Time and User Stamping of each transaction

b) The development/customization should be based upon automated work flow

system, open standards and 64-bit architecture. It should also allow designated

user to customize workflow as per the operative policies and business rules of

Ajmer Milk Union.

c) Content Lifecycle Management: The bidder would be required to provide automated

facility/ tool to maintain the complete life cycle of all the contents. The

functionality should provide at least two features for lifecycle automation:

i. The ability to conduct scheduled releases of content and

ii. The ability to set expiration date for a content element. Both automated

processes ensure that content is published and expired on time, without

manual intervention.

x. The successful bidder will develop application with built-in module or provide software

integration of third party applications involving all services and software functionalities as

http://egovstandards.gov.in/standardsandFramework/IFEG/view


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described below:

xi. SI should use any COTS application to develop aforesaid modules. SI should provide

perpetual server edition license and client user licences (with 4 years subscription for

upgrade & OEM support) in the name of purchaser. The software licenses to be

supplied by the bidder should not be restricted based on location and the purchaser

should have the flexibility to use the software licenses for other requirements in any form

or manner for the users of Ajmer Milk Union. The Software Licenses should be Modular

and to be supplied as per the procurement timelines. The proposed ERP Software

System along with COTS should have perpetual license the module wise COTS

applications requirements are as under -

A. The core applications envisaged to be customized /developed and to be rolled out at

Ajmer Milk Union, Ajmer in the State of Rajasthan is as below:

1. Procurement & Processing

a. Procurement

b. Production Planning & Processing of Milk and Milk products

c. Plant Maintenance and Quality

2. Sales and Distribution, Logistics

3. Financial Accounting

a. Budget Planning and Allocation

b. Book keeping & accounting

4. GPS enabled vehicle monitoring system

5. Stores and Purchase Management system

6. Personnel and Payroll system

7. Business Intelligence tools for analytics, dashboard & reporting (MIS reports)

B. Integration of third party applications

o SMS gateway

o Payment gateway

o UIDAI

o Any existing software

The SI has to provide integration with above mentioned applications.

xii. Version Control & Archiving: The SI would be required to provide version control and

archiving facility as strict version control is necessary for legal accountability, backup and

disaster recovery. A simple but powerful interface must be provided for these features viz.

date based snapshots, version comparing etc. Check in and checkout ability is therefore

an essential component of content management. Versioning should also allow


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contributors to know whether they are working with the latest version, and allow them to

merge changes made in separate versions when needed.

xiii. The Web portal & the Application developed should be compatible with all the common

web browsers i.e. Web portal & the Application so developed should be browser

independent (at least 32bit and 64bit MS-Internet Explorer v8.0, 32bit Google Chrome

v25.0, Mozilla Firefox v20.0 and Safari v5.1.9).

xiv. SI should be responsible to supply required (processor based licences) for configuration

of database for Data Centre at RSDC. SI shall be responsible to maintain the database

security & audit features as per the suggested security architecture (para 4.2.2) of this

RFP.

4.3.1.3. Software Testing of Web Portal & Application S/w (PAT)

i. The costs of testing (other than third party auditing) shall be borne by the bidder

ii. The selected bidder shall be responsible for the following –

Conducting testing of various components/ modules of the software developed, as

per the latest version of the IEEE 730 standards.

Designing the Testing strategy, Test Cases

Obtaining sign-off on testing approach and plan.

iii. The selected bidder will install web portal & application s/w on testing zone of Data Centre

or will host on web server and provide web link & access to Ajmer Milk Union through a

public IP address.

iv. SI may make use any open source tools for test management, performance testing,

security & automation for regression testing; SI shall provide Ajmer Milk Union test script

along with testing tools/environment used for testing.

v. Partial User Acceptance of the web portal & application s/w shall be given by Ajmer Milk

Union/ RCDF after successful testing. This is the responsibility of the bidder to obtain the

PAT approval from the Ajmer Milk Union/ RCDF.

4.3.1.4. Deployment & Configuration of Web Portal & Software Application

i. After PAT sign-off the selected SI shall provide infrastructure at Data Centre to host

application on production server. The required infrastructure will be provided by the SI.

ii. The Bidder shall be responsible to install requisite software/ utilities tools and configure

web/application server, and database server clusters. Database servers should be

configured with native clustering meeting the objectives of scalability, high availability and load

balancing. All the database servers in the cluster should be able to concurrently access the single


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underlying image of database without repartitioning or changes to the database objects or 3rd

party transaction routing mechanism.

iii. Configuration with Data Centre infrastructure: The selected bidder shall be responsible to

configure the web portal and application at Data Centre like backup server, application

load balancer etc.

iv. The bidder should provide User based Perpetual licenses in the name of RCDF /Ajmer

Milk Union for the Commercial Off The Shelf (COTS) Product used by the bidder to

customize and configure ERP software system.

v. The bidder should provide full use processor based licenses (Perpetual Licence) in the

name of RCDF/ Ajmer Milk Union for database cluster and database tools used by the

bidder. These tools would typically include database schema, database reporting engine,

security tools for database, database audit tools, database connector & tools used for

integration etc if used.

vi. The bidder should provide Perpetual licenses in the name of RCDF /Ajmer Milk Union for

the various system software COTS/ tools and third party components used by the bidder

to run the application. These tools would typically include Application Framework /

Environment for COTS based products, application to manage document repository,

application to design & manage workflow, tools used for portal development, search

engine and tools used for integration etc if used.

vii. SI shall also supply any additional options/utility tools/services/software used by the

bidder to meet SLA requirement related to database availability security & audit, these

tool typically includes database identity & access control, tools to maintain hi-availability

in redundancy, tools for data simulation in cluster, database schema designer, database

audit log, reporting services, integration services, analytical & data mining services etc

viii. All the software license inclusive of COTS, Database, System software like Portal,

middleware application and any other third party tool/software supply by bidder should

have comprehensive OEM support, the support should be available through

online/phone line, along with upgrade option for period of 4 years from date of installation.

4.3.1.5. Deployment & Configuration of database

i. RDBMS should be available on standard operating systems like Windows, Linux and Unix.

ii. RDBMS should provide continuous availability features to address hardware failures,

instance failures, human errors like accidental deletion of data, tables, able to repair at

block level. These features should be available on all the platforms as mentioned in point

no.(i)


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iii. RDBMS should have native clustering with objectives of scalability, high availability and

load balancing. The solution should provide single image database concurrently accessed

by multiple database servers, without repartitioning or changes to the database objects or

3rd party transaction routing mechanism. This clustering solution should have previous

successful deployments in at least three departments of States or Central Government of

India

iv. RDBMS licenses should be unrestricted and full use licenses (read, write and modify) in

name of RCDF/Ajmer Milk Union. RDBMS OEM needs to issue certificate for the same.

v. Database should provide Unicode capability with Indian language support.

vi. RDBMS should have a Disaster- Recovery (DR) solution to replicate the changes

happening in the database to the DR site.

vii. All the features and additional options to be integrated with database engine without any

3rd party products or overlay products.

viii. RDBMS should allow storing scanned images, text documents, xml, multi-media inside the

tables. It should be part of the basic database distribution without any additional cost to the

organization.

ix. RDBMS should provide strong encryption capabilities within database for stored

information in the tables as well as the information transmitted over network.

x. RDBMS should provide functionality to restrict the access to database tables through the

application only. It should restrict users or DBA or any privileged user accessing the

operational information through SQL Language / Tools like Toad etc., using direct

connection.

xi. Solution should have a centrally managed secure audit storage system which is able to

capture before and after values from transaction logs, privileged user audits, raise alters on

suspicious activity. The system should provide built-in and customizable reports for

department compliance and monitoring. It should also provide security facilities for role

segregation within auditing functions in terms of administration, auditors etc.

xii. RDBMS should provide capability to monitor and manage the database using web based

tool with additional functionality for performance management and database management.

xiii. A comprehensive security at RDBMS level should be in place to prevent application

bypass and also prevent access of department‟s data privileged IT users.


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xiv. Audit trail should also be maintained at database level for any changes made in database

and these audit trails and it should be ensured that these audit trails cannot be

manipulated by anyone including super users and DBAs.

xv. RDBMS should provide option for preventive controls on privileged user access to

application data.

xvi. RDBMS should support the separation of security functionality from application

functionality and database administration functionality.

xvii. RDBMS should Provide controls over who, when, where and how applications, data and

databases can be accessed.

xviii. Audit system should be centralized, secured and should provide detail insight in audit data

(who did what, to what data and when).

xix. Audit system should enforce separation of duties between auditors and administrator.

xx. RDBMS should capture before / after values from transaction logs and raise alert on critical

and suspicious activity.

xxi. RDBMS should provide continuous availability features to address hardware failures,

instance failures, human errors like accidental deletion of data, tables, able to repair at

block level.

xxii. Database should be able to provide database level storage management mechanism,

which should enable the availability by means of creating redundancy, automatically

balance the data files across the available disks, i/o balancing across the available disks

for the database for performance, availability and management.

xxiii. Database should have built-in DR solution to replicate the changes happening in the

database across multiple DR Sites with an option to run real-time reports from DR Sites

without stopping the recovery mechanism. There should be option of configuring DR

environment in synchronous and asynchronous mode.

xxiv. Database should support option of different partitioning schemes within the database

(Range, List, Hash & combinations) to split large volumes of data into separate pieces or

partitions, which can be managed independently. It should support both physical and

virtual columns. The partitioning should enhance the performance, manage huge volumes

of data and should provide foundation for Information Life Cycle Management (ILM).

xxv. RDBMS should have native spatial capabilities for storing, retrieving the location based

and spatial data. It should also support r-tree indexes for spatial data.


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xxvi. Policy based backup solution should be implemented and the backup should be encrypted

whether stored on disk or tapes.

4.3.1.6. Integration of proposed ERP Software System with other communication

channels

i. Integration with Payment Gateway: The selected bidder would be responsible for

integrating the existing payment gateway(s) with the proposed web portal/ application

software, whenever required by RCDF/ GoR, for making online payments.

ii. Integration with SMS Gateway: The Web portal & Application must facilitate, from the day

one, existing SMS gateway (MSDG) for automatically sending the required details/

information through SMS to the designated officers of the department and other

stakeholders. The selected bidder would be responsible for integrating the existing SMS

Gateway (MSDG), provided by GoI / Others, with the proposed web portal/ application

software. The recurring SMS charges, if any, shall be borne by Ajmer Milk Union.

iii. Integration with email Server: The Web portal & Application must facilitate, from the day

one for automatically sending the required details/ information through email to notify the

designated officers of the department and other stakeholders. The selected bidder would

be responsible for integrating the existing email solution of RCDF with the proposed web

portal/ application software.

4.3.1.7. User Acceptance Testing (UAT)

The selected bidder would be responsible for:

i. Preparation and submission of detailed FAT/ UAT plans/ schedules/ procedures/ formats.

ii. Prepare various use cases and scenarios

iii. Performing Hardware and Software Testing: Conducting testing of various components/

modules of the software developed (web portal and ERP software system), as per the

latest version of the IEEE 730 standards. The bidder shall be required to share the testing

documents and standards with the designated S/w testing team, wherever applicable/

required.

iv. Assist Purchaser in carrying out user acceptance of solution.

v. System Test Cases with Results

vi. UAT Case and Results

vii. Rectifying the Hardware and Software (including the website and ERP software) issues/

bugs reported during the testing upto the satisfaction of RCDF/ Ajmer Milk Union.

viii. Final approval/user acceptance of the software and system shall be given by Ajmer Milk


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Union/ RCDF after successful implementation and testing. This is the responsibility of the

bidder to obtain the UAT approval from the Ajmer Milk Union/ RCDF

4.3.2. Supply, installation and commissioning of IT and non-IT hardware, Local Area

Network at Ajmer Milk Union,

a) The SI will conduct a site survey at Ajmer Milk Union, and based on the site survey

prepare submit following reports to purchaser

Hardware deployment plan (with Bill of Quantity)

Hardware testing plan & methodology

b) The SI shall be responsible for

I. Any Updates/upgrades/ infrastructure to be accommodated by the bidder,

II. In event of update/upgrade/withdrawal of any shared service, SI shall notify Ajmer

Milk Union in writing.

c) Ajmer Milk Union shall provide the requisite space to the SI for the deployment of the

requisite IT/ Non-IT infrastructure in the existing office premises at all the designated

project locations. The selected bidder shall not be liable for any delay arising out of Ajmer

Milk Union‟s failure to provide the sites within the stipulated period

d) The entire hardware and software supplied under the project should be branded,

interoperable, Unicode 5.1 or higher compliant and IPv6 ready from the day one.

e) The bidder should supply all the media and manuals, OEM support, updates, patches,

and errata.

f) Bidder should ensure that none of the components and sub-components is declared end-

of-sale or end-of-support by the respective OEM at the time of submission of bid. If, the

OEM declares any of the products / solutions end-of-sale subsequently, bidder should

ensure that the same is supported by the respective OEM from its date of installation till

the end of the 4 years.

g) Bidder should ensure that all the software, hardware, peripherals, accessories, sub-

components required for the functionality and completeness of the solution, including but

not limited to devices, equipment, accessories, patch cords (copper / fibre), cables,

software, licenses, development / testing kits, tools, etc. should also be provisioned

according to the requirements of the solution.

h) SI will be responsible for supplying and installing all allied accessories, consumables

(required for commission of hardware) and fitting assembly and complete all related work

for installation and commissioning including but not limited to the following -

i. For installation of LAN, the bidder is expected to also carry out structured cabling.

Any equipment (like Screws, clamps, fasteners, ties, anchors, supports, grounding


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strips, wires, fibre termination kits etc.) required for completing installation of LAN will

be supplied/provided by the bidder.

ii. For installing and commission UPS at all the required locations, the bidder will also

be required to undertake any work related to electrical wiring.

i) The bidder shall provide OEM documentation with every unit of the equipment supplied.

4.3.3. Data Digitization and Migration

The scope related to data digitization includes

a) Selected SI shall provide manpower for the data digitization & migration, data with

respect to one time employee‟s master and other legacy data. Historical data

digitization will cover digitization of past 5 years records

b) Entry/ migration of transaction data of milk collection, processing and production of

milk products.

c) Entry / migration of sales and distribution data.

d) Scanning of supporting documents attachment of scan documents, indexing of

document and tag document with the relevant file.

e) Quoted man-month rate by SI shall be used for cost estimation, efforts of all technical

resources- data entry operator, data entry supervisor responsible for data validation,

any managerial staff use by SI shall be taken into account for total man-month

estimation to carry out data digitisation. For all technical resources irrespective of

their experience and specialisation, the quoted man-month rate shall be used. Efforts

of support staff shall not be taken into account.

f) The selected SI is expected to carry out an independent exercise for assessment of

data source, data format, and data fields and no. of records before data entry. The

data entry done by the successful bidder will be verified by Ajmer Milk Union

employees for its sanctity.

g) The selected SI will ensure validation of data entered, data scanned and document

indexing. SI will provide metadata based search for scanned documents

h) The space for sitting of data entry operator shall be provided by the Ajmer Milk

Union. The data entry and scanning shall be carried out at Ajmer. The bidder shall be

responsible to arrange for furniture, desktop, scanner and data migration tools to

undertake data digitization work. The bidder is advised to quote accordingly.

Indicative list of master records and transaction record need to be digitized is as under:

S.No. Record Description Approximate Records Available in


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No of Record Electronics Format

1 Transaction Data of Milk collection/

Processing/ Production of Milk

products (last five years )

20,00,000 15,00,000

2 Employees Profile 200 Nil

3 Payroll related Records 1,20,000 1,20,000

4 Inventory and other Masters /

Transactions

10,000 Nil

(All the figures provided above are approximate / indicative).

4.3.4. Training and Capacity Building

i. The selected bidder shall also ensure a proper hands-on training to the designated end-

users on the application developed. The content of the training and schedule shall be

mutually decided by RCDF/Ajmer Milk Union and the selected bidder later at an

appropriate time period.

ii. Training could have multiple sessions as per the need and requirement of the project/

application. Hence, SI shall conduct Training Needs Analysis of all the concerned staff

and drawing up a systematic training plan. The training duration should be sufficiently

long for effecting meaningful assimilation of training content by an average user. There

should be sufficient number of trainers in every training session for conducting the

training program.

iii. The space for training will be provided by the Ajmer Milk Union. The training shall be

conducted at Ajmer.

iv. The SI shall provide Training of Trainers (TOT ) training to the core group of Ajmer Milk

Union team. They will also involve core group members through process of SRS

preparation, testing phase and implementation phase.

v. The requisite training infrastructure like computers, projector with screen shall be

provided by the Ajmer Milk Union.

vi. Retraining the above staff whenever significant changes are made in the application

and/or personnel.

vii. The bidder shall take training feedback from the trainees in format approve by Ajmer

Milk Union.

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

was unsatisfactory or less than satisfactory then the SI should re-conduct the same


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training at no extra cost.

ix. The SI shall provide training material (role base); the language of training material shall

be in Hindi and English.

x. The SI shall ensure that all the training documentation in Hardcopy and Softcopy is in

place (user training, operation procedures, visual help-kit etc.).

Training needs identified for AJMER MILK UNION are:

S.No. Description of Training

No of employees to be trained approx (pilot)

Batch Size

No of Batch

No. of Session/Batch

Total No of

Session

1. TOT training to

core group

members of

AJMER MILK

UNION IT team /

HOD

15 15 1 1 1

2. Handholding &

Application

Training

150 25 6 2 12

o Duration of each training session should be of 8 Hours per day,

o Expected number of participants for the training session will be 25 participants.

4.3.5. System Integration and Commissioning (FAT & Go-Live)

a) The bidder shall integrate the hardware including the LAN, system software and

application software and commission the whole project. The purchaser shall conduct

Final Acceptance Testing on receipt of intimation of commission of the whole project

from the bidder. Only after the acceptance of FAT reports by RCDF, the entire

infrastructure (including ERP Software System) would be deemed to have been

commissioned. After the successful commissioning of the project, the system would be

declared as Go-Live and enter into O&M/ FMS phase and the selected bidder would

also be issued a commissioning certificate by RCDF/ Ajmer Milk Union.

b) SI should provide following documents to the purchaser

i. Installation Manuals


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ii. User manual (Role wise)

iii. Access Control Policy

iv. Incident Management Policy

v. Change management plan development

c) Transferring the ownership of all software developed/ customized/ configured/ procured.

All licenses & support related documents should be in the name of RCDF/Ajmer Milk

Union.

4.3.6. Operation & Maintenance (O&M)/ Facility Management Services (FMS) for 4

years

Bidder would be responsible of operations and maintenance for the entire ERP Software

System solution at Ajmer Milk Union for 4 years after the Go-live (as certified and accepted

by Ajmer Milk Union/ RCDF).

4.3.6.1. Acceptance of Successful Roll Out

a) Post Go- live of project, SI shall be responsible to provide 3 month implementation

support. This period shall not consider as part of O&M phase.

b) During implementation period SI shall be responsible to create a separate register for

all telephone call/online calls received from all project locations regard, SI shall also

keep a tracker of call resolve and pending. SI will provide a monthly compliance report

after resolving of such calls to RCDF/ Ajmer Milk Union. These calls / complaint will be

resolved by SI within define implementation support period only.

c) After successful performance of the web based application software, a separate sign-

off/acceptance shall be issued to the SI by RCDF/ Ajmer Milk Union. The sign off shall

be given only after successful resolution of all the issues/ complaint.

4.3.6.2. Deployment of Manpower for Facility Management Services

Bidder would be responsible of operations and maintenance for the entire ERP

solution at Ajmer Milk Union for 4 years after the Go-live (as certified and accepted by

Ajmer Milk Union/ RCDF)

a) Bidder shall depute the following resources at the below project locations for 4 years,

from starting day of Commissioning / Go Live of system, to trouble shoot, manage,

replace and repair the hardware/ system software onsite (if possible). The below is the

minimum requirement, however if the SI propose to increase then it can be done

without any extra financial burden to purchaser.


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S.

No. Resource

Ajmer Milk Union/ HO NOC For period of Four Years

1. Project Manager 1

2. Senior Software Engineers cum System Engineer

1

3. IT Helpdesk Engineer 2

o The bidder shall deploy one full time dedicated resident Project Manager at Ajmer

Milk Union, Ajmer.

o The bidder shall deploy one full time dedicated resident engineer at Ajmer Milk

Union, Ajmer, for purpose of System Administration and software support and

Database Management

o The bidder shall deploy 2 helpdesk operators at Ajmer Milk Union, Ajmer to log and

resolve complaints of the project locations.

b) Also, it would be the responsibility of the SI to retain the deployed manpower for during

currency of contract, in the event of a resource leaving the employment with SI, the

same shall be immediately replaced with another resource of equivalent capability in

terms of qualifications and experience. All such events should be notified prior to

Ajmer Milk Union.

c) During and after the end of the project period, the SI shall refrain from canvassing

Ajmer Milk Union/ RCDF and any of its associates with any claim for employment of

the bidder‟s personnel deployed under the project.

d) As Hindi is Official Language of the Government of Rajasthan, the SI has to appoint

personnel having proficiency in Hindi language.

e) The staff provided by the SI will perform their duties in accordance with the instructions

given by the designated officers of RCDF/ Ajmer Milk Union from time to time. RCDF/

Ajmer Milk Union will examine the qualification, experience etc. of the personnel

provided before they are put on positions. The SI has to take approval from RCDF/

Ajmer Milk Union for the proposed staff before their deployment. RCDF/ Ajmer Milk

Union has every right to reject the personnel, if the same is not acceptable, before or

after commencement of the awarded work/ project.

f) At no time, the provided manpower should be on leave or absent from the duty without

prior permission from the designated nodal officer of Ajmer Milk Union. In case of long

term absence due to sickness, leave etc, the SI shall ensure replacements and

manning of all manpower posts by without any additional liabilities to RCDF/ Ajmer

Milk Union. Substitute will have to be provided by the SI against the staff proceeding


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on leave/ or remaining absent and should be of equal or higher qualifications/

experience.

g) The proposed services shall be normally manned from 9:00 AM to 6:00 PM but may

vary as per the requirement throughout the project period or as decided by RCDF/

Ajmer Milk Union.

h) The operational support will have to be provided through a suitable helpdesk system,

to ensure that the solution is functioning as intended and that all problems associated

with operation are resolved satisfactorily.

4.3.6.3. Preventive Maintenance Services

This activity shall be carried out at least once in every quarter in addition to the normal

maintenance required and sub activities are detailed as below:

a) Check for any loose contacts in the cables & connections.

b) Extract the log reports, study, draw logical conclusions, do fixes and then submit the

final report to RCDF / Ajmer Milk Union.

c) Conduct preventive maintenance (including inspection, testing, satisfactory execution

of diagnostics and necessary repairing of the equipment)

d) Cleaning and removal of dust and dirt from the desktop and printers of all supplied

equipment‟s.

4.3.6.4. Corrective Maintenance Services

a) Troubleshooting of hardware problem of all supplied equipment‟s and rectification of

the same.

b) Troubleshooting of OS and databases etc., and provide solutions for the same.

c) Documentation of problems, isolation, cause and rectification procedures for building

knowledge base for the known problems.

4.3.6.5. Asset Management Services

a) The bidder shall be required to create database of all IT assets like hardware,

software, peripherals, etc (supplied by SI for this project)., by recording information like

configuration details, serial numbers, licensing agreements, warranty and AMC details,

etc.

b) Record installation and removal of any equipment from the network and inform Ajmer

Milk Union even if it is temporary.


