pmpl tender

TENDER NOTICE

Pune Mahanagar Parivahan Mahamandal Ltd.(PMPML)

Maharashtra

PMPML invites tenders in sealed format for fleet management system. This system shall

ITS elements include fleet scheduling, vehicle tracking, real time fleet management,

passenger information system, and MIS reporting. Tender shall include supply of

equipment, system integration, and maintenance and system management for a

period of 5 years. Detailed specifications of PMPML’s requirement can be found in the

tender document. The system shall be implemented for fleet management of 650 new

buses procured through funding from JnNURM and passenger information system on

buses, at BRT and non-BRT stations and in other formats as required in the tender.

Bidders should submit sealed tender in two envelopes. Envelope-1 should contain a

Demand Draft of Rs.5,00,000/- (Rs. Five lakhs only) drawn on a bank at Pune in favour of

PMPML as EMD. Envelope-1 must contain all technical details including system

architecture, system management plan, equipment specifications, equipment supplier

details, guarantee and warrantee on equipment and relevant tax certificates. The

bidder shall also furnish details of similar systems implemented, or under

implementation, by the bidder at other Public Transport Undertaking in India or for

public transport systems in a foreign nation. Detailed requirements can be found in the

tender document. Envelope-2 must contain item wise rates of all items, inclusive of all

taxes. Tender documents, including detailed specifications and system requirements,

terms & conditions of service and other relevant information shall be available on the

website www.pmpml.org on 14.06.2010.

Sealed tenders should reach PMPML Inward Section before 2.00 pm on 12.07.2010. No

tender received after that will be considered valid. Tenders received will be opened on

the same day at 4.00 pm. The Chairman & Managing Director, PMPML reserves all rights

to reject or accept partially or fully any or all tenders without assigning any reason. For

more details, please contact the office of Chief Engineer, PMPML.

Dilip Band, IAS

Chairman & Managing Director

Pune Mahanagar Parivahan Mahamandal Ltd.

Advt. No.: 7

Date : 11/06/2010

ITS - AVLS & PIS - Technical Specification for PMPML

PUNE MAHANAGAR PARIVAHAN MAHAMANDAL LTD. Swargate, Pune – 411 037.

Phone no. 020 – 2444 0417, Extn. 403.

Tender Form No. : Chief Engineer Office

Date : 16/06/2010

Form Fee : 20000 + Taxes

Important Instructions Regarding Tender for ITS /LED

It is hereby informed to all the bidders of the above tender, that detailed information

regarding tender is available on the website www.pmpml.org and hence bidders

should arrange to take note of the due date and submit the duly filled documents

accordingly.

1) Tender documents shall be available on payment of Rs. 20,000/- plus tax at

the office of the Chief Engineer, PMPML.

2) Last date of submission of tender documents is on or before12th July 2010,

Monday, Time: 14.00 hrs.

3) Tenders Forms shall be available from 16.06.2010, Wednesday, Time 11.00 hrs

to 16.00 hrs.

4) Last date for tender form request is 05.07.2010, Monday, Time 16.00 hrs.

5) Pre-bid meeting is arranged on 03 rd July 2010, Saturday, Time: 11.00 hrs (venue

may be informed later).

6) Duly filled & sealed Tender documents alongwith requisite Samples shall be

accepted from 07.07.2010, Wednesday to 12.07.2010, Monday, Time : from

10.30hrs to 14.00hrs.

7) Those Bidders who had already participated in the 2009 tender and paid

EMD - Rs. 5 lac need not pay the EMD again.

Chief Engineer,

PMPML.

Enclosure : Related all documents.


June, 2010

To be submitted to:

Pune Mahanagar Parivahan Mahamandal Limited

TENDER FOR EQUIPMENT, SOFTWARE,

OPERATION & MAINTENANCE OF

INTELLIGENT TRANSPORT SYSTEM FOR

BRTS OPERATIONS IN PUNE METROPOLITAN

REGION

TECHNICAL SPECIFICATIONS DOCUMENT


List of abbreviations used in the document:

PMPML –Pune Mahanagar Parivahan Mahamandal Limited

BRTS – Bus Rapid Transit System

AVLS – Automated Vehicle Location System

AFC – Automated Fare Collection

PIS – Passenger Information System

MIS – Management Information System

CCC – Central Control Centre

CCS – Central Control System

MTTR – Mean Time To Replace

GSM – Global System for Mobile communications – Mobile communication format

CDMA - Code division multiple access - Mobile communication format

GPS – Global Positioning System


1. Introduction

The purpose of this document is to provide guidelines for procurement of equipment, implementation

and operations of Intelligent Transport System for Pune Mahanagar Parivahan Mahamandal Limited

[PMPML}. The document underlines all IT related requirements of PMPML to achieve a highly

automated and stable environment for Bus Operations Management.

ITS systems for bus operations can be broadly categorized into two groups.

• Automatic Vehicle Location and Control, Passenger Information and Operations Reporting

• Automatic Fare Collection (AFC) and Revenue Management

Since the function and outputs of former are distinct from latter, it is suggested that these two systems be

separately managed. This document gives the technical and functional specifications of the former. This

system shall comprise of following distinct application areas:

1. Automatic Vehicle Location and Control System (AVLS)

2. Passenger Information System (PIS)

3. Management Information System (MIS) for bus operations reporting and performance

assessment

The logical units for implementing this system are

a) Bus Controller Unit (BCU)

b) On bus passenger information equipment

c) At station passenger information equipment

d) Central control centre

e) Communication channels between bus, central control centre and bus stations

CENTRAL

CONTROL

CENTRE

SATELLITE WIRELESS NETWORK

Online PIS

Next Pune St

Bus PIS

BCU

MIS

reports

1C 2min

Station PIS


Fig.1 Functional relationship between various logical units

2. Functional specifications ITS systems

This section describes function and equipment required for each of the components of the IT system for

implementation on PMPML bus services.

1. Automatic Vehicle Location and Control System (AVLS)

2. Passenger Information System (PIS)

3. Management Information System (MIS) for bus operations reporting and performance assessment

1.1. Automatic Vehicle Location and Control System (AVLS)

The key functions of AVLS are

• Tracking vehicle fleet in real time,

• Monitor them against predefined schedule,

• Send automatic control instructions to each bus driver for him to take action such that system

reliability is maintained,

• Allow control centre to manually intervene through visual alerts or voice communication in case

of no response from driver,

• Maintain secure database of tracking data collected

Further, the information gathered by AVLS is also used for

• Display and announcement of relevant information in real-time for passengers on bus and at

stations.

• Generating meaningful Management Information System (MIS) reports for various levels of

system managers

It shall have the following elements to achieve the outputs.

a) GPS unit to ascertain accurate geographic location.

b) Wireless Communication Module (WCM) based on GSM/CDMA/WCDMA high speed data

transmission interface to transmit location information wirelessly to central control centre and to

receive alerts and on-the-air updates from central control centre

c) Driver interface module with LED indicators for system status and alerts, LCD display for text

messages, numeric keypad, and speaker & microphone for voice communication with Central

Control Centre (CCC)

d) Bus Controller Unit (BCU) to log location data, store other data such as bus route database and

send passenger information instructions to on-bus displays and speakers. This controller shall

also be the interface between all on bus devices. It shall transmit location information through a

secure wired connection to on-bus PIS system to make audio-visual announcements. Controller

may be a separate on-board computer which interfaces with other components such as the GPS module and

GPRS Module or may be a single integrated unit which includes GPS unit, GPRS Module, data storage

and other interface elements.


1.2. Passenger Information System

The key function of Passenger Information System (PIS) shall be to offer passengers clear real-time

information about bus operations to enhance user-convenience and simplify decision making. The

passenger information system can be broadly categorized into three parts.

1. On-Bus Passenger information

2. At-Station Passenger information

3. Online Passenger information – IVR, SMS and Web access of bus operations information

1.1.1. On-Bus Passenger Information

This system shall show on display and make announcements in Marathi and English of

• Present station when the bus reaches a given station.

• Next station after the bus departs previous station. This announcement shall be made as soon

as the bus goes out of the geo-fence of the previous stop. In case station spacing is large, this

announcement shall be repeated 30seconds before the arrival of the next stop. PMPML

should be able to set the time of announcement.

The system shall have the following elements to achieve the above outputs.

a) LCD display inside the bus

b) Speakers inside the bus

c) Text and audio database of routes and stops the bus is expected to be deployed on. This

database shall be on the bus controller unit. Bus controller unit may be integrated with the

GPS/GPRS/Driver console unit or be independent of it.

d) BCU shall use location data from GPS module, ascertain present station/next station name,

and send commands for audio announcement and text display.

1.1.2. At-Station Passenger Information

This system shall show text display in English and Marathi of

• Route number

• Destination

• Estimated time of arrival (ETA) in minutes from present time

• Present time in HH:MM format

• Other public service information or advertisements as specified by PMPML

The system shall have the following elements to achieve the expected outputs.

a) LED display

b) Station Communication Module to receive instructions for information to be displayed.

c) Data storage to store database of routes expected to stop at the given station and their

destinations

d) Decoder to receive encoded instructions from CCC.

1.1.3. Online Passenger information

PMPML web portal shall enable passengers to get information about the bus schedules on

various routes operated by PMPML and shall also have facility to display ETA based on the real-


time data from GPS central monitoring system. The web portal shall also provide facility to

passengers to extract such data through the mobile communication system.

A call centre shall be maintained by the service provider on behalf of PMPML for passengers to

call into for information on bus routes and schedules as well as for any issues on fare. Call centre

shall be able to log in complaints through call centre executive or IVR.

1.3. Management Information System

The key function of Management Information System (PIS) shall be to offer various levels of PMPML

management meaningful reports for them to assess the performance of bus operations and take quick

decisions to improve the efficiency of the system.

3. Technical specifications of field units

a) Bus control unit (BCU)

b) On bus passenger information equipment

c) At station passenger information equipment

1.4. Bus Controller Unit (BCU)

BCU may be a single integrated unit which includes a CPU, GPS unit, Wireless Communication

Module, Driver Interface Unit, data storage and other interface elements. Alternatively, it may be a

separate on-board computer with partial integration with few logical units and interface with other

external components such as the GPS module, Wireless Communication Module etc. For the purpose

of the specifications given below, BCU is treated as a single integrated unit.

The GPS unit, along with Wireless Communication Module (WCM) based on

GSM/CDMA/WCDMA high speed data transmission interface, shall be used to provide vehicle

tracking accurately and reliably. The back end system at the central control centre shall be able to

produce MIS reports of the vehicle schedule adherence report and operated kilometres by each bus,

by route and by fleet of each Bus service provider. PMPML may require additional information to be

extracted from the vehicle tracking information logged at the control centre.

