Rajasthan Housing Board RFP for RHBMS Page 1 of 224 Draft Request for Proposal (RFP) Document for Rajasthan Housing Board Management System (RHBMS) for Rajasthan Housing Board Reference No: Dated : Mode of Bid Submission Though eProcurement/ eTendering system at http://eproc.rajasthan.gov.in Tendering Authority/ Purchaser Managing Director, RajCOMP Info Services Limited (RISL), First Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur (Rajasthan) Date & Time of Pre-bid meeting Last Date & Time of Submission of eBid Date & Time of Opening of Technical Bid Cost of RFP Document: Rs. 5000/- Only (Rupees Five Thousand Only) Name of the Bidding Company/ Firm: Contact Person (Authorised Bid Signatory): Correspondence Address: Mobile No. Telephone & Fax Nos.: Website & E-Mail: RajCOMP Info Services Limited (RISL) 1st Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur (Rajasthan) Phone: 0141-2226055, 5103902 Fax: 0141-2228701 Website: http://risl.rajasthan.gov.in Email: [email protected]
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Rajasthan Housing Board RFP for RHBMS
Page 1 of 224
Draft Request for Proposal (RFP) Document for
Rajasthan Housing Board Management System (RHBMS)
for
Rajasthan Housing Board
Reference No: Dated :
Mode of Bid Submission Though eProcurement/ eTendering system at http://eproc.rajasthan.gov.in
Tendering Authority/ Purchaser Managing Director, RajCOMP Info Services Limited (RISL), First Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur (Rajasthan)
Date & Time of Pre-bid meeting
Last Date & Time of Submission of eBid
Date & Time of Opening of Technical Bid
Cost of RFP Document: Rs. 5000/- Only (Rupees Five Thousand Only)
4.1.3. APPROACH AND METHODOLOGY TO BE FOLLOWED .......................................................................... 36
4.1.4. USERS, DATA SIZING & CONCURRENCY OF DATA ............................................................................ 36
4.2. SCOPE OF WORK .............................................................................................................................. 37
4.2.1. APPLICATION SOFTWARE DEVELOPMENT AND WEB PORTAL DEVELOPMENT ................................... 37
4.2.2. SITE PREPARATION INSTALLATION AND COMMISSIONING OF IT AND NON-IT HARDWARE .................. 47
4.2.3. DATA DIGITIZATION ........................................................................................................................... 49
4.2.4. TRAINING & CAPACITY BUILDING ...................................................................................................... 50
4.2.5. SYSTEM INTEGRATION AND COMMISSIONING OF THE PROJECT (FAT & GO LIVE)............................ 52
4.2.6.9. SERVER MANAGEMENT SERVICES .................................................................................................... 57
4.2.6.10. SUPPORT SERVICES FOR WEB BASED APPLICATION S/W................................................................. 57
Rajasthan Housing Board RFP for RHBMS
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4.2.6.11. MIS REPORTS: ................................................................................................................................. 57
RajCOMP Info Services Limited (RISL) on behalf of Rajasthan Housing Board (RHB) invites proposals from eligible bidders for selection of System Integrator (SI) for study, design, development/ customisation, implementation and operations & maintenance of Rajasthan Housing Board Management System (RHBMS) at the designated locations in the state of Rajasthan. The proposals shall only be submitted through eTendering system at www.eproc.rajasthan.gov.in. The bidding schedule is as follows:
Nature of the Project IT Enablement of Rajasthan Housing Board
Cost of RFP document (non-refundable)* Rs. 5000/- (Rupees Five Thousand Only)
offices and 26 division offices), nine circle offices and a head office.
Offices Numbers
Head Office 1
Circle Office 9
Independent Division Office 12
Division Office 26
Cash Collection Counters 30
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2.3.2 Organization Structure of Rajasthan Housing Board
The organization structure of Rajasthan Housing Board is as follows:
Chairman
Housing Commissioner
Chief Engineer
Director (Law )
Secretary
Chief Estate Manager
Financial Advisor & Chief
Accounts Officer
Accounts Compilat ion
Cost ing Inspect ion/ Audit
Pension Recovery
BudgetAuct ions
Financial
Management
Personnel Land Acquisit ion
Public Relat ion
Cent ral Store
Cent ral Records
Right to
Informat ion
Technical Cell
Qualit y Cont rol
Town Planning
Circle- I, II, III
Jaipur /
Udaipur /
Kota /
Bikaner /
Alwar / I,II
Jodhpur and
Subordinate
Division
Offices
Lit igat ions
Legal Advise
Appeal Mat ters
Housing Cell
Regist rat ion
Lot tery
Estate Allotment
Payments
P& M Cell
Vigilance
Confident ial
APAR
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2.3.3 Key Activities of Rajasthan Housing Board
The key activities of Rajasthan Housing Board are as follows
S.
No. Cell Key Services/ Activities
1 Accounts Cell
Account Cell is responsible for the following Key activities:
o To maintain and keep updated all the subsidiary
books / registers of accounts
o To pass all the bills of expenditure after proper
scrutiny and exercising all the checks
o Preparation and disbursement of salary to the staff
through electronic modes
o To reconcile inter divisional / Board monthly /
yearly accounts and adjustment of differences
o To control the budgets & maintain the Accounts
books of records for the budgetary control
o To check and internally audit the accounts of sub
divisions / sections
o To tender financial advice to the Housing Board
o To assist the Audit Party during the annual audit
and present all the books of accounts and other
records as and when required as and when
required by the Audit Party
o To reply the audit query / observations and ensure
settlement of the name
o Investment of available surplus funds of RHB with
various banks in accordance with the policy /
guidelines
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2 Compilation Cell
Compilation cell is also responsible for current
budget estimates that contain details under
following heads:
o Capital receipts and expenditure
o Revenue receipts and expenditure
o Deposits, advances and investment (outgoing and
incoming)
o Total / division wise financial targets
o Category wise / division wise physical targets
o Ancillary services in RHB colonies
o Public loans
o Manpower etc
3 Costing Cell
The Costing Cell plays an important role in
functioning of RHB as it determines cost of its
properties. Main functions of Costing Cell are:
o Calculating cost of new / old / cancelled / surplus
houses
o Calculating reserve price of surplus houses, shops
and plots for auction and open counter
o Calculating land rate and revise land rates
4 Inspection Cell
Inspection Cell in RHB is responsible for ensuring
fair practices in Board via auditing. Main duties of
Inspection Cell are:
o Conduction of internal audit of all Division/Circle
and Head Offices
o Helping Local Fund Audit Department (LFAD) in
their audit of RHB. It also ensures compliance of
findings of audit report of LFAD.
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5 G.P.F and
Pension Cell
Pension Cell performs following functions while an
employee is in service:
o Provide GPF loan for different heads according to
rules and regulations of RHB.
o It is responsible for recovering above loans from
employees
o Responsible for maintaining new pension scheme
accounts for employees recruited after 01 January
2004, separately.
o Post retirement functions:
o Refund of accumulated GPF to employee
o Refunds gratuity of employee
o Leave encashment for employees
o Provides for monthly pension of employee
o Provides for medical reimbursement from medical
relief fund according to norms of RHB
6 Finance Cell
o This cell is responsible for fixation of the salary for
permanent/ temporary employees of the Board
o Finance cell is to keep a track of refund/return of
loans received from the employee (House Building
Loan or Conveyance Loans) by the concerned
Division/Circle/Head Offices
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7 Recovery Cell
Some of the important roles and responsibilities of
the Recovery Cell are as follows:
o Monitor overall recovery work
o Prepare one time information of the allottees and
regulate individual a/c of allottees
o Raise demand and collect monthly instalments,
lease money and other dues from allottees
o Maintain cash book and ledgers
o Issue demand notices, no dues certificate, one
time lease certificate and notices to defaulters
o Prepare monthly Demand – Collection – Balance
(DCB) Statements of HPS houses and Lease
money a/c for all the houses, shops, institutional
lands and commercials.
o Headed by DHC/RE/ Accounts Officer, it regulates
and controls cash collection counters established
in various schemes / offices
8 Land Cell
The main objective of Land Cell is to acquire land
for RHB.
o Land acquisition is governed by Land
Acquisition Act, 1894. Land is either purchased
from Urban Improvement Trust (UIT), local
development authorities, Municipalities etc. or
private land is acquired for residential purpose
through State Government.
o Land acquisition is a long procedure involving
legal issues and requires multi agency
cooperation
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9 OSD Cell
o The Office on Special Duty Cell overtakes the land
acquisition process after declaration by the State
government under section 4(1). OSD is a court for
all legal procedures regarding land acquisition
process for housing board
o It is the duty of OSD cell to handle all objections
and litigation regarding claims on land and claims
for compensation. On the basis of hearings and
governments approval, final award is declared by
the Cell
o It also makes payments as required by award
through RHB
10 Personnel Cell
Main responsibilities of Personnel cell are
mentioned below:
o Deals with all the matters related to appointments,
postings, transfers
o Makes / amends service rules & regulation as
when required
o Conducts Board & other committee meetings
o Deals with matters of confidential nature
o Deals with all correspondences with State
government
o Deals with all matters pertaining to State Assembly
11 Public Relation
Cell
o Public Relation Cell is responsible for overall
coverage of board activities & programmes,
developments, schemes and meetings through
Print media and Electronic media.
o The Public Relation cell is responsible for
advertising and publication of schemes, auctions
and NITs floated by RHB.
o Public Relation Cell is also serves as a point of
contact for the citizens with any query, concerns
related to RHB rules & regulations, schemes,
houses etc.
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12 Central Store
The main functions of Central Store/ Pool (vehicle)
are listed below:
o Allocation and distribution of fixed items like
furniture fixtures, computer items, photo state
machines etc.
o Allocation and distribution of printing and stationary
materials
o Allocation and distribution of materials needed for
daily activities
o Purchase, registration, insurance etc. of board
vehicles
o Allocation, distribution and maintenance of Board
vehicles
o Work related to the vehicles on lease
o Maintenance and repairing of furniture fixtures for
office use
o Work related to uniforms for the uniformed
employees
o Auction of old and useless items
13 Vigilance Cell
Vigilance cell is responsible for paying continuous
and close attention to the working of all the
officers/employees of RHB.
o If a complaint against an employee/ officer is
received by the vigilance cell, this cell seeks for the
response to the complaint from the respective
employee/officer of RHB.
o After receiving the responses from the
sections/units, Vigilance Cell forwards the
response to the complaining
departments/individuals.
o Vigilance cell receives complaints primarily from
the following departments:
Secretariat
Chief Minister Office
District Collector (Vigilance)
Anti-Corruption Bureau
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14 Confidential Cell
o Confidential Cell deals with all the relevant
information of departmental enquiry pertaining to
all the permanent officers/work charge employees
of Board. The record for the same is maintained.
o A departmental enquiry is initiated against those
employees/officers who are found guilty prima facie
in Primary Enquiry (PE), under Employees
Disciplinary Action and Appeal Regulation, 1976
and Employees Conduct Regulation, 1976,
Rajasthan Housing Board.
o Confidential Cell also deals with the appeal
matters.
o In the matters submitted by RHB for the
prosecution sanction against the alleged
officer/employee, the cell processes the matter to
the higher authorities for the final decision.
15 Right to
Information
o Under RTI every public authority has to designate
a Public Information Officer who is responsible for
providing information that has been requested
under the RTI act.
o Right to Information Cell in RHB is acts as a control
unit to process the RTI applications and reply to
the cases of Ist & IInd appeal.
o It is also responsible to send monthly reports to the
state commission and annual report to Rajasthan
Information commission.
o RHB has designated officers, PIOs and APIOs at
every level in order to provide information to the
information seeker.
16 Central Records
o Central Record maintains an efficient indexing and
cataloguing of RHB records and tries to
computerize their records and maintain a proper
connectivity of their records.
o Central Record is expected to provide any
information to the information seeker and the
access to required information shall be available
with an easy mechanism
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17 Technical Cell
Main functions performed by Technical cell are:
o Issue of Administrative &
Financial/Technical/Splitting /
Approval/Revised/Financial Tie up
o Approval of tenders, contracts, sanction of rates,
execution of works with or without invited tenders,
Payment of extra/additional items/ escalation
claims/ other claims/ issue of advertisement and
refund of security deposits
o Enlistment of Contractors
o Approval for Re-appropriation of funds.
o Purchases of store articles & Building materials
o Preparation, evaluation and monitoring of works
conduct land survey at places where housing
demand exists
o Access feasibility of land for housing projects
finalize & effective monitoring of budget for housing
projects deal with audit paras to related works
o Construction and maintenance of Houses, Parks,
Community Halls, Office Buildings, Roads, Street
Lights, Schools, Dispensaries, sewer line, watch
line etc.
o Ensuring no trespass and encroachment in houses
and lands
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18 Quality Control
Cell
The main function of Quality Control Cell is to
ensure effective control on quality in construction
works. Some of the roles and responsibilities of the
Quality Control Cell are as follows:
o Establishes & runs well equipped laboratories for
material testing in Quality Control field offices to
observe/ test materials used at various sites of
RHB.
o QC Cell is also responsible to ensure that field
offices have established labs at different locations
and QC labs where required for testing purposes.
o Prescribes standard norms time to time for quality
control/ testing.
o Conducts test of all raw materials / products used
in construction of houses / development works.
o Issues approval orders for using materials in
construction works.
o Decides standards, specifications of various items
to be executed in different category of houses
o Regulates and monitor testing by field staff on each
work
o Updates quality control returns for each work viz.
testing results, penalty and rejection of works and
Quality Control Manual
o Testing of some of the materials is outsourced to
external labs that are approved by CE through
DHC(QC)
o The QC staff makes regular inspections at
construction sites to collect samples, to perform
tests on collected samples and issue inspection
reports to necessary actions.
o Organizes seminars / workshops to make general
awareness regarding quality in construction.
o Monitoring of third party inspections of quality of
specified works.
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19 Town Planning
o This branch looks after the work of preparation of
layout plans of housing schemes and architecture
designs of different categories of houses,
institutional, commercial & other buildings
o This Cell is also responsible for making proposals
for outsourcing the projects that are to be planned
by empanelled consultants.
20 Planning and
Monitoring Cell
Main functions of Planning and Monitoring cells
are:
o Prepare annual action plan for various activities of
the Board
o Fix annual targets of all housing activities
o Fix targets for all schemes launched by State Govt.
o Progress of various monthly / quarterly activities
o Update statistical information of various monthly /
quarterly / annual activities
o Formulation of loan schemes for submission to
financial institutions
o Sanction of loan schemes from financial institutions
o Documentation work of sanctioned loan schemes
o Loan drawl commensurate with the progress of
schemes
o Repayment of loan to financial institutions as per
payment schedule
o Arrangement for the Government guarantee
against the loan from the financial institutions
o As of now, NHB loan is outstanding to be repaid by
RHB and payments to rest of the institutions have
already been done
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21 Housing Cell
The following are some of the roles and
responsibilities of the housing Cell:
o RHB office prepares a scheme data base
o Prepares application forms to be delivered to the
applicant
o Delivers allotment, registry and possession details
to the applicants
o Sanctions allotment and rejection letters to the
successful and rejected candidates
o Sanctions letter for possession after delivering the
registry date
22 Law Cell
The Law cell is mainly engaged in legal aspects
and court cases of the RHB. Some other roles and
responsibilities are as follows:
o Advise the Board on all legal matters
o Deal all legal cases in various courts in the state
o Effectively monitoring the legal proceeding of each
case
o Maintain & update list of total court cases all over
the state
o Appoint the Advocates & OIC in all cases
o Regulate Settlement Committee proceedings
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3. ELIGIBILITY CRITERIA
o Pre Qualification for Bidder and Other Consortium Partner
S. No. Basic
Requirement
Specific Requirements Documents
Required
Compliance
By
1 Legal Entity The Bidder can be a consortium or an individual company. In case of individual company/firm or in case of consortium all member of the consortium should be registered legal entity in India. Under the Indian Companies Act, 1956 / The Partnership Act 1932 / Limited Liability Partnership Act, 2008 and should have been in existence for at least three years (as on 31-03-2012).
Copy of the Certificate of Incorporation and registration certificates
Both
2 Turnover from IT/ITeS in System Integration
Annual turnover of the Bidder (Lead partner in case of Consortium) from IT/ITeS during each of the last four financial years (2008-2009, 2009-10, 2010-11 and 2011-12) as per the last published audited balance sheet, should be atleast Rs 86 Crores.
CA Certificate with
CA’s Registration
Number/ Seal
Lead member
3 Net Worth The networth of the bidder in the last financial year, i.e. 2011-12, should be positive.
CA Certificate with
CA’s Registration
Number/ Seal
Both
4 Technical Capability
The bidder must have successfully completed or is executing at least One eGovernance project of including services like hardware provisioning, software development, and O&M to any state/ central government organization/ PSU’s (excluding Banks) only in India not less than the amount Rs. 6.88 Crores during the last four financial Years (2008-2009, 2009-10, 2010-11 and 2011-12). OR The bidder must have successfully completed or is executing at least TWO eGovernance projects of including services like hardware provisioning, software development, and O&M to any state/ central government organization/ PSU’s (excluding Banks) only in India not less than the amount Rs. 4.3 Crores during the last four financial Years (2008-2009, 2009-10, 2010-11 and 2011-12).
Project
reference
format as per
Annexure – 16
And
Work
Completion
Certificates
from the client;
OR
Work Order +
Self Certificate
of Completion
(Certified by the
Statutory
Auditor)
OR
Work Order +
Phase
Either
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(The projects with Work Order issued at least 6 months prior to submission of this Bid will be considered)
Completion
Certificate from
the client
(The Work Order
should clearly
depict the date,
scope of work and
the project value)
5 Tax registration and clearance
The bidder (Lead partner in case of Consortium) must possess a valid: -
VAT/ Sales Tax Registration Certificate
VAT/Sales Tax clearance
certificate for the year 2010-
2011
Income tax clearance certificate for the year 2010-11
Service Tax Registration Certificate
Income Tax Registration/ PAN
Copies of
relevant
certificates of
Registration
VAT clearance certificate from the Commercial Taxes Officer of the Circle concerned
Income Tax Clearance certificate from the Income tax Department
Both
6 Certifications The bidder (Lead partner in case of Consortium & partner responsible for Software Development & customization) must possess currently valid below certification:
CMMi Level 5 (Software Development & Customization) certification
9000: 2008 certification
Copy of a valid certificate
As Applicable Both
7 Blacklisting The Bidder : - 1. Should not be an insolvent, in receivership, bankrupt or being wound up, not have its affairs administered by a court or a judicial officer, not have its business activities suspended and must not be the subject of legal proceedings for any of the foregoing reasons. 2. Should not currently have been blacklisted by any Government Department/PSU or under a declaration of ineligibility for fraudulent or corrupt practices or inefficient/ineffective performance.
Undertaking on a Non-judicial stamp paper of Rs. 10/- as per Annexure-8.
Both
8 Manpower Strength
The bidder (Lead partner in case of Consortium) must have a minimum strength of 100 IT / software professionals / domain experts on their
Self Certification by the authorized signatory with clear declaration of staff
Lead Member
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permanent rolls. – year of joining, level/ designation wise.
9
Local Presence
The Bidder should have their own office located at Jaipur. If the bidder, at the time of bidding, RHBs not have a local support office at Jaipur an undertaking on the bidders’ letter head (as a part of the cover letter at Annexure - 4) that an office will be opened by the bidder(if selected for the award of the contract) within 2 months from the date of issue of LoI, should be submitted by the bidder
Declaration as a part of the cover letter as per the format given at Annexure – 4
Lead Member
10 Consortium In the event of a consortium, one of the partners shall be designated as a "Lead Partner/ Bidder". Consortium is allowed with ONE company only. The lead partner should have atleast 51% stake in consortium.
The MoU/
Agreement, on an
appropriate stamp
paper, between the
Lead partner and
his Consortium
partner(s) as per
the format given at
Annexure – 23
clearly depicting the
roles and
responsibilities of
each member.
11 OEM Authorization
The bidder should have been authorized by respective OEM for distribution/channel partner/ Retailer of the equipments covered under the RFP. The bidder must attach Manufactures Authorization certificate & Back-to-back support for all the active items to be covered through this tender .
As per Annexure-10
Note: The bidder/ firm are requested to kindly adhere to the order of documents as mentioned above. Also, all the required documents should be properly annexed as indicated above along with an Index Page.
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Pre Qualification criteria for RHBMS Commercial Off The Shelf (COTS application &
System software tools like DMS, Workflow, Portal, BI Search Engine etc) Product (s)
Pre Qualification Condition Proof Document Required
COTS as well as tools should be an open
standard based solution that is ready-made
and available for sale, lease, or license to the
general public. It should have been
implemented or being implemented by a 3
number of System Integrators.
Declaration letter from the OEM
COTS as well as tools product family should
have been implemented in at least 3 (three)
similar projects or similar nature of business e.g
Housing board, Urban local body (Municipality),
Urban Development Authority, Public Works
Department, Real Estate company in India or
abroad in past 4 years (2008-09, 2009-10,
2010-11, 2011-12).
Work order / Purchase order / Completion
certificate from client
Should have 24X7 comprehensive support
infrastructure (through phone and online help
desk) for the proposed product in India
Declaration letter from the OEM
COTS as well as system software tools like DMS,
Workflow, Portal & Dash board tools, should
have support of all application module through a
single sign on (SSO) facility
Declaration letter from the OEM and supporting
documents
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4. SCOPE OF WORK, DELIVERABLES AND TIMELINES
4.1. Conceptual Technical Design of the Project
RHB is providing various services to the common citizen, especially to the allottee & tenants.
These services include customer relationship management, accounts management, recovery
management, allottee profile management and grievances management. To provide citizen
centric services a backend computerisation of board’s operation like internal financial
management, human resource management, scheme management and projects management
are also need to be done, Though RHB is working in silo but organisation has envisaged
providing single interface to citizen, allottee and internal users Keeping in view other complexity
associated with requirements of RHB the application of an Service Oriented Architecture (SOA)
based Enterprise Architecture approach has been conceptualise to simplify the complexity and
reduce associated costs. The solution architecture, deployment architecture and security
architecture provided below is indicative and purely for understanding of the SI, however SI will
propose the entire stack inclusive of COTS, middleware, database cluster, security system,
servers and hardware, while designing the detail architecture. SI will provision the Software,
hardware, server and security requirement in accordance to given guidelines and to meet SLAs
as mentioned in the annexure 17 of this bid document.
4.1.1. The Web application
RHBMS is conceptualised as a centralized web based application to be accessed by all
the users (Citizen and Board) across the state. All modules shall be integrated and accessible by
one URL. Real time information is to be made available to both external (citizens, registered
allottee) and internal stakeholders (RHB employees) through centralise web portal. Solution will
provide back – end computerization and direct connectivity up to division level offices of RHB
.RHBMS will have N-Tier architecture comprising of following layers
a) Presentation layer: It will provide a graphical way for users to interact with the application.
This will be top layer comprises all input form and reports this layer will be access through
different devices like Computers, PDA and mobile (SMS Only) . User interfaces are
implemented using different technologies to render and format data for users and to acquire
and validate data coming in from them. This interface will be design on user role base
authentication. Web application shall have a separate inteface for (WAP) Mobiles and PDAs.
The application will cover 8 core module of RHBMS, User interface of all modules will
support Unicode standard based Bi-lingual versions (English and Hindi). Internal users of
RHB can access portal and application modules of RHBMS through an enterprise wide
secured interface/portal. However citizens can access portal through internet. The
application layer shall be designed & deployed on agile methodology based on modular
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architecture wherein modules of RHBMS and other third party application will be design
developed in the form of interoperable services.
b) Business layer: It will facilitate communication between user interfaces and application
layer through pre defined business rules of application modules. This layer will provide
middle ware supported application and tools. Business layer will comprises following
components & sub layers
Business Logic layer:- It will define the business rules and support the business
processes and workflow of each activities. This layer will automate the process, defining
what must be done and how it must be done. As the business processes of the board
changes, the business rules in the applications that support those workflow must also be
o Duration of each training session should be of 8 Hours per day,
o Expected number of participants for the training session will be 25 participants except
sensitization training to top management which expected to be 10 persons only.
