RFP for Rajasthan Integrated Mandi ... - DOITC Rajasthan

RISL :RFP-Pilot implementation of RIMMS for DAM, GoR 

Draft 

Draft Request for Proposal (RFP) Document for 

the Pilot Implementation of 

Rajasthan Integrated Mandi Management System (RIMMS) 

for 

Department of Agricultural Marketing, 

Government of Rajasthan 

[ Reference No. F4.2 (56)/RISL/Tech/2012/2189 Dated 06-07-2012 ] 

Mode of Bid Submission 

Tendering Authority/ Purchaser 

Date & Time of Pre-bid meeting 

Last Date & Time of Submission of eBid 

Date & Time of Opening of Technical eBid 

Online though eProcurement/ eTendering system at 

http://eproc.rajasthan.gov.in 

Managing Director, 

RajCOMP Info Services Limited (RISL), First Floor, 

Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur 

(Rajasthan) 

23.07.2012 at 03.00PM 

24.08.2012 at 03.00PM 

27.08.2012 at 03.00PM 

Cost of Tender Document: Rs. 5000/- Only (Rupees Five Thousand Only) 

Name of the Bidding Company/ Firm: 

Contact Person(Authorised Bid Signatory): 

Correspondence Address: 

Mobile No. 

Telephone & Fax Nos.: 

Website & E-Mail: 

RajCOMP Info Services Limited (RISL) 

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

Phone: 91(141) 2229394, 5103902 Fax: 91(141) 2228701 

Website: http://risl.rajasthan.gov.in 

Email: info.risl@rajasthan.gov.in 

Seal &Signature of the Auth. Sign . Page 1 of 210


CONTENTS 

1. INVITATION FOR BIDS (IFB) AND NOTICE INVITING TENDER 7 

NOTICE INVITING TENDER-NIT 9 

2. BACKGROUND INFORMATION 10 

2.1. PROJECT PROFILE .............................................................................................................................................. 10 

2.1.1 THEMATIC FOCUS/ PROJECT OBJECTIVES......................................................................................................... 10 

2.1.2 NEED AND BENEFITS ........................................................................................................................................... 10 

2.1.3 BRIEF TECHNICAL SOLUTION REQUIREMENTS .................................................................................................... 10 

2.1.4 BRIEF SCOPE OF WORK ..................................................................................................................................... 11 

2.1.5 IMPLEMENTING AND PARTICIPATING AGENCIES (STAKEHOLDERS) .................................................................... 12 

2.1.6 TARGET GROUP (AUDIENCE/ BENEFICIARIES) ................................................................................................... 13 

2.1.7 EXPECTED PROJECT OUTCOMES ....................................................................................................................... 13 

2.2. ABOUT DEPARTMENT OF AGRICULTURAL MARKETING ...................................................................................... 13 

2.2.1 FUNCTIONAL COVERAGE OF PILOT IMPLEMENTATION OF RIMMS .................................................................... 15 

3. ELIGIBILITY CRITERIA 17 

4. SCOPE OF WORK, DELIVERABLES AND TIMELINES 19 

4.1. CONCEPTUAL TECHNICAL DESIGN OF THE RIMMS .......................................................................................... 19 

4.1.1. THE WEB APPLICATION ....................................................................................................................................... 19 

4.1.2. PROPOSED DEPLOYMENT ARCHITECTURE ........................................................................................................ 19 

4.1.3. PROPOSED SECURITY ARCHITECTURE .............................................................................................................. 20 

4.1.4. APPROACH AND METHODOLOGY TO BE FOLLOWED ........................................................................................... 20 

4.1.5. DATA SIZING, NAMED USERS & CONCURRENCY OF DATA ................................................................................ 20 

4.2. SCOPE OF WORK ................................................................................................................................................ 21 

4.2.1. APPLICATION SOFTWARE DEVELOPMENT AND WEB PORTAL DEVELOPMENT .................................................. 21 

4.2.2. SITE SURVEY AND PREPARATION AND INSTALLATION AND COMMISSIONING OF IT AND NON-IT 

HARDWARE .................................................................................................................................................................... 27 

4.2.3. DATA DIGITIZATION AND MIGRATION .................................................................................................................. 29 

4.2.4. TRAINING & CAPACITY BUILDING ....................................................................................................................... 30 

4.2.5. SYSTEM INTEGRATION AND COMMISSIONING ( GO LIVE ) .................................................................................. 31 

4.2.6. OPERATION AND MAINTENANCE / FACILITY MAINTENANCE SERVICES (FMS) ................................................. 32 

4.2.6.1. IMPLEMENTATION SUPPORT ....................................................................................................................... 32 

4.2.6.2. DEPLOYMENT OF MANPOWER FOR FACILITY MANAGEMENT SERVICES ................................................... 33 



4.2.6.3. MANAGED SERVICES DURING O&M PERIOD ............................................................................................. 34 

4.2.6.4. SUPPORT SERVICES WEB PORTAL & APPLICATION S/W ........................................................................... 37 

4.2.6.5. MIS REPORTS: ................................................................................................................................................ 38 

4.2.7. CHANGE REQUEST MANAGEMENT SERVICES .................................................................................................... 40 

4.2.8. THIRD PARTY AUDIT (TPA) ................................................................................................................................ 40 

4.3. PROJECT DURATION ........................................................................................................................................... 41 

4.4. ROLES & RESPONSIBILITIES (STAKEHOLDER-WISE) ......................................................................................... 41 

4.5. PROJECT DELIVERABLES, MILESTONES & TIME SCHEDULE ............................................................................. 45 

5. INSTRUCTION TO BIDDERS (ITB) & BIDDING PROCESS 50 

6. TERMS AND CONDITIONS, OF TENDER & CONTRACT 66 

7. ANNEXURES 98 

7.1. ANNEXURE 1 – FUNCTIONAL REQUIREMENT SPECIFICATIONS ...................................................... 98 

7.2 ANNEXURE 2 – INDICATIVE BILL OF MATERIAL (BOM)....................................................................... 142 

7.3 ANNEXURE-3 – SUGGESTED TECHNICAL SPECIFICATIONS........................................................... 146 

7.4 ANNEXURE-4 - COVERING LETTER OF THE BID .................................................................................. 172 

7.5 ANNEXURE-5 - PRE- BID QUERIES FORMAT ........................................................................................ 174 

7.6 ANNEXURE-6 - TENDER FORM ................................................................................................................. 175 

7.7 ANNEXURE-7- BIDDER‟S AUTHORIZATION CERTIFICATE ................................................................ 176 

7.8 ANNEXURE-8 - SELF-DECLARATION – NO BLACKLISTING ............................................................... 177 

7.9 ANNEXURE-9 - CERTIFICATE OF CONFORMITY/ NO DEVIATION ................................................... 178 

7.10 ANNEXURE-10 - MANUFACTURER‟S AUTHORIZATION FORM (MAF)............................................. 179 

7.11 ANNEXURE-11 - UNDERTAKING ON AUTHENTICITY OF COMPUTER EQUIPMENTS ................. 180 

7.12 ANNEXURE-12- FORMAT FOR STATEMENT OF DEVIATIONS .......................................................... 181 

7.13 ANNEXURE-13 - FINANCIAL BID FORMAT.............................................................................................. 183 

7.14 ANNEXURE-14 - PERFORMANCE BANK GUARANTEE ....................................................................... 191 

7.15 ANNEXURE-15 - DRAFT AGREEMENT FORMAT................................................................................... 193 

7.16 ANNEXURE-16 - FORMAT FOR SUBMISSION OF PROJECT REFERENCES FOR PRE- 

QUALIFICATION EXPERIENCE ............................................................................................................................ 196 

7.17 ANNEXURE 17- SERVICE LEVEL AGREMENT ....................................................................................... 197 

7.18 ANNEXURE 18 - FORMAT FOR CONSORTIUM AGREEMENT ............................................................ 203 

7.19 ANNEXURE-19 - LIST OF INFRASTRUCTURE TO BE PROVIDED BY RSDC ................................. 207 

ANNEXURE-20 - INDICATIVE PROJECT PLAN ................................................................................................. 208 

7.21 ANNEXURE-21 - EXPECTED QUALIFICATION OF MANPOWER RESOURCES .............................. 209 



ABBREVIATIONS & DEFINITIONS 

Agreement 

Authorised Signatory 

APMC 

Bidder / Tenderer 

CMC 

Contract 

COTS 

DAM, GoR 

Day 

DeitY, GoI 

The Agreement to be signed between the successful bidder and 

RajCOMP Info Services Ltd. 

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. 

Agriculture Produce Marketing Committee 

"Bidder" means any firm/ agency/ company/ contractor/ supplier/ 

vendor responding to Invitation for Bids / Request for Proposal / 

Notice Inviting Tender and which is participating in the Bid. Also 

called offeror or quoter. 

Contract Monitoring Committee 

The “Contract” means a legally enforceable agreement entered into 

between RajCOMP Info Services Limited (RISL) and the selected 

bidder(s) with mutual obligations. 

Commercial off the Shelf 

Department of Agricultural Marketing, Government of Rajasthan 

“Day” means a working day as per Government of Rajasthan 

Government of India. 

Department of Electronics and Information Technology, Government 

of India 

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


EMD 

EMS 

GoI 

Goods 

GoR 

ICT 

INR 

ISO 

Earnest Money Deposit 

Enterprises Management System 

Government of India 

“Goods” means a tangible physical product that can be contrasted 

with a service which is intangible i.e. all the products which the 

bidder is required to supply to the purchaser under the contract. 


Information and Communication Technology 

Indian Rupee 

International Organisation for Standardisation 



IT 

ITB 

LCBS 

LD 

LoI 

NeGP 

NIT 

NMS 

OEM 

PAN 

PBG 

PC 

Project Site 

PSD 

Purchaser/ Tendering Authority 

RFP 

RIMMS 

RISL 

RSDC 

RSWAN 

Services 

Supplier/SI/Vendor/Successful 

Bidder/ Service 

Provider/Contractor 

SLA 

Information Technology 

Instruction to Bidders 

Least Cost Based Selection Method (L1) 

Liquidated Damages 

Letter of Intent 

National eGovernance Plan 

Notice Inviting Tender 

Network Management System 

Original Equipment Manufacturer 

Permanent Account Number 

Performance Bank Guarantee 

Procurement Committee 

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

or places where the project implementation is to be carried out. 

Performance Security Deposit 

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

the bidder under a purchase order or contract of sale. Also called 

buyer. RajCOMP Info Services Limited (RISL) in this RFP document. 

Request for Proposal, an early stage in procurement process, 

issuing an invitation for bidders, through a bidding process, to submit 

a proposal on a specific commodity or service. 

Rajasthan Integrated Mandi Management System 

RajCOMP Info Services Ltd. 

Rajasthan State Date Centre 

Rajasthan State Wide Area Network 

“Services” means the services to be delivered by the successful 

bidder and as required to run the project successfully as per the 

contract. A service is the intangible equivalent of an economic good. 

System Integrator, The bidder who will be finally selected and who 

gets into an agreement with the RISL for completing the work 

mentioned in this bidding document. 

Service Level Agreement is a negotiated agreement between two 

parties wherein one is RISL and the other is the selected bidder. It is 

a service contract where the level of service is formally defined. 



SoW 

SSDG 

State Government 

STQC 

TC 

TIN 

TPA 

UAT 

VAT 

WO/ PO 

Scope of Work 

State Service Delivery Gateway 


Standardisation Testing and Quality Certification, Government of 

India 

Technical Committee 

Tax Identification Number 

Third Party Auditor 

User Acceptance Testing 

Value Added Tax 

Work Order/ Purchase Order 



1. INVITATION FOR BIDS (IFB) AND NOTICE INVITING TENDER 

1) RajCOMP Info services Limited (RISL) on behalf of Department of Agricultural Marketing (DAM) 

invites electronic bid (eBid) proposals from reputed, competent and professional Information 

Technology(IT) Firms, who meet the minimum eligibility criteria as specified in this bidding document 

for the design, development, implementation and maintenance for an end to end solution for the pilot 

implementation of Rajasthan Integrated Mandi Management System (RIMMS), as detailed in the 

section titled "Scope of Work" of this RFP document. 

2) Based on the successful implementation and operations of the pilot project, the project shall be rolledout 

across the state covering remaining mandis. A separate RFP shall be issued for project rollout 

across the state. 

3) The RIMMS will be based upon open standards & state-of-art technologies, designed in 3-tier 

architecture with the flexibility to expand/ upgrade and integrate with other existing/ proposed NeGP/ 

GoR projects as per the requirements of DAM. 

4) The complete bidding document has been published on the websites http://doitc.rajasthan.gov.in, 

http://risl.rajasthan.gov.in and http://eproc.rajasthan.gov.in/ for the purpose of downloading. The 

downloaded bidding document shall be considered valid for participation in the electronic bidding 

process (eProcurement/ eTendering) subject to the submission of required tender/ bidding document 

fee and RISL Processing Fee in Cash/ Demand Draft and in favour of “Managing Director, RajCOMP 

Info Services Limited (RISL)” payable at “Jaipur”. A copy of the tender/ bidding document fee receipt 

and RISL Processing Fee must be enclosed along with the Technical bid/ proposal failing which the 

bid will be summarily rejected. 

5) Bidders who wish to participate in this bidding process must register on http://eproc.rajasthan.gov.in 

(bidders already registered on http://eproc.rajasthan.gov.in before 30-09-2011 must register again). 

6) 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. 

7) A single-stage two envelope selection procedure shall be adopted. 

8) Bidder (authorised signatory) shall submit their offer online in electronic formats both for technical and 

financial proposal. However, Demand Draft (DD) for tender document fees, RISL processing fees and 

Earnest Money Deposit (EMD) should be submitted physically at the office of Tendering Authority as 

prescribed in NIT and scanned copy of same should also be uploaded along with the technical bid/ 

cover. 



9) RISL will not be responsible for delay in online submission due to any reason. For this, bidders are 

requested to upload the complete bid proposal 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. 

10) Bidders are also advised to refer “Bidders Manual Kit” available at eProc website for further details 

about the e-tendering process. 

11) Training for the bidders on the usage of e-Tendering System (eProcurement) is also being arranged 

by RISL on regular basis. Bidders interested for training may contact e-Procurement Cell, RISL for 

booking the training slot. 

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

e-mail: eproc@rajasthan.gov.in 

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

12) Please note that a pre-bid meeting of prospective bidders, who have purchased the tender/ bidding 

document, is scheduled as per the details specified in Notice Inviting Tender (NIT) below. The 

objective of this meeting is to address the queries of the prospective bidders related to the Project/ 

Bidding document. 

13) No contractual obligation whatsoever shall arise from the RFP/ bidding process unless and until a 

formal contract is signed and executed between the tendering authority and the successful bidder(s). 

14) RISL disclaims any factual/ or other errors in this document (the onus is purely on the individual 

bidders to verify such information) and the information provided herein are intended only to help the 

bidders to prepare a logical bid-proposal. 



NOTICE INVITING TENDER-NIT 

Tender Reference No F4.2(56)/RISL/TECH/2012/2189 Dated 06.07.2012 

RajCOMP Info Services Limited (RISL), on behalf of Department of Agriculture Marketing (DAM), Govt. of 

Rajasthan (GoR), invites Technical & Financial eBids/ proposals from eligible Information Technology (IT) 

firms for the selection of a System Integrator (SI)/ Service Provider for an end to end solution for the Pilot 

implementation of Rajasthan Integrated Mandi Management System (RIMMS) project for DAM, GoR at 

the designated locations in the state of Rajasthan. The proposals shall only be submitted through 

eTendering system at www.eproc.rajasthan.gov.in .The bidding schedule is as follows: 

Nature of the Project 

Cost of RFP document (non-refundable)* 

RISL Processing Fees (Non – refundable)* 

Estimated Pilot Project Cost 

Earnest Money Deposit (EMD)* 

RFP Publishing Date & Time 

RFP Document Download Start Date & Time 

Date, Time & Venue of Pre-Bid Meeting 

Proposal submission Start Date & Time 

RFP Document Download End Date & Time 

Bid submission End Date & Time 

Submission of Demand Draft/ Banker 

Cheque for cost of RFP documents 

processing fees and Earnest Money Deposit* 

System Integrator for an end to end solution for the 

pilot implementation of RIMMS (Rajasthan Integrated 

Mandi Management System) at select locations 

Rs. 5000/- (Rupees Five Thousand Only). 

Rs 1000 /- (Rupees One Thousand only) 

Rs. 5.15 Crores (Rupees Five Crores and Fifteen 

Lacs) approx.(Estimated project cost for scope of work 

in this RFP) 

Rs. 10.30 Lacs (Rupees Ten Lacs and Thirty 

Thousand Only) 

16/07/2012 at 04.00 P.M. 

From 16/07/2012 at 05:00PM 

23/07/2012 at 03:00PM 

Board Room , RISL , First Floor ,Yojana Bhawan, 

Tilak Marg, C-Scheme Jaipur, Rajasthan-302005 

at 05.00 P.M. onwards 

at 01.00 P.M. 

at 03.00 P.M. 

From 03.00 PM on 24/08/2012 up to 01:00PM on 

27/08/2012 at the following address: 

RISL , First Floor ,Yojana Bhawan, Tilak Marg, C- 

Scheme Jaipur, Rajasthan-302005 

Technical Proposal Opening Date & Time 27/08/2012 at 03:00PM at the aforementioned 

address of pre bid meeting. 

Financial Proposal Opening Date & Time 

Websites for downloading Tender Document, 

Corrigendum’s, Addendums etc. 

Bid Validity 

Will be intimated later to the technically qualified 

bidders 

http://rajasthan.gov.in, http://risl.rajasthan.gov.in , 

http://dipr.rajasthan.gov.in 

and 

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

180 Days from the date of Bid submission 

*In case any of the bidders fails to physically submit the original Demand Drafts/ Banker Cheques for RFP cost, 

Earnest Money Deposit and processing fees up to 01:00PM on 27/08/2012, the bid of the bidder shall not be 

accepted. The Demand Draft/ Banker Cheque should be drawn in favor of Managing Director, RajCOMP Info 

Services Limited, payable at Jaipur from any scheduled Commercial bank. 

Date: 06/07/2012 

Managing Director 

RajCOMP Info Services Limited (RISL) 

Jaipur (Rajasthan) 



2. BACKGROUND INFORMATION 

2.1. Project Profile 

2.1.1 Thematic Focus/ Project Objectives 

Strategic objective of the project is to extend market reach for farmers by providing access to mandi 

information. The main objectives of the project are mentioned below: 

o 

Democratic Participation: Commodity wise market prices will be provided in local language 

(English & Hindi) through web portal and electronic display boards in the Agricultural Produce 

Market Committee (APMC) mandis. Farmers would be able to use eGovernance to track and 

monitor the progress of their license and schemes applications. 

o 

Use of IT for improving eGovernance: eGovernance will facilitate the monitoring of operations of 

APMCs thereby bringing efficiency, effectiveness & transparency in operations of DAM. 

2.1.2 Need and benefits 

The complete administrative, capital and infrastructural resource structure of DAM is mandi oriented. 

Mandi yard also known as APMC, is focal point through which the physical and financial agro 

marketing transactions occur in real time. Majority of the revenues earned by the APMCs is through 

the mandi fee levied on the mandi transactions. One of the major activities of DAM is providing 

adequate infrastructure, regulatory framework and monitoring to ensure sale of agricultural produce in 

open markets through auctioning. 

As the transactions increase in volume and the needs at DAM increase in complexity, it becomes 

imperative to look for scalability, better efficiency, greater convenience as well as better returns. 

Moreover, the geographical spread of DAM is across the state of Rajasthan and this impacts the 

management and control of operations at APMC level. With this outlook, the Government of 

Rajasthan (GoR) has embarked on the project RIMMS to undertake computerisation at DAM. 

The overall aim of DAM, through this project is computerization of mandi operations to increase the 

efficiency and effectiveness of the markets & operations and trickle down the benefits of an efficient 

market to all the stakeholders. 

2.1.3 Brief technical solution requirements 

a) The bidder is responsible to provide the best of class technical solutions as per the requirements 

in the Scope of Work provided in Chapter 4 of this RFP document. 

b) The application s/w development work shall comply with the respective guidelines issued by 

DoIT&C, Government of Rajasthan and Department of Electronics and Information Technology 

(DeitY), Government of India (GoI). 



c) The resources deployed by the selected bidder for RIMMS assignment should be qualified and 

experienced, with specialization in identified technologies/ products. Depending upon the project 

needs, it is expected that adequate resources will be deployed by the firm for the entire contract 

period 

d) For detailed technical solution requirements, bidders may refer to subsequent chapters/ sections 

of this bidding document. 

2.1.4 Brief Scope of Work 

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

RIMMS solution for the DAM, Rajasthan. 

b) The solution will be rolled out at DAM HQ at Jaipur, 10 (ten) identified regional offices Alwar, 

Ajmer, Bikaner, Hanumangarh, Jaipur, Jodhpur, Kota, Sikar, Sri Gaganagar and Udaipur.and 5 

(five) selected APMC mandis Chomu (grain), Khairthal, Udaipur (grain), Bhilwara, Pilli Banga, . 

The entire activity should be completed within 8 months of award of contract. This will be followed 

by operations & maintenance phase for 2 years post successful commissioning of the project. 

c) The bidder shall be responsible for supply, installation & maintenance of hardware at DAM HQ, 

10 regional offices and 5 selected mandis and at Rajasthan State Data Centre (RSDC). 

d) The bidder shall be responsible for Data entry and migration of all records along with provisioning 

for preparing and maintaining the data base. 

e) The bidder shall be responsible for installation and maintenance of LAN at DAM HQ, 10 regional 

offices and 5 selected mandis. 

f) The bidder shall be responsible to supply, install, configure, operate and maintain all the genuine 

licensed software with requisite server & user licenses (as applicable), media and manuals 

required at various project locations along with OEM support, updates, patches, and errata for the 

period of 3 years and as per the bill of material/ technical specifications specified in this bid 

document. 

g) The bidder shall be responsible to provide necessary IT skills training, sensitization training 

covering basics of eGovernance, Project Management etc. and handholding training to DAM and 

APMCs staff. 

The bidder should use existing EMS licenses for the SLA management tools already available at 

RSDC as per existing policy & guidelines of RSDC. 

h) The bidder shall be responsible for site preparation along with furniture & fixture, electric cabling 

etc. at DAM HQ, 10 regional offices and 5 selected APMC mandis and at Rajasthan State Data 

Centre (RSDC). 

i) The bidder shall provide facility management services for operations & maintenance for period of 

2 years. 



j) The detailed Functional Requirements Specifications (FRS) (please refer Annexure 1) included in 

this document is to be considered as an integral part of the scope of work and intending bidder 

should take it into account while estimating their efforts and bids. 

k) Bidders may refer Chapter – 4 for the detailed Scope of Work. 

2.1.5 Implementing and participating agencies (Stakeholders) 

The key stakeholders identified are as follows: 

o 

Farmers 

 

APMCs provide a platform for the farmers and traders, to come together and arrive at 

a mutually beneficial transaction, ensuring possible competitive prices to the farmers 

and range of alternatives to the purchasing community (trader Communities). 

 

DAM aims to provide real time market price information through a bilingual (Hindi & 

English) web based electronic portal wherein all web pages, reports and form on portal 

should be accessible in bilingual. By more personalized channels of delivery such as 

SMS, DAM aims to provide latest market price information in local language to the 

farmers at their doorsteps. Through Electronic Display Boards in mandis, it aims to 

provide latest market price information to the farmer communities. 

o 

Business Community 

 

Traders and broker community: APMCs provide a level playing field to the traders and 

broker community, to come together and compete through an open-auction for 

agricultural produce available in the APMC mandis. Through bilingual web portal, DAM 

aims to provide easy access to individuals for submission of request for issue of e- 

Niryat Prativedan certificates, deposit mandi fees through epayment, submit 

application for issue of licences under various categories, view statement of account in 

terms of mandi fee dues/ fee payment, view his/her individual reports pertaining to 

purchase through auction, stock statement and commodity wise prices across the 

state of Rajasthan. 

Agriculture Produce Market Committees: There are 129 Market Committees, with 129 

principal market yards and 303 sub market yards. DAM provides necessary 

infrastructural facilities such as shops, common auction platform, covered sheds, 

individual platforms, link roads etc. and controls and regulates the market functioning. 

APMC manages principal yards and sub yards within market area, provides necessary 

facilities within the notified market yard viz. issuing license to traders, brokers and 

various class of commission agents and other market functionaries. Through publicplatform 

such as bilingual web portal, DAM ensures an easy access to various 



auctions and support prices. These arrangements include setting-up of regularized and controlled 

markets, with all the necessary infrastructure and resources, operating upon pre-defined rules and 

regulations, and encompassing and monitoring the entire sale-purchase process. 

The core activities of the Department are: 

a) Creation of state-wide agriculture marketing infrastructure, comprising of various market 

committees, market yards, purchase centres, link roads, etc. 

b) Profit maximization for farmers by ensuring best-possible prices for their produce at the various 

market yards, sub yards and purchase centres. 

c) Regulation and administration of various market committees across the state as per the 

Rajasthan Agricultural Produce Markets Act, 1961. 

d) Collection of market fees (mandi fees) from the purchasers on various transactions taking place 

at the mandis. 

e) Creation of additional facilities, along with expansion and maintenance works. 

f) Facilitating the procurement activities of organizations such as FCI, RAJFED etc at various 

markets / mandi. 

Under Rajasthan Agricultural Produce Markets Act, 1961, mandis were constituted to manage and 

maintain sale and purchase of agricultural produce. Market areas/ Mandis have been classified as “A” 

class, “B” Class, “C” class and “D” class on the basis of the annual income from the market fees. 

Each market committee has a Chairman (elected) and a secretary along with supporting staff placed 

by the DAM for the implementation of provisions of the concerned Acts, rules and by-laws. The 

market committees in the state have been divided into 10 (ten) regions headed by the Regional 

Deputy/Assistant Directors. The regional offices are at Alwar, Ajmer, Bikaner, Hanumangarh, Jaipur, 

Jodhpur, Kota, Sikar, Sri Gaganagar and Udaipur. 

The market committee is entrusted with the following functions: 

a) Manage and maintain the principal market yards and sub market yards within market area. 

b) Provide necessary facilities for marketing of agricultural produce within the principal market yard 

and outside the principal market yard and within the sub market yard and outside the sub market 

yards in the market area. 

c) Issue license to traders, brokers, weigh men, measurers, surveyors, warehousemen and other 

persons to operate in market area and renew the license and supervise the conduct of traders, 

brokers, weigh men, measurers, surveyors, warehousemen and other persons operating in the 

market area and enforce conditions of license. 

d) Regulate and supervise the auction of agricultural produce in accordance with acts and bye laws 

of market committee. 



e) Regulate the making, carrying out and enforcement or cancellation of agreement of sale, 

weighment, delivery, payment and all other matters relating to the market of agricultural produce 

in prescribed manner. 

f) Levy, recover and receive rates, charges, fees and other sums of money to which market 

committee is entitled. 

g) Administer market committee fund and maintain the account thereof in prescribed manner. 

h) Provide for settlement of all disputes between the seller and buyer arising out of any kind of 

transaction connected with marketing of agricultural produce. 

2.2.1 Functional Coverage of pilot implementation of RIMMS 

In the envisaged scenario, DAM, GoR intends to cover the following functional areas for ICT 

enablement at pilot locations: 

a) Recording of arrivals at Entry Gate 

b) Recording of all consignments and vehicle passing through Exit Gate 

c) Control of entry and exit gate through automated boom barrier 

d) Recording of auction related transaction details and sales slip generation 

e) Tracking inter- APMC transactions specially where mandi fee exemption is applicable 

f) Tracking sales proceed/stock accounting of traders 

g) Tracking unsold produce deposited (amanat) by farmers 

h) Manage Mandi fees including payments 

i) Online submission and management of claims received and claims granted under Rajiv Gandhi 

Krishak Saathi Yojana. 

j) Online submission and management of applications for issue of licenses for establishment of 

yards and sub yards and for various other market functionaries 

k) Online submission and management of applications for issue of licenses to traders/ brokers/ 

commission agents/and labourers working in APMCs. 

The following diagram provides an overview of the process flow and envisaged technology 

support to the same: 



Draft 



Draft 

3. ELIGIBILITY CRITERIA 

S. No. Basic 

Requirement 

Specific Requirements 

1 Legal Entity The Bidder can be an individual company or firm 

or consortium (Allowed with one company only) 

.The Bidder (In case of consortium , all members) 

should be a company registered under Indian 

Companies Act, 1956 or a partnership firm 

registered under Indian Partnership Act, 1932 or a 

proprietorship firm registered under shop act and 

VAT registration . 

2 Turnover from 

IT/ITeS 

Annual Turnover of the bidder (Lead partner in 

case of Consortium) from IT/ ITeS during each of 

the last three financial years (2009-10, 2010-11 

and 2011-12)as per the last published audited 

balance sheets), should be at least Rs. 51.5 

Crores. 

3 Net Worth The net worth of the bidder (Both lead bidder and 

consortium member , in case of consortium) in the 

last financial year, i.e. 2011-12, should be 

positive. 

4 Technical 

Capability 

5 Tax registration 

and clearance 

The bidder (Lead partner in case of Consortium) 

must have successfully completed at least One 

eGovernance project of including services like site 

preparation, hardware provisioning, software 

development, and O&M to any state/ central 

government organization/ PSU‟s (excluding 

Banks) only in India not less than the amount Rs. 

4.1 Crores during the last three financial Years 

(2009-10, 2010-11 and 2011-12). 

OR 


must have successfully completed at least TWO 

eGovernance projects of including services like 

site preparation, hardware provisioning, software 

development, and O&M to any state/ central 

government organization/ PSU‟s (excluding 

Banks) only in India not less than the amount Rs. 

2.6 Crores each during the last three financial 

Years (2009-10, 2010-11 and 2011-12). 

The bidder (Both lead bidder and consortium 

member , in case of consortium) should have a 

registered number of 

i. VAT/Sales Tax where his business is located 

ii. Service Tax 

iii. Income Tax / Pan number. 

The bidder should have cleared his VAT dues to 

the State Government of Rajasthan. 

6 Certifications The bidder (In case of consortium, the member 

whoever is responsible for the s/w activity) must 

possess at the time of bidding, a valid below 

certifications: 

ISO 9001:2008 (For Quality Management 

Documents Required 

Copy of the Certificate of 

Incorporation and registration 

certificates 

CA Certificate with CA‟s 

Registration 

Number/ Seal 

CA Certificate with CA‟s 

Registration 

Number/ Seal 

 

 

Project reference format as 

per Annexure – 16 

Work Completion Certificates 

from the client; OR Work 

Order + Self Certificate of 

Completion (Certified by the 

Statutory Auditor); OR Work 

Order + Phase Completion 

Certificate from the client 

Copies of relevant certificates of 

Registration 

VAT clearance certificate from the 

Commercial Taxes Officer of the 

Circle concerned 

Copy of a valid certificate 



S. No. Basic 

Requirement 

Specific Requirements 

 

System) certification 

CMMi Level 3 (Software Development & 

Customization) certification 

7 Blacklisting The Bidder (Both lead bidder and consortium 

member , in case of consortium) is not eligible to 

participate in this project while under sanction by 

RISL. Similarly, at the time of bidding, the firms 

black-listed/ debarred in participating in any 

8 Manpower 

Strength 

procurement activities by any State or Central 

Government or UT in India are not allowed to bid 


must have a minimum strength of 100 IT / 

software professionals / domain experts on their 

permanent rolls. 

9 Local Presence The Bidder (Lead partner in case of Consortium) 

should have their own office located at Jaipur. If 

the bidder, at the time of bidding, does not have a 

local support office at Jaipur an undertaking on 

the bidders‟ letter head (as a part of the cover 

letter at Annexure - 4) that an office will be 

opened by the bidder(if selected for the award of 

the contract) within 2 months from the date of 

issue of LoI, should be submitted by the bidder 

10 Consortium In the event of a consortium, one of the partners 

shall be designated as a "Lead Partner/ Bidder". 

Consortium is allowed with ONE company only. 

The lead partner should have atleast 51% stake in 

consortium. 

11 OEM 

Authorisation 

The bidder (lead partner or member of 

consortium) should have been authorized by 

respective OEM for distribution/channel partner/ 

Retailer of the equipments covered under the 

RFP. The bidder must attach Manufactures 

Authorization certificate & Back-to-back support 

for all the active items to be covered through this 

tender except for the items which are declared 

End of Support from respective OEM. 

Documents Required 

A Self Certified letter 

Undertaking to this effect shall be 

submitted by the bidder on a 

letter head as per the format 

given in Annexure – 8. 

Self Certification by the 

authorized signatory with clear 

declaration of staff – year wise, 

level/designation wise. 

Declaration as a part of the cover 

letter as per the format given at 

Annexure – 4 

The MoU/ Agreement, on an 

appropriate stamp paper, 

between the Lead partner and his 

Consortium partner(s) as per the 

format given at Annexure – 18 

clearly depicting the roles and 

responsibilities of each member. 

As per Annexure-10 

Note: In case of consortium , all the above criteria shall have to be fulfilled by the lead bidder. 

Additionally, the consortium partner should satisfy the eligibility requirements mentioned at 

Sl.No.1, 3, 5, and 7. Regarding 6 , certification criteria has to be satisfied by either of the 

consortium members whoever is doing the s/w application activity . 

Note: The bidder/ firm are requested to kindly adhere to the order of documents as mentioned above. 

Also, all the required documents should be properly annexed as indicated above along with an Index 

Page. 



secured network connection. However, all public users and business community can connect 

through internet only. 

4.1.3. Proposed Security Architecture 

Envisaged security architecture for the RIMMS solution is as provided below: 

 

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

through pre-defined user access rights. 

 

Application Level Security: Role based access, encryption of user credentials and 

storing of user credentials for external and internal users in separate repositories. 

 

Network Level Security: Network traffic shall be encrypted using SSL & secured 

connectivity between the HQ, Mandis, ROs and RSDC. 

 

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

firewall and IPS shall be installed to detect malicious activities. 

 

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). 

4.1.4. Approach and Methodology to be followed 

The bidder is expected to adopt any of the following approaches or combination of 

following approaches: 

a) Bespoke development of the application OR 

b) Configuration / Customization of an existing application that may be either 

Commercially available Off-the-shelf product (COTS) or that might have been 

developed for deployment in another State Mandis OR 

c) Combination of (a) and (b) above. 

Note: For COTS, the licensing should be of perpetual and unlimited client/ user type. 

4.1.5. Data Sizing, Named Users & Concurrency of Data 

RIMMS application should have the scalability capacity to handle 15000 transactions per 

hour for at least 5000 concurrent users (500 internal users and 4500 public users over 

internet). The approximate number of named users for the pilot implementation shall be 

150. 

The bidder is expected to carry out an independent exercise to see that the conceptual 

design including the data centre infrastructure and the internet bandwidth proposed to be 

provided by the purchaser and the IT and non-IT hardware proposed to be provided by the 



bidder is capable to meet the requirements of the bid document including the performance 

requirements and service level standards. Any major IT and non-IT item required for 

meeting the requirements of the bid should be pointed out by the bidders well before the 

last date of bid submission. 

4.2. Scope of Work 

The broad scope of work for the successful bidder during the period of contract/ engagement would 

include (but not limited to): - 

 

 

Application software development and Web portal Development 

Site Survey and Site Preparation and installation and commissioning of IT and non-IT 

hardware 

 

 

 

 

 

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) 

4.2.1. Application Software Development and Web Portal Development 

a) Broad scope of activities to be computerised 

i. The core applications envisaged to be developed and to be rolled out in DAM HQ, 10 

regional offices and 5 pilot APMCs in the State of Rajasthan are as below: 

1. Recording of Arrival / Exit 

2. Auction Management System 

3. Mandi Fee Management 

4. Scheme Management for Rajiv Gandhi Krishak Saathi Yojana 

5. License Allotment Management System 

ii. 