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c) Create Software inventory with information such as Licenses, Version Numbers and

Registration Details

d) Register all software procured by RCDF / Ajmer Milk Union in this bid document with

respective OEMs.

e) Perform software license management and arrange for licensing contract renewal for

RCDF / Ajmer Milk Union for period of 4 years from the date of installation at no cost.

4.3.6.6. Configuration Management Services

a) The bidder shall maintain a record of hardware as well as software and all other items

supplied in this RFP including the details of policies implemented on the servers,

network, databases, web servers, etc.

b) The bidder shall keep soft copies of the configurations of each of the devices

mentioned above.

c) The bidder shall define change management procedures to ensure that no

unwarranted changes are carried out on the equipment‟s. All the changes carried out

by the bidder must be formally approved by RCDF / Ajmer Milk Union and recorded.

d) The bidder shall do proper version management of these configurations as the

configurations may be changed from time to time. This is required to ascertain changes

made to these configurations at different stages as well as have functional

configurations.

4.3.6.7. Vendor Management Services

a) The bidder shall coordinate with external vendors, network providers and & all the

project locations for upkeep of equipment deployed to meet the SLA and shall liaison

with various vendors/OEMS for related works, equipment & services.

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

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

contact person, telephone numbers, escalation matrix, response time and resolution

time commitments etc.

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

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

4.3.6.8. Network Management Services

The bidder shall be responsible for:

a) Daily monitoring of Network

b) Making sure the high availability & reliability of network for these equipment‟s at all


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times and performance maintenance.

c) Checking network status and taking remedial action (Logging Calls etc) in case of

problems.

d) Sending alerts to concerned people regarding critical errors.

4.3.6.9. Server Management Services

a) The bidder shall manage the servers on end-to-end basis like server administration,

performance tuning, hardware and software support and upkeep of the server etc.

b) Handling of OS related issues, installation of OS updates and patches, re-installing OS

if required, periodic system performance tuning, monitoring server usage statistics,

network OS support, and start up and shut down of servers. The SI will also have to

resolve all the issues between the servers & software supplied under this project.

c) The bidder shall provide device/peripherals management, user management etc for the

servers.

d) The bidder shall implement operating system security/hardening and application level

security for the servers.

4.3.6.10. Support Services for Web Based Application S/W

a) Overall administration, operations, monitoring, maintenance of the deployed Web

portal, Application software and the Database to ensure the desired uptime.

b) Periodic backup and recovery of Database, application and web content.

c) During O&M period Ajmer Milk Union /RCDF may request SI, to make necessary

changes in the layout, colour schema, MIS reports format, input forms layout. However,

these changes shall be suggested keeping in view that it should not transform in

database schema. The SI shall be responsible to make these changes at no extra cost

to purchaser.

d) Design & Upload content on web portal as per instruction of Purchaser. Content

management services include (content collection, translation, conversion, design of

content upload content using CMS).

e) Web portal and application administration, support & maintenance throughout the

project period. The SI shall provide support on following activities

i. Minor changes in ERP Software System on instruction of Ajmer Milk Union /RCDF

ii. Bugs Fixing reported by Ajmer Milk Union /RCDF

iii. Back office support required to update Web Portal & Applications S/W

f) Maintain version control and archives of source code, and web site content and

database.


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4.3.6.11. MIS Reports

The SI shall have to submit certain key deliverables. However, in addition to the reports/

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

format as notified by the purchaser related to project.

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

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

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

Sl.

No.

Activity Deliverable Frequency Time Frame

1. SLA Manpower Report

Attendance of Manpower deployed

Monthly Within 1 Week of end of each Month

2. SLA FMS Support (User)

Log reports of help desk, call categorizations

Daily Daily

Log Report Software Solution related “Response Time”, means time taken (after the request has been logged at the helpdesk and escalated to SI team)

Quarterly Within 1 Week of end of each Quarter

Log Report Hardware Related “Response Time”, means time taken (after the request has been logged at the helpdesk and escalated to SI team)


3. Backup and recovery services

Log reports of backup server


4. Configuration changes

Report on changes like configuration changes, patch upgrades, database reorganization, storage reorganization, log truncation, volume expansion, user creation, user password reset, etc.


5. Preventive Maintenance

Equipment wise and date wise list of hardware for which

Monthly Within 1 Week of end of each Month


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Sl.

No.

Activity Deliverable Frequency Time Frame

Reports preventive maintenance was undertaken during monthly

6. Software license management

Details of software licences with renewal due date

Once During Implementation support

7. SLA Compliance Report for IT & Non IT infrastructure at Ajmer Milk Union, Ajmer

Quarterly Compliance Report for hardware complaints registered and resolved at Ajmer Milk Union, Ajmer


8. SLA Application S/w Report

Report on performance Average time taken for opening Internet portal


Report on availability of all application modules at RSDC


9. SLA application S/W Support

Report on content management reported and Time to upload


Report on minor changes reported and time taken to complete


Report on incident reporting of Bugs fixing reported and time taken to resolve


4.3.7. Change Request Management Services

a) Ajmer Milk Union envisaged that ERP Software System should have integration with

existing application (if any). The requirement for integration shall be finalise in

consultation with Ajmer Milk Union as and when these projects will be operational. The

required integration shall be done through change request management system.

Following are envisaged existing application but not limited to these to be considered

for change request.

Integration with UIDAI


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Any other as per requirement

b) RCDF/Ajmer Milk Union may at any time, by a written order given to the selected

bidder, make changes within the general scope of the Agreement in any one or more of

the following: -

o Designs, specifications, requirements which software or service to be provided

under the Agreement are to be specifically developed and rendered for the Ajmer

Milk Union

o The method of deployment, shipping or packing.

o Schedule for Installation Acceptance.

o The place of delivery and/or the services to be provided by the selected bidder.

c) The steps to be followed in change request/ management procedure has been

described in Chapter for Change Management of this RFP.

4.3.8. Third Party Audit (TPA)

i. A third party audit may be got done by Ajmer Milk Union at its own cost. The TPA

would be selected separately by the Ajmer Milk Union.

ii. The audit may cover one or more of the following aspects of the project: -

Vulnerability Assessment of the critical servers and network devices

Penetration testing of the systems and networks (External and Internal)

Application Security Assessment

System Performance Testing/ Monitoring

Review and Assessment of Security Policies

iii. The audit will study execution of the project by SI and verify the executed work against

entire scope envisaged in the RFP. If TPA report suggests any modification / alteration

to meet RFP requirement / adherence then SI shall be required to do the needful

without any additional financial implication to the purchaser.

iv. The TPA activity will be one time and will be initiated after start of the FMS phase.

v. The bidder shall be required to share the testing documents and standards with the

designated third party wherever applicable/ required.

vi. Based on the audit reports submitted by the TPA, the selected bidder shall make the

required changes to the solution deployed (as per RFP) and incorporate the

suggestions of the auditor at no extra cost. The purchaser may recover costs from the

pending payments or performance security on failure of the bidder to make the required

changes.


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4.4. Project Duration

As per RFP, the ERP Software System at Ajmer Milk Union project will likely to achieve Go

Live status within 41 weeks of award of contract. Handholding this will be followed by 4

years of operations and maintenance phase post successful commissioning of the project

i.e. after Go-Live

4.5. Roles & Responsibilities (Stakeholder-Wise)

A contract monitoring committee will be constituted for overall monitoring of the progress of

ERP Software System at Ajmer Milk Union. The contract monitoring committee will be

appraised on the periodic developments by the bidder. The contract monitoring committee

shall consist of the members of RCDF and Ajmer Milk Union.

a) Responsibilities of Ajmer Milk Union

To formulate a nodal team for the project responsible for end to end coordination and

execution of the ERP Software System for Ajmer Milk Union. To provide necessary

support during requirement gathering, sharing of sample reports and other IT

infrastructure requirements

To identify and appoint nodal officer for facilitating the ERP project execution

Explain the functional requirements in detail to the selected bidder

Provide schedules for Hardware deployment, training, data digitization etc

Ajmer Milk Union will be responsible for providing the 2 Mbps dedicated internet

connectivity at Ajmer Milk Union .

Ajmer Milk Union will be responsible for providing the network at project location to the

SI for running ERP Software solution

To ensure active participation from the Ajmer Milk Union users

To provide information, raw data, documents (for Scanning) required to be digitized

To conduct review meetings at defined regular intervals to monitor the overall progress

of the project.

Provide feedback on changes to be in the solution to improve usability of the

application software.

Prioritize the change requests as per project objectives.

To ensure timely project milestones sign offs


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to provide readiness report from all project location after commissioning of

infrastructure

To approve and oversee the proposed training plan

To ensure close coordination of all the participants and the external agencies involved

in the project.

To review the installation, commissioning and maintenance of the software

To take steps to mitigate any potential risks that might surface during the course of the

project

Set up and administration of an issue and escalation management process.

To identify the staff at various levels who need to undergo user training

To identify employees who needs to be trained by SI for learning the technical aspects

of the ERP Software System for Ajmer Milk Union.

Ajmer Milk Union will provide dedicated telephone line at Ajmer Milk Union for

managing help desk

Handle change management

To monitor the overall progress of the project

Review of software requirement specifications, system design, hardware

sizing/Scrutiny of deliverables for their compliance with RFP specifications

Review content, methodology and pedagogy for user training

Review data migration plans and their implementation.

Review the documentation provided by the Bidder and verifies that it conforms to the

requirements.

To provide sign-off /acceptance PAT of web based application software

To provide sign-off/acceptance final FAT of web based application software and its

integration with hardware and network components

To provide acceptance of successful performance of web based application software

(post implementation)

Periodic SLA monitoring of the system deployed by the successful bidder

To ensure timely release of the payments as per agreed schedule

The Ajmer Milk Union shall be responsible to provide all the required consumables

required for the Project like printer toner cartridges, and backup media/ tapes etc.

The Ajmer Milk Union must ensure that all type of consumables required for the project,

in sufficient quantities, are readily available at each project location.

b) Rajasthan Cooperative Dairy Federation (RCDF)


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The role of RCDF for successful implementation of the Application software includes

discharging the following responsibilities:

RCDF will constitute a steering committee to monitor the implementation of project and

also resolving issues encountered during implementation of the project in consultation

with AJMER MILK UNION.

RCDF will prepare approval/escalation level hierarchy for all the deliverables.

RCDF will conduct review meetings at regular intervals to monitor the overall progress

of the project

RCDF will ensure speedy centralized issue resolution

RCDF will ensure timely sign-offs

RCDF will provide necessary infrastructure support and resources to the Bidder during

the development stage.

RCDF will co-ordinate with other Government agencies and defining responsibilities of

the Selected Bidder

RCDF will ensure compliance with the project SLAs.

RCDF will ensure that the selected bidder will make the best effort to ensure the quality

of deliverables meets the expectations of Ajmer Milk Union.

RCDF would review and approve the payment to the bidder as per SLA

c) Responsibilities of DOIT & C, GOR

Rajasthan State Data Centre (RSDC)

The SI will be provided with the required rack space and other shared hardware

infrastructure for installation and configuration of hardware and software as per BoM.

The list of shared infrastructure to be provided by RSDC has been attached as

Annexure - 21 of this RFP.

RSDC will provide infrastructure such as firewall service, directory service,

management and data storage services, which could be a shared infrastructure to all

the applications /departments in the RSDC.

Some of the key functionalities of RSDC are Central Data Repository of the State,

Secure Data Storage, Disaster Recovery, Remote Management and Service

Integration.

RSDC will provide required number of Internal and external IP at data centre for the

ERP Software application.


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RSDC will be responsible to manage all shared infrastructure to be used for

deployment of web based application software.

RSDC will be responsible to manage network connectivity of all server and other

devices to be installed by SI with RSDC.

d) Responsibilities of System Integrator (SI)

The detailed role & responsibilities of SI has already been described in the scope of work

section 4 of this RFP.

4.6. Project Deliverables, Milestones & Time Schedule

In view of the volume and complexity of the ERP Software System for Ajmer Milk Union,

bidder is expected to carry out all ground work for implementation including documentation,

coordination with stakeholders of the project, site survey etc. These reports or deliverables

are to be submitted timely by bidder to the RCDF / Ajmer Milk Union to ensure the timely

and smooth execution of ERP project. Certain key deliverables are identified for each of the

parts/stages, which are mentioned hereunder.

However, bidder has to prepare and submit any required information in form of Reports /

excel sheet / document desired by Ajmer Milk Union related to ERP Software System other

than defined hereunder in the table.

The milestones and deliverables for the implementation of ERP project would be as

follows:-

Milestone Deliverable (Reports/ Documents & Infrastructure)

Phase Wise Time Line

Execution of Agreement & Kik-off

Agreement

Project Plan

T = O + 2 week

O is event marked as date of Issue of work order by RCDF/AJMER MILK UNION

Perform System Study & SRS

Submission of Software Requirement Specifications (SRS)

T1 = T+ 18 week (Includes 2 weeks for SRS approval)

Development of Web Portal & AJMER MILK UNION Application S/w

System Design Document (SDD) T2 = T1+ 2 weeks

T1 is event marked as date of SRS acceptance by RCDF/AJMER MILK UNION)

Deployment of AJMER MILK UNION application software and web portal on staging server

T3=T2 + 8 weeks

PAT Sign off (Partial Acceptance Test of AJMER MILK

Testing Methodology including test cases and test plan

(SI‟s may host application on private

T4= T3 + 1week


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Phase Wise Time Line

UNION application) server & provide access to RCDF/ Ajmer Milk Union through Public IP over internet) and Test Results

Testing of application T5= T4 + 4 weeks

UAT Sign off of User acceptance of AJMER MILK UNION application

Final Deployment of AJMER MILK UNION application software and web portal on production server and integration with Email solution, SMS gateway and payment gateway

T6= T5 + 2 week

Handing over of Source code and Server and client edition usage user based perpetual licenses in the name of the purchaser for the various third party utility tools/system software used by the bidder to run the application.

T7=T6 + 2 week

Handing over of COTS Server and client edition User based perpetual licenses in the name of the purchaser

(In case of subsequent phases additional user licenses of COTS )

T8=T6 + 2 week

Site Preparation, Procurement, Installation and commissioning of IT & Non IT infrastructure all project locations

Hardware deployment plan, in accordance to Site survey, testing methodology and Bill of quantity agreeable to the AJMER MILK UNION/RCDF

T + 4 weeks

T is event marked as date of agreement by RCDF/ AJMER MILK UNION

Item Delivery, installation and commissioning reports with specification of each item supplied at AJMER MILK UNION HO

T9 + 4 week T9 is the event marked when RCDF/AJMER MILK UNION will provide schedule to deploy IT& Non IT infrastructure at AJMER MILK UNION HO

Data Digitization

Provide manpower to undertake data digitization of master data essential for UAT & Go live

(Successful completion & validation of the overall Master Data Built-up activity and its accessibility through the Website and AJMER MILK UNIONMS Application S/w)

T6 + 4 weeks

T6 is event marked as date of completion of testing of module


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Provide manpower to undertake data digitization

(Successful completion & validation of the overall Master Data Built-up activity and its accessibility through the Website and AJMER MILK UNION Application S/w)

T10 + 24 weeks

T10 is the event marked when RCDF/AJMER MILK UNION will provide schedule to data digitization related to specific module

Training

Training Completion certificate to all Nominated employees of AJMER MILK UNION as per SoW

Trainees Feedback

T11 + 4 week

T11 is the event marked when RCDF/AJMER MILK UNION will provide schedule to conduct training related to specific module

GO-Live

Installation Manuals T8 + 2 week

User manual (Role wise) with visual help kits

T8 + 2 week

FAT (Final acceptance test of hardware/software and other infrastructure

T12 =T8 + 2 week

Operation & Management (Post Go-Live)

Acceptance of Successfully Roll Out (Successfully rollout of Web portal & AJMER MILK UNION application S/W for period of minimum 2 months at all project locations (Acceptance for successful performance from AJMER MILK UNION/RCDF)

Post–Go live for period of 2 months

Acceptance Certificate from AJMER MILK UNION/RCDF

T13=T12 + 8 weeks

Support for AJMER MILK UNION Application S/W

Successfully Completion activities related to maintenance of

MIS reports related to software application maintenance & support as defined in Sow, Operation and maintenance defined in RFP

T13 + 4 years

4 year from date of go-live

Handing over of Yearly license of COTS solution and database with comprehensive OEM

T13 + 1 week

for subsequent years it should be within one week from start of next


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web portal & application S/w , defined in SoW section.

support O&M Year

Handing over yearly licence comprehensive OEM support (over phone & online) for all third party tools/system software used by bidder to run application.

T13 + 1 week

for subsequent years it should be within one week from start of next O&M Year

FMS During O&M Successful completion of O&M Activities and submission of associated deliverables every quarter during the O&M Phase of the project (4 Years from Go live)

MIS reports as per SOW, Operation & maintenance in RFP

T13 + 4 years from go live

Helpdesk for the technical & functional scope

As per frequency defined in RFP

Quarterly Compliance Report on hardware complaints registered and solved to the hardware & software at AJMER MILK UNION HQ

MIS reports as per O&M defined in RFP

T18+ 4 years from go live

Infrastructure & Hardware Maintenance at AJMER MILK UNION Project Locations

Successfully Completion activities related to Hardware maintenance supplied at project location defined in SoW section During O&M period of 4 years for maintenance of hardware supplied

After go live + Within 1 Week of end

of each Quarter


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5. INSTRUCTION TO BIDDERS (ITB)

1) Sale of Bidding/ Tender Documents

a) Mode of bid submission is online through eProcurement/ eTendering portal of Government

of Rajasthan (https://eproc.rajasthan.gov.in) The sale of bidding documents shall be

commenced from the date of publication of Notice Inviting Bids (NIB). The complete

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

(http://sppp.raj.nic.in) and portal of RCDF(http://sarasmilkfed.rajasthan.gov.in) The

prospective bidders shall be permitted to download the bidding document from the

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

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

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

or vice versa.

2) Pre-bid Meeting/ Clarifications

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

respect of the bidding documents.

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

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

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

published on the respective websites.

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

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

under: -

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

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

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

published on the respective websites.

3) Changes in the Bidding Document

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

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

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

below.

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


http://sarasmilkfed.rajasthan.gov.in/


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

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

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

initial bidding document.

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

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

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

case may be, while submitting their Bids.

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

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

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

are made to the bidding document by the procuring entity:

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

considered for evaluation.

4) Period of Validity of Bids

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

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

as non-responsive Bid.

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

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

additional specified period of time. A bidder may refuse the request and such refusal shall

be treated as withdrawal of Bid and in such circumstances bid security shall not be

forfeited.

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

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

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

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

the request to extend the period of validity of its Bid.

5) Format and Signing of Bids

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

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

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

signatory.

c) A Single stage-three part/ cover system shall be followed for the Bid: -

a. Cover 1-Fee details, Eligibility documents, PQ documents

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


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b. Cover 2- Technical Bid & technical documents followed by technical presentation

c. Cover 3-Financial Bid

d) Cover 1- Fee details, Eligibility documents, PQ documents

S. No.

Documents Type Document Format

Fee Details

1. Bidding document Fee (Tender Fee) Proof of submission (PDF)

2. RISL Processing Fee (eProc) Instrument/ Proof of submission (PDF)

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

Eligibility Documents

4. Bidder‟s Authorisation Certificate As per Annexure-4 (PDF)

5. All the documents mentioned in the “Eligibility Criteria”, in support of the eligibility

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

6. PQ of OEM product (COTS, Database and system solutions)

Certificates from OEM as per format mentioned as per the PQ criteria

e) Cover 2- The technical bid shall consist of the following documents: -

S. No.


Technical Documents

1. Certificate of Conformity/ No Deviation As per Annexure-6 (PDF)

2. Declaration by Bidders As per Annexure-7 (PDF)

3. Manufacturer‟s Authorisation Form (MAF)

As per Annexure-8 (Indicative Format) (PDF)

4. Undertaking on Authenticity of Computer Equipments

As per Annexure-9 (PDF)

5. Components Offered + Technical specifications compliance sheet for all items only on OEM Letter Head


6. Project References for Technical Qualification (Minimum 3)


f) Cover 3 – Financial bid shall include the following documents: -

S. No.


1. Financial Bid – Cover Letter On bidder‟s letter head duly signed by authorized signatory as per Annexure-11 (PDF)

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


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

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

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

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

6) Cost & Language of Bidding

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

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

conduct or outcome of the bidding process.

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

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

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

provided they are accompanied by an accurate translation of the relevant passages in

English/ Hindi language, in which case, for purposes of interpretation of the Bid, such

translation shall govern.

7) Alternative/ Multiple Bids

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

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

details of the quoted make/ model in the “Annexure-10: Components Offered”.

8) Bid Security

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

furnish the bid security as specified in the NIB.

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

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

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

Government and Government Undertakings of the Central Government.

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

necessarily accompany the technical bid.

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

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

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

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

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

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

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

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


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

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

The procuring entity shall respond promptly to such a request.

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

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

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

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

or has otherwise ceased to be creditworthy.

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

successful bid and signing of Agreement and submitting performance security.

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

following cases, namely: -

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

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

work order within the specified period;

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

as per supply/ work order within the time specified;

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

the supply/ work order is placed; and

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


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

forfeited.

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

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

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

full amount of performance security.

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

events, namely:-

a. the expiry of validity of bid security;

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

the successful bidder;

c. the cancellation of the procurement process; or

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

documents stipulate that no such withdrawal is permitted.


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9) Deadline for the submission of Bids

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

in the NIB.

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

exceptional circumstances or when the bidding document are required to be substantially

modified as a result of discussions in pre-bid meeting/ conference or otherwise and the

time with the prospective bidders for preparation of Bids appears insufficient, the date may

be extended by the procuring entity. In such case the publicity of extended time and date

shall be given in the manner, as was given at the time of issuing the original NIB and shall

also be placed on the State Public Procurement Portal, if applicable. It would be ensured

that after issue of corrigendum, reasonable time is available to the bidders for preparation

and submission of their Bids. The procuring entity shall also publish such modifications in

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

in the office of the Bids receiving and opening authority, the last date of submission or

opening of Bids is a non-working day, the Bids shall be received or opened on the next

working day.

10) Withdrawal, Substitution, and Modification of Bids

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

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

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

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

11) Opening of Bids

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

mentioned in the NIB in the presence of the bidders or their authorized representatives

who choose to be present.

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

of Bid opening.

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

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

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

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

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

time of opening of the Bids.


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d) All the documents comprising of Cover -1 i.e. Eligibility & PQ shall be opened &

downloaded from the e-Procurement website (only for the bidders who have submitted the

prescribed fee(s) to RCDF)

e) The committee shall conduct a preliminary scrutiny of the opened technical Bids(Cover 1)

to assess the prima-facie responsiveness and ensure that the: -

a. bid is accompanied by bidding document fee, bid security or bid securing declaration,

and processing fee (if applicable);

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

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

security; and

d. PQ criteria mentioned in the RFP for COTS/ other tools

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

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

f) No Bid shall be rejected at the time of Bid opening (Cover 1) except the Bids not

accompanied with the proof of payment or instrument of the required price of bidding

document, processing fee and bid security.

g) Cover 2 – Technical bid shall be opened for the successful bidders of compliances

mentioned in the cover-1 documents i.e. EC and PQ. The Bids shall be opened by the bid

opening & evaluation committee on the date and time mentioned in the NIB.

h) The Financial Bid cover (Cover 3) shall be kept unopened and shall be opened later on

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

12) Selection Method:

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

13) Clarification of Bids

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

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

Bid. The committee's request for clarification and the response of the bidder shall be

through the e-Procurement portal.

