Request For Proposal Portal Development, Mobile Solutions, Social Media Optimization, Photography & Videography and Virtual Tours for Department of Tourism, Rajasthan
2011
RajCOMP Info Services Ltd. (An undertaking of Government of Rajasthan)
Request for Proposal (RFP) Document for Portal Development, Mobile Solutions, Social Media Optimization, Photography & Videography and Virtual Tours for Department of Tourism, Rajasthan
[NIT Reference No. F1.9(33)/RISL/Misc/11/767-4 dated 27.09.2011]
Place of submission of the bid proposal Managing Director, RajCOMP Info Services Limited (RISL), C Block, 1st Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur (Rajasthan) Date and Time of Pre-bid meeting 11th October 2011 2:00pm Venue: Last Date & Time of Submission of Bid 14th November 2011 3:00pm As above Date & Time of Opening of Bid 14th November 2011 3:30pm Validity of Bid 180 days from the date of opening of technical bid
Cost of RFP Document: Rs. 1000 (Rupees One Thousand only)
Name of the Bidding Company/ Firm:
Contact Person(Authorised Bid Signatory):
Correspondence Address:
Telephone & Mobile No. Fax Nos.: Website & E-Mail: RajCOMP Info Services Limited (RISL) C Block, 1st Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur (Rajasthan) Phone: +91 (141) 5103902, 2229394 Fax: +91 (141) 2228701 Web: http://risl.rajasthan.gov.in/, Email: [email protected]
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Disclaimer
The information contained in this RFP Document or subsequently provided to Bidder(s) or applicants whether verbally or in documentary form by or on behalf of Department of Tourism (DoT), Rajasthan or RajCOMP Info Services Limited or any of their employees or advisors, is provided to the Bidder(s) on the terms and conditions set out in this RFP Document and all other terms and conditions subject to which such information is provided.
This RFP Document is not an agreement and is not an offer or invitation by the Tendering Authority to any party other than the Applicants who are qualified to submit the Bids (“Bidders”). The principle of this RFP Document is to provide the Bidder(s) with information to support the formulation of their Proposals. This RFP Document does not purport to contain all the information each Bidder may entail. This RFP Document may not be apposite for all persons, and it is not possible for Tendering Authority, its employees, or advisors to consider the investment objectives, financial situation, and particular needs of each Bidder who reads or uses this RFP Document. Each Bidder should conduct its own investigations and analysis and should check the accuracy, reliability and completeness of the information in this RFP Document and where necessary obtain independent advice from appropriate sources. The Tendering Authority, its employees and advisors make no representation or warranty and shall incur no liability under any law, statute, rules or regulations as to the accuracy, reliability or completeness of the RFP Document. The Tendering Authority may in its absolute discretion, but without being under any obligation to do so, update, improve or supplement the information in this RFP Document.
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Notice Inviting Tender
No: F1.9(33)/RISL/Misc/11/767-4 Dated: 27.09.2011
RajCOMP Info Services Limited invites bids from qualified bidders for the following project on a turnkey basis over three years:
Nature of Project Portal Development, Mobile Solutions, Social Media Optimization, Photography & Videography and Virtual Tours for Department of Tourism, Rajasthan Cost of RFP Document Rs. 1,000/- Estimated cost of Project Package I : Rs. 80.00 lacs, Package II : Rs. 100.00 lacs Earnest Money Deposit Package I : Rs. 1.60 lacs, Package II : Rs. 2.00 lacs Place of sale of RFP Document Office of the Managing Director, RISL, Jaipur Pre-Bid Meeting 11th October 2011 2:00pm Date of publication of final RFP after 21st October 2011 pre-bid meeting Last Date & Time for submission of 14th November 2011 3:00pm filled tender form Date of opening of technical bids 14th November 2011 3:30pm Date of opening of financial bids Will be intimated to all the technically qualified bidders Final RFP document can be risl.rajasthan.gov.in, www.rajasthantourism.gov.in downloaded from Bid validity 180 days from the date of opening of technical bid
Interested eligible tenderers may obtain further information from and also inspect the bidding documents at the office of the Managing Director, RajCOMP Info Services Ltd., C-Block, Ist Floor, Yojna Bhawan, Tilak Marg, C- Scheme, Jaipur (Rajasthan) – 302005, Tel.: 91-0141-5103902, 91-0141-2228701, Fax No.: 91-0141-2228701, Email: [email protected]
A complete set of bidding documents may be purchased from above Office against a written application during office hours 09.30 Hrs to 18.00 Hrs on all working days or by post upon payment of a non-refundable fee of Rs. 1,000/- (Postal Charges – Inland: Rs. 200/- and Overseas: Rs. 500/-) by Demand Draft/Banker's Cheque favoring The Managing Director, RISL payable at Jaipur. The final RFP document can also be downloaded from the above websites for which tender fees in prescribed format shall be deposited before/ along with the technical bid.
Place of opening of bids and address for communication are as given above. All bids along with bid security as specified in the bid document must be delivered to above office at the date and time indicated below. Technical bids will be opened in presence of tenderers authorized representatives on the specified date and time. If date specified for bid receipt and opening being declared as a closed holiday for purchaser's office, the due date for submission and opening of bids will be the following working day at the appointed times.
RFP Document can also be viewed at our website http://risl.rajasthan.gov.in and www.rajasthantourism.gov.in and is meant for inspection. The tenders received without tender fees and earnest money are liable for rejection. Tenders complete in all respect must be handed over till 15:00 hours of 14/11/2011. The technical bids shall be opened on the same day i.e. at 15:30 hours of 14/11/2011.
(Sanjay Malhotra) Managing Director
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Abbreviations & Definitions
The Agreement to be signed between the successful Bidder and RajCOMP Info Agreement Services Ltd. The bidder’s representative/ officer vested (explicitly, implicitly, or through Authorised conduct) with the powers to commit the authorizing organization to a binding Signatory agreement. Also called signing officer/ authority having the Power of Attorney /Representative (PoA) from the competent authority of the respective Bidding firm. Bidder means any firm/ agency/ company/ contractor/ supplier/ vendor or a Bidder/Tenderer consortium of the same responding to Invitation for Bids and which is participating in the Bid. The Contract means a legally enforceable agreement entered into between Contract RISL and the selected bidder(s) with mutual obligations. The Contract/ Project Period shall commence from the date of signing of Contract/ Project agreement till Go-Live of the project as defined in the Time Schedule and Period thereafter a period of 11 calendar quarters. Thus, totalling approximately 3 years 1 month. Request for Proposal is the term given to the Tender/ Bid Document to be RFP submitted by the solution provider Tender document Request for Proposal document The offering, giving, receiving or soliciting of anything of value or influence the Corrupt Practice action of an official in the process of Bidding or Contract execution. Department of Information Technology and Communication, Government of DoIT&C Rajasthan. DoT Department of Tourism, Government of Rajasthan. EMD Earnest Money Deposit A misrepresentation of facts in order to influence a procurement process or the execution of a Contract and includes collusive practice among Bidders Fraudulent Practice (prior to or after Bid submission) designed to establish Bid prices at artificial non-competitive levels and to deprive RajCOMP Info Services Ltd. of the benefits of free and open competition. GoI Government of India GoR Government of Rajasthan GF&AR General Finance & Accounting Rules. Any Act, Notification, Bye Law, Rules and Regulations, Directive, Ordinance, Order or Instruction having the force of law enacted or issued by the Central Law Government and/ or the Government of Rajasthan or any other Government or regulatory authority or political subdivision of Government agency. NIT Notice Inviting Tender PO Purchase Order Purchaser RISL on behalf of DoT
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Tendering Managing Director, RajCOMP Info Services Ltd., Jaipur Authority RajCOMP or RISL RajCOMP Info Services Ltd., Jaipur RSDC Rajasthan State Data Center located at Yojana Bhawan, Jaipur. (New SDC) SDC State Data Center located at Yojana Bhawan, Jaipur. (Old SDC) Services means the services to be delivered by the successful bidder and as Services required to run the project successfully as per the Contract. A service is the intangible equivalent of an economic good. SLA Service Level Agreement Solution Provider The bidder who will be finally selected and in whose name the work order/ /solution provider purchase order will be released for the respective package OEM Original Equipment Manufacturer O&M Operations & Maintenance UAT User Acceptance Test Installation includes installation of software, testing and making it ready to Installation use by Purchaser in all respect GUI Graphical User Interface ICT Information, Communication and Technology OIC Officer In Charge QSP Quarterly Stipulated Payment SEO Search Engine Optimization SMO Social Media Optimization EXIF Exchangeable Image File format HD High Definition SLR Camera Single-lens Reflex Camera Department Department of Tourism, Government of Rajasthan and/or RISL. The official Rajasthan State Tourism website at http://rajasthantourism.gov.in; Portal and the associated social media sites, if applicable. An asset in hardcopy (paper-based), in softcopy (computer-file based), or any other form; under the broad scope of the entire project as detailed in this RFP Asset/Property of or owned by the department by any other means. It should be noted that the the department Software assets include both – the non-obfuscated source code and the executable; as well as any applicable design documents and test results. Working days (for All days of the week, excluding Sunday and excluding Gazetted Holidays as per the solution Government of India Holiday Calendar at provider) http://india.gov.in/calendar/calendar.php
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Table of Contents
Chapter 1: Project Profile ...... 7 Chapter 2: Eligibility Criteria ...... 12 Chapter 3: Scope of Work for Package I ...... 23 Chapter 4: Scope of Work for Package II ...... 42 Chapter 5: Time Schedule ...... 64 Chapter 6: Liquidated Damages and Deduction of payment ...... 70 Chapter 7: Intellectual Property, Data Protection and Data Retention ...... 74 Chapter 8: Bidding Process ...... 78 Chapter 9: General Terms & Conditions of the RFP & Contract ...... 90 Annexure 1: Technical Evaluation Checklist ...... 116 Annexure 2: Pre-bid Queries Format ...... 118 Annexure 3: Bidder’s Authorization Certificate ...... 119 Annexure 4: Self declaration: Not Blacklisted or Work Withdrawn ...... 120 Annexure 5: Certificate of Conformity and Non-Deviation ...... 121 Annexure 6: Format for Fairness of documents ...... 122 Annexure 7: Roles and responsibilities in the consortium ...... 123 Annexure 8: Draft Agreement Format ...... 125 Annexure 9: Performance Bank Guarantee ...... 128 Annexure 10: C.A. certificate to substantiate a work order ...... 132 Annexure A: Qualifying Digital SLRs ...... 134 Annexure B: Theme-wise & Category-wise Tourist Attractions ...... 135 Annexure C: Virtual Tour Points ...... 138 Annexure D: Guidelines for Indian Government Websites...... 139 Annexure E: Rajasthan State Data Centre ...... 140 Annexure F: Scope of work past Go-Live ...... 141 Annexure G: Processing of photo or video shoots ...... 143 Tender Form ...... 144 Financial Bid for Package I ...... 147 Financial Bid for Package II ...... 149
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Chapter 1: Project Profile
State of Rajasthan is one of the most favored tourist destinations in India for both domestic & International traffic. Rajasthan, being a premier tourist destination, attracts tourist for its historical forts, palaces, art and culture. Tourism has emerged as a major industry and has immense employment potential for the state.
Tourism already occupies a prominent place in the state’s agenda as a crucial engine for growth and employment. The state government in the recent past has made efforts for the maximum benefit from tourism sector. Public and private sector have been jointly promoting tourism in the state and have made productive efforts to exploit the vast potential of tourism sector.
Tourism has been one of the biggest revenue generators for the state since long. Owing to its rich and varied topography, vibrant culture and captivating festivities, the State of Rajasthan offers immense tourism delights to the visitors in the State. Visitors, starting from neighbouring states to the far flung countries throng the state at different times especially during the cooler periods starting from November to February. The rate of growth of tourism in Rajasthan has been sustained at around 5-7% per annum in the last few years. Some of the tourism products of Rajasthan have become popular among the tourists such as Palace-on-Wheels, Heritage Hotels, Camel Safaris, Pushkar Fair, Desert festival, Palace Hotels & Wild Life Sanctuaries/ National Parks.
Department of Tourism is working as a separate entity for the execution of national and state level policies, programs and also as a coordinating agency for the Central - State Government Department/ Offices and Private sectors activities for promotion of tourism in the state.
Under the aegis of Tourism Department two public sector entities viz. Rajasthan Tourism Development Corporation Ltd. (RTDC) and Rajasthan State Hotel Corporation Ltd. and one society i.e. Rajasthan Institute of Tourism and Travel Management (RITTMAN) are also operating.
The development of Information and Communication Technologies (ICTs) has had more marked effects in the tourism industry than in many other business sectors. Emerging technologies have changed a growing number of tourist industry functions, from marketing and promotion to production and supply. New services have been made available, which have in turn influenced company choices and behavior, and have led to the construction of new business models. However, since the technology itself is now available to almost everyone its effective utilization is imperative to create a rich tourist experience.
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Leveraging upon this channel, Department of Tourism, Government of Rajasthan envisions presenting the magic of vibrant Rajasthan - its rich heritage, colourful culture, exciting desert safaris, shining sand-dunes, amazing variety lush forests and varied wildlife that delights every traveller.
Department of Tourism (DoT), Rajasthan entrusted by the State government of Rajasthan to Develop and Maintain the portal to help and assist the tourists with a chain of State owned Properties from Hotels to Wildlife Sanctuaries to Ground Transportation.
The DoT, Rajasthan has got its existing web site developed in English for the tourists. To attract tourists from other countries, the department has provided its web contents (www.rajasthantourism.gov.in) in other languages also (i.e. French, German, Spanish, Italian, Japanese, and Hindi).
DoT envisions redesigning the existing portal to use state-of-the-art technology to deliver content rich, customizable, theme-able, high-performance secure site. The contents (static, dynamic, images, videos, virtual tours etc.) will be provided on the website.
DoT envisages developing Native Mobile Applications that will endeavour to elicit interest in Rajasthan’s key tourism products including and not limited to Wildlife, Culture, Adventure, Entertainment, Shopping and Eco Tourism with a view to enrich the overall tourist experience by capitalizing on growth of Mobile and Mobile Marketing.
In a further bid to provide handy information to the tourists and become more interactive with them, the Department envisages to publicize its products through social media websites like Facebook, Google+, Twitter, Flickr, YouTube, WordPress & Tumblr etc. Social Media Optimization is a nascent industry, nonetheless, the social media sites are not only a powerful medium of connection directly with the tourists, but the tourists can interact online with the Department and express their views on the events and other tourism products of Rajasthan. The Department intends to do a Social Media branding of Rajasthan Tourism with promotion and optimization for Department of Tourism, Rajasthan events and products.
The department also intends to create a rich database of Photographs, Videos, Panoramas and Virtual Tours capturing the scenic beauty, fairs, festivals, cuisines, handicrafts, dance, etc. of Rajasthan. It will reflect the beauty, diversity and spirituality of Rajasthan in such a way that it offers the viewers a high quality and engaging experience of the state.
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Statistics
Statistics for Tourists inflow in Rajasthan are as follows:
A. Inflow of Domestic and Foreign Tourists in Rajasthan
2010 2009 2008 2007 2006 Indian 25543877 25558691 28358918 25920529 23483287 Foreign 1278523 1073414 1477646 1401042 1220164 Total 26822400 26632105 29836564 27321571 24703451
B. Top 10 Source countries for Foreign Tourists in Rajasthan
S. No. Country Name No. of Tourists 1 France 215376 2 Germany 123886 3 U.K. 99365 4 U.S.A. 86951 5 Italy 85517 6 Australia 53579 7 Switzerland 48470 8 Canada 41567 9 Japan 29614 10 Bangladesh 18476 11 Others 475722 Total 1278523
C. Traffic on Official Portal of DoT (Nov, 2010 to April, 2011)
November December January February March April
Total Visits 41,931 45,888 45,294 44,779 42,248 27,493 Page Views 2,87,587 2,91,470 2,40,203 2,08,955 1,87,906 1,50,716 New Visits 74.14% 75.89% 75.89% 83.41% 83.67% 82.07%
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An illustrative representation
Portal Mobile Web Native App.
Tourists
SOCIAL MEDIA
Content Photo Video Panorama Virtual Tour
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Summary
The broad vision is two-fold – to enhance existing portal; and integrate with new technologies and platforms like Mobile phone – to promote tourism and deliver services to tourists. This RFP comprises of two (2) different packages:
EMD Package Estimated Value (in lacs of Rs) (in lacs of Rs)
I: Portal & Mobile Solutions 80.00 1.60
II: Social Media Optimization (SMO) with 100.00 2.00 Photography, Videography and Virtual Tours Total estimated value for all packages: Rs 180 lacs
(Including any & all applicable Government Taxes & Levies). Notes:
1) A bidder may quote either one or both packages, but all items with in the selected package must be quoted, i.e. turnkey within the package. 2) The estimated value for Package I includes the estimated value for following: End-to-end Development, Enhancement, Management, Operations & Maintenance for: a) Portal Solutions for 3 years and 1 month b) Mobile Solutions for 3 years and 1 month 3) The estimated value for Package II includes the estimated value for following: End-to-end Development, Enhancement, Management, Operations & Maintenance for: a) Social Media Optimization for 3 years and 1 month b) 540 photo shoots within Jaipur district c) 1620 photo shoots outside Jaipur district d) 60 video shoots within Jaipur district e) 180 video shoots outside Jaipur district f) 50 points virtual tours within Jaipur district g) 100 points virtual tours outside Jaipur district
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Chapter 2: Eligibility Criteria
Bidders who meet all of the following Eligibility Criteria should apply
1. Definitions
The following definitions should be implied throughout this chapter:
a) Last three financial years refer to the immediate last three consecutive audited financial years, namely years: 2008-09, 2009-10 and 2010-11. b) Last five financial years refer to the immediate last five consecutive audited financial years, namely years: 2006-07, 2007-08, 2008-09, 2009-10 and 2010-11. c) “Similar nature of work as Package I” is defined as: Portal Development Activities: Web design, Website/Portal development, Web application development, Intranet or Extranet development, Mashup development, Newsletter development or Search Engine Optimization; or Mobile Solution Activities: Mobile portal development or Native mobile apps development on Apple or Android platform. d) “Similar nature of work as Package II” is defined: Social Media Optimization Activities: Web content writing, Social Media Optimization, Social Media Marketing, E-Branding / Online brand development or Online Reputation Management Services; or Virtual Tour Activities: Virtual Tours development; or Photography & Videography Activities: Photography or Videography for any Tourism related company or organization, or work recognised at National/International level, or for a print media publication with National/International reputation.
e) Additionally, the above stated “Similar nature of work” for the respective package includes Turnkey works that include reasonable part of the above stated corresponding similar natured work, such that:
a. At-least 20% of the turnkey work’s order value is from the above stated corresponding similar natured work; and
b. The above stated “At-least 20% of the turnkey work’s order value” is Rs 5.00 lacs or more.
f) “Works for turnover requirements” is defined as any Information Technology (Hardware/Software/Services etc.) project or above stated “Similar nature of work” for the
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respective package.
g) “Valid Work Experience” is defined as:
a. Work order within last five financial years; or
b. Work order prior to last five financial years such that contract is in effect as on 31st March 2011.
h) “C.A. certificate to substantiate work order” is defined as: a C.A. certificate that validates the stated work order, including detail of date(s) and amount(s) of payment(s) received by the bidder against the stated work order from the party stated on the work order. Only payments received for the period between 1st April 2006 and the date of bid submission shall be considered valid. Any work order against which no payment(s) has/have been received by the bidder shall not be considered valid. Payment(s) may be in part or whole towards the work order value. The certificate shall be submitted in the prescribed format only (see Annexure 10).
i) “Tourism related company or organization” is defined as any one of the following: Hotel, Heritage hotel, Resort, Physical or Online reservation / ticketing / price comparison etc. related, Tour operator / entity, Aviation / Airline / Railways or Bus related entity, Tourism based publication / media entity, Tourism related organizations / associations or members thereof, Tourism oriented photography, videography or virtual tour entity, Indian Art or Handicrafts related entity, Medical tourism, Rural tourism, Adventure tourism, Wildlife tourism, Cultural tourism, Literary tourism, Archaeological tourism, Religious tourism, Ecotourism, Tourism oriented Event or Road shows organizing entity, Any entity recognized/awarded by State or National Government as Tourism related, Any entity promoting State or National Tourism / Travel / Hospitality etc.
2. Consortium of companies/firms Requirements
Given the diversity of work in the RFP, a consortium of companies/firms may be appropriate to deliver high quality results. Thus, consortium of companies/ firms is permitted; however the following clauses shall apply in such scenario:
a) Up to three members in the consortium shall be permitted, namely, the Prime Bidder and Consortium Partner 1 (CP1) and optionally, Consortium Partner 2 (CP2). The Prime Bidder shall be single point of contact for the Purchaser for entire project throughout the project period.
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b) If awarded the work, all consortium members shall sign the agreement, however, the Prime Bidder shall raise the invoices; and payment will be made to the Prime Bidder only. c) No change in the constitution of the consortium shall be permitted throughout the project period. d) The consortium shall furnish either a Memorandum of Understanding or an agreement between the members along with the bid. e) The consortium shall furnish defined Roles and Responsibility for each of the consortium members along with the bid (see Annexure 7). f) Each member of the consortium must have experience in relevant Activity enumerated under “Similar nature of work” for the respective Package as defined in the Roles & Responsibility document. g) The term “Bidder” shall be interpreted as follows: i. In section “Legal Requirements”, Bidder shall imply each of the consortium members. That is, all consortium members must comply with the stated requirements independent of each other. ii. In section “Financial Requirements”, the following shall apply: 1. In case the consortium consists of two members, the requirement for minimum turnover on an average in the last three financial years, from “Works for turnover requirements” with same conditions as stated (see section 4d for details), shall be as follows: For Package I a. The consortium collectively must have minimum turnover of Rs 4.00 crores; and b. The Prime Bidder must have minimum turnover of Rs 2.80 crores; and c. CP1 must have minimum turnover of Rs 1.20 crores. For Package II a. The consortium collectively must have minimum turnover of Rs 5.00 crores; and b. The Prime Bidder must have minimum turnover of Rs 3.50 crores; and c. CP1 must have minimum turnover of Rs 1.50 crores. 2. In case the consortium consists of three members, the requirement for minimum turnover, with same conditions as stated, shall be as follows: For Package I
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a. The consortium collectively must have minimum turnover of Rs 4.00 crores; and b. The Prime Bidder must have minimum turnover of Rs 2.00 crores; and c. CP1 must have minimum turnover of Rs 1.00 crores; and d. CP2 must have minimum turnover of Rs 1.00 crores. For Package II a. The consortium collectively must have minimum turnover of Rs 5.00 crores; and b. The Prime Bidder must have minimum turnover of Rs 2.50 crores; and c. CP1 must have minimum turnover of Rs 1.25 crores; and d. CP2 must have minimum turnover of Rs 1.25 crores. 3. The stated requirements for “Valid Work Experience” (see section 4d for details) shall be met collectively by the consortium such that each member of the consortium has valid work orders and corresponding “C.A. certificate to substantiate work order” towards the respective package: (i) with one work order of at-least Rs 5.00 lacs; and (ii) cumulative value of Rs 20.00 lacs or more. 4. The Tender fees, Earnest Money Deposit, and Performance Security Deposit shall be deposited by the Prime Bidder. 5. All other stated requirements (profit making company, audited balance sheets etc.) shall apply to each member of the consortium, independent of each other. iii. In section “Technical Requirements”, Bidder shall imply any member of the consortium such that the stated requirements are collectively fulfilled by the consortium; however each member of the consortium shall have valid technical know-how or domain knowledge for the relevant stated activities for the respective Package as defined in the Roles & Responsibility document. iv. In section “Other Requirements”, Bidder shall imply the Prime Bidder where a declaration or an undertaking shall be submitted (excluding the undertaking for not being blacklisted/work withdrawn); and each member of the consortium, independent of each other, in all other clauses. v. In all other chapters, sections and clauses of the RFP, Bidder shall imply the Prime Bidder or the Prime Bidder collectively with other members of the consortium,
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depending on the context, as deemed appropriate by the department. h) Consortium bidding for one package, may bid for the second package also. Secondly, any member of the consortium may bid for the second package independently on its own. Finally, a member of the consortium bidding for one package may bid as a member of another consortium while bidding for the second package. i) Any member of the consortium bidding for a given package shall not bid either independently or as part of another consortium for the same given package. j) Prime Bidder in one package shall not be a Consortium Partner (CP1/CP2) in another package and vice-versa. k) If bidding for both packages and such that consortium in one package is different from consortium from second package, or such that any member of the consortium in one package is bidding independently in second package, completely independent Technical bid, Tender fees, EMD, and Financial bid shall be submitted. l) All bids that do not conform to the above stated clauses shall be summarily rejected.
3. Legal Requirements/ Compliance
a) The Bidder must be an individual Company/ Firm/Corporation registered under Indian Company Act, 1956/ The Partnership Act 1932;
or
Government of Rajasthan or Union Government undertaking, society, corporation, company or autonomous body managed or controlled by Government.
b) The bidding firm should have been in existence for at-least the last three financial years.
c) The Bidder must possess a valid: -
i. Company Registration Certificate
ii. VAT/ Sales Tax Registration Certificate
iii. VAT Clearance Certificate
iv. Service Tax Registration Certificate
v. Income Tax Registration/ PAN Number
Bidder should provide a self-attested & valid copy of all the above-mentioned certificates along with the Technical bid.
