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E-GOVERNANCE

MISSION MODE PROJECT

(MMP)

CRIME AND CRIMINAL TRACKING

NETWORK & SYSTEMS

RFP FOR SELECTION OF SYSTEM

INTEGRATOR

VOLUME – II: Commercial and Bidding

Terms

RELEASED BY:

Rajasthan Police

Government of Rajasthan

Mission Mode Project-CCTNS Request for Proposal (RFP) Vol-II -CCTNS Rajasthan

Rajasthan Police of 121

Table of Contents

LIST OF ABBREVIATIONS / ACRONYMS ................................................................................. 5

1 INVITATION FOR BID (IFB) AND NOTICE INVITING BID (NIB) ........................... 11

2 INSTRUCTION TO BIDDERS ............................................................................................... 14

2.1 INTRODUCTION ....................................................................................................................... 14

2.2 SALE OF BIDDING/ TENDER DOCUMENTS ................................................................................ 14

2.3 PRE-BID MEETING/ CLARIFICATIONS ...................................................................................... 14

2.4 CHANGES IN THE BIDDING DOCUMENT ................................................................................... 15

2.5 PERIOD OF VALIDITY OF BIDS .................................................................................................. 15

2.6 FORMAT AND SIGNING OF BIDS ............................................................................................... 15

2.7 COST & LANGUAGE OF BIDDING .............................................................................................. 16

2.8 ALTERNATIVE/ MULTIPLE BIDS .............................................................................................. 17

2.9 BID SECURITY ......................................................................................................................... 17

2.10 DEADLINE FOR THE SUBMISSION OF BIDS ................................................................................ 18

2.11 WITHDRAWAL, SUBSTITUTION, AND MODIFICATION OF BIDS .................................................. 19

2.12 OPENING OF BIDS ................................................................................................................... 19

2.13 SELECTION METHOD:.............................................................................................................. 20

2.14 CLARIFICATION OF BIDS .......................................................................................................... 20

2.15 OVERALL EVALUATION PROCESS ............................................................................................. 20

2.16 PRE-QUALIFICATION CRITERIA ............................................................................................... 21

2.17 SUB-CONTRACTING ................................................................................................................. 24

2.18 EVALUATION OF TECHNICAL PROPOSALS ................................................................................. 24

2.19 TECHNICAL EVALUATION SCORING MATRIX:........................................................................... 27

2.20 NON-MATERIAL NON-CONFORMITIES IN BIDS ..................................................................... 31

2.21 TECHNICAL PROPOSAL ............................................................................................................ 31

2.22 TABULATION OF TECHNICAL BIDS ....................................................................................... 32

2.23 EVALUATION & TABULATION OF COMMERCIAL BIDS ............................................................ 33

2.24 CORRECTION OF ARITHMETIC ERRORS IN COMMERCIAL BIDS ............................................. 34

2.25 COMPARISON OF RATES OF FIRMS OUTSIDE AND THOSE IN RAJASTHAN ................................ 34

2.26 PRICE AND PURCHASE PREFERENCE IN EVALUATION ............................................................ 34

2.27 NEGOTIATIONS WITH BIDDER ................................................................................................. 34

2.28 EXCLUSION OF BIDS AND DISQUALIFICATION ...................................................................... 35



2.29 LACK OF COMPETITION ........................................................................................................ 36

2.30 ACCEPTANCE OF THE SUCCESSFUL BID AND AWARD OF CONTRACT ....................................... 36

2.31 INFORMATION AND PUBLICATION OF AWARD ........................................................................... 37

2.32 RAJASTHAN POLICE’S RIGHT TO ACCEPT OR REJECT ANY OR ALL BIDS .................................. 37

2.33 ADVANCE BANK GUARANTEE ............................................................................................... 37

2.34 PERFORMANCE SECURITY DEPOSIT (PSD) .......................................................................... 38

2.35 EXECUTION OF CONTRACT ................................................................................................... 39

2.36 CONFIDENTIALITY ............................................................................................................... 39

2.37 CANCELLATION OF PROCUREMENT PROCESS ............................................................................ 39

2.38 CODE OF INTEGRITY FOR BIDDERS....................................................................................... 40

2.39 INTERFERENCE WITH PROCUREMENT PROCESS ................................................................... 41

2.40 APPEALS .............................................................................................................................. 41

2.41 STAY OF PROCUREMENT PROCEEDINGS .................................................................................... 43

2.42 VEXATIOUS APPEALS & COMPLAINTS ................................................................................... 43

2.43 OFFENSES BY FIRMS/ COMPANIES ....................................................................................... 43

2.44 DEBARMENT FROM BIDDING ............................................................................................... 44

2.45 MONITORING OF CONTRACT ................................................................................................ 45

2.46 RISK AND PURCHASE ........................................................................................................... 45

3 IMPLEMENTATION PLAN, PAYMENT TERMS AND SCHEDULE ........................... 47

3.1 IMPLEMENTATION AND ROLL OUT PLAN..................................................................... 47

3.2 PAYMENT SCHEDULES AND MILESTONES ................................................................................ 50

3.2.1 Payment Schedule......................................................................................................... 50

4 FORMATS .................................................................................................................................. 56

4.1 FORMATS FOR THE PRE-QUALIFICATION RESPONSE ............................................... 56

4.2 FORMATS FOR THE TECHNICAL BID RESPONSE (WITH SIGN AND COMPANY SEAL) ..... 64

4.2.1 Undertaking on Patent Rights ..................................................................................... 64

4.2.2 Undertaking on Conflict of Interest ............................................................................ 65

4.2.3 Non-Malicious Code Certificate................................................................................... 66

4.2.4 Undertaking On Pricing of Items of Technical Response .......................................... 67

4.2.5 Undertaking on Offline Functionality ........................................................................ 68

4.2.6 Undertaking on Provision for Required Storage Capacity ....................................... 69

4.2.7 Undertaking on Compliance and Sizing of Infrastructure ....................................... 70



4.2.8 Undertaking on Provision of Support for Software .................................................. 71

4.2.9 Undertaking on Service Level Compliance................................................................. 72

4.2.10 Undertaking on Deliverables ....................................................................................... 73

4.2.11 Undertaking on Training the Users ............................................................................ 74

4.2.12 Undertaking on Support to Certification ................................................................... 75

4.2.13 Undertaking on Exit Management and Transition ................................................... 76

4.2.14 Undertaking on Continuous Improvement ................................................................ 77

4.2.15 Undertaking on Personnel ........................................................................................... 78

4.2.16 Undertaking on Provision of Work Environment at SCRB....................................... 80

4.2.17 Undertaking on request for Changes to the Contract Clauses by the bidder .......... 81

4.2.18 Undertaking from OEM on Authorization of use of their OEM products ............... 82

4.2.19 Certificate of Conformity/No Deviation ..................................................................... 83

4.2.20 Bidder’s Authorization Certificate ............................................................................... 84

4.2.21 Bill of Material – Software Solution ........................................................................... 85

4.2.22 Bill of Material for Infrastructure ............................................................................... 87

4.2.23 Profiles of Previous Project Experience ...................................................................... 91

4.2.24 Team Profile .................................................................................................................. 92

4.2.25 Suggestions on Changes to Contract Clauses ............................................................. 94

4.3 FORMATS FOR THE COMMERCIAL BID RESPONSE ..................................................... 95

4.3.1 Commercial Proposal Cover Letter ............................................................................. 95

4.3.2 Commercial Bid Format .............................................................................................. 97

4.5 NON – DISCLOSURE AGREEMENT (NDA) .................................................................... 106

4.6 FORMAT FOR SUBMISSION OF QUERIES FOR CLARIFICATION .............................. 108

4.7 EARNEST MONEY DEPOSIT ............................................................................................ 109

4.8 BID COVER LETTER.......................................................................................................... 113

4.9 ADVANCE BANK GUARANTEE ....................................................................................... 115

4.10 PERFORMANCE BANK GUARANTEE ............................................................................. 118

4.11 MEMORANDUM OF APPEAL UNDER THE RTPP ACT, 2012 ....................................... 121



LIST OF ABBREVIATIONS / ACRONYMS

ABG Advance Bank Guarantee

ADG Additional Director General of Police

AMC Annual Maintenance Contract

Act The Rajasthan Transparency in Public Procurement Act, 2012

(Act No. 21 of 2012) and Rules thereto

Authorized

Signatory

The bidder’s representative/ officer vested (explicitly, implicitly,

or through conduct) with the powers to commit the authorizing

organization to a binding agreement. Also called signing officer/

authority having the Power of Attorney (PoA) from the competent

authority of the respective Bidding firm.

BE Bachelor of Engineering

BG Bank Guarantee

BoM Bill of Material

BoQ Bill of Quantity

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

entity and includes any tender, proposal or quotation in electronic

format

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

the fulfillment of any obligation in terms of the provisions of the

bidding documents.

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

vendor participating in the procurement/ bidding process with the

procurement entity

Bidding

Document

Documents issued by the procuring entity, including any

amendments thereto, that set out the terms and conditions of the

given procurement and includes the invitation to bid

CCA Controller of Certifying Authorities

CCTNS Crime and Criminal Tracking Network & Systems

CIPA Common Integrated Police Application

CMMi Capability Maturity Model Integration

CST Central Sales Tax



Contract/

Procurement

Contract

A contract entered into between the procuring entity and a

successful bidder concerning the subject matter of procurement

Contract/

Project Period

Contract/ Project Period shall commence from the date of Signing

of Contract till 5 Years, which includes Operations & Maintenance

Services after successful commissioning of project.

DBA Database Administrator

DC Data Centre

DGP Director General of Police

DR Disaster Recovery

DSC Digital Signature Certificate

Day A calendar day as per Government of Rajasthan

EMS Enterprise Management System

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

Governance Initiative of Government of Rajasthan under Mission

Mode Project category and is part of Integrated Financial

Management System (IFMS). e-GRAS facilitates collection of tax/

non-tax revenue in both the modes: online as well as manual. All

types of government revenue may be deposited online using this

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

ETDC Electronic Testing & Development Center

FDR Fixed Deposit Receipt

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

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

fixtures, raw material, spares, instruments, software (Application

& System Software), machinery, equipment, industrial plant,

vehicles, aircraft, ships, railway rolling stock and any other

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

purchased or otherwise acquired for the use of a procuring entity

as well as services or works incidental to the supply of the

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

that of the goods themselves

HIPS Host Intrusion Prevention System

ICT Information and Communication Technology.

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



IFB Invitation for Bids (A document published by the procuring

entity inviting Bids relating to the subject matter of

procurement and any amendment thereto and includes notice

inviting Bid and request for proposal)

INR Indian Rupee

IPR Intellectual Property rights

ISI Indian Standards Institution

ISO International Organization for Standardization

IT Information Technology

ITB Instruction to Bidders

LAN Local Area Network

LD Liquidated Damages

LoI Letter of Intent

MBA Master of Business Administration

MCA Master of Computer Application

Month A calendar month as per Government of Rajasthan

MoU Memorandum of Understanding

NDA Non – Disclosure Agreement

NIB Notice Inviting Bid

Notification A notification published in the Official Gazette

OEM Original Equipment Manufacturer

PAN Permanent Account Number

PBG Performance Bank Guarantee

PC Purchase Committee

PHQ Police Headquarters

PKI Public Key Infrastructure

PMP Project management Professional

PQ Pre-Qualification

Procurement

Process

The process of procurement extending from the issue of

invitation to Bid till the award of the procurement contract or



cancellation of the procurement process, as the case may be

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

goods or services, including award of Public Private Partnership

projects, by a procuring entity whether directly or through an

agency with which a contract for procurement services is entered

into, but does not include any acquisition without consideration,

and “procure” or “procured” shall be construed accordingly

PSD/ SD Performance Security Deposit/ Security Deposit

PSU Public Sector Unit

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

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

called buyer. Rajasthan Police in this RFP document.

QGR Quarterly Guaranteed Revenue

QOS Quality of service

RDBMS Relational Database management system

ROC Registrar of Companies

RVAT Rajasthan Value Added Tax

Services Any subject matter of procurement other than goods or works and

includes physical, maintenance, professional, intellectual,

consultancy and advisory services or any service classified or

declared as such by a procuring entity and does not include

appointment of any person made by any procuring entity

SAN Storage Area Network

SATA Serial Advanced Technology Attachment

SLA Service Level Agreement is a negotiated agreement between two

parties wherein one is the customer and the other is the service

provider. It is a service contract where the level of service is

formally defined. In practice, the term SLA is sometimes used to

refer to the contracted delivery time (of the service) or

performance.

SMS Storage management Software

SPMU State Project Management Unit

State Public

Procurement

http://sppp.raj.nic.in

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



Portal

UT Union Territory

VAT/ CenVAT Value Added Tax/ Central VAT



RFP Datasheet

Invitation For Bid (IFB)

and Notice Inviting

Tender (NIT)

1



1 INVITATION FOR BID (IFB) AND NOTICE INVITING BID (NIB)

RFP Reference No and Date V-15(25)SCRB/CCTNS/Purchase Committee/2013; 22/01/2014

Subject Matter of

Procurement

Selection of System Integrator for Crime and Criminal Tracking

Network & Systems

Websites for downloading

Bidding Document,

Corrigendum’s,

Addendums etc.

http://sppp.raj.nic.in, http://eproc.rajasthan.gov.in, and

http://police.rajasthan.gov.in/

Period of Sale of Bidding

Document (Start/ End

Date)

Start Date/Time-22/01/2014; 5:00 pm

End Date/Time- 21/02/2014; 3:00pm

Bid Security and Mode of

Payment

A sum of Rs. 1.46 crore (Rupees One Crore Forty Six Lakhs

only) in form of Demand Draft/Bankers Cheque/Bank

Guarantee in favour of "DIRECTOR GENERAL OF POLICE"

payable at "Jaipur", Rajasthan issued by any Scheduled bank

OR

deposit through eGRAS:- https://egras.raj.nic.in/

Tender Fee and Mode of

Payment

A sum of Rs. 500/- (Rupees Five Hundred only) in form of

Demand Draft in favour of "DIRECTOR GENERAL OF

POLICE" payable at "Jaipur", Rajasthan

RISL Processing Fee and

Mode of Payment

A sum of Rs. 1000/- (Rupees One Thousand only) in form of

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

at “Jaipur”.

Date/ Time/ Place of Pre-

bid Conference

Date/ Time-07/02/2014 ; 11:00 am

Place- Conference Room, State Crime Records Bureau, Nehru

Nagar, Near Rajasthan Police Academy, Jaipur, Rajasthan-

302016

Last date for submission of

written queries for

clarifications

Date/ Time-07/02/2014 ; 10:00 am

Manner, Start/ End Date

for the submission of Bids

Manner- Online at eProc website

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

Start Date-22/01/2014

End Date- 21/02/2014

Submission of Banker’s

Cheque/ Demand Draft for

Tender Fee, RISL

Start Date/Time-22/01/2014; 5:00 pm

End Date/Time- 21/02/2014; 3:00pm

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

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

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




Processing Fee and Bid

Security

Note:

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

Certificate (Type III) as per Information Technology Act-2000 using which they can

digitally sign their electronic bids. Bidders can procure the same from any CCA

approved certifying agency, i.e. TCS, Safecrypt, Ncode etc. Bidders who already have

a valid Digital Signature Certificate (DSC) need not procure a new DSC. Also, bidders

must register on http://eproc.rajasthan.gov.in (bidders already registered on

http://eproc.rajasthan.gov.in before 30-09-2011 must register again).

2) Rajasthan Police will not be responsible for delay in online submission due to any

reason. For this, bidders are requested to upload the complete bid well advance in

time so as to avoid last minute rush or any other unforeseen issues.

3) Bidders are also advised to refer "Bidders Manual Kit" available at eProc website for

further details about the e-Tendering process.



Address for Communications for the purpose of this RFP

Nodal officer, CCTNS

State Crime Records Bureau,

Nehru Nagar near Rajasthan Police Academy,

Jaipur, Rajasthan- 302016

RFP Datasheet

2

Instruction to Bidders



2 INSTRUCTION TO BIDDERS

2.1 Introduction

a) The RFP document consists of three volumes:

i. RFP Volume I: Functional & Technical Requirements

ii. RFP Volume II: Commercial and Bidding Terms

iii. RFP Volume III: Contractual and Legal Terms

2.2 Sale of Bidding/ Tender Documents

a) The bidder can download the RFP documents from the Rajasthan Police website

www.police.rajasthan.gov.in and also from State Public Procurement Portal

(http://sppp.raj.nic.in) and e-Procurement portal (http://eproc.rajasthan.gov.in).

b) A non- refundable Demand Draft for Rs 500/-as a tender fee drawn in favour of

DIRECTOR GENERAL OF POLICE payable at Jaipur, Rajasthan should be

submitted manually before the due date and time of Bid submission without which

tender will be considered as incomplete and non responsive. The scanned copy of

demand draft of RFP document fees should be submitted along with Technical

proposal.

c) The bidders are expected to examine all instructions, forms, terms, project

requirements and other information in the RFP documents. Failure to furnish all

information required as mentioned in the RFP documents or submission of a

proposal not substantially responsive to the RFP documents in all respects will be

at the bidder's risk and may result in rejection of the proposal.

2.3 Pre-bid Meeting/ Clarifications

a) Rajasthan Police will host a Pre-Bid Conference as per details mentioned in the

NIB to clarify doubts of potential bidders with respect to the RFP, and reply to pre-

bid queries will be published on the respective websites.

b) The representatives of the interested organizations may attend the pre-bid

conference at their own cost. The purpose of the conference is to provide bidders

with information regarding the RFP.

c) Pre-Bid Conference will also provide each bidder an opportunity to seek

clarifications/suggestions regarding any aspect of the RFP and the project,

including suggestions on ambiguity and transparency in the RFP. The bidder

should submit the pre-bid clarifications/suggestions in the format provided at

clause 4.5. The last date of submitting clarifications requests by the bidder and

response to clarifications by Rajasthan Police will be as per NIB.