BCU shall have the capability to allow AFC devices such as handheld ticketing unit and bus card

validators to use BCU’s GSM/CDMA/WCDMA Wireless Communication Module as a data path to

transmit AFC data to the CCS. BCU shall have the flexibility to incorporate a short range wireless and

wired interface to allow it to act as a data path between on bus AFC devices and AFC Central Control

Centre.

The BCU would additionally have an Driver Interface Unit (DIU) in front of the bus driver for alerts

and messages to be sent to the driver from the control centre, predefined messaged to be sent by

driver and two way voice communication,.

The GPS unit has to be mounted on board the bus and the assembly has to be designed in a way that

integrates with the dashboard of the bus. The bidder has to provide a design which should be theft


proof and cannot be in normal circumstances removed from the bus unless standard technique

specified by the bidder is applied.

General Features of BCU are:

� The GPS and WCM are integrated inside the BCU. BCU should have IP65 rating. If GPS and

WCM are independent of BCU, then each unit, i.e., BCU and tracking unit (GPS, WCM) shall

have IP65 rating independently. All units shall be built to withstand the vibration of bus in

operation.

� BCU shall be integrated on dashboard with anti-theft and anti tampering mechanism.

� GPS unit shall have shall have SiRF III 20-channel receiver

� Wireless Communication Module (based on GSM/CDMA/WCDMA) for downloading logged

data. Data modem should be wireless broadband/3G based and should have high bandwidth

(data transmission rate of 384kbit/s or more) for large quantities of data to be transmitted and

connection uptime greater than 99% while the BCU is on.

� WCM shall also include facility for two voice communication with CCC. DIU shall have an

inbuilt speaker and microphone. WCM shall also have Bluetooth interface for a hands-free

headset for the driver.

� At any given point in time, the device should have sufficient dedicated memory to store previous

5 days of vehicle location data, at an average of 6 logs per minute. System memory shall securely

save data and not reset when unit is switched off manually or due to power failure.

� BCU should have additional memory to store predefined locations/bus route database and

capability to cross reference with the actual location. BCU should have audio data (as mp3 files)

of station names and predefined announcements. BCU should have text data of stop names for

display on the internal display. BCU shall have route database from which it can display the bus

route number, destination and intermediate stations on exterior facing LED displays in front, rear

and side.

� BCU (and all on-bus IT components) shall be powered using bus battery as a primary source of

power. However, there should be battery backup for tracking unit (GPS unit and WCM) in case

of loss of power from primary source. PIS equipment may be switched off in case of loss of power

from bus battery.

� BCU should have built-in motion switch to switch on/off GPS and WCM. This is to conserve

battery. It should switch on as soon as the bus is switched on and switched off after the bus has

been switched off and the bus is stationary for more than a predefined period of time (eg:-

>20min). PMPML should be able to set/vary this predefined time.

� Each BCU should have a unique identification number for tracking.

� Each BCU should be tagged to a vehicle registration number

� Backend database should maintain the relationship between BCU ID and SIM Number

� The GPS unit shall have resolution of at least 15m in normal operating conditions. GPS should

have a time to first fix of less than 1min from Cold Start. An LED indicator on DIU should

indicate that GPS is locked and accurate position is known.


� BCU should be capable of logging bus motion, speed, distance, GPS ON/OFF, GPS Satellite lock

ON/OFF, WCM ON/OFF, PANIC, and Voice

� The data is transmitted securely in order to avoid intentional intrusion

� DIU shall have LCD not smaller than 2.4” for text alerts from CCC and for other interface such as

driver login, system status etc.

� Separate LED indicators should be present on DIU for BCU/DIU ON/OFF and alerts for speeding

up and slowing down.

� All alerts, LED as well as text messages, shall be accompanied by a beep to seek driver attention.

� Separate LED indicators should be present on BCU (clearly visible to the driver from the driving

position) for GPS ON/OFF, GPS signal lock ON/OFF, WCM ON/OFF, WCM connection ON/OFF.

� Panic Button which driver can press in case of an emergency and request for help from CCC.

� VGA out/LVDI out port

� 8 digital Input ports

� 4 digital Output ports

� BCU should be able to take external audio input, such as from an FM radio or MP3 player, and

play it on the speakers. BCU shall be able to receive audio and text files of advertisements

wirelessly and play them on LCD and speakers when passenger information announcements are

not being made. Passenger information announcements shall always take precedence over other

audio-visual playback. Other audio input will be paused for the period passenger information

announcement is being made.

� Two RS232 & RS485 ports

� USB Host connector

� TCP/IP stack

The BCU should primarily be able to help central monitoring system to generate minimum of

following data points:

� Start Stop

� Begin – End Shift

� Fleet Summary and Status

� Detailed Activity

� Speed

� Alerts

� Unit ON/OFF Report

PMPML can request for other reports / data / information as deemed necessary for management

purposes.


1.5. On-bus Passenger Information System

Passenger information system on bus shall function as an independent system and shall not be

dependent in real-time on CCC. The two principal components are LED/LCD displays and speakers.

These shall receive display information and voice announcement commands from the onboard GPS

vehicle control module based on stored memory on the bus.

a) Display Screens on Bus

PMPML buses shall have four display units. The Front, Rear and Side Display Units shall be LED

based. They shall be powered by the vehicle’s batteries. The front and the rear display units must

display route information. Such information shall be displayed automatically based on instructions

sent from CCC. However, the driver must have capability to set the information through a simple

interface on the Driver Interface Unit.

The internal display unit shall be LCD based and display real-time information of the next bus stop

on route. The display text shall be transmitted to the internal display by the on-bus GPS module,

based on location information gathered by it and cross referencing it with the route/bus station

information stored on its memory. In case GPS lock is not establish due to any reason, driver must

have the capability to send command for next stop announcement.

Features of the external facing LED displays shall be

� Slim and lightweight design ensuring minimal protrusion into interior of vehicle.

� Number of lines for external display: 1 with static + scrolling/streaming information

� Display of 1800mm x 220mm and LED matrix horizontal and vertical pitch not exceeding 13mm

for external display in front

� Display of 900mm x 220mm and LED matrix horizontal and vertical pitch not exceeding 13mm

for rear and sides displays.

� Character Height for external display: 200mm + 10mm

� LED of amber colour, diffused type for better visibility.

� LED viewing angle of 120 deg horizontally and 60 degrees vertically.

� LED will have high intensity illumination for good daylight visibility. Further, LEDs will have

louvers or canopies for better daylight visibility.

� LED display will have automatic brightness control to adjust intensity based on ambient light

conditions.

� Number of lines for internal display: 1 with streaming information

� Temperature and humidity tested to withstand harsh weather conditions including high ambient

temperature of up to 50°C, exposure to direct sunlight while placed in a glass enclosure, and

relative humidity of 100% humidity at 40°C

� Vibration resistant to withstand the motion of bus on uneven road surfaces and sudden

jerks/shock of up to 2.5g.

� Time to physically replace faulty equipment - >15min.


Features of internal facing LCD shall be

� Screen size >20”

� Character Height for internal display: >50mm

� Display flexibility to enable programming and displays in multiple languages including English,

Marathi.

� High contrast and clear visibility in high ambient light conditions.

� Internal display can be used to advertise services, fare information and bus schedules etc.

� Ability to "scroll and stream" information


temperature of up to 50°C, exposure to direct sunlight while placed in a glass enclosure, and

relative humidity of 100% humidity at 40°C

� Vibration resistant to withstand the motion of bus on uneven road surfaces and sudden

jerks/shock of up to 2.5g.

� Time to physically replace faulty equipment - >15min.

b) Voice Announcement system on Bus

The Voice PIS must play clearly audible pre-recorded voice announcements informing passengers of

next bus station on route. The voice PIS shall interface with the on-bus GPS module to gather location

information and making the appropriate next station announcement. Voice announcement shall be

synchronized with the internal display.

c) Security cameras inside bus

Each bus will be equipped with two security cameras mounted on the roof in the front and rear of the

bus. The cameras shall have IP65 rating and be vandal-proof. These cameras shall record the

movement inside bus while it is in operation. Recording of at least previous two days must be

available to PMPML. BCU (or a separate memory unit interfaced with BCU) shall have sufficient

memory to hold the recording till it is transferred to CCC. Recording shall be securely and wirelessly

transferred from BCU memory to CCC. Security camera recording memory unit should be physically

secure, tamperproof, vandal-proof, have IP65 rating, and withstand accidents, incident of fire and/or

terrorism.

1.6. PIS at Bus Stations and terminals

LED display screens that provide sufficient visibility in broad daylight condition shall be installed at

PMPML bus stations and terminals. There shall be two displays per station. They shall display route

and Estimated Arrival Time (ETA). They may also be used to display public service information.

The display shall receive encoded information of route and ETA from the CCC through

wired/wireless communication link set up at each bus station. The displays must have the ability to

decode the information received from CCC and display appropriate message on the screen.


The Bus station LED display should have rugged design, which endures vandalism, with a

weatherproof casing specially designed to operate outdoors. LED-display for bus stations and bus

terminals must have following characteristics:

� Rugged enclosure suitable for bus stops and protected from vandalism

� Water proof and weather proof. Should have IP65 rating.

� Powder coated/ Stainless steel casing

� Viewing area protected by resilient non-reflecting polycarbonate panel

� Can be provided with a special designed Canopy as a sun shade

� Emitted colour: Amber/Yellow

� Type of LED: 5 mm Diffused

� Number of lines: 1 with scrolling information

� Display of 1800mm x 220mm and LED matrix horizontal and vertical pitch not exceeding 13mm.

� Character Height: <200mm

� Language: English and Marathi

� Powered from the electric connection at bus station. Operating voltage: 230 VAC

� Information to be displayed: Bus information, public service information and advertisement as

text.

� Operation temp: 0-70 °C


temperature of up to 50°C, exposure to direct sunlight, and relative humidity of 100% humidity

at 40°C

1.7. Maintenance Protocol

• Device settings shall be updated including software/firmware updates through transmission via

the secured communication network set up by the service provider. For reasons of security,

device settings shall not be modifiable by field staff of the service provider/others.

• Any device settings modifications including software/firmware updates as well as business rules

shall be done with prior authorization by PMPML. A digital log of all changes of settings on each

and every device shall be maintained and delivered to PMPML.

• Any faulty equipment shall be replaced with a tested unit from the spares maintained by service

provider.

• Repair of faulty equipment and testing of new/repaired/refurbished equipment shall be done at

the service provider’s maintenance centre and not at site. Only replacements shall be done at site.

• Only a maintenance engineer with maintenance access card shall be able to access maintenance

mode of the device which shall allow the maintenance engineer to diagnose the faults and update

the device settings directly, if required.


