request for proposal (rfp) for back office automation (boa) on · the service approach of rsrtc has...

Rajasthan State Road Transport Corporation (RSRTC)

Final RFP For Back Office Automation After Pre Bid as on 17th Sep. 2012

2012

Name & Signature of the Bidder along with Seal

Request for Proposal (RFP)

for

Back Office Automation (BOA)

on

Software as a Service (SaaS) Basis

As a Part of

Integrated Transport Management System (ITMS) Project

(Price Rs. 5,000/ Only)



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INDEX

Chapter Topic Page

1 Introduction 3 2 Important Notice 8 3 Earnest Money Deposit (EMD) 13 4 Eligibility Criteria 14 5 Project Summary 16 6 Bidder’s Scope of Work & Responsibilities 17 7 Project Implementation Plan 26 8 Service Level Agreement (SLA) 27 9 Payment Terms 33

10 Instruction to Bidders 34 11 General Terms and Conditions 38 12 Forms and Templates for Bid Submission 51 13 Annexure 62



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1. Introduction :

Rajasthan State Road Transport Corporation (RSRTC) is a leading and highly proactive organization in the business of providing passenger transport service for the State of Rajasthan. The service approach of RSRTC has been responsible for extensive route network connectivity, not only to major cities and state capitals, but also to district, towns and villages. RSRTC has a fleet of more than 4500 buses carrying over one million passengers on an average day. The Corporation buses cover over 1.6 million kilometers every day, through its network of over 13000 services to all-important places in Rajasthan and adjoining as well as other states including Gujarat, Haryana, Punjab, Delhi, Uttar Pradesh, Himachal Pradesh, Madhya Pradesh and Maharashtra. RSRTC is operating ordinary, express, deluxe, air-conditioned, luxury and super luxury class buses all across the state and out of state. To keep impeccable safety standards, RSRTC maintains a high turnover of buses by not engaging a bus in service on an average for more than five years. The three tiers of the organization, namely Head Office, Zone and Depot setup are in existence in RSRTC. Head Office decides the policy and it is implemented by Zones through Depots. The depot unit is main operating unit headed by Chief Manager. The next level viz. Zonal level controls overall transports activities among the depots in the Zone. RSRTC’s organization setup is as under as on 30 th March 2012:

Offices Numbers Central (Head) Office 1 Zonal Offices 9 Depots 48 Total No. of Ticket Booking Windows (Approximate) 530 Central Work Shop 3 Tyre Retreading Plant 2 Central Training Institute 1 Printing Press 1

Total No. of Buses Held (Approximate) 4600 Number of routes operated (Approximate) 2728 No. of Employees (Approximate) 20389

RSRTC is also socially conscious and providing facility to Freedom Fighters, Press Reporters, Senior Citizens, Physically Challenged Persons, Leprosy, Cancer, Thalassemia, and AIDS Patients with Escorts, Dependents of martyrs of war etc to travel on concessional rates/free of cost in different categories of bus services. The detailed list of entitled persons belongs to the category to perform concessional/free journey facility as on 30th March 2012 is given below : Srl Persons entitled for Concessional / Free Journey fa cility Facility Provided 1 MP / MLA Free 2 Press Reporter Free 3 Freedom Fighter Free 4 Widow of Freedom Fighter Free 5 Escort of Freedom Fighter Free 6 Escort of Freedom Fighter’s Widow Free 7 Widow and Dependent of martyrs of war Free



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8 Girls of Schedule Cast residing in tribal area (Studying up to Class 8) are entitled for concession to & fro for school. Free

9 Person Honored by Padama Award Free 10 Escort of Padama Awardee Free 11 Blind / Enduring Blindness Free 12 Escort of Blind / Enduring Blindness Free 13 Hearing-impaired Free 14 Handicapped (Bone Handicapped) Free 15 Mentally Retired Free 16 Escort of Mentally Retired Free 17 Handicap due to lower vision/eyesight Free 18 Enduring Mental Disease Free 19 Escort of Enduring Mental Disease Free 20 Leprosy Cured Person Free

21 International Level Sports Medal Winner of the Rajasthan State Free

22 Person Honored by Presidential Police Medal/Police Medal for Gallantry Award Free

23 Escort of Person Honored by Presidential Police Medal/Police Medal for Gallantry Award who is at present not in service Free

24 Non-infectious Leprosy Patient Rebate 75% on base fare 25 Thalassemia Patient Rebate 75% on base fare 26 Escort of Thalassemia Patient Rebate 50% on base fare 27 AIDS Patient (Immune Compromised) Rebate 75% on base fare 28 Cancer Patient Rebate 75% on base fare 29 Escort of Cancer Patient Rebate 50% on base fare 30 Student Rebate 50% on base fare 31 National / State Level Awardee Teacher Rebate 50% on base fare

32 Licensed Coolies of RSRTC (Valid only for travelling in City Bus Services between residence and bus stand) Rebate 50% on base fare

33 Senior Citizens Age limit Above 60 Years Rebate 30% on base fare 34 Ladies in group of minimum 5 Rebate 25% on base fare

35 Tribe persons allowed in Ordinary Bus Services Operated in Tribal Region Rebate 25% on base fare

36 Widow and Dependent Child of Constable Late Shri Chandra Bhan Free

37 Widow and Dependent Child of Police Instector Late Shri Phool Mohammed

Free

38 Widow and Dependent Child of Security Guard Late Shri Durga Lal Keer Free

39 Widow and Dependent Child of Constable No. 185 Late Shri Nihal Singh Free

40 Police/Excise Warrants (As per category) Free 41 RSRTC Staff with family members Free 42 Ex RSRTC Staff Rebate 50% on base fare 43 Monthly Pass Holder As per RSRTC Rules



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1.1 Integrate Transportation Management System (ITM S) Project

RSRTC has plans to comprehensively introduce Integrate Transportation Management System (ITMS) applications in its operations. RSRTC aims at up gradation of its bus operations to the level of an Advanced Public Transportation System. From being an efficient State Transport Corporation (STC) in the country, RSRTC has set its eyes on achieving yet another milestone by universalizing the use of ITMS for Integrated Electronic Fare Collection System (Electronic Ticket Issuing Machines, Online Reservation System, Concessional and Monthly/Quarterly/ Half Yearly/Yearly Pass and e-Purse facilities), GPS based Fleet Monitoring System (Vehicle Tracking & Passenger Information System) and Electronic Display System covering the entire fleet of vehicles and operations to achieve total intelligence passenger transport systems to provide safe, reliable, affordable and commuter friendly services.

1.2 Objectives of the ITMS Project

The core objectives of deploying ITMS Project in the RSRTC are: a) Provide effective, safe, environmental and commuter friendly solutions to the users of

RSRTC buses. b) Prevent revenue leakage through implementation of Electronic Fare Collection System. c) Issue Concessional and Monthly/Quarterly/Half Yearly/Yearly Passes to commuters and e-

purse facilities through Smart Cards. d) Track and monitor the movement of buses on real time basis to enable communication of

the arrival timings of buses at the bus stops through state of the art GPS/GPRS technologies.

e) Inform commuters about the bus routes and arrival timings of buses at the bus stops/terminals through LCD display systems.

f) Effective management through a Decision Support system by collecting, collating and storing information on real time basis about the transport system and its effectiveness using communication technology.

g) Instant access to information related to bus schedules, Expected Time of Arrival (ETA), Expected Time of Departure (ETD), enunciating bus stop names, fare details, etc at bus stops, bus terminals and within the buses and through SMS, Internet and IVRS.

h) Facilitate timely management of Incidents/Accidents i) Monitor accidents and the related aspects. j) Establish meaningful instant two-way interaction facility between the driver and central

control station. k) Obtain on-line real time information on bus operations and management. l) Effectively monitor break downs and the related information. m) Effective diversion of traffic in case of any emergency n) Computerization of Head Office, Zones, Depots, Central Work Shops, Store & Purchase



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The following components have been identified to achieve the aforesaid goals under ITMS implementation for RSRTC: 1. Complete automation of the ticketing system through

a. On-board e-ticketing system through Electronic Ticket Issuing Machines (ETIMs) b. Web based ticketing and reservation system at all booking windows of RSRTC c. e-ticketing system (through internet) d. Internet based ticketing access to franchisee (e-Mitra/CSC/RSRTC’s Authorized Kiosk

holders) e. Travel Agencies/Websites f. Booking Agents by issuing ETIMs g. Pass system of RSRTC including concession types and Pre-paid/e-Purse through

Smart Card 2. Online Management Information System (MIS) 3. Vehicle Scheduling & Dispatch System 4. GPS based Vehicle Tracking & Passenger Information System 5. RFID Smart Card Concessional Pass System 6. Accounting and Financial Management System 7. All Depots and Workshop Computerization 8. Fuel Inventory Management System 9. Store and Purchase Inventory Management System 10. Human Resource (HR) and Payroll Management System (Including CPF/GPF/Pension

Accounting) 11. Biometric Attendance System 12. Legal Cases, Departmental Enquiries & Audit Para’s Monitoring System 13. All PUC & File Monitoring System 14. e-File Processing and Document Management System 15. Public Grievances Redress System 16. e-Procurement/e-Tendering and e-Auction 17. Projects Monitoring System 18. Call Center’s Auto Response System

1.3 ITMS Project Implementation Status

As per the RSRTC management decision to take up ITMS implementation work its own, the RSRTC officials prepare IT Roadmap for the ITMS implementation by using the reports submitted by M/s PDCOR Limited. On the basis of outlines given by PDCOR, the project is adequately planned in terms of phasing and covering all relevant modules and components. The current status of the relevant modules and components of ITMS Project are given as below: (a) Progress so far :

ITMS Project Parts/Components Modules Included Current Status Electronic Ticket Issuing Machine (ETIMs) Implementation form Central Assistance & Self Finance

On-board e-ticketing through ETIMs Implemented

Online Reservation System (ORS) and Integration of Existing ETIMs with ORS on BOOT Basis

a. Web based ticketing and reservation system at all booking windows of RSRTC

Implemented



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b. e-ticketing system (through internet) c. Internet based ticketing access to

franchisee (e-Mitra/CSC/RSRTC Authorized Kiosk holders)

d. Travel Agencies/Websites e. Online Management Information

System (MIS) f. Vehicle Scheduling & Dispatch

System

Implemented Implemented

Implemented Under

Implementation To be

Implemented Vehicle Tracking & Passenger Information System on BOOT Basis

a. GPS based Vehicle Tracking & Passenger Information System

b. Fuel Monitoring

Under Implementation

Accounting and Financial Management System - Self Finance

Accounts Computerized through “TALLY - ERP 9.0”

Implemented

(b) Under Progress :

ITMS Project Parts/Components Modules Included Current Status

RFID Smart Card Concessional Pass System (RFID SCCPS) on BOOT basis

RFID Smart Card Concessional Pass System (RFID SCCPS)

RFP Floated & Process going

on



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2 Important Notice

Rajasthan State Road Transport Corporation (RSRTC) is operating more than 4500 passenger buses in and outside state which cater to the need of general public to provide efficient and economic services. RSRTC wants to invites sealed bids from eligible bidders for Procurement, Supplying, Development, Testing, Installation, Commissioning and Maintaining the Web Based Application Software for all modules included in Back Office Automation (BOA) and Establishing a Central Control Room (CCR) having Servers, Connectivity, Network Infrastructure etc to host this Application on Software as a Services (SaaS) Basis. And successful bidder has to integrate this Application with existing/ongoing Online Reservation System (ORS), Electronic Ticket Issuing Machine (ETIM) Operations, Vehicle Tracking System, and RFID Smart Card Concessional Pass System etc according to RSRTC requirement. This project is planned to cover RSRTC Head Office and its’ all associated units i.e. Depots & Workshops, Zonal Offices, Central Store & Purchase, Central Work Shops, Central Bus Stands etc situated all across and outside the Rajasthan State. 2.1 Issuer

Rajasthan State Road Transport Corporation (RSRTC), Head Office, Parivahan Marg, Chomu House, Jaipur - 302001, Rajasthan.

2.2 Price of RFP

The price of this RFP document is Rs. 5000/- (Rupee Five Thousand Only) inclusive of all taxes. This amount will be Non-Refundable. Bidders have to pay the cost of the RFP in the form of Cash or Demand Draft (DD) which should be in favour of “Financial Adviser, Rajasthan State Road Transport Corporation” payable at Jaipur. RFP Document should be downloaded from RSRTC website i.e. www.rsrtc.rajasthan.gov.in. If bidder wants to attend the pre-bid meeting he has to pay price of the RFP document in cash or in the form of DD of Rs. 5000/- (Rupee Five Thousand Only) which should reach to RSRTC before pre bid meeting otherwise RFP document fee may be enclosed with tender document submitted in the form of cash receipt or DD. . 2.3 Non - Transferable RFP

This Request for Proposal (RFP) is not transferable. The bidder to whom the tender has been issued can participate in the bid only.

2.4 Bidding Document

This document provides information to enable the bidders to understand the broad requirements to submit their "Bids". Bidders are advised to study the RFP document carefully. Submission of bid shall be deemed to have been done after careful study and examination of the RFP document with full understanding of its implications. Failure to furnish all information required by the bidding documents or submission of a bid not substantially responsive to the bidding documents in every respect will be at the bidder’s risk & may result in rejection of the bid. The response to this RFP should be full and complete in all respects. Incomplete or partial bids shall be rejected. All the communication to RSRTC including this RFP and the bid documents shall be signed on each page by the authorized representative of the bidder and attach authority letter as mentioned in “Annexure-1 ”. In case of any ambiguity, the original document available with RSRTC shall be treated as final document.



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2.5 Pre-bid Conference

RSRTC will conduct a pre-bid conference to clarify the objectives/scope of the project as per the date & time and at the venue mentioned in “Key Events and Date” clause. The interested bidders should confirm their participation and submit their queries as per the format given in the Annexure-2 in writing as per the date given in “Key Events and Date” clause prior to the Pre-Bid Conference. Pre bid queries will be entertained only for those bidders who have purchase the RFP document.

2.6 Amendment to Request for Proposal

At any time prior to the deadline for submission of proposals, RSRTC, for any reason, whether on its own initiative or in response to the clarification requested by a prospective bidder, may modify, change, incorporate or delete certain conditions in the RFP by amendment notified through RSRTC’s Website www.rsrtc.rajasthan.gov.in only and will not be informed individually in writing or on phone or by fax or email to all bidders who have received this RFP and such amendment shall be binding on them. So it is the sole responsibility of the bidders that they should keep updated themselves regarding any amendment in the RFP published through RSRTC Website. RSRTC, at its discretion, may extend the deadline for the submission of proposals subsequent to issue of Amendment and or Supplemental Information.

2.7 Cost of Bidding

The bidder shall bear all costs associated with the preparation and submission of the bid, including cost of presentation for the purposes of clarification of the bid, the preparation or execution of any benchmark demonstrations, simulation or laboratory service or for any work performed prior to the execution of a formal contract if so desired by RSRTC. For any reason or in any case, RSRTC will not take responsibility or liability for these costs. All materials submitted become the property of RSRTC and may be returned at its sole discretion. 2.8 Purpose

RSRTC has envisaged the Integrated Transport Management System (ITMS) to be integrated as an e-governance initiative. RSRTC intends to computerize almost all activities under Back Office Automation (BOA) pertains to Head Office and its’ all associated units i.e. Depots & Workshops, Zonal Offices, Central Store & Purchase, Central Work Shops, Central Bus Stands etc. on Software as a Services (SaaS) Basis. The purpose of this Request for Proposal (RFP) is to seek the services of a reputed IT firm who would:- (a) Conduct requirement analysis, design, develop, test and implement Web Based Application

Software for Back Office Automation (BOA).