2.4 Changes in the Bidding Document

a) At any time, prior to the deadline for submission of Bids, the Rajasthan Police may

for any reason, whether on its own initiative or as a result of a request for

clarification by a bidder, modify the bidding documents by issuing an addendum in

accordance with the provisions below.

b) In case, any modification is made to the bidding document or any clarification is

issued which materially affects the terms contained in the bidding document, the

Rajasthan Police shall publish such modification or clarification in the same

manner as the publication of the initial bidding document.

c) In case, any clarification or modification [para 2.4 (b)] is issued with respect to the

bidding document, the Rajasthan Police may, prior to the last date for submission

of Bids, extend such time limit in order to allow the bidders sufficient time.

d) Any bidder, who has submitted his Bid in response to the original invitation, shall

have the opportunity to modify or re-submit it within the extended time period.

2.5 Period of Validity of Bids

a) Bids submitted by the bidders shall remain valid for 180 days from the due date of

the bid submission as specified in the NIB. A Bid valid for a shorter period shall be

rejected by the Rajasthan Police as non-responsive Bid.

b) In exceptional circumstances, Rajasthan Police may request the bidders to extend

the bid validity period for an additional specified period of time. If bidder

refuses the request then such refusal shall be treated as withdrawal of Bid and in

such circumstances bid security will not be forfeited.

c) Any bidder who agrees to extend the validity of bid and submits the new/extended

bid security as requested by Rajasthan Police will be eligible for bid validation.

2.6 Format and Signing of Bids

a) Bidders must submit their bids online at e-Procurement portal i.e.

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

b) All the documents uploaded should be digitally signed with the DSC of authorized

signatory.

c) A Single stage Two part system shall be followed for the Bid: -

i. Technical Bid

ii. Commercial Bid

i. The technical bid shall consist of the following documents: -

S.No. Documents Type Document Format

Fee Details

1. Bidding document Fee (Tender Fee) Proof of submission (PDF)

2. RISL Processing Fee(eProc) Instrument/ Proof of

submission (PDF)

3. Bid Security Instrument/ Proof of




submission (PDF)

Pre- Qualification Documents

4. Response to the Pre-Qualification Requirements shall be prepared

in accordance with the requirements specified in this RFP and in

the format prescribed in this Volume.

Technical Documents

5. The Technical Proposal shall be prepared in accordance with the

requirements specified in this RFP and in the formats prescribed in

this volume.

ii. Commercial bid shall include the following documents: -

S.No. Documents Type Document Format

1. Commercial Bid – Covering Letter On bidder’s letter head

duly signed by authorized

signatory as per

Annexure-4.3.1 (PDF)

2. Commercial Bid – Format As per BoQ (.XLS) format

available on e-

Procurement portal &

Annexure-4.3.2

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

bidding document, are submitted along with the Bid and in the prescribed format

only. Non-submission of the required documents or submission of the documents

in a different format/ contents may lead to the rejection of the Bid submitted by the

bidder.

e) Rajasthan Police will not accept delivery of proposal in any manner other than that

specified in this volume. Proposal delivered in any other manner shall be treated as

defective, invalid and rejected.

2.7 Cost & Language of Bidding

a) The Bidder shall bear all costs associated with the preparation and submission of

its Bid. Rajasthan Police shall not be responsible or liable for any costs, regardless

of the outcome of the bidding process.

b) The bidding document /correspondence/documents exchanged between the Bidder

and the Rajasthan Police shall be written only in English Language. Supporting

documents and printed literature that are part of the Bid may be in another

language provided they are accompanied by an accurate translation of the relevant

passages in English only, for purposes of interpretation of the Bid.



2.8 Alternative/ Multiple Bids

Alternative Solution / Multiple Bids shall not be considered at all. Bidder shall not quote

for multiple brands/ make/ models. Technical bid should mention details of

quoted/make/model in the “Format 4.2.24: Bill of Material” as given in the technical bid.

2.9 Bid Security

Any bidder, if not exempted, participating in the procurement process will be required to

furnish the bid security as specified in the NIB.

a) In lieu of bid security, a bid securing declaration shall be taken from Departments

of the State Government, Undertakings, Corporations, Autonomous bodies,

Registered Societies and Cooperative Societies which are owned,/ controlled or

managed by the State Government and Government Undertakings of the Central

Government.

b) Bid security instrument or a bid securing declaration shall necessarily accompany

the technical bid.

c) Bid security of a bidder lying with the Rajasthan Police in respect of other bids

awaiting decision shall not be adjusted towards bid security for the fresh bids. The

bid security originally deposited may, however, be taken into consideration in case

bids are re-invited.

d) The bid security may be given in the form of a banker’s cheque or demand draft or

Bank Guarantee in specified format, of a scheduled bank or deposited through

eGRAS. The bid security must remain valid for thirty days (30) beyond the original

or extended validity period of the bid.

e) The issuer of the bid security and the confirmer, if any, of the bid security, as well

as the form and terms of the bid security, must be acceptable to the Rajasthan

Police.

f) Prior to presenting a submission, a bidder may request the Rajasthan Police to

confirm the acceptability of proposed issuer of a bid security or of a proposed

confirmer, if required. The Rajasthan Police shall respond promptly to such a

request.

g) The Bank Guarantee presented as bid security shall be confirmed from the

concerned issuing bank. However, the confirmation of the acceptability of a

proposed issuer or of any proposed confirmer does not preclude the Rajasthan

Police from rejecting the bid security on the ground that the issuer or the

confirmer, as the case may be, has become insolvent or has otherwise ceased to be

creditworthy.

h) The bid security of unsuccessful bidders shall be refunded soon after final

acceptance of successful bid and signing of Agreement and submitting performance

security.

i) The Bid security taken from a bidder may be forfeited, including the interest, if any,

in the following cases, namely: -

i. when the bidder withdraws or modifies its bid after opening of bids;



ii. when the bidder does not execute the agreement, if any, after placement of

supply/ work order within the 15 days;

iii. when the bidder fails to commence the supply of the goods or service or

execute work as per supply/ work order within the time specified;

iv. when the bidder does not deposit the performance security within 15 days

after the supply/ work order is placed; and

v. if the bidder breaches any provision of code of integrity, prescribed for

bidders, specified in the bidding document.

j) Notice will be given to the bidder with reasonable time before bid security

deposited is forfeited.

k) No interest shall be payable on the bid security.

l) In case of the successful bidder, the amount of bid security may be adjusted in

arriving at the amount of the Performance Security, or refunded if the successful

bidder furnishes the full amount of performance security.

m) The Rajasthan Police shall promptly return the bid security after the earliest of the

following events, namely:-

i. the expiry of validity of bid security;

ii. the execution of agreement for procurement and performance security is

furnished by the successful bidder;

iii. the cancellation of the procurement process;

2.10 Deadline for the submission of Bids

a) Bids shall be received online at e-Procurement portal before due date and time as

specified in the NIB.

b) Normally, the date of submission and opening of Bids would not be extended. In

exceptional circumstances or when the bidding document are required to be

substantially modified as a result of discussions in pre-bid meeting/ conference or

otherwise and the time with the prospective bidders for preparation of Bids

appears insufficient, the date may be extended by the Rajasthan Police. In such

case the extension date will be communicated to the bidders as was done on the

time of issuing of the NIB and will also be updated on on the State Public

Procurement Portal, Rajasthan Police portal if applicable. It would be ensured that

after issue of corrigendum, reasonable time is available to the bidders for

preparation and submission of their Bids. The Rajasthan Police shall also publish

such modifications in the bidding document in the same manner as the publication

of initial bidding document. In case bid submission or opening day is a non-

working day as per Government of Rajasthan( GoR), then the bid submission and

opening will be done on next working day.



2.11 Withdrawal, Substitution, and Modification of Bids

a) Bidder may withdraw its Bid or re-submit its Bid (technical and/ or commercial

cover) as per the instructions/ procedure mentioned at e-Procurement website

under the section “Bidder’s Manual Kit”.

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

2.12 Opening of Bids

a) Total transparency will be observed while opening the proposals/bids.

b) Rajasthan Police, reserves the rights at all times to postpone or cancel a scheduled

bid opening.

c) The bids will be opened, in two sessions,

i. Pre-qualification & Technical Bid

ii. Commercial Bid

Commercial bids of those bidders whose technical bids qualify would be opened, in the

presence of bidders’ representatives who choose to attend the Bid opening sessions on

the specified date, time and address.

The bidders’ representatives who are present shall sign a register evidencing their

attendance. In the event of the specified date of bid opening being declared a holiday for

Rajasthan Police, the Bids shall be opened at the same time and location on the next

working day. However if there is no representative of the bidder, Rajasthan Police, shall

go ahead and open the bid of the bidders.

d) All the documents comprising of technical Bid/ cover shall be opened &

downloaded from the e-Procurement website (only for the bidders who have

submitted the prescribed fee(s) to Rajasthan Police).

e) The Purchase committee shall conduct a preliminary scrutiny of the opened

technical Bids to assess the prima-facie responsiveness and ensure that the: -

i. bid is accompanied by tender document fee, bid security or bid securing

declaration and processing fee;

ii. bid is valid for the period, specified in the tender document;

iii. bid is unconditional and the bidder has agreed to give the required

performance security;

iv. other conditions, as specified in the tender document are fulfilled

v. any other information which the committee may consider appropriate.

f) No Bid shall be rejected at the time of Bid opening except the Bids not

accompanied with the proof of payment or instrument of the required price of

bidding document, processing fee and bid security.

g) The Commercial Bid cover will be kept unopened and shall be opened on the date

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



2.13 Selection Method:

a) The selection method is Quality cum Cost Based Selection (QCBS).

2.14 Clarification of Bids

a) To assist in the examination, evaluation, comparison and qualification of the Bids,

the purchase committee may, at its discretion, ask any bidder for a clarification

regarding its Bid. The committee’s request for clarification and the response of the

bidder shall be through the e-Procurement portal.

b) Any clarification submitted by a bidder with regard to its Bid that is not in response

to a request by the committee shall not be considered.

c) No change in the prices or substance of the Bid shall be sought, offered, or

permitted, except to confirm the correction of arithmetic errors discovered by the

committee in the evaluation of the commercial Bids.

d) No substantive change to qualification information or to a submission, including

changes aimed at making an unqualified bidder, qualified or an unresponsive

submission, responsive shall be sought, offered or permitted.

2.15 Overall Evaluation Process

a) A tiered evaluation procedure will be adopted for evaluation of proposals, with the

technical evaluation being completed before the commercial proposals are opened

and compared.

b) Only those bidders who qualify on the Pre qualification criteria’s will qualify for the

next level that is evaluation of the technical bids.

c) Rajasthan Police will review the technical bids of the short-listed bidders to

determine whether the technical bids are substantially responsive. Bids that are not

substantially responsive are liable to be disqualified. Rajasthan Police may seek

inputs from their professional, external experts in the technical and commercial

evaluation process.

d) The Rajasthan Police shall assign technical score to the bidders based on the

technical evaluation criteria. The bidders with a technical score above the threshold

as specified in the technical evaluation criteria shall technically qualify for the

commercial evaluation stage.

e) The commercial bids for the technically qualified bidders will then be opened and

reviewed to determine whether the commercial bids are substantially responsive.



2.16 Pre-Qualification Criteria

The invitation for bids is open to all entities registered in India who fulfil prequalification

criteria as specified below:

S

No

The Bidder shall satisfy all of the

criteria below:

Supporting Document

Required

a. The Bidder should be an Information

Technology System Integrator with a

registered office and operations in

India. The company should be

operational in India for at least last five

(5) financial years as on 31st March

2013. The Bidder has to be a single legal

entity.

Certificate of Incorporation/

Registration

b. The Bidder must have an office in

Jaipur, Rajasthan or should furnish an

undertaking that the same would be

established within two months of

signing the contract.

Self certification by the bidder

c. The Bidder must have an annual

turnover of not less than Rs. 500

Crore in each of the last five financial

years (as on 31-03-2013) from IT

services (IT Infrastructure

procurement and commissioning, IT

Application Customization, Integration

with legacy systems, Deployment and

Maintenance). The Bidder should have

a positive net worth of at-least Rs. 100

Crore for last year (as on 31-03-2013)

Audited/Certified Annual Financial

Statements and/or Annual Report

for the five financial years.

d. The Bidder must have a proven track

record of providing a successful

‘Turnkey Solution’ for at least 5 IT-

project in India in last 5 years as on 31st

March 2013. At least one of the 5

quoted projects should be an integrated

turnkey project of a value of Rs. 20

Crores or more in India including

setting up and configuring the hardware

(Servers, Desktop, Network Clients) and

Bidder must provide supporting

documentary proof in form of work

orders confirming year and area of

activity, value of services delivered

for that project, Completion / Partial

Completion Certificate from Client

or self certification confirming year

and value of Bidder’s scope of work

completed by the Bidder and its

value along with Reference details of



implementing software solution

including Operating Systems,

Infrastructure Management Software,

RDBMS, establishment of LAN / WAN

including Firewalls, IPS, PKI, etc. and

providing life cycle support.

the Client.

e. The Bidder must have a proven track

record of successfully completed or

implementing at least 2 e-

Governance projects summing up

to a value of Rs. 10 Crores or above in

last 5 years as on 31st March 2013.











the Client.

f. The Bidder must have prior experience

of working on at least 1 Software

services Project for Central / State

Government / PSU undertaken in the

last 5 years as on 31st March 2013. The

project cost should be of Rs. 5 Crore

or more .











the Client.

g. The performance security deposit of the

bidder should have not been forfeited

during last 5 years, due to its non-

performance in any CCTNS project in

India or any e-Governance project in

Rajasthan

Self certification by the bidder

h. The Bidder must have been assessed

and must possess a valid certification

for SEI CMMi (Capability Maturity

Model Integration) Level 5 as on

the date of submission of bid

Copy of SEI CMMi Level 5 certificate

or reassessment self certification (in

case if reassessment is applied for).

In case of reassessment the Bidder

need to submit the certificate before



contract signing.

i. The Bidder must have been assessed

and must possess a valid ISO 9001:

2008, ISO 27001 or above

certificate as on the date of submission

of bid

Copy of ISO 9001: 2008 / 27001 or

above compliance certificates

j. Bidder should: -

not be insolvent, in receivership,

bankrupt or being wound up, not

have its affairs administered by a

court or a judicial officer, not have

its business activities suspended

and must not be the subject of legal

proceedings for any of the foregoing

reasons;

not have, and their directors and

officers not have, been convicted of

any criminal offence related to their

professional conduct or the making

of false statements or

misrepresentations as to their

qualifications to enter into a

procurement contract within a

period of three years preceding the

commencement of the procurement

process, or not have been otherwise

disqualified pursuant to debarment

proceedings;

not have a conflict of interest in the

procurement in question as

specified in the bidding document.

comply with the code of integrity as

specified in the bidding document.

A Self Certified letter as per Format

4.1 – (iii): Self-Declaration

Notes:

i. ‘IT-projects’ relates to projects involving IT Infrastructure procurement and

commissioning, IT Application Customization, Integration with legacy

systems, Deployment and Maintenance



ii. ’e - Governance projects’ is defined as ‘deployment of IT systems for

Central/State Government Departments or Government Undertakings in

India.

iii. ‘Software Services Project’ relates to projects involving development or

deployment of an IT application and Maintenance of the same.

iv. In respect of both i and ii above, the Bidder should have been directly

responsible for the implementation of the projects.

2.17 Sub-Contracting

For items such as Site Preparation, Data digitization/migration the bidder may work

with a sub-contractor firm(s); however sub-contracting is subject to written approval

from Rajasthan Police. The bidder cannot sub-contract the core activities of CCTNS

implementation such as Hardware & IT infrastructure implementation, CAS

Customization/Application Development, capacity building and handholding. The

Successful bidder shall provide plan of activities to be sub-contracted with the technical

proposal for Site Preparation, Data digitization and migration. It is clarified that the

Successful bidder shall be the principal employer for all claims arising from the liabilities

statutory or otherwise, concerning the sub-contractors. The Successful bidder

undertakes to indemnify the Rajasthan Police or its nominated agencies from any claims

on the grounds stated hereinabove.

Subcontracting non-core activities as mentioned above to companies fulfilling the

following conditions;-

Data digitization/migration:-

a) Preference should be given who has experience in CCTNS project.

b) The subcontractor should be in the business for last 3 years (March,2013).

c) The subcontractor must have Service Tax Registration Number/PAN Number

d) The sub-contractor must have completed atleast 1 project for Government/PSU

in the relevant field.

2.18 Evaluation of Technical Proposals

The evaluation of the Technical bids will be carried out in the following manner:

a) The bidders' technical solution proposed in the bid document is evaluated as per

the requirements specified in the RFP and adopting the evaluation criteria as

specified in this RFP. The bidders are required to submit all required

documentation in support of the evaluation criteria specified (e.g. detailed project

citations and completion certificates, client contact information for verification,

profiles of project resources and all others) as required for technical evaluation.



b) The committee may seek oral clarifications from the bidders. The primary function

of clarifications in the evaluation process is to clarify ambiguities and uncertainties

arising out of the evaluation of the bid documents. Oral clarifications provide the

opportunity for the committee to state its requirements clearly and for the

bidder to more clearly state its proposal. The committee may seek inputs from

their professional and technical experts in the evaluation process.

c) Following will be the technical evaluation methodology:

i. Technical Bid would be evaluated and marks would be awarded out of total

50 Marks.

ii. Only those bidders, who score more than 70% marks in technical bid will

qualify for the second round ( i.e commercial evaluation of the bids).

iii. The Rajasthan Police will intimate bidders about the results of the technical

evaluation through a written communication or through email. The technical

scores of the bidders will be announced prior to the opening of the

commercial bids.

iv. The technically shortlisted bidders will be informed of the date and venue of

the opening of the commercial bids through a written communication or

through email.

v. The technical response must meet all mandatory compliance requirements.