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4. Financial Requirements/ Compliance
a) The Bidder should deposit Earnest money and Tender fees (unless already paid for) along with the Technical bid. The bid received without the same will be summarily rejected.
b) The Bidder must be a profit making company in each of the last three financial years and a C.A. certificate stating the same should be submitted.
c) Copies of audited balance sheets / profit & loss accounts / annual reports of last three financial years and C.A. Certificate should be enclosed.
d) The Bidder should meet the criteria defined in the following table:
Package Minimum turnover Bidder must have “Valid Work Experience” in India of Govt./ Semi on an average in the Govt./ Bank/ PSU/Currently listed company on BSE or NSE stock last three financial exchange/ Tourism related company or organization years I Rs. 4.00 crores Work orders with “Similar nature of work as Package I” and each with value totaling at-least Rs 5.00 lacs, such that: 1. Cumulative value of such work orders is at-least Rs 40.00 lacs 2. A single work order amongst such work orders is at-least Rs 16.00 lacs; or minimum two work orders amongst such work orders are at-least Rs 10.00 lacs II Rs. 5.00 crores Work orders with “Similar nature of work as Package II” and each with value totaling at-least Rs 5.00 lacs, such that: 1. Cumulative value of such work orders is at-least Rs 50.00 lacs 2. A single work order amongst such work orders is at-least Rs 20.00 lacs; or minimum two work orders amongst such work orders are at-least Rs 11.00 lacs; or minimum three work orders amongst such work orders are at-least Rs 8.00 lacs For each applicable package: The stated minimum turnover For each of the work orders submitted: should be from “Works for “C.A. certificate to substantiate work order” along with the turnover requirements” (as corresponding work order must be submitted. Work order defined in section 1 of this without a substantiating C.A. certificate shall not be considered chapter), and the bidder must valid. provide C.A. certificate to In case the value of payment(s) as on the C.A. certificate is lower validate this. than the value of corresponding work order, then lower of the two shall be considered for the purposes of Eligibility Criteria stated above.
5. Technical Requirements/ Compliance
a) For the purpose of this section (Technical Requirements/Compliance), Bidder must have
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“Valid Work Experience” in India of Govt./ Semi Govt./ Any reputed company or organization. The documents submitted under this section should be clearly marked as “Eligibility Criteria for Technical Requirements”. Documents submitted under earlier section (Financial Requirements) may be resubmitted in this section.
b) The bidder must submit the following along with each work order, failing which, the said work order shall not be considered valid for the purposes of this section and its subsections:
i. “C.A. certificate to substantiate work order”.
ii. Reasonable evidence to substantiate the defined Eligibility Criteria.
c) The bidder shall submit one or more of the following as part of reasonable evidence to substantiate the defined Eligibility Criteria. A statement on letterhead mentioning:
i. The PageRank(s) & corresponding Portal(s)
ii. The Scrip(s) & corresponding Stock Exchange(s) etc.
iii. Facebook page(s) and Insights printout(s) for Facebook page(s)
iv. Twitter profile(s) printout(s) for Twitter profile(s)
v. Official Mobile Platform(s)/App(s)/Account(s) printout(s)
vi. Etc.
d) The Tendering Authority shall verify the submitted evidence during bid evaluation. The evidence (PageRank, Listing on BSE/NSE etc.) determined during the bid evaluation shall be deemed final if different from that of the submitted evidence. The Tendering Authority may choose to verify the evidence directly on the Social Media Websites; the bidder shall thus provide the required credentials and any other required information or means, on Tendering Authority’s request within a stipulated time period, to the Tendering Authority to do the same.
e) Evidence for Google PageRank as on date of bid submission as per official Google Toolbar shall be submitted. Star Category or Heritage Category Hotel shall be as per classification by Ministry of Tourism, Government of India at either http://tourism.gov.in or by copy of an official document by Ministry of Tourism, Government of India.
f) In case of Portal, Native Mobile Application, Facebook page or Twitter profile for bidder’s own company, under which bid is being made for this RFP, provided it meets all
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applicable conditions as stated below, the requirements for a work order and C.A. certificate shall be substituted with suitable statement on the letterhead stating that the Portal, Native Mobile Application, Facebook page or Twitter profile was developed by the said company itself, for its own use (such that identity of the said company is clear from the said asset), and that it meets all the conditions of the Eligibility Criteria. Reasonable evidence to substantiate the defined Eligibility Criteria shall be required. At- most one such substitution per package shall be permitted.
5.1. Package I: Portal & Mobile Solutions
5.1.1. The bidder must have developed at-least Five web portals, out of which at-least Three portals with any one or more of the following features: i. Portal with Google PageRank of 6 or above ii. Portal for a currently listed company on BSE or NSE stock exchange iii. Portal for ‘5 Star Deluxe’ or ‘5 Star’ or ‘Heritage Grand’ Category Hotel iv. Official Tourism Department or Official State Tourism Development Corporation portal for a State/UT of India 5.1.2. The bidder must have developed at-least one native mobile App for either the Apple App Store or the Android Marketplace; only an app hosted & available at the official respective platform shall be eligible.
5.2. Package II: Social Media Optimization, Photography & Videography and Virtual Tours
5.2.1. The bidder must have developed at-least Five Facebook/Twitter pages with any one or more of the following features: i. Facebook page with at-least 1000 Lifetime Likes as on the date of NIT (27th September 2011) according to the Facebook Insights ii. Facebook page or Twitter profile for a ‘5 Star Deluxe’ or ‘5 Star’ or ‘Heritage Grand’ Category Hotel iii. Facebook page or Twitter profile for an Official Tourism Department or Official State Tourism Development Corporation portal for a State/UT of India 5.2.2. The bidder must have done at-least one Photography or Videography work for any of the following: i. A ‘5 Star Deluxe’ or ‘5 Star’ or ‘Heritage Grand’ Category Hotel
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ii. An Official Tourism Department or Official State Tourism Development Corporation portal for a State/UT of India iii. Tourism related company or organization iv. Work recognised at National/International level v. Work published in a recognised National/International publication 5.2.3. The bidder must have developed at-least two Virtual Tours of/for any of the following: i. A ‘5 Star Deluxe’ or ‘5 Star’ or ‘Heritage Grand’ Category Hotel ii. An Official Tourism Department or Official State Tourism Development Corporation portal for a State/UT of India iii. Tourism related company or organization iv. Recognised tourist attraction (monument etc.)
6. Other Requirements/ Compliance
a) The Bidder must have a local office in Jaipur and submit a declaration with address to support the same on its letterhead; or submit an undertaking on its letterhead to open an office in Jaipur, if awarded the work, within 1 calendar month from the date of Letter of Intent or Work Order, whichever is earliest. b) As the development activities may be carried out offsite, the Bidder shall submit an undertaking on its letterhead to provide at-least one dedicated fulltime person as a 24x7 single point of contact at the local office in Jaipur throughout the entire project period. c) Likewise as above, the Bidder shall submit an undertaking on its letterhead to provide at- least two dedicated qualified resources that are able to diagnose and fix problems in a deliverable, at the request of department as and when required, within 2 working days, at the local office in Jaipur throughout the entire project period. d) The Bidder must submit documentary evidence in support of their claim for fulfilling the eligibility criteria and they should submit a declaration on their letterhead to the fairness of these documents (see Annexure 6) in support of their claim while submitting the Bids. The Bids received without documentary evidence will be rejected outright. e) The Bidder shall submit a certificate of conformity with and non-deviation from the required specifications stated in this RFP (see Annexure 5). f) RISL considers a conflict of interest to be a situation in which a party has interests that could improperly influence that party’s performance of official duties or responsibilities,
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contractual obligations, or compliance with applicable laws and regulations, and that such conflict of interest may contribute to or constitute a prohibited practice under RISL's Procurement Ethics. In pursuance of RISL's Procurement Ethics requirement that bidders, suppliers, and contractors under contracts, observe the highest standard of ethics, RISL will take appropriate actions against the bidder, if it determines that a conflict of interest has flawed the integrity of any procurement process. Consequently all Bidders found to have a conflict of interest shall be disqualified. A Bidder may be considered to be in a conflict of interest with one or more parties in the bidding process if, including but not limited to: i. have controlling shareholders in common; or ii. receive or have received any direct or indirect subsidy from any of them; or iii. have the same legal representative for purposes of the Bid; or iv. have a relationship with each other, directly or through common third parties, that puts them in a position to have access to information about or influence on the Bid of another Bidder, or influence the decisions of the tendering authority regarding this bidding process; or v. a Bidder participates in more than one bid for the same package in this bidding process; Participation by a Bidder in more than one Bid for the same package will result in the disqualification of all Bids in which it is involved; or vi. a Bidder or any of its affiliates participated as a consultant in the preparation of the design or technical specifications of the goods and services that are the subject of the bid. g) A firm is not eligible to participate in this project while under sanction by RISL, whether such sanction was directly imposed by RISL, or imposed by RISL pursuant to the Agreement for Mutual Enforcement of Debarment Decisions. A bid from a sanctioned or cross-debarred firm will be rejected. Similarly, at the time of bidding, the firms having black-listed/ debarred in participating in any procurement activities by any State or Central Government in India are not allowed to bid. Undertaking to this effect shall be submitted by the bidder on his letter head (see Annexure 4). h) Unless stated otherwise explicitly, all documents submitted towards the Eligibility Criteria shall be copy of the original (or the original), self-attested, signed/sealed by the Authorized Signatory and in English language only. Unless stated otherwise explicitly, all undertakings/declarations should be on Bidder’s letterhead and exactly as the prescribed format, for formats defined in this RFP.
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i) C.A. certified documents shall be from a Chartered Accountant who is member of the Institute of Chartered Accountants of India and any such certified documents should be on C.A.’s/C.A. firm’s letterhead and must include the appropriate Registration Number. j) Bidders shall provide such evidence of their continued eligibility satisfactory to the tendering authority as per the “Eligibility Criteria” mentioned in the bidding document and/ or as the tendering authority shall reasonably request.
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Chapter 3: Scope of Work for Package I
3.1 Portal Development
3.1.1 Development of the Official Portal The Bidder shall develop the Official Portal, by using state-of-the-art technology, to deliver content rich, customizable, theme-able, high-performance secure site. It includes, but is not limited to, the following design considerations: Use of Web Application Framework, Web Content Management System or Application Server Software, backed by a database, to deliver the site contents. Use of themes to quickly and effortlessly change the presentation layer of the site without impacting the content or the structure of the site. Provides rich user interface by use of AJAX, Flash technologies etc. Creation of rich artwork and photo/video processing to augment the content and overall branding Provides an easy to use administration interface to update the content with at- least 2 defined users (one each for the department and RTDC). Delivers high-performance and security, for example, by use of Reverse Proxy in front of the web server along with content caching. Use of SEO friendly clean permalink structure and SEO Best Practices for portal design, structure and content. Provides accurate and fast Search through the portal pages The descriptive content shall be primarily derived from the existing portal and associated sites; however, the solution provider shall be responsible for the delivery of overall content, including any new content that may be desired. Content and data migration from the existing portal into the new portal shall be carried out by the solution provider. Thus, the solution provider shall also act as the Content Service Provider. The solution provider shall develop at-least 2 colour variations of 5 distinct high-quality templates for the envisaged portal. The department shall select the most appropriate template and the portal shall be developed with the chosen template. The existing portal is hosted at the State Data Centre (old SDC) on the Microsoft
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Windows platform. It has been developed using Microsoft ASP .NET technology and is backed by Kentico CMS interface. The solution provider is encouraged to study the existing portal to assess the existing structure, content and user-interface. The new portal shall be developed for the RedHat Enterprise Linux or Microsoft Windows Server platform with any one of the following Web Application Frameworks / Web Content Management Systems / Application Server Software (at the latest stable version): PHP: Drupal, Joomla Java: Tomcat, JBoss, any industry standard software that conforms to Java Portlet Specification v2.0 or any certified Java EE Application Server (Java EE v5, v6 or newer). Microsoft Sharepoint Or, any other explicitly authorized by the department on solution provider’s request and recommendation. The solution provider shall be responsible for procurement, deployment, commissioning, operations and maintenance for above mentioned Web Application Framework / Web Content Management System / Application Server software (PHP/ Drupal/ Joomla/ Tomcat/ JBoss/ Sharepoint etc.), at its own cost, throughout the entire project period (see Annexure E for further details). The solution provider shall carry out the Portal development work on turnkey basis, i.e., procure, deploy, commission and support etc. the entire software stack required for the Portal (excluding shared infrastructure available at RSDC), at its own cost, including its comprehensive operations & maintenance (bug fixes, updates etc.) during the entire project period. The portal shall be deployed at the RSDC that shall provide the appropriate hardware, network, bandwidth etc. infrastructure on shared-basis (see Annexure E for details). The portal may be deployed on High-Availability architecture, for example, by means of clustering techniques; thus the solution provider shall ensure that portal works on such High-Availability architecture. The solution provider shall ensure adherence to Guidelines for Government Websites (see Annexure D) and compliance with RSDC infrastructure & policies (see Annexure E), including mandatory ‘Safe-to-host’ certification. Additionally, the deliverables should be compliant to the latest versions of W3C standards on 'Web Design and Applications'
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standards available at http://www.w3.org/standards/webdesign/
3.1.2 Merge of RTDC content Merge of RTDC content refers to merging of overlapping content on the two sites into a single consolidated site with consistent presentation, integration and adherence to standards. The scope of work includes entire content on the RTDC site (including Palace on Wheels pages), but excludes linked content, namely the Online booking facility and the Royal Rajasthan on Wheels microsite. The RTDC portal content, structure, administration etc. shall not be tightly coupled with the department portal, for example, updating content on one should not affect the other and so on. The RTDC site is available at http://rtdc.in Furthermore, for all RTDC content as stated above, the scope of work defined in this Chapter, for example, Performance and Load Testing requirements, Cross platform- browser compliance, IP Geo-location, Translations etc. shall be applicable.
3.1.3 Google Maps Mashups Google Maps Mashups for GIS purposes shall be developed for the use on desktop, tablet and mobile devices. The solution provider shall develop one or more Google Maps Mashup(s) for use on the portal with Google Maps Layers including but not limited to Photos, Labels, Videos, Wikipedia entries, Weather and Terrain. It should be noted that the development of mashup(s) refers to, but is not limited to, development of additional layers on top of the base map data provided by the Google Maps service as opposed to simply embedding the Google Maps into a webpage. The scope of work under Google Maps Mashups is summarized as follows:
Time schedule S.No. Work item for delivery (latest by) Mark all major tourist attractions in the state (limited to key 200 25% attractions attractions in the state for up to Q+2; an indicative list may be seen in by Q. Annexure B), by use of Markers and Info windows. Each info window shall 1 consist of short descriptive text, a selection of photos (at-least 3) and a 50% by Q+1 link to Wikipedia entry (if it exists) for that attraction. The marker shall make use of custom icons to appropriately categorize the tourist 100% by Q+2 attractions. The info window shall be displayed on a mouseover. 2 User option to view a full-screen map. Q 3 User option to pan or zoom on the map. Q
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4 User option to select amongst the map, satellite or hybrid views. Q User option to get directions, on the map, to and/or from a tourist 5 Q+1 destination to another destination. User option to get recommended tourism circuits in the state. The 6 recommended circuits shall be provided by the department or RTDC. The Q+2 solution provider shall mark these on the maps as coloured polyline data. User option to mark all tourist attractions on the maps in an area for a 7 Q+2 given category based on user input such as a checkbox. 8 User option to view an overview map using the GOverviewMapControl. Q+2 Additional marking of tourist attractions or other points (Hospitals/Police 9 Stations/ATMs etc.), over and above (1), at department’s request (limited On-going to 200 attractions in total over entire project). Note: In the above table, Q refers to completion of stated work item by and for the Go- Live. Q+n refers to completion of stated work item latest by n number of quarters after Go-Live, for up to stated duration of the entire project. On-going refers to on-going work in any quarter after completion of Q+2. An example illustrating part of the stated features may be seen at The World Heritage Map Mashup at http://clement.beffa.org/labs/apps/worldheritage/ The content may be derived from the existing portal and associated sites; however, the solution provider shall be responsible for the delivery of overall content and mapping information, including any new content or mapping information that may be desired. Thus, the solution provider shall also act as the Content Service Provider. The free version of Google Maps may be used. The department may revise the scope of work at mutually agreed terms if the free version of Google Maps ceases to exist, or in unavailable for use in the current context for any reason, or if the published transaction limit (with respect to map page views) imposed by the free version is exceeded regularly. The work shall be limited to the English language display only. A disclaimer shall be added to the maps that clearly states that the map data is provided by a third party and that GoR is not responsible for its correctness or completeness. Additionally, the solution provider shall ensure that a valid link to Google Maps ‘Terms of Use’ by Google is displayed at all times inside/along with the map or the corresponding page. The username and password credentials under which the Google Maps API shall be registered (including the Google Maps API key) will be exclusive for the department and property of the department; the solution provider must submit the credentials to the department on-demand and on termination/completion of the work. Failure to
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comply would be deemed as breach of contract. If the said Google account or its assets are disabled due to violation of its Terms of Use, it would be deemed as breach of contract, unless stated otherwise by the department based on the understanding of disablement criteria & actions that led to it. The solution provider shall ensure that the mashups are correctly rendered on standard desktop/laptop system as well as tablet computers and mobile devices such as smartphones. The solution provider shall ensure that the development is based on Google Maps JavaScript API v3 or newer, or Google Static Maps API v2 or newer, or a combination of the two APIs. Mashup terminology and examples may be seen at the following sites: http://code.google.com/apis/maps/index.html, http://econym.org.uk/gmap/, etc.
3.1.4 Cross Platform-Browser compliance Cross Platform-Browser Compliance refers to the ability of a website to be properly rendered by all popular browsers. The solution provider shall ensure that the portal is rendered correctly on the latest versions of the following browsers: Microsoft Internet Explorer, Mozilla Firefox, Google Chrome and Apple Safari on Microsoft Windows and Ubuntu Linux platform (where applicable). Compliance shall be based on results from http://browsershots.org or equivalent as approved by the department, for top 25 pages by importance or hits, including the front page. The Purchaser may substitute/add any new browsers that have at-least 5% of the overall browser market share over a period of one month according to any reputed portal such as State or Union Government Portal, StatCounter, Clicky, W3Counter, Net Applications, Wikimedia etc. Frequency: Every six months.
3.1.5 Simple Performance and Load Testing Simple Performance and Load testing shall be performed periodically by the solution provider to ensure that the portal meets pre-defined performance and load testing metrics. A simple test using the free open-source Apache Benchmark tool or equivalent as approved by the department shall be performed on local LAN environment connected to the hosting server at the RSDC. The portal should handle 1000 requests, with a minimum of 100 requests running concurrently, with zero failed requests, 95% of requests served within 1000ms and 100% of requests served within 1500ms.
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Metrics shall be based on top 10 pages by importance or hits, including the front page. The metrics may be changed if deemed appropriate by the department and the solution provider shall be notified the same. The solution provider shall regularly optimize the portal to ensure it is fast and responsive as per the desired metrics. The solution provider is encouraged to follow the Performance Best Practices for example at http://developer.yahoo.com/performance/rules.html Frequency: Every six months.
3.1.6 IP Geo-location and Translations Development & Customization based on IP Geolocation takes the customization based on translation-only to the next level. Given that foreign nationals contribute significant revenue for Rajasthan tourism, industry-standard customization based on IP Geolocation at country-level shall be provided by the solution provider; which would achieve the following: the front-page consisting of language selection would no longer be required as the Geolocation technology will pinpoint the country & hence imply the language for a specific visitor. The visitor will be automatically presented the country- specific/language-specific site by the server. As industry-standard, the visitor may override the country selection based on a drop down menu of choices. The country-specific/language-specific site should be translated in the local language applicable, for example, French for visitors from France, Japanese for visitors from Japan etc. The translation may be limited to few languages, and the default language for non-translated languages would be English. Visitors from India shall be presented the English site, with an explicit additional option to view the site in Hindi. All translated content shall be font-independent based on the latest Unicode standard, i.e., the visitor shall not be required download a special font to view the translated pages. Translation using tools (for example Google Translate) is permitted, but the solution provider shall be responsible for the completeness and correctness of the translated content. The languages selected for translation are Hindi, French, German, Italian, Spanish, Japanese, Chinese (Simplified), Chinese (Traditional) and Hebrew. Chinese (Simplified), Chinese (Traditional) and Hebrew are new additions compared to existing translations. In addition to translations, Geolocation enables customization in the following manner: the country-specific site should have positive testimonial(s), along with eye-catching photo(s), on the main page from a community specific for that country, in order to
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build confidence amongst visitors from that country. An example of the same can be seen on the Ireland Tourism website at http://www.discoverireland.com/in/. Furthermore, the date, time, number and currency localisations should be presented where ever applicable in the country-specific site. All country-specific/language-specific sites should supplement monetary information in applicable local currency with US dollars at current market rates. The solution provider shall verify Geolocation based customization using Proxy sites based in the applicable country. Frequency: Annual. The solution provider shall verify the completeness and correctness of the translations and submit a self-signed declaration on the letter head of the organisation on a periodic basis to confirm the same. The department reserves the right to apply deduction of payment on the solution provider if gross errors or omissions are detected in the said translations. Frequency: Annual. All Search Engine crawlers and entities associated with SEO (Search Engine Optimization) shall be shown English version of the portal.
3.1.7 e-Guides e-Guides elaborated under the Mobile solutions section shall be ported to the standard browser on a PC platform. The scope of work is as defined in the ‘Mobile Solutions’ section of this RFP and shall be updated in sync with the mobile e-Guides for consistency.
3.1.8 Web & Search Analytics Web & Search Analytics is the study for measuring website traffic which in turn is useful for optimizing the website content and structure. The solution provider shall deploy two distinct web analytics tools such as Google Analytics, StatCounter or equivalent as approved by the department. The solution provider shall submit periodic consolidated reports generated by the above cited tools along with a customised 2 to 5 pages write-up interpreting the results and offering recommendations to the department to optimize the portal based on evidence presented by the tools. Search Analytics is the analysis and aggregation of search engine statistics to deduce search volume trends and hot keywords. The write-up should include a section on search analytics summary as well. The solution provider shall take action on approved
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recommendations. Frequency: Quarterly.
3.1.9 Integration Integration of the portal with other efforts of the department, as defined in this RFP, shall be responsibility of the solution provider. The solution provider shall integrate the portal with the Social Media Optimization efforts, for example, add Twitter ‘Follow us’ link with icon, Facebook ‘Become a fan’ link with icon etc. to relevant portions of the portal. Additionally, the scope covers integration with the FAQ bank, which refers to Frequently Asked Questions on the official social media platforms as well as any internal applications that may be developed that require integration with the portal. The solution provider shall regularly update the official portal to pre-emptively answer such queries, via the portal content, where applicable. Frequency: Quarterly.
3.1.10 Campaigns & Contests The solution provider shall organise creative Campaigns or Contests to add dynamism to the portal or other assets of the department subject to approval from the department. The solution provider may seek support from the department for any support it requires to organise such activities. The frequency of the stated Campaigns or Contests shall be at-least once per quarter, for every quarter after the Go-Live of the project (project as defined by this package only). The fully inclusive cost of such campaigns or contests (i.e. including any applicable taxes/levies etc.) will be paid for by the solution provider at its own cost. The solution provider shall spend at-least 0.5% of the Quarter Stipulated Payment amount for Package I (inclusive of all taxes/levies etc.) per quarter (rounded to nearest rupee) for each applicable quarter towards such activities. The solution provider shall submit reasonable documentary evidence to substantiate the same. For campaigns or contests that equal or exceed 1% of the Quarter Stipulated Payment amount for Package I and any such requested by the department, shall be payable extra (after subtracting 0.5% of the QSP amount) to the solution provider at mutually agreed terms between the Department and the solution provider, outside the scope of this work. The scope of work for campaigns or contests shall be limited to electronic nature, i.e. it shall be based on portal, mobile portal, native mobile apps etc. It shall exclude goods,
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services or works of physical nature (conferences, workshops, stalls, physical awards etc.). However, any such campaigns or contests involving goods, services or works of physical nature and any such explicitly requested by the department (and consented by the solution provider), shall be payable extra (after subtracting 0.5% of the QSP amount, if applicable) to the solution provider on mutually agreed terms between the Department and the solution provider, outside the scope of this work.
3.1.11 Feedback from tourists The solution provider shall provide a set of features to enable Tourists to leave their testimonials about their experiences (maximum 1000 words) and upload photos (up to 5, each of maximum 1 MB). The said feedback shall be collected in a database table. The solution provider shall design a set of internal use only pages that summarize, categorize, present and allow download of the feedback. The department may then make use of the above feedback in various promotional activities, including portal, mobile apps, social media websites etc. The solution provider shall deploy proper spam detection and prevention measures, for example, ReCaptcha, Challenge questions etc. to avoid spam/duplication in the feedback.
3.1.12 Email address registration The solution provider shall provide a set of features to enable Tourists to register their email address with the department. The said email addresses shall be collected in a database table. The solution provider shall design a set of internal use only pages that summarize, categorize, present and allow download of the email addresses. The department may then make use of the above addresses in various promotional activities such as an eNewsletter. The solution provider shall deploy proper spam email address detection and prevention measures to avoid spam/duplication in the email address list.
3.1.13 Bulk email facility The solution provider shall provide bulk email facility to the department (either self- developed or based on a third party service). The bulk email facility shall be easy to use and should deliver messages to the intended recipients reliably and in timely manner. The facility shall permit attachments up to at-least 10MB in size with one message. The
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department may then make use of the stated facility in various promotional activities such as an eNewsletter. The solution provider shall ensure that the primary domain(s) owned by the department are not categorized as spammers by the other email servers, by using various measures such as using dedicated domain or third-party domain for emails, marking the headers of the outgoing emails as ‘bulk’, by using DKIM techniques etc. Any third-party charges for the above facility shall be borne by the solution provider throughout the entire project period.
3.1.14 Accessibility The solution provider shall provide a set of features to enable viewers to toggle the screen font size and/or the default layout template to aid visual readability of the site, for example, see http://mit.gov.in . Additionally, any features required for compliance with the Guidelines for Indian Government Websites shall be provided by the solution provider.
