Project Requirements - Archaeological Survey of India

Request for Proposal 

For establishing e-Governance Systems 

For 

Archaeological Survey of India 

Project Requirements 

November9, 2011

Request for Proposal for establishing e-Governance Systems 

Table of Contents 

1 INTRODUCTION AND BACKGROUND .................................................................................................... 8 

2 ABOUT ARCHEOLOGICAL SURVEY OF INDIA .......................................................................................... 9 

3 CURRENT STATUS AND VISION FOR E-GOVERNANCE .......................................................................... 10 

3.1 ELECTRONIC COMMUNICATION ................................................................................................................... 11 

3.2 E-TICKETING ........................................................................................................................................... 11 

3.3 FINANCIAL PLANNING AND BUDGETING SYSTEMS ........................................................................................... 12 

4 PROJECT VISION AND PHASES ............................................................................................................ 14 

5 SCOPE OF WORK FOR THE SYSTEM INTEGRATOR ................................................................................ 15 

5.2 PHASE 1: PROJECT PLANNING PROCESS ........................................................................................................ 15 

5.3 PHASE 2: REQUIREMENTS ANALYSIS ............................................................................................................ 15 

5.4 PHASE 3: SOLUTION DESIGN ...................................................................................................................... 16 

5.5 PHASE 4: SYSTEM DEVELOPMENT ............................................................................................................... 16 

5.6 PHASE 5: SOLUTION PROTOTYPE ................................................................................................................. 16 

5.7 PHASE 6: ENTRY OF HISTORICAL DATA ......................................................................................................... 17 

5.8 PHASE 7: TESTING AND ACCEPTANCE ........................................................................................................... 17 

5.9 PHASE 8: DOCUMENTATION ....................................................................................................................... 18 

5.10 PHASE 9: USER TRAINING, OPERATIONS, AND MAINTENANCE .......................................................................... 18 

6 IMPLEMENTATION MODEL................................................................................................................. 20 

7 KEY DELIVERABLES ............................................................................................................................. 21 

7.1 E-GOVERNANCE PROJECT APPLICATION DEVELOPMENT AND INFRASTRUCTURE DEPLOYMENT ................................. 21 

7.2 E-GOVERNANCE PROJECT APPLICATION AND INFRASTRUCTURE MAINTENANCE .................................................... 22 

7.3 E- TICKETING OPERATIONS ......................................................................................................................... 22 

8 FUNCTIONAL REQUIREMENTS ............................................................................................................ 24 

8.2 SYSTEM SECURITY REQUIREMENTS .............................................................................................................. 39 

8.3 GOVERNANCE STRUCTURE ......................................................................................................................... 40 

8.4 DOCUMENTATION STANDARDS AND REQUIREMENTS ....................................................................................... 40 

9 SERVICE LEVEL AGREEMENTS ............................................................................................................. 41 

9.1 SOFTWARE APPLICATION DEVELOPMENT AND DEPLOYMENT ............................................................................ 41 

9.2 SOFTWARE APPLICATION AND INFRASTRUCTURE MAINTENANCE ....................................................................... 43 

9.3 E-TICKETING OPERATIONS .......................................................................................................................... 43 

10 ANNEXURES ....................................................................................................................................... 45 

10.1 ANNEXURE 1: LIST OF CIRCLES .................................................................................................................... 45 

10.2 ANNEXURE 2: VISITOR HISTORY TO THE MONUMENTS .................................................................................... 46 

RFP Volume 1:Project Requirements P a g e | 1


A & P Accounts and Pay 

List of Abbreviations 

ADG Additional Director General 

AMC Annual Maintenance Contract 

ASI Archaeological Survey of India 

BE Budget Estimate 

BPEL Business Process Execution Language 

CAG Comptroller and Audit General 

CDDO Cheque Drawing and Disbursing Officer 

CDO Cheque Drawing Officer 

CGF Central Government Fund 

COTS Commercial Off the Shelf 

DDO Drawing and Disbursing Officer 

FRS Functional Requirement Specifications 

FTP Full Technical Proposal 

HLD High Level Design 

IEEE Institute of Electrical and Electronics Engineers 

IMAP Internet Message Access Protocol 

ISO International Standards Organization 

LLD Low Level Design 

MIME Multipurpose Internet Mail Extensions 

NIC National Informatics Centre 

NISG National Institute for Smart Government 

NOC No Objection Certificate 

PAO Pay and Account Offices 

PKI Public Key Infrastructure 

PMU Project Management Unit 

PoS Point of Sale 

RFP Request for Proposal 

SI System Integrator 

SLA Service Level Agreement 

SPOC Single Point of Contact 

SRS Software Requirement Specifications 

VPN Virtual Private Network 

WFMC Workflow Management Coalition 

SMTP Simple Mail Transfer Protocol 



About this Request for Proposal 

This document constitutes the Request for Proposal (RFP) for selection of System Integrators (SI) by 

Archaeological Survey of India (ASI). This RFP has been prepared to invite bidders to submit their 

proposals for services to assist in the development, automation and implementation of an egovernance 

system for ASI. 

Information used for the preparation of this RFP has been made available from relevant and 

published sources of information. Nonetheless, bidders are required to make their informed 

evaluation and decision based on their judgments. 

This RFP document contains the entire information that constitutes the requirement as proposed by 

ASI in order for qualified bidders to submit their proposals. Any queries or clarifications must be 

submitted in the prescribed format and will be addressed to all bidders simultaneously. 

This RFP also includes a standard Letter of Invitation, Standard Information to SIs, Terms of 

Reference, and General Conditions of Contract. 



Disclaimer 

The information contained in this Request for Proposal document (“RFP”) or subsequently provided to Bidders, 

whether verbally or in documentary or any other form by or on behalf of the Archaeological Survey of India, 

Government of India (“ASI”) or any of its employees or advisers, is provided to Bidders on the Terms and 

Conditions set out in this RFP and such other terms and conditions subject to which such information is 

provided. 

This RFP is not an agreement and is neither an offer nor invitation by ASI to the prospective Bidders or any 

other person. The purpose of this RFP is to provide interested parties with information that may be useful to 

them in the formulation of their Proposals pursuant to this RFP. 

This RFP may not be appropriate for all companies, and it is not possible for ASI, its employees or advisers to 

consider the objectives, technical expertise and particular needs of each party who reads or uses this RFP. The 

assumptions, assessments, statements and information contained in this RFP, may not be complete, accurate, 

adequate or correct. Each biddershould therefore conduct its own investigations and analysis and should 

check the accuracy, adequacy, correctness, reliability and completeness of the assumptions, assessments and 

information contained in this RFP and obtain independent advice from appropriate sources. 

Information provided in this RFP to the Bidders is on a wide range of matters, some of which depend upon 

interpretation of facts. The information given is not an exhaustive account of requirements and should not be 

regarded as a complete or authoritative statement of facts. The specifications laid out in this RFP are indicated 

as the minimum requirements whereas the bidders are expected to focus on the objectives of the project and 

formulate their solution offerings in a manner that enables achieving those objectives in letter as well as spirit. 

ASI accepts no responsibility for the accuracy or otherwise for any interpretation or opinion expressed herein. 

ASI, its employees and advisers make no representation or warranty and shall have no liability to any person 

including any Bidderunder any law, statute, rules or regulations or tort, principles of restitution or unjust 

enrichment or otherwise for any loss, damages, cost or expense which may arise from or be incurred or 

suffered on account of anything contained in this RFP or otherwise, including the accuracy, adequacy, 

correctness, reliability or completeness of the RFP and any assessment, assumption, statement or information 

contained therein or deemed to form part of this RFP or arising in any way in this Selection Process. 

ASI also accepts no liability of any nature whether resulting from negligence or otherwise however caused 

arising from reliance of any Bidderupon the statements contained in this RFP. 

ASI may in its absolute discretion, but without being under any obligation to do so, update, amend or 

supplement the information, assessment or assumption contained in this RFP. 

The issue of this RFP does not imply that ASI is bound to select an Bidder or to appoint the Selected Bidder, as 

the case may be, for the e-governance project. ASI reserves the right to reject all or any of the Proposals 

without assigning any reasons whatsoever. 

The Bidder shall bear all its costs associated with or relating to the preparation and submission of its Proposal 

including but not limited to preparation, copying, postage, delivery fees, expenses associated with any 

demonstrations or presentations which may be required by ASI or any other costs incurred in connection with 

or relating to its Proposal. All such costs and expenses will remain with the Bidder and ASI shall not be liable in 

any manner whatsoever for the same or for any other costs or other expenses incurred by an Bidder in 

preparation or submission of the Proposal, regardless of the conduct or outcome of the Selection Process. 



Contact Persons 

National institute of Smart Government (NISG) has been appointed as the Advisor to assist ASI in the 

preparation of this RFP, and the review of proposals received, and the selection of the eligible SI. All 

communication with regard to this RFP must be directed solely to the person and the address 

mentioned below. Any communication with a person other than the one mentioned below, would 

not be entertained and could result in the Application being considered as non-responsive. 

Table 1 Contact Details 

Contact Person Mr. B.B. Samaddar 

Address for Communication and Submission of bid Director – Administration 


Janpath, New Delhi - 110011 

Phone: +91-11-23018614 

Fax: +91-11- 23010789 

websiteasi@gmail.com 

Bid document availability Bid document can be downloaded from ASI 

website :www.asi.nic.in 

: www.nisg.org 



Important Dates 

Following are the key dates for submission and selection process. Address for communication, 

collection and submission of bid forms are as given earlier. 

Table 2: Important Dates 

Release of RFP (Request for Proposal) Wednesday, 9-Nov-11 

Last date for submission of clarifications by bidders Wednesday, 16-Nov-11 

Pre-Bid Conference Friday, 18-Nov-11 

Response to bidder queries Monday, 21-Nov-11 

Last date for submission of Bids Monday, 12-Dec-11 

Pre Qualification Bid opening Monday, 12-Dec-11 

Date for opening of Technical Bids for qualified bidders Monday, 19-Dec-11 

Date for Technical Presentations or Proof of Concept Monday, 26-Dec-11 

Date for opening of Commercial Bids for qualified bidders Monday, 2-Jan-12 

Award of Contract Monday, 16-Jan-12 



[insert: Location and Date] 

Dear [insert: Name of SI]: 

Dear Mr/Ms 


The Archeological Survey of India (ASI) invites proposals to provide the following services: 

Development of automation systems as a part of the e-governance initiative of Archeological 

Survey of India (ASI) to include e-mailing systems, finance and budgeting systems, and eticketing 

solutions. 

This RFP has been addressed to the following shortlisted SIs: 

[Insert: List of Shortlisted SIs] 

ASI invites eligible System Integrators (SI) to indicate their interest in providing the services. 

Interested SIs must provide information indicating that they are qualified to perform the services 

(brochures, description of similar assignments, experience in similar conditions, availability of 

appropriate skills among staff, etc.). SIs may associate to enhance their qualifications. 

An SI will be selected in accordance with the procedures set out in Volume 2 of this document. 

Interested SIs may obtain further information at the address mentioned below from 9:00 a.m. to 

6:00 p.m. 

Request for Proposal must be submittedto the address mentioned below by [insert date]. 

It is not permissible to transfer this invitation to any other company. 

A company will be selected on the basis of evaluation of Quality of the proposal, as described in this 

RFP, in accordance with the rules set forth in the Guidelines. 

The RFP includes the following documents: 

• Volume 1: Project Requirements 

• Volume 2: Commercial and bidding terms 

• Volume 3: Contractual and legal specifications 

Yours sincerely 

Archeological Survey of India 



1 Introduction and Background 

The Archaeological Survey of India (ASI), is a well established organization for archaeological 

research under the Ministry of Culture, and plays a significant role in protecting the cultural heritage 

of the Country. Conservation of ancient monuments, archaeological sites and excavations remains 

of national importance and are the prime concerns of the ASI. 

Established in 1861, over the years, ASI’s scope has expanded to a large number of fields such as 

preservation, conservation, architectural studies, epigraphy, horticultural and environmental upgradation 

and underwater archaeology. ASI regulates all archaeological activities in the country as 

per the provisions of the Ancient Monuments and Archaeological Sites and Remains Act, 1958. ASI 

also regulates Antiquities and Art Treasure Act, 1972. At present, ASI protects 3,675 monuments 

including 18 World Heritage Cultural Properties besides, and also maintains 41 museums around the 

country. 

ASI has now envisioned the development of an integrated IT enabled e-governance system across 

the departments in ASI in order to ensure transparent, easy, efficient and accurate availability of 

information, and facilitation of transactions. 

With anintent of providing a robust system, ASI has decided to revamp its current systems and core 

functions through e-governance solutions by leveraging Information and Communication Technology 

across various departments in the organization. In this context, ASI has engaged National Institute 

for Smart Government (NISG) for consulting services, which includea detailed study of existing ASI 

operations and to propose feasible solutions that can be adopted by ASI in the near future.The 

entire project is divided into three phases: 

Phase I: Consulting and RFP formulation (by NISG) 

Phase II: Implementation of Project (by SI) 

Phase III: Project Monitoring and Review by PMU to be established by ASI 

As a part of the first phase, ASI is floating this RFP to receive responses from eligible bidders, and 

evaluation and selection of the most appropriate SI. 



2 About Archeological Survey of India 

ASI is divided into 24 Circles (refer Annexure1 for the Circle Details) for the maintenance of ancient 

monuments, archaeological sites which remains of national importance. ASI carries out elaborate 

surveys of antiquarian remains in the country and protects monuments and sites. The Organization 

has a large work force comprising of trained archaeologists, conservators, epigraphist, architects and 

scientists for conducting archaeological research projects through its Circles, Museums, Excavation 

Branches, Prehistory Branch, Epigraphy Branches, Science Branch, Horticulture Branch, Building 

Survey Project, Temple Survey Projects and Underwater Archaeology Wing. 

The Circles carry out archaeological fieldwork, research activities and implement various activities 

which include: 

Extensive survey of antiquarian remains in villages of India. 

Exploration of archaeological sites and documentation of sculptures. 

Excavation of archaeological sites. 

Conservation and day-to-day maintenance of protected monuments. 

Providing basic facilities at the monuments for tourists. 

Issuing of NOC for any sort of construction, additions and alterations to existing structures or 

new constructions within regulated area of the protected monuments. 

Issuing permission for filming, photography and cultural programs at the protected monuments. 

Organizing public awareness programs on various occasions like Word Heritage Day, World 

Heritage Week, Museum Day and other important occasions. 

Registration of antiquities and issuing non-antiquity certificates. 

Interaction with various universities and research institutions. 

Currently there are 116 ticketed monuments that exist in the 24 Circles. Based on available 

information for the year 2009, approximately 32 million visitors have visited these monuments. The 

visitor history for these monuments is provided in Annexure 2. 



3 Current Status and Vision for e-Governance 

Project Vision 

ASI proposes e-Governance initiative to harness the power of ICT Platform for its vision 

”To ensure transparent, easy, efficient and accurate availability of information and facilitation of 

transactions” 

In order to streamline its processes and increase efficiency and effectiveness of services, ASI has 

undertaken a comprehensive exercise to implement ICT based e-Governance across all the 

departments of the organization. The ICT based e-Governance is also aimed to bring in transparency 

and sustainability of the processes and systems. 

Project Objectives 

The key objectives of this e-governance initiative are: 

Design and implement processes and applications that help ASI achieve the project vision 

To increase the efficiency and better monitoring and administration for effective decision 

making 

Developing a single and integrated view of ASI’s information system across all departments 

and offices 

Standards based approach to enable integration 

The following arekey components which would constitute envisioned e-governance ecosystem: 

ArchaeologicalData Management: ASI has vast amounts of data that has be processed and 

managed. Over the years, Data Management will acquire significance since huge amounts of 

data are required to be acquired, digitized and maintained 

Electronic Communication: Proper communication between various departments plays a vital 

role in effective running of the organization. Communication continues to be mainly through 

paper, and no coherent means of faster electronic communication exist today, slowing down the 

process and ease of decision making and information dissemination. 

Computerized Financial Planning and Budgeting Systems: Budget planning and controls remain 

a vital part of the entire financial planning and accounts functions of ASI.While adequate 

processes exist, the planning, deployment and monitoring of funds remains a paper based 

system, lending it to inordinate delays in data collection, and decision making. 

Computerized system for management of Conservation & Excavation Works including various 

aspects of planning, approving, notification and monitoring with seamless integration of Funds 

management system. 



ASI is interested in automating all its functions, and as a part of this process, has identified three 

prioritizedmodules of Electronic Communication, E-ticketing solutions, and Finance and Budgeting 

Systems as the areas to be automated. These will eventually be integrated with other systems that 

are proposed to be set up. 

The sections below detail the current state assessment of the processes being followed: 

3.1 Electronic Communication 

3.1.1 ASI has no common platform for messaging.Most of the communications is paper 

based. Although an email system hosted by NIC exists, it is not extensively used. 

Currently, ASI staff mainly use public email accounts such as Gmail, Yahoo, etc. for 

communication. Even where information is transmitted through emails, documents 

which are not received in physical format are not considered as authentic. 

3.2 E-Ticketing 

3.2.1 ASI currently has multiple means of issuing tickets for monuments, most of which are 

PoS based systems.Ticket issuance currently has the following typical characteristics: 

3.2.1.1 Tickets are typically printed centrally at India Security Press, Nashik, and 

issued to each circle based on indents received at the Headquarters. 

3.2.1.2 At each monument, the ticket issuing counters are usually separate from the 

ticket checking locations. 

3.2.1.3 Many monuments have multiple ticketing counters and multiple ticket 

checking entrances. A visitor could purchase a ticket from one counter and 

decide to enter from any of the ticket checking entrances, and vice versa. 

3.2.1.4 Tickets could be issued by multiple ticket issuers for the same monument, 

each of which could be a valid ticket format. 

3.2.1.5 Group bookings are possible, whereby a visitor could be issued multiple tickets 

for the same monument, each ticket being used for a separate visitor. A 

purchaser of ticket may therefore not necessarily be the end user of the ticket. 

3.2.1.6 Some tickets are available which provide a visitor access to multiple 

monuments on the same ticket. 

3.2.1.7 Usually, the ticket checking staff either collect the ticket altogether, or tear 

and retain a counterfoil with the stub being returned to the visitor. 



3.2.1.8 No mechanism exists to identify a ticket with a ticket holder either at the 

issuing point or at the checking point. 

3.2.1.9 The ticket issuers as well as the ticket checkers are typically Class IV 

employees of ASI who are expected to perform this function in addition to 

their other routine functions. In many cases, this is not their primary job. 

3.2.1.10 There are no fool-proof mechanisms to ensure that only ticket holders enter a 

monument site. Likewise, there is no tracking mechanism to see whether 

every issued ticket is used at a monument site. 

3.2.1.11 The reconciliation of payments for tickets to issuance of tickets is currently 

manual. In many instances, registers are maintained to tally the amounts. 

Payments are not recorded in a system, and all deposits are made manually at 

the end of the day, at the local branch of the bank. 

3.2.1.12 In some cases, receipts are split between ASI and the local civic body with 

separate submissions to each parties’ banks. 

3.3 Financial Planning and Budgeting Systems 

3.3.1 The Financial Planning and Budgeting systems currently in place are largely 

manual. Some of the reports are prepared in MS Excel for further collation and 

reporting. However, the process is laborious and manual. The key components of 

the finance and budgeting process are as follows: 

3.3.2 Budget: Every year ASI submits Budget Estimate (BE) to the Ministry of Culture. 

The Circle Officer prepares Budget Estimatesthat are further broken down into 

plan and non-plan expenditure. Based on the BE and Last Expenditure Statement, 

the Ministry of Culture allocates funds for the current financial year to ASI. This 

fund is directly deposited to the bank of the concerned office. 

3.3.3 At the same time, the details of the fund allocation will be communicated to ASI 

Head Office. ASI Head Office in turn, communicates this information to the Branch 

Offices. Each office has one account (a/c number) with the bank. The booking 

amount is available in the respective account only during the current financial year. 

3.3.4 The ASI Head Office has the right to reallocate / shuffle funds between the Major 

Heads / Minor Heads / Sub Heads / Offices during the current financial year. 

3.3.5 Expenses:The expenses are maintained Major Head-wise, Minor Head-wise, Sub 

Head-wise and Detail Head-wise.The bill is prepared by Cashier and submitted to 



the Drawing and Disbursing Officer (DDO). There are approximately 120 DDO 

offices all across the country. The DDO scrutinizes and approves the bill which is 

then forwarded to Cheque Drawing Officer (CDO) who sanctions and issues the 

Cheque against the bill. The Cheque is forwarded to the Cashier through the DDO. 

Cheques for third parties are handed over to the company / person. 

3.3.6 There are two Pay and Accounts Offices (PAO) working at ASI. One of the offices 

islocated in Delhi and the other one is at Hyderabad. The office of the DDO and 

CDO may be located at different places. DDOs in the North of India sending the 

letter of account (periodical expense details) to PAO at Delhi while their 

counterparts in the South send the letter of account to Hyderabad. 

3.3.7 The DDO, CDO and PAO try to maintain the account for the expenses not to exceed 

the limit under each Head. All offices submit Expenditure Statements periodically 

in prescribed formats. 

3.3.8 Revenue:Revenue yielding from ticketing, book publishing, etc. are collected by 

the cashier / counter clerk and deposited in the bank on the next working day. 

Revenue Accounting System encompasses various stages from recording the 

initial transactions in challans to the preparation of Annual Accounts. The 

monthly accounts are compiled by the Circle Offices on the basis of challans 

submitted by the Bank to ASI, and submitted to Principal Accounts Office. The 

Principal Accounts Office consolidates the Accounts received from all the Circle 

Offices and sends them to the Office of Controller General of Accounts. 

3.3.9 The overall financial planning process is described through this flow-chart: 

Individual 

Bill 

Preperation 

by Cashier 

Cheque 

If 3 rd Party 

Cheque 

Yes 

Cash 

Reaches to 

Concern Office / 

Person 

No 

Cash 

Bill 

Cash 

Checks Fund availability 

and approval of D.D.O. 

BANKS 

Is It Direct Cr. 

Ind. a/c/? 

EXPENDITURE PROCES 

Individual a/c 

Cheque 

Checks Fund availability 

and approval of C.D.O. 

If bill a amount exceeds 

the limit of D.D.O. 

Approval of 

P.A.O. 

Expense 

Details 

Booking / 

accounting Head 

wise expenses 

details 

Bidders are required to make their own assessment as to the correctness or completeness of the 

above shown financial accounting process. 

RFP Volume 1:Project Requirements P a g e | 13 

Period Expense Statement 

ASI HQ


4 Project Vision and Phases 

4.1.1 ASI has planned for a phased implementation of e-governance initiatives across the 

Country. All e-governance initiatives have been categorized into 3 broad phases, 

each of which would be implemented in tandem, in order to achieve the overall 

objective of setting up an integrated e-governance mechanism. 

4.1.2 This RFP is mainly intended to elicit responses on the three areas of electronic 

communication, accounting, finance and budgeting systems, and e-ticketing 

solutions. ASI is currently conducting a separate initiative through a National 

Mission on Monuments and Antiquities for the creation of a comprehensive record 

in the form of database of archaeological resources in terms of built heritage, sites 

and antiquities that can be referred. 

4.1.3 For the e-ticketing solution, a staggeredimplementation is proposed at a select 

number of locations which would be followed by a larger geographical roll-out 

across the entire country. (Refer the scope of work for more details) 



5 Scope of Work for the System Integrator 

5.1.1 The Scope of Work for the e-governance systems proposed through this RFP 

requires the simultaneous solution design, project planning, process mapping, 

possible proof of concept, system development, acceptance, documentation, and 

user training. A generic description of the requirements in each of these phases is 

as follows: 

5.2 Phase 1: Project Planning Process 

5.2.1 The implementation of the project modules shall be completed within 12 months 

from the date of the selection of the SI in order to ensure smooth implementation, 

a robust project planning process is expected to be set up by the SI. This would 

include dovetailing the three Modules required to be implemented by the SI, 

ensuring location-wise roll-outs being provided for, migration plans, and overall 

planning to ensure objectives of ASI are achieved. The project plan would be 

submitted to ASI for their approval, and would be the basis for continuous 

evaluation and monitoring of project health. 

5.2.2 For planning purposes, the SI would be expected to implement a project planning 

tool which would also enable review and reporting to ASI. 

5.3 Phase 2: Requirements Analysis 

5.3.1 This is the initial phase in the development of the project. The analysis part 

includes complete understanding of the project, gathering its requirements, logical 

dividing of the components involved and deciding the modules to which it is being 

split into. The timeline required for each module also needs to be defined in this 

phase. The gathering of requirements also includes gathering database table 

information. SI shall gather and prepare a Software Requirements Specifications 

(SRS) document based on the project requirements in a comprehensive manner. It 

is expected that SI shall make its own assessment in consultation with ASI and its 

representatives. 

5.3.2 By the end of this phase, documentation needs to be completed for the following: 

5.3.2.1 All clarifications that arise in the requirements analysis need to be 

documented. The answers that are obtained also need to be 

documented in this phase. 

5.3.2.2 Requirements specification shall contain all the gathered 

requirements that need to be well documented.By the end of this 

phaseSI would need to obtain a final sign-off from ASI on the 

requirements gathered and SRS before proceeding with design and 

development of the solution. 



It must be noted that the requirements and specifications provided as a part of this RFP are intended 

to describe salient aspects of the SI’s scope of work and provide sufficient understanding to the 

bidders for preparing proposals and should not be considered as exhaustive. The requirements will 

have to be detailed further as a part of SRS preparation. 

5.4 Phase 3: Solution Design 

5.4.1 The selected SI is required to study the existing systems and recommend the most 

suitable solution, taking into account the current state of automation of ASI and its 

future vision. This would, inter alia, entail the following: 

A review of existing systems 

Review of potential future technological changes, and their impact on any 

possible solution 

Examination of best possible alternative designs 

Preparation of a solutions document 

5.4.2 The database design which includes the structure of tables and also normalization 

of tables need to be prepared. The flow chart that shows involvement of tables 

and the integrity constraints on them also needs to be specified. All the database 

schema/tables should be created in this phase. 

5.4.3 The architectural design of the system and the way various systems/modules 

interact with each other need to be documented.After the detailed planning the 

initial pseudo-code and all possible test cases of various modules including 

designing of test strategy and test plan that need to be fulfilled should be 

documented. SI shall also be responsible for conducting the unit testing, 

integration testing, load testing and performance testing. 

5.5 Phase 4: System Development 

5.5.1 The SI shall be expected to develop some of the systems, or as necessary, software 

or tools which could help in connecting off-the-shelf third party software that are 

proposed to be implemented. Where possible, the SI would be expected to use 

existing and tested code, in order to optimize the development process. 

This phase includes code development for the project. 

5.6 Phase 5: Solution Prototype 

5.6.1 The SI will be required to demonstrate a prototype prior to a full implementation, 

especially for solutions that require custom development for implementation at 

ASI locations. Every prototype must be demonstrated and approved by ASI prior to 

its implementation. The prototype phase would be used to evaluate whether the 



proposed solution meets all the requirements of the project. For proposed 

solutions which are implemented using off-the-shelf solutions available from 

reputed vendors, a prototype may not be required. 

5.7 Phase 6: Entry of Historical Data 

5.7.1 SI shall be responsible for digitization and migration of data for financial planning 

and budgeting module from existing data sources to the ASI’s application being 

developed as a part of this project, to provide for availability of all data for the 

current financial year. 

5.8 Phase 7: Testing and Acceptance 

During this phase, SI shall conduct various types of testing including: 

5.8.1 Application Functional Testingof the e‐governance systems shall be carried out to 

validate whether the application meets the specified functional requirements 

covering the work flows, navigations, and business and data Validation rules for 

the defined user categories with access rights. The functional testing should be 

done following black box approach and using end‐to‐end user scenarios. 

5.8.2 Application Usability Testing shall include systematic observation under controlled 

conditions to determine how well users can use the application. The proposed 

systems are likely to be used by users of different levels of computer knowledge. 

Usability testing will ensure that the all types of users are comfortable to use the 

system. This shall be done by using defined international standards which 

recommend extensive user interaction and analysis of userbehavior for a defined 

task. 

5.8.1 Performance Testing of the system shall be done to ensure that system is capable 

of handling defined user as well as transactional load. The performance testing of 

the e‐governance system will include measuring the response time of the system 

for defined scenarios. Also the manner/ trend in which performance changes with 

load will determine the scalability of the e‐governance systems. 

5.8.2 Application Security Testing conducted to unearth various application security 

vulnerabilities, weaknesses and concerns related to Data /Input Validation, 

Authentication, Authorization /Access Control, Session Management, Error 

Handling, Use of Cryptography, etc. Typical issues which may be discovered in an 

application security testing include Cross‐site scripting, Broken ACLs/Weak 

passwords, Weak session management, Buffer overflows, Forceful browsing, 

Form/hidden field manipulation, Command injection, SQL injection, Cookie 

poisoning, Insecure use of cryptography, Mis‐configurations, Well‐known platform 

vulnerabilities, Errors triggering sensitive information leak etc. 

5.8.3 Penetration Testing shall be done remotely from public domain (Internet) and also 



can be done from internal network to find out exploitable vulnerabilities. A series 

of tests should be conducted such as information gathering from public domain, 

port scanning, system fingerprinting, service probing, vulnerability scanning, 

manual testing, password cracking etc. using state‐of‐the‐art tools (commercial 

and open source) and other techniques shall be used with the objective of 

unearthing vulnerabilities and weaknesses of the overall e‐governance systems and 

its underlying IT infrastructure. 

5.8.4 The test cases which were earlier designed during planning phase need to be 

executed in this phase. This phase includes Unit testing, Integration testing, and 

also testing for security. The SI should ensure that: 

The test results are documented 

Code review checklistsare filled up and the code is reviewed and verified. This 

ensures that all the coding conventions are followed correctly. 

Test cases and the results need to be documented and demonstrated. 

5.8.5 ASI may decide to appoint a third party audit agency to conduct an audit of the 

solution to review all aspects of the project and certify compliance with RFP before 

the system is rolled out. SI shall provide all necessary support, including setting up 

the required test environment, making seating arrangements and providing 

suitable access to computer & peripherals, to the agency for conducting 

acceptance testing. 

5.9 Phase 8: Documentation 

5.9.1 The SI is expected to deliver complete user documentation in the form of 

electronic documents to enable users to understand and use the systems. The 

documents shall include user manual, administration manual, security manual, 

application support guide that would contain, inter alia, the screenshots and 

explanation indicating how the tool/software is used and how the solution has 

been implemented. The entire documentation shall be as per industry best 

practices and acceptable standards (e.g. IEEE/ISO specifications for 

documentation). 

5.10 Phase 9: User Training, Operations, and Maintenance 

5.10.1 The SI is expected to provide extensive user training post implementation. 

5.10.2 Maintenance (AMC) : SI shall be fully responsible for maintenance of the ASI’s 

application, data center and other IT related infrastructure being established by SI 

as a part of this project. SI shall also deploy adequate staff for the preventive 

maintenance on a regular basis or a pre-defined frequency as mutually decided 

between ASI and the SI. 



5.10.3 In the case of the e-ticketing solution, the SI would be required to handle the 

ticketing solution by providing adequate manpower during the first six months 

post-implementation. 



6 Implementation model 

In the case of the e-ticketing solution, the SI would be required to handle the ticketing solution by 

providing adequate manpower during the first six months post-implementation. At the end of this 

period, ASI would decide whether to continue with the SIs staff on a new contract, or hire fresh 

persons who would provide the ticketing solution. However such a model will allow ASI to address 

important factors such as ASI’s ownership of the e-governance solution and to benefit from 

specialized expertise of private sector. 

In any event, the SI would be responsible for both training as well as ensuring that the persons who 

are recruited for this purpose are adequately trained, as a part of the capacity building 

requirements. 

The following responsibility matrix depicts the broad aspects of the implementation model: 

Sl.No. Aspect 

1. Implementation, 

deployment and operation 

of the project 

2. Testing of application 

modules 

3. Ownership of all IT 

infrastructure, application, 

system software and all 

related components 

4. Audit& Certification of the 

application prior to go-live 

Responsibility /Ownership 

SI ASI 

Yes - 

RFP Volume 1:Project Requirements P a g e | 20 

Yes 

Server Side 

Client Side 

5. Program Governance Yes (through the Program 

Manager) 

6. Procurement and setup of 

client end hardware, 

software and LAN 

- Yes (through a third party 

audit agency) 

Yes 

Yes (through a PMU)


7 Key Deliverables 

The details with regard to the key deliverablesof electronic communication systems, e-ticketing 

solutions and computerized financial planning and budgeting solutions, the following section 

provides greater details about each of the modules. 

7.1 E-Governance Project Application Development and Infrastructure Deployment 

The Key Deliverables consist of the following: 

7.1.1 E-Governance Project Application Development 

i. Requirement gathering and Study of existing applications 

ii. The SI will be required to carry out a preliminary study of the requirements, before 

drafting the systems requirements and specifications 

iii. System Design and preparation of Software Requirements Specifications 

iv. The System design and SRS shall contain the objectives and scope of the system, the 

various levels of requirements, the process model, data model, data dictionary, etc 

v. Creation and maintenance of Requirements Traceability Matrix 

vi. Development of Prototype and Functional acceptance on Prototype 

vii. Development of High Level Design (HLD) 

viii. Develop a logical view of the solution to meet the user requirements, comprising of 

functional architecture of the application and the changes/new database design. 

ix. Development of Detailed Design (Low Level Design – LLD) 

x. Creation of Test Plans based on the FRS (Functional Requirement Specifications) and 

SRS documents 

xi. Development of User Acceptance Test Plans 

xii. Full-Scale Development / Procurement, Implementation, Customization of Software 

Applications 

xiii. Data Migration from legacy applications 

xiv. Development of Testing and User Acceptance 

7.1.2 E-Governance Project Application related trainings 

i. Training Need Analysis 

ii. Training Content Development 

iii. Conducting Training 

iv. Conducting Executive Workshops 

v. Evaluating Training Feedback and tuning training content / methodology 



7.2 E-Governance Project Application and Infrastructure Maintenance 

The key deliverables consist of the following: 

7.2.1 E-Governance Project Application Maintenance 

i. System Administration and AMC (Annual Maintenance Contract) administration 

ii. Monitoring, maintenance and management of all IT applications 

iii. Performance Management and tuning of the applications, Infrastructure and 

environment 

iv. Development / customization / fixes of additional requirements, change requests and 

incidents reported by ASI users. 

7.2.2 IT infrastructure management 

i. Supply, Installation, Integration and Commissioning of enabling infrastructure 

comprising of Servers. 

ii. Complete management of enabling infrastructure of Servers, Storage and Security 

equipment along with associated peripherals, accessories and services at sites. 

iii. Incident Management, Problem management, Root Cause Analysis (RCA), Business 

continuity management, availability management, backup management, security 

management, disaster recovery etc. 