Bidder must submit undertakings and document as per format prescribed in

this RFP. Failure to meet any of the following may result in the

disqualification of the technical bid response.(For complete details on the

undertakings and formats, refer to section 4, of this RFP)

S No Name of Undertakings/Document Type Format No

1. Undertaking on Patent Rights 4.2.1

2. Undertaking on Conflict of Interest 4.2.2

3. Undertaking on Non-malicious Code Certificate 4.2.3

4. Undertaking on Pricing of Items of Technical

Response 4.2.4

5. Undertaking on Offline Functionality 4.2.5

6. Undertaking on Provision of Required Storage

Capacity 4.2.6

7. Undertaking on Compliance and Sizing of

Infrastructure 4.2.7

8. Undertaking on Provision for Support for Software 4.2.8

9. Undertaking on Service Level Compliance 4.2.9



10. Undertaking on Deliverables 4.2.10

11. Undertaking on Training for Users 4.2.11

12. Undertaking on Support to Certification 4.2.12

13. Undertaking on Exit Management and Transition 4.2.13

14. Undertaking on Continuous Improvement 4.2.14

15. Undertaking on Personnel 4.2.15

16. Undertaking on Provision of Work Environment 4.2.16

17. Undertaking on Changes to the Contract Clauses 4.2.17

18. Undertaking from OEM on Authorization of use of

their OEM products. 4.2.18

19. Certificate of Conformity/No Deviation 4.2.19

20. Bidder’s Authorization Certificate 4.2.20

21. Bill of Material – Software Solution 4.2.21

22. Bill of Material for Infrastructure 4.2.22

23. Undertaking on Profiles of Previous Project

Experience 4.2.23

24. Team Profile 4.2.24



2.19 Technical Evaluation Scoring Matrix:

S.

No.

Evaluation Criteria Point System Max

Score

1 Past Experience and Organizational Strength

A Number of years in System

Integration

The Bidder should be operational as System Integrator in India in the last 5

financial years as on 31st March 2013: -

>10 Years - 7 Points;

>8 =< 10 Years - 5 Points;

> 5 =< 8 Years - 3 Points;

Bidder shall submit Purchase Order/ Work Order issued by client as a

supporting document.

7

B Implementation experience of e-

governance projects

Note: Please provide work order

for all the stated projects and

project completion certificates for

completed projects

The Bidder should have experience in implementing at least 2 e-governance

projects each of order value of Rs. 10 crore or above in the last 5 financial years.

The points shall be awarded on the following basis: -

i. 1 mark for each project under implementation

ii. 2 marks for each completed project

7



C Experience of working on software

(design/ development) projects for

GoI / any of the State/UT




completed projects

The Bidder should have experience of at least one project on software

(design/development) with order value of at least Rs 5 crore in last 5 years for

the Government of India/State/UT governments or Public Sector Units. The

points shall be awarded on the following basis:-



7

D Experience of working on Turn-key

IT projects




completed projects

The Bidder should have experience in providing Turn-key solution for at least 5

IT projects in last 5 financial years. The points shall be awarded on the following

basis:-



7

E Operation and Maintenance of

Data Centre or Disaster Recovery




The Bidder should have experience in Operation & Maintenance of atleast 2

Data Centre and /or Disaster Recovery Projects in the Government Domain in

the last 5 years. The points shall be awarded on the following basis:-

i. 1 mark for each project under Operations and Maintenance phase

7



completed projects ii. 2 marks for each completed project (O&M)

F Mission Mode Projects (MMP) in

India




completed projects

The Bidders having experience in implementing Mission Mode Projects (MMP)

would be evaluated as under: -



5

G Capacity Building and Change

Management




completed projects

The Bidder should have experience in at least one capacity building (Training

Government Personnel) and change management project (worth of at least Rs.

50 Lakhs or above) for any Central/ State/ UT Government/ PSUs in India in

the last 5 years. The points shall be awarded on the following basis:-


ii. 2 marks for each for completed project

5



H Financial Strength The Bidder must have an annual turnover of more than Rs. 500 Crores in each

of the last 5 year. The points shall be awarded on the following basis:-

Annual Turnover of

> 1500 Crores each for the past 5 years - 5 Points;

>1000<=1500 Crores each for the past 5 years - 3 Points;

>500<=1000 Crores each for the past 5 years – 2 Points;

5

Total 50

Note:

1. Only those Projects will be considered which have been allotted and completed between 1st April 2008 and 31st March 2013.

2. Bidder shall submit Work Order (for projects under implementation and completed) and Project Completion Certificate (for

completed projects) issued by client only.

3. One project can be considered for evaluation under multiple criteria, wherever applicable.

Mission Mode Project-CCTNS Request for Proposal (RFP) - Vol-II-Rajasthan


2.20 Non-material Non-conformities in Bids

a) The purchase committee may waive off any non-conformities in the Bid that do not

constitute a material deviation, reservation or omission, the Bid shall be deemed to

be substantially responsive.

b) The purchase committee may request the bidder to submit the necessary

information or document like audited statement of accounts/ CA Certificate,

Registration Certificate, VAT/ CST clearance certificate, ISO/ CMMi Certificates,

etc. within a reasonable period of time. Failure of the bidder to comply with the

request may result in the rejection of its Bid.

c) The purchase committee may rectify non-material nonconformities or omissions

on the basis of the information or documentation received from the bidder under

(b) above.

2.21 Technical Proposal

a) The technical proposal should include all the mandatory undertakings

b) The technical proposal should address all the areas/ sections as specified by the

RFP and should contain a detailed description of how the bidder will provide the

required services outlined in this RFP. It should articulate in detail, as to how the

bidder’s Technical Solution meets the requirements specified in the RFP Volume I.

The technical proposal must not contain any pricing information. If the

technical proposal contains any commercial information, the proposal is liable to

be rejected. In submitting additional information, please mark it as

“supplementary” to the required response. If the bidder wishes to propose

additional services (or enhanced levels of services) beyond the scope of this RFP,

the proposal must include a description of such services as a separate and

distinct attachment to the proposal.

c) The technical proposal must furnish details about previous project experience for

all the criteria in the technical evaluation matrix in the format provided in the RFP

d) The Technical Proposal should be structured under the following minimum heads

i. Overview of the proposed solution that meets the requirements specified in

the RFP

ii. Overall proposed Solution, technology, and deployment architecture

iii. Security architecture

iv. Integration and Interfacing Architecture

v. Network architecture

vi. Details of the Solution as per the format provided in the RFP

vii. Bill of material of all the components (i.e. software, hardware, etc.) as per the

formats provided in the RFP.



viii. Approach & methodology for project development and implementation

including the project plan

ix. Overall Governance Structure and Escalation Mechanism

x. Project team structure, size, capability and deployment plan (Total

Staffing plan including numbers)

xi. Training and Communication Strategy for key stakeholders of the project

xii. Key Deliverables (along with example deliverables, where possible)

xiii. Project Management, reporting and review methodology

xiv. Strategy for conducting Operations & Maintenance

xv. Risk Management approach and plan

xvi. Certification from the OEMs on the Infrastructure proposed by bidder

xvii. Bidder’s experience in all the project related areas as highlighted in Bid

evaluation criteria

xviii. Data Migration/ Digitization,

xix. Change Management / Capacity Building

xx. Exit Management

e) Comprehensive Project Plan along with manpower deployment plan and resources

to be dedicated to the project.

f) The technical proposal shall also contain bidder’s plan to address the key

challenges anticipated during the execution of the project.

g) Rajasthan Police is also open to any suggestions that the bidder may want to render

with respect to the approach adopted for the assignment in the light of their

expertise or experience from similar assignments. However, this should not lead

to the submission date being missed or extended.

2.22 Tabulation of Technical Bids

a) If Technical Bids have been invited, they shall be tabulated by the purchase

committee in the form of a comparative statement to evaluate the qualification of

the bidders against the criteria for qualification set out in the bidding document.

b) The members of purchase committee shall give their recommendations below the

table as to which of the bidders have been found to be qualified in evaluation of

Technical Bids and sign it.

c) The number of firms qualified in technical evaluation, if less than three and it is

considered necessary by the Rajasthan Police to continue with the procurement

process, reasons shall be recorded in writing and included in the record of the

procurement proceedings.



d) The bidders who qualified in the technical evaluation shall be informed in writing

about the date, time and place of opening of their commercial Bids.

2.23 Evaluation & Tabulation of Commercial Bids

The Rajasthan Police shall take following actions for evaluation of commercial Bids:-

a) for two part Bid system, the commercial Bids (as per Format 4.3.2 & BoQ) of the

bidders who qualified in technical evaluation shall be opened online at the notified

time, date and place by the purchase committee in the presence of the bidders or

their representatives who choose to be present.

b) the process of opening of the commercial Bids shall be similar to that of technical

Bids.

c) the names of the bidders, the rates given by them and conditions put, if any, shall

be read out and recorded;

d) conditional Bids are liable to be rejected;

e) the evaluation shall include all costs and all taxes and duties applicable to the

bidder as per law of the Central/ State Government/ Local Authorities, and the

evaluation criteria specified in the bidding documents shall only be applied.

i. For Quality and Cost based Selection (QCBS), the following formula will be

used for the evaluation of the bids.

The scores will be calculated as:

Bb = 0.3*Tb + (0.7)*(Cmin/Cb * 100)

Where

Bb = Overall score of bidder under consideration (calculated up to two

decimal points)

Tb = Technical score for the bidder under consideration

Cb = Commercial bid for the bidder under consideration

Cmin = Lowest Commercial Bid among the financial proposals under

consideration

f) Bidder will have to ensure that cost of O&M phase should be equal to or greater

than 20% of the total project cost. All bids in which O&M cost is less than 20% of

overall Project cost are liable to be rejected.

g) The bidder achieving the highest overall score may be invited for negotiations (as

per Clause 2.27)for awarding the contract. In case of a tie where two or more

bidders achieve the same highest overall score, the bidder with the higher technical

score will be invited first for negotiations for awarding the contract.



h) The purchase committee will prepare a comparative statement in tabular form in

accordance with rules along with its report on evaluation of commercial Bids and

recommend the highest score Bid to Rajasthan Police;

i) It shall be ensured that the offer recommended for sanction is justifiable looking to

the prevailing market rates of the goods, works or service required to be procured.

2.24 Correction of Arithmetic Errors in Commercial Bids

The purchase committee shall correct arithmetical errors in substantially responsive

Bids, on the following basis, namely: -

a) if there is a discrepancy between the unit price and the total price that is obtained

by multiplying the unit price and quantity, the unit price shall prevail and the total

price shall be corrected, unless in the opinion of the purchase committee there is an

obvious misplacement of the decimal point in the unit price, in which case the total

price as quoted shall govern and the unit price shall be corrected;

b) if there is an error in a total corresponding to the addition or subtraction of

subtotals, the subtotals shall prevail and the total shall be corrected; and

c) if there is a discrepancy between words and figures, the amount in words shall

prevail, unless the amount expressed in words is related to an arithmetic error, in

which case the amount in figures shall prevail subject to clause (a) and (b) above.

2.25 Comparison of rates of firms outside and those in Rajasthan

While tabulating the commercial Bids of those firms which are not entitled to price

preference, the element of Rajasthan Value Added Tax (RVAT) shall be excluded from

the rates quoted by the firms of Rajasthan and the element of Central Sales Tax (CST)

shall be included in the rates of firms from outside Rajasthan for commercial bid

evaluation purpose.

2.26 Price and purchase preference in evaluation

Price and purchase preference notified by the State Government (GoR) and as

mentioned in the bidding document shall be considered in the evaluation of Bids and

award of contract.

2.27 Negotiations with Bidder

a) Except in case of procurement by method of single source procurement or

procurement by competitive negotiations, to the extent possible, no negotiations

shall be conducted after the pre-bid stage. All clarifications needed to be sought

shall be sought in the pre-bid stage itself.

b) Negotiations may, be undertaken only, when the rates are considered to be much

higher than the prevailing market rates.



c) The purchase committee have full powers to undertake negotiations. Detailed

reasons and results of negotiations shall be recorded in the proceedings.

d) The highest overall score bidder will be informed in writing either through

registered letter and e-mail (if available). A minimum time of seven days will be

given for negotiations. In case of urgency the purchase committee, after recording

reasons, may reduce the time, provided the highest overall score bidder has

received the intimation and consented to regarding holding of negotiations.

e) Negotiations shall not make the original offer made by the bidder inoperative. The

purchase committee shall have option to consider the original offer in case the

bidder decides to increase rates originally quoted or imposes any new terms or

conditions.

f) In case of non-satisfactory achievement of rates from the highest overall score

bidder, purchase committee may choose to make a written counter offer to the

highest overall score bidder and if this is not accepted by bidder , then the

committee may decide to reject and re-invite Bids or to make the same counter-

offer first to the second highest overall score bidder, and so on . This procedure

would be used in exceptional cases only.

g) In case the rates even after the negotiations are considered very high, fresh Bids

may - be invited.

2.28 Exclusion of Bids and Disqualification

a) Rajasthan Police shall exclude and disqualify a Bid, if: -

i. the information submitted, concerning the qualifications of the bidder, was

false or constituted a misrepresentation; or

ii. the information submitted, concerning the qualifications of the bidder, was

materially inaccurate or incomplete; and

iii. the bidder is not qualified as per pre-qualification criteria mentioned in the

bidding document;

iv. the Bid materially deviates from the requirements specified in the bidding

document or it contains false information;

v. the bidder while submitting the Bid or his agent or any one acting on his

behalf, gave or agreed to give, to any officer or employee of the Rajasthan

Police or other governmental authority a gratification in any form, or any

other thing of value, so as to unduly influence the procurement process;

vi. a bidder, in the opinion of the Rajasthan Police, has a conflict of interest

materially affecting fair competition.

b) Bid shall be excluded and disqualified as soon as the cause for its exclusion and

disqualification is discovered.



2.29 Lack of competition

a) Situation may arise where, if after evaluation of Bids, the purchase committee may

end-up with one responsive Bid only. In such situation, the purchase committee

would check as to whether while floating the NIB all necessary requirements to

encourage competition like standard bid conditions, industry friendly

specifications, wide publicity, sufficient time for formulation of Bids, etc. were

fulfilled. If not, the NIB would be re-floated after rectifying deficiencies. The bid

process shall be considered valid even if there is one responsive Bid, provided that:

i. the Bid is technically qualified;

ii. the price quoted by the bidder is assessed to be reasonable;

iii. the Bid is unconditional and complete in all respects;

iv. there are no obvious indicators of cartelization amongst bidders; and

v. the bidder is qualified as per the provisions of pre-qualification criteria in the

bidding document

b) The purchase committee shall prepare a justification note for approval by the

Empowered committee of the Rajasthan Police, with the concurrence of the

accounts member.

c) In case of dissent by any member of purchase committee, the Empowered

committee shall decide as to whether to sanction the single Bid or re-invite Bids

after recording reasons.

d) If a decision to re-invite the Bids is taken, market assessment shall be carried out

for estimation of market depth, eligibility criteria and cost estimate.

2.30 Acceptance of the successful Bid and award of contract

a) The Rajasthan Police after considering the recommendations of the purchase

committee and the conditions of Bid, if any, commercial implications, trials,

sample testing and test reports, etc., shall accept or reject the successful Bid. If any

member of the purchase committee has disagreed or given its note of dissent, the

matter shall be referred to the Empowered committee, for decision.

b) Decision on Bids shall be taken within original validity period of Bids and time

period allowed to Rajasthan Police for taking decision. If the decision is not taken

within the original validity period or time limit allowed for taking decision, then

the matter may be referred to the Empowered Committee for decision.

c) The Bid submitted by bidder shall be treated as successful only after the purchase

committee ensures that it is in compliance with the terms and condition mentioned

in this bidding document.

d) Rajasthan Police may award the contract to the bidder whose offer has been

determined to be the highest score in accordance with the evaluation criteria set

out in the bidding document.



e) Prior to the expiration of the period of bid validity, the Rajasthan Police shall

inform the successful bidder, in writing, that its Bid has been accepted.

f) As soon as a Bid is accepted by the Rajasthan Police, a written intimation will be

sent to the concerned bidder by registered post or email. Bidder shall sign the

contract within 15 days of issue of LoI. Bidder will have to submit a PBG of value as

defined in RFP

g) If the issuance of formal letter of acceptance is likely to take time, in the meanwhile

a Letter of Intent (LOI) may be sent to the bidder. The acceptance of an offer is

complete as soon as the letter of acceptance or letter of intent is sent by email to the

email id of the bidder given in the bidding document. Until a formal contract is

executed, the letter of acceptance or LOI shall constitute a binding contract.

h) The bid security of the bidders whose Bids could not be accepted shall be refunded

soon after the contract with the successful bidder is signed and its performance

security is obtained.

2.31 Information and publication of award

Information of award of contract shall be communicated to all participating bidders and

published on the respective website(s) as specified in NIB.

2.32 Rajasthan Police’s right to accept or reject any or all Bids

The Rajasthan Police reserves the right to accept or reject any Bid, and to annul (cancel)

the bidding process and reject all Bids at any time prior to award of contract, without

thereby incurring any liability to the bidders.