4.2.5. System Integration and Commissioning of the Project (FAT & Go Live)
a) Facilitation for network connectivity: The bidder shall provide the following facilitation and
integration –
I. RHB will be responsible for providing the network connectivity (VPN over broadband)
to the selected bidder for running RHBMS solution till RSWAN is operational.
II. Dedicated 2 Mbps connectivity has been provided to the RHB HQ, through SecLAN
and further 1 Mbps broadband connectivity will be provided by RHB, at all project
locations. However, SI will be responsible for the LAN connectivity within the board
offices.
b) The bidder shall integrate the hardware including the LAN, system software and application
software and commission the whole project. The purchaser shall conduct Final Acceptance
Testing on receipt of intimation of commission of the whole project from the bidder. Only after
the acceptance of FAT reports by RISL, the entire infrastructure (including RHBMS
application) would be deemed to have been commissioned. After the successful
commissioning of the project, the system would be declared as Go-Live and enter into O&M/
FMS phase and the selected bidder would also be issued a commissioning certificate by
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RISL/ RHB.
c) SI should provide following documents to the purchaser
Installation Manuals
User manual (Role wise)
Access Control Policy
Incident Management Policy
Change management plan development
d) Transferring the ownership of all software developed/ customized/ configured/ procured. All
licenses & support related documents should be in the name of RHB.
4.2.6. Operation and Maintenance / Facility Maintenance Services (FMS)
Bidder would be responsible of operations and maintenance for the entire RHBMS solution at
RHB HO, 9 Circle Offices, 12 Independent Divisional Offices, 26 Divisional Office and 30 Cash
Collection Office for 4 years after the Go-live (as certified and accepted by RHB/RISL)
4.2.6.1. Acceptance for Successful Roll Out
a) Post Go- live of 1st phase, SI shall be responsible to provide 6 month implementation support
However, for each of subsequent module post go live support period shall be 2 months. This
period shall not consider as part of O&M phase.
b) During implementation period SI shall be responsible to create a separate register for all
telephone call/online calls received from all project locations regard, SI shall also keep a
tracker of call resolve and pending. SI will provide a monthly compliance report after resolving
of such calls to RISL/RHB. These calls / complaint will be resolved by SI within define
implementation support period only.
c) After successful performance of the web based application software, a separate sign-
off/acceptance shall be issued to the SI by RISL/ RHB. The sign off shall be given only after
successful resolution of the issues/ complaint.
4.2.6.2. Deployment of Manpower for Facility Management Services
Bidder would be responsible of operations and maintenance for the entire RHBMS solution at RHB
HQ, 9 circle offices, 12 independent divisional offices, 26 divisional offices and 30 cash collection
counters for 4 years after the Go-live (as certified and accepted by RHB/RISL)
d) Bidder shall depute the following resources at the below project locations for four years, from
starting day of commissioning of hardware and system software, to trouble shoot, manage,
replace and repair the hardware/ system software onsite (if possible). The below is the
minimum requirement, however if the SI propose to increase then it can be done without any
extra financial burden to purchaser.
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S.
No
Resource RHB/ HO NOC For period of Four Years
Circle office for one year
1. Project Manager 1
2. Sr Software Engineers cum System Engineer
2
3. IT Helpdesk Engineer 2
4. Local helpdesk support engineer
9
o The bidder shall deploy one full time dedicated resident Project Manager at RHB HQ,
Jaipur.
o The bidder shall deploy two full time dedicated resident engineers at RHB HQ,
Jaipur. for purpose of System Administration and software support and Database
Management
o The bidder shall deploy 2 helpdesk operators at RHB HQ, Jaipur to log and resolve
complaints of the various project locations.
o The bidder shall deploy 9 local support staff for period of one year at RHB circle
offices location to log complaints to the central helpdesk at the RHB HQ and resolve
complaints as per instructions from central helpdesk.
a) The minimum required technical qualifications and experience details for the aforementioned
manpower are provided in annexure 19 of this RFP document
b) Also, it would be the responsibility of the SI to retain the deployed manpower for during
currency of contract, in the event of a resource leaving the employment with SI, the same
shall be immediately replaced with another resource of equivalent capability in terms of
qualifications and experience. All such events should be notified prior to RISL.
c) During and after the end of the project period, the SI shall refrain from canvassing RHB/
RISL/ GoR and any of its associates with any claim for employment of the bidder’s personnel
deployed under the project.
d) As Hindi is Official Language of the Government of Rajasthan, the SI has to appoint
personnel having proficiency in Hindi language.
e) The staff provided by the SI will perform their duties in accordance with the instructions given
by the designated officers of RISL/ RHB from time to time. RISL/ RHB will examine the
qualification, experience etc. of the personnel provided before they are put on positions. The
SI has to take approval from RISL/ RHB for the proposed staff before their deployment. RISL/
RHB has every right to reject the personnel, if the same is not acceptable, before or after
commencement of the awarded work/ project.
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f) At no time, the provided manpower should be on leave or absent from the duty without prior
permission from the designated nodal officer of RHB. In case of long term absence due to
sickness, leave etc, the SI shall ensure replacements and manning of all manpower posts by
without any additional liabilities to RISL/ RHB. Substitute will have to be provided by the SI
against the staff proceeding on leave/ or remaining absent and should be of equal or higher
qualifications/ experience.
g) The proposed services shall be normally manned from 9:00 AM to 6:00 PM but may vary as
per the requirement throughout the project period or as decided by RISL/ RHB
h) The operational support will have to be provided through a suitable helpdesk system, to
ensure that the solution is functioning as intended and that all problems associated with
operation are resolved satisfactorily.
i) The SI will make use of existing helpdesk management system (web enabled with SMS and
eMail based alert system) available at RSDC, GoR for Helpdesk Call management and SLA
reporting. Any additional licence required for the IT helpdesk shall be provided by the
RSDC/RISL
4.2.6.3. Preventive Maintenance Services
This activity shall be carried out at least once in every quarter in addition to the normal
maintenance required and sub activities are detailed as below:
a) Check for any loose contacts in the cables & connections.
b) Extract the log reports, study, draw logical conclusions, do fixes and then submit the final
report to RISL / RHB.
c) Conduct preventive maintenance (including inspection, testing, satisfactory execution of
diagnostics and necessary repairing of the equipment)
d) Cleaning and removal of dust and dirt from the desktop and printers of all supplied
equipments.
4.2.6.4. Corrective Maintenance Services
a) Troubleshooting of hardware problem of all supplied equipments and rectification of the
same.
b) Troubleshooting of OS and databases etc and provide solutions for the same.
c) Documentation of problems, isolation, cause and rectification procedures for building
knowledge base for the known problems.
4.2.6.5. Asset Management Services
a) The bidder shall be required to create database of all IT assets like hardware, software,
peripherals, etc (supplied by SI for this project)., by recording information like configuration
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details, serial numbers, licensing agreements, warranty and AMC details, etc.
b) Record installation and removal of any equipment from the network and inform RHB even if it
is temporary.
c) Create Software inventory with information such as Licenses, Version Numbers and
Registration Details
d) Register all software procured by RISL / RHB in this bid document with respective OEMs.
e) Perform software license management and arrange for licensing contract renewal for RISL /
RHB for period of 4 years from the date of installation at no cost to RISL / RHB.
4.2.6.6. Configuration Management Services
a) The bidder shall maintain a record of hardware as well as software and all other items
supplied in this RFP including the details of policies implemented on the servers, network,
databases, web servers, etc.
b) The bidder shall keep soft copies of the configurations of each of the devices mentioned
above.
c) The bidder shall define change management procedures to ensure that no unwarranted
changes are carried out on the equipments. All the changes carried out by the bidder must be
formally approved by RISL / RHB and recorded.
d) The bidder shall do proper version management of these configurations as the configurations
may be changed from time to time. This is required to ascertain changes made to these
configurations at different stages as well as have functional configurations.
4.2.6.7. Vendor Management Services
a) The bidder shall coordinate with external vendors, network providers and FMS team of RSDC
& all the project locations for upkeep of equipment deployed to meet the SLA and shall liaison
with various vendors/OEMS for related works, equipment & services.
b) The bidder should maintain database of the various vendors and service providers, including
vendors for hardware under warranty, service providers etc. with details like contact person,
telephone numbers, escalation matrix, response time and resolution time commitments etc.
c) The bidder should, if required escalate and log calls with vendors/ OEM and other service
providers and coordinate with them to get the problems resolved.
4.2.6.8. Network Management Services
The bidder shall be responsible for:
a) Daily monitoring of Network
b) Making sure the high availability & reliability of network for these equipments at all times and
performance maintenance.
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c) Checking network status and taking remedial action (Logging Calls etc) in case of problems.
d) Sending alerts to concerned people regarding critical errors.
4.2.6.9. Server Management Services
a) The bidder shall manage the servers on end-to-end basis like server administration,
performance tuning, hardware and software support and upkeep of the server etc.
b) Handling of OS related issues, installation of OS updates and patches, re-installing OS if
required, periodic system performance tuning, monitoring server usage statistics, network OS
support, and start up and shut down of servers. The SI will also have to resolve all the issues
between the servers & software supplied under this project.
c) The bidder shall provide device/peripherals management, user management etc for the
servers.
d) The bidder shall implement operating system security/hardening and application level
security for the servers.
4.2.6.10. Support Services for Web Based Application S/w
i. Overall administration, operations, monitoring, maintenance of the deployed Web portal,
Application software and the Database to ensure the desired uptime.
ii. Periodic backup and recovery of Database, application and web content.
iii. During O&M period RHB/RISL may request SI, to make necessary changes in the layout,
colour schema, MIS reports format, input forms layout. However, these changes shall be
suggested keeping in view that it should not transform in database schema. The SI shall
be responsible to make these changes at no extra cost to purchaser.
iv. Design & Upload content on web portal as per instruction of Purchaser. Content
management services include (content collection, translation, conversion, design of
content upload content using CMS).
v. Web portal and application administration, support & maintenance throughout the project
period. The SI shall provide support on following activities
Minor changes in RHBMS on instruction of RHB/RISL
Bugs Fixing reported by RHB/RISL
Back office support required to update Web Portal & Applications S/W
vi. Maintain version control and archives of source code, and web site content and
database
4.2.6.11. MIS Reports:
The SI shall have to submit certain key deliverables which are mentioned hereunder. However, in
addition to the reports/ deliverables as indicated below, SI shall prepare and submit all other
required information in the desirable format as notified by the purchaser related to project.
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The SI may make use of existing EMS solution available at RSDC to prepare MIS reports. The
formats for all the reports shall be prepared by the SI and submitted to the purchaser for
approval. The reports submitted by the SI should strictly be in the approved format only which, if
required, may be revised from time to time.
Sl.No. Activity Deliverable Frequency Time Frame
1. SLA Manpower Report
Attendance of Manpower deployed
Quarterly Within 1 Week of end of each Quarter
2. SLA FMS Support (User)
Log reports of help desk, call categorizations
Daily Daily
User complaint resolve time with call resolved, unresolved and escalated issues
Quarterly Within 1 Week of end of each Quarter
Log Report Software Solution related “Response Time”, means time taken (after the request has been logged at the helpdesk and escalated to SI team)
Quarterly Within 1 Week of end of each Quarter
Log Report Hardware Related “Response Time”, means time taken (after the request has been logged at the helpdesk and escalated to SI team)
Quarterly Within 1 Week of end of each Quarter
List of Incident Reporting
Quarterly Within 1 Week of end of each Quarter
3. Backup and recovery services
Log reports of backup server
Quarterly Within 1 Week of end of each Quarter
4. Configuration changes
Report on changes like configuration changes, patch upgrades, database reorganization, storage reorganization, log truncation, volume expansion, user creation, user password reset, etc.
Quarterly Within 1 Week of end of each Quarter
5. Preventive Maintenance Reports
Equipment wise and date wise list of hardware for which preventive maintenance
Quarterly Within 1 Week of end of each Quarter
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Sl.No. Activity Deliverable Frequency Time Frame
was undertaken during quarter
6. Vendor Management Report
Date wise details of calls logged with external vendor and their resolution time
Quarterly Within 1 Week of end of each Quarter
7. Asset Management Services
Details of Hardware Equipments with serial no., configuration details, Software Details, Policies implemented
Once During Implementation support
8. Software license management
Details of software licences with renewal due date
Once During Implementation support
9. SLA Compliance Report for IT & Non IT infrastructure at RHB HO
Quarterly Compliance Report for hardware complaints registered and resolved at RHB HO
Quarterly Within 1 Week of end of each Quarter
10. SLA Compliance Report for IT & Non IT infrastructure at RHB Circle office
Quarterly Compliance Report for hardware complaints registered and resolved at RHB CO
Quarterly Within 1 Week of end of each Quarter
11. SLA Compliance Report for IT & Non IT infrastructure at RHB Independent Division Offices
Quarterly Compliance Report for hardware complaints registered and resolved at RHB IDO
Quarterly Within 1 Week of end of each Quarter
12. SLA Compliance Report for IT & Non IT infrastructure at RHB Division Offices /cash Counters
Quarterly Compliance Report for hardware complaints registered and resolved at RHB DO/cash counters
Quarterly Within 1 Week of end of each Quarter
13. SLA Compliance Report for IT & Non IT infrastructure at RHB Cash collection Centre
Quarterly Compliance Report for hardware complaints registered and resolved at RHB CCC
Quarterly Within 1 Week of end of each Quarter
14. SLA RHBMS Application S/w Report
Report on performance Average time taken for opening Internet portal
Quarterly Within 1 Week of end of each Quarter
Report on performance Average time for submission of forms / data by Purchaser’s
Quarterly Within 1 Week of end of each Quarter
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Sl.No. Activity Deliverable Frequency Time Frame
Staff
Report on performance Average time for submission of forms/ data by citizen/ allottee
Quarterly Within 1 Week of end of each Quarter
Report on availability of all application modules at SDC
Quarterly Within 1 Week of end of each Quarter
Report on availability of all online citizen services
Quarterly Within 1 Week of end of each Quarter
Report On Concurrent connects to the intranet application (RHB Staff)
Monthly Within 1 Week of end of each Month
Report On Concurrent connects to the internet application (citizen)
Monthly Within 1 Week of end of each Month
15. SLA (RHBMS application S/W Support)
Report on content management reported and Time to upload
Quarterly Within 1 Week of end of each Quarter
Report on minor changes reported and time taken to complete
Quarterly Within 1 Week of end of each Quarter
Report on incident reporting of Bugs fixing reported and time taken to resolve
Quarterly Within 1 Week of end of each Quarter
4.2.7. Change Request Management Services
i. RHB envisaged that RHBMS should have integration with exiting application. The
requirement for integration shall be finalise in consultation with RHB/ DoIT&C/NIC as and
when these projects will be operational. The required integration shall be done through
change request management system. Following are envisaged existing application but not
limited to these to be considered for change request.
Integration with UIDAI
Integration with SUGAM
Integration with Lites
Integration with e-Office
Any other as per requirement
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ii. RISL/ RHB may at any time, by a written order given to the selected bidder, make changes
within the general scope of the Agreement in any one or more of the following: -
Designs, specifications, requirements which software or service to be provided under
the Agreement are to be specifically developed and rendered for the RHB
The method of deployment, shipping or packing.
Schedule for Installation Acceptance.
The place of delivery and/or the services to be provided by the selected bidder.
iii. The steps to be followed in change request/ management procedure has been described in
Chapter for Change Management of this RFP.
4.2.8. Third Party Audit (TPA)
i. A third party audit may be got done by RISL/ RHB at its own cost. The TPA would be
selected separately by the RISL/ RHB.
ii. The audit may cover one or more of the following aspects of the project: -
Vulnerability Assessment of the critical servers and network devices
Penetration testing of the systems and networks (External and Internal)
Application Security Assessment
System Performance Testing/ Monitoring
Review and Assessment of Security Policies
iii. The audit will study execution of the project by SI and verify the executed work against entire
scope envisaged in the RFP. If TPA report suggests any modification / alteration to meet
RFP requirement / adherence then SI shall be required to do the needful without any
additional financial implication to the purchaser.
iv. The TPA activity will be one time and will be initiated after start of the FMS phase.
v. The bidder shall be required to share the testing documents and standards with the
designated third party wherever applicable/ required.
vi. Based on the audit reports submitted by the TPA, the selected bidder shall make the required
changes to the solution deployed (as per RFP) and incorporate the suggestions of the auditor
at no extra cost. The purchaser may recover costs from the pending payments or
performance security on failure of the bidder to make the required changes.
4.3. Project Duration
As per RFP, the RHBMS project will likely to achieve Go Live status of phase –I within 36 weeks
of award of contract. This will be followed by 4 years of operations and maintenance phase post
successful commissioning of the project. The subsequent phases i.e 2,3,4,5,6 shall also be
implemented as per time line provided in Para 4.5 of this RFP document.
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4.4. Roles & Responsibilities (Stakeholder-Wise)
A contract monitoring committee will be constituted for overall monitoring of the progress of RHBMS
project. The contract monitoring committee will be appraised on the periodic developments by the
bidder. The contract monitoring committee shall consist of the members of RISL and RHB
a) Responsibilities of RISL
The role of RISL in the successful implementation of the solution includes discharging the following
responsibilities:
To ensure active participation from the Board users
To coordinate with other government agencies and Board
To provide acceptance and Sign off SRS document
Review the solution design document, submitted by the selected bidder.
To conduct review meetings at defined regular intervals to monitor the overall progress of
the project.
Provide feedback on changes to be in the solution to improve usability of the application
software.
Report problems/ bugs in solution to the selected bidder for immediate action/
rectification.
Prioritize the change requests as per project objectives.
Provide required infrastructure to conduct training at Jaipur
Co-ordination with the RSDC Operator and other stakeholders of the project.
To coordinate with the RHB for providing schedule for hardware installation &
commissioning at RHB office locations.
To coordinate with the RHB for providing schedule for data digitisation& training
To approve testing approach methodology and test cases submitted by SI
To provide sign off/ acceptance of SRS, approval of testing approach & test cases, Partial
Acceptance Testing (PAT), User Acceptance testing (UAT), Final Acceptance Testing
(FAT), Commissioning Certificate, Acceptance of successful performance after
completion of 3 Months
Facilitate PAT, UAT, security audit and performance audit
Appoint agency for third party audit TPA of web based application software if needed
To ensure timely project milestones sign offs.
To approve and oversee the proposed training plan
Set up and administration of escalation mechanism
Review and approval of payment against CAPEX as per payment schedule as mentioned
in section of this RFP
Review and approve the payments to the bidder as per SLA
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Approval and disapproval of change requested including the finalisation of efforts
estimation, cost estimation, milestone and payment
Any other help/ assistance periodic report submitted by SI, and acceptance/ co-ordination
required for the successful implementation and operations of the work/ project
b) Responsibilities of RHB
The roles and responsibilities of the RHB shall be as follows: -
To formulate a nodal team for the project responsible for end to end coordination and
execution of the RHBMS project.
To identify the circle office, independent division and division office for conducting
detailed SRS study
To provide necessary support during requirement gathering, sharing of sample reports
and other IT infrastructure requirements
To identify and appoint nodal officer for facilitating the project execution
Explain the functional requirements in detail to the selected bidder
Provide schedules for Hardware deployment, training, data digitization etc
Provide space and infrastructure for purpose of training in case training is required at a
location outside Jaipur
RHB will be responsible for providing the 2x4 Mbps dedicated internet connectivity at
RSDC for the Web/ Application Server access by the board officials and citizens.
RHB will be responsible for providing the network connectivity (VPN over broadband) at
all project location to the SI for running RHBMS solution till RSWAN is operational.
To ensure active participation from the board users
To provide information, raw data, documents (for Scanning) required to be digitized
To conduct review meetings at defined regular intervals to monitor the overall progress of
the project.
Provide feedback on changes to be in the solution to improve usability of the application
software.
Prioritize the change requests as per project objectives.
To ensure timely project milestones sign offs
to provide readiness report from all project location after commissioning of infrastructure
To approve and oversee the proposed training plan
To ensure close coordination of all the participants and the external agencies involved in
the project.
To review the installation, commissioning and maintenance of the software
To take steps to mitigate any potential risks that might surface during the course of the
project
Set up and administration of an issue and escalation management process.
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To identify the staff at various levels who need to undergo user training
To identify employees who needs to be trained by SI for learning the technical aspects of
the RHBMS application.
RHB will provide dedicated telephone line at NoC (RHB HO) for managing help desk
Handle change management
To monitor the overall progress of the project
Review of software requirement specifications, system design, hardware sizing/Scrutiny
of deliverables for their compliance with RFP specifications
Review content, methodology and pedagogy for user training
Review data migration plans and their implementation.
Review the documentation provided by the Bidder and verifies that it conforms to the
requirements.
To facilitate RISL in providing sign-off /acceptance PAT of web based application
software
To facilitate RISL in providing sign-off /acceptance UAT of web based application
software
To facilitate RISL in providing sign-off/acceptance final FAT of web based application
software and its integration with hardware and network components
To facilitate RISL in providing acceptance of successful performance of web based
application software (post implementation)
Periodic SLA monitoring of the system deployed by the successful bidder
To ensure timely release of the payments as per agreed schedule
The RHB shall be responsible to provide all the required consumables required for the
Project like printer toner cartridges, and backup media/ tapes etc.
The RHB must ensure that all type of consumables required for the project, in sufficient
quantities, are readily available at each project location.
c) DoIT&C GOR
Rajasthan State Data Centre (RSDC)
The core software application infrastructure and web based application software are
expected to be hosted at the RSDC. The data collected from RHB HQ, 9 circles offices,
12 independent divisional offices, 26 divisional offices and 30 cash collection centre will
be centrally stored at the RSDC.
All services, applications and infrastructure to provide efficient delivery of G2G and G2C
services will be consolidated on RSDC.
The SI will be provided with the requires rack space and other shared hardware
infrastructure for installation and configuration of hardware and software as per stack
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proposed by SI. . The list of shared infrastructure to be provided by RSDC has been
attached as Annexure18 of this RFP.
RSDC will provide infrastructure such as firewall service, directory service, management
and data storage services, SMS and payment gateway which could be a shared
infrastructure to all the applications /departments in the RSDC.
Some of the key functionalities of RSDC are Central Data Repository of the State, Secure
Data Storage, Disaster Recovery, Remote Management and Service Integration.
RSDC will provide SAN Storage, high speed (Fibre Channel)
RSDC will provide SAN Storage and Tap library usable for archived data storage.
RSDC will provide required number of Internal and external IP at data centre for the
RHBMS application.
RSDC will be responsible to manage all shared infrastructure to be used for deployment
of web based application software.
RDDC will be responsible for periodic backup and recovery of RHBMS database
RSDC will be responsible to provide adequate bandwidth connectivity for traffic at
RHBMS application
RSDC will be responsible to manage network connectivity of all server and other devices
to be installed by SI with RSDC.
d) Responsibilities of System Integrator (SI)
The detailed role & responsibilities of SI has already been described in the scope of work section 4 of
this RFP.
4.5. Project Deliverables, Milestones & Time Schedule
In view of the volume and complexity of the RHBMS, bidder is expected to carry out all ground work for
implementation including documentation, coordination with GoR and other stakeholders of the project, site
survey etc. These reports or deliverables are to be submitted timely by bidder to the RISL / RHB to ensure the
timely and smooth execution of RHBMS project. Certain key deliverables are identified for each of the
parts/stages, which are mentioned hereunder. However, bidder has to prepare and submit any required
information in form of Reports / excel sheet / document desired by RISL related to RHBMS other than defined
hereunder in the table.