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

request by the committee shall not be considered.

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

except to confirm the correction of arithmetic errors discovered by the committee in the

evaluation of the financial Bids.


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

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

responsive shall be sought, offered or permitted.

14) Evaluation & Tabulation of Technical Bids

a) Determination of Responsiveness

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

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

bidding document.

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

any material deviation, reservation, or omission where: -

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

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

acceptance of the requirements specified in the bidding document; and

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

required in the bidding document.

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

i. if accepted, shall:-

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

matter of procurement specified in the bidding documents; or

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

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

or

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

responsive Bids.

d. The bid evaluation committee shall examine the technical aspects of the Bid in

particular, to confirm that all requirements of bidding document have been met without

any material deviation, reservation or omission.

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

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

alter or depart from the characteristics, terms, conditions and other requirements set

out in the bidding document, or if it contains errors or oversights that can be corrected

without touching on the substance of the Bid.

b) Non-material Non-conformities in Bids


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

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

substantially responsive.

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

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

Registration Certificate, VAT/ CST clearance certificate, ISO/ CMMi Certificates, etc.

within a reasonable period of time. Failure of the bidder to comply with the request

may result in the rejection of its Bid.

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

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

above.

c) Technical Evaluation Criteria

(i) The evaluation committee will evaluate all bids and shortlist the bidders who have

qualified as per the eligibility criteria as laid down in PQ.

(ii) The technical bid shall be open for those bidders who clear the Pre-qualification

(iii) The technical evaluation shall be completed by the designated Procurement

Committee as early as possible after opening of technical bids.

(iv) The objective of the Technical Bid evaluation is to short list bidders who have the

technical competency/ experience/ skills / financial strength that are essential to roll

out the project.

(v) The Tendering Authority will evaluate the Technical bids of the Bidders as per the

evaluation criteria mentioned in Annexure-17. Also, the Bidder will have to give

detailed description of proposed solution/ implementation methodology followed by a

presentation. The Tendering Authority will examine these solutions and will decide on

the issue of equivalence or superiority as compared to the desirable requirements.

(vi) Bid Presentations: Tendering Authority will invite each qualified bidder to make a

presentation, at a date, time and location decided by the Tendering Authority. The

purpose of such presentations would be to allow the Bidders to present their proposed

solutions to the Tendering Authority and the key points in their Bids as per the criteria

laid down in the Eligibility criteria/ Technical Bid.

(vii) If the bidder score minimum of 70% and the tendering authority decides that the

solution offered is equivalent or superior to desired requirements, then the technical


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bid shall be treated as qualified. In this matter the decision of the Tendering Authority

will be the final and binding on all the bidders.

(viii) After approval of the technical evaluation by tendering authority, the firms which

qualified in the technical evaluation shall be informed in writing or by uploading the

details on the websites mentioned in the NIT about the date, time and place of opening

of their financial bids.

(ix) The firms who could not qualify in technical evaluation will be informed about this fact

and their EMD will be refunded after completion of the tender process i.e. award of the

contract to the best/ successful bidder.

d) Tabulation of Technical Bids

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

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

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

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

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

Technical Bids and sign it.

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

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

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

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

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

15) Evaluation & Tabulation of Financial Bids

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

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

a) For three part/ cover Bid system, the financial Bids of the bidders who qualified in technical

evaluation shall be opened online at the notified time, date and place by the bid evaluation

committee in the presence of the bidders or their representatives who choose to be present

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

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

out and recorded;

d) conditional Bids are liable to be rejected;

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

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

specified in the bidding documents shall only be applied;


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

others in ascending order;

g) The selection method will be as per Clause (12) of chapter 5;

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

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

most advantageous Bid;

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

table regarding lowest Bid or most advantageous Bid and sign it.

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

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

16) Correction of Arithmetic Errors in Financial Bids

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

on the following basis, namely: -

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

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

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

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

shall govern and the unit price shall be corrected;

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

subtotals shall prevail and the total shall be corrected; and

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

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

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

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

While tabulating the financial Bids of those firms which are not entitled to price preference, the

element of Rajasthan Value Added Tax (RVAT) shall be excluded from the rates quoted by the

firms of Rajasthan and the element of Central Sales Tax (CST) shall be included in the rates of

firms from outside Rajasthan for financial bid evaluation purpose.

18) Price/ purchase preference in evaluation

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

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

19) Negotiations


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

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

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

itself.

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

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

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

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

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

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

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

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

bidder has received the intimation and consented to regarding holding of negotiations.

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

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

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

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

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

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

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

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

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

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

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

invited.

20) Exclusion of Bids/ Disqualification

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

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

constituted a misrepresentation; or

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

inaccurate or incomplete; and

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

bidding document;

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

contains false information;


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e. the bidder, submitting the Bid, his agent or any one acting on his behalf, gave or

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

authority a gratification in any form, or any other thing of value, so as to unduly

influence the procurement process;

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

affecting fair competition.

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

is discovered.

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

writing and shall be: -

a. communicated to the concerned bidder in writing;

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

21) Lack of competition

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

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

check as to whether while floating the NIB all necessary requirements to encourage

competition like standard bid conditions, industry friendly specifications, wide publicity,

sufficient time for formulation of Bids, etc were fulfilled. If not, the NIB would be re-floated

after rectifying deficiencies. The bid process shall be considered valid even if there is one

responsive Bid, provided that: -

a. the Bid is technically qualified;

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

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

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

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

bidding document

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

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

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

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

invite Bids after recording reasons.

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

estimation of market depth, eligibility criteria and cost estimate.

22) Acceptance of the successful Bid and award of contract


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

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

test reports, etc., shall accept or reject the successful Bid. If any member of the bid

evaluation committee, has disagreed or given its note of dissent, the matter shall be

referred to the next higher authority, as per delegation of financial powers, for decision.

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

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

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

next higher authority in delegation of financial powers for decision.

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

Bid is reasonable and consistent with the required quality.

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

procurement in terms of that Bid.

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

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

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

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

bidding document for the subject matter of procurement.

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

successful bidder, in writing, that its Bid has been accepted.

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

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

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

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

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

specified in the bidding documents then within fifteen days from the date on which the

letter of acceptance or letter of intent is dispatched to the bidder.

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

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

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

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

executed, the letter of acceptance or LOI shall constitute a binding contract.

i) The bid security of the bidders who‟s Bids could not be accepted shall be refunded soon

after the contract with the successful bidder is signed and its performance security is

obtained.


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23) Information and publication of award

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

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

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

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

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

incurring any liability to the bidders.

25) Right to vary quantity

a) At the time of award of contract, the quantity of goods, works or services originally

specified in the bidding documents may be increased, but such increase shall not exceed

20% of the quantity specified in the bidding documents. It shall be without any change in

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

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

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

the bidder shall not be entitled for any claim or compensation.

c) Repeat orders for extra items or additional quantities may be placed on the rates and

conditions given in the contract (if the original order was given after inviting open

competitive Bids). Delivery or completion period may also be proportionately increased.

The limits of repeat order shall be as under: -

a. 50% of the quantity of the individual items and 20% of the value of original contract in

case of works; and

b. 25% of the value of goods or services of the original contract.

26) Performance Security

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

bidders except the departments of the State Government and undertakings, corporations,

autonomous bodies, registered societies, co-operative societies which are owned or

controlled or managed by the State Government and undertakings of the Central

Government. However, a performance security declaration shall be taken from them. The

State Government may relax the provision of performance security in particular

procurement or any class of procurement.

b) The amount of performance security shall be 5%, or as may be specified in the bidding

document, of the amount of supply order in case of procurement of goods and services. In


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case of Small Scale Industries (SSI) of Rajasthan, it shall be 1% of the amount of quantity

ordered for supply of goods and in case of sick industries, other than SSI, whose cases are

pending before the Board of Industrial and Financial Reconstruction (BIFR), it shall be 2%

of the amount of supply order.

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

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

b. National Savings Certificates and any other script/ instrument under

National Savings Schemes for promotion of small savings issued by a Post Office

in Rajasthan, if the same can be pledged under the relevant rules. They shall be

accepted at their surrender value at the time of bid and formally transferred in the

name of procuring entity with the approval of Head Post Master;

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

bank. Other conditions regarding bank guarantee shall be same as mentioned in

the bidding document for bid security;

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

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

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

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

demand to the procuring entity without requirement of consent of the bidder

concerned. In the event of forfeiture of the performance security, the Fixed Deposit

shall be forfeited along with interest earned on such Fixed Deposit.

d) Performance security furnished in the form specified in clause [b] to [d] of (c) above shall

remain valid for a period of 60 days beyond the date of completion of all contractual

obligations of the bidder, including warranty obligations and maintenance and defect

liability period.

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

interest, if any, in the following cases:-

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

b. When the bidder fails to make complete supply satisfactorily.

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


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

g) No interest shall be payable on the PSD.

27) Execution of agreement


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

acceptance or letter of intent is dispatched to the bidder.

b) The successful bidder shall sign the procurement contract within 15 days from the date on

which the letter of acceptance or letter of intent is dispatched to the successful bidder.

c) If the bidder, who‟s Bid has been accepted, fails to sign a written procurement contract or

fails to furnish the required performance security within specified period, the procuring

entity shall take action against the successful bidder as per the provisions of the bidding

document and Act. The procuring entity may, in such case, cancel the procurement

process or if it deems fit, offer for acceptance the rates of lowest or most advantageous

bidder to the next lowest or most advantageous bidder, in accordance with the criteria and

procedures set out in the bidding document.

d) The bidder will be required to execute the agreement on a non-judicial stamp of specified

value at its cost and to be purchase from anywhere in Rajasthan only.

28) Confidentiality

a) Notwithstanding anything contained in this bidding document but subject to the provisions

of any other law for the time being in force providing for disclosure of information, a

procuring entity shall not disclose any information if such disclosure, in its opinion, is likely

to: -

a. impede enforcement of any law;

b. affect the security or strategic interests of India;

c. affect the intellectual property rights or legitimate commercial interests of bidders;

d. affect the legitimate commercial interests of the procuring entity in situations that may

include when the procurement relates to a project in which the procuring entity is to

make a competitive bid, or the intellectual property rights of the procuring entity.

b) The procuring entity shall treat all communications with bidders related to the procurement

process in such manner as to avoid their disclosure to competing bidders or to any other

person not authorised to have access to such information.

c) The procuring entity may impose on bidders and sub-contractors, if there are any for

fulfilling the terms of the procurement contract, conditions aimed at protecting information,

the disclosure of which violates (a) above.

d) In addition to the restrictions specified above, the procuring entity, while procuring a

subject matter of such nature which requires the procuring entity to maintain confidentiality,

may impose condition for protecting confidentiality of such information.

29) Cancellation of procurement process


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a) If any procurement process has been cancelled, it shall not be reopened but it shall not

prevent the procuring entity from initiating a new procurement process for the same subject

matter of procurement, if required.

b) A procuring entity may, for reasons to be recorded in writing, cancel the process of

procurement initiated by it -

a. at any time prior to the acceptance of the successful Bid; or

b. after the successful Bid is accepted in accordance with (d) and (e) below.

c) The procuring entity shall not open any bids or proposals after taking a decision to cancel

the procurement and shall return such unopened bids or proposals.

d) The decision of the procuring entity to cancel the procurement and reasons for such

decision shall be immediately communicated to all bidders that participated in the

procurement process.

e) If the bidder who‟s Bid has been accepted as successful fails to sign any written

procurement contract as required, or fails to provide any required security for the

performance of the contract, the procuring entity may cancel the procurement process.

f) If a bidder is convicted of any offence under the Act, the procuring entity may: -

a. cancel the relevant procurement process if the Bid of the convicted bidder has been

declared as successful but no procurement contract has been entered into;

b. rescind (cancel) the relevant contract or forfeit the payment of all or a part of the

contract value if the procurement contract has been entered into between the procuring

entity and the convicted bidder.

30) Code of Integrity for Bidders

a) No person participating in a procurement process shall act in contravention of the code of

integrity prescribed by the State Government.

b) The code of integrity include provisions for: -

a. Prohibiting

i. any offer, solicitation or acceptance of any bribe, reward or gift or any material

benefit, either directly or indirectly, in exchange for an unfair advantage in the

procurement process or to otherwise influence the procurement process;

ii. any omission, including a misrepresentation that misleads or attempts to mislead

so as to obtain a financial or other benefit or avoid an obligation;

iii. any collusion, bid rigging or anti-competitive behaviour to impair the transparency,

fairness and progress of the procurement process;


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iv. improper use of information shared between the procuring entity and the bidders

with an intent to gain unfair advantage in the procurement process or for personal

gain;

v. any financial or business transactions between the bidder and any officer or

employee of the procuring entity;

vi. any coercion including impairing or harming or threatening to do the same, directly

or indirectly, to any party or to its property to influence the procurement process;

vii. any obstruction of any investigation or audit of a procurement process;

b. disclosure of conflict of interest;

c. disclosure by the bidder of any previous transgressions with any entity in India or any

other country during the last three years or of any debarment by any other procuring

entity.

c) Without prejudice to the provisions below, in case of any breach of the code of integrity by

a bidder or prospective bidder, as the case may be, the procuring entity may take

appropriate measures including: -

a. exclusion of the bidder from the procurement process;

b. calling-off of pre-contract negotiations and forfeiture or encashment of bid security;

c. forfeiture or encashment of any other security or bond relating to the procurement;

d. recovery of payments made by the procuring entity along with interest thereon at bank

rate;

e. cancellation of the relevant contract and recovery of compensation for loss incurred by

the procuring entity;

f. debarment of the bidder from participation in future procurements of the procuring

entity for a period not exceeding three years.

31) Interference with Procurement Process

A bidder, who: -

a) withdraws from the procurement process after opening of financial bids;

b) withdraws from the procurement process after being declared the successful bidder;

c) fails to enter into procurement contract after being declared the successful bidder;

d) fails to provide performance security or any other document or security required in terms

of the bidding documents after being declared the successful bidder, without valid

grounds,

shall, in addition to the recourse available in the bidding document or the

contract, be punished with fine which may extend to fifty lakh rupees or ten per cent of

the assessed value of procurement, whichever is less.


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32) Appeals

a) Subject to “Appeal not to lie in certain cases” below, if any bidder or prospective bidder is

aggrieved that any decision, action or omission of the procuring entity is in

contravention to the provisions of the Act or the rules or guidelines issued thereunder, he

may file an appeal to such officer of the procuring entity, as may be designated by it for the

purpose, within a period of 10 days from the date of such decision or action, omission, as

the case may be, clearly giving the specific ground or grounds on which he feels

aggrieved:

a. Provided that after the declaration of a bidder as successful in terms of “Award of

Contract”, the appeal may be filed only by a bidder who has participated in

procurement proceedings:

b. Provided further that in case a procuring entity evaluates the technical Bid before the

opening of the financial Bid, an appeal related to the matter of financial Bid may be filed

only by a bidder whose technical Bid is found to be acceptable.

b) The officer to whom an appeal is filed under (a) above shall deal with the appeal as

expeditiously as possible and shall endeavour to dispose it of within 30 days from the date

of filing of the appeal.

c) If the officer designated under (a) above fails to dispose of the appeal filed under that sub-

section within the period specified in (c) above, or if the bidder or prospective bidder or the

procuring entity is aggrieved by the order passed, the bidder or prospective bidder or the

procuring entity, as the case may be, may file a second appeal to an officer or authority

designated by the State Government in this behalf within 15 days from the expiry of the

period specified in (c) above or of the date of receipt of the order passed under (b) above,

as the case may be.

d) The officer or authority to which an appeal is filed under (c) above shall deal with the

appeal as expeditiously as possible and shall endeavour to dispose it of within 30 days

from the date of filing of the appeal:

e) The officer or authority to which an appeal may be filed under (a) or (d) above shall be :

First Appellate Authority: Principal Secretary, Animal Husbandry, GoR

Second Appellate Authority: Principal Secretary, Finance Department, GoR

f) Form of Appeal:

a. Every appeal under (a) and (c) above shall be as per Annexure-15 along with as

many copies as there are respondents in the appeal.

b. Every appeal shall be accompanied by an order appealed against, if any, affidavit

verifying the facts stated in the appeal and proof of payment of fee.


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c. Every appeal may be presented to First Appellate Authority or Second Appellate

Authority, as the case may be, in person or through registered post or authorised

representative.

g) Fee for Appeal: Fee for filing appeal:

a. Fee for first appeal shall be rupees two thousand five hundred and for second

appeal shall be rupees ten thousand, which shall be non-refundable.

b. The fee shall be paid in the form of bank demand draft or banker‟s cheque of a

Scheduled Bank payable in the name of Appellate Authority concerned.

h) Procedure for disposal of appeal:

a. The First Appellate Authority or Second Appellate Authority, as the case may be,

upon filing of appeal, shall issue notice accompanied by copy of appeal, affidavit

and documents, if any, to the respondents and fix date of hearing.

b. On the date fixed for hearing, the First Appellate Authority or Second Appellate

Authority, as the case may be, shall,-

i. hear all the parties to appeal present before him; and

ii. peruse or inspect documents, relevant records or copies thereof relating to

the matter.

c. After hearing the parties, perusal or inspection of documents and relevant records

or copies thereof relating to the matter, the Appellate Authority concerned shall

pass an order in writing and provide the copy of order to the parties to appeal free

of cost.

d. The order passed under (c) shall also be placed on the State Public Procurement

Portal.

i) No information which would impair the protection of essential security interests of India, or

impede the enforcement of law or fair competition, or prejudice the legitimate commercial

interests of the bidder or the procuring entity, shall be disclosed in a proceeding under an

appeal.

33) Stay of procurement proceedings

While hearing of an appeal, the officer or authority hearing the appeal may, on an application

made in this behalf and after affording a reasonable opportunity of hearing to the parties

concerned, stay the procurement proceedings pending disposal of the appeal, if he, or it, is

satisfied that failure to do so is likely to lead to miscarriage of justice.

34) Vexatious Appeals & Complaints

Whoever intentionally files any vexatious, frivolous or malicious appeal or complaint under

the “The Rajasthan Transparency Public Procurement Act 2012”, with the intention of


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delaying or defeating any procurement or causing loss to any procuring entity or any other

bidder, shall be punished with fine which may extend to twenty lakh rupees or five per cent of

the value of procurement, whichever is less.

35) Offenses by Firms/ Companies

a) Where an offence under “The Rajasthan Transparency Public Procurement Act 2012”

has been committed by a company, every person who at the time the offence was

committed was in charge of and was responsible to the company for the conduct of the

business of the company, as well as the company, shall be deemed to be guilty of having

committed the offence and shall be liable to be proceeded against and punished

accordingly:

Provided that nothing contained in this sub-section shall render any such person liable

for any punishment if he proves that the offence was committed without his knowledge or

that he had exercised all due diligence to prevent the commission of such offence.

b) Notwithstanding anything contained in (a) above, where an offence under this Act has

been committed by a company and it is proved that the offence has been committed with

the consent or connivance of or is attributable to any neglect on the part of any director,

manager, secretary or other officer of the company, such director, manager, secretary or

other officer shall also be deemed to be guilty of having committed such offence and

shall be liable to be proceeded against and punished accordingly.

c) For the purpose of this section-

a. "company" means a body corporate and includes a limited liability partnership,

firm, registered society or cooperative society, trust or other association of

individuals; and

b. "director" in relation to a limited liability partnership or firm, means a partner in the

firm.

d) Abetment of certain offenses: Whoever abets an offence punishable under this Act,

whether or not that offence is committed in consequence of that abetment, shall be

punished with the punishment provided for the offence.

36) Debarment from Bidding

a) A bidder shall be debarred by the State Government if he has been convicted of an

offence

a. under the Prevention of Corruption Act, 1988 (Central Act No. 49 of 1988); or


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b. under the Indian Penal Code, 1860 (Central Act No. 45 of 1860) or any other law

for the time being in force, for causing any loss of life or property or causing a

threat to public health as part of execution of a public procurement contract.

b) A bidder debarred under (a) above shall not be eligible to participate in a procurement

process of any procuring entity for a period not exceeding three years commencing from

the date on which he was debarred.

c) If a procuring entity finds that a bidder has breached the code of integrity prescribed in

terms of “Code of Integrity for bidders” above, it may debar the bidder for a period not

exceeding three years.

d) Where the entire bid security or the entire performance security or any substitute thereof,

as the case may be, of a bidder has been forfeited by a procuring entity in respect of any

procurement process or procurement contract, the bidder may be debarred from

participating in any procurement process undertaken by the procuring entity for a period

not exceeding three years.

e) The State Government or a procuring entity, as the case may be, shall not debar a bidder

under this section unless such bidder has been given a reasonable opportunity of being

heard.

37) Monitoring of Contract

a) An officer or a committee of officers named Contract Monitoring Committee (CMC) may

be nominated by procuring entity to monitor the progress of the contract during its

delivery period.

b) During the delivery period the CMC shall keep a watch on the progress of the contract

and shall ensure that quantity of goods and service delivery is in proportion to the total

delivery period given, if it is a severable contract, in which the delivery of the goods and

service is to be obtained continuously or is batched. If the entire quantity of goods and

service is to be delivered in the form of completed work or entire contract like fabrication

work, the process of completion of work may be watched and inspections of the selected

bidder‟s premises where the work is being completed may be inspected.

c) If delay in delivery of goods and service is observed a performance notice would be

given to the selected bidder to speed up the delivery.

d) Any change in the constitution of the firm, etc. shall be notified forth with by the

contractor in writing to the procuring entity and such change shall not relieve any former

member of the firm, etc., from any liability under the contract.

e) No new partner/ partners shall be accepted in the firm by the selected bidder in respect

of the contract unless he/ they agree to abide by all its terms, conditions and deposits


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with the procuring entity through a written agreement to this effect. The bidder‟s receipt

for acknowledgement or that of any partners subsequently accepted as above shall bind

all of them and will be sufficient discharge for any of the purpose of the contract.

f) The selected bidder shall not assign or sub-let his contract or any substantial part thereof

to any other agency without the permission of procuring entity.


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6. GENERALTERMS AND CONDITIONS OF TENDER & CONTRACT

Bidders should read these conditions carefully and comply strictly while sending their bids.

Definitions

For the purpose of clarity, the following words and expressions shall have the meanings hereby

assigned to them: -

a) “Contract” means the Agreement entered into between the Purchaser and the successful/

selected bidder, together with the Contract Documents referred to therein, including all

attachments, appendices, and all documents incorporated by reference therein.

b) “Contract Documents” means the documents listed in the Agreement, including any

amendments thereto.

c) “Contract Price” means the price payable to the successful/ selected bidder as specified in the

Agreement, subject to such additions and adjustments thereto or deductions there from, as

may be made pursuant to the Contract.

d) “Day” means a calendar day.

e) “Delivery” means the transfer of the Goods from the successful/ selected bidder to the

Purchaser in accordance with the terms and conditions set forth in the Contract.

f) “Completion” means the fulfilment of the related services by the successful/ selected bidder in

accordance with the terms and conditions set forth in the Contract.

g) “Goods” means all of the commodities, raw material, machinery and equipment, and/or other

materials that the successful/ selected bidder is required to supply to the Purchaser under the

Contract.

h) “Purchaser” means the entity purchasing the Goods and related services, as specified in the

bidding document.

i) “Related Services” means the services incidental to the supply of the goods, such as

insurance, installation, training and initial maintenance and other similar obligations of the

successful/ selected bidder under the Contract.

j) “Subcontractor” means any natural person, private or government entity, or a combination of

the above, including its legal successors or permitted assigns, to whom any part of the Goods

to be supplied or execution of any part of the related services is subcontracted by the

successful/ selected bidder.

k) “Supplier/ Successful or Selected bidder” means the person, private or government entity, or a

combination of the above, whose Bid to perform the Contract has been accepted by the

Purchaser and is named as such in the Agreement, and includes the legal successors or

permitted assigns of the successful/ selected bidder.

l) “The Site,” where applicable, means the designated project place(s) named in the bidding

document.