7.2.3 Technical Support and Helpdesk Service 

i. Provision of On-site technical support 

7.3 E- Ticketing Operations 

7.3.1 The SI is required to operate the manned e-ticketing solution for a minimum period 

of 6 months from the date of Go Live. Such operations will be required across all 

the 10 proposed monuments where e-ticketing is proposed in the pilot program. 

7.3.2 During this period, SI will be required to train existing staff at the counters, if 

required, with the primary responsibility for ticket issuance with the SI. 

7.3.3 At the end of the six month period, or any time during this period, ASI may decide 

to retain the existing ticketing staff of the SI for a limited period of time in order to 

transition to the new staff, and subsequently either request for a contract 

extension of the SI, or call for new staffing at the ticket counters. In such an event, 



the SI will be responsible for training and handholding of this solution. 

7.3.4 The responsibility for management of the hardware, the software and the 

infrastructure would also be with the SI. 



8 Functional Requirements 

The e-governance project application development and infrastructure deployment is required across 

three Modules: Electronic Communication Systems, E-ticketing Solutions, and Financial Planning and 

Budgeting Systems. The functional requirement for each of these systems is detailed below: 

8.1.1 Electronic Communication Systems 

8.1.1.1 Functional requirements 

Electronic Communication solutions have to fulfill the basic 

capability of messaging solution with good backup solutions, security 

solutions, administrator solutions, archiving solution, with efficient 

anti spam and antivirus solution. It should also contain feature rich 

messaging solutions. The messaging solution should be reliable, 

efficient and scalable. E-mailing shall be the main communication 

tool for the various departments within ASI. 

The solution will be hosted by the SI either out of a third party 

solution or out of its own servers. In any event, the solution must be 

secure, and must contain adequate features to prevent loss of 

information, leakage of confidential information, and fraud. 

The main functional requirements are as follows: 

1. Client side requirements: 

Client/Server based solution: A process running on the client and an 

associated process running on the server system which does not 

require that the client establish a remote file system on the server. 

The client and server communicate using a mail access protocol 

(e.g., IMAP) instead of a file sharing access protocol in order to 

maximize efficient communication between the client and server 

and to minimize system demand on the client, server, and the 

network between them. 

Client configuration which supports multiple users in public access 

environment. Individual users mail should be the same (same 

interface, same configuration, same mail) from any machine used to 

access that mail. 

Should support access of email from various interfaces like email 

client (e.g. Outlook); browser (web access) or mobile phones (using 

Activesync/ IMAP etc.) without any additional third party 

components. 



Should use standard operating system network software (standard 

TCP/IP protocol implementations) for each client platform 

Quality of the user interface must include: 

o Functionality, flexibility, and ease of use 

o Minimal training requirements for end users 

o Spell checking 

o Drag and drop enclosures 

Standard mail functions must include: 

o Printing capabilities 

o Auto-response features for vacation periods, including the 

ability to retain mail received during this period 

o Autoforwarding 

Reasonably effective authentication for outgoing mail. 

Client mailbox management tools which include the ability to search 

and browse stored messages. 

User can change his/her own password. 

Reasonable network performance with minimal network impact. 

This should include reasonable performance when accessed 

remotely. 

Reasonable use of resources, such as memory and disk space, on 

different platforms. 

Ability to download email and enclosures to workstation or hard 

disks. 

Should have capability for filtering/scripting/rules-based mail 

handling, e.g., ability to easily filter incoming mail to separate 

mailboxes by subject or by sender. 

Should have capability for return receipt (delivery notification 

options should be available, e.g., delivery, open, etc. on the same 

system. 

Should permit recall of sent but unopened messages on local 

system. 

2. Server side requirements: 



Should accommodate accounts for all employees at ASI (total = 

2,000). 

Should have the capability to be scaled up to support 10,000 users. 

Should have efficient administrative tools for handling large 

numbers of accounts (e.g., automated account generation, mass 

account terminations, ability to customize tools). 

Should have features and options which enhance system reliability. 

Must be able to backup and restore system data. 

Mail/mailboxes are stored and managed on separate storage like 

DAS/ NAS for fault tolerance and availability. 

Tool to transfer stored messages from current email systems to the 

new system. 

Limits by user ID on server storage space; ability to monitor amount 

of storage used by individual users. 

Audit trail. Ability to audit administrative tasks, standard flow of 

email, patterns of connections, records of mail transmissions. 

Facilities for investigation of connections and mailbox contents 

when appropriate. 

Tools to limit or manage message size to avoid catastrophic system 

impact. 

Aliases (nicknames), user/administrator created mailing lists, and 

automated mailing lists are supported on the server. 

Speed - minimal time needed to establish connection and rapid 

processing for all mail operations. 

Minimal impact on system resources with standard email gateways. 

Reasonable recovery from lost connections, requiring no 

intervention on server and minimal work loss on client end. 

Ability to send email from within other standard software. 

Ability to use a centralized LDAP based directory service like Active 

Directory for identity storage and authentication. 

Should be able to be installed on a Virtual Server environment. 

8.1.1.2 Technical requirements 

The core technical requirements for an electronic communication 



solution are as follows: 

Enable the deployment of the solution with multiple interfaces 

including mixed PCs, mobile and web. 

Minimum storage for emails to be provided on each desktop. 

Automatic password expiry and renewal. 

Periodic back-up of e-mails preferably through the deployment 

of an exchange server. 

Multiple browser support including Internet Explorer, Google 

Chrome, Mozilla Firefox, etc. 

Multiple Operating System support on client, including MS 

Windows, and other OS. 

8.1.1.3 In addition, the following Protocols are preferred: 

TCP/IP. Transport Control Protocol/Internet Protocol. IPV6 

compatibility is desired. 

Open standards, including generally accepted Internet protocols, 

that allows for interoperability of various messaging 

components. For example, such a scheme allows for different 

clients, exchanging mail between systems, etc. 

SMTP(ESMTP). Simple Mail Transport Protocol, and Extended 

Simple Mail Transport Protocol. The standard way of sending 

and receiving email between computer systems on the Internet. 

Client authentication based on directory service. User has to log 

on with a unique user ID and password to use mail. 

MIME Support. Multipurpose Internet Mail Extensions is a 

standardized way of attaching to an email message documents 

that were created in other programs, so that the document is 

received in the same format that it was sent. 

IMAP Version 4. The advantage of the IMAP protocol is that it 

allows email to be stored and managed on the server, rather 

than the client, which facilitates users accessing mail from 

multiple locations. 

Encrypted client authentication. No clear text passwords are 

sent across any networks. 

8.1.1.4 Non-functional requirements (Operational requirements):The 

solution should be deployed by the SI for each staff member at ASI, 

currently estimated at about 5,000 persons. Initial set up would 



include the creation of user accounts, the creation of 

administrator(s), the set-up of address book, the set up of initial 

work flows as defined by current processes, and initial training and 

familiarization. 

8.1.1.5 Interfacing requirements:Ability to interface with work flow 

automation tools using electronic communication. It should be 

possible to provide interfacing with electronic archiving solutions, 

financial reporting and budgeting solutions; in other words all 

business applications envisaged in this tender should be able to 

communicate using the messaging backbone. 

8.1.1.6 Business model:The electronic communication solution will be 

owned by ASI and deployed by the SI. The SI may deploy a COTS 

(Commercial off the Shelf) solution, which is customized for use for 

ASI. In the event of a COTS solution being deployed, the licenses will 

be with ASI. 

The servers must be dedicated hosted servers, provided by the SI, 

with access to ASI administrators. The SI must ensure that the 

servers are set up as secure servers in line with the e-governance 

security standards framework. 

The SI will also assess the requirement for local desktops and any 

other peripherals, including networking, switches, routers, internet 

connectivity, printers, and scanners, at each location, and procure 

and deploy them. These will be owned by ASI. An indicative Bill of 

Materialis provided in Annexure 3 to enable the SI in preparing their 

bid documents. 

8.1.1.7 Implementation model:The entire implementation would consist of 

acquisition of a proven electronic communication software, and 

customization to the needs of ASI. Implementation is expected to be 

completed within 30 days from the date of selection of the SI. 

8.1.2 E-ticketing Solution 

8.1.2.1 Functional Requirements:The proposed e-ticketing solution will 

meet the requirements of online booking by tourists and providing 

them ease of convenience. The e-ticketing solution will also 

integrate with Point of Sale (PoS) solutions which will be integrated 

so as to create an instantaneous record of tickets issued, and 

ensuring monitoring of the tourist traffic. The key functionalities of 

an e-ticketing solution include: 

Issuance of secure, identifiable and authenticated electronic tickets 

Provision for booking tickets electronically on the web 



Provision for multiple payment options through cash, credit or debit 

cards, using various payment methods such as online payments, 

payment at unmanned or manned ticket dispending counters, or 

payments through agents. This should include the establishment of 

secure payment gateways as required. 

Generation of printed tickets at the convenience of the visitor 

Verification of tickets at the ticket checking counters at monument 

sites. 

Recording and reconciliation of tickets issued, and collections made 

against the tickets on a periodic basis 

Integration with existing websites of ASI with capabilities for 

possible future integration with websites of travel and tourist sites. 

Generation of reports including ticket use and usage status, nonissue, 

or incomplete transactions, etc. 

Ability to provide a contact center interface integrated with the eticketing 

solution to handle queries. 

In order to meet these requirements, an e-ticketing solution customized 

to meet the convenience of foreigners and Indian tourists have to be 

developed. The e-ticketing solution must provide for the following 

components: 

1. A web ticketing solution which could enable prospective tourists to 

pre-book their tickets even when outside India. The solution should 

provide a method to authenticate foreign tourists from domestic 

tourists for differential ticket rates. 

2. An e-ticketing solution which would replace the current manual 

ticketing solutions available at the monuments. The solution would 

require the provision of computers, provision of back-up power, 

provision of ticket printing and issuing options. 

Each of these solutions should have a common back-end and integrate 

with a common solution. Further, the ticket available for verification at 

the Monument gates should have a common and easily recognizable 

format. 

8.1.2.2 Technical requirements:The e-ticketing solution will provide for the 

following technical requirements: 

Browser support on multiple browsers for external users. 

An interactive and easy to use GUI interface for officials. 

An integrated interface for the contact center interface. 

Remote server based system connected through web. For PoS 

locations, the solution should support low bandwidth and dial up 



connectivity. In certain cases, there might not be connectivity 

available always, hence the proposed solution should have ability to 

also work offline and synch data as and when connectivity becomes 

available. 

For PoS locations, the solution should also support batch processing 

and uploads, as a contingency arrangement. 

Secure browsing using appropriate encryption solutions with digital 

signature for authentication. The application shall support advanced 

authentication techniques along with username and password, such 

as PKI with X.509 certificates or higher, wherever required. 

Secure electronic payment gateways integrated with the e-ticketing 

solution, which are enabled for most commonly used electronic 

payment options, including direct payment through bank accounts, 

credit and debit cards 

8.1.2.3 Non-functional requirements (Operational requirements):The eticketing 

solution should be built on scalable hardware and 

commercially available CRM and Portal solutions so that scalability 

can be achieved, in terms of the volume of users and services it can 

support concurrently, therefore it must have capabilities to operate 

with an estimated daily peak load of up to 300,000 purchases per 

day. The web-ticketing solutions must be able to authenticate 

whether the purchaser is Indian or foreign and should issue tickets 

accordingly. 

The PoS component of the solution should consist of a manned 

counter, where tickets are issued by an issuer based on information 

provided verbally by a purchaser. Adequate authentication methods 

must be built in to prevent revenue leakages. At the PoS, tickets 

would be printed and issued by the ticket issuer. Payments would be 

accepted through cash in Indian currency only, or credit cards. 

Power and internet connectivity: The PoS solutions would have 

adequate provision for back-up power to enable uninterrupted 

functioning for at least 8 hours in a day. Also, the solution should be 

able to dispense tickets even without internet connectivity, with a 

feature to store information locally and upload to the centralized 

database on availability of internet connection. 

8.1.2.4 Interfacing requirements:The e-ticketing solution should interface 

with the multiple payment gateways authorized by ASI. The solution 

shall support card payments using all the popular debit and credit 

cards (Visa, Master Card etc.) and Direct Debit. The solution must 

also have interface with electronic card reading solutions such as 

barcodes, or magnetic cards. 



The proposed solution will also interface with financial planning and 

budgeting system. 

8.1.2.5 Business model:The e-ticketing solution will be hosted on a third 

party secured server, which will be for dedicated use by ASI based on 

the recommendation of the SI – the costs related to the server are 

part of the financial proposal to be provided by the SI. The third 

party solutions such as payment gateways will be procured by the SI; 

the transaction costs related to payments will be borne directly by 

ASI. All collections through the e-ticketing solution will directly be 

credited into ASI designated bank accounts. 

The SI will assess, recommend and procure the hardware at PoS site, 

including, but not limited to computers, networking, printers, and 

other peripherals. These will be owned by ASI.An indicative Bill of 

Material is provided in Annexure 3 to enable the SI in preparing their 

bid documents. 

The SI will also procure the software at PoS site which could include 

payment gateway interfaces, web ticketing services, and card 

reading software. These would be part of the solution to be 

provided by the SI. If the Software is procured as a COTS solution, 

the license would be assigned to ASI. If the solution is a proprietary 

solution developed by the SI, the code for the software must be 

made available to ASI. 

8.1.2.6 Implementation model:ASI has identified 116 monuments to 

implement e-ticketing solution; System Integrators will be required 

to conduct a phase-wise implementation of the e-ticketing solution. 

staggered implementationshall be conducted in select 10 

monuments which are of significance but not necessarily the highest 

traffic monuments. The proposed monuments where this staggered 

implementation shall be initiated are as follows: 

Circle Name of the Monument 

Agra Circle Taj Mahal, Agra 

Agra Circle Agra Fort 

Agra Circle Fatehpur Sikri Fort 

Agra Circle Sikandra 

Agra Circle Itimad-ud-Daula 

Aurangabad Circle Ajanta and Ellora 

Bhubaneswar Circle Sun Temple, Konark 



Chennai Circle Group of Monuments,Mamallapuram 

Delhi Circle Qutub Minar, New Delhi 

Patna Circle Nalanda Excavated Site 

Once successfully deployed, these solutions are proposed to be 

replicated across all the other identified monuments. 

It is expected that at the end of the project phase, the solution will 

be evaluated to determine whether any changes are required to be 

made to the solution, and the same solution, with modifications, if 

any, is expected to be rolled out across the rest of the monuments. 

This proposed roll-out is not a part of this RFP. 

8.1.3 Financial Planning and Budgeting System 

ASI currently manages its financial planning and budgeting systems manually. 

While the existing processes are robust, the fact that they are completely manually 

makes the systems cumbersome, and error prone. Additionally, the time taken to 

compile accounts, and reconciliation takes significant time and effort. The current 

accounting systems are single entry. The accounting books consist of cash register, 

check register, budget register, and payable register. Budget allocations are 

committed once a year. Revisions, if any, to the budget, are also done once a year, 

and funds could be reallocated. Unutilized funds during a year lapse, and revert to 

the CGF. 

8.1.3.1 Functional Requirements:The key functionalities of the proposed 

Financial Planning and Budgeting System include the following: 

Ability to record information relating to the budgets and budget 

allocations across various heads by the Accounts and Pay (A&P) 

department. The information should also be recorded at circle 

level, against allocated budgets. These should include plan and 

non-plan expenditures.The proposed system should be workflow 

based and web-enabled / online system. Further, 

o Electronic clearance/ online payment systemsshould be 

introduced wherever possible. 

o As far as possible, all reconciliation systems should 

online and real time system. 

Ability to record information related to release of payments by 

CDDOs 

Ability to reconcile payments against budgets 



Online reporting of financial transactions, including variances, 

under, and over-utilization of budgets, performance tracking and 

dashboarding for easy decision making at central level. 

Accounts / budgets will also cover the various departments at 

ASI such as, Conservation, Museums, etc. Provisions are 

required to integrate this for future Information System needs 

Interfaces and application logic is required to render the 

accounts in a manner and format compatible with and compliant 

to the requirements of the Comptroller and Audit General (CAG). 

CAG compliance requirements will be provided during SRS. 

The key functional requirements would include: 

Core Financial System Management Function 

General Ledger Management Function 

Funds Management Function 

Payment Management Function 

Receivables Management Function 

Cost Management Function 

Reporting Function 

The SI is expected to prepare a detailed FRS initially, in order to 

ensure that all specifications are accurately captured. 

8.1.3.2 Technical Requirements:The technical requirements of the solution 

must include: 

Solution must be web enabled, and developed/customized on 

COTS application platforms with ample flexibility of 

customization based on ASI’s needs. 

Solution must use standard database. 

The solution must be on a dedicated server which is located at 

SIs premises. 

The detailed technical requirements are as follows: 

8.1.3.3 General Design/ Architecture: 

Core financial function should be modular in design. 

Should be built based on open system architecture. 

Should be easily customizable to accommodate changes in laws, 

regulations, best practices and new technology. 

Should have internal transaction processing controls , including the 

capability in the event of system failure, to automatically: 



o Roll Back option for incomplete transactions 

o Restore the system to its last consistent state before the 

failure occurred 

o Reapply all incomplete transactions previously submitted by 

the user 

Internal database consistency during all online and batch 

operations. 

Fully documented restart capabilities for online and batch 

processing capabilities. 

System include anintegrated relational, structured 

querylanguagecompliant database 

Should be capable of simultaneously process online transactions and 

transactions submitted via system interface. 

8.1.3.4 Infrastructure: 

Should utilize transaction control/Internet communications protocol 

for application, database, and workstation connectivity. 

Should support report spooling capability to enable online viewing, 

reprinting, and permanent archiving of requested reports. 

8.1.3.5 User interfaces: 

Should support consistent, Windows-compatible, online user 

interface to all modules and integrated subsystems. 

Should provide for common graphical interfaces such asmouseactivated 

icons, buttons, scroll bars, drop-down lists, check boxes, 

menu bars, text boxes, tool tips, resizable windows, andcut, copy, 

and paste functions 

Should reduce the amount of direct keying required to initiate 

transaction processing, such asthe use of default values, look-up 

tables, automatic data recall, single-function windows (e.g., one 

input screen per transaction), the ability to pass common data from 

screen to screen, highlighting of required fields, auto tabs, function 

keys (e.g., to retrieve previous data, invoke help facility, suspend 

transaction, or clear screen), disabling of non-supported function 

keys, menu mode and an expert mode of screen navigation, the 

ability to retrieve suspended transactions by user, document, circle, 

project, etc., transaction entry undo/redo, context-sensitive online 

help, andthe ability to select records from a listby scrolling or by 

typing in only part of an entry. 



Should support desktop integration with other common workstation 

applications used for word processing, spreadsheets, data 

management, and graphics. 

8.1.3.6 Workflow/messaging: 

Workflow management shall allow configuration of various 

processes and management of multi stage process workflow. 

Should have workflow management capability, including generation 

and routing of internal forms, reports, and other financial 

documents, for online approval or subsequent processing. 

Should enableauthorized users to define workflowprocesses and 

business rules, includingapproval levels, and to modify 

workflow(e.g., assigning a proxy approvingauthority). 

Ability to establish multiple levels ofdocument approvals based on 

user-definedcriteria, including amounts, types ofitems purchased, 

and document types. 

The workflow should be able to send notifications when manual 

intervention is required in a process 

Aninternal calendar or user-defined routingtables to generate rulebased 

or exceptionreports to support the generation ofworkflow 

messages. 

Ability to track approvals online bytransaction, including the time, 

date, andapproving party. 

Thecapability to automatically generateelectronic routing and status 

messages toindividuals or groups. 

Workflow design to consider W3C standards. 

The workflow should interface with email system supporting SMTP 

for sending out notifications. 

8.1.3.7 Document Management: 

Should supportOpen Document Management 

Architecturestandards. 

Should provide thecapability to electronically image, index,store, 

and facilitate quick retrievalof document referenceMaterial. 

The solution should have the ability to expire and retire content. 

Should incorporate a file tracking system to be able to store, and 

retrieve indexed documents. 



System should allow the user to assign a note/annotation to a 

document. 

The solution should have the ability to migrate web-based content 

to a records-management system. 

System should allow the support of multiple, simultaneous indexing 

sessions. System performance should not degrade due to multiple 

indexing sessions. 

The solution should have the ability to search for objects by free text 

/ metadata / content attributes. 

The solution should have the ability to maintain and access previous 

versions of content when updated or changed(archiving and 

rollback). 

Should notify theuser of the presence of associateddocument 

images and allow an on-screendisplay of this material. 

The solution should allow users to upload multiple files at the same 

time. 

The solution should allow 'Drag-and drop' to upload multiple files. 

The solution should support WebDAV for office suite integration. 

The solution should allow multi-user, real-time editing on a 

document. 

The solution should support check In/check Out capabilities. 

The solution should support Web office (browser only) document 

version control, audit trails, visual version comparison, check in/out, 

per document access controls. 

The solution should also support document linking capabilities 

(static, dynamic, and/or other). 

The solution should have the ability to have the same repository 

used to store and manage documents also used for collaborative 

projects/objects. 

The solution should have the ability to have threaded discussions 

around documents/content. 

The solution should allow users to set up collaborative workspaces. 

Ability to search structured and unstructured information 

repositories, such as documents, images, audio and video. 



Support structured searches driven by metadata. 

Ability to perform searches across multiple indexes. 

Should support attachment search. 

Should be able to support search on multiple repositories such as 

web sites, file shares, Messaging System and other data repositories. 

8.1.3.8 Operations and Computer Performance: 

System should be capable of process scheduling that enablesthe 

operator to initiate, monitor, and stopscheduled processes, such as 

onlineavailability, batch jobs, and systemmaintenance. 

System should provideonline status messages indicating job 

ortransaction type and name, when requestedprocessing starts and 

completes, and systemerrors. 

System should allow reportsto be produced in the background 

whileother system processing takes place. 

System should provide thesystem administrator the ability to 

controlthe archiving process, including archiving criteria such as 

date,accounting period, closed items, andvendors inactive for a 

specific time period. 

System should provide theability to selectively retrieve archived 

databased on user-defined criteria such as date,accounting period, 

circle, or project. 

System should maintain andreport on productivity statistics 

aboutapplication usage. 

System must provide audittrails to identify changes made to 

systemparameters and tables that would affect theprocessing or 

reprocessing of any financialtransactions. 

System must providecomputing performance metrics, forplatforms 

and systems environments onwhich the application is certified to 

run, including transaction processing throughputcapacity,expected 

workstation client response, time by transaction type,data storage 

capacity, andlimitations on concurrent userconnectivity. 

System should maintain thecurrent and historical financialdata. 

Should supportconcurrent access to functional modules for multiple 

user communities. 



System should have the capability to process batched 

transactionsduring online hours and accept onlinetransactions from 

interfacing systems withno online performance degradation. 

8.1.3.9 Non-functional Requirements (Operational requirements):The 

solution must be built with a client-server module which permits 

entries by users at multiple locations with a review and acceptance 

feature. Each client would be enabled to make entries in ‘off-line’ 

mode which could be uploaded to the Server through batch 

processing when connected. Data would require to be periodically 

backed up on secure servers. 

8.1.3.10 Interfacing Requirements:The system should have capabilities for 

data to move effectivelybetween the core financial system and 

otherfinancial applications, which could include 

a. an application program interface (API)to accept and process 

financial datagenerated by external and otherinternal 

applications and 

b. the ability to export data required by other government 

systems 

the API should support the receipt and continued processing of 

transactions for all core accounting components as well as project 

information updates. 

The API suspense process must include the ability to 

a. view, update, or delete suspended transactions and 

b. automatically reprocess suspended transactions. 

Should generate transaction editing error records in a standard 

format defined by the Circle Office for return to the originating 

feeder application. 

Should support XML-based specifications for the exchange of 

financial data, such as Extensible Business Reporting Language. 

8.1.3.11 Business Model:The solution will be owned by ASI and will be set up 

on a server at ASI’s headquarters. Clients will be connected to the 

server through internet. The solution, the data and the hardware 

will all be owned by ASI with support being provided by the SI. The SI 

will assess the requirement of additional hardware including 

desktops, printers, scanners and network and internet connectivity, 

and procure and deploy them. These will be owned by ASI. 

8.1.3.12 Implementation Model:The entire implementation would consist of 



8.2 System Security Requirements 

development of a system based on previously developed 

government accounts software, and customization to the needs of 

ASI. Implementation is expected to be completed within 6 months 

from the date of selection of the SI. 

It is expected that the solution implemented by the SI will be run in 

parallel with the existing systems for a period of at least 6 months in 

order to ensure that the output is the same in either case. The SI 

will also be required to migrate data from the existing systems to the 

new systems. 

8.2.1 Security features should be compliant withthe e-Governance Security Standards 

Framework. 

8.2.2 All systems should have integrated security features that areconfigurable by the 

system administrator tocontrol access to the application, functionalmodules, 

transactions, and data. 

8.2.3 Public key verificationmethods should be followed for verifying that the contents 

of a document have not been tampered with, and allowing the receiver to confirm 

the identity of the sender. 

8.2.4 The applications should require theuse of unique user IDs and passwords 

forauthentication purposes. 

8.2.5 The application should allow for the following: 

a. the enforcement of password standards 

b. the establishment of a specified periodfor password expiration, and 

c. the prohibition of recent passwordreuse 

8.2.6 System administrator should be able to define functional access rights and data 

access rights byassigned user ID, functional role, andowner organization. 

8.2.7 The systems should permit thesystem administrator to assign multiplelevels of 

approval to a single user. 

8.2.8 System administrator should be able to restrict access tosensitive data elementsby 

named user, groups of users, orfunctional role. 

8.2.9 System should have audit logging capability to record accessactivity, including the 

following: 



a. all log-in/log-out attempts by user andworkstation; 

b. user-submitted transactions; 

c. initiated processes; 

d. system override events; and 

e. direct additions, changes, or deletionsto application-maintained data 

8.2.10 System should provide theability to query the audit log by type ofaccess, date and 

time stamp range, user ID,or terminal ID. 

8.3 Governance Structure 

8.3.1 Overall responsibility for the implementation of all three modules will remain with 

the SI. Supervision and reporting during implementation will be to NISG. Project 

progress review and monitoring will be the responsibility of NISG during project 

implementation phase. ASI will appoint a Single Point of Contact (SPOC) for IT 

Administration. Escalation of all issues related to the three modules will be 

through this SPOC, who will also be responsible for reviewing the SLAs being met. 

8.3.2 The e-ticketing solution will be owned by ASI and developed, operated and 

maintained by the SI. The SI will be responsible for end-to-end deployment 

including ticket issuance, verification, collections and deposit with ASI’s bankers on 

a daily basis, in line with current practices. The SIs staff will be directly responsible 

to the respective Circle Heads in each of the Circles where the PoS are located. 

For the project implementation phase, supervision and reporting during 

implementation will be to NISG. Project progress review and monitoring will be 

the responsibility of NISG during project implementation phase. ASI will appoint a 

SPOC for IT Administration. Escalation of all issues related to e-ticketing solution 

will be through this SPOC, who will also be responsible for reviewing the SLAs being 

met. 

8.4 Documentation Standards and Requirements 

8.4.1 Documentation: Documentation must include complete installation, operating, 

and systemmaintenance documentation covering thefollowing: 

product installation and configurationsteps; 

application access procedures; 

user screen layout and content; 

transaction entry procedures; 

batch job setup, processing, andrecovery/restart procedures; 

error codes with full descriptions andrecovery steps; 



standard report layout and content; 

internal processing controls; 

application security; 

operating specifications and systemflowcharts; 

database entity relationships, tableformats, and data elementdescriptions; and 

program module descriptions 

9 Service Level Agreements 

Service Levels will include Availability measurements and Performance parameters. The Vendor 

shall provide Availability Report on a monthly basis and a review shall be conducted based on this 

report. A monthly report shall be provided to the ASI at the end of every month containing the 

summary of all incidents reported and associated Vendor performance measurement for that 

period. 

Performance measurements would be accessed through audits or reports, as appropriate to be 

provided by the Vendor e.g. utilization reports, response time measurements reports, etc. The tools 

to perform the audit will need to be provided by the Vendor. Audits will normally be done on 

regular basis or as required by ASI and will be performed by ASI or ASI appointed third party 

agencies. 

The following SLAs apply to the proposed solutions for each of the three deliverables. 

9.1 Software Application Development and Deployment 

Table 3: SLA requirements for Application Development and Infrastructure Deployment 

Service Level 

Description 

Measurement Minimum 

Service Level 

Gap Resolution All gaps observed in the functional 

specifications, current system 

study, training, business process reengineering, 

parameterization, 

testing and Launch 

Implementation shall be resolved 

within defined and mutually agreed 

time frames. 

Bug Reporting The Bidder shall ensure that all 

bugs reported by the users / testing 

team will be duly logged and 

Cost Reference 

98% Software 

Applications, 

Customization, 

Implementation 

97% Implementation 



Service Level 

Description 


Service Level 

assigned a unique ID for reference 

purposes. 

Bug Resolution The Bidder shall ensure that all 

bugs reported by the users / testing 

team will be duly resolved 

maximum within 3 calendar days. 

Modification/ 

Enhancements 

resolution 

System Response 

Time 

System Response 

Time 

Disaster Recovery 

Site Availability 

The Bidder shall ensure that all 

modifications, enhancements 

reported by the ASI will be duly 

sized, agreed with the ASI and 

resolved as per the agreed 

timeframes 

End to end response time should be 

2 seconds (end user to core 

application and back) 

Support concurrent users as 

specified for each module 

Business operations to resume 

fromDisaster Recovery Site within 

60 minutes of the Data Server 

failing. 

Backup Success Rate Backup success rate for the 

Comprehensive Insurance Solution, 

other 3rd party solutions/Support 

applications and delivery channels. 

Software Service 

Requests 

IT Policies & 

Procedures 

Management 

Percentage of Software Service 

Requests concluded (patches, bug 

fixes, errors) within defined 

response resolution window. 

Compliance of the IT infrastructure 

to the ASI’s Policies & Procedures 


99.9% Implementation, 

Software 

Applications, 

Customization 

98% Implementation, 

Software 

Applications, 

Customization 

96.9% Software 

Applications, 

Database, Security 

Components, 

96% Software application 

for Internet costs for 

Internet, Security 

Components. 


Applications 


Applications 


Applications 

98% Network & Security 

Components, Facility 

Management 



Service Level 

Description 

Incident 

Management 

Computer downtime 

at PoS 


Service Level 


Percentage of incidents escalated 96.9% Software 

Applications 

Percentage of time that the 

computers functioning at the PoS 

either due to computer, internet, or 

power failure 

9.2 Software Application and Infrastructure Maintenance 

Table 4: SLA requirements for Software Application and infrastructure Maintenance 

ServiceLevelDescription Measurement Minimum 

ServiceLevel 

Application Down time Each planned down - time for 

application, database and 

operating system will not be 

more than 4 hours. This activity 

will not be carried out during 

business hours. However, such 

activities which require more 

than 4 hours or required to be 

carried out during business 

hours will be scheduled in 

consultation with the ASI. In 

case the downtime exceeds the 

planned hours the additional 

time taken for servicing will be 

considered for infrastructure or 

system downtime as per 

availability measurements table. 

Critical site 

infrastructure 

components 

9.3 E-ticketing Operations 

Availability of the critical site 

infrastructure components at 

all the implementation sites 

shall be at least 

Table 5: SLA requirements for e-ticketing Operations 

99% Hardware for Ticket 

Counters at PoS 


98% Application 

Hosting 

99% Hardware 

maintenance 



ServiceLevelDescription Measurement Minimum 

Service 

PoS Counter operations Percentage of time for which the PoS 

is not functioning to required timings 

Level 


95% PoS Counter 

Operations 

If service level for any of the metrics is measured and scored at a level lower than the expected 

in two months consecutively then ASI shall have the right to invoke penalty of 3% of total 

monthly amount payable to SI for a score of 100%. 

In case of a continued breach in the SLA beyond two months, ASI shall have the right to invoke 

penalty of 10% of total monthly amount payable to SI for a score of 100%. 

In case of two or more breaches in a month or breach of a particular SLA metric consecutively in 

two quarters, ASI shall have the right to invoke full PBG and/ or call for termination of contract. 

Penalty shall be adjusted to the final monthly amount payable to SI basis actual scores. 

If the overall penalty applicable in any month during the currency of the contract exceeds 20%; 

then ASI shall have the right to terminate the contract. 