The milestones and deliverables for the implementation of RHBMS project would be as follows:-
Final Deployment of RHBMS application software and web portal on production server and integration with Email solution, SMS gateway and payment gateway
Handing over of Source code and Server and client edition usage user based perpetual licenses in the name of the purchaser for the various third party utility tools/system software used by the bidder to run the application.
FAT (Final acceptance test of hardware/software and other infrastructure
T18=T7+2 week
T18=T7+1 week T18=T7+1 week T18=T7+1
week
T18=T7+1
week
T18=T7+1
week
Operation & Management (Post Go-Live)
Acceptance of Successfully Roll Out (Successfully
rollout of Web portal & RHBMS application S/W for period of minimum 3 months at all project locations (Acceptance for successful performance from RHB/RISL)
maintenance of web portal & application S/w , defined in SoW section (para 4.2.7.4)
defined in Sow (Sr No 14 to 15.) Operation and maintenance
Handing over of Yearly license 0f COTS solution and database with comprehensive OEM support
T18+1 week
for subsequent years it should be within one week from start of next O&M Year
Handing over yearly licence comprehensive OEM support (over phone & online) for all third party tools/system software used by bidder to run phase-I application.
T18+1 week
for subsequent years it should be within one week from start of next O&M Year
FMS During O&M
Successful completion of O&M Activities and submission of associated deliverables every quarter during the O&M Phase of the project (4 Years from Go live of 1
st Phase)
Manpower Supply for period of 4 years at as per requirement mentioned in SoW (operation & maintenance) to manage services
T18+ 4 years from go live of 1st Phase
MIS reports as per SOW ( S No 1 to 8 Para 4.2.5.4) Operation &
Quarterly Compliance Report for hardware complaints registered and resolved at RHB Cash Collection Counters
MIS reports as per (S No 13 Para 4.2.5.4) O&M
After go live of 1st Phase + Within 1 Week of end of each Quarter
Deliverables/ Reports, if any, mentioned elsewhere in this RFP document would also be accounted for while ascertaining the successful completion of the
respective Phase of the project and SI would submit the same as per the requirement of RISL/ RHB
It may be also be noted that the time schedule for each milestone shown in the table above would be enforced independently, even though some of them
are inter-dependent. This would have a cascading effect of penalties for delays in all other milestones dependent on the precedent milestone. Any delay
in the approval of the deliverable(s) submitted by the SI to RISL/ RHB shall not account for the delay on SI’s part.
The Purchaser may schedule data digitization and training in phase manner, the SI will adhere with time lines of the schedule
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5. INSTRUCTION TO BIDDERS AND BIDDING PROCESS
1. Sale of Tender/ Bidding Document
The complete bidding document would be available on the websites for the period as specified in the
NIT. The prospective bidders are permitted to download the bidding document from any of the
specified websites..
2. Clarifications to the Bidding Document
a) If the prospective bidder has any doubts as to the meaning of any portion of the bidding
document, then he is allowed to refer the same to the tendering authority and get clarifications.
He may do so by contacting the tendering authority in writing at the tendering authority’s
address indicated in the NIT.
b) The Tendering authority/ Procurement Committee will respond in writing to any request for
clarification, provided that such request is received no later than 3 days after the Pre-bid
Meeting. All the prospective bidders must submit the prescribed RFP document fees before
submitting any such requests to the Tendering authority.
c) The Tendering authority shall forward copies of its response to all bidders who have purchased
the RFP document directly from it and shall also place it on the eProc website, including a
description of the inquiry but without identifying its source.
d) Should the Tendering authority deem it necessary to amend the Bidding Document as a result
of a clarification or otherwise, it shall do so by issuing a revised RFP/bidding document and/ or
Addendum/ Corrigendum. If need be, the deadline for submission of Bids may also be
extended in order to give reasonable time to the prospective Bidders to take into account the
amendment.
e) Post-bid clarifications, if any, will be sought only once. Hence, bidders are advised to prepare
and submit the bid accordingly and ensure that all the required documents are in place. Also,
clarifications shall be sought only for the bid/ documents submitted and no new documents
shall be accepted.
3. Pre-bid Conference/ Meeting
a) The bidder or its official representative (not more than two representatives per bidder) may
attend the pre-bid meeting as per the details specified in NIT. The objective of this meeting is to
address the generic queries of the prospective bidders related to the Project/ bidding
document.
b) Only the bidders/ firms, who have purchased the bidding document from the office of the RISL
or have deposited the prescribed RFP document fee, are allowed to attend the pre-bid
conference/ meeting and submit their pre-bid queries in the specified format as provided in
Annexure 5. Bidders having purchased the bidding document are welcome to attend the pre-bid
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meeting, even if they do not have any specific queries. Tendering authority shall respond to the
queries of only those bidders who have purchased the bidding document till the day of pre-bid
meeting or within 3 days after the Pre-bid meeting.
c) As a result of discussions in the pre-bid conference, if modifications in the bidding document,
specifications of services and/ or goods are considered necessary, they may be done by
issuing an addendum/ corrigendum and its copies shall be sent through Email/ post to all the
bidders having purchased the bidding document. The corrigendum/ addendum and the Final
RFP/bidding document will be placed on the websites as specified in the NIT.
d) The tendering authority reserves the right not to respond to any/ all queries raised or
clarifications sought if, in their opinion and at their sole discretion, they consider that it would be
inappropriate to do so or do not find any merit in it.
4. Amendment of Bidding Document
a) At any time prior to the deadline for submission of the Bids, the tendering authority may amend
the RFP/Bidding document by issuing Corrigendum/ Addendum.
b) Any Corrigendum/ Addendum issued shall be a part of the Bidding document and shall be
communicated in writing to all, who have purchased the RFP/Bidding document and on the
websites specified in NIT.
c) To give prospective Bidders reasonable time in which to take a Corrigendum/ Addendum into
account in preparing their proposals, the tendering authority may, at its discretion, extend the
deadline for the submission of the proposals.
d) Any change in date of submission and opening of bids would be published in appropriate
manner including the websites mentioned in the NIT.
5. Documents comprising the Bid
a) A Single stage-Two envelope/ cover system shall be followed for the bid –
a. Technical bid (including the pre-qualification & technical documents)
b. Financial bid
Technical Bid shall include the following documents:-
S. No. Documents Type Document Format
1. Covering Letter – Technical Bid On bidder’s letter head duly signed
by authorized signatory (as per
Annexure - 4)
2. Bidder’s Authorization Certificate As per Format given at Annexure –
7
3. Copy of board resolution/ Power of Attorney in
favour of person signing the Letter of Authority
Power of Attorney/ Copy of board
resolution
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at 2 above
Fee Details
4. Tender Fee Scanned copy of Fee Receipt
5. RISL Processing Fee Scanned copy of Fee Receipt
6. EMD As per annexure 24 of Bank
Guarantee
Or Scanned copy of DD/ Banker’s
Cheque/
7. Consortium Agreement (in case of consortium) As per Annexure -23 along with
role & responsibilities
Pre-Qualification Documents
8. Tender Form As per Annexure-6
9. Self-Declaration – No Blacklisting As per Annexure-8
10. All the documents mentioned in the “Eligibility
Criteria”, in support of the eligibility
As per the format mentioned
against the respective eligibility
criteria clause
Technical Documents
11. Certificate of Conformity/ No-Deviation As per Annexure-9
12. Manufacturer’s Authorisation Form (MAF) As per Annexure-10
13. Undertaking of Authenticity of Computer
Equipments
As per Annexure-11
14. Statement of Deviations As per Annexure-12
15. Compliance Report of Technical Specifications As per Annexure -3, along with
datasheet
16. Technical Proposal As per Annexure -22 along with
datasheet
17. Eligibility of OEM products (COTS, Database
and system solutions)
Certificate from OEM, As per the
format mentioned against the
respective eligibility criteria clause
18. Project Reference (Credential) to meet
eligibility creteria
As per annexure 16
b) Financial bid shall include the following documents: -
S. No. Documents Type Document Format
1. Covering Letter – Financial Bid On bidder’s letter head duly signed
by authorized signatory
2. Financial Bid As per Annexure-13, As per BoQ
(.XLS) on eProc website
c) The bidder should ensure that all the required documents, as mentioned in this RFP/bidding
document, are submitted along with the bid and in the prescribed format only. Non-submission
of the required documents or submission of the documents in a different format/ contents may
lead to the rejections of the bid proposal submitted by the bidder.
d) Post-bid clarifications, if any, will be sought only once. Hence, bidders are advised to prepare
and submit the bid accordingly and ensure that all the required documents are in place. Also,
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clarifications shall be sought only for the bid/ documents submitted and no new documents
shall be accepted.
6. Cost of Bidding
The bidder shall bear all costs associated with the preparation and submission of its proposal,
and the tendering authority shall not be responsible or liable for those costs, regardless of the
conduct or outcome of the bidding process.
7. Language of Bids
The ebid, as well as all correspondence and documents relating to the bid exchanged by the
Bidder and the tendering authority, shall be written only in English language. Supporting
documents and printed literature that are part of the bid may be in another language provided
they are accompanied by an accurate translation of the relevant passages in English/ Hindi
language, in which case, for purposes of interpretation of the bid, such translation shall govern.
8. Bid Prices
a) All the Prices in financial bid must be specified in the BoQ file available at eProc and without
changing it form and type.
b) All the prices should be quoted only in Indian Rupees (INR) Currency.
c) Prices/ Rates shall be written both in words and figures. There should not be errors and/ or
over-writings. Corrections/ alterations, if any, should be made clearly and initialled with dates by
the authorized signatory.
d) All rates quoted must be FOR destination/ site where the IT/ Computer systems and allied
items are to be installed, and should include all incidental charges except Central/ Rajasthan
VAT, which should be shown separately in the Financial/ Commercial bid format only.
e) The prices quoted by the Bidder in the financial bid shall conform to the requirements specified
therein.
f) All the required items must be listed and priced separately in the financial bid. If a financial bid
shows items listed but not priced, their prices shall be assumed to be included in the prices of
other items. Items not listed in the financial bid shall be assumed not to be included in the bid,
and provided that the bid is substantially responsive, the corresponding adjustment shall be
applied in accordance with the provisions of bidding document.
g) The price to be quoted in the financial bid shall be the total price of the bid. Discount, if any,
should be included in the quoted price. Discounts of any type, indicated separately, will not be
taken into account for evaluation purposes.
h) The disaggregation of price components is required solely for the purpose of facilitating the
comparison of bids by the tendering authority. This shall not in any way limit the tendering
authority’s right to contract on any of the terms offered: -
i. For Goods offered from within/ outside the country.
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ii. For Related Services whenever such Related Services are specified in the bidding
document.
9. Period of Validity of Bids
a) Bids shall remain valid for the period of 180 days, as specified in NIT, after the bid submission
deadline date prescribed by the tendering authority. A bid valid for a shorter period shall be
rejected by the tendering authority as nonresponsive.
b) In exceptional circumstances, prior to the expiration of the bid validity period, the tendering
authority may request bidders to extend the period of validity of their bids. The request and the
responses shall be made in writing. If EMD is requested, it shall also be extended for a
corresponding period. A bidder may refuse the request without forfeiting its bid security i.e.
EMD. A bidder granting the request shall not be required or permitted to modify its bid.
c) If the validity of the EMD instrument expires before the bid validity period, the bidder will ensure
renewal / resubmission of EMD as and when asked for.
10. Format and Signing of Bid
a) The bid forms/templates/annexure etc., wherever applicable, shall be typed or written in
indelible ink and shall be signed (all the pages) by a person duly authorized to sign, in token of
acceptance of all the terms and conditions of the bidding document. This authorization shall
consist of a written confirmation as specified in the bidding document and shall be attached to
the bid.
b) A written letter of Authorization accompanied by the board resolution/power of attorney must be
submitted as per Annexure – 7.
c) Any amendments such as interlineations, erasures, or overwriting shall be valid only if they are
signed or initialled by the authorized person signing the bid.
d) The bid, duly signed (digitally) by Authorized Signatory, should be uploaded on the eproc portal
in respective file/ format.
e) Bidders must submit their bids online at eproc portal. Bids received by another other means
shall not be accepted.
f) If bids are not submitted as per the details mentioned in this bidding document and eProc
website, the tendering authority shall reject the bid.
11. Withdrawal, Substitution, and Modification of Bids
a) If permitted by the tendering authority, a Bidder may withdraw its bid or re-submit its bid
(technical and/ or financial cover) as per the instructions/ procedure mentioned at eProc
website under the section “Bidder’s Manual Kit”.
b) Bids withdrawn shall not be opened and processed further.
12. Bid Opening / Opening of Tenders
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a) The designated Procurement Committee will perform the bid opening, which is a critical event
in the bidding process.
b) The tendering authority shall conduct the bid opening at the address, date and time specified in
the NIT.
c) All the bids received up to the specified time and date in response to all the bid inquiries shall
be opened by the members of the designated Procurement Committee at the specified place,
date and time in the presence of bidders or their authorized representatives who may choose to
be present. Alternatively, the bidders may also view the bid opening status/ process online at
eProc website.
d) All the documents comprising of technical bid cover shall be opened & downloaded from the
eProc website (only for the bidder’s who have submitted the prescribed fee(s) to RISL).
e) All the technical bid covers, except the Financial cover, shall be opened one at a time, and the
following read out and recorded: the name of the bidder; the presence of the processing fee,
RFP document fee, EMD and any other details as the tendering authority may consider
appropriate.
f) The Tendering authority shall prepare a record of the bid opening that shall include, at a
minimum: the name of the bidder and the presence or absence of processing fee, RFP
document fee, and EMD. The bidder’s representatives who are present shall be required to
sign the attendance sheet.
g) The Financial cover shall be kept unopened and shall be opened later on the date and time
intimated to the bidders who qualify in the evaluation of technical bids.
13. Evaluation / Selection Method
A bidder would be selected on the basis of Quality cum Cost Based (QCBS). i.e. L1 method
wherein an eligible bidder with adequate technical competence score of atleast 70% marks or
top five bidders (in case less than five bidders qualify the 70% criteria) shall be considered
technically qualified and the most competitive (lowest) rates/ quote would be selected for the
implementation of the project. Technical scoring formula/evaluation criteria is appendix as
Annexure 21 of this RFP
14. Guiding Principle for Evaluation of Bids
a) The tendering authority shall strictly apply only and all of the evaluation and qualification criteria
specified in the bidding document.
b) The determination shall be based upon an examination of the documentary evidence of the
bidder’s qualifications and proposed solution submitted by the bidder.
15. Determination of eligibility and responsiveness
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a) A bidder shall be considered to be eligible if it meets the eligibility and prequalification eligibility
criteria mentioned in section 3 of the RFP document.
b) The determination shall be based upon an examination of the documentary evidence of the
bidder’s qualifications submitted by the bidder.
c) An affirmative determination shall be a prerequisite for award of the Contract to the bidder. A
negative determination shall result in disqualification of the bid, in which event the tendering
authority shall proceed to the next best bid to make a similar determination of that bidder’s
capabilities to perform satisfactorily.
d) The tendering authority/ procurement committee, in observance of best practices, shall: -
a. Maintain the bid evaluation process strictly confidential as per the details below.
b. Reject any attempts or pressures to distort the outcome of the evaluation, including fraud
and corruption.
e) Strictly apply only and all of the evaluation and qualification criteria specified in the bidding
document
f) A responsive bid would be the one that meets the requirements of the bidding document without
material deviation, reservation, or omission where: -
i. “Deviation” is a departure from the requirements specified in the bidding document;
ii. “Reservation” is the setting of limiting conditions or withholding from complete
acceptance of the requirements specified in the bidding document; and
iii. “Omission” is the failure to submit part or all of the information or documentation
required in the bidding document.
g) A material deviation, reservation, or omission is one that,
i. if accepted, would: -
a. affect in any substantial way the scope, quality, or performance of the Goods and
Related Services specified in the bidding document; or
b. limits in any substantial way, inconsistent with the bidding document, the tendering
authority’s rights or the bidder’s obligations under the proposed Contract; or
ii. if rectified, would unfairly affect the competitive position of other bidders presenting
responsive bids.
h) The tendering authority shall examine the technical proposals including the pre-qualification
documents.
i) Provided that a bid is substantially responsive, the tendering authority -
may waive any nonconformity in the bid that does not constitute a material deviation,
reservation or omission.
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may request that the bidder submit the necessary information or documentation, within a
reasonable period of time, to rectify nonmaterial nonconformities or omissions in the bid
related to documentation requirements. Requesting information or documentation on such
nonconformities shall not be related to any aspect of the price of the bid. Failure of the
bidder to comply with the request may result in the rejection of its bid.
shall rectify nonmaterial nonconformities or omissions. To this effect, the bid price shall be
adjusted, for comparison purposes only, to reflect the price of the missing or non-
conforming item or component. The adjustment shall be made using the method indicated
in pre-qualification and Evaluation Criteria of this bidding document.
j) The eligible bidders whose bid is determined to be substantially responsive shall be considered to
be qualified in the prequalification evaluation, unless disqualified pursuant to clause 17 or 18, and
shall be informed in writing about the date, time and place of opening of their technical bids.
k) The firms which could not qualify in prequalification evaluation will be informed about this fact.
Their technical bid will be returned unopened and EMD refunded after completion of the bid
process i.e. award of the contract to the best/ successful bidder.
16. Evaluation of Technical Bids
a) The evaluation committee will evaluate all bids and shortlist the bidders who have qualified as per
the eligibility criteria as laid down.
i. PQ of lead bidder
ii. PQ of Consortium partner
b) The technical bid shall be open for those bidders who clear the Pre-qualification
c) The technical evaluation shall be completed by the designated Procurement Committee as early
as possible after opening of technical bids.
d) The objective of the Technical Bid evaluation is to short list bidders who have the technical
competency/ experience/ skills / financial strength that are essential to roll out the RHBMS
project.
e) The Tendering Authority will evaluate the Technical bids of the Bidders as per the evaluation
criteria mentioned in Annexure 21 and Annexure 22. Also, the Bidder will have to give detailed
description of proposed solution/ implementation methodology followed by a presentation. The
Tendering Authority will examine these solutions and will decide on the issue of equivalence or
superiority as compared to the desirable requirements.
f) Bid Presentations: Tendering Authority will invite each bidder to make a presentation, at a date,
time and location decided by the Tendering Authority. The purpose of such presentations would
be to allow the Bidders to present their proposed solutions to the Tendering Authority and the key
points in their Bids as per the criteria laid down in the Eligibility criteria/ Technical Bid.
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g) If the bidder score minimum of 70% and the tendering authority decides that the solution offered
is equivalent or superior to desired requirements, then the technical bid shall be treated as
qualified. In this matter the decision of the Tendering Authority will be the final and binding on all
the bidders. In case less than 5 bidder score 70% then top 5 bidder shall be treated as qualified
for the next round.
h) After approval of the technical evaluation by tendering authority, the firms which qualified in the
technical evaluation shall be informed in writing or by uploading the details on the websites
mentioned in the NIT about the date, time and place of opening of their financial bids.
i) The firms who could not qualify in technical evaluation will be informed about this fact and their
EMD will be refunded after completion of the tender process i.e. award of the contract to the best/
successful bidder.
j) The selection will be done on L1 basis.
17. Conflict of Interest
a) RISL considers a conflict of interest to be a situation in which a party has interests that could
improperly influence that party’s performance of official duties or responsibilities, contractual
obligations, or compliance with applicable laws and regulations. In pursuance of RISL's
Procurement Ethics requirement that bidders, suppliers, and contractors under contracts, observe
the highest standard of ethics, RISL will take appropriate actions against the bidder, if it
determines that a conflict of interest has flawed the integrity of any procurement process.
Consequently all bidders found to have a conflict of interest shall be disqualified.
b) A bidder may be considered to be in a conflict of interest if the bidder or any of its affiliates
participated as a consultant in the preparation of the solicitation documents/RFP for the
procurement of the goods and services that are the subject matter of the bid.
c) It may be considered to be in a conflict of interest with one or more parties in the bidding process
if
i. they have controlling shareholders in common; or
ii. it receives or have received any direct or indirect subsidy from any of them; or
iii. they have the same legal representative for purposes of the Bid; or
iv. they have a relationship with each other, directly or through common third parties, that puts
them in a position to have access to information about or influence on the Bid of another
Bidder, or influence the decisions of the tendering authority regarding this bidding process.
18. Confidentiality
a) Information relating to the examination, evaluation, comparison, and post qualification of bids, and
recommendation of contract award, shall not be disclosed to bidders or any other persons not
officially concerned with such process until publication of the Contract award.
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b) Any attempt by a bidder to influence the tendering authority or other officials in the examination,
evaluation, comparison, and post qualification of the bids or Contract award decisions may result
in the rejection of his bid.
c) From the time of bid opening to the time of Contract award, if any bidder wishes to contact the
tendering authority on any matter related to the bidding process, he is allowed to do so in writing.
19. Clarification of Bids
a) To assist in the examination, evaluation, comparison and post qualification of the bids, the
tendering authority may, at its discretion, ask any bidder for a clarification of his bid. The
tendering authority’s request for clarification and the response shall be either in writing or by
uploading the details on the websites mentioned in the NIT.
b) Any clarification submitted by a bidder with regard to his bid that is not in response to a request
by the tendering authority shall not be considered.
c) No change in the prices or substance of the bid shall be sought, offered, or permitted, except to
confirm the correction of arithmetic errors discovered by the tendering authority in the evaluation
of the Commercial/ Financial Bids.
20. Evaluation of Financial Bids
a) The financial bids cover of bidders who qualify in technical evaluation shall be opened online at
the notified time, date and place by the members of the designated Procurement Committee in
the presence of the bidders or their representatives who choose to be present. Alternatively, the
bidders may also view the financial bid opening status/ process online at eProc website.
b) The Process of opening of financial bids/covers shall be similar to that of technical bids.
c) The names of the firms, the rates given by them, shall be read out and recorded in tender
opening register.
d) to evaluate a bid, the tendering authority shall consider the following: -
i. the bid price as quoted in accordance with bidding document.
ii. price adjustment for correction of arithmetic errors in accordance with bidding
document.
e) The tendering authority’s evaluation of a bid will exclude and not take into account -
i. in the case of goods, Rajasthan VAT but Central Sales Tax shall be considered for
purposes of comparison; and
f) The evaluation shall include all costs and all taxes and duties applicable to the bidder as per law
of the Central/ State Government/ Local Authorities. Treatment of CenVAT/ VAT etc. would,
however, be as per Clause No. 23 below.
21. Correction of Arithmetic Errors
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Provided that the Bid is substantially responsive, the competent Procurement Committee shall
correct arithmetical errors on the following basis: -
i. if there is a discrepancy between the unit price and the total price that is obtained by
multiplying the unit price and quantity, the unit price shall prevail and the total price shall be
corrected, unless in the opinion of the tendering authority there is an obvious misplacement
of the decimal point in the unit price, in which case the total price as quoted shall govern
and the unit price shall be corrected;
ii. if there is an error in a total corresponding to the addition or subtraction of subtotals, the
subtotals shall prevail and the total shall be corrected; and
iii. if there is a discrepancy between words and figures, the amount in words shall prevail,
unless the amount expressed in words is related to an arithmetic error, in which case the
amount in figures shall prevail subject to (i) and (ii) above.
22. Comparison of Rates of firms outside and those in Rajasthan
While tabulating the bids of those firms which are not entitled to price preference, the element of
Rajasthan VAT shall be excluded from the rates quoted by the firms of Rajasthan and the element
of Central VAT shall be included in the rates of firms outside Rajasthan. In such case, if the price of
any commodity being offered for sale by firms in Rajasthan is the same or lower (excluding element
of Rajasthan Sales Tax) than the price of firm outside Rajasthan (including element of Central
Sales Tax), the commodity shall be purchased from the firm in Rajasthan.