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Note: The bidder shall be deemed to have carefully examined the conditions, specifications, size,

make and drawings, etc., of the goods to be supplied and related services to be rendered. If the

bidder has any doubts as to the meaning of any portion of these conditions or of the specification,

drawing, etc., he shall, before submitting the Bid and signing the contract refer the same to the

procuring entity and get clarifications.

1) Contract Documents

Subject to the order of precedence set forth in the Agreement, all documents forming the

Contract (and all parts thereof) are intended to be correlative, complementary, and mutually

explanatory.

2) Interpretation

a) If the context so requires it, singular means plural and vice versa.

b) Entire Agreement: The Contract constitutes the entire agreement between the Purchaser

and the Supplier/ Selected bidder and supersedes all communications, negotiations and

agreements (whether written or oral) of parties with respect thereto made prior to the date

of Contract.

c) Amendment: No amendment or other variation of the Contract shall be valid unless it is in

writing, is dated, expressly refers to the Contract, and is signed by a duly authorized

representative of each party thereto.

d) Non-waiver: Subject to the condition (f) below, no relaxation, forbearance, delay, or

indulgence by either party in enforcing any of the terms and conditions of the Contract or

the granting of time by either party to the other shall prejudice, affect, or restrict the rights

of that party under the Contract, neither shall any waiver by either party of any breach of

Contract operate as waiver of any subsequent or continuing breach of Contract.

e) Any waiver of a party‟s rights, powers, or remedies under the Contract must be in writing,

dated, and signed by an authorized representative of the party granting such waiver, and

must specify the right and the extent to which it is being waived.

f) Severability: If any provision or condition of the Contract is prohibited or rendered invalid or

unenforceable, such prohibition, invalidity or unenforceability shall not affect the validity or

enforceability of any other provisions and conditions of the Contract.


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3) Language

a) The Contract as well as all correspondence and documents relating to the Contract

exchanged by the successful/ selected bidder and the Purchaser, shall be written in

English language only. Supporting documents and printed literature that are part of the

Contract may be in another language provided they are accompanied by an accurate

translation of the relevant passages in the language specified in the special conditions of

the contract, in which case, for purposes of interpretation of the Contract, this translation

shall govern.

b) The successful/ selected bidder shall bear all costs of translation to the governing

language and all risks of the accuracy of such translation.

4) Eligible Goods and Related Services

a) For purposes of this Clause, the term “goods” includes commodities, raw material,

machinery, equipment, and industrial plants; and “related services” includes services such

as insurance, transportation, supply, installation, integration, testing, commissioning,

training, and initial maintenance.

b) All articles/ goods being bid, other than those marked in the Bill of Material (BoM) should

be the ones which are produced in volume and are used by a large number of users in

India/ abroad. All products quoted by the successful/ selected bidder must be associated

with specific make and model number, item code and names and with printed literature

describing configuration and functionality. Any deviation from the printed specifications

should be clearly mentioned in the offer document by the bidder/ supplier. Also, the bidder

is to quote/ propose only one make/ model against the respective item.

c) The OEM/ Vendor of the quoted product must have its own registered spares depot in

India having adequate inventory of the equipment being quoted for providing the necessary

spares as per the requirements of the bidding document.

d) The OEM/ Vendor of the quoted product should also have its direct representation in India

in terms of registered office for at least past 3 years. The presence through any

Distribution/ System Integration partner agreement will not be accepted.

e) Bidder must quote products in accordance with above clause “Eligible goods and related

services”.


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5) Notices

a) Any notice given by one party to the other pursuant to the Contract shall be in writing to the

address specified in the contract. The term “in writing” means communicated in written

form with proof of dispatch and receipt.

b) A Notice shall be effective when delivered or on the Notice‟s effective date, whichever is

later.

6) Governing Law

The Contract shall be governed by and interpreted in accordance with the laws of the

Rajasthan State/ the Country (India), unless otherwise specified in the contract.

7) Scope of Supply

a) Subject to the provisions in the bidding document and contract, the goods and related

services to be supplied shall be as specified in the bidding document.

b) Unless otherwise stipulated in the Contract, the scope of supply shall include all such items

not specifically mentioned in the Contract but that can be reasonably inferred from the

Contract as being required for attaining delivery and completion of the goods and related

services as if such items were expressly mentioned in the Contract.

c) The bidder shall not quote and supply and hardware/ software that is likely to be declared

as End of Sale in next 6 months and End of Service/ Support for a period of 3 Years from

the last date of bid submission. OEMs are required to mention this in the MAF for all the

quoted hardware/ software. If any of the hardware/ software is found to be declared as End

of Sale/ Service/ Support, then the bidder shall replace all such hardware/ software with

the latest ones having equivalent or higher specifications without any financial obligation to

the purchaser.

8) Delivery & Installation

a) Subject to the conditions of the contract, the delivery of the goods and completion of the

related services shall be in accordance with the delivery and completion schedule specified

in the bidding document. The details of supply/ shipping and other documents to be

furnished by the successful/ selected bidder are specified in the bidding document and/ or

contract.

b) The contract for the supply can be repudiated at any time by the purchase officer, if the

supplies are not made to his satisfaction after giving an opportunity to the bidder of being

heard and recording the reasons for repudiation.


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c) The Supplier/ Selected Bidder shall arrange to supply, install and commission the ordered

materials/ system as per specifications within the specified delivery/ completion period at

various departments and/ or their offices/ locations mentioned in the PO/ WO.

d) Shifting the place of Installation: The user will be free to shift the place of installation within

the same city /town/ district/ division. The successful/ selected bidder shall provide all

assistance, except transportation, in shifting of the equipment. However, if the city/town is

changed, additional charges of assistance in shifting and providing maintenance services

for remaining period would be decided mutually.

9) Supplier’s/ Selected Bidder’s Responsibilities

The Supplier/ Selected Bidder shall supply all the goods and related services included in the

scope of supply in accordance with the provisions of bidding document and/ or contract.

10) Purchaser’s Responsibilities

a) Whenever the supply of goods and related services requires that the Supplier/ Selected

Bidder obtain permits, approvals, and import and other licenses from local public

authorities, the Purchaser shall, if so required by the Supplier/ Selected Bidder, make its

best effort to assist the Supplier/ Selected Bidder in complying with such requirements in a

timely and expeditious manner.

b) The Purchaser shall pay all costs involved in the performance of its responsibilities, in

accordance with the general and special conditions of the contract.

11) Contract Price

a) The Contract Price shall be paid as specified in the contract subject to any additions and

adjustments thereto, or deductions there from, as may be made pursuant to the Contract.

b) Prices charged by the Supplier/ Selected Bidder for the Goods delivered and the Related

Services performed under the Contract shall not vary from the prices quoted by the

Supplier/ Selected Bidder in its bid, with the exception of any price adjustments authorized

in the special conditions of the contract.

12) Recoveries from Supplier/ Selected Bidder

a) Recovery of liquidated damages, short supply, breakage, rejected articles shall be made

ordinarily from bills.

b) The Purchase Officer shall withhold amount to the extent of short supply, broken/ damaged

or for rejected articles unless these are replaced satisfactorily. In case of failure to withhold


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the amount, it shall be recovered from his dues and performance security deposit available

with RCDF.

c) The balance, if any, shall be demanded from the Supplier/ Selected Bidder and when

recovery is not possible, the Purchase Officer shall take recourse to law in force.

13) Taxes & Duties

a) The TDS, Raj-VAT, Service Tax etc., if applicable, shall be deducted at source/ paid by

RCDF as per prevailing rates.

b) For goods supplied from outside India, the successful/ selected bidder shall be entirely

responsible for all taxes, stamp duties, license fees, and other such levies imposed outside

the country.

c) For goods supplied from within India, the successful/ selected bidder shall be entirely

responsible for all taxes, duties, license fees, etc., incurred until delivery of the contracted

Goods to the Purchaser.

d) If any tax exemptions, reductions, allowances or privileges may be available to the

successful/ selected bidder in India, the Purchaser shall use its best efforts to enable the

successful/ selected bidder to benefit from any such tax savings to the maximum allowable

extent.

14) Copyright

The copyright in all drawings, design documents, source code and other materials containing

data and information furnished to the Purchaser by the Supplier/ Selected Bidder herein shall

remain vested in the Selected Bidder, or, if they are furnished to the Purchaser directly or

through the Supplier/ Selected Bidder by any third party, including suppliers of materials, the

copyright in such materials shall remain vested in such third party.

15) Confidential Information

a) The Purchaser and the Supplier/ Selected Bidder shall keep confidential and shall not,

without the written consent of the other party hereto, divulge to any third party any

drawings, documents, data, or other information furnished directly or indirectly by the other

party hereto in connection with the Contract, whether such information has been furnished

prior to, during or following completion or termination of the Contract.

b) The Supplier/ Selected Bidder may furnish to its Subcontractor, if permitted, such

documents, data, and other information it receives from the Purchaser to the extent

required for the Subcontractor to perform its work under the Contract, in which event the


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Supplier/ Selected Bidder shall obtain from such Subcontractor an undertaking of

confidentiality similar to that imposed on the Supplier/ Selected Bidder.

c) The Purchaser shall not use such documents, data, and other information received from

the Supplier/ Selected Bidder for any purposes unrelated to the Contract. Similarly, the

Supplier/ Selected Bidder shall not use such documents, data, and other information

received from the Purchaser for any purpose other than the design, procurement, or other

work and services required for the performance of the Contract.

d) The obligation of a party under sub-clauses above, however, shall not apply to information

that: -

i. the Purchaser or Supplier/ Selected Bidder need to share with Ajmer Milk Union or

RCDF or other institutions participating in the Contract;

ii. now or hereafter enters the public domain through no fault of that party;

iii. can be proven to have been possessed by that party at the time of disclosure and

which was not previously obtained, directly or indirectly, from the other party; or

iv. otherwise lawfully becomes available to that party from a third party that has no

obligation of confidentiality.

e) The above provisions shall not in any way modify any undertaking of confidentiality given

by either of the parties hereto prior to the date of the Contract in respect of the supply or

any part thereof.

f) The provisions of this clause shall survive completion or termination, for whatever reason,

of the Contract.

16) Sub-contracting

a) The bidder shall not assign or sub-let his contract or any substantial part thereof to any

other agency without the permission of Purchaser/ Tendering Authority.

b) If permitted, the selected bidder shall notify the Purchaser, in writing, of all subcontracts

awarded under the Contract, if not already specified in the Bid. Subcontracting shall in no

event relieve the Supplier/ Selected Bidder from any of its obligations, duties,

responsibilities, or liability under the Contract.

c) Subcontractors, if permitted, shall comply with the provisions of bidding document and/ or

contract.

17) Specifications and Standards

a) All articles supplied shall strictly conform to the specifications, trademark laid down in the

bidding document and wherever articles have been required according to ISI/ ISO/ other


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applicable specifications/ certifications/ standards, those articles should conform strictly to

those specifications/ certifications/ standards. The supply shall be of best quality and

description. The decision of the competent authority/ purchase committee whether the

articles supplied conforms to the specifications shall be final and binding on the supplier/

selected bidder.

b) Technical Specifications and Drawings

i. The Supplier/ Selected Bidder shall ensure that the goods and related services comply

with the technical specifications and other provisions of the Contract.

ii. The Supplier/ Selected Bidder shall be entitled to disclaim responsibility for any design,

data, drawing, specification or other document, or any modification thereof provided or

designed by or on behalf of the Purchaser, by giving a notice of such disclaimer to the

Purchaser.

iii. The goods and related services supplied under this Contract shall conform to the

standards mentioned in bidding document and, when no applicable standard is

mentioned, the standard shall be equivalent or superior to the official standards whose

application is appropriate to the country of origin of the Goods.

c) Wherever references are made in the Contract to codes and standards in accordance with

which it shall be executed, the edition or the revised version of such codes and standards

shall be those specified in the bidding document. During Contract execution, any changes

in any such codes and standards shall be applied only after approval by the Purchaser and

shall be treated in accordance with the general conditions of the contract.

d) The supplier/ selected bidder must certify that all the goods are new, unused, and of the

agreed make and models, and that they incorporate all recent improvements in design and

materials, unless provided otherwise in the Contract.

e) The supplier/ selected bidder should further warrant that the Goods shall be free from

defects arising from any act or omission of the supplier/ selected bidder or arising from

design, materials, and workmanship, under normal use in the conditions prevailing in the

place of final destination.

18) Packing and Documents

a) The Supplier/ Selected Bidder shall provide such packing of the Goods as is required to

prevent their damage or deterioration during transit to their final destination, as indicated in

the Contract. During transit, the packing shall be sufficient to withstand, without limitation,

rough handling and exposure to extreme temperatures, salt and precipitation, and open

storage. Packing case size and weights shall take into consideration, where appropriate,


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the remoteness of the final destination of the Goods and the absence of heavy handling

facilities at all points in transit.

b) The packing, marking, and documentation within and outside the packages shall comply

strictly with such special requirements as shall be expressly provided for in the Contract,

including additional requirements, if any, specified in the contract, and in any other

instructions ordered by the Purchaser.

19) Insurance

a) The Goods supplied under the Contract shall be fully insured against loss by theft,

destruction or damage incidental to manufacture or acquisition, transportation, storage,

fire, flood, under exposure to weather and delivery at the designated project locations, in

accordance with the applicable terms. The insurance charges will be borne by the supplier

and Purchaser will not be required to pay such charges if incurred.

b) The goods will be delivered at the FOR destination in perfect condition.

20) Transportation

a) The supplier/ selected bidder shall be responsible for transport by, rail , road, air or sea

and delivery of the material in the good condition to the consignee at destination. In the

event of any loss, damage, breakage or leakage or any shortage the bidder shall be liable

to make good such loss and shortage found at the checking/ inspection of the material by

the consignee. No extra cost on such account shall be admissible.

b) All goods must be sent freight paid through Railways or goods transport. If goods are sent

freight to pay, the freight together with departmental charge @5% of the freight will be

recovered from the supplier‟s/ selected bidder‟s bill.

21) Inspection

a) The Purchase Officer or his duly authorized representative shall at all reasonable time

have access to the supplier‟s/ selected bidder‟s premises and shall have the power at all

reasonable time to inspect and examine the materials and workmanship of the goods/

equipment/ machineries during manufacturing process or afterwards as may be decided.

b) The supplier/ selected bidder shall furnish complete address of the premises of his factory,

office, go-down and workshop where inspection can be made together with name and

address of the person who is to be contacted for the purpose.

c) After successful inspection, it will be supplier‟s/ selected bidder‟s responsibility to dispatch

and install the equipment at respective locations without any financial liability to the


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Purchaser. However, supplies when received at respective locations shall be subject to

inspection to ensure whether they conform to the specification.

22) Samples

a) When notified by the Purchaser to the supplier/ bidder/ selected bidder, Bids for articles/

goods marked in the BoM2 shall be accompanied by four sets of samples of the articles

quoted properly packed. Such samples if submitted personally will be received in the office.

A receipt will be given for each sample by the officer receiving the samples. Samples if

sent by train, etc., should be despatched freight paid and the R/R or G.R. should be sent

under a separate registered cover.

b) Each sample shall be marked suitably either by written on the sample or on a slip of

durable paper securely fastened to the sample, the name of the bidder and serial number

of the item, of which it is a sample in the schedule.

c) Approved samples would be retained free of cost upto the period of six months after the

expiry of the contract. RCDF shall not be responsible for any damage, wear and tear or

loss during testing, examination, etc., during the period these samples are retained.

The Samples shall be collected by the supplier/ bidder/ selected bidder on the expiry of

stipulated period. RCDF shall in no way make arrangements to return the samples. The

samples uncollected within 9 months after expiry of contract shall be forfeited by RCDF

and no claim for their cost, etc., shall be entertained.

d) Samples not approved shall be collected by the unsuccessful bidder. RCDF will not be

responsible for any damage, wear and tear, or loss during testing, examination, etc., during

the period these samples are retained. The uncollected samples shall be forfeited and no

claim for their cost, etc., shall be entertained.

e) Supplies when received may be subject to inspection to ensure whether they conform to

the specifications or with the approved samples. Where necessary or prescribed or

practical, tests shall be carried out in Government laboratories, reputed testing house like

STQC (ETDC) and the like and the supplies will be accepted only when the articles

conform to the standard of prescribed specifications as a result of such tests.

f) The supplier/ selected bidder shall at its own expense and at no cost to the Purchaser

carry out all such tests and/ or inspections of the Goods and Related Services as are



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23) Drawl of Samples

In case of tests, wherever feasible, samples shall be drawn in four sets in the presence of

supplier/ bidder/ selected bidder or his authorised representative and properly sealed in their

presence. Once such set shall be given to them, one or two will be sent to the laboratories

and/ or testing house and the third or fourth will be retained in the office for reference and

record.

24) Testing charges

Testing charges shall be borne by the Government. In case, test results showing that supplies

are not upto the prescribed standards or specifications, the testing charges shall be payable by

the selected bidder.

25) Rejection

a) Articles not approved during inspection or testing shall be rejected and will have to be

replaced by the selected bidder at his own cost within the time fixed by the Purchase

Officer.

b) If, however, due to exigencies of Ajmer Milk Union work, such replacement either in whole

or in part, is not considered feasible, the Purchase Officer after giving an opportunity to the

selected bidder of being heard shall for reasons to be recorded, deduct a suitable amount

from the approved rates. The deduction so made shall be final.

c) The rejected articles shall be removed by the supplier/ bidder/ selected bidder within 15

days of intimation of rejection, after which Purchase Officer shall not be responsible for any

loss, shortage or damage and shall have the right to dispose of such articles as he thinks

fit, at the selected bidder‟s risk and on his account.

26) Extension in Delivery Period and Liquidated Damages (LD)

a) Except as provided under clause “Force Majeure”, if the supplier/ selected bidder fails to

deliver any or all of the Goods or perform the Related Services within the period specified

in the Contract, the Purchaser may without prejudice to all its other remedies under the

Contract, deduct from the Contract Price, as liquidated damages, a sum equivalent to the

percentage specified in (d) below for each week or part thereof of delay until actual delivery

or performance, up to a maximum deduction of the percentage specified in the bidding

document and/ or contract. Once the maximum is reached, the Purchaser may terminate

the Contract pursuant to clause “Termination”.


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b) The time specified for delivery in the bidding document shall be deemed to be the essence

of the contract and the supplier/ selected bidder shall arrange goods supply and related

services within the specified period.

c) Delivery and installation/ completion period may be extended with or without liquidated

damages, if the delay in the supply of goods or service is on account of hindrances beyond

the control of the supplier/ selected bidder.

i. The supplier/ selected bidder shall request in writing to the Purchaser giving reasons

for extending the delivery period of service, if he finds himself unable to complete the

supply of goods or service within the stipulated delivery period or is unable to maintain

prorate progress in the supply of goods or service delivery. This request shall be

submitted as soon as a hindrance in delivery of goods and service occurs or within 15

days from such occurrence but before expiry of stipulated period of completion of

delivery of goods and service after which such request shall not be entertained.

ii. The Purchaser shall examine the justification of causes of hindrance in the delivery of

goods and service and the period of delay occurred due to that and recommend the

competent authority on the period of extension which should be granted with or without

liquidated damages.

iii. Normally, extension in delivery period of goods and service in following circumstances

may be considered without liquidated damages:

a. When delay has occurred due to delay in supply of drawings, designs, plans etc. if

the Ajmer Milk Union or RCDF was required to supply them to the supplier of goods

or service provider as per terms of the contract.

b. When delay has occurred in supply of materials etc. if these were required to be

supplied to the supplier or service provider by the RCDF as per terms of the

contract.

iv. If the competent authority agrees to extend the delivery period/ schedule, an

amendment to the contract with suitable denial clauses and with or without liquidated

damages, as the case may be, shall be issued. The amendment letter shall mention

that no extra price or additional cost for any reason, what so ever beyond the

contracted cost shall be paid for the delayed supply of goods and service.

v. It shall be at the discretion of the concerned authority to accept or not to accept the

supply of goods and/ or services rendered by the contractor after the expiry of the

stipulated delivery period, if no formal extension in delivery period has been applied

and granted. The competent authority shall have right to cancel the contract with

respect to undelivered goods and/ or service.


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vi. If Ajmer Milk Union or RCDF is in need of the good and/ or service rendered after

expiry of the stipulated delivery period, it may accept the services and issue a letter of

extension in delivery period with usual liquidated damages and denial clauses to

regularize the transaction.

d) In case of extension in the delivery and/ or installation/ completion/ commissioning period

is granted with full liquidated damages, the recovery shall be made on the basis of

following percentages of value of goods and/ or service which the supplier/ selected bidder

has failed to supply/ install/ complete : -

No. Condition LD %*

a. Delay up to one fourth period of the prescribed period of delivery,

successful installation and completion of work 2.5 %

b. Delay exceeding one fourth but not exceeding half of the prescribed

period of delivery, successful installation and completion of work 5.0 %

c. Delay exceeding half but not exceeding three fourth of the prescribed

period of delivery, successful installation and completion of work 7.5 %

d. Delay exceeding three fourth of the prescribed period of delivery,

successful installation and completion of work 10.0 %

i. Fraction of a day in reckoning period of delay in supplies, successful installation and

completion of work shall be eliminated, if it is less than half a day.

ii. The maximum amount of liquidated damages shall be 10% of the contract value.

iii. *The percentage refers to the payment due for the associated works/ goods/ service.

27) Authenticity of Equipment

a) The selected bidder shall certify (as per Annexure-9) that the supplied goods are brand

new, genuine/ authentic, not refurbished, conform to the description and quality as

specified in this bidding document and are free from defects in material, workmanship and

service.

b) If during the contract period, the said goods be discovered counterfeit/ unauthentic or not

to conform to the description and quality aforesaid or have determined (and the decision of

the Purchase Officer in that behalf will be final and conclusive), notwithstanding the fact

that the purchaser may have inspected and/ or approved the said goods, the purchaser will

be entitled to reject the said goods or such portion thereof as may be discovered not to

conform to the said description and quality, on such rejection the goods will be at the

selected bidder‟s risk and all the provisions relating to rejection of goods etc., shall apply.

The selected bidder shall, if so called upon to do, replace the goods etc., or such portion

thereof as is rejected by Purchase Officer, otherwise the selected bidder shall pay such

damage as may arise by the reason of the breach of the condition herein contained.


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Nothing herein contained shall prejudice any other right of the Purchase Officer in that

behalf under this contract or otherwise.

c) Goods accepted by the purchaser in terms of the contract shall in no way dilute

purchaser‟s right to reject the same later, if found deficient in terms of the this clause of the

contract.

28) Warranty

a) The bidder must supply all items with comprehensive on-site OEM warranty valid for 4

years after the goods, or any portion thereof as the case may be, have been delivered to,

installed and accepted at the final destination(s) indicated in the bidding document.