(b) Size, Procure, Supply, Install, Commission, Configure, Test, Integrate and Implement all required Hardware, Software, Internet Connectivity, Networking Security & Power Backup etc items in Central Control Room (CCR) to be established at RSRTC Head Office for hosting Back Office Automation Application Software.

(c) Integrate Back Office Automation Application Software with Existing/Ongoing Online Reservation System (ORS), Electronic Ticket Issuing Machines (ETIMs) Operations, Vehicle



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Tracking System, and RFID Smart Card System etc according to RSRTC requirement.

(d) Manage, maintain, and support Web Based Back Office Automation Application and all the Hardware, Software, Internet Connectivity, Networking Security & Power Backup etc items supplied and installed for a complete contractual period of five years on Software as a Services (SaaS) Basis.

(e) Train the concerned RSRTC employees on usage of all modules of the Application Software Developed for Back Office Automation at Head Office, Zone and Depots level.

This document provides information to enable the bidders to understand the broad requirements to submit their "Bids".

2.9 Submission of bid

The bidders are expected to submit their offers in two parts namely, “Technical Proposal in Envelop-A” and “Commercial Proposal in Envelop-B” and in the format given in this document. i) The copy of the Bid shall be typed or written in indelible ink and shall be signed by the

Bidder or a person or persons duly authorized to bind the Rajasthan State Road Transport Corporation Bidder to the Contract.

iii) The Bid shall contain no interlineations, erasures or overwriting except as necessary to

correct errors made by the bidder, in which case, such corrections shall be initialed by the person or persons signing the bid in original. The bid shall be accompanied with the Demand Draft for the cost of the tender document.

2.10 Address for Bid Submission & Correspondence

The Executive Director (Admin.), Rajasthan State Road Transport Corporation, Head Office, Parivahan Marg, Chomu House, Jaipur - 302001, Rajasthan Tel No — 0141-2369265 Website : http://www.rsrtc.rajasthan.gov.in Contact for Technical Issues

The Analyst-cum-Programmer (ACP) Rajasthan State Road Transport Corporation Head Office, Parivahan Marg, Chomu House, Jaipur - 302001, Rajasthan Tel No — 0141-2374653 Website : http://www.rsrtc.gov.in E-mail : [email protected], [email protected],



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2.11 Key Events & Dates

Srl EVENT’s Name Date & Time 1 Issue of NIT 17-8-2012 2 Issue of RFP for Sale 21-8-2012 3 Queries on RFP for Pre Bid Meeting as per format

given in Annexure-2 should reach RSRTC (in writing with soft copy) by

10-9-2012

4 Pre Bid Meeting 12-9-2012 at 11:00 AM 5 Issue of Corrigendum, if any 14-9-2012

6 Issue of Modified RFP, If Required 17-9-2012

7 Submission of Bids 8-10-2012 upto 3 PM 8 Opening of Technical Proposal 8-10-2012 at 4 PM 9 Opening of Commercial Proposal of the Technically

Qualified Bidder To be intimated to technically

qualified bidders Note : All above events will be held at Rajasthan State Road Transport Corporation, Head

Office, Parivahan Marg, Chomu House, Jaipur - 302001, Rajasthan.

2.12 Important Limits / Values Related To Proposal

Item Description

Earnest Money Deposit (EMD) Rs. 1,50,000/- (Rupee One Lac Fifty Thousand Only) in the form of Cash/Demand Draft favouring “Financial Advisor, Rajasthan State Road Transport Corporation” Payable at Jaipur

Bid Validity Period 6 months from the date of submission of bid by the Bidder(s)

Period for furnishing performance bank guarantee as per Annexure-4

As per performance bank guarantee clause given in RFP

Performance Bank Guarantee Value As per performance bank guarantee clause given in RFP

Performance Bank Guarantee Validity Period

6 Months beyond contract period

Period for Signing Contract Within 7 Working Days from date of receipt of notification of award

2.13 Timely Submission

Bidders are solely responsible for timely submission of the bids at the location as mentioned above in this section. Any bid received by RSRTC after the last date and time for submission of bids prescribed by RSRTC will not be considered and liable to be rejected. The response to RFP/Bid submitted by the bidder(s) through post/ courier/ telex/ telegrams/fax/email will not be considered. No further correspondence will be entertained on this matter.



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2.14 Opening of Bids

Proposals/Bids will be opened in presence of bidder’s representatives (if they are present, else it will be opened in presence of the other representatives, officials present). RSRTC will open all bids as per schedule mentioned in “Key Events & Dates”. The bidder’s representative shall sign attendance register. If all documents mentioned in each parts of proposal are not found, then RFP will be summarily rejected. The bidder’s name, bid prices and presence or absence of requisite EMD and such other details, as RSRTC at its discretion may consider appropriate, will be announced at the time of corresponding openings. RSRTC reserves the right to postpone or cancel a schedule mentioned under “Key Events and Dates” clause at any time without assigning any reason.

2.15 Contacting RSRTC

No bidder shall contact RSRTC on any matter relating to its bid, after opening of commercial bid till contract is awarded. If bidder wishes to bring additional information to the notice of RSRTC he can communicate in writing at address given for correspondence. RSRTC reserves the right for consideration of such information.

Any effort by bidder to influence RSRTC in its decision on bid evaluation, bid comparison or contract award may result in disqualification of the bidders bid and also forfeiture of his bid security amount.



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3 Earnest Money Deposit (EMD)

The Bidder shall furnish, EMD of Rs. 1,50,000/- (Rupees One Lac Fifty Thousand Only) in the form of Cash/Demand Draft/Banker’s Cheque along with “Technical Proposal in Envelop-A”. The EMD shall be denominated in Indian Rupees, and shall be in the form of Cash or Demand Draft or Banker’s Cheque drawn on a nationalized bank in favour of “Financial Advisor, Rajasthan State Road Transport Corporation” payable at Jaipur. The EMD should be enclosed with the technical proposal. The Address of the firm submitting the RFP has to be furnished on reverse of the EMD. Failure to submit the RFP form along with the EMD shall result in disqualification of the RFP. Unsuccessful Bidder’s EMD will be returned as promptly as possible after the award of the contract to the successful bidder. In case EMD is submitted by Cash/DD/Banker’s Cheque, the EMD of successful bidder may be converted into Security Deposit (SD); the remaining security deposit amount will need to be submitted by the bidder within the time stipulated by RSRTC. The EMD deposit shall be retained by RSRTC for the period of six months. No interest will be payable by the RSRTC on the amount of the EMD. The EMD shall be forfeited: • If a bidder withdraws his bid or increases his quoted prices during the period of bid

validity or its extended period, if any; or • In the case of a successful bidder, if the bidder fails to sign the contract or to

furnish Security Deposit (SD).



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4 Eligibility Criteria

The following are the conditions, which are to be necessarily fulfilled, to be eligible for technical evaluation of the proposed solution. Only those interested bidders who satisfy the following eligibility criteria should respond to this RFP:

1. (i) The Bidders should be Indian Company(s) registered under the Indian Companies Act or

any other legal entity registered in Indian Law. (ii) Bidder should submit the documents as per Form T-1 of RFP document.

2. A bidding firm should be a corporation/company or consortium of companies/ corporations. In case of a consortium the same shall not consists of more than two companies/corporations and shall be formed under a duly stamped consortium agreement. In the event of a consortium, one of the partners shall be designated as a "Prime Bidder". The Prime bidder and consortium partner both must be an Information Technology Company / Corporation.

3. The bidders who want to make consortium for this project, it is to be noted that only two consortium members including prime bidder is allowed. The bidder has to define their roles and responsibilities for smooth functioning of the project. An original copy of the agreement between consortium members should be submitted. However RSRTC will communicate only with the “Prime Bidder”.

4. A bidding entity cannot be a consortium of any other consortium otherwise both the bids shall be disqualified.

5. In case of consortium of upto two parties, the eligibility criteria shall have to be fulfilled jointly or severally by consortium members.

6. The bidder/consortium should have minimum average net worth of Rs. 1 crores & the minimum average turnover of Rs. 5 crores of the financial years 2009-10, 2010-11 and 2011-12. The net worth of both the consortium members should be positive. A CA certificate to this effect is to be submitted along with Technical Bid. Certified audited copies of Balance Sheets/Profit & Loss Accounts/Annual Reports of the financial years 2009-10, 2010-11 and 2011-12 should also be submitted along with Technical Bids.

7. The Bidder/Consortium should have an experience of executed/ongoing information technology projects related to software development/establishment of Data Centre/Central Control Room having Servers, Network Connectivity and other infrastructure items. Work orders and/or a certificate regarding ‘Project has been successfully & satisfactorily executed’ from client should be submitted along with bid.

8. The bidder must have on its payroll minimum 50 technically qualified professionals in Software Development, Networking, Integration, R & D, Production, Maintenance etc at least since last 12 months, who have the experience in similar nature of projects. Certificate from Bidder’s HR has to be submitted.

9. The bidder and consortium member both or any one should not be declared bankrupt by any court. In this regard an affidavit must be submitted duly attested by the notary, by the bidder and each member of the consortium.

10. The bidder and consortium member both or any one should not have been Black-Listed by any PUC/Corporation/Board or State/Central Government in India. In this regard an affidavit must be submitted duly attested by the notary, by the bidder and each member of the consortium.



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11. In Consortium the Prime Bidder shall give an undertaking for successful completion of the project. In case of any issues, Prime bidder shall be responsible for all the penalties/compensation. The agreement between the prime bidder and the consortium partner should be for the entire project period and same has to be submitted along with the Technical Bid.

12. Agreements of the consortium members should clearly mention their exclusive association for this bid and joint responsibility for the respective scope. Roles and responsibilities of each consortium member must also be spelt out in the agreement.

13. Any Member of consortium cannot bid separately as a sole bidder. The bidder / all consortium partners must have legal entity certificate, for example : In case of Company – Certificate of Incorporation by Registrar of Companies, In case of unregistered partnership firm - Partnership duly notarized by Notary Public along with Certificate of Registration under Shop & Commercial Act, In case of registered partnership firm – Registered deed of Partnership with the Registrar of Firms and In case of Sole Proprietorship Concern - Certificate of Registration under Shop and Commercial Act. Entity should also be registered under relevant labor laws, Contract Act etc.

14. The Prime Bidder and consortium member (if any) must submit documentary evidence in support of their claim for fulfilling the criteria and they should submit an undertaking on their letterheads to the fairness of these documents in support of their claim while submitting the Bids. The Bids received without documentary evidence will be out rightly rejected.



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5 Project Summary

Considering the size of operation and controlling area, RSRTC has envisaged an ambitious e-Governance program, Integrated Transport Management System (ITMS) to enhance Head Office/Zonal/Depot level working. As part of this program, RSRTC in the process of implementation of comprehensive State-Wide Online Reservation System (ORS), Integration of Existing Electronic Ticket Issuing Machines (ETIMs) with ORS, Vehicle Tracking & Passenger Information System (VT&PIS) and RFID Smart Card Concessional Pass System on a Build, Own, Operate, and Transfer (BOOT) Mode for a period of five (5) years. The main objective behind this project is to provide maximum benefits/facilities to the citizens of the state and RSRTC with effective and suitable use of information technology. In continuation of the implementation of ITMS, Now RSRTC intends to introduce Back Office Automation (BOA) in its’ Head Office and associated units i.e. Depots & Workshops, Zonal Offices, Central Store & Purchase Department, Central Work Shops, Central Bus Stands CBS) etc. on Software as a Services (SaaS) Basis for a period of five years. The contract period may be extended further for one year with mutual consent on the rate and terms & conditions set forth at that time. The successful bidder has to:-

a. Build the System (Development of Web based Application including all modules of BOA and Establishment of Central Control Room at RSRTC, Head Office) at its own cost

b. Train and hand hold RSRTC staff on using the system c. Add, Modify, Maintain, Manage and Support the complete set up as per RSRTC

requirements for a period of five years from the issuing Date of Certificate by RSRTC regarding Successful Commercial Deployment of Project at all locations as mentioned in Work Order

d. Transfer all Project Assets i.e. BOA Application Software with Source Code and Hardware, Software, Internet Connectivity, Networking Security & Power Backup etc items installed at CCR to RSRTC at the end of five years at no extra cost to RSRTC.

1. The payment for this project will be made by the RSRTC Head Office to the successful bidder

by monthly during complete project period of five years. 2. After successful establishment of Central Control Room (CCR) with all required Hardware,

Software & all other items, certification of successful commercially deployment and satisfactorily working of all modules of Phase-1 of BOA Application at all locations covered under this project, 45% Part Payment of the Total Monthly Quoted Rate may start for the next five years.

3. After certification of successful commercially deployment and satisfactorily working of all modules covered under Phase-2 of BOA Application at all locations covered under this project, 45% Part Payment of the Total Monthly Quoted Rate may start for the next five years.

4. After certification of continues 2 months satisfactorily working of Integrated BOA Application at all locations covered under this project, Remaining 10% Payment of the Total Monthly Quoted Rate may start for the next five years.



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6 Bidder’s Scope of Works & Responsibilities

Under this Back Office Automation (BOA) Software as a Services (SaaS) Based Project, all investment/expenditure occurred in System Study, Documentation, Application Development & Hosting, Procurement, Supply, Installation, Commissioning, Implementation, maintenance etc would be borne by the successful bidder for the complete duration of contract/project period. RSRTC has identified the following modules to be included in Back Office Automation (BOA) Project, which is to be implemented in Head Office, Zones, Depots, Workshops, Central Store & Purchase, Central Bus Stands and Other Offices of RSRTC:

Priority & Phase Priority & Phase wise Modules to be Implemented

Priority No. 1

Modules Cover Under Phase-1

1. Store and Purchase Inventory Management System 2. e-Procurement/e-Tendering and e-Auction 3. Fuel Inventory Management System 4. Human Resource (HR) and Payroll Management System (Including

CPF/GPF/Pension Accounting) 5. Biometric Attendance System

Priority No. 2


1. e-File Processing and Document Management System 2. All PUC & File Monitoring System 3. Call Centers Auto Response System 4. Legal Cases, Departmental Enquiries & Audit Para Monitoring System 5. Projects Monitoring System 6. Public Grievances Redress System 7. Computerize All Other Activities Except Above at Head Office, Depots

and Workshops identified by the Management

Project Execution Methodology

• Study for each Module Separately as mentioned above by visiting and interaction with concerned end user

• Understanding and mapping business processes and data flows. • Requirement Analysis, Data Collection Method and frequency of data flow and preparation of

System Requirement Specification (SRS) and Functional Requirement Specification (FRS). • System Design and Architecture (including High Level and Low Level Design) • Preparation of Test Plan and Test Cases • Software development processes • Testing and acceptance of software • Sizing of hardware, exact Bill of Material • Assessment of manpower requirements • Training strategy • Commercial Implementation Plan • Support after implementation with uptimes. • Reviews After implementation • Project Handover strategy.