• A repaired unit shall be tested for full functionality, as at the time of initial deployment, and

certified before it is reinstalled at any site.

4. Central Control Centre (CCC)

Functional Requirements

The Central Control Centre shall provide integrated console management for vehicle tracking and alerts

management. The system should be able to provide Decision Support System to the control centre

managers to dynamically manage despatch and scheduling.

System Description

The Central Control Centre shall download required data in real time from all on-bus GPS tracking

devices through an online server to enable online reports and information like vehicle tracking and faulty

equipment. The final content and format of presentation of processed data shall be discussed and

finalised with PMPML.

The operator interface to the CCC shall facilitate the preparation of ad hoc reports and shall permit both

scheduled and ad hoc reports to be produced with data corresponding to user selectable short time

periods within an operating day.

The service provider shall provide sufficient number of CCC workstations to facilitate vehicle tracking

and control, MIS reporting and maintenance functions.

A hierarchical Access Control System shall be incorporated across the system to ensure that persons can

only gain access to the information or facilities that are relevant and authorised to their specific job.

All communication networks shall be set up, managed and maintained by the service provider through

appropriate contracting terms with communications service providers.

The CCC shall be protected by appropriate fire walls from external access and outside world connections.

CCS hardware and software

The proposed set up should be capable to cater to meet the needs of a Real time public transit system

involving 1500 buses, 500 Bus stations. Additionally, the system should be capable of expanding and

scaling with additional deployment of hardware and necessary amendments to software for operations of

2 times the size stated above.

Equipment and software at CCC shall be deemed to be the property of service provider. PMPML has the

right to procure it at the end of the contract, and may choose to do so depending on the condition of

equipment and obsolescence of technology. The specifications of all equipment, proprietary software

and/or third party software licenses acquired by the service provider, communication network, online

data storage facility and other specifications shall be provided to PMPML by the service provider.

Software:

The software deployed shall include a package consisting of computer operating system software,

diagnostic, testing, development and support software. Security features shall be incorporated to prevent

tampering with any data, programs, or other facilities of the CCC.


License fee, if any, for all software will be directly borne by the service provider.

The service provider shall provide an inventory / asset management and tracking tools for the

management of all devices supplied.

All computer software documentation for the CCC including workstations shall be provided by the

service provider. Necessary technical information about hardware, software and firmware including

system architecture, shall be provided to PMPML by the service provider upon full deployment of the

system.

Data storage and database structure

Service provider shall store all collated data on a commercially leased data server. All payments towards

the lease of database storage on remote server shall be paid by the service provider directly to the third

party.

The database system shall satisfy the following requirements:

Full-function RDBMS to Support complicated data structure will be deployed, multi-user,

multiprocessing, large capacity operation, Offer data integration, data recovery and security, Support

parallel processing, Provide disk mirroring functions , Authority control shall be independent of that of

the operating system and Offer multilevel safety management of database.

AVL data shall be collated in real time at a resolution of 10sec for vehicle tracking and control. However,

after creation of MIS reports, AVL data will be sampled and only 1/6th of data shall be stored for future

reference. Data storage capacity shall be sufficient to maintain six months of AVL data available online

for ad hoc report generation and other investigations.

To maximise the utilization of the disk space of the system, system data shall undergo a regular

housekeeping process. Housekeeping shall cover the files created by the CCC and the files relative to

each subsystem. Any outdated or invalid files shall be archived. Duplicated records in the database and

records where only the latest data need to be retained shall be merged and archived.

The system shall be able to backup and recover data according to different modes and periods of backup

required based on their criticality and data volume. The system shall have the functionality to backup

and recover all key data (usage data, system data) and files.

The service provider shall set up a Disaster Recovery System.

CCC Fleet Control

One of the principal roles of CCC shall be to control the bus fleet in real time. This system shall be

manned. Service provider shall train and provide staff for manning of the fleet control centre. This shall

include at least one supervisor and one fleet control executive per hundred buses in operations in any

given shift. Since operations are over a period of 16-18 hours, it is suggested that staff be recruited for at

least two shifts.

Visualisation of fleet in operations will be done in two main formats. The first shall be mapping of all

buses in operation on a GIS map. A full function GIS map shall be procured by the service provider for

the purpose of mapping (e.g., paid version of Google maps). System network shall be mapped as

directional lines. The map shall also indicate terminals, depots and other parking locations. CCC

executive can click on the terminal or depot to get statistics of buses at the terminal or depot. These

statistics shall be displayed in an independent column or a separate window. CCC executive will have

the option of establishing voice communication with terminal or depot staff from this window.


The second, and the main interface window, shall be a simplified diagram of each route as a straight line.

Each route shall have two lines, one for up direction and the other for down direction, unless the route is

a circular route in which case it shall be shown as a loop. Stops on that route shall be marked and buses

under operations mapped on the route. Further each bus will be colour coded to show if it is on schedule,

ahead of schedule or behind schedule. Statistics of that route shall be available as a separate window (or

column on the right side) on the screen upon clicking the route line (e.g., number of buses deployed,

vehicles on time, ahead or behind schedule, average speed on route etc). CCC executive can also click on

the individual bus to know the statistics of the bus (bus number, driver name and code, bus operator

code, average speed, number of alerts sent etc) in a window. CCC executive will have options to send

predefined messages, custom messages, or establish voice communication from this window.

Fleet control will have two components – automatic and manual intervention. Fleet control software shall

monitor the buses in operation in real time. Buses on any given route are expected to have even headway

(distance expressed as time between two buses of the same route). If any bus on a given route goes

beyond its schedule by a predefined percentage of the headway on that route (e.g., more than 10% of the

assigned headway of 10min), then fleet control software shall send an automatic alert to the bus to slow

down. Similarly, if a bus on a given route is behind schedule by a predefined percentage of the headway

on that route (e.g., 20% behind the assigned headway), an alert shall be sent to the driver to speed up. A

log of all alerts sent to the driver shall be kept in the system and shall be readily accessible to the CCC

executive managing buses on that route. A repeat alert shall be sent to the driver after a predefined

period (e.g., 10 min) if the bus is still ahead or behind schedule. After a predefined number of alerts sent

to a driver for the same issue (e.g., 3 alerts sent to slow down) and the vehicle still is ahead or behind

schedule, then an alert shall be sent to CCC executive to manually intervene and send either a text

message or as a last resort, establish voice communication with driver to sort out the issue. A log of all

alerts and communication between CCC and buses shall be maintained.

CCC executive will also have the option to key in the bus number to get status in case it is not in

operation. A separate window shall show all buses not in operation or ones which may be in operation

but have faulty tracking or PIS equipment. CCC executive will send appropriate message to maintenance

department for faulty equipment to be fixed within MTTR. An online log of faulty equipment and

replacement of equipment (including component details, component ID, time of replacement and

maintenance person responsible for replacement) shall be maintained.

PMPML shall have an operations manager (and other necessary staff) at all times in the CCC to support

and give authorizations to service provider for any special decisions that need to be implemented. Each

executive will manage a set of routes with an average of one hundred buses on all the routes that he/she

manages. Each executive will require a workstation with two display screens (LCD 20”) for the purpose

of fleet control. Further, the service provider shall provide workstations for the supervisor and for

PMPML operations manager. Service provider shall also establish a master display (fixed display or

projected) for supervisor and PMPML operations manager to visualise overall operations.

PMPML may require further customization of the interface based on operations requirements.

CCC Security

The Central Control System shall implement security systems to manage equipment authentication and

administer the control over authority given to administrators of the operating system and others.


Clock Management

The Central Control Centre shall obtain the standard date and time and synchronize its clock

automatically from PMPML or its designated master clock system. The CCC shall synchronize its clock at

least once every 15 minutes. If the clock is not synchronous to the standard time, the correction shall be

completed in one second.

Management Information System - Reports

The system as a minimum shall be delivered with capability to generate following reports

a. Driver Login reports

b. Non Compliance issues of different driver for the shift

c. Trip summary

d. Bus Equipment Fault Summary

e. Bus Service Disruption

f. Route summary (No. of buses, km operated, average speed, alerts summary, infractions,

performance in comparison with previous weekly and monthly average)

g. Operations summary of individual bus (km operated, hours in operations, average speed, alerts

summary, infractions, performance in comparison route average over past week and month)

h. Summary of bus operations by depot

i. Summary of bus operations by terminal

j. Summary of overall system

All of the above reports shall be available as daily, weekly, weekdays and weekends, monthly, quarterly

and annual reports. PMPML may require customized reports over and above the list given above. The

Service provider shall provide PMPML a GRAPHICAL DASHBOARD to have visual view of all/some

key reports/ parameters enabling quick decision making. Access to MIS reporting will be secure and

only authorized personnel of PMPML shall be able to access data and reports. A hierarchical Access

Control System shall be incorporated across the system to ensure that persons can only gain access to the

information or reports that are relevant and authorised to their specific job.

Reliability

CCC shall have fault tolerant UPS system powering all the equipments. (The service provider has to

recommend if any changes are required). Power backup for critical equipment shall be provided by the

service provider. CCC shall have reliable communication, processing and web hosting software packages

for the transit management application.

5. Human Resource Management There shall be a Project manager as a representative of the service provider at the time of implementation

followed by an Operations manager, employed as the head of operations by the service provider, after

the start of commercial operations. Project manager shall act as the single point of contact and shall be


responsible for all the deliverables of this agreement. The operations manager shall be the single point of

contact with PMPML after the start of operations.

Central Control Centre

All the manpower required for Central Control System including the hardware maintenance shall be

arranged by the service provider. Required database, SW and report experts shall be organised by the

service provider. The proposal must include the costs for these operational personnel. Any shortcomings

shall be made good by service provider, and if needed, deploy additional personnel to ensure satisfactory

services.

Commercial Operations and Maintenance - Bus stations, Bus Terminals, Buses

The service provider shall provide cost of such services on annuity basis, payable monthly. This should

be clearly indicated in the financial proposal. Service provider personnel shall attend to the problems

with equipment at CCC, BCUs, PIS equipment on buses and at stations, connectivity problems and any

other hardware related at stations and on buses. The contract is on turnkey basis for a period of five years

and all issues related to system management and maintenance shall be the responsibility of the service

provider.