10 Annexures 

10.1 Annexure 1: List of Circles 

Agra Aurangabad Bangalore 

Bhopal Bhubaneswar Chandigarh 

Chennai Dehradun Delhi 

Dharwad Goa Guwahati 

Hyderabad Jaipur Kolkata 

Lucknow Mumbai Patna 

Raipur Ranchi Shimla 

Srinagar Thrissur Vadodara 



10.2 Annexure 2: Visitor History to the Monuments 

Monument Name 2007 2008 2009 

Taj Mahal 3,210,190 3,226,843 3,077,114 

Agra Fort 1,534,703 1,675,507 1,713,006 

Fatehpur Sikri 461,672 483,725 453,988 

Akbar's Tomb 347,393 334,305 335,974 

Mariam's Tomb, Agra 9,473 12,291 10,054 

Itimad-ud-Daula, Agra 102,550 104,518 97,651 

Ram Bagh, Agra 35,040 32,406 27,623 

Mahtab Bagh, Agra 22,149 22,096 32,152 

Ajanta Caves 335,866 319,427 370,982 

Ellora 471,772 592,661 757,787 

Pandavlena Caves, Pathardi 112,676 103,192 108,131 

Daulatabad Fort 301,523 447,943 402,299 

Bibi-Ka-Maqbara, Aurangabad 893,121 983,867 1,033,185 

Aurangabad Caves 37,773 39,362 37,679 

Elephanta Caves, Gharaphuri, Mumbai 254,557 256,966 318,820 

Kanheri Caves, Mumbai (Suburban) 82,201 107,096 110,462 

Karla Caves, Karla 94,863 77,826 112,140 

Caves, Temples & Inscription, Junnar 254,071 302,793 323,893 

Raigad Fort 81,055 414,442 170,054 

Shaniwarwada, Pune 314,200 329,932 382,577 

Hirakota Old Fort, Alibagh 35,273 43,000 57,023 

Old Fort Sholapur 19,593 36,994 25,435 

Caves, Temples & Inscription, Bhaja 24,606 22,127 25,023 

AgaKhan Palace, Pune 77,338 129,698 90,957 

Group of Monuments, Hampi, Distt. Bellary 343,505 512,158 439,333 

Daria Daaulat Bagh,Srirangapatnam 706,015 731,472 804,434 

Keshva Temple, Somnathpura 141,209 145,736 176,399 

Tipu Sultan Palace, Bangalore 119,851 108,086 117,756 

Chitradurga Fort, Chitradurga 208,826 210,635 256,008 

Bellary Fort, Bellary 10,074 7,700 7,235 

Vihal Temple Venkatatapuram - 272,205 - 

Zanana Enclosure, Kamalapur - 239,953 - 

Western Group of Temples, Khajuraho 278,651 290,527 294,363 

Shahi Quila at Burthanpur 50,922 54,744 67,183 

Bagh Caves, Bagh 15,692 20,987 22,779 

Royal Complex, Mandu 161,751 198,821 242,655 

Rani Roopmati Pavilion, Mandu 159,704 206,067 252,693 

Hoshang Shah's Tomb Mandu 89,826 117,758 139,554 

Bhojshala Dhar Moula Mosque 13,572 - 14,393 

Bhuddhist Monuments at Sanchi 127,766 151,936 172,869 




Gwalior Fort, Gwalior 168,978 213,672 212,988 

Sun Temple, Konark 1,357,390 1,480,149 1,746,609 

Raja Rani Temple, Bhubaneswar 25,619 47,097 28,127 

Udaigiri & Kandagiri Caves 265,521 291,526 362,802 

Excavated Site, Ratnagiri 16,051 8,728 22,762 

Excavated Site, Lalitagiri 7,027 - 10,091 

Sheikh Chillis Tomb Thanesar 44,146 59,788 135,180 

Suraj Kund Monastery, Lakarpur 24,295 13,228 36,761 

Group of Monuments,Mamallapuram 873,055 277,683 1,013,889 

Rajgiri & Krishangiri Fort, Gingee 160,889 162,231 175,161 

Fort Dindigul 38,894 39,563 39,734 

Muvar Koil Kalumbalur 548 386 476 

Rock Cut-Jain Temple, Sittanvasal 15,322 14,660 13,894 

Natural Cavem, Eladipattanam 14,428 10,721 13,720 

Fort Thirumayan 39,500 40,289 58,756 

St. George Fort, Gennai 30,327 - 33,936 

Jantar Mantar 277,978 269,598 317,434 

Rahim-Khane-Khanam Tomb, Delhi 5,688 7,976 8,878 

Purana Quila 599,780 586,931 630,095 

Sultangahri Tomb 582 350 241 

Tughluqabad Fort 15,031 16,966 24,661 

Kotla Feroz Shah 55,892 51,657 55,742 

Safdarjung Tomb 112,722 59,416 53,358 

Red Fort 2,219,376 2,330,315 2,498,058 

Humayun's Tomb 440,952 483,310 478,768 

Qutab Minar 2,301,904 2,398,877 2,373,300 

Durga Temple Complex, Aihole 181,732 189,732 193,125 

Jaina & Vaishnava Caves, Badami 299,881 309,580 361,023 

Group of Monuments (WH), Pattadakal 205,233 224,309 246,921 

Gol-Gumbaz, Bijapur 779,534 841,949 958,499 

Ibrahim Rouza, Bijapur 136,211 151,658 162,654 

Temple and Sculpture Shed, Lakkundi 8,645 9,919 12,457 

Ahom Raja's Palace, Gurgaon 8,615 266,649 35,106 

Karenghar Palace, Jaysagar 34,439 88,932 119,558 

Ranghar Pavillion, Jaysagar 12,627 32,213 53,450 

Vishudol, Joysagar 2,371 5,646 8,447 

Group of Maidan, Cheraideo 4,448 21,008 25,456 

Golkonda Fort, Golkonda 270,131 1,259,659 1,238,140 

Charminar, Hyderabad 296,472 1,413,473 1,329,058 

Fort, Raja & Rani Mahal Chandragiri 24,961 85,857 83,563 

Ruined Buddhist Stupa & Remains Amarvati 5,367 18,410 15,497 

Hill of Nagarjunakonda with ancient remains 30,086 116,993 77,522 

Group of Buddhist monuments, Guntupali 2,358 18,252 20,255 




Four Storeyed Rock-Cut Hindu Temple, Undavalli 8,365 29,329 38,906 

Warangal Fort, Warangal 4,631 92,000 151,973 

Deeg Palaces, Deeg 19,263 20,939 27,875 

Kumbhalgath Fort 97,672 116,374 152,057 

Chittaurgath Fort 317,857 334,298 362,996 

Kooch Bihar Palace 260,579 272,212 341,427 

Hazarduari Palace Museum Murshidabad 412,773 496,638 617,622 

Bishnupur Group of Temples 75,830 86,962 93,138 

Rani Jhansi Mahal, Jhansi 6,935 8,163 5,955 

Sahet of Shravasti Monument 86,804 84,674 69,924 

Rani Jhansi Kla, Jhansi 139,603 128,168 123,598 

Residency, Lucknow 146,496 139,846 133,601 

Site of Mayuran Palace, Kumarhar, Patna 53,719 76,032 91,088 

Ancient Remain, Vaishali 49,668 76,419 100,072 

Sarnath Excavated Site 221,460 238,874 250,258 

Jaunpur Fort 92,723 96,575 114,812 

Man Singh Observatory, Varanasi 2,700 3,353 5,027 

Nalanda Excavated Site 267,158 532,673 363,967 

Sasaram Shershah Suri Tomb 117,652 131,849 151,082 

Lort Cornwalls Tomb, Gazipur 5,209 6,345 9,127 

Excavated Site Vikramshila, Aritichak 19,830 18,323 31,841 

Laxman Temple, Sirpur 33,389 32,919 36,017 

Bekal Fort Pallikkare 146,567 173,894 59,528 

Mattancherry Palace Museum, Kochi - 319,263 92,115 

Sun Temple, Modhera 119,630 185,969 194,845 

Rani-ki-Vav, Patan 152,662 213,230 215,418 

Monuments at Champaner 82,829 89,397 101,150 

Buddhist Caves, Junagadh 47,636 57,299 51,125 

Ashokan Rock Edict, Junagadh 45,334 44,106 45,569 

Baba Pyare and Khapra Kodiya Caves, Junagadh 219 127 236 

Ram Nagar Palace, Ramnagar 1,940 2,000 2,580 

Group of Temple, Kiramchi 854 793 1,424 

Avanti Swami Temple, A antipura 7,322 6,153 7,817 

Leh Palace, Leh 3,287 4,696 8,760 

Kangra Fort, Kangra 48,344 47,618 54,004 

Rock Cut Caves, Masoor 11,705 11,703 14,578 

Total Tourists 26,064,673 31,466,371 32,489,327 



10.3 Annexure 3: Indicative Bill of Materials 

Sl. 

No. 

Modules Hardware – 

Server side 

1 Electronic 

Communication 

Hosted 

Server based 

on technical 

specifications 

Location Hardware- client 

side 

At vendor 

location 

Minimum 

Quantity 

Maximum 

Quantity 

Networking 1 24 24 Circle 

Offices 

Desktop 

Computers with 

monitors 

Scanner-cumprinter 

Modem and Switch 1 24 

24 24 x 10 24 Circle 

Offices 

24 24 24 Circle 

Offices 

Location Software Ownership 

and payments 

Third party 

software 

licenses 

Server 

ownership 

with SI. 

Client Side 

Hardware and 

peripherals to 

be procured by 

SI based on 


by SI and 

owned by ASI. 

Third party 

licenses to be 

procured by SI 

in the name of 

ASI 



Sl. 

No. 


Server side 

2 E-ticketing 

solution 

Hosted 

Server(s) 

based on 

technical 



side 

At vendor 

location 

Minimum 

Quantity 

Maximum 

Quantity 

Networking 10 10 10 

Monuments 

Desktop 


monitors 

10 x 2 10 x 3 10 

Monuments 

Printers 10 x 1 10 x 1 10 

Monuments 

Modem and Switch 10 x 1 10 x 1 10 

Monuments 

UPS for Back-up 

power 

10 x 1 10 x 1 10 

Monuments 


and payments 

Customized 

software, and 

where 

applicable, 

third party 

licenses. 

Server 

ownership 

with SI. 

Hardware and 



SI based on 


by SI and 

owned by ASI. 

Source code of 


licenses, if any, 

to be owned 

by ASI. Refer 

RFP Volume 3. 



Sl. 

No. 


Server side 

3 Financial 

planning and 

Budgeting 

Solution 

Hosted 

Server based 

on technical 



side 

At vendor 

location 

Minimum 

Quantity 

Maximum 

Quantity 

Networking 24 x 1 (120+24) x 2 24 Circles 

and 120 

locations 

Scanner-cumprinter 

Desktop 


monitors 

24 x 1 (120+24) x 2 24 Circles 

and 120 

locations 

24 x 1 (120+24) x 2 24 Circles 

and 120 

locations 


and payments 

Customized 


where 

applicable, 

third party 

licenses. 

Server 

ownership 

with SI. 

Hardware and 



SI based on 


by SI and 

owned by ASI. 

Source code of 


licenses, if any, 

to be owned 

by ASI. Refer 

RFP Volume 3. 




For 


Commercial and Bidding Terms 

November 2011


Volume 2: Commercial and Bidding Terms 

1 INTRODUCTION ..................................................................................................................... 4 

1.1 PARTICULARS OF RFP .................................................................................................................... 4 

2 SCOPE OF WORK FOR IMPLEMENTATION AGENCY (SI) ........................................................... 5 

2.1 OVERVIEW OF SCOPE OF WORK ....................................................................................................... 5 

3 CONSTITUTION OF THE TEAM ................................................................................................ 6 

4 PROJECT IMPLEMENTATION ................................................................................................ 14 

4.1 APPROACH & METHODOLOGY FOR IMPLEMENTATION OF TECHNICAL SOLUTION ................................... 14 

4.2 PROJECT TIMELINES ..................................................................................................................... 15 

5 IMPLEMENTATION MODEL .................................................................................................. 19 

5.1 OPERATION MODEL .................................................................................................................... 19 

6 PAYMENT TERMS & SCHEDULE ............................................................................................ 20 

6.1 PAYMENT TERMS ........................................................................................................................ 20 

6.2 PAYMENT SCHEDULE ................................................................................................................... 20 

7 BIDDING PROCESS DETAILS .................................................................................................. 22 

7.1 BIDDING SCHEDULE ..................................................................................................................... 22 

7.2 GENERAL INSTRUCTION TO BIDDERS ............................................................................................... 23 

7.3 BID SUBMISSION INSTRUCTIONS .................................................................................................... 29 

7.4 CLARIFICATION ON RFP DOCUMENT .............................................................................................. 32 

7.5 BID OPENING & EVALUATION PROCESS .......................................................................................... 33 

8 AWARD OF CONTRACT ........................................................................................................ 38 

8.1 POST QUALIFICATION AND AWARD CRITERIA ................................................................................... 38 

8.2 PURCHASER'S RIGHT TO VARY SCOPE OF CONTRACT ......................................................................... 38 

8.3 PURCHASER'S RIGHT TO ACCEPT AND REJECT BIDS............................................................................ 38 

8.4 NOTIFICATION OF AWARD ............................................................................................................ 39 

8.5 NEGOTIATIONS WITH THE SUCCESSFUL BIDDER ................................................................................. 39 

8.6 SIGNING OF CONTRACT ................................................................................................................ 39 

8.7 PERFORMANCE SECURITY ............................................................................................................. 39 

9 ANNEXURE 1: BID FORMATS ................................................................................................ 40 

9.1 COVER LETTER ............................................................................................................................ 40 

9.2 PRE QUALIFICATION .................................................................................................................... 43 

9.3 TECHNICAL BID FORMATS ............................................................................................................. 48 

9.4 COMMERCIAL BID ....................................................................................................................... 54 

10 ANNEXURE 2: PRE-QUALIFICATION AND TECHNICAL BID EVALUATION CRITERIA ................. 58 

10.1 PRE-QUALIFICATION EVALUATION CRITERIA .................................................................................... 58 

10.2 EVALUATION OF TECHNICAL BIDS ................................................................................................... 60 

11 ANNEXURE 3: STATEMENT OF DEVIATION FORMAT ............................................................. 61 

11.1 STATEMENT OF DEVIATIONS FROM SCHEDULE OF REQUIREMENTS ....................................................... 61 

12 ANNEXURE 4: REQUEST FOR CLARIFICATION FORMAT ......................................................... 62 

12.1 FORMAT FOR CLARIFICATIONS ....................................................................................................... 62 

12.2 CLARIFICATION ON RFP DOCUMENT .............................................................................................. 63 

RFP Volume 2: Commercial and Bidding Terms Page 1





































1 Introduction 

1.1 Particulars of RFP 

1.1.1 This invitation to Tender is for “Establishing e-Governance Systems”for Archaeological 

Survey of India (ASI). 

1.1.2 Bidders are advised to study the RFP Document carefully. Submission of Tender shall be 

deemed to have been done after careful study and examination of the Tender Document 

with full understanding of its implications. Sealed offers prepared in accordance with the 

procedures enumerated in Section 8.3 should be submitted to the Director – Administration, 

at ASI, not later than the date and time laid down, at his/her address given in the Section 

8.1.2. 

1.1.3 The tender document can be obtained during working hours on all working days at the office 

address (as prescribed in Section 8.1.2) from the start date of sale of tender till the last date. 

The tender document can also be downloaded from ASI website (www.asi.nic.in). 

1.1.4 Tender fee of ` 10,000 (Rupees Ten Thousand Only) has to be paid at the time of purchasing 

the tender from the office address or if the document is downloaded, should be submitted 

along with the Bid Security at the time of Bid Submission. Tender fee should be in form of 

Demand Draft drawn in favor of “Director – Administration, Archaeological Survey of 

India”payable at New Delhi. Tender fee submitted by the bidder shall be non-refundable. 

1.1.5 This Tender document is not transferable. 

1.1.6 Bid Security 

All bids must be accompanied by Bid Security of ` 10,00,000 (Rupees Ten Lakhs Only).Bid 

Security is to be submitted in the form of Demand Draft issued valid for at least 180 days 

from the date of opening of Technical Bid. The Demand Draft should be in favor of “Director 

– Administration, Archaeological Survey of India” and payable at New Delhi. 



2 Scope of Work for Implementation Agency (SI) 

2.1 Overview of Scope of Work 

The Scope of Work for the e-governance systems proposed through this RFP requires the following: 

1. Electronic Communication Solutions Module 

2. E-ticketing Solutions Module 

3. Financial Planning and budgeting Solutions Module 

For details, please refer to Volume 1 on Project Requirements. 

Each of the three modules would entail the phases of: 

Project Planning Process 

Requirements Analysis 

Solution Design 

System Development 

Solution Prototype, where required 

Entry of Historical Data 

Testing and Acceptance 

Documentation 

User Training, Operations and Maintenance 



3 Constitution of the Team 

3.1 Overview 

3.1.1 Given the scale of the project, it is required that bidder proposes personnel that 

are highly dedicated and experienced in their fields. 

3.1.2 Bidder must note the minimum requisite positions which shall be used for 

technical evaluation are given below. 

3.1.3 Bidder is required to make an independent evaluation of all positions that are 

3.2 Team Structure 

Project Management Team 

required to be filled in order to meet the requirements of the project. 

Electronic 

Communication 

Module 

E-ticketing Module Financial Planning 

and Budgeting 

Module 

ProgramManager One Program Manager with at least 10-12 years of experience in 

similar implementations. 

Project Manager One Project 

Manager with at 

least 10 years 

experience with email 

implementations. 

Project Implementation Team 

Business Analyst At least 8 years 

experience 

Solution Architect (Infrastructure and 

Hardware) 

Solution Architect (Network and 

Security) 

Solution Architect 

(Application/Software) 

Operations Team 

One Project 



experience, with at 

least one e-ticketing 

implementation. 

At least 8 years 

experience 

Not required At least 5 years 

experience 


experience 


experience 

Not required At least 5 years 

experience 

Module Leader - post implementation One person with at least 6-8 years experience 

One Project 



experience, with at 

least one Finance 

and Accounts 

software module 



experience 


experience 


experience 


experience 



3.3 Personnel Profile 

The required profile of the personnel mentioned above is as follows: 

3.3.1 Program Manager 

3.3.1.1 Profile 

3.3.2 Project Manager 

(S)He must have a minimum of 10-12 years experience in IT with a 

minimum of 8 years in Program Management. 

(S)He must preferably have qualifications in Project Management 

(e.g., PMP certified). 

(S)He should have extensive experience and proven expertise in 

managing similar multi module contracts of this type and 

complexity. 

3.3.1.2 Responsibility 

(S)He should be responsible for organizing, planning, directing, and 

coordinating the overall program effort. 

(S)He should be responsible for allocating resources to the project 

modules. 


(S)He should be responsible for conflict management, issue and 

dispute resolution. 

(S)He should participate in all fortnightly / monthly project 

meetings and project review meetings. 

(S)He should review quality of project deliverables to ensure 

compliance with the agreed quality measures and standards. 

(S)He should ensure compliance with the Terms and Conditions of 

the Contract and NDA signed with ASI. 

(S)He must have a graduation degree in Engineering. 

(S)He must have a minimum of 10 years experience in IT with 

minimum 5 years in senior managerial positions. 

(S)He must have PMP or an equivalent certification. 




3.3.3 Business Analyst 

(S)He should be responsible for the overall module performance 

for the entire duration of the contract and should be dedicated to 

this project for the entire duration of this contract. 


coordinating the module effort. 

(S)He should participate in the Module related meetings. 

(S)He should be responsible for managing the module team 

resources and ensuring their optimum allocation. 

(S)He should review the integration test plan for completeness and 

correctness. 


(S)He should manage integration testing along with Solution 

Architect (Software) and Testing Engineers. 

(S)He should prepare Performance Test Plan which would specify 

the business transactions that would be tested for performance. 


coordinating the efforts for the module. 

(S)He should have a thorough understanding and knowledge of the 

principles and methodologies associated with program 

management, vendor management, quality assurance metrics and 

techniques, and configuration management tools. 

(S)He must have an overall IT experience of not less than 8 years 

as Business Analyst in IT industry. 

(S)He shall be atleast a B Tech or B.E or have a Masters degree in 

Business Administration 


(S)He should be the key resource for studying all redesigned 

workflows/ processes and identifying the critical workflows for the 

envisaged solution. 



(S)He should lead the requirement gathering exercise by 

conducting meetings with the various process owners and the 

Project Management Team. 

(S)He should have the ability to intelligently probe department 

personnel and study the processes to understand the challenges 

that need to be addressed through the application 

(S)He should work in collaboration with the Project Manager to 

ensure that the gathered requirements are in line with the Project 

Vision. 

(S)He should be able to identify the use cases for all processes 

(S)He should be most visible in the initial requirement gathering 

stage of the project 

3.3.4 Solution Architect (Infrastructure and Hardware) 


(S)He must have a minimum of 5 years experience in designing and 

implementation of similar infrastructure. 

(S)He must be qualified as a B.E., or M.C.A from a reputed 

university. 


The Infrastructure Architect should have the capability to design 

platform solutions to support applications, including their 

integration with database, network, and storage solutions. 

(S)He should possess extensive detailed working knowledge and 

acumen in the enterprise architecture best practices, including, but 

not limited to, logical and physical data architectures, network 

communications, operating systems, applications, data base 

servers, application servers, web servers, server consolidation, 

server performance, middleware, etc. 

(S)He should have the ability to address specialized and complex 

infrastructure architectural issues. (S)He should have extensive 

experience in infrastructure architecture discipline(s) of similar 

complexity as described in the RFP. 



3.3.5 Solution Architect (Network & Security) 


(S)He should have extensive experience in Implementation specific 

network architectures of similar complexity as described in the 

RFP. 

(S)He should be BE/B.Tech and preferably M.Tech 

Diploma / Relevant certification in networking would be preferred. 

(S)He should have a minimum of 5 years experience in designing 

and implementation of similar network infrastructure. 


The Solution Architect should have the capability to address key 

security and privacy requirements of the network. (S)He should 

implement using appropriate technologies and thereby design 

secure network solutions. 

(S)He should have specialization on a range of solutions, including, 

but not limited to, making appropriate use of Public Key 

Infrastructure (PKI), intrusion detection / prevention, Virtual 

Private Network (VPN), single sign-on, firewalls, and all elements of 

network-level security. 

(S)He should possess extensive knowledge and experience in 

network technology, network design, operations, encryption, 

information access, and authentication processes. 

(S)He should provide solutions to complex security-related 

architectural issues. 

3.3.6 Solution Architect (Application / Software) 


(S)He must have a graduation degree in Engineering with MCA or 

M. Tech. 

(S)He must have a minimum 5 years experience in Solution Design 


(S)He should be responsible for creating or selecting the most 

appropriate architecture for a system (or systems), such that it 



suits the business needs, satisfies user requirements, and achieves 

the desired results under given constraints. 

(S)He should create Overall technical design (System Design 

Document - SDD) of the system consisting of project standards, the 

functional design and the database design. 

(S)He should facilitate High level planning for the development - 

overall steps for creation of the solution (Low Level Design – LLD) 

from the blueprints. 

(S)He should develop integration test cases and include these in 

integration test plan. These test cases should focus primarily on 

testing the interfaces of the modules. Each test case should be 

described along with the input and output data, and the results 

expected after each test case. 

(S)He should have a thorough understanding of the technical and 

quality standards and ensure adherence to those in order to 

maximize the future investment value and minimizing costs. 

(S)He should be most visible during the requirements and design 

stages of a project lifecycle, but should proactively monitor the 

adherence of the implementation to the chosen architecture 

during all iterations. 

3.3.7 Module Leader - Post Implementation 


(S)He should have an experience of over 6-8 years in the 

application falling under the module and at least 5 years of team 

leader experience of application maintenance and management 

(S)He must be qualified as a B.E./B.Tech, M.C.A, M.E./M.Tech from 

a reputed university. 


(S)He should be responsible for planning and scheduling of the 

module related activities along with Project Manager. 

(S)He should have a thorough understanding of the complexity of 

the module to be implemented along with the dependencies on 

other modules. 



(S)He should manage the flow of work within the team and ensure 

optimum allocation of work amongst team members. 

(S)He should be responsible for controlling the overall maintenance 

of the applications in the module. 

(S)He should coordinate with ASI team for regular updates on the 

application 

3.4 General instructions for proposing the team 

(S)He should coordinate with the relevant Programmers, Business 

Analysts and Testing Engineers for Unit & System Testing. 

(S)He should be able to assist ASI personnel in ensuring proper 

maintenance and regular backup of application data 

(S)He should have an understanding of all the applications and 

business requirements of the module. 

3.4.1 Bidder should provide adequate number of personnel each responsible for a 

specific role within the system. Bidder must provide clear definition of the role 

and responsibility of each individual personnel. 

3.4.2 Bidder should have a defined hierarchy and reporting structure for various teams 

that would be part of the project. 

3.4.3 Bidder should ensure that all the personnel identified for this project have high 

level of integrity. Bidder should undertake necessary due diligence to ensure that 

the personnel have high standard of trustworthiness. Bidder should obtain an 

undertaking from each of the personnel assigned and the same should be 

submitted to ASIas and when demanded by ASI. Any information needed for this 

activity by ASI should be provided immediately by Bidder. 

3.4.4 Bidder must ensure that the minimum number and type of Key Personnel are 

proposed, failing which the proposal would be considered as non-responsive. 

Bidder can provide additional manpower on the basis of their estimate of effort 

required to complete the terms of reference given in the RFP. 

3.4.5 Bidder can offer more than one key personnel for a role to improve the quality of 

key personnel keeping in mind the terms of reference given in the RFP. 

3.5 Expected effort from Key Personnel deployed by Bidder 



Sr. No. Role 

Number of 

personnel 

Minimum number of person-months 

expected 

1. Program Manager 1 At least 1 full day per month 

2. Project Manager 3* Full time till project implementation 

3. Solution Architect 

(Software) 


(Infrastructure and 

Hardware) 


(Network & Security) 

At least 1 full day per week post go-live 

during contract period 

2* 6 person-months per person 

2* 6 person months per person 

3* 6 person months per person for e- 

ticketing and Financial Planning and 

Budgeting, and 1 person month for 

Electronic Communication 

6. Business Analyst 3 6 person months per person for e- 

ticketing and Financial Planning and 

Budgeting, and 1 person month for 

Electronic Communication 

* Roles could be combined across modules, provided the Bidder can ensure adequate availability as 

required for implementation. 



4 Project Implementation 

4.1 Approach & Methodology for Implementation of Technical Solution 

The implementation of the Modules would be in four phases. These phases are based on 

the criticality of the solutions to be provided by the Bidder. Approach for Implementation 

of technical Solution is provided below for better understanding of the Bidder. 

The application architecture has been classified based on the criticality of the functions 

into the following four phases of Go-Live with the corresponding tentative timelines: 

Sr. 

No. 

GO-Live phases Application modules Go-live timeline 

1 Go-Live 

(Module1) 

2 Go-Live 

(Module 2) 

3 Go-Live 

(Module 3) 

4 Go-Live 

(Counter Management) 

Electronic Communication Module T + 8 weeks 

E-ticketing Module T + 20 weeks 

Financial Planning and Budgeting 

Module 

T + 16 weeks 

E-ticketing Counter Management T + 22 weeks 

Bidders are advised to study the implementation approach carefully and propose the 

technical solution based on the implementation approach. It is expected that for “go-live” 

of each phase, Bidder would provide application prototype (if required), use cases, 

application hosting, and training to ASI’s personnel. 

All the modules presented above are defined in Volume 1 of this RFP document. 

Strategy for IT infrastructure for end-user:The SI will assess existing IT infrastructure, 

procure, deploy and maintain the necessary hardware, networking and peripherals in order 

to meet the project requirements.An indicative Bill of Materials has been provided in RFP 

Volume 1, Annexure 3 These will be owned by ASI. 



4.2 Project Timelines 

Bidder is expected to follow the schedule as mentioned in the table below. Each of the milestones should be accompanied with a presentation on the 

deliverables by the bidder, related to that milestone. The submission of deliverable will be deemed complete after the submission of the hard / soft copy of 

the deliverable and the presentation by the bidder. 

The “Expected Date of Completion” as mentioned in the table below is the date by which the deliverable shall be submitted to the ASI. The Bidder shall 

ensure that the deliverable is accepted by the ASI as per schedule mentioned in the table below post review. 

Table 1: Timelines and Deliverables of the Project 

Sr. 

No. 

1. Project Planning and submission 

of project plan 

2. Requirement study gathering and 

review of existing applications 

3. Preparation of Software 

Requirements Specification, 

Item Expected Date of 

Submission from ‘T’ 

Final 

acceptance 

post review 

T + 1 weeks Within 1 week 

post review 

T + 1 weeks for Electronic 

Communication Module 

T + 2 weeks for E-ticketing 

and Financial Planning and 

Budgeting Modules 

T + 1 week for Electronic 


Payment 

Milestone 

RFP Volume 2: Commercial and Bidding Terms Page 15 

Deliverables 

[M0] Project Management services and 

Preparation of Project Plan 

Within 1 week None 

Project Management, Configuration 

Management and Issue Tracker tools 

Project performance reports formats 

Within 2 weeks System Requirement Specifications (SRS) 

Document (including customizations, if


Sr. 

No. 



System design T + 3 weeks for E-ticketing 

and Financial Planning and 

Budgeting Modules 

4. Training for Go-Live for Electronic 


5. Go-Live for Electronic 


6. Preparation of User Acceptance 

test cases and test plan for 

Modules 2 and 3 

7. Commissioning of environment 

for Prototype Development for eticketing 

Module 

8. Sign-off from stakeholders after 

Prototype demonstration 

9. Data Migration Plan for Financial 

Planning and Budgeting Module 

10. Procurement and deployment of 

datacenter and IT infrastructure 

11. Preparation for User Acceptance 

Test for Financial Planning and 

Budgeting Module 

Final 

acceptance 

post review 

Payment 

Milestone 


any) 

Deliverables 

System Design document (SDD) 

T+ 3 weeks Within 1 week Evaluating Training Feedback and 

training content / methodology 

T + 6 weeks Within 2 week [M 1] Roll-out checklist and plan 

T + 6 weeks Within 2 weeks User Acceptance Test Cases 

T + 6 weeks Within 2 weeks 

post review 

User Acceptance Plan 

Development of Prototype and Functional 

acceptance on Prototype 

T + 8 weeks Within 1 week Workshop for review and sign-off 

T + 12 weeks Within 1 week Detailed Plan for Data Migration 

T + 14 weeks Within 2 weeks Certifications of deployment completion 

at each site given to bidder by concerned 

ASI official / third party 

T + 12 weeks Within 1 week User Acceptance Test Cases 

User Acceptance Plan


Sr. 

No. 

12. Data Migration for Financial 


13. Training for Go-Live for Financial 


14. User Acceptance Testing before 

Go-Live for Financial Planning 

and Budgeting Module 

15. Go-Live for Financial Planning 

and Budgeting Module 

16. Transition of existing ticketing 

Counters at each of the 10 pilot 

ASI monuments 

17. Preparation for User Acceptance 

Test for e-ticketing Module 

18. Training for Go-Live fore-ticketing 

Module 

19. User Acceptance Testing before 

for e-ticketing Module 



Final 

acceptance 

post review 

Payment 

Milestone 


Deliverables 

T + 14 weeks Within 1 week Data Migration Completion Report 

T + 15 weeks 


post review 

Within 1 week Evaluating Training Feedback and 

tuning training content / methodology 

Testing report with fail / pass results 

and plan to fix the defects 

Test cases 

T + 16 weeks Within 2 week [M 2] Roll-out checklist and plan 

T + 18 weeks Within 1 week Transition completion report 

T + 16 weeks Within 1 week User Acceptance Test Cases 

T + 16 weeks for eticketing 

Module 


post review 

User Acceptance Plan 

Within 1 week Evaluating Training Feedback and 


Testing report with fail / pass results 

and plan to fix the defects 

Test cases 

20. Go-Livefor e-ticketing Module T + 18 weeks Within 2 week [M 3] Roll-out checklist and plan 

21. Transition of Counters T + 20 weeks Within 2 weeks Transition completion report


Sr. 

No. 

22. Training for e-ticketing counter 

Management 



Final 

acceptance 

post review 

Payment 

Milestone 


Deliverables 

T + 20 weeks Within 1 week Evaluating Training Feedback and 


Till end of Contract period NA installments, 

Quarterly performance appraisal 

reports 

For each year of support and 

based on the 

SLAs 

maintenance phase: 

Monthly log of service calls and 

problem resolution reports for Helpdesk 

23. Operation of the Counters 6 months NA Equated 

quarterly 

24. Maintenance and Technical 

Support for all the Systems 

T indicates the project kick-off date 

Quarterly Performance Monitoring 

Reports for the system 

Updated system design documents, 

specifications for every change request 

Latest source code, application 

deployment files, configuration files for 

entire solution 

Updated user manuals, administration 

manuals, training manuals etc 

Software change logs


5 Implementation Model 

5.1 Operation Model 

SI will propose an operation model commensurate with the requirements of ASI. It is proposed that 

the SI will take into consideration the following objectives of ASI: 

1. Enhancement of service delivery with respect to customer interface 

2. Increased efficiency of internal communication 

3. Reduced effort and time for generating financial reports 

For specific operations models for each of the modules, refer to Volume 1 of the RFP. 



6 Payment Terms & Schedule 

6.1 Payment Terms 

6.1.1 ASI shall make payments to the Bidder at the times and in the manner set out in the Payment 

schedule as specified in Section 7.2 below. ASI will make all efforts to make payments to the 

Bidder within 30 days of receipt of invoice(s) and all necessary supporting documents. 

6.1.2 All payments agreed to be made by ASI to the Bidder in accordance with the Bid shall be 

inclusive of all statutory levies, duties, taxes and other charges whenever levied/applicable, if 

any, and ASI shall not be liable to pay any such levies/ other charges under or in relation to 

this Contract and/or the Services. 

6.1.3 No invoice for extra work/ change order on account of change order will be submitted by the 

Bidder unless said extra work /change order has been authorized/approved by the ASI in 

writing in accordance with Change Control Schedule. 

6.1.4 Contract would be signed for 3 years. Based on the performance of the Implementation 

Agency, ASI may decide to extend the period of contract by 2 years.Contract rates for the 

extended 2 years would be based on the rates of AMC for 3 rd year and would be negotiable 

between the Bidder and the ASI. ASI is not bound to extend the contract period by two 

years. 

6.1.5 Bidder needs to provide rationale for the commercial quotes provided. ASI holds the right to 

ask for an explanation of the rationale from the Bidder 

6.1.6 In the event of ASI noticing at any time that any amount has been disbursed wrongly to the 

Bidder or any other amount is due from the Bidder to the ASI, the ASI may without prejudice 

to its rights recover such amounts by other means after notifying the Bidder or deduct such 

amount from any payment falling due to the Bidder. The details of such recovery, if any, will 

be intimated to the Bidder. The Bidder shall receive the payment of undisputed amount 

under subsequent invoice for any amount that has been omitted in previous invoice by 

mistake on the part of the ASI or the Bidder. 

6.1.7 All payments to the Bidder shall be subject to the deductions of tax at source under Income 

Tax Act and other taxes, and deductions as provided for under any law, rule or regulation. All 

costs, damages or expenses which ASI may have paid or incurred, for which under the 

provisions of the Contract, the Bidder is liable, the same shall be deducted by ASI from any 

dues to the Bidder. All payments to the Bidder shall be made after making necessary 

deductions as per terms of the Contract and recoveries towards facilities, if any, provided by 

the ASI to the Bidder on chargeable basis. 

6.2 Payment Schedule 

Total Contract Value is the total value mentioned by the Bidder in Section 10.4.2 in this 

volume of RFP. 



S. 

No. 

Project Milestone 

1. Commencement of the project 10% 

2. 

3. 

4. 

5. 

Acceptance of System - Solution Go-Live 

Module 1 

Acceptance of System - Solution Go-Live 

Module 2 

Acceptance of System – Solution Go-Live 

Module 3 

Total Operation & Maintenance Support 

Post Implementation Phase including: 

Project Management 

Technical Support & Helpdesk 

Operations of -POS Counters and Call 

Center 

A Year 2 Operation & Maintenance Support 

B Year 3 Operation & Maintenance Support 

Payment (percentage of total 

Contract value) 


10% 

20% 

20% 

40% 

Operation & maintenance cost 

would be paid in equated 

quarterly installments of each 

year’s payout as mentioned 

below 

5% of total contract value 

would be paid per quarter 

(5%*4=20% of total annual 

contract value would be paid in 

year 2) 

5% of total contract value 

would be paid per quarter 

(5%*4=20% of total annual 

contract value would be paid in 

year 3)


7 Bidding Process Details 

7.1 Bidding Schedule 

7.1.1 Name of the Purchaser: 


7.1.2 Addressee and Address at which RFPs to be submitted: 

Director – Administration 


Janpath, New Delhi - 110011 

Phone: +91-11-23018614 

Fax: +91-11- 23010789 

websiteasi@gmail.com 

7.1.3 Latest time and date for receipt of RFP 

On or before 1500 hours on Monday, 12 December 2011 

7.1.4 Date till which the response to the RFP should be valid: 

7.1.5 Important dates: 

180 days from the date of opening of the Technical Bids 

The following table provides information regarding the important dates of the bid 

process for this RFP: 



Activity Date 

Release of RFP (Request for Proposal) Wednesday, 9-Nov-11 

Last date for submission of clarifications by bidders Wednesday, 16-Nov-11 

Pre-Bid Conference Saturday, 19-Nov-11 

Response to bidder queries Monday, 21-Nov-11 

Last date for submission of Bids Monday, 12-Dec-11 

Pre Qualification Bid opening Monday, 12-Dec-11 

Date for opening of Technical Bids for qualified bidders Monday, 19-Dec-11 

Date for Technical Presentations or Proof of Concept Monday, 26-Dec-11 

Date for opening of Commercial Bids for qualified bidders Monday, 2-Jan-12 

Award of Contract Monday, 16-Jan-12 

7.1.6 Bidders must note that bids received after due date and time shall be rejected. The bids shall 

be submitted in the sealed box kept in the office of the ADG at the address mentioned in 

Section 8.1.2 above. 