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The main tasks/works and their responsibilities to be performed by the successful bidder under this BOA Project are as given below, which are indicative but not exhaustive – 1. An Integrated Bilingual (Label level) i.e. English and Hindi Web Based BOA Application

Software should be Developed, Implemented and Maintained for – Priority & Phase Priority & Phase wise Modules to be Implemente d

Priority No. 1


1. Store and Purchase Inventory Management System 2. e-Procurement/e-Tendering and e-Auction 3. Fuel Inventory Management System 4. Human Resource (HR) and Payroll Management System

(Including CPF/GPF/Pension Accounting) 5. Biometric Attendance System

Priority No. 2


1. e-File Processing and Document Management System 2. All PUC & File Monitoring System 3. Call Centers Auto Response System 4. Legal Cases, Departmental Enquiries & Audit Para Monitoring

System 5. Projects Monitoring System 6. Public Grievances Redress System 7. Computerize All Other Activities Except Above at Head Office,

Depots and Workshops identified by the Management 2. Conduct detailed System Study for each Module Separately as mentioned above by visiting

and interaction with concerned end user at Head Office, Zonal and Depot offices and get it documented (This module wise documentation should cover existing process of each activity, Rules & Regulation/Orders/Circulars/Policies, and how that can be computerized and correlate amongst the Head Office, Zones, Depots, Workshops, Central Store & Purchase Department, Central Bus Stands and Other Offices).

3. All module wise prepared documents should get verified with concerned Head of Department and a copy of the same should be handed over to RSRTC.

4. Bidder shall use open source platform / software like: • Operating System (Linux and similar OS) • OEM supported open standard RDBMS (Ingres, Postgre, MySQL etc) • Open office / Star office / Libre office • Open source development on Java J2EE/PHP

5. RSRTC shall facilitate to successful bidder in getting necessary information for integration purpose only from existing system integrator of ongoing projects i.e. Online Reservation System (ORS), Vehicle Tracking System & RFID Smart Card System etc.

6. The items & quantities mentioned in Tentative Bill of Material (TBoM) (Annexure-6) is minimum for this project (but not limited to), but it is the sole responsibility of the successful bidder to perform the appropriate sizing of all required items to make this project successful and meet out the SLA requirements. Successful bidder should ensure that all hardware, software and other items mentioned in tentative Bill of Material (TBoM) of the RFP and make, model and specifications of the items as mentioned in proposal/bid submitted by the bidder should be included in Finalized Bill of Material (FBoM). And Bidder will prepare Final Bill of Material (FBoM) in close consultation with RSRTC including item’s make, model and specifications and submit it to RSRTC.

7. Procure, Supply, Install, Commission, Configure, Test, Integrate and Implement all required Hardware, Software, Internet Connectivity, Networking, Security & Power Backup Equipments, i.e. Servers, Desktop Computers, Laser/D.M. Printers, Storage, Firewall,



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Routers, Switches, UPS, Generators, Air Conditioners, Backup Media, Server Operating System, Database, EMS/NMS, Antivirus Software, Backup Software etc items required for Central Control Room (CCR) to be established at RSRTC Head Office for hosting Back Office Automation Application Software.

8. Successful bidder should ensure that all hardware, software and other items procured, supplied and installed under this project, shall be in accordance with Finalized Bill of Material (FBoM) in term of quantity, make, model and specifications. In case any deviation is found, it will be replaced with the items as per Finalized Bill of Material (FBoM) free of cost immediately.

9. Successful Bidder shall be responsible for getting insurance, establishing and regular maintenance of Central Control Room (CCR) in terms of hardware, software, networking components and connectivity etc for entire project tenure.

10. All hardware & software procured should be from authorized OEMs with license, support and warranty for the complete project/contract period and bidder is required to provide OEM Authorizations Certificate in the format provided at Annexure-5.

11. A sufficient space shall be given to successful bidder at RSRTC Head Office for establishing Central Control Room (CCR). The said space shall be used only for Installation of all required Hardware & Software, Internet Connectivity, Networking Equipments/Material and Developing, Managing and Monitoring Back Office Automation (BOA) Project.

12. All Electrical works related to UPS, Generator & Air Conditioners Installation, LAN/WAN Cabling, Fall Ceiling and any other infrastructure work for preparing Central Control Room (CCR) as per project requirements shall be undertaken by successful bidder.

13. Conduct Place wise Requirement Analysis for the implementation of the BOA project at Head Office, Zones, Depots, Workshops, Central Store & Purchase Department, Central Bus Stands and Other Offices with respect to availability/shortage of Computer Hardware, Connectivity, Networking Infrastructure and Computer Operation related Trained Manpower etc and submit factual report to RSRTC.

14. All required Hardware i.e. Desktop Computers with Operating System, Laser/D.M. Printers, UPS, Internet Connectivity, Local Area Network, and its related Consumable items etc and Manpower for BOA Application Operations at Head Office, Zones, Depots, Workshops, Central Store & Purchase Department, Central Bus Stands and Other Offices would be undertaken by RSRTC.

15. Integrate this BOA Application with other ongoing Applications i.e. Online Reservation System (ORS&ETIMs), Vehicle Tracking System (VT&PIS), RFID Smart Card System (RFID SCCPS) etc. RSRTC may facilitate to successful bidder in getting necessary cooperation from the existing System Integrators of the other projects for Integration and successful bidder has to coordinate with them.

16. Successful Bidder shall Manage, Maintain & Support the BOA Application and CCR for the complete project period.

17. Consumables: For smooth and uninterrupted functioning of the BOA Application, except plain/continuous computer stationary an adequate stock of all other consumable items like Diesel for Generator, UPS Batteries, Ribbons/Toner/Cartridges/Printer Head for Dot Matrix/Laser Printers, External HDD/Tapes/Pen Drives/DVDs/CDs etc required for Central Control Room (CCR) shall be provided/undertaken by successful bidder. All required stationary (Plain and continuous computer stationary) related to daily operations would be provided by RSRTC.

18. Training: Provide adequate training to the various users on all modules of BOA Application Software



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to all users is essential for the successful implementation of the project. Training needs to be provided to people from the Senior Management, Middle Management, Supervisory Staff, Clerical Staff and Operational Staff of RSRTC at their respective offices i.e. RSRTC Head Office, Zones, Depots, Workshops, Central Store & Purchase Department, Central Bus Stands etc as per details given below :

Srl Stakeholders at HO,

Zones, Depots & W.S. Type of Training Training Duration

Approx. Candidate

1 Sr. Management (H.O.) Back Office Automation Modules & their key features and Benefits from BOA

One Day 15

2 Middle Management Computer Awareness, E-mail Operations, Back Office Automation Modules & Key Features, Managerial Responsibilities, Authentication, Reports Analysis etc

One Day 100

3 Supervisory Staff Computer Awareness, E-mail Operations, Back Office Automation Modules & Key Features, Supervisory Level Responsibilities, Authentication, Reports Printing & Analysis, etc

Three Days 200

4 Clerical & Operational Staff

Computer Awareness, MS Office Operations, Document Scanning, E-mail Operations, Back Office Automation Modules wise Data Entry, Operations, Reports Printing

One Week 800

Trainings need to be conducted based on a requisite mix of theory & practical / operational sessions. The trainings should be conducted in Hindi. The training schedule for each stakeholder shall be required to be finalized in consultation with the competent authority of RSRTC. The bidder shall also be responsible for retraining the staff concerned whenever changes are made in the software and it is the responsibility of the bidder to ensure that the trainers are familiar with new versions of Application Software and its allied services. Note– It is entirely the responsibility of the succ essful bidder to adequately train the employees of RSRTC so that they are able to use the new system comfortably and with ease.

19. Data Digitization & Data Migration : Digitize the master data of each module or migrate the existing data if available (wherever available on any platform or any format).

20. Manpower : Provide adequate manpower for the supervision of operations, support, and maintenance of Back Office Automation (BOA) Application Software and Central Control Room (CCR). The details of work wise minimum manpower required are as below:

Items Description Period For

No. of Units

Minimum Manpower required After Completion of Application Development and Beginning of Implementation for the supervision/support of operations at the level of Head Office & Central S&P (2) and Depots, Zones, Workshops, CBS (1 at each Location)

Two

Months 55

Manpower required at Central Control Room for regular Monitoring, Support and Maintenance of the BOA Application and Infrastructure available (System/ Database/Network Administrator, Application & Hardware Maintenance Engineer)

Five Years 2

The bidder shall keep trained staff at zonal level for providing and managing support for smooth working and for maintaining performance level expected by RSRTC.



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21. List of Other Important Deliverable : The successful bidder shall also deliver the following other important documents (but not limited to) : (a) System Requirement Specification (SRS) document containing detailed requirement

capture and analysis including functional requirement, Interface Specifications, application security requirements.

(b) High Level Software Design document including Software Architecture design (System Design), Logical and Physical Database Design etc

(c) Low Level Software Design document including Programming Logic, Workflows (Flow Chart), Dataflow Diagram etc.

(d) Error Log (e) Test Plans and Test Cases (including Unit Test Plan, System / Integration Test Plan,

User Acceptance Test Plan, Security Test Plan, Load Test Plan) (f) Inventory being used for implementation of CCR/BOA (g) Specification of BOA hardware / software with operating manuals. (h) Details of network connectivity with diagrams. (i) Software Testing Documentation (including details of defects / bugs / errors and their

resolution). (j) Training Manuals and literature (k) Implementation plan (l) Systems Administration Manuals (m) User manuals (n) Installation Manuals (o) Operational Manuals (p) Maintenance Manuals (q) Periodic Status and Review Reports (r) Internal Review and testing documents of the vendor (s) BOA Application Software after Successful User/Pilot Acceptance Test (t) Source Code of BOA Application Software The bidder shall prepare the entire documentation a s mentioned above and submit two sets of above-mentioned documentation to RSRTC. It is recommended that the training, installation, operational & maintenance m anuals related to BOA Application should be bilingual (Label Level) i.e. Hindi and En glish.

22. After training computer operations, data entry, desired reports generation etc all works would be performed by RSRTC unit’s designated employees. But Application usage support in operations, if required by RSRTC official would be provided by the successful bidder.

23. The salaries, perquisites, allowances etc for the supplied/engaged manpower would be borne by the Bidder only. Such manpower deployed by the Bidder should not be considered as employees of RSRTC and they should not claim any Job benefits in RSRTC in future.

24. Hand over all the project assets/material & Application related documents, updates/patches with Source Code to RSRTC in working & operational condition at the end of the project duration.

25. At the time of completion/termination of the contract period, the Complete Bill of Material (BoM) being handed over to RSRTC should be in working order and matched with the List of Finalized Bill of Material (FBoM) which was handed over to RSRTC at the beginning of the project.

26. Successful bidder should: a. Keep a watch on the health of the system to ensure minimum downtime of the BOA

Application and CCR’s component/equipment.



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b. Maintaining and upgrading the software components of the BOA system. c. Conduct preventive maintenance in a scheduled manner and during off-peak hours d. Conduct corrective maintenance within stipulated time period as defined in Service Level

Agreement (SLA).

Access, Roles and Users

Entire set of applications their features shall provide for various levels of secure access based on defined roles and responsibilities within RSRTC based on units (Bus stand/Depot/Zone/H.O.) with attached roles and privileges. For e.g. Certain information shall be created/modified by users attached to specific units only but the information can be seen by all such as information related to a division can be created/modified only by users attached to the division and others can only see the information and copy if applicable unless otherwise specified Application Access shall support multiple roles for a single user and also support as per operational norms of RSRTC. Basic Requirement of the BOA Application Software :

The basic requirement of the BOA Application Software has been given below. These are the basic requirements, and may not be the only requirement. The successful bidder needs to design the system, develop and implement it accordingly, so that these requirements are met. RSRTC reserve the right to add/modify/delete etc the scope of the work as per business requirements, and bidder have to do so without any additional burden on RSRTC. However, the bidder needs to incorporate any change in policy/procedure/business rule due to change in Government/ Corporation/ Statutory policies or due to unavoidable circumstances at any point of time during the contract period (which may involve changes/modifications in the software/ hardware/ networking equipment/ connectivity type/ consumables etc.) after mutual discussion. A — General and Technical Requirements

• The Basic Software Application should be multi-tier, web and browser based solution front-end for users and as well as for administrative functions.

• The software should be compatible with various industry open standards and technologies. • Should have the stable version of an Operating System. • The system should work on the stable version of a RDBMS based database systems • Should be compatible with all leading Web Browsers. • The system’s development environment and databases should be based on open standards

and should allow data migration and access to any open standard platform in using the application or data in any future application.

• The system will be, essentially characterized by th e following features: • Flexibility - The system should be adaptable to changing commercial practices and reduce

the total cost of ownership. • Integration - All the system components/modules/functionalities should be integrated and

functional as per the requirement of RSRTC. • Simplicity & User friendliness - The overall application should be developed keeping in

mind simplicity and user friendliness as the key, so as to enable easy maintenance and operation of the application by the end user. Most of the end users would be RSRTC clerical & operational staff, many of them at remote locations across the State with varied degree and level of education. Thus, the application development including interfaces should support Hindi & English using Unicode technology with no font download dependency. There should be a scope for generating output in both the languages.



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Simplicity and ease of use should be the two key factors driving the solution. • Manageability – The application and system software should cater for easy manageability

by the system administrator and provide requisite administrative tools for the same. It should allow remote System Administration to be performed as far as possible, and provide GUI based scope for system administration.

• Stability & Robustness - The System should be robust and stable, and should be able to withstand high stress/load/sudden spurts of high traffic etc without any change in the system performance. The bidder should adopt an appropriate architecture, technology etc to ensure the same.

• Security - The application development including OEM software used should be made free from any vulnerability & provide a bug free environment for the entire solution for the period of contract. RSRTC should be provided with all administration packs, enterprise security tools, security patches, updates, a bug fix, vulnerability fixes etc from the OEM from time to time for the entire period of contract. There should be zero data loss due to any reason whatsoever.

• Support & Maintenance - The end to end solution should be supported by the OEM for the products, hardware, software, and application etc for the entire period of the contract. In case of unsatisfactory performance of services of the bidder, RSRTC would reserve the right to assign the same to any other party at no additional cost implications.

B — Functional Requirements

Backup and Recovery: The successful bidder should conduct regular backups and restoration (if required), of critical data, programs, documents and systems etc. Appropriate methods should be used for backup data verification. The bidder should also define a Backup & Restoration Policy with detailed procedures including (but not limited to) backup type, frequency, media, storage period, storage location etc. General and Adhoc Queries/Reports in Proposed Solut ion: The system should have a provision to generate adhoc queries/reports and enterprise reporting with minimum effort and in user-friendly manner. The enterprise reports should have capabilities to be viewed and downloaded in various standard formats like pdf, xls etc. Print and Online Help options: Proposed system must have the facility to have print options for the reports and other specified forms in general / pre-printed format agreed and approved by the user. Online help for all users and administrators should be a part of software.

C — Performance Requirements

• The system should be able to perform without any degradation of performance after incorporating the following aspects into the system architecture, design and development —

• The expected minimum load on the system is − The BOA Application shall be concurrently used from all depots, zones, workshops, CBS,

Central S&P and Head Office of the RSRTC as mentioned earlier. − At present, there may be approx. 300-400 concurrent users from 48 depots with their

workshops, 9 zones, 3 Central Work Shops (CWS), 5 CBS Offices, 1 Central Store & Purchase and Head Office, but it may increase up to 1000-1200 in future.