June, 2010

To be submitted to:

Pune Mahanagar Parivahan Mahamandal Limited

Prepared by:

ITDP

(Institute for Transportation & Development Policy)

TENDER FOR EQUIPMENT, SOFTWARE,

OPERATION & MAINTENANCE OF

INTELLIGENT TRANSPORT SYSTEM FOR

BRTS OPERATIONS IN PUNE METROPOLITAN

REGION

BIDDING INSTRUCTIONS DOCUMENT


Disclaimer

Pune Mahanagar Parivahan Mahamandal Limited (herein after called “PMPML”) has

prepared this bid document solely to assist prospective Bidders in making their

decision of whether or not to submit a bid. While PMPML has taken due care in the

preparation of information contained herein and believes it to be accurate neither

PMPML or any of its authorities or agencies nor any of their respective officers

employees, agents or advisors gives any warranty or make any representations, express

or implied as to the completeness or accuracy of the information contained in this

document or any information which may be provided in association with it.

The information is not intended to be exhaustive. Interested parties are required to

make their own inquiries and respondents will be required to confirm in writing that

they have done so and they do not rely on the information in submitting a Bid. The

information is provided on the basis that it is non–binding on PMPML, any of its

authorities or agencies or any of their respective officers, employees, agents or advisors.

PMPML reserves the right not to proceed with the project, to alter the timetable

reflected in this document or to change the process or procedure to be applied. It also

reserves the right to decline to discuss the Project further with any party submitting a

bid.

No reimbursement of cost of any type will be paid to persons, entities, or consortiums

submitting a Bid.


Tender Notice (Copy of the Advertisement Issued on June12, 2010)

TENDER NOTICE

Pune Mahanagar Parivahan Mahamandal Ltd.(PMPML)

Maharashtra

PMPML invites tenders in sealed format for fleet management system. This system shall

ITS elements include fleet scheduling, vehicle tracking, real time fleet management,

passenger information system, and MIS reporting. Tender shall include supply of

equipment, system integration, and maintenance and system management for a

period of 5 years. Detailed specifications of PMPML’s requirement can be found in the

tender document. The system shall be implemented for fleet management of 650 new

buses procured through funding from JnNURM and passenger information system on

buses, at BRT and non-BRT stations and in other formats as required in the tender.

Bidders should submit sealed tender in two envelopes. Envelope-1 should contain a

Demand Draft of Rs.5,00,000/- (Rs. Five lakhs only) drawn on a bank at Pune in favour of

PMPML as EMD. Envelope-1 must contain all technical details including system

architecture, system management plan, equipment specifications, equipment supplier

details, guarantee and warrantee on equipment and relevant tax certificates. The

bidder shall also furnish details of similar systems implemented, or under

implementation, by the bidder at other Public Transport Undertaking in India or for

public transport systems in a foreign nation. Detailed requirements can be found in the

tender document. Envelope-2 must contain item wise rates of all items, inclusive of all

taxes. Tender documents, including detailed specifications and system requirements,

terms & conditions of service and other relevant information shall be available on the

website www.pmpml.org on 14.06.2010.

Sealed tenders should reach PMPML Inward Section before 2.00 pm on 12.07.2010. No

tender received after that will be considered valid. Tenders received will be opened on

the same day at 4.00 pm. The Chairman & Managing Director, PMPML reserves all rights

to reject or accept partially or fully any or all tenders without assigning any reason. For

more details, please contact the office of Chief Engineer, PMPML.

Dilip Band, IAS

Chairman & Managing Director

Pune Mahanagar Parivahan Mahamandal Ltd.

Advt. No.: 7

Date : 12/06/2010


Table of Contents

1 PREAMBLE .............................................................................................................................................. 23

2 DEFINITIONS........................................................................................................................................... 24

3 INTERPRETATION ................................................................................................................................. 26

4 BID SUMMARY........................................................................................................................................ 27

5 INSTRUCTION TO BIDDERS................................................................................................................. 28

5.1 DOCUMENTS CONSTITUTING BID .......................................................................................................... 28 5.2 BID FORMAT ........................................................................................................................................ 28 5.3 BID SUBMISSION FORMAT..................................................................................................................... 28 5.4 BID OPENING PROCESS ......................................................................................................................... 28 5.5 SUBMISSION DOCUMENT CHECKLIST .................................................................................................... 29 5.6 BID SECURITY ...................................................................................................................................... 29 5.7 DISCHARGE OF BID SECURITY OF SUCCESSFUL BIDDER .......................................................................... 29

5.8 PERFORMANCE BANK GUARANTEE ....................................................................................................... 29 5.9 POWER OF ATTORNEY FOR LEAD MEMBER AUTHORIZATION .................................................................. 30 5.10 POWER OF ATTORNEY FOR AUTHORIZATION OF LEAD MEMBER’S REPRESENTATIVE ............................... 30 5.11 IMPORTANT DATES AND VENUES........................................................................................................... 30 5.12 SCOPE OF WORK .................................................................................................................................. 30 5.13 TECHNICAL BID EVALUATION CRITERIA ............................................................................................... 30 5.13.1 FINANCIAL CAPABILITY ................................................................................................................... 30 5.13.2 TECHNICAL AND PROJECT MANAGEMENT CAPABILITY ...................................................................... 32 5.15 VALIDITY PERIOD ................................................................................................................................ 34 5.16 EXTENSION OF PERIOD OF VALIDITY ..................................................................................................... 34

5.17 MODIFICATION AND WITHDRAWAL OF BID............................................................................................ 34

6 GENERAL TENDER CONDITIONS....................................................................................................... 35

6.1 LETTER OF ACCEPTANCE & AGREEMENT .............................................................................................. 35 6.2 WORK ORDER ...................................................................................................................................... 35 6.3 LEAD TIME .......................................................................................................................................... 35 6.4 SERVICE AGREEMENT PERIOD .............................................................................................................. 35

THE SERVICE AGREEMENT PERIOD SHALL BE FIVE YEARS. THIS PERIOD SHALL COMMENCE AFTER THE END OF

LEAD TIME ON THE DATE WHEN COMMERCIAL OPERATIONS OF THE SYSTEM START. THE SERVICE AGREEMENT

SHALL BE IN FORCE FOR A PERIOD OF FIVE YEARS FROM SUCH DATE. THE START OF OPERATIONS SHALL BE NO

LATER THAN 5 MONTHS FROM THE AWARD OF CONTRACT............................................................................... 35

6.5 TAX LIABILITY ..................................................................................................................................... 36 6.6 MODE OF PAYMENT TO SERVICE PROVIDER........................................................................................... 36 6.7 NON-EMPLOYMENT .............................................................................................................................. 36 6.8 PROBLEM RESOLUTION PROCEDURE ..................................................................................................... 36 6.9 CHANGE MANAGEMENT PROCEDURE .................................................................................................... 36 6.10 ARBITRATION....................................................................................................................................... 37 6.11 TERMINATION OF AGREEMENT.............................................................................................................. 37 6.12 CONFIDENTIALITY ................................................................................................................................ 37

6.13 INTELLECTUAL PROPERTY .................................................................................................................... 38


6.14 LIABILITY ............................................................................................................................................ 39 6.15 INDEMNITY .......................................................................................................................................... 39 6.16 FORCE MAJEURE .................................................................................................................................. 40 6.17 EQUITABLE RELIEF............................................................................................................................... 40 6.18 DAMAGE TO EQUIPMENT....................................................................................................................... 40 6.19 INDEPENDENT CONTRACTOR................................................................................................................. 41

6.20 NO ASSIGNMENT .................................................................................................................................. 41 6.21 FORMATION OF CONSORTIUMS OR JOINT VENTURES .............................................................................. 41 6.22 PROPOSAL DISQUALIFICATION CRITERIA............................................................................................... 41 6.23 UNDERSTANDING OF TERMS.................................................................................................................. 42 6.24 CONFLICT OF INTEREST ........................................................................................................................ 42 6.25 PMPML’S RIGHT TO ACCEPT ANY PROPOSAL AND TO REJECT ANY PROPOSAL ......................................... 42 6.26 BID SECURITY MAY BE FORFEITED ........................................................................................................ 42 6.27 NOTIFICATION OF AWARD .................................................................................................................... 42 6.28 SIGNING OF CONTRACT......................................................................................................................... 42 6.29 FAILURE TO AGREE WITH THE TERMS AND CONDITIONS .......................................................................... 43

6.30 ACCEPTANCE CRITERIA ........................................................................................................................ 43 6.31 SEVERABILITY AND WAIVER................................................................................................................. 43

List of Annexure

ANNEXURE 1 : FORMAT FOR PROPOSAL COVERING LETTER ................................................................................ 44

ANNEXURE 2: FORMAT FOR CAPABILITY STATEMENT ........................................................................................... 45

ANNEXURE 3 : FORMAT FOR PROVIDING REFERENCES ......................................................................................... 46

ANNEXURE 4 : FORMAT FOR TECHNICAL BID ......................................................................................................... 47

ANNEXURE 5: FORMAT FOR PRICE BID................................................................................................................... 48

ANNEXURE 6: FORMAT FOR POWER OF ATTORNEY FOR APPOINTMENT OF LEAD MEMBER ....................................... 51

ANNEXURE 7: FORMAT FOR POWER OF ATTORNEY OF LEAD MEMBER APPOINTING DESIGNATED REPRESENTATIVE . 52

ANNEXURE 8: FORMAT FOR PERFORMANCE BANK GUARANTEE ............................................................................. 53


1 PREAMBLE

Pune Mahanagar Parivahan Mahamandal Limited (PMPML) invites technical and price

bids from interested bidders for the ITS System Software for PMPML bus service.

The broad scope of work for bidder includes supply of software system for operations

of PMPML Bus Service in Pune Metropolitan Region (herein after called “PMR”).

The bids shall be prepared in English and all entries must be typed and written in blue /

black ink. Initials of the authorized representative of the bidder must attest all erasures

and alterations made while filling the bids. Over-writing of figures in price bid is not

permitted. Failure to comply with any of these conditions may render the bid invalid.

PMPML shall not be responsible for any costs or expenses incurred by the bidders in

connection with the preparation and delivery of bids, including costs and expenses

related to visits to the sites and technical demonstrations required by PMPML. PMPML

reserves the rights to cancel, terminate, change or modify this procurement process

and/or requirements of bidding stated in the Tender, without assigning any reason or

providing any notice and without accepting any liability for the same.

The bid evaluation process is detailed in instruction to bidders in Tender. The

Capability Statement would be evaluated based on the Pre- Qualification criteria set

forth in Tender. Only those firms who qualify based on the evaluation of their

Technical Bids will be qualified bidders for the purpose of opening of price Bids and

their evaluation.


2 DEFINITIONS

‘Service Agreement’ shall mean the Agreement entered into between PMPML and the

Successful Bidder.

‘Service Provider’ shall mean the successful bidder who has been selected by PMPML.

Unless otherwise specified (such as Bus service provider), it shall mean the successful

bidder who shall procure, install, maintain and operate the IT systems as mentioned in this

document as per the business rules and specifications of components and operating rules

given in this document.

