RAJCOMP INFO SERVICES LIMITED (RISL)

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RFP DOCUMENT FOR PROCUREMENT OF

SOFTWARE VIDEO CONFERENCE

SOLUTION

S

UPPLY

,

I

NSTALLATION

,

I

NTEGRATION

,

C

OMMISSIONING

A

ND

O

PERATION

&

M

AINTENANCE

(O&M)

O

F

V

IDEO

C

ONFERENCE

S

OLUTION

RAJCOMP INFO SERVICES LIMITED (RISL)

FIRST FLOOR, C-BLOCK, YOJANA BHAWAN, C-SCHEME, JAIPUR – 302005

(RAJASTHAN), INDIA

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NIB Reference No.: F3.3(100)/RISL/PUR/2014/10611 dated 12-02-2015 Unique Bid No.: RISL/2015/LB/31

Mode of Bid Submission Online though eProcurement/ eTendering

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

Tendering Authority/Purchaser & Place of Submission of Bid Proposal

Managing Director,

RajCOMP Info Services Limited (RISL)

1st Floor, C-Block, Yojana Bhawan

C-Scheme, Jaipur - 302005 Rajasthan, INDIA

Last Date & Time of Submission of Bid (e-Bid)

27 February 2015 at 04:00 PM Date & Time of Opening of Technical

Bid (e-Bid)

27 February 2015 at 05:00 PM Request for Proposal (RFP) Document for

PROCUREMENT OF SOFTWARE VIDEO CONFERENCE SOLUTION on Limited Source Procurement basis

Bidding Document Fees (non-refundable): Rs. 1000 (Rupees One Thousand only) Name of the Bidding Company/Firm:

Contact Person (Authorized Bid Signatory):

Correspondence Address:

Mobile No.:

Telephone & Fax Nos.: Website & E-Mail:

RajCOMP Info Services Limited (RISL)

First Floor, C-Block, Yojana Bhawan, C-Scheme,

Jaipur – 302005 (Rajasthan), India

Phone: 0141-2226055, 5103902 Fax: 0141-2228701

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The bidder’s representative/ officer vested (explicitly, implicitly, or through conduct) with the powers to commit the authorizing organization to a binding agreement. Also called signing officer/ authority having the Power of Attorney (PoA) from the competent authority of the respective Bidding firm.

BG Bank Guarantee

Bid/ e-Bid A formal offer made in pursuance of an invitation by a procuring entity and includes any tender, proposal or quotation in electronic format Bid Security A security provided to the procuring entity by a bidder for securing the

fulfilment of any obligation in terms of the provisions of the bidding documents.

Bidder Any person/ firm/ agency/ company/ contractor/ supplier/ vendor participating in the procurement/ bidding process with the procurement entity

Bidding Document Documents issued by the procuring entity, including any amendments thereto, that set out the terms and conditions of the given procurement and includes the invitation to bid

BoM Bill of Material

BoQ Bill of Quantity is an XLS format of financial bid to be uploaded on e-procurement portal.

Business Day A Working Day from 09:30 AM to 06:00 PM except Rajasthan Government Holidays.

Contract/ Procurement Contract

A contract entered into between the procuring entity and a successful bidder concerning the subject matter of procurement

Contract/ Project Period

The Contract/ Project Period shall commence from the date of issue of Work order till 5 Years of Operation & Maintenance from the date of GO-LIVE.

COTS Commercial Off The Shelf Software

Day A calendar day as per GoR/ GoI.

DoIT&C Department of Information Technology and Communications,

Government of Rajasthan.

eGRAS Online Government Receipts Accounting System (GRAS) is an

e-Governance Initiative of Government of Rajasthan under Mission Mode Project category and is part of Integrated Financial Management System (IFMS). e-GRAS facilitates collection of tax/ non-tax revenue in both the modes: online as well as manual. All types of government revenue may be deposited online using this website: https://egras.raj.nic.in/

ETDC Electronic Testing & Development Center

EMD Earnest Money Deposit

Endpoint A VC software client device (along with hardware and software) i.e. PC, Laptop, Android / IOS phone, IPad etc. capable of connecting to VC in a point-to-point or multiparty video conference.

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FOR/ FOB Free on Board or Freight on Board

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

Goods All articles, material, commodities, electricity, livestock, furniture, fixtures, raw material, spares, instruments, software, machinery, equipment, industrial plant, vehicles, aircraft, ships, railway rolling stock and any other category of goods, whether in solid, liquid or gaseous form, purchased or otherwise acquired for the use of a procuring entity as well as services or works incidental to the supply of the goods if the value of services or works or both does not exceed that of the goods themselves

ICT Information and Communication Technology.

IFB Invitation for Bids (A document published by the procuring entity inviting Bids relating to the subject matter of procurement and any amendment thereto and includes notice inviting Bid and request for proposal)

INR Indian Rupee

ISI Indian Standards Institution

ISO International Organisation for Standardisation

IT Information Technology

ITB Instruction to Bidders

LD Liquidated Damages

LoI Letter of Intent

MCU A device (along with server and software) capable of interconnecting VC

users in a point-to-point or multiparty video conference.

NCB A bidding process in which qualified bidders only from within India are allowed to participate

NeGP National e-Governance Plan of Government of India, Department of Information Technology (DIT), Ministry of Communications and Information Technology (MCIT), New Delhi.

NIB Notice Inviting Bid

Notification A notification published in the Official Gazette

OEM Original Equipment Manufacturer

PAN Permanent Account Number

PBG Performance Bank Guarantee

PC Procurement/ Purchase Committee

PQ Pre-Qualification

Procurement Process

The process of procurement extending from the issue of invitation to Bid till the award of the procurement contract or cancellation of the procurement process, as the case may be

Procurement/ Public Procurement

The acquisition by purchase, lease, license or otherwise of works, goods or services, including award of Public Private Partnership projects, by a procuring entity whether directly or through an agency with which a contract for procurement services is entered into, but does not include any acquisition without consideration, and “procure” or “procured” shall be construed accordingly

Project Site Wherever applicable, means the designated place or places.

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Page 8 of 93 Purchaser/

Tendering Authority/ Procuring Entity

Person or entity that is a recipient of a good or service provided by a seller (bidder) under a purchase order or contract of sale. Also called buyer. RISL in this RFP document.