2.33 Advance Bank Guarantee

Advance Bank Guarantee equalling to the 5% of the cost of implementation (against the

advance of equal amount given by Rajasthan Police) would be furnished by the bidder as

per the format provided in this RFP from scheduled bank. Details of the bank are to be

furnished in the commercial offer. The Advance Bank Guarantee (ABG) should be

furnished at the time of signing of the contract and should be valid for 2 year from the

date of signing of the contract. The bidder will have to extend the validity of ABG if

required at the discretion of Rajasthan Police. The bidder would submit the appropriate

supporting documents for the utilization of advance amount within 15 days from the last

day of the fund utilization. The applicable interest rate of 18%, if the advance amount is

not utilized during initial 6 months, shall be charged and adjusted against the due

payment of the bidder. The amount given against the ABG will be adjusted during the

payment due at the time of Project Go-Live.



2.34 Performance Security Deposit (PSD)

a) Prior to execution of agreement, Performance security shall be obtained from the

successful bidder.

b) The amount of performance security shall be 10% of the amount of supply order /

work order .

c) Performance security shall be furnished in any one of the following forms: -

i. deposited through eGRAS;

ii. Bank Draft or Banker's Cheque of a scheduled bank;

iii. National Savings Certificates and any other script/ instrument under

National Savings Schemes for promotion of small savings issued by a Post

Office in Rajasthan, if the same can be pledged under the relevant rules. They

shall be accepted at their surrender value at the time of bid and formally

transferred in the name of Rajasthan Police with the approval of Head Post

Master;

iv. Bank Guarantee/s of a scheduled bank (Refer Format 4.9): It shall be verified

from the issuing bank. Other conditions regarding Bank Guarantee shall be

same as mentioned in the bidding document for bid security;

v. Fixed Deposit Receipt (FDR) of a scheduled bank. It shall be in the name of

Rajasthan Police on account of bidder and discharged by the bidder in

advance. The Rajasthan Police shall ensure before accepting the FDR that the

bidder furnishes an undertaking from the bank to make payment/ premature

payment of the FDR on demand to the Rajasthan Police without requirement

of consent of the bidder concerned. In the event of forfeiture of the

performance security, the Fixed Deposit shall be forfeited along with interest

earned on such Fixed Deposit

d) Performance security furnished in the form specified in clause [ii.] to [v.] of (c)

above shall remain valid for a period of 60 days beyond the date of completion of

all contractual obligations of the bidder, including warranty obligations and

maintenance and defect liability period.

e) Forfeiture of Performance Security Deposit: Security amount in full or part may be

forfeited, including interest, if any, in the following cases:-

i. when any terms and condition of the contract is breached.

ii. when the bidder fails to make complete supply satisfactorily.

iii. if the bidder breaches any provision of code of integrity, prescribed for

bidders, specified in the bidding document.

f) Notice will be given to the bidder with reasonable time before PSD deposited is

forfeited.

g) No interest shall be payable on the PSD.



2.35 Execution of Contract

a) A procurement contract shall come into force from the date of issue of the letter of

acceptance or letter of intent.

b) The successful bidder shall sign the procurement contract within 15 days from the

date issue of letter of acceptance or letter of intent.

c) If the bidder, whose Bid has been accepted, fails to sign contract and/or fails to

furnish the required performance security within specified period, the Rajasthan

Police shall take action against the successful bidder as per the provisions of the

bidding document and RTPP Act, 2012 & RTPP Rules, 2013. The Rajasthan Police

may, in such case, cancel the procurement process or if it deems fit, offer for

acceptance the rates of the next highest overall score bidder, in accordance with the

criteria and procedures set out in the bidding document.

d) The bidder will be required to execute the agreement on a non-judicial stamp paper

as applicable at its own cost and to be purchased from Rajasthan only.

2.36 Confidentiality

a) Notwithstanding anything contained in this bidding document but subject to the

provisions of any other law for the time being in force providing for disclosure of

information, bidder shall not disclose any information if such disclosure, in its

opinion, is likely to: -

i. impede enforcement of any law;

ii. affect the security or strategic interests of India;

iii. affect the intellectual property rights or legitimate commercial interests of

Rajasthan Police;

b) The bidder shall treat all communications with Rajasthan Police related to the

procurement process in such manner as to avoid their disclosure to competing

bidders or to any other person not authorized to have access to such information.

c) The Rajasthan Police may impose on bidders and sub-contractors, if there are any

for fulfilling the terms of the procurement contract, conditions aimed at protecting

information, the disclosure of which violates (a) above.

d) In addition to the restrictions specified above, the Rajasthan Police, while

procuring a subject matter of such nature which requires the Rajasthan Police to

maintain confidentiality, may impose condition for protecting confidentiality of

such information.

2.37 Cancellation of procurement process

a) If this procurement process has been cancelled, it shall not be reopened but it shall

not prevent the Rajasthan Police from initiating a new procurement process for the

same subject matter of procurement, if required.



b) A Rajasthan Police may, for reasons to be recorded in writing, cancel the process of

procurement initiated by it -

i. at any time prior to the acceptance of the successful Bid; or

ii. after the successful Bid is accepted in accordance with (d) and (e) below.

c) The Rajasthan Police shall not open any bids or proposals after taking a decision to

cancel the procurement and shall return such unopened bids or proposals.

d) The decision of the Rajasthan Police to cancel the procurement and reasons for

such decision may communicated to bidders that participated in the procurement

process.

e) If a bidder/ organization is convicted of any offence under the any Act, the

Rajasthan Police may: -

i. cancel the relevant procurement process if the Bid of the convicted bidder has

been declared as successful but no procurement contract has been entered

into;

ii. cancel the relevant contract or forfeit the payment of all or a part of the

contract value if the procurement contract has been entered into between the

Rajasthan Police and the convicted bidder.

2.38 Code of Integrity for Bidders

a) No person participating in a procurement process shall act in contravention of the

code of integrity prescribed by the State Government.

b) The code of integrity include provisions for: -

i. prohibiting

1. any offer, solicitation or acceptance of any bribe, reward or gift or any

material benefit, either directly or indirectly, in exchange for an unfair

advantage in the procurement process or to otherwise influence the

procurement process;

2. any omission, including a misrepresentation that mislead or attempts to

mislead so as to obtain a commercial or other benefit or avoid an

obligation;

3. any collusion, bid rigging or anti-competitive behavior to impair the

transparency, fairness and progress of the procurement process;

4. improper use of information shared between the Rajasthan Police and the

bidders with an intent to gain unfair advantage in the procurement

process or for personal gain;

5. any commercial or business transactions between the bidder and any

officer or employee of the Rajasthan Police;

6. any coercion including impairing or harming or threatening to do the

same, directly or indirectly, to any party or to its property to influence the



procurement process; any obstruction of any investigation or audit of a

procurement process;

ii. disclosure of conflict of interest;

iii. disclosure by the bidder of any previous transgressions with any entity in

India or any other country during the last three years or of any debarment by

any other procuring entity.

c) Without prejudice to the provisions below, in case of any breach of the code of

integrity by a bidder or prospective bidder, as the case may be, the Rajasthan

Police may take appropriate measures including: -

i. exclusion of the bidder from the procurement process;

ii. calling-off of pre-contract negotiations and forfeiture or encashment of bid

security;

iii. forfeiture or encashment of any other security or bond relating to the

procurement;

iv. recovery of payments made by the Rajasthan Police along with interest

thereon at bank rate;

v. cancellation of the relevant contract and recovery of compensation for loss

incurred by the Rajasthan Police;

vi. Debarment of the bidder from participation in future procurements of the

Rajasthan Police for a period not exceeding three years.

2.39 Interference with Procurement Process

A bidder, who: -

a) withdraws from the procurement process after opening of commercial bids;

b) withdraws from the procurement process after being declared the successful

bidder;

c) fails to enter into procurement contract after being declared the successful bidder;

d) fails to provide performance security or any other document or security required in

terms of the bidding documents after being declared the successful bidder,

without valid grounds,

shall, in addition to the recourse available in the bidding document or the

contract, be punished with fine which may extend to fifty lakh rupees or ten per cent

of the assessed value of procurement, whichever is less.

2.40 Appeals

a) The appeals for grievance redressal during procurement process of service and

goods shall be filed under 'The Rajasthan Transparency Public Procurement Act

2012 and RTPP Rules, 2013.

b) Subject to “Appeal not to lie in certain cases” below, if any bidder or prospective

bidder is aggrieved that any decision, action or omission of the Rajasthan



Police is in contravention to the provisions of the Act or the rules or guidelines

issued there under, he may file an appeal to such officer of the Rajasthan Police, as

may be designated by it for the purpose, within a period of 10 days from the date of

such decision or action, omission, as the case may be, clearly giving the specific

ground or grounds on which he feels aggrieved:

i. Provided that after the declaration of a bidder as successful in terms of

“Award of Contract”, the appeal may be filed only by a bidder who has

participated in procurement proceedings.

ii. Provided further that in case a Rajasthan Police evaluates the technical Bid

before the opening of the commercial Bid, an appeal related to the matter of

commercial Bid may be filed only by a bidder whose technical Bid is found to

be acceptable.

c) The officer to whom an appeal is filed under (a) above shall deal with the appeal as

expeditiously as possible and shall endeavor to dispose it of within 30 days from

the date of filing of the appeal.

d) If the officer designated under (a) above fails to dispose of the appeal filed under

that sub-section within the period specified in (c) above, or if the bidder or

prospective bidder or the Rajasthan Police is aggrieved by the order passed, the

bidder or prospective bidder or the Rajasthan Police, as the case may be, may file a

second appeal to an officer or authority designated by the State Government in this

behalf within 15 days from the expiry of the period specified in (c) above or of the

date of receipt of the order passed under (b) above, as the case may be.

e) The officer or authority to which an appeal is filed under (d) above shall deal with

the appeal as expeditiously as possible and shall endeavor to dispose it of within 30

days from the date of filing of the appeal:

f) The officer or authority to which an appeal may be filed under (a) or (d) above shall

be :

First Appellate Authority: DGP, Rajasthan Police

Second Appellate Authority: ACS (Home), Government of Rajasthan

g) Form of Appeal:

i. Every appeal under (a) and (d) above shall be as per Format-4.10 along with

as many copies as there are respondents in the appeal.

ii. Every appeal shall be accompanied by an order appealed against, if any,

affidavit verifying the facts stated in the appeal and proof of payment of fee.

iii. Every appeal may be presented to First Appellate Authority or Second

Appellate Authority, as the case may be, in person or through registered post

or authorized representative.

h) Fee for Appeal: Fee for filing appeal:

i. Fee for first appeal shall be rupees two thousand five hundred and for second

appeal shall be rupees ten thousand, which shall be non-refundable.



ii. The fee shall be paid in the form of bank demand draft or banker’s cheque of

a Scheduled Bank payable in the name of Appellate Authority concerned.

i) Procedure for disposal of appeal:

i. The First Appellate Authority or Second Appellate Authority, as the case may

be, upon filing of appeal, shall issue notice accompanied by copy of appeal,

affidavit and documents, if any, to the respondents and fix date of hearing.

ii. On the date fixed for hearing, the First Appellate Authority or Second

Appellate Authority, as the case may be, shall,-

1. hear all the parties to appeal present before him; and

2. peruse or inspect documents, relevant records or copies thereof relating to

the matter.

iii. After hearing the parties, perusal or inspection of documents and relevant

records or copies thereof relating to the matter, the Appellate Authority

concerned shall pass an order in writing and provide the copy of order to the

parties to appeal free of cost.

iv. The order passed under (c) shall also be placed on the State Public

Procurement Portal.

j) No information which would impair the protection of essential security interests of

India, or impede the enforcement of law or fair competition, or prejudice the

legitimate commercial interests of the bidder or the Rajasthan Police, shall be

disclosed in a proceeding under an appeal.

2.41 Stay of procurement proceedings

While hearing of an appeal, the officer or authority hearing the appeal may, on an

application made in this behalf and after affording a reasonable opportunity of hearing

to the parties concerned, stay the procurement proceedings pending disposal of the

appeal, if he is satisfied that failure to do so is likely to lead to miscarriage of justice.

2.42 Vexatious Appeals & Complaints

Whoever intentionally files any vexatious, frivolous or malicious appeal or complaint

under the “The Rajasthan Transparency Public Procurement Act 2012” and RTPP Rules

2013, with the intention of delaying or defeating any procurement or causing loss to

Rajasthan Police or any other bidder, shall be punished with fine which may extend to

twenty lakh rupees or five per cent of the value of procurement, whichever is less.

2.43 Offenses by Firms/ Companies

1. Where an offence under “The Rajasthan Transparency Public Procurement Act

2012”, RTPP Rules, 2013 has been committed by a company, every person who at

the time the offence was committed was in charge of and was responsible to the



company for the conduct of the business of the company, as well as the company,

shall be deemed to be guilty of having committed the offence and shall be liable to

be proceeded against and punished accordingly:

2. Provided that nothing contained in this sub-section shall render any such person

liable for any punishment if he proves that the offence was committed without his

knowledge or that he had exercised all due diligence to prevent the commission of

such offence.

3. Notwithstanding anything contained in (a) above, where an offence under this Act

has been committed by a company and it is proved that the offence has been

committed with the consent or connivance of or is attributable to any neglect on

the part of any director, manager, secretary or other officer of the company, such

director, manager, secretary or other officer shall also be deemed to be guilty of

having committed such offence and shall be liable to be proceeded against and

punished accordingly.

4. For the purpose of this section-

i. "company" means a body corporate and includes a limited liability

partnership, firm, registered society or cooperative society, trust or other

association of individuals; and

ii. "director" in relation to a limited liability partnership or firm, means a

partner in the firm.

e) Abetment of certain offenses: Whoever abets an offence punishable under this Act,

whether or not that offence is committed in consequence of that abetment, shall be

punished with the punishment provided for the offence.

2.44 Debarment from Bidding

a) A bidder shall be debarred by the State Government if he has been convicted of an

offence

i. under the Prevention of Corruption Act, 1988 (Central Act No. 49 of 1988);

or

ii. under the Indian Penal Code, 1860 (Central Act No. 45 of 1860) or any other

law for the time being in force, for causing any loss of life or property or

causing a threat to public health as part of execution of a public

procurement contract.

b) A bidder debarred under (a) above shall not be eligible to participate in a

procurement process of Rajasthan Police for a period not exceeding three years

commencing from the date on which he was debarred.

c) If Rajasthan Police finds that a bidder has breached the code of integrity prescribed

in terms of “Code of Integrity for bidders” above, it may debar the bidder for a

period not exceeding three years.

d) Where the entire bid security or the entire performance security or any substitute

thereof, as the case may be, of a bidder has been forfeited by the Rajasthan Police



in respect of any procurement process or procurement contract, the bidder may be

debarred from participating in any procurement process undertaken by the

Rajasthan Police for a period not exceeding three years.

e) Rajasthan Police, shall not debar a bidder under this section unless such bidder has

been given a reasonable opportunity of being heard.

2.45 Monitoring of Contract

a) Rajasthan Police with the assistance of SPMU may monitor the progress of the

contract during its delivery period.

b) During the delivery period the Rajasthan Police with the assistance of SPMU shall

keep a watch on the progress of the contract and shall ensure that quantity of goods

and service delivery is in proportion to the total delivery period given, if it is a

severable contract, in which the delivery of the goods and service is to be obtained

continuously or is batched. If the entire quantity of goods and service is to be

delivered in the form of completed work or entire contract like fabrication work,

the process of completion of work may be watched and inspections of the selected

bidder’s premises where the work is being completed may be inspected.

c) If delay in delivery of goods and service is observed a performance notice would be

given to the selected bidder to speed up the delivery.

d) Any change in the constitution of the firm, etc. shall be notified forth with by the

successful bidder in writing to the Rajasthan Police and such change shall not

relieve any former member of the firm, etc., from any liability under the contract.

e) No new partner/ partners shall be accepted in the firm by the selected bidder in

respect of the contract unless he/ they agree to abide by all its terms, conditions

and deposits with Rajasthan Police through a written agreement to this effect. The

bidder’s receipt for acknowledgement or that of any partners subsequently

accepted as above shall bind all of them and will be sufficient discharge for any of

the purpose of the contract.

2.46 Risk and Purchase

Rajasthan Police will be entitled to purchase elsewhere at the cost and risk of the vendor,

either the whole or part of the O&M services which the vendor has failed to deliver

within the stipulated time and/or to the satisfaction of Rajasthan Police. The selected

bidder shall be liable for any loss that Rajasthan Police may sustain by reason of such

risk purchases. Rajasthan Police reserves the right to cancel the contract , if performance

with respect to quality and delivery is unsatisfactory; and Rajasthan Police shall have the

right to enter into contract with other vendors against such cancellation of contract

against risk purchase clause. The conditions of the contract provide for effecting

purchase at the risk and cost of the contractor in the event of their failure in making

supply of the stores within the stipulated delivery period/extended delivery period.



Payment Terms and

Schedule

3



3 IMPLEMENTATION PLAN, PAYMENT TERMS AND SCHEDULE

3.1 IMPLEMENTATION AND ROLL OUT PLAN

CCTNS Rajasthan will be rolled out in single phase over a period of 2 years. The

implementation phase is further sub-divided in to five parts as activity wise:-

a) Site Preparation

b) Hardware delivery and commissioning

c) Capacity Building and Change management

d) Data digitization and migration

e) CAS customization ( may go beyond two years)

SI shall prepare a detailed roll-out plan for each of the Districts and get the same

approved by the Rajasthan Police. SI is also responsible for conducting workshops for

the key officers (State Mission Team, District Mission Team, and District Core Team) of

the Districts / State for presenting the District-Wise roll-out plan and get the approval

from the District Teams before getting the final approval of the State Mission Team. The

SI shall also provide the necessary assistance for the key officers (State Mission Team,

District Mission Team, and District Core Team) of the Districts / State during the design

and implementation of CCTNS in the State.