23. Margin of Preference/ Price Preference
No margin of preference/ price preference shall be given to the goods produced or manufactured by
Industries of Rajasthan over goods produced or manufactured by Industries outside Rajasthan.
17. Price Negotiations: No price negotiation shall be held by the purchaser with a bidder with
respect to a bid submitted by him
24. Comparison of bids and determination of the best value bid
The tendering authority shall compare responsive bids of all eligible bidders to determine the best
value bid, in accordance with the evaluation criteria given in this RFP.
25. Tendering authority’s Right to Accept/ Reject any or all of the Bids
The tendering authority reserves the right to accept or reject any Bid, and to annul the bidding
process and reject all Bids at any time prior to Contract award, without thereby incurring any liability
to the Bidders.
26. Right to vary Quantities
a) At the time the Contract is awarded, the quantity of Goods and Related Services originally
specified in the bidding document may be increased or decreased, provided this change does not
exceed the limits/ ceilings of minimum and maximum quantity, if any, indicated in the bidding
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document, and without any change in the unit prices or other terms and conditions of the bid and
the bidding document.
b) The tendering authority reserves the right to increase the quantity of goods and scope of services
originally specified in the bidding document by 25% and without any change in the unit prices or
other terms and conditions of the bid and the bidding document.
c) Repeat orders may also be placed with the consent of the contractor/ supplier on the rates and
conditions given in the bidding document provided that the repeat orders are up to 50% of the
quantity originally purchased and the period is not more than one month from the date of expiry of
last supply (i.e., delivery) and that the original order was given after inviting open tenders/ bids.
The delivery/ completion period will also be proportionately increased.
d) If the tendering authority does not purchase any of the tendered articles or purchases less than
the quantity/ indicated in the tender form, the bidder shall not be entitled to claim any
compensation.
27. Disqualification
Tendering authority may at its sole discretion and at any time during the processing of bids,
disqualify any bidder/ proposal from the bid process if the bidder: -
a) Has not submitted the bid in accordance with the bidding document.
b) Has submitted bid without submitting the prescribed Tender Fee, RISL Processing Fee,
EMD or the Bidder's authorisation certificate/ Power of Attorney.
c) Has imposed conditions in his bid.
d) During validity of the bid or its extended period, if any, increases his quoted prices.
e) Has made misleading or false representations in the forms, statements and attachments
submitted in proof of the eligibility requirements.
f) Has failed to provide clarifications related thereto, when sought.
g) Has submitted more than one bid. This will cause disqualification of all bids submitted by
such bidders including forfeiture of the EMD.
h) Is found to canvass, influence or attempt to influence in any manner for the qualification or
selection process, including without limitation, by offering bribes or other illegal gratification.
28. Acceptance of the Tender / Bid and Notification of Award
a) Prior to the expiration of the period of bid validity, the tendering authority shall notify the
successful Bidders, in writing, that their Bids have been accepted.
b) The tendering authority shall award the Contract to the Bidders whose offer have been
determined to be the best Bid and are substantially responsive to the Bidding Document,
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provided further that the Bidders are determined to be qualified to perform the Contract
satisfactorily.
c) Decision on tenders shall be taken within original validity period of offers. If the decision on
acceptance or rejection of a tender cannot be taken within the original bid validity period due to
unavoidable circumstances, all the bidders shall be requested to extend validity period of their
bids up to a specified date.
d) As soon as a bid is accepted by the tendering authority, its written intimation would be sent to the
concerned bidder. If the issuance of formal Work Order is likely to take time, a Letter of Intent
(LOI) may be sent in the meanwhile. In the same intimation the bidder may be asked to execute
an agreement in prescribed format on a non-judicial stamp of prescribed value and deposit the
amount of prescribed performance security deposit within 15 days from the date of issue of
acceptance.
e) The acceptance of an offer is complete as soon as the letter of communication is posted to the
correct address of the bidder.
f) The acceptance of the bid shall also be placed on website of RHB and RISL for general
information to all.
g) The EMD of the bidders whose bids could not be accepted shall be refunded soon after the
agreement with the successful bidder is executed and his performance security deposit is
obtained. Until a formal Contract is prepared and executed, the notification of award shall
constitute a binding Contract.
29. Signing of Contract
a) Promptly after notification of award, the tendering authority shall send to the successful Bidders
the Contract Agreement including “Special Conditions of Contract.
b) Within fifteen (15) days of receipt of the Letter of Intent from the tendering authority, the
successful Bidders shall sign, date, and return the Contract Agreement to the tendering authority.
30. Performance Security Deposit (PSD)
a) Within fifteen (15) days of the receipt of notification of award from the tendering authority, the
successful Bidder shall furnish the Performance Security Deposit (PSD) @5% of the total
agreed/ordered project value.
b) Failure of the successful bidder to submit the aforementioned PSD or sign the Contract
Agreement shall constitute sufficient grounds for the annulment (cancellation/ termination) of the
award and forfeiture of the EMD. In that event the tendering authority may award the Contract to
the next best value bidder whose offer is valid and substantially responsive and is determined by
the tendering authority to be qualified to perform the Contract satisfactorily.
31. Reservation of Rights
To take care of unexpected circumstances, RISL / RHB shall reserve the rights for the following: -
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a) Extend the Closing Date for submission of the proposals.
b) Amend the bidding requirements at any time prior to the closing date, with the amendment being
notified to prospective bidders and on the respective websites.
c) Allow a bidder to change its technical proposal if the same opportunity is given to all bidders but
before the opening of financial bids.
d) To accept any bid not necessarily the lowest, reject any bid without assigning any reasons and
accept bid for all or anyone or more of the articles/services for which bid has been invited or
distribute items of stores/services to more than one bidder.
e) Terminate or abandon the bidding procedure or the entire project whether before or after the
receipt of bid proposals.
f) Seek the advice of external consultants to assist RISL / RHB in the evaluation or review of
proposals.
g) Make enquiries of any person, company or organization to ascertain information regarding the
bidder and its proposal.
h) Reproduce for the purposes of the procedure the whole or any portion of the proposal despite any
copyright or other intellectual property right that may subsist in the proposal.
32. Monitoring of Contract
a) An officer or a committee of officers named Contract Monitoring Committee (CMC) may be
nominated by tendering authority to monitor the progress of the contract during its delivery period.
b) During the delivery period the CMC shall keep a watch on the progress of the contract and shall
ensure that quantity of goods and service delivery is in proportion to the total delivery period
given, if it is a severable contract, in which the delivery of the goods and service is to be obtained
continuously or is batched. If the entire quantity of goods and service is to be delivered in the
form of completed work or entire quantity of goods and service is to be delivered in the form of
completed work or entire contract like fabrication work, the process of completion of work may be
watched and inspections of the selected bidders premises where the work is being completed,
may be inspected.
c) If delay in delivery of goods and service is observed a performance notice would be given to the
selected bidder to speed up the delivery.
d) Any change in the constitution of the firm, etc. shall be notified forth with by the contractor in
writing to the tendering authority and such change shall not relieve any former member of the
firm, etc., from any liability under the contract.
e) No new partner/ partners shall be accepted in the firm by the selected bidder in respect of the
contract unless he/ they agree to abide by all its terms, conditions and deposits with the tendering
authority through a written agreement to this effect. The bidder’s receipt for acknowledgement or
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that of any partners subsequently accepted as above shall bind all of them and will be sufficient
discharge for any of the purpose of the contract.
The selected bidder shall not assign or sub-let his contract or any substantial part thereof to any other
agency without the permission of tendering authority.
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6. TERMS AND CONDITIONS, OF TENDER & CONTRACT
Definitions
For the purpose of clarity, the following words and expressions shall have the meanings hereby assigned
to them: -
a) “Contract” means the agreement entered into between the Purchaser and the Supplier, together with
the contract documents referred to therein, including all attachments, appendices, and all documents
incorporated by reference therein.
b) “Contract Documents” means the documents listed in the agreement, including any amendments
thereto.
c) “Contract Price” means the price payable to the Supplier as specified in the agreement, subject to
such additions and adjustments thereto or deductions there from, as may be made pursuant to the
Contract.
d) “Day” means calendar day.
e) “Delivery” means the transfer of the Goods from the Supplier to the Purchaser in accordance with the
terms and conditions set forth in the Contract.
f) “Completion” means the fulfilment of the related services by the Supplier in accordance with the terms
and conditions set forth in the contract.
g) “Goods” means all of the commodities, raw material, machinery and equipment, and/or other
materials that the Supplier is required to supply to the Purchaser under the contract.
h) “Purchaser” means the entity purchasing the Goods and Related Services, as specified in the bidding
document.
i) “Related Services” means the services incidental to the supply of the goods, such as insurance,
installation, training and initial maintenance and other similar obligations of the Supplier under the
Contract.
j) “Subcontractor” means any natural person, private or government entity, or a combination of the
above, including its legal successors or permitted assigns, to whom any part of the Goods to be
supplied or execution of any part of the Related Services is subcontracted by the Supplier.
k) “Supplier” means the person, private or government entity, or a combination of the above, whose bid
to perform the Contract has been accepted by the Purchaser and is named as such in the
Agreement, and includes the legal successors or permitted assigns of the Supplier.
l) “The Site,” where applicable, means the project places named in the bidding document.
A) General Conditions of the Bid
1. Income Tax and VAT Registration and VAT Clearance Certificate
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No Dealer who does not hold PAN from Income Tax department and who is not registered under the
Sales Tax Act prevalent in the State where his business is located shall bid. The VAT Registration
Number should be quoted and a VAT clearance certificate from the Commercial Taxes Officer of the
Circle concerned valid on the date of submission of bid shall be submitted without which the bid is
liable to rejection.
2. Contract Documents
Subject to the order of precedence set forth in the Agreement, all documents forming the Contract
(and all parts thereof) are intended to be correlative, complementary, and mutually explanatory.
3. Interpretation
a) If the context so requires it, singular means plural and vice versa.
b) Commercial Terms: The meaning of any trade term and the rights and obligations of parties there
under shall be as prescribed by commercial terms. All the terms shall be governed by the rules
prescribed in the current edition of commercial terms, published by the Indian Chamber of
Commerce at the date of the Invitation for Bids or as specified in the bidding document.
c) Entire Agreement: The Contract constitutes the entire agreement between the Purchaser and the
Supplier and supersedes all communications, negotiations and agreements (whether written or
oral) of parties with respect thereto made prior to the date of Contract.
d) Amendment: No amendment or other variation of the Contract shall be valid unless it is in writing,
is dated, expressly refers to the Contract, and is signed by a duly authorized representative of
each party thereto.
e) Non-waiver: Subject to the condition (f) below, no relaxation, forbearance, delay, or indulgence by
either party in enforcing any of the terms and conditions of the Contract or the granting of time by
either party to the other shall prejudice, affect, or restrict the rights of that party under the
Contract, neither shall any waiver by either party of any breach of Contract operate as waiver of
any subsequent or continuing breach of Contract.
f) Any waiver of a party’s rights, powers, or remedies under the Contract must be in writing, dated,
and signed by an authorized representative of the party granting such waiver, and must specify
the right and the extent to which it is being waived.
g) Severability: If any provision or condition of the Contract is prohibited or rendered invalid or
unenforceable, such prohibition, invalidity or unenforceability shall not affect the validity or
enforceability of any other provisions and conditions of the Contract.
4. Language
a) The Contract as well as all correspondence and documents relating to the Contract exchanged by
the Supplier/ successful bidder and the Purchaser, shall be written in English language only or as
specified in the special conditions of the contract. Supporting documents and printed literature
that are part of the Contract may be in another language provided they are accompanied by an
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accurate translation of the relevant passages in the language specified in the special conditions
of the contract, in which case, for purposes of interpretation of the Contract, this translation shall
govern.
b) The Supplier/ successful bidder shall bear all costs of translation to the governing language and
all risks of the accuracy of such translation.
5. Eligible Goods and Related Services
a) For purposes of this Clause, the term “goods” includes commodities, raw material, machinery,
equipment, and industrial plants; and “related services” includes services such as insurance,
transportation, installation, and commissioning, training, and initial maintenance.
b) Bids for articles marked in the BOM (Annexure 2) should be the ones which are produced in
volume and are used by a large number of users in India/ abroad should be encouraged. All
products quoted by the suppliers/ bidders must be associated with specific model numbers, item
code and names and with printed literature describing configuration and functionality. Any
deviation from the printed specifications should be clearly mentioned in the offer document by the
bidders/ suppliers.
c) The OEM/ Vendor must have its own registered spares depot in India having adequate inventory
of the equipment being quoted for providing the necessary spares within next business day or
maximum 30 hours.
d) The OEM/ Vendor should have its direct representation in India in terms of registered office for at
least past 4 years. The presence through any Distribution/ System Integration partner agreement
will not be accepted.
e) Bidder must quote products in accordance with above clause “Eligible goods and related
services”.
f) The OEM/ Vendor whose equipments are being quoted shall have Technical Support/ Assistance
Centre to provide 24x7 support over toll free numbers as well as web-based support.
6. Notices
a) Any Notice given by one party to the other pursuant to the Contract shall be in writing to the
address specified in the contract. The term “in writing” means communicated in written form with
proof of receipt.
b) A Notice shall be effective when delivered or on the Notice’s effective date, whichever is later.
7. Governing Law
The Contract shall be governed by and interpreted in accordance with the laws of the Rajasthan
State/ the Country (India), unless otherwise specified in the contract.
8. Scope of Supply
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a) Subject to the provisions in the bidding document and contract, the Goods and Related Services
to be supplied shall be as specified in Scope of Work/ Schedule of Supply section of the bidding
document.
b) Unless otherwise stipulated in the Contract, the scope of supply shall include all such items not
specifically mentioned in the Contract but that can be reasonably inferred from the Contract as
being required for attaining delivery and completion of the goods and related services as if such
items were expressly mentioned in the Contract.
c) The bidder shall not quote and supply and hardware/ software that is likely to be declared as End
of Sale in next 6 months and End of Service/ Support for a period of 5 Years from the last date of
bid submission. OEMs are required to mention this in the MAF for all the quoted hardware/
software. If any of the hardware/ software is found to be declared as End of Sale/ Service/
Support, then the bidder shall replace all such hardware/ software with the latest ones having
equivalent or higher specifications without any financial obligation to the purchaser.
9. Delivery & Installation
a) Subject to the conditions of the contract, the delivery of the goods and completion of the related
services shall be in accordance with the delivery and completion schedule specified in the bidding
document. The details of supply/ shipping and other documents to be furnished by the Supplier
are specified in the bidding document and/ or contract.
b) The Contract for the supply can be repudiated at any time by the Purchase Officer, if the supplies
are not made to his satisfaction after giving an opportunity to the bidder of being heard and
recording the reasons for repudiation.
c) The Supplier/ Bidder shall arrange to supply, install and commission the ordered materials/
system as per specifications within the specified delivery/ completion period at various
departments and/ or their offices/ locations mentioned in purchase order.
d) Shifting the place of Installation: The user will be free to shift the place of installation within the
same city /town/ district/ division. The supplier shall provide all assistance, except transportation,
in shifting of the equipment. However, if the city/town is changed, additional charges of
assistance in shifting and providing maintenance services for remaining period would be decided
mutually.
10. Supplier’s/ Bidder’s Responsibilities
The Supplier/ Bidder shall supply all the goods and related services included in the scope of supply in
accordance with the provisions of bidding document and/ or contract.
11. Purchaser’s Responsibilities
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a) Whenever the supply of goods and related services requires that the Supplier/ Bidder obtain
permits, approvals, and import and other licenses from local public authorities, the Purchaser
shall, if so required by the Supplier/ Bidder, make its best effort to assist the Supplier/ Bidder in
complying with such requirements in a timely and expeditious manner.
b) The Purchaser shall pay all costs involved in the performance of its responsibilities, in
accordance with the general conditions of the contract.
12. Contract Price
a) The Contract Price shall be paid as specified in the contract subject to any additions and
adjustments thereto, or deductions there from, as may be made pursuant to the Contract.
b) Prices charged by the Supplier/ Bidder for the Goods delivered and the Related Services
performed under the Contract shall not vary from the prices quoted by the Supplier/ Bidder in its
bid, with the exception of any price adjustments authorized in the special conditions of the
contract.
13. Recoveries from Suppliers/ Bidders
a) Recovery of liquidated damages, short supply, breakage, rejected articles shall be made
ordinarily from bills.
b) The Purchase Officer shall withhold amount to the extent of short supply, broken/damaged or for
rejected articles unless these are replaced satisfactorily. In case of failure to withhold the amount,
it shall be recovered from his dues and performance security deposit.
c) The balance, if any, shall be demanded from the Supplier/ Bidder and when recovery is not
possible, the Purchase Officer shall take recourse to law in force.
14. Taxes & Duties
a) The income tax, service tax, value added tax, etc. if applicable shall be deducted at source from
the payment to the Supplier/ Bidder as per the law in force at the time of execution of contract.
b) The entry tax, if applicable shall be deducted at source and deposited in the government treasury
in proper revenue receipt head of account.
c) For goods supplied from outside India, the Supplier shall be entirely responsible for all taxes,
stamp duties, license fees, and other such levies imposed outside the country.
d) For goods supplied from within India, the Supplier shall be entirely responsible for all taxes,
duties, license fees, etc., incurred until delivery of the contracted Goods to the Purchaser.
e) Revision in VAT and Service Tax shall be on account of the tendering authority if it has been
asked for separately in the financial bid and is not taken into account for the purpose of
comparison of bids. If, however, they have not been asked for separately, tax will be calculated
on actual basis. Revision of any other tax or duty shall be on account of the bidder.
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f) If any tax exemptions, reductions, allowances or privileges may be available to the Supplier in
India, the Purchaser shall use its best efforts to enable the Supplier to benefit from any such tax
savings to the maximum allowable extent.
15. Performance Security Deposit (PSD)
a) In case of successful Supplier/ Bidder, the Earnest Money will be adjusted in arriving at the
amount of the Performance Security Deposit.
b) The Supplier/ Bidder shall, within fifteen (15) days of the notification of Contract award, provide a
Performance Security deposit for the due performance of the Contract in the amounts and
currencies specified in the contract.
c) The proceeds of the Performance Security deposit shall be payable to the Purchaser as
compensation for any loss resulting from the Supplier’s/ Bidder’s failure to complete its
obligations under the Contract.
d) Form of Performance Security deposit: Performance Security Deposit (PSD) in the form of cash
will not be accepted. It may be deposited in the form of Bank Draft or Banker’s Cheque. The
concerned Procurement Committee may also permit to accept full amount or part of PSD in the
form of a Bank Guarantee in case the amount of PSD exceeds Rupees 10 Lacs. The other form
of security money shall be Post-office Savings Bank Pass Book duly pledged or National Savings
Certificates, Defence Savings Certificates. Kisan Vikas Patras, or any other script/ instrument
under National Savings Schemes for promotion of small savings, if the same can be pledged.
These certificates shall be accepted at surrender value. The competent Purchase Committee
may permit to deposit Bank Guarantee in part or full if the amount of Performance Security
deposit exceeds Rupees 10 Lacs.
e) Refund of Performance Security deposit: The Performance Security deposit shall be refunded
within two months from the expiry of the term of contract.
f) Forfeiture of Performance Security deposit: Performance Security deposit shall be forfeited in the
following cases: -
i. When any terms and condition of the contract is breached.
ii. When the Supplier/ Bidder fail to commence supply or stops making the supplies or fail to
provide deliverables after partially executing the purchase/ work order.
iii. To adjust any dues against the firm from any other contract with RISL.
g) No interest will be paid by RISL on the amount of earnest money and performance security
deposit.
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h) Proper notice will be given to the Supplier/ Bidder with reasonable time before earnest money/
performance security deposit is forfeited.
i) Forfeiture of earnest money / performance security deposit shall be without prejudice to any other
right of RISL to claim any damages as admissible under the law as well as to take such action
against the Supplier/ Bidder such as severing future business relation or black listing, etc.
16. Copyright
a) The application developed along with source code (other than COTS products and third party
propriety tools used by SI) documentation and IPR will be the sole property of Purchaser.
b) The selected bidder shall indemnify RISL against all third-party claims of infringement of patent,
copy right, trademark or industrial design rights arising from use of the goods or any part thereof
in India.
c) The ownership of the source code of the application developed by the SI should be transferred to
RHB or to RISL / Department of IT, Govt. of Rajasthan and also the SI is not supposed to use the
same for any other Government projects without the prior written consent of RHB / RISL or
Department of IT, Govt. of Rajasthan.
d) In case of third party tools/ application been used for application development then all the
required users base licenses or Process Base Licence of third party tools/application should be in
the name of RISL / RHB only. This licence should have provision to download updates for
respective application for at least period of 3 years.
17. Confidential Information
a) The Purchaser and the Supplier/ Bidder shall keep confidential and shall not, without the written
consent of the other party hereto, divulge to any third party any documents, data, or other
information furnished directly or indirectly by the other party hereto in connection with the
Contract, whether such information has been furnished prior to, during or following completion or
termination of the Contract.
b) The Supplier/ Selected Bidder may furnish to its Subcontractor, if permitted, such documents,
data, and other information it receives from the Purchaser to the extent required for the
Subcontractor to perform its work under the Contract, in which event the Supplier/ Selected
Bidder shall obtain from such Subcontractor an undertaking of confidentiality similar to that
imposed on the Supplier/ Selected Bidder
c) The Purchaser shall not use such documents, data, and other information received from the
Supplier/ Bidder for any purposes unrelated to the Contract. Similarly, the Supplier/ Bidder shall
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not use such documents, data, and other information received from the Purchaser for any
purpose other than the design, procurement, or other work and services required for the
performance of the Contract.
d) The obligation of a party under sub-clauses above, however, shall not apply to information that: -
i. the Purchaser or Supplier need to share with the RHB / RISL or other institutions participating
in the Contract;
ii. now or hereafter enters the public domain through no fault of that party;
iii. can be proven to have been possessed by that party at the time of disclosure and which was
not previously obtained, directly or indirectly, from the other party; or
iv. otherwise lawfully becomes available to that party from a third party that has no obligation of
confidentiality.
e) The above provisions shall not in any way modify any undertaking of confidentiality given by
either of the parties hereto prior to the date of the Contract in respect of the supply or any part
thereof.
f) The provisions of this clause shall survive completion or termination, for whatever reason, of the
Contract.
18. Sub-contracting
a) Unless otherwise specified in the Contract, the bidder shall not assign or sub-let his contract or
any substantial part thereof to any other agency without the permission of Purchasing Authority.
b) If permitted, the bidder shall notify the Purchaser in writing of all subcontracts awarded under the
Contract if not already specified in the Bid. Subcontracting shall in no event relieve the Supplier
from any of its obligations, duties, responsibilities, or liability under the Contract.
c) Subcontracts shall comply with the provisions of bidding document and/ or contract.
19. Specifications and Standards
a) All articles supplied shall strictly conform to the specifications, trademark laid down in the tender
form and wherever articles have been required according to ISI/ ISO/ other applicable
specifications/ certifications/ standards, those articles should conform strictly to those
specifications/ certifications/ standards. The supply shall be of best quality and description. The
decision of the competent authority/ purchase committee whether the articles supplied conforms
to the specifications shall be final and binding.
b) Technical Specifications and Drawings
i. The Supplier/ Bidder shall ensure that the goods and related services comply with the
technical specifications and other provisions of the Contract.