7.2 General Instruction to Bidders 

7.2.1 Cost of Bidding Process 

7.2.1.1 The Bidder shall bear all costs associated with the preparation and 

submission of its bid, including cost of presentation for the purposes of 

clarification of the bid, if so desired by ASI. 

7.2.1.2 ASI will in no case be responsible or liable for the above mentioned costs, 

7.2.2 Bid Prices 

regardless of the conduct or outcome of the Tendering process. 

7.2.2.1 The Bidder shall indicate in the proforma prescribed at Section 10.4.2 of 

Volume 2, the unit rates and total Bid Prices of the goods and services, it 

proposes to provide under the Contract. Prices should be shown separately 

for each item as detailed in Bid Documents. 

7.2.2.2 In absence of information as requested in Section 8.2.2.1 above, a bid shall 

be considered incomplete and summarily rejected. 

7.2.2.3 The Bidder shall prepare the bid based on details provided in the RFP 

documents. The Bidder shall carry out all the tasks in accordance with the 



requirement of the RFP documents and it shall be the responsibility of the 

Bidder to fully meet all the requirements of the RFP documents. 

7.2.2.4 The Bidder as part of its Commercial Bid should account for all out of pocket 

and other expenses that the Bidder shall incur during the contract period. 

7.2.2.5 It is mandatory that Unit rates should be indicated in the Table as per the 

7.2.3 Firm Prices 

proforma prescribed at Section 10.4.2 of Volume 2 of this RFP. This may be 

used by ASI for any changes to scope. 

7.2.3.1 Prices quoted must be firm and final and shall remain constant throughout 

the period of the contract and shall not be subject to any upward 

modifications, on any account whatsoever. The Bidder shall, therefore, 

indicate the prices in Section 10.4.2 of Volume 2 enclosed with the Bid. The 

Bid Prices shall be indicated in Indian Rupees (INR) only. 

7.2.3.2 The Commercial bid should clearly indicate the price to be charged without 

any qualifications whatsoever and should include all taxes (sales, service, 

etc.), duties (excise & customs, etc), Octroi, fees, levies, works contract tax 

and other charges as may be applicable in relation to the activities proposed 

to be carried out. It is mandatory that such charges wherever 

applicable/payable should be indicated separately in Section 10.4.2 of 

Volume 2. 

7.2.3.3 A proposal submitted with an adjustable price quotation or conditional 

7.2.4 Discount 

proposal shall be treated as non-responsive and the bid shall be rejected 

summarily. 

7.2.4.1 The Bidders are advised not to indicate any separate discount. Discount, if 

7.2.5 Bidder Authorization 

any, should be merged with the quoted prices. Discount of any type, 

indicated separately, will not be taken into account for evaluation purpose. 



7.2.5.1 The "Bidder" shall mean the one who has signed the RFP Form. The Bidder 

may be either the Principal Officeror his/her duly Authorized Representative, 

in which case he/she shall submit a power of attorney with the RFP 

response. All certificates and documents (including any clarifications sought 

and any subsequent correspondences) received hereby, shall, as far as 

possible, be furnished and signed by the representative. 

7.2.5.2 It is further clarified that the individual signing the tender or other 

documents in connection with the RFP must certify whether he/she signs as : 

Constituted attorney of the firm, if it is a company 


OR 

The Principal officer or his/her duly Authorized Representative of the Bidder 

7.2.5.3 The authorization shall be indicated by power-of-attorney accompanying the 

bid. 

7.2.6 Particulars for Bid Security 

7.2.6.1 The Bidder shall furnish, as part of its bid, a bid security of the amount 

mentioned in Section 1.1.6 of this volume of RFP. 

7.2.6.2 The bid security is required to protect ASI against the risk of Bidder’s conduct 

which would warrant the security's forfeiture, pursuant to Section 8.2.6.7 

7.2.6.3 The bid security shall be denominated in Indian Rupees, and shall be in the 

form of a demand draft issued by a Nationalized / Scheduled Bank 

7.2.6.4 No Bidder is exempted from furnishing of bid security. 

7.2.6.5 Unsuccessful Bidder’s bid security will be discharged/ returned after award 

of contract to the successful Bidder. No interest will be paid by ASI on the 

Bid security amount. 

7.2.6.6 The successful Bidder’s bid security will be discharged upon the Bidder 

executing the Contract, pursuant to Section 9.6 of Volume 2 of this RFP and


furnishing the performance security, pursuant to Section 9.7 of Volume 2 of 

this RFP. 

7.2.6.7 The bid security may be forfeited: 

a. if a Bidder withdraws its bid during the period of bid validity specified by the 

Bidder in the Bid; or 

7.2.7 Period of Validity of Bids 

b. in the case of a successful Bidder, if the Bidder fails: 

to sign the Contract or 

to furnish performance security in accordance 

7.2.7.1 Bids shall remain valid for period as stated in Section 8.1.4 of Volume 2 of 

this RFP. A bid valid for a shorter period shall be rejected by ASI as non- 

responsive and shall not be taken up for evaluation purposes. 

7.2.7.2 ASI may request the Bidder(s) for an extension of the period of validity. The 

7.2.8 Revelation of Prices 

request and the responses thereto shall be made in writing (or by e-mail or 

fax). The validity of bid security provided under Section 1.1 in Volume 2 of 

this RFP shall also be suitably extended. 

7.2.8.1 Prices in any form or by any reason before opening the Commercial Bid 

should not be revealed. If price change is envisaged due to any clarification, 

revised Bids in a separate sealed cover can be called from all the Bidders by 

ASI. 

7.2.9 Terms and Conditions of Bidders 

7.2.9.1 Printed terms and conditions (General Conditions) of the Bidder will not be 

considered as forming part of their Bids. In case terms and conditions of the 

contract applicable to this Invitation to bid are not acceptable to any Bidder, 

he should clearly specify deviation in his Technical Bid, Section 12, Annexure 

3 of Volume 2 of this RFP. Similarly in case the Services being offered have 



deviations from the requirements/specifications laid down in this RFP, the 

Bidder shall describe in what respects and to what extent the Services being 

offered differ/deviate from the requirements, even though the deviations 

may not be very material. The Bidder must state categorically whether or 

not his offer conforms to RFP requirements / specifications and indicate 

deviations, if any, in his Technical Bid (Section 12, Annexure 3 of Volume 2 of 

this RFP). 

7.2.9.2 Any deviations / assumptions mentioned elsewhere in the Bid, other than 

the formats (Section 12, Annexure 3 of this volume) will not be considered 

by ASI. 

7.2.10 Local Conditions 

7.2.10.1 It will be imperative on each Bidder to fully acquaint himself with the local 

conditions and factors at the respective locations, sites and offices which 

would have any effect on the performance of the contract and / or the cost. 

7.2.10.2 The Bidder is expected to obtain for himself on his own responsibility all 

information that may be necessary for preparing the bid and entering into 

contract. Obtaining such information shall be at Bidder’s own cost. 

7.2.10.3 Failure to obtain the information necessary for preparing the bid and/or 

failure to perform activities that may be necessary for designing an optimal 

solution before entering into contract will in no way relieve the successful 

Bidder from performing any work in accordance with the contract entered 

into. 

7.2.10.4 It will be imperative for each Bidder to fully inform themselves of all legal 

conditions and factors which may have any effect on the execution of the 

contract as described in the bidding documents. 

7.2.10.5 It is the responsibility of the Bidder that such factors have properly been 

investigated and considered while submitting the bid proposals and that no 

claim whatsoever including those for financial adjustment to the contract 

awarded under the bidding documents will be entertained by ASI and that 

neither any change in the time schedule of the contract nor any financial 



adjustments arising thereof shall be permitted by ASI on account of failure of 

the Bidder to appraise themselves of local laws and conditions. 

7.2.11 Last Date for Receipt of Bids 

7.2.11.1 Bids will be received by ASI at the address specified under Section 8.1.2 not 

later than the time and date specified in Section 8.1.3. In the event of the 

specified date for the receipt of Bids being declared a holiday for ASI, the 

Bids will be received up to the appointed time on the next working day. 

7.2.11.2 ASI may, at its discretion, extend the last date for the receipt of bids by 

7.2.12 Late Bids 

amending the RFP Document, in which case all rights and obligations of ASI 

and Bidders previously subject to the last date will thereafter be subject to 

the last date as extended. 

7.2.12.1 Any bid received by ASI after the last date for receipt of bids prescribed by 

ASI will be rejected and/or returned unopened to the Bidder. 

7.2.13 Modification and Withdrawal of Bids 

7.2.13.1 No bid may be altered / modified subsequent to the closing time and date 

for submission of bids. Unsolicited correspondences from Bidders will not be 

considered. 

7.2.13.2 No bid may be withdrawn in the interval between the last date for receipt of 

bids and the expiry of the bid validity period specified by the Bidder in the 

Bid. Withdrawal of a bid during this interval may result in the Bidder’s 

forfeiture of its bid security. 



7.2.14 Address for Correspondence 

7.2.14.1 The Bidder has designated the official mailing address, place and fax number 

7.2.15 Contacting ASI 

stated in Section 8.1.2. All correspondence shall be sent by ASI on this 

address only. 

7.2.15.1 No Bidder shall contact ASI on any matter relating to its bid, from the time of 

the bid opening to the time the Contract is awarded. 

7.2.15.2 Any effort by a Bidder to influence ASI’s bid evaluation, bid comparison or 

7.3 Bid Submission Instructions 

contract award decisions may result in the rejection of the Bidder’s bid. 

7.3.1 Procedure for Submission of Bids 

7.3.1.1 Prequalification Bid (1 hard copy) in one separate cover. 

7.3.1.2 Technical Bid (1 hard copy) in one separate cover. 

7.3.1.3 Commercial Bid (1 hard copy) in one separate cover 

7.3.1.4 Each of the Prequalification Bid, Technical Bid and Commercial Bid of the RFP 

should be covered in separate sealed covers super scribing “Pre Qualification 

Bid”, "Technical Bid" and “Commercial Bid” respectively. Please Note that 

Prices should not be indicated in the Pre Qualification Bid or Technical Bid 

and should only be indicated in the Commercial Bid. 

7.3.1.5 The Prequalification and Technical Bid should be duly initialed by Authorized 

Signatory and stamped with correct name of the Bidder’s 

company/organization. 

7.3.1.6 The cover containing Prequalification Bid, Technical Bid and Commercial Bid 

as mentioned in clause 8.3.1.4 above should be put in another single sealed 

envelope clearly marked “Selection of Implementation Agency for ASI e- 

Governance Project”. This envelope is to be superscribed with RFP Number, 

Due Date and the wordings “DO NOT OPEN BEFORE 1500 hours on 12 



December 2011”. Same details are to be marked on the covers of the 

Prequalification, Technical Bids and Commercial Bid also. 

7.3.1.7 The cover thus prepared, encapsulating the three bids as mentioned above, 

should also indicate clearly the name, address and telephone number of the 

Bidder. 

7.3.1.8 The bids received after the due date and time shall be summarily rejected 

and returned to the Bidder declaring as “Late submission” and the same shall 

not be opened. 

7.3.1.9 Each copy of the RFP should be a complete document and should be bound 

as a volume. The document should be page numbered and appropriately 

flagged and must contain the list of contents with page numbers.Different 

copies must be bound separately. If not properly bounded the ASI shall not 

be in any way responsible for loss of sheets due to inadvertent opening of 

the document at any stage and that affecting the prospects of the Bidder 

during the evaluation due to loss of these documents. 

7.3.1.10 As part of the bid, Bidder should also provide the pre qualification, technical 

and commercial bid in editable soft copy format, in the form of a non-re- 

writeable CD–R (Compact Disc) as follows: 

One CD containing the pre qualification bid - The CD containing pre 

qualification should be sealed along with the hard copy of the ‘Original’ 

copy of the pre qualification bid 

One CD containing the technical bid - The CD containing technical bid 

should be sealed along with the hard copy of the ‘Original’ copy of the 

technical bid. 

One CD containing the commercial bid - The CD containing commercial 

bid should be sealed along with the hard copy of the ‘Original’ copy of 

the commercial bid. 

All CDs submitted by the Bidder must be in sealed covers.The sealed 

covers as well as the CD media must be duly signed by the Bidder using 

a “Permanent Pen/Marker”, should be super scribed with “Pre 



7.3.2 Language of Bids 

Qualification Bid” / “Technical Bid” / “Commercial Bid” (as the case may 

be) and should bear the name of the Bidder. 

Bidder must ensure that the information furnished by him in respective 

CDs is identical to that submitted by him in the original paper bid 

document. In case of any discrepancy observed by ASI in the contents 

of the CDs and original paper bid documents, the information furnished 

on original paper bid document will prevail over the soft copy. 

Bidder must ensure that Technical Bid CD do not contain any 

Commercial items / prices. 

7.3.2.1 The Bids prepared by the Bidder and all correspondence and documents 

relating to the bids exchanged by the Bidder and ASI, shall be written in 

English language. 

7.3.3 Documents Comprising the Bids 

7.3.3.1 The bid prepared by the Bidder shall comprise of the following components: 

A. Pre Qualification Bid - The Prequalification shall comprise of the following: 

Section 10.1 - Covering Letter 

Section 10.2 – Prequalification Formats along with supporting documents 

Bid Security (Demand Draft) 

RFP document fees (Demand Draft) 

Power of Attorney executed by the Bidder in favor of the Principal Officer or 

the duly Authorized Representative, certifying him/her as an authorized 

signatory for the purpose of this RFP 

B. Technical Bid - The Technical Bid shall comprise of the following: 

Section 10.3 – Technical Formats 

Section 10.3.1 – Technical Bid Letter 



Section 12 – Statement of Deviations 

C. Commercial Bid - The Commercial Bid shall comprise of the following: 

7.3.4 Format and Signing of Bid 

Section 10.4.1 - Commercial Bid Letter 

Section 10.4.2 - Breakdown of cost components 

7.3.4.1 The Bidder shall prepare one copy of the Bid. 

7.3.4.2 The original and all copies of the bid shall be typed or written in indelible ink. 

All pages of the ‘Original’ bid document shall be initialed and stamped by the 

person or persons signing the bid. 

7.3.4.3 The bid shall contain no interlineations, erasures or overwriting except as 

necessary to correct errors made by the Bidder, in which case such 

corrections shall be initialed by the person or persons signing the bid. 

7.3.4.4 The Bidder shall duly sign and seal its bid with the exact name of the 

firm/company to whom the contract is to be issued. 

7.3.4.5 The Bidder shall seal and mark the original and each copy of the Bid. 

7.3.4.6 If the outer cover of the bid is not sealed and marked as required by Section 

8.3.1, ASI will assume no responsibility for the bid's misplacement or 

premature opening. 

7.4 Clarification on RFP Document 

7.4.1.1 Bidder requiring any clarification on the RFP Document may submit his 

queries, in writing, at ASI's mailing address and as per schedule indicated in 

Section 8.1. The queries must be submitted in Microsoft Excel format as 

provided in Section 13.1. 

7.4.1.2 The Bidders shall bear in mind that their bids with any Technical or 

Commercial deviations will not be accepted. Thus, any issues / queries 

regarding Contract terms and conditions, Scope of Work, minimum 

requirements for Hardware infrastructure, essential features of the 



application / components and minimum staffing requirements etc, should be 

either clarified before bid submission or submitted to ASI in writing as per 

the schedule indicated in Section 8.1. 

7.4.1.3 ASI will respond in writing, to any request for clarification to queries on the 

RFP Document, received not later than the dates prescribed by ASI in Section 

8.1.3 of this RFP document. Written copies of ASI's response (including the 

query but without identifying the source of inquiry) would be put up on the 

ASI website. Bidders are advised to keep browsing the information posted 

on the website. 

7.5 Bid Opening & Evaluation Process 

7.5.1 Opening of Bids by Purchaser 

7.5.1.1 ASI will open the Pre-Qualification and Technical Bids at the schedule given, 

in the presence of the representatives of the Bidders who choose to attend, 

at the time, date and place, as mentioned in Section 8.1.5 of this document. 

7.5.1.2 The Bidders' names, modifications, bid withdrawals and the presence or 

7.5.2 Evaluation of Bids 

absence of the requisite Bid Security and such other details as ASI, at its 

discretion, may consider appropriate will be announced at the bid opening. 

7.5.2.1 The selected Bidder must possess the requisite experience, strength and 

capabilities in providing the solution, equipment and services necessary to 

meet ASI’s requirements, as described in the RFP Document. The Bidder 

must possess the technical know-how and the financial wherewithal that 

would be required to successfully perform activities as per the Scope of 

Work in Section 2 of the RFP for the entire period of the contract. The 

Bidder’s bid must be complete in all respect and covering the entire scope of 

work as stipulated in the RFP document. 

7.5.2.2 The evaluation process of the RFP proposed to be adopted by ASI is 

indicated under this Clause. The purpose of this Clause is only to provide the 

Bidders an idea of the evaluation process that ASI may adopt. 



7.5.3 Preliminary Examination 

7.5.3.1 ASI will examine the bids to determine whether they are complete, whether 

the bid format conforms to the RFP requirements, whether any 

computational errors have been made, whether required RFP fees and bid 

security has been furnished, whether the documents have been properly 

signed, and whether the bids are generally in order. 

7.5.3.2 ASI may waive any nonconformity or irregularity in a bid which does not 

constitute a material deviation according to ASI. 

7.5.4 Clarification from the Bidder 

7.5.4.1 When deemed necessary, during the tendering process, ASI may seek 

clarifications on any aspect from any or all the Bidders. However, that would 

not entitle the Bidder to change or cause any change in the substance of the 

RFP submitted or price quoted. 

7.5.4.2 During the tendering process, the Bidders will make Technical presentations 

to ASI on experience, proposed project staff experience and proposed 

project approach and methodology. Purchaser expects that the Bidder’s 

Project Manager and other key personnel named in the proposal will take an 

active and leading role in these presentations. 

7.5.4.3 Bidders may also be required to demonstrate the features of the proposed 

products, if needed, or demonstrate proof of concept. 

7.5.5 Evaluation of Prequalification Bid 

7.5.5.1 In this part, the technical bid will be reviewed for determining the eligibility 

of the Bidder for the Project. 

7.5.5.2 This will be the first stage of the evaluation by ASI. 

7.5.5.3 Bidder needs to provide satisfactory documents against the Pre Qualification 

criteria stated in Section 10.2.2 to clear the pre qualification stage. 

7.5.6 Evaluation of Technical Bids 



7.5.6.1 In this part, the technical bid will be reviewed for determining the eligibility 

of the Bidder for the Project and to ascertain Compliance of the Technical 

bids with the RFP terms and conditions, technical requirements and scope of 

work as defined in this RFP. 

7.5.6.2 This shall be the second stage of the evaluation by ASI. Only those Bidders 

who cross the threshold level of Technical Evaluation indicated below and 

adhere to ASI’s technical requirements shall be considered for commercial 

evaluation. 

7.5.6.3 In case of no response by the Bidder to any of the requirements with regard 

to the contents of the Technical Bid, he shall not be assigned any marks for 

the same. 

7.5.6.4 Technical bid of the bidder shall be opened and evaluated for acceptability of 

Techno-functional requirements, deviations and technical suitability. 

Bidders shall respond to the requirements as explained in Section 11.2 of 

Volume 2 of RFP for their evaluation with regard to experience and 

qualification. Also, Bidder shall refer and respond to ALL technical 

requirements as mentioned in the RFP document. The evaluation process 

would also include a presentation of technical proposal by the Bidder. 

7.5.6.5 In order to qualify technically, a proposal must secure a minimum of 70% of 

total marks after summing up. The Bidder would be technically evaluated 

out of 100 marks.Only those proposals which have a minimum score of 70% 

of total marks will be considered for opening of their Commercial Bid and 

evaluation thereof. 

7.5.6.6 Detailed technical evaluation criteria are provided in Section 11.2 of the 

Volume 2 of this RFP. 

7.5.7 Evaluation of Commercial Bids 

7.5.7.1 ASI will open the Commercial Bids of only Technically Qualified Bidders, in 

the presence of the representatives of the Bidderwho choose to attend, at 

the time, date and place, as decided by ASI. 



7.5.7.2 The commercial bids shall be evaluated by ASI for completeness and 

accuracy. Arithmetical errors will be rectified on the following basis. 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. If there is a discrepancy between words and 

figures, the amount in words will prevail. 

7.5.7.3 The Bid having the Lowest Commercial Quote shall be termed as the Lowest 

7.5.8 Rejection Criteria 

Evaluated Bid. The technically qualified Bidder with the lowest commercial 

quote, termed as L1, will be considered as best evaluated Bid. 

7.5.8.1 Besides other conditions and terms highlighted in the RFP document, bids 

may be rejected under following circumstances: 

7.5.8.2 General Rejection Criteria 

Bids submitted without or improper Bid Security or tender fees 

Bids received through non-prescribed modes such as Fax/ e-Mail. 

Bids not bounded appropriately e.g. in the form of loose papers. 

Bids which do not confirm unconditional validity of the bid as prescribed in the 

RFP. 

If the information provided by the Bidder is found to be incorrect / misleading 

at any stage / time during the Tendering Process. 

Any effort on the part of a Bidder to influence ASI’s bid evaluation, bid 

comparison or contract award decisions. 

Bids received by ASI after the last date for receipt of bids prescribed by ASI, 

pursuant to Section 8.1.3. 

Bids without signature of duly authorized person(s) on all pages of bid 

documents 

Bids without power of authorization and any other document consisting of 

adequate proof of the ability of the signatory to bind the Bidder. 

7.5.8.3 Technical Rejection Criteria 

Technical Bid containing commercial details. 

Revelation of Prices in any form or in bids other than Commercial or by any 

reason before opening the Commercial Bid. 



Failure to furnish all information required by the RFP Document or submission 

of a bid not substantially responsive to the RFP Document in every respect. 

Bidders not responding to the complete scope of Work as indicated in the RFP 

documents, addendum (if any) and any subsequent information given to the 

Bidder. 

If the bid does not confirm to the timelines indicated in the bid. 

7.5.8.4 Commercial Rejection Criteria 

Incomplete price bid 

Price Bids that do not conform to the RFP’s price bid format. 

If there is an arithmetic discrepancy in the commercial bid calculations ASI shall 

rectify the same. If the Bidder does not accept the correction of the errors, its 

bid may be rejected. 



8 Award of Contract 

8.1 Post Qualification and Award Criteria 

8.1.1 ASI will determine to its satisfaction whether the Bidder selected as having submitted the 

best evaluated bid is qualified to satisfactorily perform the Contract. 

8.1.2 This determination will take into account the Bidder's financial, technical, implementation 

and post-implementation strengths and capabilities. It will also include examination of the 

documentary evidence submitted by the Bidder as part of the bid and any other 

information as ASI deems necessary and appropriate. 

8.1.3 An affirmative determination will be a prerequisite for award of the Contract to the Bidder. 

A negative determination will result in rejection of the Bidder's bid, in which event; ASI will 

proceed to the next lowest commercial bid to make a similar determination of that Bidder's 

capabilities to perform satisfactorily. 

8.1.4 ASI is not bound to accept the best evaluated bid or any bid and reserves the right to accept 

any bid, wholly or in part. 

8.2 Purchaser's Right to Vary Scope of Contract 

8.2.1 ASI may at any time, by a written order given to the Bidder, make changes within the 

quantities, specifications, services or scope of the Contract as specified. 

8.2.2 If any such change causes an increase or decrease in the cost of, or the time required for 

the Bidder’s performance of any part of the work under the Contract, whether changed or 

not changed by the order, an equitable adjustment shall be made in the Contract Price or 

time schedule, or both, and the Contract shall accordingly be amended. 

8.3 Purchaser's Right to Accept and Reject Bids 

8.3.1 ASI reserves the right to accept any bid, and to annul the RFP process and reject all bids at 

any time prior to award of Contract, without thereby incurring any liability to the affected 

Bidder or Bidders or any obligation to inform the affected Bidder or Bidders of the grounds 

for ASI's action. 

8.3.2 ASI reserves the right to negotiate the commercials with the selected Bidder and seek 

revised commercial bid. 



8.4 Notification of Award 

8.4.1 Prior to the expiration of the period of bid validity, pursuant to Section 8.1.6 ASI will notify 

the successful Bidder in writing that its bid has been accepted. The Bidder shall provide his 

acceptance within 3 working days of such notification. 

8.4.2 Upon the successful Bidder's furnishing of performance security pursuant to Section 9.7, 

ASI may notify each unsuccessful Bidder and will discharge their EMD, pursuant to Section 

8.2.6.5 

8.5 Negotiations with the successful Bidder 

8.5.1 If required, negotiations will be held at the date, time and address intimated to the 

qualified and selected Bidder. Representatives conducting negotiations on behalf of the 

Bidder must have written authority to negotiate and conclude a Contract. 

8.6 Signing of Contract 

8.6.1 After completing negotiations ASI shall issue a Letter of Intent to the selected Bidder and 

promptly notify all other Bidders who have submitted proposals about the decision taken. 

8.6.2 The Bidder will sign the contract within 15 working days of submission of Performance Bank 

Guarantee. 

8.7 Performance Security 

8.7.1 Within 15 working days of the receipt of notification of award from ASI, the successful 

Bidder shall furnish the performance security of 10% of total contract value in accordance 

with the Contractual & Legal Specification in the form of a Bank Guarantee. 

8.7.2 Failure of the successful Bidder to comply with the requirement of Section 9.7.1 shall 

constitute sufficient grounds for the annulment of the award and forfeiture of the bid 

security, in which event ASI may award the Contract to the next best evaluated bidder or 

call for new bids. 

8.7.3 The Bank Guarantee shall be valid for 180 days more than the period of the contract. 



9 Annexure 1: Bid Formats 

9.1 Cover Letter 

Date: dd/mm/yyyy 

To 



Janpath, New Delhi –110011 

Sir, 

*on the Bidder’s Letterhead+ 

Subject: Selection of Implementation Agency for E-Governance Project, ASI 

Reference: RFP No: _____________________________ Dated _______________ 

With reference to your Request for Proposal for “Selection of Implementation agency for E- 

Governance Project”, we hereby submit our Pre-Qualification Proposal, Technical Proposal 

and Commercial Proposal for the same. 

We hereby declare that: 

a. We offer to supply equipments and provide services at the prices and rates mentioned in the 

attached commercial proposal 

b. We have not been banned or blacklisted by ASI. 

c. We have never been declared to be a willful defaulter by any Bank 

d. We or any person on our behalf will not engage in any corrupt, fraudulent or coercive practices 

to influence the Bidding Process. 

e. We hereby acknowledge and accept that ASI has the discretion to change or modify criteria as it 

deems appropriate while short listing of Agency for providing services. 

f. We have enclosed Demand Draft of `10,00,000/- in favor of ‘Director – Administration , 

Archaeological Survey of India’ as Bid Security, which is valid for 180 days from the opening of 

the Technical Bid. 



g. We hereby declare that all information and details furnished by us in the Proposal are true and 

correct, and all documents accompanying such application are true copies of their respective 

originals. 

h. We agree to abide by our offer for a period of 180 days from the date of opening of technical bid 

prescribed by ASI and that we shall remain bound by a communication of acceptance within that 

time. 

i. We have carefully read and understood the terms and conditions of the RFP and the conditions 

of the contract applicable to the RFP. We do hereby undertake to provision as per these terms 

and conditions. 

j. In the event of acceptance of our bid, we do hereby undertake- 

1. To supply the products and commence services as stipulated in the schedule of delivery 

forming a part of the attached proposal. 

2. To undertake the project services for a period of 3 years from the date of signing of the 

contract. 

3. We affirm that the prices quoted are inclusive of delivery, commissioning, training, and 

providing facility management and inclusive of all out of pocket expenses, taxes, levies 

discounts etc. 

k. We do hereby undertake, that, until a formal contract is prepared and executed, this proposal, 

together with your written acceptance thereof and notification of award of contract, shall 

constitute a binding contract between us. 

l. We understand that the amount furnished by us as Bid security may be encashed under 

conditions enumerated in the RFP 

m. We understand that the ASI may cancel the bidding process at any time and that ASI is not 

bound to accept any bid that it may receive, without incurring any liability towards the bidder. 

In case of any clarifications please contact ___________________ email at 

_______________ 

_________________________________________ 

Signature of Authorized Signatory (with official seal) 

Date ____________ 

Name ____________ 

Designation ____________ 

Address ____________ 

Telephone ____________ 

Fax ____________ 

E-mail address ____________ 





9.2 Pre Qualification 

9.2.1 Pre- qualification Letter 

To 



Janpath, New Delhi – 110011 

Sir, 

Subject: Selection of Implementation Agency for e-Governance project for ASI 

Reference: RFP No: Dated 

We, the undersigned Bidder, having read and examined in detail all the RFP document in 

respect of Selection of Implementation Agency for e-Governance Project for ASI, do hereby 

propose to provide the services as specified in the RFP no. 

_______________________________ Dated ______________. 

We are hereby submitting our Pre-Qualification Bid (one original and two copies), which 

includes the following: 

Supporting Information for Pre-Qualification Conditions 

Bid Security of the prescribed amount and validity 

RFP document fees as prescribed 

Power of Attorney in favor of the authorized signatory 

We hereby declare that all the information and statements made in the Pre-Qualification 

related documents are true and accept that any misinterpretation contained in it may lead 

to our disqualification. 

We also agree to hold in trust any Confidential Information received by us as part of the 

tendering process, we shall maintain strict confidentiality in respect of such Confidential 

Information and in no event a degree of confidentiality less than we use to protect our own 

confidential and proprietary information. 



Yours sincerely, 

Bidder 

Authorised Signatory 

Name 

Designation: 

Company Seal 



9.2.2 Supporting Information for Pre-Qualification Conditions 

The Bidder is required to fill relevant information in each of the formats given below. The 

pre-qualification bid must contain documentary evidences and supporting information to 

enable Purchaser to evaluate the eligibility of the Bidder without ambiguity. 

S.No. Particulars 

Bidder Details 

1. Name of the company / firm 

2. Mailing address in India 

3. Telephone number 

4. Fax number 

5. E-mail address 

6. Name and designation of the 

authorized person 

7. Year of establishment and 

constitution of organization 

8. Whether the Firm / Company has 

1. 

any widely accepted certification. 

Minimum Criteria Type of Documentary Evidence 

Provided 

Bidder Pre Qualification 

Bidder should be in 

operation in India in IT/ITeS 

for a period of at least 5 

years as on 31-03-11 

Evidence 

Annexed at 

Page No. 



2. 

3. 

4. 

5. 

6. 


Provided 

Bidder should have annual 

turnover of minimum `100 

Crores in each of last three 

financial year (ending 31st 

March 2011) accruing from 

System Integration 

(including supply of 

hardware servers, 

components, devices, etc), 

development of IT 

applications areas and 

Application Maintenance 

services. 

Bidder should be a profit 

making entity in last 

financial year (2010-11) 

Bidder should have at least 

250 full time software 

professionals on its rolls 

Bidder should have 

experience of handling at 

least 2 assignments in India 

as Finance and Accounts 

Software implementation 

and at least 1 assignment in 

e-ticketing solutions in the 

last 3 years. 


experience of handling at 

least one assignment the 

value of which should be at 

Year Bidder’s turn 

over 

2010 – 11 

2009 – 10 

2008 – 09 

Audited Financial Statements 

Certificate from the Company 

Project Completion Certificate 

Evidence 

Annexed at 

Page No. 



7. 

8. 

9. 

10. 


Provided 

least ` 10 Crores (`Ten 

Crores). 


certification of 

a. ISO 9001:2000 and 

b. CMMi Level 3 or above 

Bidder should submit RFP 

fees of Rs 10,000 (Rupees 

Ten Thousand) in form of 

Demand Draft (DD) 

Bidder should submit 

Earnest Money Deposit 

(EMD) of `10,00,000 

(Rupees Ten Lakh only) in 

the form of a Demand Draft 

(DD) 

Power of Attorney 

executed by the Bidder in 

favor of the Principal 

Officer or the duly 

Authorized Representative 

should be attached 

Bidder 

Authorised Signatory 

Name 

Designation: 

Company Seal 

DD Number: 

DD Date: 

Issuing Authority / Bank: 

DD Number: 

DD Date: 

Issuing Authority / Bank: 

Evidence 

Annexed at 

Page No. 



9.3 Technical Bid Formats 

9.3.1 Technical Bid Letter 

To 




Sir, 

Subject: Selection of Implementation Agency for e-Governance Project, ASI 

Reference: RFP No: _____________________________ Dated ______________ 

Sir, 

We, the undersigned Bidder, having read and examined in detail the entire RFP document in 

respect of Selection of Implementation Agency for E-Governance Project, ASI, do hereby 

propose to provide the services as specified in the RFP No. 

_____________________________ Dated ______________. 

1. Deviations 

We declare that all the services shall be performed strictly in accordance with the RFP 

documents except for the variations and deviations, all of which have been detailed out 

exhaustively in the following statements, irrespective of whatever has been stated to the 

contrary anywhere else in our RFP: 

(a) Statement of Deviations Format as per Section 12 Annexure 3 of the Volume 2 of RFP 

document 

Further we agree that additional conditions, if any, found in the RFP documents, other than 

those stated in deviation schedule, shall not be given effect to. 

2. Qualifying Data 



We confirm having submitted the information as required by you as Prequalification Criteria. 

In case you require any other further information/documentary proof in this regard before 

evaluation of our bid, we agree to furnish the same in time to your satisfaction. 

We hereby declare that our bid is made in good faith, without collusion or fraud and the 

information contained in the bid is true and correct to the best of our knowledge and belief. 

We understand that our bid is binding on us and that you are not bound to accept bid you 

receive. 

Thanking you. 

Yours faithfully 

Bidder 

Authorized Signatory 

Name 

Designation 

Company Seal 



9.3.2 Credential Format 

Credentials are required in the prescribed format for each of the following: 

1. At least one engagement as System Integrator for managing large visitor inflow with requirements on a 

scale comparable to ASI. 

2. At least 2 engagements for Finance and Accounts software implementations. 

3. Prior experience of working with as System Integrator in India with project value more than `10 crores 

(excluding supply of hardware servers, components, devices etc) each in past 3 years 

4. Prior experience of handling at least one engagements for manning customer facing counter operations. 

Agency shall have an experience of handling customer facing transactions. Bidder shall submit Published 

document by previous client for these engagements 

S. No. Items Details 

General Information 

1. Customer Name 

2. 

Project Details 

Name of the contact person and 

contact details for the client of the 

assignment 

3. Project Title 

4. Start Date / End Date 

5. Date of Go-Live 

6. Total Cost of the project 

7. 

8. 

9. 

10. 

Current Status (Live / completed / on- 

going / terminated / suspended) 

Professional Staff Provided by your 

Company 

Size of the project 

Please indicate the current or the latest 

AMC period with the client (From Month 

–Year to Month-Year) 

Please indicate whether the client is 

currently using the implemented solution 

11. Number of total users and concurrent Total users 



12. 

13. 

users of the solution at the client 

location(s): 

Hardware (give brief details covering 

Server, Processor configuration (SMP 

or Cluster), storage technology (SAN 

or internal disks with RAID) etc 

Security features implemented - 

Password-based / Role-based / Digital 

certificates / signature, encryption, 

public key system, LDAP server, single 

sign-on etc. 

14. Training responsibilities of Bidder 

15. 

Any other information to be shared 

with ASI 

Enclosures Required 

Enclosure A: 

Narrative Description of the Project 

Enclosure B: 

Concurrent users 

Detailed Description of actual services provided by your company: 



9.3.3 Overview of Proposed Solution 

Please provide relevant details on Solutions & Services specific to Bidder’s proposal under 

below mentioned Headings. The list is indicative and can be populated with other relevant 

headings. 

1. Solution Architecture 

a. Capabilities of the proposed tools to address the functional requirements 

b. Testing approach 

c. Risk Management Plan 

d. Application Security Architecture 

e. Disaster Recovery approach 

2. Network Solution / Architecture 

3. Hardware Solution / Architecture 

4. Service Approach for Facility Management Service, POS Staff, Help Desk 

5. Training Approach 

6. Work Plan and Staffing Schedule 

7. Functional Requirement Specification 

Any other response to the Schedule would be treated as Requirement Not Met. 

8. Technical Requirement Specification 

Any other response to the Schedule would be treated as Requirement Not Met. 

A Detailed Project Plan covering break-up of each phase into the key activities, along with the start 

and end dates must be provided as per format given below. 

9.3.4 Detailed Work plan and Staffing Plan 

The Bidder shall provide a detailed project plan with timelines, resource allocation, 

milestones etc. in Microsoft Project format for carrying out the scope of work activities. The 

project plan should clearly indicate the deliverables at each milestone in the project. The 

Approach and Methodology should capture, in detail, all the activities enlisted in the project 

plan. 



9.3.5 Manpower details 

Note: For the Key Personnel (refer Section 3, Volume 2 of this RFP), it is mandatory to 

provide name of proposed resource along with details desired as per format given below. It 

is mandatory that the resource proposed for the key position should not change in the first 

six months of the project. For all other categories of resources, except the Key Personnel, 

the details of proposed resources may be furnished by the Bidder at the time of contract 

finalization. 

9.3.6 Profile of Personnel 

Note: Bidder must note that CV should not be more than 2 pages 

 

1. Proposed position 

/ role 

2 Designation 

3 Date of Birth 

4 Nationality 

5 Education 

6 Employment 

Record 

7 Relevant 

Experience 

(Starting with present position and last two firms, list in reverse order) 

(Give an outline on the experience most pertinent to tasks mentioned in 

the project. Describe degree of responsibility held on these relevant 

assignments – Up to half of a page). 

8 Certification I, the undersigned, certify that to the best of my knowledge and belief, 

this bio-data correctly describes me, my qualifications and my experience. 

Date: 

Place Signature of the Candidate 



9.4 Commercial Bid 

9.4.1 Commercial Bid Letter 

To 




Sir, 

Subject: Selection of Implementation Agency for E-Governance Project, ASI 

Reference: RFP No: __________________________ Dated _______________ 

Sir, 

We, the undersigned Bidder, having read and examined in detail the entire RFP document in 

respect of Selection of Implementation Agency for E-Governance Project, ASI, do hereby 

propose to provide the services as specified in the RFP No. ______________________ 

Dated _________________. 

1. PRICE AND VALIDITY 

All the prices mentioned in our RFP are in accordance with the terms as specified in the RFP 

documents. All the prices and other terms and conditions of this RFP are valid for a period of 

180 calendar days from the date of opening of the technical bids. 

2. We have studied the relevant clause(s) in Indian Tax Laws and hereby declare that if any taxes, 

surcharge, Professional and any other corporate Tax in altercated under the laws, we shall pay 

the same. 

3. UNIT RATES 

We have indicated in the relevant schedules enclosed, the unit rates for the purpose of on 

account of payment as well as for price adjustment in case of any increase to / decrease 

from the scope of work under the contract. 

4. BID PRICING 



We further confirm that the prices stated in our bid are in accordance with RFP. 

5. QUALIFYING DATA 

We confirm having submitted the information as required by you in your Instruction to 

Bidders. In case you require any other further information/documentary proof in this regard 

before evaluation of our bid, we agree to furnish the same in time to your satisfaction. 

6. BID PRICE 

We declare that our bid prices are for the entire scope of the work as specified in the Scope 

of Work and bid documents. These prices are attached with our bid as part of the bid. 

7. PERFORMANCE BANK GUARANTEE 

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

Performance Bank Guarantee within 15 working days of award notification. 

8. 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. 

9. We understand that our bid is binding on us DURING THE VALIDITY PERIOD OR THE EXTENSIONS 

THEREOF and that you are not bound to accept a Bid you receive. 

10. We confirm that no deviations are attached here with this commercial offer. 

Thanking you, 

Yours faithfully, 

(Signature of the Bidder) 

Printed Name 

Designation 

Seal: 

Date: 

Place: 

Business Address: 



Sr. 

No 

9.4.2 Breakdown of Cost Components 

Item Description Unit Price (A) 

1. Hardware for Ticket Counters at PoS – at 10 sites Per site 

2. COTS Software Licenses (Perpetual) Per license 

3. 

3 a 

3 b 

3 c 

Implementation and Rollout (including one year warranty 

and server side hardware) 

- Electronic Communication Solution Module 

- E-ticketing Solution Module 

- Financial Planning and Budgeting Solutions Module 

4. Application Hosting 

4 a 

4 b 

4 c 




Blended person- 

month rate 

5. AMC for each module for 2 years, post warranty For 1 year 


Total Base Price 

(B) 

Total of Taxes, 

Duties & Levies 

(C) 

(All Prices in Indian Rupees) 

Total Price 

D=B+C


Sr. 

No 

6 a 

6 b 

6 c 

Item Description Unit Price (A) 




6. PoS Counter Operating Costs 

Per person-month per 


POS 

Total Base Price 

(B) 

Total of Taxes, 

Duties & Levies 

Total Capital Contract Value TOTAL 

Amount in Words (……………………………………………………………………….) 

Note: 

(C) 

Total Price 

SI is required to make his own Bill of Material Assessment. An indicative Bill of Materials is provided in RFP volume 1, Annexure 3. SI is required to 

provide an undertaking for the Bill of Materials along with the Bid. 

SI should provide all prices, quantities as per the prescribed format under this Section. SI should not leave any field blank. In case the field is not 

applicable, SI must indicate “0” (Zero) in all such fields. 

It is mandatory to provide breakup of all Taxes, Duties and Levies wherever applicable and/or payable. 

ASI may, at its discretion, decide to procure items mentioned in the Bill of Materials directly. 

ASI reserves the right to ask the SI to submit proof of payment against any of the taxes, duties, levies indicated. 

ASI shall take into account all Taxes, Duties & Levies for the purpose of Evaluation. 

D=B+C


10 Annexure 2: Pre-Qualification and Technical Bid Evaluation 

Criteria 

10.1 Pre-Qualification Evaluation Criteria 

Pre Qualification Condition Documentary Proof Require 

General for Bidder 

1. Bidder should be in operation in India in IT for a period 

of at least 5 years as on 31-03-11 

2. Bidder should have annual turnover of minimum ` 100 

crores in each of last three financial year (ending 31st 

March 2011) accruing from System Integration (including 

supply of hardware servers, components, devices, etc), 

development of IT applications areas and Application 

Maintenance services. The revenues of subsidiaries will 

not be considered for this purpose. 

3. Bidder should be a profit making entity in last three 

financial years 

4. Bidder should have experience of developing software 

assignments in India with at least 2 assignments as 

Finance and Accounts software Implementer and at least 

1 assignment in e-ticketing solutions. One of the 

enterprises must be in Government/PSU. 

5. Bidder should have certification of: 

a. ISO 9001:2000 and 

b. CMMi Level 3 or more 

Certificate of Incorporation 

issued by the Registrar of 

Companies 

Duly certified statement from 

their appointed statutory 

auditor for the years 2008-09, 

2009-10 and 2010-11 

indicating the amount of 

turnover during these years 

Duly certified statement from 

their appointed statutory 

auditor for the years 2008-09, 

2009-10 and 2010-11 

indicating profit during these 

years 

Purchase Order / Work Order / 

Completion certificate from 

client. The last three years will 

comprise of periods counted 

from 2008-09 onward 

Completion Certificate would 

be preferred. 

Copy of valid certificate issued 

to Bidder by respective 

agencies 



Pre Qualification Condition Documentary Proof Require 

6. Bidder should have at least 250 full time software 

professionals on its rolls 

7. Bidder should submit RFP fees of `10,000 (Rupees Ten 

Thousand) in form of Demand Draft (DD) 

8. Bidder should submit Earnest Money Deposit (EMD) of 

`10,00,000 (Rupees Ten Lakhs only) in the form of a 

Demand Draft (DD) 

Certificate by the Statutory 

Auditor or Company Secretary 

of the firm 

Demand Draft drawn in favor 

of “Director – Administration, 

Archaeological Survey of India” 

from a Scheduled Bank 

payable at New Delhi. 

Demand Draft drawn in favor 

of “Director – Administration, 

Archaeological Survey of India” 

from a Scheduled Bank payable 

at New Delhi. 



10.2 Evaluation of Technical Bids 

The evaluation of the technical bids will be based on the following parametsrs: 

Technical Evaluation Parameter 

Understanding of RFP and Approach for implementation 

Qualifying 

Marks 

Understanding of Requirements 5 

Adequacy of work plan 5 

Solution Proposed for ASI 25 

Proposed solution and the methodology for each of the Application systems 

including compliance to Functional Requirement Specification 

10 

Proposed quality of Hardware and Hosting solution 

5 

Plan for (a) training, (b) Deployment across locations, (c) resource (operator) 

ramp-up for additional counters in future. 

Assessment of Manpower plan for Ticketing Counters 

Project Plan 10 

Adequacy of plan 5 

Provisions for contingencies 5 

Manpower Proposed 30 

Program Manager 9 

Experience 5 

Qualifications 4 

Solution Architect (Software) 7 

Experience 4 


Solution Architect (Infrastructure and Hardware) 7 

Experience 4 


Solution Architect (Network and Security) 7 

Experience 4 


POC for e-ticketing Module 25 

Technical quality of the POC 15 

Modules and required customization 5 

Previous installations 5 

Total Marks 100 


10 

5 

5


11 Annexure 3: Statement of Deviation Format 

11.1 Statement of deviations from Schedule of Requirements 

S.No. 

Dear Sirs, 

Following are the Technical deviations and variations from the requirements and documents for 

“E-Governance Project for Archaeological Survey of India” against RFP No. 

________________________ Dated ______________. These deviations and variations are 

exhaustive. Except these deviations and variations, the entire work shall be performed as per 

your requirements and documents. 

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. 

Deviation in Scope of Work 

Tenderer: 

Section 

No. 

Clause No. Page No. 

Signature ------------------------ 

Name ------------------------ 

Address ------------------------ 

Company ------------------------ 

Date ------------------------ 

Statement of 

deviations and 

variations. 

Remarks 



12 Annexure 4: Request for Clarification Format 

12.1 Format for clarifications 

Bidder requiring any clarification on the RFP Document may submit his queries, in writing, at the ASI's 

mailing address and as per schedule indicated in Section 8.1.2. The queries must be submitted in 

Microsoft Excel format as follows: 

Sr. No. Volume No. Section No. & Page No. Clause in RFP Clarification Sought 



12.2 Clarification on RFP Document 

12.2.1 The Bidders shall bear in mind that their bids with any Technical or Commercial deviations 

will not be accepted, Thus, any issues / queries regarding Contract terms and conditions, 

Scope of Work, minimum requirements for Hardware infrastructure, essential features of the 

COTS products / components and minimum staffing requirements etc, should be either 

clarified before bid submission or submitted to the ASI in writing as per the schedule 

indicated in Clause 7.2. 

12.2.2 The ASI will respond in writing, to any request for clarification to queries on the RFP 

Document, received not later than the dates prescribed by the ASI in Clause 7.2 of this RFP 

document. Written copies of the ASI's response (including the query but without identifying 

the source of inquiry) would be put up on the www.ASI.nic.in website. Bidders are advised to 

keep browsing the information posted on the website. 




For 


Draft Legal Contract 

October 2011


Volume 3: Draft Legal Contract 

1 INTRODUCTION .................................................................. ERROR! BOOKMARK NOT DEFINED. 

1.1 PARTICULARS OF RFP ........................................................... ERROR! BOOKMARK NOT DEFINED. 

2 SCOPE OF WORK FOR IMPLEMENTATION AGENCY (SI) ........ ERROR! BOOKMARK NOT DEFINED. 

2.1 OVERVIEW OF SCOPE OF WORK .............................................. ERROR! BOOKMARK NOT DEFINED. 

3 CONSTITUTION OF THE TEAM ............................................. ERROR! BOOKMARK NOT DEFINED. 

4 PROJECT IMPLEMENTATION ............................................... ERROR! BOOKMARK NOT DEFINED. 

4.1 APPROACH & METHODOLOGY FOR IMPLEMENTATION OF TECHNICAL SOLUTIONERROR! BOOKMARK NOT DEFINED. 

4.2 PROJECT TIMELINES .............................................................. ERROR! BOOKMARK NOT DEFINED. 

5 IMPLEMENTATION MODEL ................................................. ERROR! BOOKMARK NOT DEFINED. 

5.1 OPERATION MODEL ............................................................. ERROR! BOOKMARK NOT DEFINED. 

6 PAYMENT TERMS & SCHEDULE ........................................... ERROR! BOOKMARK NOT DEFINED. 

6.1 PAYMENT TERMS ................................................................. ERROR! BOOKMARK NOT DEFINED. 

6.2 PAYMENT SCHEDULE ............................................................ ERROR! BOOKMARK NOT DEFINED. 

7 BIDDING PROCESS DETAILS ................................................. ERROR! BOOKMARK NOT DEFINED. 

7.1 BIDDING SCHEDULE .............................................................. ERROR! BOOKMARK NOT DEFINED. 

7.2 GENERAL INSTRUCTION TO BIDDERS ........................................ ERROR! BOOKMARK NOT DEFINED. 

7.3 BID SUBMISSION INSTRUCTIONS ............................................. ERROR! BOOKMARK NOT DEFINED. 

7.4 CLARIFICATION ON RFP DOCUMENT ....................................... ERROR! BOOKMARK NOT DEFINED. 

7.5 BID OPENING & EVALUATION PROCESS ................................... ERROR! BOOKMARK NOT DEFINED. 

8 AWARD OF CONTRACT ....................................................... ERROR! BOOKMARK NOT DEFINED. 

8.1 POST QUALIFICATION AND AWARD CRITERIA ............................ ERROR! BOOKMARK NOT DEFINED. 

8.2 PURCHASER'S RIGHT TO VARY SCOPE OF CONTRACT .................. ERROR! BOOKMARK NOT DEFINED. 

8.3 PURCHASER'S RIGHT TO ACCEPT AND REJECT BIDS..................... ERROR! BOOKMARK NOT DEFINED. 

8.4 NOTIFICATION OF AWARD ..................................................... ERROR! BOOKMARK NOT DEFINED. 

8.5 NEGOTIATIONS WITH THE SUCCESSFUL BIDDER .......................... ERROR! BOOKMARK NOT DEFINED. 

8.6 SIGNING OF CONTRACT ......................................................... ERROR! BOOKMARK NOT DEFINED. 

8.7 PERFORMANCE SECURITY ...................................................... ERROR! BOOKMARK NOT DEFINED. 

9 ANNEXURE 1: BID FORMATS ............................................... ERROR! BOOKMARK NOT DEFINED. 

9.1 COVER LETTER ..................................................................... ERROR! BOOKMARK NOT DEFINED. 

9.2 PRE QUALIFICATION ............................................................. ERROR! BOOKMARK NOT DEFINED. 

9.3 TECHNICAL BID FORMATS ...................................................... ERROR! BOOKMARK NOT DEFINED. 

9.4 COMMERCIAL BID ................................................................ ERROR! BOOKMARK NOT DEFINED. 

10 ANNEXURE 2: PRE-QUALIFICATION AND TECHNICAL BID EVALUATION CRITERIAERROR! BOOKMARK NOT DEFIN 

10.1 PRE-QUALIFICATION EVALUATION CRITERIA ............................. ERROR! BOOKMARK NOT DEFINED. 

10.2 EVALUATION OF TECHNICAL BIDS ............................................ ERROR! BOOKMARK NOT DEFINED. 

11 ANNEXURE 3: STATEMENT OF DEVIATION FORMAT ............ ERROR! BOOKMARK NOT DEFINED. 

11.1 STATEMENT OF DEVIATIONS FROM SCHEDULE OF REQUIREMENTS ERROR! BOOKMARK NOT DEFINED. 

12 ANNEXURE 4: REQUEST FOR CLARIFICATION FORMAT ........ ERROR! BOOKMARK NOT DEFINED. 

12.1 FORMAT FOR CLARIFICATIONS ................................................ ERROR! BOOKMARK NOT DEFINED. 

12.2 CLARIFICATION ON RFP DOCUMENT ....................................... ERROR! BOOKMARK NOT DEFINED. 

RFP Volume 3: Draft Legal Contract Page 1



































1.1 DRAFT CONTRACT 

Draft Contract between the 

 

Government of India 

and 

(Name of the Company) 

for 

PROVIDING THE SYSTEM INTEGRATION SERVICES FOR THE IMPLEMENTATION OF E-GOVERNANCE 

SOLUTION AT ASI 

Contract No dated 

Contract Number 

THIS CONTRACT is made on this of,, by and between: 

(i) The President of India, through the represented by 

AND 

_______________ (hereinafter called as the “BUYER”, which expression unless repugnant to 

the context or meaning thereof, shall mean and include its successors or nominees or 

assignees or legal representative) of the FIRST PART; 

(ii) a company registered under the Companies Act, 1956 represented 

by and in the business of system integration (hereinafter called as 

“System Integrator” or “SI”, which expression unless repugnant to the context or meaning 

thereof, shall mean and include its successors or permitted assigns ). 

( BUYER and SI are collectively referred to as the “Parties” and individually as a “Party”) 

WHEREAS 

RECITALS 

A. The BUYER intends to procure System Integration Services, Operations & Maintenance of E- 

governance solution on a turnkey basis (hereinafter called as “Project”) for selected 

locations of Archaeological Survey of India (ASI). 

B. The BUYER carried out selection process for selecting a suitable system integrator for 

implementing the Project, through the process of competitive bidding,pursuant to the “RFP” 

(as defined hereinafter); 

C. SI has been selected as the successful bidder to implement the Project on the basis of the 

proposal no. ------ dated -------- submitted by SI (“Proposal”). 



D. The BUYER has agreed to accord SI, the right to implement the Project on the terms and 

conditions set forth below. 

E. SI in pursuance of its Proposal undertakes to implement the Project on the terms and 

conditions set forth below. 

NOW THEREFORE, IN THE TERMS AND CONDITIONS OF THIS INDENTURE ARE SET OUT HEREIN 

UNDER, the Parties have agreed to enter into this Contract to govern the way in which the SI 

shall implement and execute the Project under this Contract and define the roles and 

responsibilities of the BUYER and SI. 



2 Article 1: Definitions And Interpretations 

1.1. Definitions:In this Contract, unless the context otherwise requires 

(1) “Annual Maintenance Contract” (AMC) means the following services to be provided 

by SI. 

(i) Warranty Services 

(ii) Technical Support and help desk services 

for the application, data center and other IT related infrastructure 

(2) “Applicable Laws” includes all applicable statutes, enactments, acts of legislature or 

parliament laws, ordinances, rules, by-laws, regulations, notifications, guidelines, 

policies, directions, directives and orders of any Governmental authority, tribunal, 

board, court or other quasi judicial authority 

(3) “ASI Area” means portion(s) of the Data Center, Disaster Recovery Center, 

Deployment and Implementation Sites that are made available to SI for the 

placement of IT infrastructure, and solutions. 

(4) “Availability and Performance Report” means the report on the Service Levels 

measured for the defined period. 

(5) “Business Hours” would invariably mean 9:00am to 6:00pm on all working days. 

Business hours at Implementation Sites may vary as per local orders. 

(6) “Conditions Precedent” shall have the meaning assigned to it in Article 2.2 hereof. 

(7) “Contract” means this contract together with all the Schedules and shall include any 

modifications, alterations, additions or deletions thereto agreed between the Parties 

in writing after the date hereof in terms of this contract. In the event of a conflict 

between this contract and the Schedules, the terms of the Contract shall prevail. 

(8) “Confidential Information” means all information as defined in the Article 17. 

(9) “Customization” means the process of making Modifications, Enhancements, 

developing interfaces and making changes to the software including but not limited 

to Electronic Communication, E-ticketing and Financial Planning and Budgeting 

Modules, Help Desk software, software for access to historical data, Security 

applications and products, backup software and applications, hardware and network 

control and the monitoring software to be implemented by SI to meet the 

requirements of the BUYER as specified in Article 3 and system requirement 

specifications study to be performed by SI. 



(10) “Data” shall mean any record of any matter or thing tangible or intangible, factual, 

fictitious or imaginary, hypothetical or abstract, known or unknown, accurate or 

inaccurate and includes any thought, form or substance, or knowledge proposition 

or opinion supplied or recorded by man or machine and prepared, stored or 

transmitted in computer readable form and shall include information. 

(11) “DataCenter” or “(DC)” means the primary centre where Data, software, computer 

systems and associated components, such as telecommunication and storage 

systems, redundant or backup power supplies, redundant data communications, 

environment controls and security devices are housed and operated from. 

(12) “Data Migration” means moving of Data from existing manual systems or existing 

automated systems to the new E-governance solution. 

(13) “Deliverables” means the business designs, the process documentations, the 

hardware, the solutions, the training materials, etc agreed to be delivered by SI as 

defined in Article 3 in pursuance of the Contract. 

(14) “Development Site” means the site that is provided to SI by the BUYER where SI 

would perform the activities related to the Project. 

(15) “Disaster Recovery Centre” or “DRC” means the centre that is designed to act as the 

DataCenter on occurrence of a disaster / non-functioning of the primary DC. 

(16) “Documentation” shall mean the explanatory electronic or paper documents and 

notes referring to the installation, configuration, customization, maintenance and 

use of the Licensed Software. 

(17) “Effective Date of Contract” or “Effective Date” means the date on which this 

Contract is signed by both the Parties. 

(18) “Effective Date of Project Commencement” means the date on which the 

Conditions Precedent have been satisfied by SI or waived by the BUYER. For 

calculation of all project schedules/delays etc, this date will be taken into account as 

the date of commencement of the Project. 

(19) “End Users” means the users who use the software and services. 

(20) “Enhancement” means incorporation of new modules, etc made to the Licensed 

Software by SI, so as to support new technologies, functionalities and upgrades. 

(21) “Equipment” means the computer hardware, network, peripherals, and other 

tangible equipments supplied for the Project, pursuant to the Contract. 

(22) “E-governance solution” means the three modules related to electronic 

communication solutions, e-ticketing solutions, and Finance and budgeting solutions 

proposed by BUYER to meet the functional and technical requirements of the 

BUYER. This includes all the standard modules of the E-governance solution as well 



as the third party tools, databases, and middleware software bundled with the E- 

governance solution to make it work as a complete solution. 

(23) “Executive Committee” shall be the committee constituted by ASI to take up the 

project of implementation of E-governance solution at ASI. 

(24) “Go-Live” or “Go Live” means commissioning and integration of all the hardware 

including Data Center, Disaster Recovery Center, the networks, the client side 

computing devices and all the software applications, including the E-governance 

solutions configured, customized and used successfully by all the intended users of 

the BUYER for successfully executing all the intended transactions as mentioned in 

the Article 3 at mutually agreeable levels 

(25) “Handholding” means the support provided by SI that includes but not limited to 

the onsite support at the Implementation sites, DataCenter, 

DisasterRecoveryCenter, Help Desk, support for the implemented software, users of 

the system and maintenance of the related information technology infrastructure. 

(26) “Help Desk” means the facility setup by SI at selected locations that provides 

support through personnel or telephonic or any other means for issues faced by End 

Users. 

(27) “Implementation Services” means the services required to be delivered by SI to the 

BUYER for successful and comprehensive implementation of E-governance solution 

for the BUYER as per the requirements detailed in Article 3. 

(28) “Implementation Site” means any locations of the BUYER where E-governance 

solution is implemented. 

(29) “Information” shall mean any Data after being processed for the purpose of being 

applied or supplied in response to a given requirement and other statement or 

record made by man or machine and capable of being perceived by the human 

senses. 

(30) “Intellectual Property Rights" means rights as defined in the Article 14. 

(31) “Licensed Software” shall mean ……..…. as specified in Schedule III of this Contract. 

(32) “Modification” means any change effected to fix bugs and program software 

defects, errors, minor customization, incorporation of minor new features etc in the 

Licensed Electronic Communication, E-ticketing, and Finance and Budgeting 

Solutions by SI, so as to make it functionally complete. 

(33) “Material Adverse Effect” means material adverse effect on (a) the ability of SI to 

perform/discharge any of its duties/obligations under and in accordance with the 

provisions of this Contract and/or (b) the legal validity, binding nature or 

enforceability of this Contract. 



(34) “Network” means the physical medium through which Data is transferred from 

source to destination. 

(35) “New Version” means a version of Licensed Software or hardware released as “New 

Version” by the OEM. 

(36) “OEM” or “Original Equipment Manufacturer” means the original manufacturer of 

the software or hardware that owns the original Intellectual Property rights to the 

software or hardware to be used in the Project and to which the BUYER has been 

granted license to use. 

(37) “Operations and Maintenance Services” or “O&M” includes the activities covered 

during the period from “Go Live” till the expiry or termination of the Contract. Some 

of the key activities in this stage include but are not limited to the warranty for 

equipments, ATS for software, handholding for the implemented software solution, 

supporting the End Users in using the new system, maintenance of the entire 

Information Technology infrastructure, New Versions, Helpdesk services and AMC. 

(38) “Operative Period of Contract” or “Term”means the period of the Contract 

commencing from the Effective Date of Project Commencement and continuing till 

the last day of Operations and Maintenance Service, or the date of termination, in 

case of earlier termination of the Contract. 

(39) “Project” means the entire set of activities that include “System Integration 

Services” and “Operations & Maintenance Services”. 

(40) “Project Assets” means the assets (including hardware and software), other than ASI 

Supplied Equipment, supplied for the purpose of the Project, pursuant to this 

Contract. 

(41) “Project Site” means all the sites that include Development Site, Implementation 

Sites, DataCenter and DisasterRecoveryCenter. 

(42) “Request for Proposal (RFP)” means the documents containing the general, 

technical, functional, commercial and legal specifications for the implementation of 

the Project issued in different parts and as different Appendices and Annexure and 

includes the clarifications, explanations, minutes of the meetings and amendments 

issued from time to time during the bidding process. 

(43) "Replacement SI" means any third party that the BUYER may appoint to replace SI 

on or before the expiry of the Operative Period of Contract or on termination of this 

Contract to undertake the Project or part or extension thereof. 

(44) "Service Level" means the level of service and the completeness of the services 

delivered, and other performance criteria which will apply to the services as set out 

in Article 3. 



(45) “SI Assets for Own Use” or “SI Assets” means assets other than the Project Assets 

including but not limited to the computer hardware, software, Network 

components, power supply and other tangible equipment used by SI for the Project. 

(46) “Source Code” means the human-readable version of the Licensed Software made 

up of the source program containing computer instructions and Data definitions, 

which cannot be executed on a computer processor without compilation or 

conversion into binary language. 

(47) “System Integration Services or “SIS” includes the activities till Go Live. These 

include but are not limited to Integration & Commissioning of hardware 

configuration, Customization and implementation of all the software including the 

Electronic Communication, E-ticketing, and Finance and Budgeting Solutions; Data 

Migration and training. 

(48) “Third Party Systems” means systems or any part thereof for which the Intellectual 

Property Rights are owned by a third party and the BUYER has been granted a 

license to use. 

(49) “Updates” means but is not limited to a minor change, Modification, customization 

made to the Licensed Software by SI or OEM so as to incorporate ‘bug fixes’, or 

improve the existing technology, features or functionality. 

(50) “Working Day” means any day on which any of the unit of ASI will be functioning. 

The BUYER will provide list of its scheduled holidays. 

1.2. Interpretations. In this Contract, unless the context otherwise requires:- 

(1) Any reference to a statutory provision and shall include such provision as from time 

to time modified or re-enacted or consolidated so far as such modification or re- 

enactment or consolidation applies or is capable of applying to any transactions 

entered into hereunder. 

(2) The words importing singular shall include plural and vice versa, and words denoting 

natural person shall include partnerships, firms, companies, corporations, joint 

ventures, trusts, associations, organizations, executors, administrators, successors, 

agents, substitutes and any permitted assignees or other entities (whether or not 

having a separate legal entity). A reference to a group of persons is a reference to 

all of them collectively, to any two or more of them collectively and to each of them 

individually. Reference to a Party or the Parties is a reference to a party or to the 

parties to this Contract unless otherwise stated. 

(3) Unless otherwise expressly stated, the words "herein", "hereof", "hereunder" and 

similar words refer to this Contract as a whole and not to any particular Article or 

Schedule. The term Articles, refers to Articles of this Contract. The words "in writing" 



and "written" mean "in documented form", whether electronic or hard copy, unless 

otherwise stated. Any reference to attorneys' fees shall include fees of the 

professional assistants of such attorneys. 

(4) The headings and use of bold type in this Contract are for convenience only and shall 

not affect the interpretation of any provision of this Contract. The table of contents 

and any headings in this Contract are for ease of reference only and shall not affect 

the construction or interpretation of this Contract. 

(5) References to “installation” include investigation, design, engineering, procurement, 

delivery, transportation, installation, processing, fabrication, testing, commissioning 

and other activities incidental to the construction. 

(6) Any reference to any period of time shall mean a reference to that according to 

Indian standard time. 

(7) Any reference to day shall mean a reference to Indian calendar day. 

(8) Any reference to month shall mean a reference to Indian calendar month 

(9) Any reference at any time to any Contract, deed, instrument, license or document of 

any description shall be construed as reference to that Contract, deed, instrument, 

license or other document as amended, varied, supplemented, modified or 

innovated at the time of such reference. 

(10) Any Contract, consent, approval, authorization, notice, communication, information 

or report required under or pursuant to this Contract from or by any Party or the 

independent engineer and/or a statutory auditor and/or any other authority shall be 

valid and effectual only if it is in writing under the hands of duly authorized 

representative of such Party or the independent engineer and/or statutory auditor 

or any other authority, as the case may be, in this behalf and not otherwise. 

(11) Unless otherwise stated, any reference to any period commencing “from” a 

specified day or date and “till” or “until” a specified day or date shall include both 

such days or dates. 

(12) Unless otherwise specified, any interest to be calculated and payable under this 

Contract shall accrue on an Annual basis and from the respective due dates as 

provided for in this Contract. 

(13) A reference to an article, clause, section, schedule, annexure or appendix is a 

reference to an article, clause, section, schedule, annexure or appendix to this 

Contract unless otherwise stated and references to this Contract include any recital, 

schedule, annexure or appendix to this Contract. 

(14) A word denoting a gender includes all genders. 



(15) A reference to knowledge of a person includes information that a reasonable person 

in the circumstances of that person would have known by reasonable inquiry. 

(16) In interpreting this Contract no rule of construction applies to the disadvantage of a 

party because that party or its legal advisor was responsible for the preparation of 

this Contract or any part of it. 

1.3. Measurements and Arithmetic Conventions. All measurements and calculations shall be in 

metric system and calculations done to 2 decimal places, with the third digit of 5 or above 

being rounded up and below 5 being rounded down. 

1.4. Ambiguities and Discrepancies. In case of ambiguities or discrepancies within this 

Contract, the following shall apply:- 

(1) Between two Articles of this Contract, the provisions of specific Articles relevant to 

the issue under consideration shall prevail over those in other Articles. 

(2) Between the dimension scaled from the design and drawings and its specific written 

dimension, the latter shall prevail. 

(3) Between any value written in numerals and that in words, the latter shall prevail; 

and 

(4) Between the provisions of this Contract and any other documents forming part of 

this Contract, the former shall prevail. 



3 Article 2: Structure 

2.1. Overview. This Contract shall operate as a legally binding contract for the Project specifying 

the master terms which apply to the Parties under this Contract, including but not limited to 

terms in relation to implementation of Electronic Communication, E-ticketing, and Finance 

and Budgeting Solutions, integration of the solution components, training of the users and 

subsequently operate and maintain the system with commitment for delivering the goods 

and services specified under this Contract in accordance with roles and responsibilities set 

for the herein for maximum total consideration of Rs. , inclusive of 

all taxes, levies, cess and any other statutory dues. 

(1) This Contract constitutes the entire understanding between the Parties regarding 

the Project and supersedes or supplements all previous written and/or oral 

representations and/or arrangements regarding the same. If there is any aspect of 

the Project not covered by any of the provisions of this Contract, then and only in 

that event, reference may be made by the Parties to the bid documents, inter alia 

including the clauses and materials of all the specifications, terms and conditions of 

RFP issued by the BUYER and also including the addendums, clarifications given in 

writing in the pre-bid meetings and the submissions of SI and the bid submitted by SI 

but not otherwise. In case of any contradictions in the terms of this Contract and any 

such other bid documents as referred to above, the terms of this Contract shall 

prevail. 

(2) This Contract shall include all the commitments made by SI through the response to 

the RFP, duly signed by the authorised signatory of SI. 

(3) There are two distinct stages during which the Contract will be in force. The nature 

of work, the commitment and the interpretation of the Contract will be based on 

the context of these two stages. Both these stages together comprise the Project :- 

(i) System Integration Services (SIS) Stage. 

(ii) Operations and Maintenance Services stage. 

(4) While the SIS stage will be executed in a project mode with emphasis on the supply 

2.2. Conditions Precedent. 

of the Project Assets, installing, commissioning and implementing them, etc. as per 

the technical and functional specifications, the Operations and Maintenance 

Services stage will be driven by definition of services, the Service Levels, the 

measurement of Service Levels, penalties for non conformance to services, etc. 



(1) Subject to express terms to the contrary, the rights and obligations under this 

Contract shall be effective (at any point of time during the course of the Contract) 

only upon fulfilment of all the conditions precedent (“Conditions Precedent”) set 

out in this Article 2.2 (a). SI shall:- 

(i) Provide the “Performance Bank Guarantee” (as defined in Article 2.6 hereof) 

to the BUYER as specified in the RFP document. 

(ii) Provide the BUYER, the certified true copies of its constitutional documents 

and board resolutions authorizing the execution, delivery and performance of 

this Contract with the BUYER. 

However, the BUYER may at any time at its sole discretion waive fully or partially any 

of the Conditions Precedent. 

(2) Non-fulfilment of Conditions Precedent. 

(i) Subject to Article 2 (b) (iv) below, in the event that any of the Conditions 

Precedent has not been fulfilled within fifteen days of the Effective Date and the 

same has not been waived by the BUYER fully or partially, this Contract shall 

stand terminated as of that date. 

(ii) In the event of termination of the Contract on account of non-fulfillment of 

Conditions Precedent, the BUYER shall not be liable in any manner whatsoever 

to SI and SI shall forthwith forfeit the money deposited by Buyer under RFP 

(“Earnest Money Deposit”). Such termination and forfeitures shall be without 

prejudice or other rights of the BUYER under law or Contract. 

(iii) In the event that vacant possession of any of the Project facilities and/or 

equipment has been delivered to SI prior to the fulfillment in fulfillment of the 

Conditions Precedent, then on termination of this Contract such possession shall 

immediately revert to the BUYER free and clear from any encumbrances or 

claims. 

2.3. Entire Agreement. 

(iv) Instead of terminating this Contract as provided in Article 2.2 (b)(i) above, the 

Parties may mutually agree in writing to extend the time for fulfilling the 

Conditions Precedent and the Term. It is further clarified that any such extension 

of time shall be subject to imposition of penalties on SI linked to the delay in 

fulfilling the Conditions Precedent. 

(1) This Contract shall constitute the entire agreement amongst the Parties hereto in 

respect of the subject matter hereof. 

(2) This Contract, including all documents incorporated herein by reference, constitutes the 

complete and final agreement between the BUYER and SI with respect to the subject 

matter hereof, and supersedes all prior or contemporaneous negotiations, written or 



oral understandings and agreements, between the Parties regarding such subject 

matter. 

(3) This Contract may be executed in two or more counterparts, each of which will be 

deemed an original, but all of which together shall constitute one and the same 

instrument. 

(4) It is the obligation of SI to inform OEMs in respect of their respective obligations to SI 

and in turn to ASI under the Contract and to ensure that they agree and commit to due 

discharge of their obligations under the relevant terms and conditions of this Contract. 

2.4. Severability. If any provision of the Contract, or any part thereof, shall be found by any court 

or administrative body of competent jurisdiction to be illegal, invalid or unenforceable, the 

illegality, invalidity or unenforceability of such provision or part provision shall not affect the 

other provisions of the Contract or the remainder of the provisions in question which shall 

remain in full force and effect. The Parties shall negotiate in good faith in order to agree to 

substitute for any illegal, invalid or unenforceable provision a valid and enforceable 

provision, which achieves to the greatest extent possible the economic, legal and 

commercial objectives of the illegal, invalid or unenforceable provision or part provision. 

2.5. Additional work. The BUYER has the option to avail the services of SI for carrying out any 

extension or changes in scope of work, as a part of the Project, provided the prices for the 

same has been obtained already in the bidding process leading to this Contract in the 

Schedule I. All such additional work will be initiated using the change control procedures 

listed in the Schedule II. 

2.6. Bank guarantee.SI warrants to provideBank guarantee for the Contract as a whole, valued at 

10% of value of the Contract valid for the Operative Period of Contract. (“Performance Bank 

Guarantee”) or (“PBG)”): 

2.7. Extension of the Contract. The BUYER has the option to extend the Contract on expiry, to 

avail the services of SI for specific work or continuation of the work carried out during the 

Operative Period of Contract. All the general terms and conditions other than the scope of 

work as listed in Article 3 of this Contract will be in force during the extended period of the 

Contract. The new scope of work for the extension period will be defined through the 

change control procedure mentioned in Schedule II. 

2.8. Amendment. No provisions of this Contract shall be changed or modified in any way 

(including this provision) either in whole or in part except by an instrument in writing made 

after the Effective Date of Contract and signed by both Parties and which expressly states to 

amend this Contract. 



4 Article 3: Scope of the Project 

Scope of the project is detailed in Volume I of the RFP document. 

3.1. Interpretation of the Scope of Work. 

(1) The BUYER retains the right of the final say in the interpretation of the scope of the 

Project. The possible variations to the processes during the Business Design phase 

from the way they are specified in the Schedule III should not be considered as 

deviations or extensions to the original process specifications. 

(2) The performance of the ultimate system can be achieved by different combinations 

of the Equipments and Network components. The final acceptance of the integrated 

solution and infrastructure components should be as per the performance 

requirements and will be the determining factor but not the specifications of the 

infrastructure alone. 



4.1. Terms of Payment. 

5 Article 4 : Payment Terms 

(1) In consideration of the Project and subject to the provisions of this Contract, the BUYER 

shall pay SI for the services rendered in pursuance of this Contract, in accordance with 

the Schedule IV to this Contract. 

(2) Except as otherwise provided for herein or as agreed between the Parties in writing, the 

BUYER shall not be required to make any payments in respect of the services other than 

those covered by the terms of payment, as stated in the Schedule IV. 

4.2. Invoicing and Settlement. 

(1) In respect of its remuneration for the Project SI shall be eligible to receive payments in 

accordance with the Schedule IV. 

(i) The BUYER shall be invoiced by SI for the Project. Generally and unless otherwise 

agreed in writing between the Parties or expressly set out in the Contract SI shall 

raise an invoice as per the terms of payment as stated in Schedule IV. 

(ii) The invoices will be accepted by the BUYER for payment only if the or the designated representative of the issues an acceptance certificate that the respective 

milestones and the Deliverables of those milestones are accepted. 

(iii) Any invoice presented in accordance with this Article shall be in a form agreeable by 

the BUYER. 

(2) Invoices shall be accurate and all adjustments to or changes in the terms of payment as 

stated in the Schedule IV shall be applied to the next payment invoice. 

(3) The BUYER shall be entitled to process the payment of any invoice raised by SI or part of 

it only after the acceptance certificate for the Deliverables is issued by the . Any exercise by the BUYER under this 

Article shall not entitle SI to delay or withhold provision of the Project. 

(4) SI shall pay all their sub-contractors in a timely fashion in accordance with a mechanism, 

which will not prejudice the objective of the Project. 

4.3. Payment of Tax / Tax Considerations. 

(1) The BUYER shall be entitled to deduct tax (at source) from the amounts due and payable 

to SI, wherever applicable. SI shall pay for all other taxes in connection with this 

Contract, and any other including, but not limited to, property, sales, use, excise duty, 

value-added goods and services, consumption and other similar taxes or duties. 



(2) The BUYER or its associated entity shall provide SI with the statement of tax receipt of 

any taxes deducted at source on payments under this Contract. SI agrees to reimburse 

and do not hold the BUYER accountable from any deficiency (including penalties and 

interest) relating to taxes that are its responsibility under this paragraph. For purposes 

of this Contract, taxes shall include taxes incurred on transactions between and among 

the BUYER, SI and any third party subcontractors. 

(3) In the event of any increase or decrease of the rate of taxes due to any statutory 

notification/s during the term of the Contract, the consequential effect shall be to the 

account of SI. 

(4) The Parties shall cooperate to enable each Party to accurately determine its own tax 

liability and to minimize such liability to the extent legally permissible. In connection 

therewith, the Parties shall provide each other with (i) any resale certificates, (ii) any 

relevant information regarding use of out-of-state materials, equipment or services and 

(iii) any exemption certificates or information reasonably requested by the other Party. 

4.4. Liquidated Damages. In the event of SI's failure to submit the Bonds, Guarantees and 

Documents, supply the Project Assets and conduct trials, installation of equipment and 

training as per Schedule III specified in this Contract, the BUYER may at his discretion 

withhold any payment until the completion of the Contract. The BUYER may also deduct 

from SI as agreed, liquidated damages to the sum of 0.5% of the Contract price of the 

delayed/undelivered stores/ services mentioned above for every week of delay or part of a 

week, subject to the maximum value of the Liquidated Damages being not higher than 5% of 

the value of delayed stores. This right to claim any liquidated damages shall be without 

prejudice to other rights and remedies available to BUYER under the Contract and/or law. 



6 Article 5: Representation and Warranties 

5.1. Representations and Warranties and Covenants of SI. SI represents and warrants and 

covenants to the BUYER that: 

(1) It is duly organised, validly existing and in good standing under the laws of India and 

hereby expressly and irrevocably waives any immunity in any jurisdiction in respect 

of this Contract or matters arising thereunder including any obligation, liability or 

responsibility hereunder. 

(2) It has full power and authority to execute, deliver and perform its obligations under 

this Contract. 

(3) It has taken all necessary action to authorise the execution, delivery and 

performance of this Contract. 

(4) This Contract constitutes the legal, valid and binding obligation of SI, enforceable 

against it in accordance with the terms hereof. 

(5) There are no actions, suits or proceedings pending or to its best knowledge, 

threatened against or affecting it before any court, administrative body or arbitral 

tribunal which might materially and adversely affect its ability to meet or perform 

any of its obligations under this Contract. 

(6) It has the financial standing and capacity to undertake the Project in accordance 

with the terms of this Contract. 

(7) The execution, delivery and performance of this Contract will not conflict with, 

result in the breach of, constitute a default under, or accelerate performance 

required by any of the terms of its memorandum of association and articles of 

association or any Applicable Laws or any covenant, Contract, agreement, 

arrangement, understanding, decree or order to which it is a Party or by which it or 

any of its properties or assets is bound or affected. 

(8) It has no knowledge of any violation or default with respect to any order, writ, 

injunction or decree of any court or any legally binding order of any Government 

authority which may result in any Material Adverse Effect on its ability to perform its 

obligations under this Contract and no fact or circumstance exists which may give 

rise to such proceedings that would adversely affect the performance of its 

obligations under this Contract. 

(9) It has complied with Applicable Laws in all material respects and has not been 

subject to any fines, penalties, injunctive relief or any other civil or criminal liabilities 



which in the aggregate have or may have a Material Adverse Effect on its ability to 

perform its obligations under this Contract. 

(10) All its rights and interests in the Project/Project Assets that are to be transferred to 

the BUYER, pursuant to this Contract shall pass to and vest in the BUYER or its 

nominee on the Transfer Date free and clear of all liens, claims and encumbrances, 

without any further act or deed on its part or that of the BUYER, and that none of 

the Project Assets that are acquired by the BUYER shall be acquired by it, subject to 

any agreement under which a security interest or other lien or encumbrance is 

retained by any person, save and except as expressly provided in this Contract. The 

expression “Transfer Date” shall mean date on which the Project Assets or any part 

thereof are transferred to the BUYER or its nominee, pursuant to the Contract, on 

Go Live coming into effect or on termination of the Contract, if such termination 

happens prior to Go-Live. 

(11) No representation or warranty by it contained herein or in any other document 

furnished by it to the BUYER including the Proposal or to any Government Authority 

contains or will contain any untrue or misleading statement of material fact or omits 

or will omit to state a material fact necessary to make such representation or 

warranty not misleading. 

(12) No sums, in cash or kind, have been paid or will be paid, by it or on its behalf, to any 

person by way of fees, commission or otherwise for securing the Contract or 

entering into this Contract or for influencing or attempting to influence any officer 

or employee of the BUYER in connection therewith. 

(13) Agrees that the execution, delivery and performance by it of this Contract and all 

other agreements, Contracts, documents and writings relating to this Contract 

constitute private and commercial acts and not public or governmental acts. 

(14) Consents generally in respect of the enforcement of any judgement against it in any 

proceedings in any jurisdiction to the giving of any relief or the issue of any process 

in connection with such proceedings. 

(15) Provide support in terms of warranty, technical support, and maintenance for a 

minimum period of three years for software (E-governance solution and other 

applications) from the date of Go Live. The BUYER may, at its discretion, opt to 

extend the warranty, technical support and maintenance for an additional period of 

two years. 

(16) Even after the mandatory warranty period, the SI agrees to give a commitment 

obtained from OEMs that they shall give at least two years notice to the ASI prior to 

closing the production line (or the support for the application) so as to enable a “Life 

Time Buy” of all spares before closure of the said production line or the particular 

version of the software. SI shall intimate to BUYER all New Versions and 



Modifications carried out on the application and changes introduced to the software 

during the period of support as mentioned above. 

5.2. Representations and Warranties of the BUYER. The BUYER represents and warrants to SI 

that :- 

(1) It has full power and authority to execute, deliver and perform its obligations under this 

Contract. 

(2) It has taken all necessary action to authorize the execution, delivery and performance of 


5.3. Warranties on the Supply and Services. 

(1) SI warrants that the Project Assets supplied under this Contract conform to technical 

specifications prescribed in RFP and shall perform according to the said technical 

specifications. 

(2) SI warrants that the Project Assets are new, non-refurbished, unused and recently 

manufactured; the Project Assets are of the latest version, at the time of delivery to 

the BUYER. They shall not be nearing end of sale/ end of support; and shall be 

supported by SI and respective OEM along with service and spares support to ensure 

its efficient and effective operation for the entire Operative Period of Contract. 

(3) SI warrants that the Project Assets supplied under this Contract shall be of the highest 

grade and quality and consistent with the established and accepted standards for 

materials of this type. The Project Assets shall be in full conformity with the 

specifications and shall operate properly and safely. All recent design improvements in 

Project Assets, unless provided otherwise in the Contract shall also be made available. 

(4) SI warrants that the Project Assets shall be free from all encumbrances and defects / 

faults arising from design, material, manufacture or workmanship or from any act or 

omission of SI, that may present a snag/fault, under normal use of the same. 

(5) SI warrants for a period of three years mandatory support and two years of optional 

support for the configured and customized E-governance solution, from the date of 

expiry of Post Go-Live support; that the Project Assets and/or services supplied under 

this Contract and each component used in the manufacture thereof shall be free from 

all types of defects / failures. 

(6) If within the period of warranty, the Project Assets are reported by the BUYER to have 

failed to perform as per the specifications, SI shall either replace or rectify the same 

free of charge or accept damages as per Service Levels and terms of damages 

contained in Schedule III. Warranty of such Project Asset would be extended by such 

duration. Record of the down time would be maintained by user in log book. Spares 

required for warranty repairs shall be maintained at the Project Site and provided free 

of cost by SI. SI also undertakes to diagnose, test, adjust, calibrate and repair / replace 



the Project Assets damaged or malfunctioning due to accidents by neglect or misuse 

by the operator or damage due to transportation of the Project Assets during the 

warranty period, at no cost to ASI or the BUYER. 

(7) SI hereby warrants that the warranty and technical support shall be provided and it 

will ensure the implementation of the necessary upgrades and patches of the New 

Versions of the Project Assets (for a period of one year years from the date of expiry of 

Post Go-Live support for the Equipment and software). 

(8) SI hereby warrants providing Handholding support to ensure the necessary bug fixes, 

configuration changes, and enhancements to the Project Assets. 

(9) In case the complete delivery of Project Assets is delayed beyond the period stipulated 

in this Contract, then SI undertakes that the warranty period for such Project Assets 

shall be extended to that extent. 

(10) SI hereby warrants that necessary service and repair back up during the warranty 

period of the Equipment shall be provided and it will ensure that the performance, 

availability, and other metrics for application (including OS) is as per Service Levels 

described in Schedule III. 

5.4. Insurance. SI warrants and represents that it shall maintain adequate standard forms of 

comprehensive insurance including liability insurance, system and facility insurance and any 

other insurance for the personnel, assets, Data, software, etc and further agrees to provide to 

the BUYER on request copies of such policy of insurance and evidence that the premiums have 

been paid. SI also warrants and represents that it shall keep all their respective directors, 

partners, advisers, agents, representatives and or employees adequately insured in respect of 

business travel in India and further agrees to provide to the BUYER on request copies of such 

policy of insurance and evidence that the premiums have been paid. 

5.5. Disclosure. In the event that any occurrence or circumstance comes to the attention of either 

Party that renders any of its aforesaid representations or warranties untrue or incorrect, such 

Party shall immediately notify the other Party of the same. Such notification shall not have the 

effect of remedying any breach of the representation or warranty that has been found to be 

untrue or incorrect nor shall it adversely affect or waive any obligation of either Party under 




6.1. Statutory Obligations. 

7 Article 6: Obligations, Compliance 

(1) The Contract shall be governed by and interpreted in accordance with the laws of the 

Republic of India. 

(2) The Parties agree that the rights and obligations under this Contract are recognized 

and performed in conformity with laws and legal procedures established in the 

country and no right under this Contract becomes enforceable and no obligation 

requires performance, if the enforcement of such right or the performance of such 

obligation violates any such laws and legal procedures established. 

(3) SI represents and warrants to the BUYER that at the date hereof the entering into this 

Contract or the performance of obligations under this Contract will not conflict with or 

result in a breach of any of the terms, conditions or provisions of or constitute a 

default or require any consent under, any instrument or arrangement to which SI is a 

party or violate any other Applicable Laws or any writ, order, injunction or judgment 

by which SI is bound and notwithstanding Article 6.1 (a) as far as SI is aware, no 

provision of this Contract derogates from the statutory obligations of SI. 

6.2. Compliance with Laws. 

(1) Each Party to this Contract accepts that its individual conduct shall (to the extent 

applicable to it) at all times comply with all applicable laws, rules and regulations. For 

the avoidance of doubt the obligations of the Parties to this Contract are subject to their 

respective compliance with all applicable laws and regulations. 

(2) Compliance with all applicable laws: SI agrees and undertakes to observe, adhere to, 

abide by, comply with and notify the BUYER about all laws in force or as are or as made 

applicable in future, pertaining to or applicable to them, their business, their employees 

or their obligations towards them and all purposes of this Contract and shall indemnify, 

keep indemnified, hold harmless, defend and protect the BUYER and its 

employees/officers/staff/ personnel/representatives/ agents from any failure or 

omission on its part to do so and against all claims or demands of liability and all 

consequences that may occur or arise for any default or failure on its part to conform or 

comply with the above and all other statutory obligations arising there-from. 

(3) Compliance in obtaining approvals/permissions/licenses: SI shall promptly and timely 

obtain all such consents, permissions, approvals, licenses, etc., as may be necessary or 

required for any of the purposes of this Contract or for the conduct of its own business 

under any applicable Law, Government regulation/guidelines and shall keep the same 



valid and in force during the term of this Contract, and in the event of any failure or 

omission to do so, shall indemnify, keep indemnified, hold harmless, defend, protect and 

fully compensate the BUYER and its employees/ officers/ staff/ personnel/ 

representatives/agents from and against all claims or demands of liability and all 

consequences that may occur or arise for any default or failure on its part to conform or 

comply with the above and all other statutory obligations arising there-from. 



8 Article 7: Force Majeure Events And Events Of Default 

7.1. Force Majeure Events. 

(1) The failure or delay of a Party (“Affected Party”) to perform any obligation under this 

Contract solely by reason of “Force Majeure” event shall not be deemed to be a breach 

of this Contract, provided, however, that the Affected Party so prevented from 

complying shall continue to take all actions within its power to comply as fully as 

possible herewith and to remove or remedy such cause with all reasonable dispatch. 

‘Force Majeure’ events are only those events which prevents or impedes the due 

performance of the Affected Party and which such Affected Party while observing due 

diligence is unable to avoid or overcome through its individual concerted effort. For the 

purpose of this Contract, Force Majeure event shall mean but not limited to acts of God 

not confined to the premises of the Affected Party, flood, drought, lightning or fire, 

earthquakes, strike, lock-outs beyond its control, labour disturbance not caused at the 

instance of the Affected Party, acts of government or other competent authority, 

“Change in Law”, war, terrorist activities, military operations, riots, epidemics, civil 

commotions etc. Notwithstanding anything contained herein, no failure, delay or other 

default of any contractor or sub-contractor to either Party shall entitle such Party to 

claim Force Majeure under this provision. 

(2) The Party seeking to rely on Force Majeure shall promptly, within 2 days, notify the 

other Party (“Non Affected Party”) of the occurrence of a Force Majeure event as a 

condition precedent to the availability of this defence with particulars detail in writing to 

the Non Affected Party and shall demonstrate that it has and is taking all reasonable 

measures to mitigate the events of Force Majeure. The Non Affected Party shall grant 

such postponement of the date of completion as may in all the circumstances be 

considered reasonable. 

(3) If any delay in the Affected Party’s performance caused by Force Majeure event exceeds 

ninety (90) days, the Non Affected Party may at its option terminate this Contract 

immediately. 

(4) Notwithstanding anything contained herein, the failure on the part of SI under the 

Contract to implement any disaster contingency planning and back-up and other data 

safeguards in accordance with the terms of the Contract against natural disaster, fire, 

sabotage or other similar occurrence shall not be an event of Force Majeure. 

(5) Notwithstanding the rights of SI during an event of Force Majeure, if it is essential for 

the BUYER to run its operations smoothly and uninterrupted, like in the case of war or 

external aggression, if the Project is under O&M Stage, the BUYER has the right to reject 

the notice of SI for a Force Majeure and request SI to provide the services required by 



the BUYER. However under these circumstances, it will be the responsibility of the 

BUYER to provide security to SI personnel on duty and be responsible and accountable 

for all the eventualities as per the Applicable Laws. 

(6) The expression “Change in Law” means any of the following events which have a 

Material Adverse Effect: 

(i) Adoption, promulgation, Modification, reinterpretation or repeal after the date of 

this Contract by any Government Authority of any statute, rule, ordinance, 

regulation or order, treaty, convention, directive, guideline, policy having force of 

law; or 

(ii) The imposition by any Government Authority of any material condition (other 

than a condition which has been imposed as a consequence of a violation by SI of 

any Applicable Permit) in connection with the issuance, renewal or Modification of 

any applicable permits after the date of this Contract which renders the 

performance by SI of any of the terms of this Contract impossible or unviable; or 

(iii) Any applicable permit previously granted, ceasing to remain in full force and effect 

for reasons other than breach/violation by or the negligence of SI or if granted for 

a limited period, being renewed on terms different from those previously 

stipulated. 

(iv) Provided any (i) imposition of new taxes, duties, cess and the like and/or the 

increase in taxes, duties, cess and the like effected from time to time by any 

Government Authority, and/or (ii) imposition of standards and condition of 

operations, maintenance and safety arising out of a new or revised Environmental 

Law; and/or (iii) any rules or regulations stipulated by regulatory authority having 

jurisdiction over the Project in respect of the standards of service, testing, 

acceptance norms, shall not constitute a Change in Law. 

7.2. SI Event of Default. “SI Event of Default” means any of the following events unless 

such an event has occurred as a consequence of a Force Majeure Event :- 

(1) SI’s failure to perform or discharge any of its obligations in accordance with the 

provisions of this Contract. 

(2) The activities at any Project Site is abandoned by SI for a more than 7 (Seven) Days 

during the Project. 

(3) A delay of more than 180 (one hundred and eighty) days from any Milestone date in 

achieving any of the performance obligations set forth for the relevant Milestone 

Date. 

(4) Change in the structure of the project team, the “Key Personnel” by SI without 

written approval of the BUYER for the changes. 



(5) Inability to staff the Project with competent team in case any of the team members 

leave the Project either due to voluntary severance or disciplinary actions against 

them. 

(6) SI’s failure to perform or discharge any of its obligations under any other project 

contract, which has or is likely to affect the Project/ facilities and services related to 

the Project, materially. 

(7) Any representation made or warranties given by SI under this Contract is found to 

be false or misleading. 

(8) If SI has given false information in qualifying for the Project or getting selected or 

any information provided by the SI during the procurement process is found to be 

false. 

(9) Breach of any clause or part thereof of the “Integrity Pact” signed by the Parties 

pursuant to the RFP. 

(10) Appointment of a provisional liquidator, administrator, trustee or receiver of the 

whole or substantially whole of the undertaking of SI by a court of competent 

jurisdiction in proceedings for winding up or any other legal proceedings. 

(11) Levy of an execution or restraint on SI’s assets which has or is likely to have Material 

Adverse Effect and/or affect the Project/ facilities and services related to the 

Project, materially and such execution or destraint remaining in force for a period 

exceeding 90 (ninety) Days. 

(12) The Performance Bank Guaranteeand any other securities required to be maintained 

under this Contract is not maintained in terms of the provisions hereof. 

(13) SI abandons or expresses its intention to revoke/terminate this Contract without 

being entitled to do so as is expressly provided in the Contract. 

(14) Change in constitution/organization of SI which violates the short listing criteria used 

in EoI process. 

(15) Amalgamation of SI with any other company or reconstruction or transfer of the 

whole or part of the Project or the revenue earning parts of the Project [other than 

transfer of assets in the ordinary course of business] in contravention with the 

provisions of Article 2 hereof; and 

(16) SI engages or knowingly allows any of its employees, agents, Contractor or 

representative to engage in any activity prohibited under this Contract and/or by 

law or which constitutes a breach of the Contract or breach of or an offence under 

any law, in the course of any activity undertaken pursuant to this Contract. 

(17) SI suffers a change of control. For the purpose of this provision the change of control 

of SI would happen if: 



(i) the promoter group of SI ceases to control the board of directors of SI; or 

(ii) Any reduction in the cumulative shareholding of the promoter group of SI falls 

below 26% of the total paid up equity share capital of SI. 

Note: For this provision “Promoter group” shall mean 

7.3. The BUYER Events of Default. 

7.4. Parties Rights. 

(1) The BUYER’s failure to perform or discharge its obligations in accordance with the 

provisions of this Contract unless such failure has occurred as a consequence of any 

SI Event of Default or a Force Majeure Event. 

(2) Any representation made or warranties given by the BUYER under this Contract is 

found to be false or misleading 

(1) Upon the occurrence of SI’s Event of Default, the BUYER shall without prejudice to any 

other rights and remedies available to it under this Contract, be entitled to terminate 


(2) Upon the occurrence of the BUYER Event of Default, SI shall without prejudice to any 

other rights and remedies available to it under this Contract, be entitled to terminate 


(3) Consultation Notice. The non defaulting Party shall issue to the defaulting Party a notice 

in writing specifying in reasonable detail the underlying Event of Default(s) and 

proposing consultation amongst the Parties and the OEMs (if required) to consider 

possible measures of curing or otherwise dealing with the underlying Event of Default 

(“Consultation Notice”). 



7.5. Remedial Process. 

8.1 Following the issue of Consultation Notice by the non defaulting Party, within a period 

not exceeding 90 (ninety) Days or such extended period as the Parties may agree in 

writing (“Remedial Period”) the Parties shall, in consultation with the OEMs (if 

applicable) whose contracts are in vogue, endeavor to arrive at an agreement as to 

the manner of rectifying or remedying the underlying Event of Default. 

7.6. Obligations during Remedial Period.Except expressly provided otherwise in the 

Contract, during the Remedial Period, the Parties shall continue to perform their 

respective obligations under this Contract which can be performed, failing which the 

Party in breach shall compensate the other Party for any loss or damage occasioned 

or suffered on account of the underlying failure/breach. 

7.7. Revocation of Consultation Notice.If during the Remedial Period the underlying 

Event of Default is cured or waived or the Parties and the OEMs agree upon any of 

the measures set out in this Article, the Consultation Notice shall be withdrawn in 

writing by the Party who has issued the same. 

7.8. Termination due to Events of Default.If before the expiry of the Remedial Period, the 

underlying Event of Default is neither cured nor waived the Party who has issued the 

Consultation Notice shall have the right to terminate this Contract, in which event, 

inter alia, the provisions of Article 9 and Schedules V and VIshall, to the extent 

expressly made applicable, apply 

7.9. Remedies Cumulative. The exercise of right by either Party to terminate this 

Contract, as provided herein, shall not preclude, such Party from availing any other 

rights or remedies that may be available to it under law or Contract. All remedies 

available to the Parties shall be cumulative and the exercise or failure thereof of one 

or more remedies by any Party shall not limit or preclude the exercise of or constitute 

a waiver of any other remedies by such Party. 



8.1. Amicable Settlement. 

9 Article 8: Dispute Resolution 

(1) If any dispute or difference or claims of any kind arise between the BUYER and SI in 

connection with construction, interpretation or application of any terms and conditions 

or any matter or thing in any way connected with or in connection with or arising out of 

this Contract, or the rights, duties or liabilities of any Party under this Contract, whether 

before or after the termination of this Contract, then the Parties shall meet together 

promptly, at the request of any Party, in an effort to resolve such dispute, difference or 

claim by discussion between them. 

(2) Any dispute arising out of or in connection with this Contract shall in the first instance be 

dealt with in accordance with the escalation mechanism as set out in the Schedule V. 

(3) Assistance of Experts. The Parties may, in appropriate cases agree to refer the matter to 

an Expert/s appointed by them with mutual consent. The cost of obtaining the service of 

the Expert shall be shared equally. 

8.2. Arbitration. Any dispute or difference whatsoever arising between the parties to this 

Contract out of or relating to the construction, meaning, scope, operation or effect of 

this Contract or the validity of the breach thereof, which can not be resolved through 

the application of the provisions of Article 8.1 above, shall be taken to arbitration. 

8.3. Arbitrators. 

(1) Failing amicable settlement and/or settlement with the assistance of Expert appointed 

by the Parties by mutual consent, the dispute or differences or claims as the case may 

be, shall be finally settled by binding arbitration under the Arbitration and Conciliation 

Act, 1996. 

(2) The arbitration shall be by a panel of three Arbitrators, one to be appointed by each 

Party and the third, who shall act as presiding arbitrator, to be appointed by the two 

arbitrators appointed by the Parties. 

(3) The arbitration shall be invoked by one party issuing to the other a notice in writing 

invoking the arbitration and appointing an Arbitrator. Upon receipt of the notice, the 

other Party shall appoint the second Arbitrator. The two Arbitrators so appointed shall 

appoint the third Arbitrator who shall act as the ‘Presiding Arbitrator’. In the event of a 

vacancy caused in the office of the arbitrators, the Party which nominated such 

arbitrator shall be entitled to nominate another in his place and the arbitration 

proceedings shall continue from the stage they were left by the retiring arbitrator. 

(4) In the event of one of the Parties failing to appoint an arbitrator within thirty (30) days 

from the receipt of notice or if any of the Parties does not nominate another arbitrator 



within thirty (30) days of the place of arbitrator falling vacant, the appointment shall be 

made upon request of the other Party by the Chief Justice of the Andhra Pradesh High 

Court. 

(5) Both the Parties will make attempts to appoint arbitrators with background in 

Information Technology related activities, Information Technology related acts, 

understanding of the processes and activities of defence PSU organizations and an 

understanding of the software applications. 

8.4. Place of Arbitration. Place of arbitration will be New Delhi, India. 

8.5. Language for Arbitration. The request for arbitration, answer to the request, terms 

of reference, any written submissions, any orders and rulings shall be in English and, 

if oral hearings take place, English shall be the language to be used in the hearings. 

8.6. Procedure. The procedure to be followed within the arbitration, including 

appointment of arbitrator/arbitral tribunal, the rules of evidence which are to apply 

shall be in accordance with the Arbitration and Conciliation Act, 1996. 

8.7. Enforcement of Award. Any decision or award resulting from arbitration shall 

be final and binding upon the Parties. The Parties hereto agree that the arbitral 

award may be enforced against the Parties to the arbitration proceeding or their 

assets wherever they may be found and that a judgment upon the arbitral award 

may be entered in any court having jurisdiction thereof. 

8.8. Fees and Expenses. 

(1) The fees and expenses of the arbitrators and all other expenses of the arbitration shall 

be initially borne and paid equally by respective Parties subject to determination by the 

arbitrators. 

(2) The arbitrators may provide in the arbitral award for the reimbursement to the 

successful party of its costs and expenses in bringing or defending the arbitration claim, 

including legal fees and expenses incurred by the Party. 

8.9. Performance during Arbitration. Pending the submission of and/or decision on a 

dispute, difference or claim or until the arbitral award is made, the Parties shall 

continue to perform all of their obligations under this Contract without prejudice to a 

final adjustment in accordance with such award. 



10 Article 9: Termination And Transfer 

9.1. Termination Procedure. The Party entitled to terminate this Contract either on account 

of a Force Majeure Event or on account of an Event of Default shall do so by issue of a 

notice in writing as per Schedule V to the other Party. The Termination Notice shall be 

of not more than 30(thirty) days, (“Termination Period”) and at the expiry of the 

Termination Period, this Contract shall stand terminated without any further notice. 

9.2. Obligations during Termination Period. During Termination Period, SI shall, subject 

where applicable to the provisions of this Article, continue to perform such of their 

respective obligations under this Contract which are capable of being performed with 

the object, as far as possible, of ensuring continued availability of the Project team, 

Project Assets and services to the BUYER, failing which the SI shall compensate the 

BUYER for any loss or damage occasioned or suffered on account of the underlying 

failure/breach. 

9.3. Consequence of Termination. 

(1) The liability of BUYER in case of termination of the Contract initiated on account of 

BUYER event of default or Force Majeure, shall be limited to full payments for 

Equipment, Systems, Licensed Software, up to the milestone immediately preceding the 

milestone SI would be working on at the time of termination. 

(2) In case of termination due to SI event of default, SI shall pay damages amounting to 

encashment of all bank guarantees by BUYER and all outstanding payments. Any 

additional expenditure arising from subsequent negotiations of the Contract with any 

other agency will also be SI’s liability. Final payment up to the last completed milestone 

will be after handing over the complete documentation and meeting all requirements as 

per the Contract to the satisfaction of BUYER. 

(3) In the event of a termination effected in pursuance of this Article, or expiry of this 

Contract, the relevant provisions of the Exit Management (Schedule VI) shall apply. 

9.4. Risk. Until transfer in accordance with the Contract, during the Project, the Project 

Assets and OEM contracts shall remain at the sole risk of SI except for any loss or 

damage caused to or suffered by SI due to any act or omission or negligence on the 

part of the BUYER under this Contract. 