List of Deliverables Time Lines

(In weeks)

Signing of Contract T

Deployment of onsite Project Manager and critical vertical leads

(Networking, Infrastructure, CAS customization, Capacity Building &

Data Digitization)

T

Detailed project plan and project Kick off report

Capacity Building and Change Management Plan

Manpower Deployment Plan

Risk Management and Mitigation Plan

T+3

Deployment of On-site development team of 3 members, as per the

requirement for CAS customization (Agile)- Setting up of development

environment

T+3

Data Center & Data Recovery Site survey & deployment strategy report T+5

Study of existing Learning Management System (LMS) application

available with Rajasthan Police and propose enhancements

T+6

Site survey report of (38) Pilot and client locations T+6

Data digitization and migration plan T+6




(In weeks)

DC, DR, (38) Pilot and other Client locations infrastructure deployment

plan and finalized BoM

T+6

Possession of Existing DC infrastructure and deployment at CAS build

(version) available at that time.

T+6

Project Management Tool installation report T+7

Initiation of :

Preparation of training curriculum and training material

Proposed enhancements in LMS application

Development of Computer Based tutorials (CBTs)

T+8

Orientation to Change Management & Introduction to CCTNS Training

(Higher Officials) Completion report

T+8

Upload of Finalized detailed Project Plan on Project Management tool T+8

Develop at least one CBT as PoC for FIR registration module in CAS T+8

Initiation of :

Role based training program

Change Management & Introduction to CCTNS Training (Junior &

Middle level)

Core team training (Project Management, Document Management

System/ Reporting)

T+8

Deploy enhanced version of LMS after due improvements &

modifications to the satisfaction of Rajasthan Police

T+10

Project Management training Completion Report T+10

Copy of PO for hardware/ software at DC, DR, 38 locations (Pilot) &

Client locations

T+12

POC report (for 4 locations) and revised plan for Data Digitization &

Migration

T+12

Site Preparation Completion Report T+16

Change Management Training (Junior and Middle level) Completion

report

T+18

DC & DR replication plan T +22

Role based Training (Higher Officials) Completion report T+24

Train the Trainer (Role based) training Completion Report T+24

UAT & Commissioning of DC, NOC & Help desk T+ 24

UAT & Commissioning of DR T+25

UAT & Commissioning of Client Infrastructure T+ 32

Hand Holding deployment plan T+32

Third party audit and certification of report of DC & DR & Client T + 32




(In weeks)

location commissioning and acceptance

Go-Live of DC,DR and Client locations T + 32

Specialized training on system administration and troubleshooting

Completion Report

T+38

Role based training (Middle & Junior Officials) Completion report

1. Completion of 50% of total Role Based Training in T+35



T+70

Completion of data digitization and migration

1. Completion of 50% of total data digitization and migration and

validation in T+43

2. Completion of 75 % of total data digitization and migration and

validation in T+ 66

3. Completion of 100 % of total data digitization and migration

and validation in T+ 86

T + 86

Final validation and acceptance of all digitized data by Rajasthan Police T + 94

Migration of digitized data to production environment T+ 98

Knowledge transfer plan T + 100

Go-Live of Project (includes but not limited to)

1. Commissioning of DC & DR

2. Commissioning of Hardware at Client Locations

3. Completion of all training modules

4. Completion of Data Digitization & Migration

5. Completion of CAS customization as per approved ADC during

implementation phase

6. Third Party Audit & Acceptance

T+ 104

CAS Customization, Configuration and Deployment

As per approved Agile development cycle by Rajasthan Police during

implementation phase(though customization may continue even after

Go-Live of the project

T + 100

Operations & Maintenance Phase

Monthly Progress Report on Project including SLA Monitoring

Report and Exception Report

Details on all the issues logged

O & M for 3 years

after Go-Live of

Project

Notes:



1. These timelines are subject to change in case of situations beyond control of SI or

Rajasthan Police.

2. The above deliverables in the form of reports or documents shall be reviewed within

15 days of submission, subject to SI's incorporation of comments or suggestions given

by Rajasthan Police.

3. In case any deliverables are not upto the mark and is rejected by the purchaser, the

submission date will be considered as appropriate deliverable submitted on next date

and LD shall be imposed as per contract.

3.2 Payment Schedules and Milestones

3.2.1 Payment Schedule

The payment schedule and milestones are divided into two phases:

a) Implementation Phase

b) Operations and Maintenance Phase

a) Implementation Phase

The payment schedule for implementation phase is divided in 3 sections below.

S. No Payment Head Payment Terms (Milestones)

I) Advance Payment

1. Advance Payment 5 % of the Implementation Cost against

the ABG

II) CAS Customization

1. Customization of CAS

80% of Man Month cost on the

completion of Agile development as

approved for particular ADC in a

particular quarter

20% after successful execution for 2

months

III) Project Implementation

1. a) Orientation to Change

Management and

Introduction to CCTNS

(Higher Officials)

b) Project Management,

Document Management

System/ Reporting

100% payment to be made on successful

completion of each training module.




c) Train the Trainer (Role

based)

d) Role Based training and

Management Information

System (Higher officials)

e) Specialized training on

system administration and

troubleshooting

2. Data Centre 30% payment on delivery of DC

equipments.

30% payment on Commissioning of DC

20% payment to be paid on Go-live of

project

20% payment would be paid in 12 equated

Quarterly Guaranteed Revenue (QGRs)

during O&M phase

3. Disaster Recovery Site 30% payment on Delivery of Equipments

at DR site.

30% payment on Commissioning of DR

site.

20% payment to be paid on Go-live of

project

20% payment would be paid in 12 equated

Quarterly Guaranteed Revenue (QGRs)

during O&M phase

Successful bidder to provide undertaking

stating that any movement of

installed/commissioned hardware (if

required) shall be done at no additional cost

to Rajasthan Police.




4. Site Preparation (Including

Electrical fittings, Earthing,

LAN cabling, Furniture etc)

80% Payment to be made on pro-rata

basis for the number of Sites prepared,

and audited by the Rajasthan

Police/SPMU/Any other agency specified

by Rajasthan Police, for the district(s)

completed in a particular quarter

20% payment would be paid in 12

equated Quarterly Guaranteed Revenue

(QGRs) during O&M phase

5. Hardware for PS & HO ( as

specified in BoM of Volume-I of

this RFP)

30% payment - on pro-rata basis on the

equipments delivered at all locations in

the district (s); in a particular quarter.

30% payment - on pro-rata basis on the

equipments commissioned with offline

CAS application at all locations in the

district (s); in a particular quarter

20% payment will be paid on Go-live of

project




6. a) Change Management and

Introduction to CCTNS

(Middle & Junior Officials)

a) Role Based Training and

Basic ICT (Middle & Junior

Officials)

80% payment – on pro-rata basis for the

training which have been successfully

completed; in the district(s) in a

particular quarter. Minimum 90%

trainees need to pass in each of the

training session; if less than 90% trainees

pass then, training needs to be imparted

again for those who have not passed the

examination.

20% payment will be paid on Go-live of

project




7. Third Party Audit 50% payment after Go- Live of DC,DR

and Client Locations

10% payment on Go-Live of the project




8. Data Digitization and Data

Migration

60% payment on pro rata basis on

completion of Data Digitization and Data

Migration at all locations in the

district(s); in a particular quarter

20% payment on final validation and

acceptance of all digitized data by

Rajasthan Police

20% payment on Go-Live of project

9. Handholding Support Handholding support will start to assist

the police station once the client

hardware is commissioned and CAS usage

commences. 100% payment would be

paid in Quarterly Guaranteed Revenue

(QGRs) based on the attendance sheet.

Note:

i. All payments to be made on pro-rata basis and on Go-Live basis (as

mentioned above in the table), shall be made quarterly. A "Quarter" is defined

as a financial year quarter i.e. April-June, July-September and so on.

ii. All payments to the successful bidder shall be made upon submission of

invoices along with relevant approvals from Rajasthan Police.

b) Operations and Maintenance Phase

The Operations and maintenance phase will start as soon as Go-Live of the project is

achieved. The successful bidder is supposed to adhere to the SLA and provide post

implementation support of warranty for a period of 3 years after Go-Live of the project.

The lump sum cost quoted for Operations and Maintenance phase will be divided into 12

equated Quarterly Guaranteed Revenue (QGR) for a period of 3 years from Go-Live of

the project. The payments during the Operations and Maintenance period will be made



at the end of every quarter after the delivery of the services upon satisfactorily adhering

to the SLA's as defined in this RFP.

Whenever the penalty is levied on Successful bidder for failing to meet the

required SLA, the quarterly installment shall be paid and the penalty (if any)

will be adjusted in the subsequent quarterly installment(s)

The payment against the hardware will be made on the basis of the actual

quantity of the items procured. Rajasthan Police will have the right for

reduction / addition in the quantity proposed. Any payments will be done on

the basis of the unit rates quoted by the bidder in the Commercial bid

Note:- 100% payment of paper and toner would be paid in pro-rata basis on material

supplied at locations covered in a particular quarter.



Formats

4



4 FORMATS

4.1 FORMATS FOR THE PRE-QUALIFICATION RESPONSE

Pre-Qualification Requirements Proposal: Bidders are requested to submit their

responses for the Pre-Qualification Requirements in five (5) parts, clearly labeled

according to the following criteria.

a) Part-I- Details of the Organization

i. Organizational Details

This part must include a general background of the Bidder organization (limited to 400

words) along with other details of the organization as per the format provided below in

this section. Enclose the mandatory supporting documents listed in format provided

below.

Details of the Organization

Name

Nature of the legal status in India

Nature of business in India

Date of Incorporation

Date of Commencement of Business

Address of the Headquarters

Address of the Registered Office in India

Other Relevant Information

Mandatory Supporting Documents:

a) Certificate of Incorporation from Registrar Of Companies (ROC)

b) Relevant sections of Memorandum of Association of the company or filings to the stock

exchanges to indicate the nature of business of the company



ii. Commercial Strength Details

The bidder must also provide the commercial details of the organization (as per format

provided below in this section). Enclose the mandatory supporting documents listed in

format provided below in this section.

Commercial Information

FY 2008-09 FY 2009-10 FY 2010-11 FY 2011-12 FY 2012-13

Revenue (in

INR crores)

Profit Before

Tax (in INR

crores)



a) Auditor Certified commercial statements for the Last five commercial years; 2008-09,

2009-10, 2010-2011, 2011-2012 and 2012-13 (Please include only the sections on P&L,

revenue and the assets, not the entire balance sheet.)

iii. Self declaration letter

To



Nehru Nagar, Near Rajasthan Police Academy,


In response to the NIB Ref. No. _____________________________ dated

___________ for {Project Title}, as an Owner/ Partner/ Director/ Auth. Sign. of

____________________________________, I hereby declare that presently our

Company/ firm _________________, at the time of bidding,: -

a) possess the necessary professional, technical, financial and managerial

resources and competence required by the Bidding Document issued by the

Purchaser;



b) have fulfilled my/ our obligation to pay such of the taxes payable to the Union

and the State Government or any local authority as specified in the Bidding

Document;

c) is having unblemished record and is not declared ineligible for corrupt &

fraudulent practices either indefinitely or for a particular period of time by any

State/ Central government/ PSU/ UT.

d) does not have any previous transgressions with any entity in India or any other

country during the last three years

e) does not have any debarment by any other procuring entity

f) is not insolvent in receivership, bankrupt or being wound up, not have its

affairs administered by a court or a judicial officer, not have its business

activities suspended and is not the subject of legal proceedings for any of the

foregoing reasons;

g) does not have, and directors and officers convicted of any criminal offence

related to their professional conduct or making of false statements or

misrepresentations as to their qualifications to enter into a procurement

contract within a period of three years preceding the commencement of the

procurement process, or have been otherwise disqualified pursuant to

debarment proceedings;

h) does not have a conflict of interest as mentioned in the bidding document

which materially affects the fair competition.

i) will comply with the code of integrity as specified in the bidding document.

If this declaration is found to be incorrect then without prejudice to any other action that

may be taken as per the provisions of the applicable Act and Rules thereto prescribed by

GoR, my/ our security may be forfeited in full and our bid, to the extent accepted, may be

cancelled.

Thanking you,

Name of the Bidder: -

Authorised Signatory: -

Seal of the Organization: -

Date:

Place:

iv. Address of the Office in Rajasthan or alternatively an undertaking

that the same would be established within two months of signing

the contract.



b) Part-II-Relevant IT Project Experience

Bidders must provide details of relevant IT project experience as per the format provided

below in this section. The projects mentioned here should match with the projects

quoted by the Bidder in order to satisfy the qualification requirements. Enclose the

mandatory supporting documents listed in format provided below in this section.

Relevant IT project experience

General Information

Name of the project

Client for which the project was

executed

Name and contact details of the

client

Project Details

Description of the project

Scope of services

Service levels being offered

Technologies used

Outcomes of the project

Other Details

Total cost of the project

Total cost of the services provided by the

Bidder

Duration of the project (no. of months,

start date, completion date, current

status)



a) Letter from the client to indicate the successful completion of the projects

Project Capability Demonstration



Complete details of the scope of the project shall be provided to indicate the relevance

to the pre-qualification criterion (which is part of minimum qualification criteria).

These capabilities may be spread over the five projects (which are part of minimum

qualification criteria) and not essentially in this project alone.

c) Part-III-Relevant e-Governance Project Experience

Bidders must provide details of relevant e-Governance project as per the format

provided below in this section. The projects mentioned here should match with the

projects quoted by the Bidder in order to satisfy the qualification requirements. Enclose

the mandatory supporting documents listed in format provided below in this section.

Relevant e-Governance project experience

General Information

Name of the project

Client for which the project was executed

Name and contact details of the client

Project Details


Scope of services


Technologies used


Other Details



Bidder

Place (town, state) where the project was

executed (deployment, operations and




maintenance)



status)



a) Letter from the client to indicate the successful completion of the projects (setting up

software, hardware and network infrastructure and development of the application)



to the pre-qualification criterion (which are part of minimum qualification criteria)

Following are the capabilities essential for the project. These capabilities may be spread

over the 2 projects (which are part of minimum qualification criteria) and not

essentially in this project alone. However, demonstration of these capabilities is

compulsory. Bidders are required to provide information substantiating their

qualification related to the any/ all of the capabilities. The capabilities are:

1. Online Portal Applications using SOA/Web Services with Service

Orchestration – Software Architecture, Design, Development, and

Maintenance:

Should have demonstrated this in multiple large-scale projects

Should have implemented in situations requiring high availability, security and

scalability

Should have demonstrated capabilities to meet and exceed performance levels and

service levels

2. System Integration:

Should have demonstrated ability to deliver turnkey projects successfully from design

through deployment

Should have a demonstrated ability to integrate with legacy systems as well as other

new software systems

Should have demonstrated experience in installation, commissioning and provisioning

of hardware, software, network in Data Centre environments

3. Project and Program Management:

Should have extensive experience in large scale project and program management




Should have experience handling multiple stakeholders and locations

Should have extensive experience in implementing and supporting projects for users in

multiple locations.

4. Commercial Strength:

Should have commercial capability to mobilize resources for large multi-year e-

governance projects

5. Capacity Building and Change Management, Awareness and Promotion:

Should have demonstrated capability in conducting capacity building and change

management programs for government stakeholders

Should have demonstrated capability in conducting promotion and awareness

campaigns for user communities

d) Part-IV-Relevant Software Services Project Experience

Bidders must provide details of relevant Software Services project experience as per the

format provided below in this section. The projects mentioned here should match with

the projects quoted by the Bidder in order to satisfy the qualification requirements.

Enclose the mandatory supporting documents listed in format provided below in this

section.


General Information

Name of the project

Client for which the project was

executed

Name and contact details of the

client

Project Details


Scope of services


Technologies used





Other Details



Bidder



status)






to the pre-qualification criterion (which are part of minimum qualification criteria)

e) Part-V- Proof of Certification

Enclose the supporting documents for Assessment and Certification (CMMi Level 5

and ISO 9001:2008, ISO 27001 or above)



4.2 FORMATS FOR THE TECHNICAL BID RESPONSE (With sign and

company seal)

4.2.1 Undertaking on Patent Rights

(Company letterhead)

[Date]

To





Sub: Undertaking on Patent Rights

Reference: NIB/ RFP Ref. No. _____________________ dated ________

Sir,

1. I/ We as bidder do hereby undertake that none of the deliverables being provided

by us is infringing on any patent or intellectual and industrial property rights as

per the applicable laws of relevant jurisdictions having requisite competence.

2. I/We also confirm that there shall be no infringement of any patent or

intellectual and industrial property rights as per the applicable laws of relevant

jurisdictions having requisite competence, in respect of the equipments, systems

or any part thereof to be supplied by us. I shall indemnify Rajasthan Police,

against all cost/claims/legal claims/liabilities arising from third party claim in

this regard at any time on account of the infringement or unauthorized use of

patent or intellectual and industrial property rights of any such parties, whether

such claims arise in respect of manufacture or use. Without prejudice to the

aforesaid indemnity, the successful bidder shall be responsible for the completion

of the supplies including spares and uninterrupted use of the equipment and/or

system or any part thereof to Rajasthan Police, and persons authorized by

Rajasthan Police, irrespective of the fact of claims of infringement of any or all

the rights mentioned above.

3. If it is found that it does infringe on patent rights, I absolve Rajasthan Police, of

any legal action.

Yours faithfully,

Authorized Signatory

Designation



4.2.2 Undertaking on Conflict of Interest


[Date]

To





Sub: Undertaking on Conflict of Interest


Sir,

I/ We as bidder do hereby undertake that there is, absence of, actual or potential conflict

of interest on the part of the bidder or any prospective subcontractor due to prior,

current, or proposed contracts, engagements, or affiliations with Rajasthan Police.

I/We also confirm that there are no potential elements (time frame for service delivery,

resource, commercial or other) that would adversely impact the ability of the bidder to

complete the requirements as given in the RFP.

I/We undertake and agree to indemnify and hold Rajasthan Police, harmless against all

claims, losses, damages, costs, expenses, proceeding fees of legal advisors (on a

reimbursement basis) and fees of other professionals incurred (in the case of legal fees &

fees of professionals, reasonably) by Rajasthan Police, and/or its representatives, if any

such conflict arises later.

Yours faithfully,

Authorised Signatory

Designation



4.2.3 Non-Malicious Code Certificate


[Date]

To





Sub: Non-Malicious Code Certificate


Sir,

1. I/We hereby certify that the software being offered / developed as part of the

contract does not and will not contain any kind of malicious code that would activate

procedures to:

(a) Inhibit the desired and the designed function of the equipment /

solution.

(b) Cause damage to the user or his equipment / solution during or after the

operational exploitation of the equipment / solution.

(c) Tap information regarding network, network users and information

stored on the network that is classified and / or relating to National Security, thereby

contravening Official Secrets Act 1923.

2. There are / will be no Trojans, Viruses, Worms, Spywares or any malicious

software on the system and in the software offered or software that will be developed.

3. Without prejudice to any other rights and remedies available to Rajasthan Police,

I/We am liable under Information Technology Act, 2000, IT amendment Act, 2008 and

Indian Penal Code 1860 in case of physical damage, loss of information and those

relating to copyright and Intellectual Property rights (IPRs), caused due to activation of

any such malicious code in offered / developed software.

Yours faithfully,

Authorised Signatory

Designation



4.2.4 Undertaking On Pricing of Items of Technical Response


[Date]

To





Sub: Undertaking on Pricing of Items of Technical Response


Sir,

I/We do hereby undertake that Commercial Proposal submitted by us is inclusive of all

the items in the technical proposal and is inclusive of all the clarifications provided/may

be provided by us on the technical proposal during the evaluation of the technical offer.

I understand and agree that our Commercial Proposal is firm and final and that any

clarifications sought by you and provided by us would not have any impact on the

Commercial Proposal submitted by us.

Yours faithfully,


Designation



4.2.5 Undertaking on Offline Functionality


[Date]

To





Sub: Undertaking on Offline Functionality


Sir,

1. I/We as bidder do hereby undertake to design and develop all the offline

functionality required by Rajasthan Police, for the CCTNS project.

2. I/We acknowledge that the offline functionality requirement stated in Volume –

I of the RFP is indicative and that the complete range of required offline functionality

will be identified and clarified during the systems study phase of the CCTNS project.

I/We further confirm that I undertake to design and develop the offline functionality

identified during the systems study phase as required by Rajasthan Police, to be part of

CCTNS Project.

Yours faithfully,


Designation



4.2.6 Undertaking on Provision for Required Storage Capacity


[Date]

To





Sub: Undertaking on Provision for Required Storage Capacity


Sir,

1. I/We as bidder do hereby undertake that the proposed storage at the Disaster

Recovery Site meets the minimum RFP requirements in terms of a minimum

usable capacity of XX TB (with XXTB on FC and XXTB on SATA or

equivalent drives with storage array (FC) configured on Raid XX

configuration) on the day of commissioning the infrastructure.

2. I/We as bidder do hereby undertake that the proposed storage at the Disaster

Recovery Site as per our sizing will be sufficient to meet the RFP

requirements in terms of storing the required data.

Yours faithfully,


Designation



4.2.7 Undertaking on Compliance and Sizing of Infrastructure


[Date]

To





Sub: Undertaking on Compliance and Sizing of Infrastructure


Sir,

1. I/We as bidder do hereby undertake that I have proposed and sized the

hardware and all software (including licenses) based on information provided

by Rajasthan Police, in its RFP document and in accordance with the Service

Level requirements and minimum specifications provided for Software

licenses, Servers, SAN Storage, SAN Switch, Tape Library, Enterprise

Management System, Anti Virus, Backup Software and assure Rajasthan

Police, that the sizing is for all the functionality envisaged in the RFP

document.

2. Any augmentation of the proposed solution or sizing of any of the proposed

solutions (software and hardware) in order to meet the minimum tender

requirements and/or the requisite Service Level requirements given by

Rajasthan Police, will be carried out at no additional cost to Rajasthan Police.

Yours faithfully,


Designation



4.2.8 Undertaking on Provision of Support for Software


[Date]

To





Sub: Undertaking on Provision of Support for Software


Sir,

1. I/We as bidder do hereby undertake the provision for Annual maintenance

support/Warranty support (as defined in Annexure 6 Volume I of RFP) by OEM for all

the primary components (Web Server, Application Server, Database and Operating

System) of the Core Application Software for both State and Centre during the duration

of the contract period.

2. I/We also undertake to provide the support needed for any 3rd party products

proposed as part of Application Software during the duration of the contract period.

Yours faithfully,


Designation



4.2.9 Undertaking on Service Level Compliance


[Date]

To





Sub: Undertaking on Service Level Compliance


Sir,

1. I/We as bidder do hereby undertake that I shall monitor, maintain, and

comply with the service levels stated in the Annexure 1 of Volume 1 of RFP to

provide quality service to Rajasthan Police.

2. However, if the proposed number of resources is found to be not sufficient in

meeting the tender and/or the Service Level requirements given by Rajasthan

Police, then I/We will augment the team without any additional cost to

Rajasthan Police.

Yours faithfully,


Designation



4.2.10 Undertaking on Deliverables


[Date]

To





Sub: Undertaking on Deliverables


Sir,

1. I/We as bidder do hereby undertake the adherence to the certification and

standards applicable to the processes, deliverables/artefacts to be submitted to

Rajasthan Police, proposed as part of the bidding document.

2. I/We also recognize and undertake that the Deliverables/artefacts shall be

presented and explained to Rajasthan Police, and other key stakeholders (identified by

Rajasthan Police), and also take the responsibility to provided clarifications as requested


3. I/We also understand that the acceptance, approval and sign-off of the

deliverables by Rajasthan Police, will be done on the advice of State Mission Team/

SPMU. I/We understand that while all efforts shall be made to accept and convey the

acceptance of each deliverable in accordance with the project schedule, no deliverable

will be considered accepted until a specific written communication to that effect is made


Yours faithfully,


Designation



4.2.11 Undertaking on Training the Users


[Date]

To





Sub: Undertaking on Training the Users


Sir,

1. I/We hereby undertake to train users as per Rajasthan Police’s requirements

stated in the bidding document. I further undertake that:

i. I/We shall carry out a comprehensive training needs analysis and

accordingly design the training program

ii. Our training program would include, at the minimum, classroom training

followed by supervised work sessions

iii. I/We shall prepare all necessary training materials and deliver the

training as per project requirements.

Yours faithfully,


Designation



4.2.12 Undertaking on Support to Certification


[Date]

To





Sub: Undertaking on Support to Certification


Sir,

1. I/We understand that application (including the application and the associated

IT systems) have to be certified by a 3rd party agency (to be identified by Rajasthan

Police) before the system is commissioned.

2. I/We understand that, the responsibility to ensure successful certification lies

with the bidder.

3. I/We hereby undertake that I shall do all that is required of the bidder to ensure

that system will meet all the conditions required for certification.

Yours faithfully,


Designation



4.2.13 Undertaking on Exit Management and Transition


[Date]

To





Sub: Undertaking on Exit Management and Transition


Sir,

1. I/We hereby undertake that at the time of completion of the engagement, I shall

successfully carry out the exit management and transition (to Rajasthan Police, or to an

agency identified by Rajasthan Police) to Rajasthan Police’s satisfaction.

2. I/We further undertake to complete the following as part of the Exit Management

and Transition:

i. Capacity Building at Rajasthan Police,

a. I/We undertake to design team/organization structure at Rajasthan

Police, to manage the system

b. I/We undertake to carry out an analysis of the skill set requirement at

Rajasthan Police, to manage system and carry out the training &

knowledge transfer required at Rajasthan Police, to manage system

ii. Transition of project artefacts and assets

a. I/We undertake to complete the updating of all project documents

and other artefacts and handover the same to Rajasthan Police, before

transition

b. I/We undertake to design Standard Operating Procedures to manage

system (including application and IT systems), document the same

and train Rajasthan Police, personnel on the same.

3. I/We also understand that the Exit Management and Transition will be

considered complete on the basis of approval from Rajasthan Police.

Yours faithfully,


Designation



4.2.14 Undertaking on Continuous Improvement


[Date]

To





Sub: Undertaking on Continuous Improvement


Sir,

1. I/We understand that Continuous improvement of application is highly critical

for Rajasthan Police, and that the bidder is expected to be the lead driver of continuous

improvement during the application management phase.

2. I/We also understand that the improvements proposed as part of this Continuous

Improvement initiative will not be the ordinary enhancements, but will be significant

changes that result in a quantum leap in meeting user needs and improving the

outcomes in policing.

3. I/We further understand that whether a proposed change forms part of

Continuous Improvement or is a minor change that will have to be incorporated into the

application as part of the Application Management Services will be determined by the

State Mission Team.

Yours faithfully,


Designation



4.2.15 Undertaking on Personnel

(Company letterhead) [Date]

To





Sub: Undertaking on Personnel


Sir,

1. I/We as bidder do hereby undertake that those persons whose profiles were part

of the basis for evaluation of the bids and have been identified as “Key Personnel”

of the proposed team, including Project Manager, Project Leads (Capacity

Building, O&M, Infrastructure, Data Digitization and CAS Customization), and

Domain Expert for the design and development of software for the CCTNS

project, shall be deployed during the Project as per our bid submitted in response

to the RFP.

2. I/We undertake that any of the identified “Key Personnel” shall not be removed

or replaced without the prior written consent of Rajasthan Police.

3. Under exceptional circumstances, if the Key Personnel are to be replaced or

removed, I/We shall put forward the profiles of personnel being proposed as

replacements, which will 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 Rajasthan Police. Rajasthan Police, will have

the right to accept or reject these substitute profiles.

4. I/We also undertake to staff the Project with competent team members in case

any of the proposed team members leave the Project either due to voluntary

severance or disciplinary actions against them.

5. I/We undertake that the resources will be full time assigned to the CCTNS project

and will not be working simultaneously on other projects.

6. I/We acknowledge that Rajasthan Police, has the right to seek the replacement of

any member of the Project team being deployed by us, based on the assessment

of Rajasthan Police, 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.

7. In case I/we will assign or reassign any of the team members, I/We shall be

responsible, at our expense, for transferring all appropriate knowledge from

personnel being replaced to their replacements within a reasonable time.

Yours faithfully,

Authorized Signatory, Designation



4.2.16 Undertaking on Provision of Work Environment at SCRB


[Date]

To





Sub: Undertaking on Provision of Work Environment at premises of Nodal

Agency


Sir,

1. I/We as bidder do hereby understand that the onsite team of Software

Development Agency operating out of Rajasthan Police, premises will be

provided only with seating space. Any other requirements such as Desktops/ PC,

software will be bidder’s responsibility.

Yours faithfully,


Designation



4.2.17 Undertaking on request for Changes to the Contract Clauses by

the bidder


[Date]

To





Sub: Undertaking on request for Changes to Contract Clauses by the

bidder


Sir,

1. I/We as bidder do hereby acknowledge that I/We understand that the

request for changes to contract clauses and any other terms and conditions in

the RFP, submitted in our proposal as per the RFP are just suggestions for

change.

2. I/We understand that it is neither guaranteed that these requests for changes

will be accepted in the final contract nor this process will be construed as any

commitment from Rajasthan Police, to consider those suggestions.

Yours faithfully,


Designation



4.2.18 Undertaking from OEM on Authorization of use of their OEM

products

To





Subject: Issue of the Manufacturer’s Authorisation Form (MAF)


Sir,

We {name and address of the OEM} who are established and reputed original

equipment manufacturers (OEMs) having factories at {addresses of manufacturing

location} do hereby authorize {M/s __________________________} who is our

{Distributor/ Channel Partner/ Retailer/ Others <please specify>} to bid, negotiate

and conclude the contract with you against the aforementioned reference for the

following Hardware/ Software manufactured by us: -

{OEM will mention the details of all the proposed product(s) with their

make/ model.}

We undertake to provide OEM Warranty for the offered Hardware/ Software, as

mentioned above, for 3 Years. However, end to end support will be provided upto

project completion period.

We hereby confirm that the offered Hardware/ Software is not likely to be declared as

End-of-Sale within next 1 year from the date of bid submission.

We hereby confirm that the offered Hardware/ Software is not likely to be declared as

End-of-Service/ Support within next 5 years from the date of bid submission.]

Yours faithfully,

For and on behalf of M/s (Name of the manufacturer)

(Authorized Signatory)

Name, Designation & Contact No.:

Address: ___________________________________

Seal:



4.2.19 Certificate of Conformity/No Deviation

To






CERTIFICATE

This is to certify that, the specifications of Hardware & Software which I have mentioned

in the Technical bid, and which I shall supply, if I am awarded with the work, are in

conformity with the minimum specifications of the bidding document and that there are

no deviations of any kind from the specifications.

Also, I have thoroughly read the bidding document and by signing this certificate, I

hereby submit our token of unconditional acceptance to all the terms & conditions of the

bidding document without any deviations.

I also certify that the price I have quoted is inclusive of all the cost factors involved in the

end-to-end implementation and execution of the project, to meet the desired standards

set out in the bidding Document.

Thanking you,

Name of the Bidder: -

Authorised Signatory: -

Seal of the Organization: -

Date:

Place:



4.2.20 Bidder’s Authorization Certificate

To






I {Name/ Designation} hereby declare/ certify that {Name/ Designation} is hereby

authorized to sign relevant documents on behalf of the company/ firm in dealing with

NIB reference No. ______________________ dated _________. He/ She is also

authorized to attend meetings & submit technical & commercial information/

clarifications as may be required by you in the course of processing the Bid. For the

purpose of validation, his/ her verified signatures are as under.

Thanking you,

Name of the Bidder: - Verified Signature:

Authorized Signatory: - Name of verifier

Seal of the Organization: - Designation

Date: Company Seal

Place:



4.2.21 Bill of Material – Software Solution

The below list is

indicative only 1

Reference

in the

submitted

proposal

(Please

provide

page

numbers/s

ection-

number/vol

ume)

Propose

d

Solution

(Provide

the

Product

Name or

fill

Custom

Built, in

case of a

new

develop

ment)

Descrip

tion

(includ

e major

feature

s/

service

s only)

Number

of

Licenses

(Develop

ment

Environ

ment)

Num

ber

of

Licen

ses

(UAT

)

Numb

er of

Licens

es

(Train

ing)

Numbe

r of

License

s (Data

Centre -

Product

ion)

Num

ber

of

Licen

ses

(DR

Site)

Compli

ance

with

the

minim

um

Feature

s asked

in the

RFP

Storage management

Software (SMS)

Enterprise Management

System (EMS)

Host Intrusion Prevention

System (HIPS)

Document management



System(DMS)

Antivirus

Backup Software

Others



4.2.22 Bill of Material for Infrastructure

The bidder should note that the Bill of materials detailed below is indicative, and that the exact location for installation of the

commissioned hardware would be as per the approval of Rajasthan Police.

Technical Bill of

Materials

(The list below is

indicative only)

Re

fer

en

ce

o

f th

e

info

rm

atio

n

in

the

Su

bm

itted

P

ro

po

sa

l

(Ple

as

e

pr

ov

ide

p

ag

e

nu

mb

er/s

ec

tion

-

nu

mb

er/v

olu

me

)

Se

rv

ice

s

pr

op

os

ed

to

be

ho

ste

d o

n th

e S

er

ve

r

Qu

an

tity

Ma

ke

an

d M

od

el

Ye

ar

of In

tro

du

ctio

n

Op

er

atin

g

Sy

ste

m

alo

ng

with

v

er

sio

n

(if

ap

plic

ab

le)

Pr

oc

es

so

r a

nd

Nu

mb

er

of

Co

re

s

Offe

re

d

(if

ap

plic

ab

le)

Ar

ch

itec

tur

e

(RIS

C/E

PIC

/CIS

C)

(if ap

plic

ab

le)

RA

M (if a

pp

lica

ble

)

HD

D (if a

pp

lica

ble

)

LA

N

Po

rts

(if

ap

plic

ab

le)

HB

A (if a

pp

lica

ble

)

Ad

ditio

na

l Info

rm

atio

n

as

re

qu

ire

d to

ind

ica

te

the

c

om

plia

nc

e

to

the

re

qu

ire

me

nts

in

th

e

RF

P

(ex

, C

ap

ac

ity,

Dis

k

Sp

ac

e,)

Co

mp

lian

ce

a

s p

er

th

e

Sp

ec

ifica

tion

s

giv

en

in

the

RF

P (Y

es

/No

)

Data Center

Global Load Balancer

Server Load Balancer

IDS/IPS

External Firewall

KVM Switch

FC-IP Router (DC-

DR Replication)

Disaster Recovery (DR)

Application Server

Database Server

Web Server



Mail & Messaging

Backup Server

Access Control

Server/ Single Sign

On Server

Antivirus Server

SAN (External

Storage) - List the

total capacity offered

on

FC and SATA disks

Tape Library

SAN Switch

KVM Switch

L3 Core Switch

L2 Access Switch

IDS/IPS

External Firewall

Internal Firewall

Core Router

Others (Insert each

item in a separate

row as required)

Client Side Infrastructure

Client

System/Desktop/PC

Offline Server



Duplex Printer

MFD Printer

UPS 2 kVA

UPS 1 kVA

Gen Set 2.1 kVA

Digital Camera

Switch 16 port

Electronic Pen

External Hard Disk

Drive

Environmental

Control (AC)

Others (Insert each

item in a separate

row as required)

Site Preparation

Chairs

Tables

White Board

Fire Extinguisher

Power Strips

LAN cabling

Operational expenses

of Paper and toner

Others (Insert each

item in a separate

row as required)



Miscellaneous

Others (Insert each

item in a separate

row as required)



4.2.23 Profiles of Previous Project Experience

Relevant Project experience

General Information

Name of the project

Client for which the project was executed

Name and contact details of the client

Project Details


Scope of services


Technologies used


Other Details



Bidder



status)





Please provide complete details regarding the scope of the project to indicate the

relevance to the requested technical evaluation criterion.



4.2.24 Team Profile

Format for the Profiles

Name of the person

Current Designation / Job Title

Current job responsibilities

Proposed Role in the Project

Proposed Responsibilities in the Project

Academic Qualifications:

Degree

Academic institution graduated from

Year of graduation

Specialization (if any)

Key achievements and other relevant information (if any)

Professional Certifications (if any)

Total number of years of experience

Number of years with the current company

Summary of the Professional / Domain Experience

Number of complete life cycle implementations carried out

The names of customers (Please provide the relevant names)

Past assignment details (For each assignment provide details

regarding name of organizations worked for, designation,

responsibilities, tenure)

Prior Professional Experience covering:

Organizations worked for in the past

o Organization name

o Duration and dates of entry and exit



o Designation

o Location(s)

o Key responsibilities

Prior project experience

o Project name

o Client

o Key project features in brief

o Location of the project

o Designation

o Role

o Responsibilities and activities

o Duration of the project

Please provide only relevant projects.

Proficient in languages (Against each language listed indicate if

read/write/both)

Each profile must be accompanied by the following undertaking from the staff member:

(Alternatively, a separate undertaking with the same format as below with all the names

of the proposed profiles should be provided)

Certification

I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly

describes my qualifications, my experience. I understand that any willful misstatement

described herein may lead to my disqualification or dismissal, if engaged.

Signature:

Date:

[Signature of staff member or authorized representative of the staff] Day/Month/Year

Full name of authorized representative:



4.2.25 Suggestions on Changes to Contract Clauses


[Date]

To





Sub: Changes to the Contract Clauses


Sir,

I request you to consider the following changes to the Contract Clauses:

S.

No.

Page

Number

Section /

Para No.

Original

Text

Suggested

Change

Reason for

Change

1

2

3

4

Yours faithfully,


Designation



4.3 FORMATS FOR THE COMMERCIAL BID RESPONSE

4.3.1 Commercial Proposal Cover Letter


[Date]

To





Reference: NIB No. :___________________________________

Dated:__________

Dear Sir,

Ref: RFP for Selection of System Integrator for the Implementation of

CCTNS in Rajasthan Police

I/We, the undersigned bidder, having read & examined in detail, the Bidding Document,

the receipt of which is hereby duly acknowledged, I/We the undersigned, offer to supply/

work as mentioned in the Scope of the work, Bill of Material, Technical specifications,

Service Level Standards & in conformity with the said bidding document for the same.

I/ We undertake that the prices are in conformity with the specifications prescribed. The

quote/ price are inclusive of all cost likely to be incurred for executing this work. The

prices are inclusive of all type of govt. taxes/duties as mentioned in the financial bid

(BoQ).

I/ We undertake, if our bid is accepted, to deliver the goods in accordance with the

delivery schedule specified in the schedule of Requirements.

I/We hereby declare that in case the contract is awarded to us, I/We shall submit the

contract performance guarantee as prescribed in the bidding document.

I/We agree to abide by this bid for a period of 180 days after the last date fixed for bid

submission and it shall remain binding upon us and may be accepted at any time before

the expiry of that period.



Until a formal contract is prepared and executed, this bid, together with your written

acceptance thereof and your notification of award shall constitute a binding Contract

between us.

I/We hereby declare that our bid is made in good faith, without collusion or fraud and

the information contained in the bid is true and correct to the best of our knowledge and

belief.

I/We understand that you are not bound to accept any bid you may receive.

I/We agree to all the terms & conditions as mentioned in the bidding document and

submit that I/We have not submitted any deviations in this regard.

Date:


Name:

Designation:



4.3.2 Commercial Bid Format

{to be submitted by the bidder only in BoQ format (.XLS) available at eProc portal}

Note: Rajasthan Police would be at liberty to increase or reduce the offered quantity of

each item based on price discovery.

i. Table 1: Implementation Cost (CAPEX)

S.

No.

Category No of

Components

/ Units of

Service

(X)

Rate (per

unit)

(Y)

Taxes and

Other

Duties

(Z)

Total Cost =

(X*Y)+Z

(INR)

I. Data Centre Related Costs (including 3 year Warranty)

Hardware at DC

1) Global Load

Balancer

1

2) Server Load

Balancer

1

3) IDS/IPS 2

4) External

Firewall

2

5) KVM Switch 1

6)

FC-IP Router

(DC-DR

Replication)

2

7) Others

Software at DC

1) Enterprise

Management

System (EMS)

1

2)

Host Intrusion

Prevention

System (HIPS)

1

3) Antivirus 2905

4) Backup Software 1

5)

Others

Integration and Installation

1) DC Services 1



S.

No.

Category No of

Components

/ Units of

Service

(X)

Rate (per

unit)

(Y)

Taxes and

Other

Duties

(Z)

Total Cost =

(X*Y)+Z

(INR)

II Disaster Recovery Site Costs (Including 3 year warranty)

Hardware at DR site

1) Application

Server

2

2) Database Server 2

3) Web Server 1

4) Backup Server 1

5)

Access Control

Server/ Single

Sign On Sever

1

6) Antivirus Server 1

7)

Mail &

Messaging

Server

2

8)

SAN (External

Storage) - List

the total

capacity offered

on FC and SATA

disks

1

9) Tape Library 1

10) SAN Switch 2

11)

KVM Switch 1

12) L 3 Core Switch 1

13) L2 Access

Switch

2

14) IDS/IPS 2

15) External 1



S.

No.

Category No of

Components

/ Units of

Service

(X)

Rate (per

unit)

(Y)

Taxes and

Other

Duties

(Z)

Total Cost =

(X*Y)+Z

(INR)

Firewall

16) Internal Firewall 1

17) Core Router 1

18) Others

Software at DR site

1) Storage

management

Software (SMS)

1

2) Document

Management

System (DMS)

1

3)

Host Intrusion

Prevention

System (HIPS)

1

4) Antivirus As per

requirement

5) Backup Software 1

6) Others 1

Integration and Installation

1) DR Services 1

III CAS

customization

Costs

1) CAS

customization

man-month rate

180

IV Capacity

Building Costs

for state level/

specialized

trainings



S.

No.

Category No of

Components

/ Units of

Service

(X)

Rate (per

unit)

(Y)

Taxes and

Other

Duties

(Z)

Total Cost =

(X*Y)+Z

(INR)

1) Orientation to

Change

Management

and

Introduction to

CCTNS (Higher

Officials)

1

2)

Role Based and

Management

Information

System training

(Higher

officials)

1

3)

Project

Management,

Document

Management

System/

Reporting

training

1

4)

Specialized

training on

system

administration

and

troubleshooting

1

5) Training of

Trainers

1

V Capacity

Building Costs

for district

level trainings

at district

level

1) Change

Management

and

Introduction to

1



S.

No.

Category No of

Components

/ Units of

Service

(X)

Rate (per

unit)

(Y)

Taxes and

Other

Duties

(Z)

Total Cost =

(X*Y)+Z

(INR)

CCTNS (Middle

& Junior

Officials)

training

2)

Role Based

Training and

Basic ICT

(Middle &

Junior Officials)

training

1

VI Site

Preparation at

Client Side

Costs

1) LAN Cabling 479

2) Chair 2326

3) Table 2326

4) White Board 479

5) Power Strips 479

6) Fire

Extinguisher

479

7)

Others

VII Hardware

Related Costs

including

Warranty for

the period of 3

years from

Go-Live of

Project at

Client Site

IT Infrastructure at Client Site

1) Client Systems

(PC/ Desktop)

2470



S.

No.

Category No of

Components

/ Units of

Service

(X)

Rate (per

unit)

(Y)

Taxes and

Other

Duties

(Z)

Total Cost =

(X*Y)+Z

(INR)

(Cost of the

computer

includes

Operating

System and

Office suite)

2) External HDD 752

3) Offline Server 297

4)

Duplex Laser

Printer

297

5)

Multi-Function

Laser Printer

(Print/Scan/Cop

y)

1460

6) Switch 16port 1015

7) UPS 2 KVA with

120 min backup

1344

8) UPS 1 KVA 100

9) Gen Set 2.1 KVA 760

10) Digital Camera 760

11) Electronic Pen 760

12) Environmental

Control(AC)

760

13) Others

VIII Data

migration and

Digitization of

Historical

Data Costs

1) Data migration

and Digitization

1

IX Third Party



S.

No.

Category No of

Components

/ Units of

Service

(X)

Rate (per

unit)

(Y)

Taxes and

Other

Duties

(Z)

Total Cost =

(X*Y)+Z

(INR)

Audit

1) Third Party

Audit

1

X Hand Holding

Support Costs

1) Hand Holding

Support

760

A = Total for Services Provided During Implementation

Phase (Sum of items I – X):(In figures)

A = Total for Services Provided During Implementation

Phase (Sum of items I – X):(In words)

ii. Table 2: Operation and Maintenance Cost (OPEX)

S.

No.

Category Rate

(Y)

Taxes and

Other Duties

(Z)

Total Cost = Y+Z

(INR)

1) Operations and

Maintenance

Services for DC &

DR (including

existing Hardware)

for 3 years(after

Go-Live of the

Project) in QGR

2) Operations and

Maintenance

Services for 3 years

for client locations

(including existing

hardware) (after



Go-Live of the

Project) in QGR

3) Comprehensive

AMC for 3 years

for maintenance of

all hardware,

software, solution

at District Training

Centres *

4) Comprehensive

AMC* for 4th Year

5) Comprehensive

AMC* for 5th Year

B = Cost of Operations and Maintenance Services

for 3 years(In Figures)

B = Cost of Operations and Maintenance Services

for 3 years(In Words)

*Cost of AMC above in Item no:3,4,5 will not be considered for QCBS

evaluation.

iii. Table 3: Consumable Items Cost

S.

No.

Category No of

Componen

ts / Units of

Service

(X)

Rate(per

unit)

(Y)

Taxes and

Other Duties

(Z)

Total Cost X= Y+Z

(INR)

1) Operational

expenses of Paper

Ream

156960

2) Operational

expenses of Toner

26160

C = Total Cost of Operational expenses of Paper and toner (1 &2)

till the completion of Project(In Figures)

C = Total Cost of Operational expenses of Paper and toner (1 &2)

till the completion of Project (In Words)



iv. Table 4: Commercial Bid Summary -Total Cost (D)

S No Cost Component Cost for Calculation(INR)

1 Implementation Cost (A)

2 Operations and Maintenance Cost (B)

3 Cosumable Items Cost (C)

Total Cost (D=A+B+C) for QCBS Evaluation(In

figures)

Total Cost (D=A+B+C) for QCBS Evaluation(In

Words)



4.5 NON – DISCLOSURE AGREEMENT (NDA)

[Company Letterhead]

This AGREEMENT (hereinafter called the “Agreement”) is made on the [day] day of the

month of [month], [year], between, Rajasthan Police, on the one hand, (hereinafter

called the “Purchaser”) and, on the other hand, [Name of the bidder] (hereinafter called

the “Successful Bidder”) having its registered office at [Address]

WHEREAS

The “Purchaser” has issued a public notice inviting various organizations to propose for

hiring services of an organization for provision of services under the CCTNS Project

(hereinafter called the “Project”) of the Purchaser;

The Bidder, having represented to the “Purchaser” that it is interested to bid for the

proposed Project,

The Purchaser and the Bidder agree as follows:

1. In connection with the “Project”, the Purchaser agrees to provide to the Bidder a

Detailed Document on the Project vide the Request for Proposal contained in three

volumes. The Request for Proposal contains details and information of the Purchaser

operations that are considered confidential.

2. The Bidder to whom this Information (Request for Proposal) is disclosed shall:

a. Hold such Information in confidence with the same degree of care with which

the Bidder protects its own confidential and proprietary information;

b. Restrict disclosure of the Information solely to its employees, agents and

contractors with a need to know such Information and advise those persons

of their obligations hereunder with respect to such Information;

c. Use the Information only as needed for the purpose of bidding for the Project;

d. Except for the purpose of bidding for the Project, not copy or otherwise

duplicate such Information or knowingly allow anyone else to copy or

otherwise duplicate such Information; and

e. Undertake to document the number of copies it makes

f. On completion of the bidding process and in case unsuccessful, promptly

return to the Purchaser, all Information in a tangible form or certify to the

Purchaser that it has destroyed such Information.

3. The Bidder shall have no obligation to preserve the confidential or proprietary nature

of any Information which:

a. Was previously known to the Bidder free of any obligation to keep it

confidential at the time of its disclosure as evidenced by the Bidder’s written

records prepared prior to such disclosure; or

b. Is or becomes publicly known through no wrongful act of the Bidder; or

c. Is independently developed by an employee, agent or contractor of the Bidder

not associated with the Project and who did not have any direct or indirect

access to the Information.



4. The Agreement shall apply to all Information relating to the Project disclosed by the

Purchaser to the Bidder under this Agreement.

5. The Purchaser will have the right to obtain an immediate injunction enjoining any

breach of this Agreement, as well as the right to pursue any and all other rights and

remedies available at law or in equity for such a breach.

6. Nothing contained in this Agreement shall be construed as granting or conferring

rights of license or otherwise, to the bidder, in any of the Information.

Notwithstanding the disclosure of any Information by the Purchaser to the Bidder,

the Purchaser shall retain title and all intellectual property and proprietary rights in

the Information. No license under any trademark, patent or copyright, or application

for same that are now or thereafter may be obtained by such party is either granted

or implied by the conveying of Information. The Bidder shall not alter or obliterate

any trademark, trademark notice, copyright notice, confidentiality notice or any

notice of any other proprietary right of the Purchaser on any copy of the Information,

and shall reproduce any such mark or notice on all copies of ch Information.

7. This Agreement shall be effective from the date the last signature is affixed to this

Agreement and shall continue in perpetuity.

8. Upon written demand of the Purchaser, the Bidder shall (i) cease using the

Information, (ii) return the Information and all copies, notes or extracts thereof to

the Purchaser forthwith after receipt of notice, and (iii) upon request of the

Purchaser, certify in writing that the Bidder has complied with the obligations set

forth in this paragraph.

9. This Agreement constitutes the entire agreement between the parties relating to the

matters discussed herein and supersedes any and all prior oral discussions and/or

written correspondence or agreements between the parties. This Agreement may be

amended or modified only with the mutual written consent of the parties. Neither

this Agreement nor any right granted hereunder shall be assignable or otherwise

transferable.

10. CONFIDENTIAL INFORMATION IS PROVIDED “AS IS” WITH ALL FAULTS. IN

NO EVENT SHALL THE PURCHASER BE LIABLE FOR THE ACCURACY OR

COMPLETENESS OF THE CONFIDENTIAL INFORMATION.

11. This Agreement shall benefit and be binding upon the Purchaser and the Bidder and

their respective subsidiaries, affiliate, successors and assigns.

12. This Agreement shall be governed by and construed in accordance with the Indian

laws.

For and on behalf of the Bidder

___(Signature)______

(Name of the Authorized Signatory)

Date

Address

Location:



4.6 FORMAT FOR SUBMISSION OF QUERIES FOR CLARIFICATION

Bidders requiring specific points of clarification may communicate with

Rajasthan Police, during the specified period using the following format:





BIDDER’S REQUEST FOR CLARIFICATION

Name of Organization

submitting request

Name & position of person

submitting request

Full formal address of the

organization including

phone, fax and email points

of contact

Tel:

Fax:

Email:

S.

No

Bidding Document

Reference(s)

(section number/

page)

Content of RFP

requiring

Clarification

Points of clarification

required

Note: - Queries must be strictly submitted only in the prescribed format (.XLS/ .XLSX/

.ODF). Queries not submitted in the prescribed format will not be considered/

responded at all by the Rajasthan Police. Also, kindly attach the scanned copy of the

receipt towards the submission of the bidding/ tender document fee with the pre-bid

queries.



4.7 EARNEST MONEY DEPOSIT

(To be stamped in accordance with Stamp Act and to be issued by a Scheduled bank

having its branch at Jaipur and payable at par at Jaipur, Rajasthan)

To





Sir,

1. In accordance with your Notice Inviting Bid for <please specify the project title>

vide NIB reference no. <please specify> M/s. …………………………….. (Name & full

address of the firm) (Hereinafter called the “Bidder”) hereby submits the Bank

Guarantee to participate in the said procurement/ bidding process as mentioned in

the bidding document.

It is a condition in the bidding documents that the Bidder has to deposit Bid Security

amounting to <Rs. ______________ (Rupees <in words>)> in respect to the NIB Ref.

No. _______________ dated _________ issued by Rajasthan Police, Jaipur,

Rajasthan (hereinafter referred to as Rajasthan Police) by a Bank Guarantee from a

Scheduled Bank having its branch at Jaipur irrevocable and operative till the bid validity

date (i.e. 180 days from the date of submission of bid). It may be extended if required in

concurrence with the bid validity.