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ii. The Supplier/ Bidder shall be entitled to disclaim responsibility for any design, data, drawing,
specification or other document, or any modification thereof provided or designed by or on
behalf of the Purchaser, by giving a notice of such disclaimer to the Purchaser.
iii. The goods and related services supplied under this Contract shall conform to the standards
mentioned in bidding document and, when no applicable standard is mentioned, the standard
shall be equivalent or superior to the official standards whose application is appropriate to the
country of origin of the Goods.
c) Wherever references are made in the Contract to codes and standards in accordance with which
it shall be executed, the edition or the revised version of such codes and standards shall be those
specified in the bidding document. During contract execution, any changes in any such codes and
standards shall be applied only after approval by the Purchaser and shall be treated in
accordance with the general conditions of the contract.
20. Packing and Documents
a) The Supplier/ Bidder shall provide such packing of the Goods as is required to prevent their
damage or deterioration during transit to their final destination, as indicated in the Contract.
During transit, the packing shall be sufficient to withstand, without limitation, rough handling and
exposure to extreme temperatures, salt and precipitation, and open storage. Packing case size
and weights shall take into consideration, where appropriate, the remoteness of the final
destination of the Goods and the absence of heavy handling facilities at all points in transit.
b) The packing, marking, and documentation within and outside the packages shall comply strictly
with such special requirements as shall be expressly provided for in the Contract, including
additional requirements, if any, specified in the contract, and in any other instructions ordered by
the purchaser.
21. Insurance
a) Unless otherwise specified in the contract, the Goods supplied under the Contract shall be fully
insured against loss by theft, destruction or damage incidental to manufacture or acquisition,
transportation, storage, fire, flood, under exposure to weather and delivery, in accordance with
the applicable terms or in the manner specified in the contract. The insurance charges will be
borne by the supplier and Tendering Authority will not be required to pay such charges if incurred.
b) The goods will be delivered at the FOR destination in perfect condition.
22. Transportation
a) Unless otherwise specified in the contract, obligations for transportation of the Goods shall be in
accordance with the commercial terms specified in the bidding document.
b) The bidder shall be responsible for the proper packing so as to avoid damage under normal
conditions of transport by sea, rail and road or air and delivery of the material in the good
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condition to the consignee at destination. In the event of any loss, damage, breakage or leakage
or any shortage the bidder shall be liable to make good such loss and shortage found at the
checking/ inspection of the material by the consignee. No extra cost on such account shall be
admissible.
c) All goods must be sent freight paid through Railways or goods transport. If goods are sent freight
to pay, the freight together with departmental charge @ 5% of the freight will be recovered from
the supplier’s bill.
23. Inspection
a) The Purchase Officer or his duly authorized representative shall at all reasonable time have
access to the suppliers premises and shall have the power at all reasonable time to inspect and
examine the materials and workmanship of the goods/ equipment/ machineries during
manufacturing process or afterwards as may be decided.
b) The supplier shall furnish complete address of the premises of his factory, office, go-down and
workshop where inspection can be made together with name and address of the person who is to
be contacted for the purpose. In case of those dealers who have newly entered in business, a
letter of introduction from their bankers will be necessary.
c) After successful inspection it will be supplier’s responsibility to dispatch and install the equipment
at respective locations without any financial liability to the Purchaser. However, supplies when
received at respective locations shall be subject to inspection to ensure whether they conform to
the specification.
24. Testing charges
Testing charges for software as well as hardware (if required) shall be borne by the RISL. In case
urgent testing is desired to be arranged by the bidder or in case of test results showing that supplies
are not upto the prescribed standards or specifications, the testing charges (on actual basis) shall be
payable by the bidder.
25. Rejection
a) Articles not approved during inspection or testing shall be rejected and will have to be replaced by
the bidder at his own cost within the time fixed by the Purchase Officer.
b) If, however, due to exigencies of RISL / RHB’s work, such replacement either in whole or in part,
is not considered feasible, the Purchase Officer after giving an opportunity to the bidder of being
heard shall for reasons to be recorded, deduct a suitable amount from the approved rates. The
deduction so made shall be final.
c) The rejected articles shall be removed by the bidder within 15 days of intimation of rejection, after
which Purchase Officer shall not be responsible for any loss, shortage or damage and shall have
the right to dispose of such articles as he thinks fit, at the bidder’s risk and on his account.
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26. Extension in Delivery Period and Liquidated Damages (LD)
a) Except as provided under clause “Force Majeure”, if the Supplier/ Bidder fails to deliver any or all of the Goods or perform the Related Services within the period specified in the Contract, the Purchaser may without prejudice to all its other remedies under the Contract, deduct from the Contract Price, as liquidated damages, a sum equivalent to the percentage specified in the conditions of the Contract Price for each week or part thereof of delay until actual delivery or performance, up to a maximum deduction of the percentage specified in the bidding document and/ or contract. Once the maximum is reached, the Purchaser may terminate the Contract pursuant to clause “Termination”.
b) The time specified for delivery in the tender document shall be deemed to be the essence of the contract and the successful bidder shall arrange supplies within the specified period.
c) Delivery and installation/ completion period may be extended with or without liquidated damages if the delay in the supply of goods or service is on account of hindrances beyond the control of the bidder.
i. The supplier/ service provider shall request in writing to purchaser giving reasons for extending the delivery period of service if he finds himself unable to complete the supply of goods or service within the stipulated delivery period or is unable to maintain prorate progress in the supply of goods or service delivery. This request shall be submitted as soon as a hindrance in delivery of goods and service occurs or within 15 days from such occurrence but before expiry of stipulated period of completion of delivery of goods and service after which such request shall not be entertained.
ii. The purchaser shall examine the justification of causes of hindrance in the delivery of goods and service and the period of delay occurred due to that and recommend the competent authority on the period of extension which should be granted with or without liquidated damages.
iii. Normally, extension in delivery period of goods and service in following circumstances may be considered without liquidated damages:
a. When delay has occurred due to delay in supply of drawings, designs, plans etc. if the RISL was required to supply them to the supplier of goods or service provider as per terms of the contract.
b. When delay has occurred in supply of materials etc. if these were required to be supplied to the supplier or service provider by the RISL as per terms of the contract.
iv. If the competent authority agrees to extend the delivery period/ schedule, an amendment to the contract with suitable denial clauses and with or without liquidated damages, as the case may be, shall be issued. The amendment letter shall mention that no extra price or additional cost for any reason, what so ever beyond the contracted cost shall be paid for the delayed supply of goods and service.
v. It shall be at the discretion of the concerned authority to accept or not to accept the supply of goods and/ or services rendered by the contractor after the expiry of the stipulated delivery period, if no formal extension in delivery period has been applied and granted. The competent authority shall have right to cancel the contract with respect to undelivered goods and/ or service.
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vi. If RISL are in need of the good and/ or service rendered after expiry of the stipulated delivery period, it may accept the services and issue a letter of extension in delivery period with usual liquidated damages and denial clauses to regularize the transaction.
d) In case of extension in the delivery and/ or installation/ completion period is granted with full liquidated damages, the recovery shall be made on the basis of following percentages of value of goods and/ or service which the bidder has failed to supply or complete : -
No. Condition LD %
a. Delay up to one fourth period of the prescribed period of delivery, successful installation and completion of work
2.5 %
b. Delay exceeding one fourth but not exceeding half of the prescribed period of delivery, successful installation and completion of work
5.0 %
c. Delay exceeding half but not exceeding three fourth of the prescribed period of delivery, successful installation and completion of work
7.5 %
d. Delay exceeding three fourth of the prescribed period of delivery, successful installation and completion of work
10.0 %
i. Fraction of a day in reckoning period of delay in supplies, successful installation and completion of work shall be eliminated if it is less than half a day.
ii. The LD charges would be applicable specifically on the payment milestones mentioned in payment schedule of the various phases of the project. The percentage of LD charges would be as per the above table.
iii. The maximum amount of liquidated damages shall be 10%.
27. Authenticity of Equipments
a) The selected bidder shall certify (as per Annexure-9) that the supplied goods are brand new,
genuine/ authentic, not refurbished, conform to the description and quality as specified in this
bidding document and are free from defects in material, workmanship and service.
b) If during the contract period, the said goods be discovered counterfeit/ unauthentic or not to
conform to the description and quality aforesaid or have determined (and the decision of the
Purchase Officer in that behalf will be final and conclusive), notwithstanding the fact that the
purchaser may have inspected and/ or approved the said goods, the purchaser will be entitled to
reject the said goods or such portion thereof as may be discovered not to conform to the said
description and quality, on such rejection the goods will be at the selected bidder’s risk and all the
provisions relating to rejection of goods etc., shall apply. The selected bidder shall, if so called
upon to do, replace the goods etc., or such portion thereof as is rejected by Purchase Officer,
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otherwise the selected bidder shall pay such damage as may arise by the reason of the breach of
the condition herein contained. Nothing herein contained shall prejudice any other right of the
Purchase Officer in that behalf under this contract or otherwise.
c) Goods accepted by the purchaser in terms of the contract shall in no way dilute purchaser’s right
to reject the same later, if found deficient in terms of the this clause of the contract.
28. Warranty
a) The bidder must supply all items with comprehensive on-site warranty valid for Four years after
the goods, or any portion thereof as the case may be, have been delivered to, installed and
accepted at the final destination(s) indicated in the bidding document. However, if delay of
installation is more than a month’s time due to the reasons ascribed to the bidder, the warranty
shall start from the date of last successful installation of the items covered under the PO.
b) The bidder shall submit a certificate/ undertaking from all the respective OEMs mentioning the
fact that the goods supplied are covered under comprehensive warranty & support for the
prescribed period.
c) The purchaser shall give a written notice to the selected bidder stating the nature of any defect
together with all available evidence thereof, promptly following the discovery thereof. The
purchaser shall afford all reasonable opportunity for the selected bidder to inspect such defects.
Upon receipt of such notice, the selected bidder shall expeditiously cause to repair the defective
goods or parts thereof or replace the defective goods or parts thereof with brand new genuine/
authentic ones having similar or higher specifications from the respective OEM, at no cost to the
Purchaser. Any goods repaired or replaced by the selected bidder shall be delivered at the
respective location without any additional costs to the purchaser.
d) If having been notified, the selected bidder fails to remedy the defect within the period specified,
the purchaser may proceed to take within a reasonable period such remedial action as may be
necessary, in addition to other recourses available in terms and conditions of the contract and
bidding document.
e) During the warranty period, the bidder shall also be responsible to ensure adequate and timely
availability of spare parts needed for repairing the supplied goods.
f) The warranty on supplied software media, if any, should be at least 5 years
29. Patent Indemnity
a) The Supplier shall, subject to the Purchaser’s compliance with sub-clause (b) below, indemnify
and hold harmless the Purchaser and its employees and officers from and against any and all
suits, actions or administrative proceedings, claims, demands, losses, damages, costs, and
expenses of any nature, including attorney’s fees and expenses, which the Purchaser may suffer
as a result of any infringement or alleged infringement of any patent, utility model, registered
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design, trademark, copyright, or other intellectual property right registered or otherwise existing at
the date of the Contract by reason of: -
i. the installation of the Goods by the Supplier or the use of the Goods in the country where the
Site is located; and
ii. the sale in any country of the products produced by the Goods.
Such indemnity shall not cover any use of the Goods or any part thereof other than for the
purpose indicated by or to be reasonably inferred from the Contract, neither any infringement
resulting from the use of the Goods or any part thereof, or any products produced thereby in
association or combination with any other equipment, plant, or materials not supplied by the
Supplier, pursuant to the Contract.
b) If any proceedings are brought or any claim is made against the Purchaser arising out of the
matters referred to above, the Purchaser shall promptly give the Supplier a notice thereof, and
the Supplier may at its own expense and in the Purchaser’s name conduct such proceedings or
claim and any negotiations for the settlement of any such proceedings or claim.
c) If the Supplier fails to notify the Purchaser within thirty (30) days after receipt of such notice that it
intends to conduct any such proceedings or claim, then the Purchaser shall be free to conduct the
same on its own behalf.
d) The Purchaser shall, at the Supplier’s request, afford all available assistance to the Supplier in
conducting such proceedings or claim, and shall be reimbursed by the Supplier for all reasonable
expenses incurred in so doing.
e) The Purchaser shall indemnify and hold harmless the Supplier and its employees, officers, and
Subcontractors from and against any and all suits, actions or administrative proceedings, claims,
demands, losses, damages, costs, and expenses of any nature, including attorney’s fees and
expenses, which the Supplier may suffer as a result of any infringement or alleged infringement of
any patent, utility model, registered design, trademark, copyright, or other intellectual property
right registered or otherwise existing at the date of the Contract arising out of or in connection
with any design, data, drawing, specification, or other documents or materials provided or
designed by or on behalf of the Purchaser.
f) The purchaser shall be excepted to indemnity for infringement of third party IPR as follows:
Supplier shall have no obligations with respect to any Infringement Claims to the extent that the
Infringement Claim arises or results from: (i) Supplier’s compliance with Purchaser’s specific
technical designs or instructions; (ii) inclusion in a deliverable of any content or other materials
provided by Purchaser and the infringement relates to or arises from such Purchaser materials or
provided material; (iii) modification of a deliverable after delivery by Supplier to Purchaser if such
modification was not made by or on behalf of the Supplier; (iv) use of a superseded release of
some or all of the deliverables or Purchaser’s failure to use any modification of the deliverable
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furnished under this Agreement including, but not limited to, corrections, fixes, or enhancements
made available by the Supplier.
30. Limitation of Liability
Except in cases of gross negligence or wilful misconduct: -
a) neither party shall be liable to the other party for any indirect or consequential loss or damage,
loss of use, loss of production, or loss of profits or interest costs, provided that this exclusion shall
not apply to any obligation of the Supplier to pay liquidated damages to the Purchaser; and
b) the aggregate liability of the Supplier to the Purchaser, whether under the Contract, in tort, or
otherwise, shall not exceed the amount specified in the Contract, provided that this limitation shall
not apply to the cost of repairing or replacing defective equipment, or to any obligation of the
Supplier to indemnify the Purchaser with respect to patent infringement.
31. Change in Laws & Regulations
Unless otherwise specified in the Contract, if after the date of the Invitation for Bids, any law,
regulation, ordinance, order or bylaw having the force of law is enacted, promulgated, abrogated, or
changed in Rajasthan/ India, where the Site is located (which shall be deemed to include any change
in interpretation or application by the competent authorities) that subsequently affects the Delivery
Date and/ or the Contract Price, then such Delivery Date and/ or Contract Price shall be
correspondingly increased or decreased, to the extent that the Supplier has thereby been affected in
the performance of any of its obligations under the Contract. Notwithstanding the foregoing, such
additional or reduced cost shall not be separately paid or credited if the same has already been
accounted for in the price adjustment provisions where applicable, in accordance with Clause
“Contract Price”.
32. Force Majeure
a) The Supplier shall not be liable for forfeiture of its Performance Security deposit, liquidated
damages, or termination for default if and to the extent that its delay in performance or other
failure to perform its obligations under the Contract is the result of an event of Force Majeure.
b) For purposes of this Clause, “Force Majeure” means an event or situation beyond the control of
the Supplier that is not foreseeable, is unavoidable, and its origin is not due to negligence or lack
of care on the part of the Supplier. Such events may include, but not be limited to, acts of the
Purchaser in its sovereign capacity, wars or revolutions, fires, floods, epidemics, quarantine
restrictions, and freight embargoes.
c) If a Force Majeure situation arises, the supplier shall promptly notify RISL in writing of such
conditions and cause thereof within 15 days of occurrence of such event. Unless otherwise
directed by RISL, the supplier shall continue to perform its obligations under the contract as far as
reasonably practical.
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d) If the performance in whole or part or any obligation under the contract is prevented or delayed by
any reason of Force Majeure for a period exceeding 60 days, either party at its option may
terminate the contract without any financial repercussion on either side.
e) In case a Force Majeure situation occurs with the RISL / RHB, RISL / RHB may take the case
with the contractor on similar lines.
33. Change Orders and Contract Amendments
a) The Purchaser may at any time order the Supplier/ Bidder through Notice in accordance with
clause “Notices” above, to make changes within the general scope of the Contract in any one or
more of the following: -
i. drawings, designs, or specifications, where Goods to be furnished under the Contract are to
be specifically manufactured for the Purchaser;
ii. the method of shipment or packing;
iii. the place of delivery; and
iv. the Related Services to be provided by the Supplier.
b) If any such change causes an increase or decrease in the cost of, or the time required for, the
Supplier’s/ Bidder’s performance of any provisions under the Contract, an equitable adjustment
shall be made in the Contract Price or in the Delivery and Completion Schedule, or both, and the
Contract shall accordingly should be amended. Any claims by the Supplier/ Bidder for adjustment
under this clause must be asserted within thirty (30) days from the date of the Supplier’s/ Bidder’s
receipt of the Purchaser’s change order.
c) Prices to be charged by the Supplier/ Bidder for any Related Services that might be needed but
which were not included in the Contract shall be agreed upon in advance by the parties and shall
not exceed the prevailing rates charged to other parties by the Supplier/ Bidder for similar
services.
34. Termination
a. Termination for Default
ii. The tender sanctioning authority of RISL may, without prejudice to any other remedy for
breach of contract, by written notice of default sent to the contractor, terminate the contract in
whole or in part: -
a. If the SI fails to deliver any or all quantities of the service within the time period specified
in the contract, or any extension thereof granted by RISL; or
b. If the SI fails to perform any other obligation under the contract within the specified period
of delivery of service or any extension granted thereof; or
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c. If the SI, in the judgement of the Procuring Authority has engaged in corrupt, fraudulent,
collusive, or coercive practices in competing for or in executing the contract.
d. If the SI commits breach of any condition of the contract.
iii. If RISL terminates the contract in whole or in part, it may take recourse to any or more of the
following actions: -
a. Amount of performance security deposit may be forfeited.
iv. Before cancelling a contract and taking further action, advice of senior most finance person
available in the office and of legal adviser or legal assistant posted in the office, if there is
one, may be obtained.
b. Termination for Insolvency
RISL may at any time terminate the Contract by giving Notice to the Supplier if the Supplier
becomes bankrupt or otherwise insolvent. In such event, termination will be without compensation
to the Supplier, provided that such termination will not prejudice or affect any right of action or
remedy that has accrued or will accrue thereafter to RISL.
c. Termination for Convenience
i. RISL, by Notice sent to the Supplier, may terminate the Contract, in whole or in part, at any
time for its convenience. The Notice of termination shall specify that termination is for the
Purchaser’s convenience, the extent to which performance of the Supplier under the Contract
is terminated, and the date upon which such termination becomes effective.
ii. Depending on merits of the case the SI may be appropriately compensated on mutually
agreed terms for the loss incurred by the contract if any due to such termination.
iii. The Goods that are complete and ready for shipment within twenty-eight (28) days after the
Supplier’s receipt of the Notice of termination shall be accepted by the Purchaser at the
Contract terms and prices. For the remaining Goods, the Purchaser may elect:
a. To have any portion completed and delivered at the Contract terms and prices; and/or
b. To cancel the remainder and pay to the Supplier an agreed amount for partially
completed Goods and Related Services and for materials and parts previously procured
by the Supplier.
35. Settlement of Disputes
a) General: If any dispute arises between the SI / contractor / supplier and RISL during the
execution of a contract that should be amicably settled by mutual discussions. However, if the
dispute is not settled by mutual discussions, a written representation will be obtained from the
contractor on the points of dispute. The representation so received shall be examined by the
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concerned Procurement Committee which sanctioned the tender. The Procurement Committee
may take legal advice of a counsel and then examine the representation. The contractor will also
be given an opportunity of being heard. The Committee will take a decision on the representation
and convey it in writing to the contractor.
b) Standing Committee for Settlement of Disputes: If a question, difference or objection arises in
connection with or out of the contract agreement or the meaning of operation of any part, thereof
or the rights, duties or liabilities of either party have not been settled by mutual discussions or the
decision of tender sanctioning Procurement Committee, it shall be referred to the empowered
standing committee constituted by Chaiman, RISL for decision.
c) Procedure for reference to the Standing Committee: The contractor shall present his
representation to the Managing Director, RISL along with a fee equal to two percent of the
amount of dispute, not exceeding Rupees One lakh, within one month from the date of
communication of decision of the tender sanctioning Procurement Committee. The officer-in-
charge of the project who was responsible for taking delivery of the goods and/ or service from
the contractor shall prepare a reply of representation and shall represent the RISL’s stand before
the standing committee. From the side of the contractor, the claim case may be presented by
himself or through a lawyer. After hearing both the parties, the standing committee shall
announce its decision which shall be final and binding both on the contractor and RISL. The
standing committee, if it so decides, may refer the matter to the Board of Directors of RISL for
further decision.
d) Legal Jurisdiction: All legal proceedings arising out of any dispute between both the parties
regarding a contract shall be settled by a competent court having jurisdiction over the place,
where agreement has been executed and by no other court, after decision of the standing
committee for settlement of disputes.
B) Payment Terms and Schedule
36. Terms of Payment
a) The supplier’s/ selected bidder’s request for payment shall be made to the RISL in writing,
accompanied by invoices describing, as appropriate, the goods delivered and related services
performed, and by the required documents submitted pursuant to general conditions of the
contract and upon fulfilment of all the obligations stipulated in the contract.
b) Subject to the performance as per SLA, payments shall be made promptly by the RISL, generally
within thirty (30) days after submission of an invoice or request for payment by the supplier/
selected bidder, and the RHB has accepted it.
c) The currency or currencies in which payments shall be made to the supplier/ selected bidder
under this Contract shall be Indian Rupees (INR) only.
d) All remittance charges will be borne by the supplier/ selected bidder.
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e) In case of disputed items, the amount shall be withheld and will be paid only after settlement of
the dispute.
f) Payment in case of those goods which need testing shall be made only when such tests have
been carried out, test results received conforming to the prescribed specification.
g) Advance Payments will not be made.
h) Payments to the selected bidder, after successful completion of the target milestones (including
specified project deliverables), would be made as under: -
Submission of SRS Software Requirement Specifications (SRS)
Phase -1
15 % of CAPEX for RHBMS Software Application (S No 1-6 Table A7 of Fin. Bid)
SRS Acceptance Letter / SRS Sign-off
Development of Web Portal & RHBMS Application S/w (Para 4.2.1 c to 4.2.1 g
System Design Document (SDD)
60% of the COTS and other software CAPEX (Table A1 part –II )
and
55 % of CAPEX for RHBMS Application S/w (Table A7 of Fin. Bid)
The above payment schedule will apply on respective phases independently. i.e. 55% of Phase-I, Phase-II, Phase-III, Phase-IV, Phase V & Phase VI on event of completion.
UAT Acceptance Letter/UAT Sign off
Item Delivery, installation and commissioning reports for RSDC Stack as proposed by the bidder in bid.
Deployment of RHBMS application software and web portal on staging server
(SI’s may host application on private server & provide access to RISL/RHB through Public IP over internet)
Testing Methodology including test cases and test plan and Test Results
PAT Sign off (Partial
Acceptance Test of
RHBMS application)
Installation of COTS solution RSDC, inclusive of PORTAL, DMS and workflow tools
Final Deployment of RHBMS application software and web portal on production server and integration with Email solution, SMS gateway and payment gateway
UAT Sign off of web portal and application Software
Handing over of Source code and Server and client edition user based licenses in the name of the purchaser for the various middleware/ Portal/ and third party tools used by the bidder to run the application.