However, if delay of installation is more than a month‟s time due to the reasons ascribed to

the bidder, the warranty shall start from the date of last successful installation of the items

covered under the PO.

b) At the time of goods delivery, the selected bidder shall submit a certificate/ undertaking

from all the respective OEMs mentioning the fact that the goods supplied are covered

under comprehensive warranty & support for the prescribed period.

c) The purchaser shall give a written notice to the selected bidder stating the nature of any

defect together with all available evidence thereof, promptly following the discovery thereof.

The purchaser shall afford all reasonable opportunity for the selected bidder to inspect

such defects. Upon receipt of such notice, the selected bidder shall expeditiously cause to

repair the defective goods or parts thereof or replace the defective goods or parts thereof

with brand new genuine/ authentic ones having similar or higher specifications from the

respective OEM, at no cost to the Purchaser. Any goods repaired or replaced by the

selected bidder shall be delivered at the respective location without any additional costs to

the purchaser.

d) If having been notified, the selected bidder fails to remedy the defect within the period

specified, the purchaser may proceed to take within a reasonable period such remedial

action as may be necessary, in addition to other recourses available in terms and

conditions of the contract and bidding document.

e) During the warranty period, the bidder shall also be responsible to ensure adequate and

timely availability of spare parts needed for repairing the supplied goods.

f) The warranty on supplied software media, if any, should be at least 90 days.

29) Patent Indemnity

a) The supplier/ selected bidder shall, subject to the Purchaser‟s compliance with sub-clause

(b) below, indemnify and hold harmless the Purchaser and its employees and officers from


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and against any and all suits, actions or administrative proceedings, claims, demands,

losses, damages, costs, and expenses of any nature, including attorney‟s fees and

expenses, which the Purchaser may suffer as a result of any infringement or alleged

infringement of any patent, utility model, registered design, trademark, copyright, or other

intellectual property right registered or otherwise existing at the date of the Contract by

reason of: -

i. the installation of the Goods by the supplier/ selected bidder or the use of the Goods in

the country where the Site is located; and

ii. the sale in any country of the products produced by the Goods.

Such indemnity shall not cover any use of the Goods or any part thereof other than for the

purpose indicated by or to be reasonably inferred from the Contract, neither any

infringement resulting from the use of the Goods or any part thereof, or any products

produced thereby in association or combination with any other equipment, plant, or

materials not supplied by the supplier/ selected bidder, pursuant to the Contract.

b) If any proceedings are brought or any claim is made against the Purchaser arising out of

the matters referred to above, the Purchaser shall promptly give the supplier/ selected

bidder a notice thereof, and the supplier/ selected bidder may at its own expense and in

the Purchaser‟s name conduct such proceedings or claim and any negotiations for the

settlement of any such proceedings or claim.

c) If the supplier/ selected bidder fails to notify the Purchaser within thirty (30) days after

receipt of such notice that it intends to conduct any such proceedings or claim, then the

Purchaser shall be free to conduct the same on its own behalf.

d) The Purchaser shall, at the supplier‟s/ selected bidder‟s request, afford all available

assistance to the supplier/ selected bidder in conducting such proceedings or claim, and

shall be reimbursed by the supplier/ selected bidder for all reasonable expenses incurred in

so doing.

e) The Purchaser shall indemnify and hold harmless the supplier/ selected bidder and its

employees, officers, and Subcontractors (if any) from and against any and all suits, actions

or administrative proceedings, claims, demands, losses, damages, costs, and expenses of

any nature, including attorney‟s fees and expenses, which the supplier/ selected bidder

may suffer as a result of any infringement or alleged infringement of any patent, utility

model, registered design, trademark, copyright, or other intellectual property right

registered or otherwise existing at the date of the Contract arising out of or in connection

with any design, data, drawing, specification, or other documents or materials provided or

designed by or on behalf of the Purchaser.


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30) Limitation of Liability

Except in cases of gross negligence or wilful misconduct: -

a) neither party shall be liable to the other party for any indirect or consequential loss or

damage, loss of use, loss of production, or loss of profits or interest costs, provided that

this exclusion shall not apply to any obligation of the supplier/ selected bidder to pay

liquidated damages to the Purchaser; and

b) the aggregate liability of the supplier/ selected bidder to the Purchaser, whether under the

Contract, in tort, or otherwise, shall not exceed the amount specified in the Contract,

provided that this limitation shall not apply to the cost of repairing or replacing defective

equipment, or to any obligation of the supplier/ selected bidder to indemnify the Purchaser

with respect to patent infringement.

31) Force Majeure

a) The supplier/ selected bidder shall not be liable for forfeiture of its PSD, LD, or termination

for default if and to the extent that it‟s delay in performance or other failure to perform its

obligations under the Contract is the result of an event of Force Majeure.

b) For purposes of this Clause, “Force Majeure” means an event or situation beyond the

control of the supplier/ selected bidder that is not foreseeable, is unavoidable, and its origin

is not due to negligence or lack of care on the part of the supplier/ selected bidder. Such

events may include, but not be limited to, acts of the Purchaser in its sovereign capacity,

wars or revolutions, fires, floods, epidemics, quarantine restrictions, and freight

embargoes.

c) If a Force Majeure situation arises, the supplier/ selected bidder shall promptly notify the

RCDF in writing of such conditions and cause thereof within 15 days of occurrence of such

event. Unless otherwise directed by RCDF, the supplier/ selected bidder shall continue to

perform its obligations under the contract as far as reasonably practical.

d) If the performance in whole or part or any obligation under the contract is prevented or

delayed by any reason of Force Majeure for a period exceeding 60 days, either party at its

option may terminate the contract without any financial repercussion on either side.

e) In case a Force Majeure situation occurs with the Ajmer Milk Union or RCDF, the Ajmer

Milk Union or RCDF may take the case with the supplier/ selected bidder on similar lines.

32) Change Orders and Contract Amendments

a) The Purchaser may at any time order the supplier/ selected bidder through Notice in

accordance with clause “Notices” above, to make changes within the general scope of the

Contract in any one or more of the following: -


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i. drawings, designs, or specifications, where Goods to be furnished under the Contract

are to be specifically manufactured for the Purchaser;

ii. the method of shipment or packing;

iii. the place of delivery; and

iv. the related services to be provided by the supplier/ selected bidder.

b) If any such change causes an increase or decrease in the cost of, or the time required for,

the supplier‟s/ selected bidder‟s performance of any provisions under the Contract, an

equitable adjustment shall be made in the Contract Price or in the Delivery and Completion

Schedule, or both, and the Contract shall accordingly should be amended. Any claims by

the supplier/ selected bidder for adjustment under this clause must be asserted within thirty

(30) days from the date of the supplier‟s/ selected bidder‟s receipt of the Purchaser‟s

change order.

c) Prices to be charged by the supplier/ selected bidder for any related services that might be

needed but which were not included in the Contract shall be agreed upon in advance by

the parties and shall not exceed the prevailing rates charged to other parties by the

supplier/ selected bidder for similar services.

33) Termination

a) Termination for Default

i. The tender sanctioning authority of RCDF may, without prejudice to any other remedy

for breach of contract, by a written notice of default of at least 30 days sent to the

supplier/ selected bidder, terminate the contract in whole or in part: -

a. If the supplier/ selected bidder fails to deliver any or all quantities of the service

within the time period specified in the contract, or any extension thereof granted by

RCDF; or

b. If the supplier/ selected bidder fails to perform any other obligation under the

contract within the specified period of delivery of service or any extension granted

thereof; or

c. If the supplier/ selected bidder, in the judgement of the Purchaser, is found to be

engaged in corrupt, fraudulent, collusive, or coercive practices in competing for or

in executing the contract.

d. If the supplier/ selected bidder commits breach of any condition of the contract.

ii. If RCDF terminates the contract in whole or in part, amount of PSD may be forfeited.

iii. Before cancelling a contract and taking further action, advice of senior most finance

person available in the office and of legal adviser or legal assistant posted in the office,

if there is one, may be obtained.


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b) Termination for Insolvency

RCDF may at any time terminate the Contract by giving a written notice of at least 30 days

to the supplier/ selected bidder, if the supplier/ selected bidder becomes bankrupt or

otherwise insolvent. In such event, termination will be without compensation to the

supplier/ selected bidder, provided that such termination will not prejudice or affect any

right of action or remedy that has accrued or will accrue thereafter to RCDF.

c) Termination for Convenience

i. RCDF, by a written notice of at least 30 days sent to the supplier/ selected bidder, may

terminate the Contract, in whole or in part, at any time for its convenience. The Notice

of termination shall specify that termination is for the Purchaser‟s convenience, the

extent to which performance of the supplier/ selected bidder under the Contract is

terminated, and the date upon which such termination becomes effective.

ii. Depending on merits of the case the supplier/ selected bidder may be appropriately

compensated on mutually agreed terms for the loss incurred by the contract if any due

to such termination.

iii. The Goods that are complete and ready for shipment within twenty-eight (28) days

after the supplier‟s/ selected bidder‟s receipt of the Notice of termination shall be

accepted by the Purchaser at the Contract terms and prices. For the remaining Goods,

the Purchaser may elect:

a. To have any portion completed and delivered at the Contract terms and prices;

and/or

b. To cancel the remainder and pay to the supplier/ selected bidder an agreed amount

for partially completed Goods and Related Services and for materials and parts

previously procured by the supplier/ selected bidder.

34) Exit Management

a) Preamble

i. The word „parties‟ include the procuring entity and the selected bidder.

ii. This Schedule sets out the provisions, which will apply on expiry or termination of the

Project Implementation and Operations and Management of SLA.

iii. In the case of termination of the Project Implementation and/ or Operation and

Management SLA due to illegality, the Parties shall agree at that time whether, and if

so during what period, the provisions of this Schedule shall apply.


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iv. The Parties shall ensure that their respective associated entities carry out their

respective obligations set out in this Exit Management Schedule.

b) Transfer of Assets

i. The selected bidder may continue work on the assets for the duration of the exit

management period which may be a six months period from the date of expiry or

termination of the agreement, if required by RCDF to do so. During this period, the

selected bidder will transfer all the assets in good working condition and as per the

specifications of the bidding document including the ones being upgraded to the

department/ designated agency. The security deposit/ performance security

submitted by selected bidder will only be returned after the successful transfer of the

entire project including its infrastructure.

ii. The selected bidder, if not already done, will transfer all the Software Licenses under

the name of the Ajmer Milk Union, Ajmer as desired by the procuring entity during the

exit management period.

iii. RCDF during the project implementation phase and the operation and management

phase shall be entitled to serve notice in writing to the selected bidder at any time

during the exit management period requiring the selected bidder to provide RCDF/

Ajmer Milk Union or its nominated agencies with a complete and up-to-date list of

the assets within 30 days of such notice.

iv. Upon service of a notice, as mentioned above, the following provisions shall apply: -

a. In the event, if the assets which to be transferred to RCDF mortgaged to any

financial institutions by the selected bidder, the selected bidder shall ensure that

all such liens and liabilities have been cleared beyond any doubt, prior to such

transfer. All documents regarding the discharge of such lien and liabilities shall be

furnished to RCDF or its nominated agencies.

b. All title of the assets to be transferred to RCDF or its nominated agencies

pursuant to clause(s) above shall be transferred on the last day of the exit

management period. All expenses occurred during transfer of assets shall be

borne by the selected bidder.

c. That on the expiry of this clause, the selected bidder and any individual assigned

for the performance of the services under this clause shall handover or cause to

be handed over all confidential information and all other related material in its

possession, including the entire established infrastructure supplied by selected

bidder to RCDF.

d. That the products and technology delivered to RCDF during the contract term or

on expiry of the contract duration should not be sold or re-used or copied or


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transferred by selected bidder to other locations apart from the locations

mentioned in the this bidding document without prior written notice and approval

of RCDF. Supplied hardware, software & documents etc., used by selected

bidder for RCDF shall be the legal properties of RCDF.

c) Cooperation and Provision of Information during the exit management period

i. The selected bidder will allow RCDF or its nominated agencies access to the

information reasonably required to define the current mode of operation associated

with the provision of the services to enable RCDF or its nominated agencies to

assess the existing services being delivered.

ii. The selected bidder shall provide access to copies of all information held or

controlled by them which they have prepared or maintained in accordance with the

Project Implementation, the Operation and Management SLA and SOWs relating to

any material aspect of the services provided by the selected bidder. RCDF or its

nominated agencies shall be entitled to copy all such information comprising of

details pertaining to the services rendered and other performance data. The selected

bidder shall permit RCDF or its nominated agencies and/ or any replacement

operator to have reasonable access to its employees and facilities as reasonably

required by RCDF or its nominated agencies to understand the methods of delivery

of the services employed by the selected bidder and to assist appropriate knowledge

transfer.

d) Confidential Information, Security and Data

The selected bidder will promptly on the commencement of the exit management period

supply to RCDF or its nominated agencies the following:

i. Documentation relating to Intellectual Property Rights;

ii. Project related data and confidential information;

iii. All current and updated data as is reasonably required for purposes of RCDF or its

nominated agencies transitioning the services to its replacement selected bidder in a

readily available format nominated by RCDF or its nominated agencies; and

iv. All other information (including but not limited to documents, records and

agreements) relating to the services reasonably necessary to enable RCDF or its

nominated agencies, or its replacement operator to carry out due diligence in order to

transition the provision of the services to RCDF or its nominated agencies, or its

replacement operator (as the case may be).

v. Before the expiry of the exit management period, the selected bidder shall deliver to

RCDF or its nominated agencies all new or up-dated materials from the categories


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set out above and shall not retain any copies thereof, except that the selected bidder

shall be permitted to retain one copy of such materials for archival purposes only.

e) Transfer of certain agreements

i. On request by Procuring entity or its nominated agencies, the selected bidder shall

effect such assignments, transfers, innovations, licenses and sub-licenses as

Procuring entity or its nominated agencies may require in favour of procuring entity or

its nominated agencies, or its replacement operator in relation to any equipment

lease, maintenance or service provision agreement between selected bidder and

third party leasers, operators, or operator, and which are related to the services and

reasonably necessary for carrying out of the replacement services by RCDF or its

nominated agencies, or its replacement operator.

ii. Right of Access to Premises: At any time during the exit management period and for

such period of time following termination or expiry of the SLA, where assets are

located at the selected bidder‟s premises, the selected bidder will be obliged to give

reasonable rights of access to (or, in the case of assets located on a third party's

premises, procure reasonable rights of access to RCDF or its nominated agencies,

and/ or any replacement operator in order to inventory the assets.

f) General Obligations of the selected bidder

i. The selected bidder shall provide all such information as may reasonably be

necessary to effect as seamless during handover as practicable in the circumstances

to RCDF or its nominated agencies or its replacement operator and which the

operator has in its possession or control at any time during the exit management

period.

ii. The selected bidder shall commit adequate resources to comply with its obligations

under this Exit Management Clause.

g) Exit Management Plan

i. The selected bidder shall provide RCDF or its nominated agencies with a

recommended exit management plan ("Exit Management Plan") which shall deal with

at least the following aspects of exit management in relation to the SLA as a whole

and in relation to the Project Implementation, the Operation and Management SLA

and SOWs.

ii. A detailed program of the transfer process that could be used in conjunction with a

replacement operator including details of the means to be used to ensure continuing

provision of the services throughout the transfer process or until the cessation of the

services and of the management structure to be used during the transfer; and


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iii. Plans for the communication with such of the selected bidder's, staff, suppliers,

customers and any related third party as are necessary to avoid any material

detrimental impact on RCDF operations as a result of undertaking the transfer; and

iv. If applicable, proposed arrangements and Plans for provision of contingent support in

terms of business continuance and hand holding during the transition period, to

RCDF or its nominated agencies, and Replacement Operator for a reasonable

period, so that the services provided continue and do not come to a halt.

v. The Bidder shall re-draft the Exit Management Plan annually after signing of contract

to ensure that it is kept relevant and up to date.

vi. Each Exit Management Plan shall be presented by the selected bidder to and

approved by RCDF or its nominated agencies.

vii. In the event of termination or expiry of SLA, Project Implementation, Operation and

Management SLA or SOWs each party shall comply with the Exit Management Plan.

viii. During the exit management period, the selected bidder shall use its best efforts to

deliver the services.

ix. Payments during the Exit Management period shall be made in accordance with the

Terms of Payment Clause.

x. It would be the responsibility of the selected bidder to support new operator during

the transition period.

35) Settlement of Disputes

a) General: If any dispute arises between the supplier/ selected bidder and RCDF during the

execution of a contract that should be amicably settled by mutual discussions. However, if

the dispute is not settled by mutual discussions, a written representation will be obtained

from the supplier/ selected bidder on the points of dispute. The representation so received

shall be examined by the concerned Procurement Committee which sanctioned the tender.

The Procurement Committee may take legal advice of a counsel and then examine the

representation. The supplier/ selected bidder will also be given an opportunity of being

heard. The Committee will take a decision on the representation and convey it in writing to

the supplier/ selected bidder.

b) Standing Committee for Settlement of Disputes: If a question, difference or objection arises

in connection with or out of the contract/ agreement or the meaning of operation of any

part, thereof or the rights, duties or liabilities of either party have not been settled by mutual

discussions or the decision of tender sanctioning Procurement Committee, it shall be

referred to the empowered standing committee for decision, if the amount of the claim is


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more than Rs. 50,000/-. The empowered standing committee shall consist of following

members: - (RCDF)

Managing Director, RCDF : Chairman

Secretary, DoIT&C or his nominee : Member

General Manager (Purchase), RCDF : Member

General Manger (Finance), RCDF : Member

Manager (Systems) : Member Secretary

A Legal Expert : Member

c) Procedure for reference to the Standing Committee: The supplier/ selected bidder shall

present his representation to the Managing Director, RCDF along with a fee equal to two

percent of the amount of dispute, not exceeding Rupees One Lakh, within one month from

the date of communication of decision of the tender sanctioning Procurement Committee.

The officer-in-charge of the project who was responsible for taking delivery of the goods

and/ or service from the supplier/ selected bidder shall prepare a reply of representation

and shall represent the RCDF‟s stand before the standing committee. From the side of the

supplier/ selected bidder, the claim case may be presented by himself or through a lawyer.

After hearing both the parties, the standing committee shall announce its decision which

shall be final and binding both on the supplier/ selected bidder and RCDF. The standing

committee, if it so decides, may refer the matter to the Board of Directors of RCDF for

further decision.

d) Legal Jurisdiction: All legal proceedings arising out of any dispute between both the parties

regarding a contract shall be settled by a competent court having jurisdiction over the

place, where agreement has been executed and by no other court, after decision of the

standing committee for settlement of disputes.


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7. SPECIAL TERMS AND CONDITIONS OF TENDER & CONTRACT

1) Payment Terms and Schedule

A. Application Software and Web Portal


Payment Schedule Payment Terms

Perform System Study & SRS

Submission of SRS Software Requirement Specifications (SRS)

15 % of CAPEX for Proposed Software Application (S No 1-6 Table A3 of Fin. Bid)

SRS Acceptance Letter / SRS Sign-off

Development of Web Portal & Proposed ERP Application S/w

System Design Document (SDD)

60% of the COTS and other software CAPEX (Table A1 part –II )

and

55 % of CAPEX for proposed Application S/w (Table A3 of Fin. Bid)

UAT Acceptance Letter/UAT Sign off

Item Delivery, installation and commissioning reports for RSDC as proposed by the bidder in bid.

Deployment of proposed application software and web portal on staging server

Testing Methodology including test cases and test plan and Test Results

PAT Sign off (Partial

Acceptance Test of ERP

application)

Installation of COTS solution RSDC, inclusive of PORTAL, DMS and workflow tools

Final Deployment of ERP application software and web portal on production server and integration with Email solution, SMS gateway and payment gateway

UAT Sign off of web portal and application Software

Handing over of Source code and licenses in the name of the purchaser for the various middleware/ Portal/ and third party tools used by the bidder to run the application.


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B. Infrastructure

Milestone Deliverable (Reports/ Documents & Infra)


Site Preparation, Procurement, Installation and commissioning of IT & Non IT infrastructure all project locations as per BoM.

Item Delivery, installation and commissioning reports with specification as per RFP.

65% of the CAPEX (Table A1 Part-I of Fin. Bid) for Ajmer Milk Union Office

Commissioning Certificate for RSDC

Item Delivery, installation and commissioning reports with specification from Ajmer Milk Union

65% of the CAPEX (Table A2 of Fin. Bid) for Ajmer Milk Union

Commissioning Certificate for Ajmer Milk Union

C. Data Digitization



Data Digitization

Data Digitization & migration policy

Monthly Payment of the CAPEX on basis of unitary price (Sr. No 1 Table A4 of Fin. Bid) for Data Digitization

Monthly Attendance

Approve by Ajmer

Milk Union/ RCDF Provide manpower to

undertake data digitization of master data essential for UAT & Go live

Successful completion & validation of the overall Master Data Built-up activity and its accessibility through the Website and ERP Application S/w

Provide manpower to undertake data digitization

Successful completion & validation of the overall Master Data Built-up activity and its accessibility through the Website and ERP Application S/w

D. Training



Training & Capacity Building

Training Manual

100% payment shall be paid based on no of session successfully completed during a quarter (unitary price S No 2 of table A4 of Fin

Completion Certificate from Ajmer Milk Union

Training Completion certificate to all Nominated employees of Ajmer Milk


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Union as per SoW

Trainees Feedback

Bid)

E. Go Live & Acceptance



GO-Live Installation Manuals 20% of the COTS and other software CAPEX (Table A1 part –II )

20 % of CAPEX for ERP Application S/w (Table A3 of Fin. Bid)

Final Acceptance from Ajmer Milk Union / RCDF

User manual (Role wise) with visual help kits

FAT (Final acceptance test )

Acceptance of Successfully Roll Out (Successfully rollout of Web portal & ERP application S/W for period of minimum 6 months. (Acceptance for successful performance from Ajmer Milk Union/ RCDF)

Monthly compliance report on compliant registers and bugs fixing

Remaining 10% CAPEX for Web portal & ERP Application S/w (table A3 of Fin. Bid) shall be paid after successful go live

20% of the COTS and other software CAPEX (Table A1 part –II )

Acceptance letter for successful Rollout

F. Operations & Maintenance

(i) Web portal and application software



FMS During O&M Successful completion of O&M Activities and submission of associated deliverables every quarter during the O&M Phase of the project.

Manpower Supply for period of 4 years at Ajmer Milk Union as per requirement mentioned in SoW (operation & maintenance) to manage services

6.25% of the total OPEX for FMS for 16 quarters i.e. 4 Years (SN 1 Table B1 of Financial Bid)

Approval in line with SLA from Purchaser on Successful completion of O&M Activities and submission of associated deliverables every quarter during the O&M Phase of the project.