10.1. Undertaking by SI. 

11 Article 10: Use Of Undue Influence 

(1) SI undertakes that he has not given, offered or promised to give, directly or indirectly 

any gift, consideration, reward, commission, fees brokerage or inducement to any 

person in service of the BUYER or otherwise in procuring the Contracts or forbearing to 

do or for having done or forborne to do any act in relation to the obtaining or execution 

of the Contract or any other agreement with the Government for showing or forbearing 

to show favour or disfavour to any person in relation to the Contract or any other 

agreement with the Government. Any breach of the aforesaid undertaking by SI or any 

one employed by it or acting on its behalf (whether with or without the knowledge of 

SI) or the commission of any offers by SI or anyone employed by it or acting on its 

behalf, as defined in Chapter IX of the Indian Penal Code, 1860 or the Prevention of 

Corruption Act, 1988 or any other acts/legislations enacted for the prevention of 

corruption shall entitle the BUYER to forthwith terminate the Contract and all or any 

other contracts with SI and recover from SI the amount of any loss arising from such 

cancellation. The decision of the BUYER or his nominee to the effect that a breach of the 

undertaking had been committed shall be final and binding on SI. 

(2) Giving or offering of any gift, bribe or inducement or any attempt at any such act on 

behalf of SI towards any officer/employee of the BUYER or to any other person in a 

position to influence any officer/employee of the BUYER for showing any favour in 

relation to this or any other Contract, shall render SI to such liability/ penalty as the 

BUYER may deem proper, including but not limited to termination of the Contract, 

imposition of penal damages, forfeiture of the Performance Bank Guarantee and seek 

immediate refund of the amounts paid by the BUYER. 



12 Article 11: Agents / Agency Commission 

11.1. Undertaking by SI. SI confirms and declares to the BUYER that it has not engaged 

any individual or firm, whether Indian or foreign whatsoever, to intercede, facilitate 

or in any way to recommend to the Government of India or any of its functionaries, 

whether officially or unofficially, to the award of the Contract to SI; nor has any 

amount been paid, promised or intended to be paid to any such individual or firm in 

respect of any such intercession, facilitation or recommendation. SI agrees that if it is 

established at any time to the satisfaction of the BUYER that the present declaration 

is in any way incorrect or if at a later stage it is discovered by the Buyer that SI has 

engaged any such individual/firm, and paid or intended to pay any amount, gift, 

reward, fees, commission or consideration to such person, party, firm or institution, 

whether before or after signing of this Contract, SI will be liable to refund that 

amount to the BUYER. SI will also be debarred from entering into any contract with 

the Government of India for a minimum period of five years. The BUYER will also 

have a right to consider cancellation of the Contract either wholly or in part, without 

any entitlement or compensation to SI who shall in such event be liable to refund all 

payments made by the BUYER in terms of the Contract along with interest at the rate 

of 2% per annum above LIBOR rate. The BUYER will also have the right to recover any 

such amount from any contracts concluded earlier with the Government of India. 



13 Article 12: Non Disclosure Of Contract Documents 

12.1. Undertaking by SI. Except as provided under the Contract, SI shall not disclose and 

cause other parties (connected with the Project, who have been disclosed the 

information on Contract as per the terms of the Contract) not to disclose the Contract 

or any provision, specification, plan, design, pattern, sample or information thereof 

to any third party, without prior written consent of the BUYER. 



14 Article 13: Assets And Third Party Contracts 

13.1. The Physical Assets of SI Prior to Go Live. 

(1) SI agrees to install and commission a development environment consisting of the 

hardware, Networks and software at a mutually agreed Project Development Assets, big 

enough to organize the entire Project team pursuant to this Contract. 

(2) SI Assets for Own Use will be owned, operated and managed by SI. 

(3) SI is free to bring in and move out of ASI all SI Assets for Own Use by following the 

procedures listed below :- 

(i) The details of equipments required to be brought in/ taken out of the ASI Area, 

will be approved by an official designated by the BUYER for the purpose. 

(ii) When the equipments have to be brought in to the ASI Area, a requisite 

permission will be sought and the equipments would move in on an approval slip 

signed by designated official. 

(iii) When the equipments have to be taken out of the ASI Area, a gate pass will be 

prepared and signed by the SI delegated authority. A copy of signed gate pass will 

be deposited at the main gate. 

(iv) SI must adhere to the security regulations of the ASI in vogue. 

(4) SI will keep a register of all the Equipments brought into the ASI Area and inform BUYER 

of this movement. 

(5) It is the responsibility of SI to ensure the safety, security and upkeeping of the physical 

assets brought into the ASI Area. 

(6) The BUYER shall not be liable for the safety, security and upkeep of any of the assets of 

SI. 

13.2. The Project Assets. 

(1) The physical/tangible/intangible assets, forming part of the “Project Assets”, shall be 

brought into ASI area by SI for the purpose of the Project and transferred to the BUYER, 

pursuant to this Contract. 

(2) The list of Project Assets is given in Schedule VII. 

(3) SI will keep a register of all the assets of the Project bought into the project site, with all 

the documents indicating the movement and ownership. This register will be 

countersigned by the BUYER representative 

(4) It is the responsibility of SI to ensure the safety of the Project Assets and insure these 

assets till transfer of ownership. 



(5) The ownership of all the Project Assets will be transferred to BUYER or its nominee, in 

the event of Go-Live coming into effect. Further in the event of termination of the 

Contract prior to Go-Live, the ownership of only such Project Assets shall be transferred 

to the BUYER or its nominee as the BUYER in its sole discretion may determine. The 

relevant provisions of Schedule VI would apply to any transfer of the Project Assets to 

the BUYER, pursuant to this Article. 

13.3. Transfer of Project Assets. 

(1) All the Project Assets shall be transferred to the BUYER at the end of the contract t or 

termination of the Contract prior to closing of the contract, without any liabilities. 

(2) The transfer of these assets means the BUYER will have the complete ownership of 

these assets and will be responsible for safety of these assets and authority for usage. 

(3) However, SI will be responsible for maintaining Project Assets after “Go Live”, as per the 

warranty clauses and will be fully accountable for the warranty clauses. 

13.4. ASI Supplied Equipments. 

(1) ASI Supplied Equipments includes the office space, the physical assets associated with 

the office, power supply, power backup, client computing environment, belonging to 

BUYER and earmarked by BUYER for the purpose of the Project and used by SI for the 

Project are treated as the ASI assets for the Project. 

(2) The details of the assets earmarked by the BUYER for the purpose of the Project and 

used by SI shall be listed in a register duly signed by the representatives of SI and BUYER. 

(3) The ownership of ASI Supplied Equipmentslies with BUYER. 

(4) In normal circumstances the BUYER will not charge SI for using the ASI Supplied 

Equipments. 

(5) SI is responsible for ensuring that the ASI Supplied Equipments are used for the purpose 

of the Project only. 

(6) If SI is found to be using the ASI Supplied Equipmentsfor any other activity other than 

directly or indirectly related to the Project, the BUYER has the rights to initiate 

appropriate proceedings and claim reliefs (including damages) against SI for the misuse 

of the ASI Supplied Equipments. 

(7) The ASI Supplied Equipments shall not be transferred or moved by SI either within or 

outside the premises of ASI. 

13.5. Third Party Contracts. 

(1) The contracts executed by SI to procure any of the services or Project Assets to be used 

by SI in the Project, including but not limited to development tools, testing facilities, 

outsourcing contracts during the Project are to be treated as third party contracts. 



(2) The third party contracts are owned by SI and the liability for these contracts lies solely 

with SI. 

(3) The agreements with the OEMs for supply of goods and service including but not limited 

to hardware, Network components, E-governance solution applications & other 

software applications, service contracts for warranty support, specialized services for 

audit/testing etc. will be assigned to the BUYER or its nominees and will indicate ASI 

units / echelons as “End Users” as per the Contract. 

(4) List of goods and services to be supplied by the OEM subject to Article 13.6 (a) is 

appended at Schedule VII. 

(5) SI will share these contracts and licenses in entirety with BUYER. 

(6) The BUYER will have the right to overrule any restrictive clauses or clauses limiting the 

ownership of these contracts. 

(7) In the event of termination of the Contract, SI shall transfer/assign or cause to be 

transferred/assigned to the BUYER or its nominee such third party contracts which are 

valid and subsisting and which the BUYER has chosen to take over at its sole discretion 

as per Schedule VI hereof. 



14.1. Intellectual Property. 

15 Article 14: Intellectual Property 

(1) Pre-Existing Works The copyright and other intellectual property rights in any materials 

orsoftware (whether written or machine-readable) created by or licensed to SI priorto 

this Contract or outside this engagement and any subsequent Modifications to the same 

(“Pre-Existing Works”) will remain vested in SI or a third party. To the extent that pre- 

existingworks are embedded in any deliverable materials, the BUYER will have a license 

to use them in accordancewith the provisions below. 

(2) Other Deliverable Materials TheBUYER will own the copyright in all deliverable 

materials created under this Contract by SI. 

(3) SI agrees that ownership of all Intellectual Property Rights for any functional and 

technical process of ASI or information or materials or ASI Supplied Equipment provided 

to SI by the BUYER shall remain vested in the BUYER. 

(4) SI agrees that the BUYER shall own all Intellectual Property Rights in all Project Assets 

produced exclusively for the BUYER by SI pursuant to this Contract, including 

improvements that are developed by SI for the BUYER. SI shall execute necessary 

documents and instruments to perfect the ownership of ASI in respect of the aforesaid 

materials. 

(5) Notwithstanding any other provision of this Contract, SI will not be prevented or 

restricted by this Contract from using any technique, idea, concepts or know-how 

relatingto SI’s business activities. Nothing contained in this Contract shall restrict either 

Party from the use of any ideas, concepts, know-how, or techniques relating to data 

processing or Network management, which either Party, individually orjointly, develops 

or discloses under this Contract, except to the extent such use infringes any of either 

Party’s patent rights or copyrights. However, except for the licenses expressly granted 

by an agreement between the Parties to this Contract, neither this Contract nor any 

disclosure made hereunder grants any license to either Party under any patents or 

copyrights of the other Party. 

14.2. Infringement of Intellectual Property Rights:- 

(1) SI confirms that there shall be no infringement of any patent or intellectual & industrial 

property rights as per the applicable laws of relevant jurisdictions, having requisite 

competence, in respect of the Project Assets or any part thereof, supplied under this 

Contract. SI shall indemnify the BUYER against all cost/claims/legal claims/liabilities 

arising from third party claim at any time on account of the infringement or 

unauthorised use of patent or intellectual & industrial property rights of any such 



parties, whether such claims arise in respect of manufacture or use. Without prejudice 

to the aforesaid indemnity, SI shall be responsible for the completion of the supplies 

including spares and uninterrupted use of such Project Asset or any part thereof by the 

BUYER and persons authorised by the BUYER, irrespective of the fact of claims of 

infringement of any or all the rights mentioned above. 

(2) If, as a result of such claim, the BUYER is injuncted from using such Project Asset or any 

part thereof or is likely to be injuncted, SI, at its expense, shall (i) modify such Project 

Asset (provided its functionality is not impaired) so that it is no longer infringing and 

obtains a certificate to the said effect from the party claiming infringement, (ii) replace 

such Project Asset with a functionally equivalent component of the same qulaity, or (iii) 

obtain the right for the BUYER to continue using such Project Assets. 

(3) For a third party product supplied by SI, SI shall pass on to BUYER all the indemnities 

offered by the third party. 

14.3. Trademarks and Publicity. Neither Party may use the trademarks of the other Party 

without the prior written consent of the other Party. Except as required by law or the 

rules and regulations of each stock exchange upon which the securities of one of the 

Parties is listed, neither Party shall publish or permit to be published either along or in 

conjunction with any other person any press release, information, article, 

photograph, illustration or any other material of whatever kind relating to this 

Contract, or the business of the Parties without prior reference to and approval in 

writing from the other Party, such approval not to be unreasonably withheld or 

delayed. 



16 Article 15: Access To Book Of Accounts, Audit And Reporting 

15.1. Access to Book of Accounts, Audit and Reporting. 

(1) SI shall provide access to the auditors of the BUYER, or the authorised representatives of 

the BUYER to the following or any such material required under circumstances, to 

determine compensation, payment of agent’s commission, unlawful payments, 

employment of suspected personnel for the Project, availability and grant of the 

authorisation to the authorized representatives of SI etc:- 

(i) Books of accounts. 

(ii) SI’s contracts. 

(iii) Recruitment and employment practices. 

(iv) Project loading practices and procedures. 

(v) The project management techniques and tools. 

(vi) The documentation standards. 

(vii) Statutory Books and Registers 

(2) SI should provide the BUYER or its authorized representatives necessary 

information/right to inspect the documents or information as per Schedule IX. 



16.1. Supervision and Management. 

17 Article 16: Personnel 

(1) Personnel assigned by SI to implement the Project shall be employees of SI, and 

under no circumstances will such personnel be considered employees of the BUYER. 

(2) SI agrees that no right of any employment with BUYER shall accrue or arise, by virtue 

of engagement of employees, agents, contractors, subcontractors etc. by SI, 

pursuant to this Contract. 

(3) All remuneration, claims, wages, dues of such employees, agents, contractors, 

subcontractors of SI is agreed to be paid by SI alone and the BUYER shall not have 

any direct or indirect liability or obligation, to pay any charges, claims or wages of 

any of employee, agents, contractors, and subcontractors of SI. 

(4) SI has the responsibility for payment of such personnel's entire compensation, 

including salary, withholding of income taxes and other taxes as applicable, worker's 

compensation, employee and disability benefits and the like and shall be responsible 

for all employer obligations under all applicable laws 

(5) SI shall have the sole responsibility for supervision and control of its personnel and 

for ensuring that they carry out their assigned job in a professional manner. 

(6) SI shall use its best efforts to ensure that sufficient SI personnel are employed to 

perform the services pursuant to the Project, and also that such personnel have 

appropriate qualifications to perform the services. 

(7) The BUYER has the right to seek replacement of any member of the Project team 

being deployed by SI or the subcontractor, based on the assessment of the BUYER 

that the person in question is incompetent to carry out the tasks expected of 

him/her or found that person does not really possess the skills 

/experience/qualifications as projected in his/her profile or on the ground of 

security concerns or breach of ethics. 

(8) Except as stated in this Article, nothing in this Contract will limit the ability of SI to 

assign or reassign its employees; provided that SI shall be responsible, at its 

expense, for transferring all appropriate knowledge from personnel being replaced 

to their replacements. The BUYER shall have the right to review and approve SI's 

plan for any such knowledge transfer. SI shall maintain the same standards for skills 

and professionalism among replacement personnel as in personnel being replaced. 

(9) In the event that the BUYER requests that any SI personnel be replaced, the 

substitution of such personnel shall be accomplished pursuant to a mutually agreed 

upon schedule but not later than 15 working days from the date of such requests. 



(10) The BUYER would like to identify as the “Key Personnel” those persons whose 

profiles were the basis for the evaluation of the competence of SI to carry out the 

implementation of the Project at the BUYER as listed in Schedule VIII. It is the 

responsibility of SI to deploy these resources either on a full time or part time basis 

for the activities they have been proposed to be deployed during the Project as per 

the response to the RFP submitted by SI. 

(11) In the event that the BUYER identifies any personnel of SI as Key Personnel, then SI 

shall not remove or replace such personnel without the prior written consent of the 

BUYER under the applicable section of this Contract. 

(12) Under exceptional circumstances when the Key Personnel are to be replaced or 

removed, SI shall put forward the profiles of personnel being proposed as 

replacements. These profiles should be either equivalent or better than the ones 

being replaced. However whether these profiles are better or equivalent to the ones 

being replaced will be decided by the BUYER or its authorised representative. The 

BUYER or its authorised representative will have the right to accept or reject these 

substitute profiles. 

(13) In the event that any Key Personnel is to be replaced for reasons not attributed to 

the BUYER the substitution of such personnel shall be accomplished pursuant to a 

mutually agreed upon schedule but not later than 7 working days from the date of 

exit of such personnel. 

(14) In the event that the Key Personnel are to be replaced, it can be done only by 

following the procedure in Schedule VIII. 

(15) Each Party shall be responsible for the performance of all its obligations under this 

Contract and shall be liable for the acts and omissions of its employees and agents in 

connection therewith. 

(16) SI warrants that its personnel shall at all times comply with security regulations in 

effect from time to time at the BUYER premises and externally for materials 

belonging to the BUYER. 

(17) SI will comply with the directions issued from time to time by the BUYERand the 

standards related to the security and safety insofar as it applies to the personnel 

operating out of the BUYER premises. 



16.2. The Minimum Proficiency. The BUYER would like to identify as “Key Roles”, certain 

roles of the Project team being deployed by SI during the implementation of Project 

as per Schedule VIII. These key roles are identified to be critical to the success of the 

Project and it is expected that these key roles will be staffed with personnel with 

adequate proficiency. The minimum proficiency in terms of expertise, skills and 

educational qualifications are listed in Schedule VIII. 

16.3. Clearance for Personnel. 

(1) In pursuance of the conditions in the the RFP, SI undertakes that all the personnel being 

deployed by SI for the Project are Indian nationals. 

(2) It is the responsibility of SI to ensure that all the personnel deployed by SI for the Project 

are not involved in any criminal or antinational activities. 

(3) SI should submit the police verification records of any of the personnel of SI/ Sub 

Contractors/ OEMs, if demanded by BUYER. 

16.4. Sub Contract Liabilities.Any sub contracting by SI shall be as per the terms of the 

Contract. It is understood by the Parties that SI shall be liable for any such 

subcontracting and further SI shall be the principal employer for all claims arising 

from the liabilities, statutory or otherwise, concerning the sub-contractors. SI 

undertakes to indemnify the BUYER or its nominated agencies from any claims on the 

grounds stated hereinabove. 

16.5. The OEM Personnel. 

(1) In pursuance of the commitment made in the RFP, SI undertakes to take the services of 

experts from the OEM for the specific activities as listed in Schedule III. 

(2) The OEM personnel and the services rendered by them will be paid by SI 

(3) The OEM personnel will report directly to the BUYER on their work, observations and 

audit findings 

(4) Within the framework of this Contract, the BUYER will seek the deployment of the OEM 

personnel through SI. 

16.6. Liability for Actions of the Personnel. 

(1) SI agrees to be responsible for managing the activities of its personnel (including OEMs) 

and shall be accountable for both. 

(2) The SI agrees and shall be vicariously liable for any acts, deeds or things done by their 

employees, agents, contractors, subcontractors, etc., which is outside the scope of 

power vested or instructions issued by the BUYER. 



(3) SI agrees and shall be the principal employer of the employees, agents, contractors, 

subcontractors, etc. engaged by SI and shall be vicariously liable for all the acts, deeds or 

things, whether the same is within the scope of instructions or outside the scope of 

instructions set out in the Contract. 

(4) SI agrees to hold the BUYER, its successors, assignees, employees, representatives and 

administrators fully indemnified and harmless against loss or liability, claim actions or 

proceedings, if any, that may arise from whatsoever nature, caused to the BUYER 

through the action of its employees, agents, contractors, subcontractors, etc. 

(5) The BUYER agrees to inform SI, all breaches and claims of indemnification and agrees to 

grant SI sole authority to defend, manage, negotiate or settle such claims; and make 

available all reasonable assistance in defending the claims and the expenses of such 

activities are directly borne by SI. 

(6) The written demand by the BUYER as to the loss / damages stated in Articles 16.6() to (e) 

shall be final, conclusive and binding on SI and SI agrees and shall be liable to pay on 

demand the actual amount of such loss / damages caused to the BUYER. 

16.7. Personnel during Exit Management. 

(1) At any time during the exit management period, SI shall, subject to applicable laws, 

restraints and regulations (including in particular those relating to privacy) provide to 

the BUYER a list of all employees (with job titles) of SI dedicated to providing the services 

at the commencement of the exit management period. 

(2) If the termination happens and the exit management provisions need to be invoked 

during the SIS Stage, the BUYER will have the right to request the services of the Key 

Personnel of SI to facilitate transfer of knowledge to the BUYER or the Replacement SI as 

per the Schedule VI. 

(3) On the termination of the Contract during O&M Stage, the BUYER will have the right to 

identify SI personnel and demand their presence for knowledge transfer to the BUYER or 

the Replacement SI. 

(4) If the BUYER hires the services of another agency on the expiry of the Contract, or 

16.8. Non Hiring. 

before that, to carry out any next phase of the E-governance solution implementation 

and other applications, SI shall cooperate with the new agency in knowledge transfer 

and the BUYER shall have the right to demand the presence of the required personnel 

from SI for this purpose. 

(1) During the term of the Contract and for a period of one year thereafter, except as 

otherwise provided under this Contract, neither party shall (either directly or indirectly 



through a third party) employ, solicit to employ, cause to be solicited for the purpose of 

employment or offer employment to any employee/s or sub contractor/s of the other 

party, or aid any third person to do so, without the specific written consent of the other 

party. 

(2) The clause does not prevent hiring based on responses by employees to public 

advertisement on any media that are not specifically targeted at the other Party’s 

employees. 



18 Article 17: Information Security And Audit Rights 

17.1. Information Security. 

(1) SI shall also comply with the Information Technology security and standards policies in 

force from time to time at the Project Site of the BUYER and SI, and which the 

BUYERmakes SI aware in writing insofar as the same apply to the Project. 

(2) The Parties to the Contract shall use reasonable endeavours to report forthwith in 

writing to each other all identified attempts (whether successful or not) by unauthorized 

persons (including unauthorized persons who are employees of any Party) either to gain 

access to or interfere with the Project's Data, facilities or Confidential Information. 

(3) SI shall, upon reasonable request by the BUYER participate in regular meetings when 

safety and Information Technology security matters are reviewed. 

(4) The Parties under the Contract shall promptly report in writing to each other any act or 

omission which they are aware that could have an adverse effect on the proper conduct 

of safety and information technology security at the Project Site. 

(5) The Parties acknowledge that high level of security needs to be maintained. All persons 

employed by SI for this Contract shall undergo verification as per regulations in force in 

ASI. SI undertakes to treat information passed on to them under this Contract as 

classified. Such information will not be communicated/published/advertised by SI to any 

person without the express permission of the BUYER. All persons working on this 

Contract shall be required to render a certificate that they have familiarized themselves 

with the provisions of The Indian Official Secret Act 1927. 

(6) Any private, proprietary or classified information which has to be made available by the 

receiving party to a third party for the execution of this Contract, shall be submitted to 

such a third party with the same restrictions as included in this Article. 

(7) SI undertakes to meet the laid down security requirements/stipulations. All the matters 

related to the Contract will be treated as classified and highly confidential and shall not 

be communicated to anybody (except for the purpose of this Contract) or 

published/advertised without the consent of the BUYER. 

17.2. Confidential Information. 

(1) SI recognizes that during the term of the Contract, sensitive Data will be procured and 

made available to it, its sub contractors and agents and others working for or under SI. 

Further, SI also recognises that any improper and unauthorised disclosure or usage of 

the Project Data by any such recipient may constitute a breach of applicable laws 

causing harm not only to BUYER but also the stakeholders whose data is used. SI, its 

subcontractors and agents shall demonstrate utmost care, sensitivity and strict 



confidentiality. Any breach of any confidentiality obligation set out in the Contract, 

including Articles will result in BUYER a right to seek injunctive relief and damages 

suffered or are reasonably likely to be suffered and the cost incurred to mitigate the 

implication of such disclosure or usage, from SI 

(2) “Confidential Information” means any and all information that is or has been received 

by either Party (the “Receiving Party”) from the other Party (the “Disclosing Party”) and 

that: (a) relates to the Disclosing Party; and (b) is designated by the Disclosing Party as 

being confidential or is disclosed in circumstances where the Receiving Party would 

reasonably understand that the disclosed information would be confidential or (c) is 

prepared or performed by or on behalf of the Disclosing Party by its employees, officers, 

directors, agents, representatives or consultants. 

(3) Without limiting the generality of the foregoing, Confidential Information shall mean 

and include any information, data, analysis, compilations, notes, extracts, materials, 

reports, drawings, designs, specifications, graphs, layouts, plans, charts, studies, 

memoranda or other documents, or materials relating to the Licensed Software, the 

modules, the Program Documentation, the Source Codes, the object codes and all 

Enhancements and Updates, services, systems processes, ideas, concepts, formulas, 

methods, know-how, trade secrets, designs, research, inventions, techniques, processes, 

algorithms, schematics, testing procedures, software design and architecture, computer 

code, internal documentation, design and function specifications, product requirements, 

problem reports, analysis and performance information, business affairs, Projects, 

technology, finances (including revenue projections, cost summaries, pricing formulae), 

clientele, markets, marketing and sales programs, client and customer data, appraisal 

mechanisms, planning processes etc. or any existing or future plans, forecasts or 

strategies in respect thereof. 

(4) “Confidential Materials” shall mean all tangible materials containing Confidential 

Information, including, without limitation, written or printed documents and computer 

disks or tapes, whether machine or user readable. 

17.3. Managing Confidential Information. 

(1) The Receiving Party agrees to regard, preserve and keep as secret and confidential 

all confidential information and materials of the Disclosing Party howsoever 

obtained and agrees that it shall not, without obtaining the written consent of the 

Disclosing Party :- 

(i) Disclose, transmit, reproduce or make available any such Confidential 

Information and materials to any person, firm, Company or any other entity 

other than its directors, partners, advisers, agents or employees, who need to 

know the same for the purposes of the Project. The Receiving Party agrees to be 



responsible for ensuring that the usage and confidentiality by its directors, 

partners, advisers, agents or employees is in accordance with the terms and 

conditions of this Contract; or 

(ii) Unless otherwise agreed herein, use any such Confidential Information and 

materials for its own benefit or the benefit of others or do anything prejudicial 

to the interests of the Disclosing Party or its customers or their projects. 

(2) In maintaining confidentiality hereunder, the Receiving Party on receiving the 

Confidential Information and materials agrees and warrants that it shall: 

i. Take at least the same degree of care in safeguarding such Confidential 

Information and materials as it takes for its own Confidential Information of 

like importance and such degree of care shall be at least that which is 

reasonably calculated to prevent such inadvertent disclosure. 

ii. Keep the Confidential Information and materials and any copies thereof 

secure and in such a way so as to prevent unauthorized access by any third 

party. 

iii. Limit access to such Confidential Information and materials to those of its 

directors, partners, advisers, agents or employees who are directly involved 

in the consideration/evaluation of the Confidential Information and bind 

each of its directors, partners, advisers, agents or employees so involved to 

protect the Confidential Information and materials in the manner prescribed 

in this Contract; and 

iv. Upon discovery of any unauthorized disclosure or suspected unauthorized 

disclosure of Confidential Information, promptly inform the Disclosing Party 

of such disclosure in writing and immediately return to the Disclosing Party 

all such Information and materials, in whatsoever form, including any and all 

copies thereof. 

(3) The Receiving Party who receives the Confidential Information and materials agrees 

that on a regular basis or in receipt of a written demand from the Disclosing Party or 

at the end of the contract period or on termination of contract:- 

i. Immediately return all Confidential Materials and all copies thereof provided 

to, or produced by it or its advisers, as the case may be, which is in Receiving 

Party’s possession or under its custody and control; 

ii. Hand over all analyses, compilations, notes, studies, memoranda or other 

documents prepared by it or its associates to the extent that the same 

contain, reflect or derive from Confidential Information relating to the 

Disclosing Party. 



iii. Expunge any Confidential Information relating to the Disclosing Party or its 

projects from any computer, word processor or other device in its 

possession or under its custody and control; and 

iv. Furnish a certificate signed by its director or other responsible 

representative confirming that to the best of his/her knowledge, 

information and belief, having made all proper enquiries the requirements 

of this paragraph have been fully complied with. 

(4) The restrictions in this Article 17.3 shall not apply to: 

i. Any information that is publicly available at the time of its disclosure or 

becomes publicly available following disclosure (other than as a result of 

disclosure by the Disclosing Party contrary to the terms of this Contract); or 

ii. Any disclosure required by law or by any court of competent jurisdiction, the 

rules and regulations of any recognised stock exchange or any enquiry or 

investigation by any governmental, statutory or regulatory body which is 

lawfully entitled to require any such disclosure provided that, so far as it is 

lawful and practical to do so prior to such disclosure, the Receiving Party 

shall promptly notify the Disclosing Party of such requirement with a view to 

providing the Disclosing Party an opportunity to obtain a protective order or 

to contest the disclosure or otherwise agree to the timing and content of 

such disclosure; or 

iii. is identified in writing by the Discloser as no longer proprietary or 

confidential. 

(5) The Receiving Party agrees that its obligation under this Section with respect to 

confidentiality will survive the termination of this Contract 

(6) Confidential Information shall be and remain the property of the Discloser and 

nothing in this Article shall be construed to grant either Party any right or licence 

with respect to the other Party's Confidential Information otherwise than as is 

expressly set out in this Contract. 

(7) Both Parties agree that monetary damages would not be a sufficient remedy for any 

breach of this Article by the other Party and that the BUYER and Partner, as 

appropriate, shall be entitled to equitable relief, including injunction and specific 

performance as a remedy for any such breach. Such remedies shall not be deemed 

to be the exclusive remedies for a breach by a Party of this Article, but shall be in 

addition to all other remedies available at law or equity to the damaged Party. 

(8) In connection with the Project under this Contract, the BUYER may from time to 

time undertake one or more quality assessment reviews for the purpose of 

improving quality of the E-governance solution implementation project. In order for 



such reviews to be frank and candid, for the greatest benefit to the BUYER and SI, 

they shall be kept confidential to the greatest extent possible. The Parties agree that 

any documentation created in connection with such quality assessment reviews 

shall be Confidential Information of the BUYER which is licensed to SI for any internal 

use except that in no event shall such documentation or the results of such reviews 

be discoverable or admissible (or used for any purpose) in any arbitration or legal 

proceedings against the BUYER related to this Contract or the Project. 

(9) SI agrees that all information processed, stored, or transmitted by SI equipment 

belongs to the BUYER. By having the responsibility to maintain the equipment, SI 

agrees not to acquire implicit access rights to the information or rights to 

redistribute the information. 

(10) SI understands and agrees that civil, criminal, or administrative penalties may apply 

for failure to protect information appropriately. 

17.4. Information Ownership 

(1) SI agrees that all information processed, stored, or transmitted by the Project Assets or 

SI Assets for Own Use belongs to the BUYER. By having the responsibility to maintain the 

equipment, SI agrees not to acquire implicit access rights to the information or rights to 

redistribute the information. 

(2) SI understands and agrees that civil, criminal, or administrative implications may arise 

for failure to protect information appropriately. 

(3) SI agrees that 

(i) All customers’, suppliers’, associated organisations and process related 

information of the BUYER is considered as sensitive and will be protected from 

unauthorized disclosure, modification or access. 

(ii) Any sensitive information of the BUYERwould be protected from unauthorized 

disclosure, modification or access. 

(iii) The type of sensitive information that will be found on the BUYER systems that 

SI agrees to support or have access to includes but is not limited to , process 

information, user rights, security features & guidelines, disaster management 

practices etc. 

17.5. Privacy and Security Safeguards. 

(1) SI agrees not to publish or disclose in any manner, under any circumstances the details 

of any security safeguards designed, developed, or implemented by SI under this 

Contract or existing at any of the BUYER locations. 



(2) SI agrees to develop procedures and implementation plans to ensure that IT resources 

(being used during the system integration phase or O&M phase) leaving the control of 

the assigned user (such as being reassigned, removed for repair, replaced,or upgraded) 

are cleared of all the BUYER information, data and sensitive application software. 

17.6. Access for Inspection 

(1) SI shall be obliged to extend all co-operation to the BUYER personnel or the experts 

appointed by the BUYER for purposes of verifying that the Project Systems and the 

Project Facilities and the activities within the project team are operated and maintained 

in compliance with Information Technology Security Policies of ASI. 

(2) Additionally, SI shall, upon prior intimation by the BUYER, provide the BUYER personnel 

or the authorized representatives of the BUYER access to the Project Assets/the Project 

Facilities and documents for inspection and review of operations and also to ascertain 

compliance with any of the requirements under this Contract. 

(3) Without prejudice to the generality of this provision, it is agreed that SI shall in particular 

extend all co-operation to, and provide all information required by the Experts 

appointed by the BUYER for conducting a security audit and verifying that the 

Project/Project Facilities and Services are in strict compliance with the information 

security requirements. 

(4) These audits may include, but are not limited to, a review of access and authorization 

procedures, physical security controls, backup and recovery procedures, Network 

security controls and program change controls. 

(5) SI agrees to provide the BUYER access to various monitoring and performance 

measurement systems (both manual and automated). The BUYER has the right to get 

the monitoring and performance measurement systems (both manual and automated) 

audited without prior approval / notice to SI. 

(6) The audit, access, reporting and inspection rights of the BUYER under this Article shall be 

governed by Schedule IX of the Contract. 



19 Article 18: Indemnities, Limitations of Liabilities 

18.1. Third Party Claims. 

(1) SI undertakes to indemnify the BUYER from and against all losses, claims or damages on 

account of bodily injury, death or damage to tangible personal property arising in favour 

of any person, corporation or other entity (including the BUYER) attributable to SI’s 

performance under this Contract. 

(2) The indemnities set out in this Articles shall be subject to the following conditions :- 

(i) The BUYER, as promptly as practicable, informs SI in writing of the claim or 

proceedings and provides all relevant evidence, documentary or otherwise. 

(ii) The BUYER mayat its option (but shall not be obligated to), at the cost of SI, give SI 

all reasonable assistance in the defense of such claim including reasonable access 

to all relevant information, documentation and personnel provided that the 

BUYER may, at its sole cost and expense, reasonably participate, through its 

attorneys or otherwise, in such defense. 

(iii) If SI does not assume full control over the defense of a claim as provided in this 

Article, the BUYER may participate in such defense at cost and expense of SI. 

(iv) The BUYER shall not prejudice, pay or accept any proceedings or claim, or 

compromise any proceedings or claim, without the written consent of SI. 

(v) All settlements of claims subject to indemnification under this Article will: (i) be 

entered into only with the consent of the BUYER, which consent will not be 

unreasonably withheld and include an unconditional release to the BUYER from 

the claimant for all liability in respect of such claim; and (ii) include any 

appropriate confidentiality agreement prohibiting disclosure of the terms of such 

settlement. 

(vi) The BUYER shall account to SI for all awards, settlements, damages and costs (if 

18.2. Limitation of Liability. 

any) finally awarded in favor of the BUYER which are to be paid to it, in connection 

with any such claims or proceedings; 

(1) SI’s aggregate liability for actual direct damages shall be capped at *x]% of the value of 

the Contract provided that this limit shall not apply to 1) the bodily injury (including 

death) and damage to real property and tangible personal property caused by SI's 

negligence and/or 2) the intellectual property infringement claims as per Article 14. 

(2) SI shall not in any event be liable for any indirect or consequential damages, or for loss 

of profit, business, revenue, goodwill, anticipated savings or Data, or third party claims 



except with respect to bodily injury (including death) and damage to real and tangible 

personal property. 

(3) Neither this Contract nor the services delivered by SI under this Contract grants or 

creates any rights, benefits, claims, obligations or causes of action in, to or on behalf of 

any person or entity (including any third party) other than between the respective 

Parties to this Contract, as the case may be. 