3.1.15 Domain management The solution provider shall work with support of the department, RTDC and any other stakeholders to manage all domains associated with the stated stakeholders as follows: 1. The current domain http://www.rajasthantourism.gov.in shall be preserved, as it is recognised by the popular search engines, which is an important aspect of the overall SEO of the portal. 2. Existing domain for RTDC http://www.rtdc.in shall redirect to the domain mentioned above at (1) 3. New domain http://tourism.rajasthan.gov.in shall be created and shall redirect to the domain mentioned above at (1) 4. New domain http://m.rajasthantourism.gov.in shall be created for the Mobile optimized portal. 5. New domain http://m.tourism.rajasthan.gov.in shall be created and shall redirect to the domain mentioned above at (4) 6. Any other existing domains, for which the content is being merged with the proposed portal, shall redirect as stated in (2). Domain creation/renewal charges shall be borne by the department
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All redirects shall use protocol-based forwarding (HTTP status code 301 or other 3xx) as opposed to HTML based forwarding. Domain management work item shall require considerable support from RSDC and the department and the same shall be afforded by the said stakeholders.
3.1.16 Summary
The scope of work is summarized as follows:
Time schedule for S.No. Work item delivery (latest by) 1 Development of the Official Portal Q 2 Compliance to Guidelines for Indian Government Websites (GIGW) Q 3 Safe-to-host certification Q 4 Merge of RTDC content Q See table in Maps 5 Google Maps Mashups section 6 Cross platform-browser compliance Q 7 Domain management Q 8 Compliance to W3C standards & recommendations Q+1 9 Simple Performance and Load testing Q+1 10 IP Geolocation and Translations Q+1 11 e-Guides Q+2 12 Feedback from tourists Q+2 13 Email address registration Q+2 14 Bulk email facility Q+2 15 Accessibility Q+2 16 Web & Search Analytics On-going 17 Integration On-going 18 Campaigns & Contests On-going Regular timely operations, maintenance, enhancement, development, 19 implementation, delivery, commissioning, certification etc. as defined On-going in Annexure F. Note: In the above table, Q refers to completion of stated work item by and for the Go-Live. Q+n refers to completion of stated work item latest by n number of quarters after Go-Live, for up to stated duration of the entire project. On-going refers to on-going work in any quarter after the Go- Live.
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3.2 Mobile Solutions
3.2.1 Mobile web
Mobile web refers to browser based access to internet portal from a mobile device – such as a Smartphone or a tablet PC. The solution provider shall develop and maintain a lightweight XHTML-compliant optimized-for-mobile website for the department. The site shall be hosted as http://m.rajasthantourism.gov.in in accordance with industry convention for URL for mobile sites; or as recommended by the department explicitly.
In sync with the main portal: The solution provider shall ensure that the content of the mobile portal is updated in sync with the main portal and vice-versa. The mobile portal shall be developed in English language only.
The content may be derived from the existing portal and associated sites; however, the solution provider shall be responsible for the delivery of overall content, including any new content that may be desired. Thus, the solution provider shall also act as the Content Service Provider.
The deliverable should be compliant to the latest versions of W3C recommendation on ‘Mobile Web Best Practices’ available at http://www.w3.org/TR/mobile-bp/ and ‘Mobile Web Application Best Practices’ available at http://www.w3.org/TR/mwabp/. The solution provider is recommended to follow other standards and best practices recommendations, for example, by the W3C ‘Mobile Web Initiative’ at http://www.w3.org/Mobile/ .
The solution provider shall ensure adherence to Guidelines for Government Websites (see Annexure D) and compliance with RSDC infrastructure & policies (see Annexure E), including mandatory ‘Safe-to-host’ certification.
The solution provider shall conduct the UAT of Mobile web using the native/default browser and at the native/default screen resolution of the following listed devices. It should be noted that the procurement and ownership of these devices for UAT or other testing purposes shall be solely solution provider’s responsibility. Past Go-Live, with every significant change to the Mobile web solution, the solution provider must ensure its correct rendering on these devices; the department may request the solution provider to validate the same on-demand, at-most once per six months, in accordance with terms and conditions implied for UAT.
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For purposes of UAT, the solution provider shall ensure that the solution is properly rendered on the each of the following device platforms; and the Solution provider is permitted to select the exact device (if such a choice has been provided) for each of the stated device platforms.
However, the solution provider shall ensure that the solution works well on the latest version/device of the said device platforms throughout the entire project period.
The list of device platforms is as follows:
A. Android platform for Smartphones B. Apple iOS platform for Smartphones C. Research in Motion BlackBerry platform for Smartphones D. Microsoft Windows platform for Smartphones E. Symbian platform for Smartphones F. Android platform for Tablets G. Apple iOS platform for Tablets
The list of devices for the above platforms is as follows:
1. Smartphones/PDAs a. Any two distinct Android Smartphones: With OS version 2.2.x/2.3.x/3.x/4.x or newer; and from Samsung / HTC / Google / LG / Motorola / Dell / Sony Ericsson b. Any one Apple iOS device: iPhone 3G/3GS/4/4S or newer; or iPod Touch 3G/4G or newer c. Any one BlackBerry Smartphone: Bold / Torch / Curve / Pearl / Storm / Storm2 d. Any one Windows Smartphone/PDA/PDA-phone: Windows Mobile 6.x or Windows Phone 7.x or newer e. Any one Symbian Smartphone: With Symbian OS version 9.x, Symbian^1 / 2 / 3 or newer; and from Nokia 2. Tablets a. Any two distinct Android Tablets: With OS version 2.2.x/2.3.x/3.x/4.x or newer; and from Samsung / HTC / LG / Motorola / Dell / Sony / Toshiba / Lenovo / Acer / Asus / ViewSonic / DataWind (Aakash or UbiSlate)
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b. Any one Apple iOS device: iPad, iPad2 or newer
The scope of work is summarized as follows:
Time schedule for S.No. Work item delivery (latest by) 1 Mobile Portal optimized for mobile devices Q 2 Compliance to Guidelines for Government Websites Q 3 Safe-to-host certification Q 4 Cross device-browser compliance with respect to listed devices Q 5 Compliance to W3C standards & recommendations Q+1 Regular timely operations, maintenance, enhancement, development, 6 implementation, delivery, commissioning, certification etc. as defined On-going in Annexure F. Note: In the above table, Q refers to completion of stated work item by and for the Go-Live. Q+n refers to completion of stated work item latest by n number of quarters after Go-Live, for up to stated duration of the entire project. On-going refers to on-going work in any quarter after the Go-Live.
3.2.2 Native mobile applications Native mobile applications shall be developed for the following two platforms: Apple App Store and Android Market. Applications must be strictly hosted at the their official platform sites, i.e., at Apple App Store (subject to approval by Apple) and Android Market, to ensure credibility and trust for a user; the applications shall not be hosted or mirrored at the state portal(s) or elsewhere. The scope of work is end-to-end, i.e., design, development, test, hosting at platform including approval by platform owner & updates; and is not limited to one-time design and development only. The applications shall be provided free of cost at the respective platform portal perpetually and shall be clearly marked as the official apps for Rajasthan State Tourism. The Apple application should work on iPhone, iPad, iPad2 and iPod Touch. The App should be optimized for the platform it is being run on. The content may be derived from the existing portal and associated sites; however, the solution provider shall be responsible for the delivery of overall content, including any new content that may be desired. Thus, the solution provider shall also act as the Content Service Provider.
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The username and password credentials under which these applications are submitted to the corresponding platforms shall be exclusive for the department and property of the department; the solution provider must submit the credentials to the department on-demand and on termination/completion of the work. The Apple App Store native application should be developed in Objective-C preferably using the Xcode IDE. The Android Market native application should be developed in pure managed Java (with no underlying C or C++ solution provider developed libraries) preferably using the Eclipse IDE. Native applications for the following platforms are not included in the scope of current work as the market share held by these platforms is insignificant as of 2011: Nokia Ovi Store, Research-In-Motion Blackberry App World, Microsoft Windows Phone Marketplace, HP/Palm App Catalog. The Native apps shall be a collection of e-Guides for offline use on the mobile devices such that these are fully functional without internet connectivity. In a rare case, if the offline app size is deemed to larger than the typical recommended size for the platform, then part of the functionality and content shall be streamed online, requiring internet connectivity for those features only (i.e., the core application should continue to work as expected even in absence of internet connectivity). In such cases, the content shall be streamed from infrastructure deployed for the portal. The eGuide shall consist of themes, which include, but are not limited to, the following: Monuments and Places Events, Fairs and Festivals Pilgrimages Adventures & Wildlife
Additionally, each e-Guide shall cover the following topics in the following sequence: 1. Destination (City or Place) 2. How to reach 3. Where to stay 4. Places of interest 5. Local transport 6. Food & Eateries 7. Entertainment & Shopping
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8. Climate 9. Emergency Services (Police, Ambulance, Fire Brigade etc.)
The application shall consist of the following features, but not be limited to: Selection by theme or by destination Rich visual descriptive content for the said destination with side bar photographs based on the context Full screen gallery view of photographs Bookmarking of favourite destinations Text search of the content
The solution provider shall share the complete information about the Native apps, as available on the platform accounts (download statistics, email addresses of users etc.), with the department as part of the quarterly summarized SLA compliance and activities report. Additionally, the solution provider shall make the same information available in softcopy on ad-hoc request basis (at-most once per month).
The solution provider shall ensure that the Native app is optimized for each of the listed devices (form factors) independent of each other; and shall conduct the UAT of Native apps at the native/default screen resolution of the following listed devices. It should be noted that the procurement and ownership of these devices for UAT or other testing purposes shall be solely solution provider’s responsibility. Past Go-Live, with every significant change to the Native apps, the solution provider must ensure its correct functioning on these devices; the department may request the solution provider to validate the same on-demand, at-most once per six months, in accordance with terms and conditions implied for UAT.
For purposes of UAT, the solution provider shall ensure that the solution is properly rendered on the each of the following device platforms; and the Solution provider is permitted to select the exact device (if such a choice has been provided) for each of the stated device platforms.
However, the solution provider shall ensure that the solution works well on the latest version/device of the said device platforms throughout the entire project period.
The list of device platforms is as follows:
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A. Android platform for Smartphones B. Apple iOS platform for Smartphones C. Android platform for Tablets D. Apple iOS platform for Tablets
The list of devices for the above platforms is as follows:
1. Smartphones/PDAs a. Any two distinct Android Smartphones: With OS version 2.2.x/2.3.x/3.x/4.x or newer; and from Samsung / HTC / Google / LG / Motorola / Dell / Sony Ericsson b. Any one Apple iPhone device: iPhone 3G/3GS/4/4S or newer c. Any one Apple iPod Touch device: iPod Touch 3G/4G or newer
2. Tablets a. Any two distinct Android Tablets: With OS version 2.2.x/2.3.x/3.x/4.x or newer; and from Samsung / HTC / LG / Motorola / Dell / Sony / Toshiba / Lenovo / Acer / Asus / ViewSonic / DataWind (Aakash or UbiSlate) b. Any one Apple iOS device: iPad, iPad2 or newer
The scope of work is summarized as follows:
Time schedule for S.No. Work item delivery (latest by) 25% attractions by e-Guides covering all major tourist attractions in the state (limited to Q. 1 key 200 attractions in the state for up to Q+2; an indicative list may 50% by Q+1 be seen in Annexure B). 100% by Q+2 2 Selection by theme or by destination Q Rich visual descriptive content for the destination with side bar 3 Q photographs based on the context Full screen gallery view of photographs (at-least 30, 20, 10 See S.No (1) in this 4 photographs for each of the attractions in categories A, B and C table respectively in Annexure B). 5 Optimized for each of the listed device platforms as stated above Q 6 Bookmarking of favourite destinations Q+1 7 Text search of the content Q+2 Additional e-Guides, over and above (1), at department’s request 8 On-going (limited to 100 attractions in total over entire project).
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Regular timely operations, maintenance, enhancement, 9 development, implementation, delivery, commissioning, certification On-going etc. as defined in Annexure F. Note: In the above table, Q refers to completion of stated work item by and for the Go-Live. Q+n refers to completion of stated work item latest by n number of quarters after Go-Live, for up to stated duration of the entire project. On-going refers to on-going work in any quarter after the completion of Q+2.
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3.3 Online advertising
The solution provider shall spend at-least 2% of the Quarterly Stipulated Payment amount for Package I (rounded to nearest rupee), over each quarter, for every quarter after the Go-Live of the project (project as defined by this package only), on online advertising to promote Rajasthan Tourism.
The fully inclusive cost of advertising (i.e. including any applicable taxes/levies etc.) will be paid for by the solution provider at its own cost. The solution provider must submit reasonable evidence to substantiate the same along with every bill raised by it, failing which applicable deduction of payment as defined may be levied by the department.
The reasonable evidence to substantiate shall consist of two parts: proof of work and proof of payment. Proof of work shall be report/printout of the underlying advertising platform (with details about the advertising keywords etc.). Proof of payment shall be report/printout of the underlying advertising platform and/or credit card/debit card/bank etc. statement to validate the same.
The online advertising shall promote Rajasthan tourism, specifically, the work pertaining to this package: portal, mobile portal and native mobile apps. The solution provider should ensure that appropriate keywords and target audience is selected for maximum efficacy of the advertising. The permitted advertising platforms are: Google Advertising and Facebook Advertising; however, the department may amend this list as it deems fit and notify the same to the solution provider in writing. The solution provider may advertise on one or more platforms, provided that the overall total spend (including any applicable taxes/levies etc.) is at-least the defined amount.
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Chapter 4: Scope of Work for Package II
4.1 Social Media Optimization
4.1.1 Broad scope of work
Social Media Optimization refers to marketing & brand building, content promotion and search engine marketing on social media such as social networking sites with the intent of increased visibility and attracting unique visitors to website content.
The scope of work includes promotion on following 7 (seven) social media sites – Facebook, Google+, Twitter, Flickr, YouTube, WordPress and Tumblr.
Additionally, the scope of work consists of tight integration of the social media with the official portal (web-based and mobile-based) and vice-versa; as well as integration amongst each other where ever possible. The solution provider shall ensure that the content & activities on the social media platforms do not restrict accessibility of the platform on mobile devices.
The following scope of work shall apply to all social media sites stated in this Chapter. The scope of work includes, but it not limited to, the following activities:
1. Content creation and updation that is photo-rich & video-rich, original, engaging and factually & grammatically correct. The frequency for the same should be at- least daily for all working days (as defined in in the section Abbreviations & Definitions) on average for all social media sites and at-least twice per week for each social media site. 2. Ensure currency with respect to current season or key event in the state by changing or promoting corresponding content (text, photos or other) or display theme at periodic intervals. The frequency for the same should be at-least monthly. 3. Provide accurate, complete, polite and prompt feedback to user interactions on the social media sites. The promptness for the same should be within 2 hours for all working hours and working days for each social media site and for each interaction. All residual interactions from the previous day(s) shall be addressed by 10 a.m. IST on any given working day. User interactions shall be replied in the English language only. 4. Moderation of sites to avoid spam, advertisements and inappropriate content. The
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frequency for the same should be within 30 minutes for all working hours and working days for each social media site and for each moderation requirement. All residual moderation requirements from the previous day(s) shall be addressed by 10 a.m. IST on any given working day. 5. Creation of a monthly updated FAQ bank, consisting of top 100 queries from (prospective) tourists, based on the social media interactions. The social media sites should be updated to pre-emptively answer such queries, via its contents, where ever possible. 6. Marking of all electronic content (text, photo, video or otherwise) as Copyright of The Department of Tourism, Government of Rajasthan, wherever applicable; and monitoring & reporting of unauthorized use. Additionally, suitable privacy controls shall be applied on a given social media site. 7. The content may be derived from the existing portal and associated sites; however, the solution provider shall be responsible for the delivery of overall content, including any new content that may be desired. Thus, the solution provider shall also act as the Content Service Provider.
4.1.2 Terms and Conditions
The following terms and conditions shall apply additionally:
1. The department may assess the accuracy, completeness, promptness and politeness of the work on average and take suitable action (including deduction of payment and/or abnormal termination of contract) if it is deemed to be unsatisfactory. 2. The name, description, slogan, tag line, username, URL or URL shortener for a given platform should be apt and SEO friendly; and should be finalized in accordance with the department. 3. The username and password credentials under which these social media sites are registered shall be exclusive for the department and property of the department; the solution provider must submit the credentials to the department on-demand and on termination/completion of the work. Failure to comply would be deemed as breach of contract. 4. If any of the social media accounts or assets is disabled due to violation of its Terms of Use, it would be deemed as breach of contract, unless stated otherwise by the department based on the understanding of disablement criteria in light of actions
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that led to it. 5. If any of the social media accounts is hacked, such that the hacking incident is not deemed widespread across the social media platform and such that it is particular to the account managed by the solution provider on behalf of the department, then the solution provider shall be deemed liable and the department may declare breach of contract. 6. All content on the social media sites is subject to approval from the department. 7. The solution provider shall ensure that there is no significant overlap or duplication of content on the various social sites either manually or by automated approaches (such as feeds). However, the department may permit some overlap of content if it is deemed useful.
4.1.3 Campaigns & Contests The solution provider shall organise creative Campaigns or Contests to add dynamism to the social media sites or other assets of the department subject to approval from the department. The solution provider may seek support from the department for any support it requires to organise such activities. The frequency of the stated Campaigns or Contests shall be at-least once per quarter, for every quarter after the Go-Live of the project (project as defined by this package only). The fully inclusive cost of such campaigns or contests (i.e. including any applicable taxes/levies etc.) will be paid for by the solution provider at its own cost. The solution provider shall spend at-least 0.5% of the Quarter Stipulated Payment amount for Package II (inclusive of all taxes/levies etc.) per quarter (rounded to nearest rupee) for each applicable quarter towards such activities. The solution provider shall submit reasonable documentary evidence to substantiate the same. For campaigns or contests that equal or exceed 1% of the Quarter Stipulated Payment amount for Package II and any such requested by the department, shall be payable extra (after subtracting 0.5% of the QSP amount) to the solution provider at mutually agreed terms between the Department and the solution provider, outside the scope of this work. The scope of work for campaigns or contests shall be limited to electronic nature, i.e. it shall be based on social media sites etc. It shall exclude goods, services or works of physical nature (conferences, workshops, stalls, physical awards etc.). However, any
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such campaigns or contests involving goods, services or works of physical nature and any such explicitly requested by the department (and consented by the solution provider), shall be payable extra (after subtracting 0.5% of the QSP amount, if applicable) to the solution provider on mutually agreed terms between the Department and the solution provider, outside the scope of this work.
4.1.4 Online advertising
The solution provider shall spend at-least 2% of the Quarterly Stipulated Payment amount for Package II (rounded to nearest rupee), over each quarter, for every quarter after the Go-Live of the project (project as defined by this package only), on online advertising to promote Rajasthan Tourism.
The fully inclusive cost of advertising (i.e. including any applicable taxes/levies etc.) will be paid for by the solution provider at its own cost. The solution provider must submit reasonable evidence to substantiate the same along with every bill raised by it, failing which applicable deduction of payment as defined may be levied by the department.
The reasonable evidence to substantiate shall consist of two parts: proof of work and proof of payment. Proof of work shall be report/printout of the underlying advertising platform (with details about the advertising keywords etc.). Proof of payment shall be report/printout of the underlying advertising platform and/or credit card/debit card/bank etc. statement to validate the same.
The online advertising shall promote Rajasthan tourism, specifically, the work pertaining to this package: social media websites and virtual tours. The solution provider should ensure that appropriate keywords and target audience is selected for maximum efficacy of the advertising. The permitted advertising platforms are: Google Advertising and Facebook Advertising; however, the department may amend this list as it deems fit and notify the same to the solution provider in writing. The solution provider may advertise on one or more platforms, provided that the overall total spend (including any applicable taxes/levies etc.) is at-least the defined amount.
4.1.5 Facebook
Facebook SMO refers to creation & management of one main Facebook Page and additional supporting Facebook Page(s). It is envisaged to have 7 supporting pages to
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cater for following themes:
1. Monuments and Places 2. Events, Fairs and Festivals 3. Pilgrimages 4. Adventures & Wildlife 5. Shekhawati Frescoes and Handicrafts 6. Royal Rajasthan on Wheels 7. Palace on Wheels
Additionally, the scope of work consists of Facebook SEO for ranking high in the search results for relevant searches within the Facebook platform. It also includes event creation, management and promotion using Facebook events for key events, fairs and festivals in the state. At-least one event per month on average in a year should be managed and promoted.
The solution provider shall ensure attractive and useful layout of the Facebook pages. It shall ensure that the layout is updated frequently as stated in the Broad scope of work.
The solution provider must ensure the following Facebook Insights or publicly visible metrics are met for the main page & each of the supporting pages for the duration (or renewal/extension) of the contract. All payments (one-time or recurring) to the solution provider shall be made subject to fulfilment of the said metrics. It suffices to achieve any one of the stated metrics for the given duration of contract, for example, for the main page at delivery, it suffices to have 1,000 Lifetime Total Likes (instead of 3,125) provided number of Monthly Active Users equal or exceed 3,125.
The solution provider must submit a signed declaration stating its success or failure to achieve the metrics (success or failure for each page marked individually on one declaration) along with every bill raised by it, supported with suitable documentary evidence; the department is at liberty to verify the evidence against real-time metrics reported by Facebook Insights. The solution provider shall provide the exported Insights data in softcopy at monthly intervals and on-demand.
The solution provider is permitted to use the Facebook (or any other) Advertising platform, at its own cost, to meet the stated metrics; the department shall not make any payment for this purpose. The department shall revise the metrics if either the
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stated metrics or the Facebook platform popularity ceases to exist.
Metric is achieved if the stated target is equalled or exceeded. Target shall be prorated to periodicity of payments, which is quarterly. For example, as the payment terms & schedule is quarterly, the target for the Main page at the end of 1st year Q3 would be (3/4) * 25,000 = 18,750 with banker’s rounding applied (less than 0.50 is rounded to zero; and greater than or equal to 0.50 is rounded to 1). Metrics shall apply to the main page and the all stated supporting pages as well as any additional supporting pages that may be added. In case of any dispute regarding the metric value, the metric value as on the last calendar day of the payment quarter derived from Facebook Insights shall be deemed final.
Lifetime Total Likes Monthly Active Users Main page At Go-Live 3,125 3,125 At end of 1st year of contract 25,000 25,000 At end of 2nd year of contract 50,000 50,000 At end of 3rd year of contract 75,000 75,000 At end of every additional year Additional 25,000 to previous Additional 25,000 to previous of contract year target year target
Lifetime Total Likes Monthly Active Users Supporting pages At Go-Live 625 625 At end of 1st year of contract 5,000 5,000 At end of 2nd year of contract 10,000 10,000 At end of 3rd year of contract 15,000 15,000 At end of every additional year Additional 5,000 to previous Additional 5,000 to previous of contract year target year target
4.1.6 Google+ Google+ SMO refers to creation & management of one main profile / community Google+ page. Google+ is a new offering from Google that is gaining rapid popularity as of September 2011. The scope of work currently envisaged for Google+ is limited compared to Facebook as it is still an evolving platform.
4.1.7 Twitter
Twitter (and twitpic) SMO refers creation of one Twitter profile mapped to the
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Facebook pages and content. It includes the broad scope of work for Social Media Optimization defined earlier. Additionally, the scope of work for Twitter SMO includes, but is not limited to, the following activities:
1. Use of twitpic to post a selection of the most popular and engaging photographs (as compared to Flickr, which consists of the complete collection of photographs). 2. Tracking on Twitter for key words related to Rajasthan state and/or Tourism and replying to them. 3. Proactive use of Twitter hashtags where applicable. 4. “Twitter Spam” should be controlled (for example, spam followers) as per the defined requirements for moderation.
The solution provider must ensure the following publicly visible Twitter metrics are met for the profile for the duration (or renewal/extension) of the contract. All payments (one-time or recurring) to the solution provider shall be made subject to fulfilment of the said metrics. It suffices to achieve any one of the stated metrics for the given duration of contract.
The solution provider must submit a signed declaration stating its success or failure to achieve the metrics along with every bill raised by it, supported with suitable documentary evidence; the department is at liberty to verify the evidence against real- time metrics reported by Twitter. The solution provider shall provide the exported Twitter analytics data (or screenshots) in softcopy at monthly intervals and on- demand.
The solution provider is permitted to use the any advertising platform, at its own cost, to meet the stated metrics; the department shall not make any payment for this purpose. The department shall revise the metrics if either the stated metrics or the Twitter platform popularity ceases to exist.
Metric is achieved if the stated target is equalled or exceeded. Target shall be prorated to periodicity of payment, which is quarterly, with banker’s rounding applied.
Twitter profile Number of Tweets Number of Followers At Go-Live 750 750 At end of 1st year of contract 6,000 6,000 At end of 2nd year of contract 12,000 12,000 At end of 3rd year of contract 18,000 18,000
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At end of every additional year Additional 6,000 to previous Additional 6,000 to previous of contract year target year target
4.1.8 Flickr
Flickr SMO refers to creation, management and promotion of high-quality photographs on the Flickr portal. It includes the broad scope of work for Social Media Optimization defined earlier. Additionally, the scope of work for Flickr SMO includes, but is not limited to, the following activities:
1. Signing up of the paid Flickr Pro account such that the expiration of the Pro account status is at-least 2 years ahead at any given end of year of the contract. At Delivery, one year Pro account suffices, however, at the end of 1st year of contract, the Pro account status should be valid for next 2 years that follow and so on for any given end of year of the contract. Thus, in effect, for a 3 years contract, a 5 years subscription to the Flickr Pro account must be procured by the solution provider. Same policy shall apply to any renewals/extension of the contract. The department shall not make any payment for this purpose as this is deemed to within the scope of work for overall Flickr SMO. 2. Organisation of photographs in appropriate Sets, Collections & Galleries. 3. Proactively tagging of photos in order to promote them.
The following conditions shall apply:
1. Photo shoots as selected by the Selection Committee or as made available by the department (at-most once per week) shall be uploaded. The solution provider must upload the original full resolution photographs (JPEG only, not RAW) to the Flickr platform in at-most 4 working days from receipt of the photographs. The solution provider shall collect the photographs from the department. 2. The scope of work is limited to a total of 2,000 photographs per year of contract (including renewals/extensions), for example, a three years contract is limited to 6,000 photographs for the entire duration of the contract. Same policy shall apply to renewal/extension. 3. The solution provider shall convert a RAW image (or any other non-JPEG format) to JPEG image if corresponding JPEG image is not available with the
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department. 4. The scope of work for processing/storage of photo shoots are as defined in Annexure G. Such processing shall be limited to at-most 20% of the photographs made available over entire project duration. 5. Digital photograph files & printing of photographs via the Flickr platform shall be made available to users for download/print in order to benefit from transitive marketing (in form of wallpapers, printed materials etc. used by the user) unless stated otherwise by the department. 6. Entire EXIF information shall be made publicly visible unless stated otherwise by the department. 7. The lowest valid resolution for inclusion on the Flickr portal shall be 1280 x 1024 pixels.