• The average response time for users (time taken for loading of a web page) should not exceed 8 seconds per month, while the 95th percentile point of application response time for users should not exceed 12 seconds in a month.

• The system should have an accuracy of 100%. • The application software should be designed to cater to the above mentioned load without



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any degradation of performance as defined above. • The system should utilize a database schema, design that is capable of handling current and

future work load as defined above. • Scalability - The software should be highly scalable considering future requirements of

RSRTC. The system should be able to perform at the same level of performance as defined in this document even with additional offices being added by RSRTC.

• The project will work in a networked environment. It should be able to run with equal efficiency in a network having desktop architecture without any degradation of performance.

• It is absolutely imperative that none of the transactions are ever lost due to an IT system failure (or any other type of failure). The bidder has to ensure operations for zero data loss while having high availability and performance in mind.

D — Availability Requirements

• Ensure 96% availability and uptime of BOA during office hours. Office/Working hours shall be from 8:00 AM to 10:00 PM for BOA Application for all the sites for all 365 or 366 days. Maintenance period for BOA would be between 11:00 PM to 6:00 AM for all 365 or 366 days.

• Ensure 96% WAN connectivity uptime at CCR. Vendor can have options from multiple ISPs’ to ensure this.

E — Security Requirements

BOA Application & CCR should be protected from the following (but not limited to) security incidents. There shouldn’t be any incidents of the following nature – • Virus Attack — this shall include malicious code infection of any of the desktops/servers in

the network. • Denial of Service Attack - This shall include non availability of service • Data Theft - Compromise of any kind of data through network. • Intrusion — Successful/unsuccessful unauthorized access to RSRTC Application/Network

resulting in loss of confidentiality/Integrity/availability of data. The security overlay for the access to the server must be provided at all levels and locations with suitable authentication and profiling engine. Role based user access shall be provided, which will be specified during software development phase. Audit trail must be maintained for any change in the system/data including data additions, updates, deletions etc for security audit. All cases of user access to the system must be logged for future reference. The bidder should also ensure that the security system should be designed in such a way that – • To stop unwanted content over network • To reduce recreational internet surfing through ETIM / ORS terminals • To restrict illegal file downloading • To manage internet traffic to optimize network bandwidth

It is perceived that it will be the responsibility of the bidder to:

(a) Provide Web Based Back Office Automation Application Software with all Modules as per the requirement of RSRTC during complete contractual period.

(b) Deploy all hardware, software, connectivity & networking infrastructure required under the BOA project at Central Control Room (CCR).

(c) Install BOA software at various locations of RSRTC and arrange for software updates whenever necessary.

(d) Ensure regular patch management at all necessary points (e) Ensure regular software updates are provided at all necessary points.



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(f) Maintain the hardware regularly at predetermined standards (g) Provide antivirus kits. (h) Provide consumables as per scope of work (i) Provide necessary networking & electrical cabling (j) Ensure regular backup (and restoration, if required) is conducted (k) Ensure regular training to all concerned employees of RSRTC (l) Ensure seamless data transfer between the various nodes as per the requirement and design (m) Generate all requisite reports as per the schedule and periodicity. The reports may be

needed (but not limited to) Daily, Fortnightly, Monthly and Yearly. (n) The primary administration related functions would be performed by the successful bidder.

All key information required to manage/run the database/system should be made available to RSRTC. The bidder should also adequately train the designated personnel of RSRTC on system, network and database administration so that they are able to manage the administration function if there be a need. It is the prerogative of the bidder to involve RSRTC personnel in all administration activities and assist them in achieving self sufficiency in the same over a period of time.

Vender must give comprehensive onsite warranty of t he hardware/software and other allied equipments supplied under this project at sa tisfactory level as defined by the SLA/requirements for five years from the date of co mpletion of roll out of the project. Roles & Responsibilities of RSRTC

1. A sufficient space shall be given to successful bidder at RSRTC Head Office for establishing Central Control Room (CCR). The said space shall be used only for Installation of all required Hardware & Software, Internet Connectivity, Networking Equipments and Developing, Managing and Monitoring Back Office Automation (BOA) Project.

2. RSRTC may provide sitting space and electric points free of charge to successful bidder teams involved in Application Software Development, providing support in operation, maintenance of hardware devices etc at H.O.

3. All required stationary related to daily operations would be provided by RSRTC.



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7 Project Implementation Plan

The Project will be done in two phases. The work for both phases needs to be completed within T1+52 weeks of award of contract. A penalty will be levied for non completion of activities within prescribed timelines. The penalty will be as per the provisions mentioned under the Implementation Phase SLA. RSRTC has envisaged the Back Office Automation (BOA) Implementation Plan as given below :–

Srl Activity Descriptio n Timeline 1 Project Start (Within 7 Days of Signing of Contract) T1 2 System Study Separately for Each Module of BOA & get it documented T1 + 6 Weeks 3 1. All module wise prepared documents should get finalized & verified with

concerned Head of Department and be handed over to RSRTC 2. Conduct Place/Location wise Requirement Analysis for the implementation

of the BOA project in RSRTC & Submit report on existing & required computer infrastructure for the project

T1 + 8 Weeks

4 According to Finalized Bill of Material Procure, Supply, Install, Commission, Configure, Test, Integrate and Implement all required Hardware, Software, Internet Connectivity, Networking Equipments etc in CCR

T1 + 10 Weeks

5 Activities for Phase-1 a. Development of Web Based Back Office Automation Application Software

for modules covered under Phase–1 b. Preparation & Submission of All Deliverable Documents for Phase-1

Related to Application Development Process, Training & Various Type of Manuals

c. Master Data Digitization & Data Migration (Phase-1) d. User Acceptance Testing (UAT) of Each Module of Phase-1 by

Concerning Section & Bug Fixing e. Training to RSRTC Employee at all locations f. Complete Audit of the Infrastructure Deployed at CCR and BOA

Application Developed (Phase-1 Modules) by the High Level Committee Constituted by CMD, RSRTC

g. Implementation of Web Based Back Office Automation Application Software for modules covered under Phase–1 at all locations

h. Certification of the Successful Implementation & Satisfactory Working of Phase-1 modules at all locations

T1 + 28 Weeks

6 Activities for Phase-2 a. Development of Web Based Back Office Automation Application Software

for modules covered under Phase–2 b. Preparation & Submission of All Deliverable Documents for Phase-2

Related to Application Development Process, Training & Various Type of Manuals

c. Master Data Digitization & Data Migration (Phase-2) d. User Acceptance Testing (UAT) of Each Module of Phase-2 by Concerning

Section & Bug Fixing e. Training to RSRTC Employee at all locations f. Complete Audit of the Infrastructure Deployed at CCR and BOA

Application Developed (Phase-2 Modules) by the High Level Committee Constituted by CMD, RSRTC

g. Implementation of Web Based Back Office Automation Application Software for modules covered under Phase–2 at all locations

h. Certification of the Successful Implementation & Satisfactory Working of Phase-2 modules at all locations

T1 + 44 Weeks

7 Certification of continues 2 months satisfactorily working of Integrated BOA Application at all locations covered under this project

T1 + 52 Weeks



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8 Service Level Agreement (SLA)

SLA is the contract between RSRTC and the successful bidder. SLA defines the terms of the Successful bidder’s responsibility in ensuring the timely delivery of the deliverables and the correctness of the same based on the agreed Performance Indicators as detailed in the Agreement. This section defines various Service Level Indicators which will be considered by RSRTC in the Service Level Agreement with Successful bidder. The successful bidder would get an initial period of one month as SLA holiday i.e. a time period for which SLAs will not be applicable, only in case if bidder successfully deploys the Back Office Automation Application Software at all locations within timeline as mentioned in ‘Project Implementation Plan’. This time should be utilized by the successful bidder to stabilize the system and to ensure adherence to the performance standards laid down by the SLAs. The successful bidder has to comply with all Service Level Agreements (SLAs) defined below to ensure adherence to project timelines, quality and availability of services. Note: Penalties shall not be levied on the successful bidder if there is a force Majeure event

affecting the SLA which is beyond the control of the successful bidder. The SLAs have been segregated into

1. Implementation SLA 2. Post Implementation SLA

5. Implementation SLA

A. Timely Delivery

Definition Timely Delivery of Deliverable Items would comprise of all type of Hardware, Connectivity & Networking Equipments, BOA Application Software after UAT/PAT and Documents that are to be submitted as part of the project deliverables or submission of documents as per the defined timeframe. Week is defined a seven-day calendar period, e.g. one starting with Sunday and continuing through Saturday.

Service Level Requirement

All the deliverables defined in the contract has to be submitted on-time on the date as mentioned in the contract with no delay.

Measurement of Service Level Parameter

To be measured in Number of weeks of delay from the date of submission as defined in the project contract.

Penalty for non - achievement o f SLA Requirement

Delay of every week would attract a penalty per week as per the following — For Each Hardware, Connectivity & Networking Equipm ents = 2 X Per Week Penalty For BOA Application Software = 2 X Per Week Penalt y For Each Document = 1 X Per Week Penalty The total penalty would be generated by the product of the above and the number of weeks Delay. The Penalty per Week is Rs. 500/-



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B. Correctness of Delivery

Definition Correctness of D eliverables would comprise of software application, all Hardware, Software, Connectivity, Networking, Security, Power Backup Equipment etc for CCR and Documents that are to be submitted as part of the project deliverables. Correctness would mean that submission of all software components/source code etc after the completion of the UAT, should be defect/bug free. Hardware, Software, Connectivity, Networking, Security, Power Backup Equipment etc for CCR should be defect free after post installation testing of the same. In case of documents, it should be correct with zero error/defect by the defined timeframe.


All the deliverables defined in the contract has to be submitted First-Time-Right as mentioned in the contract with minimum errors/defects/bugs (as defined below). Documents – The documents submitted to RSRTC for final approval should have no errors. Hardware – The hardware and network equipments installed for RSRTC should have no defects Application Software – The required service level for the Application software correctness is: Level 1 errors/defects/bugs in the complete applica tion software: Level 1 errors/defects/bugs would be defined as the ones which have the greatest impact wherein the user is not able to perform his/her regular work, or the output from the system is not as per the requirement. Level 2 errors/defects/bugs in the complete applica tion software: Level 2 errors/defects/bugs would be defined as the ones which have medium impact wherein the user is partially able to perform his/her regular work


To be measured in Number of errors/defects/ bugs for each of the deliverables as defined in the project contract. The definition of Bug/Error/ Defect would be defined in the contract to be signed with the successful bidder.

Penalty for non -achievement of SLA Requirement

Occurrence of Bug/ Error/ Defect would attract a Penalty per Day as per the following – For Software Application = 2 X Per Bug/Error/Defect Penalty For Documents = 1 X Per Bug/Error/Defect Penalty For Hardware/Network Equipments = 2 X Per Bug/Error /Defect Penalty The total penalty would be generated by the product of the above and the number of Bug/Error/Defect found in the deliverables. The Penalty per Bug/Error/Defect is Rs. 500/-



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C. Installation of Hardware and Network Equipment

Definition Installation of Hardware and Network Equipment would comprise of procurement, pre inspection check, Configuration and Testing by System Integrator and Roll-out approval from RSRTC Week is defined a seven-day calendar period, e.g. one starting with Sunday and continuing through Saturday.


Installation of Hardware and Network Equipment should be completed within 2 week after delivering to RSRTC office/site.


To be measured in Number of weeks from the date of Intimation from RSRTC


Delay of every week in Installation of Hardwar e and Network Equipment would attract a penalty per week as per t he following :– 2 X per week Penalty The total penalty would be generated by the product of the above and the number of weeks delay. The Penalty per week is Rs. 2000/-

6. Post Implementation SLA

A. Resolution Time

Definition Time in which a complaint / query is resolved after it has been reported by RSRTC to the successful bidder


Any query after being given a response should be classified for resolution in following three categories. Resolution Level 1 (R1): Queries regarding issues which has the greatest impact wherein the user is not able to perform his/her regular work; For example, unable to login to the system due to errors in software, online examination module not working etc. Resolution Level 2 (R2): Queries regarding issues which has medium impact wherein the user is partially able to perform his/her regular work; For example, user is able to login and perform most of his normal work, but can’t approve a certain document. Resolution Level 3 (R3): Queries regarding issues which have the least/no impact involving cosmetic changes. For exam. change of background color etc. The Successful Bidder should provide service as per the following standards –

Type of Query Maximum resolution time allowed R1 1 business day R2 3 business day R3 5 business day


The service level would be defined in the number of business days calculated from the date of logging the call/raising the request with the successful bidder.


Delay of every Business day would attract a penalty per day as per the following – For R1 = 3 X Per day Penalty For R2 = 2 X Per day Penalty For R3 = 1 X Per day Penalty The total penalty would be generated by the product of the above and the number of Business days Delay. The Penalty per day is Rs. 2000/-



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Note – The SLA for Resolution Time is only applicab le for items which are not covered under the project specific SLAs mentioned in this d ocument .

B. Network Availability (Uptime)

Definition Network availability is defined as the percentage for which the network was available for the user vis-à-vis the total time.


WAN availability should be maintained at a level of 96% The bandwidth availability should be maintained at a level of 96%


{(Total time in a month in minutes – Total Down time in a month in minutes)/Total Time in a month in minutes}*100 The above time would be calculated per location only for Working Hours during Business Days in a month


If the Successful Bidder is not able to meet the above defined service level requirement, then any deviation from the same would attract a penalty as per the following – WAN Availability

96% > Service Availability > 93%

93% > Service Availability > 90%

Service Availability < 90%

Penalty 500 Rs. per month per location

700 Rs. per month per location

1000 Rs. per month per location

Note - Bidders shall be penalized for the above “WAN Availability” clause only for those instances of the SLA violation which has resulted in any loss of business to RSRTC

C. Application Response Time

Definition Application response time refers to the page load time, i.e. the time for loading a webpage of the BOA Application.


The average application response time for users (time taken for loading of a web page) should not exceed 8 seconds per month. The 95th percentile point of application response time for users should not exceed 12 seconds in a month


Application response time will be measured on the basis of automated reports. The data should be captured through automated tools every 30 minutes during the business hours. Data during business hours can only be used for calculations of average response time and percentile point.


If the Successful Bidder is not able to meet the above defined service level requirement, then any deviation from the same would attract a penalty as per the following – Response Time (Monthly average)

>= 8 secs to <12 secs

>=12 secs to <16 secs

>= 16 secs

Penalty 500 Rs. per month

1000 Rs. per month

1500 Rs. per month

95th Percentile Point

> 12 secs to <16 secs

>=16 secs to <20 secs

>= 20 secs


1000 Rs. per month

1500 Rs. per month



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D. Application Availability

Definition Application availability refers to the total time when the Application is available to the users for performing all activities and tasks.


The average availability of the BOA application should be at 96% in a month


[(Total Uptime of the Application in a month)/ (Total Time in a Month)]*100 The above time would be calculated only for Working Hours during Business Days in a month.