Site Preparation, Procurement, Installation and commissioning of IT & Non IT infrastructure all project locations as per BoM annexure -2 and (Para 4.2.2 of SoW)
Item Delivery, installation and commissioning reports with specification of from RSDC in line with proposed hardware stack
65% of the CAPEX (Table A1 Part-I of Fin. Bid) for RHB HO Office
Commissioning Certificate for RSDC
Item Delivery, installation and commissioning reports with specification of from RHB HO
65% of the CAPEX (Table A2 of Fin. Bid) for RHB HO Office
Commissioning Certificate for RHB HQ
Item Delivery, installation and commissioning reports with specification of each item (from each location) at 9 Circle offices
65% of the CAPEX (Table A3 of Fin. Bid) for RHB Circle Office
Commissioning Certificate for 9 circle offices
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Item Delivery, installation and commissioning reports with specification of each item (from each location) at 12 Independent Division offices
65% of the CAPEX ( Table A4 of Fin. Bid) for RHB Independent Division Office
Commissioning Certificate for 12 RHB Independent Division Office
Item Delivery, installation and commissioning reports with specification of each item (from each location) at 26 RHB Division Office
65% of the CAPEX ( Table A5 of Fin. Bid) for RHB Division Office
Commissioning Certificate for 26 RHB Division Office
Item Delivery, installation and commissioning reports with specification of each item (from each location) at 5 Cash Collection Centres
65% of the CAPEX ( Table A6 of Fin. Bid) for 5 Cash Collection Centres
Commissioning Certificate for 5 Cash Collection Centres
Installation Manuals 20% of the COTS and other software CAPEX (Table A1 part –II )
20 % of CAPEX for RHBMS Application S/w (Table A6 of Fin. Bid)
The above payment schedule will apply on respective phases independently. i.e. 20% of Phase-I, Phase-II, Phase-III, Phase-IV, Phase-V, Phase VI on event of completion.
and
Final Acceptance from RISL/RHB
User manual (Role wise) with visual help kits
FAT (Final acceptance test )
Acceptance of Successfully Roll Out (Successfully rollout of Web portal & RHBMS
Monthly compliance report on compliant registers and bugs fixing
Remaining 10% CAPEX for Web portal &
20% of the COTS and other software CAPEX (Table A1 part –II )
Acceptance letter for successful Rollout
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application S/W for period of minimum 6 months for first phase and 2 months for each of subsequent phases (Acceptance for successful performance from RHB/RISL)
Post –Go live
RHBMS Application S/w (table A6 of Fin. Bid) shall be paid after successful go live (
The above payment schedule will apply on respective phases independently. i.e. 10% of Phase-I, Phase-II, Phase-III, Phase-IV, Phase V, Phase VI on event of completion.
FMS During O&M Successful completion of O&M Activities and submission of associated deliverables every quarter during the O&M Phase of the project.
Manpower Supply for period of 4 years at RHB HQ as per requirement mentioned in SoW (operation & maintenance) to manage services
6.25% of the total OPEX for FMS for 16 quarters i.e. 4 Years (SN 1 Table B1 of Financial Bid)
Approval in line with SLA from Purchaser on Successful completion of O&M Activities and submission of associated deliverables every quarter during the O&M Phase of the project.
Helpdesk for the technical & functional scope
MIS reports as per SOW (S No 1 to 8 Para 4.2.5.4) Operation & maintenance
Manpower Supply for period of 1 years at 9 circle office of RHB as per requirement mentioned in SoW (operation & maintenance) to manage services
25% of the total OPEX for FMS per quarter for 4 quarters i.e. 1 Years (SN 2 Table B1 of Financial Bid)
OEM Support & software support RHBMS Application S/W
Successfully Completion activities related to maintenance
MIS reports as per ( S No 14 & 15 Para 4.2.6.5) O&M
Supply of yearly license Comprehensive OEM support through (Phone & Online) for all third party tools/COTS used by SI to
6.25% of the total OPEX for Website and Application S/w per quarter for 16 quarters i.e. 4 Years (SN 4 Table B1 of Financial Bid)
Successfully Completion activities related to maintenance of web portal & application S/w , defined in SoW section (para 4.2.6.4)
Upon Receipt of OEM licence (yearly) for each
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of web portal & application S/w , defined in SoW section (para 4.2.7.4)
run RHBMS application software
The above mentioned license shall be applicable for respective phases only
The above payment schedule will apply on respective phases independently. i.e. 6.25% of Phase-I, Phase-II, Phase-III, Phase-IV on event of completion.
phase by the purchaser
(ii) Infrastructure
Infrastructure & Hardware Maintenance supplied at all project locations
Successfully Completion activities related to Hardware maintenance supplied at project location defined in SoW section (Para 4.2.5)
During O&M period of 4 years for maintenance of hardware supplied
Quarterly Compliance Report on hardware complaints registered and solved to the hardware at RSDC
MIS reports as per ( S No 9 Para 4.2.5.4) O&M
Remaining 35% CAPEX of (Table A1-Part-I of Fin. Bid) shall be paid in 16 equal quarterly instalments during the O&M phase of the project i.e. 2.1875% per Quarter
Approval in line with SLA from Purchaser on Successfully Completion activities related to Hardware maintenance supplied at RSDC as defined in SoW section 4.2.5
Quarterly Compliance Report on hardware complaints registered and solved to the hardware at RHB HO
MIS reports as per ( S No 9 Para 4.2.5.4) O&M
Remaining 35% CAPEX of (Table A2 of Fin. Bid) shall be paid in 16 equal quarterly instalments during the O&M phase of the project i.e. 2.1875% per Quarter
Approval in line with SLA from Purchaser on Successfully Completion activities related to Hardware maintenance supplied at RHB HO as defined in SoW section 4.2.5
Quarterly Compliance Report on hardware complaints registered and solved to the hardware at Circle Offices
MIS reports as per ( S No 10 Para 4.2.5.4) O&M
Remaining 35% CAPEX of (Table A3 of Fin. Bid) shall be paid in 16 equal quarterly instalments during the O&M phase of the project i.e. 2.1875% per Quarter
Approval in line with SLA from Purchaser on Successfully Completion activities related to Hardware maintenance supplied at RHB Circle Office as defined in SoW section 4.2.5
Quarterly Compliance Report on hardware complaints registered and solved to the hardware at independent division offices
MIS reports as per ( S No 11 Para 4.2.5.4) O&M
Remaining 35% CAPEX of (Table A4 of Fin. Bid) shall be paid in 16 equal quarterly instalments during the O&M phase of the project i.e. 2.1875% per Quarter
Approval in line with SLA from Purchaser on Successfully Completion activities related to Hardware maintenance supplied at RHB IDO as defined in SoW section 4.2.5
Quarterly Compliance Report for hardware complaints registered and resolved at Division offices
Remaining 35% CAPEX of (Table A5 of Fin. Bid) shall be paid in 16 equal quarterly instalments during the O&M phase
Approval in line with SLA from Purchaser on Successfully Completion activities related to Hardware maintenance
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MIS reports as per ( S No 12Para 4.2.5.4) O&M
of the project i.e. 2.1875% per Quarter
supplied at RHB DO as defined in SoW section 4.2.5
Quarterly Compliance Report for hardware complaints registered and resolved at cash collection centre
MIS reports as per ( S No 13 Para 4.2.5.4) O&M
Remaining 35% CAPEX of (Table A6 of Fin. Bid) shall be paid in 16 equal quarterly instalments during the O&M phase of the project i.e. 2.1875% per Quarter
Approval in line with SLA from Purchaser on Successfully Completion activities related to Hardware maintenance supplied at RHB CCC as defined in SoW section 4.2.5
a) Any penalties/ liquidated damages, as applicable, for delay and non-performance, as per the
criterion mentioned in this bidding document, will be deducted from the payments for the
respective milestones.
b) The selected bidder must obtain an NOC for all the kind of deliverables as mentioned in this
bidding document from the designated nodal officer/ authority before raising the Bill/ Invoice for
the successful completion of the respective milestone.
c) All work contract tax, service tax and income tax, etc., as applicable, will be deducted at source
as per the prevalent rules & regulations at the time of making payments to the selected bidder.
C) Special Conditions of the Bid
37. Acceptance Testing and Certification
a) The primary goal of Acceptance Testing and Certification is to ensure that the Project (including all
the project components as discussed in the scope of work) meets requirements, standards,
specifications and performance, by ensuring that the following are associated with clear, quantifiable
metrics for accountability:
Functional requirements
Infrastructure (Hardware and Network) Compliance Review
Availability of the project Services in the defined locations
Performance
Security
Manageability
SLA Reporting System
Project Documentation (Design, development, configuration, training and administration manuals
etc)
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Data Quality Review
b) As part of Acceptance testing, performed through a third party agency, the procurement agency shall
review all aspects of project development and implementation covering software, hardware and
networking including the processes relating to the design of solution architecture, design of systems
and sub-systems, coding, testing, business process description, documentation, version control,
change management, security, service oriented architecture, performance in relation to defined
requirements, interoperability, scalability, availability and compliance with all the technical and
functional requirements of the RFP and the agreement.
c) The procedures and parameters for testing will be laid down by the Third Party Agency after approval
from procurement agency; the solution deployed by the vendor has to satisfy third party acceptance
testing upon which the system shall go-live, subject to procurement agency approval.
d) The procurement agency will establish appropriate processes for notifying the selected vendor of any
shortcomings from defined requirements at the earliest instance after noticing the same to enable the
selected vendor to take corrective action. All gaps identified shall be addressed by the vendor
immediately prior to Go-live of the solution. It is the responsibility of the selected Bidder to take any
corrective action required to remove all shortcomings, before the roll out of the project.
e) It is to be noted that the involvement of the third party for acceptance testing and certification, RISL
not absolve the vendor of his responsibilities to meet all SLAs as laid out in this RFP document.
f) It is to be noted that the procurement agency may get the solution audited through a Third Party
before Go-Live and periodically after Go-Live in order to ensure the success of the project. Such
third-party agency for carrying out the acceptance testing and certification of the entire solution will be
nominated by the Department.
g) Following discusses the acceptance criteria to be adopted for the project as mentioned above. The
list below is indicative and the activities will include but not be limited to the following:
Functional Requirements Review: The solution developed/customized by selected Bidder shall
be reviewed and verified by the agency against the Functional Requirements signed-off between
the procurement agency and the selected Bidder. All gaps, identified shall be addressed by the
vendor immediately prior to Go-live of the solution. One of the key inputs for this testing shall be
the traceability matrix to be developed by the vendor for the solution. Apart from Traceability
Matrix, agency may develop its own testing plans for validation of compliance of system against
the defined requirements. The acceptance testing w.r.t. the functional requirements shall be
performed by independent third party agency (external audit) as well as the select internal
department users (User Acceptance Testing) and system has to satisfy both third party
acceptance testing and internal user acceptance testing, upon which the system shall go-live. For
conducting the User Acceptance Testing, the procurement agency shall identify the employees
from respective regions, who shall be responsible for day-to-day operations of the functions
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automated through the project. The system, during the functional requirements review, shall
necessarily satisfy the user acceptance testing process.
Infrastructure Compliance Review : Third party agency shall perform the Infrastructure
Compliance Review to verify the conformity of the Infrastructure (both IT, non IT as well as
Network infrastructure) supplied by the selected Bidder against the requirements and
specifications provided in the RFP and/or as proposed in the proposal submitted by the selected
Bidder. Compliance review shall not absolve the vendor from ensuring that proposed
infrastructure meets the SLA requirements.
Security Review: The software developed/customized shall be audited by the agency from a
security and controls perspective. Such audit shall also include the IT infrastructure and network
deployed for the project. Following are the broad activities to be performed by the Agency as part
of Security Review. The security review shall subject the solution to the following activities.
o Audit of Network, Server and Application security mechanisms
o Assessment of authentication mechanism provided in the application /components/modules
o Assessment of data encryption mechanisms implemented for the solution
o Assessment of data access privileges, retention periods and archival mechanisms protected.
o Server and Application security features incorporated etc.
o Application Security mechanisms should be accessed in compliance with the IT Act
2000,2008 Amendment and IT rules 2011, such that it maintains data/information Integrity,
Confidentiality, Non-repudiation.
o Audit of Security mechanisms so that they are in compliance with the latest Guidelines by
Controller of Certifying authority (CCA),IT Act, ISO27001.
o Gap assessment of certain controls like say ISO 27001 and section 43, 47, 66, 69, 79, 84
and 87 of IT ACT amendment 2008 and decide how the sensitive data from a data centric
stand point is to be protected.
Performance: Performance is another key requirement for the project and the agency shall
review the performance of the deployed solution against certain key parameters defined in SLA.
Such parameters include request-response time, work-flow processing time, concurrent sessions
supported by the system etc, Disaster Recovery drill etc. The performance review also includes
verification of scalability provisioned in the solution for catering to the project requirements.
Availability: The solution should be designed to remove all single point failures. Appropriate
redundancy shall be built into all the critical components to provide the ability to recover from
failures. The agency shall perform various tests including network, server, security, DC/DR fail-
over tests to verify the availability of the services in case of component/location failures. The
agency shall also verify the availability of the project services to all the users in the defined
locations.
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Manageability Review: The agency shall verify the manageability of the solution and its
supporting infrastructure deployed using the Enterprise Management System (EMS) proposed by
the selected Bidder. The manageability requirements include requirements such as remote
monitoring, administration, configuration, inventory management, fault identification etc.
SLA Reporting System: The selected Bidder shall design, implement/customize the Enterprise
Management System (EMS) and shall develop any additional tools required to monitor the
performance indicators listed as per the SLAs mentioned the RFP. The Acceptance Testing and
Certification agency shall verify the accuracy and completeness of the information captured by
the SLA monitoring system implemented by the vendor and shall certify the same. The EMS
deployed for the project, based on SLAs, shall be configured by the selected Bidder to calculate
the payment to be paid by the department after deducting the necessary penalties.
Project Documentation: The Agency shall review the project documents developed by the
selected Bidder including requirements, design, source code, installation, training and
administration manuals, version control etc.
Any issues/gaps identified by the Agency, in any of the above areas, shall be addressed to the
complete satisfaction of the Department.
Data Quality: The Agency shall perform the Data Quality Assessment for the Data digitized by
selected Bidder and the data migrated by the vendor to the new system. The errors/gaps
identified during the Data Quality Assessment shall be addressed by the vendor before moving
the data into production environment, which is a key mile stone for Go-live of the solution.
38. Service Level Standards/ Requirements/ Agreement
Service level Agreement - SLA defines the terms of the successful bidder’s responsibility in ensuring the
performance of the hardware, software & other equipments supplied for RHBMS project based on the
agreed performance indicators as detailed in the agreement. This defines various Service Levels for
various components of the project, which shall be considered in the Service Level Agreement with SI. The
service level agreement has been given at Annexure – 17
The proposed SLA are indicative and subjected to be changed after review by the project steering
committee.
39. Change Requests/ Management
i. RHB through RISL may at any time, by a written order given to the selected bidder, make
changes within the general scope of the Agreement in any one or more of the following: -
Designs, specifications, requirements which software or service to be provided under
the Agreement are to be specifically developed and rendered for the RHB.
The method of deployment, shipping or packing.
Schedule for Installation Acceptance.
The place of delivery and/or the services to be provided by the selected bidder.
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ii. The change request/ management procedure will follow the following steps: -
Identification and documentation of the need for the change - The information related
to initiator, initiation date and details of change required and priority of the change will
be documented by RHB/ RISL.
Analysis and evaluation of the Change Request - Impact of the change in terms of
the estimated effort, changed schedule, cost and the items impacted will be analyzed
and documented by the selected bidder.
Approval or disapproval of the change request – RHB/ RISL will approve or
disapprove the change requested including the additional payments for software
development, quoted man-month rate shall be used for cost estimation, efforts of all
database architecture etc shall be taken into account for total man-month estimation
to carry out the s/w development resulting from the change request. For all technical
resources irrespective of their experience and specialisation, the quoted man-month
rate shall be used. Efforts of support staff shall not be taken into consideration for this
purpose.
Implementation of the change – The change will be implemented in accordance to
the agreed cost, effort, and schedule by the selected bidder.
Verification of the change - The change will be verified by the RHB/ RISL on
implementation of the change request.
iii. All changes outside the scope of supplies agreed to herein which may have likely financial
implications in terms of the overall cost/ time of the project shall be undertaken by SI only
after securing the express consent of the RHB/ RISL. In the event that the consent of RHB/
RISL is not received then the change will not be carried out.
iv. While approving any change request, if required, RISL/ RHB may ask the selected bidder to
deploy the required resources on-site.
v. If any such change outside the scope of supplies agreed to herein causes an increase or
decrease in cost of, or the time required for, firm’s performance of any provisions under the
Agreement, equitable adjustments shall be made in the Agreement Price or Delivery
Schedule, or both, and the Agreement shall accordingly be amended. Any claims by firm for
adjustment under this must be asserted within 30 (thirty) days from the date of SI receiving
the RISL change order which shall not be unreasonably withheld or delayed.
D) Exit Management
Preamble
I. The word ‘parties’ include the tendering authority and the selected bidder.
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II. This Schedule sets out the provisions, which will apply on expiry or termination of the
Project Implementation and Operations and Management of SLA.
III. In the case of termination of the Project Implementation and/ or Operation and
Management SLA due to illegality, the Parties shall agree at that time whether, and if so
during what period, the provisions of this Schedule shall apply.
IV. The Parties shall ensure that their respective associated entities carry out their respective
obligations set out in this Exit Management Schedule.
Transfer of Assets
I. The selected bidder may continue work on the assets for the duration of the exit
management period which may be a six months period from the date of expiry or
termination of the agreement, if required by RISL / RHB to do so. During this period the
selected bidder will transfer all the assets in good working condition and as per the
specifications of the bid document including the ones being upgraded to the department/
designated agency. The security deposit/ performance security submitted by selected
bidder will only be returned after the successful transfer of the entire project including its
infrastructure.
II. The selected bidder will transfer all the Software Licenses under the name of the
department as desired by the tendering authority during the exit management period.
III. RHB / RISL during the project implementation phase and the operation and management
phase shall be entitled to serve notice in writing to the selected bidder at any time during
the exit management period requiring the selected bidder to provide RHB / RISL or its
nominated agencies with a complete and up-to-date list of the assets within 30 days of
such notice.
IV. Upon service of a notice, as mentioned above, the following provisions shall apply:
a. In the event, if the assets which to be transferred to RHB / RISL mortgaged to any
financial institutions by the selected bidder, the selected bidder shall ensure that all such
liens and liabilities have been cleared beyond any doubt, prior to such transfer. All
documents regarding the discharge of such lien and liabilities shall be furnished to RHB /
RISL or its nominated agencies.
b. All title of the assets to be transferred to RHB / RISL or its nominated agencies pursuant
to clause(s) above shall be transferred on the last day of the exit management period. All
expenses occurred during transfer of assets shall be borne by the selected bidder.
c. That on the expiry of this clause, the selected bidder and any individual assigned for the
performance of the services under this clause shall handover or cause to be handed over
all confidential information and all other related material in its possession, including the
entire established infrastructure supplied by selected bidder to RISL / RHB.
d. That the products and technology delivered to RISL /RHB during the contract term or on
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expiry of the contract duration should not be sold or re-used or copied or transferred by
selected bidder to other locations apart from the locations mentioned in the this bid
document without prior written notice and approval of RHB and RISL. Supplied hardware,
software & documents etc., used by selected bidder for RHB / RISL shall be the legal
properties of RHB / RISL.
Cooperation and Provision of Information
I. During the exit management period-
a. The selected bidder will allow RISL / RHB or its nominated agencies access to the
information reasonably required to define the current mode of operation associated with
the provision of the services to enable RHB / RISL or its nominated agencies to assess
the existing services being delivered.
b. The selected bidder shall provide access to copies of all information held or controlled by
them which they have prepared or maintained in accordance with the Project
Implementation, the Operation and Management SLA and SOWs relating to any material
aspect of the services provided by the selected bidder. RISL / RHB or its nominated
agencies shall be entitled to copy all such information comprising of details pertaining to
the services rendered and other performance data. The selected bidder shall permit RISL
/ RHB or its nominated agencies and/ or any Replacement Operator to have reasonable
access to its employees and facilities as reasonably required by RISL / RHB or its
nominated agencies to understand the methods of delivery of the services employed by
the selected bidder and to assist appropriate knowledge transfer.
Confidential Information, Security and Data
I. The selected bidder will promptly on the commencement of the exit management period
supply to RISL / RHB or its nominated agencies the following:
a. Documentation relating to Intellectual Property Rights;
b. Project related data and confidential information;
c. All current and updated data as is reasonably required for purposes of RISL / RHB or its
nominated agencies transitioning the services to its replacement selected bidder in a
readily available format nominated by RISL / RHB or its nominated agencies; and
d. All other information (including but not limited to documents, records and agreements)
relating to the services reasonably necessary to enable RISL / RHB or its nominated
agencies, or its replacement operator to carry out due diligence in order to transition the
provision of the services to RISL / RHB or its nominated agencies, or its replacement
operator (as the case may be).
e. Before the expiry of the exit management period, the selected bidder shall deliver to RISL
/ RHB or its nominated agencies all new or up-dated materials from the categories set out
above and shall not retain any copies thereof, except that the selected bidder shall be
permitted to retain one copy of such materials for archival purposes only.
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Transfer of certain agreements
I. On request by Tendering Authority or its nominated agencies, the selected bidder shall
effect such assignments, transfers, innovations, licenses and sub-licenses as Tendering
authority or its nominated agencies may require in favour of tendering authority or its
nominated agencies, or its Replacement Operator in relation to any equipment lease,
maintenance or service provision agreement between selected bidder and third party
leasers, operators, or Operator, and which are related to the services and reasonably
necessary for carrying out of the replacement services by RISL / RHB or its nominated
agencies, or its replacement Operator.
II. Right of Access to Premises: At any time during the exit management period and for
such period of time following termination or expiry of the SLA, where assets are located
at the selected bidder’s premises, the selected bidder will be obliged to give reasonable
rights of access to (or, in the case of assets located on a third party's premises, procure
reasonable rights of access to RISL / RHB or its nominated agencies, and/ or any
replacement operator in order to inventory the assets.
General Obligations of the selected bidder
I. The selected bidder shall provide all such information as may reasonably be necessary to
effect as seamless during handover as practicable in the circumstances to RISL / RHB or
its nominated agencies or its replacement operator and which the operator has in its
possession or control at any time during the exit management period.
II. The selected bidder shall commit adequate resources to comply with its obligations under
this Exit Management Clause.
Exit Management Plan
I. The selected bidder shall provide RISL / RHB or its nominated agencies with a
recommended exit management plan ("Exit Management Plan") which shall deal with at
least the following aspects of exit management in relation to the SLA as a whole and in
relation to the Project Implementation, the Operation and Management SLA and SOWs.
II. A detailed program of the transfer process that could be used in conjunction with a
replacement operator including details of the means to be used to ensure continuing
provision of the services throughout the transfer process or until the cessation of the
services and of the management structure to be used during the transfer; and
III. Plans for the communication with such of the selected bidder's, staff, suppliers,
customers and any related third party as are necessary to avoid any material detrimental
impact on RISL / RHB operations as a result of undertaking the transfer; and
IV. If applicable, proposed arrangements and Plans for provision of contingent support in
terms of business continuance and hand holding during the transition period, to RISL /
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RHB or its nominated agencies, and Replacement Operator for a reasonable period, so
that the services provided continue and do not come to a halt.
V. The Bidder shall re-draft the Exit Management Plan annually after signing of contract to
ensure that it is kept relevant and up to date.
VI. Each Exit Management Plan shall be presented by the selected bidder to and approved
by RHB / RISL or its nominated agencies.
VII. In the event of termination or expiry of SLA, Project Implementation, Operation and
Management SLA or SOWs each party shall comply with the Exit Management Plan.
VIII. During the exit management period, the selected bidder shall use its best efforts to
deliver the services.
IX. Payments during the Exit Management period shall be made in accordance with the
Terms of Payment Clause.
X. It would be the responsibility of the selected bidder to support new operator during the
transition period.
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7. Annexure
7.1. Annexure- 1 – Functional Requirement (Attached As Per Volume-II )
7.2. ANNEXURE 2 – BILL OF MATERIAL (BOM)
1. Following are minimum and indicative requirements. The bidder is expected to provide complete
list of Bill of Materials proposed to fulfil the stated requirements in the RFP.