4.1.9 YouTube YouTube SMO refers to creation, management and promotion of high-quality video content on the YouTube portal. It includes the broad scope of work for Social Media Optimization defined earlier. Additionally, the scope of work for YouTube SMO includes, but is not limited to, the following activities: 1. Apply for YouTube Partner Program on behalf of the department 2. If the above application is unsuccessful, then register as a standard user. 3. Organisation and tagging of content to aid its promotion.
The following conditions shall apply:
1. Video shoots as selected by the Selection Committee or as made available by the department (at-most once per week) shall be uploaded. The solution provider must upload the videos to the YouTube platform in at-most 4 working days from receipt of the videos. The solution provider shall collect the videos from the department. 2. The scope of work is limited to a total of 200 videos per year of contract (including renewals/extensions), for example, a three years contract is limited to 600 videos for the entire duration of the contract. Same policy shall apply to renewal/extension. 3. The solution provider shall convert a raw/native video to desired format. 4. The scope of work for processing/storage of video shoots are as defined in
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Annexure G. Such processing shall be limited to at-most 20% of the videos made available over entire project duration. 5. The lowest valid resolution for inclusion on the YouTube portal shall be 640 x 360 pixels. Video quality should be HD 720p or higher.
4.1.10 WordPress WordPress SMO refers to creation, management and promotion of high-quality blogging content on the WordPress portal. It includes the broad scope of work for Social Media Optimization defined earlier. Additionally, the scope of work for WordPress SMO includes, but is not limited to, the following activities: 1. Content creation, sanitization, formatting, management and promotion. 2. Use of SEO friendly clean permalink structure. 3. Tagging & Categorization of posts and articles. 4. Use of Trackback and Pingback standards for better SEO. 5. Feedback mechanism to accept & display hierarchical user comments. 6. Develop and update the FAQ bank based on user feedback. The following conditions shall apply: 1. Content may be made available by the department, but will be primarily developed by the solution provider. The solution provider must upload content to the WordPress platform in at-most 2 working days from its receipt from the department. 2. The blog shall be hosted at the WordPress.com portal (to cater for automated security patches and high performance/scalability requirements) along with domain management to display it onto a subdomain or path (as directed by the department) of the official portal. The department shall not make any additional payment for domain management work or for its fees as it is subsumed to be within the scope of overall WordPress SMO work. 3. The department reserves the right to switch over from a WordPress.com hosted blog to a self-hosted WordPress.org blog on the RSDC servers, in which case, all content should be exported from the original blog and imported into the new blog using WordPress tools. Additionally, in such a case, the solution provider shall be responsible to maintain the WordPress blog software and all associated Plugins & Themes at the latest stable versions at all times (within a calendar
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week of the official release); as well as to secure it against hacking attacks; and secure Safe-To-Host certificate (at its own cost) with every version upgrade or every major change, as per RSDC policy. Furthermore, in such a case, the solution provider shall be responsible to create a custom Theme for the blog that is apt for Rajasthan Tourism, at the request of the department. The scope of work is limited to at-most one such switch per year of contract (including renewals/extensions). 4. In case of either hosting choice, the solution provider shall apply known Best Practices (processes, technology or otherwise) to create a secure, high performance and popular blog.
4.1.11 Tumblr Tumblr SMO refers to creation, management and promotion of high-quality micro- blogging content on the Tumblr portal. It includes the broad scope of work for Social Media Optimization defined earlier. Additionally, the scope of work for Tumblr SMO includes the scope of work defined for Wordpress above.
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4.2 Common Financial Terms & Conditions for Photography, Videography & Virtual Tours
A Selection Committee shall be formulated by the department which shall be tasked with the selection of qualified photo shoots, video shoots and virtual tours on a quarterly basis. The department may invite external domain experts to be the invited members of the committee.
The following definitions shall apply for Photography, Videography & Virtual Tours:
1. “Approved” unit refers to a single photo shoot, video shoot or a virtual tour point that has been selected by the committee.
2. “Verified” unit refers to a single photo shoot, video shoot or a virtual tour point that fulfils the delivery/quality/qualification etc. criteria defined in this RFP.
Additionally, in case of photo/video shoot, it implies that each of the following are met:
i. Technical qualification criteria for the photography/videography bundles (defined in a subsequent section)
ii. Technical qualification criteria for the photo/video shoots (defined in a subsequent section)
The financial bid for Photography, Videography & Virtual Tours deliverables within Package II consists of the following parts:
1. Photograph within Jaipur district
2. Photograph outside Jaipur district (but within Rajasthan state)
3. Video shoot within Jaipur district
4. Video shoot outside Jaipur district (but within Rajasthan state)
5. Virtual Tour for subject within Jaipur district
6. Virtual Tour for subject outside Jaipur district (but within Rajasthan state)
Each part implies ‘Price per unit’, where unit is defined as one photograph/video/virtual tour point, that is all inclusive (including any and all overheads/expenses etc.) for an approved & verified unit only. The department shall facilitate the solution provider with official permission to visit and photo/video-shoot the sites, including waiver of any official entrance, photography and videography fees for the said property, where ever applicable; however, the solution provider shall be solely responsible for all transportation, boarding, lodging and any other expenses.
In cases where the location or the district cannot be clearly determined from the photograph and
Page 53 of 151 (Final RFP After Pre-Bid Meeting) Signature & Seal of the Tenderer RajCOMP Info Services Ltd. (An undertaking of Government of Rajasthan) contracted prices are different for ‘within Jaipur district’ and ‘outside Jaipur district’, the lower of the two Price per unit amongst ‘within Jaipur district’ and ‘outside Jaipur district’ shall apply; likewise for Videography & Virtual Tours. In case of Aerial photography and Luxury trains (Rajasthan Royal on Wheels and Palace on Wheels), irrespective of the district, the higher of the two Price per unit amongst ‘within Jaipur district’ and ‘outside Jaipur district’ shall apply; likewise for Videography & Virtual Tours. Aerial shoot for the purposes of this work is defined as shooting from sky (from an aeroplane, helicopter, balloon etc.) that excludes shooting from a high-rise building, hill top, ropeway and any other ground based high altitude position.
Panorama resulting from Virtual Tours work shall be paid as per the Unit price for Photograph within/outside Jaipur district, independent of the Unit price for Virtual Tour for subject within/outside Jaipur district respectively.
It should be noted that the photo shoot, video shoot or virtual tour may be of the interior or exterior of a property and in day or night time.
All approved & verified pass shoots against the above mentioned criteria shall be paid as per the payment terms & schedule; however all approved but verified fail against the above mentioned criteria shall be procured but not paid for.
The solution provider shall retain ownership of any shoots/tours rejected by the department and hence the solution provider may sell or reuse them outside the scope of this work.
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4.3 Photography & Videography
Photography & Videography refers to capturing & processing of creative, original, engaging still and video shoots respectively, for the department.
The scope of work is summarized as follows:
Minimum Submission Minimum Selection Maximum Selection
Minimum number of units to Minimum number of Maximum number of S.No. Deliverable be submitted by the solution units to be selected units to be selected provider for a given calendar by the selection by the selection quarter by the date set by committee for a committee for a the department for that given calendar given calendar quarter~ quarter^ quarter^ Photograph 1 within Jaipur 50 20 45 district Photograph 2 outside 150 60 135 Jaipur district Video shoot 3 within Jaipur 5 2 5 district Video shoot 4 outside 15 6 15 Jaipur district Virtual Tour 5 within Jaipur district Virtual Tour 20 points* 10 points* 20 points* 6 outside Jaipur district Notes:
~ The solution provider shall not resubmit rejected shoots anytime during the entire project period.
^ In highly exceptional cases, the selection committee with consent from the Head of the Department may decide to select fewer than the minimum limit (including zero) as well as more than the maximum limit.
* In case of virtual tours, the limits defined above are applicable for the first five quarters only.
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Extending this, it should be understood that the above limits are only applicable till the estimated quantities have been procured, thereafter which, mutually agreed terms and conditions shall apply with respect to the above limits, even though the submitted price per unit shall remain valid for defined period of time.
The solution provider shall submit a minimum number of processed, creative, original, engaging qualified deliverable units per quarter as per the following table. In turn, the selection committee, on behalf of the department, shall select a number of qualified deliverable units for the given quarter subject to the stated minimum and maximum. The committee shall submit a written report to the department documenting the number of approved deliverable units along with the supporting information essential for payment purposes such as categorization as photo, video or virtual tour; within or outside Jaipur district; normal, aerial or luxury train etc.
The scope of work for processing/storage of photo or video shoots are as defined in Annexure G.
Theme-wise and Category-wise tentative lists of subjects for photography and videography are presented in Annexure B that has been deemed to be the current priority of the department for the given scope of work. The selection committee may advise the revised priorities to the solution provider on an ad-hoc basis.
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4.4 Virtual Tours & Panoramas
Virtual Tour is a simulation of an existing location, composed of a sequence of images. It may also use other multimedia elements such as sound effects, music, narration and text.
Panorama implies an unbroken view, composed of a sequence of images, as a still image. A virtual tour of a site may consist of one or more points. A point is defined as the virtual tour unit composed by stitching of a number of still photographs from a single vantage point. A site consists of a number of interconnected points, such that the user is able to traverse from a position within a given point (a virtual tour) to another point (another virtual tour). Additionally, a 3600 by 1800 virtual tour implies a full all-around and floor-to-ceiling view of any scene. An example for the same can be found at the Mysore Palace website at http://www.mysorepalace.tv/
The scope of work includes, but is not limited to, the following:
1. Creation of a number of 3600 by 1800 virtual tour (sites and points) including solution for managing and delivering the virtual tours on the web
2. Composition of corresponding panoramas by photo stitching with at-least four reasonably distinct panoramas per point
A tentative list of sites and points to be covered for the virtual tours, under the scope of current work, is presented in Annexure C.
The virtual tours shall be immersive colour rich, full-screen capable walkthroughs, web-based on the Adobe Flash platform and cover the interior or exterior of a property in day or night time as desired. The output file sizes for the virtual tours shall be optimized for low bandwidth situations; and shall be 1-2 MB typically per point and at-most 4 MB per point. Best practices for high-performance virtual tours shall be applied. The recommended size for panoramas is at-least 2000 pixels on the short side and at-least 8000 pixels on long side.
Hotspots are clickable areas within the virtual tour that allow users to get more information about a detail (e.g., a painting on the wall), move to another location as if through a door, or cause some other action to happen. The solution provider shall ensure that each virtual tour point has adequate number of hotspots and that there are at-least four hotspots per point.
The Flash based interface shall include hotspots, descriptive text for each point and possibly other elements (audio, video, animation, maps, voice-over or other marketing components etc.) as relevant. Navigation, zoom-in and zoom-out buttons, full screen capability and Help feature shall also be provided. A Flash based sample interface must be presented to and approved by the
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Each tour should be self-stretching for a given resolution and be available for different resolutions, namely, 1920 X 1080, 1280 X 720, 1024 X 768 and 800 X 600. The resolution selection must be done automatically, based on the user bandwidth, screen resolution, or by personal preference. The Flash version should be 10.0 and above, with reverse compatibility for Flash 9.0
The solution provider shall ensure that the virtual tour is rendered correctly on the latest version of the following browsers: Microsoft Internet Explorer, Mozilla Firefox, Google Chrome and Apple Safari on Microsoft Windows and Ubuntu Linux platform (where applicable). Additionally, the solution provider shall ensure that the virtual tours can be run in offline mode (without internet connectivity) on a local LAN or a local computer environment.
All virtual tours shall be limited to a single language (English) and a single platform (Adobe Flash).
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4.5 Technical Qualification Criteria for Photography & Videography bundles
A bundle in the current scope of work refers to cameras, lenses, video cameras and associated accessories to be used for the purposes of photography, videography & virtual tours. The technical qualification criteria for the photography/videography bundles are as follows:
Photography using Digital SLR bundle that meets the following specifications:
A full-frame 35mm sensor with at-least 12 megapixels in size; and With appropriate lens coverage
or
A smaller sensor (APS-H, APS-C, Foveon or Four Thirds) with at-least 16 megapixels in size; and Supports ISO range 100-6400; and Supports maximum continuous shooting speed of at-least 6.0 frames/second; and With appropriate lens coverage
A list of known qualifying Digital SLR cameras is presented in Annexure A.
Videography using a bundle that meets the following specifications:
Full HD 1080: 24p, 25p or 30p video recording capable; and HD 720: 50p or 60p video recording capable
For virtual tours, it is recommended, but not mandatory, to make use a full-frame Digital SLR camera with a “fish-eye” lens along with Spherical Stitching of photographs, to create best quality virtual tours with least number of required shots.
The photography and videography bundle may be same. The solution provider shall submit a signed undertaking stating either the availability or a commitment to procure the above stated Photography & Videography bundle(s) for this work along with the bid submission. The undertaking shall contain one or more (up to three) make & model choices for each bundle (photography bundle and videography bundle; including camera lenses for the photography bundle) that meet the above stated specifications. If any of the choices for either bundle does not meet the stated specifications, then the bid (for Package II only) shall be disqualified. Technical evaluation shall be based on published specifications by the manufacturer.
The solution provider is permitted to shoot all photography, videography & virtual tours content solely using any of the declared choices in the respective bundle(s); the choice of camera lenses shall
Page 59 of 151 (Final RFP After Pre-Bid Meeting) Signature & Seal of the Tenderer RajCOMP Info Services Ltd. (An undertaking of Government of Rajasthan) be flexible. However, to support newer or other models, the solution provider is permitted to apply to the department, in writing, to extend the list of declared choices for either bundle that meets the above stated specifications. Subject to department’s approval in writing, the solution provider is permitted to shoot content using the updated declared bundle(s).
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4.6 Technical Qualification Criteria for Photo & Video shoots
The technical qualification criteria for Photo & Video shoots are as follows:
For photo shoots:
1. Availability of the shoot in native resolution in RAW format (lossless compressed) 2. At-least 3000 pixels wide and at-least 2000 pixels tall. 3. Multiple units merged into one (Panoramas, Collage etc.) shall be considered single unit for the purposes of calculation of limits & payment.
For video shoots:
1. Availability of the shoot in native resolution in native encoding in native file format with native audio quality, where audio is applicable 2. At-least at HD 720p quality. 3. At-least 2 minutes in length; such that no two shoots are clear parts of a longer original shoot as deemed by the selection committee, in which case, the longer original shoot should be submitted. In exceptional circumstances, the selection committee may approve shorter than 2 minutes shoots. 4. At-most 15 minutes in length; beyond which if approved & verified, for calculation of limits & payment purposes only, the shoot shall be considered as multiple shoots with quantity units computed to be multiples of 15 minutes, plus one (if applicable). For example, if a shoot of 35 minutes is approved by the selection committee and verified by the department against the technical qualification criteria, payment to the solution provider shall be made on basis of 3 units (15 minutes + 15 minutes + 5 minutes) subject to defined video shoots limit per quarter approval limit. The solution provider shall deliver the longer original shoot of 35 minutes rather than its parts as computed above. 5. The selection committee may mandate a length limit for a given video that the solution provider must comply with by (re-)processing the video to fit the desired length. 6. Lengths shall be rounded to nearest minute using banker’s rounding (Less than 30 seconds rounded to zero; and 30 seconds or above rounded to next minute).
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4.7 Delivery & Commissioning Criteria for Content
In case of Photography & Videography (including Panoramas) the scope of work is limited to Delivery of content as the Commissioning work is carried out within the scope defined for Flickr in Social Media Optimization. However, it should be noted that in case of Virtual Tours, the scope of work includes both Delivery & Commissioning.
In case of Photography & Videography (including Panoramas):
The solution provider shall deliver all approved shoots in softcopy on a set of DVDs (at its own cost) to the department, in two copies, clearly marked with the name of the solution provider, quarter, copy number and number of photo & video shoots contained. Each copy of the set should contain all of the following:
For each approved photograph:
1. Native: Native resolution in RAW format (lossless compressed) 2. Large: Native resolution at highest quality (98 or above) in JPEG file format 3. Small: Scaled down resolution (with at least 1080 pixels on one side) at medium quality (80 to 95) in JPEG file format with file size not exceeding 600KB.
For each approved video:
1. Native: Native resolution in Native encoding in Native file format with Native audio quality at stereo or better, where audio is applicable 2. Small: Scaled down resolution of HD 720p in H.264 (MPEG-4 AVC) encoding in MP4 container with 128kbits/s or higher AAC stereo or better audio, where audio is applicable
Where, native resolution refers to the maximum resolution supported by the declared and applicable photo/video device; and native encoding/file-format/audio refers to native encoding/file- format/audio supported by the declared and applicable video device for storing video content. Native deliverables should be provided as-is without any processing or tampering.
Each applicable type of deliverable (Native, Large or Small) should be stored in a folder named Native, Large or Small for all approved shoots in a given DVD. Each deliverable (each shoot) should accompany with a description in a text file (file name similarly named as the deliverable) that contains the following information: Name of the solution provider, photographer/camera-person, device and lens used; season, quarter, date and location of shoot; 20-100 words narration describing the shoot and suggested tags for Flickr.
The scope of work for processing/storage of photo or video shoots are as defined in Annexure G.
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The solution provider must keep a safe backup of all approved shoots during the entire project period. The department may on-demand (at-most once per month) request for any approved softcopies from the solution provider at any point during the entire project period (including extensions/renewals). The solution provider must submit the same to the department on a pen- drive, via email, on a CD/DVD, or any other supported storage medium within a week from the initial request.
In case of Virtual Tour files, the solution provider shall deliver all files in softcopy on a set of CDs/DVDs (at its own cost) to the department, in two copies, clearly marked with the name of the solution provider, date and the virtual tours contained. In addition to the above, the solution provider shall deploy and commission the virtual tours the infrastructure available at the RSDC. The solution provider shall ensure adherence to Guidelines for Government Websites (see Annexure D) and compliance with RSDC infrastructure & policies (see Annexure E), including mandatory ‘Safe-to- host’ certification.
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Chapter 5: Time Schedule
5.1 Terms & Conditions
5.1.1 The entire project duration is 3 years and 1 month; and this period consists of two parts: period leading to Go-Live (T+120 days i.e. 4 months) and the subsequent period (named Past Go-Live). 5.1.2 The first Quarterly Stipulated Payment (QSP) unit shall be paid for delivery and commissioning, subject to any applicable Liquidated Damages and other Terms & Conditions defined in this RFP, for and after successful Go-Live of the respective package. Thus, no payment shall be applicable if Go-Live of the respective package is not achieved. 5.1.3 The subsequent QSP units shall be paid for, subject to any applicable ‘Deduction of payment due to non-adherence of SLA’ and other Terms & Conditions defined in this RFP, at quarterly intervals; and the time period for subsequent QSP units shall begin only after successful Go-Live of the respective package. For example, if the Go-Live is delayed from T+120 days to T+135 days, then the 2nd quarter shall be deemed to begin on the T+136th day. If the Go-Live is completed by T+120 days, then the 2nd quarter shall be deemed to begin on the T+121st day. 5.1.4 All stakeholder parties shall sign the agreement within 15 (Fifteen) days from the day of issuance of the work order. 5.1.5 All periods mentioned in this chapter refer to calendar days. The stated activity should complete by end of working of the stated day. 5.1.6 This chapter details the time schedule for period up to Go-Live and only outlines the applicable work for past Go-Live. The details of the time schedule applicable in each quarter past Go-Live is defined in the scope of work of the respective package. 5.1.7 Where applicable, the Alpha version of the deliverable may be deployed and presented on a local computer system, however, the Beta version of the deliverable shall be deployed at RSDC on the staging servers.
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5.2 Go-Live
Here “T” refers to Day of Signing of the Agreement for that particular Package.
Solution Provider: Department: Package Activities Delivery & Approval/Action period Commissioning period Deployment of key project resources Package like Project Manager / Team Leader / T + 5 days I Developers / Testers etc. Portal Development Development and Presentation of the templates along with Alpha version of T + 20 days the Portal (at-least 10 pages) Approval of template and feedback T + 25 days on the Alpha version Development and Presentation of the Beta version incorporating above T + 50 days feedback (at-least 10% pages) Approval of Beta version T + 55 days
Training and UAT* of the portal T + 100 days T + 105 days
Go-Live of the portal T + 120 days Mobile Solutions Development and Presentation of the Alpha versions of the Mobile web (at- least 10 pages) and Native T + 20 days Applications (1 platform, 4 attractions at-least) Approval and feedback on the Alpha T + 25 days versions Development and Presentation of the Beta versions of the Mobile web (at- least 10% pages) and Native T + 50 days Applications (1 platform, at-least 10% attractions) Approval of Beta versions T + 55 days Training and UAT* of the portal and T + 90 days T + 95 days apps Submission of the apps to the official T + 95 days platform for approval Go-Live of the portal and apps T + 120 days Approval and hosting on Apple App T + 120 days Store and Android Market place
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Deployment of key project resources Package like Project Manager / Team Leader / T + 5 days II Developers / Testers etc. Social Media Optimization Development and Presentation of the Alpha version of the Portal (at-least T + 20 days main Facebook page & Twitter profile) Approval and feedback on the Alpha T + 25 days version Development and Presentation of the Beta version incorporating above feedback (at-least all Social Media T + 50 days Website pages/profiles with some content on each) Approval of Beta version T + 55 days Training and UAT* of the Social T + 100 days T + 105 days Media Websites Go-Live of the Social Media Websites T + 120 days Photography & Videography Minimum number of units to be submitted Units to be approved by the solution and verified for a given For Go-Live provider for a given calendar quarter as calendar quarter as defined in the RFP, by defined in the RFP by T+90 days T+80 days Minimum number of Units to be approved units to be submitted and verified for a given by the solution Past Go-Live calendar quarter as provider for a given defined in the RFP, calendar quarter as within that quarter defined in the RFP Virtual Tours & Panoramas Development and Presentation of the Alpha version of the Virtual Tours (at- least two sample points; sample T + 20 days permits earlier work outside the scope of this RFP) Approval and feedback on the Alpha version; and provide final list of T + 25 days Virtual Tours and their respective number of points
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Development and Presentation of the Beta version incorporating above T + 50 days feedback (at-least two complete virtual tours with several points) Approval of Beta version T + 55 days Training and UAT* of the Virtual Tours; with at-least minimum number of units to be submitted by the T + 100 days T + 105 days solution provider for a given calendar quarter as defined in the RFP Go-Live of the Virtual Tours T + 120 days Minimum number of Units to be approved units to be submitted and verified for a given by the solution Past Go-Live calendar quarter as provider for a given defined in the RFP, calendar quarter as within that quarter defined in the RFP
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* UAT shall be successfully completed only after the following have been delivered: Package I Portal Development 1 Deliverables as per scope of work defined in this RFP 2 Compliance report to meet deliverables as stated above 3 Safe-to-host certification or re-certification (as per Annexure D)
Mobile Solutions 1 Deliverables as per scope of work defined in this RFP 2 Compliance report to meet deliverables as stated above 3 Safe-to-host certification or re-certification (as per Annexure D)
Package II Social Media Optimization 1 Deliverables as per scope of work defined in this RFP 2 Compliance report to meet deliverables as stated above
Photography & Videography 1 Deliverables as per scope of work defined in this RFP 2 Compliance report to meet deliverables as stated above
Virtual Tours & Panoramas 1 Deliverables as per scope of work defined in this RFP 2 Compliance report to meet deliverables as stated above 3 Safe-to-host certification or re-certification (as per Annexure D)
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5.3 Past Go-Live
Package Activities Time Schedule 1. Regular timely operations, maintenance, enhancement, development, implementation, delivery, commissioning, certification etc. as per the scope of work defined in this RFP including Annexure F. For 11 quarters Both 2. SLA compliance and activities report of activities performed in a from the date of Packages given quarter, with respect to any defined SLA (see Deduction Go-Live of payment due to non-adherence of SLA), for all activities as defined above. 3. Compliance with and deliverables for Data Retention as defined in Chapter 7.
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Chapter 6: Liquidated Damages and Deduction of payment
6.1 Liquidated Damages
1. Liquidated Damages (LD) as defined in the “General Terms & Conditions of the RFP & Contract” shall be applicable at the first opportunity. 2. For each package respectively, independent of each other, LD shall apply only on to payment corresponding to the Go-Live period. LD shall not apply to payments corresponding to the Past Go-Live period. 3. LD shall be deducted on applicable rates from the first or subsequent QSP units at the first opportunity. 4. For each package respectively, independent of each other, “Deduction of payment clauses due to non-adherence of SLA” shall apply to each of the QSPs corresponding to the Past Go- Live period. The stated deduction of payment shall not apply to payment corresponding to the Go-Live period. 5. LD shall apply to the overall order value for that package and shall not be more than 10% of the total order value for that package. 6. Any delay in Approval/Action account of the Department, over and above the stated period in the Chapter 5 Time Schedule, shall not be accounted against the solution provider for the purposes of LD or “Deduction of payment clauses due to non-adherence of SLA”. Both the Department and the solution provider should ensure sufficient documentary evidence for the dates at which the mentioned activities are carried out. If there is a long holiday for the Department (three or more days), then the immediately next working work day shall be permitted as grace period to the solution provider. 7. Likewise, any delay in Approval/Action on account of the Department, past Go-Live, shall not be accounted against the solution provider for the purposes of LD or “Deduction of payment clauses due to non-adherence of SLA” for that activity. 8. Likewise, any delay on account of the Safe to Host certification authority, RSDC authority or Approving Mobile Platform shall not be accounted against the solution provider for the purposes of LD or “Deduction of payment clauses due to non-adherence of SLA” for that activity. However, in case of Safe to Host certification authority all time period past first analysis (such that the certification authority has listed actions to be completed before Safe to Host certificate can be issued) from the said authority shall count towards the solution
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provider’s time period. 9. The solution provider must request in writing as per the “Extension in Delivery Period and Liquidated Damages” clause of the “General Terms & Conditions of the RFP & Contract” to avail benefit afforded by the above mentioned clauses 6, 7 and 8.
6.2 Deduction of payment clauses due to non-adherence of SLA
The Service Level Monitoring and Management may be carried out by DoT and/or RISL as deemed suitable. DoT/RISL may deduct payment, at the first opportunity, for unsatisfactory work against the terms & conditions set in this RFP. The following SLA clauses and conditions shall apply:
1. The deduction of payment shall be package specific, i.e. the deduction of payment in one package shall not affect the other.
2. The deduction of payment will be computed quarterly against the Quarterly Stipulated Payment (QSP) for that package.
3. The deduction of payment shall be adjusted from the QSP before final payment is made to the solution provider.
4. The deduction of payment is defined as the cumulative deduction of payment applicable for all applicable SLA clauses as defined under a given package.
5. Each applicable deduction of payment is defined as a percentage of the overall QSP for that package.
6. The cumulative deduction of payment shall be at-most 35% in cases where it exceeds 35% (called maximum deduction of payment henceforth).
7. The deduction of payment in the ‘1st deduction quarter’ is different from the deduction of payment in every succeeding consecutive quarter, for a given specific SLA clause.
8. Break in continuity clause: If a deduction of payment has been applied in a given quarter (named A) for a specific SLA clause (named X), and no deduction of payment has been applied for the immediately succeeding quarter to A (named B) for the same SLA clause X (break in continuity), then if the deduction of payment for the immediately succeeding quarter to B (named C) is applicable for the same SLA clause X, then ‘1st Deduction quarter’ deduction of payment shall apply.
9. The above stated ‘Break in continuity clause’ applies to a specific SLA clause. For example, if deduction of payment is applied in a given quarter (named A) for clause X and deduction of payment is applicable in the succeeding consecutive quarter to A (named B) for clause Y,
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then in both cases ‘1st Deduction quarter’ deduction of payment shall apply as X and Y are different SLA clauses.
10. Thus, if deduction of payment is applied in a given quarter (named A) for clause X and deduction of payment is applicable in the succeeding consecutive quarter to A (named B) for same clause X, then ‘1st Deduction quarter’ deduction of payment shall apply in quarter A, whilst ‘Every consecutive deduction quarter’ deduction of payment shall apply in quarter B.
11. The department may declare breach of contract in case deduction of payment is applied for a specific SLA clause over three or more consecutive quarters.
12. The department may declare breach of contract in case the maximum deduction of payment is imposed over the solution provider three times or more over the entire project period.
The following table defines the SLA clauses:
Every 1st Sr. consecutive Package Work SLA clause deduction No. deduction quarter quarter Portal Incomplete or inaccurate Cross 1 I 2.5% 5% Development platform-browser compliance Does not meet Performance or 2 2.5% 5% Load Testing metrics Incomplete or grossly inaccurate 3 5% 10% language translations Incomplete or grossly inaccurate 4 5% 10% maps mashup(s) Non-completion of applicable 5 work defined as scope of work 7.5% 15% past Go-Live Non-completion of applicable Mobile 6 I work defined as scope of work 5% 10% Solutions past Go-Live Overall Failure to organize campaign/ 7 I 1% 1% package contest Incomplete or inaccurate online 8 2.5% 2.5% advertising Failure to meet stated targets for Social Media 9 II the main Facebook page as per 5% 10% Optimization scope of work.
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Failure to meet stated targets for any of the supporting Facebook pages as per scope of work. The 10 stated deduction of payment shall 2.5% 5% apply as a whole if any one or more supporting pages targets are not met. Failure to meet stated targets for 11 Twitter profile as per scope of 2.5% 5% work. Delayed collection, processing or 12 upload of the photos to Flickr 2.5% 5% portal Delayed collection, processing or 13 upload of the videos to YouTube 2.5% 5% portal Content creation or update 14 frequency less than stated levels 2.5% 5% at the WordPress blog Content creation or update 15 frequency less than stated levels 2.5% 5% at the Tumblr microblog Lower submission than stated Photography & 16 II Minimum Submission criteria for 2.5% 5% Videography photos or videos Zero selection of photos by the 17 2.5% 5% committee Zero selection of videos by the 18 2.5% 5% committee Lower submission than stated 19 II Virtual Tours Minimum Submission criteria for 2.5% 5% virtual tours Zero selection of virtual tours by 20 2.5% 5% the committee Lower submission of panoramic 21 2.5% 5% photos as stated per virtual tour Overall Failure to organize campaign/ 22 II 1% 1% package contest Incomplete or inaccurate online 23 2.5% 2.5% advertising
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Chapter 7: Intellectual Property, Data Protection and Data Retention
The following Terms and Conditions pertaining to Intellectual Property shall apply: 7.1 All assets developed by the solution provider for the entire project or any derivative work from an asset owned by the department shall be perpetual, irrevocable and exclusive property of the department, unless stated explicitly otherwise in this RFP or in any further communication by the department. 7.2 The above however excludes any pre-existing Intellectual Property used in the project that is owned by the solution provider, which shall be non-exclusively jointly owned by the department and the solution provider. Secondly, it also excludes any third-party Intellectual Property used in the project that is not owned by the solution provider in any way. Thirdly, it also excludes Intellectual Property in the public domain used in the project. 7.3 The solution provider is permitted to reuse Intellectual Property fully owned by it, third party Intellectual Property (subject to their approval) or Intellectual Property in the public domain that is legal and does not violate Intellectual Property Rights in this work. The verification of continued legality of the Intellectual Property will be solely solution provider’s responsibility. The department shall not be liable for any Intellectual Property Rights violation and the full liability for the same shall be towards the solution provider. 7.4 The solution provider under no circumstances shall promote its brand name or any other non-Government brand name on a property of the department, unless such promotion is done by the underlying platform outside solution provider’s control. 7.5 The solution provider shall not monetize, in any form, from a property of the department or from any activity based on scope of the work, in addition to the contracted financials with the department. 7.6 Any entities (third-party or otherwise) (hotels, restaurants, taxi services etc.) that are mentioned, referenced or included in an asset are subject to approval from the department, unless mentioned, referenced or included in an asset by the underlying platform outside solution provider’s control. 7.7 The solution provider shall clearly mark a property of the department, resulting from scope of the work, to reflect its ownership, for example, mark it as “Official (asset) for Rajasthan Tourism” where (asset) is replaced appropriately with portal, mobile application, virtual tour
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etc.; and/or by the department Logo; and/or by use of watermarking techniques in photograph and video content. 7.8 The solution provider shall appropriately acknowledge, link, reference, or mention etc. the “Terms of Use” etc. for the underlying platform, in cases where a departmental property is based on the stated underlying platform. 7.9 The solution provider shall ensure that the “Terms of Use” etc. for the underlying platform are suitable for the project throughout the entire project period. 7.10 Furthermore, the solution provider shall inform the department in writing any terms or changes in the “Terms of Use” etc. that restrict or impact the scope of work defined in this RFP, any other aspect of the project or the Purchaser, directly or indirectly, in any way or form. 7.11 Additionally, the solution provider shall monitor the domain area under its scope of work and report any unauthorized use of departmental property to the department. 7.12 The correctness and completeness of content (text, audio, video, clipart etc.) used in the project, including any third-party, tools-based or otherwise translations, shall be liability of the solution provider. The solution provider shall seek department’s consent before making use of the stated content, unless explicitly stated otherwise. 7.13 The solution provider shall adhere to all applicable law, acts, amendments, guidelines, policies, gazettes, circulars, notifications, rules etc. imposed by the Government from time to time; additionally, in particular to the Information Technology Act 2000, Information Technology Amendment Act 2008 and Right to Information Act 2005. 7.14 The solution provider shall ensure Data Protection such that: a) No personally identifiable information about a person (password, financial information, physical, physiological, mental health condition, sexual orientation, medical records and history, biometric information, etc.), with or without the consent of the said person, is made available, directly or indirectly, through or by means of a property of the department. It however excludes the required Nodal Officer details on the portal (name and contact information only), Organisation chart/details of the department etc. b) No confidential information about the department, its allied units, its employees, partners, clients, suppliers, service providers, or any other organization is made available, directly or indirectly, through or by means of a property of the department. c) No information that is inappropriate – factually, grammatically or politically incorrect; inaccurate or incomplete; misrepresentation; unauthorized; spamming, based on
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spamdexing techniques, advertising, unsubstantiated claims or unauthorized branding; false, misleading, fraudulent or deceptive; threating, harassing, insulting to a user; offensive, profane, vulgar, obscene; defamatory; political, sexual, religious hatred; illegal activities or terrorism related; gambling, scams related; uncertified pharmaceutical products; spying related; related to non-accredited educational organizations; related to legal cases or proceedings or any matter related to court of law; content that advocates against any person or organization etc. – is made available, directly or indirectly, through or by means of a property of the department. 7.15 The solution provider shall expeditiously remove or disable access to any information that violates the terms and conditions stated above, within 15 minutes or as stated by the department, after receiving actual knowledge or on being notified by the appropriate Government or its agency, without vitiating the evidence in any manner. 7.16 The solution provider shall comply with the Data Retention policies implied by the above stated Acts, Rules etc. In particular, the solution provider shall provide a complete dump/export of the content, for a property of the department where it is applicable, excluding the underlying technology or platform, at a periodicity defined by the department or at-least once per calendar quarter, in softcopy on a suitable write-once non-tamperable medium such as a CD or DVD, clearly marked with relevant meta information and in two copies to the department. Any third-party charges incurred to obtain the stated data export, charges towards the delivery medium, delivery etc. shall be fully borne by the solution provider. Data previously submitted in an earlier deliverable need not be submitted again in subsequent deliverable, unless explicitly stated otherwise by the department. The data export shall be collected in the following manner, in order of strict preference: (i) using the underlying platform (directly or indirectly via an API, feature, add-on etc.), or (ii) using a third-party tool or service, or (iii) any means that programmatically enables such data export, or (iv) by brute-force collection of screenshots saved as PDF or PNG files, such that the collection of screenshots is sufficient enough to capture all of the content generated in course of interaction with the users of the system. a) In context of the Portal and Mobile solutions, any content that is generated in course of interaction with the users of the system, must be captured and retained as defined above. b) In context of the Social Media Optimization, all content generated in course of interaction with the users of the system, must be captured and retained as defined
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above; this includes Facebook, Google+, Twitter, WordPress and Tumblr; but however, excludes Flickr content and YouTube content as this is already covered by the scope of work for Photography and Videography. Furthermore, in case of Flickr and YouTube, any content that is generated in course of interaction with the users of the system, must be captured and retained as defined above. c) In context of Photography and Videography, the contents are the deliverables and hence covered in the scope of work. d) In context of the Virtual Tours, any content that is generated in course of interaction with the users of the system, must be captured and retained as defined above.
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Chapter 8: Bidding Process
A) Submission & Opening of Bids
8.1 Earnest Money Deposit (EMD) a) Every tenderer, if not exempted, participating against this tender shall be required to furnish the earnest money deposit specified in the Notice Inviting Tender (NIT). b) Earnest money will not be required to be taken from the Government of Rajasthan and Union Government undertakings, corporations, societies, companies; autonomous bodies managed or controlled by Government. c) Earnest money will be taken @ 0.5% (Half Percent) of the total estimated value for the given package in case of S.S.I. units of Rajasthan, subject to submission of valid documentary evidence. d) Receipt of earnest money deposited or certificate that the tenderer is a Government undertaking/ Corporation/ Company/ autonomous body as mentioned above shall necessarily accompany the sealed tender without which the tender shall be rejected forthwith. e) Earnest money deposit of a tenderer lying with RISL in respect of other tenders awaiting decision will not be adjusted towards earnest money deposit for the fresh tenders. The earnest money originally deposited may, however, may be taken into consideration in case tenders are re-invited. f) No interest will be paid by RISL on the amount of earnest money. g) Earnest money deposit shall be valid for 180 days. h) Form of Earnest money deposit: The earnest money may be deposited in the form of a banker’s cheque or demand draft. i) Refund of Earnest money: The earnest money deposit of unsuccessful tenderers shall be refunded soon after final acceptance of tender. j) Forfeiture of Earnest money deposit: The Earnest money deposit taken from the tenderer shall be forfeited in the following cases:- i. When the tenderer withdraws or modifies his offer after opening of tenders. ii. When the tenderer does not execute the agreement, if any, after placement of order within the specified time.
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iii. When the tenderer fails to commence the supply of the goods and service as per purchase / work order within the time prescribed. iv. When the tenderer does not deposit the security money after the purchase / work order is placed. k) In case of successful tenderers, the Earnest Money may be adjusted in arriving at the amount of the Performance Security Deposit.
8.2 Pre-bid Conference/ Meeting a) As a result of discussions in the pre-bid conference if modifications in the tender document, specifications of services and/or goods are considered necessary, they shall be done so and the Final bidding document will be placed on the stated website(s). b) Only the bidders/ firms, who have purchased the bidding document from the office of the RISL or have deposited the requisite tender fee, are allowed to attend the pre-bid conference and submit their pre-bid queries in the specified format and schedule.
8.3 Cost of Bidding
The Bidder shall bear all costs associated with the preparation and submission of its Bid, and the Tendering authority shall not be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.
8.4 Language of Bids
The Bid, as well as all correspondence and documents relating to the Bid exchanged by the Bidder and the Tendering authority, shall be written only in English Language. Supporting documents and printed literature that are part of the Bid may be in another language provided they are accompanied by an accurate translation of the relevant passages in English/ Hindi language, in which case, for purposes of interpretation of the Bid, such translation shall govern.
8.5 Single-Stage Two-Envelope bidding a) The bidding shall be Single-stage Two-Envelope bidding, whereby, the bid shall comprise of two envelopes submitted simultaneously, one containing the Technical bid and the other containing the Financial bid, enclosed together in an outer single
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envelope. b) Initially, only the Technical bids shall be opened at the specified date, time and venue. The Technical bids shall be evaluated by the Purchaser; and the Financial bids shall remain sealed. c) Financial bids of technically compliant bids shall be opened at date, time and venue advised by the Purchaser to the technically qualified bidders only. d) If the bid consists of multiple packages and in case of bidding for more than one package, the financial bids for each package must be sealed and signed in individual envelopes.
8.6 Documents comprising the Bid a) The bidder should ensure that all the required documents, as mentioned in the bidding document, are submitted along with the bid and in the specified format only. Non-submission of the required documents or submission of the documents in a different format/ contents may lead to the rejections of the bid/ proposal submitted by the bidder. b) Also, the tender fee/ photocopy of the tender fee receipt along with the bid security i.e. earnest money deposit (EMD) should be enclosed in a separate envelop along with the bid. c) Wherever applicable, the bidding form must be completed without any alterations to its format, and no substitutes shall be accepted. All blank spaces shall be filled in with the information requested. d) The Bidder shall submit the Technical/ Financial bid for Goods and Related Services, according to their origin as appropriate, using the forms furnished in the bid and enclose in a separate and sealed envelope duly signed/ stamped by the bidder.
8.7 Alternative Bids
Alternative bids shall not be considered at all.
8.8 Bid Prices and Discounts a) All the prices should be quoted only in Indian Rupees (INR) currency. b) Prices/ Rates shall be written both in words and figures. There should not be errors and/ or over-writings. Corrections/ alterations, if any, should be made clearly and
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initialled with date. c) All rates quoted must be FOR destination/ site where the IT/ Computer systems and allied items are to be installed, and should include all incidental charges except Central/ Rajasthan VAT, which should be shown separately in the Format for Price Quotation only. In case of local supplies the rates should include all taxes, etc., and RISL will not pay any cartage or transportation charges. d) The prices and discounts quoted by the Bidder in the Technical/ Financial Bid shall conform to the requirements specified therein. e) All items in the Schedule of Supply must be listed and priced separately in the Price Schedules. If a Price Schedule shows items listed but not priced, their prices shall be assumed to be included in the prices of other items. Items not listed in the Price Schedule shall be assumed not to be included in the Bid, and provided that the Bid is substantially responsive, the corresponding adjustment shall be applied in accordance with the provisions of bid document. f) The price to be quoted in the Bid Submission Sheet shall be the total price of the Bid excluding any discounts offered. The Bidder shall quote any unconditional discounts and the methodology for their application separately in the price schedule. g) The disaggregation of price components is required solely for the purpose of facilitating the comparison of Bids by the Tendering authority. This shall not in any way limit the Tendering authority’s right to contract on any of the terms offered: - i. For Goods offered from within/ outside the country. ii. For Related Services whenever such Related Services are specified in the bidding document. h) Prices quoted by the Bidder shall be fixed during the Bidder’s performance of the Contract and not subject to variation on any account, unless otherwise specified in the bid document. A Bid submitted with an adjustable price quotation shall be treated as nonresponsive and shall be rejected. However, if in accordance with the bid document, prices quoted by the Bidder shall be subject to adjustment during the performance of the Contract, a Bid submitted with a fixed price quotation shall not be rejected, but the price adjustment shall be treated as zero. i) Unless otherwise indicated in the bid document, prices quoted shall correspond to 100% of the items specified and to 100% of the quantities specified for each item.
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8.9 Period of Validity of Bids a) Bids shall remain valid for the period of 180 days, after the bid submission deadline date prescribed by the Tendering authority. A Bid valid for a shorter period shall be rejected by the Tendering authority as nonresponsive. b) In exceptional circumstances, prior to the expiration of the bid validity period, the Tendering authority may request Bidders to extend the period of validity of their Bids. The request and the responses shall be made in writing. If a Bid Security (EMD) is requested, it shall also be extended for a corresponding period. A Bidder may refuse the request without forfeiting its Bid Security i.e. EMD. A Bidder granting the request shall not be required or permitted to modify its Bid.
8.10 Format and Signing of Bid a) The Bidder shall prepare one original set of the documents comprising the Bid as described in the bid document and clearly mark it as “ORIGINAL.” In addition, the Bidder shall submit one photocopy of the Bid and clearly mark it as “COPY.” In the event of any discrepancy between the original and the copies, the original shall prevail.
b) The original and all copies of the Bid shall be typed or written in indelible ink and shall be signed (all the pages) by a person duly authorized to sign on behalf of the Bidder, in token of acceptance of all the terms and conditions of the bidding document. This authorization shall consist of a written confirmation as specified in the bid document and shall be attached to the Bid.
c) Any amendments such as interlineations, erasures, or overwriting shall be valid only if they are signed or initialled by the authorized person signing the Bid.
8.11 Sealing and Marking of Bids a) Bidders may always submit their bids by post or by hand. b) Bidders submitting bids by post or by hand shall enclose the original and each copy of the Bid in separate sealed envelopes, duly marking the envelopes as “ORIGINAL”, and “COPY.” These envelopes containing the original and the copies shall then be enclosed in one single envelope. c) The inner and outer envelopes shall: i. bear the name and address of the Bidder;
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ii. should be addressed to the Tendering authority iii. bear the specific identification of this bidding process pursuant to NIT and any additional identification marks as specified in the bid document; and iv. bear a warning not to open before the time and date for bid opening, in accordance with the NIT. d) If all envelopes are not sealed and marked as required, the Tendering authority will assume no responsibility for the misplacement or premature opening of the bid.
8.12 Deadline for the submission of Bids a) Bids must be received by the Tendering authority at the address and no later than the date and time indicated in the NIT. b) Normally, the date of submission and opening of tenders shall not be extended. In exceptional circumstances or when the tender document is required to be substantially modified as a result of discussions in pre bid conference and the time with the prospective tenderers for preparation of bids appears insufficient, the date may be extended by Managing Director, RISL.
8.13 Delayed/ Late Bids
The Tendering authority shall not consider any Bid that arrives after the deadline for submission of Bids. Any Bid received by the Tendering authority after the deadline for submission of Bids shall be declared as late and returned unopened to the Bidder.
8.14 Bid Opening a) The Purchase Committee shall be responsible for the Bid Opening, which is a critical event in the bidding process. b) The Tendering authority shall conduct the bid opening at the address, date and time specified in the NIT.
B) Evaluation and Comparison of Bids 8.15 Evaluation of Bids a) The Tendering authority/ Purchase Committee are responsible for final bid evaluation and comparison of bids.
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b) The Tendering authority shall determine to its satisfaction whether the Bidder that is selected as having submitted the best and substantially responsive Bid is qualified to perform the Contract satisfactorily. c) The determination shall be based upon an examination of the documentary evidence of the Bidder’s qualifications submitted by the Bidder. d) An affirmative determination shall be a prerequisite for award of the Contract to the Bidder. A negative determination shall result in disqualification of the Bid, in which event the Tendering authority shall proceed to the next best bid to make a similar determination of that Bidder’s capabilities to perform satisfactorily. e) The Tendering Authority shall award the work to the successful bidder whose bid has been determined as the lowest evaluated bid (on L1 basis). f) The Tendering Authority however shall be under no obligation to accept the lowest or any other offer received in response to this tender notice. The Tendering Authority reserves the right to accept/reject any tender without assigning any reason thereof.
8.16 Clarification of Bids a) To assist in the examination, evaluation, comparison and post qualification of the Bids, the Tendering authority may, at its discretion, ask any Bidder for a clarification of his Bid. The Tendering authority’s request for clarification and the response shall be in writing. b) Any clarification submitted by a Bidder with regard to his Bid that is not in response to a request by the Tendering authority shall not be considered. c) No change in the prices or substance of the Bid shall be sought, offered, or permitted, except to confirm the correction of arithmetic errors discovered by the Tendering authority in the evaluation of the Commercial/ Financial Bids.
8.17 Correction of Arithmetic Errors a) Provided that the Bid is substantially responsive, the Tendering authority shall correct arithmetical errors on the following basis: - i. if there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected, unless in the opinion of the Tendering authority there is an obvious misplacement of the decimal point in the unit price, in which case the total price as quoted shall govern and the unit price shall be corrected;
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ii. if there is an error in a total corresponding to the addition or subtraction of subtotals, the subtotals shall prevail and the total shall be corrected; and iii. if there is a discrepancy between words and figures, the amount in words shall prevail, unless the amount expressed in words is related to an arithmetic error, in which case the amount in figures shall prevail subject to (i) and (ii) above. b) If the Bidder does not accept the correction of errors, his Bid shall be rejected and his bid security (EMD) shall be forfeited.
8.18 Margin of Preference/ Price Preference Unless otherwise specified in the bidding document, no margin of preference/ price preference shall be given to the goods produced or manufactured by Industries of Rajasthan over goods produced or manufactured by Industries outside Rajasthan.
8.19 Negotiations a) Negotiations may be undertaken in exceptional circumstances, such as: i. When ring prices have been quoted. ii. When the tendered rates have wide variations and are much higher than the market rates prevailing at the time of opening of tenderers. b) Negotiations shall not make original offer of the tenderer ineffective. The Purchase Committee competent to sanction the tender shall have the option to consider the original offer in case the tenderer decides to increase the rates quoted in original offer or imposes new terms and conditions. c) Negotiations shall be conducted with the lowest tenderer (L1) only and by an information given in writing with a minimum period of 3 days (in case of a local tenderer) and 7 days (in case of an outstation tenderer) shall be given for response in writing and in sealed cover. In case of urgency the tender sanctioning Purchase Committee may reduce the notice period for negotiations, provided the tenderer receives the information regarding holding negotiations. Reasons for reducing notice period shall be recorded in writing. d) In case the lowest/ best tenderer does not reduce his rates in response to negotiations or the rates so reduced are still considered to be higher, the tender sanctioning Purchase Committee may decide to make a written counter offer to the lowest/best tenderer. If the lowest/best tenderer does not accept the counter offer given by the
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Purchase Committee, the Purchase Committee may decide to recommend to reject the tender or may repeat the process to make the same counter offer to second lowest/best tenderer and so on to third, fourth lowest/best tenderers, etc. till any tenderer accepts it. This procedure should be used in exceptional circumstances and the basis of preparation of counter offer should be justifiable.
8.20 Disqualification
Tendering authority may at its sole discretion and at any time during the processing of bid, disqualify any Bid from the bid process if the bidder: -
a) Has not submitted the bid in accordance with the tender document. b) Does not meet the minimum eligibility criteria as mentioned in the bid document. c) During validity of the bid or its extended period, if any, increases his quoted prices. d) Has imposed conditions in his bid. e) Has made misleading or false representations in the forms, statements and attachments submitted in proof of the eligibility requirements. f) Has submitted the Bid after due date and time. g) Is found to have a record of poor performance such as abandoning work, not properly completing the contract, inordinately delaying completion, being involved in litigation or financial failures, etc. h) Has submitted bid which is not accompanied by required documentation and Earnest Money Deposit (EMD). i) Has failed to provide clarifications related to the bid, when sought. j) Has submitted more than one bid. This will cause disqualification of all bids submitted by such bidders including forfeiture of the EMD. k) Who is found to canvass, influence or attempt to influence in any manner for the qualification or selection process, including without limitation, by offering bribes or other illegal gratification. l) Expressly or implied, the bidders are found to have compounded or have joined to form a cartel.
8.21 Tendering authority’s Right to Accept/ Reject any or all of the Bids
The Tendering authority reserves the right to accept or reject any Bid, and to annul the bidding process and reject all Bids at any time prior to Contract award, without thereby
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incurring any liability to the Bidders.
C) Award of Contract 8.22 Acceptance of the Tender and Notification of Award a) Prior to the expiration of the period of bid validity, the Tendering authority shall notify the successful Bidder, in writing, that its Bid has been accepted. b) The Tendering authority shall award the Contract to the Bidder whose offer has been determined to be the best Bid and is substantially responsive to the Bidding Document, provided further that the Bidder is determined to be qualified to perform the Contract satisfactorily.
8.23 Right to Vary Quantities at Time of Award a) At the time the Contract is awarded, the quantity of Goods and Related Services originally specified in the bidding document may be increased or decreased, provided this change does not exceed the limits/ ceilings of minimum and maximum quantity, if any, indicated in the bidding document, and without any change in the unit prices or other terms and conditions of the Bid and the Bidding Document. b) Unless otherwise specified in the bid document, if the order is placed up to 25% in excess of the quantities shown in the tender notice, the tenderer shall be bound to meet the required supply. Repeat orders may also be placed on the rates and conditions given in the tender provided that the repeat orders are up to 50% of the quantity originally purchased and the period is not more than one month from the date of expiry of last supply (i.e., delivery). If the tenderer fails to do so, the Purchase Officer shall be free to arrange for the balance supply by limited tender or otherwise and the extra cost incurred shall be recoverable from tenderer. c) If the Purchase officer does not purchase any of the tendered articles or purchases less than the quantity indicated in the tender form, the tenderer shall not be entitled to claim any compensation.
8.24 Signing of Contract a) Promptly after notification of award, the Tendering authority shall send to the successful Bidder the Contract Agreement and the Special Conditions of Contract (SLA etc.), if any.
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b) Within fifteen (15) days of receipt of the Letter of Intent/ Work Order from the Tendering authority, the successful Bidder shall sign, date, and return the Contract Agreement to the Tendering authority along with the Performance Security Deposit.
8.25 Performance Security Deposit (PSD) a) Within fifteen (15) days of the receipt of notification of award from the Tendering authority, the successful Bidder shall furnish the Performance Security Deposit (PSD) in accordance with the “General Terms & Conditions of the RFP & Contract” in appropriate form acceptable to the Tendering authority. b) Failure of the successful Bidder to submit the aforementioned Performance Security deposit or sign the Contract Agreement shall constitute sufficient grounds for the annulment of the award and forfeiture of the Bid Security (EMD) or execution of the Bid-Securing Declaration. In that event the Tendering authority may award the Contract to the next best bidder whose offer is substantially responsive and is determined by the Tendering authority to be qualified to perform the Contract satisfactorily.
8.26 Reservation of Rights To take care of unexpected circumstances, RISL while inviting tenders shall reserve the rights for the following and this should be mentioned in the tender documents: - a) Extend the Closing Date for submission of the Proposals. b) Amend the proposal requirements at any time prior to the Closing Date, provided that the amendment is notified to prospective bidders. c) Seek information from or negotiate with one or more of the Bidders on any issue at any time and to continue to negotiate with one or more of the bidders. d) Discontinue negotiations at any time with any bidder. e) Allow a bidder to change its Technical proposal if the same opportunity is given to all bidders. f) To accept any tender not necessarily the lowest, reject any tender without assigning any reasons and accept tender for all or anyone or more of the articles for which tender has been invited or distribute items of stores to more than one firm/supplier. g) Terminate or abandon the Tendering Procedure or the entire project whether before or after the receipt of proposals.
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h) Seek the advice of external consultants to assist RISL in the evaluation or review of proposals. i) Make enquiries of any person, company or organization to ascertain information regarding the bidder and its proposal. j) Reproduce for the purposes of the procedure the whole or any portion of the Proposal despite any copyright or other intellectual property right that may subsist in the Proposal. k) Direct or indirect canvassing on the part of the tenderer or his representative will also be a disqualification.
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Chapter 9: General Terms & Conditions of the RFP & Contract
9.1 Definitions The following words and expressions shall have the meanings hereby assigned to them: - a) “Contract” means the Agreement entered into between the Purchaser and the Supplier, together with the Contract Documents referred to therein, including all attachments, appendices, and all documents incorporated by reference therein. b) “Contract Documents” means the documents listed in the Agreement, including any amendments thereto. c) “Contract Price” means the price payable to the Supplier as specified in the Agreement, subject to such additions and adjustments thereto or deductions therefrom, as may be made pursuant to the Contract. d) “Day” means calendar day. e) “Delivery” means the transfer of the Goods from the Supplier to the Purchaser in accordance with the terms and conditions set forth in the Contract. f) “Completion” means the fulfilment of the Related Services by the Supplier in accordance with the terms and conditions set forth in the Contract. g) “Goods” means all of the commodities, raw material, machinery and equipment, and/or other materials that the Supplier is required to supply to the Purchaser under the Contract. h) “Purchaser” means the entity purchasing the Goods and Related Services, as specified in the bidding document. i) “Related Services” means the services incidental to the supply of the goods, such as insurance, installation, training and initial maintenance and other similar obligations of the Supplier under the Contract. j) “Supplier” means the natural person, private or government entity, or a combination of the above, whose bid to perform the Contract has been accepted by the Purchaser and is named as such in the Agreement, and includes the legal successors or permitted assigns of the Supplier. k) “The Site,” where applicable, means the place named in the bidding document.
9.2 VAT Registration and Clearance Certificate No Dealer who is not registered under the Sales Tax Act prevalent in the State where his
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business is located shall tender. The VAT Registration Number should be quoted and a VAT clearance certificate from the Commercial Taxes Officer of the Circle concerned shall be submitted without which the tender is liable to rejection.
9.3 Contract Documents Subject to the order of precedence set forth in the Agreement, all documents forming the Contract (and all parts thereof) are intended to be correlative, complementary, and mutually explanatory.
9.4 Interpretation a) If the context so requires it, singular means plural and vice versa. b) Commercial Terms: The meaning of any trade term and the rights and obligations of parties thereunder shall be as prescribed by commercial terms. All the terms shall be governed by the rules prescribed in the current edition of commercial terms, published by the Indian Chamber of Commerce at the date of the Invitation for Bids or as specified in the bidding document. c) Entire Agreement: The Contract constitutes the entire agreement between the Purchaser and the Supplier and supersedes all communications, negotiations and agreements (whether written or oral) of parties with respect thereto made prior to the date of Contract. d) Amendment: No amendment or other variation of the Contract shall be valid unless it is in writing, is dated, expressly refers to the Contract, and is signed by a duly authorized representative of each party thereto. e) Nonwaiver: Subject to the condition (f) below, no relaxation, forbearance, delay, or indulgence by either party in enforcing any of the terms and conditions of the Contract or the granting of time by either party to the other shall prejudice, affect, or restrict the rights of that party under the Contract, neither shall any waiver by either party of any breach of Contract operate as waiver of any subsequent or continuing breach of Contract. f) Any waiver of a party’s rights, powers, or remedies under the Contract must be in writing, dated, and signed by an authorized representative of the party granting such waiver, and must specify the right and the extent to which it is being waived. g) Severability: If any provision or condition of the Contract is prohibited or rendered
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invalid or unenforceable, such prohibition, invalidity or unenforceability shall not affect the validity or enforceability of any other provisions and conditions of the Contract.
9.5 Language a) The Contract as well as all correspondence and documents relating to the Contract exchanged by the Supplier/ Bidder and the Purchaser, shall be written in English language only or as specified in the special conditions of the contract. Supporting documents and printed literature that are part of the Contract may be in another language provided they are accompanied by an accurate translation of the relevant passages in the language specified in the special conditions of the contract, in which case, for purposes of interpretation of the Contract, this translation shall govern. b) The Supplier/ Bidder shall bear all costs of translation to the governing language and all risks of the accuracy of such translation.
9.6 Joint Venture, Consortium or Association a) If the Supplier/ Bidder is a joint venture, consortium, or association, all of the parties shall be jointly and severally liable to the Purchaser for the fulfilment of the provisions of the Contract and shall designate one party to act as a leader with authority to bind the joint venture, consortium, or association. b) The composition or the constitution of the joint venture, consortium, or association shall not be altered. c) Any Change in the constitution of the firm, etc. shall be notified forth with by the contractor in writing to the purchase officer and such change shall not relieve any former member of the firm, etc., from any liability under the contract. d) No new partner/ partners shall be accepted in the firm by the contractor in respect of the contract unless he/they agree to abide by all its terms, conditions and deposits with the purchase officer a written agreement to this effect. The contractor’s receipt for acknowledgement or that of any partners subsequently accepted as above shall bind all of them and will be sufficient discharge for any of the purpose of the contract.
9.7 Eligible Goods and Related Services a) For purposes of this Clause, the term “goods” includes commodities, raw material,
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machinery, equipment, and industrial plants; and “related services” includes services such as insurance, transportation, installation, commissioning, training, and initial maintenance. b) All products quoted by the suppliers/ bidders must be associated with specific model numbers, item code and names and with printed literature describing configuration and functionality. Any deviation from the printed specifications should be clearly mentioned in the offer document by the bidders/ suppliers.
9.8 Notices a) Any Notice given by one party to the other pursuant to the Contract shall be in writing to the address specified in the contract. The term “in writing” means communicated in written form with proof of receipt. b) A Notice shall be effective when delivered or on the Notice’s effective date, whichever is later.
9.9 Governing Law The Contract shall be governed by and interpreted in accordance with the laws of the Rajasthan State/ the Country (India), unless otherwise specified in the contract.
9.10 Scope of Supply a) Subject to the provisions in the bidding document and contract, the Goods and Related Services to be supplied shall be as specified in Scope of Work/ Schedule of Supply section of the bidding document. b) Unless otherwise stipulated in the Contract, the scope of supply shall include all such items not specifically mentioned in the Contract but that can be reasonably inferred from the Contract as being required for attaining delivery and completion of the goods and related services as if such items were expressly mentioned in the Contract.
9.11 Delivery & Installation a) Subject to the conditions of the contract, the delivery of the goods and completion of the related services shall be in accordance with the delivery and completion schedule specified in the bidding document. The details of supply/ shipping and other
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documents to be furnished by the Supplier are specified in the bidding document and/ or contract. b) The Contract for the supply can be repudiated at any time by the Purchase Officer, if the supplies are not made to his satisfaction after giving an opportunity to the tenderer of being heard and recording the reasons for repudiation. c) The Supplier/ Bidder shall arrange to supply, install and commission the ordered materials/ system as per specifications within the specified delivery/ completion period at various departments and/ or their offices/ locations mentioned in purchase order.
9.12 Supplier’s/ Bidder’s Responsibilities The Supplier/ Bidder shall supply all the goods and related services included in the scope of supply in accordance with the provisions of bidding document and/ or contract.
9.13 Purchaser’s Responsibilities a) Whenever the supply of goods and related services requires that the Supplier/ Bidder obtain permits, approvals, and import and other licenses from local public authorities, the Purchaser shall, if so required by the Supplier/ Bidder, make its best effort to assist the Supplier/ Bidder in complying with such requirements in a timely and expeditious manner. b) The Purchaser shall pay all costs involved in the performance of its responsibilities, in accordance with the general conditions of the contract.
9.14 Contract Price a) The Contract Price shall be paid as specified in the contract subject to any additions and adjustments thereto, or deductions therefrom, as may be made pursuant to the Contract. b) Prices charged by the Supplier/ Bidder for the Goods delivered and the Related Services performed under the Contract shall not vary from the prices quoted by the Supplier/ Bidder in its bid, with the exception of any price adjustments authorized in the special conditions of the contract.
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9.15 Terms of Payment a) The Supplier’s/ Bidder’s request for payment shall be made to the Purchaser in writing, accompanied by invoices describing, as appropriate, the goods delivered and related services performed, and by the documents submitted pursuant to general conditions of the contract and upon fulfilment of all the obligations stipulated in the awarded Contract.
b) Payments shall be made promptly by the Purchaser as per the quoted rates and after submission of an invoice (in triplicate) for payment by the Supplier/ Bidder, and the Purchaser has accepted it. However, any delay in payment will not entitle the contractor for any compensation or form ground for extension in delivery period without liquidated damages.
c) The currency or currencies in which payments shall be made to the Supplier under this Contract shall be Indian Rupees (INR) only.
d) All remittance charges will be borne by the bidder.
e) In case of disputes, 10 to 25% of the amount shall be withheld and will be paid only after settlement of the dispute.
f) Payment in case of those goods/ products which need testing shall be made only when such tests have been carried out, test results received conforming to the prescribed specification.
g) No advance payments will be made to any firm.
9.16 Recoveries from Suppliers/ Bidders a) Recovery of liquidated damages/deductions for short supply, breakage, rejected articles shall be made ordinarily from bills. b) The Purchase Officer shall withhold amount to the extent of short supply, broken/damaged or for rejected articles unless these are replaced satisfactorily. In case of failure to withhold the amount, it shall be recovered from his dues and performance security deposit available with the Company. c) The balance, if any, shall be demanded from the Supplier/ Bidder and when recovery is not possible, the Purchase Officer shall take recourse to law in force.
9.17 Taxes & Duties
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a) The income tax, value added tax, entry tax etc. if applicable shall be deducted at source from the payment to the Supplier/ Bidder as per the law in force at the time of execution of contract. b) For goods supplied from outside India, the Supplier shall be entirely responsible for all taxes, stamp duties, license fees, and other such levies imposed outside the country. c) For goods supplied from within India, the Supplier shall be entirely responsible for all taxes, duties, license fees, etc., incurred until delivery of the contracted Goods to the Purchaser. d) If any tax exemptions, reductions, allowances or privileges may be available to the Supplier in India, the Purchaser shall use its best efforts to enable the Supplier to benefit from any such tax savings to the maximum allowable extent.
9.18 Performance Security Deposit a) The Bidder shall submit Performance Security Deposit @ 5% of the amount of the Total Order Value that shall be retained till the successful completion of the project (as long as the bidder fulfils the contractual agreement). b) Performance Security Deposit will be taken @ 1% of the amount of the Total Order Value in case of S.S.I. units of Rajasthan, subject to submission of valid documentary evidence. c) In case of successful Supplier/ Bidder, the Earnest Money will be adjusted in arriving at the amount of the Performance Security Deposit. d) The Supplier/ Bidder shall, within fifteen (15) days of the notification of Contract award, provide a Performance Security deposit for the due performance of the Contract in the amounts and currencies specified in the contract. e) The proceeds of the Performance Security deposit shall be payable to the Purchaser as compensation for any loss resulting from the Supplier’s/ Bidder’s failure to complete its obligations under the Contract. f) Form of Performance Security deposit: SD in the form of cash will not be accepted. It may be deposited in the form of Bank Draft or Banker’s Cheque. SD in the form of a Bank Guarantee from a scheduled bank shall be acceptable, in case the amount of SD exceeds Rupees 10 Lacs. Performance Security Deposit must be deposit-able at the Jaipur branch and Payable at Par. g) Refund of Performance Security deposit: The Performance Security deposit shall be
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refunded after two months of expiry of the term of the contract. h) Forfeiture of Performance Security deposit: Performance Security deposit shall be forfeited in the following cases: - i. When any terms and condition of the contract is breached. ii. When the Supplier/ Bidder fails to commence supply or stops making the supplies or fails to provide deliverables after partially executing the purchase/ work order. iii. To adjust any dues against the firm from any other contract with RISL. i) No interest will be paid by RISL on the amount of performance security deposit. j) Proper notice will be given to the Supplier/ Bidder with reasonable time before earnest money / performance security deposit is forfeited. k) Forfeiture of earnest money / performance security deposit shall be without prejudice to any other right of RISL to claim any damages as admissible under the law as well as to take such action against the Supplier/ Bidder such as severing future business relation or black listing, etc.
9.19 Sub-contracting a) Unless otherwise specified in the Contract, the bidder shall not assign or sub-let his contract or any substantial part thereof to any other agency without the permission of Purchasing Authority. b) If permitted, the bidder shall notify the Purchaser in writing of all subcontracts awarded under the Contract if not already specified in the Bid. Subcontracting shall in no event relieve the Supplier from any of its obligations, duties, responsibilities, or liability under the Contract. c) Subcontracts shall comply with the provisions of bidding document and/ or contract.
9.20 Specifications and Standards a) All articles supplied shall strictly conform to the specifications, trademark laid down in the tender form and wherever articles have been required according to ISI/ ISO/ other applicable specifications/ certifications/ standards, those articles should conform strictly to those specifications/ certifications/ standards. The supply shall be of best quality and description. The decision of the Tendering authority/ purchase committee whether the articles supplied conforms to the specifications shall be final and binding. b) Technical Specifications and Drawings
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i. The Supplier/ Bidder shall ensure that the goods and related services comply with the technical specifications and other provisions of the Contract. ii. The Supplier/ Bidder shall be entitled to disclaim responsibility for any design, data, drawing, specification or other document, or any modification thereof provided or designed by or on behalf of the Purchaser, by giving a notice of such disclaimer to the Purchaser. iii. The goods and related services supplied under this Contract shall conform to the standards mentioned in bidding document and, when no applicable standard is mentioned, the standard shall be equivalent or superior to the official standards whose application is appropriate to the country of origin of the Goods. c) Wherever references are made in the Contract to codes and standards in accordance with which it shall be executed, the edition or the revised version of such codes and standards shall be those specified in the bidding document. During Contract execution, any changes in any such codes and standards shall be applied only after approval by the Purchaser and shall be treated in accordance with the general conditions of the contract.
9.21 Rejection a) Articles not approved during inspection or testing shall be rejected and will have to be replaced by the tenderer at his own cost within the time fixed by the Purchase Officer. b) If, however, due to exigencies of RISL’ s work, such replacement either in whole or in part, is not considered feasible, the Purchase Officer after giving an opportunity to the tenderer of being heard shall for reasons to be recorded, deduct a suitable amount from the approved rates. The deduction so made shall be final. c) The rejected articles shall be removed by the tenderer within 15 days of intimation of rejection, after which Purchase Officer shall not be responsible for any loss, shortage or damage and shall have the right to dispose of such articles as he thinks fit, at the tenderer’s risk and on his account.
9.22 Extension in Delivery Period and Liquidated Damages (LD) a) Except as provided under clause “Force Majeure”, if the Supplier/ Bidder fails to deliver any or all of the Goods or perform the Related Services within the period specified in the Contract, the Purchaser may without prejudice to all its other
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remedies under the Contract, deduct from the Contract Price, as liquidated damages, a sum equivalent to the percentage specified in the conditions of the Contract Price for each week or part thereof of delay until actual delivery or performance, up to a maximum deduction of the percentage specified in the bidding document and/ or contract. Once the maximum is reached, the Purchaser may terminate the Contract pursuant to clause “Termination”. b) The time specified for delivery in the tender form shall be deemed to be the essence of the contract and the successful tenderer shall arrange supplies within the specified period. c) Delivery and installation/deployment completion period may be extended with or without liquidated damages if the delay in the supply of goods or service is on account of hindrances beyond the control of the tenderer. i. The supplier/ service provider shall request in writing to the Tendering Authority giving reasons for extending the delivery period of service if he finds himself unable to complete the supply of goods or service within the stipulated delivery period or is unable to maintain prorata progress in the supply of goods or service delivery. This request shall be submitted as soon as a hindrance in delivery of goods and service occurs or within 15 days from such occurrence but before expiry of stipulated period of completion of delivery of goods and service after which such request shall not be entertained. ii. The Tendering Authority shall examine the justification of causes of hindrance in the delivery of goods and service and the period of delay occurred due to that and recommend the Tendering authority about the period of extension which should be granted with or without liquidated damages. iii. Normally, extension in delivery period of goods and service in following circumstances may be considered without liquidated damages: a. When delay has occurred due to delay in supply of drawings, designs, plans etc. if the RISL was required to supply them to the supplier of goods or service provider as per terms of the contract. b. When delay has occurred in supply of materials etc. if these were required to be supplied to the supplier or service provider by the RISL as per terms of the contract. iv. If the Tendering authority agrees to extend the delivery period/ schedule, an
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amendment to the contract with suitable denial clauses and with or without liquidated damages, as the case may be, shall be issued. The amendment letter shall mention that no extra price or additional cost for any reason, what so ever beyond the contracted cost shall be paid for the delayed supply of goods and service. v. It shall be at the discretion of the concerned authority to accept or not to accept the supply of goods and/ or services rendered by the contractor after the expiry of the stipulated delivery period, if no formal extension in delivery period has been applied and granted. The Tendering authority shall have right to cancel the contract with respect to undelivered goods and/ or service. vi. If RISL is in need of the good and/ or service rendered after expiry of the stipulated delivery period, it may accept the services and issue a letter of extension in delivery period with usual liquidated damages and denial clauses to regularize the transaction. d) In case of extension in the delivery and/ or installation/ completion period is granted with full liquidated damages, the recovery shall be made on the basis of following percentages of value of goods and/ or service which the tenderer has failed to supply or complete : -
No. Condition LD % Delay up to one fourth period of the prescribed period of delivery, a. 2.5 % successful installation and completion of work Delay exceeding one fourth but not exceeding half of the prescribed period b. 5.0 % of delivery, successful installation and completion of work Delay exceeding half but not exceeding three fourth of the prescribed c. 7.5 % period of delivery, successful installation and completion of work Delay exceeding three fourth of the prescribed period of delivery, d. 10.0 % successful installation and completion of work
i. Fraction of a day in reckoning period of delay in supplies, successful installation and completion of work shall be eliminated if it is less than half a day. ii. The value of stores and/ or services not received in prescribed time should be calculated carefully. The method of calculation for contracts which include multiple items of supply/ service in case individual value of each item is not taken in the tender should be generally given in the tender document and/ or the contract/ agreement. For example, in a contract to supply, install and commission
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an equipment, the equipment may be supplied in time but may not be commissioned in time. How the apportionment of the total value of the contract will be done into value of the supplied equipment and the value of installation and commissioning should be mentioned in the contract. If not mentioned specifically, the total cost of supply and commissioning should be taken for imposing LD. iii. For turnkey projects in which cost of individual items is not known also, some apportionment formula should be given in the contract. If not given, the total value of the turnkey project shall become the basis for imposing LD, if due. iv. Similarly, care needs to be taken in calculating the value of services not delivered in time in case of services of continuing nature, for example, FMS or providing services of consultants/ professionals. In such cases, the value of services for the period that they were delayed can be taken as the value of services delayed. To illustrate this, if a consultant with a man month rate of Rs. 1 lakh per month is placed with a delay of two months, the value of services on which LD will be imposed as per table given above will be Rs. 2 lakhs. v. The maximum amount of liquidated damages shall be 10%.
9.23 Warranty a) The Supplier warrants that all the Goods are new, unused, and of the most recent or current models, and that they incorporate all recent improvements in design and materials, unless provided otherwise in the Contract. b) Subject to clause “Specifications & Standards”, the Supplier further warrants that the Goods shall be free from defects arising from any act or omission of the Supplier or arising from design, materials, and workmanship, under normal use in the conditions prevailing in the place of final destination. c) Unless otherwise specified in the bidding document and/ or contract, the comprehensive on-site warranty shall remain valid for three years after the Goods, or any portion thereof as the case may be, have been delivered to and accepted at the final destination indicated in the bidding document. The warranty on software media shall be at least 90 days. d) The tenderer would give comprehensive onsite warranty/guarantee that the goods/ stores/ articles including machinery and equipment would continue to conform to the description and quality as specified for the period as mentioned the clause (a) above
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from the date of delivery & installation of the said goods/ stores/ articles to be purchased and that notwithstanding the fact that the purchaser may have inspected and/or approved the said goods/ stores/ article, if during the aforesaid period, the said goods/ stores/ articles be discovered not to conform to the description and quality aforesaid or have determined (and the decision of the Purchase Officer in that behalf will be final and conclusive), the purchaser will be entitled to reject the said goods/ stores/ articles or such portion thereof as may be discovered not to conform to the said description and quality, on such rejection the goods/ articles/ stores will be at the seller’s risk and all the provisions relating to rejection of goods etc., shall apply. The tenderer shall if so called upon to do, replace the goods etc., or such portion thereof as is rejected by Purchase Officer, otherwise the tenderer shall pay such damage as may arise by the reason of the breach of the condition herein contained. Nothing herein contained shall prejudice any other right of the Purchase Officer in that behalf under this contract or otherwise. e) In case of machinery and equipment specified by the Purchase officer the tenderer shall be responsible for carrying out annual maintenance and repairs on the terms and conditions as may be agreed. The tenderer shall also be responsible to ensure adequate regular supply of spare parts needed for a specific type of machinery and equipment whether under their annual maintenance and repairs rate contract or otherwise. In case of change of model he will give sufficient notice to the Purchase Officer who may like to purchase spare parts from them to maintain the machinery and equipment in perfect condition. f) The warranty of the equipment covered under one purchase order shall start from the date of last successful installation of the items covered under the PO or one month from the last due date of completion of installation, whichever is earlier. However, if delay of installation is more than a month’s time due to the firm’s own reasons, the warranty shall start from the date of last successful installation of the items covered under the PO. The firm, if facing any problem in installation, will immediately inform RISL in writing to resolve the issue. g) The Purchaser shall give Notice to the Supplier stating the nature of any such defects together with all available evidence thereof, promptly following the discovery thereof. The Purchaser shall afford all reasonable opportunity for the Supplier to inspect such defects.
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h) Upon receipt of such Notice, the Supplier shall, within the period specified, expeditiously repair or replace the defective Goods or parts thereof, at no cost to the Purchaser. i) If having been notified, the Supplier fails to remedy the defect within the period specified, the Purchaser may proceed to take within a reasonable period such remedial action as may be necessary, at the Supplier’s risk and expense and without prejudice to any other rights which the Purchaser may have against the Supplier under the Contract.
9.24 Patent Indemnity a) The Supplier shall, subject to the Purchaser’s compliance with sub-clause (b) below, indemnify and hold harmless the Purchaser and its employees and officers from and against any and all suits, actions or administrative proceedings, claims, demands, losses, damages, costs, and expenses of any nature, including attorney’s fees and expenses, which the Purchaser may suffer as a result of any infringement or alleged infringement of any patent, utility model, registered design, trademark, copyright, or other intellectual property right registered or otherwise existing at the date of the Contract by reason of: - i. the installation of the Goods by the Supplier or the use of the Goods in the country where the Site is located; and ii. the sale in any country of the products produced by the Goods. Such indemnity shall not cover any use of the Goods or any part thereof other than for the purpose indicated by or to be reasonably inferred from the Contract, neither any infringement resulting from the use of the Goods or any part thereof, or any products produced thereby in association or combination with any other equipment, plant, or materials not supplied by the Supplier, pursuant to the Contract. b) If any proceedings are brought or any claim is made against the Purchaser arising out of the matters referred to above, the Purchaser shall promptly give the Supplier a notice thereof, and the Supplier may at its own expense and in the Purchaser’s name conduct such proceedings or claim and any negotiations for the settlement of any such proceedings or claim. c) If the Supplier fails to notify the Purchaser within thirty (30) days after receipt of such notice that it intends to conduct any such proceedings or claim, then the Purchaser
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shall be free to conduct the same on its own behalf. d) The Purchaser shall, at the Supplier’s request, afford all available assistance to the Supplier in conducting such proceedings or claim, and shall be reimbursed by the Supplier for all reasonable expenses incurred in so doing. e) The Purchaser shall indemnify and hold harmless the Supplier and its employees, and officers from and against any and all suits, actions or administrative proceedings, claims, demands, losses, damages, costs, and expenses of any nature, including attorney’s fees and expenses, which the Supplier may suffer as a result of any infringement or alleged infringement of any patent, utility model, registered design, trademark, copyright, or other intellectual property right registered or otherwise existing at the date of the Contract arising out of or in connection with any design, data, drawing, specification, or other documents or materials provided or designed by or on behalf of the Purchaser.
9.25 Limitation of Liability Except in cases of gross negligence or wilful misconduct: - a) neither party shall be liable to the other party for any indirect or consequential loss or damage, loss of use, loss of production, or loss of profits or interest costs, provided that this exclusion shall not apply to any obligation of the Supplier to pay liquidated damages to the Purchaser; and b) the aggregate liability of the Supplier to the Purchaser, whether under the Contract, in tort, or otherwise, shall not exceed the amount specified in the Contract, provided that this limitation shall not apply to the cost of repairing or replacing defective equipment, or to any obligation of the Supplier to indemnify the Purchaser with respect to patent infringement.
9.26 Change in Laws & Regulations Unless otherwise specified in the Contract, if after the date of the Invitation for Bids, any law, regulation, ordinance, order or bylaw having the force of law is enacted, promulgated, abrogated, or changed in Rajasthan/ India, where the Site is located (which shall be deemed to include any change in interpretation or application by the competent authorities) that subsequently affects the Delivery Date and/ or the Contract Price, then such Delivery Date and/ or Contract Price shall be correspondingly increased or decreased,
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to the extent that the Supplier has thereby been affected in the performance of any of its obligations under the Contract. Notwithstanding the foregoing, such additional or reduced cost shall not be separately paid or credited if the same has already been accounted for in the price adjustment provisions where applicable, in accordance with Clause “Contract Price”.
9.27 Force Majeure a) The Supplier shall not be liable for forfeiture of its Performance Security deposit, liquidated damages, or termination for default if and to the extent that its delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure. b) For purposes of this Clause, “Force Majeure” means an event or situation beyond the control of the Supplier that is not foreseeable, is unavoidable, and its origin is not due to negligence or lack of care on the part of the Supplier. Such events may include, but not be limited to, acts of the Purchaser in its sovereign capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions, and freight embargoes. c) If a Force Majeure situation arises, the contractor shall promptly notify the department in writing of such conditions and cause thereof within 15 days of occurrence of such event. Unless otherwise directed by RISL, the contractor shall continue to perform its obligations under the contract as far as reasonably practical. d) If the performance in whole or part or any obligation under the contract is prevented or delayed by any reason of Force Majeure for a period exceeding 60 days, either party at its option may terminate the contract without any financial repercussion on either side. e) In case a Force Majeure situation occurs with the RISL, the RISL may take the case with the contractor on similar lines.
9.28 Change Orders and Contract Amendments a) The Purchaser may at any time order the Supplier/ Bidder through Notice in accordance with clause “Notices” above, to make changes within the general scope of the Contract in any one or more of the following: - i. drawings, designs, or specifications, where Goods to be furnished under the Contract are to be specifically manufactured for the Purchaser;
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ii. the method of shipment or packing; iii. the place of delivery; and iv. the Related Services to be provided by the Supplier. b) If any such change causes an increase or decrease in the cost of, or the time required for, the Supplier’s/ Bidder’s performance of any provisions under the Contract, an equitable adjustment shall be made in the Contract Price or in the Delivery and Completion Schedule, or both, and the Contract shall accordingly should be amended. Any claims by the Supplier/ Bidder for adjustment under this clause must be asserted within thirty (30) days from the date of the Supplier’s/ Bidder’s receipt of the Purchaser’s change order. c) Prices to be charged by the Supplier/ Bidder for any Related Services that might be needed but which were not included in the Contract shall be agreed upon in advance by the parties and shall not exceed the prevailing rates charged to other parties by the Supplier/ Bidder for similar services.
9.29 Termination
a) Termination for Default
i. The tender sanctioning authority of RISL may, without prejudice to any other remedy for breach of contract, by written notice of default sent to the contractor, terminate the contract in whole or in part: -
a. If the contractor fails to deliver any or all quantities of the service within the time period specified in the contract, or any extension thereof granted by RISL; or
b. If the contractor fails to perform any other obligation under the contract within the specified period of delivery of service or any extension granted thereof; or
c. If the contractor, in the judgement of the Procuring Authority has engaged in corrupt, fraudulent, collusive, or coercive practices in competing for or in executing the contract.
d. If the contractor commits breach of any condition of the contract.
ii. If RISL terminates the contract in whole or in part then amount of performance security deposit (PSD) and due payments, if any, will be forfeited.
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iii. Before cancelling a contract and taking further action, advice of senior most finance person available in the office and of legal adviser or legal assistant posted in the office, if there is one, may be obtained.
b) Termination for Insolvency
RISL may at any time terminate the Contract by giving Notice to the Supplier if the Supplier becomes bankrupt or otherwise insolvent. In such event, termination will be without compensation to the Supplier, provided that such termination will not prejudice or affect any right of action or remedy that has accrued or will accrue thereafter to RISL.
c) Termination for Convenience i. RISL, by Notice sent to the Supplier, may terminate the Contract, in whole or in part, at any time for its convenience. The Notice of termination shall specify that termination is for the Purchaser’s convenience, the extent to which performance of the Supplier under the Contract is terminated, and the date upon which such termination becomes effective. ii. Depending on merits of the case the contractor may be appropriately compensated on mutually agreed terms for the loss incurred by the contract if any due to such termination. iii. The Goods that are complete and ready for shipment within twenty-eight (28) days after the Supplier’s receipt of the Notice of termination shall be accepted by the Purchaser at the Contract terms and prices. For the remaining Goods, the Purchaser may elect: a. To have any portion completed and delivered at the Contract terms and prices; and/or b. To cancel the remainder and pay to the Supplier an agreed amount for partially completed Goods and Related Services and for materials and parts previously procured by the Supplier.
9.30 Settlement of Disputes
a) General: If any dispute arises between the contractor / supplier and RISL during the
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execution of a contract, that should be amicably settled by mutual discussions. However, if the dispute is not settled by mutual discussions, a written representation will be obtained from the contractor on the points of dispute. The representation so received shall be examined by the concerned Purchase Committee which sanctioned the tender. The Purchase Committee may take legal advice of a counsel and then examine the representation. The contractor will also be given an opportunity of being heard. The Committee will take a decision on the representation and convey it in writing to the contractor.
b) Standing Committee for Settlement of Disputes: If a question, difference or objection arises in connection with or out of the contract agreement or the meaning of operation of any part, thereof or the rights, duties or liabilities of either party have not been settled by mutual discussions or the decision of tender sanctioning Purchase Committee, it shall be referred to the empowered standing committee for decision, if the amount of the claim is more than Rs. 50000/-. The standing committee shall consist of following members: - (RISL)
Chairman of BoD of RISL : Chairman Secretary, DoIT&C or his nominee, not below the rank of Deputy Secretary : Member Managing Director, RISL : Member Director (Technical)/ Executive Director, RISL : Member Director (Finance), RISL : Member A Legal Expert to be nominated by the Chairman : Member
c) Procedure for reference to the Standing Committee: The contractor shall present his representation to the Managing Director, RISL along with a fee equal to two percent of the amount of dispute, not exceeding Rupees One lakh, within one month from the date of communication of decision of the tender sanctioning Purchase Committee. The officer-in-charge of the project who was responsible for taking delivery of the goods and/ or service from the contractor shall prepare a reply of representation and shall represent the RISL’s stand before the standing committee. From the side of the contractor, the claim case may be presented by himself or through a lawyer. After hearing both the parties, the standing committee shall announce its decision which shall be final and binding both on the contractor and RISL. The standing committee, if it so decides, may refer the matter to the Board of Directors of RISL for further
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decision.
d) Legal Jurisdiction: All legal proceedings arising out of any dispute between both the parties regarding a contract shall be settled by a competent court having jurisdiction over the place, where agreement has been executed and by no other court, after decision of the standing committee for settlement of disputes.
9.31 Change Request Process
The following Change Request Process shall apply for change in scope of work defined in this RFP. The change request process will have four components as follows:
1. Change Request Form
2. Change Review and Evaluation
3. Change Priority and Classification
4. Change Approval
Terminology used in the following section should be interpreted as follows:
Project Manager(s) are the Officer(s) in Charge of the project at RISL and/or DoT.
Project Sponsor(s) are Head of the Department, RISL and/or Head of the Department, DoT, GoR.
Change Request Form
It is important that change requests be well thought out before being submitted. The project manager is the filter point at which unnecessary change requests shall be rejected.
The change request form should contain the following information:
Originator’s name and phone number,
Submission date,
Description of the problem that the change addresses,
Description of the change,
Justification for the change,
Date the change is needed (if applicable),
Change category (type of change or reason for change),
Impact write-up addressing the affect the change has on project schedule and
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budget,
Approval disposition (accepted or rejected boxes),
Project Manager’s signature and date,
Project Sponsor’s approval, signature, and date, and
Date change is updated into the Change Request Log and updated into the project plan.
Under all circumstances, the project manager is the channel through which Change Requests are funnelled. Any Change Request that does not have the project manager’s signature is immediately returned to the submitted.
Change Review or Evaluation
A change review committee shall be established to evaluate all change requests. The number of participants on the committee and their selection shall be decided by the department. The change review committee shall be made up of a selection of technical, finance and management team members. A set turnaround time is defined subsequently for the review process from submission to acceptance or rejection.
The review committee shall evaluate the impact of the proposed change on the project. Factors to consider in reviewing change requests include:
Skill level of personnel required to complete the proposed change (at the solution provider’s side).
Impact of the proposed change on the project schedule.
Impact of the proposed change on the project budget.
Risk levels of the proposed change.
Does the proposed change require project rework?
Does the proposed change require additional resources (e.g., computer time, materials, tools, people, and technology)?
The change review committee shall document these factors on the original change request form and returns the form to the project manager for further action. Alternatively, the same may be carried out on office file, or as deemed appropriate.
Change Priority and Classification
Change requests shall be assigned a change priority classification code as follows:
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1. P1 – Critical: A critical priority change request is considered to be imperative to the success of the project, and likewise, may have a detrimental impact to the project if not addressed promptly. This type of change request is mandatory and must be completed. The timeframe for estimating the effort and cost required to implement a critical change request should be one week or less. Examples of critical change requests are legal mandates, functionality to meet core business process requirements, or data integrity with respect to database content.
2. P2 – High: A high priority change request is considered to be important to the success of the project. The timeframe for estimating the effort and cost required to implement a high priority change request should be two to four weeks. Examples of high priority change requests are issues and problems resulting from data integrity, legal mandates, and add-ons to improve data quality.
3. P3 – Medium: A medium priority change request has the potential to impact successful completion of the project but is neither an immediate help nor hindrance. The timeframe for estimating the effort and cost required to implement a medium priority change request should be four to six weeks. Examples of medium priority change requests are requests that improve workflow processes.
4. P4 – Low: Low priority change requests need to be addressed if the time and budget permit. Low priority changes requests are managed, as resources are available. The timeframe guideline for estimating the effort and cost required to implement a low priority change request is more than six weeks. Examples of low priority change requests are cosmetic changes or “fixes” that do not affect business functional requirements or deliverables.
Change Approval
After the change request evaluation, the project manager may schedule a change decision meeting. Participants in the change decision meeting may include the project sponsor(s), the change review committee, the project manager, the solution provider, and the originator of the change request.
The project manager shall present the proposed change and the results of the evaluation, including a copy of the proposed revised project plan illustrating the impact of the change. The requestor may speak on behalf of the change (if necessary) and the evaluators may defend their evaluation (if necessary). The project manager
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acts as a neutral observer. The project manager gets involved only if the evaluation indicates that the proposed change would have a significant impact on the project – increasing costs, schedule, or project risk.
The outcome of the change decision meeting or similar action on the office file shall decide the acceptability of the proposed change.
9.32 Exit Management
Preamble
The word ‘parties’ include the tendering authority/ RISL, DoT and the solution provider.
This Schedule sets out the provisions, which will apply on expiry or termination of the Project Implementation, Operation and Management of SLA.
In the case of termination of the Project Implementation and/ or Operation and Management SLA due to illegality, the Parties shall agree at that time whether, and if so during what period, the provisions of this Schedule shall apply.
The Parties shall ensure that their respective associated entities carry out their respective obligations set out in this Exit Management Schedule.
Transfer of Assets
The solution provider may continue work on the Assets for the duration of the exit management period which may be a six months period from the date of expiry or termination of the agreement, if required by the Tendering Authority to do so. During this period the solution provider will transfer all the assets in good working condition and as per the specifications of the bid document including the ones being upgraded to the Tendering Authority. The security deposit/ performance security submitted by SP will only be returned after the successful transfer of the entire project including its infrastructure.
The solution provider will transfer all the Software Licenses under the name of the DoT as desired by the tendering authority during the exit management period.
Cooperation and Provision of Information during exit management period:
The solution provider will allow the Purchaser to access the information reasonably required to define the current mode of operation associated with the provision of the services to enable the Purchaser to assess the existing services being delivered.
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The solution provider shall provide access to copies of all information held or controlled by them which they have prepared or maintained in accordance with the Project, the Operation and Management SLA and Statement of work relating to any material aspect of the services provided by the solution provider. The Purchaser shall be entitled to copy all such information comprising of details pertaining to the services rendered and other performance data. The solution provider shall permit the Purchaser and/ or any replacement solution provider to have reasonable access to its employees and facilities as reasonably required by the Purchaser to understand the methods of delivery of the services employed by the solution provider and to assist appropriate knowledge transfer.
Confidential information and Security of Data:
o The solution provider will promptly on the commencement of the exit management period supply to the Purchaser the following:
. Documentation relating to IPR
. All current and updated and confidential information
. All current and updated data as is reasonably required for purpose of the Purchaser transitioning the services to its replacement solution provider in a readily available format nominated by the Purchaser.
. All other information (including but not limited to documents, records and agreements) relating to the services reasonably necessary to enable the Purchaser or its replacement solution provider to carry out due diligence in order to transition the provision of the services to the Purchaser or its replacement solution provider (as the case may be)
o Before the expiry of the exit management period, the solution provider shall deliver to the Purchaser all new or updated material from the categories set out above and shall not retain any copies thereof, except that the solution provider shall be permitted to retain one copy of such material for archival purpose only.
o Transfer of certain agreement: on request of Tendering authority, the solution provider shall effect such assignments, transfers, innovations, licenses and sub- licenses in favour of the Purchaser. This would be required in relation to any equipment lease, maintenance or service provision agreement between SP and third party lease and which are related to the services necessary for carrying out
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of the replacement services by the Purchaser.
o Right to access to premises: At any point of time during the exit management period and for such period of time following termination or expiry of the SLA, where assets are located at the solution provider premises, the solution provider will be obliged to give reasonable rights of access to (or in the case of assets located on a third party premises, procure reasonable rights of access to) the Purchaser and/or any replacement solution provider in order to inventory the assets.
o General obligation of the solution provider:
. The solution provider shall provide all such information as may reasonably be necessary to effect as seamless during handover as practicable in the circumstances to the Purchaser and which the solution provider has in its possession or control at any time during the exit management period.
. The solution provider shall commit adequate resources to comply with its obligations under this exit management.
o Exit Management Plan:
. The solution provider shall provide DoT/ RISL with a recommended exit management plan which shall deal with at least the following aspects of exit management in relation to the SLA as a whole and in relation to the project implementation the operation and management SLA and scope of work.
. A detailed program of the transfer process that could be used in conjunction with a replacement solution provider including details of the means to be used to ensure continuing provision of the services throughout the transfer process or until the termination of the services and of the management structure to be used during the transfer.
. Plan for the communication with SP, staff, supplier, customers and any related third party are avoid any material detrimental impact on the Purchaser operations as a result of undertaking the transfer.
. Plan for provision of contingent support in terms of business continuous and hand holding during the transition period, to the Purchaser, for a
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reasonable period, so that the services provided continue without any halt.
. In the event of termination or expiry of SLA, project implementation, operation and management SLA or scope of work each party shall comply with the exit management plan.
. During the exit management period, the solution provider shall use its best efforts to deliver the services.
. Payments during the exit management period shall be made in accordance with the terms of payment clause.
The exit management plan shall be furnished in writing to the tendering authority within 30 days from department’s request for the same.
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Annexure 1: Technical Evaluation Checklist
Annexed S. No. List of Documents Enclosed? as
1. Covering Letter on Bidder’s Letter head
2. Earnest Money Deposit and Tender Fees instruments
3. Bidder’s Authorization Certificate Anx-3
4. Not Blacklisted or Work Withdrawn Anx-4
5. Certificate of Conformity and Non-Deviation Anx-5
Declaration for the fairness of documents as per the Eligibility 6. Anx-6 Criteria
7. Company Registration Certificate
8. VAT/ Sales Tax Registration Certificate
9. VAT Clearance Certificate
10. Service Tax Registration Certificate
11. Income Tax Registration/ PAN Number
C.A. certificate stating turnover of the company and turnover from 12. IT projects or Similar nature of work, for each of the last three financial years as per the Eligibility Criteria
C.A. certification that company is a profit making company in each 13. of the last three financial years as per the Eligibility Criteria
Audited balance sheets / profit & loss accounts / annual reports of 14. last three financial years, including C.A. certificate
Work orders and evidence to support the same including work 15. completion certificates/customer satisfaction letters as per the the Eligibility Criteria
C.A. certified work orders and evidence to support the same as 16. per the Eligibility Criteria
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Declaration of local office in Jaipur or an undertaking on 17. letterhead to open the local office along as per the Eligibility Criteria; including the manpower requirements
For Package II only: Undertaking to capture photo and video 18. shoots using bundles as defined in this RFP, including manufacturer’s specifications if not included in Annexure A
19. Any other documents as per the Eligibility Criteria
Any other documents as per the Terms & Conditions 20. (for e.g. S.S.I. certificate)
MoU/Agreement between consortium members, if applicable, as 21. per the Eligibility Criteria
Roles & Responsibilities of the consortium members, if applicable, 22. as per the Eligibility Criteria
Tender Form along with all stated documents in sealed and signed 23. 1st Envelope
24. Financial Bid for Package I in sealed and signed 2nd Envelope
25. Financial Bid for Package II in sealed and signed 3rd Envelope
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Annexure 2: Pre-bid Queries Format
Name of the Company/Firm:
Tender Fee Receipt No. ______
Dated______for Rs. ______/-
Name of Person(s) Representing the Company/ Firm:
Name of Person Designation Email-ID(s) Tel. Nos. & Fax Nos.
Company/Firm Contacts:
Contact Person(s) Address for Email-ID(s) Tel. Nos. & Fax Nos. Correspondence
Query / Clarification Sought:
S.No. RFP Page RFP Clause Clause Details Query/ Suggestion/ No. No. Clarification
Note: - Queries must be strictly submitted only in the prescribed format (Hardcopy or Softcopy as .XLS/ .XLSX/ .ODS). Queries not submitted in the prescribed format will not be considered/ responded at all by the tendering authority. Also, kindly attach the coloured scanned copy of the receipt towards the submission of the bid document fee. Queries may be emailed at [email protected]
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Annexure 3: Bidder’s Authorization Certificate
To,
Managing Director,
RajCOMP Info Services Limited,
C-Block, Ist Floor, Yojna Bhawan,
Tilak Marg, C- Scheme, Jaipur (Rajasthan) – 302005
He is also authorized to attend meetings & submit pre-qualification, technical & commercial information as may be required by you in the course of processing the above said Bid. For the purpose of validation, his/ her verified signatures are as under.
Thanking you,
Name of the Bidder: - Verified Signature:
Authorised Signatory: -
Seal of the Organization: -
Date:
Place:
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Annexure 4: Self declaration: Not Blacklisted or Work Withdrawn
To,
Managing Director,
RajCOMP Info Services Limited,
C-Block, Ist Floor, Yojna Bhawan,
Tilak Marg, C- Scheme, Jaipur (Rajasthan) – 302005
In response to the Tender Ref. No. F1.9(33)/RISL/Misc/11/767-4 dated 27.09.2011 for RFP titled “Portal Development, Mobile Solutions, Social Media Optimization, Photography & Videography and Virtual Tours for Department of Tourism, Rajasthan” , as an owner/ partner/ Director of ______, I/ We hereby declare that presently our Company/ firm ______is having unblemished record and is not declared ineligible for corrupt & fraudulent practices, blacklisted either indefinitely or for a particular period of time, or had work withdrawn, by any State/ Central government/ PSU.
If this declaration is found to be incorrect then without prejudice to any other action that may be taken, my/ our security may be forfeited in full and the tender if any to the extent accepted may be cancelled.
Thanking you,
Name of the Bidder: -
Authorised Signatory: -
Seal of the Organization: -
Date:
Place:
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Annexure 5: Certificate of Conformity and Non-Deviation
To,
Managing Director,
RajCOMP Info Services Limited,
C-Block, Ist Floor, Yojna Bhawan,
Tilak Marg, C- Scheme, Jaipur (Rajasthan) – 302005
CERTIFICATE
This is to certify that, the specifications of Software & Services which I/ We have mentioned in the Technical bid, and which I/ We shall supply if I/ We am/ are awarded with the work, are in conformity with the specifications of the Tender document and that there are no deviations of any kind from the requirement specifications.
Also, I/ we have thoroughly read the tender document and by signing this certificate, we hereby submit our token of acceptance to all the tender terms & conditions without any deviations.
I/ We also certify that the price I/ we have quoted is inclusive of all the cost factors involved in the execution of the project, to meet the desired Standards set out in the Tender Document.
Thanking you,
Name of the Bidder: -
Authorised Signatory: -
Seal of the Organization: -
Date:
Place:
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Annexure 6: Format for Fairness of documents
To,
Managing Director,
RajCOMP Info Services Limited,
C-Block, Ist Floor, Yojna Bhawan,
Tilak Marg, C- Scheme, Jaipur (Rajasthan) – 302005
In response to the Tender Ref. No. F1.9(33)/RISL/Misc/11/767-4 dated 27.09.2011 for RFP titled “Portal Development, Mobile Solutions, Social Media Optimization, Photography & Videography and Virtual Tours for Department of Tourism, Rajasthan” , as an owner/ partner/ Director of ______, I/ We hereby declare that any documents or information submitted under this bid is without any doubt, true and fair, to the best of my/our knowledge.
If this declaration is found to be incorrect then without prejudice to any other action that may be taken, my/ our security may be forfeited in full and the tender if any to the extent accepted may be cancelled.
Thanking you,
Name of the Bidder: -
Authorised Signatory: -
Seal of the Organization: -
Date:
Place:
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Annexure 7: Roles and responsibilities in the consortium
(Applicable only if bidding as a consortium)
To,
Managing Director,
RajCOMP Info Services Limited,
C-Block, Ist Floor, Yojna Bhawan,
Tilak Marg, C- Scheme, Jaipur (Rajasthan) – 302005
In response to the Tender Ref. No. F1.9(33)/RISL/Misc/11/767-4 dated 27.09.2011 for RFP titled “Portal Development, Mobile Solutions, Social Media Optimization, Photography & Videography and Virtual Tours for Department of Tourism, Rajasthan”, as an owner/ partner/ Director of (Prime Bidder) ______, we are bidding as a consortium as follows:
Role Name of Tenderer Name & Designation of Authorized Signatory
Prime Bidder
Consortium Partner 1
Consortium Partner 2
We are bidding for Package I with the following responsibilities (cross out if not applicable):
Package I
Select from the following: Responsibility Prime Bidder, Consortium Partner 1 or Consortium Partner 2
Portal Development
Mobile Solutions
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We are bidding for Package II with the following responsibilities (cross out if not applicable):
Package II
Select from the following: Responsibility Prime Bidder, Consortium Partner 1 or Consortium Partner 2
Social Media Optimization
Photography & Videography
Virtual Tours
Thanking you,
Name of the Prime Bidder: -
Authorised Signatory: -
Seal of the Organization: -
Date:
Place:
Name of the Consortium Partner 1: -
Authorised Signatory: -
Seal of the Organization: -
Date:
Place:
Name of the Consortium Partner 2: -
Authorised Signatory: -
Seal of the Organization: -
Date:
Place:
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Annexure 8: Draft Agreement Format
1) An agreement made this__ (enter date of Agreement)__between__(enter your firm’s name & address)__(hereinafter called "the approved supplier", which expression shall, where the context so admits, be deemed to include his heirs, successors, executors and administrators of the one part and the "RISL" which expression shall, where the context so admits, be deemed to include his successors in office and assigns of the other part. 2) Whereas the approved supplier has agreed with the RISL to supply to the Managing Director, RISL, Yojana Bhawan, Jaipur on behalf of (enter name of client organisation) to its various Offices as well as at its branch offices throughout Rajasthan, all those articles set forth in Our Order No .______Dated ______appended hereto in the manner set forth in the conditions of the tender and contract appended herewith and at the rates set forth in the said order. 3) And whereas the approved supplier has deposited a sum of Rs.______in the form of: - a) Cash/ Bank Draft No./ Banker Cheque No.______dated.______valid upto ______. b) Post Officer Savings Bank Pass Book duly hypothecated to the Departmental authority. c) National Savings Certificates / Defence Savings Certificates / Kisan Vikas Patras or any other script / instrument under National Saving Schemes for promotion of Small Savings, if the same can be pledged under the relevant rule. (The certificates being accepted at surrender value) as security for the due performance of the aforesaid agreement which has been formally transferred to RISL. 4) Now these Presents witness: a) In consideration of the payment to be made by the RISL through cheque/DD at the rates set forth in the Supply Order hereto appended the approved supplier will duly supply the said articles set forth in Our Order No.______dated ___/___/20___ thereof in the manner set forth in the NIT, Tender Form, Instructions to Bidders, Terms of Reference, General and Special Conditions of the Tender and Contract, Technical Bid and Financial Bid along with their enclosures. b) The NIT, Tender Form, Instructions to Bidders, Terms of Reference, General and Special Conditions of the Tender and Contract, Technical Bid and Financial Bid along with their enclosures enclosed with the Tender Notice No._____ dated.___/___/20___ and also
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appended to this agreement will be deemed to be taken as part of this agreement and are binding on the parties executing this agreement c) Letter Nos.______dated ______received from bidder and letter number ______dated______issued by the RISL and appended to this agreement shall also form part of this agreement. d) (i) The RISL do hereby agree that if the approved supplier shall duly supply the said articles in the manner aforesaid observe and keep the said terms and conditions, the RISL will through Cheque/ DD pay or cause to be paid to the approved supplier at the time and the manner set forth in the said conditions, the amount payable for each and every consignment. (ii) The mode of Payment will be as specified in the bid document. 5) The delivery including installation, commissioning, testing and acceptance shall be effected and completed within the period as specified in the Supply Order. 6) In case of extension in the delivery and/ or installation period / completion period with liquidated damages, the recovery shall be made on the basis of following percentages of value of stores/ works which the bidder has failed to supply or complete the work: - a) Delay up to one fourth period of the prescribed delivery period, successful 2.5% installation & completion of work b) Delay exceeding one fourth but not exceeding half of the prescribed delivery 5.0% period, successful installation & completion of work. c) Delay exceeding half but not exceeding three fourth of the prescribed delivery 7.5% period, successful installation & completion of work. d) Delay exceeding three fourth of the prescribed delivery period, successful 10.0% installation & completion of work.