‘Bid or Detailed Bid or Tender’ shall mean the detailed Bid submitted by the Bidder in

response to the this tender including clarifications and/or amendments, if any.

‘Bid Security’ shall mean the Security furnished by the Bidder, as part of the Detailed Bid.

‘PMPML’ shall mean Pune Mahanagar Parivahan Mahamandal Limited. PMPML, Pune

Mahanagar Parivahan Mahamandal Limited and PMPML shall be read as one and the

same.

‘Consortium’ shall mean the group of legally constituted entities, who have come together

and have agreed to or have formed an understanding (in writing) for implementing the

Project, subject to the terms of this tender.

‘Consortium Agreement’ shall mean an agreement to be entered into amongst the Lead

Member and the Members of the Consortium and forming part of their Bid.

‘Due Date’ shall mean the last date for submission of Bid

‘Firm’ shall mean a single legal entity, which is a registered body, Government agency or

statutory body.

‘Lead Member’ shall mean in case of a Consortium, the Firm nominated to act as Lead

Applicant at the tender stage, which qualifies as per the Qualification Criteria, and which

shall continue to be the leader and be authorized as such for bidding. The Lead Consortium

Member will represent the Consortium on all matters pertaining to the tender and shall

have the primary responsibility of developing the Project.


‘Letter of Intent’ or ‘LOI’ shall mean the letter to be issued by PMPML to the Preferred

Bidder in accordance with the conditions of this Tender document.

‘Member’ shall mean any firm other than the Lead Member, which is part of the

Consortium bidding against the Tender for the Project.

‘Performance Security’ shall mean the Bank Guarantee furnished by a Bidder prior to his

selection as Service Provider.

‘Project’ shall mean implementation of Integrated IT System for PMPML Bus Service

‘Project Agreements’ shall mean any Agreement, Service Agreement, and other legal

documents as mutually agreed to between PMPML and the Service Provider necessary for

implementing the Project.

‘Project Committee’ shall mean the committee constituted by PMPML for opening /

evaluating the bids.

‘Project Implementation Plan or PIP’ shall mean the plan with specific reference to this

Project, which the Bidder is required to furnish as part of the Technical Bid.

‘Taxes and Duties’ shall mean all taxes, duties, fees etc. payable as per applicable laws in

India in connection with the procurement, development, installation, operation,

maintenance and management of Project.


3 INTERPRETATION

In the interpretation of this Tender, unless the context otherwise requires:

The singular of any defined term includes the plural and vice versa, and any word or

expression defined in the singular has the corresponding meaning used in the plural and

vice versa;

A reference to any gender includes the other gender;

Unless otherwise stated, a reference to a Clause, Sub-Clause, Paragraph, Subparagraph,

Annex, Exhibit, Attachment, Schedule or Recital is a reference to a Clause, Sub-Clause,

Paragraph, Subparagraph, Annex, Exhibit, Attachment, Schedule or Recital of this Tender.

A reference to any agreement is a reference to that agreement and all annexes, attachments,

exhibits, schedules, appendices and the like incorporated therein, as the same may be

amended, modified, supplemented, waived, varied, added to, substituted, replaced,

renewed or extended, from time to time, in accordance with the terms thereof;

The terms “include” and “including” shall be deemed to be followed by the words

“without limitation”, whether or not so followed;

Any reference to a person shall include such person’s successors and permitted assignees;

A reference to a “writing” or “written” includes printing, typing, lithography and other

means of reproducing words in a visible form;

Any date or period set forth in this Tender shall be such date or period as may be extended

pursuant to the terms of this Tender ;

A reference to “month” shall mean a calendar month, and a reference to “day” shall mean a

calendar day, unless otherwise specified.

The terms "hereof, "herein", "hereto", "hereunder" or similar expressions used in this tender

mean and refer to this Tender and not to any particular Article,

The terms "Article", "Clause", “Paragraph” and “Schedule” mean and refer to the Article,

Clause, Paragraph and Schedule of this Tender so specified;


4 BID SUMMARY

S.No. Key Information Details

1 Project Title ITS – AVL& PIS - for Pune

Mahanagar Parivahan

Mahamandal Limited Bus Service.

2 Nodal Department Pune Mahanagar Parivahan

Mahamandal Limited, (PMPML)

3 Project Site Pune

4 Bid Submission Envelope 1: Covering Letter

containing EMD, capability

statement, and technical Bid

Envelope 2: Commercial Bid

5 Bid Evaluation Envelope 1: Pass/Fail for EMD and

compliance with the necessary

technical specifications and system

management requirement of

tender. Evaluation of bidders

understanding of system needs and

technical demo.

Envelope 2: Financial Proposal

6 Bid Validity 6 Months from the date of opening

of technical bid

7 Bid Security (EMD) Rs Five Lakhs Only

(INR 5, 00, 000)

8 Performance Security 5% of the Final Bid Value of the

Successful Bidder in the form of

Bank Guarantee


5 INSTRUCTION TO BIDDERS

5.1 Documents Constituting Bid

The Tender documents comprise the following and are to be read together.

(i) This tender document and

(ii) Document titled ‘IT – AVL & PIS - Technical Specifications’ Document

5.2 Bid Format

The bidding is a single stage process comprising the technical assessment and the price bid.

The purpose of the technical bid is to ensure the technical and financial capability of the

bidder to supply the products and services as required. Price Bids of only those bidders

who quality technically will be considered.

5.3 Bid Submission Format

The Bidders will submit the Bid in two envelopes, the details for which are specified below:

Envelope 1 Containing:

A. Proposal Covering letter stating the details of the Bid Security in the form of a Demand

Draft (EMD details)

B. Capability Statement

C. Technical Proposal

Envelope 2 containing:

A. Financial Proposal

5.4 Bid Opening Process

On the day of bid opening, Envelope 1 would be opened first and the Bid Security DD

(EMD details) would be verified. On successful verification of the same, Envelope 2 with

the price bid would be opened.

Bidders would then be asked to present the proposed solution on a scheduled date. Post

solution presentation, the Bidder would be awarded points for the Technical and Project

Management Evaluation Criteria based on the contents of Envelope 1 and the criteria

specified in Tender.


The formats and checklists for each submission have been explained in the Tender.

5.5 Submission Document Checklist

Bidders would be required to submit the following documents. The formats for these

documents where applicable are placed as Annexure.

Sr. No. Document Name Yes/No

1 Bid covering letter in given format

2 Capability statement in given format

3 Technical Bid

4 Financial Bid in given format

5 Bid security commitment in given format

6 Audited Financial Statements for last 3 years in given

format

7 Power of Attorney for Appointment of Lead Member in

given format

8 Power of Attorney of Lead Member appointing

Designated Representative in given format

5.6 Bid Security

Bid submitted in response to the Tender Document shall be accompanied by a Bid Security

of Rs. 5, 00,000/- (Rupees Five lakhs only) (hereinafter referred to as “Bid Security” or

“EMD”) in the form of a demand draft drawn in favour of “Chairman and Managing

Director, PMPML”, and payable at Pune.

5.7 Discharge of Bid Security of successful Bidder

The Successful Bidder shall be required to furnish a performance guarantee on or before the

date of signing the Concession Agreement. The bid security of a successful bidder shall be

discharged only after the successful bidder furnishes the performance guarantee as

required. The Successful Bidder’s Bid Security shall not be adjusted against the

Performance Guarantee.

5.8 Performance Bank Guarantee

Within 30 (thirty) days of receipt of Letter of Acceptance by the Successful Bidder, the bidder

shall furnish a performance guarantee to PMPML, for an amount equal to 5% of the Bid

Value of the Successful Bidder. The amount will be payable in the form of a Bank Guarantee

from any Scheduled Bank approved by RBI or Demand Draft / Bankers’ Cheque. The Bid

Security submitted by the Successful Bidder shall not be adjusted against the Performance


Guarantee. The Bid security shall be returned back to the Concessionaire on the receipt of

Performance Guarantee. The general format of the bank guarantee for Performance

Guarantee is set forth in Annexure 6 of this Tender.

Performance Guarantee in the form of a bank guarantee shall be irrevocable and valid for

the entire Concessionaire Period and an additional period of 90 (ninety) days thereafter.

5.9 Power of Attorney for Lead member Authorization

In case of consortium/JV/partnership, a lead member will be appointed by the consortium

to acts as liaison and to execute the Project. The power of attorney will be issued to that

effect, the format for which is defined in the tender

5.10 Power of Attorney for Authorization of Lead Member’s representative

In case of consortium/JV/partnership, a lead member will appoint a representative to acts as

liaison. The power of attorney will be issued to that effect by the Lead member, the format

for which is defined in Tender.

5.11 Important Dates and venues

Date of receipt of Tenders Till 2.00 PM on 12/07/2010

Date of opening of Bid 04.00 PM on 12/07/2010

5.12 Scope of Work

PMPML intends to procure AVLS-PIS Equipment, Software, Operations & Maintenance of

the System set up better detailed in the document titled ‘ITS – AVL & PIS - Technical

Specifications’ Document, Program Management Inputs of Intelligent Transport System for

PMPML in Pune Metropolitan Region. The document titled ‘ITS – AVL & PIS - Technical

Specifications’ detailing the specifications for scope of work is presented as a part of this

tender. The Service Provider shall be responsible for integration, initialization and startup

of the equipment supplied by it or its hardware vendor. Thereafter, the responsibility of

commercial operations and maintenance of the system also lies with the service provider.

5.13 Technical Bid Evaluation Criteria

5.13.1 Financial Capability

Combined turnover of the bidder for the last financial year for which audited results are

available should be greater than INR 5 Crores (Five Crores) in order to be technically

qualified under this bid. Annual Audited reports for the last 3 years should be

submitted along with the technical bid.


Bidding shall be open to firms (which include companies, partnerships, proprietary

concerns), duly registered cooperative societies, consortium (lead partner + two). In case

of Consortium or Joint venture, the lead firm (which shall be single entity) shall be

specified and fully empowered to represent the Consortium or Joint venture. The lead

firm shall have a minimum stake of 51% in the Consortium/joint venture and shall

remain so for the entire duration of this contract.

Conditions for Consortium of Companies Joint Ventures (JV) etc.

1. Bidders are allowed to participate in the bidding through a consortium structure

with a cap of three members. The members of the consortium are to be clearly

identified at the time of bidding and any business/shareholding/other

relationship between them is to be made clear.

2. A Bidding Consortium is required to nominate a Lead Member for the purposes

of interacting with the AMC/PMPML. The nomination of the Lead Member shall

be supported by notarized copies of Memorandum of Understanding and Power

of Attorney signed by all the members on a stamp paper of Rs 100/- (One

Hundred only). Any such agreement shall clearly specify the lead bidder and the

various consortium/JV partners with their respective roles and responsibilities, if

any, during the BRTS Project.