The application will be integrated with following third party applications 

SMS gateway 

Payment gateway 

Integration with Email Solution 

Integration with AGMARKNET for telecast of market price (Bidder is advised to study 

the AGMARKNET application) 

iii. 

Annexure 1 provides for the FRS for these applications. 



b) System Requirement Study 

i. Although the FRS has been provided for the application, the bidder is responsible to carry out 

ii. 

iii. 

an independent system study at DAM HQ, at least 1 regional offices, and 2 mandis to 

thoroughly understand the function and operational process of department by - 

a. Interacting with concerned departmental officials 

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

c. Detailed study of requirements of RIMMS 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 Department 

The bidder shall be responsible for preparation of Software Requirement Specification (SRS) 

based on an independent assessment of the requirements of the RIMMS and the functional 

requirements as specified in this RFP document. The System Requirement Specifications 

(SRS) should be prepared as per the latest version of the IEEE Standard 830 & 1233 for 

drafting the SRS. 

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

c) Development of the Web Portal and Software Application S/w 

i. The bidder shall prepare & submit System Design Document (SDD) / Process Design 

ii. 

iii. 

Report based on principles of enterprise and service oriented architecture to provide for a 

secure and scalable application software. The design should be modular. He shall submit 

the SDD including 

a. Solution Architecture 

b. Application Architecture 

c. Network Architecture 

d. Security Architecture 

e. Deployment Architecture 

f. Database Design 

An industry standard methodology should be adopted for Software Engineering, covering 

the entire SDLC (Software Development Life Cycle). 

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. 

iv. Both the departmental Web portal and the RIMMS solution should support at least Unicode 

5.1/ 6.0 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 

RIMMS solution and the same must be submitted to the DAM, GoR for approval before 

implementation/ uploading or vice-versa. 

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

support both HTTP and HTTPS (SSL certificate to be deployed by the bidder on the Web/ 

Application Server for the entire project duration). 

vi. The development should be based upon automated work flow system, open standards and 

64-bit architecture. 

vii. The Application must have integrated 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 

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 authorise should be allowed to 

modify audit record. 

ix. 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 India-Draft v0.6 

issued by Department of Information Technology (DIT), Ministry of Communications & IT 

(MCIT), Government of India” and is as under. 

o Simple Hypertext Web context: HTML v4.01 

o Complex, Strict Hypertext Web content: XTML v1.1 

o Style Sheets (Look & Feel of Web page): CSS v2.0 

o Extensible Style Sheets (to transform format & addressing parts of documents): 

XSL v1.1 

o Editable Documents (with formatting): ODF v1.0 

o Presentation Documents: ODF v1.0 

o Spreadsheet Documents: ODF v1.0 



o Non-editable Documents: PDF v1.7 

o Graphics – Raster Image (Lossy Compression): JPEG 2000, Part-1 

o Graphics – Raster Image (Lossless Compression): PNG 

o Audio Compression: Ogg Vorbis-I 

o Video Compression: Ogg Theora-I 

o Image Storage/ Archival: PNG 

o Scanned Document Storage/ Archival: PDF/A 

o E-Forms: XFORMS with XHTML 

o Database: Postgre SQL Server v9.x (available at RSDC in Clusters) 

x. 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 User Dash Board 

o Workflow Management 

o Document Management System 

o Content Management System 

o Meta Tag base search engine 

o SMS Services 

o Mailing Solution 

o Electronic Fund Transfer 

Notes: 

1) Middleware Application for Workflow/CMS/ User Access Control/ Dash Board/ Search 

Engine: To maintain the business continuity of RSDC, the selected bidder may make 

use of the existing portal application (MS-Sharepoint available at RSDC for building all 

the required CMS/ Workflow/ User Access Control/ Dash Board/ Search Engine 

features in the web portal and application s/w. Additional MS-Sharepoint licenses, if 

any and as applicable, shall be procured by the bidder. 

Alternatively, the bidder may opt for any open source software /tools to built CMS/ 

Workflow/ User Access Control/ Dash Board/ Search Engine and in this case should 

also supply, if any and as applicable, all the required server (perpetual) and client/ 

user licenses. 

2) DMS: The selected bidder shall make use of the existing DMS software (MS- 

Sharepoint or Omnidocs) available at RSDC for building all the required DMS features 

in the web portal and application s/w. Additional MS-Sharepoint or Omnidocs licenses, 

if any and as applicable, shall be procured by the bidder. Alternatively, the bidder may 



xi. 

xii. 

xiii. 

xiv. 

xv. 

opt for any open source DMS software and should also in this case supply, if any and 

as applicable, all the required server (perpetual) and client/ user licenses. 

3) Alternatively, selected bidder may also use any other middleware application to built 

DMS/CMS/ Workflow/ User Access Control/ Dash Board/ Search Engine and should 

then also supply, if any and as applicable, all the required server (perpetual) and 

client/ user licenses. 

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: (a) The ability to conduct scheduled releases 

of content and (b) 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. 

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 contributors to 

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

made in separate versions when needed. 

The bidder shall provide the provision for the application to have feature to integrate to any 

external device like PDA/Hand held devices to capture live auction data at the mandis. The 

device should be able to store the data on daily / as defined and should synchronize with 

the web application so that data can be transferred to application database at RSDC. The 

solution should provide integrated functionalities through following devices: 

GPRS enabled Handheld device with thermal printer 

IP enabled CCTV camera (Currently the storage is limited to the storage 

provided by the CCTV Cameras. No central storage is envisaged presently). 

Electronic Display Board for broadcasting 

Electronic Weighment (To be provided by the Department) 

Automatic Boom barriers 

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 

v15.0/ Mozilla Firefox v3.0, Apple Safari). 

To maintain business continuity the SI shall make use of existing database cluster 

(Database: Postgre SQL Server v9.x) available at the RSDC. 



d) Software Testing of Web Portal & application S/w 

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. 

e) Deployment & Configuration of Web Portal & Software Application 

i. The selected SI shall be provided with required infrastructure at RSDC to host 

application. The list of Infrastructure hardware and software to be provided by RSDC is 

attached as Annexure 19 of this RFP document. 

ii. 

iii. 

iv. 

The bidder shall be responsible to coordinate with RSDC operator to host, install and 

configure web portal and application at RSDC Jaipur. SI shall adhere with the rules and 

regulation of RSDC. 

Configuration with RSDC infrastructure: The selected bidder shall be responsible to 

configure the web portal and application with existing infrastructure at RSDC like DNS 

Server, backup server, EMS server, application load balancer etc. 

The bidder should provide server and client edition usage licenses (Perpetual Licence) in 

the name of DAM for the various tools and third party components used by the bidder to 

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

Environment for custom built and COTS based products, application to manage 

document repository, application to manage business process & workflow, Database 

Schema Designer, Help authoring tool etc., if used. 

v. All third party tool/software supply by bidder to run web portal and software application 

should provide comprehensive support though online/phone line, along with upgrade 

option for period of 3 years from data of installation. 

f) Integration with Payment Gateway, SMS Gateway and Email Server 

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 RISL/ GoR, for making online payments. The recurring 

transaction charges, if any, shall be borne by RISL/ GoR. 



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, with the proposed web portal/ application software. 

The recurring SMS charges, if any, shall be borne by RISL/ GoR. 

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 GoR with the proposed web 

portal/ application software. 

g) User Acceptance Testing (UAT) 

The selected bidder would be responsible for: 

o 

o 

o 

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

Prepare various use cases and scenarios 

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

modules of the software developed (web portal and RIMMS application), 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. 

o 

o 

o 

o 

Assist Purchaser in carrying out user acceptance of solution. 

System Test Cases with Results 

UAT Case and Results 

Rectifying the Hardware and Software (including the departmental website and RIMMS 

application software) issues/ bugs reported during the testing upto the satisfaction of RISL/ 

DAM. 

o 

Final approval/user acceptance of the software and system shall be given by DAM / RISL 

after successful implementation and testing. This is the responsibility of the bidder to obtain 

the UAT approval from the DAM / RISL. 

4.2.2. Site Survey and Preparation and installation and commissioning of IT and non-IT 

hardware 

a) The SI shall perform Site-survey of all the project locations (RSDC, DAM HQ, 10 Regional offices 

and 5 selected mandis) and submit site survey reports (location-wise) for the installation of all the 

required equipments. 



b) The list of project sites and locations are as below: 

i. DAM HQ, Jaipur 

ii. 10 Regional offices (Alwar, Ajmer, Bikaner, Jodhpur, Jaipur, Kota, Udaipur, Ganganagar, 

Hanumangarh and Sikar) 

iii. 5 Mandi Locations: Chomu, Khairthal, Udaipur (Grain), Bhilwada and Pili Banga. 

However, the purchaser reserves the right to change any mandi location at any time 

before the installation of equipments without any additional financial cost. 

c) DAM 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. However, the 

requisite infrastructure for hosting of web portal and application shall be provided by RISL to SI at 

RSDC, Jaipur. The selected bidder shall not be liable for any delay arising out of RISL/ DAM‟s 

failure to provide the sites within the stipulated period. 

d) All the quantities of the equipment to be supplied and installed at locations other than the RSDC 

mentioned in the BOM are indicative. The bidder shall be responsible for carrying out an 

independent exercise to finalise the quantities of these items mentioned in the BOM especially 

that of automatic boom barriers, CCTV camera, and hand held devices and LCD TVs. 

e) 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. 

f) The bidder supply all the media and manuals, OEM support, updates, patches, and errata. 

g) 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 3 years. 

h) The bidder shall be responsible for supply, installation and commissioning of all equipment as per 

finalised quantities of items mentioned in the BOM. 

i) 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. 

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

assembly and complete all related work for installation and commissioning including but not 

limited to the following - 

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

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

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



supplied/provided by the bidder. 

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

required to undertake any work related to electrical wiring. 

c. The selected bidder will be required to undertake all civil infrastructure and electrical 

wiring to operationalise DG sets at the required locations. 

d. The selected bidder shall be responsible for construction of check post and other civil 

infrastructure required for installation of boom barrier at gates. 

e. The selected bidder will have to undertake work related to wiring, foundation, bracket etc 

for installation and commissioning of electronics / LED display boards, CCTV camera, 

LCD TVs and boom barriers. 

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

l) The bidder shall ensure proper display of services, citizen charters on laminated plastic boards/ 

flex (size 8‟ x 10‟) at all the designated project locations (1 Head Office, 10 regional office and 5 

selected Mandi) followed by timely updation of the contents, if required, as instructed by RISL/ 

DAM, GoR. 

4.2.3. Data Digitization and Migration 

. The selected SI expected to carryout independent exercise for assessment of data source, data 

format, and data fields and no of records before migration. Data entry and migration of records 

pertaining to commodity wise arrival & market price across Rajasthan of last 5 years shall be done 

for trend analysis . The other scope related to data digitization includes 

1. Selected SI should develop a migration strategy for migration of digitized data available 

from AGMARKNET (data required for last 6 months) for the trends analysis. 

2. The SI is expected to digitize the data with respect to the various licenses issued at the 5 

Mandis. For the masters to be used, SI will be provided data in raw format by the DAM. 

SI may use the data for creation of masters. 

3. SI should ensure proper validations, tracking and reporting and correction procedures for 

migration of data for RIMMS from electronics format shared by the DAM. 

4. Ensuring correct migration of data shall be the responsibility of the SI 

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

Sr No Record Description No of record Fields Format Available 

1 Master data of Commission 

agent & brokers in 5 Mandi 

600 25 Raw 

2 Master data for Traders 5,000 25 Raw 

3 Last five years record of 90,000 8 Raw 



monthly summary of 

commodity wise arrival and 

price (required for trend 

analysis) 

4.2.4. Training & Capacity Building 

a) Training of staff is essential for ensuring that the software developed is actually put to use. 

Hence, the selected bidder shall also ensure a proper hands-on training to the designated 

end-users on the Website and RIMMS application developed by him so as to make them 

well conversant with the functionalities, features and processes built in the RIMMS. 

b) 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. 

c) The content of the training plan and schedule shall be mutually decided by RISL / DAM and 

the selected bidder later at an appropriate time period. 

d) Retraining the above staffs whenever significant changes are made in the application and/or 

personnel. 

e) The bidder shall take training feedback from the trainees. 

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

unsatisfactory or less than satisfactory, then SI would re-conduct the same training at no 

extra cost. 

g) The space for training will be provided by the RISL/DAM, GoR. 

h) The requisite training infrastructure like computers, projector with screen shall be provided 

by the RISL/DAM. 

i) Training should be of 8hrs/ session and all the trainees should be offered Morning Tea, 

Lunch and Evening Tea. Hence, the bidder is advised to quote accordingly. 

j) The SI shall provide training manual (role base), the language of training manual shall be in 

Hindi and English. 

k) The SI shall ensure that all the training documentation in Hardcopy and Softcopy is in place 

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

l) Indicative Training needs identified for DAM are: 



Sl.No. Description of 

Training 

1 Basic Skills/Office 

Suite/Internet Skills 

Including Basic 

Hardware & 

Networking Concepts 

2 Sensitization Training 

covering basics of 

eGovernance, 

Project Management 

etc 

No of 

employees 

to be 

trained 

approx 

(pilot) 

Batch 

Size 

No of 

Batch 

No. of 

Session/Batch 

Total No 

of 

Session 

60 20 3 2 6 

20 10 2 1 2 

3 Application Training 140 20 7 2 14 

o 

o 

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

Expected number of participants for the training session will be atleast 20 participants 

except sensitization training to top management which expected to be 10 persons only. . 

4.2.5. System Integration and commissioning ( Go live ) 

a) Facilitation for network connectivity: The bidder shall provide the following facilitation and 

integration – 

I. DAM will be responsible for providing the network connectivity (MPLS/broadband) to 

the SI for running RIMMS solution till RSWAN is operational. The department will 

identify the Broadband service provider (BSP) for this purpose. The SI will facilitate 

and provide all technical support to the department to get required network 

connectivity and backup connectivity to 10 regional offices and 5 mandis from the 

BSP. 

II. The traffic from all the project locations would arrive at the central site i.e. RSDC, 

Jaipur. Hence, SI, In consultation with the designated BSP, shall get deployed a 

dedicated 2 x 4Mbps Internet bandwidth at RSDC, Jaipur for the Web/ Application 

Server access by the department officials and citizens. 

III. Dedicated 100 mbps connectivity has already been provided to DAM HQ, and further 

2 Mbps connectivity at Regional offices of DAM and 2Mbps connectivity through 

MPLS/RSWAN will be provided by DAM GoR. To avoid any failover in network 

connectivity an alternative broadband of 1Mbps will also be provide at 5 selected 

mandis by the DAM. The BSP will be responsible to provide the connectivity till the 

PoP (router) only. However, SI will be responsible for the further LAN connectivity 



within mandi or department. 

IV. The DoIT&C ,GoR has envisaged connecting DAM HQ, District HQ and further 

connectivity till block level under RSWAN. RSWAN is expected to be operationalised 

by the end of year 2012. . After the successful roll out of RSWAN in state, the bidder 

will be provided a 6 months advance notification/ intimation, subject to the currency of 

the contract, from DAM/ DoIT&C, GoR and upon receiving such notification, bidder 

shall assist the purchaser to configure changes in a phased manner, duly approved by 

department and switch to RSWAN. 

b) 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 RISL, the entire infrastructure (including RIMMS 

application) 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 

RISL/ GoR. 

c) SI should provide following documents to the purchaser 

 

 

 

 

 

 

 

Installation Manuals 

User manual (Role wise) 

Asset Management Policy 

Backup & Recovery Policy 

Access Control Policy 

Incident Management Policy 

Change management plan development 

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

licenses & support related documents should be in the name of DAM, GoR. 

4.2.6. Operation and Maintenance / Facility Maintenance Services (FMS) 

Bidder would be responsible of operations and maintenance for the entire RIMMS solution at 

DAM HQ, 10 Regional offices and 5 mandis for 2 years after the Go-live (as certified and 

accepted by DAM/RISL) 

4.2.6.1. Implementation Support 

a) Post Go- live SI shall be responsible to provide 3 month implementation support. 

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 RISL/DAM. 

c) After the successful performance of the web portal & application s/w, a separate signoff/acceptance 

shall be issued to the selected bidder by RISL/ DAM. In case SI fails to 

perform successfully during first 3 months of roll out, then time frame shall be extended 

automatically for next 3 months. 

4.2.6.2. Deployment of Manpower for Facility Management Services 

i. Bidder shall depute the following resources at the below project locations for two years, 

from starting day of commissioning of hardware and system software, to trouble shoot, 

manage, replace and repair the hardware/ system software onsite (if possible) and also 

lodge complaints of the local support team at 5 selected mandis for repairing the items as 

per SLA. 

S. 

No 

Resource 

DAM/ HO 

NOC 

Regional 

office 

APMC Mandi 

1. Project Manager 1 

2. Software Engineer /System 

Engineer 1 

3. Hardware & Network 

Engineers 1 

4. IT Helpdesk Engineer 1 

5. Local helpdesk support 

engineer 

5 

a. One full time project manager at DAM HQ, Jaipur, for two years. 

b. Two full time dedicated resident network/ hardware engineer at DAM HQ, Jaipur, for 

two years. 

c. 1 helpdesk person at DAM HQ, Jaipur to log and resolve complaints of the various 

project locations. 

d. 1 local support staff at each mandi to log complaints to the central helpdesk at the 

DAM HQ and resolve complaints as per instructions from central helpdesk. 

ii. 

iii. 

The minimum required technical qualifications and experience details for the 

aforementioned manpower are provided in annexure 21 of this RFP document 

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

entire Contract/ Project duration or in the event of a resource leaving the employment 

with SI, the same shall be immediately replaced with another resource of equivalent 

minimum qualifications and experience. All such events should be notified prior to RISL. 



iv. 

During and after the end of the project period, the SI shall refrain from canvassing DAM/ 

RISL/ GoR and any of its associates with any claim for employment of the bidder‟s 

personnel deployed under the project. 

v. As Hindi is Official Language of the Government of Rajasthan, the SI has to appoint 

personnel having proficiency with Hindi language. 

vi. 

vii. 

viii. 

ix. 

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

given by the designated officers of RISL/ DAM from time to time. RISL/ DAM will examine 

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

positions. The SI has to take approval from RISL/ DAM for the proposed staff before their 

deployment. RISL/ DAM has every right to reject the personnel, if the same is not 

acceptable, before or after commencement of the awarded work/ project. 

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

prior permission from the designated nodal officer of DAM. 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 RISL/ DAM. Substitute will have to be 

provided by the SI against the staff proceeding on leave/ or remaining absent and should 

be of equal or higher qualifications/ experience. 

The proposed services shall be normally manned from 9:30 AM to 6:30 PM but may vary 

as per the requirement throughout the project period or as decided by RISL/ DAM 

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. 

x. The SI will make use of existing helpdesk management system (web enabled with SMS 

and eMail based alert system) available at RSDC, GoR for Helpdesk Call management 

and SLA reporting. Any additional licence required for the IT helpdesk shall be provided 

by the RISL/DAM. 

xi. 

The SI will make use of existing EMS licenses for the SLA management tools already 

available at RSDC as per existing policy & guidelines of RSDC. All additional Network 

management system licences required for the project shall be provided by SI. 

4.2.6.3. Managed Services during O&M Period 

a) Helpdesk Support (Incident/ Problem Management) 

I. The SI would setup a Helpdesk with One executive at DAM Head Office, Jaipur. To setup 

helpdesk the DAM shall provide a dedicated telephone line at the Helpdesk. 

II. 

Help desk should be able to perform 



 

 

 

 

 

 

 

Handle teething issues of the departmental users, farmers and citizens. 

The Helpdesk persons should be accessible to all the project locations and their endusers 

on telephone/ e-mail/ chat. 

The SI shall have to maintain an online call log register with all the necessary details/ 

references and submit the report from same to the nodal officer as and when required. 

The format of the report would be mutually decided later at appropriate time. 

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

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

Helpdesk staff shall escalate the problem to the Project Manager and maintain the log/ 

status of the complaint in the online call log register. 

Reply to the queries/ feedback/ suggestions/ complaints from all the stakeholders. 

Help desk should provide handholding support at all project location through 

online/telephone line. 

b) 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: 

i. Check for any loose contacts in the cables & connections. 

ii. Inspection, testing, satisfactory execution of diagnostics and necessary repairing of the 

equipment 

iii. Cleaning and removal of dust and dirt from the interior and exterior of the equipment. 

c) Corrective Maintenance Services 

i. The SI shall be responsible of troubleshooting of hardware problem of all supplied equipments 

and rectification of the same. 

ii. Documentation of problems, isolation, cause and rectification procedures for building 

knowledge base for the known problems. 

d) Asset Management Services 

i. The SI shall be required to create database of all IT assets like hardware, software, 

peripherals, etc., by recording information like configuration details, serial numbers, licensing 

agreements, warranty and AMC details, etc. Create Software inventory with information such 

as Licenses, Version Numbers and Registration Details 

ii. The SI shall record installation and removal of any equipment from the network and inform 

DAM even if it is temporary. 



iii. The SI shall register all software procured by RISL / DAM in this bid document with respective 

OEMs. 

iv. The SI shall perform software license management and arrange for licensing contract renewal 

for RISL / DAM for period of 2 years from the date of installation at no cost to RISL / DAM. and 

notify RISL/DAM on licensing contract renewal. 

e) Configuration Management Services 

i. The SI shall maintain a record of hardware as well as software configurations of all 

equipments including the details of different policies implemented on the devices such as 

VLAN configurations, access control lists, routing filters, clustering details etc. 

ii. The bidder shall keep soft copies of the configurations of each of the devices mentioned 

above. 

iii. The bidder shall define change management procedures to ensure that no unwarranted 

changes are carried out on the equipments. All the changes carried out by the bidder must be 

formally approved by RISL / DAM and recorded. 

iv. 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. 

v. SI shall ensure that these configurations are not accessible in general and must be kept 

confidential with the RISL and project manager. 

f) Vendor Management Services 

i. The bidder shall coordinate with external vendors, for upkeep of equipment deployed to meet 

the SLA and shall liaison with various vendors/OEMS for all items as described in BoM 

Annexure -2 of this RFP 

ii. 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. 

iii. 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. 

g) Network Management Services (LAN Only) 

The bidder shall be responsible for: 

i. The SI shall perform the Network monitoring, Network performance management, 

Configuration management, Network Fault management, Carrier/ Link management, 

Security management, IP management etc. from the NOC. 

ii. Performance tuning and ensuring resilient performance, reliability and high availability of 

the network and performance maintenance. 



iii. 

Daily monitoring of LAN & WAN, manual testing, troubleshooting and reporting including 

the following: 

o Monitor the availability of links and their utilisation to various offices of DAM in case 

network fails at any BSP/RSWAN PoP SI shall be responsible to (logging complaint). 

o Collect the data flow on basis of time, interface, IP address, application wise for traffic 

analysis. 

o Sending alerts to concerned people regarding critical errors. 

o Checking local network status and taking remedial action (Logging Calls etc) in case 

of problems. 

4.2.6.4. Support Services Web Portal & application S/w 

i. Overall administration, operations, monitoring, maintenance of the deployed Web portal, 

Application software and the Database to ensure the desired uptime. 

ii. Periodic backup and recovery of Database, application and web content. 

iii. During O&M period DAM/RISL may request SI, to make necessary changes in the layout, 

colour schema, MIS reports formate, 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. 

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

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

content upload content using CMS), 

v. Web portal and application administration, support & maintenance throughout the project 

period. The SI shall provide support on following activities 

 

 

Minor changes in RIMMS on instruction of DAM/RISL 

Bugs Fixing reported by DAM/RISL 

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

vi. Maintain version control and archives of source code, and web site content and 

database 

vii. Download definitions/ patches/ updates/ service packs of the deployed third party 

tools/middle ware Software, this includes infrastructure at RSDC and DAM Head Office at 

Jaipur, Regional offices, selected Mandis and to ensure the desired uptime. 



4.2.6.5. MIS Reports: 

The SI shall have to submit certain key deliverables which are mentioned hereunder. However, in 

addition to the reports/ deliverables as indicated below, 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. 

Sr Activity Deliverable Frequency Time Frame 

1. Asset Management 

Services 

Details of Hardware Equipments 

with serial no., configuration 

details, Software Details, 

Policies implemented 

Once 

During 

handholding 

2. Software license 

management 

Details of software licences with 

renewal due date 

Once 

During 

handholding 

3. Install, Move, Add, 

Change Report (IMAC) 

Details of Hardware Equipments Quarterly Within 1 Week 

of end of each 

4. Software Inventory Details of software licence with 

renewal due date 

Quarterly 

Quarter 

Within 1 Week 


Quarter 

5. Preventive 

Maintenance Reports 

Equipment wise and date wise 

list of hardware for which 

preventive maintenance was 

undertaken during quarter 

Quarterly 

Within 1 Week 


Quarter 

6. Vendor Management 

Report 

Date wise details of calls logged 

with external vendor and their 

resolution time 

Quarterly 

Within 1 Week 


Quarter 

7. Network Management 

Report (LAN Only) 

Network up time report of all 

network devices 

Quarterly 

Within 1 Week 


Quarter 

8. SLA Compliance 

Quarterly 

Within 1 Week 

Report 


Quarter 

9. SLA FMS Support Log reports of help desk, Call Daily Daily 



(User) resolved, unresolved and 

escalated issues 

List of stand by equipments 

Incident Reporting 

Quarterly 

Within 1 Week 


Quarter 

User complaint redressal 

resolve time 

10. SLA Manpower Report Attendance of Manpower 

deployed 

Quarterly 

Quarterly 

Within 1 Week 


Quarter 

Within 1 Week 


Quarter 

11. Backup and recovery 

services 

Log reports of backup server Quarterly Within 1 Week 


12. Configuration changes Report on changes like 

configuration changes, patch 

upgrades, 

database 

reorganization, storage 

reorganization, log truncation, 

volume expansion, user 

creation, user password reset, 

etc. 

Quarterly 

Quarter 

Within 1 Week 


Quarter 

13. SLA Web Portal 

Application S/w Report 

Application up time report Quarterly Within 1 Week 


Quarter 

14. SLA (Web Portal 

Report on content 

Quarterly 

Within 1 Week 

Support) 

management reported and 


Time to upload 

Quarter 

Report on minor changes 

Quarterly 

Within 1 Week 

reported and time taken to 


complete 

Quarter 

Report on incident reporting of 

Quarterly 

Within 1 Week 

Bugs fixing reported and time 


taken to resolve 

Quarter 



4.2.7. Change Request Management Services 

i. The DAM envisaged that RIMMS should have integration with exiting application. The 

requirement for integration shall be finalise in consultation with DAM and DoIT&C 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 /SSDG 

Integration with SSDG 

Integration with e-Mitra 

Integration with LITES 

Integration with SUGAM 

ii. 

RISL/ DAM 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: - 

 

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

the Agreement are to be specifically developed and rendered for the DAM. 

 

 

 

The method of deployment, shipping or packing. 

Schedule for Installation Acceptance. 

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

iii. 

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

terms & condition (section 6 Para 40) of this RFP . 

4.2.8. Third Party Audit (TPA) 

o A third party audit may be got done by RISL/ DAM, GoR at its own cost. The TPA would be 

selected separately by RISL/ GoR 

o 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 



To provide acceptance and Sign off SRS document 

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. 

Report problems/ bugs in solution to the selected bidder for immediate action/ 

rectification. 

Approval and disapproval of change requested including the finalisation of efforts 

estimation, cost estimation, milestone and payment 

Prioritize the change requests as per project objectives. 

Provide required infrastructure to conduct training at Jaipur 

Co-ordination with the RSDC Operator and other stakeholders of the project. 

To ensure timely project milestones sign offs. 

To provide sign off/ acceptance of SRS, UAT, FAT, Commissioning Certificate, 

Acceptance of successful performance after completion of 3 Months 

Facilitate UAT, security audit and performance audit 

Appoint agency for third party audit of web portal & application s/w if needed 

To approve and oversee the proposed training plan 

Set up and administration of escalation mechanism 

Review and approve the payments to the bidder as per SLA 

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

operations of the work/ project 

b) Responsibilities of DAM, GoR 

The roles and responsibilities of the DAM, GoR shall be as follows: - 

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

execution of the RIMMS project. 

To identify the Regional Offices and Mandi for conducting detailed SRS study 

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 project execution 

Explain the functional requirements in detail to the selected bidder 

To approve schedules for Hardware deployment , training ,data digitization etc proposed 

by the bidder . 

Provide space and infrastructure for purpose of training in case training is required at a 

location outside Jaipur 



 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

DAM will be responsible for providing the network connectivity (MPLS/broadband) to the 

SI for running RIMMS solution till RSWAN is operational. The department will identify the 

Broadband service provider (BSP) for this purpose. 

DAM will provide alternative broadband connection at Mandi to avoid failover 

To ensure active participation from the departmental users 

To provide data required to be digitized 

To provide liaison and official support for integration of RIMMS with AGRIMARK 

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 

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 RIMMS application. 

Upload monthly arrival and price report on the central web portal by the Regional office 

for their respective mandies 

DAM will provide dedicated telephone line at DAM HQ 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 facilitate RISL in providing sign-off /acceptance UAT of web portal & application s/w 

To facilitate RISL in providing sign-off/acceptance final FAT of web portal & application 

s/w and its integration with hardware and network components 

To facilitate RISL in providing acceptance of successful performance of web portal & 

application S/w (post implementation) 

Periodic SLA monitoring of the system deployed by the successful bidder 

To ensure timely release of the payments as per agreed schedule 

c) DoIT&C GOR 

Rajasthan State Data Centre (RSDC) 

RSDC is the focal point of DAM ICT infrastructure. The core software application 

infrastructure and web portal are expected to be hosted at the RSDC. The data collected 

from all 10 ROs and 5 selected APMCs will be centrally stored at the RSDC. 

All services, applications and infrastructure to provide efficient delivery of G2G and G2C 

services will be consolidated on RSDC. 

The SI will be provided with the requires hardware infrastructure for hosting web portal 

and RIMMS software applications. The list of infrastructure to be provide by RSDC has 

been attached as Annexure19 of this RFP. 

RSDC will be responsible to manage all servers and infrastructure to be use for 

deployment of web portal application software. 

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

and data storage services, SMS and payment gateway 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 access and share middleware application software available at RSDC 

(MS share point and omni docs) to build DMS/CMS/Workflow/search engine/ dash 

board/access control 

RSDC will provide database cluster (Post grey server) along with database admin access 

rights to SI for manage database. 

The RSDC will provide existing EMS server and tools for the SLA management, in 

respect to monitor application downtime and application performance. 

The RSDC will provided with existing IT help desk server and tools for help desk 

monitoring. 

RSDC will provide necessary server licenses like operating system for (servers), antivirus 

(servers), backup software licence etc. 



RSDC will provide required physical and remote access to SI for monitoring the RIMMS 

applications at RSDC. 

RSDC Will share the required Non-IT infrastructure (e.g. Electricity, power backup etc.) 

as per service level. 

RSDC will provide SAN Storage, high speed (Fibre Channel) 

RSDC will provide all SAN related infrastructure (e.g. SAN switch) for sharing to the 

successful bidder. 

RSDC will provide SAN SATA and Tap liberary usable for archived data storage. 

RSDC will provide required number of Internal and external IP at data centre for the 

RIMMS application and web portal. 

RSWAN Rajasthan (As when Implemented) 

Provide a dedicated 2Mbps PTP Link under the SecLAN project at Head Office of the 

DAM at Jaipur 

Provide a dedicated 2Mbps connection ROs and APMCs through vertical and horizontal 

component of RSWAN. 

Under RSWAN last mile connectivity will be provided at nearest PoP to the project 

location 

Provide Maintain & support in connectivity till the last mile connectivity PoP (routers) 

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. 

4.5. Project Deliverables, Milestones & Time Schedule 

In view of the volume and complexity of the RIMMS, bidder is expected to carry out all ground work 

for implementation including documentation, coordination with GoR and other stakeholders of the 

project, site survey etc. These reports or deliverables are to be submitted timely by bidder to the RISL 

/ DAM to ensure the timely and smooth execution of RIMMS 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 

RISL related to RIMMS other than defined hereunder in the table. 

The milestones and deliverables for the implementation of RIMMS project would be as follows:- 



Scope of Work Milestone Deliverable 

(Reports/ Documents & Infra) 

Project Kick off Project Plan Detailed Project Plan with Timelines 

(.MPP/ .XLS or any other format 

chosen by the bidder) 

Study, Design, 

Development & 

Deployment of 

RIMMS 

Procurement 

and Installation 

of IT and Non 

IT 

Infrastructure 

and all project 

location 

Perform System Study 

& Prepare SRS (Para 

4.2.1 b) 

Development & 

Deployment of Web 

Portal & RIMMS 

Application S/w (Para 

4.2.1 c to 4.2.1 g) 

Site Survey & 

Preparation of Site 

survey report 

(Para 4.2.2) 

Installation & 

commissioning at DAM 

HQ 

Procurement, Installation 

and commissioning of IT 

& Non IT infrastructure at 

DAM HQ as per BoM 

annexure -2 (A) and 

(Para 4.2.2 of SoW) 

 

 

 

Service Level Agreement (SLA) 

Performance Security Deposit 

Approved Software Requirement 

Specifications (SRS) 

System Design Document (SDD) / 

Process Design Report 

 

 

 

 

 

 

 

Testing Methodology including test 

cases and test plan and Test Results 

Core application perpetual license 

along with source code 

Server and client edition usage 

perpetual licenses in the name of the 

purchaser for the various 

middleware/ Portal/ and third party 

tools used by the bidder to run the 

application. (with 3 years OEM 

Support 

UAT Acceptance 

Site survey Report 

Hardware Deployment Plan, Testing 

Plan and Methodology 

Bill of Material for requisite hardware 

items with make/ model/ qty (sitewise 

Item Delivery Report, inspection 

reports (component - wise) 

 

 

 

Infrastructure security and IP Policy 

with detailed specifications 

Site Completion/redlines Report 

Time of 

completion 

T+2 Weeks 

T1=T+12 

weeks 

(includes 2 

weeks for 

approving 

SRS by 

purchaser) 

T2=T1+20 

weeks 

(Including 3 

weeks for 

time taken 

for UAT 

acceptance) 

T+8 weeks 

T3+4 

Weeks 

Installation & Item Delivery Report, inspection T4+4 




Data 

Digitization 

Training 

Rollout of 

RIMMS Go 

Live 

commissioning at DAM 

10 Regional Offices 




10 regional offices of 

DAM as per BoM 



Installation & 

commissioning at 5 

Selected Mandi 




10 regional offices of 

DAM as per BoM 



Perform activities as per 

the scope defined in SoW 

(Para 4.2.3) of this RFP 

Perform activities as per 

the scope defined in SoW 

(para 4.2.4) of this RFP 

GO-Live 

 

 

Publish Web portal 

for public Use 

Obtaining required 

approvals and 

procedural formalities 

for hosting 

(Para 4.2.5) 


reports with detailed specifications 

Site Completion/ Readiness report 

from each project location 

Item Delivery Report, inspection 

reports with detailed specifications 

Site Completion/Readiness report 

from each project location 

 

 

 

 

 

Data Migration/Digitization approach, 

methodology and plan 

Electronics Conversion of master 

records and arrival data 

Training Plan 

Training manual 

Trainees Feedback 

 

 

 

 

 

 

 

 

 

Final Acceptance (FAT) 

Installation Manuals 

User manual (Role wise) 

Asset Management Policy 

Backup & Recovery Policy 


Incident Management Policy 

Change management plan 

development 

Transfer of License in name of 

purchaser 

Time of 

completion 

Weeks 

T5+8 

Weeks 

T6+8 Weeks 

T 7+8 

Weeks 

T2+2 

Weeks 

Operation and Implementation Support Acceptance of successfully 

performance of Web Portal & 

Post –Go live 




Maintenance 

for a Period of 

two year post 

acceptance of 

the solution 

 

Implementation 

support for period of 

3 months as per 

SOW defined in 

section 4.2.6.1 of this 

RFP 

FMS During O&M 

Perform all activities 

defined in SoW (Para 

4.2.6) for 2 years from 

Go-Live 

IT & Non IT 

Infrastructure provided 

at DAM HQ 


 

application s/w 

Monthly compliance report on 

incident reporting and bugs fixing 

Report from (SN 1 to 11) defined in para 

(Para 4.2.6.5), Operation & 

management/ facility management 

section of this RFP 

Time of 

completion 

+12 Weeks 

Go-Live + 2 

Years 

IT & Non IT 


at DAM RO 

IT & Non IT 


at DAM Mandis 

Support web 

portal & RIMMS 

application S/w 

Support Web Portal & 

RIMMS Application S/W 

Perform activities related 

to maintenance of web 

portal & application S/w , 

defined in SoW section 

(Para 4.2.7.4) Operation 

& Maintenance /Facility 

Maintenance services for 

a period of 2 years from 

Go-Live 

Report from (SN 11 to 14) defined in 

(Para 4.2.7.5), Operation & 

management/facility management 

section of this RFP 

Go-Live + 2 

Years 

Note: It may be noted that the contract will be signed within 30 days of selection of the bidder. 

