gps based vehicle tracking & management system - Jammu ...

JAMMU MUNICIPAL CORPORATIONTENDER DOCUMENTGPS BASED VEHICLE TRACKING &MANAGEMENT SYSTEMISSUED BY:JAMMU MUNICIPAL CORPORATION3 rd Floor, Town Hall, Jammu J&K-180001 (India)

GPS BASED VEHICLE TRACKING MANAGEMENT SYSTEM1. INTRODUCTION AND BACKGROUND:1.1 The Jammu Municipal Corporation (JMC) is one of the Municipal Corporations ofJammu & Kashmir State which was formed under the enactment of J&KMunicipal Corporation, Act 2000.1.2 JMC is performing the responsibilities of up keeping and maintenance of civicamenities including Solid Waste Management of Jammu City.1.3 The jurisdiction of JMC comprises of 71 Wards, 3 zones and 2 divisions forperformance of various activities at the field level.1.4 The JMC has a fleet of about 150 vehicles.2. AIMS AND OBJECTIVES:-2.1 JMC wants to monitor the movement of its vehicles more effectively by makinguse of latest technology. Purpose is to check the movement of vehicles and toascertain that the service level is duly monitored.2.2 As an introduction to Essentials of e-Governance, the Jammu MunicipalCorporation aims to implement some of the essentials of e-Governancepertaining to Solid Waste Management.2.3 Accordingly, to improvise the functioning at the field level with innovative steps & tomonitor and manage the municipal solid waste utility vehicles with a view toimprove their route and output monitoring, improving fuel efficiency and ensurethat quality and timelines of municipal services are improved, the JammuMunicipal Corporation intends to use the GPS based VTMS (Vehicle Trackingand Management System), being best practice already used and practiced inmany other Corporations in India from a vendor/company, who will monitor theJAMMU MUNICIPAL CORPORATION Page | 1

GPS BASED VEHICLE TRACKING MANAGEMENT SYSTEMvehicle position anytime & anywhere using the internet to access vendorapplication Software GPS based hosted at vendor/company internet data center.2.4 JMC desires to avail the following advantages by implementing the VTMS system.i. The scheduled versus actual trip reports of garbage removal trucks ondaily system.ii.iii.iv.Stoppage reports at designated locations.Route or schedule deviation locations.Control over unauthorized and unscheduled stoppage.v. Installation and Computerization of Weigh Bridge.vi.vii.viii.ix.Automatic data transfer to database from various devices.Centralized database for storage of repositories for easy reference &instant retrieval.Auto generation of status (Bins Picked with time / Bins unpicked) thusproviding online monitoring mechanism.Optimizing the shortest path from the collection point to the dumping site.x. Optimizing the number of collection points & transport of garbage.xi.xii.Software application to generate automated alerts for deviations.Automatic generation of MIS reports.JAMMU MUNICIPAL CORPORATION Page | 2

GPS BASED VEHICLE TRACKING MANAGEMENT SYSTEM3. PREQUALIFICATION/ELIGIBILITY CRITERIA:• The Company should be registered in India (certificate to be enclosed)• The company shall be certified with the ISO/TL 9000/ISO 9000-2008 orequivalent (supporting documents to be attached).• The Company should have the experience of working in the field of GPS basedVTMS in at least one Municipal Corporation or any Govt. / Semi Govt. / PSU inIndia. (Copy of the order and other supporting documents to be attached)• The Company should have a minimum average turnover of Rs. 50.00 lacs(Rupees Fifty Lacs Only) in the last financial year from IT related activities (copyof last three years audited balance sheet to be provided)• The web site must be based on the maps which are approved by Govt. of Indiawith a minimum scale of 1:10000. For Google map based solution, bidder shouldattach a license from Google. The bidder shall own the complete design rights ofthe web site. (supporting documents to be attached)4. TechnologyThe bidder shall comply with the followings:A. The GPS based vehicle mount device should be the best available in themarket supported by Catalogues / Brouchers.B. Web Site Specifications.• Website to have all necessary map viewing facility such as zoom, pan, search alocation, jump to ward no. or zone no. etc.• JMC shall be able to add their own landmarks through the web site.JAMMU MUNICIPAL CORPORATION Page | 3