If the Successful Bidder is not able to meet the above defined service level requirement, then any deviation from the same would attract a penalty as per the following – Application Availability (Monthly average)

>= 93 % to <96%

>= 90% to <93%

<90%


6000 Rs. per month

1500 Rs. per month

E. Security & Incident Management SLA

Definition Security incidents could consist of any of the following but not limited to : � Virus Attack – This shall include Malicious code infection of any of the desktops/servers in the network. � Denial of Service Attack - This shall include non availability of service � Data Theft - Compromise of any kind of data through network. � Intrusion – Successful / unsuccessful unauthorized access to RSRTC Application / network resulting in loss of confidentiality/Integrity/ availability of data.


There should not be any such incident


The network should be monitored for: � Virus Attack - Any virus infection and passing of malicious code through RSRTC’s proposed network shall be monitored or member complaints of virus infection shall be logged at the help desk system and collated every quarter. � Denial of Service Attack (DoS) - Non availability of any services shall be analyzed and forensic evidence shall be examined to check whether it was due to external RSRTC attack. � Intrusion - Compromise of any kind of data hosted by RSRTC.


If the Successful Bidder is not able to meet the above defined service level requirement, then any deviation from the same would attract a penalty as per the following – Incidents in a quarter 0<Incidents

<= 7 7<Incidents

<= 9 Incidents >=

10 Penalty (in Rs. per Quarter)

5000 10000 15000



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The successful bidder should provide adequate tools for capturing data required for measuring SLAs at no extra cost to RSRTC like an Ap plication Performance Monitoring tool and Enterprise Monitoring System (EMS) integra ted with the BOA . The maximum penalty at any point of time and for an y period should not exceed 50% of project cost as per the Commercial Bid submitted by the successful bidder. If the penalty exceeds this amount, RSRTC reserves the right to te rminate the contract.



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9 Payment Terms

1. The payment for this project will be made by the RSRTC Head Office to the successful

bidder by monthly during complete project period of five years. 2. After successful establishment of Central Control Room (CCR) with all required Hardware,

Software & all other items and certification of successful commercially deployment and satisfactorily working of all modules of Phase-1 of BOA Application at all locations covered under this project, 45% Part Payment of the Total Monthly Quoted Rate may start for the next five years.

3. After certification of successful commercially deployment and satisfactorily working of all modules covered under Phase-2 of BOA Application at all locations covered under this project, 45% Part Payment of the Total Monthly Quoted Rate may start for the next five years.

4. After certification of continues two months satisfactorily working of Integrated BOA Application at all locations covered under this project, Remaining 10% Payment of the Total Monthly Quoted Rate may start for the next five years.

5. The actual project period of five years for the payment will start from the date of issue of aforesaid certificate to successful bidder.

6. The RSRTC may start working on any particular module which has been completely developed before completion of modules covered under Back Office Automation (BOA) at its sole discretion. However, the monthly payment will start only after Successful Commercial Deployment of Web Based Back Office Automation Application at all locations.

7. The payment will be made by Head Office, Jaipur for all locations to the bidder on monthly basis. The monthly bill will be submitted by the bidder latest by 5th day of the next month, to the authority decided by the corporation, who will in turn release the 70% of the payment within 15 days from the date of receipt of bill provided there is no dispute and remaining 30% after verification of the bills.

8. All statutory taxes will be deducted at source as per prevalent rules and regulations at the time of making payments to the bidder during billing cycle. Hence quoted Rate per Month Charges should be inclusive of all taxes, levies, charges, etc for the complete project period.

9. Any penalties imposed on the successful bidder as per the terms & conditions of the contract will be deducted from the amount payable to the bidder and net payment will be made to the bidder after deduction of taxes applicable from time to time.

10. The payment would be worked out for the period/month claimed only on the basis Rate per Month Charges as given below :

Srl Work’s Descriptions Rate Per Month Charges (Rs.)

1 All the Works Including Web Based Application to be Developed for all modules & Establishing Central Control Room (CCR) Under BOA as mentioned in Bidder’s Scope of Works & Responsibilities

“a” ** (Should be filled by bidder)

** Rate “a” quoted by Bidder would be inclusive of all taxes, levies, charges, etc for the complete project period.



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10 Bid Evaluation Process

General

1. RSRTC will evaluate and compare the bids determined to be substantially responsive. It is RSRTC’s intent to select the bid that is most advantageous to RSRTC and each bid will be evaluated using the criteria and process outlined in this section.

2. The Technical Part of Bid will be carried out using eligibility criteria. Bidders who satisfy the eligibility criteria shall be considered as qualified for opening of financial bids. The Financial bids of only the technically qualified bidders shall be opened for consideration.

3. The Financial bid of all the technically qualified bidders would be opened. RSRTC reserves the right to reject any or all bids and to waive informalities and minor irregularities in bids received if deemed in the best interest of RSRTC to do so.

10.1 Tender Evaluation Committee

1. The Tender Evaluation Committee constituted by the RSRTC shall evaluate the tenders. 2. The decision of the Tender Evaluation Committee in the Evaluation of the Technical and

Financial bids shall be final. No correspondence will be entertained outside the process of negotiation/discussion with the Committee.

10.2 Evaluation of Bids

1. RSRTC will carry out a detailed evaluation of the Technical Bids received by it, in order to determine whether they are substantially responsive to the requirements set forth in the Request for Proposal. In order to reach such a determination, RSRTC will examine the information supplied by the Bidders and shall evaluate the same as per the evaluation criteria specified in this RFP.

2. Based on the technical evaluation, the Financial Bids of only the technically qualified bidders shall be opened by RSRTC. The Financial evaluation will take into account the information supplied by the Bidders in the Financial Bid, and shall evaluate the same as per the evaluation criteria specified in this RFP.

10.3 Clarifications of Bids

To assist in the examination, evaluation and comparison of bids RSRTC may, its discretion, ask the Bidder for a clarification of its Bid. The request for clarification and the response shall be in writing and no change in the price or substance of the Bid shall be sought, offered or permitted.

10.4 Contacting RSRTC

Any attempt by a Bidder to influence RSRTC in its bid evaluation, bid comparison or contract award decisions may result in the rejection of the Bidder's Bid.

10.5 Preliminary Examinations of Bids

1. RSRTC will examine the bids to determine whether they are complete, whether any computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed, and whether the bids are generally in order.

2. Bids from agents without proper authorization from the bidder shall be treated as



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nonresponsive. A bid determined as non-responsive will be rejected by RSRTC and may not subsequently be made responsive by the bidder by correction of the non-conformity.

3. RSRTC may waive any minor informality, nonconformity or irregularity in a bid that does not constitute a material deviation, provided such waiver does not prejudice or affect the relative ranking of any Bidder. The decision of RSRTC will be final and binding.

10.6 Evaluation & Comparison of Bids

1. The Tendering Authority will open the Technical bids in the presence of bidders' representatives who choose to attend the same.

2. The Bids received without required Earnest Money Deposit (EMD)will be rejected. 3. The Bids received without documentary evidence will be out rightly rejected. 4. The representative of the bidder, who is present, shall sign a register evidencing their

attendance. Financial bids will remain unopened and will be held in the custody of the Tendering Authority until the time of opening of the Financial Bids.

5. Financial bids of only technically short listed bidders would be opened. The technically short listed bidders would be intimated to attend the opening of the financial bid, through letter, email or fax.

10.7 Technical Bid Evaluation

RSRTC will examine and compare the technical aspects of the proposals on the basis of the information supplied by the bidders, taking into account overall completeness and compliance with the requirements specified in the RFP document. The proposal that does not meet minimum acceptable standards of completeness, consistency and details will be rejected taking it as non-responsiveness.

The Technical Qualification proposal will be evaluated using followings (Bidder should ensure that all documents enclosed here should be neat & clean and easily readable):

Srl Following Should be Submitted by the Bidder 1 Bid Authorization Letter (The letter of authorization shall be indicated by written

Power of attorney accompanying the bid). 2 A Demand Draft/Cash Deposit Receipt of Rs. 5000/- (Rs. Five Thousand Only)

towards price of RFP document should be submitted, if not submitted earlier. 3 The Bidder should deposit Earnest Money Deposit (EMD) of Rs.1,50,000/-

(Rupees One Lac Fifty Thousand Only) in the form of Cash/Demand Draft /Banker’s Cheque favouring “Financial Adviser, Rajasthan State Road Transport Corporation” Payable at Jaipur. The Address of the bidder submitting the RFP has to be furnished on reverse of the EMD.

4 Bidder/Prime Bidder and Consortium partner (if any) shall provide an attested copy of –

a. Pan Card b. Company Registration Certificate c. Valid VAT Sales Tax Registration Certificate d. Valid Service Tax Registration Certificate e. Sales Tax Returns till date f. Income Tax Return for the Financial Year 2009-2010, 2010-2011 and 2011-

2012 g. Certified Audited Copies of Balance Sheets/Profit & Loss Accounts/ Annual



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Reports for the Financial Year 2009-2010, 2010-2011 and 2011-2012 from bidder and consortium partner (if any)

5 Documentary proof regarding prime bidder and consortium partner (if any) should be an information technology company/corporation.

6 In case of consortium, an original copy of the Agreement/MoU between consortium members, which define their roles and responsibilities for smooth functioning of the project, should be submitted. The agreement between the prime bidder and the consortium partner should be for the entire project period.

7 Documentary proofs from bidder and consortium partner regarding having minimum average net worth of Rs. 1 crores in financial years given below. The net worth of both the consortium members should be positive.

Net Worth for the financial year 2009 – 2010 Net Worth for the financial year 2010 – 2011 Net Worth for the financial year 2011 – 2012 8 Documentary proofs from bidder and consortium partner regarding having

minimum average turnover of 5 Crore in financial years given below. Turnover for the financial year 2009 – 2010 Turnover for the financial year 2010 – 2011 Turnover for the financial year 2011 – 2012 9 Documentary proof from the Prime bidder for having on its payroll at least 50

technically qualified professionals in Software Development, Networking, System Integration, R & D, Production, Maintenance etc since last 12 months.

10 The Bidder/Consortium should have an experience of executed/ongoing information technology projects related to software development/establishment of Data Centre/Central Control Room having Servers, Network Connectivity and other infrastructure items. Work orders and/or a certificate regarding ‘Project has been successfully & satisfactorily executed’ from client should be submitted along with bid.

11 An affidavit duly attested by the notary that The bidder and consortium member should not be declared bankrupt by any court in India.

12 An affidavit duly attested by the notary that the Prime Bidder and Consortium Partner not have been Black listed by any PUC/Corporation/Board or State/Central Government in India

13 An undertaking from the Prime Bidder and Consortium Partner on company letterhead to the fairness of these documents in support of their claim while submitting the Bids

14 An undertaking from prime bidder that he would be fully responsible for successful completion of the project.

15 The Prime Bidder and Consortium Partner should submit the affidavit stating that the bidder or employees should not ask for employment in Corporation.

16 Bill of Material (BOM) with Make, Model, Specifications 17 OEM Authorization, Warranty and Support Letter 18 Team Deployment Details 19 Technical Compliance Sheet



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10.8 Financial Bid Opening

1. The Financial bids of only the technically qualified bidders shall be opened for consideration.

2. The Financial bid of all the technically qualified bidders would be opened and arranged in ascending order of quoted price (in INR).

3. All the taxes and other levies indicated in the price bid will be taken for the price bid evaluation.

4. The Bidders will be ranked in ascending order (i.e.) Bidder quoted the lowest price (L1) will be ranked first and so on.

10.9 Negotiations, Contract Finalization and Award

RSRTC shall reserve the right to negotiate with the bidder(s) whose bid has been ranked first by the tender evaluation committee on the basis of best value to the Project. If RSRTC is unable to finalize a service agreement with the bidder ranked first, RSRTC may proceed to the next ranked bidder, and so on until a contract is awarded.



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11 General Terms and Conditions

11.1. General Terms 1. The response to the RFP has to be submitted in accordance with the Terms and

Conditions mentioned in this document. 2. The specifications and requirements mentioned in the RFP are subject to revision and

changes as and when required. 3. RSRTC reserves the right to cancel the RFP at any stage and can invite fresh RFP without

assigning any reasons. 4. If any dispute arises out of the contract with regard to the interpretation, meaning and

breach of the terms of the contract, the matter shall be referred to by the Parties to the Chairman/CMD, RSRTC who will be the Sole Arbitrator of the dispute and whose decision shall be final.

5. All legal proceedings, if necessary arises to institute, may by any of the parties (RSRTC or Contractor) shall have to be lodged within the jurisdiction of the courts situated in Jaipur and not elsewhere.

6. Consortium is allowed and bidders are permitted to add maximum one consortium member for the purpose of this project up to the submission of the tender. No further change in consortium till finalization of contract is permitted. The successful bidder will not be allowed to drop any consortium member till the completion of the project. The successful bidder will be liable to fresh scrutiny/disqualification in case of dropout of any consortium member post award of contract and till completion of the project at the discretion of RSRTC. One consortium partner cannot be the member of any other consortium for this project. Consortium agreement has to be submitted along with the bid duly signed by all the consortium partners stating the name of lead bidder and roles and responsibilities of all the consortium partners.

7. The bidder/consortium should have a local support office at Jaipur and provide the supporting documents in technical bid. If the bidder does not have any local support office at the time of bidding then he must submit an undertaking on his letter head that if selected then he shall open a local support office at Jaipur within a month from the date of award of contract.

8. RSRTC reserves the right to reject any software supplied against the order, if found not working satisfactorily or not able to render the proposed solution at the time of installation at sites. The rejected software, if any, shall have to be taken back and replaced as per requirement of RSRTC forthwith at the cost of the bidder. No payment will be made for the rejected software.

9. The bidder shall train the core group and user group supervisors and other members as nominated by RSRTC in all modules of Back Office Automation.

10. The bidder should mention the name and details of person to whom all references shall be made regarding the Request for Proposal. Bid documents have to be signed by an authorized person carrying the Power of Attorney (PoA). PoA should be made on appropriate value of Non Judicial Stamp Paper and has to be submitted along with the bid.



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11.2. Earnest Money Deposit (EMD)

The Bidder shall furnish, EMD of Rs. 1,50,000/- (Rupees One Lac Fifty Thousand Only) in the form of Cash or Demand Draft (DD) and should be submitted along with “Technical Proposal in Envelop-A”. The EMD shall be denominated in Indian Rupees, and shall be in the form of Cash/ Demand Draft (DD)/Banker’s Cheque drawn on a nationalized bank in favour of “Financial Adviser, Rajasthan State Road Transport Corporation” payable at Jaipur. The EMD should be enclosed with the RFP Form. The Address of the firm submitting the RFP has to be furnished on reverse of the EMD. Failure to submit the RFP form along with the EMD shall result in disqualification of the RFP. Unsuccessful Bidder’s EMD will be returned as promptly as possible after the award of the contract to the successful bidder. The EMD of successful bidder may be converted into Security Deposit; in that case the remaining security deposit amount will need to be submitted by the bidder within the time stipulated by RSRTC.

The EMD deposit shall be retained by RSRTC for the period of six months.

No interest will be payable by the RSRTC on the amount of the EMD. The EMD shall be forfeited:

• If a bidder withdraws his bid or increases his quoted prices during the period of

bid validity or its extended period, if any; or • In the case of a successful bidder, if the bidder fails to sign the contract or to

furnish Security Deposit Bank Guarantee 11.3. Bid Currency

The rates quoted shall be in Indian Rupees only.