And whereas the Bidder desires to furnish a Bank Guarantee for a sum of <Rs.

______________ (Rupees <in words>)> to the Rajasthan Police as earnest money

deposit.

2. Now, therefore, we the ……………………………….…… (Bank), a body corporate

constituted under the Banking Companies (Acquisition and Transfer of

Undertaking) Act. 1969 (delete, if not applicable) and branch Office at…………………...

(hereinafter referred to as the Guarantor) do hereby undertake and agree to pay

forthwith on demand in writing by the Rajasthan Police of the said guaranteed

amount without any demur, reservation or recourse.



3. We, the aforesaid bank, further agree that the Rajasthan Police shall be the sole

judge of and as to whether the Bidder has committed any breach or breaches of any

of the terms costs, charges and expenses caused to or suffered by or that may be

caused to or suffered by the Rajasthan Police on account thereof to the extent of the

Earnest Money required to be deposited by the Bidder in respect of the said bidding

document and the decision of the Rajasthan Police that the Bidder has committed

such breach or breaches and as to the amount or amounts of loss, damage, costs,

charges and expenses caused to or suffered by or that may be caused to or suffered

by the Rajasthan Police shall be final and binding on us.

4. We, the said Bank further agree that the Guarantee herein contained shall remain in

full force and effect until it is released by the Rajasthan Police and it is further

declared that it shall not be necessary for the Rajasthan Police to proceed against the

Bidder before proceeding against the Bank and the Guarantee herein contained shall

be invoked against the Bank, notwithstanding any security which the Rajasthan

Police may have obtained or shall be obtained from the Bidder at any time when

proceedings are taken against the Bank for whatever amount that may be

outstanding or unrealized under the Guarantee.

5. Any notice by way of demand or otherwise hereunder may be sent by special courier,

telex, fax, registered post or other electronic media to our address, as aforesaid and

if sent by post, it shall be deemed to have been given to us after the expiry of 48

hours when the same has been posted.

6. If it is necessary to extend this guarantee on account of any reason whatsoever, we

undertake to extend the period of this guarantee on the request of our constituent

under intimation to you.

7. The right of the Rajasthan Police to recover the said amount of <Rs.

______________ (Rupees <in words>)> from us in manner aforesaid will not be

precluded/ affected, even if, disputes have been raised by the said M/s.

……….………………(Bidder) and/ or dispute or disputes are pending before any court,

authority, officer, tribunal, arbitrator(s) etc..

8. Notwithstanding anything stated above, our liability under this guarantee shall be

restricted to <Rs. ______________ (Rupees <in words>)> and our guarantee

shall remain in force till bid validity period i.e. <please specify> days from the last

date of bid submission and unless a demand or claim under the guarantee is made

on us in writing within three months after the Bid validity date, all your rights under

the guarantee shall be forfeited and we shall be relieved and discharged from all

liability thereunder.

9. This guarantee shall be governed by and construed in accordance with the Indian

Laws and we hereby submit to the exclusive jurisdiction of courts of Justice in India

for the purpose of any suit or action or other proceedings arising out of this

guarantee or the subject matter hereof brought by you may not be enforced in or by

such count.



10. We hereby confirm that we have the power/s to issue this Guarantee in your favor

under the Memorandum and Articles of Association/ Constitution of our bank and

the undersigned is/are the recipient of authority by express delegation of power/s

and has/have full power/s to execute this guarantee under the Power of Attorney

issued by the bank in your favour.

Date ………………… (Signature) ……………………………………….

Place ………………… (Printed Name) ………………………………….

(Designation) ……………………………………

(Bank’s common seal) ………………………….

In presence of:

WTTNESS (with full name, designation, address & official seal, if any)

(1) ………………………………………

………………………………………

(2) ………………………………………

………………………………………

Bank Details

Name & address of Bank :

Name of contact person of Bank:

Contact telephone number:

GUIDELINES FOR SUBMISSION OF BANK GUARANTEE

The Bank Guarantee shall fulfil the following conditions in the absence of which they

cannot be considered valid: -

1. Bank Guarantee shall be executed on non- judicial stamp paper of applicable value

purchased in the name of the bank.

2. Two persons should sign as witnesses mentioning their full name, designation,

address and office seal (if any).

3. The Executor (Bank Authorities) may mention the power of attorney No. and date of

execution in his/ her favour authorizing him/ her to sign the document. The Power

of Attorney to be witnessed by two persons mentioning their full name and address.

4. The Bank Guarantee should be executed by a Scheduled Bank only.

5. Non – Judicial stamp paper shall be used within 6 months from the date of Purchase

of the same. Bank Guarantee executed on the non-judicial stamp paper after 6 (six)

months of the purchase of such stamp paper shall be treated as non-valid.



6. The contents of Bank Guarantee shall be strictly as per format prescribed by

Rajasthan Police

7. Each page of Bank Guarantee shall bear signature and seal of the Bank and B.G.

number.

8. All corrections, deletions etc. in the Bank Guarantee should be authenticated by

signature of Bank Officials signing the Bank Guarantee.

9. Bank should separately send through registered post/courier a certified copy of Bank

Guarantee, mentioning Bid reference, Bid title and bidder name, directly to the

Purchaser's communication address as mentioned in the bidding document.



4.8 BID COVER LETTER

[Cover Letter]

[Date]

To,





Dear Sir,

Ref: RFP for Selection of System Integrator for Implementation of CCTNS in

Rajasthan Police

I/We, the undersigned, having examined the RFP, the receipt of which is hereby duly

acknowledged, offer to provide the professional services as required and outlined in the

RFP for the CCTNS Project.

I/We attach hereto the technical response as required by the RFP, which constitutes our

proposal.

I/We confirm that the information contained in this response or any part thereof,

including its exhibits, and other documents and instruments delivered or to be delivered

to Rajasthan Police is true, accurate, verifiable and complete. This response includes all

information necessary to ensure that the statements therein do not in whole or in part

mislead the department in its short-listing process.

I/We fully understand and agree to comply that on verification, if any of the information

provided here is found to be misleading the short listing process, I/We are liable to be

dismissed from the selection process or termination of the contract during the project, if

selected to do so.

I/We agree for unconditional acceptance of all the terms and conditions set out in the

RFP document and also agree to abide by this tender response for a period of 180 days

from the date fixed for bid opening.



I/We hereby declare that in case the contract is awarded to us, I/We shall submit the

contract performance guarantee bond in the form prescribed in the Format 4.9 of this

RFP.

I/We agree that you are not bound to accept any tender response you may receive. I/We

also agree that you reserve the right in absolute sense to reject all or any of the products/

services specified in the tender response.

It is hereby confirmed that I/We am entitled to act on behalf of my organization and

empowered to sign this document as well as such other documents, which may be

required in this connection.

Dated this Day of 2013/14

(Signature) (In the capacity of)

(Name)

Duly authorized to sign the Tender Response for and on behalf of:

(Name and Address of Company) Seal/Stamp of bidder

Witness Signature:

Witness Name:

Witness Address:

CERTIFICATE AS TO AUTHORISED SIGNATORIES

I,,……………………………, the Company Secretary of …….…………………, certify that

……………………………………………………………… who signed the above Bid is authorized to do

so and bind the company by authority of its board/ governing body.

Date:

Signature:

(Company Seal) (Name)



4.9 ADVANCE BANK GUARANTEE

(To be stamped in accordance with Stamp Act and on a Stamp Paper purchased from

Rajasthan State only and to be issued by a Scheduled bank having its branch at Jaipur

and payable at par at Jaipur, Rajasthan)

To,





1. In consideration of the "Rajasthan Police" having agreed to exempt M/s

..........................(hereinafter called "the said Contractor(s)" from the demand, under

the terms and conditions of an Work Order No...................................dated

.....................made between the Rajasthan Police and .......................(Contractor) for

the work ................. of Security Deposit for the due fulfilment by the said Contractor

(s) of the terms and conditions contained in the said work order, on production of a

Advance Bank Guarantee for Rs...................(Rupees ........................................only),

we ...................(indicate the name of the Bank), (hereinafter referred to as "the

Bank") at the request of ..................Contractor(s) do hereby undertake to pay to the

Rajasthan Police an amount not exceeding

Rs...................(Rupees..................................only) on demand.

2. We................. (Indicate the name of Bank), do hereby undertake to pay

Rs.................... (Rupees............................only), the amounts due and payable under

this guarantee without any demur or delay, merely on a demand from the Rajasthan

Police. Any such demand made on the bank by the Rajasthan Police shall be

conclusive as regards the amount due and payable by the Bank under this guarantee.

The Bank Guarantee shall be completely at the disposal of the Rajasthan Police and

We....................... (Indicate the name of Bank), bound ourselves with all directions

given by Rajasthan Police regarding this Bank Guarantee. However, our liability

under this guarantee shall be restricted to an amount not exceeding Rs......................

(Rupees....................only).

3. We.......................(indicate the name of Bank), undertake to pay to the Rajasthan

Police any money so demanded notwithstanding any dispute or disputes raised by

the contractor(s) in any suit or proceeding pending before any Court or Tribunal or

Arbitrator etc. relating thereto, our liability under these presents being absolute,

unequivocal and unconditional.

4. We.....................(indicate the name of Bank) further agree that the performance

guarantee herein contained shall remain in full force and effective up to <1 year from

date of signing of contract> and that it shall continue to be enforceable for above

specified period till all the dues of Rajasthan Police under or by virtue of the said

Agreement have been fully paid and its claims satisfied or discharged or till the



Rajasthan Police certifies that the terms and conditions of the said Agreement have

been fully and properly carried out by the said Contractor(s) and accordingly

discharges this guarantee.

5. We ...........................(indicate the name of Bank) further agree with the Rajasthan

Police that the Rajasthan Police shall have the fullest liberty without our consent and

without affecting in any manner our obligations hereunder to vary any of the terms

and conditions of the said work order or to extend time of performance by the said

Contractor(s) from time to time or to postpone for any time or from time to time any

of the powers exercisable by the Rajasthan Police against the said Contractor(s) and

to forbear or enforce any of the terms and conditions relating to the said work order

and we shall not be relieved from our liability by reason of any such variation, or

extension being granted to the said Contractor(s) or for any forbearance, act or

omission on the part of the Rajasthan Police or any indulgence by the Rajasthan

Police to the said Contractor(s) or by any such matter or thing whatsoever which

would but for this provision, have effect of so relieving us.

6. The liability of............................. (indicate the name of Bank), under this guarantee

will not be discharged due to the change in the constitution of the Bank or the

contractor(s).

7. We .............................. (indicate the name of Bank), lastly undertake not to revoke

this guarantee except with the previous consent of the Rajasthan Police in writing.

8. This advance bank Guarantee shall remain valid and in full effect, until it is decided

to be discharged by the Rajasthan Police. Notwithstanding anything mentioned

above, our liability against this guarantee is restricted to Rs...........................

(Rupees..............................only).

9. It shall not be necessary for the Rajasthan Police to proceed against the contractor

before proceeding against the Bank and the guarantee herein contained shall be

enforceable against the Bank notwithstanding any security which the Rajasthan

Police may have obtained or obtain from the contractor.

10. We .............................. (indicate the name of Bank) verify that we have a branch at

Jaipur, Rajasthan. We undertake that this Bank Guarantee shall be payable at any of

its branch at Jaipur, Rajasthan. If the last day of expiry of Bank Guarantee happens

to be a holiday of the Bank, the Bank Guarantee shall expire on the close of the next

working day.

11. We hereby confirm that we have the power(s) to issue this guarantee in your favour

under the memorandum and articles of Association/ constitution of our bank and the

undersigned is/ are the recipient of authority by express delegation of power(s) and

has/have full power(s) to execute this guarantee for the power of attorney issued by

the bank.

Dated..........................day of....................For and on behalf of the <Bank> (indicate the

Bank)

Signature



(Name &

Designation)

Bank's Seal

The above performance Guarantee is accepted by the Rajasthan Police

For and on behalf of the Rajasthan Police

Signature

(Name & Designation)



4.10 PERFORMANCE BANK GUARANTEE

(To be stamped in accordance with Stamp Act and on a Stamp Paper purchased from

Rajasthan State only and to be issued by a Scheduled bank having its branch at Jaipur

and payable at par at Jaipur, Rajasthan)

To,





1. In consideration of the "Rajasthan Police" having agreed to exempt M/s

..........................(hereinafter called "the said Contractor(s)" from the demand, under

the terms and conditions of an Work Order No...................................dated

.....................made between the Rajasthan Police and .......................(Contractor) for

the work ................. of Security Deposit for the due fulfilment by the said Contractor

(s) of the terms and conditions contained in the said work order, on production of a

Bank Guarantee for Rs...................(Rupees ........................................only), we

...................(indicate the name of the Bank), (hereinafter referred to as "the Bank") at

the request of ..................Contractor(s) do hereby undertake to pay to the Rajasthan

Police an amount not exceeding Rs...................(Rupees..................................only) on

demand.

2. We................. (Indicate the name of Bank), do hereby undertake to pay

Rs.................... (Rupees............................only), the amounts due and payable under

this guarantee without any demur or delay, merely on a demand from the Rajasthan

Police. Any such demand made on the bank by the Rajasthan Police shall be

conclusive as regards the amount due and payable by the Bank under this guarantee.

The Bank Guarantee shall be completely at the disposal of the Rajasthan Police and

We....................... (Indicate the name of Bank), bound ourselves with all directions

given by Rajasthan Police regarding this Bank Guarantee. However, our liability

under this guarantee shall be restricted to an amount not exceeding Rs......................

(Rupees....................only).

3. We.......................(indicate the name of Bank), undertake to pay to the Rajasthan

Police any money so demanded notwithstanding any dispute or disputes raised by

the contractor(s) in any suit or proceeding pending before any Court or Tribunal or

Arbitrator etc. relating thereto, our liability under these presents being absolute,

unequivocal and unconditional.

4. We.....................(indicate the name of Bank) further agree that the performance

guarantee herein contained shall remain in full force and effective up to <DATE> and

that it shall continue to be enforceable for above specified period till all the dues of

Rajasthan Police under or by virtue of the said Agreement have been fully paid and

its claims satisfied or discharged or till the Rajasthan Police certifies that the terms



and conditions of the said Agreement have been fully and properly carried out by the

said Contractor(s) and accordingly discharges this guarantee.

5. We ...........................(indicate the name of Bank) further agree with the Rajasthan

Police that the Rajasthan Police shall have the fullest liberty without our consent and

without affecting in any manner our obligations hereunder to vary any of the terms

and conditions of the said work order or to extend time of performance by the said

Contractor(s) from time to time or to postpone for any time or from time to time any

of the powers exercisable by the Rajasthan Police against the said Contractor(s) and

to forbear or enforce any of the terms and conditions relating to the said work order

and we shall not be relieved from our liability by reason of any such variation, or

extension being granted to the said Contractor(s) or for any forbearance, act or

omission on the part of the Rajasthan Police or any indulgence by the Rajasthan

Police to the said Contractor(s) or by any such matter or thing whatsoever which

would but for this provision, have effect of so relieving us.

6. The liability of............................. (indicate the name of Bank), under this guarantee

will not be discharged due to the change in the constitution of the Bank or the

contractor(s).

7. We .............................. (indicate the name of Bank), lastly undertake not to revoke

this guarantee except with the previous consent of the Rajasthan Police in writing.

8. This performance Guarantee shall remain valid and in full effect, until it is decided to

be discharged by the Rajasthan Police. Notwithstanding anything mentioned above,

our liability against this guarantee is restricted to Rs...........................

(Rupees..............................only).

9. It shall not be necessary for the Rajasthan Police to proceed against the contractor

before proceeding against the Bank and the guarantee herein contained shall be

enforceable against the Bank notwithstanding any security which the Rajasthan

Police may have obtained or obtain from the contractor.

10. We .............................. (indicate the name of Bank) verify that we have a branch at

Jaipur, Rajasthan. We undertake that this Bank Guarantee shall be payable at any of

its branch at Jaipur, Rajasthan. If the last day of expiry of Bank Guarantee happens

to be a holiday of the Bank, the Bank Guarantee shall expire on the close of the next

working day.

11. We hereby confirm that we have the power(s) to issue this guarantee in your favour

under the memorandum and articles of Association/ constitution of our bank and the

undersigned is/ are the recipient of authority by express delegation of power(s) and

has/have full power(s) to execute this guarantee for the power of attorney issued by

the bank.

Dated..........................day of....................For and on behalf of the <Bank> (indicate the

Bank)

Signature



(Name &

Designation)

Bank's Seal

The above performance Guarantee is accepted by the Rajasthan Police

For and on behalf of the Rajasthan Police

Signature

(Name & Designation)



4.11 MEMORANDUM OF APPEAL UNDER THE RTPP ACT, 2012

Appeal No ………of ……………

Before the ………………………… (First/ Second Appellate Authority)

1. Particulars of appellant:

a. Name of the appellant: <please specify>

b. Official address, if any: <please specify>

c. Residential address: <please specify>

2. Name and address of the respondent(s):

a. <please specify>

b. <please specify>

c. <please specify>

3. Number and date of the order appealed against and name and designation of the

officer/ authority who passed the order (enclose copy), or a statement of a decision,

action or omission of the Rajasthan Police in contravention to the provisions of the

Act by which the appellant is aggrieved: <please specify>

4. If the Appellant proposes to be represented by a representative, the name and postal

address of the representative: <please specify>

5. Number of affidavits and documents enclosed with the appeal: <please specify>

6. Grounds of appeal (supported by an affidavit): <please specify>

7. Prayer: <please specify>

Place …………………………………….

Date ……………………………………

Appellant's Signature