2. The bidder may propose any additional components that are deemed necessary for providing the
solution as a whole.
3. The bidder will be required to study the existing IT Infrastructure available at RSDC for seamless
integration and accordingly propose the hardware.
4. The bidder is expected to size the solution to meet the expected performance levels.
5. The bidder should propose the bill of material such that the same technology, make, model,
family of products are implemented at all sites. The bidder should ensure standardization at unit
building blocks. It is expected that the bidder will design the overall solution such that the variety
of server models in the entire architecture is minimized in order to improve the management of
the overall solution and scope of future expandability.
6. The bidder should offer latest and proven technologies that are available for items. All hardware
and software provided by the bidder should be new and not purchased more than two months
prior to the supply to RHB/RISL.
7. The power supplies, cables/connectors for all servers / equipments should be for Indian power
specifications of voltage, frequency and phasing.
8. The bidder has to propose hardware to meet all the minimum performance and SLA requirements
and accordingly propose the solution.
BILL OF MATERIALS
Location – RSDC, Jaipur
S. No. Name of item No. of units
1. Web Server (Inclusive of Operating System) It will be decided by the
bidder as per the requirement of SLA
compliance
2. Application Server (Inclusive of Operating System)
3. Database Server (Inclusive of Operating System)
4. Blade Chassis
5. Server Load balancer (24 Ports)
6. Access Switch (24 Port)
7. COTS Solution requires for customisation, configuration and integration of application
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modules
8. Database Software Inclusive of database tools requires for database security, hi availability cluster, reporting etc. (Server edition and client edition ) Proc or CAL base (As applicable)
9. System Software COTS – requires for Portal Development (Server edition and client edition plus external connector for unlimited users )
10. Document Repository management tool
11. Workflow Configuration & Management tool
12. Antivirus Server and Client Edition Server Edition for the proposed Web Server, Application Server and Database Server.
Location – Head Office, Jaipur
S.No. Name of item No. of units
Technical Specification
Ref
13. Desktop (including Anti-Virus + Business Productivity Suite)
8. Monitor 47 cm (18.5 inch)or larger TFT/LED Digital Color Monitor TCO-05 certified.
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S.
No. Parameter
Minimum Specifications Suggested
Specification Proposed by Bidder
Compliance Y/N
9. Bays 3 Nos. or above.
10. Keyboard OEM Mechanical Keyboard with 104 keys
11. Mouse Optical with USB interface.
12. Optical Device
DVD RW (Min. 16x) or higher
13. Cabinet Micro ATX
14. Ports 6 USB Ports (with at least 2 in front), 1 Serial audio port for microphone and headphone in front.
15. Network Features
10/100/1000 on board integrated Network Port with remote booting facility remote system installation, remote wake up.
16. Multimedia Integrated Audio and Graphic Controller
17. Power Management
ACPI (Advanced Configuration and Power Management Interface)
18. Operating System
Genuine latest Windows 7 professional SP1 (64 Bits) preloaded with Media and Documentation and Certificate of Authenticity
19. Office Suite Open office / Libre office
20. Antivirus Pre-installed & Norton/McAfee/ Kasper sky/tend micro /quick heal,, Internet security and Antivirus Software latest Version with 3 years subscription
21. Warranty Period
Minimum 3 Years (Comprehensive Onsite)
2. L2 Switch (48 Port) Manageable
S.
No Parameter
Minimum Specifications Suggested
Specification proposed by Bidder
Compliance Y/N
1 Interface 10/100/1000 BASE-TX Ports : 48 : Combo 10/100/1000 BASE-T/SFP : Minimum 2 : RS 232 Console Port/RJ45 serial console port : Gigabit &100 BASE-FX Fiber Support on SFP
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S.
No Parameter
Minimum Specifications Suggested
Specification proposed by Bidder
Compliance Y/N
2 Performance Switch Capacity : 96 Gbps or more with non blocking architecture: 64-Byte Packet Forwarding Rate: 65 Mpps or More
3 Layer-2 Features
IGMP Snooping v1,v2 (Upto 256 groups),IGMPV3 IGMP Snooping Fast leave 802.1D Spanning Tree 802.1w Rapid Spanning Tree 802.1s Multiple Spanning Trees 802.3x & Back-Pressure 802.3ad Link Aggregation (8 or More Ports per group/6 or more groups per device)
4 VLAN Port mirroring ( One to One, Many to One ) : Standard : 802.1Q VLAN IDs: 4K Dynamic VLAN groups : 128 or higher GVRP/MVRP/Equivalent
5 Quality of Services
802.1p Priority Queues standard Number of 802.1p priority Queues: 4 Queues Support WRR/Strict mode Packet classification based on : Switch Port VLAN ID TCP/UPD Port number MAC address IPv4 +IPV6 802.1p Priority TOS DSCP User defined Packet Content
6 Access Control List (Max 256 Profiles/Rules)
Multi-Layer ACL based on : Switch Port VLAN ID 802.1p Priority MAC address IPv4 DSCP Protocol type TCP/UPD Port number User defined Packet Content
7 Network Access/Security
RADIUS/TACACS+ Authentication for Management Access RADIUS Accounting for Management Access Port security (max.16MAC entries per port) 802.1X Port-based Access
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S.
No Parameter
Minimum Specifications Suggested
Specification proposed by Bidder
Compliance Y/N
Control 802.1X MAC-based Access Control 802.1X Guest VLAN SSH v1, v2/ SSL v3 Traffic Segmentation Broadcast Storm Control
8 Management Single IP Management Web-based GUI CLI ( Command Line Interface ) Telnet client TFTP client SNMP v1,v2c, v3 Support for RMON 1/2 group as and when required BOOTP/DHCP Client SNTP or NTP SYSLOG Dual image or fireware upgrade through TFTP /FTP server Port description Web GUI traffic/CPU Monitoring SNMP trap on MAC notification DHCP Auto Configuration DHCP relay option 82 SMTP client ( e-mail notification )externally/ Internally
1 Interface 10/100/1000 BASE-TX Ports : 10 Combo 10/100/1000 BASE-T/SFP : 2 RS 232 Console Port/RJ45 serial console port
2 Performance Switch Capacity : 48 Gbps or more with non blocking architecture 64-Byte Packet Forwarding Rate: 34.8 Mpps or more MAC Address Table Size : 8k
3 Layer-2 Features
IGMP Snooping v1,v2 (Up to 256 groups),IGMPV3 IGMP Snooping Fast leave 802.1D Spanning Tree 802.1w Rapid Spanning Tree 802.1s Multiple Spanning Trees 802.3x & Back-Pressure 802.3ad Link Aggregation (8Ports per group/6 groups per device) Should support Spanning Tree Fast Forward | BPDU Filtering | BPDU Guard | BPDU Forward | BPDU Transparent | Loopback Detection | Auto Edge Port
4 VLAN Port mirroring ( One to One, Many to One ) Standard : 802.1Q VLAN IDs: 4K Dynamic VLAN groups : 128 or higher GVRP/MVRP/Equivalent
5 Quality of Services
802.1p Priority Queues standard Number of 802.1p priority Queues: 4 Queues Support WRR/Strict mode Packet classification based on Switch Port VLAN ID TCP/UPD Port number MAC address IPv4 +IPV6 802.1p Priority TOS DSCP User defined Packet Content
6 Access Control List (Max 256 Profiles/Rules)
Multi-Layer ACL based on : Switch Port VLAN ID 802.1p Priority MAC address IPv4 DSCP
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S.
No Parameter
Minimum Specifications Suggested
Specification Proposed by Bidder
Compliance Y/N
Protocol type TCP/UPD Port number User defined Packet Content
7 Network Access/Security
RADIUS/TACACS+ Authentication for Management Access RADIUS Accounting for Management Access Port security (max.16MAC entries per port) 802.1X Port-based Access Control 802.1X MAC-based Access Control 802.1X Guest VLAN SSH v1, v2/ SSL v3 Traffic Segmentation Broadcast Storm Control
8 Management Web-based GUI CLI ( Command Line Interface ) Telnet client TFTP client SNMP v1,v2c, v3 Support for RMON 1/2 group as and when required BOOTP/DHCP Client SNTP or NTP SYSLOG Dual image or fireware upgrade through TFTP /FTP server Port description Web GUI traffic/CPU Monitoring SNMP trap on MAC notification DHCP Auto Configuration DHCP relay option 82 SMTP client ( e-mail notification )externally/ Internally
white copying, color scanning, black-and-white faxing
2. Print speed >= 25 ppm
3. Memory 64 MB
4. Duty cycle (monthly, A4)
>= 8000
5. Print quality (black, normal quality)
Up to 600 x 600 dpi
6. Duplex print options
Automatic
7. Copy speed (black, draft quality, A4)
>=25 cpm
8. Copy resolution (black graphics)
600 x 600 dpi or better
9. Scan Type Flatbed, ADF
10. Optical scanning resolution
Up to 1200 dpi
11. Maximum scanning size
216 x 297 mm through Flatbed/ADF and 216 x 356 mm through ADF
12. Scan file format
PDF, JPEG,TIFF
13. Standard media sizes
A4, A5, B5 (JIS), executive (JIS), 16K, envelopes
14. System Interface
1 USB (compatible with USB 2.0 specifications), and 10/100 Ethernet
network port
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S.
No. Parameter Minimum Specifications Suggested
Specification Proposed By Bidder
Compliance Y/N
15. Compatible operating systems
Microsoft Windows 7 (32Bit/64bit), windows 2000, Windows XP(32Bit/64bit), XP Professional (32Bit/64bit), Windows Server 2003, Windows 2008 (32Bit/64bit), Linux
16. Power requirements
Input voltage 220 to 240 VAC (+/- 10%), 50/60 Hz (+/-2 Hz)
17. Warranty Period
Minimum 3 Years (Comprehensive Onsite)
5. 1 KVA UPS
Sl.No Features Minimum Specifications Suggested
Specification proposed by Bidder
Compliance Y/N
1. Mandatory Certification - ISO 9001 Series Manufacturer, - Valid Test Certificate from any Govt. Approved Test/ Certifying Agency on Tendered Specs.
2. Capacity 1K VA
3. No. of Sockets Min. 3 sockets for connecting devices.
4. Battery Make Battery should be branded - ISO 9001 and 14001 certified
5. Battery backup 30 minutes on full load with Internal batteries (i.e. housing of the batteries should be within UPS)
6 Cables With necessary cable and plug
6. Laser Printer (B/W Duplex)
Sl.No. Parameter Minimum Specifications Suggested Specifications Proposed by Bidder
Compliance Y/N
1. Make To be specified by Bidder
2. Model To be specified by Bidder
3. Print Technology
Laser
4. Print speed in black in normal mode
Minimum 24 PPM (A4) or higher
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Sl.No. Parameter Minimum Specifications Suggested Specifications Proposed by Bidder
Compliance Y/N
5. Resolution in black
600 x 600 dpi or better
6. Memory Min: 32MB or better
7. Duty cycle. Min: 8,000 pages per month or above
8. Media size A4, Letter, Legal
9. Duplex Yes (Automatic Duplex)
10. Interface
Hi speed USB 2.0 or better, Built in Ethernet 10/100 Mbps Ethernet
11. Energy Star Yes
12. Cables/ Accessories/ Drivers
All the required cabled, accessories and software drivers to be included for the supplied operating system
13. Platform supported
Windows 7(32bit/ 64 bit), Win XP (32Bit/64Bit), Windows 2008 (32 Bit/64 Bit) and Windows 2003.
14. Warranty Period
Minimum 3 Years (Comprehensive Onsite)
7. Passive Work
S. No. Features Minimum Specifications Suggested
Specification proposed by Bidder
Compliance Y/N
1. Common
All specifications for components & cabling to be tested up to 250 MHz , UL *R listed & verified
2. UTP cable
The UTP Cable Shall meet the requirement w.r.t maximum d.c resistance, balance and unbalance, maximum PR to GND Capacitance and attenuation losses as applicable to the category 6,unshielded UTP Cable and corresponding ASTM Standards as mentioned there in. Cable shall have Standard marking and designation as applicable in line with the international standard such as CSA/UL. This item shall be accepted based on OEM certificate.
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S. No. Features Minimum Specifications Suggested
Specification proposed by Bidder
Compliance Y/N
3. 24 port Patch Panel
110 wiring block at rear end & RJ 45 jack on front panel, 19” rack mountable, should confirm or deviance exceed the EIA/TIA 568 B standards for CAT 6, Metallic /steel high strength & 1U height, confirm EIA/TIA 568 B wiring pattern, should have routing rings & ties and labeling strips for identification, UL *R Listed & verified.
4. Information outlets
Surface mount box with single RJ 45 socket, should confirm or exceed the EIA/TIA 568 B standards for CAT 6, provision for dust cover, labeling icons & strips, anchors for stain relief cable entry, UL *R listed & verified
5. Patch Cord
Should confirm or exceed the EIA/TIA 568 B standards for CAT 6, Factory molded boots on RJ 45 plugs at both ends, UL *R listed & verified, Option for color – Grey, Blue, Red & Green & cross over cable Length - 3 feet Length – 10 feet Length – 7 feet
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7.4. ANNEXURE-4 - COVERING LETTER OF THE BID
(To be submitted on the Company Letter head of the Tenderer, sealed and signed)
To,
Managing Director,
RajCOMP Info Services Limited (RISL),
First Floor, Yojana Bhawan, Tilak Marg,
C-Scheme, Jaipur (Rajasthan)
Dear Sir,
Ref: Request for Proposal (RFP) Notification dated............... No..........
1. I/We, the undersigned bidder, Having read & examined in detail, the Bid Document, the receipt of
which is hereby duly acknowledged, I/ we, the undersigned, offer to supply/ work as mentioned in
the Scope of the work, Technical specifications, Service Level Standards & in conformity with the
said bidding document for the same.
2. I/ We hereby declare that our bid is made in good faith, without collusion or fraud and the
information contained in the bid is true and correct to the best of our knowledge and belief.
3. I/ we hereby submit our token of acceptance to all the tender terms & conditions without any
deviations. Hence, we are hereby submitting our Bid and offer to provide services to Purchaser
for carrying out the project in accordance with your RFP.
4. Until a formal contract is prepared and executed, this bid, together with your written acceptance
thereof and your notification of award shall constitute a binding Contract between us.
5. I/We agree to abide by this RFP for a period of 180 days from the closing date fixed for
submission of bid as stipulated in the RFP document.
6. I/We undertake that, in competing for (and, if the award is made to us, in executing) the above
contract, we will strictly observe the laws against fraud and corruption in force in India namely
“Prevention of Corruption Act, 1988”.
7. I/ We undertake, for timely establishment of a local office in Jaipur (if the award is made to us)
and within 2 months from the date of issue of LoI.
Or (strike out whichever is not applicable)
We have an existing office at Jaipur at the following address:
I/ We <Name/ Designation> hereby declare/ certify that <Name/ Designation> is hereby authorized to
sign relevant documents on behalf of the company/ firm in dealing with Tender/ NIT reference No.
______________________ dated _________. He/ She is also authorized to attend meetings & submit
technical & commercial information/ clarifications as may be required by you in the course of processing
the Bid. For the purpose of validation, his/ her verified signatures are as under.
Thanking you,
Name of the Bidder: - Verified Signature:
Authorised Signatory: -
Seal of the Organization: -
Date:
Place:
Please attach the board resolution / valid power of attorney in favour of person signing this
authorizing letter.
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7.8. ANNEXURE-8 - SELF-DECLARATION – NO BLACKLISTING
UNDERTAKING
(To be submitted by the bidder on a non-judicial stamp paper of Rs. 10/-) In response to the Tender/ NIT Ref. No. _____________________________ dated ___________ for <Project Title>, as an Owner/ Partner/ Director of ________________________________________, I/ We hereby undertake that our Company/ firm ___________________, at the time of bidding: -
1. Should not be an insolvent, in receivership, bankrupt or being wound up, not have its affairs administered by a court or a judicial officer, not have its business activities suspended and must not be the subject of legal proceedings for any of the foregoing reasons.
2. Should not have, and their directors and officers not have, been convicted of any criminal offence related to their professional conduct or the making of false statements or misrepresentations as to their qualifications to enter into a procurement contract within a period of three years preceding the commencement of the procurement process, or not have been otherwise disqualified pursuant to debarment proceedings.
3. Should not currently have been blacklisted by any Government Department/PSU or under a declaration of ineligibility for fraudulent or corrupt practices or inefficient/ineffective performance.
is having unblemished record and is not declared ineligible for corrupt & fraudulent practices either indefinitely or for a particular period of time by any State/ Central government/ PSU/ UT.
4. Is not insolvent, in receivership, bankrupt or being wound up, does not have its affairs administered by a court or a judicial officer, does not have its business activities suspended and must not be the subject of legal proceedings for any of the foregoing reasons.
5. Does not have, and their directors not have, been convicted of any criminal offence related to their professional conduct or the making of false statements or misrepresentations as to their qualifications to enter into a procurement contract within a period of three years preceding the commencement of the procurement process, or not have been otherwise disqualified pursuant to debarment proceedings.
If this undertaking is found to be incorrect then without prejudice to any other action that may be taken and our bid, to the extent accepted, may be cancelled. Thanking you, Name of the Bidder: - Authorised Signatory: - Seal of the Organization: - Date: Place:
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7.9. ANNEXURE-9 - CERTIFICATE OF CONFORMITY/ NO DEVIATION
To,
Managing Director,
RajCOMP Info Services Limited (RISL),
First Floor, Yojana Bhawan, Tilak Marg,
C-Scheme, Jaipur (Rajasthan)
CERTIFICATE
This is to certify that, the specifications of Hardware & Software which I/ We have mentioned in the
Technical bid, and which I/ We shall supply if I/ We am/ are awarded with the work, are in conformity with
the minimum specifications of the Tender/ bidding document and that there are no deviations of any kind
from the requirement specifications.
Also, I/ we have thoroughly read the tender/ bidding document and by signing this certificate, we hereby
submit our token of acceptance to all the tender terms & conditions without any deviations.
I/ We also certify that the price I/ we have quoted is inclusive of all the cost factors involved in the end-to-
end implementation and execution of the project, to meet the desired Standards set out in the Tender/
bidding Document.
Thanking you,
Name of the Bidder: -
Authorised Signatory: -
Seal of the Organization: -
Date:
Place:
Rajasthan Housing Board RFP for RHBMS
Page 147 of 224
7.10. ANNEXURE-10 - MANUFACTURER’S AUTHORIZATION FORM (MAF)
To,
Managing Director,
RajCOMP Info Services Limited (RISL),
First Floor, Yojana Bhawan, Tilak Marg,
C-Scheme, Jaipur (Rajasthan)
Subject: Issue of the Manufacturer’s Authorisation Form (MAF)
A7) CAPEX: RHBMS Software Application Customization, Configuration and Implementation including handholding support of 6 months Cost
S.N Module Name Cost for Module
(Study, Customization, Configuration, integration and Implementation
including handholding support of 6
months )
Service Tax
%
Service Tax
(INR)
Total
Cost
E=C+D
1. Estate Management System
o Housing Sub-Module
o Recovery Sub-Module
o Lease System and Rental
properties Sub-Module
Scheme Information System
Module
Application Digitization and
Management tools
2. Financial Accounting
o Budget Planning and
Allocation
o Project Accounting
o Book keeping & accounting
3. Project Monitoring Information
System
4. Asset Management Module
5. Personnel and Payroll Module
6. Stores and purchase
management system
Total A7 (In Figures) – Rs
Total Figure in word
Note:-
1. The cost quoted by the bidder for customisation, configuration, integration with other modules
and implementation shall be irrespective of no of users.
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2. The Purchaser may opt for agile methodology for development of core application, wherein a
phase wise plan will be provided to the SI for development and implementation of modules. The
Purchaser may phase out work up to 6 phases. The cost of phase shall be considered a sum of
quoted cost of module associated with the phase. e.g. the purchaser may club module 2 & 4 for
phase 2 development or may club module no 2,4,6 for phase 2 development.
3. The bidder shall quote module wise customisation, configuration and integration with other
modules, cost inclusive of supply of all third party tools used by bidder to run application.
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A8) CAPEX: Miscellaneous One-Time Activities
Phase Item Description MU Unit Total Qty
Base Unit Cost
in INR
Amount for
Module
(INR)
Service Tax
%
Service Tax
(INR)
Total Amount
A B C=AXB D E=C+D
1 Man month rate
to undertake
work related to
Data Digitization
(data entry, data
migration,
scanning and
data indexing)
Man
Month
No 225
2 Initial Training to
all Officer s/ Emp.
as per SoW
Training
session
No 195
Total A8 (In Figures) – Rs.
Total A8 (In Words) – Rupees
B) OPEX
B1) Manpower deployment for FMS Support for 4 Years
Sl.No.
Item Description No. of Offices/
Locations
Per Unit OPEX
Cost in INR
(for 4 Years)
Total Cost
In INR
Service Tax %
Service Tax In INR
Total OPEX Cost in INR
A B C=AXB D E=C+D
1.
NOC at RHB HQ
(Deployment of Manpower at
NOC/RHB HQ ref 4.2.5.2 –
SoW) (For4 year only)
1
2.
Circle offices, RHB, GoR
(Deployment of Manpower at
Circle Office ref 4.2.5.2 –
SoW) (For1 year only)
9
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Sl.No.
Item Description No. of Offices/
Locations
Per Unit OPEX
Cost in INR
(for 4 Years)
Total Cost
In INR
Service Tax %
Service Tax In INR
Total OPEX Cost in INR
A B C=AXB D E=C+D
Total B1 for 4 Years (In Figures) – Rs.
Total B1 for 4 Years (In Words) – Rupees
B2) OEM support For period of 4 Years
Sl.No.
Item Description Cost of ATS in %
Per year
Per Year OPEX
Cost in INR
Total Cost
In INR
(for 4 Years)
Service Tax %
Service Tax In INR
Total OPEX Cost in INR
1
OEM Support for 4 years for
COTS Solution
(Comprehensive Support
over phone & Online)
2
OEM Support for 4 years for
Database Solution
(Comprehensive Support
over phone & Online)
3.
OEM Support for 4 years, the
bidder should bundle the cost
of all system software /Third
Party tools and Solutions like
Portal, DMS, Workflow and
any other tool being used by
bidder to run the Application
(Comprehensive Support
over phone & Online)
4.
Antivirus – 4 years
subscription for Server and
client edition
Total B2 for 4 Years (In Figures) – Rs.
Total B2 for 4 Years (In Words) – Rupees
Note:-
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1. The bidder should quote ATS for the number of total users (250 Users), however for
payment purpose unitary price shall be applicable and payment shall be made on the basis
of actual number of system user only
2. ** - The percentage cost of ATS after the expiry of support period of 4 years will be taken on the account for L1 evaluation.
B3) Portal & Application Support for period of 4 Years
Sl.No.
Item Description Cost Per year Total Cost
of 4 years In INR
Service Tax %
Service Tax In INR
Total OPEX Cost in INR
1.
RHBMS Application S/w
Maintenance (Phase -I).
2. RHBMS Application S/w
Maintenance (Phase-II
3. RHBMS Application S/w
Maintenance (Phase-III).
4. RHBMS Application S/w
Maintenance (Phase-IV
5. RHBMS Application S/w
Maintenance (Phase-V)
6. RHBMS Application S/w
Maintenance (Phase-VI)
Total B1 for 4 Years (In Figures) – Rs.
Total B1 for 4 Years (In Words) – Rupees
C) Man-Month Rate for Application Change Requests
Phase Item Description MU Unit Total Qty
Base Unit Cost
in INR
Amount for
Module
(INR)
Service Tax
%
Service Tax
(INR)
Total Amount
A B C=AXB D E=C+D
1 Man-Month
Rate for
undertaking
Man
Month
No 60
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change request
work with an
effort estimate
of 60 man-
months
Total C (In Figures) – Rs.