11.4. Signature

A representative of the bidder, who is authorized to commit the bidder to contractual obligations, must sign with the bidder’s name and seal on all pages of the proposal, including the tender/RFP document. All obligations committed by such signatories must be fulfilled.

11.5. Period of Validity of Proposals

The proposals shall be valid for a period of Six (6) months from the date of opening of the proposals. A proposal valid for a shorter period may be rejected as non-responsive.



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11.6. Non-Conforming Proposals

Any proposal may be construed as a non-conforming proposal and ineligible for consideration if it does not comply with the requirements of this RFP. The failure to comply with the technical requirements, and acknowledgment of receipt of amendments, are common causes for holding proposals nonconforming. 11.7. Language of Proposals The proposal and all correspondence and documents shall be written in English. All proposals and accompanying documentation will become the property of the RSRTC and will not be returned. The hardcopy version will be considered as the official proposal.

11.8. Bid Prices

The vendor has to quote the rate as per the financial bid submission form. The prices, once offered, must remain fixed and will not attract any price variation for any reason during contractual period. A conditional proposal will be rejected as non-resp onsive. The rates quoted shall be inclusive of all taxes, duties, lev ies, service charges, TDS, Cesses, transport charges, if any, as applicable up to the completion of the contract period.

11.9. Supply of application, hardware, software etc . The vendor has to conduct system study, documentation, get approval from the concerning sections, design, develop, train and implement the Web based Application for BOA and procure, supply, install, commission, configure, test, integrate, implement, manage and support all the hardware, software, network connectivity etc for CCR at RSRTC HQ during contractual period of five years on SaaS basis. For the purpose, Vendor has to borne all taxes, duties, levies, service charges, license fees, Cesses, local taxes, transport charges, insurance etc.

11.10. Correction of errors

The vendor is advised to take adequate care in quoting the rates. No excuse for corrections in the quoted rate will be entertained afterwards. The corrections or overwriting in RFP should be initialed by person signing the proposal form.

11.11. Corrections to Arithmetic errors

In case of discrepancy between the amounts mentioned in figures and in words, the amount in words shall govern. The amount stated in the proposal form, adjusted in accordance with the above procedure, shall be considered as binding. 11.12. Disqualification

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

• Proposal not submitted in accordance with the RFP. • The bidder qualifies the bid with his own conditions.



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• During validity of the proposal, or its extended period, if any, the bidder increases his quoted prices.

• Proposal is received in incomplete form. • Proposal is received after due date and time. • Proposal is not accompanied by all requisite supporting documents • 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.

• Commercial proposal is enclosed with the same envelope as technical proposal. • If successful bidder fails to deposit a security deposit within 7 days from the receipt of the

letter towards award of the contract. • The successful bidder fails to enter into a contract within 7 working days of the date of

notice of award of contract or within such extended period, as fixed by RSRTC. • Awardee of the contract has given the letter of acceptance of the contract with his

conditions. • Non fulfilling of any condition / term by bidder 11.13. Modification and Withdrawal of Proposals No proposal may be modified or withdrawn in the interval between the deadline for submission of proposals and the expiration of the validity period specified by the bidder on the proposal form. Modification or Withdrawal of proposal during validity may lead to forfeiture of EMD amount paid against this RFP.

11.14. Acknowledgement of Understanding of Terms

By submitting a proposal, each bidder shall be deemed to acknowledge that he/she has carefully read all parts of this RFP, including all forms, schedules and annexure hereto, and has fully agreeable to it. 11.15. Conditions

The following terms are applicable to this RFP and the bidder's proposal:

• This RFP does not commit the RSRTC to enter into a service agreement or similar undertaking with the bidder or any other organization and the RSRTC shall have the right to reject or accept any proposal or offer, or any part thereof (e.g., any component of any proposed solution) for any reason whatsoever.

• Each bidder shall make the following representations and warranty in its proposal cover letter, the falsity of which might result in rejection of its proposal: “The information contained in this proposal or any part thereof, including its exhibits, schedules, and other documents and instruments delivered or to be delivered to the RSRTC, is true, accurate, and complete. This proposal includes all information necessary to ensure that the statements therein do not in whole or in part mislead the RSRTC as to any material fact.”

• The RSRTC is not restricted in its rights to use or disclose any or all of the information contained in the proposal, and can do so without compensation to the bidder. The RSRTC shall not be bound by any language in the proposal indicating the confidentiality of the proposal or any other restriction on its use or disclosure.



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• Any work whether acceptable or unacceptable, developed under a contract awarded as a result of this RFP shall be the sole property of the RSRTC unless stated otherwise in the definitive service agreement.

• Timing and sequence of events resulting from this RFP shall ultimately be determined by the RSRTC.

• No oral conversations or agreements with any official, agent, or employee of the RSRTC shall affect or modify any terms of this RFP, and any alleged oral agreement or arrangement made by a bidder with any department, agency, official or employee of the RSRTC shall be superseded by the definitive service agreement that results from this RFP process. Oral communications by the RSRTC to bidders shall not be considered binding on the RSRTC, nor shall any written materials provided by any person other than RSRTC.

• Proposals are subject to rejection if they limit or modify any of the terms and conditions or specifications of this RFP.

11.16. Notification of Award

RSRTC 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. The successful bidder has to furnish security deposit to RSRTC within time specified in the notification. If the bidder fails to furnish security deposit within time specified, RSRTC will forfeit his EMD and process further to award the contract to another bidder. The name of default bidder will be blacklisted.

11.17. Award Criteria

RSRTC will award the Contract to the successful bidder whose proposal has been determined to be substantially responsive and has been determined as the best value proposal. All decisions taken by RSRTC regarding processing of RFP and award of contract shall be final and binding on all bidders.

11.18. RSRTC's right to accept any proposal and to reject any or all proposals

RSRTC 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. RSRTC will not be responsible for any liability to the affected bidder or bidders or any obligation to inform the affected bidder or bidders the grounds for RSRTC's action.

11.19. Security Deposit

The successful bidder needs to deposit/submit a security deposit of 5% of the total project cost in the form of bank guarantee on stamp paper of the requisite value as per the provisions of the applicable Acts or Laws. The total project cost may be calculated on the basis of the “Rate per Month Charges” quoted by the successful bidder and Total Number of Months considered for the payment during the complete project period of five years. The security deposit shall be maintained and be valid for a period of six and hal f years (One year of Development & Implementation, Five years of Actual Contract Perio d for Managing, Maintenance & Support of BOA Application & CCR, for which bidder will get Monthly Payment and Half



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year extra, in case any delay). It should be submitted within 10 days from the receipt of the letter towards award of the contract for due and proper fulfillment of RFP conditions. The security deposit should be submitted within the period specified above, failing which RSRTC may cancel the offer made to the bidder.

The security deposit will be forfeited if vendor has not fulfilled the terms and conditions as per RFP & Agreement. RSRTC shall also be entitled to make any recoveries due from the bidder from security deposit submitted against this RFP & Agreement.

11.20. Signing of Contract

The successful bidder will have to execute Service Level Agreement on a Non-Judicial Stamp of appropriate value within a period of 10 days of receipt of order and deposit security prior to signing of agreement.

11.21. Extension of Contract

The contract period is for five years (i.e. the period of actual execution of project). On expiry of this contract, RSRTC may consider granting an extension only for a period of one year to the same bidder on rates of payment and terms to be decided at that time or may terminate the contract. In case of termination of contract, the firm will be responsible for transferring all the hardware/ software/ networking equipments/ licenses etc. along with data to RSRTC.

11.22. Variation in quantities at the time of award of contract

Considering the growth rate or augmentation of depot units/bus stations, additional setup may require for newly established units or there may be increase or decrease in number of depots/users for using Back Office Automation Application Software, It will be binding on vendor to increase/upgrade the capacity or increase the quantity of similar/higher specifications of servers, connectivity/networking facilities, and all required items provided by him for the Central Control Room (CCR) i.e. Hardware, Software, Training, Maintenance Services etc which is already being provided by the successful bidder under their scope of work to fulfill the requirements during contractual period.

11.23. Change orders The RSRTC may at any time by written order given to the bidder, make changes within general scope of the contract, in any one or more of the followings-

• Designs, Specifications of Application Software/Hardware/Software to be furnished under the contract.

• The place of delivery. • The services to be provided by bidder. • The Quantity of Hardware/Software and/or locations of the supply.



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11.24. Performance Bank Guarantee

The successful bidder shall at his own expense deposit and maintain at any given time during the validity period, a performance bank guarantee equal to the 5% of its total project cost. The total project cost may be calculated on the basis of the “Rate per Month Charges” quoted by the successful bidder and Total Number of Months considered for the payment during the complete project period of five years. The performance bank guarantee shall be valid for a period of five and half years. The performance ban k guarantee needs to be submitted as per the format given in Annexure-4, before the firs t commercial deployment post the Pilot Implementation run. In the event of any contract amendment, the bidder shall, within 15 days of receipt of such amendment notice, furnish the amendment to performance bank guarantee, rendering the same valid for duration of the contract, as amended.

An unconditional and irrevocable Performance Bank G uarantee (PBG) from a nationalized bank acceptable to RSRTC, payable on demand, for th e due performance and fulfillment of the contract by the successful bidder needs to b e submitted.

All incidental charges whatsoever such as premium; commission etc. with respect to the performance bank guarantee shall be borne by the bidder.

In the event of the bidder being unable to service the contract for whatever reason, RSRTC would invoke the Performance Bank Guarantee with them. Notwithstanding and without prejudice to any rights RSRTC will invoke Performance Bank Guarantee with them as compensation for any loss resulting from the bidder's failure to perform/comply its obligations under the contract. RSRTC shall notify the bidder in writing of the exercise of its right to receive such compensation, indicating the contractual obligation(s) for which the bidder is in default. RSRTC shall also be entitled to make recoveries from the bidder's bills, performance bank guarantee, or from any other amount due to him, the equivalent value of any payment made to him due to inadvertence, error, collusion, misconstruction or misstatement.

11.25. Failure to agree with the Terms & Conditions of the RFP

Failure of the successful bidder to agree with the Terms & Conditions of the RFP including the Services Agreement shall constitute sufficient grounds for the annulment of the award, in which event RSRTC may award the contract to another bidder or call for new proposals.

11.26. Delays in bidder’s performance

The delivery of software, computer hardware & peripherals and performance of services shall be made by bidder in accordance with time schedule specified by the RSRTC.

If at any time during performance of the contract, the bidder or their consortiums may encounter conditions impeding timely delivery of the software, computer hardware etc and performance of the services, the bidder shall promptly notify RSRTC in writing of the facts of the delay, it’s likely duration and its causes.



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As soon as after receipt of bidder’s notice, RSRTC shall evaluate the situation and may at its discretion, extend the bidders time for performance with or without penalty in which case the extension shall be ratify by the bidders by amendment of the contract but in no case extension shall be given more than one time.

The bidder must read and understand the requirements thoroughly and shall adhere to the schedule strictly. The supply, installation and commissioning of the hardware and software at the location shall be as per the implementation schedule given in RFP. The bidder has to ensure that entire setup is full proof and operational. 11.27. Modification in requirements RSRTC has given basic requirements of software, hardware, networking equipments, consumables etc. The vendor has to ensure fulfillment of these requirements basically. However, due to change in Govt./Corporation policy or due to unavoidable circumstances, the vendor has to modify the software/hardware/networking equipments/connectivity type/ consumables etc. as per business needs during the contractual period without any additional financial burden to RSRTC.

11.28. Miscellaneous 11.28.1. Space for installation of hardware etc. an d keeping buffer stock.

The bidder shall be given sufficient space at RSRTC Head Office for establishing Central Control Room (CCR) and preparing infrastructure work as per their needs. The said space shall be used only for Managing and Monitoring Back Office Automation (BOA) projects i.e. System Study, Application Software Development, Installation of Hardware (Servers, Connectivity, Networking, Security, Power Backup Equipments and other infrastructure items etc.) & Application Software, keeping other allied important components, buffers of hardware etc. Furniture required for implementation of the project would also be provided by RSRTC.

RSRTC will provide the electric power supply and bear the electricity bills for any usage of electricity for the purpose of the project. However, the bidder needs to provide UPS and Generator with Diesel at CCR for power backup in case of a power failure.

The bidder has to establish its own communication facility for communication purposes at RSRTC locations and bills for the same needs be borne solely by them.

11.28.2. Resolution of disputes RSRTC and the Successful Bidder shall make every effort to resolve disputes amicably by direct informal negotiation, any disagreement or dispute arising between them under or in connection with the contract will be settled at the level of Managing Director of RSRTC.

If during the subsistence of the contractual period or thereafter, any dispute between the Parties hereto arising out of or in connection with the validity, interpretation, implementation, material



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breach or any alleged material breach of any provision of this contract or regarding any question, including as to whether the termination of this contract by one Party hereto has been legitimate, the Parties hereto shall endeavor to settle such dispute amicably and/or by Conciliation to be governed by the Arbitration and Conciliation Act, 1996 or as may be agreed to between the Parties. In case of failure of amicable settlement as is referred to in sub-section above, the dispute shall be referred to the sole arbitration of the Chairman/Chairman & Managing Director, RSRTC who shall act as the sole arbitrator for settlement of such dispute (s) between the Parties. The Arbitration proceedings shall be governed by the Arbitration and Conciliation Act, 1996. During contractual period, the hardware & software supplied by the firm will remain with RSRTC and in no case the same will be returned to the firm if dispute arises between prime bidder and its consortium members for whatsoever reason to maintain business continuity. 11.28.3. Notices

Any notice given by one party to the other pursuant to this contract shall be sent to the other party in writing or by fax, email, cable or facsimile to the other party's address, and confirmed in writing by the other party.

A notice shall be effective when delivered or tendered to other party whichever is earlier. 11.28.4. Bidder’s integrity

The bidder is responsible for oblige to conduct all contracted activities as defined in the scope of work in accordance with contract.

11.28.5. Bidder’s obligation

The bidder is obliged to work closely with RSRTC’s staff, act within its own authority and abide by directives issued by RSRTC.

The bidder will abide by the job safety measures prevalent in India and will free RSRTC from all demand or responsibilities arising from accidents or loss of life the calls of which is the bidder’s negligence. The bidder will pay all indemnities arising from such incidents and will not hold RSRTC responsible or obligated.

The bidder is responsible for managing the activities of its personnel or their consortiums personnel and will hold itself responsible for any misdemeanor.

The bidder will treat as confidential all data and information about RSRTC, obtained in the execution of his responsibilities in strict confidence and will not reveal such information to any other party without the prior written approval of RSRTC.

The bidder is responsible for all deliveries unpacking, assemblies, wiring, installation, cabling between hardware units and connecting to power supplies. The bidder will test all hardware operation and accomplish all adjustment necessary for successful and continuous operation of the hardware at all installation sites.