Helpdesk for the technical & functional scope

MIS reports as per SOW Operation & maintenance

OEM Support for ERP License

MIS reports

Supply of yearly license

6.25% of the total OPEX for OEM Licences support per quarter for

Supply of yearly license Comprehensive OEM support through (Phone


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Successfully Completion activities related to OEM Support

Comprehensive OEM support through (Phone & Online) for all third party tools/COTS used by SI to run ERP application software

16 quarters i.e. 4 Years (Table B2 of Financial Bid)

& Online) for all third party tools/COTS used by SI to run ERP application software

Portal and ERP Application S/W Support

Successfully Completion activities related to maintenance of web portal & ERP application S/w , defined in SoW section

MIS reports

Successfully Completion activities related to maintenance of web portal & ERP application S/w , defined in SoW section

6.25% of the total OPEX for Website and Application S/w per quarter for 16 quarters i.e. 4 Years (Table B3 of Financial Bid)

Successfully Completion activities related to maintenance of web portal & application S/w , defined in SoW section

(ii) Infrastructure

Infrastructure & Hardware Maintenance supplied at all project locations

Successfully Completion activities related to Hardware maintenance supplied at project location defined in SoW section

During O&M period of 4 years for maintenance of hardware supplied

Quarterly Compliance Report on hardware complaints registered and solved to the hardware at DC

MIS reports

Remaining 35% CAPEX of (Table A1-Part-I of Fin. Bid) shall be paid in 16 equal quarterly instalments during the O&M phase of the project i.e. 2.1875% per Quarter

Approval in line with SLA from Purchaser on Successfully Completion activities related to Hardware maintenance supplied at RSDC as defined in SoW

Quarterly Compliance Report on hardware complaints registered and solved

MIS reports

Remaining 35% CAPEX of (Table A2 of Fin. Bid) shall be paid in 16 equal quarterly instalments during the O&M phase of the project i.e. 2.1875% per Quarter

Approval in line with SLA from Purchaser on Successfully Completion activities related to Hardware maintenance supplied at Ajmer Milk Union as defined in SoW

a) The supplier‟s/ selected bidder‟s request for payment shall be made to the purchaser in

writing, accompanied by invoices describing, as appropriate, the goods delivered and related

services performed, and by the required documents submitted pursuant to general conditions

of the contract and upon fulfillment of all the obligations stipulated in the Contract.

b) Due payments shall be made promptly by the purchaser, generally within sixty (60) days after

submission of an invoice or request for payment by the supplier/ selected bidder, and the

purchaser has accepted it.


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c) The currency or currencies in which payments shall be made to the supplier/ selected bidder

under this Contract shall be Indian Rupees (INR) only.

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

e) In case of disputed items, the disputed amount shall be withheld and will be paid only after

settlement of the dispute.

f) Payment in case of those goods which need testing shall be made only when such tests have

been carried out, test results received conforming to the prescribed specification.

g) Any penalties/ liquidated damages, as applicable, for delay and non-performance, as

mentioned in this bidding document, will be deducted from the payments for the respective

milestones.

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

2) Service Level Standards/ Requirements/ Agreement

Service level Agreement - SLA defines the terms of the successful bidder‟s responsibility in

ensuring the performance of the hardware, software & other equipment‟s supplied for Ajmer

Milk Union, Ajmer project based on the agreed performance indicators as detailed in the

agreement. This defines various Service Levels for various components of the project, which

shall be considered in the Service Level Agreement with SI. The service level agreement has

been given at Annexure–16

The proposed SLA is indicative and subjected to be changed after review by the project

steering committee

3) Change Requests/ Management

a) An institutional mechanism will be set up for taking decisions regarding requests for

changes. The Purchase Committee will set up a Change Control Committee with members

from the procurement agency and the selected bidder. If it is unable to reach an

agreement, the decision of the Purchase Committee will be final.

b) RCDF may at any time, by a written order given to the bidder , make changes within the

general scope of the Agreement in any one or more of the following: -

Designs, specifications, requirements which software or service to be provided under

the Agreement are to be specifically developed and rendered for RCDF.

The method of deployment, shipping or packing.

Schedule for Installation Acceptance.

The place of delivery and/or the services to be provided by the bidder.

c) The change request/ management procedure will follow the following steps: -


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Identification and documentation of the need for the change - The information related to

initiator, initiation date and details of change required and priority of the change will be

documented by RCDF.

Analysis and evaluation of the Change Request - Impact of the change in terms of the

estimated effort, changed schedule, cost and the items impacted will be analysed and

documented by the bidder.

Approval or disapproval of the change request – RCDF will approve or disapprove the

change requested including the additional payments for software development, quoted

man-month rate shall be used for cost estimation, efforts of all technical resources-

project manager, analyst, software developer, testing engineer, database architecture

etc shall be taken into account for total man-month estimation to carry out the s/w

development resulting from the change request. For all technical resources irrespective

of their experience and specialization, the quoted man-month rate shall be used.

Efforts of support staff shall not be taken into consideration for this purpose.

Implementation of the change – The change will be implemented in accordance to the

agreed cost, effort, and schedule by the selected bidder.

Verification of the change - The change will be verified by RCDF on implementation of

the change request.

d) All changes outside the scope of supplies agreed to herein which may have likely financial

implications in terms of the overall cost/ time of the project shall be undertaken by SI only

after securing the express consent of RCDF. In the event that the consent of RCDF is not

received then the change will not be carried out.

e) While approving any change request, if required, RCDF may ask the bidder to deploy the

required resources on-site.

f) If any such change outside the scope of supplies agreed to herein causes an increase or

decrease in cost of, or the time required for, firm‟s performance of any provisions under the

Agreement, equitable adjustments shall be made in the Agreement Price or Delivery

Schedule, or both, and the Agreement shall accordingly be amended. Any claims by firm

for adjustment under this must be asserted within 30 (thirty) days from the date of SI

receiving the RCDF change order which shall not be unreasonably withheld or delayed.


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ANNEXURE-1: BILL OF MATERIAL (BoM)

Rajasthan State Data Centre, Jaipur

S.No. Item No. Item No. and Description Qty

1. Item No.1 Database Blade Server (Inclusive of Operating System) in high availability 2

2. Item No.2 Web Server/ Application Blade Server (Inclusive of Operating System) in high

availability 2

3. Item No.3 Staging Blade Server (Inclusive of Operating System) 1

4. Item No.4 DNS/ Backup Server (Inclusive of Operating System) 1

5. Item No.5 *SAN Storage 5 TB 1

6. Item No.6 Blade Chassis 1

*May be provided by RSDC

Ajmer Milk Union HQ, Ajmer

S.No. Item No. Description Qty

1 Item No.7 Desktop Computer (Incl. OS + AV + MS Office Std. edition) 24

2 Item No.8 Printer Laser Jet (B/W Duplex) 19

3 Item No.9 MFD Printer (B/W) A4 Size 5

4 Item No.10 L 2 Switch - 48 Port 3

5 Item No.11 UPS 1 KVA 27

6 Item No.12 Network

Passive Work (I/O + CAT 6 UTP +Conduit+ Laying Charges) 80 Points

7 Item No.13 Access Point 4

8 Item No.14 12U Rack 3

Ajmer Cattle Feed Plant, Ajmer

S.No. Item No. Description Qty

1 Item No.7 Desktop Computer (Incl. OS + AV + MS Office Std. edition) 1

2 Item No.8 Printer Laser Jet (B/W Duplex) 1

3 Item No.11 UPS 1 KVA 1


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ANNEXURE-2: TECHNICAL SPECIFICATIONS

Note: All the specifications below are minimum specifications and higher specifications shall be

used wherever necessary/ required. Deviation on higher side shall only be considered and no

extra weightage shall be awarded for such deviations.

Item No.1 Database Blade Servers (2) in High Availability

Sl. No

Features Specifications Required Compliance (Y/N)

1 CPU 2 X Intel Xeon Quad Core E5-2609 CPU @ 2.4 GHz or better

2 Cache L3 10 MB of L3 Cache

3 Chipset Intel Chipset C600

4 Memory 128GB DDR-3 LR DIMMS Memory Upgradeable to 384 GB

5 Memory protection support

ECC, Memory Mirroring, Memory Sparing

6 SCSI Controllers Integrated Hardware Raid Controller to supports Hardware Raid RAID 0, 1,

7 Disk Drives 2 x 600GB 6Gbps10K SAS Hard Disk Drive, Server should support Hardware Raid controller supporting Raid 0 and 1.

8 Graphics Controller

16MB SDRAM

9 Ethernet Adapter Server should be configured with 4 Number of 1G Ethernet ports, also support FCOE and ISCSI functionality on demand.

10 Fiber Channel HBA Connectivity

1x Dual Port 8Gbps Fiber Channel Expansion Adapter. PCIe slot should also support 16Gbps Fiber Channel ports from Day1.

12 I/O Expansions 2 x PCI Express 3.0 interface

16 Warranty 3 Years Onsite Warranty

17 USB USB ports: one external. Two internal for embedded hypervisor

18 Failure Alerting Mechanism

The server should be able to alert impending failures on maximum number of components. The components covered under alerting mechanism should at least include Processor, memory and HDDs

19 Server Management Software

Server should be supplied with OEM Server Management software

20 OS & virtualization Support

Microsoft Windows Server 2008 R2, Red Hat Enterprise Linux 5 and 6, SUSE Linux Enterprise Server 10 and 11, VMware ESX, ORACLE Enterprise Linux Bidder should quote OS and Virtualization Software from same OEM.


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Item No.2 Web/ Application Blade Servers (2) in High Availability

Sl. No





4 Memory 128GB DDR-3 LR DIMMS Memory Upgradeable to384 GB .






16MB SDRAM












Microsoft Windows Server 2008 R2, Red Hat Enterprise Linux 5 and 6, SUSE Linux Enterprise Server 10 and 11, VMware ESX, ORACLE Enterprise Linux 6.3 Bidder should quote OS and Virtualization Software from same OEM.

Item No.3 Staging Blade Servers (1)

Sl. No



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4 Memory 64 GB DDR-3 LR DIMMS Memory Upgradeable to 384 GB






16MB SDRAM













Item No.4 DNS/ Backup Blade Servers (1)

Sl. No





4 Memory 32 GB DDR-3 LR DIMMS Memory Upgradeable to 384 GB





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16MB SDRAM













Item No.5 SAN Storage*

Sl. No


1 RAID controller Dual Active Controller with no single point of failure in the storage array. RAID Array supporting at least Raid Levels 0, 1, 5, 6 and 10.

2 Cache

1)The SAN Storage system should have at least 16GB Data Cache for SAN Data. 2) The data in cache shall not be lost in the case of power failure.

3 Host Interface 1) Storage system should be configured with 8 x 8Gbps FC and 4 x 1G iSCSI front-end ports and should support 10Gbps front end ports.

4 Support Drives

The storage subsystem shall support 300/600/900 GB SAS disk and 2 /3 TB or higher SATA/Nearline disk drives.

Storage should support SSD drive for data storage purpose .The storage shall also support the functionality to automatically move the data from lower performing disk to SSD, based on the performance requirement. Required licenses for the same, shall be provided.

5 San Supported All Standard SAN Switch needs to be supported.


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6 Disk Scalability

The storage should be configured with usable capacity of 5TB usable in RAID5 & 8TB RAW using 600GB SAS drives. The storage should be scalable to at least 120 drives without changing controller.

7 Availability

1)Should offer dual active-active and failover controllers Should offer redundant power supplies and cooling units Should support hardware based RAID 0, 1, 5 and 10 Should support LUN Masking and software for the same should be configured.

8 Licensing

Licenses for software (Storage Array Management, Volume Copy, multipathing software for host) should be provide as part of the solution

System should be configured with necessary multi pathing components for high availability

Licenses for 64 snapshots.

9 Management

The storage system shall be configured with GUI based management software as below: •Monitor and manage the storage array •Configuring PIT‟s •LUN management. •Storage Component replacement, etc.

10

Operating System Support

The storage system shall support the latest OS releases & Cluster of the following mentioned servers / OS:- CISC/RISC/EPIC-based Servers running Microsoft, HP, IBM, Sun, Linux

Item No. 6 Blade Chassis (1)

Sl. No


1

Form Factor

Max 10U Rack mounted Chassis to house at least 14 Compute Nodes. Chassis configured should not only support current generation of processors but should support future processor technology to provide an investment protection made today.

2

IO Modules Min Four high-speed switch bays capable of supporting I/O architectures in Ethernet, FiberChannel, FCoE and Infiniband

3

Ethernet IO Module (1GB)

2 x 1GBPS Ethernet switch with L2 and L3 capabilities, VM ready support for 802.1Qbg standards. Switch configured should have following features like Non-blocking architecture with wire-speed forwarding of traffic, Media access control (MAC) address learning: automatic update, support of up to 128000 MAC addresses, VRRP for Layer 3 router redundancy, Layer 2 Trunk Failover to support active/standby configurations of network adapter teaming on compute nodes, 802.1Q VLAN tagging support on all ports, VLAN-based, MAC-based, and IP-based ACLs, Support for IEEE 802.1p, IP ToS/DSCP, and ACL-based (MAC/IP source and destination addresses, VLANs) traffic classification and processing, IPv4 and IPv6 Layer 3 functions, VMready, Simple Network Management Protocol (SNMP V1, V2, and V3).


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4

Fibre Channel IO Module

2 x 8Gb FC SAN switches required but IO Bays should support for both 8Gb and 16Gb FC SAN Switches. 4 x 8Gb SFP+ shoule be supplied along with each switch.

5

Midplane Chassis should have a highly reliable mid plane for providing connectivity of the shared resources to the compute nodes in a highly reliable manner.

6

Power Modules

Redundant power modules the provide N+N or N+1 redundancy. Power supplies configured should be 80 PLUS Platinum certified and should provide 92% efficiency at 100% load.

7

Chassis Management Module

Integrated two redundant chassis Management Modules providing IP based management of the compute nodes and vital elements like FC and Ethernet Switches. Should also provide for controlling Power, Fan management, Chassis and compute node initialization, Switch management, Resource discovery and inventory management, Resource alerts and monitoring management, Chassis and compute node power management and diagnostics for elements including Chassis, I/O options and compute nodes.

8

Management Appliance

Should provide a management appliance for comprehensive management including virtualization, networking, and storage management.

9

Network Management

Should provide for the following Network Management Capabilities for chassis internal switches: • Management of network switches from a variety of vendors. • Discovery, inventory, and status monitoring of switches. • Graphical network topology views. • Support for KVM, VMware virtual switches, and physical switches. • VLAN configuration of switches. • Integration with server management. • Per-virtual machine network usage and performance statistics provided to VMControl. • Logical views of servers and network devices grouped by subnet and VLAN.

10

Virtualization Management

Should provide following Virtualization Management Capabilities with integration to that Hypervisor manager: • Support for VMware, Hyper-V and KVM. • Creates virtual servers. • Edits virtual servers. • Manages virtual servers. • Relocates virtual servers. • Discovers virtual server, storage, and network resources and visualize the physical-to-virtual relationships.

11

Storage Management

Should provide for the following Storage Management Capabilities for integrated storage: • Discovery of physical and virtual storage devices. • Support for virtual images on local storage across


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multiple chassis. • Inventory of the physical storage configuration. • Health status and alerts. • Storage pool configuration. • Disk sparing and redundancy management. • Virtual volume management. • Support for virtual volume discovery, inventory, creation, modification, and deletion

12

System Panel LEDs on the front information panel that can be used to obtain the status of the chassis Identify, Check log and the Fault LED

13

Support for Multiple Platform

Should provide support for multiple platforms in x86 and RISC /EPIC servers within the same enclosure.

14

RACK with TFT monitor

42U Floor RACK with Dual redundent Power distibution Units & 17" TFT monitor with key board and mouse

Item No. 7: Desktops Computer

S.

No. Parameter Minimum Specifications Suggested

Compliance Y/N

1. Model Offered To be provided by bidder

2. Make Offered To be provided by bidder

3. Mandatory Certifications

OEM – ISO 9001 Manufacturer, Certified on supplied OS, DMI 2.0 compliance and support, Energy Star 5, UL certification,

4. Processor Intel Core i3-2120, 3.3 GHz, 3 MB Cache and 1066 MHz FSB or higher.

5. Chipset Intel H61 or better on Intel/OEM Motherboard

6. Memory 4 GB 800 MHz DDR3 RAM with 8 GB Expandability

7. HDD 500 GB 7200 Serial ATA HDD or higher

8. Monitor 47 cm (18.5 inch)or larger TFT/LED Digital Color Monitor TCO-05 certified.

9. Bays 3 Nos. or above.

10. Keyboard OEM Mechanical Keyboard with 104 keys

11. Mouse Optical with USB interface.

12. Optical Device DVD RW (Min. 16x) or higher

13. Cabinet Micro ATX

14. Ports 6 USB Ports (with at least 2 in front), 1 Serial audio port for microphone and headphone in front.

15. Network Features 10/100/1000 on board integrated Network Port with remote booting facility remote system


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S.


Compliance Y/N

installation, remote wake up. 16. Multimedia Integrated Audio and Graphic Controller

17. Power Management

ACPI (Advanced Configuration and Power Management Interface)

18. Operating System Genuine latest Windows 7 professional SP1 (64 Bits) preloaded with Media and Documentation and Certificate of Authenticity

19. Office Suite Open office / Libre office

20. Antivirus Pre-installed & Norton/McAfee/ Kasper sky/tend micro /quick heal,, Internet security and Antivirus Software latest Version with 3 years subscription

21. Warranty Period Minimum 3 Years (Comprehensive Onsite)

Item No. 8 Laser Printer (B/W Duplex)

Sl.No. Parameter Minimum Specifications Suggested Compliance Y/N

1. Make To be specified by Bidder

2. Model To be specified by Bidder

3. Print Technology

Laser

4. Print speed in black in normal mode

Minimum 24 PPM (A4) or higher

5. Resolution in black

600 x 600 dpi or better

6. Memory Min: 32MB or better

7. Duty cycle. Min: 8,000 pages per month or above

8. Media size A4, Letter, Legal

9. Duplex Yes (Automatic Duplex)

10. Interface

Hi speed USB 2.0 or better, Built in Ethernet 10/100 Mbps Ethernet

11. Energy Star Yes

12. Cables/ Accessories/ Drivers

All the required cabled, accessories and software drivers to be included for the supplied operating system

13. Platform supported

Windows 7(32bit/ 64 bit), Win XP (32Bit/64Bit), Windows 2008 (32 Bit/64 Bit) and Windows 2003.

14. Warranty Period

Minimum 3 Years (Comprehensive Onsite)

Item No. 9 - Multi-Function Device ( A4 Size)


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S.


Compliance Y/N

1. Functions Black-and-white printing, black-and-

white copying, color scanning, black-and-white faxing

2. Print speed >= 25 ppm

3. Memory 64 MB

4. Duty cycle (monthly, A4) >= 8000

5. Print quality (black, normal quality)

Up to 600 x 600 dpi

6. Duplex print options Automatic

7. Copy speed (black, draft quality, A4)

>=25 cpm

8. Copy resolution (black graphics)

600 x 600 dpi or better

9. Scan Type Flatbed, ADF

10. Optical scanning resolution Up to 1200 dpi

11. Maximum scanning size 216 x 297 mm through Flatbed/ADF

and 216 x 356 mm through ADF

12. Scan file format PDF, JPEG,TIFF

13. Standard media sizes A4, A5, B5 (JIS), executive (JIS),

16K, envelopes

14. System Interface 1 USB (compatible with USB 2.0

specifications), and 10/100 Ethernet

network port

15. Compatible operating systems

Microsoft Windows 7 (32Bit/64bit), windows 2000, Windows XP(32Bit/64bit), XP Professional (32Bit/64bit), Windows Server 2003, Windows 2008 (32Bit/64bit), Linux

16. Power requirements Input voltage 220 to 240 VAC (+/-

10%), 50/60 Hz (+/-2 Hz)

17. Warranty Period Minimum 3 Years (Comprehensive

Onsite)

Item No. 10 - L2 Switch (48 Port) Manageable

S.

No Parameter Minimum Specifications Suggested

Compliance Y/N


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S.


Compliance Y/N

1 Interface 10/100/1000 BASE-TX Ports : 48 : Combo 10/100/1000 BASE-T/SFP : Minimum 2 : RS 232 Console Port/RJ45 serial console port : Gigabit &100 BASE-FX Fiber Support on SFP

2 Performance Switch Capacity : 96 Gbps or more with non blocking architecture: 64-Byte Packet Forwarding Rate: 65 Mpps or More

3 Layer-2 Features IGMP Snooping v1,v2 (Upto 256 groups),IGMPV3 IGMP Snooping Fast leave 802.1D Spanning Tree 802.1w Rapid Spanning Tree 802.1s Multiple Spanning Trees 802.3x & Back-Pressure 802.3ad Link Aggregation (8 or More Ports per group/6 or more groups per device)

4 VLAN Port mirroring ( One to One, Many to One ) : Standard : 802.1Q VLAN IDs: 4K Dynamic VLAN groups : 128 or higher GVRP/MVRP/Equivalent

5 Quality of Services 802.1p Priority Queues standard Number of 802.1p priority Queues: 4 Queues Support WRR/Strict mode Packet classification based on : Switch Port VLAN ID TCP/UPD Port number MAC address IPv4 +IPV6 802.1p Priority TOS DSCP User defined Packet Content

6 Access Control List (Max 256 Profiles/Rules)

Multi-Layer ACL based on : Switch Port VLAN ID 802.1p Priority MAC address IPv4 DSCP Protocol type TCP/UPD Port number User defined Packet Content

7 Network Access/Security

RADIUS/TACACS+ Authentication for Management Access RADIUS Accounting for Management Access Port security (max.16MAC entries per port) 802.1X Port-based Access Control 802.1X MAC-based Access Control 802.1X Guest VLAN SSH v1, v2/ SSL v3 Traffic Segmentation Broadcast Storm Control


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S.


Compliance Y/N

8 Management Single IP Management Web-based GUI CLI ( Command Line Interface ) Telnet client TFTP client SNMP v1,v2c, v3 Support for RMON 1/2 group as and when required BOOTP/DHCP Client SNTP or NTP SYSLOG Dual image or fireware upgrade through TFTP /FTP server Port description Web GUI traffic/CPU Monitoring SNMP trap on MAC notification DHCP Auto Configuration DHCP relay option 82 SMTP client ( e-mail notification )externally/ Internally

9 MIB Support MIBII ( RFC 1213 ) Bridge MIB ( RFC 1493 ) RFC 2011 SNMPv2 MIB for IP,RFC 2013 SNMPv2MIB for UDP RMON MIB ( RFC 1757, 2819 ) 802.1p MIB ( RFC 2674 ) IF MIB ( RFC 2233, 2863 ) RADIUS Authentication client MIB(RFC 2620) RADIUS Accounting client MIB (RFC 2925) Private MIB

10 Physical & Environmental

Internal Power supply

Item No. 11 - 1 KVA UPS

Sl.N

o Features Minimum Specifications Suggested

Compliance Y/N

1. Mandatory Certification - ISO 9001 Series Manufacturer, - Valid Test Certificate from any Govt. Approved Test/ Certifying Agency on Tendered Specs.

2. Capacity 1K VA

3. No. of Sockets Min. 3 sockets for connecting devices.

4. Battery Make Battery should be branded - ISO 9001 and 14001 certified

5. Battery backup 30 minutes on full load with Internal batteries (i.e. housing of the batteries should be within UPS)


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Sl.N

o Features Minimum Specifications Suggested

Compliance Y/N

6 Cables With necessary cable and plug

Item No. 12 Network Passive Work

S. No. Features Minimum Specifications Suggested Compliance Y/N

1. Common

All specifications for components & cabling to be tested up to 250 MHz , UL *R listed & verified

2. UTP cable

The UTP Cable Shall meet the requirement w.r.t maximum d.c resistance, balance and unbalance, maximum PR to GND Capacitance and attenuation losses as applicable to the category 6,unshielded UTP Cable and corresponding ASTM Standards as mentioned there in. Cable shall have Standard marking and designation as applicable in line with the international standard such as CSA/UL. This item shall be accepted based on OEM certificate.