3. In case of the successful bidder being a consortium, the members of the

consortium shall be required to incorporate a company under the Companies

Act, 1956. The Service Provider Agreement in such a case would be signed with

the newly incorporated Company. The lead member of the consortium would be

required to hold, initially and at all times during the duration period of the

Service Provider Agreement, not less than 51% of the aggregate shareholding of

the newly incorporated consortium company. The other member of the

consortium would be required to hold, initially and at all times for during the

duration of the Service Provider Agreement, not less than 11% of the aggregate

shareholding of the newly incorporated consortium company.

4. For the purpose of calculation of the aggregate turnover of the consortium, the

turnover of each member of the consortium, resulting from businesses which are

from related software/hardware operations as required in this tender, shall be

considered to the proportion of their holding in the consortium.


5. A firm cannot be a member of more than one bidding consortium. An individual

firm applying as a Single Bidder cannot at the same time be member of any

Consortium bidding under this RFP.

6. Each member of the Consortium shall be jointly and severally liable for the due

implementation of the Project, if the consortium.

7. Any changes and deviation of roles and responsibilities after the submission of

Bid and before the execution of the Agreement shall entitle PMPML to reject the

Bid in its sole discretion.

8. PMPML reserves the right to reject the Bid in case of change in the constitution of

the consortium after the submission of Bid and before the execution of the

Agreement.

In case a bidder is relying on qualifications of subsidiary/parent firm for being

considered for determination of compliance with the technical and/or financial

eligibility criteria, then under such circumstances, the bidder shall clearly indicate, with

supporting documentation, the relationship between the bidder and the entity whose

qualifications it is seeking to rely upon. The bidder, if a subsidiary of another company,

may claim such qualification only if the parent company has a 51% holding in it.

Similarly, a bidder may claim such qualification from its subsidiary only if it has 51%

holding in the subsidiary.

5.13.2 Technical and Project Management Capability

PMPML would use a number of criteria for ascertaining the technical capability of the

bidder who qualifies under the financial capability criteria. The following is an outline

of the criteria that PMPML would use for evaluation of the technical capability of the

bidder along with the weightage that would be used for each criterion. Evidence in the

form of supporting documents should be submitted along with the Technical Bid.

S.

No.

Description Points

1 Presentation clearly indicating a complete understanding of the

project, along with a proposed work plan, methodology for

implementation, operations etc. and concept demonstration.

(a) Understanding of the architecture, process flow and feasibility of

the Project plan

(b) Ability to demonstrate a working Automatic Vehicle Location &

Control System and Passenger Information System highlighting key

40


features required by PMPML.

(c) Ability to demonstrate proposed sample MIS reports

2 Prior experience in successful implementing such system in Public

transit operations in other cities in India or a foreign nation.

30

3 The extent to which the proposed bidder has local resources or tie-up

or a consortium. The total turnover of the consortium for the last three

(3) financial years.

10

4 Quality Assurance Program for executing project in place. The quality

assurance program of lead member is to be assessed in case of a

group.

(a) Possess appropriate QA Program certified by ISO

(b) Follows appropriate internal QA Program

10

5 Project management capabilities of large scale system integration

Projects worth more than 5 Crores

10

Further, at the sole discretion of PMPML, the Bidder will be required to make a

presentation to PMPML, indicating:

1. The Bidders understanding of PMPML requirements

2. The Bidders Project plan and implementation strategy

3. The demonstration of the prototype

4. Any other relevant information/ details as might be required.

The presentation would serve as a platform for PMPML to better understand and evaluate

the Bidder’s technical, managerial and financial capabilities, the salient features &

highlights of the Bidder’s solution and any other pertinent details.

Based on the above, the evaluation committee appointed by PMPML will carry out its

evaluation applying the evaluation criteria and point system specified above to each

responsive bid. Any bidder scoring above 60 points shall be declared eligible and

qualified for next stage. PMPML’s decision in this regard would be final. The financial

bids of only those bidders who quality in the technical assessment shall be consider for

the purpose of awarding bid.

The Price Proposal shall be opened in the presence of the successful Bidder’s

representatives who choose to attend. The name of the Bidder’s and the proposed price


shall be read loudly and recorded when the financial proposal is opened. PMPML shall

prepare minutes of opening.

The Evaluation committee will determine whether the financial proposal is complete

and will correct any computational error.

The bidder’s qualified in the technical proposal and who quotes the lowest in the

financial proposal will be awarded the contract.

5.14 Validity Period

Bids shall remain valid for a period of 180 days (One hundred and eighty days) after the

date of Qualification bid opening (Stage-I) prescribed by PMPML. PMPML reserves the

right to reject a Bid as non-responsive if such Bid is valid for a period which is less than

specified and PMPML shall not be liable to send an intimation of any such rejection to such

Bidder.

5.15 Extension of Period of Validity

In exceptional circumstances, PMPML may solicit the Bidder’s consent for an extension of

the period of Bid validity. Any such request by the PMPML and the response thereto shall

be made in writing and such extension of Bid validity period by the Bidder should be

unconditional. A Bidder may refuse PMPML’s request for such extension without

forfeiting the Bid Security. A Bidder accepting the request of PMPML shall not be permitted

to modify its Bid.

5.16 Modification and Withdrawal of Bid

No bid may be withdrawn in the interval between the deadline for submission of bid and

the expiration of the validity period.


6 General Tender Conditions

6.1 Letter of Acceptance & Agreement

As the first step for the assignment, PMPML will issue Bidder a Letter of Acceptance. This

letter will refer to the proposal and confirm its acceptance. The parties agree to enter into a

detailed agreement in due course which shall consist of these Project Terms and

Conditions- as mutually agreed between the parties and the Technical Proposal provided

by the Bidder.

6.2 Work Order

Work Order once placed cannot be cancelled or amended in normal circumstances. But in

case of any emergency situations it can be amended on mutual consent in writing.

6.3 Lead Time

The successful bidder will initiate the Project activities within a maximum period of 2

weeks from the time of formal award of this Project. The successful bidder shall have to set

up a pilot demonstration at one bus station with respect to Automated Fare Collection

System and Passenger information system. They shall also install and demonstrate

Automated Vehicle Location system on one bus. This pilot demonstration shall be done

within 30days of the date of signing of agreement.

The project implementation shall be done in a period of four months from the date of

signing the agreement. The service provider shall give PMPML a clear project

implementation plan within 20 days after signing the service agreement, in consultation

with and to the satisfaction of PMPML. This plan shall include details of the project

implementation team and benchmarks of delivery of equipment, installation of equipment,

integration and setting up of the Central Control Center.

Upon completing the set up, the service provider shall do a test run for the entire system,

remove any shortcomings and resolve any bugs in hardware, software, communication

network and Central control system and have the system ready for commercial operations

one month from the completion of set up.

6.4 Service Agreement Period

The Service Agreement period shall be five years. This period shall commence after the end

of lead time on the date when commercial operations of the system start. The service


agreement shall be in force for a period of five years from such date. The start of operations

shall be no later than 5 months from the award of contract unless PMPML requires a delay

in the start of operations.

6.5 Tax liability

The Prices mentioned in the proposal should include all taxes applicable as on the date of

submission of this proposal. Any financial deviations due to change in the rate of taxes and

duties or any introduction of new taxes and duties would be adjusted at actuals with

mutual consent from the Service Provider and PMPML. PMPML shall be entitled to deduct

tax at source as may be applicable. The TDS certificate(s) shall be submitted as per the due

date specified in the Income Tax Act.

6.6 Mode of Payment to Service Provider

After the start of operations, the Service Provider will raise a monthly invoice. The same

shall be paid by PMPML as per terms and conditions finalized in service agreement.

6.7 Non-Employment

Neither Bidder nor PMPML shall during the term of this Project and for two (2) years

thereafter, without written consent from the other party, directly or indirectly employ any

person who at any time during the twenty four (24) calendar months preceding the

commencement of such employment, shall have been an employee of the other involved in

this Project.

6.8 Problem Resolution Procedure

In case Bidder does not deliver as per the order placed on it, PMPML may refer the matter

to the Steering Committee (comprising of representatives of PMPML and Service Provider

who would meet regularly to check the Project status) or can arrive at some action points

after discussing the same with Service Provider.

6.9 Change Management Procedure

Any changes having technical or commercial implications will have to be mutually agreed

upon in advance, prior to making the change. In case of situations, that the impact is not

dependent on one or both parties’ agreement, the revised commercials will be effective

from the date of impact.

For avoidance of doubt, the parties expressly agree that

A. Change Request shall not be effective and binding unless agreed in writing and signed

by both PMPML and Service Provider.


B. The payment of any additional cost agreed under a Change Request shall be in addition

to the payments agreed upon under this Agreement.

C. Upon a Change Request becoming effective, the Project Schedule shall automatically

stand adjusted by the additional time required for implementing the Change Request.

6.10 Arbitration

In the event of a dispute or difference of any nature whatsoever between Service Provider

and PMPML during the course of the Project, the same will be referred for arbitration to a

Board of Arbitration. This Board will be constituted prior to the commencement of the

arbitration and will comprise two arbitrators and an umpire. Service Provider and PMPML

will each nominate an arbitrator to the Board and these arbitrators will appoint the umpire.

Arbitration will be carried out at Pune. The Arbitration shall be conducted as per provision

of The Arbitration and Conciliation Act 1996.

All disputes arising in connection with executing the Purchase Order will be subject to the

Jurisdiction of the Courts in Pune only.

6.11 Termination of Agreement

This Agreement may be terminated by either party:

(i) By mutual agreement or by either party for its convenience by giving four week written

notice, or

(ii) in case of breach by one party of the terms and conditions of this Arrangement and its

failure to remedy such breach within a period of four weeks from date of receipt of a

default notice in this regard from the non breaching party to the breaching party, or

(iii) in case of the filing by or against the other Party in any court of competent jurisdiction

of a petition in bankruptcy or insolvency, or for a scheme of rearrangement (reorganization)

with creditors, for the appointment of a receiver or trustees; or the making of an assignment

for the benefit of creditors.

In case of issue of termination notice, then PMPML will pay Bidder all payments due as of

the termination date stated in the notice, including those for the proportion of work

completed in the on-going stage, until termination. PMPML shall, over and above any other

payments to be made hereunder, also pay such termination compensation as may be

decided by the parties to be reasonable in the circumstances.

6.12 Confidentiality

Bidder and PMPML will agree not to disclose to any third party or use confidential or

proprietary information of the other which each learns during the course of the Project.


PMPML shall not disclose or disseminate Bidder’s Confidential Information to any person

other than those employees of PMPML, or its affiliates, who have a need to know it in order

to assist PMPML in performing its obligations, or to permit PMPML to exercise its rights

hereunder.

The provisions of Confidentiality in respect of Confidential Information shall not apply to

the extent that such Confidential Information is:

1. Already known to the Receiving Party free of any restriction at the time it is obtained

from the Disclosing Party,

2. Subsequently learnt from an independent third party free of any restriction and without

breach of this Agreement;

3. Is or becomes publicly available through no wrongful act of the Receiving Party or any

third party;

4. Is independently developed by the Receiving Party without reference to or use of any

Confidential Information of the Disclosing Party and without the participation of

individuals who have had access to Confidential information of the Disclosing Party; or

5. Is required to be disclosed pursuant to an applicable law, rule, regulation, government

requirement or court order, or the rules of any stock exchange (provided, however, that the

Receiving Party shall advise the Disclosing Party of such required disclosure promptly

upon learning thereof in order to afford the Disclosing Party a reasonable opportunity to

contest, limit and/or assist the Receiving Party in crafting such disclosure).

The Receiving party will ensure that all their employees who are provided access to the

Disclosing Party’s Confidential Information, shall sign confidentiality agreements with the

Disclosing party incorporating the same restrictive conditions as are set out in this clause, if

so required by the Disclosing party. The confidentiality obligations in terms of this clause

shall survive for the term of this arrangement and for a period of two years thereafter.

6.13 Intellectual Property

The Intellectual Property Rights (IPR) in all the deliverables and documentation associated

therewith and developed or upgraded hereunder and ownership of tools, processes,

utilities, and methodology including any Bidder proprietary products or components

thereof used in the provision of services or development of deliverables and all new ideas,

inventions, innovations, or developments conceived, developed or made by Bidder or its


Consultants/Employees while providing services hereunder shall remain the absolute

property of Bidder.

6.14 Liability

In no event shall Bidder or PMPML be liable, one to the other, for special or, indirect

damages in connection with or arising out of the furnishing, performance or use of the

services or deliverables provided by Bidder under the terms of this proposal.

6.15 Indemnity

PMPML will, during the term of this Agreement, indemnify and hold Bidder harmless from

any loss, claim or damage, third party suit, proceedings, judgments, cost and expenses

(including reasonable attorney fees) relating to any infringement claim by a third party if

the same is based on any PMPML materials provided to Bidder by or on behalf of PMPML

or the access and use by Bidder of any PMPML provided software or materials in

connection with Bidder’s performance of Services hereunder without breaching the terms of

this Agreement.

Bidder will defend, indemnify and hold harmless PMPML from and against any third-party

suit, proceeding, judgment, costs and expenses (including, reasonable attorney fees) to the

extent such action or claim is based on allegation that the Services or Deliverables as

provided to PMPML by Bidder and the use thereof by PMPML as stated in the Agreement

constitutes an infringement of or misappropriation of the copyright, patent, trademark or

trade secret rights of any third party. Notwithstanding the foregoing, the Bidder shall have

no obligations with respect to any such Infringement Claims if the same arises or results

from:

1. Bidder’s compliance with PMPML’s specific technical designs or instructions

2. Inclusion in a Deliverable of any content or other materials provided by PMPML and the

said infringement relates to or arises from such PMPML materials ;

3. Modification of a Deliverable after delivery by Bidder to PMPML if such modification

was not made by or on behalf of Bidder; or

4. Operation or use of some or all of the Deliverable by PMPML in combination with

products, information, specification, instructions, data, materials not provided by Bidder; or

Each party (in the capacity as Indemnifying Party) will defend, indemnify and hold the

other party, from and against any third-party claim, demand, suit, proceeding, cost and

expenses therewith to the extent such demand, claim or action relates to or is based on any

personal injury, death or damage to property caused by the act or omission of the

Indemnifying Party or its agents and representatives, in the performance of this Agreement,


unless caused by the gross negligence or willful misconduct of the other party/it’s

personnel.

6.16 Force Majeure

Should either Party be prevented from performing any of its responsibilities (as detailed in

this proposal) by reason caused by an Act of God or any cause beyond its reasonable

control including but not limited to work stoppages, fires, riots, terrorist strikes, accidents,

explosions, floods, cyclones, storms wars, revolutions, acts of public enemies, blockages,

embargos any laws, orders, proclamations, ordinances, demands or requirements for any

government or authority or representative of any such government including restrictive

trade practices or regulations strikes, shutdowns, labor disputes which are not instigated

for the purpose of avoiding obligations herein failures and/or fluctuations in electric power,

light, telecommunications or air-conditioning equipment the time for performance shall be

extended until the operation or such cause has ceased, provided the party affected gives

prompt notice to the other of any such factors or inability to perform, resumes performance

as soon as such factors disappear or are circumvented. Under this clause, if either party is

excused performance of any obligation for a continuous period of ninety (90) days, then the

other party may at any time thereafter while such performance continues to be excused,

terminate this Agreement without liability, by notice in writing to the other. However, the

aforementioned reasons do not include lack of personnel and non-performance of third

parties hired.

6.17 Equitable Relief

Each party agrees that either party’s violation of the provisions of Confidentiality and /or

Intellectual Property Rights may cause immediate and irreparable harm to the other party

for which money damages may not constitute an adequate remedy at law. Therefore, the

parties agree that, in the event either party breaches or threatens to breach said provisions

or covenants, the other party shall have the right to seek, in any court of law of competent

jurisdiction, an order for specific performance and/ or an injunction to restrain said breach

or threatened breach, without posting any bond or other security and/or other remedies

available to it.

6.18 Damage to equipment

Equipment delivered to PMPML by the service provider shall be deployed in heavy public

use environment and is required to last rough usage in outdoor conditions. Therefore,

equipment shall be designed to be vandal proof. Damage to equipment due to regular wear

and tear under field conditions, damage or failure due to exposure to outdoor conditions

such a moisture and heat, faulty manufacture, mechanical, electrical or electronic failure,

shall be the liability of the service provider. In such case, the service provider shall


repair/replace the unit such that the repaired/replaced unit has full functionality during the

term of the service agreement.

Damages due to physical attack by passengers, tampering of equipment by PMPML staff or

Bus Service provider staff and damage due to accidents of any kind shall be the liability of

PMPML. In such case, PMPML shall request the service provider to repair/replace the

damaged unit and reinstall the same. All costs towards the same shall be reimbursed by

PMPML to the service provider.

6.19 Independent Contractor

Bidder shall be deemed to be acting as an independent contractor of PMPML and shall not

be deemed an agent, legal representative, joint venture or partner of PMPML. Neither party

is authorized to bind the other to any obligation, affirmation or commitment with respect to

any other person or entity.

6.20 No Assignment

Neither party shall assign novate or transfer all or any of its obligations under this

Arrangement including any Statement of Work to any person without the prior written

consent of the other party, which consent shall not be unreasonably withheld or delayed.

6.21 Formation of Consortiums or Joint Ventures

The Bidders are free to form consortium or joint ventures as long as numbers of members

do not exceed 3.

6.22 Proposal Disqualification Criteria

The proposal is liable to be disqualified in the following cases:

1. Proposal submitted in incomplete form.

2. Proposal is not accompanied by all requisite supporting documents.

3. Information submitted in technical proposal is found to be misrepresented, incorrect or

false, accidentally, unwittingly or otherwise, at any time during the processing of the

contract (no matter at what stage) or during the tenure of the contract including the

extension period if any.

4. Bidders may specifically note that while evaluating the proposals, if it comes to PMPML's

knowledge expressly or implied, that some Bidders may have compounded in any manner

whatsoever or otherwise joined to form an alliance resulting in delaying the processing of

proposal then the Bidders so involved are liable to be disqualified for this contract as well


as for a further period of two years from participation in any of the bids floated by PMPML.

It is also clarified that if need arises PMPML would go in for appointment of outside

party(s) to undertake the work under the captioned bid.

6.23 Understanding of terms

By submitting a proposal, each Bidder shall be deemed to acknowledge that it has carefully

read all parts of this Tender, including all forms, schedules and annexes hereto, and has

fully informed itself as to all existing conditions and limitations.

6.24 Conflict of Interest

Bidder shall furnish an affirmative statement as to the existence of, or potential for conflict

of interest on the part of the Bidder or any prospective subcontractor due to prior, current

contracts, engagements, or affiliations with PMPML. Additionally, such disclosure shall

address any and all potential elements (time frame for service delivery, resource, financial

or other) that would adversely impact the ability of the Bidder to complete the

requirements as given in the Tender.

6.25 PMPML’s right to accept any proposal and to reject any proposal

PMPML reserves the right to accept or reject any proposal, and to annul the bidding

process and reject all proposals at any time prior to award of contract, without thereby

incurring any liability to the affected Bidder or Bidders or any obligation to inform the

affected Bidder or Bidders of the grounds for PMPML's action.

6.26 Bid Security may be forfeited

If the bidder withdraws its bid during the period of bid validity or fails within specified

time limit to sign the agreement or furnish the required performance security, the bid

security shall be forfeited by PMPML.

6.27 Notification of Award

Prior to the expiration of the validity period, PMPML will notify the successful Bidder in

writing or by fax or email, to be confirmed in writing by letter, that its proposal has been

accepted. The notification of award will constitute the formation of the contract. Upon the

successful Bidder's furnishing of performance security, PMPML will notify each

unsuccessful Bidder.

6.28 Signing of Contract

At the same time as PMPML notifies the successful Bidder that its proposal has been

accepted, PMPML shall enter into a separate Agreement, incorporating all correspondence

(to be discussed and agreed upon separately) between PMPML and the successful Bidder.


6.29 Failure to agree with the terms and conditions

Failure of the successful Bidder to agree with the Terms & Conditions of the Tender shall

constitute sufficient grounds for the annulment of the award, in which event PMPML may

award the contract to the next best value Bidder or call for new proposals.

6.30 Acceptance criteria

PMPML Project Manager will undertake an exercise of Acceptance and Certification of the

GPS system, as soon as the successful Bidder declares the GPS system to be ready for

deployment.

Successful Bidder shall coordinate with Project Manager for performing the acceptance

testing (if any) and certification.