RAJNET An umbrella network covering RajSWAN, SecLAN, GRAMSAT, VSAT

and any other network of Govt of Rajasthan. RajSWAN/ RSWAN Rajasthan State Wide Area Network

RISL RajCOMP Info Services Limited

RSDC Rajasthan State Data Centre, New IT Building, Jaipur

RVAT Rajasthan Value Added Tax

Services Any subject matter of procurement other than goods or works and includes physical, maintenance, professional, intellectual, consultancy and advisory services or any service classified or declared as such by a procuring entity and does not include appointment of any person made by any procuring entity

SLA Service Level Agreement is a negotiated agreement between two parties

wherein one is the customer and the other is the service provider. It is a service contract where the level of service is formally defined. In practice, the term SLA is sometimes used to refer to the contracted delivery time (of the service) or performance.

SSDG State Services Delivery Gateway

State Government Government of Rajasthan (GoR) State Public

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

STQC Standardisation Testing and Quality Certification, Govt. of India Subject Matter of

Procurement Any item of procurement whether in the form of goods, services or works

TIN Tax Identification Number

TPA Third Party Auditors

UASL Unified Access Service Licence

VAT/ CenVAT Value Added Tax/ Central VAT

VSAT Very Small Aperture Terminal for satellite communication for data, voice and video services

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1. INVITATION FOR BID (IFB) & NOTICE INVITING BID (NIB)

Reference No. F3.3 (100)/ RISL/Pur/2014/10611 dated: 12.02.2015

Unique Bid No: RISL/2015/LB/31

This RFP is hereby issued ONLY to the following shortlisted firms who are required to quote for the VC solution. The VC solution of M/s. Lifesize and M/s. Peoplelink (they are OEMs who are OEMs of these solutions) stand qualified at stage1 (Ref. No.: F3.3 (100)/RISL/PUR/ 2014/ 7897 dated 24/11/2014) of procurement. Both the OEMs have nominated their following channel Partners who will participate in the limited bidding process, for supply Installation, Integration, commissioning and 5 years of operation and maintenance of video conference solution:

1. M/s. Godrej & Boyce Mfg. Co. Ltd., Division: Prima, apar@godrej.com 2. M/s. Vedant Synergy Pvt Ltd, sandeep@vedantsynergy.com

Name & Address of the Procuring Entity

• Name: RajCOMP Info Services Limited (RISL)

• Address: First Floor, Yojana Bhawan, C-Block, Tilak Marg, C-Scheme, Jaipur-302005 (Rajasthan)

Name & Address of the Project Officer In-charge (POIC)

• Name: Sh. Kuldeep Yadav

• Designation: ACP (DD)

• Address: First Floor, Yojana Bhawan, C-Block, C-Scheme, Jaipur-302005 (Rajasthan)

• Email: oic.vsat@rajasthan.gov.in

Subject Matter of

Procurement

Supply, Installation, Integration, commissioning and 5 years of operation and maintenance of video conference solution.

Bid Procedure Two-stage: Two part (envelop) (Limited Bidding procedure) at

http://eproc.rajasthan.gov.in Bid Evaluation Criteria

(Selection Method) Lowest evaluated Technically qualified bidder

Websites for downloading

Bidding Document,

Corrigendum’s, Addendums etc.

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

http://www.rajasthan.gov.in, http://risl.rajasthan.gov.in and

http://doitc.rajasthan.gov.in

• Bidding document fee: Rs. 1000 (Rupees One Thousand only) in Cash/ Demand Draft in favour of “Managing Director, RISL” payable at “Jaipur”.

• RISL Processing Fee: Rs. 1000 (Rupees One Thousand only) in Demand Draft in favour of “Managing Director, RISL” payable at “Jaipur”.

Estimated Procurement

Cost • Rs 12,00,00,000 /- (INR Twelve Crore only) Bid Security and Mode of

Payment

• Amount (INR): 24,00,000/- (Rupees Twenty Four Lacs only)

• NIL for Govt Departments/PSUs (Annexure -17 required)

• Mode of Payment: Banker’s Cheque or Demand Draft or Bank Guarantee (in specified format), of a Scheduled Bank in favour of “Managing Director, RISL” payable at “Jaipur”

Period of Sale of Bidding Document (Start/ End Date)

• 13/02/2015 at 5:00PM onwards

• Till 27/02/2015 at 04:00PM Manner, Start/ End Date for

the submission of Bids

• Manner: Online at eProc website (http://eproc.rajasthan.gov.in)

• Start Date: 13/02/2015

• End Date: 27/02/2015 till 04:00 PM Submission of Banker’s

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Page 10 of 93 Bidding document Fee, Bid

Security, and Processing Fee*

Date/ Time/ Place of Technical Bid Opening

• Date: 27.03.2015

• Time: 05:00 PM

• Place: RISL, First Floor, Yojana Bhawan, C-Block, Tilak Marg, C-Scheme, Jaipur-302005 (Rajasthan)

Date/ Time/ Place of

Financial Bid Opening Will be intimated later to the Technically qualified bidders Bid Validity 90 days from the bid submission deadline

Note:

1) Bidder (authorised signatory) shall submit their offer on-line in Electronic formats both for technical and financial proposal. However, DD for Bidding document Fees, RISL Processing Fees and Bid Security should be submitted physically at the office of Tendering Authority as prescribed in NIB and scanned copy of same should also be uploaded along with the techno-commercial Bid/ cover.

2) * In case, any of the bidders fails to physically submit the Banker’s Cheque/ Demand Draft for Bidding document Fee, Bid Security, and RISL Processing Fee up to 04:00 PM on 27.02.2015, its Bid shall not be accepted. The Banker’s Cheque/ Demand Draft for Bidding document fee, RISL Processing Fee and Bid Security should be drawn in favour of “Managing Director, RajCOMP Info Services Ltd.” payable at “Jaipur” from any Scheduled Commercial Bank.