3. 24 port Patch Panel

110 wiring block at rear end & RJ 45 jack on front panel, 19” rack mountable, should confirm or deviance exceed the EIA/TIA 568 B standards for CAT 6, Metallic /steel high strength & 1U height, confirm EIA/TIA 568 B wiring pattern, should have routing rings & ties and labeling strips for identification, UL *R Listed & verified.

4. Information outlets

Surface mount box with single RJ 45 socket, should confirm or exceed the EIA/TIA 568 B standards for CAT 6, provision for dust cover, labeling icons & strips, anchors for stain relief cable entry, UL *R listed & verified

5. Patch Cord

Should confirm or exceed the EIA/TIA 568 B standards for CAT 6, Factory molded boots on RJ 45 plugs at both ends, UL *R listed & verified, Option for color – Grey, Blue, Red & Green & cross over cable Length - 3 feet Length – 10 feet Length – 7 feet

Note: All the supplied Hardware/ Software should be Interoperable, IPv6 ready and in

compliance with the policies/ guidelines issued by DIT, GoI in this regard. Also, the bidder is to

quote/ propose only one make/ model against the respective item.


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All the equipment to be hosted at RSDC should be rack mountable and the selected bidder shall

have to mount the equipment in Rack(s) with required accessories/ cables/ screws etc. All the

supplied Hardware/ Software should be IPv6 ready.


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ANNEXURE-3: PRE-BID QUERIES FORMAT {to be filled by the bidder}

Name of the Company/Firm:

Bidding Document Fee Receipt No. ___________ Dated___________ for Rs. _____________/-

Name of Person(s) Representing the Company/ Firm:

Name of Person Designation Email-ID(s) Tel. Nos. & Fax Nos.

Company/Firm Contacts:

Contact Person(s) Address for Correspondence

Email-ID(s) Tel. Nos. & Fax Nos.

Query / Clarification Sought:

S.No. RFP Page No.

RFP Rule No.

Rule Details Query/ Suggestion/ Clarification

Note: - Queries must be strictly submitted only in the prescribed format (.XLS/ .XLSX/ .ODF).

Queries not submitted in the prescribed format will not be considered/ responded at all by the

procuring entity. Also, kindly attach the coloured scanned copy of the receipt towards the

submission of the bidding/ tender document fee.


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ANNEXURE-4: BIDDER’S AUTHORIZATION CERTIFICATE {to be filled by the bidder}

To,

______________________________,

______________________________,

I/ We {Name/ Designation} hereby declare/ certify that {Name/ Designation} is hereby authorized

to sign relevant documents on behalf of the company/ firm in dealing with NIB reference No.

______________________ dated _________. He/ She is also authorized to attend meetings &

submit technical & commercial information/ clarifications as may be required by you in the course

of processing the Bid. For the purpose of validation, his/ her verified signatures are as under.

Thanking you,

Name of the Bidder: - Verified Signature:

Authorised Signatory: -

Seal of the Organization: -

Date:

Place:


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ANNEXURE-5: SELF-DECLARATION {to be filled by the bidder}

To,

______________________________,

In response to the NIB Ref. No. _____________________________ dated ___________ for

{Project Title}, as an Owner/ Partner/ Director/ Auth. Sign. of

____________________________________, I/ We hereby declare that presently our Company/

firm _________________, at the time of bidding,: -

a) possess the necessary professional, technical, financial and managerial resources and

competence required by the Bidding Document issued by the Procuring Entity;

b) have fulfilled my/ our obligation to pay such of the taxes payable to the Union and the

State Government or any local authority as specified in the Bidding Document;

c) is having unblemished record and is not declared ineligible for corrupt & fraudulent

practices either indefinitely or for a particular period of time by any State/ Central

government/ PSU/ UT.

d) does not have any previous transgressions with any entity in India or any other country

during the last three years

e) does not have any debarment by any other procuring entity

f) is not insolvent in receivership, bankrupt or being wound up, not have its affairs

administered by a court or a judicial officer, not have its business activities suspended

and is not the subject of legal proceedings for any of the foregoing reasons;

g) does not have, and our directors and officers not have been convicted of any criminal

offence related to their professional conduct or the making of false statements or

misrepresentations as to their qualifications to enter into a procurement contract within a

period of three years preceding the commencement of the procurement process, or not

have been otherwise disqualified pursuant to debarment proceedings;

h) does not have a conflict of interest as mentioned in the bidding document which

materially affects the fair competition.

i) will comply with the code of integrity as specified in the bidding document.

If this declaration is found to be incorrect then without prejudice to any other action that may be

taken as per the provisions of the applicable Act and Rules thereto prescribed by GoR, my/ our

security may be forfeited in full and our bid, to the extent accepted, may be cancelled.

Thanking you,

Name of the Bidder: -




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Date:

Place:


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ANNEXURE-6: CERTIFICATE OF CONFORMITY/ NO DEVIATION {to be filled by the bidder}

To,

______________________________,

CERTIFICATE

This is to certify that, the specifications of Hardware & Software which I/ We have mentioned in

the Technical bid, and which I/ We shall supply if I/ We am/ are awarded with the work, are in

conformity with the minimum specifications of the bidding document and that there are no

deviations of any kind from the requirement specifications.

Also, I/ we have thoroughly read the bidding document and by signing this certificate, we hereby

submit our token of unconditional acceptance to all the terms & conditions of the bidding

document without any deviations.

I/ We also certify that the price I/ we have quoted is inclusive of all the cost factors involved in the

end-to-end implementation and execution of the project, to meet the desired Standards set out in

the bidding Document.

Thanking you,




Date:

Place:


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ANNEXURE-7: DECLARATION BY BIDDER {to signed by selected bidder}

I/ We declare that I am/we are Bonafide / Manufacturers/ Whole Sellers/ Sole distributor/

Authorised dealer/ dealers/ sole selling/ Marketing agent in the goods/ stores/ equipment for which

I/ We have quoted.

If this declaration is found to be incorrect then without prejudice to any other action that may be

taken, my/ our security may be forfeited in full and the bid, if any, to the extent accepted may be

cancelled.




Date:

Place:


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ANNEXURE-8: MANUFACTURER’S AUTHORIZATION FORM (MAF) {to be filled by the OEMs}

(Indicative Format)

To,

{Procuring Entity},

______________________________,

Subject: Issue of the Manufacturer‟s Authorisation Form (MAF)

Reference: NIB/ RFP Ref. No. _____________________ dated ________

Sir,

We {name and address of the OEM} who are established and reputed original equipment

manufacturers (OEMs) having factories at {addresses of manufacturing location} do hereby

authorize {M/s __________________________} who is our {Distributor/ Channel Partner/

Retailer/ Others <please specify>} to bid, negotiate and conclude the contract with you

against the aforementioned reference for the following Hardware/ Software manufactured by

us: -

{OEM will mention the details of all the proposed product(s) with their make/

model.}

We undertake to provide OEM Warranty for the offered Hardware/ Software, as mentioned

above, for One Years.

We hereby confirm that the offered Hardware/ Software is not likely to be declared as End-of-

Sale within next 06 months from the date of bid submission.

We hereby confirm that the offered Hardware/ Software is not likely to be declared as End-of-

Service/ Support within next 03 years from the date of bid submission.

Yours faithfully,

For and on behalf of M/s (Name of the manufacturer)

(Authorized Signatory)

Name, Designation & Contact No.:

Address: ___________________________________

Seal:


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ANNEXURE-9: UNDERTAKING ON AUTHENTICITY OF COMPUTER EQUIPMENTS

{to be filled by the bidder (On Rs. 100/- Non-judicial stamp paper)}

To,

______________________________,

Reference: NIB No. :___________________________________ Dated:__________

We hereby undertake that all the components/ parts/ assembly/ software used in the equipment

shall be genuine, original and new components /parts/ assembly/ software from respective OEMs

of the products and that no refurbished/ duplicate/ second hand components/ parts/ assembly/

software are being used or shall be used. In respect of licensed operating system, we undertake

that the same shall be supplied along with the authorized license certificate with our name/logo.

Also, that it shall be sourced from the authorized source for use in India.

In case, we are found not complying with above at the time of delivery or during installation, for

the equipment already billed, we agree to take back the equipment already supplied at our cost

and return any amount paid to us by you in this regard and that you will have the right to forfeit

our Bid Security/ SD/ PSD for this bid or debar/ black list us or take suitable action against us.

Authorized Signatory

Name:

Designation:


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ANNEXURE-10: COMPONENTS OFFERED – BOM {to be filled by the bidder}

Please fill the following BOM for all the offered components.

S.No. Product Details

(Only one make and model)

Detailed

Technical Specification

Reference**

OEM Details

(Name, Address, E-Mail, Mobile Nos.)

1. {Item No. xx}

2. {Item No. xx}

3. {Item No. xx}

** Please attach Technical specifications compliance sheet (on OEM letter head only) and provide

reference number in this column. (Deviations, if any, should be appropriately mentioned &

highlighted in the compliance/ deviation column of the respective table as provided above in the

Annexure-2: Technical Specifications)


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ANNEXURE-11: FINANCIAL BID COVER LETTER & FORMAT (Cover-3)

COVER LETTER {to be submitted by the bidder on his Letter head}

To,

______________________________,

Reference: NIB No. :___________________________________ Dated:__________

Dear Sir,

We, the undersigned bidder, Having read & examined in detail, the Bidding Document, the receipt

of which is hereby duly acknowledged, I/ we, the undersigned, offer to supply/ work as mentioned

in the Scope of the work, Bill of Material, Technical specifications, Service Level Standards & in

conformity with the said bidding document for the same.

I / We undertake that the prices are in conformity with the specifications prescribed. The quote/

price are inclusive of all cost likely to be incurred for executing this work. The prices are inclusive

of all type of govt. taxes/duties as mentioned in the financial bid (BoQ).

I / We undertake, if our bid is accepted, to deliver the goods in accordance with the delivery

schedule specified in the schedule of Requirements.

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

performance guarantee as prescribed in the bidding document.

I / We agree to abide by this bid for a period of _____ days after the last date fixed for bid

submission and it shall remain binding upon us and may be accepted at any time before the

expiry of that period.

Until a formal contract is prepared and executed, this bid, together with your written acceptance

thereof and your notification of award shall constitute a binding Contract between us.

I/ We hereby declare that our bid is made in good faith, without collusion or fraud and the

information contained in the bid is true and correct to the best of our knowledge and belief.

We understand that you are not bound to accept the lowest or any bid you may receive.

We agree to all the terms & conditions as mentioned in the bidding document and submit that we

have not submitted any deviations in this regard.

Date:

Authorized Signatory

Name:

Designation:


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Financial Bid Format

{to be submitted by the bidder only in BoQ format (.XLS) available at e-Procurement portal}

A) CAPEX

A1) Part-I CAPEX: Rajasthan State Data Centre, Jaipur

S.No. Item No. and Description

Item No. Ref. As per Tech. Specs

Make & Model

Unit

Total Qty

Base Unit Cost in INR (incl. all

incidental charges and all Taxes but

excl. Raj. VAT)

Total Cost in INR

VAT in %

VAT

Amount

Total Cost in INR

A B C=AxB D E F=C+E

1.

Web Server/ Application Server (Inclusive of Operating System)

Nos.

2 The rates shall be filled up separately in given format on

e-procurement portal

with financial bid. 2.

Database Server (Inclusive of Operating System)

Nos.

2

3. Staging Server (Inclusive of Operating System)

1

4.

DNS/ Backup Server (Inclusive of Operating System)

1

5. SAN Storage Nos. 1

6. Blade Chassis No 1

Total A1 Part-I (In Figures) – Rs

Total A1 Part-I (In Words) – Rupees


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A1) Part-II CAPEX: Rajasthan State Data Centre, Jaipur

S.No. Item No. and Description Item No.

Ref. As

per

Tech.

Specs

Make &

Model

Unit Total Qty Base Unit Cost

in INR (incl. all

incidental

charges and all

Taxes but excl.

Raj. VAT)

Total

Cost in

INR

VAT in

%

VAT

Amount

Total Cost

in INR

A B C=AxB D E F=C+E

1

COTS – modules (user

base licenses as per RFP

)

User

License

No

50 Internal

Users, 5 BI

Users,

2300

External

Users,

150

Employee

Self

Service

The rates shall be filled up separately in given format on


with financial bid.

2

System Software tools

/COTS – Portal

Development tool

User

License

No.

3

Document Repository

management tool

User

License

No.

4

Workflow Configuration &

Management tool (if any)

User

License

No.

5

Database Software

Inclusive of database tools

requires for database

security, hi availability

cluster, reporting etc.

based on Proc or user (As

applicable)

User

License

No

As per

Proc

6

Antivirus

HIPS for the proposed

Web Server, Application

Server and Database

Server.

User

License

No.

As per

Stack

6 Any other tools proposed

by bidder

Total A1 Part-II (In Figures) – Rs

Total A1 Part –II (In Words) – Rupees

A2) CAPEX: Hardware Items- Ajmer Milk Union, Ajmer


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S.No. Item No. and Description

Item No. Ref. As

per Tech. Specs

Make & Model

Unit Total Qty

Base Unit Cost in INR (incl. all

incidental charges and all Taxes but

excl. Raj. VAT)

Total Cost in INR

VAT in %

VAT

Amount

Total Cost in INR

A B C=AxB D E F=C+E

1 Desktop Computer (Incl. OS + AV + MS Office Std. edition)

Item No 1 Nos. 25



with financial bid.

2 Printer Laser Jet (B/W Duplex)

Item No 2 Nos 20

3 MFD Printer (B/W) A4 Size

Item No 3 Nos. 5

4 L 2 Switch - 48 Port Item No 4 Nos. 3

5 UPS 1 KVA Item No 5 Nos. 28

6

Network

Passive Work (I/O + CAT 6 UTP +Conduit+ Laying Charges)

Item No 6

Nos 80 Points

7 Access Point Item No 7 Nos 4

Total A2 (In Figures) – Rs

Total A2 (In Words) – Rupees

A3) CAPEX: Ajmer Milk Union, Ajmer, ERP Software Application Customization, Configuration and Implementation including handholding support of 2 months Cost

S.N Module Name Cost for Module

(Study, Customization, Configuration, integration

and Implementation including handholding support of 2 months )

Service Tax

%

Service Tax

(INR)

Total

Cost

E=C+D

1. Procurement &Processing

Procurement

Production Planning & Processing of Milk and Milk products

Plant Maintenance and Quality


e-procurement portal with financial bid.

2. Financial Accounting

o Budget Planning and Allocation

o Project Accounting

o Book keeping & accounting

3. Sales and Distribution, Logistics

4. GPS enabled vehicle monitoring system

5. Personnel and Payroll Module


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S.N Module Name Cost for Module

(Study, Customization, Configuration, integration

and Implementation including handholding support of 2 months )

Service Tax

%

Service Tax

(INR)

Total

Cost

E=C+D

6. Stores and purchase management system

Total A3 (In Figures) – Rs

Total Figure in word

Note:-

1. The cost quoted by the bidder for customisation, configuration, integration with other modules and implementation shall be irrespective

of no of users.

2. The Purchaser may opt for agile methodology for development of core application, wherein a phase wise plan will be provided to the SI

for development and implementation of modules.

3. The bidder shall quote module wise customisation, configuration and integration with other modules, cost inclusive of supply of all third party tools used by bidder to run application.

A4) CAPEX: Miscellaneous One-Time Activities

Phase Item Description MU Unit Total Qty

Base Unit

Cost in INR

Amount for Module

(INR)

Service Tax

%

Service Tax

(INR)

Total Amount

A B C=AXB D E=C+D

1 Man month rate to

undertake work related

to Data Digitization (data

entry, data migration,

scanning and data

indexing)

Man Month No 60



with financial bid. 2 Initial Training to all

Officer s/ Emp. as per

SoW

Training

session

No 13

Total A4 (In Figures) – Rs.

Total A4 (In Words) – Rupees


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B) OPEX

B1) Manpower deployment for FMS Support for 4 Years

Sl.No. Item Description No. of Offices/

Locations

Per Unit OPEX Cost

in INR

(for project period)

Total Cost

In INR

Service Tax %

Service Tax In INR

Total OPEX Cost in INR

A B C=AXB D E=C+D

1.

NOC at Ajmer Milk Union, Ajmer

(Deployment of Manpower at NOC for

project period i.e Implentation + FMS 4

yrs)

1 The rates shall be filled up separately in given format on


with financial bid.

Total B1 (In Figures) – Rs.

Total B1 (In Words) – Rupees

B2) OEM support For period of 4 Years

Sl.No. Item Description Cost of ATS in %

Per year

Per Year OPEX Cost

in INR

Total Cost

In INR

(for 4 Years)

Service Tax %

Service Tax In INR


1

OEM Support for 4 years for COTS

Solution (Comprehensive Support over

phone & Online)



with financial bid.

2

OEM Support for 4 years for Database

Solution (Comprehensive Support over

phone & Online)

3

OEM Support for 4 years, the bidder

should bundle the cost of all system

software /Third Party tools and Solutions

like Portal, DMS, Workflow and any

other tool being used by bidder to run

the Application (Comprehensive Support

over phone & Online)

4

Antivirus – 4 years subscription for

Server and client edition

Total B2 for 4 Years (In Figures) – Rs.

Total B2 for 4 Years (In Words) – Rupees

Note:-


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1. The bidder should quote ATS for the number of total users (50 Users), however for payment purpose unitary price shall be applicable

and payment shall be made on the basis of actual number of system user only

2. ** - The percentage cost of ATS after the expiry of support period of 4 years will be taken on the account for L1 evaluation.

B3) Portal & Application Support for period of 4 Years

Sl.No. Item Description Cost Per year Total Cost

of 4 years In INR

Service Tax % Service Tax In INR


1.

Saras Management System (SMS)

Application S/w Maintenance

The rates shall be filled up separately in given format on e-procurement portal with financial bid.

Total B1 for 4 Years (In Figures) – Rs.

Total B1 for 4 Years (In Words) – Rupees

C) Man-Month Rate for Application Change Requests

Phase Item Description Type of Unit

Unit Total Qty

Base Unit

Cost in INR

Amount for Module

(INR)

Service Tax

%

Service Tax

(INR)

Total Amount

A B C=AXB D E=C+D

1 Man-Month Rate for

undertaking change

request work with an

effort estimate of 30

man-months

Man Month No 30 The rates shall be filled up separately in given format on e-procurement portal

with financial bid.

Total C (In Figures) – Rs.

Total C (In Words) – Rupees

D) COMMERCIAL BID SUMMARY – TOTAL CAPEX and TOTAL OPEX

D1) TOTAL CAPEX

Sl.No. Item No. and Description CAPEX Cost in INR

1. Total Cost of A1 (Part-I & Part-II)



with financial bid.

2. Total Cost of A2

3. Total Cost of A3

4. Total Cost of A4

Total D1 (In Figures) – Rs.

Total D1 (In Words) – Rupees


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D2) TOTAL OPEX

Sl.No. Item No. and Description Total OPEX Cost in INR

1. Total Cost of B1 The rates shall be filled up separately in given format on


with financial bid.

2. Total Cost of B2

3. Total Cost of B3

Total D2 (In Figures) – Rs.

Total D2 (In Words) – Rupees

E) COMMERCIAL BID SUMMARY – TOTAL PROJECT COST

Sl.No. Item No. and Description Total Cost in INR

1. Total CAPEX (D1) The rates shall be filled up

separately in given format on e-procurement portal

with financial bid.

2. Total OPEX (D2)

3. Man-Month Rate for undertaking change request work with an effort

estimate of 30 man-months (C)

Total E (In Figures) – Rs.

Total E (In Words) – Rupees

Date: ________________

Place: ________________

Authorized Signatory: ___________________________

Seal of the Company/Firm: ______________________


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ANNEXURE-12: BANK GUARANTEE FORMAT {to be submitted by the bidder‟s bank}

BANK GUARANTEE FORMAT – BID SECURITY

(To be stamped in accordance with Stamp Act and to be issued by a Nationalised/ Scheduled bank having its branch at Jaipur and payable at par at Jaipur, Rajasthan)

To,

The Managing Director,

Rajasthan Co-operative Dairy Federation Limited, (RCDF),

Saras Sankul, JLN Marg, Jaipur-302017, Rajasthan

Sir,

1. In accordance with your Notice Inviting Bid for <please specify the project title> vide NIB

reference no. <please specify> M/s. …………………………….. (Name & full address of the

firm) (Hereinafter called the “Bidder”) hereby submits the Bank Guarantee to participate in the

said procurement/ bidding process as mentioned in the bidding document.

It is a condition in the bidding documents that the Bidder has to deposit Bid Security

amounting to <Rs. ______________ (Rupees <in words>)> in respect to the NIB Ref. No.

_______________ dated _________ issued byRajasthan Co-operative Dairy Federation

Limited, (RCDF), Saras Sankul, JLN Marg, Jaipur-302017, Rajasthan (hereinafter referred to

as “RCDF”) by a Bank Guarantee from a Nationalised Bank/ Scheduled Commercial Bank

having its branch at Jaipur irrevocable and operative till the bid validity date (i.e. <please

specify> days from the date of submission of bid). It may be extended if required in

concurrence with the bid validity.

And whereas the Bidder desires to furnish a Bank Guarantee for a sum of <Rs.

______________ (Rupees <in words>)> to the RCDF as earnest money deposit.

2. Now, therefore, we the ……………………………….…… (Bank), a body corporate constituted

under the Banking Companies (Acquisition and Transfer of Undertaking) Act. 1969 (delete, if

not applicable) and branch Office at…………………... (Hereinafter referred to as the

Guarantor) do hereby undertake and agree to pay forthwith on demand in writing by the

RCDF of the said guaranteed amount without any demur, reservation or recourse.

3. We, the aforesaid bank, further agree that the RCDF shall be the sole judge of and as to

whether the Bidder has committed any breach or breaches of any of the terms costs, charges

and expenses caused to or suffered by or that may be caused to or suffered by the RCDF on

account thereof to the extent of the Earnest Money required to be deposited by the Bidder in

respect of the said bidding document and the decision of the RCDF that the Bidder has

committed such breach or breaches and as to the amount or amounts of loss, damage, costs,

charges and expenses caused to or suffered by or that may be caused to or suffered by the

RCDF shall be final and binding on us.


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4. We, the said Bank further agree that the Guarantee herein contained shall remain in full force

and effect until it is released by the RCDF and it is further declared that it shall not be

necessary for the RCDF to proceed against the Bidder before proceeding against the Bank

and the Guarantee herein contained shall be invoked against the Bank, notwithstanding any

security which the RCDF may have obtained or shall be obtained from the Bidder at any time

when proceedings are taken against the Bank for whatever amount that may be outstanding

or unrealized under the Guarantee.

5. Any notice by way of demand or otherwise hereunder may be sent by special courier, telex,

fax, registered post or other electronic media to our address, as aforesaid and if sent by post,

it shall be deemed to have been given to us after the expiry of 48 hours when the same has

been posted.

6. If it is necessary to extend this guarantee on account of any reason whatsoever, we undertake

to extend the period of this guarantee on the request of our constituent under intimation to

you.

7. The right of the RCDF to recover the said amount of <Rs. ______________ (Rupees <in

words>)> from us in manner aforesaid will not be precluded/ affected, even if, disputes have

been raised by the said M/s. ……….………………(Bidder) and/ or dispute or disputes are

pending before any court, authority, officer, tribunal, arbitrator(s) etc..

8. Notwithstanding anything stated above, our liability under this guarantee shall be restricted to

<Rs. ______________ (Rupees <in words>)> and our guarantee shall remain in force till bid

validity period i.e. <please specify> days from the last date of bid submission and unless a

demand or claim under the guarantee is made on us in writing within three months after the

Bid validity date, all your rights under the guarantee shall be forfeited and we shall be relieved

and discharged from all liability thereunder.

9. This guarantee shall be governed by and construed in accordance with the Indian Laws and

we hereby submit to the exclusive jurisdiction of courts of Justice in India for the purpose of

any suit or action or other proceedings arising out of this guarantee or the subject matter

hereof brought by you may not be enforced in or by such count.

10. We hereby confirm that we have the power/s to issue this Guarantee in your favor under the

Memorandum and Articles of Association/ Constitution of our bank and the undersigned is/are

the recipient of authority by express delegation of power/s and has/have full power/s to

execute this guarantee under the Power of Attorney issued by the bank in your favour.

Date ………………… (Signature) ……………………………………….

Place ………………… (Printed Name) ………………………………….

(Designation) ……………………………………

(Bank‟s common seal) ………………………….


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In presence of:

WTTNESS (with full name, designation, address & official seal, if any)

(1) ………………………………………

………………………………………

(2) ………………………………………

………………………………………

Bank Details

Name & address of Bank:

Name of contact person of Bank:

Contact telephone number:

GUIDELINES FOR SUBMISSION OF BANK GUARANTEE

The Bank Guarantee shall fulfil the following conditions in the absence of which they cannot be

considered valid: -

1. Bank Guarantee shall be executed on non- judicial stamp paper of applicable value

purchased in the name of the bank.

2. Two persons should sign as witnesses mentioning their full name, designation, address and

office seal (if any).

3. The Executor (Bank Authorities) may mention the power of attorney No. and date of execution

in his/ her favour authorizing him/ her to sign the document. The Power of Attorney to be

witnessed by two persons mentioning their full name and address.

4. The Bank Guarantee should be executed by a Nationalised Bank/ Scheduled Commercial

Bank only.

5. Non – Judicial stamp paper shall be used within 6 months from the date of Purchase of the

same. Bank Guarantee executed on the non-judicial stamp paper after 6 (six) months of the

purchase of such stamp paper shall be treated as non-valid.

6. The contents of Bank Guarantee shall be strictly as per format prescribed by RCDF

7. Each page of Bank Guarantee shall bear signature and seal of the Bank and B.G. number.

8. All corrections, deletions etc. in the Bank Guarantee should be authenticated by signature of

Bank Officials signing the Bank Guarantee.

9. Bank should separately send through registered post/courier a certified copy of Bank

Guarantee, mentioning Bid reference, Bid title and bidder name, directly to the Purchaser at

the following address:


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BANK GUARANTEE FORMAT – PERFORMANCE SECURITY (PBG)

(To be stamped in accordance with Stamp Act and on a Stamp Paper purchased from Rajasthan State only and to be issued by a Nationalised/ Scheduled bank having its branch at Jaipur and payable at par at Jaipur, Rajasthan)

To,

The Managing Director,

Rajasthan Co-operative Dairy Federation Ltd.

Saras Sankul, JLN Marg, Jaipur-302017.

1. In consideration of the Rajasthan Co-operative Dairy Federation Limited (hereinafter called

"RCDF") having agreed to exempt M/s ..........................(hereinafter called "the said

Contractor(s)" from the demand, under the terms and conditions of an Agreement

No..................................dated .....................made between the RCDF through

…………………… and .......................(Contractor) for the work .................(hereinafter called

"the said Agreement") of Security Deposit for the due fulfilment by the said Contractor (s) of

the terms and conditions contained in the said Agreement, on production of a Bank Guarantee

for Rs...................(rupees ........................................only), we ...................(indicate the name of

the Bank), (hereinafter referred to as "the Bank") at the request of ..................Contractor(s) do

hereby undertake to pay to the RCDF an amount not exceeding

Rs...................(Rupees..................................only) on demand.

2. We................. (Indicate the name of Bank), do hereby undertake to pay Rs....................

(Rupees............................only), the amounts due and payable under this guarantee without

any demur or delay, merely on a demand from the RCDF. Any such demand made on the

bank by the RCDF shall be conclusive as regards the amount due and payable by the Bank

under this guarantee. The Bank Guarantee shall be completely at the disposal of the RCDF

and We....................... (Indicate the name of Bank), bound ourselves with all directions given

by RCDF regarding this Bank Guarantee. However, our liability under this guarantee shall be

restricted to an amount not exceeding Rs...................... (Rupees....................only).

3. We.......................(indicate the name of Bank), undertake to pay to the RCDF any money so

demanded notwithstanding any dispute or disputes raised by the contractor(s) in any suit or

proceeding pending before any Court or Tribunal or Arbitrator etc. relating thereto, our liability

under these presents being absolute, unequivocal and unconditional.

4. We.....................(indicate the name of Bank) further agree that the performance guarantee

herein contained shall remain in full force and effective up to <DATE> and that it shall continue

to be enforceable for above specified period till all the dues of RCDF under or by virtue of the

said Agreement have been fully paid and its claims satisfied or discharged or till the RCDF

certifies that the terms and conditions of the said Agreement have been fully and properly

carried out by the said Contractor(s) and accordingly discharges this guarantee.

5. We ...........................(indicate the name of Bank) further agree with the RCDF that the RCDF

shall have the fullest liberty without our consent and without affecting in any manner our

obligations hereunder to vary any of the terms and conditions of the said Agreement or to

extend time of performance by the said Contractor(s) from time to time or to postpone for any

time or from time to time any of the powers exercisable by the RCDF against the said

Contractor(s) and to forbear or enforce any of the terms and conditions relating to the said

Agreement and we shall not be relieved from our liability by reason of any such variation, or


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extension being granted to the said Contractor(s) or for any forbearance, act or omission on

the part of the RCDF or any indulgence by the RCDF to the said Contractor(s) or by any such

matter or thing whatsoever which would but for this provision, have effect of so relieving us.

6. The liability of us ............................. (indicate the name of Bank), under this guarantee will not

be discharged due to the change in the constitution of the Bank or the contractor(s).

7. We .............................. (indicate the name of Bank), lastly undertake not to revoke this

guarantee except with the previous consent of the RCDF in writing.

8. This performance Guarantee shall remain valid and in full effect, until it is decided to be

discharged by the RCDF. Notwithstanding anything mentioned above, our liability against this

guarantee is restricted to Rs........................... (Rupees..............................only).

9. It shall not be necessary for the RCDF to proceed against the contractor before proceeding

against the Bank and the guarantee herein contained shall be enforceable against the Bank

notwithstanding any security which the RCDF may have obtained or obtain from the

contractor.

10. We .............................. (indicate the name of Bank) verify that we have a branch at Jaipur. We

undertake that this Bank Guarantee shall be payable at any of its branch at Jaipur. If the last

day of expiry of Bank Guarantee happens to be a holiday of the Bank, the Bank Guarantee

shall expire on the close of the next working day.

11. We hereby confirm that we have the power(s) to issue this guarantee in your favor under the

memorandum and articles of Association/constitution of our bank and the undersigned is/are

the recipient of authority by express delegation of power(s) and has/have full power(s) to

execute this guarantee for the power of attorney issued by the bank.

Dated..........................day of....................For and on behalf of the <Bank> (indicate the Bank)

Signature

(Name & Designation)

Bank's Seal

The above performance Guarantee is accepted by the RCDF

For and on behalf of the RCDF

Signature

(Name & Designation)


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ANNEXURE-13: DRAFT AGREEMENT FORMAT {to be mutually signed by selected bidder and

procuring entity}

This Contract is made and entered into on this ______day of ________, 2013 by and between

Rajasthan Co-operative Dairy Federation Limited, (RCDF), having its head office at Saras Sankul,

JLN Marg, Jaipur-302017, Rajasthan (herein after referred to as Purchaser/ RCDF) which term or

expression, unless excluded by or repugnant to the subject or context, shall include his

successors in office and assignees on ONE PART

And

M/s__________________, a company registered under the Indian Companies Act, 1956 with its

registered office at _____________________ (herein after referred as the “Successful Bidder/

Supplier”) which term or expression, unless excluded by or repugnant to the subject or context,

shall include his successors in office and assignees on the OTHER PART.

Whereas,

Purchaser is desirous of appointing an agency for <project title> as per the Scope of Work and

Terms and Conditions as set forth in the RFP document dated _________ of <NIB No

_________________>.

And whereas

M/s______________ represents that it has the necessary experience for carrying out the overall

work as referred to herein and has submitted a bid and subsequent clarifications for providing the

required services against said NIB and RFP document issued in this regard, in accordance with

the terms and conditions set forth herein and any other reasonable requirements of the Purchaser

from time to time.

And whereas

Purchaser has accepted the bid of supplier and has placed the Work Order vide Letter No.

__________________ dated _______, on which supplier has given their acceptance vide their

Letter No._____________ dated ____________.

And whereas

The supplier has deposited a sum of Rs. ________________/- (Rupees _________________) in

the form of __________________ ref no. _________________ dated ______________ of

____________ Bank and valid up to _____________ as security deposit for the due performance

of the contract.

Now it is hereby agreed to by and between both the parties as under: -


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1. The NIB Ref. No. ____________________________ dated ___________ and RFP document

dated _________ issued by RCDF along with its enclosures/ annexure(s), wherever

applicable, are deemed to be taken as part of this contract and are binding on both the parties

executing this contract.

2. In consideration of the payment to be made by RCDF to supplier at the rates set forth in the

work order no. ____________________ dated _________ will duly supply the said articles set

forth in “Annexure-1: Bill of Material” thereof and provide related services in the manner set

forth in the RFP, along with its enclosures/ annexure(s) and Technical Bid along with

subsequent clarifications submitted by supplier.

3. The RCDF do hereby agree that if supplier shall duly supply the said articles and provide

related services in the manner aforesaid observe and keep the said terms and conditions of

the RFP and Contract, the RCDF will pay or cause to be paid to supplier, at the time and the

manner set forth in the said conditions of the RFP, the amount payable for each and every

project milestone & deliverable. The mode of Payment will be as specified in the RFP

document.

4. The timelines for the prescribed Scope of Work, requirement of services and deployment of

technical resources shall be effected from the date of work order i.e. ____________ and

completed by supplier within the period as specified in the RFP document.

5. In case of extension in the delivery and/ or installation period/ completion period with liquidated

damages, the recovery shall be made on the basis of following percentages of value of stores/

works which supplier has failed to supply/ install/ complete: -

a) Delay up to one fourth period of the prescribed delivery period, successful

installation & completion of work 2.5%

b) Delay exceeding one fourth but not exceeding half of the prescribed

delivery period, successful installation & completion of work. 5.0%

c) Delay exceeding half but not exceeding three fourth of the prescribed

delivery period, successful installation & completion of work. 7.5%

d) Delay exceeding three fourth of the prescribed delivery period, successful

installation & completion of work. 10.0%

Note:

i. Fraction of a day in reckoning period of delay in supplies/ maintenance services shall be

eliminated if it is less than half a day.

ii. The maximum amount of agreed liquidated damages shall be 10%.

iii. If supplier requires an extension of time in completion of contractual supply on account of

occurrence of any hindrances, he shall apply in writing to the authority which had placed

the work order, for the same immediately on occurrence of the hindrance but not after the

stipulated date of completion of supply.

iv. Delivery period may be extended with or without liquidated damages if the delay in the

supply of goods in on account of hindrances beyond the control of supplier.

6. All disputes arising out of this agreement and all questions relating to the interpretation of this

agreement shall be decided as per the procedure mentioned in the RFP document.

In witness whereof the parties have caused this contract to be executed by their Authorized

Signatories on this _____day of _______________, 2013.


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Signed By: Signed By:

( )

Designation:,

Company:

(___________________)

Managing Director, RCDF

In the presence of:

In the presence of:

( )

Designation:

Company:

( )

Designation:

RCDF

( )

Designation:

Company:

( )

Designation:

RCDF


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ANNEXURE-14: FORMAT FOR SUBMISSION OF PROJECT REFERENCES FOR Technical-QUALIFICATION EXPERIENCE

Project Name: Value of Contract/Work Order (In INR):

Country:

Location within country:

Project Duration:

Name of Customer: Total No. of staff-months of the assignment:

Contact person with address, phone, fax

and e-mail:

Approx. value of the services provided by your

company under the contract (in INR):

Start date (month/year):

Completion date (month/year):

Name of associated Bidders, if any:

Narrative description of Project:

List of Services provided by your firm/company

Please attach a copy of the work order/ completion certificate/ purchase order/ letter from the customer for

each project reference.


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

Appeal No ………of ……………

Before the ………………………… (First/ Second Appellate Authority)

1. Particulars of appellant:

a. Name of the appellant: <please specify>

b. Official address, if any: <please specify>

c. Residential address: <please specify>

2. Name and address of the respondent(s):

a. <please specify>

b. <please specify>

c. <please specify>

3. Number and date of the order appealed against and name and designation of the officer/

authority who passed the order (enclose copy), or a statement of a decision, action or

omission of the procuring entity in contravention to the provisions of the Act by which the

appellant is aggrieved: <please specify>

4. If the Appellant proposes to be represented by a representative, the name and postal address

of the representative: <please specify>

5. Number of affidavits and documents enclosed with the appeal: <please specify>

6. Grounds of appeal (supported by an affidavit): <please specify>

7. Prayer: <please specify>

Place …………………………………….

Date ……………………………………

Appellant's Signature


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ANNEXURE-16: Service Level Agreement (SLA)

a) The Service Level Standards would come into effect from the date of Go-Live and upto the

successful completion of the O&M with FMS period for 4 year.

b) The SI shall provide the following service level reports during the FMS period of 4 year:

a. Report on non-availability of SMS S/w application: Examples of non-functional / non-

accessible / non-available / non-responsive application software -

1. Scalability: The quality of being able to handle scalable data (volume of the data),

2. Throughput: Is the correct output getting generated as per the input (correctness of

the data with respect to input),

3. Response time: Time taken by the application to perform the particular task. This

term is referred in the benchmarking of an application e.g. the report should be

generated and displayed within 3 seconds etc.

b. Report related to Bug fixing, database management, minor changes of the application

software and handholding support, as may be approved by the RCDF.

c. Report related to availability of resources deployed onsite during O&M with FMS

Phase, as may be approved by the RCDF.

c) The SI shall be responsible for the following service levels failing which penalties shall be

imposed as mentioned against each service level:

S.

No.

Service

Description

Measurement

Parameter

Service

Level

Penalty Remarks

1 The IT

Infrastructure

shall be kept

up and running

Repair Time for IT

Infrastructure

deployed at Ajmer

Milk Plant

Within next 2

working day

1% of the

equipment cost per

delayed day per

equipment

Penalty shall

not be more

than the total

cost of the

equipment

2 Availability /

Accessibility of

SMS S/w

application

Number of hours the

web portal & SMS

S/w application is

non-functional / non-

0 - 4 hours No penalty Non-functional /

non-accessible /

non-available /

non-responsive for

4 - 8 hours 0.25% on payable

quarterly payment

of the value


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S.

No.

Service

Description

Measurement

Parameter

Service

Level

Penalty Remarks

accessible / non-

available / non-

responsive in each

case of outage

mentioned in table

B3 of financial bid

beyond 24 hours

for 2 times in a

quarter may be

treated as breach

of SLA, which may

lead to termination

on default.

8 - 12 hours 0.50% of the value

mentioned in table

B3 of financial bid

payable quarterly

with additional

0.50% per

additional hour

12 - 24 hours 5% of the value

mentioned in table

B3 of financial bid

payable quarterly

with additional

0.75% per

additional hour

Beyond 24

hours

If the problem is not

resolved beyond 24

hours a penalty of

7.5% of the value

mentioned in table

B3 of financial bid

payable quarterly

with additional

0.75% per

additional day

3 SI shall be

responsible for

bug fixing,

database

management,

minor changes

of the web

portal and

Delay in resolution

measured in number

of days

Nil Rs. 500/- per day Non-timely

resolution for more

than twice in a

quarter may be

treated as breach

of SLA, which may

lead to termination

on default.


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S.

No.

Service

Description

Measurement

Parameter

Service

Level

Penalty Remarks

application

software.

4 The technical

resource

should be

present on all

working days

of the Ajmer

milk union. He

will be allowed

3 leaves

including

leaves on

medical

ground per

quarter, which

may be

accumulated

on a yearly

basis after

which it shall

lapse if un

availed.

No. of days absent

beyond allowed

leaves, to be

calculated quarterly

Nil Rs. 800/- per day

for technical

resource

d) Dependencies: The dependencies on the performance of services beyond the control of

either party and where default is due to reasons beyond the control of the selected bidder

or due to reasons attributable to RISL or third parties, the selected bidder would not be

penalized. For example, if uptime of a particular equipment / application is desired and this

is due to non-availability of power, bandwidth (which are out of scope of work of the

selected bidder), then the time period during which a service was unavailable due to non-

availability of power, bandwidth would be removed while calculating the uptime.

e) Service Level Change Control: The present service levels and penalties have been worked

out on the basis of current expectation. In view of the experience gained, it is

acknowledged that service levels and penalties may change as the overall system evolves

over the course of the contract period.


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Any changes to the levels of service provided during the contract period will be requested,

documented and negotiated in good faith by both parties. Either party can request a

change.


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ANNEXURE-17: Evaluation Criteria

S.No Technical Evaluation Parameter Max. Marks Percentage of total

1 Relevant Experience (Maximum of 3 WO) 480 60% of Total

Prior experience of Bidder with Dairy plant/union in India. The work order date should be less than 5 years old as per the date of NIT and of the following organizations (Govt, PSU, Co-operative Pvt.Ltd., Ltd.) based on the following factors:

a) Nature of Work (Max 192 Marks)

b) Capacity of Dairy (Max 144 Marks)

c) Users (Max 144 Marks)

Note: The maximum numbers of work orders are 3 which can be listed for the TQ. One work order can be used in other parameters of relevant experience i.e. Nature of work, Locations, Number of users and Number of Dwelling units.

a. Nature of Work per work order 40% of 60%

Milk Procurement & Processing, Production and Distribution 64

Financial and Accounting in Dairy 44.8

Other Modules in Dairy 19.2

No credential 0

b. Capacity of Dairy per work order 30% of 60%

Less than 50000 ltr 14.4

50000-150000 ltr 28.8

150000-500000 38.4

500001 and above 48 30% of 60%

c. Number of Users per work order

1 – 10 0

11 – 50 14.4

51 – 100 24

101 and above 48

2 Compliance to FRS 120 15% of Total

COTS OEM compliance to the Functional Requirement Specifications annexed with the RFP document.

120

Less than 50% Compliance 0


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50% - 59%Compliance 30

60% - 69% Compliance 50

70% - 84% Compliance 90

85% and above 120

3 Technical Presentation & Demonstration 200 25% of Total

Methodology and Approach towards proposed Technical Solution

20

Clarity/Understanding on FRS cum Scope of Work, specifically on Following Modules a. Milk Procurement, Processing & Production b. Sales & distribution, Logistic Management c. Plant Maintenance , Quality

60

Strategy of Development/Customization and Implementation

30

Strength/Experience of proposed Manpower 15

Quality of Presentation 20

Participation from relevant personnel and senior management in the presentation

15

Demonstration Scenario (The committee can ask questions on the modules under the scope/ implemented solutions)

40

Total Marks 800


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ANNEXURE-18: STRCUTURE OF TECHNICAL PROPOSAL

The bidder should submit the technical proposal in the following format:

1. Section 1: Pre-qualification response

The bidder should submit the pre-qualification response here as per the format given at

Annexure – 3 including all the supporting documentation requirements as specified therein.

2. Section 2: Executive Summary

This section should be a succinct statement and executive summary by the bidder highlighting the

key aspects of technical proposal.

3. Section 3: Bidder Profile

The bidder should provide a brief profile of the bidder organization covering details of the

operations, business, offices, and workforce. The profile should not be more than 5 pages.

4. Section 4: Organizational capabilities and experience

4.1. Project Experience:

The bidder should provide each project experiences as per the format given at Annexure- 14 with

supporting documentary evidence as specified therein as per the requirements of RFP.

4.2. Financial Turnover:

Please provide a summary as per the following table (The figures indicated here should match

with the documentary evidences submitted in section 1 – prequalification response

2010-11 2011-12 2012-13

Total Turnover (in Crores)

Turnover from IT/Software/ System Integration services

Net Profit (after tax)

4.3. Size of workforce:

Please provide details of numbers of permanent on the rolls employees in IT/System

Integration/Employees. The details should match the documentary evidence submitted in Section

1 – pre-qualification response.

4.4. Quality certifications:

Please provide details related to quality certifications matching the documentary evidences as

given in the pre-qualification response.


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5. Section 5: Proposed IT solution

This section should present bidders‟ proposed solution meeting technical and functional

requirements outlined in this RFP document. Bidders are required to present sound, complete,

and competent technical and functional architecture solution and are expected to address the

various technical / functional parameters mentioned in this RFP document in their proposed

solution. The section should also include the Bill of Materials (BOM) for all the software and

hardware components, products and tools that are proposed for the application development,

testing, deployment and maintenance. The solution description should minimally include the

following:

a) Bidder‟s understanding of the requirements as stated in the RFP. Compliance to all the

functional requirements as specified in the RFP. Bidder should also indicate as to how the

solution would meet generic requirements of the Ajmer Milk Union, Ajmer.

b) Detailed Solution design: Should be presented in the following format

Solution Architecture

Deployment Architecture

Network Architecture

Security Architecture

Development approach, methodology and plan

Testing approach, methodology and plan

Project Governance and reporting structure

Training and Change management approach, methodology and plan including Training

schedule, content and handouts, trainer‟s profile, batch size and infrastructure plan

Data Digitisation approach, methodology and plan

Backup approach, methodology and plan

Details of Deliverables along with timelines

Sizing assumptions,

Provision for scalability

Data synchronization and integrity

Capability to add future services/departments/agencies.

Details of proposed BoM as per Annexure 1 (please provide information as per the format

provided).


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Technical specifications of the proposed BOM as per Annexure 2 (Please provide

information in the format provided).

Details of COTS Solution Compliance to FRS : Should be presented in the following format

Module & FRS

No

Description Compliance Status

Available To be

customize

To be Built

Quality and Risk Management Plan

Strategy to adhere to proposed timelines

Post implementation operations and maintenance and FMS approach, methodology and

plan including warranty support, vendor management, facilities management support

Training and handholding approach, methodology and plan

SLA Management and Monitoring approach, methodology and plan

SLA reporting approach, methodology and plan

Exit Management approach, methodology and plan

Project status reporting approach, methodology and plan

Manufacturer‟s Authorization Form as per Annexure 10

Undertaking on Authenticity of Computer Equipments as per Annexure 11

Detailed Work plan and Staffing Plan

a. The Bidder shall provide a detailed project plan with timelines, resource allocation,

milestones etc. in Microsoft Project/Excel format for carrying out the scope of work

activities.

b. The project plan should clearly indicate the deliverables at each milestone in the

project and staffing deployment of all resources.

c. Work plan


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ANNEXURE –19 List of proposed site

1. Ajmer Zila Dugdha Utpadak Sahakari Sangh (Ajmer Milk Union)

Opposite HMT Tabiji Road Ajmer

2. Ajmer Cattle feed Plant, Tabiji, Ajmer


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ANNEXURE –20 Functional Requirement Study (FRS)

Available at Part-II of tender document

(FRS is Indicative only. The Bidders are requested to make study their own)