6.31 Severability and Waiver

If any provision of this Agreement, or any part thereof, shall be found by any court or

administrative body of competent jurisdiction to be illegal, invalid or unenforceable the

illegality, invalidity or unenforceability of such provision or part provision shall not affect

the other provisions of this Agreement or the remainder of the provisions in question which

shall remain in full force and effect. The relevant Parties shall negotiate in good faith in

order to agree to substitute for any illegal, invalid or unenforceable provision a valid and

enforceable provision, which achieves to the greatest extent possible the economic, legal

and commercial objectives of the illegal, invalid or unenforceable provision or part

provision. No failure to exercise or enforce and no delay in exercising or enforcing on the

part of either Party to this Agreement of any right, remedy or provision of this Agreement

shall operate as a waiver of such right, remedy or provision in any future application nor

shall any single or partial exercise or enforcement of any right, remedy or provision

preclude any other or further such right, remedy or provision or the exercise or

enforcement of any other right, remedy or provision.


Formats for documents to be submitted

Annexure 1 : Format for Proposal Covering Letter

Dated:

To,

Tender Officer

PMPML

Dear Sir,

REF: Your Tender Ref.:

SUB: Submission of proposal for the above referred Tender.

This refers to the above mentioned tender for the requirement of ‘ITS System for Pune

Mahanagar Parivahan Mahamandal Limited Bus Service(PMPML)’.

The EMD draft details are as follows:

Amount: DD No. Dated:

Payable at Pune on Bank :

We are pleased to submit the following documents towards the same.

1. Capability Statement with this covering letter.

2. Technical Proposal.

3. Commercial Proposal.

We look forward to a mutually beneficial association.

Thanking you,

Warm regards,

<Signature of Authorized Representative>

Name of Authorized Representative:

For

Name of Bidder Company (Name of Lead Bidder in case of consortium or JV):

Name of other members (In case of consortium or JV):


Annexure 2: Format for Capability Statement

The capability statement should contain the following information:

Bidders name and contact details.

Incase of a consortium bid, then please provide the said information for all the consortium

members. The format for the same is provided below:

Name of organization:

Lead Bidder : Y/N (applicable only for consortium Bidders)

Phone :

Fax :

E-mail: :

Primary Business Address

Address Line 2 :

Address Line 3 :

Address Line 4 :

Registered Office Address

Mailing Address Line 1 :



Bidder’s (all members) registration certificate

Complete details of member, including members of Consortium (if present) shall be

furnished

Bidder’s (all Bidders – in case of a consortium) balance sheet for the last three (3)

financial years


Annexure 3 : Format for Providing References

References in the following format:

Sr.no Detail Reference1 Reference2

Name of the customer

Organization

Country

Government/Non-

government

Geographical

Coverage

Contact Details

Contact Person

Name

Designation

Phone

Email

Bidders are instructed to provide references only of work similar to what has been requested for by

PMPML. Non-relevant references should not be included.


Annexure 4 : Format for Technical Bid

The technical proposal should explain the solution proposed by the Bidder and should

highlight its salient features (if any). If so desired, the Bidder can include any other relevant

information.

Minimum Checklist for Technical Proposal

S.No Item Documents Remarks (If any)

1 Detailed technical Datasheets Data Sheets

2. Quality Assurance Details of the Bidders internal

quality assurance activities

and international certifications

received

3 Supporting Documents for Technical

and Project Management Evaluation

Criteria should be submitted


Annexure 5: Format for Price Bid

The price bid should contain the cost of all components of the integrated solution in the

following format:

Pricing Format

Sr. No. Items No of

Units

Rate per Unit

(Rs)

Total

(Rs)

1 BCU (with GPS Unit, wireless

communication module and driver interface

module on Bus) with connection to CCC

650

2 Bus PIS System (3 external LED displays, 1

internal LCD and 2 speakers)

650

3 Security Camera inside bus 1300

4 Station PIS Display Unit with

communication equipment and connection

to CCC

300

5 Annuity based Operations and Maintenance

cost for Central Control Centre including

manpower cost (Backend) - Please provide

itemized summary of all components that

are included in the above including

hardware and manpower required for

operations, maintenance and management.*

Payment

per month

6 Annuity based operations cost, including

data transmission/communication cost and

maintenance of PIS and communication

equipment at ONE BUS STATION** - Please

provide itemized summary of all

components that are included in the above.

Payment

per month

per bus

station

7 Annuity based operations cost, including

data transmission/communication cost and

maintenance of AVL, Bus Controller Unit,

Security camera, Communication equipment

and PIS equipment on ONE BUS- Please

provide itemized summary of all

components that are included in the above.

Payment

per month

per bus

• All equipment shall have e-mark or equivalent certification.

• Equipment prices shall be inclusive of 5 years warranty and service level agreements as detailed in the

technical specifications document.

• One set of samples of all field hardware such as the BCU, LED display, LCD display and speakers shall be

submitted along with the bid. These shall be retained by PMPML till the award of contract.


* The proposed set up should be capable to meet the real-time needs of a public transit system involving 1500 buses

and 500 stations.

** Each bus station shall be considered to have 1 PIS displays and associated connectivity equipment and data

connection to CCS. For purpose of calculation, bus terminals and large interchange stations shall be assigned a

factor of multiplication, based on their size of operations, to convert them into units of Bus stations.

PMPML may require quantities over and above the quantities required as part of this

tender. Bidders are also requested to submit rates for additional quality of the units.

PMPML does not guarantee procurement of the above stated quantities from the

successful bidder.

Responsibility

Location Entity Items(Software, Hardware) and responsibilities

Central

Control

Centre

Bidder Servers & System Software (like Operating System, RDBMS)

Network/LAN

UPS with batteries, switch ,Router, any other networking equipment

System Administration, Backup, Restore

Hardware and Software maintenance support(24x7)

Communication Setup including connectivity links

GPS based Fleet Monitoring and Management System

Passenger Information System

Installation, Maintenance & Support of these applications

Changes in the software as per the business needs of PMPML

Network connectivity from control centre to Data Centre (data centre

and control centre would be at same place)

Staff to manage the system

PC/workstations to staff

Training on the usages of application software

16-18 hours operations support per day , 7 days a week

Consumables like paper, printer ribbons or cartridges, replacement of


UPS batteries etc.

PMPML

Building for datacenter including its maintenance

Electricity connection. Electricity backup/ Generators. Electricity cost.

Bear the expense of renovation required for Data centre setup (false

ceiling, flooring, etc)

Security outside datacenter from vandalism and theft.

Authorizations for business rule changes and system updates

Bus

Station

Bidder PIS display boards

UPS with batteries

Network Setup

System Communication Link with Data Centre and CCS

Operators (18 hrs a day, 7 days a week)

PMPML

Electricity connection and payment

Security of bus station premises against vandalism and theft

Bus

Bidder Bus PIS System (4 Display Units, 3 external, 1 internal and voice

announcement)

BCU with GPS Unit and Wireless Communication Module including

SIM card and data connection and driver interface module

Security cameras and recording facility

Recurring expenses of any communication interface including data

transmission and voice communication

PMPML

Buses for fitment of ITS equipment

Operations of buses on routes

Guiding decisions regarding operations such as scheduling, change of

routes, disaster management


Annexure 6: Format for Power of Attorney for Appointment of Lead

Member

Required only in case of Consortiums and JVs

Required only for the consortium/JV member who is not the lead bidder

(On Bidder’s letterhead)

Dated:

To,

The Tender Officer

PMPML

Dear Sir,


We wish to confirm that our company intends to team up with <Lead Bidder Firm’s Name>

for submission of response to the above tender for GPS based Fleet Monitoring System for

Pune Mahanagar Parivahan Mahamandal Transport Service Project.

We hereby authorize < Lead Bidder Firm’s Name > to be the lead member of the team and

accordingly act on our behalf for the purposes of submitting the proposal, and any further

submissions to Pune Municipal Transport Service related to the same, which are necessary

for the purpose of bidding successfully for the project.

Yours Faithfully,

<Signature of Authorized Representative>

Name of Authorized Representative:

For

<Name of Bidder Company >


Annexure 7: Format for Power of Attorney of Lead Member

appointing Designated Representative

Required in all cases i.e., in case of single bidder, consortium or JV.

(On Bidder’s <lead bidder in case of Consortium or JV> letterhead)

Dated:

To,

The Chief Engineer

PMPML

Dear Sir,


< Bidder’s name <lead bidder in case of Consortium or JV> > hereby authorises

<Designated Representative’s name> to act as a representative of < Bidder’s name <lead

bidder in case of Consortium or JV> > for the following activities:

To attend all meetings conducted by Pune Mahanagar Parivahan Mahamandal Limited

(PMPML) or other entities associated with ITS SYSTEM (“Project”) for Pune Mahanagar

Parivahan Mahamandal Limited (PMPML).

To discuss, negotiate, finalize and sign any agreement and contract related to the project.

Yours Faithfully,

<Signature of appropriate authority of the bidder/lead bidder>

Name of appropriate authority of the bidder/lead bidder:

For

<Name of Bidder/ lead bidder Company >


Annexure 8: Format for Performance Bank Guarantee

FORM OF PERFORMANCE SECURITY

(BANK GUARANTEE)

To: ____________________________ [name of Employer]

____________________________ [Address of Employer]

WHEREAS _________________________________[name and address of Contractor/Service Provider]

(Hereinafter called “the Contractor”) has undertaken, in pursuance of Contract No.______________dated

____________ to execute ___________________________

[Name of Contract and brief description of Works] (Hereinafter called “the Contract”);

AND WHEREAS it has been stipulated by you in the said Contract that the Contractor shall furnish you

with a Bank Guarantee by a recognized bank for the sum specified therein as security for compliance

with his obligations in accordance with Contract; AND WHEREAS we have agreed to give Contractor

such a Bank Guarantee;

NOW THEREFORE we hereby affirm that we are the Guarantor and responsible to you, on behalf of the

Contractor, up to a total of ___________________ [amount of Guarantee]3

___________________________

[in words] such sum being payable in the types and proportions of currencies in which the Contract Price

is payable, and we undertake in which the Contract Price is payable, and we undertake to pay you, upon

your first written demand and without cavil or argument, any sum or sums within the limits of

_________________________ [amount of Guarantee] as aforesaid without your needing to prove or to

show grounds or reasons for your demand for the sum specified therein.

We hereby waive the necessity of your demanding the said debt from Contractor before presenting us

with the demand.

We further agree that no change or addition to or other modification of the terms of the Contract or of the

Works to be performed there under or of any of the Contract documents which may be made between

you and the Contractor shall in any way release us from any liability under this guarantee, and we

hereby waive notice of any such change, addition or modification.

This guarantee shall be valid until the date……………………………………..

Signature and of the guarantor: ____________________________________________ Name of Bank:

_______________________________________________________

Address: ___________________________________________________________

Date: __________________________

________________________________ 3An amount is to be inserted by the Guarantor, representing the percentage of the Contract Price specified in the

Contract, and denominated either in the currency of the Contract or in a freely convertible currency acceptable to the

Employer.