GPS BASED VEHICLE TRACKING MANAGEMENT SYSTEM• Reports shall be possible considering JMC added specifications.• All the vehicles to be tracked on line and the location shall be possible on thetabular as well as map based view.• JMC can add the trip details and the report shall be possible to be capturedthrough same.• JMC should be able to get the distance travelled of the each vehicle in a day.• Consolidated dashboard shall be provided to check the vehicle activity.• There should be a facility for ear marking of routes (point to point, point tomultipoint, circular etc) or the vehicle trips.• The facility for addition/deletion of vehicle should be provided.• There must be a playback facility for the travelled path of a chosen vehicle for achosen period.• Fuel level shall be shown in the graph format.• Fuel consumption & Fuel Average Report should be provided.5. SUBMISSION OF TENDER:The Tender shall be submitted in three sealed envelops marked as Envelope-A,Envelope-B and Envelope-C. All the three envelopes shall again be put togetherin one common Envelope-D cover and seal. This sealed cover shall be markedon the left-hand top corner, “Tender for GPS Based Vehicle TrackingManagement System”. The full name, address, phone / mobile no. / fax numberand e-mail address of the Tenderer and the name of authorized Agencydelivering the sealed cover containing the Tender document shall be written onthe bottom left hand corner of the sealed cover. The date and time of the receiptof the Tender shall strictly be observed in all cases. The person or personssigning the Tender papers shall state in what capacity he is or they are signingthe Tender documents, as a sole proprietor of a firm or as aSecretary/Manger/Director, etc., of a limited company. In case of a partnershipJAMMU MUNICIPAL CORPORATION Page | 4

GPS BASED VEHICLE TRACKING MANAGEMENT SYSTEMfirm/consortium, the names of all the partners should be disclosed and theTender papers shall be signed by all the partners should or in the event ofabsence of any partner, it shall be signed on his behalf by a person holding apower of attorney, authorizing him to do so and an attested copy of the names ofall the Directors should be supplied. The Tender should be accompanied by acertificate stating therein that the person signing the Tender papers is dulyauthorized.A. Contents of Envelope – A:The Envelope-A shall contain EMD in the form of CDR/FDR for Rs 100000/- dulypledged in favour of Chief Accounts Officer, Jammu Municipal Corporation, payable atJammu.B. Contents of Envelope – B:The Envelope – B shall contain the following documents:1. A copy of registration certificate of the company / firm2. Certificate of ISO /TL 9000 / ISO 9000-2008 or equivalent.3. Experience certificate/work order regarding working in the field of GPS basedVTMS in at least one Municipal Corporation / Govt. Deptt. / Semi Govt. Deptt. /PSU in India.4. 3 years Audited Balance sheet certified by Chartered Accountant.5. Detailed Technical methodology of the proposed work including technicaldescription of the system offered. Approach paper indicating how the deployedsolution will work.6. Device catalogue7. Profile of the Company.8. Other statutory information (sales/service tax registration, Certificate ofincorporation)9. Information regarding current litigation debarring / blacklisting / expelling of bidderor an abandonment of work by bidder, if anyJAMMU MUNICIPAL CORPORATION Page | 5

GPS BASED VEHICLE TRACKING MANAGEMENT SYSTEMC. Contents of Envelope-CThe third envelop clearly marked as Envelope-C shall contain the prescribed financialoffer / bid as mentioned in clause-9 “Format for the price bid”, duly signed and sealed bythe agency. Bidder shall not quote his financial/commercial offer anywhere else, directlyor indirectly in any other envelopes or any place of the document under anycircumstances.D. Earnest Money Deposit:The Earnest Money Deposit (EMD) amounting to Rs. one lac only shallaccompany the tender document in the form of FDR/CDR duly pledged in favourof Chief Accounts Officer, Jammu Municipal Corporation. The EMD will beforfeited in case the successful Tenderer fails to sign the contract in accordancewith terms and conditions and furnishing of Security Deposit/bank guarantee.6. IMPORTANT TIMELINES ARE MENTIONED BELOW:-S.NO. EVENT DATE1. Issuance and Sale of Document 05.05.20112. Close of sale of Document 14.05.20113. Submission of tender 24.05.20114. Opening of technical bid 27.05.20117. INSTRUCTIONS TO TENDERER :i. The tender received after the last date shall be rejected.JAMMU MUNICIPAL CORPORATION Page | 6

GPS BASED VEHICLE TRACKING MANAGEMENT SYSTEMii.iii.iv.If the envelope is not sealed and marked as instructed above, JMC assumesno responsibility for the misplacement or premature opening of the contents ofthe proposal submitted and such proposal may at the discretion of EvaluationCommittee be rejected.To verify the tenderer qualifications, JMC would strictly go by the documentsasked as proof against each qualifying Criteria, which must be submitted withthe tender. Any post-submission would not be considered.Proposals of only those tenderers would be evaluated further who meet all theabove Eligibility Criteria.v. To facilitate evaluation of proposals, Jammu Municipal Corporation at its solediscretion may seek clarification in writing from any Tenderer regarding itsproposal.vi.vii.viii.All the necessary documentary proof with respect to above mentionedparameters should be submitted for consideration of Evaluation Committeewith the tender.Tenderer may be asked to give presentation. The date and time and venue ofthe presentation will be communicated.Tenderer’s experience of providing similar service, successful running of thesimilar solution in any municipal corporation and any Govt. Deptt./Agency/PSU in India shall be criteria for evaluation, besides rates quoted. Theinformation & documentary proof for same should be provided with the Tenderalong with satisfactory Certificate of the Corporation using similar servicesfrom the vendor/company.JAMMU MUNICIPAL CORPORATION Page | 7

GPS BASED VEHICLE TRACKING MANAGEMENT SYSTEMix.The tenders will be opened in the presence of tenderers or their authorizedrepresentative who may wish to be present at the time of opening of tender.x. The firm should also give the address of its nearest service centre and thetime limit in case of any fault / breakdown of the GPS system / device.8. TERMS AND CONDITIONSThe terms and conditions will be binding on all the Tenderers. Some of thefollowing terms and conditions will also form part of the agreement signed withthe successful tenderer after the outcome of tender process.All prospective Tenderers who have purchased this document shall be intimatedof any amendment in writing by e-mail and or by post, and all such amendmentsshall be binding on them without any further act or deed on JMC’s part. Theseamendments shall also be posted/uploaded on website www.jmc.nic.in.• Waive any minor informality or non-conformity or irregularityJMC may at its sole discretion waive any minor informality or non-conformity orirregularity in a proposed document, which does not constitute a materialdeviation, provided such a waiver does not prejudice or affect the relative rankingof any Tenderer.• Conditional offers by the TenderersThe Tenderer should abide by the terms and conditions specified in the document.If tenderer submit conditional offers it shall be liable for outright rejection.• Modification and Withdrawal of offersJAMMU MUNICIPAL CORPORATION Page | 8

GPS BASED VEHICLE TRACKING MANAGEMENT SYSTEMModification or Withdrawal of offers is not permissible after its submission. If theoffer is withdrawn before the validity period, the EMD will stand forfeited.• Clarification of offersTo assist in the scrutiny, evaluation and comparison of offers, the Commissioner,JMC may at his discretion, ask some or all vendors/tenderers for clarification oftheir offer. The request for such clarification and the response will necessarily bein writing• JMC Commissioner’s right to accept any proposal and to reject any tenderor all TendersNotwithstanding anything stated herein, JMC Commissioner reserves the right toaccept full or part of the tender or reject any tender, and to cancel the tenderingprocess and reject all tenders at any time before the award of the contract,without assigning any reason and thereby without incurring any liability to theaffected tenderer/s or any obligation to inform the affected tenderer/s of thegrounds for JMC Commissioner’s action/decision.• Signing of Tender OffersThe original copy of the Tender offer shall be typed or written in ink and shall besigned by the Tenderer or a person or persons dully authorized in writing to bindthe Tenderer to the Contract. Such authorization shall be indicated byauthorization letter, accompanying the Tender offer. All pages of the tender offershall be initialled by the person or persons signing the Tender offer with seal.The tender offer shall contain no insertions, erasures or overwriting.JAMMU MUNICIPAL CORPORATION Page | 9