The entire activity should be completed within 8 months of signing of contract. This will be followed by 

operations & maintenance phase for 2 years post successful commissioning of the project. 

 

Deliverables/ Reports, if any, mentioned elsewhere in this RFP document would also be 

accounted for while ascertaining the successful completion of the respective Phase of the project 

and SI would submit the same as per the requirement of RISL/ DAM. 



 

 

 

 

 

 

 

 

 

 

 

 

It may be also be noted that the time schedule for each milestone shown in the table above would 

be enforced independently, even though some of them are inter-dependent. This would have a 

cascading effect of penalties for delays in all other milestones dependent on the precedent 

milestone. Therefore, the SI shall have to be extremely careful in establishing an excellent project 

management set-up. Any delay in the approval of the deliverable(s) submitted by the SI to RISL/ 

DAM shall not account for the delay on SI’s part. 

The selected bidder has to design and implement a very detailed plan of implementation that 

seeks to execute several activities in parallel, adopts critical path method and commits additional 

resources to activities falling behind schedule so as to keep up with the overall deadline of 

implementation as mentioned above. The time specified for delivery and other activities as 

mentioned in the table above shall be deemed to be the essence of the contract and the 

successful bidder shall arrange supplies and provide the required services within the specified 

period. 

It should be noted that any delay in the project timelines shall attract Liquidated Damages to the 

selected bidder as per the details mentioned in subsequent sections of this RFP document. 

T is the event marking RISL signing the agreement with the successful bidder (including the 

submission of the required PSD), who is also called the System Integrator (SI). 

T1 is the event marked when RISL approved SRS 

T 2 is the event marked when RISL/DAM will provide User acceptance (UAT) 

T3 is the event marked when RISL/DAM will provide schedule to deploy IT& Non IT infrastructure 

at DAM HQ 


at DAM Regional offices 


at Mandis 

T6is the event marked when RISL/DAM will provide schedule for data digitization 

T7 is the event marked when RISL/DAM will provide schedule for training & capacity building 

Indicative project plan has been attached as annexure -20 of this RFP 



5. INSTRUCTION TO BIDDERS (ITB) & BIDDING PROCESS 

1. Sale of Tender/ Bidding Document 

The complete bidding document would be available on the websites for the period as specified in the 

NIT. The prospective bidders are permitted to download the bidding document from any of the 

specified websites but must pay the cost of RFP/bidding document while submitting the ebids. 

2. Clarifications to the Bidding Document 

a) If the prospective bidder has any doubts as to the meaning of any portion of the bidding 

document, then he is allowed to refer the same to the tendering authority and get clarifications. 

He may do so by contacting the tendering authority in writing at the tendering authority‟s 

address indicated in the NIT. 

b) The Tendering authority/ Procurement Committee will respond, either in writing or will upload 

the details on the websites mentioned in the NIT, to any request for clarification, provided that 

such request is received no later than 3 days after the Pre-bid Meeting. All the prospective 

bidders must submit the prescribed RFP document fees before submitting any such requests to 

the Tendering authority. 

c) The Tendering authority shall forward copies of its response to all bidders who have purchased 

the RFP document directly from it and shall also place it on the eProc website, including a 

description of the inquiry but without identifying its source. 

d) Should the Tendering authority deem it necessary to amend the Bidding Document as a result 

of a clarification or otherwise, it shall do so by issuing a revised RFP/bidding document and/ or 

Addendum/ Corrigendum. If need be, the deadline for submission of Bids may also be 

extended in order to give reasonable time to the prospective Bidders to take into account the 

amendment. 

e) Post- bid clarifications, if any, will be sought only once. Hence, bidders are advised to prepare 

and submit the proposal accordingly and ensure that all the required documents are in place. 

Also, clarifications shall be sought only for the proposal /documents submitted and no new 

documents shall be accepted. 

3. Pre-bid Conference/ Meeting 

a) The bidder or its official representative (not more than two representatives per bidder) may 

attend the pre-bid meeting as per the details specified in NIT. The objective of this meeting is to 

address the generic queries of the prospective bidders related to the Project/ bidding 

document. 

b) Only the bidders/ firms, who have purchased the bidding document from the office of the RISL 

or have deposited the prescribed RFP document fee, are allowed to attend the pre-bid 



conference/ meeting and submit their pre-bid queries in the specified format as provided in 

Annexure 5. Bidders having purchased the bidding document are welcomed to attend the prebid 

meeting, even if they do not have any specific queries. Tendering authority shall respond to 

the queries of only those bidders who have purchased the bidding document till the day of prebid 

meeting or within 3 days after the pre-bid meeting. 

c) As a result of discussions in the pre-bid conference, if modifications in the bidding document, 

specifications of services and/ or goods are considered necessary, they may be done by 

issuing an addendum/ corrigendum and its copies shall be sent through Email/ post to all the 

bidders having purchased the bidding document. The corrigendum/ addendum and the Final 

RFP/bidding document will be placed on the websites as specified in the NIT. 

d) The tendering authority reserves the right not to respond to any/ all queries raised or 

clarifications sought if, in their opinion and at their sole discretion, they consider that it would be 

inappropriate to do so or do not find any merit in it. 

4. Amendment of Bidding Document 

a) At any time prior to the deadline for submission of the Bids, the tendering authority may amend 

the RFP/Bidding document by issuing Corrigendum/ Addendum. 

b) Any Corrigendum/ Addendum issued shall be a part of the Bidding document and shall be 

communicated to all, either in writing or by uploading the details on the websites mentioned in 

the NIT, who have purchased the RFP/Bidding document and on the websites specified in NIT. 

c) To give prospective Bidders reasonable time in which to take a Corrigendum/ Addendum into 

account in preparing their bids, the tendering authority may, at its discretion, extend the 

deadline for the submission of the bids. 

d) Any change in date of submission and opening of bids would be published in appropriate 

manner including the websites mentioned in the NIT. 

5. Documents comprising the Bid 

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

a. Technical bid (including the pre-qualification & technical Documents) 

b. Commercial bid 

b) Technical bid shall include the following documents: - 

S. No. Documents Type Document Format 

1. Covering Letter – Technical Bid On bidder‟s letter head duly signed 

by authorized signatory (as per 

Annexure - 4) 

2. Bidder‟s Authorization Certificate As per Format given at Annexure – 

7 



3. Copy of board resolution/ Power of Attorney in 

favor of person signing the Letter of Authority 

at 2 above 

Power of Attorney/ Copy of board 

resolution 

Fee Details 

4. Tender Fee Scanned copy of Fee Receipt 

5. RISL Processing Fee Scanned copy of Fee Receipt 

6. EMD Scanned copy of DD/ Banker‟s 

Cheque/ Bank Guarantee 

Pre-Qualification Documents 

7. Tender Form As per Annexure-6 

8. Self-Declaration – No Blacklisting As per Annexure-8 

9. All the documents mentioned in the “Eligibility As per the format mentioned 

Criteria”, in support of the eligibility 

against the respective eligibility 

criteria clause 

Technical Documents 

10. Certificate of Conformity/ No-Deviation As per Annexure-9 

11. Manufacturer‟s Authorisation Form (MAF) As per Annexure-10 

12. Undertaking of Authenticity of Computer As per Annexure-11 

Equipments 

13. Statement of Deviations As per Annexure-12 

14. Compliance Report of Technical Specifications As per Annexure -3, along with 

datasheet 

c) Commercial bid shall include the following documents: - 

S. No. Documents Type Document Format 

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

by authorized signatory 

2. Price Bid As per Annexure-13, As per BoQ 

(.XLS) on eProc website 

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

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

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

lead to the rejections of the bid proposal submitted by the bidder. 

e) Post-bid clarifications, if any, will be sought only once. Hence, bidders are advised to prepare 

and submit the bid accordingly and ensure that all the required documents are in place. Also, 

clarification shall be sought only for the bid/documents submitted and no new documents shall 

be accepted. 

6. Cost of Bidding 



The bidder shall bear all costs associated with the preparation and submission of its 

proposal/eBids, and the tendering authority shall not be responsible or liable for those costs, 

regardless of the conduct or outcome of the bidding process. 

7. Language of Bids 

The eBid, as well as all correspondence and documents relating to the bid exchanged by the 

bidder and the tendering authority, 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. 

8. Bid Prices 

a) The price/financial bid must be specified in the BoQ file available at eProc and without 

changing it form and type. 

b) All the prices should be quoted only in Indian Rupees (INR) Currency. 

c) Prices/ Rates shall be written both in words and figures. There should not be errors and/ or 

over-writings. Corrections/ alterations, if any, should be made clearly and initialled with dates by 

the authorized signatory. 

d) All rates quoted must be FOR destination/ site where the IT/ Computer systems and allied 

items are to be installed, and should include all incidental charges except Central/ Rajasthan 

VAT, which should be shown separately in the Financial/ Commercial bid format only. In case 

of local supplies the rates should include all taxes, etc., and RISL will not pay any cartage or 

transportation charges. 

e) Prices quoted in the bid must be firm and final and shall not be subject to any modifications, on 

any account whatsoever. 

f) The prices quoted by the Bidder in the Financial/ Commercial bid shall conform to the 

requirements specified therein. 

g) All the required items must be listed and priced separately in the financial bid. If a financial bid 

shows items listed but not priced, their prices shall be assumed to be included in the prices of 

other items. Items not listed in the financial bid shall be assumed not to be included in the bid, 

and provided that the bid is substantially responsive, the corresponding adjustment shall be 

applied in accordance with the provisions of bidding document. 

h) The price to be quoted in the financial bid shall be the total price of the bid. Discount, if any, 

should be included in the quoted price. Discounts of any type, indicated separately, will not be 

taken into account for evaluation purposes. 



i) The disaggregation of price components is required solely for the purpose of facilitating the 

comparison of bids by the tendering authority. This shall not in any way limit the tendering 

authority‟s right to contract on any of the terms offered: - 

i. For Goods offered from within/ outside the country. 

ii. For Related Services whenever such Related Services are specified in the bidding 

document. 

9. Period of Validity of Bids 

a) Bids shall remain valid for the period of 180 days, as specified in NIT, after the bid submission 

deadline date prescribed by the tendering authority. A bid valid for a shorter period shall be 

rejected by the tendering authority as nonresponsive bid. 

b) In exceptional circumstances, prior to the expiration of the bid validity period, the tendering 

authority may request bidders to extend the period of validity of their bids. The request and the 

responses shall be made in writing. If EMD is requested, it shall also be extended for a 

corresponding period. A bidder may refuse the request without forfeiting its bid security i.e. 

EMD. A bidder granting the request shall not be required or permitted to modify its bid. 

c) If the validity of the EMD instrument expires before the bid validity period, the bidder will ensure 

renewal / resubmission of EMD as and when asked for. 

10. Earnest Money Deposit (EMD) 

a) Every bidder, if not exempted, participating in the bid must furnish the earnest money deposit 

as specified in the Notice Inviting Tender (NIT). 

b) Government of Rajasthan and Union Government undertakings, corporations, companies; 

autonomous bodies managed or controlled by Government are not required to submit the EMD. 

Receipt of EMD or Registration certificate or Certificate that the bidder is a Government 

undertaking/ Corporation/ Company/ autonomous body as mentioned above shall necessarily 

accompany the sealed bid without which the bid shall be rejected forthwith. 

c) For the S.S.I. units of Rajasthan, a 75% discount shall be given in EMD, i.e., they will have to 

pay only 25% of the prescribed EMD. Similarly, Performance Security Deposit shall be @ 1% of 

the total agreed/ ordered project cost. They will have to furnish original or certified copy of the 

registration of SSI unit issued by the Director of Industries in respect of stores for which they 

are registered. 



d) Earnest money deposit of a bidder lying with RISL in respect of other bids awaiting decision will 

not be adjusted towards earnest money deposit for the fresh bids. The earnest money originally 

deposited may, however, should be taken into consideration in case bids are re-invited. 

e) Form of EMD: The EMD may be deposited in the form of a banker‟s cheque or demand draft or 

bank guarantee in favour of “Managing Director, RajCOMP Info Services Limited” payable at 

“Jaipur”. The Bank Guarantee shall be valid for the period of Bid Validity as mentioned in the 

NIT. The same shall be payable at par at Jaipur. 

f) Refund of EMD: The earnest money deposit of unsuccessful bidders shall be refunded soon 

after final acceptance of bid and award of contract. In case of best/ successful bidder, the EMD, 

if feasible, may also be adjusted in arriving at the amount of the Performance Security Deposit. 

g) Forfeiture of EMD: The EMD taken from the bidder shall be forfeited in the following cases:- 

i. When the bidder withdraws or modifies his bid proposal after opening of bids. 

ii. When the bidder does not execute the agreement after placement of order within the 

specified time. 

iii. When the bidder fails to commence the supply of the goods and service as per 

purchase / work order within the time prescribed. 

iv. When the bidder does not deposit the security money after the purchase/ work order is 

placed. 

v. To adjust any dues against the firm from any other contract with RISL. 

11. Deadline for the submission of Bids 

a) Bids must be submitted by the bidders online at eProc website as indicated in the NIT of 

subsequent corrigendums, if any. 

b) Normally, the date of submission and opening of bids would not be extended. However, in 

exceptional circumstances or when the bidding document is required to be substantially 

modified as a result of discussions in pre-bid conference and the time with the prospective 

bidders for preparation of bids appears insufficient, the date may be extended by Managing 

Director, RISL and due publicity to such change in date of submission of bids would be given. 

In such cases, it would be ensured that after issue of corrigendum, reasonable time is 

available to the bidders to prepare and submit their bids. Any change in date of submission 



and opening of bids would also be placed on the respective websites immediately. However, if 

the modifications in bidding document, specifications of goods and service are substantial, 

fresh publication of original bid inquiry may also be issued. 

c) The tendering authority may, at its discretion, extend the deadline for the submission of bids 

by amending the RFP/bidding document, in which case all rights and obligations of the 

tendering authority and bidders previously subject to the deadline shall thereafter would be 

subject to the deadline as extended. 

12. Format and Signing of Bid 

a) The bid forms/templates/annexure etc., wherever applicable, shall be typed or written in 

indelible ink and shall be signed (all the pages) by a person duly authorized to sign, in token of 

acceptance of all the terms and conditions of the bidding document. This authorization shall 

consist of a written confirmation as specified in the bidding document and shall be attached to 

the bid. 

b) A written letter of Authorization accompanied by the board resolution/power of attorney must be 

submitted as per Annexure – 7. 

c) Any amendments such as interlineations, erasures, or overwriting shall be valid only if they are 

signed or initialled by the authorized person signing the bid. 

d) The bid, duly signed (digitally) by Authorized Signatory, should be uploaded on the eproc portal 

in respective file/ format. 

e) Bidders must submit their bids online at eproc portal. Bids received by another other means 

shall not be accepted. 

f) If bids are not submitted as per the details mentioned in this bidding document and eProc 

website, the tendering authority shall reject the bid. 

13. Withdrawal and Resubmission (Substitution) of Bids 

a) If permitted by the tendering authority, a Bidder may withdraw its bid or re-submit its bid 

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

website under the section “Bidder‟s Manual Kit”. 

b) Bids withdrawn shall not be opened and processed further. 

14. Bid Opening/ Opening of Tenders 

a) The designated Procurement Committee will perform the bid opening, which is a critical event 

in the bidding process. 

b) The Tendering authority shall conduct the bid opening at the address, date and time specified 

in the NIT. 



c) All the bids received up to the specified time and date in response to all the bid inquiries shall 

be opened by the members of the designated Procurement Committee at the specified place, 

date and time in the presence of bidders or their authorized representatives who may choose to 

be present. Alternatively, the bidders may also view the bid opening status/ process online at 

eProc website. 

d) All the documents comprising of technical bid/ cover shall be opened & downloaded from the 

eProc website (only for the bidder‟s who have submitted the prescribed fee(s) to RISL). 

e) All the technical bid covers, except the Commercial/ Financial cover, shall be opened one at a 

time, and the following read out and recorded: the name of the bidder; the presence of the 

processing fee, RFP document fee, EMD and any other details as the tendering authority may 

consider appropriate. 

f) The Tendering authority shall prepare a record of the bid opening that shall include, at a 

minimum: the name of the bidder and the presence or absence of RISL processing fee, RFP 

document fee, and EMD. The bidder‟s representatives who are present shall be required to 

sign the attendance sheet. 

g) The Commercial/ Financial cover shall be kept unopened and shall be opened later on the date 

and time intimated to the bidders who qualify in the evaluation of technical bids. 

15. Evaluation /Selection Method 

a) A bidder would be selected on the basis of Least Cost Based Selection Method (LCBS) i.e. L1 

method wherein an eligible bidder with adequate technical competence and the most competitive 

(lowest) rates/ quote would be selected for the implementation of the pilot project. 

16. Guiding principle for evaluation of bids 

a) The tendering authority shall strictly apply only and all of the evaluation and qualification criteria 

specified in the bidding document. 

b) The determination shall be based upon an examination of the documentary evidence of the 

bidder‟s qualifications and proposed solution submitted by the bidder. 

17. Determination of eligibility and responsiveness 

a) A bidder shall be considered to be eligible if it meets the eligibility and technical evaluation criteria 

mentioned in the RFP document. 

b) A responsive bid would be the one that meets the requirements of the bidding document without 

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, would: - 

a. affect in any substantial way the scope, quality, or performance of the Goods and 

Related Services specified in the bidding document; or 

b. limits in any substantial way, inconsistent with the bidding document, the tendering 

authority‟s rights or the bidder‟s obligations under the proposed Contract; or 

ii. 

if rectified, would unfairly affect the competitive position of other bidders presenting 

responsive bids. 

d) The tendering authority shall examine the technical proposals including the pre-qualification 

documents. 

e) Provided that a bid is substantially responsive, the tendering authority - 

 

 

 

may waive any nonconformity in the bid that does not constitute a material deviation, 

reservation or omission. 

may request that the bidder submit the necessary information or documentation, within a 

reasonable period of time, to rectify nonmaterial nonconformities or omissions in the bid 

related to documentation requirements. Requesting information or documentation on such 

nonconformities shall not be related to any aspect of the price of the bid. Failure of the 

bidder to comply with the request may result in the rejection of its bid. 

shall rectify nonmaterial nonconformities or omissions. To this effect, the bid price shall be 

adjusted, for comparison purposes only, to reflect the price of the missing or nonconforming 

item or component. The adjustment shall be made using the method indicated 

in pre-qualification and Evaluation Criteria of this bidding document. 

f) The eligible bidders whose bid is determined to be substantially responsive shall be considered to 

be qualified in the technical evaluation, unless disqualified pursuant to clause 18 or 31, and shall 

be informed either 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. 

g) The firms which could not qualify in technical evaluation will be informed about this fact. Their 

financial bid will be returned unopened and EMD refunded after completion of the bid process i.e. 

award of the contract to the best/ successful bidder. 

18. Conflict of Interest 



a) RISL considers a conflict of interest to be a situation in which a party has interests that could 

improperly influence that party‟s performance of official duties or responsibilities, contractual 

obligations, or compliance with applicable laws and regulations. In pursuance of RISL's 

Procurement Ethics requirement that bidders, suppliers, and contractors under contracts, observe 

the highest standard of ethics, RISL will take appropriate actions against the bidder, if it 

determines that a conflict of interest has flawed the integrity of any procurement process. 

Consequently all bidders found to have a conflict of interest shall be disqualified. 

b) A bidder may be considered to be in a conflict of interest if the bidder or any of its affiliates 

participated as a consultant in the preparation of the solicitation documents/RFP for the 

procurement of the goods and services that are the subject matter of the bid. 

c) It may be considered to be in a conflict of interest with one or more parties in the bidding process 

if 

i. they have controlling shareholders in common; or 

ii. it receives or have received any direct or indirect subsidy from any of them; or 

iii. they have the same legal representative for purposes of the Bid; or 

iv. they have a relationship with each other, directly or through common third parties, that puts 

them in a position to have access to information about or influence on the Bid of another 

Bidder, or influence the decisions of the tendering authority regarding this bidding process. 

19. Confidentiality 

a) Information relating to the examination, evaluation, comparison, and post qualification of bids, and 

recommendation of contract award, shall not be disclosed to bidders or any other persons not 

officially concerned with such process until publication of the Contract award. 

b) Any attempt by a bidder to influence the tendering authority or other officials in the examination, 

evaluation, comparison, and post qualification of the bids or Contract award decisions may result 

in the rejection of his bid. 

c) From the time of bid opening to the time of Contract award, if any bidder wishes to contact the 

tendering authority on any matter related to the bidding process, he is allowed to do so in writing. 

20. Clarification of Bids 

a) To assist in the examination, evaluation, comparison and post qualification of the bids, the 

tendering authority may, at its discretion, ask any bidder for a clarification of his bid. The 

tendering authority‟s request for clarification and the response shall be either in writing or by 

uploading the details on the websites mentioned in the NIT. 

b) Any clarification submitted by a bidder with regard to his bid that is not in response to a request 

by the tendering authority 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 tendering authority in the evaluation 

of the Commercial/ Financial Bids. 

21. Evaluation of Technical Bids 

a) The technical evaluation shall be completed by the designated Procurement Committee as early 

as possible after opening of technical bids. 

b) 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. 

c) 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. 

22. Evaluation of Financial Bids 

a) The financial bids/ cover of bidders who qualify in technical evaluation shall be opened online at 

the notified time, date and place by the members of the designated Procurement Committee in 

the presence of the bidders or their representatives who choose to be present. Alternatively, the 

bidders may also view the financial bid opening status/ process online at eProc website. 

b) The Process of opening of financial bids/covers shall be similar to that of technical bids. 

c) The names of the firms, the rates given by them, shall be read out and recorded in tender 

opening register. 

d) o evaluate a bid, the tendering authority shall consider the following: - 

i. the bid price as quoted in accordance with bidding document. 

ii. price adjustment for correction of arithmetic errors in accordance with bidding 

document. 

e) The tendering authority‟s evaluation of a bid will exclude and not take into account - 

i. in the case of goods, Rajasthan VAT but Central Sales Tax shall be considered for 

purposes of comparison; and 

f) 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. Treatment of CenVAT/ VAT etc. would, 

however, be as per Clause No. 23 below. 

23. Correction of Arithmetic Errors 

Provided that the Bid is substantially responsive, the competent Procurement Committee shall 

correct arithmetical errors on the following basis: - 



i. 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 tendering authority 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; 

ii. 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 

iii. 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 (i) and (ii) above. 

24. Comparison of Rates of firms outside and those in Rajasthan 

While tabulating the bids of those firms which are not entitled to price preference, the element of 

Rajasthan VAT shall be excluded from the rates quoted by the firms of Rajasthan and the element 

of Central VAT shall be included in the rates of firms outside Rajasthan. In such case, if the price of 

any commodity being offered for sale by firms in Rajasthan is the same or lower (excluding element 

of Rajasthan Sales Tax) than the price of firm outside Rajasthan (including element of Central 

Sales Tax), the commodity shall be purchased from the firm in Rajasthan. 

25. Margin of Preference/ Price Preference 

No margin of preference/ price preference shall be given to the goods produced or manufactured by 

Industries of Rajasthan over goods produced or manufactured by Industries outside Rajasthan. 

26. Negotiations 

a) As a general rule, negotiations after opening of financial bids would be discouraged. However, 

negotiations may be undertaken in exceptional circumstances, such as: - 

i. when ring prices have been quoted. 

ii. When the quoted rates have wide variations and are much higher than the market rates 

prevailing at the time of opening of bids. 

b) Negotiations shall not make original offer of the bidder ineffective. 

c) Negotiations shall be conducted with the best value bidder only and by information given in 

writing with a minimum period of 3 days (in case of a local bidder) and 7 days (in case of an 

outstation bidder) shall be given for response in writing and in sealed cover. In case of urgency, 

the tender sanctioning Procurement Committee (PC) may reduce the notice period for 

negotiations provided the bidder receives the information regarding holding negotiations. 

d) In case the best value bidder does not reduce his rates in response to negotiations or the rates so 

reduced are still considered to be higher, the tender sanctioning PC may decide to make a written 



counter offer to the best value bidder. If the best value bidder does not accept the counter offer 

given by the PC, the PC may recommend rejecting the bid or may repeat the process to make the 

same counter offer to second best value bidder and so on to third, fourth best value bidder, etc. 

till a bidder accepts it. 

27. Comparison of bids and determination of the best value bid 

The tendering authority shall compare responsive bids of all eligible bidders to determine the best 

value bid, in accordance with the evaluation criteria given in this RFP. 

28. Tendering authority’s Right to Accept/ Reject any or all of the Bids 

The tendering authority reserves the right to accept or reject any Bid, and to annul the bidding 

process and reject all Bids at any time prior to Contract award, without thereby incurring any liability 

to the Bidders. 

29. Right to vary Quantities 

a) At the time the Contract is awarded, the quantity of Goods and Related Services originally 

specified in the bidding document may be increased or decreased, provided this change does not 

exceed the limits/ ceilings of minimum and maximum quantity, if any, indicated in the bidding 

document, and without any change in the unit prices or other terms and conditions of the bid and 

the bidding document. 

b) The tendering authority reserves the right to increase the quantity of goods and scope of services 

originally specified in the bidding document by 25% and without any change in the unit prices or 

other terms and conditions of the bid and the bidding document. 

c) Repeat orders may also be placed with the consent of the contractor/ supplier on the rates and 

conditions given in the bidding document provided that the repeat orders are up to 50% of the 

quantity originally purchased and the period is not more than one month from the date of expiry of 

last supply (i.e., delivery) and that the original order was given after inviting open tenders/ bids. 

The delivery/ completion period will also be proportionately increased. 

d) If the tendering authority does not purchase any of the tendered articles or purchases less than 

the quantity/ indicated in the tender form, the bidder shall not be entitled to claim any 

compensation. 

e) Notwithstanding anything to the contrary mentioned in this bidding document, the quantities of the 

items like Quantity mentioned in financial bid format as item no 8 (structure cable) item no 13 ( 

handheld device), item no 14 (CCTV camera + accessories), item no 15 (CCTV LCD Panel) and 

item no 18 (automatics boom barriers) are Indicative, SI will finalised actual quantity in 

consultation with DAM, in case of any deviation in quantity unitary price of each item shall be 



applicable. are Indicative, SI will finalised actual quantity in consultation with DAM, in case of 

any deviation in quantity unitary price of each item shall be applicable. 

30. Disqualification 

Tendering authority may at its sole discretion and at any time during the processing of bid, 

disqualify any Bidder/ proposal from the bid process if the bidder: - 

i. Has not submitted the bid in accordance with the bidding document. 

ii. Has submitted bid without submitting the prescribed Tender Fee, RISL Processing fee, 

Earnest Money Deposit (EMD) or the bidder's authorisation certificate/Power of Attorney. 

iii. Has imposed conditions in his bid. 

iv. During validity of the bid or its extended period, if any, increases his quoted prices. 

v. Has made misleading or false representations in the forms, statements and attachments 

submitted in proof of the eligibility requirements. 

vi. Has failed to provide clarifications related thereto, when sought. 

vii. Has submitted more than one bid. This will cause disqualification of all bids submitted by 

such bidders including forfeiture of the EMD. 

viii. Is found to canvass, influence or attempt to influence in any manner for the qualification or 

selection process, including without limitation, by offering bribes or other illegal gratification. 

31. Acceptance of the Tender / Bid and Notification of Award 

a) Prior to the expiration of the period of bid validity, the tendering authority shall notify the 

successful Bidders, in writing, that their Bids have been accepted. 

b) The tendering authority shall award the Contract to the Bidders whose offer have been 

determined to be the best Bid and are substantially responsive to the Bidding Document, 

provided further that the Bidders are determined to be qualified to perform the Contract 

satisfactorily. 

c) Decision on tenders shall be taken within original validity period of offers. If the decision on 

acceptance or rejection of a tender cannot be taken within the original bid validity period due to 

unavoidable circumstances, all the bidders shall be requested to extend validity period of their 

bids up to a specified date. 

d) As soon as a bid is accepted by the tendering authority, its written intimation would be sent to the 

concerned bidder. If the issuance of formal Work Order is likely to take time, a Letter of Intent 

(LOI) may be sent in the meanwhile. In the same intimation the bidder may be asked to execute 

an agreement in prescribed format on a non-judicial stamp of prescribed value and deposit the 



amount of prescribed performance security deposit within 15 days from the date of issue of 

acceptance. 

e) The acceptance of an offer is complete as soon as the letter of communication is posted to the 

correct address of the bidder. 

f) The acceptance of the bid shall also be placed on website of DAM and RISL for general 

information to all. 

g) The EMD of the bidders whose bids could not be accepted shall be refunded soon after the 

agreement with the successful bidder is executed and his performance security deposit is 

obtained. Until a formal Contract is prepared and executed, the notification of award shall 

constitute a binding Contract. 

32. Signing of Contract 

a) Promptly after notification of award, the tendering authority shall send to the successful Bidders 

the Contract Agreement including “Special Conditions of Contract. 

b) Within fifteen (15) days of receipt of the Letter of Intent from the tendering authority, the 

successful Bidders shall sign, date, and return the Contract Agreement to the tendering authority. 

33. Performance Security Deposit (PSD) 

a) Within fifteen (15) days of the receipt of notification of award from the tendering authority, the 

successful Bidder shall furnish the Performance Security Deposit (PSD) @5% of the total 

agreed/ordered project value. 

b) Failure of the successful bidder to submit the aforementioned PSD or sign the Contract 

Agreement shall constitute sufficient grounds for the annulment (cancellation/ termination) of the 

award and forfeiture of the EMD. In that event the tendering authority may award the Contract to 

the next best value bidder whose offer is valid and substantially responsive and is determined by 

the tendering authority to be qualified to perform the Contract satisfactorily. 

34. Reservation of Rights 

To take care of unexpected circumstances, RISL / DAM shall reserve the rights for the following: - 

a) Extend the Closing Date for submission of the proposals. 

b) Amend the bidding requirements at any time prior to the closing date, with the amendment being 

notified to prospective bidders and on the respective websites. 

c) Allow a bidder to change its technical proposal if the same opportunity is given to all bidders but 

before the opening of financial bids. 



d) To accept any bid not necessarily the lowest, reject any bid without assigning any reasons and 

accept bid for all or anyone or more of the articles/services for which bid has been invited or 

distribute items of stores/services to more than one bidder. 

e) Terminate or abandon the bidding procedure or the entire project whether before or after the 

receipt of bid proposals. 

f) Seek the advice of external consultants to assist RISL / DAM in the evaluation or review of 

proposals. 

g) Make enquiries of any person, company or organization to ascertain information regarding the 

bidder and its proposal. 

h) Reproduce for the purposes of the procedure the whole or any portion of the proposal despite any 

copyright or other intellectual property right that may subsist in the proposal. 

35. Monitoring of Contract 

a) An officer or a committee of officers named Contract Monitoring Committee (CMC) may be 

nominated by tendering authority 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 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 bidders 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 tendering authority 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 with the tendering 

authority 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 tendering authority. 



6. TERMS AND CONDITIONS, OF TENDER & CONTRACT 

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 Supplier, 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 Supplier 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 calendar day. 

e) “Delivery” means the transfer of the Goods from the Supplier 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 Supplier 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 Supplier 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 Supplier 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 Supplier. 

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 Supplier. 

l) “The Site,” where applicable, means the project places named in the bidding document. 



A. General Conditions of the Bid 

1. Income Tax and VAT Registration and VAT Clearance Certificate 

No Dealer who does not hold PAN / Tax Identification Number (TIN) from Income Tax department, 

GoI and who is not registered under the Sales Tax Act prevalent in the State where his business is 

located shall bid. The VAT Registration Number should be quoted and a VAT clearance certificate 

from the Commercial Taxes Officer of the Circle concerned valid on the date of submission of bid 

shall be submitted without which the bid is liable to rejection. The bidder quoting Rajasthan VAT 

should have valid VAT registration in the state of Rajasthan and he should mention the same VAT 

registration number in the bid document. 

2. 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. 

3. Interpretation 

a) If the context so requires it, singular means plural and vice versa. 

b) Commercial Terms: The meaning of any trade term and the rights and obligations of parties there 

under shall be as prescribed by commercial terms. All the terms shall be governed by the rules 

prescribed in the current edition of commercial terms, published by the Indian Chamber of 

Commerce at the date of the Invitation for Bids or as specified in the bidding document. 

c) Entire Agreement: The Contract constitutes the entire agreement between the Purchaser and the 

Supplier and supersedes all communications, negotiations and agreements (whether written or 

oral) of parties with respect thereto made prior to the date of Contract. 

d) 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. 

e) 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. 

f) 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. 



g) 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. 

4. Language 

a) The Contract as well as all correspondence and documents relating to the Contract exchanged by 

the Supplier/ successful bidder and the Purchaser, shall be written in English language only or as 

specified in the special conditions of the contract. 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 Supplier/ successful bidder shall bear all costs of translation to the governing language and 

all risks of the accuracy of such translation. 

5. Joint Venture, Consortium or Association 

a) Unless otherwise specified in the special conditions of the contract, if the Supplier/ Bidder is a 

joint venture, consortium, or association, all of the parties shall be jointly and severally liable to 

the Purchaser for the fulfilment of the provisions of the contract and shall designate one party to 

act as a leader with authority to bind the joint venture, consortium, or association. 

b) The composition or the constitution of the joint venture, consortium, or association shall not be 

altered without the prior consent of the purchaser. 

c) Any change in the constitution of the firm, etc. shall be notified forth with by the contractor in 

writing to the purchase officer and such change shall not relieve any former member of the firm, 

etc., from any liability under the contract. 

d) No new partner/ partners shall be accepted in the firm by the contractor in respect of the contract 

unless he/they agree to abide by all its terms, conditions and deposits with the purchase officer a 

written agreement to this effect. The contractor‟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. 

e) No new consortium agreement shall be allowed during the project period. 

f) In Consortium, all the members shall be equally responsible to complete the project as per their 

roles & responsibilities; however Lead partner shall give an undertaking for the successful 

completion of the overall project. In case of any issues, Lead partner is the responsible person for 

all the penalties. 



g) The lead bidder is required to do majority (>50%) of the work. However, the lead bidder and 

consortium partner is jointly and severely liable for the entire scope of work and risks involved 

thereof. 

h) The non-lead bidder (consortium partner) is liable for the scope of work for which they are 

responsible along with the lead bidder. 

i) Any change in the consortium at a later date will not be allowed without prior permission from the 

tendering authority/ purchaser. 