3) To participate in online bidding process, Bidders must procure a Digital Signature Certificate (Type III) as per Information Technology Act-2000 using which they can digitally sign their electronic bids. Bidders can procure the same from any CCA approved certifying agency, i.e. TCS, Safecrypt, Ncode etc. Bidders who already have a valid Digital Signature Certificate (DSC) need not procure a new DSC. Also, bidders must register on http://eproc.rajasthan.gov.in (bidders already registered on http://eproc.rajasthan.gov.in before 30-09-2011 must register again).

4) RISL will not be responsible for delay in online submission due to any reason. For this, bidders are requested to upload the complete bid well advance in time so as to avoid 11th hour issues like slow speed; choking of web site due to heavy load or any other unforeseen problems.

5) Bidders are also advised to refer "Bidders Manual Kit" available at e-Procurement website for further details about the e-Tendering process.

6) Training for the bidders on the usage of e-Tendering System (e-Procurement) is also being arranged by DoIT&C, GoR on a regular basis. Bidders interested for training may contact e-Procurement Cell, DoIT&C for booking the training slot.

Contact No: 0141-4022688 (Help desk 10 am to 6 pm on all working days) e-mail: eproc@rajasthan.gov.in

Address : e-Procurement Cell, RISL, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur

7) The procuring entity reserves the complete right to cancel the bid process and reject any or all of the Bids.

8) No contractual obligation whatsoever shall arise from the bidding document/ bidding process unless and until a formal contract is signed and executed between the procuring entity and the successful bidder. 9) Procurement entity disclaims any factual/ or other errors in the bidding document (the onus is purely on

the individual bidders to verify such information) and the information provided therein are intended only to help the bidders to prepare a logical bid-proposal.

10) The provisions of RTPPA Act 2012 and Rules thereto shall be applicable for this procurement. Furthermore, in case of any inconsistency in any of the provisions of this bidding document with the RTPP Act 2012 and Rules thereto, the later shall prevail.

Chairman & Managing Director RISL, Jaipur

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2. PROJECT PROFILE & BACKGROUND INFORMATION

2.1 Project Profile:

The Government of Rajasthan (GoR) has envisaged to expand the video conference facility to all Government Departments of GoR, mainly over broadband/2G/3G/ RAJSWAN/RAJNET or any other available network in Rajasthan and expand the facility upto Gram Panchayats in Rajasthan. 2.2 Project Overview

a) Project Objective:

To cater the information and communication requirements of the state government offices for VC facility even at low bandwidth mainly at Gram Panchayat and to support the administration in day-to-day work, operations and bring speed, efficiency, reliability and accountability in overall system of Government-to-Government (G2G) functioning.

b) Project Implementation & Management Agency

RajComp Info Services Limited (RISL) formerly RajCOMP, is assigned for project management & implementation of the project. RISL is a fully owned company of Government of Rajasthan. It operates under the aegis of Government of Rajasthan.

c) Existing Video Conference Solution & Infrastructure:

a) The RajSWAN at SHQ, Jaipur has Cisco MSE8000 Multipoint Control Unit (MCU).

b) The NICNET network is established in Rajasthan with video conferencing facility at each district. It has Polycom MCU with 720p HD VC system at Collectorate Office, Jaipur and Polycom HDX 7002XL system end-point equipment(s) at district level.

c) of 120 FHD port (Cisco MSE8000 chasis with 8510 blade) at Jaipur d) of 20 FHD port (Cisco 5320) at 32 District HQ

e) 310 Endpoint (Cisco SX20) at District and Panchayat Samiti. d) Brief Technical Solution Requirements

a) The bidder is required to provide the technical solution as per the Technical requirements and Scope of Work provided in this bidding document.

b) The software based video conference solution should work on FHD (1080p @ 30fps) and lower resolutions.

c) The bidder is required to supply Servers, MCU software, client software and licenses without any restriction for use of Govt of Rajasthan. The bidder is required to provide upgrades (including new versions), updates and patches for 5 years for MCU software, client software and client licenses.

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d) The bidder is not required to install the VC client software on individual machines, however, bidder shall extend the telephonic help through helpdesk in installation and configuration of the same.

e) At SHQ, MCUs software and compatible physical servers (1+1 mode) shall be provided. The software so provided should be configured in a redundant auto-changeover configuration mode. The software at SHQ should also serve local, intra and inter-district video call/ conference.

f) Remaining 32 districts shall be provided with one MCU (software with compatible physical server) each (at 32 RajSWAN PoPs) to cater local, intra/inter-district video call/ conference call.

g) It is required to setup centralized servers of required sizing at SHQ to cater minimum 1,00,000 registered VC users as centralized repository/authentication system for unlimited concurrent enterprise VC licenses, authentication of users, hosting of VC soft client etc. This may be achieved through MCU servers being installed at SHQ under this project, or by installing additional server(s).

h) The solution should have firewall traversal functionality for VC through internet.

i) Video conference should be possible even at a low bandwidth of 80-100 kbps using data card (2G, 3G), broadband, VSAT, leased line etc.

j) MCU software should be provided to GoR for replication in future at multiple locations on standard generic servers.

k) Should be capable of working in master-slave architecture. This shall mean licenses/ user authentication shall also be possible from district level in case of failure of server/connectivity installed at SHQ.

l) The new versions of MCU software and client software released during project period should be supplied by bidder without any additional cost to purchaser.

m) Should be able to record multiple VC’s.

n) The proposed solution should integrate with existing video conference solution and be able to connect minimum 50 users of existing Cisco and Polycom video conference devices. o) Minimum manpower for execution, operation & maintenance should be provided as defined

in RFP.

p) The endpoint client may support multiple camera inputs and multiple display devices at a time.

q) The proposed solution should integrate with RAJNET, SECLAN, RajSWAN, RSDC and any other network of the state.

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Page 13 of 93 3. ELIGIBILITY CRITERIA

1) A bidder participating in the procurement process shall possess the following minimum eligibility criteria.

S. No.

Basic Requirement

Specific Requirements Documents

Required 1 Legal Entity The bidder should be a Proprietorship firm duly

registered either under the Rajasthan Shops & Commercial Establishments Act, 1958 or any other Act of State/ Union, as applicable for dealing in the subject matter of procurement

(Note: A self-certified declaration regarding the non-applicability of registration to any Act should be submitted by the bidder)

OR

A company registered under Indian Companies Act, 1956

OR

A partnership firm registered under Indian Partnership Act, 1932.

Note: Consortium of firms is not allowed.

- Copy of valid Registration Certificates - Copy of Certificates of incorporation 2 Financial: Turnover

Annual Turnover of the bidder from IT/ITeS/AV business during the last financial years, i.e., 2013-14 (as per the last published audited balance sheets), should be at least Rs. 5 crores (Five Crores only).

CA Certificate with CA’s Registration Number and Seal AND

As per Annexure-10 3 Financial: Net

Worth

The net worth of the bidder, as on 31/03/2014, should be Positive. CA Certificate with CA’s Registration Number/ Seal 4 Technical Capability

OEM must have sold at least 1000 nos. of licenses in India during the last three financial years from 2011-12 to 2013-14. CA Certificate with CA’s Registration Number/ Seal OR Work Completion Certificates from the client;

OR

Work Order + Phase Completion

Certificate from the client showing acceptance of completion of supply and installation 5 Tax registration and clearance

The bidder should have a registered number of i. VAT/ CST where his business is located ii. Service Tax

iii. Income Tax / PAN number.

The bidder should have cleared his VAT/ CST dues up to 31/09/2014 to the Government.

Copies of relevant certificates of registration

VAT/ CST clearance certificate from the Commercial Taxes

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Page 14 of 93 S.

No.

Required Note: The benefit of price preference to the extent of

amount equivalent to RVAT in the bid evaluation shall be provided as per the clause 5(16) of RFP. RVAT benefit shall be provided to only those bidders who are registered for RVAT at the time of submission of bid else the bid shall be considered with CST component only.

Officer of the Circle concerned.

6 Certifications The bidder must possess, at the time of bidding, a) A valid authorisation certificate/ letter duly issued

by the OEM for Sales and Service support in Rajasthan.

b) A valid ISO 9001:2008 Certification.

Copy of a valid certificate/ letter from OEM. Copy of a valid certificate 7 OEM Qualification

The OEM must be a registered company /office in India for last five financial years.

AND

The OEM must have a service centre in India.

Copy of valid Registration Certificates under Indian Companies Act, 1956 AND Copy of list of operational authorized service centre in India duly signed and sealed by authorized signatory of OEM. 8 Mandatory

Undertaking

Bidder should: -

a) not be insolvent, in receivership, bankrupt or being wound up, not have its affairs administered by a court or a judicial officer, not have its business activities suspended and must not be the subject of legal proceedings for any of the foregoing reasons;

b) 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;

c) not have a conflict of interest in the procurement in question as specified in the bidding document. d) comply with the code of integrity as specified in

the bidding document.

A Self Certified letter as per Annexure- 7: Self-Declaration

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Page 15 of 93 S.

No.

Required 9. Manpower

Strength of OEM

The OEM must have had at least 25 technical professionals (Diploma/ Degree holder in Engineering/Computer Applications) on roll during year 2013-14. CS Certificate with CS’s Registration Number/ Seal OR Letter from HR of the firm duly signed and sealed of the firm.

2) In addition to the provisions regarding the qualifications of the bidders as set out in (1) above: - a. the procuring entity shall disqualify a bidder as per the provisions under “Clause:

Exclusion/ Disqualification of bids in Chapter-4: ITB”; and

b. the procuring entity may require a bidder, who was pre-qualified, to demonstrate its qualifications again in accordance with the same criteria used to pre-qualify such bidder. The procuring entity shall disqualify any bidder that fails to demonstrate its qualifications again, if requested to do so. The procuring entity shall promptly notify each bidder requested to demonstrate its qualifications again as to whether or not the bidder has done so to the satisfaction of the procuring entity.

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4. SCOPE OF WORK, DELIVERABLES & TIMELINES

The bidder shall be required to supply, install and integrate the solution as per the scope of work detailed below. O&M of the proposed video conference solution shall be provided for a period of 5 years.

The successful deployment of project requires the bidder to provide quality & timely services to GoR. The bidder is strongly advised to carefully read the Scope of Work, understand the RajSWAN/SecLAN/NIC networks and carry-out the site visits of proposed locations where VC solution and IT infrastructure is to be installed, implemented and commissioned as per BoM (Ref: Annexure-1).

1) Detailed Scope of Work (SOW)

Deployment of core video conference solution consists of various steps and activities like preparation of the project implementation plan, supply of required hardware and software at project locations (SHQ & DHQs), implementation of video conference solution, commissioning, documentation, UAT reports with configuration details, basic training etc.

Without restricting the generality of the above paragraph, the scope of work includes the following: 4.1.1 Understanding of Project

To understand the overall scope of project, the bidder shall be required to study the following: 1) RAJNET/RajSWAN/SECLAN/GRAMSET network,

2) Existing video conference solution of RAJVC/NIC/RSWAN for integration with required video conference solution to be deployed in the project,

3) Rajasthan State Data Centre (RSDC),

4) Any other plan, policy, document and report as deemed necessary for effective implementation of required video conference solution,

5) Video conference requirement of RISL/DoIT&C/GoR under this project.

4.1.2 Infrastructure Deployment (Supply, Installation, Configuration and Integration of the Hardware and Software) -

a) Supply of Hardware, Software etc.

1) It shall include the supply of the required items, equipment: a) at the project locations i.e. SHQ and DHQs,

b) given in minimum Bill of Material (Annexure-1) as per the work order, c) meeting technical specifications (Annexure-2) mentioned in the RFP,

d) CAT-6 Cable/Patch Cord and IO Port for extension of LAN cable from RAJNET, RSWAN or SecLAN I/O port or switch/Hub/Router to the VC equipment being installed under the project.

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e) Any other peripherals & fixtures (e.g. screws, clamps, fasteners, ties anchor, supports, wires, etc.), assemblies for fixing units, cables, conductors etc. necessary for the installation of the video conference solution.

2) Software should be of genuine OEM license(s), as applicable, including both server and client/ User Access License(s), with all the requisites updates and patches for entire contract period.

3) The equipment/software should have comprehensive onsite OEM warranty or bidder warranty, and for a period, starting from go-live, as specified in Annexure-1 (BOM). The comprehensive OEM onsite warranty includes the following:

a) Repair of faulty equipment.

b) Replacement of irreparable equipment or parts with equivalent or higher compatible with the solution

c) Providing technical support

d) Software updates for all supplied software and Upgrades for VC software.

It is pertinent to mention that installation and commissioning of some equipment may happen much earlier than the go-live. Therefore, bidders are advised to take warranty from OEMs for the whole period, including the period taken for installation and commissioning before go-live.

b) Installation, Configuration & Integration It shall include the following:

1) Installation & configuration:

a) of items supplied as per Sl. No. 4.1.2 (a) above,

b) To be done appropriately and in a conscientious manner as per the OEM guidelines,

c) Following local regulation/ codes at all times, d) Ensuring safety regulations and practices, and

e) Ensuring that no damage is caused to customer premises and property and to restore the property wherever required at no cost to purchaser, if any damage occurs.

2) CAT-6 Cable/Patch Cord and IO Port for extension of LAN cable from RAJNET, RSWAN or SecLAN I/O port or switch/Hub/Router to the VC equipment being installed under the project.

3) Extending, fixing and installing the electrical points (switches, plugs, wire, conduits etc.) from the existing electrical outlets to the supplied all-in-one PCs, wherever required. It may be noted that no additional payment will be made for this work and material, and so bidders are advised to quote keeping this in mind.

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4) Plugging conduits and entrance holes wherever cabling is essential with suitable sealing material.

5) Deploying the video conference solution at RSDC/DoIT&C in consultation with the DoIT&C/RISL and adhere to all the applicable RAJNET, RSDC and RajSWAN policies (IP Addressing, Access Control, Security, Backup/ Restore, Internet access, Routing and Switching etc.) as applicable throughout the project period.

6) Integrating the deployed video conference solution with existing video conference setup in state by RAJVC, NIC and RajSWAN in consultation with the RAJVC, NIC and RajSWAN operator. Integration here means that VC client of this proposed solution should be able to call any VC client of the NIC MCU/ RAJVC MCU (directly or through NIC MCU/ RAJVC MCU) and to any VC client of the RajSWAN MCU/ RAJVC MCU and vice-versa. The maximum such concurrent VC calls shall be 50 at HD 720p resolution.

4.1.3 Training

It shall include the following:

a) Preparing VC operating/training document to train users on VC operations. The language of training document shall be in Hindi or English. It is clarified that this training does not include training on computer operations.

b) Imparting the basic phonic training to users of VC clients for VC operations so as to make them well conversant with the functionalities, features and operations of Video Conference solution.

c) Providing a hardcopy of VC training document, if requested.

4.1.4 User Acceptance Testing (UAT)

The primary goal of Acceptance Testing 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:

Infrastructure Compliance Review to verify the conformity of the Infrastructure (both IT, non IT ) 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

Performance Integration

Project Documentation UAT shall include the following:

a) Demonstration of the following by the bidder: 1) Successful video conference at SHQ

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• Twenty Gram Panchayats OR Government offices (wherever VC client is supplied) of Rajasthan

• Any 10 users of existing CISCO endpoints, one each from JSK/BNSK • Three internet user (one each laptop, Ipad and Smartphone; either on

broadband or 2G/3G/4G)

b) Recording & broadcast functionality from SHQ 2) One-to-one VC call from SHQ to each DHQ

3) Successful video conference district-wise having at least one user from each block (wherever VC client is installed) of the district, one user from the same district HQ and one user from any other district.

4) VC with minimum 500 sites. The infrastructure at these sites shall be arranged by the purchaser. These sites shall be connected in multiple VC sessions.

5) Any other features/ functionalities as desired by RISL.

6) Complete functionalities of the installed system to the custodian/RISL/DoIT&C/ authorized person and obtain installation and commissioning certificate (Sign-Off) from the nodal/designated officer.

b) Rectifying the Hardware, Software and deployed solution issues/ bugs reported, if any, during the testing. The selected bidder shall make the required changes in the application/solution deployed to rectify the issues reported, at no extra cost.

c) Supply of following documents:

1) The implementation plan includes delivery and installation schedule (location-wise),

2) Details of inventory including hardware and software location-wise along with serial number, product ID, licenses, part code etc.

3) Location-wise installation & commissioning certificates of all equipment/software supplied duly signed by purchaser’s authorized person.

4) Compliance certificates for specifications of hardware and software supplied.

5) Installation, configuration and integration settings of all the installed components of VC solution deployed at SHQ,

6) OEM Warranty documents

7) Original S/w/ CDs/ DVDs and licenses, wherever applicable,

8) User Manuals, Administrator Manual and datasheets, wherever applicable, 9) Training documents.

d) Bidder is required to intimate the purchaser one week prior for the commencement of 21 days UAT activities.

e) User Acceptance Test may be conducted on completion of 90% of installation and integration of equipment in case there is a possibility of delay in completion of 100% work on part of

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purchaser. In such case, the QGR for completed work shall be payable to the Bidder from the date of successful testing and acceptance of 90% of DHQ sites by the purchaser.

f) Final approval/ user acceptance of the deployed VC solution shall be given by DoIT&C/ RISL after successful implementation, testing and receipt of documents. It is the responsibility of the bidder to submit test reports and obtain the UAT approval from the DoIT&C/ RISL.

g) Commissioning (Go-Live): The bidder is required to install and configure the Hardware and software at SHQ and DHQ as stipulated in the RFP. Only after the acceptance of UAT (as mentioned under chapter ‘User Acceptance Testing’) and reports by DoIT&C/RISL, the entire infrastructure (hardware and software) shall be deemed to have been commissioned. After the successful commissioning of the project, the system shall be declared as ‘Go-Live’

and the selected bidder shall also be issued a commissioning certificate by DoIT&C/RISL/ GoR.

h) It is to be noted that the procurement agency may get the video conference 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 RISL/DoIT. All expenses towards hiring of TPA shall be borne by the purchaser. The bidder/SI shall be required to extend co-ordination to such TPA for testing etc.

4.1.5 Operation & Maintenance (O&M)/ Facility Management Services (FMS)

The objective of O&M is to extend help and co-ordinate in set-up and conduct of video conferences. The SI is required to ensure smooth functioning of the video conference and other supplied equipment for the project period of 5 years from go-live. It shall include the following:

Onsite Maintenance and Support Services VC Management Services

Helpdesk Management OEM Support Services

a) Onsite Maintenance and Support Services

The scope of work for this activity includes providing comprehensive maintenance with spare parts for all IT infrastructure supplied for this project for a period of Five years from go-live. This includes:

1) Repairing of defective parts/components,

2) Replacement of parts/components beyond repair with parts/components of same or better specifications ensuring compatibility,

3) Providing suitable standby for parts/components with same or better specifications till the time the original part/component is repaired or replaced so that daily business is not affected,

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4) Providing maintenance reports, as per format(s) to be prepared by selected bidder and approved by RISL at agreed periodicity.

5) Provide all assistance (co-ordination with user for uninstallation, packing & unpacking and configuration at new site location) in shifting of the supplied equipment without any additional cost to purchaser.

6) The bidder shall be required to install MCU software on the servers supplied by the GoR/ RISL during the project period.

7) Timely up gradation of definitions, patches, updates, upgrades, service packs etc. of the deployed IT Hardware and Software at all project locations,

b) VC Management services

The scope of work under this activity includes the following:

1) Overall administration and management including scheduling and establishing of video conference sessions through Helpdesk. The request for scheduling a VC may be given through phone/email etc. to the Helpdesk. The personnel deployed at DHQs may be required to remain present in any scheduled VC for assistance,

2) Management of the VC solution includes:

a) timely and regular backup as per OEM guidelines, b) Error fixing, troubleshooting of the VC solution

c) Configuration / reconfiguration of items/software supplied.

d) Maintenance of complete configuration (in hardcopy & softcopy) details of all the items supplied and installed by him/her.

3) Deployment of minimum manpower (as specified in RFP) with mobile phone for O&M. 4) Providing MIS reports as per format(s) to be prepared by selected bidder and approved

by RISL at desired periodicity.

5) Providing SLA reports as per format(s) to be prepared by selected bidder and approved by RISL quarterly.

c) Helpdesk Management

The scope of work under this activity includes the following:

1) All service requests shall be routed through Helpdesk and ticket should be raised.

2) The bidder is required to establish web-based helpdesk management system for the video conference management, fault booking and SLA reporting.

3) Provide helpdesk telephone no. at SHQ, Jaipur

4) Helpdesk should be accessible to all the project locations and their end-users on telephone/ e-mail etc. for the entire period of the contract. If required, on certain occasions, apart from the manpower availability beyond specified hours mentioned in RFP, the SI shall ensure the availability of Helpdesk staff without any additional cost to purchaser.

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6) Required PC/Laptop for helpdesk shall be facilitated by the bidder at no cost to purchaser. These PC/Laptop shall be taken back by the SI on completion of O&M phase. d) OEM Support Services:

Bidder should have direct back-to-back service support agreement with the respective OEM for the project duration of 5 years as per RFP. DoIT&C/RISL/Bidder/GoR must be able to log a support ticket directly to OEM helpdesk to get telephonic/ remote support directly from OEM as required. The VC software OEM should provide definitions, upgrades, updates and patches for 5 years for MCU software, client software and client licenses.Undertaking from OEM (Annexure-11) for above support services should be submitted by the Bidder along with the bid.

The new versions of MCU software and client software released during project period should be supplied by bidder without any additional cost to purchaser.

4.1.6 Project Handover

After successful completion of the Project/ contract, it shall be handed-over to RISL/DoIT&C/GoR. It shall include the following:

a) Submission of documents as per Sl. 4.1.4 of RFP or defined elsewhere in RFP,

b) Handover of inventory deployed to DoIT&C/RISL/Authorized representative or agency in working condition.

2) Major Roles & Responsibilities of RISL/ DoIT&C

The role of RISL/ DoIT&C in the successful implementation of the solution includes discharging the following responsibilities:

a) Review and approve the implementation plan and other reports as submitted by the selected bidder,

b) To coordinate with other government departments and agencies, c) Co-ordination with all stakeholders of the project,

d) Provide requisite infrastructure required for implementation of video conference solution at project locations,

e) Co-ordination required with other stake holders like Bandwidth Service Provider, RSWAN & RSDC Operators etc. for the successful implementation and operations of the work/ project. f) To provide space and furniture for seating the VC engineers in RISL.

3) Project Deliverables, Milestones & Time Schedule

The milestones, deliverables and time schedule for the implementation of GP Video Conference project shall be as follows:-

a) The time specified for delivery and other activities as mentioned in the table below shall be deemed to be the essence of the contract and the successful bidder shall arrange supplies and provide the required services within the specified period.

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b) It should be noted that any delay in the project timelines shall attract Liquidated Damages to the selected bidder

c) T is the event marking RISL signing the agreement or date of issue of work order, whichever is earlier, with the successful bidder.

Table 4.3: Project Deliverables and Time Schedule Sl.

No. Milestone

RFP

Ref. Project Deliverables Time Schedule

1 Project Kick-Off As per RFP

Event: Project Kick-off Meeting

T + 180 Days (inclusive of time-period of 21 days of

UAT) Deliverable: Project Implementation

Plan (X1)

2 Go-Live Sl. No.

4.1.4

X2:

1) Supply, Installation & commissioning certificates of all equipment/software supplied at SHQ & DHQ. (X2.1)

2) Details of inventory including hardware and software location-wise along with serial number, product ID, licenses, part code etc. (X2.2)

3) Compliance certificates for specifications of hardware and software supplied. (X2.3)

4) OEM Warranty documents. (X2.4) 5) Original S/w/ CDs/ DVDs and

licenses, wherever applicable (X2.5)

6) User Manuals, Administrator Manual and datasheets, wherever applicable. (X2.6) Sl. No. 4.1.4 UAT report (X3) 3 Operations & Maintenance Sl. No. 4.1.5 X4: 1) MIS reports (X4.1) 2) SLA reports (X4.2)

After end of each quarter (After GO-LIVE) 4 Project Handover Sl. No. 4.1.6

Event: Project Handover _{Within 90 days after}

successful

completion of O&M phase of the project Deliverable: Project Handover Report

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Page 24 of 93 5. INSTRUCTION TO BIDDERS (ITB)

1) Sale of Bidding/ Tender Documents

a) The sale of bidding documents shall be commenced from the date of publication of NIB. The document shall be available only to the qualified bidders/OEM at the EoI level (as mentioned in Chapter 2 of this RFP). The complete bidding document shall also be placed on the State Public Procurement Portal and e-Procurement portal for the pre-qualified bidders only who can download the bidding document from the websites and pay its price while submitting the Bid to the procuring entity.

b) The bidding documents shall be made available to pre-qualified (at EoI stage) prospective bidders who pay the price for it in cash or by bank demand draft, banker's cheque.

c) Only the bids of selected OEMs or SIs authorized by the selected OEM shall be eligibile to participate in the said tender.

2) Changes in the Bidding Document

a) At any time, prior to the deadline for submission of Bids, the procuring entity may for any reason, whether on its own initiative or as a result of a request for clarification by a bidder, modify the bidding documents by issuing an addendum.

b) In case, any modification is made to the bidding document or any clarification is issued which materially affects the terms contained in the bidding document, the procuring entity shall publish such modification or clarification in the same manner as the publication of the initial bidding document.

c) In case, a clarification or modification is issued to the bidding document, the procuring entity may, prior to the last date for submission of Bids, extend such time limit in order to allow the bidders sufficient time to take into account the clarification or modification, as the case may be, while submitting their Bids.

d) Any bidder, who has submitted his Bid in response to the original invitation, shall have the opportunity to modify or re-submit it, as the case may be, within the period of time originally allotted or such extended time as may be allowed for submission of Bids, when changes are made to the bidding document by the procuring entity.

e) The Bid last submitted or the Bid as modified by the bidder shall be considered for evaluation.

3) Period of Validity of Bids

a) Bids submitted by the bidders shall remain valid during the period specified in the NIB/ bidding document. A Bid valid for a shorter period shall be rejected by the procuring entity as non-responsive Bid.

b) Prior to the expiry of the period of validity of Bids, the procuring entity, in exceptional circumstances, may request the bidders to extend the bid validity period for an additional specified period of time. A bidder may refuse the request and such refusal shall be treated as withdrawal of Bid and in such circumstances bid security shall not be forfeited.

c) Bidders who agree for extension of the period of validity of their Bids shall extend or get extended the period of validity of bid securities submitted by them or submit new bid securities to cover the extended period of validity of their bids. A bidder whose bid security is not extended, or that has not submitted a new bid security, is considered to have refused the request to extend the period of validity of its Bid.

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Page 25 of 93 4) Format and Signing of Bids

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

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

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

c) A Single stage- Two part/ cover system shall be followed for the Bid:- a. Technical Bid, including fee details & technical documents b. Financial Bid

d) The technical bid shall consist of the following documents: -

S. No. Documents Type Document Format

Fee Details

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

2. RISL Processing Fee (e-Procurement) Instrument/ Proof of submission (PDF)

3.

Bid Security (ANNEXURE-14)

Instrument/ Proof of submission (PDF)

Technical Documents

Documents Type Page No.

4. ANNEXURE 1: BILL OF MATERIAL (BOM)

5. ANNEXURE-2: TECHNICAL SPECIFICATIONS 6. ANNEXURE-3: TECHNICAL RESOURCES

7. ANNEXURE-4: COVERING LETTER – TECHNICAL BID

8. ANNEXURE-5: TENDER FORM

9. ANNEXURE-6: BIDDER’S AUTHORIZATION CERTIFICATE

10. ANNEXURE-7: SELF-DECLARATION

11. ANNEXURE-8: CERTIFICATE OF CONFORMITY/ NO DEVIATION

12. ANNEXURE-9: UNDERTAKING ON AUTHENTICITY OF EQUIPMENTS

13. ANNEXURE-10: FINANCIAL CAPABILITIES

14. ANNEXURE-11: MANUFACTURER’S

AUTHORIZATION FORM (MAF) & WARRANTY FORM 15. ANNEXURE-12: COMPONENTS OFFERED – BOM 16. ANNEXURE-13: FINANCIAL BID COVER LETTER &

FORMAT COVER LETTER

e) Financial bid shall include the following documents: -

S. No. Documents Type Document Format

1. Financial Bid – Cover Letter On bidder’s letter head duly signed by authorized signatory as per Annexure -13 (PDF)

2. Financial Bid - Format As per BoQ (.XLS) format available on e-Procurement portal

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f) The bidder should ensure that all the required documents, as mentioned in this bidding document, are submitted along with the Bid and in the prescribed format only. Non-submission of the required documents or Non-submission of the documents in a different format/ contents may lead to the rejections of the Bid submitted by the bidder.

5) Cost & Language of Bidding

a) The Bidder shall bear all costs associated with the preparation and submission of its Bid, and the procuring entity shall not be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.

b) The Bid, as well as all correspondence and documents relating to the Bid exchanged by the Bidder and the procuring entity, 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.

6) Alternative/ Multiple Bids

Alternative/ Multiple Bids of same bidder shall not be considered at all. 7) Bid Security

Every bidder, if not exempted, participating in the procurement process will be required to furnish the bid security as specified in the NIB.

a) In lieu of bid security, a bid securing declaration shall be taken from Departments of the State Government, Undertakings, Corporations, Autonomous bodies, Registered Societies and Cooperative Societies which are owned or controlled or managed by the State Government and Government Undertakings of the Central Government.

b) Bid security instrument or cash receipt of bid security or a bid securing declaration shall necessarily accompany the technical bid.

c) Bid security of a bidder lying with the procuring entity in respect of other bids awaiting decision shall not be adjusted towards bid security for the fresh bids. The bid security originally deposited may, however, be taken into consideration in case bids are re-invited. d) The bid security may be given in the form of a banker’s cheque or demand draft or bank

guarantee, in specified format, of a scheduled bank or deposited through eGRAS. The bid security must remain valid thirty days beyond the original or extended validity period of the bid.

e) The issuer of the bid security and the confirmer, if any, of the bid security, as well as the form and terms of the bid security, must be acceptable to the procuring entity.

f) Prior to presenting a submission, a bidder may request the procuring entity to confirm the acceptability of proposed issuer of a bid security or of a proposed confirmer, if required. The procuring entity shall respond promptly to such a request.

g) The bank guarantee presented as bid security shall be got confirmed from the concerned issuing bank. However, the confirmation of the acceptability of a proposed issuer or of any proposed confirmer does not preclude the procuring entity from rejecting the bid security on the ground that the issuer or the confirmer, as the case may be, has become insolvent or has otherwise ceased to be creditworthy.

h) The bid security of unsuccessful bidders shall be refunded soon after final acceptance of successful bid and signing of Agreement and submitting performance security.

i) The Bid security taken from a bidder shall be forfeited, including the interest, if any, in the following cases, namely: -

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b. when the bidder does not execute the agreement, if any, after placement of supply/ work order within the specified period;

c. when the bidder fails to deliver the services or execute work as per LoI/ work order within the time specified;

d. when the bidder does not deposit the performance security within specified period after the supply/ work order is placed; and

e. if the bidder breaches any provision of code of integrity, prescribed for bidders, specified in the bidding document.

j) Notice will be given to the bidder with reasonable time before bid security deposited is forfeited.

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

l) In case of the successful bidder, the amount of bid security may be adjusted in arriving at the amount of the Performance Security, or refunded if the successful bidder furnishes the full amount of performance security.

m) The procuring entity shall promptly return the bid security after the earliest of the following events, namely:-

a. the expiry of validity of bid security;

b. the execution of agreement for procurement and performance security is furnished by the successful bidder;

c. the cancellation of the procurement process; or

d. the withdrawal of bid prior to the deadline for presenting bids, unless the bidding documents stipulate that no such withdrawal is permitted.

8) Deadline for the submission of Bids

a) Bids shall be received online at e-Procurement portal and up to the time and date specified in the NIB/ IFB.

b) Normally, the date of submission and opening of Bids would not be extended. In exceptional circumstances or when the bidding document are required to be substantially modified as a result of discussions in pre-bid meeting/ conference or otherwise and the time with the prospective bidders for preparation of Bids appears insufficient, the date may be extended by the procuring entity. In such case the publicity of extended time and date shall be given in the manner, as was given at the time of issuing the original NIB and shall also be placed on the State Public Procurement Portal, if applicable. It would be ensured that after issue of corrigendum, reasonable time is available to the bidders for preparation and submission of their Bids. The procuring entity shall also publish such modifications in the bidding document in the same manner as the publication of initial bidding document. If, in the office of the Bids receiving and opening authority, the last date of submission or opening of Bids is a non-working day, the Bids shall be received or opened on the next working day.

9) Withdrawal, Substitution and Modification of Bids

a) If permitted on e-Procurement portal, a Bidder may withdraw its Bid or re-submit its Bid (technical and/ or financial cover) as per the instructions/ procedure mentioned at e-Procurement website under the section "Bidder's Manual Kit".

b) Bids withdrawn shall not be opened and processes further. 10) Opening of Bids

a) The Bids shall be opened by the bid opening & evaluation committee on the date and time mentioned in the NIB in the presence of the bidders or their authorised representatives who choose to be present.

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b) The committee may co-opt experienced persons in the committee to conduct the process of Bid opening.

c) The committee shall prepare a list of the bidders or their representatives attending the opening of Bids and obtain their signatures on the same. The list shall also contain the representative’s name and telephone number and corresponding bidders’ names and addresses. The authority letters, if any, brought by the representatives shall be attached to the list. The list shall be signed by all the members of Bid opening committee with date and time of opening of the Bids.

d) All the documents comprising of techno-commercial Bid/ cover shall be opened & downloaded from the e-Procurement website (only for the bidders who have submitted the prescribed fee(s) to RISL).

e) The committee shall conduct a preliminary scrutiny of the opened Bids to assess the prima-facie responsiveness and ensure that the: -

a. bid is accompanied by bidding document fee, bid security or bid securing declaration, and processing fee (if applicable);

b. bid is valid for the period, specified in the bidding document;

c. bid is unconditional and the bidder has agreed to give the required performance security; and

d. other conditions, as specified in the bidding document are fulfilled. e. any other information which the committee may consider appropriate.

f) No Bid shall be rejected at the time of Bid opening except the Bids not accompanied with the proof of payment or instrument of the required price of bidding document, processing fee and bid security.

g) The Financial Bid 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.

11) Selection Method:

The selection method is Least Cost Based Selection (LCBS or L1) based on NPV defined in RFP.

12) Clarification of Bids

a) To assist in the examination, evaluation, comparison and qualification of the Bids, the bid evaluation committee may, at its discretion, ask any bidder for a clarification regarding its Bid. The committee's request for clarification and the response of the bidder shall be through the e-Procurement portal.

b) Any clarification submitted by a bidder with regard to its Bid that is not in response to a request by the committee shall not be considered.

c) No change in the prices or substance of the Bid shall be sought, offered, or permitted, except to confirm the correction of arithmetic errors discovered by the committee in the evaluation of the financial Bids.

d) No substantive change to qualification information or to a submission, including changes aimed at making an unqualified bidder, qualified or an unresponsive submission, responsive shall be sought, offered or permitted.

13) Evaluation & Tabulation of Technical Bids a) Determination of Responsiveness

a. The bid evaluation committee shall determine the responsiveness of a Bid on the basis of bidding document and the provisions of pre-qualification/ eligibility criteria of the bidding document.

RAJCOMP INFO SERVICES LIMITED (RISL)

RFP DOCUMENT FOR PROCUREMENT OF

SOFTWARE VIDEO CONFERENCE

SOLUTION

S

UPPLY

,

I

NSTALLATION

,

I

NTEGRATION

,

C

OMMISSIONING

A

ND

O

PERATION

&

M

AINTENANCE

(O&M)

O

F

V

IDEO

C

ONFERENCE

S

OLUTION

RAJCOMP INFO SERVICES LIMITED (RISL)

FIRST FLOOR, C-BLOCK, YOJANA BHAWAN, C-SCHEME, JAIPUR – 302005

(RAJASTHAN), INDIA

RajCOMP Info Services Limited (RISL)

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