GPS BASED VEHICLE TRACKING MANAGEMENT SYSTEM• Cost and CurrencyThe offer must be made in Indian Rupees only. Taxes, duty and other levies, asapplicable at the time of submission of tender to be mentioned separately asasked in the tender document.• Time Period:The Time Period for competition of the project after signing of the agreementshall be 60days. This will include installation and testing. The firm will beresponsible for smooth operation of the system for a period of 1 year from thestart of the work and any defect / replacement of the equipment will be at the costof the company.• Payment Termsa) No mobilization advance will be given.b) After successful installation and commissioning of the system and showingsatisfactory report on web, the solution provider will raise the bill for thedevice alongwith the completion certificate.c) 90% of bill amount will be released after submission of the bill and 10% atthe end of the contract period.• PenaltySolution Provider should deliver all the deliverables according to time line. Failureto do so will attract a penalty of 1% per week of the cost given. If the delay ismore than 2 months than JMC will be liberty to terminate the contract by givingwritten notice to the Solution Provider.• IndemnityJAMMU MUNICIPAL CORPORATION Page | 10

GPS BASED VEHICLE TRACKING MANAGEMENT SYSTEMSuccessful tenderer shall indemnify, protect and save JMC against all claims,losses, costs, damages, expenses, actions suits and other proceeding, resultingfrom infringement of any patent, trademark, copyright etc. or such other statutoryinfringements in respect of all the software supplied by him.• PublicityAny publicity by the successful tenderer in which the name of JMC is to be usedshould be done only with the explicit written permission of the Commissioner.• Resolution of Dispute :Every effort should be made to resolve (any disagreement or dispute arisingbetween the JMC and the successful tenderer under or in connection with thecontract) amicably by direct informal negotiations. However, if the dispute couldnot be resolved amicably within thirty days of the commencement of suchdispute/disagreement, the matter will be referred to the Arbitrator in accordancewith J&K State Arbitration Act.• Risk Purchase ClauseIn case the successful tenderer fails to execute the project as mentioned above,Commissioner, JMC also reserves the right to procure the similar services fromalternative source at the risk, cost and responsibility of the successful tenderer.• Legal jurisdictionAll disputes shall be subject to the jurisdiction of Courts of Jammu (J&K).JAMMU MUNICIPAL CORPORATION Page | 11

GPS BASED VEHICLE TRACKING MANAGEMENT SYSTEM9. FORMAT FOR THE PRICE BID(Tenderers shall quote their price offer in following format only)To,CommissionerJammu Municipal CorporationTown Hall, Jammu.I/We hereby tender for the execution of the GPS based Vehicle TrackingManagement System for the price as quoted below,PRICE BIDS.No. Item Description Price perunit (in Rs.)1 Cost A: To provide, install, maintain &operate (for 3 years), Vehicle mountedGPS/GPRS tracking units as perdetailed requirements mentioned in thetender documents.2 Cost B: Monthly recurring charges allinclusive (No hidden cost further).Total Cost = Cost A + Cost BRUPEESQuantityTotal PriceNOTE: Proposals shall remain valid for a period of 90 (ninety) days from the date ofopening of Proposal.SignatureOther Conditions:a. If requirement exceeds 150 units than additional units will be provided/commissioned on same rate.b. All Taxes will be borne by Jammu Municipal Corporation.Signature of WitnessSignature of TendererJAMMU MUNICIPAL CORPORATION Page | 12