6. 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, installation, and commissioning, training, and initial maintenance. 

b) Bids for articles defined in the BOM (Annexure 2) should be the ones which are produced in 

volume and are used by a large number of users in India/ abroad should be encouraged. All 

products quoted by the suppliers/ bidders must be associated with specific model numbers, 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 

bidders/ suppliers. 

c) The OEM/ Vendor must have its own registered spares depot in India having adequate inventory 

of the equipment being quoted for providing the necessary spares within next business day or 

maximum 30 hours. 

d) The OEM/ Vendor should 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”. 

f) The OEM/ Vendor whose equipments are being quoted shall have Technical Support/ Assistance 

Centre to provide 24x7 support over toll free numbers as well as web-based support. 

7. 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 receipt. 

b) A Notice shall be effective when delivered or on the Notice‟s effective date, whichever is later. 

8. 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. 

9. 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 Scope of Work/ Schedule of Supply section of 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. 

10. 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 Supplier 

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. 

c) The Supplier/ 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 purchase order. 

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 supplier 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. 

11. Supplier’s/ Bidder’s Responsibilities 



The Supplier/ 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. 

12. Purchaser’s Responsibilities 

a) Whenever the supply of goods and related services requires that the Supplier/ Bidder obtain 

permits, approvals, and import and other licenses from local public authorities, the Purchaser 

shall, if so required by the Supplier/ Bidder, make its best effort to assist the Supplier/ 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 conditions of the contract. 

13. 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/ Bidder for the Goods delivered and the Related Services 

performed under the Contract shall not vary from the prices quoted by the Supplier/ Bidder in its 

bid, with the exception of any price adjustments authorized in the special conditions of the 

contract. 

14. Recoveries from Suppliers/ Bidders 

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 the amount, 

it shall be recovered from his dues and performance security deposit. 

c) The balance, if any, shall be demanded from the Supplier/ Bidder and when recovery is not 

possible, the Purchase Officer shall take recourse to law in force. 

15. Taxes & Duties 

a) The income tax, service tax, value added tax, etc. if applicable shall be deducted at source from 

the payment to the Supplier/ Bidder as per the law in force at the time of execution of contract. 

b) The entry tax, if applicable shall be deducted at source and deposited in the government treasury 

in proper revenue receipt head of account. 

c) For goods supplied from outside India, the Supplier shall be entirely responsible for all taxes, 

stamp duties, license fees, and other such levies imposed outside the country. 

d) For goods supplied from within India, the Supplier shall be entirely responsible for all taxes, 

duties, license fees, etc., incurred until delivery of the contracted Goods to the Purchaser. 



e) Revision in VAT and Service Tax shall be on account of the tendering authority if it has been 

asked for separately in the financial bid and is not taken into account for the purpose of 

comparison of bids. If, however, they have not been asked for separately, any benefit or 

additional cost will be on account of the bidder. Revision of any other tax or duty shall be on 

account of the bidder. 

f) If any tax exemptions, reductions, allowances or privileges may be available to the Supplier in 

India, the Purchaser shall use its best efforts to enable the Supplier to benefit from any such tax 

savings to the maximum allowable extent. 

16. Performance Security Deposit 

a) In case of successful Supplier/ Bidder, the Earnest Money will be adjusted in arriving at the 

amount of the Performance Security Deposit. 

b) The Supplier/ Bidder shall, within fifteen (15) days of the notification of Contract award, provide a 

Performance Security deposit (PSD) @5% of the total agreed/ordered project value for the due 

performance of the Contract in the amounts and currencies specified in the contract. 

c) The proceeds of the Performance Security deposit shall be payable to the Purchaser as 

compensation for any loss resulting from the Supplier‟s/ Bidder‟s failure to complete its 

obligations under the Contract. 

d) Form of Performance Security deposit: Performance Security Deposit (PSD) in the form of cash 

will not be accepted. It may be deposited in the form of Bank Draft or Banker‟s Cheque or Bank 

guarantee in favour of Managing Director, Rajcomp Info Services Limted, payable at Jaipur . The 

other form of security money shall be Post-office Savings Bank Pass Book duly pledged or 

National Savings Certificates, Defence Savings Certificates. Kisan Vikas Patras, or any other 

script/ instrument under National Savings Schemes for promotion of small savings, if the same 

can be pledged. These certificates shall be accepted at surrender value. 

e) Refund of Performance Security deposit: The Performance Security deposit shall be refunded 

within two months from the expiry of the term of contract. 

f) Forfeiture of Performance Security deposit: Performance Security deposit shall be forfeited in the 

following cases: - 

i. When any terms and condition of the contract is breached. 

ii. When the Supplier/ Bidder fail to commence supply or stops making the supplies or fail to 

provide deliverables after partially executing the purchase/ work order. 

iii. To adjust any dues against the firm from any other contract with RISL. 



g) No interest will be paid by RISL on the amount of earnest money and performance security 

deposit. 

h) Proper notice will be given to the Supplier/ Bidder with reasonable time before earnest money/ 

performance security deposit is forfeited. 

i) Forfeiture of earnest money / performance security deposit shall be without prejudice to any other 

right of RISL to claim any damages as admissible under the law as well as to take such action 

against the Supplier/ Bidder such as severing future business relation or black listing, etc. 

17. Copyright 

a) The application developed along with source code, documentation and IPR will be the sole 

property of Purchaser. 

b) The selected bidder shall indemnify RISL against all third-party claims of infringement of patent, 

copy right, trademark or industrial design rights arising from use of the goods or any part thereof 

in India. 

c) The ownership of the source code of the application developed by the SI should be transferred to 

DAM or to RISL / Department of IT, Govt. of Rajasthan and also the SI is not supposed to use the 

same for any other Government projects without the prior written consent of DAM / RISL or 

Department of IT, Govt. of Rajasthan. 

d) In case of third party tools/ application been used for application development then all the 

required users base licenses or Procs Base Licence of third party tools/application should be in 

the name of RISL / DAM only. This licence should have provision to download updates for 

respective application for at least period of 3 years. 

18. Confidential Information 

a) The Purchaser and the Supplier/ Bidder shall keep confidential and shall not, without the written 

consent of the other party hereto, divulge to any third party any 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 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/ Bidder for any purposes unrelated to the Contract. Similarly, the Supplier/ 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 need to share with the DAM / RISL 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. 

19. Sub-contracting 

a) Unless otherwise specified in the Contract, the bidder shall not assign or sub-let his contract or 

any substantial part thereof to any other agency without the permission of Purchasing Authority. 

b) If permitted, the bidder shall notify the Purchaser in writing of all subcontracts awarded under the 

Contract if not already specified in the Bid. Subcontracting shall in no event relieve the Supplier 

from any of its obligations, duties, responsibilities, or liability under the Contract. 

c) Subcontracts shall comply with the provisions of bidding document and/ or contract. 

20. Specifications and Standards 

a) All articles supplied shall strictly conform to the specifications, trademark laid down in the tender 

form and wherever articles have been required according to ISI/ ISO/ other 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 conform to 

the specifications shall be final and binding on the supplier / selected bidder. 

b) Technical Specifications and Drawings 

i. The Supplier/ Bidder shall ensure that the goods and related services comply with the 

technical specifications and other provisions of the Contract. 

ii. The Supplier/ 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. 

21. Packing and Documents 

a) The Supplier/ 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, 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. 

22. Insurance 

a) Unless otherwise specified in the contract, 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, in accordance with 

the applicable terms or in the manner specified in the contract. The insurance charges will be 

borne by the supplier and Tendering Authority will not be required to pay such charges if incurred. 



b) The goods will be delivered at the FOR destination in perfect condition. 

23. Transportation 

a) Unless otherwise specified in the contract, obligations for transportation of the Goods shall be in 

accordance with the commercial terms specified in the bidding document. 

b) The bidder shall be responsible for the proper packing so as to avoid damage under normal 

conditions of transport by sea, rail and road or air 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. 

c) 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 bill. 

24. Inspection 

a) The Purchase Officer or his duly authorized representative shall at all reasonable time have 

access to the suppliers 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 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. In case of those dealers who have newly entered in business, a 

letter of introduction from their bankers will be necessary. 

c) After successful inspection it will be supplier‟s responsibility to dispatch and install the equipment 

at respective locations without any financial liability to the Purchaser. However, supplies when 

received at respective locations shall be subject to inspection to ensure whether they conform to 

the specification. 

25. Testing charges 

Testing charges shall be borne by the RISL / DAM. In case urgent testing is desired to be arranged 

by the bidder or in case of test results showing that supplies are not upto the prescribed standards or 

specifications, the testing charges shall be payable by the bidder. 

26. Rejection 

a) Articles not approved during inspection or testing shall be rejected and will have to be replaced by 

the bidder at his own cost within the time fixed by the Purchase Officer. 



b) If, however, due to exigencies of RISL / DAM‟s work, such replacement either in whole or in part, 

is not considered feasible, the Purchase Officer after giving an opportunity to the 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 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 bidder‟s risk and on his account. 

27. Extension in Delivery Period and Liquidated Damages (LD) 

a) Except as provided under clause “Force Majeure”, if the Supplier/ 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 the 

conditions of the Contract Price 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”. 

b) The time specified for delivery in the tender form shall be deemed to be the essence of the 

contract and the successful bidder shall arrange supplies 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 

bidder. 

i. The supplier/ service provider shall request in writing to 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 

RISL / DAM 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 DAM/ RISL 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. 

vi. If RISL / DAM are 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 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 bidder has failed to supply or 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 5.0 % 



of delivery, successful installation and completion of work 

c. 

d. 

Delay exceeding half but not exceeding three fourth of the prescribed period 

of delivery, successful installation and completion of work 

Delay exceeding three fourth of the prescribed period of delivery, successful 

installation and completion of work 

7.5 % 

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%. 

iii. * The percentage refers to the payment due for the associated milestone. 

28. Authenticity of Equipments 

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. 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. 

29. Warranty 

a) The bidder must supply all items with comprehensive on-site warranty valid for 

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) The 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 3 years 

30. 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 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 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, 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 a notice thereof, and 

the Supplier 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 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 request, afford all available assistance to the Supplier in 

conducting such proceedings or claim, and shall be reimbursed by the Supplier for all reasonable 

expenses incurred in so doing. 

e) The Purchaser shall indemnify and hold harmless the Supplier and its employees, officers, and 

Subcontractors 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 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. 

31. 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 to pay liquidated damages to the Purchaser; and 

b) the aggregate liability of the Supplier 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 to indemnify the Purchaser with respect to patent infringement. 

32. Change in Laws & Regulations 

Unless otherwise specified in the Contract, if after the date of the Invitation for Bids, any law, 

regulation, ordinance, order or bylaw having the force of law is enacted, promulgated, abrogated, or 

changed in Rajasthan/ India, where the Site is located (which shall be deemed to include any change 

in interpretation or application by the competent authorities) that subsequently affects the Delivery 

Date and/ or the Contract Price, then such Delivery Date and/ or Contract Price shall be 

correspondingly increased or decreased, to the extent that the Supplier has thereby been affected in 

the performance of any of its obligations under the Contract. Notwithstanding the foregoing, such 



additional or reduced cost shall not be separately paid or credited if the same has already been 

accounted for in the price adjustment provisions where applicable. 

33. Force Majeure 

a) The Supplier shall not be liable for forfeiture of its Performance Security deposit, liquidated 

damages, or termination for default if and to the extent that its 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 that is not foreseeable, is unavoidable, and its origin is not due to negligence or lack 

of care on the part of the Supplier. 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 shall promptly notify RISL in writing of such 

conditions and cause thereof within 15 days of occurrence of such event. Unless otherwise 

directed by RISL, the supplier 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 RISL / DAM, RISL / DAM may take the case 

with the contractor on similar lines. 

34. Change Orders and Contract Amendments 

a) The Purchaser may at any time order the Supplier/ 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: - 

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. 

b) If any such change causes an increase or decrease in the cost of, or the time required for, the 

Supplier‟s/ 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/ Bidder for adjustment 



under this clause must be asserted within thirty (30) days from the date of the Supplier‟s/ Bidder‟s 

receipt of the Purchaser‟s change order. 

c) Prices to be charged by the Supplier/ 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/ Bidder for similar 

services. 

35. Termination 

a. Termination for Default 

i. The tender sanctioning authority of RISL may, without prejudice to any other remedy for 

breach of contract, by written notice of default sent to the contractor, terminate the contract in 

whole or in part: - 

a. If the SI fails to deliver any or all quantities of the service within the time period specified 

in the contract, or any extension thereof granted by RISL; or 

b. If the SI 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 SI, in the judgement of the Procuring Authority has engaged in corrupt, fraudulent, 

collusive, or coercive practices in competing for or in executing the contract. 

d. If the SI commits breach of any condition of the contract. 

ii. If RISL terminates the contract in whole or in part, it may take recourse to any or more of the 

following actions: - 

a. Amount of performance security deposit 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. 

b. Termination for Insolvency 

RISL may at any time terminate the Contract by giving Notice to the Supplier if the Supplier 

becomes bankrupt or otherwise insolvent. In such event, termination will be without compensation 

to the Supplier, provided that such termination will not prejudice or affect any right of action or 

remedy that has accrued or will accrue thereafter to RISL. 



c. Termination for Convenience 

i. RISL, by Notice sent to the Supplier, 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 under the Contract 

is terminated, and the date upon which such termination becomes effective. 

ii. Depending on merits of the case the SI 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 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 an agreed amount for partially 

completed Goods and Related Services and for materials and parts previously procured 

by the supplier / selected bidder. 

36. Settlement of Disputes 

a) General: If any dispute arises between the SI / contractor / supplier and RISL during the 

execution of a contract that should be amicably settled by mutual discussions. However, if the 

dispute is not settled by mutual discussions, a written representation will be obtained from the 

contractor 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 contractor 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 more than Rs 50,000. The 

empowered standing committee shall consist of following members: - 

Principal Secretary, Agriculture : Chairman 

Managing Director, RISL : Member 

Director, DAM : Member 



Director (Technical)/ Executive Director, RISL : Member 

Director (Finance), RISL : Member 

A Legal Expert to be nominated by the Chairman : Member 

c) Procedure for reference to the Standing Committee: The contractor shall present his 

representation to the Managing Director, RISL along with a fee equal to two percent of the 

amount of dispute, not exceeding Rupees One lakh, within one month from the date of 

communication of decision of the tender sanctioning Procurement Committee. The officer-incharge 

of the project who was responsible for taking delivery of the goods and/ or service from 

the contractor shall prepare a reply of representation and shall represent the RISL‟s stand before 

the standing committee. From the side of the contractor, 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 contractor and RISL. The 

standing committee, if it so decides, may refer the matter to the Board of Directors of RISL 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. 

B. Payment Terms and Schedule 

37. Terms of Payment 

a) The supplier‟s/ selected bidder‟s request for payment shall be made to the DAM, GoR in writing, 

accompanied by invoices describing, as appropriate, the goods delivered and related services 

performed, and by the required documents submitted pursuant to general conditions of the 

contract and upon fulfilment of all the obligations stipulated in the Contract. 

b) Subject to the performance as per SLA, Payments shall be made promptly by the DAM, GoR, 

generally within sixty (60) days after submission of an invoice or request for payment by the 

supplier/ selected bidder, and the DAM, GoR purchaser has accepted it. 

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) Advance Payments will not be made. 

h) Payments to the selected bidder, after successful completion of the target milestones (including 

specified project deliverables), would be made as under: - 

Milestone 

Deliverable (Reports/ 

Documents & Infra) 

Payment Terms 

Payment Schedule 

Perform System 

Study & SRS (Para 

4.2.1 b) 

 

Software Requirement 

Specifications (SRS) 

(Acceptance of the 

SRS for Web portal 

and RIMMS 

Application S/w) 

10 % of CAPEX for Web 


Application S/w (S.No. 

1 of Table A4 of Fin. 

Bid) 

Development of Web 


Application S/w (Para 

4.2.1 c to 4.2.1 g 

 

o 

System Design Document 

(SDD) / Process Design 

Report 

Testing Methodology 

including test cases and 

test plan and Test Results 

(Sign off- Final user 

acceptance of Web 


application S/W) 

50 % of CAPEX for Web 


Application S/w (S.No. 1 

of Table A4 of Fin. Bid) 

o 

Core application perpetual 

license along with source 

code 

 

Server and client edition 

usage perpetual licenses in 

the name of the purchaser 

for the various middleware/ 

Portal/ and third party tools 

used by the bidder to run 

the application. (with 3 

years OEM Support) 

 

UAT Sign off 

Procurement, 

Installation and 

commissioning of IT 

& Non IT 

infrastructure at 

DAM HQ as per BoM 



 

Site survey Report 

Hardware Deployment 

Plan, Testing Plan and 

Methodology 

Bill of Material for 

requisite hardware items 

with make/ model/ qty 

(site-wise 

(Successful 

commissioning of IT& 

Non IT Infrastructure at 

DAM HQ (after UAT of 

the Website and 

RIMMS Application 

S/w) 

70% of the total CAPEX 

(Table A1 of Fin. Bid) for 

DAM HQ infrastructure 

Item Delivery Report, 

inspection reports with 

detailed specifications 

Site Completion/redlines 

Report 



Milestone 



Payment Terms 


 

Procurement, 



& Non IT 

infrastructure at 10 

regional offices DAM 

as per BoM 

annexure -2 (B) and 





 

Site Completion/ Readiness 

report from each project 

location 

Successful 



all regional offices 

(after UAT of the 

Website and RIMMS 

Application S/w 



10 Regional offices 

infrastructure 

Procurement, 



& Non IT 

infrastructure at 5 

Mandis of DAM HQ 

as per BoM 

annexure -2 (c) and 





 

Site Completion/Readiness 

report from each project 

location 

Successful 



all the respective 

locations (after UAT of 


RIMMS Application S/w 



5 selected Mandi 

Data Digitization 


Training 

Para 4.2.4 of 

SoW) 

Data Migration/Digitization 

approach, methodology and 

plan 

 

 

 

 

 

Electronics Conversion of 

master records and arrival 

data 

Training Plan 

Training manual 

Training to all Nominated 

employees of DAM as per 

SoW 

Trainees Feedback 

GO-Live Installation Manuals 

User manual (Role 

wise) 

Asset Management 

Policy 

Backup & Recovery 

Policy 

 


Incident Management 

Policy 

 

Change management 

Successful completion 

& validation of the 

overall Master Data 

Built-up activity and it 

accessibility through 


RIMMS Application S/w 


of the Training to all the 

designated officers/ 

employees on the basis 

of training feedback 

report 

Final FAT of Website 

and RIMMS Application 

S/w (Go-Live) 

Monthly payment shall be 

paid based on no of 

records successfully 

digitized during a month 

(unitary price S No 2 of 

table A4 of Fib Bid) 

Monthly payment shall be 

paid based on no of 

session successfully 

completed during a 

month (unitary price S 

No3 of table A4 of Fib 

Bid) 

25% of CAPEX for Web 


Application S/w (S.No. 1 

of Table A4 of Fin. Bid) 



Milestone 



Payment Terms 


plan development 

Operation & Management (Post Go-Live) 

Implementation 

Support 

Post –Go live for 

period of 3 months 

 

Monthly compliance report 

on compliant registers and 

bugs fixing 

Successfully rollout of 

Web portal & RIMMS 

application S/W for 

period of minimum 3 

months at all project 

locations(Acceptance 

for successful 

performance from 

DAM/RISL) 

Remaining 15% CAPEX 

for Web portal & RIMMS 

Application S/w (S N 1 

of A4 of Fin. Bid) shall be 

paid after successful go 

live ( Minimum 3 

months). 

FMS During O&M Manpower Supply for 

period of 2 years at as per 

requirement mentioned in 

SoW (operation & 

maintenance) to manage 

services 

Infrastructure & 

Hardware 

Maintenance at DAM 

HQ 

During O&M period of 2 

years for maintenance 

of hardware supplied at 

DAM HQ 


Hardware 

Maintenance at 10 

Regional Offices 




10 DAM regional office 


Hardware 

Maintenance at 5 

Mandi 




 

 

 

 

 

Helpdesk for the technical & 

functional scope 

MIS reports as per SOW 

(Para 4.2.6.5) Operation & 

maintenance sub section of 

this RFP 

Monthly Compliance Report 

on hardware complaints 

registered and solved to 

the hardware at DAM HQ 


for hardware complaints 

registered and resolved at 

DAM Regional offices 


for hardware complaints 

registered and resolved at 

Mandi 


of O&M Activities and 

submission of 

associated deliverables 

every quarter during the 

O&M Phase of the 

project. 

Successfully 

Completion activities 

related to Hardware 

maintenance supplied 

at DAM HQ as defined 

in SoW section (Para 

4.2.6) 

Successfully 




at 10 Regional offices 

of DAM as defined in 

SoW section (Para 

4.2.6) 

Successfully 




at 5 selected APMC of 

DAM as defined in SoW 

section (Para 4.2.6) 

12.5% of OPEX in 8 

Equal quarterly 

instalment of the total 

OPEX (SN 1 & SN 2 

Table B1 of Financial 

Bid) 


of (Table A1 of Fin. Bid) 

shall be paid in equal 

quarterly instalments 

during the O&M phase of 

the project i.e. 3.75% per 

Quarter 







Quarter 







Quarter 



Milestone 



Payment Terms 


5 selected Mandi 

Support Web Portal & 

RIMMS Application 

S/W 

 

 

Maintain Version control 

and archives Update of 

Source Code 

Monthly compliance report 

on compliant registers and 

bugs fixing 

Successfully 


related to maintenance 

of web portal & 

application S/w , 

defined in SoW section 

(para 4.2.7.4) 

12.5% of OPEX in 8 

Equal quarterly 

instalment of the total 

OPEX (SN 3 Table B1 of 

Financial Bid) 

i) Any penalties/ liquidated damages, as applicable, for delay and non-performance, as per the 

criterion mentioned in this bidding document, will be deducted from the payments for the 

respective milestones. 

j) The selected bidder must obtain an NOC for all the kind of deliverables as mentioned in this 

bidding document from the designated nodal officer/ authority before raising the Bill/ Invoice for 

the successful completion of the respective milestone. 

k) All work contract tax, service tax and income tax, etc., as applicable, will be deducted at source 

as per the prevalent rules & regulations at the time of making payments to the selected bidder. 

C. Special Conditions of the Bid 

38. Acceptance Testing and Certification 

a) The primary goal of Acceptance Testing and Certification is to ensure that the Project (including all 

the project components as discussed in the scope of work) meets requirements, standards, 

specifications and performance, by ensuring that the following are associated with clear, quantifiable 

metrics for accountability: 

 

 

 

 

 

 

 

 

 

Functional requirements 

Infrastructure (Hardware and Network) Compliance Review 

Availability of the project Services in the defined locations 

Performance 

Security 

Manageability 

SLA Reporting System 

Project Documentation (Design, development, configuration, training and administration manuals 

etc) 

Data Quality Review 



b) As part of Acceptance testing, performed through a third party agency, the procurement agency shall 

review all aspects of project development and implementation covering software, hardware and 

networking including the processes relating to the design of solution architecture, design of systems 

and sub-systems, coding, testing, business process description, documentation, version control, 

change management, security, service oriented architecture, performance in relation to defined 

requirements, interoperability, scalability, availability and compliance with all the technical and 

functional requirements of the RFP and the agreement. 

c) The procedures and parameters for testing will be laid down by the Third Party Agency after approval 

from procurement agency; the solution deployed by the vendor has to satisfy third party acceptance 

testing upon which the system shall go-live, subject to procurement agency approval. 

d) The procurement agency will establish appropriate processes for notifying the selected vendor of any 

shortcomings from defined requirements at the earliest instance after noticing the same to enable the 

selected vendor to take corrective action. All gaps identified shall be addressed by the vendor 

immediately prior to Go-live of the solution. It is the responsibility of the selected Bidder to take any 

corrective action required to remove all shortcomings, before the roll out of the project. 

e) It is to be noted that the involvement of the third party for acceptance testing and certification, does 

not absolve the vendor of his responsibilities to meet all SLAs as laid out in this RFP document. 

f) It is to be noted that the procurement agency may get the solution audited through a Third Party 

before Go-Live and periodically after Go-Live in order to ensure the success of the project. Such 

third-party agency for carrying out the acceptance testing and certification of the entire solution will be 

nominated by the Department. 

g) Following discusses the acceptance criteria to be adopted for the project as mentioned above. The 

list below is indicative and the activities will include but not be limited to the following: 

 

Functional Requirements Review: The solution developed/customized by selected Bidder shall 

be reviewed and verified by the agency against the Functional Requirements signed-off between 

the procurement agency and the selected Bidder. All gaps, identified shall be addressed by the 

vendor immediately prior to Go-live of the solution. One of the key inputs for this testing shall be 

the traceability matrix to be developed by the vendor for the solution. Apart from Traceability 

Matrix, agency may develop its own testing plans for validation of compliance of system against 

the defined requirements. The acceptance testing w.r.t. the functional requirements shall be 

performed by independent third party agency (external audit) as well as the select internal 

department users (User Acceptance Testing) and system has to satisfy both third party 

acceptance testing and internal user acceptance testing, upon which the system shall go-live. For 

conducting the User Acceptance Testing, the procurement agency shall identify the employees 

from respective regions, who shall be responsible for day-to-day operations of the functions 



automated through the project. The system, during the functional requirements review, shall 

necessarily satisfy the user acceptance testing process. 

 

 

Infrastructure Compliance Review : Third party agency shall perform the Infrastructure 

Compliance Review to verify the conformity of the Infrastructure (both IT, non IT as well as 

Network infrastructure) supplied by the selected Bidder against the requirements and 

specifications provided in the RFP and/or as proposed in the proposal submitted by the selected 

Bidder. Compliance review shall not absolve the vendor from ensuring that proposed 

infrastructure meets the SLA requirements. 

Security Review: The software developed/customized shall be audited by the agency from a 

security and controls perspective. Such audit shall also include the IT infrastructure and network 

deployed for the project. Following are the broad activities to be performed by the Agency as part 

of Security Review. The security review shall subject the solution to the following activities. 

o 

o 

o 

o 

o 

o 

o 

Audit of Network, Server and Application security mechanisms 

Assessment of authentication mechanism provided in the application /components/modules 

Assessment of data encryption mechanisms implemented for the solution 

Assessment of data access privileges, retention periods and archival mechanisms protected. 

Server and Application security features incorporated etc. 

Application Security mechanisms should be accessed in compliance with the IT Act 

2000,2008 Amendment and IT rules 2011, such that it maintains data/information Integrity, 

Confidentiality, Non-repudiation. 

Audit of Security mechanisms so that they are in compliance with the latest Guidelines by 

Controller of Certifying authority (CCA), IT Act, ISO27001. 

o Gap assessment of certain controls like say ISO 27001 and section 43, 47, 66, 69, 79, 84 

and 87 of IT ACT amendment 2008 and decide how the sensitive data from a data centric 

stand point is to be protected. 

 

 

Performance: Performance is another key requirement for the project and the agency shall 

review the performance of the deployed solution against certain key parameters defined in SLA. 

Such parameters include request-response time, work-flow processing time, concurrent sessions 

supported by the system etc, Disaster Recovery drill etc. The performance review also includes 

verification of scalability provisioned in the solution for catering to the project requirements. 

Availability: The solution should be designed to remove all single point failures. Appropriate 

redundancy shall be built into all the critical components to provide the ability to recover from 

failures. The agency shall perform various tests including network, server, security, DC/DR failover 

tests to verify the availability of the services in case of component/location failures. The 



agency shall also verify the availability of the project services to all the users in the defined 

locations. 

 

 

 

 

 

Manageability Review: The agency shall verify the manageability of the solution and its 

supporting infrastructure deployed using the Enterprise Management System (EMS) proposed by 

the selected Bidder. The manageability requirements include requirements such as remote 

monitoring, administration, configuration, inventory management, fault identification etc. 

SLA Reporting System: The selected Bidder shall design, implement/customize the Enterprise 

Management System (EMS) and shall develop any additional tools required to monitor the 

performance indicators listed as per the SLAs mentioned the RFP. The Acceptance Testing and 

Certification agency shall verify the accuracy and completeness of the information captured by 

the SLA monitoring system implemented by the vendor and shall certify the same. The EMS 

deployed for the project, based on SLAs, shall be configured by the selected Bidder to calculate 

the payment to be paid by the department after deducting the necessary penalties. 

Project Documentation: The Agency shall review the project documents developed by the 

selected Bidder including requirements, design, source code, installation, training and 

administration manuals, version control etc. 

Any issues/gaps identified by the Agency, in any of the above areas, shall be addressed to the 

complete satisfaction of the Department. 

Data Quality: The Agency shall perform the Data Quality Assessment for the Data digitized by 

selected Bidder and the data migrated by the vendor to the new system. The errors/gaps 

identified during the Data Quality Assessment shall be addressed by the vendor before moving 

the data into production environment, which is a key mile stone for Go-live of the solution. 

39. 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 equipments supplied for RIMMS 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 – 17. 

40. Change Requests/ Management 

i. RISL/ DAM 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: - 

 

 

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

the Agreement are to be specifically developed and rendered for the DAM. 

The method of deployment, shipping or packing. 



 

 

Schedule for Installation Acceptance. 

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

ii. The change request/ management procedure will follow the following steps: - 

 

 

 

 

 

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 DAM/ RISL. 

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 analyzed 

and documented by the selected bidder. 

Approval or disapproval of the change request – DAM/ RISL 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 specialisation, 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 the DAM/ RISL on 

implementation of the change request. 

iii. 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 the DAM/ RISL. In the event that the consent of DAM/ 

RISL is not received then the change will not be carried out. 

iv. While approving any change request, if required, RISL/ GoR may ask the selected bidder to 

deploy the required resources on-site. 

v. 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 RISL change order which shall not be unreasonably withheld or delayed. 



D. Exit Management 

 

Preamble 

I. The word „parties‟ include the tendering authority and the selected bidder. 

II. 

III. 

IV. 

This Schedule sets out the provisions, which will apply on expiry or termination of the 

Project Implementation and Operations and Management of SLA. 

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. 

The Parties shall ensure that their respective associated entities carry out their respective 

obligations set out in this Exit Management Schedule. 

 

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 RISL / DAM 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 bid 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. 

III. 

IV. 

The selected bidder will transfer all the Software Licenses under the name of the 

department as desired by the tendering authority during the exit management period. 

DAM / RISL 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 DAM / RISL or its 

nominated agencies with a complete and up-to-date list of the assets within 30 days of 

such notice. 

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 DAM / RISL 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 DAM / 

RISL or its nominated agencies. 

b. All title of the assets to be transferred to DAM / RISL or its nominated agencies pursuant 

to clause(s) above shall be transferred on the last day of the exit management period. All 



 

expenses occurred during transfer of assets shall be borne by the 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 RISL / DAM. 

d. That the products and technology delivered to RISL /DAM during the contract term or on 

expiry of the contract duration should not be sold or re-used or copied or transferred by 

selected bidder to other locations apart from the locations mentioned in the this bid 

document without prior written notice and approval of DAM and RISL. Supplied hardware, 

software & documents etc., used by selected bidder for DAM / RISL shall be the legal 

properties of DAM / RISL. 

Cooperation and Provision of Information 

I. During the exit management period 

 

a. The selected bidder will allow RISL / DAM 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 DAM / RISL or its nominated agencies to assess 

the existing services being delivered. 

b. 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. RISL / DAM 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 RISL 

/ DAM or its nominated agencies and/ or any Replacement Operator to have reasonable 

access to its employees and facilities as reasonably required by RISL / DAM or its 

nominated agencies to understand the methods of delivery of the services employed by 

the selected bidder and to assist appropriate knowledge transfer. 

Confidential Information, Security and Data 

I. The selected bidder will promptly on the commencement of the exit management period 

supply to RISL / DAM or its nominated agencies the following: 

a. Documentation relating to Intellectual Property Rights; 

b. Project related data and confidential information; 

c. All current and updated data as is reasonably required for purposes of RISL / DAM or its 

nominated agencies transitioning the services to its replacement selected bidder in a 

readily available format nominated by RISL / DAM or its nominated agencies; and 



 

d. All other information (including but not limited to documents, records and agreements) 

relating to the services reasonably necessary to enable RISL / DAM or its nominated 

agencies, or its replacement operator to carry out due diligence in order to transition the 

provision of the services to RISL / DAM or its nominated agencies, or its replacement 

operator (as the case may be). 

e. Before the expiry of the exit management period, the selected bidder shall deliver to RISL 

/ DAM or its nominated agencies all new or up-dated materials from the categories set 

out above and shall not retain any copies thereof, except that the selected bidder shall be 

permitted to retain one copy of such materials for archival purposes only. 

Transfer of certain agreements 

I. On request by Tendering Authority or its nominated agencies, the selected bidder shall 

effect such assignments, transfers, innovations, licenses and sub-licenses as Tendering 

authority or its nominated agencies may require in favour of tendering authority 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 RISL / DAM 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 RISL / DAM or its nominated agencies, and/ or any 

replacement operator in order to inventory the assets. 

 

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 RISL / DAM 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. 

 

Exit Management Plan 

I. The selected bidder shall provide RISL / DAM 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. 

III. 

IV. 

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 

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 RISL / DAM operations as a result of undertaking the transfer; and 

If applicable, proposed arrangements and Plans for provision of contingent support in 

terms of business continuance and hand holding during the transition period, to RISL / 

DAM 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. 

VII. 

VIII. 

IX. 

Each Exit Management Plan shall be presented by the selected bidder to and approved 

by DAM / RISL or its nominated agencies. 

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. 

During the exit management period, the selected bidder shall use its best efforts to 

deliver the services. 

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. 



7. ANNEXURES 

7.1. ANNEXURE 1 – FUNCTIONAL REQUIREMENT SPECIFICATIONS 

The functional requirement specifications stated below are the minimum features that the solution 

suggested for DAM should have. This indicative functional requirement has been provided here to be 

used by the SI for the effort estimation. The System Integrator/ Implementation Agency (SI/IA) shall 

develop the final detailed Functional Requirement Specifications (FRS) and System Requirement 

Specifications (SRS) documents after a detailed design phase where all the processes, procedures and 

existing templates should be studied in detail by the SI/IA. SI/IA should independently design the 

solutions as may be required to support the business operations. The SI/IA shall be required to 

coordinate with the department for the detailed system study and interact with the different users of the 

department for preparation of final FRS, SRS and related design documents. 

7.1.1 Recording of Arrival / Exit Module 

The Arrival / Exit Recording module is required for recording the daily arrival / exit of agricultural produces 

at the mandi yards. The indicative functionalities of the module are discussed as under: 

This module shall be used at the entry and exit gates at every mandi 

The concerned authority (APMCs Clerks) at the mandi entry and exit gates will approve and 

allocate entry and exit gate passes 

The module shall generate MIS report for daily entry and exit details 

Requirement Id 

Requirement Description 

System Login 

RIMMS_RAE_1 

RIMMS_RAE_2 

The module shall be accessible only to the Departmental users. 

 

 

 

APMCs Clerk - Responsible for issuing entry / exit gate passes 

APMCs officer – Responsible for complete mandi operations 

Other departmental users for 

o Generation of entry / exit details MIS reports for each mandi 

The module should allow authorized users to access various functions, forms, 

screens, sub modules, information etc. as per the authorizations and user roles 

permissible as per guidelines and policies of the Department. 

RIMMS_RAE_3 

The module should have a provision for creating unique login ID for users on 

provision of certain mandatory details such as Name, Department, Employee 

code, Designation, Location, Office Address, Residential Address, Contact 

Details, Email id etc. as finalized in discussions with the Department. 




RIMMS_RAE_4 


The module should provide access rights and privileges according to login ID and 

password. The rights and privileges allowed to that user should be as per 

Department guidelines and policies. 

RIMMS_RAE_5 

The module should have a mechanism for resetting and emailing the new 

password to the users registered email ID, in case one forgets his password. 

RIMMS_RAE_6 

RIMMS_RAE_7 

The module must prompt the user to change the password on the first login. 

The module shall as a part of registration establish challenge and responses 

mechanisms for session validation for future online sessions. Details such as a 

username and password, challenge question and response answer should be 

asked if login details are forgotten etc. 

RIMMS_RAE_8 

The module shall apply spam control measures like „captcha‟ images during 

registration to avoid spurious details being automatically submitted and ensure 

that data is not submitted by non-humans. 

System Access 

RIMMS_RAE_9 

The module should be accessible only for following roles and indicative privileges: 

 

 

 

APMCs Clerks user as per the user role specified by the DAM for issuing 

of entry / exit gate passes 

APMCs officers user as per the user role specified by the DAM for 

monitoring day to day operations at the mandis 

Other departments users for 

o Generation of entry / exit details MIS reports for each mandi 

Entry Recording Sub module 

RIMMS_RAE_10 

The module should have provision to issue and generate unique entry gate pass 

number across the 5 mandis. 

RIMMS_RAE_11 

The module should provide the functionality to record the following details at the 

entry gate of mandi premises: 

 

 

 

 

 

Name of Farmer 

UID of farmer (optional) 

Village of Origin 

District Name/code 

Block name/ code 




RIMMS_RAE_12 

RIMMS_RAE_13 

RIMMS_RAE_14 


Mobile number of farmer 

Commodity Names 

Approximate weight 

Packing Detail (including weight of container/ bags) 

Broker‟s Name (optional) 

Vehicle Number 

Date & time of arrival 

Niryat Prativedan Certificate (Y/N) 

The module should have integration with the state citizen database and on entry 

of the UID no. of the farmer, the module should automatically fetch following 

information regarding the farmer, thereby minimizing the manual errors during 

data entry: 

Farmer Name 

District Name/code 

Block name/ code 

village name/ code 

For the inter-mandi sale transactions, the module should have facility to capture 

Niryat Prativedan certificate details at entry point with following indicative fields: 

Niryat Prativedan Certificate No 

Certificate date 

Name of Consignor (Broker Name) 

Broker License No 

APMC Mandi from where certificate is issued 

Name of Consignee 

Consignee Broker/agent License No 

Commodity Names (along with code) 

Approximate weight (in KG) 

Packing Detail (including weight of container/ Bags) 



The module should enable registration of mobile number of farmer at the time of 

entry. The module should have integration with SMS gateway. The module should 





provide SMS facility to the farmer with regard to updates about current market 

price of respective commodity brought in by the farmer. 

RIMMS_RAE_15 

RIMMS_RAE_16 

RIMMS_RAE_17 

RIMMS_RAE_18 

RIMMS_RAE_19 

Electronic weighing Machine will be used for capturing the weight at the entry 

gate. The module should be able to interlink with electronics weighbridge at the 

entry gate. The module should also be able to record the weight of the produce 

through software which captures the weight from the weighing machine at the 

gate. 

In case of Niryat Prativedan, there is an exemption on the mandi fees. The 

module should capture interlinkage with Niryat Prativedan certificate. 

The module should have search facility to validate the Niryat Prativedan 

certificate. The search should be allowed on the following parameters: 

Certificate number 

Date range of certificate 

Consignor Broker name 

Mandi from where certificate is issued 

In case details of certificate is found, the module should have facility to 

automatically fetch Niryat Prativedan certificate details: 

Niryat Prativedan Certificate No 

Certificate date 

Name of Consignor (Broker Name) 

Broker License No 

Mandi from where certificate is issued 

Name of Consignee 

Consignee Broker/agent License No 

Commodity Names (along with code) 

Approximate weight (in KG) 

Packing Detail (including weight of container/Bags) 



The gate opening shall be through boom barriers and only post the entry gate slip 

is issued by the APMC clerk through the module. All movements within the 





Search Entry Gate Pass 

mandis including auctions, entry and exit gate movements to be under CCTV 

cameras surveillance. 

RIMMS_RAE_20 

The module should allow central /online search option for validation of entry gate 

pass. The search should be allowed as per the following filters: 

 

 

 

 

 

 

 

 

 

 

Date Range 


Farmer‟s name 

Issuing employee Name 

Commodity name 

Vehicle number 

Broker name 

Village name 

UID of farmer 

Niryat Prativedan Certificate No. 

Exit Recording Sub module 

RIMMS_RAE_21 

At exit gate, the module should be able to record every vehicle going out of the 

mandi. The module should have provision to capture the following details at the 

exit gate: 

 

 

 

 

 

 

 

 

 

 

Entry Pass No (manual input) 

Exit Pass Number (auto generated) 

Date & time of Recording (system date) 


Commodity Bring in 

Gross Weight of Empty vehicle (manual input) 

Net weight of produce sold in mandi (if Any) 

Quantity of produce deposit to trader as Amanat (if any) 

Quantity of produce sent to other mandi through Niryat Prativedan 

 

Quantity of produce sold by the agent to wholesaler/business 




RIMMS_RAE_22 

RIMMS_RAE_23 

RIMMS_RAE_24 

RIMMS_RAE_25 

RIMMS_RAE_26 

RIMMS_RAE_27 


community/domestic user 

Approximate Balance Quantity (if any) 

At exit gate, the module should be able to record every transaction of the mandi. 

The following types of transactions are envisaged: 

Farmer vehicle exits after sale of produce 

Vehicle carrying consignment sent to other mandi through Niryat 

Prativedan 

Farmer deposits the produce and receives the Amanat Slip 

Vehicle carrying consignment sold by the agent to wholesaler/business 

community/domestic user vide issue of sales invoice 

The module should generate unique exit gate pass number across the 5 mandis. 

The module should automatically calculate net weight of produce sold in mandi on 

the basis of total quantity sold through auction corresponding to the given entry 

gate pass number. A farmer can sale out his produce to multiple locations within 

a mandi, in such case there will be multiple sales slip and auction of single 

consignment. The module should have feature for interlinking and tracking 

quantity sold vide one entry gate pass number along with multiple sales slips. 

E.g. if a farmer brings total 9000 KG of wheat in market through entry gate pass 

number XX201 and further sold the produce quantity of 1500 Kg, 3000 Kg and 

4500 Kg to broker A, B and C vide three different auctions held within mandi, in 

such scenario net produce sold will be sum of all three auction i.e. 

1500+3000+4500= 9000 Kg. 

The module should automatically generate total quantity of produce deposit to 

trader/broker as amanat on the basis of all amanat transactions held within mandi 

corresponding to the given entry gate pass number. . 

The module should interlink with the electronics weight scale to capture the gross 

weight of empty vehicle. In case, the facility of electronic weigh scale is not 

available in the jurisdiction of APMCs, then it should allow manual input to capture 

this record. 

The module should automatically calculate approximate balance quantity on the 

basis of given formula: 





Exit Gate Pass- Niryat Prativedan 

Balance Quantity = Gross Weight of Vehicle – (net weight of empty vehicle+ total 

Quality sold+ quantity deposited as amanat+ Weight of packaging material) 

RIMMS_RAE_28 

The module should have facility to capture the details of vehicle and 

consignments being sent vide Niryat Prativedan. It should allow user at exit gate 

pass to capture the following details: 

Exit Gate Pass Number( auto generated) 



Niryat Prativedan Certificate No. (manual Input) (This should 

automatically fetch following details corresponding to the Niryat 

Prativedan certificate number. 

Issue date 

Consignor Name/ License No (broker/agent) 

Consignee name /License No (broker/agent) 

Consignee‟s APMC Code (where to send) 

Commodity 

Quantity 

Exit Gate Pass - Sales 

RIMMS_RAE_29 

The module should have facility to capture all transactions being sent by 

agent/trader vide issue of sales invoice. The exit gate pass should comprise of 

the following details: 

 

 

 

 

 

 

 

 

 




Consignor Name/ License No (broker/agent) 

Invoice No (manual Input) 

Issue date 

Consignee name & Address 

Commodity 

Quantity 





Exit Gate Pass – Amanat Patti 

RIMMS_RAE_30 

RIMMS_RAE_31 

The module should have facility to capture all transactions being deposited as 

Amanat. The exit gate pass should comprise of the following details: 




Farmer‟s information 

Amanat slip Number 

Date of Deposit 

Broker/ commission agent 

Quantity deposited for Amanat 

Commodity details Grade if any 

Employee code of APMC employee in whose presence transaction is 

recorded. 

The module should have facility to record all the transactions passing through the 

exit gate and it should automatically update Yard Stock or Traders Stock on the 

basis of produce purchased by the agent and produce sold/ transferred by the 

agent. 

Interlinking with other Modules 

RIMMS_RAE_32 

The module should have inter-linkages with the below: 

 

 

 

Auction Management Module 

Mandi Fee Management Module 

Licensees database 

Upload Monthly Arrival Report 

RIMMS_RAE_33 

The module should provide interface to the Regional offices to upload commodity 

wise monthly arrival and price report for their respective mandies. the indicative 

list of field requires to capture are as under 

 

 

 

Date 

Regional office 






 

 

 

 

 

 

 

 

Month 

Commodity Category 

Commodity Name 

Commodity Code 

Total arrival Quantity 

Total Quantity Sold 

Total Value 

Average Price 

RIMMS_RAE_34 

RIMMS_RAE_35 

Should ability to automatically show the comparative statement with last year 

arrival and price 

Should ability to generate trend analysis on the basis of last years data in term of 

 

 

 

 

Arrival Variation 

Price Variation 

Sale Variation 

Variation Between arrival and sale 

Search – Exit Gate Pass 

RIMMS_RAE_36 

The module should allow central /online search option for validation of Exit gate 

pass. The search should be allowed as per the following filters: 

 

 

 

 

 

 

 

 

Date Range 

Exit Gate Pass Number 

Niryat Prativedan Certificate Number 

Invoice number & Broker name 

APMC Mandi & Issuing employee Name 



Broker name 

MIS Reports 

RIMMS_RAE_37 

On the basis of entry and exit gate details, the module should generate daily MIS 

reports like below: 





 

 

 

 

 

 

 

 

 

 

Commodity wise approximate produce arrival in each mandi 

Net Weight of each commodity sold out in mandi 

Stock lying with each agent within mandi 

Stock lying as Amanat patti with each agent 

Stock lying with wholesaler within mandi 

Stock transfer to other Mandi under Niryat Prativedan 

Commodity wise Historical Trends of each Mandi 

Entry Gate Register 

Exit Gate Register 

Stock sold by each agent to whole seller or domestic consumers 

7.1.2 Auction Management Module 

The Auction Management Module is required for automation and standardization of the complete process 

of sale, including auctions. The indicative functionalities are discussed as under: 



System Login 

RIMMS_AMM_1 

RIMMS_AMM_2 


 

 

 

APMCs Accountant –Responsible for auction management 



o Generation of auction reports for each mandi 




RIMMS_AMM_3 





RIMMS_AMM_4 

The module should provide access rights and privileges according to login ID 

and password. The rights and privileges allowed to that user should be as per 





RIMMS_AMM_5 




RIMMS_AMM_6 

RIMMS_AMM_7 






RIMMS_AMM_8 




System Access 

RIMMS_AMM_9 

The module should be accessible only for following roles and indicative 

privileges: 

 

 

 

APMCs Accountant user as per the user role specified by the DAM for 

conducting auctions at the Mandis 



Other Department Users 

o Generation of auction reports for each mandi 

Sales Recording 

RIMMS_AMM_10 

The module shall have facility to create and update master for commodity wise 

grades. 

RIMMS_AMM_11 

The module shall have facility to create and update master for commodity wise 

minimum support price. 

RIMMS_AMM_12 

The module should have facility to create and update master for the schedule 

rates on Brokerage and other incidental charges. These rates shall be 

applicable according to the commodity. 

RIMMS_AMM_13 

It should be mobile based application. The module should be compatible to use 

Wi-Fi and GPRS enabled hand held devices to capture the auction related data 

on real time basis. 

Sales Receipt 




RIMMS_AMM_14 

RIMMS_AMM_15 

RIMMS_AMM_16 

RIMMS_AMM_17 

RIMMS_AMM_18 

RIMMS_AMM_19 

RIMMS_AMM_20 


Every auction transaction should have Interlinking to entry gate pass. It should 

fetch details of farmer and commodity for corresponding entry gate pass number 

with auction lot and sales receipt. 

It should have facility for Sales Receipt generation. Further each sales receipt 

should have unique serial number across the 5 mandis. 

The sales receipt should capture the following details: 

Sale Receipt Number (unique across 5 mandis) 

Date of sale 

Time of sale 

Entry gate pass No 


Seller‟s details Broker/ commission agent name & code 

Government agency Detail (if buyer is Govt. Agency) 

Trader‟s Details (agency Details ) 

Commodity name/code 


Quantity Sold 

Price at which commodity is sold 

Mandi Fee Applicable (based on Commodity) 

Employee code of APMC employee 

Incidental Charges (loading+ Unloading+ weighing+ Cleaning) 

Brokerage Charges (as per Government Schedule) 

The module should have facility to record description of payments (like paid in 

cash, online transfer etc) made to the farmer against the sales proceed. 

The module should have ability to calculate mandi fee corresponding to auction 

done by the broker. 

The module should have provision to broadcast the commodity wise daily prices 

across the 5 Mandis on display boards. 

The module should have facility for registration of farmers‟ community, farmer as 

individual and business community, to get SMS alerts and other updates on 

price. 




RIMMS_AMM_21 

RIMMS_AMM_22 


The module should have provision to broadcast the commodity wise daily prices 

across the 5 mandis through SMS to the registered farmers and business 

communities. 

The module should have provision to store and display previous rates of 

commodities for the period as required by the mandis. 

Search Sales Slip 

RIMMS_AMM_23 

The module should allow central /online search feature for validation of sales 

receipt. The search should be allowed as per the following filters: 

 

 

 

 

 

 

Date Range 

Sale receipt number 

Mandi name & Issuing employee Name 

Commodity name & date range 

Entry gate pass number 

Broker name and code 

Niryat Prativedan: In case of Inter Mandi sale, where farmer sold his produce to one 

agent/trader/agency to avoid duplication of Mandi fee during second transaction, there is Government 

provision to issue a Niryat Prativedan Certificate. This certificate is being issued by the APMC Mandi 

officer on the request of Traders/ commission agent. 

RIMMS_AMM_24 

RIMMS_AMM_25 

RIMMS_AMM_26 

The module should have provision to generate and issue centralized Niryat 

Prativedan certificate. 

Every certificate should have interlinking with entry gate pass. 

The module should have workflow for issue of certificate, from taking agency 

request to the approval of certificate. The agent should be allowed to submit 

request through online system. The form should comprise of the following 

details: 

 

 

 

 

 

Request Date 

Consignor Details Broker/ commission agent who sell (Automatically 

Fetched) 

APMC Mandi from where it will be sent 

Consignee Details of Broker/ Commission Agent/ Traders to whom sold 

Details of APMC Mandi where it is to be sent 




RIMMS_AMM_27 

RIMMS_AMM_28 

RIMMS_AMM_29 

RIMMS_AMM_30 



Quantity Sold 

Price of Commodity 

Amount of Mandi Fee Paid 

Details of Mandi Fee paid (if any) 

It should have facility for Niryat Prativedan certificate generation, further each 

Niryat Prativedan certificate should have unique serial number across the 5 

mandis. 

The certificate should capture the following details: 

Certificate No 

Date & Time of Issue 


Consignor Details Broker/ commission agent who sell 

APMC Mandi from where it will be sent 

Consignee Details of Broker/ Commission Agent/ Traders to whom sold 

Details of mandi where it will be sent 

Quantity Sold 

Price of Commodity 


Amount of Mandi Fee 

Details of Mandi Fee paid (if any) 

Employee code of mandi employee in whose presence transaction is 

recorded 

The module should have provision to capture the mandi fees. 

The module should allow central/online search option for validation of Niryat 

Prativedan number. The search should be allowed as per the following filters: 

 

 

 

 

 

Date Range 

Certificate Number 

APMC Mandi & Issuing Authority 


Broker name and code 

Amanat Patti: In case, a farmer is not interested to sell, the produce on that date, then farmer can unload 





and deposit the produce to some commission agent. In such case it will not be treated as sale of produce, 

till the time it is sold by the agent with acceptance of farmer through auction or other mode. 

RIMMS_AMM_31 

RIMMS_AMM_32 

RIMMS_AMM_33 

RIMMS_AMM_34 

RIMMS_AMM_35 

RIMMS_AMM_36 

Registered users belonging to business community should be allowed to login. 

Every transaction should have interlinking to entry gate pass and record into the 

electronic amanat patti register. 

It should have facility for Amanat Slip generation. Each amanat slip should have 

a serial number which is unique across the 5 mandis. . 

The sale slip should capture the following details: 

Amanat slip Number 

Date of Deposit 



Broker/ commission agent 

Quantity deposited for Amanat 


Employee code of APMC employee in whose presence transaction is 

recorded. 

The module should generate automated SMS alerts to the farmers for auction or 

sale of produce deposited as amanat. 

The module should have provision to record the payment description made to 

the farmer towards sales proceed of amanat Patti. 

Interlinking with other Module 

RIMMS_AMM_37 

The module should have integration with below modules: 

 

 

 

Recording of Arrival / Exit Module 


Licensees database 

MIS Reports 

RIMMS_AMM_38 

The module should generate periodic auction MIS reports, mandi wise in line 

with the requirements of the Department. The module should be able to 





generate jurisdiction wise MIS reports related to application and applicants. The 

indicative reports are as under: 

 

 

 

 

 

 

 

 

 

 

Mandi Wise Auction Details 

Agent Wise Auction Details 

Inter Mandi Transaction with Niryat Prativedan 

Direct purchase by Agencies 

Purchase by Government Agencies 

Sale by Agents/Traders 

Stock lying with each Trader/agent 

Mandi Wise sales summary 

Day wise average Market price for a particular commodity 

Grade wise market price of a commodity 

7.1.3 Mandi Fee Management Module 

The Mandi Fee Management Module is required for collection and monitoring of APMC wise market fees 

in correlation with actual arrivals of agricultural produce. The indicative functionalities are as under: 




System Login 

RIMMS_MFM_1 

RIMMS_MFM_2 


 

 

 

 

Director- Responsible for defining the mandi fees 

APMCs Accountant –Responsible for auction management 



o Generation of MIS reports for each mandi 




RIMMS_MFM_3 








RIMMS_MFM_4 





RIMMS_MFM_5 



RIMMS_MFM_6 

RIMMS_MFM_7 






RIMMS_MFM_8 




Access Right 

RIMMS_MFM_9 

The module should be accessible only for following roles and indicative 

privileges: 

 

 

 

 

Director for defining the applicable mandi fees rates 

APMCs Accountant user as per the user role specified by the DAM for 

conducting auctions at the mandis 



Other Department Users 

o Generation of MIS reports for each mandi 

Fee calculation 

RIMMS_MFM_10 

The module should have feature to define the mandi fees and other government 

fees applicable to corresponding commodities. 

RIMMS_MFM_11 

The module should have feature to define the allowed brokerage charges and 

other incidental charges with respect to corresponding commodities. 

RIMMS_MFM_12 

The module should have ability to calculate mandi fee due from the broker, 

corresponding to the quantity of commodity auctioned by the broker/trader. 

Fee Payment 




RIMMS_MFM_13 

RIMMS_MFM_14 


The module should allow capturing the payment details of mandi fee through 

any mode like cash/ DD/Cheque or online system. After payment of mandi fees, 

module should generate unique payment receipt number across the mandis. 

The module should allow the business community like agents brokers/traders to 

pay their respective Mandi fee / other government fee through an online 

payment gateway. 

Fee Collection 

RIMMS_MFM_15 

RIMMS_MFM_16 

The module should have provision to manage the workflow for recovery and 

collection of mandi fees. It should have feature to define the authority and 

corresponding action points for respective recovery of mandi fees. 

The module should allow the agent/ brokers and traders to see their respective 

dues and payment history. 

Interlinking with other Module 

RIMMS_MFM_17 

The module should have integration with the below: 

 

 

 

Recording of Entry / Exit module 

Auction management Module 

Licensee Database 

MIS Reports 

RIMMS_MFM_18 

The module should generate following MIS reports with regards to mandi fees: 

 

 

 

The module should provide the details of outstanding market fees 

The module should generate the list of defaulters who have not paid 

their market fees and other charges within a stipulated period as 

specified by APMC 

The module should provide report of actual of the expected market fee 

realizable and the actual fee realized. 

Search 

RIMMS_MFM_19 

The system should provide search facility to validate Mandi fee receipts. The 

search should be allowed through following parameters: 

 

 

Receipt number 

Date of payment 





 

Agency name 

7.1.4 Scheme Management for Rajiv Gandhi Krishak Saathi Yojana 

Department of Agricultural Marketing has introduced a scheme “Rajiv Gandhi Krishak Sathi Yojana” in the 

state to provide financial assistance to the farmers/labourers, who meet with an accident while engaged 

in farming, or related activities. Financial assistance is provided under this scheme. The application is 

received at mandi level only and further processing of claim is being taken care by the APMC. A web 

base system is required with following functionalities. 



Scheme Management for Rajiv Gandhi Krishak Saathi Yojana 

System Login 

RIMMS_SMM_1 

RIMMS_SMM_2 

The module shall be accessible to the Departmental and public users. 

Director 

Officer In Charge 

APMC officer 

Public User 

Registered User 

Applicants 




RIMMS_SMM_3 





RIMMS_SMM_4 




RIMMS_SMM_5 



RIMMS_SMM_6 





RIMMS_SMM_7 

RIMMS_SMM_8 









Access Login 

RIMMS_SMM_9 


Eligibility Criteria under scheme 

 

 

 

 

Director – For providing final decision (approval / rejection) on granting 

of scheme benefits to the applicant 

Officer In Charge: Overall monitoring of scheme process 

APMC officer: 

o To Track mandi wise status of submitted applications as 

authorized by DAM. 

o Responsible for providing status updates and providing 

response to clarifications initiated by DAM 

Public User / Registered User / Applicants 

o Uploading documents related to the scheme 

o To view and download final findings related to the scheme 

o To track status of submitted complaints. 

RIMMS_SMM_10 

The module should provide an option to download the information on the 

scheme. It should comprise of the following details: 

Scheme name 

Funded By 

State & centre ratio if any 

Beneficiary category 

Benefit Type (Card/Amount) 

Benefit amount 

Eligibility criteria 

Application process 





Application Process 

RIMMS_SMM_11 

The module should provide electronic form for registration of the farmer. It shall 

be able to capture details like: 

Name 

DoB 

Contact Details 

Bank Account Details 

Email id 

Phone Number 

Etc. (to be finalized in discussion with the Department) 

RIMMS_SMM_12 

RIMMS_SMM_13 

RIMMS_SMM_14 

For inspection, sanction and Grant, the fields to be captured will be as per 

formats defined and finalized in consultation with the Department. 

The module should be able to define the complete workflow required for 

application process. It should capture the steps / business rules and digital 

signatures required and further role based action required from application 

registration to final disbursement of grant. 

The module should provide facility to update business rules for application 

processing, as and when new departmental guidelines are applicable. 

Interlinking with other module 

RIMMS_SMM_15 

The module should be interlinked with other modules like scheme allocation & 

monitoring, beneficiary lists etc 

Application Form 

RIMMS_SMM_16 

RIMMS_SMM_17 

RIMMS_SMM_18 

Application form should be in XML embedded format. 

This form should have inbuilt validation check for fields, with respect to data 

type, date range, date format etc. 

The module should have feature to publish downloadable links on web portal 

along with detail information on the scheme and approval process. 

e-Registration and e-Application Submission 

RIMMS_SMM_19 

 

Others 




RIMMS_SMM_20 

RIMMS_SMM_21 

RIMMS_SMM_22 

RIMMS_SMM_23 


The module should be able to facilitate dissemination of information about the 

scheme to stakeholders such as registered users and employees through 

preferred medium like SMS and web portal. 

The module should define workflow for the processing at office level and it 

should automatically publish the status on web site till the final decision on 

claim. 

The module should have feature to configure criteria to measure the efficiency 

and effectiveness of the scheme. 

The module should have facility to capture payment details of claim like paid in 

cash /online transfer to farmer‟s account etc. 

MIS Report 

RIMMS_SMM_24 

The module should generate the MIS reports as per the requirement of APMC. 

Indicative list of reports are as under: 

 

 

 

 

 

 

Applications Received 

Applications rejected 

Sanctioned cases 

Applications forwarded to HO for approval 

Grant Paid to Applicants 

At any given time, the list of beneficiaries 

7.1.5 License Allotment and Management Module 

This module pertains to issuance of licenses for establishment of private consumer market yards and subyards, 

direct purchase licenses and licenses for various market functionaries. 



License allotment to agents: This module pertains to issuance of license for traders/ commission agent/ 

brokers/ labourers as well as labourers‟ (Performing loading, unloading, cleaning, weighting etc. activities) 

within APMC notified area. The indicative functionalities of the module are discussed as under. 

System Login 

RIMMS_LMM_1 


 

Director 




RIMMS_LMM_2 


Officer In Charge 

APMC officer 

Public User 


Applicants 

The module should allow authorized users to access various functions, 

forms, screens, sub modules, information etc. as per the authorizations 

and user roles permissible as per guidelines and policies of the 

Department. 

RIMMS_LMM_3 

The module should have a provision for creating unique login ID for users 

on provision of certain mandatory details such as Name, Department, 

Employee code, Designation, Location, Office Address, Residential 

Address, Contact Details, Email id etc. as finalized in discussions with the 

Department. 

RIMMS_LMM_4 

The module should provide access rights and privileges according to 

login ID and password. The rights and privileges allowed to that user 

should be as per Department guidelines and policies. 

RIMMS_LMM_5 


password to the users registered email ID, in case one forgets his 

password. 

RIMMS_LMM_6 

The module must prompt the user to change the password on the first 

login. 

RIMMS_LMM_7 

The module shall as a part of registration establish challenge and 

responses mechanisms for session validation for future online sessions. 

Details such as a username and password, challenge question and 

response answer should be asked if login details are forgotten etc. 

RIMMS_LMM_8 

The module shall apply spam control measures like „captcha‟ images 

during registration to avoid spurious details being automatically submitted 

and ensure that data is not submitted by non-humans. 

Access Login 

RIMMS_LMM_9 


 

Director – For providing final decision (approval / rejection) on 






 

 

 

license allotment to the applicant 

Officer In Charge: Overall monitoring of license allotment process 

APMC officer: 

o To Track mandi wise status of submitted applications as 

authorized by DAM. 

o Responsible for providing status updates and providing 

response to clarifications initiated by DAM 

Public User / Registered User / Applicants 

o Uploading documents related to the license allotment 

o To view and download final findings related to the 

allotment 

o To track status of submitted complaints. 

RIMMS_LMM_10 

RIMMS_LMM_11 

RIMMS_LMM_12 

The module should provide online application form for issue of licenses 

to: 

Direct purchase/ single license/ Trader/commission agent /joint 

license 

Warehousing agencies 

Brokers 

Labourers 

The module should have facility to create master for application fees 

corresponding to the various categories of licenses. 

The module should provide an option to download the information on the 

license allotment. It should comprise of the following details: 

Eligibility criteria 

category of License allotments 

RIMMS_LMM_13 

RIMMS_LMM_14 

RIMMS_LMM_15 

Allotment process 

Downloadable version of Application form should be in XML embedded 

format. 

This form should have inbuilt validation checks for fields, data types, date 

range, date format etc. 

The module should have feature to publish downloadable link on web 

portal along with detailed information about allotments and procedure for 





approval. 

Eligibility Criteria 

RIMMS_LMM_16 

RIMMS_LMM_17 

The module should provide feature to capture detailed eligibility criteria of 

the agents. 

The module should provide feature to list out supporting documents 

needed to be attached along with application forms under each category. 


RIMMS_LMM_18 

RIMMS_LMM_19 

The module should be able to define the complete workflow required for 

application process. It should capture the steps / business rules and 

digital signatures required and further role based action required from 

application registration to final grant of licenses. 

The module should provide facility to update business rules for 

application processing, as and when new departmental guidelines are 

applicable. 

Integration with other module 

RIMMS_LMM_20 

The module should be integrated with other modules like license 

suspension and monitoring etc. 


RIMMS_LMM_21 

 

Others 

RIMMS_LMM_22 

RIMMS_LMM_23 

RIMMS_LMM_24 

RIMMS_LMM_25 

The module shall be able to facilitate dissemination of information about 

the allotment to stakeholders such as registered users, agents and 

employees through SMS and through the online web application. 

The module should have integration with SMS gateway. 

The module shall allow authorized users to access the details of the past 

/ present allotments. 

The module should have integration with payment gateway and should 

provide online facility for payment of application fees. 




RIMMS_LMM_26 

RIMMS_LMM_27 

RIMMS_LMM_28 

RIMMS_LMM_29 

RIMMS_LMM_30 

RIMMS_LMM_31 

RIMMS_LMM_32 

RIMMS_LMM_33 


The module should provide interface for office user to accept and record 

application fee payment description. The module should generate unique 

receipt number for all such type of receipts. 

The module should provide workflow for the processing at office level and 

it should automatically publish the status on web site till the final decision 

on allotment. 

The module should provide online facility for applicants to track the status 

of application online and through departmental website. 

The module should provide interface to record the existing list of licensed 

agents along with their details as required by the department. 

The module should have feature to allow printing of approved licenses to 

the applicants post approval. 

The module should provide license renewal work flow as per business 

rule of DAM. 

The module should have feature to record the status of any disciplinary 

action/ suspension of license etc. 

The module should capture information about the number of licenses 

issued with date and other details in a specified period of time within all 

categories for each market committee and district. 

Search 

RIMMS_LMM_34 

The module should provide search option to validate licenses. The search 

option should be enabled as per the following filters: 

 

 

 

 

License number 

Licensee name & APMC name 

License issue date 

License category 

MIS Reports 

RIMMS_LMM_35 

The module should generate the MIS reports as per the requirement of 

APMC. Indicative list of reports are as under: 

 

Number of License applications received 





 

 

 

 

 

 

Number of License applications rejected 

Number of licenses allotted 


At any given time, the list of licensees 

List of licensees under suspension 

Past record of Licensees 

License for Yard & Sub Yard: This module pertains to issuance of license for establishment of private 

consumer market yards and sub-yards and direct purchase license. 


RIMMS_LMM_36 

RIMMS_LMM_37 

RIMMS_LMM_38 

RIMMS_LMM_39 

The application form should be accessible through web portal to HO 

users and registered public users. 

The module should have feature to create master categories and sub 

categories of licenses. 

The module should provide interface to record the existing licenses with 

their details and supporting documents. 

The module should allow the applicants to online submit the supporting 

documents related to the application. 

RIMMS_LMM_40 The module should provide unique application number across the 5 

mandis. 

RIMMS_LMM_41 

The module should have feature to validate the check list of documents 

and application fee for license application. 

Integration 

RIMMS_LMM_42 

RIMMS_LMM_43 

The module should have integration with SMS gateway. 

The module should have the feature to generate unique registration 

number and SMS updates on the progress. 


RIMMS_LMM_44 

The module should have feature to define complete work flow required at 

various stages of the approval process for licenses. It should capture the 

steps / business rules and digital signatures required and further role 





based action required from application registration to final grant of 

licenses. 

RIMMS_LMM_45 

RIMMS_LMM_46 

RIMMS_LMM_47 

RIMMS_LMM_48 

The module should capture audit trail about action taken in all the 

applications. 

The module should have feature to capture information about the action 

taken against any licensee in respect of rule violation. 

The module should capture the details of the sale transactions executed 

via the licensee and his performance in past. 

The module should provide facility to office user for collection of payment 

against application fee at cash counter and generate online receipt 

against payment. 

MIS Reports 

RIMMS_LMM_49 

The module should generate the MIS reports as per the requirement of 

APMC. Indicative list of reports are as under: 

 

 

 

 

 

 

Number of License applications received 

Number of License applications rejected 

Number of licenses allotted 


At any given time, the list of licensees 

List of licensees under suspension 

7.1.6 Other Functional and Non-Functional Requirements 

Dashboard 

Requirement 

Id 

REQ_GEN_1 

REQ_GEN_2 

REQ_GEN_3 


The system should provide digital dash board for each user 

Dashboard should be designed in accordance to user role assign to the user 

The system should allow the user to personalize dashboard menu option 



Requirement 


Id 

REQ_GEN_4 

Each user of DAM (Department user or Applicant/Registered User) should have a 

customized dashboard view on logging into Solution. Key sections should include 

REQ_GEN_5 

Activities pending 

Activities assigned 

Key MIS 

Email 

SMS 

Notifications 

Link to allowable modules/activities for particular User etc. 

The interface shall give flexibility to toggle between graphical and tabular view and tile 

different windows in the same interface. 

REQ_GEN_6 

The system should provide feature to change colour scheme, skin of screen, font and 

language 

Integration with Payment Gateway, SMS and Email Solution 

Requirement 


Id 

REQ_GEN_7 

Wherever required, modules of DAM (Department user or Applicant/Registered User) 

should have integration with a Payment Gateway for electronic transfer of funds. 

REQ_GEN_8 


should have integration with a SMS solution for SMS based communication to 

users/applicants. 

REQ_GEN_9 


should have integration with an email solution email based communication to 

users/applicants. 

Web Portal 

SI shall be required to develop a web portal for DAM which shall be user friendly, informative, interactive 

and easily accessible. It should have following sections (indicative): 

 

 

Overview about the DAM 

Brief statistics about the Department 



Administrative setup of the DAM 

Access to various literature related to rules and regulations 

Feedback centre 

Contact us 

News section 

Notification section 

Access for users to register themselves and file online complaint 

Link for DAM users to access various modules of RIMMS 

Link for administrators for various modules/components of RIMMS including components for 

security, database, user administration etc. 

Information related to Rights to Information Act that may be required to be made public 

Information about various acts and sections relevant to DAM related services 

Citizen charter 

MIS reports for citizens, Department users and identified stakeholders. 

The Web portal will have bilingual interface (English and Hindi) for common public, farmers and business 

communities and government officials working at DAM HQ, DAM regional offices and APMC offices. 

Requirement 

Id 


Access 

REQ_GEN_10 

The web portal should be accessible to 

Office user at head office 

Office staff at Regional offices 

Office users at APMCs 

Public user with view option 

Registered User :- Applicants 

Web Content Management 

REQ_GEN_11 

REQ_GEN_12 

The web portal should allow creating site navigation index through a dynamic menu 

option. 

The Web Content Management System (WCMS) should provide facility to create meta 

tag search of each web page. 

Language 

REQ_GEN_13 

The web portal should allow bilingual option i.e. Hindi and English. 

Web Page Search 



Requirement 

Id 

REQ_GEN_14 

REQ_GEN_15 


The web portal should provide meta tag basis search option. 

The search result should show path of the web page with brief description of the page. 

News Section 

REQ_GEN_16 

REQ_GEN_17 

The web portal should provide news section for publication of Department news, office 

circular, Daily mandis rates etc. 

The web portal should provide facility to attach image related to news. 

Event Calendar 

REQ_GEN_18 

REQ_GEN_19 

The web portal should provide facility to upload event details being organized by the 

Department. 

The event should comprise of minimum following details: 

Event Name 

Event Type 

Date of event 

Start time- End Time 

Event description 

Reported by 

Detail event program schedule 

Event organized by 

Target group 

Registration process 

REQ_GEN_20 

REQ_GEN_21 

REQ_GEN_22 

Fee if any 

The web portal should provide facility to attach image related to event. 

The web portal should provide facility to search event with key word. 

The web portal should provide facility for online registration for event. This facility should 

be allowed to the registered user only. 

Others 



Requirement 

Id 

REQ_GEN_23 


The web portal shall provide compatible interfaces, metadata and indexing support for 

exchange of electronic documents with Scanner APIs, digital imaging Programs etc. 

REQ_GEN_24 All forms shall be created on standard A4 paper (as defined by standard ISO 216: 2007). 

REQ_GEN_25 

REQ_GEN_26 

REQ_GEN_27 

REQ_GEN_28 

REQ_GEN_29 

REQ_GEN_30 

REQ_GEN_31 

All forms shall be accompanied by a well-written set of instructions - in English and Hindi 

- on how to fill up the form and the mode of submission. 

The web portal should have provision to display the date and time of last login when the 

user logs in. 

The web portal should have provision to ensure virus check for all files that are uploaded 

in the system e.g. detect malicious executables. 

Once authenticated through challenge and response questions, web portal should have 

provision to send the new password to the email id of the user within a time period of 5 

minutes. 

For all kinds of online forms, web portal shall allow downloading of an electronic form and 

uploading of the filled-in form at a later stage. 

The web portal shall provide consistent look & feel to the users and the standards defined 

for content, structure and presentation of the portal shall be applied and followed 

throughout the portal. 

The web portal shall provide Metadata directories or indexes of data related to the data 

available within the application to facilitate search. 


REQ_GEN_32 

REQ_GEN_33 

REQ_GEN_34 

The Web portal would be accessed by Citizens (Internet) and all the Users (Intranet) of 

the Department and various other entities related to Department through a Secured Login 

process. 

The web portal shall have feature of session validation for online sessions. Details such 

as username and password, challenge question and response answer should be asked if 

login details are forgotten etc. 

The web portal shall have feature to apply spam control measures like „captcha‟ images 

during registration to avoid spurious details being automatically submitted and ensure 



Requirement 

Id 



REQ_GEN_35 

REQ_GEN_36 

REQ_GEN_37 

REQ_GEN_38 

REQ_GEN_39 

The web portal shall have provision to require entries from the user for certain important 

information items entered twice. For example email id needs to be captured correctly if 

email is the preferred mode of communication. 

The web portal shall have provision to adequately aid the user in the form of online 

tutorials, "How Tos", FAQs, etc that can be used on their own to familiarize themselves 

with keying-in the registration data and the registration process. 

The web portal shall provide the ability to provide all the forms of the Department relevant 

to Department‟s consideration for computerization in electronic form, accessible over 

Internet/ Intranet. 

The web portal shall have the provision to provide relevant information about various 

licenses and scheme. 

The web portal shall provide user defined access to the modules for: 


Applicant 

Office User 

REQ_GEN_40 

REQ_GEN_41 

Others( to be finalized in discussion with the Department) 

The registered users should be allowed to access the portal through a secured internet 

user name and password. They should be further allowed to search the historical data on 

mandi prices as per the policy of department. 

The web portal should have the ability to provide electronic form for submitting the 

application in following modes for scheme / licenses: 

Registered user may download form, fill the form in off line mode and then upload the 

application form through their respective account. 

Registered user chooses to fill online application form wherein user should be allowed 

to fill the application form in online mode and submit. 

REQ_GEN_42 

Office user may fill application on behalf of applicant and capture the details. 

The web portal must support uploading of scanned supporting documents. There must be 

a check for ensuring the upload of all mandatory documents. 



Requirement 

Id 

REQ_GEN_43 

REQ_GEN_44 

REQ_GEN_45 

REQ_GEN_46 

REQ_GEN_47 


The web portal should perform data validation checks on the input such as data formats, 

completeness of the form in terms of mandatory fields, checking for file type and size of 

files uploaded, etc. In case of any validation failure, the web portal should display an 

appropriate error message. 

The web portal shall provide validation for file types and should include only permissible 

formats such as .pdf, .doc and .rtf. It should not allow .exe‟s. 

The web portal shall have the ability to save form in draft mode before final submission. 

The web portal should allow the applicant to add/ modify details in the draft version. 

The web portal shall have the ability for periodic automatic saving of the data entered by 

the applicant during a live session and should make the data available to applicant as 

intermediate save even after expiry of session. 

The web portal shall have appropriate restrictions on various modes e.g. Draft, 

Submitted, Processed, Held etc. 

REQ_GEN_48 The web portal shall have appropriate data commitment to relevant 

application/beneficiary/scheme management database. 

REQ_GEN_49 

REQ_GEN_50 

REQ_GEN_51 

REQ_GEN_52 

REQ_GEN_53 

REQ_GEN_54 

The web portal shall have the feature to authenticate the external users through login 

credentials prior to providing access to update the record. 

The web portal shall have the ability to resubmit revised documents, however previous 

versions shall not be deleted but suitably archived as per relevant cases or re submission 

etc. 

The web portal shall have the ability to generate unique reference number for application 

submitted, which shall flash on the screen for future reference and tracking of the 

application. (Application number) 

The web portal shall have the ability to save and print acknowledgement number. 

The web portal shall have the ability to send auto email confirmation to the registered 

email id of the applicant at various stages of the application cycle as agreed with the 

Department. 

The web portal shall have the ability to send auto SMS confirmation to the registered 

mobile number of the applicant at various stages of the application cycle as agreed with 



Requirement 

Id 


the Department. 

REQ_GEN_55 

REQ_GEN_56 

The web portal shall have the feature to track the status of the application. 

The web portal shall have the ability to commit the application through configured 

workflow for approval and communicating necessary alerts and messages through email 

and SMS, only after validating that required information has been provided by the 

applicant. Otherwise will flash appropriate messages/reminder SMS/reminder email to 

the applicant. The web portal shall have the ability to automatically reflect information on 

the dash board of designated authority as per the business rule applicable for respective 

scheme and license allotments. The web portal shall have the ability to allow the 

designated authority to forward the application to next level authority for inspection and 

verification. This should be allowed as per business rule applicable for respective scheme 

and also for license allotments. 

(Typically any application goes through following key steps 

Application Submission as per eligibility criteria 

Attaching suitable documents 

Inspection by Inspection Authority which may or may not be physical depending on 

scheme / license allotments and submission of inspection report 

Sanctioning of the application request 

Receiving a payment description 

REQ_GEN_57 

REQ_GEN_58 

REQ_GEN_59 

Making / Receiving payments 

The web portal should allow the user to provide bank details for online payments in case 

of scheme and to pay online incase of license allotments. 

The web portal shall have the feature of cancellation of any transaction. This has to be in 

line with the policies of the Department at any point in time. However all audit logs shall 

be maintained. 

The web portal shall provide search facility to search any application with following 

indicators (indicative list) 

Search by name 

Search by application number 



Requirement 

Id 


Search by date of application submission 

Date by district and block 

Search by category of applicants 

Search by scheme 

The web portal shall have the ability to show search result according to the authorization 

of the user role and jurisdiction e.g. the user of district A should not be allowed to see 

details of applicant belongs to district B. 

REQ_GEN_60 

REQ_GEN_61 

The web portal shall have the ability to maintain audit trail for note sheet and activities 

related to approval. The system shall maintain audit trail on events of complaint along 

with date, user name, remarks on note sheet etc. 

The web portal shall have the ability to generate change logs with details like name of the 

user making the changes, timestamp of transaction, etc, in case any change is made to 

the registration record. 

7.1.7 Other Requirements 

Requirement 

Id 


System Wide Functionalities 

REQ_OT_1 

Consistent, globally unique naming and addressing scheme for data made centrally 

and automatically. 

REQ_OT_2 

Centralized application and components. 

REQ_OT_3 

REQ_OT_4 

REQ_OT_5 

Application shall be modular in design and shall be designed using modular and 

reusable programming techniques for ease of maintenance. 

For any hardware and software purchased in order to facilitate Application, quality 

assurance requirements must be adhered to. 

Application shall have the capability to ensure that management of data is defined 



Requirement 

Id 


independently of the processes that create or use that data. 

REQ_OT_6 

REQ_OT_7 

REQ_OT_8 

REQ_OT_9 

REQ_OT_10 

REQ_OT_11 

REQ_OT_12 

REQ_OT_13 

REQ_OT_14 

REQ_OT_15 

REQ_OT_16 

Application shall have the capability to format output to support HTML, XML, text and 

any other format required for data exchange/integration with various entities involved 

in the process. 

The architecture shall be expandable. This requires that the application architecture 

should include interfaces that will permit easy insertion of additional capabilities as 

required (e.g., replacing an Relational Database Management System (RDBMS) with 

an RDBMS with object oriented extensions, adding new report formats, statistical 

algorithms etc.) 

The architecture shall be operationally robust. This requires that the system 

architecture should: - include standard error handling modules permitting the system to 

degrade "gracefully" in the presence of failures, ensure that functional allocation to 

architectural elements does not introduce unacceptable delay or introduction of human 

error, support end-to-end system performance analysis. 

Application shall be designed to permit the easy insertion of new modules and new 

enhancements. 

Application shall have the capability to complete all requests (e.g., store, retrieve, 

update, etc.) without any data loss. 

Application shall have a system of record for legal purposes and shall maintain an 

audit file in chronological sequence of each transaction and all corresponding 

corrections made during the transaction by clients or their facilitators. 

Distributed elements shall operate as a single integrated and cohesive information 

system. 

System shall have the capability to organize and store all data for aggregation and 

analysis. 

System shall be able to add new storage devices, if required, to serve archiving needs. 

Application shall accommodate usage growth with minimal disruptions. 

Application shall be designed to accommodate growth in data rates and volumes for 

communications and networks. 



Requirement 

Id 

REQ_OT_17 

REQ_OT_18 

REQ_OT_19 

REQ_OT_20 

REQ_OT_21 

REQ_OT_22 


Application shall have the capability to define and modify Client‟s access privileges. 

Application shall have the capability to remotely maintain and upgrade the system. 

Application shall use open systems, standard-based architecture to meet functional 

requirements and to inter-operate with existing information systems. 

Application may be built from a combination of both unique and Commercial Off-The- 

Shelf (COTS) service capabilities if required. 

Application shall facilitate the development of applications; application platform‟s 

enabling services shall consist of well-defined Applications Program Interface (API). 

A standards-based operating system shall be selected, which will provide formally 

defined APIs for application program access. 

System Management Requirements 

REQ_OT_23 

REQ_OT_24 

REQ_OT_25 

REQ_OT_26 

REQ_OT_27 

REQ_OT_28 

REQ_OT_29 

REQ_OT_30 

REQ_OT_31 

System shall incorporate management capability, which shall include: Configuration 

Management, Testing & Validation, Fault Detection, Fault Isolation, Fault Recovery, 

Data collection, Data Analysis. 

System shall provide end-to-end performance monitoring and control. 

System shall maintain knowledge of current operational status of all elements. 

Necessary configuration control procedures shall be instituted to ensure a complete 

understanding of system and configuration. 

System shall provide the capability to manage system operations, administration, 

archiving, and security functions. 

System shall support end-to-end system fault isolation of all provided services, 

including the capability to identify a failing node, element, and/or service, to the level 

necessary to correct the fault. 

System shall provide capability to manage fault isolation functions. 

System shall provide data quality determination and analysis, error correction, 

recovery processing, and related quality control procedures and processes. 

System shall provide for support of coordinated management of elements distributed 



Requirement 

Id 


between different premises. 

REQ_OT_32 

Application shall permit inclusion of new or modified requirements during the life of 

application with appropriate established change control procedures. 

Operational Requirements 

REQ_OT_33 

REQ_OT_34 

REQ_OT_35 

REQ_OT_36 

REQ_OT_37 

REQ_OT_38 

REQ_OT_39 

REQ_OT_40 

REQ_OT_41 

REQ_OT_42 

REQ_OT_43 

REQ_OT_44 

REQ_OT_45 

Application shall support 24 hours per day, 7 days per week on a continuous basis. 

User training shall be provided to authorized users to permit full use of application. 

Application shall perform its operations in accordance with applicable policies and 

procedures. 

Data inputs to the application shall be validated prior to being processed. 

Input data shall be validated for out of range values. 

Input data shall be validated for missing or incomplete data. 

Input data shall be validated for unauthorized or inconsistent control data. 

Input data shall be validated for values or volumes that are exceptional to the norm. 

Invalid input data shall be rejected and security incident shall be initiated 

Integrity checks functionality on any data generated by the system shall be provided. 

Reasonableness check functionality on the volume and values of data output shall be 

provided. 

Functionality necessary for scheduling of Application to certain days, dates or time of 

day, shall be provided. 

Functionality necessary for 'roll back' or recovery routines if applicable fails to operate 

as planned shall be provided. 

Human Engineering Requirements 

REQ_OT_46 

REQ_OT_47 

System shall provide a menu driven screen interface permitting a properly trained user 

to navigate easily through the different functions of the system. 

System shall provide users with access to information management services at their 

premises. 



Requirement 

Id 

REQ_OT_48 


The user interface shall be tailored to functions, which are authorized for the user. 

Back Up Requirements 

REQ_OT_49 

Back-up copies of data shall be taken at a mutually agreed upon frequency to be 

consistent with the ability to recover cost effectively from any loss or corruption. 

Logs 

REQ_OT_50 

The following operations shall be logged by means of automatic (machine generated) 

logs: 

Logs shall include process start and finish times. 

REQ_OT_51 

REQ_OT_52 

REQ_OT_53 

REQ_OT_54 

REQ_OT_55 

REQ_OT_56 

REQ_OT_57 

REQ_OT_58 

REQ_OT_59 

REQ_OT_60 

REQ_OT_61 

Logs shall include Application faults, errors and recovery processes. 

Logs shall include the use of any privileged passwords. 

Logs shall include the use of any privileged utilities. 

Logs shall include automatically generated data necessary to assess the application 

performance. 

The frequency of logs generation shall be mutually agreed upon, in order to be 

consistent with the ability to trace appropriate actions of the application. 

Logs shall include all log-ons and log-outs as well as all attempts (whether successful 

or not) to log-on. 

Logs shall have appropriate mutually agreed upon retention period. 

The log generating software shall prohibit amendment of log details and disabling of 

the recording of events. 

The log generating software shall include review of log-on patterns to determine 

potentially abnormal system use. 

Files of logged events shall be protected from amendment or deletion. 

Logging process shall always be enabled except when explicitly disabled by a 

supervisor role. Controls shall be in place to prevent the logging process from being 

disabled. 

Security Requirements 



Requirement 

Id 

REQ_OT_62 

REQ_OT_63 

REQ_OT_64 

REQ_OT_65 

REQ_OT_66 

REQ_OT_67 

REQ_OT_68 

REQ_OT_69 

REQ_OT_70 

REQ_OT_71 

REQ_OT_72 


Application shall prevent unauthorized users from accessing the system. 

Application shall make data available to the authorized users in an expedient and 

secure environment. 

Application shall provide access monitoring to compile and report security violations 

and attempted security violations. 

Application shall have the thorough capability to a log record of an unauthorized 

attempt. 

Application shall provide physical and remote access control to Application systems. 

Application shall evaluate the following security measures such as encryption and 

firewalls, which shall provide a model for the Application design. 

Application shall implement controls to ensure the privacy of information, individuals, 

and corporations are not compromised. 

Application shall use audit controls, electronic signatures, data encryption and other 

methods to assure the authenticity of transaction and other relevant data. 

Application database management security services shall include access control (e.g., 

Discretionary Access Control (DAC), Mandatory Access Control (MAC), contentdependent 

and context dependent access control), individual user identification and 

authentication (I&A), data confidentiality, data integrity (e.g., entity integrity, referential 

integrity, and label integrity), security audit, object reuse, availability of service and 

data, and other security services. 

Application shall implement controls to ensure the authenticity of data is preserved. 

Application shall comply with the Application Security Plan and security guidelines of 

each of the stakeholder involved. 

REQ_OT_73 Application shall adhere to guidelines for physical, personnel, computer, 

communications, and internal data security. 

REQ_OT_74 

Application shall be foreseen of user registration system allowing distinguishing 

different user roles, authorization of users etc. 



Requirement 

Id 

REQ_OT_75 

REQ_OT_76 

REQ_OT_77 

REQ_OT_78 

REQ_OT_79 

REQ_OT_80 

REQ_OT_81 

REQ_OT_82 

REQ_OT_83 

REQ_OT_84 

REQ_OT_85 

REQ_OT_86 

REQ_OT_87 

REQ_OT_88 


Application shall be foreseen with an access control policy functionality allowing 

access of users in different roles to different functionalities of application. At least the 

following roles shall be introduced for Application: Supervisor, Operator, System 

support, User etc 

Only registered users shall be allowed to log-in to the application. 

Registered users shall be allowed to log-on only to those Application functions which 

they are authorized to access and use. 

Registration of users in their respective roles shall be valid only for a limited period of 

time, where after their authorization shall be re-confirmed and prolonged. 

The logon processes shall display only the minimum amount of information to assist 

users. 

The logon processes shall prohibit the display of help screens. 

The logon processes shall minimize the opportunities for unauthorized connections to 

Application. 

The logon process shall deny access if either the username or password is invalid 

without identifying the specific erroneous element. 

The logon process shall allow only a fixed number of logon attempts before disabling 

the terminal. 

If access is denied following repeated unsuccessful logon attempts, this shall be 

treated by the application as a security incident and handled accordingly. 

The logoff procedure shall clear any screen displays prior to terminating the 

application. 

Application shall disallow simultaneous logon by the same user. 

Passwords to log-on to Application (and additional access control devices) shall have 

at least the length of TBD (to be defined) characters. The password management 

system shall require the enforcement of a minimum password length. 

The password management system shall require the use of quality (i.e. difficult to 

guess) passwords. 



Requirement 

Id 

REQ_OT_89 

REQ_OT_90 

REQ_OT_91 

REQ_OT_92 


The password management system shall require the enforcement of a password 

change after a TBD period. 

The password management system shall include non-display of the password when 

being entered. 

The password management system shall require the storage of passwords in 

encrypted form. 

Application shall treat the following events as security incidents: unsuccessful log-on, 

intrusion detection, malfunctioning of encryption facility. 

Legal and Regulatory Requirements 

REQ_OT_93 

REQ_OT_94 

Application shall provide flexibility to easily modify the system to handle changes in 

trade laws, regulations, and license requirements. 

Application shall have the capability to search and analyze payment transactions for 

enforcement purposes. 

Interface Requirements 

REQ_OT_95 

Seamless integration / interfacing with existing/proposed applications. 

Testing Requirements 

REQ_OT_96 

REQ_OT_97 

REQ_OT_98 

REQ_OT_99 

REQ_OT_100 

Standard procedures shall be established to test compliance and conformance of 

equipment, to be used to facilitate standards and to certify interoperability and 

portability of information systems coupled to applications. 

All corrections to address discrepancies shall be validated through formal regression 

test before insertion into the operational systems. 

Application shall support the revalidation of performance capabilities whenever an 

element(s) upgrade/enhancement is made, which may cause a change in 

performance. 

Application shall support operations and testing concurrently. 

Application shall provide tools and metrics to support testing, system performance 

monitoring, fault isolation, verification and validation of the end-to-end system. 



Requirement 

Id 


Common Technical Requirements 

REQ_OT_101 

REQ_OT_102 

The system shall have ability to customize user menus and screens based on user 

access authority. 

The system shall be able to archive transactional database records to prevent long 

term speed concerns. The solution must also feature functionality for efficient retrieval 

of archived data. 

Audit Trail 

The system shall be able to automatically record an audit trail of events under the 

control of the system, storing information about: 

Action which is being carried out 

The object(s) to which the action is being applied 

The user carrying out the action 

REQ_OT_103 

REQ_OT_104 

REQ_OT_105 

REQ_OT_106 

REQ_OT_107 

The date and time of the event 

The system shall track and record information about events in the audit trail without 

manual intervention, once the audit trail facility has been activated. 

The system shall ensure that audit trail data cannot be modified, or any part of the data 

be deleted by any user, including an administrator. 

The system allows the extent of audit trail tracking and recording to be userconfigurable, 

so that an administrator can select the events for which information is 

automatically recorded. 

The system shall ensure that the selection for audit trail tracking, and all later changes 

to it, are also recorded in the audit trail. 

The system shall ensure that audit trail data is available for inspection on request, so 

that a specific event can be identified and all related data made accessible, and that 

this can be achieved by authorized external personnel e.g. auditors, who have little or 

no familiarity with the system. 



7.2 ANNEXURE 2 – INDICATIVE BILL OF MATERIAL (BoM) 

1. Following are minimum and indicative requirements. The bidder is expected to provide complete 

list of Bill of Materials proposed to fulfil the stated requirements in the RFP. 

2. The bidder may propose any additional components that are deemed necessary for providing the 

solution as a whole. 

3. The bidder will be required to study the existing IT Infrastructure available at RSDC for seamless 

integration and accordingly propose the hardware. 

4. The bidder is expected to size the solution to meet the expected performance levels. 

5. It may be noted that DAM intends rolling out the application across all Mandis in the state. The 

functionality of the application to be developed has been provided considering requirements of 

state wide rollout; however, the physical infrastructure has been proposed for a limited roll out to 

HQ, ten regional offices and five Mandis. 

6. The bidder should propose the bill of material such that the same technology, make, model, 

family of products are implemented at all sites. The bidder should ensure standardization at unit 

building blocks. It is expected that the bidder will design the overall solution such that the variety 

of server models in the entire architecture is minimized in order to improve the management of 

the overall solution and scope of future expandability. 

7. The bidder should offer latest and proven technologies that are available for items. All hardware 

and software provided by the bidder should be new and not purchased more than two months 

prior to the supply to DAM/RISL. 

8. The bidder is not required to quote and supply any Application and Web Server (Hardware and 

Software). 

9. The bidder is not required to quote and supply any Database Server (Hardware and Software). 

The selected bidder shall be provided one of the existing high-end HA Database Platforms 

(Hardware and Software) in RSDC and the selected bidder shall opt for Postgre while proposing 

the overall technical solution architecture in his bid. 

10. The bidder should use existing load balancer already available at RSDC. 

11. The bidder should use existing monitoring tools already available at RSDC. 

12. The power supplies, cables/connectors for all servers / equipments should be for Indian power 

specifications of voltage, frequency and phasing. 

13. The bidder has to propose hardware to meet all the minimum performance and SLA requirements 

and accordingly propose the solution. 



(A) Location – DAM Head Quarter, Jaipur 

INDICATIVE BILL OF MATERIALS 

S. No. Name of item Qty Technical Specification Ref 

1 Laptop (Incl. OS + Anti Virus + Office Suite) 10 Item No 1 

2 Desktop (Incl. OS + Anti Virus + Office Suite) 20 Item No 2 

3 800 VA UPS (30 Min Backup) 21 Item No 19 

4 MFD (B&W) 3 Item No 3 

5 Printer (standard LaserJet) 20 Item No 14 

6 L2 manageable Switch (48 Ports) 1 Item No 5 

7 Computer Table 25 Item No 17 

8 Computer Chair 20 Item No 18 

9 Passive work – structure cable –UTP (indicative) 300 meter SN 1 Item No 11 

10 Panel along with 19U Rack 1 

SN 2 Item No 11 

11 Passive work –I/O (Information outlet) 53 

12 Passive work –patch cord (Average 7 ft ) 70 

13 NMS client licence 1 



CA NMS 

1 



(B) Location – DAM Regional Offices 

The below is the requirement of 1 Regional office. The bidder needs to provide the same for 10 Regional Offices 

S. No Name of item Qty Tech Spec Ref 

1. Laptop (Incl. OS + AV + Office Suite) 1 Item No 1 

2. Desktop (Incl. OS + AV + Office Suite) 3 Item No 2 

3. 800 VA UPS (30 Min Backup) 4 Item No 19 

4. MFD (B&W) 1 Item No 3 

5. Printer (Standard LaserJet) 3 Item No 14 

6. L2 manageable Switch (24 Ports) 1 Item No 6 

7. Computer Table 4 Item No 17 

8. Computer Chair 4 Item No 18 

9. Passive work – structure cable -UTP (indicative) 100 meter SN 1 Item No 11 

10. 24 port panel with 19 U rack 1 


11. Passive work –I/O (Information Outlet) 8 

12. Passive work –patch cord (Average 7 Ft) 10 

13. NMS Client Licences 1 



CA NMS 



(C) Location – APMC Mandi 

The below is the requirement of 1 Mandi. The bidder needs to provide the same for 5 mandis. 

S. No Name of item Qty Tech Specs Ref 

1. Desktop (Incl. OS + AV + Office Suite) 5 Item No 2 

2. 800 VA UPS (60 Min Backup) 5 Item No 4 

3. MFD (B&W) 1 Item No 3 

4. Printer (Standard LaserJet) 5 Item No 14 

5. L2 manageable Switch (24 Ports) 1 Item No 6 

6. Computer Table 6 Item No 17 

7. Computer Chair 6 Item no 18 

8. Passive work – structure cable –UTP (indicative) 500 Mt SN 1 Item No 11 

9. 24 Port Panel with 19 U Rack 1 


10. Passive work –I/O Information Outlet 15 

11. Passive work –patch cord (Average 7 Ft) 20 

12. NMS Client Licences 1 



CA NMS 

13. 

Handheld Device (Indicative, SI will finalised actual 

quantity in consultation with DAM) 

3 

Item No 7 

14. DG Set (7.5 KVA) 1 Item No 12 

15. 

16. 

17. 

18. 

CC Camera + Accessories (Indicative, SI will finalised 

actual quantity in consultation with DAM) 

CCTV LCD Panel 42" (Indicative, SI will finalised actual 

quantity in consultation with DAM) 

Electronic Display Board 8' x 12' (Indicative, SI will 

finalised actual quantity in consultation with DAM) 

Automatic boom Barriers (Indicative, SI will finalised 

actual quantity in consultation with DAM) 

2 

1 

1 

2 

Item No 9 

Item No 8 

Item No 10 

Item No 13 

19. 2 Ton AC (Split + Stabilizer) 1 Item No 16 



7.3 ANNEXURE-3 – SUGGESTED TECHNICAL SPECIFICATIONS 

1. All specifications are minimum and indicative required and have been provided for immediate 

reference. Any alternative (make/model) suggested by Bidder must either meet or exceed the 

specifications stated in terms of capacity, performance etc and must be supported by suitable 

evidences depicting equivalence to stated specifications. 

2. Bidder should ensure that none of the listed parameters are modified, deleted and no additional 

parameter is added. (Remarks, if any, should be indicated separately in the Remarks column) 

3. In case the Bidder is proposing any additional product category that is not listed in this section, 

the same may be highlighted in annexure 18 and 19. 

4. In case the software proposed by the Bidder has multiple modules/components that are priced 

and sold separately, the Bidder should use additional sheets for each such module/component 

and include the licensing policy and number of licenses proposed for the same in the respective 

sheets. 

5. While there are no marks for compliance with specifications, any deviations shall be evaluated by 

Purchaser and if found significant, Purchaser may reject the bid on the grounds on technical noncompliance. 

6. The contents in this document do not indicate an exhaustive 'Bill-of-Material' for the requirements 

of purchaser. Bidders may add/ modify the components based on suggested design as long as 

minimum requirements are met or exceeded. 

Note: Below are the minimum required indicative specifications. Bidder may propose equivalent or better configuration. 



1. Laptops Computer 

Sl.No Parameter Minimum Specifications Suggested 

1. Model 

Offered 

To be provided by bidder 

Specification Proposed 

By Bidder 

Compliance Y/N 

2. Make 

Offered 


3. Mandatory 

Certification 

ISO 9001 Certified OEM, certified 

on supplied OS 

4. Processor Mobile Intel Core i5, 2430, 2.4GHZ 

with 3 MB L3 cache or better 

Sandy Bridge Configuration. 

5. Chipset Intel 6 series or higher chipset on 

OEM Mother board 

6. Memory 4 GB DDR3-1333 RAM 

expandable upto 8 GB 

7. HDD 500 GB (SATA, 7200 rpm) HDD or 

higher 

8. Optical 8x DVD OR higher Super-multi 

Drive Drive Double layer 

9. Display 14"( 35.6 cm) or above(TFT) active 

Matrix Wide Screen Display 

10. Resolution 1280x768 WXGA or higher 

11. Keyboard Integrated Keyboard with touchpad 

12. Graphics 

Accelerator 

13. Video 

Memory 

14. Network 

Feature 

Integrated HD Graphics 

Integrated Video Memory 

Integrated wireless 802.11 b/g/n, 

Integrated Blue tooth 2.0 or higher 

15. Ports 3 hi-speed USB (USB2.0 or 

higher), 10/100/1000 Ethernet 

VGA or HDMI, Microphone, stereo 

headphone. 

16. Card 

Reader 

Integrated SD memory card 

Reader 

17. Audio Internal High-definition audio and 

internal stereo speakers 

18. Power 

Supply 

19. Preloaded 

operating 

system 

20. Office Suite Open office Suit 

230V, 50 Hz AC Supply with 

rechargeable Battery pack 

Comprising of LI-ION 6 cell 

battery. 

Genuine latest Windows 7 

professional SP1 (64 Bits) with 

Recovery and Drivers on CD/DVD 



Sl.No Parameter Minimum Specifications Suggested 

21. Antivirus Pre-installed & Norton/McAfee/ 

Kasper sky/tend micro /quick heal,, 

Internet security and Antivirus 

Software latest Version with 3 

years subscription 

22. Warranty 

Period 

Minimum 3 Years (Comprehensive 

Onsite) 


By Bidder 


2. Desktops Computer 

Sl.N 

o. 

Parameter 

1. Model 

Offered 

Minimum Specifications Suggested 



by Bidder 


2. Make 

Offered 


3. Mandatory 

Certification 

s 

OEM – ISO 9001 Manufacturer, 

Certified on supplied OS, DMI 2.0 

compliance and support, Energy 

Star 5, UL certification, 

4. 

5. 

Processor 

Chipset 

Intel Core i3-2120, 3.3 GHz, 3 MB 

Cache and 1066 MHz FSB or 

higher. 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 

9. Bays TCO-05 3 Nos. or certified. above. 

10. Keyboard OEM Mechanical Keyboard with 

104 keys 

11. Mouse Optical with USB interface. 

12. Optical DVD RW (Min. 16x) or higher 

Device 

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. 



Sl.N 

o. 

Parameter 


15. Network 10/100/1000 on board integrated 

Features Network Port with remote booting 

facility remote system installation, 

remote wake up. 

16. Multimedia Integrated Audio and Graphic 

Controller 

17. Power ACPI (Advanced Configuration and 

Manageme Power Management Interface) 

18. nt Operating Genuine latest Windows 7 

System professional SP1 (64 Bits) 

preloaded with Media and 

Documentation and Certificate of 

Authenticity 

19. Office Suite Open 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 


Onsite) 


by Bidder 


3. Multi Function Device B&W ( A4 Size) 

S. 

No. 

1. 

2. 

Parameter 


Functions Black-and-white printing, black-andwhite 

copying, color scanning, 

black-and-white faxing 

Print speed > 25 ppm 


By Bidder 


3. 

Memory 128 MB upgradable to 320 MB 

4. 

5. 

Duty cycle 

(monthly, 

A4) 

Print quality 

(black, 

normal 

quality) 

6. Duplex 

print 

options 

7. Copy 

speed 

(black, draft 

>= 15000 

Up to 600 x 600 dpi 

Automatic 

>20 ppm 



S. 

No. 

Parameter 


quality, A4) 

8. Copy 600 x 600 dpi or better 

resolution 

(black 

graphics) 

Scan Type Flatbed, ADF 

9. 


By Bidder 


10. Optical 

scanning 

resolution 

11. Maximum 

scanning 

size 

Scan file 

12. 

format 

13. Standard 

media sizes 

14. System 

Interface 

15. Compatible 

operating 

systems 

16. Power 

requiremen 

ts 

17. Warranty 

Period 

Up to 1200 dpi 

216 x 297 mm through Flatbed/ADF 

and 216 x 356 mm through ADF 

PDF, JPEG,TIFF 

A4, A5, B5 (JIS), executive (JIS), 

16K, envelopes 

1 USB (compatible with USB 2.0 

specifications), and 10/100 Ethernet 

network port 

Microsoft Windows 7 (32Bit/64bit), 

windows 2000, Windows 

XP(32Bit/64bit), XP Professional 

(32Bit/64bit), Windows Server 

2003, Windows 2008 (32Bit/64bit), 

Linux 

Input voltage 220 to 240 VAC (+/- 

10%), 50/60 Hz (+/-2 Hz) 


Onsite) 

4. 800 VA UPS (60 Min Backup) 

Sl.No. Features Minimum Specifications Suggested 

1. Model 

Offered 

2. Make 

Offered 

3. Mandatory 

Certificatio 

n 

To be provided by Bidder 

To be provided by Bidder 

- ISO 9001 Series Manufacturer, 

- Valid Test Certificate from any 

Govt. Approved Test/ Certifying 

Agency on Tendered Specs. 


by Bidder 




Sl.No. Features Minimum Specifications Suggested 


by Bidder 


4. Capacity 800 VA 

5. No. of 

Sockets 

Min. 3 sockets for connecting 

devices. (3 pin only) 

6. Battery 

Make 

Battery should be branded - ISO 

9001 and 14001 certified 

7. Battery 

backup 

Minimum 60 minutes or more on 

full load with Internal/external 

batteries 

8 Cables With necessary cable and plug 

9 Warranty 

Period 


Onsite) 

5. L2 48 Port Manageable Switch 

S. 

No 

Parameter 

Minimum Specifications 

Suggested 

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 

Specification proposed 

by Bidder 




S. 

No 

Parameter 

5 Quality of 

Services 

6 Access Control 

List 

(Max 256 

Profiles/Rules) 

7 Network 

Access/Security 


Suggested 

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 

Multi-Layer ACL based on : 

Switch Port 

VLAN ID 


MAC address 

IPv4 

DSCP 

Protocol type 



RADIUS/TACACS+ 

Authentication for 

Management Access 

RADIUS Accounting for 


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 

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 


by Bidder 




S. 

No 

Parameter 


Suggested 

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 & Internal Power supply 

Environmental 


by Bidder 


6. L2 24 Port Manageable Switch 

S. 

No 

Parameter 


Suggested 

1 Interface 10/100/1000 BASE-TX Ports : 16 

Combo 10/100/1000 BASE-T/SFP 

: 2 

RS 232 Console Port/RJ45 serial 

console port 

2 Performance Switch Capacity : 48 Gbps or 

more with non blocking 

architecture 

64-Byte Packet Forwarding Rate: 

33.6 Mpps or more 

MAC Address Table Size : 8k 

3 Layer-2 

Features 

IGMP Snooping v1,v2 (Up to 256 

groups),IGMPV3 

IGMP Snooping Fast leave 

802.1D Spanning Tree 

802.1w Rapid Spanning Tree 


by Bidder 




S. 

No 

Parameter 


Suggested 

802.1s Multiple Spanning Trees 

802.3x & Back-Pressure 

802.3ad Link Aggregation (8Ports 

per group/6 

groups per device) 

Should support Spanning Tree 

Fast Forward | BPDU Filtering | 

BPDU Guard | BPDU Forward | 

BPDU Transparent | Loopback 

Detection | Auto Edge Port 

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 

6 Access 

Control List 

(Max 256 

Profiles/Rules) 

7 Network 

Access/Securit 

y 

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 


MAC address 

IPv4 +IPV6 


TOS 

DSCP 


Multi-Layer ACL based on : 

Switch Port 

VLAN ID 


MAC address 

IPv4 

DSCP 

Protocol type 



RADIUS/TACACS+ 

Authentication for 


RADIUS Accounting for 


Port security (max.16MAC entries 

per port) 

802.1X Port-based Access 

Control 


by Bidder 




S. 

No 

Parameter 


Suggested 

802.1X MAC-based Access 

Control 

802.1X Guest VLAN 

SSH v1, v2/ SSL v3 

Traffic Segmentation 

Broadcast Storm Control 

8 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 & Internal/External Power supply 

Environmental 


by Bidder 




7. Handheld Device 

Sl. 

No 

. 

Features 

1 Form Factor Hand held 


Suggested 

2 Processor ARM 9, X86 or equivalent 

processor based 

systems is recommended 

3 Memory RAM Minimum 32 MB 

5 Display VGA or QVGA display 

6 Storage 

(non volatile ) 

Minimum of 2 GB of Non 

volatile/fast memory is 

desired on the device. Must be 

capable of storing at least 1000 

transactions, 

Or one full day‟s transactions, 

whichever is larger. 

7 Connectivity The equipment needs to support 

either GSM/GPRS or CDMA. 

The device must provide for at 

least two channels (of service 

provider‟s choice) of connecting to 

the network) 

8 Printer Thermal/Impact Printer is desired. 

Thermal/Impact. English language 

printing capability desired printer 

may be an external device 

connected on 

USB/parallel port or optionally 

Bluetooth 

9 Key Pad Support for alphanumeric keypad 

is desired. 

10 External 

Interfaces 

11 Security / 

Encryption 

capabilities 

12 Battery 

life 

Require 1 LAN and USB2.0 

interfaces. 

Bluetooth is preferred 

Support for Encryption/Encoding 

capabilities 

Minimum of 4 hours of battery is 

desired. Spare battery to be 

provided for each handset 

13 Certification Preferable- RoHS, CE mark 

compliance for EMI & EMC 

14 Environment Operating temp: 0°C to 50°C 

15 OS Multi-tasking OS support. Open 

Source required 


by bidder 




Sl. 

No 

. 

Features 

16 User 

Accessories 


Suggested 

Stylus if required, Carry Case, 

Holster; hand strap; wrist strap; 

protective case, 

swiveling belt clip 

17 Ruggedness Preferable Protection from Rain, 

Dust, Liquid, 

1.2m feet drop safety (above 

IP51) 

19 Application Device should provide SDK to 

Integration develop application in open 

source and integrate/load on 

handheld device including 

capability of data 

upload/download through the 

developed application. The 

custom built application will reside 

in handheld device. This 

application will talk to System 

Integrator developed application 

using proposed cellular 

(GSM/GPRS/CDMA) network 

22 Power Supply AC Adapter/Charger for 220 V 

23 Encryption and 

Encoding 

AC, 50Mhz 

Support for Encryption/Encoding 

capabilities 


by bidder 


8. CCTV LCD 42” 

S. No. Features Minimum Specifications 

suggested 

1. Screen Size 42‟ 

2. Back Light CCFL 

3. IPS – 

Yes 

Advanced 

LCD panel 

4. Energy Saving Smart Energy Saving 

5. HD Full (1080p) 

6. Response time 4 

(ms) 

7. Resolution 1920 X 1080 p 

8. Audio Mono / Stereo / Dual 

9. Audio Output 300 W 

10. Speaker 1 Way 2 speaker 

System 

11. USB 2.0 At least 1 port 

12. Digital audio Yes 

Specifications Proposed 

by Bidder 





suggested 

out (coaxial / 

optical) 

13. Component in Yes 

(Y,Pb,Pr) + 

Audio 

14. DivX Through USB 2.0 

15. Video In AV in, Antenna in, HDMI in, 

Put/Out put RGB in 

16. Voltage 100-240 V 

17. Frequency 50-60 Hz 

18. Power 

70-180 W 

consumption 

19. Power 

0.3-0.8 W 

consumption 

(Standby 

mode) 


by Bidder 


9. CCTV Camera 

S. No. Minimum Specifications Suggested 

1 

Signal System: PAL 

2 Effective pixel: 752(H) x 582(V) or better 

3 Image device: 1/3" CCD or better 

4 Horizontal Resolution: 540 TV lines 

Lens Type: 3.6 mm in case of fixed and 2.8- 

5 

10 mm in case of Varifocal 

6 Signal to Noise Ratio: 50 db or higher 

Video Output Signal: 1Vp-p composite (75 

7 

ohms) 

Scanning frequency - (V): 15.625 KHz (H) 

8 

and 50 Hz (V) 

Auto Exposure: Automatic Level 

9 

Control/Elecronic Level Control 

Minimum illumination: 0.01 lux in case of 540 

10 

TVL 

11 Signal Process: Digital Signal Process 

12 Scanning System: 2 :1 interlaced 

Motion Detection Zones: 4 or higher in case 

13 

of 540 TVL camera 

14 Auto Gain Control: On/Off/Selectable 

Back Light Compensation: 

15 

Off/low/medium/high selectable 

16 Wide Dynamic Range: On/Off 

17 Electronic Shutter: 1/50-1/100,00 or better 

18 White Balance: Indoor/Outdoor/Manual 


by Bidder 




S. No. Minimum Specifications Suggested 

19 Privacy Zones: 4 privacy zones as minimum 

20 

Day and Night: Yes (as per minimum 

illumination specified) 

21 Iris Control: Yes for Varifocal lens 

22 

Operating Temperature: -10 to 50degree 

Celsius & 40 deg Celsius at 95% RH 

Power Source: To be declared by tenderer 

23 

.Suitable adaptor shall be supplied to make 

the equipment work on 230V+ or - 10% 

,50Hz 

24 

On Screen Display: Yes (English must for all 

the cameras) 

25 

Housing – Indoor: Plastic/Aluminum 

Construction 

26 

Housing – Outdoor: Plastic/Aluminum 

Construction with IP-66 


by Bidder 


10. Electronic Display Board 

S.No. 


Features 

Suggested 

1. Display Size 

2400mm x 3600 mm 8' x 12' 

+/ - 4V 

2. Pixels 64 x 9 

3. No. of LEDs 64 x 96 x 2 ( 12288) 

4. Gap of LEDs 37 .5 mm 

5. Pixel Type/Size LED/5mm/Round 

6. Colour RED 

7. Viewing Angle 60 degrees 

8. Luminous 

Intensity 

9. Programming 

3000 LUX 

Text Messaging through 

Mobile Phone or 2. Graphics/ 

text through PC Inter face 

to pre programmed/ 

Programmable EPROMV 

NVRA 

10. Fonts A). ASCII B). Serif 

11. Data 

Presentation 

12. Animations 

Graphics 

13. Power (Input) 

Curtain Scrolls. Weave. 

Rotates etc 

Display of Sequence moves 

220V AC (175 VAC to 

260VAC) 50H2. 

Consumption less than 

480W, Max Current, 2.50A. 

Isolated SMPS with Line 


by Bidder 




S.No. 

Features 

14. Physical Size 

15. Automatic 

ON/OFF 

16. Humidity 

17. Temperature 

18. General 

19. Documentation 

20. 

Details of on line 

message 

controller card 

21. Micro Controller 


Suggested 

Filter 

2400 mm (H) x 3600mm 

(W) x 125mm (D) +/ -4% 

Timer with RTC for 

Scheduled ON/OFF or Timer 

function through Software 

for ON/OFF 

Maximum 90% RH non 

Condensing 

0-50 Degree C ambient 

Temperature 

Enclosure: Outdoor Unit 

should be dust proof and 

Vermin proof designed to 

withstand local weather 

conditions with appropriate 

materials. The Control and 

interface modules shall be 

in a separate enclosure 

Located indoors or below 

the board to facilitate 

connection access for 

replacing the SIM Card/ PC 

Control for changing. The 

graphics LEDS are to be 

mounted on glass epoxy 

PCB (at least 2.4mm thick). 

LEDS are to be covered with 

protection cap filling with 

material like silicon bases 

resin for protect ion against 

Sun, Water and dust 

Instruction Manual/Booklet 

for day to day operations of 

the system and interface 

features for connection with a 

detailed block diagram shall 

be furnished 

Intel 8751 / Atmel 89C51 or 

Superior 

22. Message 

256 KB 

Storing Capacity 

23. Storage Type NVRAM (10 year Life) 

24. External 

Interface 

25. Additional 

Interface 

GSM interface and Ethernet 

RS485 


by Bidder 




S.No. 

Features 

26. Power Indication LED 


Suggested 

27. Power 

5V DC, 500 mA, 3.8V, 300 

mA (normal) 

28. Connector D-9 Serial Interface 


by Bidder 


11. Passive Work Components 


Suggested 

1. Structure Cable 

(UTP cable) 

2. 24 port Patch 

Panel 

3. Information 

outlets 

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. All specifications 

for components & cabling to 

be tested up to 250 MHz , UL 

*R listed & verified 

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. 

Surface mount box with 

single RJ 45 socket, should 

confirm or exceed the 

EIA/TIA 568 B standards for 

CAT 6, provision for dust 


by Bidder 





Suggested 

4. 

Patch Cord 

cover, labeling icons & strips, 

anchors for stain relief cable 

entry, UL *R listed & verified 

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 


by Bidder 


12. Diesel Generator Set 

Sr. 

No 

Parameter/ 

Features 

1. Engine 1 Capacity 


7.5 KVA 

Specifications 

Proposed by Bidder 


2. Fuel 2 Type 

3. Cylinder 4 

4. Method 3 of starting 

5. Governor 4 

6. Cooling 5 System 

7. Alternator 6 

Frequency 

8. Alternator 7 Speed 

Diesel 

Engine shall have vertical multi 

cylinder 4 stroke type in 

accordance with IS 10002-1981 

with latest amendments. 

Electric start 12 V DC 

A2 Class 

Water Cooled with Radiator 

50-52 

1500 RPM 

9. Alternator 8 Output 230 volts, HP rated to 

match the alternator 

10. Accessories 9 

Flywheel to suitable diameter and 

fuel injection equipment 

Air cleaner 

Lubricating oil cooler 

Electric motor starting equipment 

like motor, battery, charging 

generator with voltage regulator etc. 

Heavy duty radiator with fan 



Sr. 

No 

Parameter/ 

Features 


Residential type silencer with 

exhaust piping with vibration isolator 

Fuel tank suitable for 8 Hrs of 

continuous running with necessary 

piping and fuel gauge, drain valve, 

inlet and outlet connections. 

Anti vibration mounting pads 

Speed controlling governor 

Suitable coupling system to the 

Alternator 

Tachometer 

Lubricating oil pressure gauge 

Hour meter to indicate number of 

Hrs of operation 

Auto trip on low oil pressure 

Over speed alarm with trip 

Thermal insulation for exhaust 

line with glass wool, Aluminum 

sheet, 

11. Warranty Period Minimum 3 Years (Comprehensive 

Onsite) 




13. Automatic Boom Barrier 

Sr. 

No 

Technical Data 

Unit 

Minimum 


Suggested 




1 Maximum boom 

length 

mm 2500 

2 Aluminium 

octagonal profile 

3 Aluminium round 

profile 

100 x 55 x 

1.6 mm 

Ø 75 x 1.4 

mm 

3000 

0.6 – 3.0 

4 Opening and 

closing times 

5 

s 230/115 

Voltage V 50-60 



Sr. 

No 

Technical Data 

Unit 

Minimum 


Suggested 




6 

Frequency Hz 400 

7 Power 

consumption 

8 

9 

10 

Max W 350 

Housing: width mm 350 

Depth mm 1010 

Height mm 50 

11 Weight not 

including barrier 

boom 

12 

Drive 

Kg 50 

DC Motor 

13 Operation Type Automatic 

14 

Warranty Period 

Minimum 3 Years 

(Comprehensive 

Onsite) 

14. Standard Laser Printer (B/W Duplex) 

Sl.No. Parameter Minimum Specifications Suggested 

1. Make To be specified by Bidder 

2. Model To be specified by Bidder 

3. Print 

Laser 

Technology 

4. Print speed in Minimum 24 PPM (A4) or higher 

black in 

normal mode 

5. Resolution in 600 x 600 dpi or better 

black 

6. Memory Min: 32MB or better 

7. Duty cycle. Min: 8,000 pages per month or 

above 






Sl.No. Parameter Minimum Specifications Suggested 

8. Media size A4, Letter, Legal 

9. Duplex Yes (Automatic Duplex) 




10. 

11. 

Interface Hi speed USB 2.0 or better, Built in 

Ethernet 10/100 Mbps Ethernet 

Energy Star Yes 

12. Cables/ 

Accessories/ 

Drivers 

13. Platform 

supported 

14. Warranty 

Period 

All the required cabled, 

accessories and software drivers to 

be included for the supplied 

operating system 

Windows 7(32bit/ 64 bit), Win XP 

(32Bit/64Bit), Windows 2008 (32 

Bit/64 Bit) and Windows 2003. 


Onsite) 

15. Middleware Application/ Portal Software 

Sl.No. 


Portal Software should have the following broad level 

functional areas. 

Document Management 

Web Content Management 

1 Workflow Engine 

Web Services (WS) standards Compliant Framework 

Web Based Reporting Services Engine 

Digital Dashboard 

Web 2.0 features like Blogs and Wikis 

Should Support Desktop Single Sign On (SSO) with 

2 

Directory Service. 

Should be able to capture User Profiles from 

3 

Directory Services. 

Proposed Software must allow for user configurable 

Alerts and delivery via SMS , webpage or email 

Graphical dashboards 

4 Forms, views, lists and reports 

User personalization 

Security for roles, users and organization 

(department) configuration 

5 Should support Role Based Access 

Should support Multilingual Operation (English and 

6 

Hindi) 

Workflow support with routing of workflows by user 

7 

name or user role 

8 The work flow should allow user to escalate task to 






Sl.No. 


next level 

9 Must allow bi-lingual facility 

10 

Automated workflow and manual override to 

address contingencies 

11 

Sharing/delegation for objects/records, to individuals 

or teams 

12 

Ability to track complete action taken details with 

respect to any service provided to the citizen 

13 

Software should have built in audit trail for all 

transactions. 

14 

Software must have in built security to audit trail no 

user shall be allowed to temper with audit trail data 

15 

Software must have built-in case management and 

SLA monitoring tools 

Proposed software should have content 

16 management system for managing the web portal 

application 

Ability to create, approves, and publishes 

17 

knowledgebase articles. Ability to support the use of 

templates to ensure consistency, security, and 

validity. 

18 

Proposed software should allow integration (push 

and pull data) from other systems via web services 

19 

Should support group activity reporting dashboards 

for facilitators and community managers. 

20 Export, import and de-duplication of data 




16. Split Air Conditioner 

Sl.No. 

1 


Make: to be specified by the bidder 

2 Model - to be specified by the bidder 

3 Cooling Capacity: 1800 BTU and above 

4 Blue star Rating: 3 star and above 

5 Power Supply 230 (+ -) 10% 

6 Compression type: Tropical Rotary 

7 Air flow: 500 CFM and above 

8 Noise Level (H/M/L): 52/51/150 db or better 

9 Fan speed: Minimum 3 

10 Remote Control: yes 

11 Voltage protection: Inbuilt 

12 Time: Inbuilt 




17. Computer Table 

Sl.No. 







Sl.No. 

1 

2 

3 


Computer table having key board pullout tray, 

with drawer & shelf. The top shelf, key board tray 

and drawer made of MDF/Pre-laminated particle 

board as per details given below & General 

technical requirements. 

The table shall be supplied with steel members 

duly welded and rigidly fixed table top; and 

provided with slide able keyboard tray, drawer, 

modesty panel, footrest, in a durable sturdy 

manner with attractive and compact in design. 

Some variants are provided with another shelf at 

the bottom side for placing CPU & other 

peripherals. 

The frame shall comprise of hollow rectangular 

M.S. section of size 50x25x1.6 mm thickness. 

Two side member of the frame identical in shape 

shall be joined with welding at bottom with a 

footrest (hollow rectangular M.S.section of size 

50x25x1.6mm thickness) angularly welded, and 

at the top in front side welded with a angle size 

17x17x3mm. And at the back on the top side of 

the frame, a modesty panel of size 

200x17x0.8mm thick CRC sheet shall be 

welded. Thus making the frame rigid in 

construction. 




4 

A drawer of size 225x500x100mm 

approximately (outside dimension) shall be 

provided on top right side of the table. The 

drawer shall have ball bearing type so that it 

can move easily. The guides shall be made 

from mild steel sheet not less than 2mm thick. 

5 

The drawer shall be made either from MDF 

board or pre-laminated particle board as the 

case may be of similar material as that of the 

table top. The lock used for the drawer shall 

conform to IS:729/1979(Reaffirmed-2006) and it 

shall also be provided with suitable handle. The 

lock shall not be less than 6 lever lock with a set 

of 2 keys of non corrosive material. 

The keyboard tray shall be of size 600mm(front 

width)x 500mm(depth) approximately is to be 

provided with end fittings mad from minimum 

2mm thick MS steel mounted on either side and 

the keyboard tray shall be easily slide able, 

provided with two telescopic channels with balls. 

Lower surface of the said keyboard tray and the 

drawer shall match aesthetically. 

6 Modesty panel of size 200x17x0.8mm thick of 



Sl.No. 


length made from CRC sheet conforming to 

IS:513/1994 with A/L no 1 & 2(Reaffirmed-2003) 

covering full backside of the said frame & shall 

be suitably welded with two sides members of 

the frame, in such a way that it‟s top surface 

having 17mm width, flushes with top surface two 

side members and joining front angle member. 




7 

Four level screws, having smooth bottom flat 

surface of minimum 50mm diameter, shall be 

welded under the bottom of two said side 

members of the frame; capable to adjusting 

level up to 10mm in height. 

8 

All dents, burrs and sharp edges shall be 

removed from the various components and they 

shall be pickled, scrubbed and rinsed to remove 

grease, rust, scale or any other foreign 

elements, to provide a base for proper adhesion 

of paint to metal. After pickling, all mild steel 

parts shall be given phosphating treatment in 

accordance with the IS:3618/1966(Reaffirmed- 

2002) followed by a coat of suitable primer, 

such as red oxide and zinc-chromate. Putty 

applied to all the surfaces requiring filling and 

shall conform to IS:110/1983(Reaffirmed-2000). 

Primer coat shall also be applied. 

9 

All exposed steel sections shall be painted with 

black in colour with powder coating 40-50 

micron thickness. The powder coating shall 

conform to IS:13871/1993 with A/L no. 

1(Reaffirmed-2002). 

10 

Table top shall be of MDF board or prelaminated 

particle board having dimensions as 

specified in the description(750x750mm or 

1000x600mm or 1200x750mm: lengthxwidth) 

with tolerance of+/-6mm in length and width. 

The top shall be extended 50mm approximately 

on all sides over the steel frame. Height of the 

table shall be 750mm+/-10mm from the floor of 

the top surface. 

11 

The MDF board used for top, keyboard and 

drawer should be of minimum density of 

750kg/m3 conforming to Grade2 of 

IS:12406/2003 with A/L no 1 & 2 shall be of 18 

mm thickness with laminated sheet of 0.6mm 

thick. Bottom side of the board should have 

balancing sheet of requisite thickness of white 



Sl.No. 


or of same colour as top laminate. 




12 

Only ISI marked MDF board and laminate 

should be used. Pasting of laminates should be 

done with the help of post forming machine 

having air pressure & temperature control. All 

the edges of the top etc. shall be edge banded 

with 1.5mm thick pvc tapes of the same shade 

as that of top, pressed with temperature up to 

160 degree C. The MDF board shall be rigidly 

fixed with the said frame with minimum 8 nos. of 

screws on suitable clamps welded to the said 

frame. 

13 

Pre-laminated particle board used shall be 

18mm thick twin side pre-laminated conforming 

to GradeII, typeII of IS:12823/1990 with A/L no. 

1to6(Reaffirmed-2005). Only ISI marked prelaminated 

board shall be used. All the edges of 

the top shall be banded with 1.5mm thick pvc 

tapes of the same shade as that of the top 

pressed with temperature up to 160 degree C. 

Pre laminated particle board shall be rigidly 

fixed with the said frame with minimum 8 nos of 

screws on suitable clamps welded to the said 

frame.Shelf provided shall be fixed through 

screw on the angle size 17x17x3mm size 

welded inside of the said two side members, the 

said angle section shall be provided on the all 

four sides of the shelf. All the edges of the shelf 

shall be banded with 1.5mm thick PVC tapes of 

the same shade as that of top pressed with 

temperature up to 160 degree C. 

18. Computer Chair (Adjustable Cum Revolving Type) 

Sl.No. 

1 


The chairs shall be of adjustable cum revolving type 

to be supplied in knock-down condition for easy 

transportation. Seat, back, arms, mechanism and 

seat frame shall be of 2.5 mm thick M.S.Plate shall 

be supplied separately along with necessary 

fasteners and detailed instructions to assemble it. 




2 

All components of an item shall be securely packed 

and supplied as a set in single pack. The design 

shall be such that parts can be easily assembled at 

user end. The minimum height of seat shall be as 



Sl.No. 


specified against the each item & adjustable to 100 

mm. The seat height is for top of seat from ground 

level. Over all width and depth of pedestal base 

moulded glass fibre nylon in black colour of 650/ 

725 mm with ABS twin castor wheel of 50 mm size. 

Overall height of chair shall be specified against the 

each item & adjustable to 100 mm. The chair frame 

shall have a fitting with a vertical axle for swivelling 

and a horizontal axle for tilting. The lateral 

movement is controlled by an adjustable spring or 

springs and their compression can be varied by a 

knob. 




3 

The fitted chair shall be capable of supporting a load 

of 150 kg placed in the seat without any wobbling 

when the seat is rotated 360 degree Straight or tilted 

position. The twin wheel castors shall be made of 

glass filled black nylon mounted on the revolving 

pedestal frame. The seat and back rest shall be 

made up of BWR Grade, type AA hot pressed 

plywood of minimum thickness of 12 mm conforming 

to IS: 303ergonomically shaped and upholstered with 

moulded polyurethanes foam of 50 mm minimum 

thickness and specified fabric. 

4 

Fabric for upholstery shall be 100 % polyester 

filament yarn in 350 Denier 

290 Gms/m sq. +- 7.5% mass, 

220+-5% ends & picks. 

5 

The back-rest shall not be less than to 

accommodate minimum height. Armrests shall be 

made from injection moulded glass filled black nylon 

suitable for furniture. The arm-rest may also be 

padded. These shall be so shaped as to ensure 

comfort to the users, and shall be fixed securely 

with screws from the under-side support of the 

profiled tubular frame. 

6 

Finish of the Steel Frame shall be properly cleaned 

surface with Powder coating in black colour (Dull 

Black Shade) 

19. 800 VA UPS (30 Min Backup) 



S. 

No. 

Features 


Suggested 

1. Model Offered To be provided by Bidder 

2. Make Offered To be provided by Bidder 

3. Mandatory 

Certification 

4. Capacity 800 VA 

- ISO 9001 Series Manufacturer, 

- Valid Test Certificate from any 

Govt. Approved Test/ Certifying 

Agency on Tendered Specs. 

5. No. of Sockets Min. 3 sockets for connecting 

devices. (3 pin only) 

6. Battery Make 2* 7H, Battery should be 

branded - ISO 9001 and 14001 

certified 

7. Battery backup Minimum 30 minutes or more on 

full load with Internal batteries 

(both battry should be inside of 

casing) 

8 Cables With necessary cable and plug 

9 Warranty 

Period 

Minimum 3 Years 

(Comprehensive Onsite) 






7.4 ANNEXURE-4 - COVERING LETTER OF THE BID 

(To be submitted on the Company Letter head of the Tenderer, sealed and signed) 

To, 


RajCOMP Info Services Limited (RISL), 

First Floor, Yojana Bhawan, Tilak Marg, 

C-Scheme, Jaipur (Rajasthan) 

Dear Sir, 

Ref: Request for Proposal (RFP) Notification dated............... No.......... 

1. I/We, the undersigned bidder, Having read & examined in detail, the Bid Document, the receipt of 

which is hereby duly acknowledged, I/ we, the undersigned, offer to supply/ work as mentioned in 

the Scope of the work, Technical specifications, Service Level Standards & in conformity with the 

said bidding document for the same. 

2. I/ We hereby declare that our bid is made in good faith, without collusion or fraud and the 

information contained in the bid is true and correct to the best of our knowledge and belief. 

3. I/ we hereby submit our token of acceptance to all the tender terms & conditions without any 

deviations. Hence, we are hereby submitting our Bid and offer to provide services to Purchaser 

for carrying out the project in accordance with your RFP. 

4. Until a formal contract is prepared and executed, this bid, together with your written acceptance 

thereof and your notification of award shall constitute a binding Contract between us. 

5. I/We agree to abide by this RFP for a period of 180 days from the closing date fixed for 

submission of bid as stipulated in the RFP document. 

6. I/We undertake that, in competing for (and, if the award is made to us, in executing) the above 

contract, we will strictly observe the laws against fraud and corruption in force in India namely 

“Prevention of Corruption Act, 1988”. 

7. I/ We undertake, for timely establishment of a local office in Jaipur (if the award is made to us) 

and within 2 months from the date of issue of LoI. 

Or (strike out whichever is not applicable) 

We have an existing office at Jaipur at the following address: 

.......................................................................................................................... 

8. I/We understand that the Purchaser is not bound to accept any bid received in response to this 

RFP. 



9. In case we are engaged by the Purchaser, we shall provide any assistance/cooperation required 

by Purchaser, appointed auditing agencies (if any), state government officials and Other 

Stakeholders of the project for performing their duties with respect to this project. We understand 

that our non-cooperation for the same shall be grounds for termination of service. 

Signature………………… 

In the capacity of……………………… 

Duly authorised to sign Proposal for And on behalf of……………………….. 

Date………………….. 

Place…………………. 



7.5 ANNEXURE-5 - PRE- BID QUERIES FORMAT 

Name of the Company/Firm: 

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: 

Sl.No. 

RFP Page 

No. 

RFP clause 

No. 

Clause Details Query/ Suggestion/ 

Clarification 

Note: - Queries must be strictly submitted only in the prescribed format (.XLS/ .XLSX/ .ODF/.doc/.docx). 

Queries not submitted in the prescribed format will not be considered/ responded at all by the tendering 

authority 



7.6 ANNEXURE-6 - TENDER FORM 

1) Addressed to: 

Name of the Tendering Authority 

Managing Director, RajCOMP Info Services Limited 

(RISL), 

Address 

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

(Rajasthan) 

Telephone 0141-2229394, 5103902 

Tele Fax 0141-2228701 

Email 

oic.rimms@rajasthan.gov.in, neelu@rajasthan.gov.in 

(clearly mention the NIT no. in the subject of the mail) 

2) Firm Details: 

Name of Firm 

Name of Contact Person with Designation 

Registered Office Address 

Address of the Firm 

Year of Establishment 

Type of Firm 

Put Tick( ) mark 

Public Limited 

Private 

Limited 

Partnership 

Proprietary 

Telephone Number(s) 

Email Address/ Web Site Email: Web-Site: 

Fax No. 

Mobile Number 

Mobile: 

Certification/Accreditation/Affiliation, if Any 

3) The requisite tender fee amounting to Rs. ________/- (Rupees ) has been deposited vide receipt no. 

_______ dated ___________. 

4) The requisite tender processing fee amounting to Rs. ________/- (Rupees ) has been deposited vide 

receipt no. _______ dated ___________. 

5) The requisite EMD amounting to Rs. ________/- (Rupees ) has been deposited vide Banker‟s 

Cheque/ DD No. ___________ dated ___________. 

6) We agree to abide by all the terms and conditions mentioned in this form issued by the Empanelment Authority 

and also the further conditions of the said notice given in the attached sheets (all the pages of which have been 

signed by us in token of acceptance of the terms mentioned therein along with stamp of the firm). 

Date: 

Name & Seal of the firm: ________________________ 

Authorized Signatory: ___________________________ 



7.7 ANNEXURE-7- BIDDER’S AUTHORIZATION CERTIFICATE 

To, 





I/ We hereby declare/ certify that is hereby authorized to 

sign relevant documents on behalf of the company/ firm in dealing with Tender/ NIT reference No. 

______________________ dated _________. He/ She is also authorized to attend meetings & submit 

technical & commercial information/ clarifications as may be required by you in the course of processing 

the Bid. For the purpose of validation, his/ her verified signatures are as under. 

Thanking you, 

Name of the Bidder: - 

Verified Signature: 

Authorised Signatory: - 

Seal of the Organization: - 

Date: 

Place: 

Please attach the board resolution / valid power of attorney in favour of person signing this 

authorizing letter. 



7.8 ANNEXURE-8 - SELF-DECLARATION – NO BLACKLISTING 

To, 





In response to the Tender/ NIT Ref. No. _____________________________ dated ___________ for 

, as an Owner/ Partner/ Director of ________________________________________, I/ 

We hereby declare that presently our Company/ firm ___________________, at the time of bidding, is 

having unblemished record and is not declared ineligible for corrupt & fraudulent practices either 

indefinitely or for a particular period of time by any Central Government / State / Semi Government / or 

other Government subsidiaries including autonomous bodies in India 

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 our bid, to the extent accepted, may be cancelled. 

Thanking you, 




Date: 

Place: 



7.9 ANNEXURE-9 - CERTIFICATE OF CONFORMITY/ NO DEVIATION 

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 Tender/ bidding document and that there are no deviations of any kind 

from the requirement specifications. 

Also, I/ we have thoroughly read the tender/ bidding document and by signing this certificate, we hereby 

submit our token of acceptance to all the tender terms & conditions 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-toend 

implementation and execution of the project, to meet the desired Standards set out in the Tender/ 

bidding Document. 

Thanking you, 




Date: 

Place: 



7.10 ANNEXURE-10 - MANUFACTURER’S AUTHORIZATION FORM (MAF) 

To, 





Subject: Issue of the Manufacturer’s Authorisation Form (MAF) 

Reference: NIT/ RFP Ref. No. _____________________ dated ________ 

Sir, 

We who are established and reputed original equipment 

manufacturers (OEMs) having factories at do hereby 

authorize who is our


7.11 ANNEXURE-11 - UNDERTAKING ON AUTHENTICITY OF COMPUTER 

EQUIPMENTS 

(On Rs. 100/- Non-judicial stamp paper) 

To, 





Reference: NIT No. :___________________________________ Dated:__________ 

This has reference to the items being supplied/ quoted to you vide our bid enquiry 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 EMD/ SD/ PSD 

for this bid or debar/ black list us or take suitable action against us. 

Authorized Signatory 

Name: 

Designation: 



7.12 ANNEXURE-12- FORMAT FOR STATEMENT OF DEVIATIONS 

7.12.1 Statement of deviations from Schedule of Requirements 

To 





Following are the Technical deviations and variations from the requirements and documents proposal 

submitted against Tender document No. Dated . These 

deviations and variations are exhaustive. Except these deviations and variations, all other Terms and 

Conditions of the Tender are acceptable to us. 

S. No. Section No. Clause No. Page No. 

Statement 

deviations 

variations. 

of 

and 

Remarks 

Note: Bidders may please note that compliance to a clause and a sub-clause would mean complete 

compliance to all the other sections within those clauses and sub-clauses. 

Witness: 

Bidder: 

Signature ------------------------ Signature ------------------------ 

Name ------------------------ Name ------------------------ 

Address ------------------------ Designation ------------------------ 

Company ------------------------ 

Date ------------------------- Date ------------------------- 



7.12.2 Statement of Deviations from Tender Terms & Conditions 

To 

The Managing Director, 



C-Scheme, Jaipur-302016 (Raj.) 

Following are the Technical deviations and variations from the requirements and documents proposal 

submitted against Tender document No. Dated . These 

deviations and variations are exhaustive. Except these deviations and variations, all other Terms and 

Conditions of the Tender are acceptable to us. 

S. No. Section No. Clause No. Page No. 

Statement 

deviations 

variations. 

of 

and 

Remarks 

Note: Bidders may please note that compliance to a clause and a sub-clause would mean complete 

compliance to all the other sections within those clauses and sub-clauses. 

Witness: 

Bidder: 

Signature ------------------------ Signature ------------------------ 

Name ------------------------ Name ------------------------ 

Address ------------------------ Designation ------------------------ 

Company ------------------------ 

Date ------------------------- Date ------------------------- 



7.13 ANNEXURE-13 - FINANCIAL BID FORMAT 

(To be submitted by the bidder along with Technical Bid) 

To, 

The Managing Director, 



C-Scheme, Jaipur-302016 (Raj.) 

Sir, 

Having examined the Bidding Document, the receipt of which is hereby duly acknowledged, I/ we, the 

undersigned, offer to work as “System Integrator/ Implementing Agency” as per the defined Scope of the 

work & in conformity with the said bidding document for the same. We hereby offer our best price as per 

the details below and would be valid as per the details mentioned in the NIT. 

1) I/ We undertake that the prices are in conformity with the specifications/ requirements prescribed. The price 

quoted is inclusive of all cost likely to be incurred for executing this work. The prices are inclusive of all type of 

govt. taxes/ duties. 

2) I/ We undertake, if our bid is accepted, to deliver the services in accordance with the requirements of RISL/ 

designated department. 

3) If our bid is accepted, we will give the Performance Security of Rs. ___________for the due performance of the 

Contract, in the form prescribed by RISL. 

4) I/ We agree to abide by this bid for a period of 180 (One Hundred Eighty only) 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. 

5) 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. 

6) We understand that you are not bound to accept the lowest or any bid you may receive. 

7) We agree to the terms & conditions mentioned in the Tender document. 



A) CAPEX 

A1) CAPEX: Head Quarter, DAM, Jaipur 

Sl.No. 

Item No. and 

Description 

Make & 

Model 

Unit 

Total 

Qty 

Base Unit Cost in 

INR 

(inclusive of 

packaging, 

transportation, 

warranty, insurance) 

Total 

Cost in 

INR 

CST 

in % 

VAT 

in % 

CST 

in 

INR 

VAT 

in 

INR 

Total 

Cost in 

INR 

1. 

2. 

3. 

4. 

Laptop 

Computer 

Desktop 

Computer 

800 VA UPS 

(30 Min 

backup) 

Laser Printer 

B/W standard 

A B C=AxB D E F=C+D+E 

Nos. 10 

Nos. 20 

Nos. 21 

Nos. 20 

5. 

Multi-Function 

Device (B&W) 

Nos. 3 

6. 

7. 

8. 

L2 

(48P) 

Computer 

Table 

Computer 

Chair 

Switch 

Nos. 1 

Nos. 25 

No 20 

The rates shall be filled up 

separately in given format 

on e-procurement portal 

with financial bid. 

9. 

Structure 

Cabling 

Mt 300 

10. 

Panel with 

19 U rack 

No 1 

11. I/O Points No 53 

12. Patch cord No t 70 

13. 

NMS Client 

Licence 

Total A1 (In Figures) – Rs. 

No 1 

Total A1 (In Words) – Rupees 

Note:- Aforesaid Quantity mentioned for item no 9 (structure cable) are Indicative, SI will finalised actual 

quantity in consultation with DAM, in case of any deviation in quantity unitary price of each item shall be 

applicable. 



A2) CAPEX: Regional office, DAM GoR 

Sl.No. 

Item No. and 

Description 

Make & 

Model 

Unit 

Total 

Qty 


INR 

(inclusive of 

packaging, 


warranty, 

insurance) 

Total 

Cost in 

INR 

CST in 

% 

VAT in 

% 

CST 

in 

INR 

VAT 

in 

INR 

Total 

Cost in 

INR 

1. Laptop Nos. 1o 


2. 

Desktop 

Computer 

Nos. 30 

3. 

800VA UPS 

(30 Min 

backup) 

Nos. 40 

4. 

L2 Switch (24 

Port) 

Nos. 10 

5. 


Device (B&W) 

Nos. 10 

6. 

7. 

8. 

Laser Printer 

(B&W) 

Standard 

Computer 

Table 

Computer 

Chair 

Nos. 30 

Nos. 40 

Nos 40 





9. 

Structure 

Cabling 

Mt 1000 

10. 

24 Port Panel 

with 19 U 

rack 

No 10 


12. Patch cord No 100 

13. 

NMS Client 

License 

No 10 


Total A2 (In Words) – Rupees 

Note:- Aforesaid Quantity mentioned for item no 9 (structure cable) are Indicative, SI will finalised actual 

quantity in consultation with DAM, in case of any deviation in quantity unitary price of each item shall be 

applicable. 



A3) CAPEX: Mandi, DAM, GoR 

Sl.No. 

Item No. and 

Description 

Make & 

Model 

Unit Total 

Qty 


INR 

(inclusive of 

packaging, 


warranty, 

insurance) 

Total 

Cost in 

INR 

CST 

in % 

VAT 

in % 

CST 

in 

INR 

VAT 

in 

INR 

Total 

Cost in 

INR 

1. Desktop Computer Nos. 25 


2. 

3. 

4. 

800VA UPS (60 Min 

backup) 


Device (B&W) 

Laser Printer (B&W) 

Standard 

Nos. 25 

Nos. 5 

Nos. 25 

5. L2 Switch (24 Port) Nos. 5 

6. Computer Table Nos. 30 

7. Computer Chair No 30 

8. Structure Cabling Mt 2500 

9. 

24 Port Panel with 

19 U rack 

No 5 


11. Patch cord No 100 





12. 

NMS 

Licences 

Client 

NO 5 

13. Handheld Device Nos. 15 

14. DG Set (7.5 KVA) Nos. 5 

15. 

CCTV Camera + 

Accessories) 

Nos. 10 

16. CCTV LCD Panel 42" Nos. 5 

17. 

18. 

Electronic Board 

Display 8' x 12' 

Automatic boom 

Barriers 

Nos. 5 

Nos. 10 



Sl.No. 

Item No. and 

Description 

Make & 

Model 

Unit Total 

Qty 


INR 

(inclusive of 

packaging, 


warranty, 

insurance) 

Total 

Cost in 

INR 

CST 

in % 

VAT 

in % 

CST 

in 

INR 

VAT 

in 

INR 

Total 

Cost in 

INR 


19. 2 Ton AC Stabilizer Nos. 5 

Total A3 for Mandis (In Figures) – Rs. 

Total A3for Mandis (In Words) – Rupees 

Note:- Aforesaid Quantity mentioned for item no 8 (structure cable) item no 13 ( handheld device), item no 14 

(CCTV camera + accessories), item no 15 (CCTV LCD Panel) and item no 18 (automatics boom barriers) are 

Indicative, SI will finalised actual quantity in consultation with DAM, in case of any deviation in quantity unitary 

price of each item shall be applicable. 



A4) CAPEX: Miscellaneous One-Time Activities 

Sl.No. 

Item No. and 

Description 

Make & 

Model 

Unit 

Total 

Qty 


INR 

(inclusive of 

packaging, 


warranty, insurance) 

Total 

Cost in 

INR 

CST 

in % 

VAT 

in % 

CST 

in 

INR 

VAT 

in 

INR 

Total 

Cost in 

INR 


WebPortal and 

RIMMS 

Application S/w 

Development 

Inclusive of 

Middleware 

Software 

Application/ 

1. 

portal/COTS/ 

support 

application 

used by SI to 

run application 

along with 3 

years OEM 

support 

-- Nos. 1 





2. 

Data Digitization 

as per SoW 

-- 

Recor 

ds . 

95600 

Initial Training to 

all Officers/ 

3. 

Emp. as per 

SoW 

-- 

Sessi 

on 

22 


Total A4(In Words) – Rupees 



B) OPEX 

B1) OPEX for 2 Years 

Sl.No. 

Item No. and Description 

Per Unit OPEX 

Cost in INR 

including all 

Taxes and 

Levies 

(for 2 Years) 

No. of Offices/ 

Locations 

Total OPEX Cost 

in INR 

1. Head Quarter, DAM, GoR, Jaipur The rates 

shall be filled 

1 

2. Mandis, DAM, GoR up 

5 

separately in 

given format 

on e- 

1 

Web Portal & Application S/w 

procurement 

3. 

Support & Maintenance 

portal 

with financial 

bid. 

Total B1 for 2 Years (In Figures) – Rs. 

Total B1 for 2 Years (In Words) – Rupees 

A B C=A x B 

C) Man-Month Rate for Application Change Requests 

Sl.N 

o. 

Item No. and 

Description 

One Man- 

Month Cost 

in INR 

Taxes/ 

Levies in 

INR 

Estimated Total 

Man- Months 

Total Cost in INR 

A B C D=(A+B)*C 

The rates shall be filled 

Man-Month Rate for 

up 

undertaking change separately in given 

1. request work with format 

an effort estimate of on e-procurement portal 

40 man-months 


40 Man Months 

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 The rates shall be 

filled up 

2. Total Cost of A2 

separately in given 


format 

on e-procurement 


portal 

Total D1 (In Figures) – Rs. 

Total D1 (In Words) – Rupees 

A 


D2) TOTAL OPEX 

Sl.No. Item No. and Description 

1. Total Cost of B1 

Total OPEX Cost in INR 





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) 

2. Total OPEX (D2) 

3. 

Man-Month Rate for undertaking change request 

work with an 

effort estimate of 40 man-months (C) 





Total E (In Figures) – Rs. 

Total E (In Words) – Rupees 

Authorized Signatory: ___________________________ 

Date: ________________ 

Place: ________________ 



Seal of the Company/Firm: ______________________ 

7.14 ANNEXURE-14 - PERFORMANCE BANK GUARANTEE 

(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)( payable at par at 

Jaipur) 

To, 


RajCOMP Info Services Ltd. (RISL), 

Jaipur. 

1. In consideration of the RajCOMP Info Services Ltd. (RISL) (hereinafter called "RISL") having agreed 

to exempt M/s ..........................(hereinafter called "the said Contractor(s)" from the demand, under 

the terms and conditions of an Agreement No..................................dated .....................made between 

the RISL through Director (T) and .......................(Contractor) for the work .................(hereinafter 

called "the said Agreement") of Security Deposit for the due fulfillment by the said Contractor (s) of 

the terms and conditions contained in the said Agreement, on production of a Bank Guarantee for 

Rs...................(rupees ........................................only), we ...................(indicate the name of the 

Bank), (hereinafter referred to as "the Bank") at the request of ..................Contractor(s) do hereby 

undertake to pay to the RISL an amount not exceeding 

Rs...................(Rupees..................................only) on demand. 

2. We................. (Indicate the name of Bank), do hereby undertake to pay Rs.................... 

(Rupees............................only), the amounts due and payable under this guarantee without any 

demur or delay, merely on a demand from the RISL. Any such demand made on the bank by the 

RISL shall be conclusive as regards the amount due and payable by the Bank under this guarantee. 

The Bank Guarantee shall be completely at the disposal of the RISL and We....................... (Indicate 

the name of Bank), bound ourselves with all directions given by RISL regarding this Bank Guarantee. 

However, our liability under this guarantee shall be restricted to an amount not exceeding 

Rs...................... (Rupees....................only). 

3. We.......................(indicate the name of Bank), undertake to pay to the RISL any money so demanded 

notwithstanding any dispute or disputes raised by the contractor(s) in any suit or proceeding pending 

before any Court or Tribunal or Arbitrator etc. relating thereto, our liability under these presents being 

absolute, unequivocal and unconditional. 

4. We.....................(indicate the name of Bank) further agree that the performance guarantee herein 

contained shall remain in full force and effective up to and that it shall continue to be 

enforceable for above specified period till all the dues of RISL under or by virtue of the said 

Agreement have been fully paid and its claims satisfied or discharged or till the RISL certifies that the 

terms and conditions of the said Agreement have been fully and properly carried out by the said 

Contractor(s) and accordingly discharges this guarantee. 

5. We ...........................(indicate the name of Bank) further agree with the RISL that the RISL shall have 

the fullest liberty without our consent and without affecting in any manner our obligations hereunder to 

vary any of the terms and conditions of the said Agreement or to extend time of performance by the 

said Contractor(s) from time to time or to postpone for any time or from time to time any of the powers 

exercisable by the RISL against the said Contractor(s) and to forbear or enforce any of the terms and 

conditions relating to the said Agreement and we shall not be relieved from our liability by reason of 

any such variation, or extension being granted to the said Contractor(s) or for any forbearance, act or 



omission on the part of the RISL or any indulgence by the RISL to the said Contractor(s) or by any 

such matter or thing whatsoever which would but for this provision, have effect of so relieving us. 

6. The liability of us ............................. (indicate the name of Bank), under this guarantee will not be 

discharged due to the change in the constitution of the Bank or the contractor(s). 

7. We .............................. (indicate the name of Bank), lastly undertake not to revoke this guarantee 

except with the previous consent of the RISL in writing. 

8. This performance Guarantee shall remain valid and in full effect, until it is decided to be discharged 

by the RISL. Notwithstanding anything mentioned above, our liability against this guarantee is 

restricted to Rs........................... (Rupees..............................only). 

9. It shall not be necessary for the RISL to proceed against the contractor before proceeding against the 

Bank and the guarantee herein contained shall be enforceable against the Bank notwithstanding any 

security which the RISL may have obtained or obtain from the contractor. 

10. We .............................. (indicate the name of Bank) verify that we have a branch at Jaipur. We 

undertake that this Bank Guarantee shall be payable at any of its branch at Jaipur. If the last day of 

expiry of Bank Guarantee happens to be a holiday of the Bank, the Bank Guarantee shall expire on 

the close of the next working day. 

11. We hereby confirm that we have the power(s) to issue this guarantee in your favor under the 

memorandum and articles of Association/constitution of our bank and the undersigned is/are the 

recipient of authority by express delegation of power(s) and has/have full power(s) to execute this 

guarantee for the power of attorney issued by the bank. 

Dated..........................day of....................For and on behalf of the (indicate the Bank) 

Signature 

(Name & Designation) 

Bank's Seal 

The above performance Guarantee is accepted by the RISL 

For and on behalf of the RISL 

Signature 

(Name & Designation) 



7.15 ANNEXURE-15 - DRAFT AGREEMENT FORMAT 

1) An agreement made this__ (enter date of Agreement)__between__(enter your firm’s name & 

address)__(hereinafter called "the approved supplier", which expression shall, where the context so 

admits, be deemed to include his heirs, successors, executors and administrators of the one part and 

the "RISL" which expression shall, where the context so admits, be deemed to include his successors 

in office and assigns of the other part. 

2) Whereas the approved supplier has agreed with the RISL to supply to the Managing Director, RISL, 

Yojana Bhawan, Jaipur on behalf of (enter name of client organisation) to its various Offices as well 

as at its branch offices throughout Rajasthan, all those articles set forth in Our Order No ._________ 

Dated __________ appended hereto in the manner set forth in the conditions of the tender and 

contract appended herewith and at the rates set forth in the said order. 

3) And whereas the approved supplier has deposited a sum of Rs._____________ in the form of: - 

a) Cash/ Bank Draft No./ Banker Cheque No.____________________ dated._________ valid upto 

_____________. 

b) Post Officer Savings Bank Pass Book duly hypothecated to the Departmental authority. 

c) National Savings Certificates / Defence Savings Certificates / Kisan Vikas Patras or any other 

script / instrument under National Saving Schemes for promotion of Small Savings, if the same 

can be pledged under the relevant rule. (The certificates being accepted at surrender value) as 

security for the due performance of the aforesaid agreement which has been formally transferred 

to RISL. 

4) Now these Presents witness: 

a) In consideration of the payment to be made by the RISL through cheque/DD at the rates set forth 

in the Supply Order hereto appended the approved supplier will duly supply the said 

articles set forth in Our Order No.___________ dated ___/___/20___ thereof in the manner 

set forth in the NIT, Tender Form, Instructions to Bidders, Terms of Reference, General and 

Special Conditions of the Tender and Contract, Technical Bid and Financial Bid along with their 

enclosures. 

b) The NIT, Tender Form, Scope of Work, General and Special Terms and Conditions of the Tender 

and Contract, Technical Bid and Financial Bid along with their enclosures enclosed with the 

Tender Notice No._____ dated.___/___/20___ and also appended to this agreement will be 

deemed to be taken as part of this agreement and are binding on the parties executing this 

agreement 

c) Letter Nos._______________ dated __________ received from bidder and letter number 

_____________dated____________ issued by the RISL and appended to this agreement shall 

also form part of this agreement. 



d) (i) The RISL do hereby agree that if the approved supplier shall duly supply the said articles in the 

manner aforesaid observe and keep the said terms and conditions, the RISL will through 

Cheque/ DD pay or cause to be paid to the approved supplier at the time and the manner set 

forth in the said conditions, the amount payable for each and every consignment. 

(ii) The mode of Payment will be as specified in the bid document/ work order. 

5) The prescribed scope of work/ requirement of services and deployment of technical resources shall 

be effected and completed within the period as specified in the work order. 

6) 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 the bidder has failed to supply or complete the work: - 

a) Delay up to one fourth period of the prescribed delivery period, successful installation 

& completion of work 

b) Delay exceeding one fourth but not exceeding half of the prescribed delivery period, 

successful installation & completion of work. 

c) Delay exceeding half but not exceeding three fourth of the prescribed delivery period, 

successful installation & completion of work. 

d) Delay exceeding three fourth of the prescribed delivery period, successful installation 

& completion of work. 

2.5% 

5.0% 

7.5% 

10.0% 

Note: 

a) Fraction of a day in reckoning period of delay in supplies/ maintenance services shall be 

eliminated if it is less than half a day. 

b) The maximum amount of agreed liquidated damages shall be 10%. 

c) If the 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 

supply order, for the same immediately on occurrence of the hindrance but not after the stipulated 

date of completion of supply. 

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 the bidder. 

7) Warranty/ Services shall be provided by the bidder as per Conditions of Contract. 

8) All disputes arising out of this agreement and all questions relating to the interpretation of this 

agreement shall be decided by the RISL and the decision of the RISL shall be final. 

In witness whereof the parties hereto have set their hands on the _____ day of _____ (Year). 

Signature of the Approved 

supplier 

Signature for and on behalf of 

MD, RISL 



Date: 

Designation: 

Date: 

Witness No.1 

Witness No.2 

Witness No.1 

Witness No.2 



7.16 ANNEXURE-16 - FORMAT FOR SUBMISSION OF PROJECT REFERENCES 

FOR PRE-QUALIFICATION EXPERIENCE 

Project Name: 

Country: 

Location within country: 

Name of Customer: 

Contact person with address, phone, 

fax and e-mail: 

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 

Value of Contract/Work Order (In INR): 

Project Duration: 

Total No. of staff-months of the assignment: 

Approx. value of the services provided by your company under the 

contract (in INR): 

Please attach a copy of the work order/completion certificate/purchase order/ letter from the customer for each 

project reference 



7.17 ANNEXURE 17- SERVICE LEVEL AGREMENT 

a) Purpose & Duration of SLA: The SLA purpose is to enforce a contract between the selected bidder 

and Purchaser. The SLA would come into effect from the date of commissioning and until the 

successful completion of the operations & maintenance period of 2 years. 

b) Escalation Procedure: The SLA provides Levels of support to be provided by the selected bidder, 

incident handling process based on criticality of incident reported, incident escalation, responsible 

offices and expected time to resolve the incident. The following characteristics are used to identify the 

severity of an incident. 

• Business and financial exposure 

• Work outage 

• Number of end-users affected 

• Workaround 

• Acceptable resolution time 

A given problem must be judged against each of the characteristics to make an overall 

assessment of which severity level best describes the incident. The designated officer and 

selected bidder‟s helpdesk staff may jointly determine the initial severity rating for the report. 

Escalation Level Severity Codes Responsible Officer 

Level 1 

Level 2 

High 

Medium 

Low 

High 

Medium 

Low 

1) Bidder‟s Helpdesk Executive at NOC/ HQ of 

DAM, GoR 

2) Designated Nodal Officer, RISL 

3) Designated Nodal Officer, DAM, GoR 

1) Bidder‟s Project Manager at NOC/ HQ of DAM, 

GoR 

2) Director (Technical), RISL 

3) Director, DAM, GoR 

Level 3 

High 

Medium 

Low 

1) Bidder‟s Project Manager at NOC/ HQ of DAM, 

GoR 

2) PS, Agriculture, GoR 

3) Managing Director, RISL 

4) Additional Director, DoIT&C, GoR 



a) Service Window: 

1 Prime Business Hours (PBH) 08:00AM to 06:00PM, 10 Hours (On all days) 

2 Non-Prime Business Hours 

(NPBH) 

06:00PM to 08:00AM, 14 Hours (On all days) 

b) Hours of Operation (Help Desk): The problems encountered during the usage of the application 

would be reported at the Help Desk established by the selected bidder at the Head Office of DAM 

in Jaipur. This would enable the Helpdesk staff to log complaints and take action as per the 

severity of the reported problem. Also, the hours of Helpdesk operation would be from 9.30AM to 

6.30PM and on all the working days. If required, under exceptional circumstances, the Helpdesk 

would also be operational on non-working days. 

c) 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 nonavailability 

of power (which is 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 would be removed while 

calculating the uptime. 

d) Monitoring & Evaluation: The selected bidder shall provide and make use of following system for 

monitoring and evaluation 

Sr No SLA Report Reporting System 

1 Down time of IT & Non-IT 

Infrastructure deployed at all 

project locations 

2 Down Time web portal & 

Application software 

Through a web base/phone line Incident reporting 

log available at IT help desk 

Through EMS application available at RSDC 

3 Non Availability of Manpower Attendance Register at each project location 

4 Delay in performing software 

support like upload content/ bugs 

fixing/ minor change request 

Through a web base/phone line call log available 

at IT help desk 



e) Review Committee and Review Mechanism: The designated review committee/ members, on a 

quarterly basis, shall review and discuss the services delivery and performance standard 

compliance of the selected bidder. The review would include but not limited to: - 

 

 

 

 

 

 

 

 

Service provided during the review period 

Major incidents during the review period 

Problems that remains outstanding 

Review of Change requests/Variation and progress for enhancements 

Future events or business developments that will affect the Service 

Review any potential changes required to the SLA 

Agree items for submission to the executive decision making 

Review schedules for Services provided. 

f) Penalty for downtime 

If the selected bidder fails to deliver the required services due to reasons attributable to him like 

non-functioning of the hardware/ system, non-accessibility of the web-portal/ application, nonavailability 

of the technical personnel/ manpower, etc. the cumulative penalty, as applicable, 

would be imposed as mentioned bellow while processing the payment for respective milestone. 

i. Penalty for Downtime of IT & Non IT Infrastructure deployed at various project locations. 

The below mentioned table describes item wise schedule of expected time allowed to SI to 

maintain items in Up & running condition it further describes the schedule for escalation of 

complaints. 

The penalty shall imposed in case SI fails to resolve complaint in expected time (as defined in 

No penalty column) 

Items No Penalty Escalation Schedule 

Low Medium High 

Switch/ Router No delay 30 Min 120 Min 240 Min 

Desktop 20 Min 60 Min 8 Hour 2 days 

Laptop 20 Min 60 Min 8 Hour 2 days 

Printer 40Min 120 Min 8 Hour 3 days 

UPS 40Min 120 Min 8 Hour 3 days 



Boom Barrier 10 Min 30 Min 60 Min 120 Min 

Handheld Devices 40Min 120 Min 8 Hour 2 days 

CCTV 40Min 120 Min 8 Hour 3 days 

CC Camera 40Min 120 Min 8 Hour 3 days 

Electronic Display Board 40Min 120 Min 8 Hour 3 days 

DG Set 40Min 120 Min 8 Hour 3 days 

The penalties defined below shall be applicable per location e.g if downtime is reported at 

particular location (Udaipur Mandi) then penalty shall be attributed for quarterly payment of 

particular mandi only. 

Location Uptime in a Quarter Penalty in % of the quarterly payable amount 

attributed to per location 

PBH 

NPBH 

>=98% No Penalty No Penalty 

>=97% and =96% and =95% and


61-120 mins. (upto 2 Hrs) 0.5% No Penalty 

121-180 mins. (upto 3 Hrs) 1% 0.5% 

181-240 mins. (upto 4 Hrs) 2% 1% 

241-300 mins. (upto 5 Hrs) 3% 2% 

301-360 mins. (upto 6 Hrs) 4% 3% 

361-420 mins. (upto 7 Hrs) 5% 4% 

421-480 mins. (upto 8 Hrs) 6% 5% 

481-540 mins. (upto 9 Hrs) 7% 6% 

541-600 mins. (upto 10 Hrs) 8% 7% 

601-660 mins. (upto 11 Hrs) 9% 8% 

661-720 mins. (upto 12 Hrs/ 1 Day) 10% 9% 

> 720 mins. (> 12 Hrs/ 1 Day) 

10% and additional 

10% per additional 12 

Hrs/ 1 Day downtime 

(subject to max 50%) 

9% per day and 

additional 9% per 

additional 12 Hrs/ 1 Day 

downtime (subject to 

max 50%) 

Note: Down-time of 5 days in a month for consecutive 2 months may be treated as breach of 

contract. Also, the penalty defined in this section shall be used only when the website/ 

application is not accessible/ functional/ active but the hardware is functional at RSDC, 

Jaipur. 

iii. Penalty for Non-Availability of deployed Personnel/ Resources/ Manpower 

Resource Type 

Penalty Per Day of Non-Availability 

(to be deducted from the total quarterly 

payable amount during the O&M Phase) 

Project Manager/ System Administrator/ 

Network Engineer / Database Admin Rs. 2500/- per day. 

(NOC) 

Helpdesk Executive (Helpdesk) 

Rs. 1200/- per day. 

Local Support Exec. (Mandis. Off.) Rs. 750/- per day. 

iv. Penalty for non-timely performing software support service like Update Content Management 

(Web Portal)/ Incident reporting of Bugs fixing/ Change Management (Application Software) 

i.e. Minor Change Requests 

Delay (in days) 

Penalty Per Day 

(to be deducted from the total quarterly 

payable amount during the O&M Phase) 

Upto 1 Day 

No Penalty 

2 nd Day Rs. 2,000/- per day. 

3 rd Day Rs. 3,000/- per day. 

4 th Day Rs. 4,000/- per day. 



5 th Day Rs. 5,000/- per day. 

Note: Non-timely Content Management/ Bugs fixing / Change Management for 5 or more 

days for consecutive 2 months may be treated as breach of contract. 

v. Penalty for improper/ missing Data Backup: If the selected bidder fails to take the backup (as 

per the RSDC Backup Policy) then a penalty of Rs. 2,000 per day will be imposed (to be 

deducted from the total quarterly payable amount during the O&M Phase). 

vi. Penalty for Non-timely submission of Deliverables: If the selected bidder fails to submit any of 

the required/ specified deliverables as per the details mentioned (Para 4.2.7.3) in this RFP 

then a penalty of Rs. 1000/- per day per deliverable will be imposed (to be deducted from the 

total quarterly payable amount during the O&M Phase). 

vii. Note: Any delay/ non-performance, not attributable to the selected bidder, shall not be taken 

into account while computing adherence to service levels but the selected bidder shall submit 

sufficient records/ documents that the delay/ non-performance is not on his part. 



7.18 ANNEXURE 18 - FORMAT FOR CONSORTIUM AGREEMENT 

(On non-judicial stamp paper of appropriate value to be purchased in the name of executants companies 

or as required by the jurisdiction in which executed) 

THIS Consortium Agreement executed on this ................ day of........................... Two Thousand 

………………. By: 

M/s. ......................................................... a Company incorporated under the laws 

of........................………………………........ and having its registered office at ............................... 

(hereinafter called the “Lead Member/First Member” which expression shall include its successors); and 

M/s. …......................................................... a Company incorporated under the laws of 

.......................................………………………..... and having its registered office at .............................. 

(hereinafter called the “Second Member” which expression shall include its successors) 

The Lead Member/First Member and the Second Member shall collectively hereinafter be called as the 

“Consortium Members” for the purpose of submitting a proposal (hereinafter called as “Bid”) for the 

work of …………………(Name of work)………………………for …………… (Name of project) of 

M/s…………………………….. to Government of Rajasthan (GoR)/ Rajcomp Info Services Limited 

(herein after called the `Owner‟ or „RISL‟), RISL being a Company incorporated under the Companies 

Act, 1956 having its registered office at C Block, Yojna Bhavan, Tilak Marg, C-Scheme, Jaipur, India 

(hereinafter called the “Owner/GoR/ RISL”) in response to GoR/RISL Request for Proposal Document 

(hereinafter called as ”RFP” Document) Dated………….. for the purposes of submitting the bid no. 

………….. ………………………….. and entering into a contract in case of award for the work of 

…………………(Name of work)………………………for …………… (Name of project) of GoR/RISL. 

WHEREAS, the Owner invited bids vide its RFP document no. …………………… for the work of 

……………………………………………………. AND WHEREAS as per document, Consortium bids 

will also be considered by the Owner provided they meet the specific requirements in that regard. 

AND WHEREAS the PQ bid is being submitted to the Owner vide proposal dated ………… based on the 

Consortium Agreement being these presents and the PQ bid with its PQ bid forms and submission 

documents, in accordance with the requirement of PQ document conditions and requirements have been 

signed by all the partners and submitted to the Owner. 

AND WHEREAS Clause ________ of RFP document stipulates that a Consortium of maximum two 

companies, meeting the requirements stipulated in the RFP document may submit a Proposal signed by 

Lead Member of the Consortium Members so as to legally bind all the Members of the Consortium who 

will be jointly and severally liable for the performance and all obligations thereunder to GoR/RISL and 

duly signed Consortium Agreement shall be attached to the Proposal. 

NOW THEREFORE, in consideration of the mutual covenants of the members of the Consortium, the 

sufficiency whereof is hereby acknowledged and other good valuable consideration, we agree as follows: 



1. We the members in the Consortium hereby confirm that the name and style of the Consortium shall 

be…………….. Consortium. 

2. M/s. ...................................... shall act as Lead Member for self, and for and on behalf of M/s 

…………………….. (Second Member) and further declare and confirm that we shall jointly and 

severally be bound unto the Owner for the successful performance of the obligations under the 

Request for Proposal (RFP) and resulting Contact Agreement(s) submitted / executed by the Lead 

Member in the event of the selection of Consortium. Further, the Lead Partner is authorized to incur 

liabilities and receive instructions for and on behalf of any or all partners of the CONSORTIUM. 

3. That M/s_____________ which is the Lead Member of the Consortium shall invest and continue to 

invest ….% (at least 51% to be invested by Lead Bidder) interest in the Consortium for the Lock in 

Period as specified in the RFP document. 

4. That M/s ____________, (Second Member) shall invest and continue to invest ….% interest of the 

Consortium for the Lock in Period as specified in the RFP document. 

5. The composition or the constitution of the consortium shall not be altered without the prior consent of 

GoR/RISL. 

6. The roles and responsibilities of the lead bidder and the second member of the consortium for 

execution of various components/activities as defined in the RFP document shall be as under : 

Srl 

Project 

Roles & Responsibility 

Roles & Responsibility 

Component/Activity 

of Lead Bidder 

of Second Member of 

Consortium 

1 

2 

3 

4 

7. It is expressly agreed by the members that all members of the consortium shall be held equally 

responsible for the obligations under the RFP Document, Contract and this Agreement, irrespective of 

the specific roles/responsibilities undertaken by them. 



8. For the purpose of this Agreement, the RFP Document and the Contract, the Lead Partner shall be the 

single point of contact for the GoR/ RISL, shall have the overall responsibility of the management of 

the Project and shall have single point responsibility for ensuring that all members of the consortium 

are complying with the terms and conditions set out in the Contract and the RFP Document. 

9. All instructions/communications from PMC to the Lead Partner shall be deemed to have been duly 

provided to all the members of the consortium. 

10. If GoR/RISL suffers any loss or damage on account of any breach in the stipulation of the 

Agreements to be entered into by the Consortium Members, upon its selection pursuant to RFP (the 

"Agreements") or any shortfall in the performance of the Transaction or in meeting the performances 

guaranteed as per the RFP and the Agreements, the Consortium Members hereby jointly and severally 

undertake to promptly make good such loss or damages caused to GoR/RISL on its demand without 

any demur or contest. The Owner shall have the right to proceed against anyone of the partners and it 

shall neither be necessary nor obligatory on the part of the Owner to proceed against the Lead Partner 

before proceeding against or dealing with the other Member. 

11. The financial liability of the Consortium Members to the GoR/RISL, with respect to any of the claims 

arising out of the performance or non-performance of obligations under the RFP and the resulting 

Agreement(s) shall not be limited so as to restrict or limit the liabilities of any of the Members and the 

Members shall be jointly and severally liable to GoR/RISL. 

12. It is expressly agreed by the Members that all the due payments shall be made by the Owner to Lead 

Bidder only. 

13. This Consortium agreement shall be construed and interpreted in accordance with the laws of India 

and the Courts of Jaipur (Rajasthan) shall have the exclusive jurisdiction in all matters arising there 

under. 

14. It is also hereby agreed that Lead Member shall, on behalf of the Consortium shall submit the Bid and 

performance Security as specified by owner in the RFP document. 

15. It is further agreed that this Consortium Agreement shall be irrevocable and shall continue to be 

enforceable till the same is discharged by GoR/RISL. 

16. This Agreement shall come into force as of the date of signing and shall continue in full force and 

effect until the complete discharge of all obligations, concerning the carrying out of the Project, 

which have been taken on by the Parties under the Contract, RFP Document and under this 

Agreement. 

17. Any other terms and conditions not in contradiction to the RFP and above mentioned terms 

and conditions. 



IN WITNESS WHEREOF, the Members to the Consortium agreement have through their authorised 

representatives executed these presents and affixed common seal of their companies, on the day, month 

and year first mentioned above. 

Common Seal of ................ has been affixed in 

my/our Lead Member presence pursuant to Board of 

Director‟s resolution dated .............................. 

For and on behalf of M/s…………….. 

(Lead Bidder) 

1) Witness 

2) Witness 

(Signature of authorized representative) 

Name : 

Designation: 

Common Seal of ................ has been affixed in 

my/our Lead Member presence pursuant to Board of 

Director‟s resolution dated .............................. 

For and on behalf of M/s…………….. 

(Second member) 

(Signature of authorized representative) 

1) Witness 

Name : 

Designation: 

2) Witness 



7.19 ANNEXURE-19 - LIST OF INFRASTRUCTURE TO BE PROVIDED BY RSDC 

S. No. Item Description Shared/Dedicated Type/ Specification 

Servers 

1 Web Servers Virtual Dedicated 1+1 HP DL580 G7, (4 x hex core) available in DMZ zone with 

32 GB dedicated Ram, including OS Linux/windows 

2 Application Virtual Dedicated 1+1 HP DL580 G7, (4 x hex core) available in MZ zone with 32 

GB dedicated RAM including OS Linux/windows 

3 Database shared 1+1 HP DL580 G7, (4x 8core) available in MZ zone with Post 

grey SQL server ver 9 

4 Back Up Server shared IBM Tivoli Storage manager client licence shall be provided 

by RSDC 

5 EMS Server shared CA NMS, e health & spectrum, DPM wily, willy-cer, service 

desk &ITCM on windows (additional NMS licenses shall be 

provided by SI) 

6 SMS Server / Payment Gateway shared Red Chilly on windows / As provided by GoI 

7 Anti virus shared Symantec Endpoint protection 11.0 on windows 2008 R2 

client licence as applicable shall be provided by RSDC 

8 Authentication Server Shared DC,ADC ON WINDOWS 2008 R2, client license shall be 

provided by RSDC 

9 Audit Log Server shared Centralized syslog server on RHE15 

10 Mailing Server shared Open Source 

Storage 

11 SAN Storage shared IBM SAN & HP 3PAR 

12 Tape Library shared IBM 

Network 

13 Core Switch shared CISCO 6513 

14 Application Access Switch shared CISCO 3750 

15 Network Load balancer shared Link Proof & array 

16 Bandwidth to be provide by RSDC dedicated 4X2 Mbps 

17 Data transfer inter connectivity shared 1 Gbps , HBA 4Gbps for SAN 

18 Middle ware application server shared MS Sharepoint, Jboss AS, Tomcat (client & user licenses shall 

be provide by SI) 



ANNEXURE-20 - INDICATIVE PROJECT PLAN 



7.21 ANNEXURE-21 - EXPECTED QUALIFICATION OF MANPOWER 

RESOURCES 

S. No. Role Desirable Qualification and Experience 

1 Project Manager 

(Lead Software 

Development team at 

SI‟s end) 

2 Solution Architect 

(at SI‟s end) 

3 Business Analyst 

( at SI,s end) 

4 Lead Tester / Quality 

Assurance 

(at SI‟s end) 

5 1 x Sr Software 

Developer/ System 

Administrator 

(at HO, DAM) 

B.E/ B.Tech + MBA and preferably PMP certified 

Having at least 8 years of post-qualification relevant work 

experience in design and development of customized IT 

applications 

6+ years experience working through the design, 

development, release (SDLC) cycle delivering software 

application projects 

5+ years of experience in managing a team size of more than 

15 developers in the capacity of Team Leader / Project 

Manager 

Must have good understanding of Government Processes 

and IT automation initiatives in eGovernance Domain 

B.E/ B.Tech / MCA /Masters Degree (CS/ CA/ IT) and 

preferably certified in Application / System Architecture. 

5+ years of post-qualification relevant work experience in IT 

application development projects 

Web Technology: MS .NET 2.0 / JSP / J2EE / PHP/ Ruby / 

Perl / Python etc. 

RDBMS: Oracle / Postgre / MS SQL, MySQL 

Assist the programmers and developers through designing, 

coding, testing, deploying, debugging, maintaining, and 

supporting client initiatives 

B.E/ B.Tech/ M.Sc (CS/ IT)/ MCA/ M.Tech /MBA 

Having at least 4+ years of post-qualification relevant work 

experience as Business Anaalyst 

preferably done one project in Agriculture Mandi Domain 

B.E/ B.Tech/ M.Sc (CS/ IT)/ MCA/ M.Tech 

Having at least 4+ years of post-qualification relevant work 

experience as tester / Quality Assurance 

Quality Certifications preferred 

B.E/ B.Tech/ MCA/ M.Sc (CS/ IT)/ MCA/ M.Tech 

Certification (Microsoft/ Redhat Platform) 

Fluency in English/ Hindi 

5+ years of post-qualification and relevant work experience as 

System administrator 



S. No. Role Desirable Qualification and Experience 

1 x Network 

Administrator 

(at HO, DAM) 

1 x Helpdesk Executive 

(at HO, DAM) 

5 x Local Support 

Engineer 

(at each Mandi) 

B.E/ B.Tech/ MCA/ M.Sc (CS/ IT)/ MCA/ M.Tech 

Certification (Cisco or equivalent platform) 


5+ years of post-qualification and relevant work experience 

as Network administrator 

Graduation 



as IT Helpdesk Executive 

Graduation + Diploma in Computers 

Certification (Microsoft/ Redhat/ Cisco or Equivalent) 



as Support Executive/ Engineer

RFP for Rajasthan Integrated Mandi ... - DOITC Rajasthan

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