(4) Title and Risk of Loss. SI shall bear the risk of loss on Project Assets, up to the time they 

are transferred and handed over to the BUYER - after which it shall stand transferred to 

the BUYER. SI shall arrange and pay for insurance to cover such item until it is 

transferred. 



19.1. Notices 

20 Article 19: Miscellaneous 

(1) Except as expressly otherwise provided in this Contract, any notice or other document, 

which may be given by either Party under the Contract, shall be given in writing in 

person or by pre-paid recorded delivery post or by facsimile transmission or by email. 

(2) All the notices will be initiated by the designated officers of the respective Parties :- 

(i) BUYER –. 

(ii) SI – Project Manager 

(iii) Buyer - 

(iv) SI – The nominated representative. 

NOTE: All the notices will be sent to the following “principal officers” of both Parties 

with a copy marked to the designated initiating officers of the other party. 

(3) In relation to a notice given under the Contract, any such notice or other document shall 

be addressed to the other Party's address as set out below: 

BUYER : 

Tel: 

Fax: 

SI: Address 

Tel: 

Fax: 

(4) Any notice or other document shall be deemed to have been given to the other Party 

(or, if relevant, its relevant associated company) when delivered (if delivered in person) 

between the hours of 9.00 am and 6.00 pm (or on the next working day thereafter if 

delivered outside such hours) at the address of the other Party set forth above or if sent 

by fax, provided the copy fax is accompanied by a confirmation of transmission between 

the hours of 9.00 am and 6.00 pm (or on the next working days thereafter if delivered 

outside such hours), and 7 working days from the date of posting (if by letter under 

Regd. AD) 

(5) Either Party to the Contract may change its address, telephone number, facsimile 

number and nominated contact for notification purposes by giving the other reasonable 

prior written notice of the new information and its effective date. 

19.2. Independent Contractors. Nothing in this Contract shall be construed as establishing 

or implying any partnership or joint venture between the Parties to this Contract and, 



except as expressly stated in this Contract, nothing in this Contract shall be deemed 

to constitute any Parties as the agent of any other Party or authorizes either Party 

(1) To incur any expenses on behalf of the other Party, 

(2) To enter into any engagement or make any representation or warranty on behalf of the 

other Party, 

(3) To pledge the credit of or otherwise bind or oblige the other Party, 

(4) To commit the other Party in any way whatsoever without in each case obtaining the 

other Party's prior written consent. 

19.3. Sub Contractors.SI shall not subcontract any work related to the following works 

pertaining to the implementation of the E-governance solution to be performed 

under this Contract without the BUYER’s prior written consent. 

(1) Project management for the implementation of the E-governance solution 

(2) Business design and process documentation 

(3) Configuration / customisation of the E-governance solution 

(4) Go Live of the solution 

19.4. Authority For Assignment 

(1) The BUYER may assign this Contract in whole or as part of a reorganization, 

restructuring, consolidation, merger, or as per the decisions of the Ministry of Culture, 

Government of India. 

(2) SI shall not assign the Contract or its rights or its duties under this Contract either in 

whole or in part without the prior written consent of the BUYER, and any attempted 

assignment or delegation without such consent will be void. It is understood that 

transfer of 25% or more voting share capital of SI by one transaction or a series of 

transaction in favour of any person or a group persons shall inter-alia be considered and 

deemed to be an assignment/transfer of this Contract and shall require prior written 

consent of the BUYER. 

19.5. Specific Performance. SI acknowledges and agrees that the BUYER would suffer 

irreparable loss and damage in the event any of the provisions of this Contract are 

not performed in accordance with their specific terms or are otherwise breached. 

Accordingly, SI agrees that BUYER shall be entitled to an injunction or such other 

equitable relief without notice to SI to prevent any breach of the provisions of this 

Contract and to enforce this Contract specifically and the terms and provisions hereof 

in any action instituted in any court having jurisdiction over the Parties and the 

matter, in addition to any other remedy to which the BUYER may be entitled, at law 

or in equity. 



19.6. Waiver.No waiver of any provision of this Contract shall be effective unless set forth 

in a written instrument signed by the Party waiving such provision. No failure or 

delay by a Party in exercising any right, power or remedy under this Contract shall 

operate as a waiver thereof, nor shall any single or partial exercise of the same 

preclude any further exercise thereof or the exercise of any other right, power or 

remedy. Without limiting the foregoing, no waiver by a Party of any breach by any 

other Party of any provision hereof shall be deemed to be a waiver of any subsequent 

breach of that or any other provision hereof. 

19.7. Survival.The termination of this Contract shall in no event terminate or prejudice (a) 

any right or obligation arising out of or accruing under this Contract attributable to 

events or circumstances occurring prior to such termination; (b) the provisions of this 

Contract that by their nature are intended to survive the termination of this Contract, 

including without limitation the provisions dealing with the Representations and 

Warranties of the Parties, Termination, Confidentiality, Indemnity Arbitration, Non- 

Solicitation, Governing Law and Notice respectively. 



21 Schedule I: Costs And Pricing 

 

Table I - The costs and pricing for different work elements/services 

Table II – The unit rates for supplementary work / services/resources 



22 Schedule II: Change Control 

2.1. Purpose. This Schedule applies to and describes the procedure to be followed in the 

event of any proposed change to the scope of work. Such change shall include, but 

shall not be limited to, changes in the scope of services provided by SI, pursuant to 

this Contract, and changes to the terms of payment as stated in the Schedule IV. The 

BUYER and SI recognize that change is an inevitable part of delivering services and 

that a significant element of this change can be accomplished by re-organizing 

processes and responsibilities without a material effect on the cost. SI will endeavor, 

wherever reasonably practicable, to effect change without an increase in the terms of 

payment as stated in the Schedule IV, and The BUYER will work with SI to ensure that 

all changes are discussed and managed in a constructive manner. 

2.2. Change Control Note (CCN). 

(1) Change requests in respect of the Contract, the scope of work, the Deliverables, the 

acceptance criteria for the Deliverables, the Project management, or the Operation and 

Maintenance and the Implementation Services will emanate from the Parties' respective 

relevant Project representatives who will be responsible for obtaining approval for the 

change and who will act as its sponsor throughout the change control process and will 

complete Part A of the CCN given under section 2.7. CCNs will be presented to the other 

Party's Programme Manager who will acknowledge receipt by signing the CCN. 

(2) SI and the BUYER, while preparing the CCN, shall consider the change in the context of 

the following parameter, namely whether the change is beyond the scope of services 

pursuant to the Contract including ancillary and concomitant services required and as 

detailed in the RFP and is suggested and applicable only after the configuring, testing, 

commissioning and acceptance of the E-governance solution, as set out in this Contract. 

(3) It is hereby also clarified that the costs for the changes brought in after project sign-off 

2.3. Quotation. 

will be calculated on the basis of implementation cost and blended man-month rate 

quoted by SI in its bid and estimated blended man-month effort to be submitted by SI 

prior to taking up the change control note and accepted by the BUYER. 

(1) SI shall assess the CCN and complete Part B of the CCN. In completing Part B of the CCN, 

SI shall provide as a minimum :- 

(i) A description of the change. 



(ii) A list of deliverables required for implementing the change. A timetable for 


(iii) An estimate of the timelines or effort of any proposed change. 

(iv) The unit of measure to cost the change (either the resource cost as indicated in 

the proposal or as a work element as mentioned in the proposal of SI). 

(v) Any relevant acceptance criteria. 

(vi) An assessment of the value of the proposed change. 

(vii) Material evidence to prove that the proposed change is not already covered 

within the scope of the Project and the implementation services. 

(viii) Description of the circumstances which influenced the origin of this change. 

(ix) Alternative options possible to address the change if any and the implications of 

these alternative options. 

(2) Prior to submission of the completed CCN to the BUYER, or its nominated agencies, SI 

will undertake its own internal review of the proposal and obtain all necessary internal 

approvals. As a part of this internal review process, SI shall consider the materiality of 

the proposed change in the context of the Contract, the scope of implementation 

services, the deliverables, the Project Management, Operation and Maintenance 

affected by the change and the total effect that may arise from implementation of the 

change. 

(3) Materiality criteria will be established by the BUYER and the SI's Programme Manager. 

Changes requiring no escalation of authority can be implemented. Discussion and 

Contract as to materiality will be held in accordance with the Schedule V. 

2.4. Costs.Each Party shall be responsible for its own costs incurred in the quotation, 

preparation of CCNs and in the completion of its obligations described in this process 

provided SI meets the obligations as set in the CCN. In the event SI is unable to meet 

the obligations as defined in the CCN then the cost of getting it done by third party 

will be borne by SI. 

2.5. Reporting. Change requests and CCNs will be reported monthly to each Party's 

Programme Managers who will prioritize and review progress. 

2.6. Obligations. SI shall be obliged to implement any proposed changes once the 

approval in accordance with clauses above has been given, with effect from the date 

agreed for implementation. 

2.7. Change Control Note. 

Change Control Note CCN Number: 



Part A: Initiation 

Title: 

Originator: 

Sponsor: 

Date of Initiation: 

Details of Proposed Change 

(To include reason for change and appropriate details/specifications. Identify any 

attachments as A1, A2, and A3 etc.) 

Authorized by THE 

BUYER 

Name: 

Signature: 

Received by the 

Operator 

Name: 

Signature: 

Date: 

Date: 

Change Control Note CCN Number: 

Part B : Evaluation 

(Identify any attachments as B1, B2, and B3 etc.) 

Changes to Services, charging structure, payment profile, documentation, training, services 

and component working arrangements and any other contractual issue. 



Brief Description of Solution: 

Impact: 

Deliverables: 

Timetable: 

Charges for Implementation: 

(including a schedule of payments) 

Other Relevant Information: 

(including value-added and acceptance criteria) 

Authorized by the 

Operator 

Name: 

Signature: 

For the THE BUYER and its nominated 

agencies 

Date: 

For SI 



Signature Signature 

Name Name 

Title Title 

Date Date 

Change Control Note 

Part C : Authority to Proceed 

Implementation of this CCN as 

submitted in Part A, in accordance with 

Part B is: (tick as appropriate) 

Approved 

Rejected 

Requires Further Information (as 

follows, or as Attachment 1 etc.) 

For the THE BUYER and its nominated 

agencies 

CCN Number : 

For SI 


Name Name 

Title Title 

Date Date 

2.8. Amendment to the Contract. 

Amendment Note Amendment Number: 

Part A: Initiation 



Title: 

Originator: 

Date of Initiation: 

Details of Amendment 

(To include reason for amendment and appropriate details/specifications. Identify any 

attachments as A1, A2, and A3 etc.) 

The clause or 

schedule of the 

Contract (the original 

wording) 

The clause or 

schedule of the 

Contract – changed 

wording 

Validated by PM of 

THE BUYER 

Name: 

Signature: 

Date: 

Validated by PM of SI Date: 

Name: 

Signature: 

Change Control Note 

Part C : Authority to Incorporate (tick as 

Amendment Number : 



appropriate) 

Approved 

Rejected 

Requires Further Information (as 

follows, or as Attachment 1 etc.) 

For the BUYER and its nominated agencies 

For the SI 


Name Name 

Title Title 

Date Date 



23 Schedule III: Specifications for Supply And Services 

 



24 Schedule IV: Terms of Payment Schedule 

 



25 Schedule V: Governance 

5.1. The Governance Structure and Governance Procedure. 

(1) There will be a Project Management Committee for managing the Project. The 

committee of the governance structure are duly constituted within seven days of signing 

the Contract: 

(2) The “Project Management Committee” will consist of :- 

(i) . 

(ii) 

(iii) 

(3) The principal officers: – and the Representative of SI will be 

“Principal Officers” with authority and responsibility for initiating actions for dispute 

resolution, overcoming the impact of events, facilitating consultation and initiating 

notices which will have impact on the continuity and content of the Contract. 

5.2. Project Manager. 

(1) The relationship under this Contract will be managed by the Project Managers appointed 

by each Party, who will provide the interface between the executive officers of the 

respective Parties. 

(2) In the case of the BUYER the Project Manager will be an individual who is appointed by 

. In the case of SI, the Project Manager will be an 

individual who is on the rolls of SI. In the event that either Party wishes to substitute its 

Project Manager, it will do so in manner in which the original appointment is made and 

notify the other Party of such substitution as soon as reasonably practicable but at the 

latest within fourteen days of the substitution. 

(3) The Project Managers shall have responsibility for maintaining the interface and 

communication between the Parties. 

(4) The Director BUYER.The Director from the BUYER will be single point of contact (SPOC) 

for SI. The responsibilities of Director (Buyer) include the following :- 

(i) Provide access to information required and available with BUYER for the 

engagement. 

(ii) Own Project Plan, Project Communication and Team Coordination. 

(iii) Project Reporting and Communication. 

(iv) Project issue resolution. 

(v) Initiate Change Control process, where required. 

(vi) Expedite approvals and clarifications raised by SI and the BUYER team. 



(vii) Provide access to physical resources as outlined above. 

(viii) Nominate specific executives from within the BUYER for the Project for a specific 

process and activity and responsibility. 

(ix) Coordinate with the BUYER Management on any specific aspects requiring their 

approval. 

(x) Initiating the notices as applicable. 

(5) The Project Manager SI. The Project Manager assumes overall responsibility for the 

assignment and ensures that all resources required are made available and the 

engagement is carried out according to agreed implementation plans. He/she shall 

function as the primary channel of communication for all the BUYER requirements to SI. 

The responsibilities of Project Manager include the following :- 

(i) Overall responsibility for operations of SI at the Project site. 

(ii) Lead the Project team of SI. 

(iii) Ensure successful completion of unit tests and integration tests for all 

development activity. 

(iv) Ensure that all phases of the development activity are duly signed off by the 

BUYER. 

(v) He / She will handle all the issues at the BUYER relating to implementation project. 

(vi) Walk-through of Business Blue Print, ensure sign off of detailed design and 

coordinate testing activities. 

(vii) Project Reporting and Communication. 

(viii) Project issue resolution. 

(ix) Initiating the notices as applicable. 

5.3. Project Management Committee. 

(1) Project Management Committee will meet formally on a periodical basis at a time and 

location (either physically at one place or through teleconferencing facility) to be agreed 

between them. These meetings will cover, as a minimum, the following agenda items :- 

(i) Consideration of monthly Performance Reports. 

(ii) Consideration of matters arising out of the Schedule II. 

(iii) Issues escalated in accordance with the escalation procedure as set out in the 

Schedule V. 

(iv) Matters to be brought before the Project Management Committee in accordance 

with the Contract and the Schedules. 



(v) Any matter brought before the Project Management Committee by SI or the 

BUYER under this Schedule. 

(vi) Any other issue which either Party wishes to add to the agenda. 

5.4. Purpose of Governance Procedures.The purpose of Governance procedure is to:- 

(1) Establish and maintain the formal and informal processes for managing the relationship 

between the BUYER and SI (including the outputs from other Schedules to this Contract). 

(2) Define the principles that both Parties wish to follow to ensure the delivery of the 

Services. 

(3) Ensure the continued alignment of the interests of the Parties. 

(4) Ensure that the relationship is maintained at the correct level within each Party. 

(5) Create the flexibility to revise and maintain the relationship and this Contract during the 

Term of the contract. 

(6) Set out the procedure for escalating disagreements and resolving disputes. 

(7) Enable Contract administration and performance management. 

5.5. Governance Procedures 

(1) The agenda for each meeting of the Project Management Committee, shall be set to 

reflect the discussion items referred to above and extraordinary items may be added 

either with the Contract of the Parties or at the request of either Party. Copies of the 

agenda for meetings of the Committees, along with relevant pre-reading material, shall 

be distributed at least one week in advance of the relevant meeting. 

(2) SI shall be responsible for bringing in the representatives of the OEMs, if requisitioned 

by the BUYER as special invitees to participate in the meetings of the Project 

Management Committee, to discuss or resolve any issues arising out of or requiring the 

involvement of the OEMs in the Project. 

(3) All meetings and proceedings will be documented; such documents to be distributed to 

both Parties and copies shall be kept as a record. All actions, responsibilities and 

accountabilities arising out of any meeting shall be tracked and managed. 

(4) The Parties shall ensure as far as reasonably practicable that the Project Management 

Committee shall resolve the issues and resolve the objectives placed before them and 

those members representing that Party are empowered to make relevant decisions or 

have easy access to empowered individuals for decisions to be made to achieve this. 

(5) In the event that there is any material factor which affects the Project or the terms of 

payment as stated in the Schedule IV, the Parties agree to discuss in the Project 

Management Committee any appropriate amendment to the Contract or Statement of 

Works including any variation to the terms of payment as stated in the Schedule IV. Any 



variation so agreed shall be put forward to the Executive Committee (EC) for approval 

and action. 

(6) Any amendments to the Contract or any supplements to be added to the Contract will 

be discussed by the Project Management Committee. These documents will become 

part of the Contract after being duly signed by the authorised representatives of the 

BUYER and SI. 

5.6. Escalation Procedures 

(1) Irrespective of the nature of disputes, events, and defaults, the notices for discussion or 

resolution will follow the escalation procedures. 

(2) The initiation of the escalation activities, other than the ones for termination and 

arbitration, will be from the Project Management Committee or its members. 

(3) The escalations will follow the guidelines listed for each type of notices. 

5.7. Procedure for Issuing Notices 

(1) Subject to the provisions hereof, all notices hereunder shall be issued as per Article 19.1 

(Notices) of this Contract. 

(2) If the responding party fails to respond to the notice within 21 days of a notice, a 

maximum of one more notice to the same effect may be issued to the party. 

(3) If the responding party does not respond to two notices, it is treated as wilful violation 

of the Contract and the actions related to breach of Contract will come into force. 

5.8. Notices on Disputes 

(1) Either Party (“Claimant”) shall first submit any dispute or disagreement (dispute notice) 

between the Parties arising out of or relating to and/or in connection with this Contract 

which is not a material breach of this Contract (a "Disputed Matter") to the , with a copy to the other Party. 

(2) The dispute notices will be a written notice and shall be accompanied by :- 

(i) A statement by the Claimant describing the Disputed Matter in reasonable detail. 

(ii) Documentation, if any, supporting the Claimant's position on the Disputed Matter. 

(3) The other Party ("Respondent") shall have the right to respond to the Dispute Notice 

within 7 days after receipt of the Dispute Notice. 

(4) The two designated authorities from both the parties will resolve the dispute through 

mutual discussions 

(5) The minutes of the meeting of the proceedings of the committees will serve as the basis 

for action on disputes, withdrawal of notice, or taking matter to arbitration. 



5.9. Notice for Consultation 

(1) The Party shall submit a notice for consultation for an event of default to the , with a copy to the other Party, 

(2) The consultation notice will be accompanied by :- 

(i) Description of the event of default. 

(ii) The date and circumstances of default. 

(iii) Documentary evidence if any of the event of default. 

(3) The other Party ("Respondent") shall have the right to respond to the Consultation 

Notice within 7 days after receipt of the Consultation Notice. 

(4) The respective authorities will initiate the remedial process, with specific action and 

timelines for action (not exceeding 90 days) to rectify the event of default, through 

mutual discussions. 

(5) The minutes of the meeting of the proceedings of the committees will serve as the basis 

for action on consultation, withdrawal of notice or termination. 

5.10. Notice of an Event 

(1) The Affected Party shall give notice on the event to the other Party of the occurrence of 

any event within 7 (seven) days after the Affected Party knew, or ought reasonably to 

have known, of its occurrence. 

(2) The Notice shall include details of :- 

(i) The nature, time of occurrence and extent of the Force Majeure Event with 

documentary evidence in respect thereof. 

(ii) If the event is due to Change in Law, a certified copy of the changed law, the 

effective date of the law and a copy of the earlier law which was applicable when 

the Contract came into effect. 

(iii) If the event is due to Change in Law, the notice will also include the list of articles 

or part of the articles which will be impacted and suggestions if any for 

modification. 

(iv) Description of the adverse effect it has or is likely to have on the performance of 

the party’s obligations under this Contract. 

(v) The duration or estimated duration and the effect or probable effect the Event has 

or will have on the Affected Party’s ability to perform its obligations or any of 

them under this Contract. 



(vi) The measures which the Affected Party has taken or proposes to take, to alleviate 

the impact of the Event or to mitigate the damage; and 

(vii) Any other relevant information. 

(3) If the notice of an event is accepted by the other Party as valid, the two Principal Officers 

will initiate the actions required to be undertaken and the periodicity (at least once in a 

month) for the affected party to submit reports on the event to the other party. 

5.11. Notices on Arbitration and Termination 

(1) Notice for arbitration or termination will be issued when all the mechanisms of dispute 

resolution listed in the governance procedure have failed to resolve or overcome the 

event. 

(2) The minutes of the EC will be the basis for issuing arbitration and/or termination notices. 

(3) The arbitration and termination notices will include :- 

(i) The details of events, default or disputes leading to arbitration or termination. 

(ii) In case of termination, a deadline and a plan of action for exit management. 

5.12. Declaration of “Go- Live”. 

(1) The two Project Managers from the Buyer and SI, after satisfactory completion of all the 

activities as listed in the section on scope of SIS of the Article 3, and after scrutinizing all 

the inspection reports, audit findings, Contracts, licensing agreements etc. will initiate 

jointly the notice for declaring “Go Live”. 

(2) The “Go Live” notice is submitted to the “Project Management Committee” for action. 

(3) Within fifteen days of receiving the notice the Project ManagementCommittee will 

decide on the actions to be taken on “Go Live”. 

(4) If the project ManagementCommittee approves the Go-Live notice, the same is 

submitted to the EC. 

(5) The Go Live date comes into effect only when the EC approves the notice for Go Live. 

(6) In the event that any of the approving committees do not approve or suggest further 

action, the notices are reinitiated only after the recommended actions have been 

satisfactorily completed. 



6.1. Initiation. 

26 Schedule VI: Exit Management 

(1) This schedule sets out the provisions, which will apply on expiry or termination of the 

Contract, during the SIS Stage and O&M Stage of the Project. 

(2) In the case of termination of the Contract, the Parties shall agree at that time whether, 

and if so during what period, the provisions of this schedule shall apply. 

(3) In case of expiry of the Contract or part of the contracted service, the provisions of this 

schedule come into effect three months before the Contract for the particular service 

comes to an end. 

(4) However, if the BUYER, in the intervening period, invokes the provisions of the Contract 

and extends the term of the Contract for the particular service, the provisions of the 

schedule will not come into effect. 

(5) The Parties shall ensure that their respective associated entities carry out their 

respective obligations set out in this Schedule. 

6.2. Exit Management Plan. 

(1) On the initiation of the provisions of the exit management schedule by the BUYER, SI 

shall provide the BUYER with a recommended exit management plan which shall 

deal with at least the following aspects of exit management in relation to the 

Contract or the particular service of the Contract. 

(2) A detailed program of the transfer process that could be used in conjunction with a 

Replacement SI or the BUYER’s Project team 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. 

(3) Plans for the communication with such of SI's , staff, suppliers, and any related third 

party as are necessary to avoid any material detrimental impact on Project’s 

operations as a result of undertaking the termination or expiry. 

(4) The proposed arrangements for the segregation of communication means 

(including but not limited to transfer of data in electronic forms, emails etc.) from 

the Networks employed by the BUYER and identification of specific security tasks 

necessary for ensuring this. 

(5) Plans for provision of contingent support to the BUYER and Replacement SI for a 

reasonable period after transfer. 

(6) The plan for settling the payments and claims pursuant to the Contract, if applicable. 

(7) The list of services to be rendered by SI, during the exit management period. 



(8) The acceptance mechanisms for successful completion of exit management. 

(9) Payments during the Exit Management period shall be made in accordance with the 

Schedule IV. 

(10) This Exit Management plan shall be furnished in writing to the BUYER within 7 days 

from the date on which the action for termination is initiated or ninety days prior to 

the date of expiry of the Contract. 

6.3. SI Obligations on Termination.On termination or expiry of the Contract, the 

obligations of the SI are listed below and these shall be applicable on the basis of the 

last milestone achieved by SI prior to termination :- 

(1) Hand over the possession of the Development Site, Project Assets, ASI Supplied 

Equipment and Documentation to the BUYER or its nominee. 

(2) Transfer all rights, titles and interests in such Project Assets (as the BUYER in its sole 

discretion may determine) to the BUYER or its nominee and transfer information which 

are required to be transferred to the BUYER in accordance with this Contract and 

execute such deeds and documents as may be necessary for the aforesaid purposes 

including completing all legal or other formalities required in this regard. 

(3) Hand over to the BUYER or its nominee all documents including, but not limited to, 

process specifications, testing specifications, test results, manuals and records relating 

to operation and maintenance of the software and hardware. 

(4) Transfer/assign or cause to be transferred/assigned to the BUYER or its nominee any 

OEM contracts which are valid and subsisting and those OEM Contracts which the BUYER 

has chosen to take over, and, cancel or cause to be cancelled such OEM contracts which 

are not to be transferred/assigned to the BUYER or its nominee. For this purpose, SI shall 

ensure that all OEM Contracts are assignable in favor of the BUYER or its nominee 

without any further action on part of the respective counterparties. SI shall entirely at its 

cost, terminate all such OEM contracts which are not transferred/assigned and/or are 

not required to be transferred/assigned to the BUYER. 

(5) Transfer/assign all the warranties for the hardware and software, in favour of the BUYER 

or its nominee, which are required by the BUYER to continue to operate or use, either 

during the SIS Stage or O&M Stage. 

(6) At its cost, remove within 90 (ninety) days from expiry of the Contract, from the Project 

Site, any moveable assets that are not taken over by or not to be transferred to the 

BUYER in terms of the provisions of this Contract. 

(7) SI shall extend all support for the exit without service disruption as per the conditions 

under this Schedule. 



6.4. Confidential Information, Security and Data.SI will promptly on the commencement 

of the exit management period, hand over to the BUYER the following :- 

(1) Information relating to the current services rendered and customer satisfaction surveys 

and performance data relating to the performance of sub Contractors in relation to the 

services. 

(2) Documentation relating to Project’s Intellectual Property Rights. 

(3) The data belonging to the BUYER and Confidential Information. 

(4) All current and updated data of the Project as is reasonably required for purposes of the 

BUYER or its nominated agencies, transitioning the services to its Replacement SI in a 

readily available format nominated by the BUYER. 

(5) All other information (including, but not limited to, documents, records and Contracts) 

relating to the services reasonably necessary to enable the BUYER or its nominated 

agencies, or its Replacement SI to carry out due diligence in order to transition the 

provision of the services to the BUYER or its nominated agencies, or its Replacement SI 

(as the case may be). 

(6) Before the expiry of the exit management period, SI shall deliver to the BUYER; all new 

or up-dated materials from the categories set out in Article above and shall not retain 

any copies thereof, except that SI shall be permitted to retain one copy of such materials 

for archival purposes only. 

(7) Before the expiry of the exit management period, unless otherwise provided under the 

Contract, the BUYER shall deliver to SI all forms of SI’s confidential information, which is 

in the possession or control of the BUYER or its users. 

6.5. Knowledge Transfer. 

(1) SI will undertake the following activities to ensure that the knowledge about the entire 

Information Technology system including, but not limited to, Data Centres, Disaster 

Recovery Centres, the Networks, the applications, customised solution, the design and 

operational characteristics of these systems are transferred to the Buyer Team or the 

Replacement SI. The activities will be aimed at :- 

(i) Knowledge transfer of operations. 

(ii) Knowledge transfer of technology 

(iii) Knowledge transfer of processes 

(2) Some of the key activities to be carried out by SI for knowledge transfer will be :- 

(i) Documents walk through to explain design and characteristics. 

(ii) The code walkthrough to explain the characteristics of the software applications. 



(iii) Joint operations of key activities or services of help desk, Data Centre and DR 

centre operations. 

(iv) Briefing sessions on process and process documentation. 

(v) Walk through the logs of the bugs, the changes to the codes etc. 

(vi) Briefing sessions on applications, the way these are deployed and integrated. 

(3) Transfer technology and up-to-date know-how relating to operation and maintenance of 

6.6. Employees. 

the software and hardware. 

(1) Since the Project team of SI is critical for effective knowledge transfer and exit 

management, SI will comply with the obligations set out in Article 16.7 of the Contract 

and ensure the following during the exit management period :- 

(i) At least 75% of the key personnel as identified in the Schedule VIII are available for 

joint operations and knowledge transfer. 

(ii) At least 75% of the operations team is staffed with people with minimum 

proficiency as listed in the Schedule VIII. 

(2) Ensure that all the employees who worked on the Project have followed the clauses in 

the Article 14 and Article 17 of this Contract. 

(3) Ensure that the exiting employees have followed the security guidelines of the ASI 

premises. 

6.7. General Obligations of SI. 

(1) SI will involve the services of the OEMs as the case may be, for the purpose of executing 

the exit management plans, without any costs to the BUYER. 

(2) SI shall provide all such information as mentioned in the above clauses in order to affect 

as seamless a handover as practicable in the circumstances. 

(3) For the purposes of this Schedule, anything in the possession or control of SI, any 

associated entity, or is deemed to be in the possession or control of SI. 

(4) SI shall commit adequate resources to comply with its obligations under this Exit 

Management Schedule. 

(5) The task of SI with reference to the exit management is deemed to be complete only 

when the Project Manager SI of the BUYER issues a satisfactory completion certificate 

for the “exit management plan”. 



6.8. BUYER’s Obligations on Termination. On termination of the Contract, the BUYER’S 

obligations towards SI will be as follows:- 

(1) The BUYER confirms that the payment for the last milestone achieved by SI will be 

expedited subject to the set off rights. 

(2) The BUYER shall extend all support for the knowledge transfer activities as per this 

Schedule VI. 



27 Schedule VII: List of Assets 

 



8.1. The List of Key Personnel. 

28 Schedule VIII: Personnel 

 

8.2. The Procedure for Replacing Key Personnel. 

(1) SI will give an advanced notice in writing of not less than four weeks on its intention to 

replace the core team member. 

(2) After getting the approval of the BUYER, SI will propose an equivalent profile as 

replacement to the BUYER. 

(3) The BUYER or its authorized representative will evaluate the profile and indicate the 

acceptance / rejection of the profile. The BUYER may seek a personal interview of the 

person being proposed. 

(4) After getting the approval of the BUYER, SI will ensure that there will be sufficient time 

for the replacement person to work with the person being replaced, for transferring the 

project specific knowledge to him/her. 

(5) If the proposed profile is rejected by the BUYER, SI will provide alternate profiles, till 

there is an acceptable profile. 

(6) The costs associated with replacements like conducting interviews, travel costs of the 

replacement profile will be completely borne by SI 

(7) The format for submitting the profiles of replacement for core team members should be 

as below:- 



Name of the person 

Role in the Project 

Qualification 

Total number of years of experience 

Number of years with the current company (the bidder) 

Functional area / expertise 

Area of certification 

Number of complete life cycle implementations carried 

out 

The names of customers. (Please provide the relevant 

names) 

The functional areas /processes implemented 



29 Schedule IX: Audit, Access, And Reporting 

9.1. Purpose. This Schedule details the audit, access and reporting rights of the BUYER 

and respective obligations of SI under the Contract. 

9.2. Audit Notice and Timing. 

(1) As soon as reasonably practicable after the Effective Date, the Parties shall use their best 

endeavours to agree to a timetable for routine audits during the Project.Such time table 

may be reviewed every 3 months. During the Term, the BUYER or its nominated agencies 

shall conduct routine audits in accordance with such agreed timetable and shall not be 

required to give SI any further notice of carrying out such audits. 

(2) The BUYER may conduct non-timetabled (adhoc) audits at its own discretion if it 

reasonably believes that such non-timetabled audits are necessary as a result of an act 

of fraud by SI, a security violation, or breach of confidentiality obligations by SI, provided 

that the requirement for such an audit is notified in writing to SI a reasonable period 

time prior to the audit (taking into account the circumstances giving rise to the 

reasonable belief) stating in a reasonable level of detail the reasons for the requirement 

and the alleged facts on which the requirement is based. If SI considers that the non- 

timetabled audit was not appropriate, the matter shall be referred to the escalation 

procedure as set out in the Schedule V. 

(3) The frequency of audits shall be six (6) monthly, provided always thatthe BUYER or ASI 

shall endeavour to conduct such audits with the lowest levels of inconvenience and 

disturbance as practicable being caused to SI. 

(4) The audit and access rights contained shall survive the termination or expiration of the 

Contract for a period of twenty-four(24) months. 

9.3. Access. SI shall provide to the BUYER or its nominated agencies, or its or their 

authorised representatives, reasonable access to employees, subcontractors, 

suppliers, third party facilities, including leased premises, Data Recovery Centres, 

documents, records and systemsreasonably required for audit and shall provide all 

such persons with routine assistance in connection with the audits and inspections. 

The BUYER or its nominated agencies during the audit shall have the right to copy 

and retain copies of any relevant records. SI shall make every reasonable effort to co- 

operate with them in effecting the Audit. 

9.4. Audit Rights. 

(1) The BUYER shall have the right to audit and inspect suppliers, agents, third party 

facilities, including leased premises, Data recovery centres, documents, records, 



procedures and systems relating to the Project, but only to the extent that they relate to 

these , as shall be reasonably necessary to verify:- 

(i) The security, integrity and confidentiality availability of all the BUYER Data 

processed, held or conveyed by SI on behalf of the BUYER or its nominated 

agencies and its Usersand documentation related thereto; 

(ii) That SI has complied with the relevant technical standards, and has adequate 

internal controls in place; and 

(iii) The compliance of SI with any other obligation under the Contract. 

(iv) SI’s internal cost records shall be excluded for the purpose of audit 

(v) That the actual level of performance of the Services is the same as that specified in 

the Service Level Agreement 

9.5. Audit Rights of Sub-Contractors, Suppliers and Agents. 

(1) SI shall use reasonable endeavours to achieve the same audit and access provisions as 

defined in this Schedule with sub-Contractors, suppliers and agents who supply labour, 

services, materials in respect of the services. SI shall inform the BUYER, prior to 

concluding any sub-Contract or supply agreement, of any failure to achieve the same 

rights of audit and/or access. 

(2) Reporting.SI will provide reports to the BUYER regarding any specific aspects of the 

Project and in context of the audit and access information as required by the BUYER 

9.6. Action and Review. 

(1) Any change or amendment to the systems and procedures of SI, or sub-Contractors, 

where applicable, arising from the audit report shall be agreed within thirty (30) 

calendar days from the submission of the said report. 

(2) Any discrepancies identified by any audit pursuant to this Schedule shall be immediately 

notified to the who shall determine what action 

should be taken in respect of such discrepancies in accordance with the terms of the 

Contract. 

9.7. Records and Information. For the purposes of audit in accordance with this 

Schedule, SI shall maintain true and accurate records in connection with the 

provision of the services and SI shall handover all the relevant records and 

documents upon the termination or expiry of the Contract.

Project Requirements - Archaeological Survey of India

You also want an ePaper? Increase the reach of your titles

Delete template?

Save as template?