Total C (In Words) – Rupees
D) COMMERCIAL BID SUMMARY – TOTAL CAPEX and TOTAL OPEX
D1) TOTAL CAPEX
Sl.No. Item No. and Description CAPEX Cost in INR
1. Total Cost of A1 (Part-I & Part-II)
The rates shall be filled up separately in given format
on e-procurement portal
with financial bid.
2. Total Cost of A2
3. Total Cost of A3
4. Total Cost of A4
5. Total Cost of A5
6. Total Cost of A6
7. Total Cost of A7
8. Total Cost of A8
Total D1 (In Figures) – Rs.
Total D1 (In Words) – Rupees
D2) TOTAL OPEX
Sl.No. Item No. and Description Total OPEX Cost in INR
1. Total Cost of B1 The rates shall be filled up separately in given format on
e-procurement portal
with financial bid.
2. Total Cost of B2
3. Total Cost of B3
Total D2 (In Figures) – Rs.
Total D2 (In Words) – Rupees
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E) COMMERCIAL BID SUMMARY – TOTAL PROJECT COST
Sl.No. Item No. and Description Total Cost in INR
1. Total CAPEX (D1) The rates shall be filled up
separately in given format on e-procurement portal
with financial bid.
2. Total OPEX (D2)
3.
Man-Month Rate for undertaking change request
work with an effort estimate of 60 man-months
(C)
Total E (In Figures) – Rs.
Total E (In Words) – Rupees
Date: ________________
Place: ________________
Authorized Signatory: ___________________________
Seal of the Company/Firm: ______________________
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7.14. ANNEXURE-14 - PERFORMANCE BANK GUARANTEE
(To be stamped in accordance with Stamp Act and on a Stamp Paper purchased from Rajasthan State only and to be issued by a Nationalised/ Scheduled bank having its branch at Jaipur) To,
Managing Director,
RajCOMP Info Services Ltd. (RISL),
Jaipur.
1. In consideration of the RajCOMP Info Services Ltd. (RISL) (hereinafter called "RISL") having agreed
to exempt M/s ..........................(hereinafter called "the said Contractor(s)" from the demand, under
the terms and conditions of an Agreement No..................................dated .....................made between
the RISL through Director (T) and .......................(Contractor) for the work .................(hereinafter
called "the said Agreement") of Security Deposit for the due fulfillment by the said Contractor (s) of
the terms and conditions contained in the said Agreement, on production of a Bank Guarantee for
Rs...................(rupees ........................................only), we ...................(indicate the name of the
Bank), (hereinafter referred to as "the Bank") at the request of ..................Contractor(s) do hereby
undertake to pay to the RISL an amount not exceeding
Rs...................(Rupees..................................only) on demand.
2. We................. (Indicate the name of Bank), do hereby undertake to pay Rs....................
(Rupees............................only), the amounts due and payable under this guarantee without any
demur or delay, merely on a demand from the RISL. Any such demand made on the bank by the
RISL shall be conclusive as regards the amount due and payable by the Bank under this guarantee.
The Bank Guarantee shall be completely at the disposal of the RISL and We....................... (Indicate
the name of Bank), bound ourselves with all directions given by RISL regarding this Bank Guarantee.
However, our liability under this guarantee shall be restricted to an amount not exceeding
S.No Technical Evaluation Parameter Max. Marks Percentage of total
1 Relevant Experience (Maximum of 10 WO) 480 60% of Total
Prior experience of Bidder (any of the Consortium Partner) with Housing board, Urban local body (Municipality), Urban Development Authority, Public Works Department, Real Estate company in India. The work order date should be less than 5 years old as per the date of NIT and of the following organizations (Govt, PSU, Banks, Pvt. Ltd., Ltd.) based on the following factors:
a) Nature of Work (Max 192 Marks)
b) Site (Location) (Max 144 Marks)
c) Users (Max 144 Marks)
Note: The maximum numbers of work orders are 3 which can be listed for the TQ. One work order can be used in other parameters of relevant experience i.e. Nature of work, Locations, Number of users and Number of Dwelling units.
a. Nature of Work per work order 40% of 60%
Estate Management 64
Others (FA/Payroll/PMIS/Store) 44.8
General (Infrastructure & Software) 19.2
No credential 0
b. Number of Sites or Location per work order 30% of 60%
1 – 10 14.4
11 – 30 28.8
31 – 60 38.4
61 and above 48 30% of 60%
c. Number of Users per work order
1 – 10 0
11 – 50 14.4
51 – 100 24
101 and above 48
2 Compliance to FRS 200 25% of Total
COTS OEM compliance to the Functional Requirement Specifications annexed with the RFP
document (Against to tal number of processes
100 25
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mentioned in indicative FRS)
Less than 50% Compliance 0
50% - 60%Compliance 30
60% - 70% Compliance 50
70% - 80% Compliance 80
80% and above 100
3 Technical Presentation & Demonstration 120 15% of Total
Quality of Presentation and Demonstration of scenario mentioned
15
Quality of Presentation (s) 10
Clarity of responses 20
Participation from relevant personnel and senior management in the presentation
10
Demonstration Scenario Completed 80
Total Marks 800
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7.22 ANNEXURE –22 STRCUTURE OF TECHNICAL PROPOSAL
The bidder should submit the technical proposal in the following format:
1. Section 1: Pre-qualification response
The bidder should submit the pre-qualification response here as per the format given at
Annexure – 4 including all the supporting documentation requirements as specified therein.
2. Section 2: Executive Summary
This section should be a succinct statement and executive summary by the bidder highlighting
the key aspects of technical proposal.
3. Section 3: Bidder Profile
The bidder should provide a brief profile of the bidder organization covering details of the
operations, business, offices, and workforce. The profile should not be more than 5 pages.
4. Section 4: Organizational capabilities and experience
4.1. Project Experience:
The bidder should provide each project experiences as per the format given at Annexure - 20
with supporting documentary evidence as specified therein as per the requirements of RFP.
4.2. Financial Turnover:
Please provide a summary as per the following table (The figures indicated here should match
with the documentary evidences submitted in section 1 – prequalification response
2008-09 2009-10 2010-11 2011-2012
Total Turnover (in Crores)
Turnover from IT/Software/ System Integration services
Net Profit (after tax)
4.3. Size of workforce:
Please provide details of numbers of permanent on the rolls employees in IT/System
Integration/Employees. The details should match the documentary evidence submitted in
Section 1 – pre-qualification response.
4.4. Quality certifications:
Please provide details related to quality certifications matching the documentary evidences as
given in the pre-qualification response.
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5. Section 5: Proposed IT solution
This section should present bidders’ proposed solution meeting technical and functional
requirements outlined in this RFP document. Bidders are required to present sound, complete,
and competent technical and functional architecture solution and are expected to address the
various technical / functional parameters mentioned in this RFP document in their proposed
solution. The section should also include the Bill of Materials (BOM) for all the software and
hardware components, products and tools that are proposed for the application development,
testing, deployment and maintenance. The solution description should minimally include the
following:
a) Bidder’s understanding of the requirements as stated in the RFP. Compliance to all the
functional requirements as specified in the RFP. Bidder should also indicate as to how the
solution would meet generic requirements of the DOSJ&E.
b) Detailed Solution design: Should be presented in the following format
Solution Architecture
Deployment Architecture
Network Architecture
Security Architecture
Development approach, methodology and plan
Testing approach, methodology and plan
Project Governance and reporting structure
Training and Change management approach, methodology and plan including Training
schedule, content and handouts, trainer’s profile, batch size and infrastructure plan
Data Digitisation approach, methodology and plan
Backup approach, methodology and plan
Integration with SMS, Payment, Email and other software
Details of Deliverables along with timelines
Sizing assumptions,
Provision for scalability
Data synchronization and integrity
Load balancing
Capability to add future services/departments/agencies.
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Details of proposed BoM as per Annexure 2 (please provide information as per the
format provided) without indication of any prices
Technical specifications of the proposed BOM as per Annexure 3 (Please provide
information in the format provided)
Technologies proposed stack for various solution components in following format
(indicative)
Component Product Version
Web server
Application Server
Presentation Layer
Business Layer
Database Layer
Database Server
Reporting Tool
IDE
Browser
Configuration
Management
Bug Tracking
Integration
LDAP
Load Balancer
Clustering
Portal/Repository creation
utility/workflow
management utility
Utility for standalone
operations and data
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synchronization
Managing Port numbers
Single Sign on
Clustering solution
Content Management
System
Search module
Layout design standard
Details of COTS Solution Compliance to FRS : Should be presented in the following
format
Module & FRS No Description Compliance Status
Available To be customize To be Built
Quality and Risk Management Plan
Strategy to adhere to proposed timelines
Post implementation operations and maintenance and FMS approach, methodology and
plan including warranty support, vendor management, facilities management support
Training and handholding approach, methodology and plan
SLA Management and Monitoring approach, methodology and plan
SLA reporting approach, methodology and plan
Exit Management approach, methodology and plan
Project status reporting approach, methodology and plan
Manufacturer’s Authorization Form as per Annexure 10
Undertaking on Authenticity of Computer Equipments as per Annexure 11
Detailed Work plan and Staffing Plan
a. The Bidder shall provide a detailed project plan with timelines, resource
allocation, milestones etc. in Microsoft Project/Excel format for carrying out the
scope of work activities.
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b. The project plan should clearly indicate the deliverables at each milestone in the
project and staffing deployment of all resources.
c. Work plan
No Activity/Deliverable Weeks
1 2 3 4 5 6 7 8 9 10 11 12 N
1
2
3
4
5
N
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d. Staffing plan
No Name of Staff Staff input in Weeks(in the form of a bar chart)
Total staff
man-
months
proposed
Key
responsibilities/
Tasks/
Deliverables
1 2 3 4 5 6 7 8 9 10 11 12 n Total
1
2
3
N
Total
Team Composition and Task Assignments
The Bidder should provide the summary table of details of the manpower that will be deployed
on this project in following format along with detailed CVs of key personnel in format provided in
annexure 19 (“Detailed CV format for proposed staff”).
Resource
Category
Proposed
number of
staff
Qualifications Experience
Name Area of
Expertise
Position
Assigned
Task
Assigned
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Undertaking of no non conformance/deviations as per annexure 12 or following
statements of deviation:
a. Statement of deviations from Schedule of Requirements ( As per format
provided in Annexure 12 “Statement of deviations from Schedule of
Requirements”)
b. Statement of Deviations from Tender Terms & Conditions ( As per format
provided in Annexure 12 “Statement of deviations from Tender Terms &
Conditions”)
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7.23 ANNEXURE 23 – FORMAT FOR CONSORTIUM AGREEMENT
(On non-judicial stamp paper of appropriate value to be purchased in the name of executants
companies or as required by the jurisdiction in which executed)
THIS Consortium Agreement executed on this ................ day of........................... Two Thousand
………………. By:
M/s. ......................................................... a Company incorporated under the laws
of........................………………………........ and having its registered office at
............................... (hereinafter called the “Lead Member/First Member” which expression shall
include its successors); and
M/s. …......................................................... a Company incorporated under the laws of
.......................................………………………..... and having its registered office at
.............................. (hereinafter called the “Second Member” which expression shall include its
successors)
The Lead Member/First Member and the Second Member shall collectively hereinafter be called
as the “Consortium Members” for the purpose of submitting a proposal (hereinafter called as
“Bid”) for the work of …………………(Name of work)………………………for ……………
(Name of project) of M/s…………………………….. to Government of Rajasthan (GoR)/
Rajcomp Info Services Limited (herein after called the `Owner’ or ‘RISL’), RISL being a
Company incorporated under the Companies Act, 1956 having its registered office at C Block,
Yojna Bhavan, Tilak Marg, C-Scheme, Jaipur, India (hereinafter called the “Owner/GoR/
RISL”) in response to GoR/RISL Request for Proposal Document (hereinafter called as ”RFP”
Document) Dated………….. for the purposes of submitting the bid no. …………..
………………………….. and entering into a contract in case of award for the work of
…………………(Name of work)………………………for …………… (Name of project) of
GoR/RISL.
WHEREAS, the Owner invited bids vide its RFP document no. …………………… for the work
of ……………………………………………………. AND WHEREAS as per document,
Consortium bids will also be considered by the Owner provided they meet the specific
requirements in that regard.
AND WHEREAS the PQ bid is being submitted to the Owner vide proposal dated …………
based on the Consortium Agreement being these presents and the PQ bid with its PQ bid forms
and submission documents, in accordance with the requirement of PQ document conditions and
requirements have been signed by all the partners and submitted to the Owner.
AND WHEREAS Clause ________ of RFP document stipulates that a Consortium of maximum
two companies, meeting the requirements stipulated in the RFP document may submit a Proposal
signed by Lead Member of the Consortium Members so as to legally bind all the Members of the
Consortium who will be jointly and severally liable for the performance and all obligations
Rajasthan Housing Board RFP for RHBMS
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thereunder to GoR/RISL and duly signed Consortium Agreement shall be attached to the
Proposal.
NOW THEREFORE, in consideration of the mutual covenants of the members of the
Consortium, the sufficiency whereof is hereby acknowledged and other good valuable
consideration, we agree as follows:
1. We the members in the Consortium hereby confirm that the name and style of the
Consortium shall be…………….. Consortium.
2. M/s. ...................................... shall act as Lead Member for self, and for and on behalf of M/s
…………………….. (Second Member) and further declare and confirm that we shall jointly
and severally be bound unto the Owner for the successful performance of the obligations
under the Request for Proposal (RFP) and resulting Contact Agreement(s) submitted /
executed by the Lead Member in the event of the selection of Consortium. Further, the Lead
Partner is authorized to incur liabilities and receive instructions for and on behalf of any or
all partners of the CONSORTIUM.
3. That M/s_____________ which is the Lead Member of the Consortium shall invest and
continue to invest ….% (at least 51% to be invested by Lead Bidder) interest in the
Consortium for the Lock in Period as specified in the RFP document.
4. That M/s ____________, (Second Member) shall invest and continue to invest ….% interest
of the Consortium for the Lock in Period as specified in the RFP document.
5. The composition or the constitution of the consortium shall not be altered without the prior
consent of GoR/RISL.
6. The roles and responsibilities of the lead bidder and the second member of the consortium for
execution of various components/activities as defined in the RFP document shall be as under
:
Srl Project
Component/Activity
Roles &
Responsibility of
Lead Bidder
Roles &
Responsibility of
Second Member of
Consortium
1
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2
3
4
7. It is expressly agreed by the members that all members of the consortium shall be held
equally responsible for the obligations under the RFP Document, Contract and this
Agreement, irrespective of the specific roles/responsibilities undertaken by them.
8. For the purpose of this Agreement, the RFP Document and the Contract, the Lead Partner
shall be the single point of contact for the GoR/ RISL, shall have the overall responsibility of
the management of the Project and shall have single point responsibility for ensuring that all
members of the consortium are complying with the terms and conditions set out in the
Contract and the RFP Document.
9. All instructions/communications from PMC to the Lead Partner shall be deemed to have
been duly provided to all the members of the consortium.
10. If GoR/RISL suffers any loss or damage on account of any breach in the stipulation of the
Agreements to be entered into by the Consortium Members, upon its selection pursuant to
RFP (the "Agreements") or any shortfall in the performance of the Transaction or in meeting
the performances guaranteed as per the RFP and the Agreements, the Consortium Members
hereby jointly and severally undertake to promptly make good such loss or damages caused
to GoR/RISL on its demand without any demur or contest. The Owner shall have the right to
proceed against anyone of the partners and it shall neither be necessary nor obligatory on the
part of the Owner to proceed against the Lead Partner before proceeding against or dealing
with the other Member.
11. The financial liability of the Consortium Members to the GoR/RISL, with respect to any of
the claims arising out of the performance or non-performance of obligations under the RFP
and the resulting Agreement(s) shall not be limited so as to restrict or limit the liabilities of
any of the Members and the Members shall be jointly and severally liable to GoR/RISL.
12. It is expressly agreed by the Members that all the due payments shall be made by the Owner
to Lead Bidder only.
13. This Consortium agreement shall be construed and interpreted in accordance with the laws of
India and the Courts of Jaipur (Rajasthan) shall have the exclusive jurisdiction in all matters
arising there under.
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14. It is also hereby agreed that Lead Member shall, on behalf of the Consortium shall submit the
Bid and performance Security as specified by owner in the RFP document.
15. It is further agreed that this Consortium Agreement shall be irrevocable and shall continue to
be enforceable till the same is discharged by GoR/RISL.
16. This Agreement shall come into force as of the date of signing and shall continue in full force
and effect until the complete discharge of all obligations, concerning the carrying out of the
Project, which have been taken on by the Parties under the Contract, RFP Document and
under this Agreement.
17. Any other terms and conditions not in contradiction to the RFP and above
mentioned terms and conditions.
IN WITNESS WHEREOF, the Members to the Consortium agreement have through their
authorised representatives executed these presents and affixed common seal of their companies,
on the day, month and year first mentioned above.
Common Seal of ................ has been affixed in
my/our Lead Member presence pursuant to
Board of Director’s resolution dated
..............................
1) Witness
2) Witness
For and on behalf of M/s……………..
(Lead Bidder)
(Signature of authorized representative)
Name :
Designation:
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Common Seal of ................ has been affixed in
my/our Lead Member presence pursuant to
Board of Director’s resolution dated
..............................
1) Witness
2) Witness
For and on behalf of M/s……………..
(Second member)
(Signature of authorized representative)
Name :
Designation:
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7.24 ANNEXURE 24 – BANK GUARANTEE FORMAT – EARNEST MONEY DEPOSIT (EMD) {to be
submitted by the bidder’s bank}
(To be stamped in accordance with Stamp Act and to be issued by a Nationalised/ Scheduled bank
having its branch at Jaipur and payable at par at Jaipur, Rajasthan)
To,
Managing Director,
RajCOMP Info Services Ltd.(RISL),
B-Block, YojanaBhawan, TilakMarg,
C-Scheme,
Jaipur-302005 (Raj).
Sir,
1. In accordance with your Notice Inviting Tender for <please specify the project title> vide NIT
referenceno. <please specify>M/s. …………………………….. (Name & full address of the firm)
(Hereinafter called the “Bidder”) hereby submits the Bank Guarantee to participate in the said tender
as mentioned in the RFP document.
It is a condition in the tender documents that the Bidder has to deposit Earnest Money amounting to
<Rs. ______________ (Rupees <in words>)> in respect to the tender, with RISL, Ist Floor Yojana
Bhawan, Tilak Marg, C-Scheme, Jaipur, Rajasthan (hereinafter referred to as “RajCOMP Info
Service Ltd.(RISL)”) by a Bank Guarantee from a Nationalised Bank/ Scheduled Commercial Bank
having its branch at Jaipur irrevocable and operative till the bid validity date(i.e. <please specify>
days from the date of submission of tender). It may be extended if required in concurrence with the
bid validity.
And whereas the Bidder desires to furnish a Bank Guarantee for a sum of <Rs. ______________
(Rupees <in words>)> to the RISL as earnest money deposit.
2. Now, therefore, we the ……………………………….…… (Bank), a body corporate constituted under
the Banking Companies (Acquisition and Transfer of Undertaking) Act. 1969 (delete, if not
applicable) and branch Office at…………………... (hereinafter referred to as the Guarantor) do
hereby undertake and agree to pay forthwith on demand in writing by the RISL of the said
guaranteed amount without any demur, reservation or recourse
3. We, the aforesaid bank, further agree that the RISL shall be the sole judge of and as to whether the
Bidder has committed any breach or breaches of any of the terms costs, charges and expenses
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caused to or suffered by or that may be caused to or suffered by the RISL on account thereof to the
extent of the Earnest Money required to be deposited by the Bidder in respect of the said Tender
Document and the decision of the RISL that the Bidder has committed such breach or breaches and
as to the amount or amounts of loss, damage, costs, charges and expenses caused to or suffered by
or that may be caused to or suffered by the RISL shall be final and binding on us.
4. We, the said Bank further agree that the Guarantee herein contained shall remain in full force and
effect until it is released by the RISL and it is further declared that it shall not be necessary for the
RISL to proceed against the Bidder before proceeding against the Bank and the Guarantee herein
contained shall be invoked against the Bank, notwithstanding any security which the RISL may have
obtained or shall be obtained from the Bidder at any time when proceedings are taken against the
Bank for whatever amount that may be outstanding or unrealized under the Guarantee.
5. Any notice by way of demand or otherwise hereunder may be sent by special courier, telex, fax,
registered post or other electronic media to our address, as aforesaid and if sent by post, it shall be
deemed to have been given to us after the expiry of 48 hours when the same has been posted.
6. If it is necessary to extend this guarantee on account of any reason whatsoever, we undertake to
extend the period of this guarantee on the request of our constituent under intimation to you.
7. The right of the RISL to recover the said amount of <Rs. ______________ (Rupees <in words>)>
from us in manner aforesaid will not be precluded/ affected, even if, disputes have been raised by
the said M/s. ……….………………(Bidder) and/ or dispute or disputes are pending before any court,
authority, officer, tribunal, arbitrator(s) etc..
8. Notwithstanding anything stated above, our liability under this guarantee shall be restricted to <Rs.
______________ (Rupees <in words>)> and our guarantee shall remain in force till bid validity
period i.e. <please specify>days from the last date of bid submission and unless a demand or claim
under the guarantee is made on us in writing within three months after the Bid validity date, all your
rights under the guarantee shall be forfeited and we shall be relieved and discharged from all liability
thereunder.
9. This guarantee shall be governed by and construed in accordance with the Indian Laws and we
hereby submit to the exclusive jurisdiction of courts of Justice in India for the purpose of any suit or
action or other proceedings arising out of this guarantee or the subject matter hereof brought by you
may not be enforced in or by such count.
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10. We hereby confirm that we have the power/s to issue this Guarantee in your favor under the
Memorandum and Articles of Association/ Constitution of our bank and the undersigned is/are the
recipient of authority by express delegation of power/s and has/have full power/s to execute this
guarantee under the Power of Attorney issued by the bank in your favour.
Date ………………… (Signature) ……………………………………….
Place ………………… (Printed Name) ………………………………….
(Designation) ……………………………………
(Bank’s common seal) ………………………….
In presence of:
WTTNESS (with full name, designation, address & official seal, if any)
(1) ………………………………………
………………………………………
(2) ………………………………………
………………………………………
Bank Details
Name & address of Bank :
Name of contact person of Bank:
Contact telephone number:
GUIDELINES FOR SUBMISSION OF BANK GUARANTEE
The Bank Guarantee shall fulfil the following conditions in the absence of which they cannot be
considered valid: -
1. Bank Guarantee shall be executed on non- judicial stamp paper of applicable value purchased in the
name of the bank.
2. Two persons should sign as witnesses mentioning their full name, designation, address and office seal
(if any).
3. The Executor (Bank Authorities) may mention the power of attorney No. and date of execution in his/
her favour authorizing him/ her to sign the document. The Power of Attorney to be witnessed by two
persons mentioning their full name and address.
4. The Bank Guarantee should be executed by a Nationalised Bank/ Scheduled Commercial Bank only.
5. Non – Judicial stamp paper shall be used within 6 months from the date of Purchase of the same. Bank
Guarantee executed on the non-judicial stamp paper after 6 (six) months of the purchase of such stamp
paper shall be treated as non-valid.
6. The contents of Bank Guarantee shall be strictly as per format prescribed by RISL
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7. Each page of Bank Guarantee shall bear signature and seal of the Bank and B.G. number.
8. All corrections, deletions etc. in the Bank Guarantee should be authenticated by signature of Bank
Officials signing the Bank Guarantee.
9. Bank should separately send through registered post/courier a certified copy of Bank Guarantee,
mentioning Bid reference, Bid title and bidder name, directly to the Purchaser at the following address: