RajCOMP Info Services Limited (RISL)

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Page 1 of 96 d70cument History

Document Publication History

Distribution

RajCOMP Info Services Limited

(RISL)

RFP for Supply, Installation, commissioning and

maintenance of Big Data environment for Govt of

Rajasthan

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RFP for Supply, Installation, commissioning and maintenance of Big Data environment

[NIB No. F4.3(158)/RISL/Tech/15/2648 Dated: 14-07-2015 Mode of Bid Submission Online though eProcurement/ eTendering

system at http://eproc.rajasthan.gov.in Procuring Authority Managing Director,

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

Last Date & Time of Submission of Bid 03.08.2015, 04:00 PM

Date & Time of Opening of Technical Bid 03.08.2015, 05:00 PM

Bidding Document Fee: Rs. 5,000 (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)

First Floor, YojanaBhawan, C-Block, TilakMarg, C-Scheme, Jaipur-302005 (Raj.) Phone: 0141- 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/ eBid A formal offer made in pursuance of an invitation by a procuring entity and includes any tender, proposal or quotation in electronic format Bidder / Supplier 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

CMC Contract Monitoring Committee

Competent Authority An authority or officer to whom the relevant administrative or financial powers have been delegated for taking decision in a matter relating to procurement. MD, RISL in this bidding document.

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 and shall remain valid for three years from the date of Go-Live of the project

Day A calendar day as per GoR/ GoI

DeitY, GoI Department of Electronics and Information Technology, Government of India

DoIT&C Department of Information Technology and Communications, Government of Rajasthan.

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

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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

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. PSD/ SD Performance Security Deposit/ Security Deposit

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.

RISL RajCOMP Info Services Limited

RSDC Rajasthan State Data Centre, New IT Building, Jaipur RVAT Rajasthan Value Added Tax

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Page 9 of 96 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.

State Government Government of Rajasthan (GoR) State Public

Procurement Portal http://sppp.raj.nic.in Subject Matter of

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

TIN Tax Identification Number

VAT/ CenVAT Value Added Tax/ Central VAT WO/ PO Work Order/ Purchase Order

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2. PROJECT PROFILE &BACKGROUND INFORMATION 2.1 About RISL

RajCOMP Info Services Ltd. (formerly RajCOMP) is a fully owned Government of Rajasthan Company; it is a leading consulting organization in the field of Information Technology. RajCOMP Info Services Ltd. (RISL) operates under the aegis of Government of Rajasthan. RISL is designated State Designated Agency(SDA) for implementation of NeGP Components i.e. State Data Centre (SDC), State Wide Area Network (SWAN), Common Service Centre (CSC), State Service Delivery Gateway and other State’s Mission Mode Projects (MMPs). RISL is also Technology Partner with departments like Agriculture Department, Election Department, State Election Department, JCTSL, Education Department, RHSDP etc. RISL takes up the activities of procuring and outsourcing of hardware, software, networking components and other products and services on behalf of Government Departments/ Organization(users).

2.2 Project Profile

Over the past two decades, governments have increasingly leveraged information technology to transform relationships with internal and external stakeholders. Through the use of technology, governments have improved the delivery of services to citizens and increased the efficiency of their own work processes. These improvements have led to greater citizen satisfaction, increased government transparency & efficiency and significant reductions in operating costs.

In the today’s information era, the size of information/data is growing exponentially. Apart from the size of the data sets, the variety of the data which is being generated today from various sources like web, social media, surveillance video logs etc is quite heterogeneous. The volume and variety of stored data poses the problem of quick retrieval of the desired data from the database. Traditional database management systems often have difficulties in handling the big data.

Government of Rajasthan is desirous to build an environment using big data technology which shall provide with a framework to store the varieties of structured and unstructured data which may include text, image, video etc. The proposed solution shall be appliance based. The stored data is expected to be humongous. The stored datasets which are diverse, complex and massive are to be retrieved and processed in tolerable elapsed time.

Following are the features/benefits of big data environment:

• The proposed data hub would act as a common source of data for data mining and analytics

initiatives moving forward.

• Store unstructured, semi-structured and structured data in a reliable, secure, fault-resilient

and scalable data store that can be organized and sorted for indexing and analysis.

• Cost effective, flexible and faster processing of data stored from various sources. • Ability to batch process (index, analyze etc) the massive data.

• Governments deal with enormous amount of data (existing RDBMS systems, unstructured

data like imageries, audio files, video logs, social media contents, blogs etc). In order that such data is put to an effective use in facilitating decision-making, Big Data is constructed over the historical data. It permits several types of queries requiring complex analysis on data to be addressed by decision-makers.

Thus, in line with the Rajasthan Government budget announcement for the year 2015-16, RISL has decided to procure and implement big data technology for storing and processing wide variety of

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massive data in secured and failsafe manner with quick turnaround time. The sources of unstructured data may be imageries, audio files, video logs, social media contents, blogs etc and the structured data which also need to be integrated with hadoop ecosystem may come from various eGovernance projects in the state of Rajasthan like Rajasthan Sampark, Bhamashah, eMitra, GIS etc.

Brief Technical Solution Requirement:

• The selected bidder shall be responsible to deploy a state of art solution for the requirements

and scope of work mentioned in this bidding document.

• The selected bidder shall deploy the latest version of the software released by the hadoop

distributor (i.e. Cloudera or Hortonworks).

• All the updates released by the hadoop distributor shall be deployed by the selected bidder

during the contract period.

• The deployment work shall be in compliance to the best practices, applicable industry

standards and respective guidelines issued by Department of Information Technology (DIT), Government of India (GoI) and Department of Information Technology & Communication (DoIT&C), Government of Rajasthan.

• Bidder would involve only competent and qualified personnel for the fulfilment of deliverables

mentioned in this bidding document.

• For detailed requirements, selected bidder may refer to the subsequent sections of this

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Page 14 of 96 3. PRE-QUALIFICATION/ ELIGIBILITY CRITERIA

• Only the shortlisted bidders as per EOI (Reference number F4.3(158)/RISL/Tech/15/834

dated 01.05.2015 and Reference No.: F4.3 (158)/RISL/Tech/15/480 dated 09.05.2015) are eligible to participate in this RFP.

• List of the eligible bidders is as following:

i) M/s Wipro Ltd (OEM Teradata)

ii) M/s e-Connect Solutions Pvt. Ltd. (OEM Oracle Corporation Singapore Pte Ltd) iii) M/s Aurionpro Solutions Ltd. (OEM Dell International Services India Pvt. Ltd)

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Page 15 of 96 4. SCOPE OF WORK, DELIVERABLES & TIMELINES 4.1 Scope of Work:

RISL intends to engage with the bidder for Supply, Installation, commissioning and maintenance of Big data environment (as indicated in Bill of Material (BoM) at Annexure-1) along with software platform updates/upgrades, patches and security fixes for a period of 36 months from the date of delivery and installation of the hadoop ecosystem.

RISL is equipped with SAS advanced analytical platform. The details of the solution already deployed at RISL is given at annexure 15.

The department intends to leverage the advanced analytics solution available. The SAS solution may be used for analytical services on big data platform. The selected bidder shall be responsible for seamless integration between big data environment and existing advanced analytics solution. The major activities which need to be performed by the selected bidder as part of the solution deployment are as following:

o Understanding the data sources and preparing the deployment architecture o Supply, installation and commissioning of Big Data appliance

o Operation & Maintenance o Trainings

4.1.1 Understanding the data sources and preparing the deployment architecture:

The selected bidder shall be responsible for understanding the architecture and volumetric of various data sources which shall be used as in feed for hadoop. To start with, the data sources would include the data from imageries, audio files, video logs, social media contents, blogs etc. The list is just indicative and there would be more data sources from where the data would be imported in hadoop. In addition to the above listed data sources the data of e-Governance projects like Bhamashah, Rajasthan Sampark, eMitra, GIS etc need to be integrated with the deployed hadoop cluster. The selected bidder shall also understand the architecture of the already deployed SAS advanced analytics platform so that the same can be leveraged to analyze the data stored in hadoop. After developing the sound understanding type of data sources the selected bidder shall prepare the deployment architecture for hadoop and get it approved by the procuring entity before deploying it. The bidder shall prepare a document covering the standard operating procedure for the deployment. The prepared deployment architecture should comply with the actually deployed solution.

4.1.2 Supply, installation and commissioning of Big Data appliance:

The bidder shall be responsible for timely supplying the Big Data appliance at RSDC. After supplying the required infrastructure, the selected bidder shall install and configure the necessary hadoop ecosystem on the infrastructure. The hadoop environment created by the bidder shall be capable enough to integrate with any Structured, Unstructured and Semi Structured databases.

The hadoop ecosystem shall be deployed as the industry best practices. An illustrative example of the same is given at annexure- 14

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The Research Platform would give RISL the capability to make sense of structured, semi-structured and unstructured data in the Hadoop where data has been landed that might be in schema-on-read databases, might need further analysis and understanding. Users would need large-scale tooling to extract the nuggets of information so a tool can help to catalog, explore, refine and visualize the data in the hadoop. The research Platform should support different kinds of tools including:

o Graph Visualization and storage o Path and Pattern Discovery o Statistical and Machine learning o Text and Sentiment discovery o Temporal and time series

The research Platform should also help RISL keep a separate testing environment where new data integration, management rules could be tested before its deployment in production setup.

b) Major Functionalities:

The following requirements shall also be fulfilled by the deployed solution:

i) Data management routines/web services to load data from the sources (like relational databases, archived data, video logs captured from CCTV cameras etc) made available by RISL.

ii) Crawling of websites and social media sites to obtain relevant information.

iii) Data extraction, transformation and loading process are required to be done on regular intervals as per the requirement of RISL.

iv) Setup a research Platform which will be used for:

o Analysing the data and its patterns in the hadoop

o Build and test new data management and integration rules before its deployment

on production

o Testing new Integration and Query connectors/adapters before its deployment

in production

v) The bidder will build at least 5 reusable applications on research platform. These reusable applications could be in the area of data transformation, parsing (XML, weblog), text processing, entity extraction, sentiment analysis, graph analysis, cluster analysis etc. The scope and details of these applications would be finalized during the project implementation with RISL.

vi) The Solution should have feature for SQL on Hadoop, seamlessly integrating data in Hadoop with popular databases like Oracle, MySQL, Microsoft SQL Sever, PostgreSQL, Teradata etc. It should provide give following functionality:

o Combine data from abovementioned databases and Hadoop in a single SQL

query

o Query and analyze data in Hadoop and above referred databases. o Integrate big data analysis into existing applications and architectures

o Extend security and access policies from the databases referred above to data

in Hadoop.

o Maximize query performance on all data.

vii) Obtaining a holistic data of Citizen and their related information.

viii) Build a web interface to search data using metadata in Hadoop for end users. This would be simple HTML based GUI. RISL would provide the requisite infrastructure

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(hardware and system software) for its development and deployment including support. Bidder would be responsible for development and its maintenance.

4.1.3 Operation & Maintenance:

Following activities shall be carried out by the selected bidder during the Operation & Management phase which would commence post Go-Live of the project:

i) Post Go Live, onsite support should be provided 24x7. The Bidder should ensure necessary infrastructure uptime and other SLAs as agreed with RISL.

ii) Manage complete operations and maintenance of the infrastructure and the software environment and ensure that the environment is bug/ error free, running smoothly and simultaneously incorporate necessary configuration changes in the software stack that powers the Big Data ecosystem.

iii) Bug fixing, implementing code change requests in deployed custom coding

iv) Make sure that the solution has an uptime of 99%. In case of breach of this uptime the applicable penalties are mentioned at annexure 13.

v) Rigorous Testing before deploying any change in production environment

vi) Regular Hadoop System Administration and continuous performance tuning of the deployed environment

vii) Warranty support, up-to-date AMC of engineered big data appliance/solution including software components.

viii) Provision for on-site support for hardware and software

ix) Complete support to up-to-date Production environment with OEM patches, new releases to keep up with technology advancements.

4.1.4 Trainings:

The selected bidders shall also prepare a comprehensive training plan on deployed solution.

o The duration for the training would be of 120 hours in an year (40 hours per session)

and the number of participants during each session may be upto 15.

o The content of the training and schedule shall be mutually decided by RISL and the

bidder

o The requisite training infrastructure like the place, computers, projector etc. shall be

provided by RISL.

4.1.5 Hardware specifications:

The hadoop ecosystem shall be supported by infrastructure and data nodes. The minimum configuration of hardware nodes to be deployed as part of the hadoop ecosystem is available at annexure 2 (Technical Specifications):

4.1.6 Volumetric:

RISL envisages the solution would require 1 petabyte of uncompressed usable data storage without any overhead in Hadoop solution. The abovementioned data storage would be procured over a period of one year. The schedule of procurement is available at section 4.2 “Project Deliverables, Milestones & Time Schedule”.

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Page 18 of 96 Phase

Name

Time Lines (in Weeks) for Delivery Hadoop Capacity (in TB) for raw, usable, uncompressed data without any overhead

Phase 1 T0 + 8 ₄₀₀

Phase 2 T0 + 16 + 26 (i.e. 6 months post Go-Live )

or the hadoop capacity has reached to 70% (whichever is earlier)

300

Phase 3 T0 + 16 + 52 (i.e. 12 months post Go-Live )

or the hadoop capacity has reached to 70% (whichever is earlier)

300

(T0 is the date of issuance of work-order) Note: A separate intimation/confirmation shall be issued by the purchaser to the bidder for supplying and installing the additional hadoop capacity as mentioned in phase 2 and phase 3.

4.1.7 Resource Requirement:

• RISL expects bidder to deploy experienced and agile teams which will quickly start

delivering.

• Data security and confidentiality is very important during project execution. No sensitive

government data could be taken offsite for any project related work.

• All proposed resources should have been on payrolls of either bidder or OEM for at least 6

months. No third party vendor shall be allowed during implementation & O&M Phase.

• The details about the resource category and their minimum experience and capabilities

required are available at annexure 2 (Technical Specifications):

• Tentative Resource Engagement Plan for the project duration (three years from the date of

Go-Live) is as following:

S.No. Resource Type First Year Second Year Third Year 1. _Program_Manager 1 1 1

2. _{Big Data Architect} 1 1 1

3. _{Hadoop Admin} 2 1 1

4. _{Hadoop developer} 8 4 2 5. _{Testing and QA} 4 2 1

Total 16 9 6

• The resources deployed by the selected bidder will perform their duties in accordance with

the instructions given by the designated officers of RISL from time to time. RISL will examine the qualification, experience etc. of the personnel provided before they are deployed. The selected bidder has to take approval from RISL for the proposed staff before their deployment.

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• At no time, the provided manpower should be on leave or absent from the duty without prior

permission from the designated officer of RISL. In case of long term absence (more than 10 working days) due to sickness, leave etc. the selected bidder shall ensure replacements and manning of all manpower posts without any additional liabilities to RISL.

• Incase of resource attrition, the bidder has to provide with suitable replacement within 30

days. Failing which shall attract proportionate penalty as per the cost of the resource quoted in the financial bid (Table 2, annexure 10)

• Any requirement of increasing the number of resources upto 50% shall have to be catered

within 3 weeks from the date of notification of requirement.

4.1.8 Roles & Responsibilities of Stakeholders a) Responsibilities of RISL:

• To coordinate and ensure active participation from all project stakeholders including

government departments/agencies, if any.

• Review and approval/sign-offs of all the deliverables and other reports as submitted by

the selected bidder.

• Facilitate necessary support during analysis, sharing of sample templates and in

capturing other IT infrastructure requirements (eg SAS setup, other source system setup etc.) including data center access for deployment and support activities

• To conduct review meetings to monitor the overall progress of the project.

• Evaluate and approve the effort estimates for change requests (if any) provided by the

selected bidder for deployment of application software.

• Facilitate Acceptance Testing, security audit and performance audit. • Review and approve the Payments to the selected bidder.

• Guidance for type of data required from social media.

• Any other help/ assistance/ co-ordination required for the successful implementation and

operations of the work/ project.

• Provide necessary facilities such as seating space, furniture, printer and any other

incidental requirement as mutually decided by the selected bidder and RISL

• Appropriate network connectivity and bandwidth for loading all the data (initial loads and

incremental loads) in Production environment at data center to finish the job in time

• Internet access to bidder and OEM team during operations and Operation &

Management phase for carrying out their operations( downloading essential patches ,interaction with OEM support team)

• Requisite hardware and network infrastructure.

b) Responsibilities of Bidder and OEM:

• The bidder & OEM team will work in close coordination with the RISL and other

stakeholders for this project and carry out the activities as indicated in this section of RFP and submit all the mentioned deliverables within the stipulated time-frame. They should take Joint ownership of project execution as per scope of work.

• File server/landing area infrastructure and necessary system software for getting the data

from source system in file format

• Getting data from social media.

• Supply and Installation of appliance onsite.

• Setup, configuration, operation and maintenance of Big data environment as per SoW. • Bidder / OEM would be responsible for development and maintenance of the installed

applications including web interface for search Hadoop data for end users.

• Warranty support & AMC support of software and hardware supplied. • Supply of resources as per proposed project management plan. • Training support as per RFP requirements.

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• Integrating Big data platform with existing SAS system.

• Requisite infrastructure (hardware and system software) for development and

deployment including support for search interface (HTML based).

• Bidder will share all intermediate documents, drafts, reports, surveys and any other item

related to this assignment. No work products, methodology or any other methods used by the selected bidder should be deemed as proprietary and non-shareable.

• Bidder would provide the manpower deployed at RISL offices with laptop/desktop

needed as per his/her routine work.

• Overall successful operation of Hadoop Eco system for the entire duration of the project.

4.1.9 Definition of Go-Live:

Go-Live refers the deployment and commissioning of the hadoop ecosystem in RSDC and shall be accomplished when supply, installation and commissioning of Big data appliance is completed, including:

Storing and accessing unstructured data from imageries, audio files, video logs, social media contents, blogs etc.

Successful integration of at least Rajasthan sampark, Bhamashah, eMitra and GIS project etc. data with hadoop ecosystem and running queries on these project data.

Successful deployment of a web interface (HTML based GUI) to search stored data using metadata in Hadoop for end users.

Successful running of atleast 5 native hadoop utilities/languages which include Sqoop, Hive, Pig, Solr and Oozie etc.

Integration of hadoop ecosystem with SAS advanced analytics tool and report generation using SAS advanced analytics platform from the data stored in hadoop.

Submission of project documents including architecture document, deployment and configuration details, user manuals etc.

4.2 Project Deliverables, Milestones & Time Schedule: (T0 is the date of issuance of work-order)

S.

No. Scope of Work

Phase

Name Deliverables Timelines

1. Completion of Activity as mentioned in section 4.1.1 Phase 1 i. Hadoop deployment architecture document approved by RISL

ii. Data Integration plan for

Rajasthan sampark,

Bhamashah, eMitra and GIS project

iii. Training plan

T1 = T0 + 4 weeks

2.

Supply & Installation of Big data appliance with 400 Terabytes of raw, usable, uncompressed data without any overhead i. Delivery challans ii. Installation report

T2 = T0 + 8 weeks 3. Completion of Activities as mentioned in section 4.1.2 and integration with

i. Successful storing and accessing of relevant unstructured data from imageries, audio files, video

T3= T0+16 weeks

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analytics tool (Go-Live).

logs, social media contents, blogs etc.

ii. Successful integration of

Rajasthan sampark,

Bhamashah, eMitra and GIS project data with hadoop iii. Successful running of native

hadoop utilities/languages like Sqoop, Hive, Pig etc.

iv. Report generation from SAS advanced analytics tool using hadoop ecosystem

4.

Supply & Installation of big data appliance with 300 Terabytes of raw, usable, uncompressed data without any overhead

Phase 2 i. Delivery challans ii. Installation report

T4 = T3 + 26 weeks or the hadoop capacity has reached to 70% (whichever is earlier) 5. Supply & Installation of big data appliance with 300 Terabytes of raw, usable, uncompressed data without any overhead

Phase 3 i. Delivery challans ii. Installation report

T5 = T3 + 52 weeks or the hadoop capacity has reached to 70% (whichever is earlier) 6.

Big data Solution Technical Support Services (Operation & Maintenance) as mentioned in section 4.1.3 O&M Phase (Starts immediately after Go-Live)

i. Technical Support Services Completion Letter

ii. List of Upgrades/updates, patches and security fixes provided during the platform product support period

T6 = T3 + 3 years

Note: A separate intimation/confirmation shall be issued by the purchaser to the bidder for supplying and installing the additional big data capacity as mentioned in phase 2 and phase 3.

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Page 22 of 96 INSTRUCTION TO BIDDERS (ITB)

1) Sale of Bidding/ Tender Documents

a) Download of bidding documents shall be commenced from the date of publication of Notice Inviting Bids (NIB) and shall be stopped as per the date & time mentioned in NIB. The complete bidding document shall also be placed on the State Public Procurement Portal and e-Procurement portal. The prospective bidder shall be permitted to download the bidding document from the websites.

1) 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 in accordance with the provisions below.

b) In case, any modification is made to the bidding document or any clarification is issued which materially affects the terms contained in the bidding document, the 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:

Provided that the Bid last submitted or the Bid as modified by the bidder shall be considered for evaluation.

2) 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 that agree to an 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

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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.

3) 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 Two stage two part/ cover system shall be followed for the Bid: -

a. Technical Bid, including fee details, eligibility & 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 Instrument/ Proof of submission (PDF)

General Documents

4. Bidder’s Authorisation Certificate As per Annexure- 3

5. Self-Declaration As per Annexure- 4

6. Sales Tax / VAT registration Certificate Copy of the document 7. Sales tax / VAT clearance certificate valid

as on 31-3-2015 Copy of the document

Technical Documents

8. Compliance to Technical Specifications As per Annexure - 2 9. Certificate of Conformity/ No Deviation As per Annexure - 5 10. Declaration by Bidders As per Annexure - 6 (PDF)

11. _{Manufacturer’s Authorisation Form (MAF)} _{As per Annexure- 7 (Indicative Format)} (PDF)

12. Components Offered As per Annexure - 8 (PDF) 13. Undertaking on Authenticity of Comp.

Equip.

As per Annexure - 9 (PDF)

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 – 10 (PDF)

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

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.

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Page 24 of 96 4) 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.

5) Alternative/ Multiple Bids

Alternative/ Multiple Bids shall not be considered at all. Also, the bidder shall not quote for multiple brands/ make/ models but only one in the technical Bid and should also mention the details of the quoted make/ model in the “Annexure-8: Components Offered”.

6) 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.

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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: -

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

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 commence the supply of the goods or service or execute work as per supply/ 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.

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

b) Normally, the date of submission and opening of Bids would not be extended. In exceptional circumstances or when the bidding document are required to be substantially modified as a result of discussions in pre-bid meeting/ conference or otherwise and the time with the prospective bidders for preparation of Bids appears insufficient, the date may be extended by the 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 non-working day.

8) 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.

9) 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.

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 technical Bid/ cover shall be opened & downloaded from the e-Procurement website (only for the bidders who have submitted the prescribed fee(s) to RISL).

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

10) Selection Method:

The selection method is Least Cost Based Selection (LCBS or L1) from the pre-qualified bidders as per the big data EOI.

11) 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.

12) 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.

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b. A responsive Bid is one that meets the requirements of the bidding document without any 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.

c. A material deviation, reservation, or omission is one that, i. if accepted, shall:-

1. affect in any substantial way the scope, quality, or performance of the subject matter of procurement specified in the bidding documents; or

2. limits in any substantial way, inconsistent with the bidding documents, the procuring entity’s rights or the bidder’s obligations under the proposed contract; or

ii. if rectified, shall unfairly affect the competitive position of other bidders presenting responsive Bids.

d. The bid evaluation committee shall examine the technical aspects of the Bid in particular, to confirm that all requirements of bidding document have been met without any material deviation, reservation or omission.

e. The procuring entity shall regard a Bid as responsive if it conforms to all requirements set out in the bidding document, or it contains minor deviations that do not materially alter or depart from the characteristics, terms, conditions and other requirements set out in the bidding document, or if it contains errors or oversights that can be corrected without touching on the substance of the Bid.

b) Non-material Non-conformities in Bids

a. The bid evaluation committee may waive any non-conformities in the Bid that do not constitute a material deviation, reservation or omission, the Bid shall be deemed to be substantially responsive.

b. The bid evaluation committee may request the bidder to submit the necessary information or document like audited statement of accounts/ CA Certificate, Registration Certificate, VAT/ CST clearance certificate, ISO/ CMMi Certificates, etc. within a reasonable period of time. Failure of the bidder to comply with the request may result in the rejection of its Bid.

c. The bid evaluation committee may rectify non-material nonconformities or omissions on the basis of the information or documentation received from the bidder under (b) above.

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c) Technical Evaluation Criteria: Bids shall be evaluation based on the documents submitted as a part of technical bid. Technical bid shall contain all the documents as asked in the clause “Format and Signing of Bids”

d) Tabulation of Technical Bids

a. If Technical Bids have been invited, they shall be tabulated by the bid evaluation committee in the form of a comparative statement to evaluate the qualification of the bidders against the criteria for qualification set out in the bidding document.

b. The members of bid evaluation committee shall give their recommendations below the table as to which of the bidders have been found to be qualified in evaluation of Technical Bids and sign it.

e) The number of firms qualified in technical evaluation, if less than two and it is considered necessary by the procuring entity to continue with the procurement process, reasons shall be recorded in writing and included in the record of the procurement proceedings.

f) The bidders who qualified in the technical evaluation shall be informed in writing about the date, time and place of opening of their financial Bids.

13) Evaluation & Tabulation of Financial Bids

Subject to the provisions of “Acceptance of Successful Bid and Award of Contract” below, the procuring entity shall take following actions for evaluation of financial Bids:-

a) The financial Bids of the bidders who qualified in technical evaluation shall be opened online at the notified time, date and place by the bid evaluation committee in the presence of the bidders or their representatives who choose to be present.

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

c) the names of the bidders, the rates given by them and conditions put, if any, shall be read out and recorded;

d) conditional Bids are liable to be rejected;

e) the evaluation shall include all costs and all taxes and duties applicable to the bidder as per law of the Central/ State Government/ Local Authorities, and the evaluation criteria specified in the bidding documents shall only be applied;

f) the offers shall be evaluated and marked L1, L2, L3 etc. L1 being the lowest offer and then others in ascending order in case price is the only criteria, or evaluated and marked H1, H2, H3 etc. in descending order.

g) the bid evaluation committee shall prepare a comparative statement in tabular form in accordance with rules along with its report on evaluation of financial Bids and recommend the lowest offer for acceptance to the procuring entity, if price is the only criterion, or most advantageous Bid in other case;

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h) The members of bids evaluation committee shall give their recommendations below the table regarding lowest Bid or most advantageous Bid and sign it.

i) it shall be ensured that the offer recommended for sanction is justifiable looking to the prevailing market rates of the goods, works or service required to be procured.

14) Correction of Arithmetic Errors in Financial Bids

The bid evaluation committee shall correct arithmetical errors in substantially responsive Bids, on the following basis, namely: -

a) if there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected, unless in the opinion of the bid evaluation committee there is an obvious misplacement of the decimal point in the unit price, in which case the total price as quoted shall govern and the unit price shall be corrected;

b) if there is an error in a total corresponding to the addition or subtraction of subtotals, the subtotals shall prevail and the total shall be corrected; and

c) if there is a discrepancy between words and figures, the amount in words shall prevail, unless the amount expressed in words is related to an arithmetic error, in which case the amount in figures shall prevail subject to clause (a) and (b) above.

15) Comparison of rates of firms outside and those in Rajasthan

While tabulating the financial Bids of those firms which are not entitled to price preference, the element of Rajasthan Value Added Tax (RVAT) shall be excluded from the rates quoted by the firms of Rajasthan and the element of Central Sales Tax (CST) shall be included in the rates of firms from outside Rajasthan for financial bid evaluation purpose.

16) Price/ purchase preference in evaluation

Price and/ or purchase preference notified by the State Government (GoR) and as mentioned in the bidding document shall be considered in the evaluation of Bids and award of contract.

17) Negotiations

a) Except in case of procurement by method of single source procurement or procurement by competitive negotiations, to the extent possible, no negotiations shall be conducted after the pre-bid stage. All clarifications needed to be sought shall be sought in the pre-bid stage itself. b) Negotiations may, however, be undertaken only with the lowest or most advantageous

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c) The bid evaluation committee shall have full powers to undertake negotiations. Detailed reasons and results of negotiations shall be recorded in the proceedings.

d) The lowest or most advantageous bidder shall be informed in writing either through messenger or by registered letter and e-mail (if available). A minimum time of seven days shall be given for calling negotiations. In case of urgency the bid evaluation committee, after recording reasons, may reduce the time, provided the lowest or most advantageous bidder has received the intimation and consented to regarding holding of negotiations.

e) Negotiations shall not make the original offer made by the bidder inoperative. The bid evaluation committee shall have option to consider the original offer in case the bidder decides to increase rates originally quoted or imposes any new terms or conditions.

f) In case of non-satisfactory achievement of rates from lowest or most advantageous bidder, the bid evaluation committee may choose to make a written counter offer to the lowest or most advantageous bidder and if this is not accepted by him, the committee may decide to reject and re-invite Bids or to make the same counter-offer first to the second lowest or most advantageous bidder, then to the third lowest or most advantageous bidder and so on in the order of their initial standing and work/ supply order be awarded to the bidder who accepts the counter-offer. This procedure would be used in exceptional cases only.

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

18) Exclusion of Bids/ Disqualification

a) A procuring entity shall exclude/ disqualify a Bid, if: -

a. the information submitted, concerning the qualifications of the bidder, was false or constituted a misrepresentation; or

b. the information submitted, concerning the qualifications of the bidder, was materially inaccurate or incomplete; and

c. the bidder is not qualified as per pre-qualification/ eligibility criteria mentioned in the bidding document;

d. the Bid materially departs from the requirements specified in the bidding document or it contains false information;

e. the bidder, submitting the Bid, his agent or any one acting on his behalf, gave or agreed to give, to any officer or employee of the procuring entity or other governmental authority a gratification in any form, or any other thing of value, so as to unduly influence the procurement process;

f. a bidder, in the opinion of the procuring entity, has a conflict of interest materially affecting fair competition.

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b) A Bid shall be excluded/ disqualified as soon as the cause for its exclusion/ disqualification is discovered.

c) Every decision of a procuring entity to exclude a Bid shall be for reasons to be recorded in writing and shall be: -

a. communicated to the concerned bidder in writing;

b. published on the State Public Procurement Portal, if applicable.

19) Lack of competition

a) A situation may arise where, if after evaluation of Bids, the bid evaluation committee may end-up with one responsive Bid only. In such situation, the bid evaluation committee would check as to whether while floating the NIB all necessary requirements to encourage competition like standard bid conditions, industry friendly specifications, wide publicity, sufficient time for formulation of Bids, etc were fulfilled. If not, the NIB would be re-floated after rectifying deficiencies. The bid process shall be considered valid even if there is one responsive Bid, provided that: -

a. the Bid is technically qualified;

b. the price quoted by the bidder is assessed to be reasonable; c. the Bid is unconditional and complete in all respects;

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

e. the bidder is qualified as per the provisions of pre-qualification/ eligibility criteria in the bidding document

b) The bid evaluation committee shall prepare a justification note for approval by the next higher authority of the procuring entity, with the concurrence of the accounts member.

c) In case of dissent by any member of bid evaluation committee, the next higher authority in delegation of financial powers shall decide as to whether to sanction the single Bid or re-invite Bids after recording reasons.

d) If a decision to re-invite the Bids is taken, market assessment shall be carried out for estimation of market depth, eligibility criteria and cost estimate.

20) Acceptance of the successful Bid and award of contract

a) The procuring entity after considering the recommendations of the bid evaluation committee and the conditions of Bid, if any, financial implications, trials, sample testing and test reports, etc., shall accept or reject the successful Bid. If any member of the bid evaluation committee, has disagreed or given its note of dissent, the matter shall be referred to the next higher authority, as per delegation of financial powers, for decision.

b) Decision on Bids shall be taken within original validity period of Bids and time period allowed to procuring entity for taking decision. If the decision is not taken within the original validity

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period or time limit allowed for taking decision, the matter shall be referred to the next higher authority in delegation of financial powers for decision.

c) Before award of the contract, the procuring entity shall ensure that the price of successful Bid is reasonable and consistent with the required quality.

d) A Bid shall be treated as successful only after the competent authority has approved the procurement in terms of that Bid.

e) The procuring entity shall award the contract to the bidder whose offer has been determined to be the lowest or most advantageous in accordance with the evaluation criteria set out in the bidding document and if the bidder has been determined to be qualified to perform the contract satisfactorily on the basis of qualification criteria fixed for the bidders in the bidding document for the subject matter of procurement.

f) Prior to the expiration of the period of bid validity, the procuring entity shall inform the successful bidder, in writing, that its Bid has been accepted.

g) As soon as a Bid is accepted by the competent authority, its written intimation shall be sent to the concerned bidder by registered post or email and asked to execute an agreement in the format given in the bidding documents on a non-judicial stamp of requisite value and deposit the amount of performance security or a performance security declaration, if applicable, within a period specified in the bidding documents or where the period is not specified in the bidding documents then within fifteen days from the date on which the letter of acceptance or letter of intent is dispatched to the bidder.

h) If the issuance of formal letter of acceptance is likely to take time, in the meanwhile a Letter of Intent (LOI) may be sent to the bidder. The acceptance of an offer is complete as soon as the letter of acceptance or letter of intent is posted and/ or sent by email (if available) to the address of the bidder given in the bidding document. Until a formal contract is executed, the letter of acceptance or LOI shall constitute a binding contract.

i) The bid security of the bidders who’s Bids could not be accepted shall be refunded soon after the contract with the successful bidder is signed and its performance security is obtained.

21) Information and publication of award

Information of award of contract shall be communicated to all participating bidders and published on the respective website(s) as specified in NIB.