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11.28.6. Corrupt or Fraudulent Practices

The RSRTC requires that bidder/consortiums under this RFP, observe the highest standards of ethics during the execution of such contract. In pursuance to this policy, the RSRTC:- Defines for the purposes of this provision, the terms set forth as follows: “Corrupt practice” means the offering, giving, receiving or soliciting of anything of value to influence of public officials in contract execution; and “Fraudulent Practice“ means a misrepresentation of facts in order to influence execution of contract to the detriment of the RSRTC, and includes collusive practice among bidders (prior to or after bid submission); Will reject a proposal for award if it determines that the bidder recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question; Will declare a firm ineligible, either indefinitely or for a stated period of time, to be awarded a contract if it at any time determines that the firm has engaged in corrupt and fraudulent practices in competing for, or executing a contract. The past performance of the bidder will be crosschecked if necessary. If the facts are proven to be dubious the bidders RFP will be ineligible for further processing. 11.28.7. Interpretation of the clauses in the RFP / contract document.

In case of any ambiguity, in the interpretation of any of the clauses in RFP document or contract document, the RSRTC’s interpretation of the clauses shall be final and binding on all parties.

11.28.8. Termination for Default RSRTC may, without prejudice to any other remedy for breach of contract by written notice of default sent to the bidder, terminate the contract in whole or in part:

a) If the bidder fails to provide satisfactory services at the desired level of contract within the time period(s) specified in the contract, or any extension thereof granted by RSRTC

OR b) If the bidder fails to perform any other obligation(s) under the contract OR c) If the bidder, in the judgment of RSRTC has engaged in corrupt or fraudulent practices

in competing for or in executing the Contract. In Circumstances mentioned in a, b, c above the RSRTC may exercise the following option:-

(1) Ask the Prime bidder to leave the Hardware/Software in the offices of RSRTC and terminate the Contract.

In case of premature termination of Contract for no fault of bidder, RSRTC may exercise the following options:-

(1) Direct the bidder to take back the Hardware/software and without any additional



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compensation. (2) Direct the bidder to take back the Hardware/software & pay him the cost of Hardware

less the depreciation as per the Income Tax Act / Rules. 11.28.9. Termination for Insolvency

RSRTC may at any time terminate the contract by giving written notice to the bidder, without compensation to the bidder, if the bidder becomes bankrupt or otherwise insolvent, provided that such termination will not prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to RSRTC.

11.28.10. Intellectual Property Rights (IPR) The Intellectual Property Rights of the Application Software developed for RSRTC shall be vested in RSRTC. The application software along with source code shall be the property of RSRTC under the provision of IPR.

11.28.11. Software Ownership Rights

The Bidder shall relinquish to RSRTC the source code along with adequate detailed documents (from the testing phase onwards) and the rights to the systems, programs and software developed at RSRTC's expense and subject to negotiated agreements, all ownership right to the application software packages procured for RSRTC. The source code with version control system should be submitted in a DVD & external HDD both to RSRTC. For third party tools, the bidder shall provide perpetual license to use such software.

11.28.12. Patent Rights

In the event of any claim asserted by a third party of infringement of copyright, patent, trademark or industrial design rights arising from the use of the software / hardware / database / peripherals or any part thereof, the bidder shall expeditiously extinguish such claim. If the bidder fails to comply and RSRTC is required to pay compensation to a third party resulting from such infringement, the bidder shall be responsible for the compensation including all expenses, court costs and lawyer fees. RSRTC will give notice to the Bidder of such claim, if it is made, without delay.

11.28.13. Manpower Support

Detailed scope will include inputting of data into the system, maintenance of hardware supplied, maintain sufficient reserve stock of hardware items etc and all work related to computers and network connectivity, software, maintenance of database, printing of reports and with proper accounting etc. The bidder shall abide by the labor legislation and rules made there under applicable in the state of Rajasthan. The bidder will also study the working of all levels of RSRTC and submit a Manpower Deployment plan which will be at least the minimum proposed to meet the desired service levels. The bidder will be bound to provide support manpower specified in the RFP. All salaries and statutory benefits will have to be borne by the bidder & no payments will be made by RSRTC. Complete background verification of the manpower deployed will be done by the vendor and the



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report of the same shall be submitted to RSRTC before deployment. In case of absence of any of his employee, the bidder should provide alternative person the next day. The bidder should ensure that the behavior of manpower is decent. The bidder will be held responsible for indecent behavior of manpower, & such employees should be immediately replaced when such matter is reported. The bidder should submit the affidavit stating that the bidder or its consortium members or employees should not ask for employment in Corporation. 11.28.14. Force Majeure The bidder shall not be liable for penalty, liquidated damages or termination for default, if and to the extent that, his delay in performance or other failure to perform his obligations under the contract is the result of an event of Force Majeure. For purposes of this clause, “Force Majeure” means an event beyond the control of the bidder and not involving the bidder and not involving the bidder’s fault or negligence and not foreseeable. Such events may include, but are not restricted to, instances of, wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes which would have an impact on RSRTC. If a Force Majeure situation arises, the bidder shall promptly notify RSRTC in writing of such conditions and the cause thereof. Unless otherwise directed by RSRTC, the bidder shall seek all reasonable alternative means for performance not prevented by the Force Majeure event. 11.28.15. Force Majeure Events The Force Majeure circumstances and events shall include the following events to the extent that such events or their consequences (it being understood that if a causing event is within the reasonable control of the affected party, the direct consequences shall also be deemed to be within such party's reasonable control) satisfy the appropriate definition as per this agreement. Without limitation to the generality of the foregoing, Force Majeure Event shall include the following classes of events and circumstances and their effects: Natural events (“Natural Events”) to the extent they satisfy the foregoing requirements including: • Any material effect on the natural elements, including lightning, fire, earthquake, cyclone,

flood, storm, tornado, or typhoon; • Explosion or chemical contamination (other than resulting from an act of war); • Epidemic such as plague; • Any event or circumstance of a nature analogous to any of the foregoing. • Other Events (“Political Events”) to the extent that they satisfy the foregoing

requirements including: • Act of war (whether declared or undeclared), invasion, armed conflict or act of foreign

enemy, blockade, embargo, revolution, riot, insurrection, civil commotion, act of terrorism or sabotage;

• Strikes, work to rules, go-slows which are widespread, nation-wide, or State-wide and are of



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political nature; • Any event or circumstance of a nature analogous to any of the foregoing.

11.28.16. Use of documents and Information

The vendor shall not, without prior written consent from RSRTC, disclose/ share/use the bid document, contract, or any provision thereof, or any specification, plan, drawing, samples etc. furnished by or on behalf of the RSRTC in connection therewith, to any person other than a person employed by the vendor in the performance of the contract. Disclosure to any such employed person shall be made in confidence and shall extend only as far as may be necessary for purposes of such performance.

All project related document (including this bid document) issued by RSRTC, other than the contract itself, shall remain the property of the RSRTC and shall be returned (in all copies) to the RSRTC on completion of the Vendor's performance under the contract if so required by the RSRTC.



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12 Forms and Templates for Bid Submission

Technical Bid shall comprise of following forms: Form T1: Technical Bid Compliance Sheet Form T2: Covering Letter for Technical Bid Form T3: Bidder Profile Form T4: Financial Capabilities of the Prime Bidder & Consortium Partner Financial Bid shall comprise of following forms: Form F1: Financial Bid Compliance Sheet Form F2: Covering Letter for Financial Bid Form F3: Statement of Commercial Deviation Form F4: Quotation for Rate per Month Charges for All the Works Including Web Based

Application to be developed for all modules & Establishing Central Control Room (CCR) Under BOA as mentioned in Bidder’s Scope of Works & Responsibilities



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Form T-1

Technical Bid Compliance Sheet (with respect to Tec hnical Evaluation) Bidder Should Mark Page No. on Enclosures Submitted in Evidence of Eligibility Criteria Sr Criteri a / Document s to be Submitted Mention

Enclosure Page No.

Fill Compliance (Y/N) Prime Bidder

Consortium Partner

1 Bid Authorization Letter (The letter of authorization shall be indicated by written Power of attorney accompanying the bid).

Page No.

2 A Demand Draft/Cash Deposit Receipt of Rs. 5000/- (Rs. Five Thousand Only) towards price of RFP document should be submitted, if not submitted earlier.

Page No.

3 The Bidder should deposit Earnest Money Deposit (EMD) of Rs.1,50,000/- (Rupees One Lac Fifty Thousand Only) in the form of Cash/Demand Draft /Banker’s Cheque favouring “Financial Adviser, Rajasthan State Road Transport Corporation” Payable at Jaipur. The Address of the bidder submitting the RFP has to be furnished on reverse of the EMD.

Page No.

4

Bidder/Prime Bidder shall provide an attested copy of –

Pan Card Page No. Company Registration Certificate Page No. Valid VAT Sales Tax Registration Certificate Page No. Valid Service tax registration Certificate Page No. Sales Tax Returns till date Page No. Income Tax Return for the Financial Year 2009-2010, 2010-2011 and 2011-2012

Page No.

Certified Audited Copies of Balance Sheets/Profit & Loss Accounts/ Annual Reports for the Financial Year 2009-2010, 2010-2011 and 2011-2012 from bidder and consortium partner (if any)

Page No.

5 Documentary proof regarding prime bidder and consortium partner (if any) should be an information technology company/corporation.

Page No.

6 In case of consortium, an original copy of the Agreement/MoU between consortium members, which define their roles and responsibilities for smooth functioning of the project, should be submitted. The agreement between the prime bidder and the consortium partner should be for the entire project period.

Page No.

7

Documentary proofs from bidder and consortium partner regarding having minimum average net worth of Rs. 1 crores in financial years given below. The

Page No.



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net worth of both the consortium members should be positive. Net Worth for the financial year 2009 – 2010 Page No. Net Worth for the financial year 2010 – 2011 Page No. Net Worth for the financial year 2011 – 2012 Page No.

8

Documentary proofs from bidder and consortium partner regarding having minimum average turnover of 5 Crore in financial years given below.

Page No.

Turnover for the financial year 2009 – 2010 Page No. Turnover for the financial year 2010 – 2011 Page No. Turnover for the financial year 2011 – 2012 Page No.

9 Documentary proof from the Prime bidder for having on its payroll at least 50 technically qualified professionals in Software Development, Networking, System Integration, R & D, Production, Maintenance etc since last 12 months.

Page No.

10 The Bidder/Consortium should have an experience of executed/ongoing information technology projects related to software development/establishment of Data Centre/Central Control Room having Servers, Network Connectivity and other infrastructure items. Work orders and/or a certificate regarding ‘Project has been successfully & satisfactorily executed’ from client should be submitted along with bid.

Page No.

11 An affidavit duly attested by the notary that The bidder and consortium member should not be declared bankrupt by any court in India.

Page No.

12 An affidavit duly attested by the notary that the Prime Bidder and Consortium Partner not have been Black listed by any PUC/Corporation/Board or State/Central Government in India

Page No.

13 An undertaking from the Prime Bidder and Consortium Partner on company letterhead to the fairness of these documents in support of their claim while submitting the Bids

Page No.

14 An undertaking from prime bidder that he would be fully responsible for successful completion of the project.

Page No.

15 The Prime Bidder and Consortium Partner should submit the affidavit stating that the bidder or employees should not ask for employment in Corporation.

Page No.

16 Bill of Material (BOM) with Make, Model, Specifications

Page No.

17 OEM Authorization, Warranty and Support Letter Page No. 18 Team Deployment Details Page No. 19 Technical Compliance Sheet Page No.



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Form T 2 Covering Letter for Technical Bid

The Executive Director (Admin.), Rajasthan State Road Transport Corporation, Head Office, Parivahan Marg, Chomu House, Jaipur – 302001,Rajasthan. Sir, Having examined the RFP Document the receipt of which is hereby duly acknowledged, I/we, the undersigned, offer for “Back Office Automation (BOA) on Software as a Services (SaaS) Basis” in RSRTC for contractual period of five years as required and outlined in the RFP. I/We undertake, if our bid is accepted, to develop the BOA system and to deliver hardware/ software/ connectivity/ networking etc. in accordance with the RSRTC requirements.

If our bid is accepted, we will deposit/submit the 5% Security Deposit for a validity period of six and half year and 5% Performance Bank Guarantee for a validity period of five and half year of the total project cost for complete project period of five years. The total project cost may be calculated on the basis of the “Rate per Month Charges” quoted by the successful bidder and Total Number of Months considered for the payment during the complete project period of five years.

I/We agree to abide by this bid for a period of six months after the date fixed for bid opening and it shall remain binding upon us and may be accepted at any time before the expiry of that period. Until a formal contract is prepared and executed, this bid, together with your written acceptance thereof and your notification of award shall constitute a binding Contract between us. We understand that you are not bound to accept the lowest or any bid you may receive. We agree to the terms & conditions mentioned in the RFP document. We are enclosing herewith the following documents: 1. Bidders authorization certificate 2. Self declaration 3. Completed and filled up Form T1(Technical Bid Compliance Sheet) 4. All Evidences/Documents/Certificates etc. required in Technical Bid Compliance Sheet and as

per RFP which is not mentioned in this technical bid compliance sheet. 5. Original RFP document duly signed with Company’s seal.

Dated this day of

Signature (in the capacity of) Duly authorized to sign Bid for and on behalf of

Seal of the Company



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Form - T3

Bidder ’s Profile 1. Name & Address of The Bidder

2. Location of Corporate Head Quarters

3. Date & Country of Incorporation

4. Details of Contact person (Name, designation, address etc.) Telephone Number, Fax Number, e-mail

5. Is the firm a registered company? If yes, submit documentary proof. Year and Place of the establishment of the Company.

6. Is the firm registered with sales tax department? If Yes, submit valid sales tax registration certificate.

7. Number of offices in Rajasthan and in India

8.

Submit details of the consortium (if any) including name and address of the consortium members, contact details, roles and responsibilities to be performed by prime bidder and its consortium members with legal authentication

9. PAN Details of all members

10.

Details of court litigations, including (but not limited to) — Have you filed any claim against any Company / Institutions for such type of project? If so, give details like case no., court dispute involved and present status. Has any Company/Institution filed any claim/case against you, if so, furnish full details. Has any of your customer or clients filed any case against you in a court? If so, furnish details.

Authorized Signatory <Name> Seal Please Note that providing inadequate or incorrect information could lead to disqualification of the bid.



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Form - T4

Financial Capabilities of the Prime Bidder and Cons ortium Partner The Prime Bidder and Consortium Partner (if any) needs to provide Chartered Accountant Certified Balance Sheets/Profit & Loss Accounts/Annual Reports for the Financial Year 2009-2010, 2010-2011 and 2011-2012 and a Separate Sheet in which following information should be captured :-

• Gross Annual Turnover • Total Net Worth • Revenue from Sale of Hardware • Revenue from Design & Development of Software • Revenue from Maintenance & others (Related to IT Services Only)



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Form - F1

Financial Bid Compliance Form

Srl Particulars Prescribed

Form Compliance

(Yes/No)

1 Covering Letter for Financial Bid Form F2

2 Statement of Commercial Deviation Form F3

3 Quotation for Rate Per Month Charges for All the Works Including Web Based Application to be Developed for all modules & Establishing Central Control Room (CCR) Under BOA as mentioned in Bidder’s Scope of Works & Responsibilities

Form F4



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Form - F2

Covering Letter for Financial Bid

To,

The Executive Director (Admin.), Rajasthan State Road Transport Corporation, Head Office, Parivahan Marg, Chomu House, Jaipur – 302001,Rajasthan.

Dear Madam/Sir, Having examined the RFP Document the receipt of which is hereby duly acknowledged, I/we, the undersigned, offer to :-

1. Conduct requirement analysis, design, develop, test and implement Web Based Application Software for Back Office Automation (BOA)

2. Size, Procure, Supply, Install, Commission, Configure, Test, Integrate and Implement all required Hardware, Software, Internet Connectivity, Networking, Security & Power Backup Equipments & other items required for Central Control Room (CCR) to be established at RSRTC Head Office for hosting Back Office Automation Application Software

3. Integrate Back Office Automation Application Software with Existing/Ongoing Online Reservation System (ORS), Electronic Ticket Issuing Machines (ETIMs) Operations, Vehicle Tracking System, and RFID Smart Card System etc according to RSRTC requirement

4. Manage, Maintain, and Support all the Hardware, Software, Internet Connectivity & other items supplied and installed for a complete contractual period of Five Years on Software as a Services (SaaS) Basis.

5. Train the concerned RSRTC employees on usage of all modules of the Application Software Developed for Back Office Automation at Head Office, Zone and Depots level

To meet the above requirements and to provide the services during the contractual period as set out in the RFP, our financial bid is attached as per the format given in Form - F4.

We also undertake that if contract is awarded to us then we shall invest our own funds to design, build and manage Back Office Automation project for the period five years.

We undertake, if our proposal is accepted, to adhere to the implementation plan (Project schedule for providing Services in System Study, Documentation, Design, Development, Procurement, Installation, Implementation and Maintenance of BOA project on SaaS basis for five years) put forward in this RFP or such adjusted plan as may subsequently be mutually agreed between us and RSRTC.

If our proposal is accepted, we will deposit/submit Security Deposit and Performance Bank Guarantee as per terms and conditions of RFP.

We agree that if we unable to provide service as per the contract for whatever reason, RSRTC would forfeit security deposit and/or would invoke the Performance Bank Guarantee(s) with them. Notwithstanding and without prejudice to any rights RSRTC may forfeit security deposit



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and/or may invoke Performance Bank Guarantees with them as compensation for any loss resulting from our failure to perform/ comply its obligations under the contract.

We agree that RSRTC shall also be entitled to make recoveries from our bills, performance bank guarantee, or from any other amount due to him, the equivalent value of any payment made to him due to non performance, not meeting the SLAs, inadvertence, error, misconstruction or misstatement.

We agree for unconditional acceptance of all the terms and conditions in the RFP and also agree to abide by this bid response for a period of Six Months from the date fixed for bid opening and it shall remain binding upon us, until within this period a formal contract is prepared and executed, this bid response, together with your written acceptance thereof in your notification of award, shall constitute a binding contract between us.

We confirm that the information contained in this proposal or any part thereof, including its exhibits, schedules, and other documents and instruments delivered or to be delivered to the RSRTC is true, accurate, and complete. This proposal includes all information necessary to ensure that the statements therein do not in whole or in part mislead the RSRTC as to any material fact.

We agree that you are not bound to accept the lowest or any bid response you may receive. We also agree that you reserve the right in absolute sense to reject all or any in the bid response without assigning any reason whatsoever.

It is hereby confirmed that I/We are entitled to act on behalf of our corporation/company/firm/organization and empowered to sign this document as well as such other documents, which may be required in this connection.

Dated this Day of (Signature) (In the capacity of) Duly authorized to sign the Bid Response for and on behalf of:

(Name and Address of Company) Seal/Stamp of bidder



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Form - F3

Statement of Commercial Deviation from Requirement Specifications

Date: To,


Reference: Tender Number ……. Date ………………. Sir, There are no commercial deviations (null deviations) from the requirement specifications of tendered items and schedule of requirements. The entire work shall be performed as per your specifications and documents. OR (Strike out whatever is not applicable) Following is the exhaustive list of commercial deviations and variations from the requirement specifications of tendered items and schedule of requirements. Except for these deviations and variations, the entire work shall be performed as per your Specifications and documents. Srl. Section No. REQ No. Page

No. Statement of deviations and Variations

1.

2.

Authorized Signatory Name : Designation:



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Form F4 Quotation for Rate Per Month Charges for All the Wo rks Including Web Based Application

to be Developed for all modules & Establishing Cent ral Control Room (CCR) Under BOA as mentioned in Bidder’s Scope of Works & Responsibili ties

Srl Work’s Descriptions Rate Per Month Charges (Rs.)

1 All the Works Including Web Based Application to be Developed for all modules & Establishing Central Control Room (CCR) Under BOA as mentioned in Bidder’s Scope of Works & Responsibilities

“a” ** (Should be filled by bidder)

** Note :

1. Rate “a” quoted by Bidder for “All the Works Including Web Based Application to be Developed for all modules & Establishing Central Control Room (CCR) Under BOA as mentioned in Bidder’s Scope of Works & Responsibilities” would be inclusive of all taxes, levies, charges, etc for the complete project period.

2. The Quoted Rate “a” must be written in figure and words both. 3. Bidder will be assessed only on the basis of Rate “a” quoted by the bidder. 4. The L1 bidder shall be eligible for the award of the contract. RSRTC reserves the right

to negotiate the terms of the services and/or the ‘Payments' with the L1 Bidder prior to award contract, at its sole discretion.



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13 Annexures

Annexure-1

Bidder’s Authorization Certificate This needs to be duly filled up and submitted along with the technical bid

To,


<Bidder's Name>, < Designation>, is hereby authorized to sign relevant documents on behalf of the Company in dealing with RFP of reference<RFP No. and Date>. He is also authorized to attend meetings and submit Technical and Commercial information as may be required by you in the course of processing above said RFP.

Thanking you,

Authorized Signatory (Name) Name & Signature of Authorized Person

Company’s Seal.



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Annexure-2

Format for “Request for Clarification” All queries for the pre-bid meeting needs to be submitted in the following format (both soft copy and hard copy) as mentioned in “Key Events and Dates” clause

Rajasthan State Road Transport Corporation

BOA Application Software Bidders request for clarification

Name of Organization submitting the request.

Name and Designation of person submitting the request.

Full address of the Organization including Phone/ Fax & e-mail point of contact.

Telephone

Fax

E-mail address

Bidding document reference (s) (page no. & section no.)

Content of RFP requiring clarification

Points of clarification required

• Pre bid queries will be entertained only for those bidders who have purchase the RFP .

Place: Signature:

Date: Company Seal:



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Annexure-3

Format for Self Declaration Ref. ______ Date:

To,


Sir, In response to the RFP No. _____ dated _______ of Ref. _____as an owner / Partner / Director of _______________ I/We hereby declare that our Company _______________ is having unblemished past record and was not declared ineligible for corrupt and fraudulent practices either indefinitely or for a particular period of time. Name of the bidder: Signature: Seal of the Organization:



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Annexure – 4

Performa of Performance Bank Guarantee

Ref: _____________ Date: _____________

Bank Guarantee No.: _____________ To,

The Financial Advisor, Rajasthan State Road Transport Corporation, Head Office, Parivahan Marg, Chomu House, Jaipur – 302001,Rajasthan.

1. Against Contract vide Advance Acceptance of the RFP No.____ Dated _______ of the

Rajasthan State Road Transport Corporation (hereinafter called the “The Corporation”) covering to system study, documentation, design, develop, implement, maintain the Web Based Application Software including all modules of BOA and procure, supply, install, commission, configure, test, integrate, implement, manage, maintain and support all required Hardware, Software, Internet Connectivity, Networking, Security & Power Backup Equipments etc under the BOA project on SaaS Basis for a contractual period of Five and Half Years (Hereinafter called “The Said Contract”) entered into contract between the client and the Corporation, this is to certify that at the request of the Corporation we Bank are holding in trust in favor of the client, the amount Rupee _____________ (write the sum here in words) to indemnify and keep indemnified the against any loss or damage that may be caused to or suffered by the Corporation by reason of the said Contract and / or in the performance thereof. We agree that the decision of the Corporation, whether any breach of any of the terms and conditions of the said contract and / or in the performance thereof has been committed by us to the Corporation and the amount of loss or damage that has been caused or suffered by the Corporation shall be final and binding on us and the amount of the said loss or damage shall be paid by us forthwith on demand and without demur to the Corporation.

2. We ______________ Bank further agree that the guarantee herein contained shall remain in

full force and effect during the period that could be taken for satisfactory performance and fulfillment in all respects of the said Contract by the Corporation i.e. till ____________ (viz. The expiry of the contract) hereinafter called the said date and that if any claim accrues or arises against us _____________ Bank by virtue of this guarantee before the said date, the same shall be enforceable against us _________ Bank by the Corporation before the said date. Payment under this letter of guarantee shall be made promptly upon our receipt of notice to that effect from the Corporation.

3. It is fully understood that this guarantee is effective from the date of the said Contract & valid

for five and half years and that we _____________ Bank undertake not to revoke this guarantee during its currency without the consent in writing of the Corporation.

4. We undertake to pay the Corporation any money so demanded not withstanding any dispute

or disputes raised by the Corporation in any suit or proceedings pending before any Court or Tribunal relation thereto our liability under this present bond being absolute and unequivocal.



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5. The payment so made by us under this bond shall be a valid discharge or our liability for

payment there under and the Corporation shall have no claim against us for making such payment.

6. We _____________ Bank further agree that the Corporation shall have the fullest liberty,

without affecting in any manner our obligation hereunder to vary any of the terms and conditions of that said Contract or to extend time of performance by the Corporation from time to time or to postpone for any time or from time to time any of the powers exercisable by the Corporation against the said RFP and to forebear or enforce any of the terms and conditions relating to the said Contract and we, ___________ Bank shall not be released from our liability under these guarantee by reason of any such variations or extension being granted to the said forbearance and / or omission on the part of the Corporation or any other matter or thing whatsoever, which under the law relating to sureties, would but for this provisions have the effect of so releasing us from our liability under this guarantee.

7. The guarantee is for an amount of Rs. ________________________ (In figures Rs.

________). DATE:

PLACE: SIGNATURE: SEAL: WITNESS:



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Annexure-5

OEM AUTHORIZATION CERTIFICATE

(To be issued by the manufacturer of the product (Hardware/ Network / Server System Software in the favor of Distributor / dealer / channel partner on the company letterhead)

This is to certify that M/s XXXX Company … … … … ….................................................................... ............................................................................ (Name, complete address, city) are our

authorized … … … …................. (Distributor / Dealer / Channel partner) for the sale, support

and services for. ............................... (Name of the product(s)) until date _______.

We undertake that we would provide the support for the above product(s) during the warranty-

Period (Contract/ Project Period) for all the upgrades, Updates and patches, spares of the supplied product/products.

Our technical support/assistance centers (Name, address & communication details) shall provide telephonic or web support. Below are the required details.

(Signature with seal / stamp of the company)

Name:

Designation:

Note: This Letter of authority should be on the letterhea d of the concerned manufacturer and should be signed by a person competent and havi ng the power of attorney to bind the Manufacturer.



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Annexure-6

Tentative Bill of Material for Central Control Room (CCR)

Sr Items Description Quantity Minimum Specifications Required

1 Web Server with Operating System 2 Processor - Intel Xeon/6 Core*2/2.66 GHz or Higher/12MB L3

Chipset - Intel Memory - 32 GB RAM HDD – Hot-Plug 2*300 GB 15K SAS 2 Gigabit NIC/DVD/RAID 1+0

2 Application Server with Operating System 2

3 Database Server with Operating System

2

4 Internet Connectivity Requirements

- Min. 16 Mbps Broad Band internet link terminating on Ethernet through ISP – 1 on OFC

- Min. 16 Mbps Broad Band internet link terminating on Ethernet through ISP – 2 on OFC

5 Database with respective License

As per Project Requirement

6 Intrusion Prevention System /

Antivirus 7 EMS/NMS 8 Backup 9 Storage

10 Firewall 11 Router 12 Tape Drive 13 Online UPS (2 Hour Backup) 14 Generator Silent 15 Switches 16 42 U Rack 17 Cabling CAT-6

Note:

1. As mentioned above this is a Tentative Bill of M aterial and minimum requirement but not limited to project requirement, here bidder may suggest / add the other equipments required for successful implementation o f the project at no extra cost to RSRTC.

2. It will be the responsibility of the successful bidder, According to Project Requirement, Prepares Final Bill of Material with M ake, Model & Detailed Specifications of each item in close consultation w ith RSRTC.



2012


Annexure-7

List of RSRTC Offices Where B.O.A. Application Soft ware is to be Installed

1 RSRTC, Head Office Parivahan Marg, Chomu House, Jaipur

2 Office of Central Store & Purchase, RSRTC Near TB Sanatorium, Subhash Nagar, Shastri Nagar, J aipur

Srl Depot/CBS Office Name Zonal Office District Nam e

1 AJAYMERU AJMER AJMER

2 AJMER AJMER AJMER

3 BEAWAR AJMER AJMER

4 BHILWARA AJMER BHILWARA

5 DEEDWANA AJMER NAGOUR

6 NAGOUR AJMER NAGOUR

7 ALWAR BHARATPUR ALWAR

8 MATASYA NAGAR BHARATPUR ALWAR

9 TIJARA BHARATPUR ALWAR

10 BHARATPUR BHARATPUR BHARATPUR

11 LOHAGARH BHARATPUR BHARATPUR

12 DHOLPUR BHARATPUR DHOLPUR

13 HINDAUN BHARATPUR KAROLI

14 BIKANER BIKANER BIKANER

15 SARDAR SHAHAR BIKANER CHURU

16 ANOOPGARH BIKANER GANGANAGAR

17 GANGANAGAR BIKANER GANGANAGAR

18 HANUMANGARH BIKANER HANUMANGARH

19 DAUSA JAIPUR DAUSA

20 DELUX DEPOT JAIPUR JAIPUR JAIPUR

21 JAIPUR JAIPUR JAIPUR

22 KOTPUTLI JAIPUR JAIPUR

23 VAISHALI NAGAR JAIPUR JAIPUR

24 BARMER JODHPUR BARMER



2012


25 JAISALMER JODHPUR JAISALMER

26 JALORE JODHPUR JALORE

27 JODHPUR JODHPUR JODHPUR

28 PHALODI JODHPUR JODHPUR

29 FALNA JODHPUR PALI

30 PALI JODHPUR PALI

31 ABU ROAD JODHPUR SIROHI

32 SIROHI JODHPUR SIROHI

33 BARAN KOTA BARAN

34 BUNDI KOTA BUNDI

35 JHALAWAR KOTA JHALAWAR

36 KOTA KOTA KOTA

37 TONK KOTA TONK

38 CHURU SIKAR CHURU

39 JHUNJHUNU SIKAR JHUNJHUNU

40 KHETRI SIKAR JHUNJHUNU

41 SIKAR SIKAR SIKAR

42 SRI MADHOPUR SIKAR SIKAR

43 BANSWARA UDAIPUR BANSWARA

44 CHITTORGARH UDAIPUR CHITTORGARH

45 DUNGARPUR UDAIPUR DUNGARPUR

46 UDAIPUR UDAIPUR UDAIPUR

47 CBS AJMER AJMER

48 CBS JAIPUR JAIPUR AJMER

49 ISBT & BIKANER HOUSE, NEW DELHI

JAIPUR JAIPUR

50 CBS AHMEDABAD UDAIPUR

Note : Contact persons detail like Name, telephone no, mobile no etc of the Depot, Bus Stand, Zone, Head office may be obtained from RSRTC website i.e. www.rsrtc.rajasthan.gov.in