Note: a) Fraction of a day in reckoning period of delay in supplies/ maintenance services shall be eliminated if it is less than half a day. b) The maximum amount of agreed liquidated damages shall be 10%. c) If the supplier requires an extension of time in completion of contractual supply on account of occurrence of any hindrances, he shall apply in writing to the authority which had placed the supply order, for the same immediately on occurrence of the hindrance but not after the stipulated date of completion of supply. Delivery period may be extended with or without liquidated damages if the delay in the supply of goods in on account of hindrances beyond the control of the bidder.
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If the approved supplier fails in providing on-site maintenance services/preventive maintenance within the scheduled time/period, then Rs.500/- per system per day shall be deducted for each subsequent day after the specified period. 7) Warranty shall be provided by the bidder as per Conditions of Contract. 8) All disputes arising out of this agreement and all questions relating to the interpretation of this agreement shall be decided by the RISL and the decision of the RISL shall be final.
In witness whereof the parties hereto have set their hands on the _____ day of _____ (Year).
Signature of the Approved Signature for and on behalf of supplier MD, RISL
Designation: Date: Date:
Witness No.1 Witness No.1 Witness No.2 Witness No.2
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Annexure 9: Performance Bank Guarantee
(To be stamped in accordance with Stamp Act)
To,
Managing Director,
RajCOMP Info Services Limited,
C-Block, Ist Floor, Yojna Bhawan,
Tilak Marg, C- Scheme, Jaipur (Rajasthan) – 302005
1. In accordance with your Notice Inviting Tender “Portal Development, Mobile Solutions, Social Media Optimization, Photography & Videography and Virtual Tours” for Department of Tourism, NIT No. ------dated ------, M/s . …………………………….. (Name & full address of the firm) (hereinafter called the “Bidder”) hereby submit the Bank Guarantee:
Whereas to participate in the said tender for supplying services as mentioned in the Tender document. It is a condition in the tender documents that the Bidder has to furnish a Bank Guarantee from schedule Commercial bank / Nationalised Bank in respect to the “MD, RajCOMP Info Services Ltd., Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur- 302005 (Rajasthan)” (hereinafter referred to as “Tenderer”). The bank guarantee should be unconditional and irrevocable and operative till the Contract Expiry date
2. Now, therefore, we the ……………………………….…… (Bank), a body corporate constituted under the Banking Companies (Acquisition and Transfer of Undertaking) Act. 1969 (delete, if not applicable) and branch Office at…………………... (hereinafter referred to as the Guarantor) do hereby undertake and agree to pay forthwith on demand in writing by the Tender of the said guaranteed amount without any demur, reservation or recourse.
3. We, the aforesaid bank, further agree that the “Tenderer” shall be the sole judge of and as to whether the Bidder has committed any breach or breaches of any of the terms costs, charges and expenses caused to or suffered by or that may be caused to or suffered by the Tenderer on account thereof to the extent of the performance security required to be deposited by the Bidder in respect
Page 128 of 151 (Final RFP After Pre-Bid Meeting) Signature & Seal of the Tenderer RajCOMP Info Services Ltd. (An undertaking of Government of Rajasthan) of the said Tender Document and the decision of the tenderer that the Bidder has committed such breach or breaches and as to the amount or amounts of loss, damage, costs, charges and expenses caused to or suffered by or that may be caused to or suffered by the tenderer shall be final and binding on us.
4. We, the said Bank further agree that the Guarantee herein contained shall remain in full force and effect until it is released by the Purchaser and it is further declared that it shall not be necessary for the Purchaser to proceed against the Bidder before proceeding against the Bank and the Guarantee herein contained shall be invoked against the Bank, notwithstanding any security which the Purchaser may have obtained or shall be obtained from the Bidder at any time when proceedings are taken against the Bank for whatever amount that may be outstanding or unrealized under the Guarantee.
5. Any notice by way of demand or otherwise hereunder may be sent by special courier, telex, fax, registered post or other electronic media to our address, as aforesaid and if sent by post, it shall be deemed to have been given to us after the expiry of 48 hours when the same has been posted.
6. If it is necessary to extend this guarantee on account of any reason whatsoever, we undertake to extend the period of this guarantee on the request of our constituent under intimation to you.
7. The right of the Purchaser to recover the said amount of Rs. …………… only from us in manner aforesaid will not be precluded/ affected, even if, disputes have been raised by the said M/s. ……….………………(Bidder) and/ or dispute or disputes are pending before any court, authority, officer, tribunal, arbitrator(s) etc..
8. Notwithstanding anything stated above, our liability under this guarantee shall be restricted to Rs. …………. (Rupees …………… only and our guarantee shall remain in force till Contract Expiry date + grace period of 3 month and unless a demand or claim under the guarantee is made on us in writing within above mentioned period, all your rights under the guarantee shall be forfeited and we shall be relieved and discharged from all liability there under.
9. This guarantee shall be governed by and construed in accordance with the Indian Laws and we hereby submit to the exclusive jurisdiction of courts of Justice in India for the purpose of any suit or action or other proceedings arising out of this guarantee or the subject matter hereof brought by you may not be enforced in or by such count.
10. We hereby confirm that we have the power/s to issue this Guarantee in your favor under the Memorandum and Articles of Association/ Constitution of our bank and the undersigned is/are the recipient of authority by express delegation of power/s and has/have full power/s to execute this
Page 129 of 151 (Final RFP After Pre-Bid Meeting) Signature & Seal of the Tenderer RajCOMP Info Services Ltd. (An undertaking of Government of Rajasthan) guarantee under the Power of Attorney issued by the bank in your favour.
Date ………………… (Signature) ……………………………………….
Place ………………… (Printed Name) ………………………………….
(Designation) ……………………………………
(Bank’s common seal) ………………………….
In presence of:
WITNESS (with full name, designation, address & official seal, if any)
(1) ………………………………………
………………………………………
(2) ………………………………………
………………………………………
Bank Details
Name & address of Bank :
Name of contact person of Bank:
Contact telephone number:
Page 130 of 151 (Final RFP After Pre-Bid Meeting) Signature & Seal of the Tenderer RajCOMP Info Services Ltd. (An undertaking of Government of Rajasthan)
GUIDELINES FOR SUBMISSION OF BANK GUARANTEE
The Bank Guarantee shall fulfil the following conditions in the absence of which they cannot be considered valid:
1) Bank Guarantee shall be executed on non- judicial stamp paper of applicable value purchased in the name of the bank.
2) Two persons should sign as witnesses mentioning their full name, designation, address and office seal (if any).
3) The Executor (Bank Authorities) may mention the power of attorney No. and date of execution in his/ her favour authorizing him/ her to sign the document. The Power of Attorney to be witnessed by two persons mentioning their full name and address.
4) The Bank Guarantee should be executed by a Nationalised Bank/ Scheduled Commercial Bank only. Bank Guarantee of Cooperative/ Rural Banks would not be considered.
5) Non – Judicial stamp paper shall be used within 6 months from the date of Purchase of the same. Bank Guarantee executed on the non-judicial stamp paper after 6 (six) months of the purchase of such stamp paper shall be treated as non-valid.
6) The contents of Bank Guarantee shall be strictly as per Proforma prescribed by the Tenderer
7) Each page of Bank Guarantee shall bear signature and seal of the Bank and B.G. number.
8) Bank should separately send through registered post/courier a certified copy of Bank Guarantee, mentioning Bid reference, Bid title and bidder name, directly to the Purchaser at the following address:
MD, RajCOMP Info Services Limited,
Yojana Bhawan, Tilak Marg, C-Scheme
Jaipur-302005 (Rajasthan)
All corrections, deletions etc. in the Bank Guarantee should be authenticated by signature of Bank Officials signing the Bank Guarantee.
Page 131 of 151 (Final RFP After Pre-Bid Meeting) Signature & Seal of the Tenderer RajCOMP Info Services Ltd. (An undertaking of Government of Rajasthan)
Annexure 10: C.A. certificate to substantiate a work order
To,
Managing Director,
RajCOMP Info Services Limited,
C-Block, Ist Floor, Yojna Bhawan,
Tilak Marg, C- Scheme, Jaipur (Rajasthan) – 302005
In response to the Tender Ref. No. F1.9(33)/RISL/Misc/11/767-4 dated 27.09.2011 for RFP titled “Portal Development, Mobile Solutions, Social Media Optimization, Photography & Videography and Virtual Tours for Department of Tourism, Rajasthan”, as an Authorized Signatory of ______(Name of C.A./C.A. firm), I/ We hereby confirm that my/our client ______(Name of Bidder) secured a work order from ______(Name of Bidder’s client) vide order number ______dated ______with an order value of Rs ______(in words Rupees ______). I/We hereby confirm that the following payment(s) has/have been received by my/our client for this work order between the time period of 1st April 2006 and bid submission date mentioned in the above citied RFP:
S. No. Date of payment receipt Amount of payment received
1
2
3
4
5
(Please attach a separate sheet of paper for details of payment(s) beyond above table, if any).
Whether a separate sheet has been attached (Yes/No)?
If Yes, number of separate sheet(s) attached are:
Page 132 of 151 (Final RFP After Pre-Bid Meeting) Signature & Seal of the Tenderer RajCOMP Info Services Ltd. (An undertaking of Government of Rajasthan)
I/We hereby confirm that (in figure) ______(in words ______) (Number of payments) payment(s) has/have been received by my/our client for this work order between the time period of 1st April 2006 and bid submission date mentioned in the above citied RFP totalling Rs ______(in words Rupees ______).
The information submitted above is true and fair to the best of my/our knowledge.
Thanking you,
Name of the C.A./C.A. Firm: -
Registration Number:-
Authorised Signatory: -
Seal of the Organization: -
Date:
Place:
Page 133 of 151 (Final RFP After Pre-Bid Meeting) Signature & Seal of the Tenderer RajCOMP Info Services Ltd. (An undertaking of Government of Rajasthan)
Annexure A: Qualifying Digital SLRs
A list of known qualifying Digital SLR cameras as of September 2011, as per the qualification criteria includes, but is not limited to, the following cameras:
• Canon
Full frame: 1Ds Mk II, 1Ds Mk III, 5D, 5D Mk II
Smaller: 1D Mk IV, 7D
• Nikon
Full frame: D3, D3S, D3X, D700
Smaller: D7000
• Sony
Full frame: A900, A850
• Pentax
Smaller: K5
The above list should be used for reference purposes only, and is subject to change without notice; the bidder must confirm the accuracy of the above list against the qualification criteria before submitting the bid.
Page 134 of 151 (Final RFP After Pre-Bid Meeting) Signature & Seal of the Tenderer RajCOMP Info Services Ltd. (An undertaking of Government of Rajasthan)
Annexure B: Theme-wise & Category-wise Tourist Attractions
Theme-wise and Category-wise tentative lists of subjects for photography and videography are presented here. All lists should be used for reference purposes only, and are subject to change without notice. Any given list includes, but is not limited to, the subjects mentioned.
Themes are as follows:
Monuments and Places Events, Fairs and Festivals Pilgrimages Adventures & Wildlife
There is no defined prioritization amongst the themes.
Categorization is as A, B and C; where A is deemed to be higher priority than B and C; and B is deemed to be higher priority than C. The prioritization should be used for reference purposes only; and is subject to change without notice.
1 Monuments and Places
Category A Category B Category C Amber Fort, Jaipur Deeg Palace, Bharatpur APRI Tonk Kumbalgarh Fort, Udaipur Fateh Prakash Palace, Udaipur Kuldhara, Jaisalmer Chittaurgarh Fort, Chittaurgarh Jag Mandir, Kota Kota Museum Bundi Palace, Bundi Bara Bagh, Jaisalmer Swarga Suli, Jaipur Gagron Fort, Jhalawar Sam Sand Dunes, Jaisalmer Laxmangarh Fort, Sikar Mehrangarh Fort, Jodhpur Sunehri Kothi, Tonk Kalibanga, Hanumangarh Ranthambhore Fort, Sawai Junagarh Fort, Bikaner Madhopur Pilibanga, Hanumangarh Jaisalmer Fort, Jaisalmer Sajjan Garh Palace, Udaipur Ahad, Udaipur Bairath Stoop and Ashok Shilalekh, Jaigarh Fort, Jaipur Shikarbadi, Udaipur Alwar Nahargarh Fort, Jaipur Sahelio ki Bari, Udaipur Timangarh Fort, Karauli Hawamahal, Jaipur Bhangarh, Jaipur Dhori Manna Sand Dunes, Barmer Jantar Mantar, Jaipur Gadhsisar Lake, Jaisalmer Kaila Devi Fair, Karauli Albert Hall Muesum, Jaipur Siliserh, Alwar Shree Mahaveerji Mela City Palace, Jaipur Shekhawati Frescoe Paintings Pilani, Churu City Palace, Udaipur Moosi Maharani ki Chhatri, Alwar Kolvi Caves, Jhalawar Mewar Complex, Udaipur Abhaneri, Dausa Talab-e-Shahi, Dhaulpur FatehSagar Lake, Udaipur Mahi Dam, Banswara Lake Pichhola, Udaipur Bhawani Natyashala, Jhalawar Nakki Lake, Mt. Abu
Page 135 of 151 (Final RFP After Pre-Bid Meeting) Signature & Seal of the Tenderer RajCOMP Info Services Ltd. (An undertaking of Government of Rajasthan)
Jal Mahal, Jaipur Bala Kila, Alwar Handicrafts (Major Tourist Places)
2 Events, Fairs and Festivals
Category A Category B Category C Desert Festial, Jaisalmer Bundi Utsav, Bundi Diggi Pad Yatra, Jaipur Pushkar Festival, Ajmer Alwar Utsav, Alwar Kamam Utsav, Kaman, Bharatpur Camel Festival, Bikaner Braj Mahotsav, Bharatpur Chandrabhaga Festival, Jhalawar Elephant Festival, Jaipur Teej Festival, Jaipur Gangaur Festival, Jaipur Mewar Festival, Udaipur Kumbhalgarh Dance Festival, Udaipur Marwar Festival, Jodhpur Cattle Fair, Nagaur Rajasthan Day Celebrations, Jaipur Summer Festival, Mount Abu Winter Festival, Mount Abu Adventure Festival, Kota Dussehra, Kota Baneshwar Fair, Dungarpur Shekhawati Festival
3 Pilgrimages
Category A Category B Category C Jagat Shiromani Temple, Dargah, Ajmer Jaipur Shivad, Sawai Madhopur Pushkar Sarovar and Temple Akbari Maszid, Tonk Kamleshwar Shiv Temple, Bundi Kiradu Temples, Barmer Dargah, Nagaur Dadupeeth, Naraina Salasar Balaji, Churu Ganga Mandir, Bharatpur Mehandipur Balaji Dham Braj Chorasi Kos Parikrama, Sun Temple, Jhalarapatan Brahmakumaris, Mount Abu Bharatpur Delwara Temples, Mount Abu Arbuda Mata, Mount Abu Khatu Shyamji, Sikar Bhand Deora, Kota Nathdwara, Rajsamand PanduPol Bartrihari, Alwar Eklingji, Udaipur Neelkanth, Alwar Ranakpur Jain Temples, Pali Madan Mohanji, Kaurali Guru Shikhar, Mount Abu Sahshtrabahu Temple, Nagda
Page 136 of 151 (Final RFP After Pre-Bid Meeting) Signature & Seal of the Tenderer RajCOMP Info Services Ltd. (An undertaking of Government of Rajasthan)
Achalgarh, Mount Abu Arthuna, Banswara Kailadevi, Karauli Kalyan ji Diggi, Jaipur Shree Mahaveerji, Sawai Madhopur Khole ke Hanumanji, Jaipur Govind Devji, Jaipur Sorsan, Baran Sanwaliya ji, Chittaurgarh Nakodaji, Barmer Dev SomNath, Dungarpur Chauth ka Barwara, Sawai Madhopur Birla Temple, Jaipur
4 Adventures & Wildlife
Category A Category B Category C Ranthambhore National Park, Sawai Mukundara Hills (Darra) National Park, Wagad Forest Madhopur Jhalawar Area Sariska Tiger Reserve, Alwar Sambhar Lake Menal, Bhilwara Keoladeo Bird Sanctuary, Bharatpur Bhoori Pahari, Sawai Madhopur Taalchhapar Blackbuck Santuary, Churu Kaila Devi Sanctuary Desert National Park, Jaisalmer Mewar Forest Area Kheechan, Jodhpur Chambal Garhiyal Sanctuary, Kota
Page 137 of 151 (Final RFP After Pre-Bid Meeting) Signature & Seal of the Tenderer RajCOMP Info Services Ltd. (An undertaking of Government of Rajasthan)
Annexure C: Virtual Tour Points
A tentative list of sites and points to be covered for the virtual tours is presented in here. It should be noted that the list is for reference purposes only, and is subject to change without notice. The department may add or remove/reduce any number of sites or points as may be the need. There is no defined prioritization in the list.
S. No. Subject for coverage Anticipated number of points 1 Amber Palace, Jaipur 12 2 Jantar Mantar 6 3 Hawa Mahal 1 4 Albert Hall, Jaipur 1 5 Rajasthan Royal on Wheels 4 6 Palace on Wheels 4 7 Golden Fort, Jaisalmer 5 8 Kolvi Caves, Jhalawar 5 9 Pushkar 5 10 Dargah, Ajmer 3 11 Birla Temple 2 12 Mehrangarh Fort, Jodhpur 4 13 Pushkar Fair 4 14 Desert Fair 2 15 Camel Fair 2 16 Teej Festival 2 17 Elephant Festival 2 18 Kumbhalgarh Fort 4 19 Chittaurgarh Fort 4 20 Gagron Fort, Jhalawr 2 21 Chambal River views 4 22 City Palace, Jaipur 5 23 City Palace, Udaipur 5 24 Jal Mahal, Jaipur 2 25 Sahelion ki Bari, Udaipur 2 26 Gaodi Talab, Jhalawar 2 27 Junagarh, Bikaner 2 28 Jaigarh Fort, Jaipur 2 29 Nahargarh Fort, Jaipur 2 Total 100
Page 138 of 151 (Final RFP After Pre-Bid Meeting) Signature & Seal of the Tenderer RajCOMP Info Services Ltd. (An undertaking of Government of Rajasthan)
Annexure D: Guidelines for Indian Government Websites
The solution provider shall conform to the following guidelines:
Guidelines for Indian Government Websites (GIGW) developed by Government of India. A copy of the same can be found at http://web.guidelines.gov.in/ and http://doitc.rajasthan.gov.in/PDF_Files/Guidelines_for_Indian_Government_Websites.pdf Guidelines for Websites of Government of Rajasthan. A copy of the same can be found at http://doitc.rajasthan.gov.in/gorwebguidelines.pdf
The solution provider shall ensure that the asset (portal, virtual tour etc.) is compliant with these guidelines. Additionally, the solution provider shall be responsible to comply with the latest version of the guidelines; any changes or new items in the guidelines shall be implemented within 1 month or as directed by the department. The compliance to the guidelines is mandatory; any non- compliance to the guidelines on part of the solution provider must be submitted and approved by the department. In case of conflicting requirements by the department and the guidelines, the guidelines shall be overriding unless explicitly stated by the department. If the requirements by the department for a specific purpose are superset of the guidelines, the requirements of the department shall be applicable.
The solution provider must ensure that the stated asset is Safe to host and acquire its certification from designated audit authority as per the latest RSDC policy. Safe to host certificate implies that the asset is safe to host on the RSDC infrastructure and is certified to be free of common security flaws. RSDC overview and Safe-to-host process is available at the following http://doitc.rajasthan.gov.in/e_SDC.asp
The ‘Safe to host’ re-certification shall be required with every major technological change (excluding cosmetic, content change etc. that do not form the basis of a technological change) of the said asset or as mandated by the prevailing policy.
Page 139 of 151 (Final RFP After Pre-Bid Meeting) Signature & Seal of the Tenderer RajCOMP Info Services Ltd. (An undertaking of Government of Rajasthan)
Annexure E: Rajasthan State Data Centre
An overview about the RSDC and infrastructure available on shared-basis is available at the following url: http://doitc.rajasthan.gov.in/e_SDC.asp . The solution provider shall be responsible to ascertain the correctness and completeness of the shared infrastructure details available at the RSDC. The solution provider must ensure that the proposed solution is compatible with the shared infrastructure available at the RSDC, for example, ensure compatibility with available web server(s), application server(s), database server(s), caching & proxy server(s) etc.
RSDC shall provide the following infrastructure on shared-basis:
Physical infrastructure such as Power, Power backup, DG sets, Fire prevention, Physical security and Surveillance etc. Network infrastructure such as Internet bandwidth, Intrusion Prevention/Detection System, Firewall etc. Storage Area Network with appropriate storage space. Management Server Infrastructure such as EMS/NMS, Backup, Anti-Virus etc. Server infrastructure such as Rack space, Windows and Linux Web servers with appropriate operating systems, Windows and Linux Application servers with appropriate operating systems (however excluding any Application server software such as Middleware), Database servers (Oracle, Microsoft SQL server, PostgreSQL), DNS server, Proxy server etc. Facility Management Services for infrastructure in the RSDC (excluding application software stack).
The above mentioned shared-infrastructure excludes Middleware / Web Application Framework / Web Content Management System / Application Server software etc. that may be required for the asset. The solution provider shall be responsible for procurement, deployment, commissioning, operations and maintenance for such software, at its own cost, throughout the entire project period.
Any additional hardware, software or other requirement for the said solution, beyond the shared infrastructure at the RSDC, shall be completely solution provider’s responsibility, at its own cost, throughout the entire project period; and is subject to acceptance into the RSDC by the designated authority.
Additionally, the solution provider must comply with all RSDC policies, guidelines and procedures.
Page 140 of 151 (Final RFP After Pre-Bid Meeting) Signature & Seal of the Tenderer RajCOMP Info Services Ltd. (An undertaking of Government of Rajasthan)
Annexure F: Scope of work past Go-Live
The scope of work past Go-Live consisting of comprehensive regular timely operations, maintenance, enhancement, development, implementation, delivery, commissioning, certification etc. includes, but is not limited to, the following activities (one or more times):
All recurring tasks as defined in this RFP at stated frequency intervals. Any other tasks defined in this RFP as Past Go-Live activities. Certification, Re-certification, any pre-requisite activities for such certification with respect to ‘Safe to Host’ certification. Submission, Re-submission, Approval, Re-Approval, any pre-requisite activities for such submission/approval with respect to the underlying platform of the asset/content (mobile platform, social media sites etc.) Annual one-time redesign (presentation only) of the asset (portal, mobile portal, native mobile apps only) to keep abreast with latest presentation trends, excluding major underlying technological changes. Bug fixes and updates to the asset or the underlying software stack. Addition/Removal/Update of content (static or dynamic) or layers including its authoring; where content includes, but is not limited to: Web pages, Stylesheets, Images, Audio, Video, Maps, Animation, Scripting, AJAX interfaces, Flash interfaces/content etc. and authoring includes but is not limited to: capturing, development, testing, processing etc. At-most 50 pages (and associated content) per quarter shall be added, there are no defined limits for removal and update. Server side activities required for proper functioning of the asset, including but not limited to: configuration, fine-tuning, optimization, scripting, addition/removal/updation of features for the applicable web server(s), application server(s), database server(s), caching/proxy server(s) etc. At-most 3 person-months per quarter shall be spent by the solution provider towards this effort. Replacing any content (photos, videos, text etc.) derived from public domain with the official content as and when they are developed or made available for a given asset. Enhanced integration of asset with other departmental assets such as the Portal, Mobile solutions, Social Media Websites, Live or recorded web casts, Virtual tours etc.
Page 141 of 151 (Final RFP After Pre-Bid Meeting) Signature & Seal of the Tenderer RajCOMP Info Services Ltd. (An undertaking of Government of Rajasthan)
Feedback-based continuous improvement; where feedback may be from Web & Search Analytics, users, and the department.
Page 142 of 151 (Final RFP After Pre-Bid Meeting) Signature & Seal of the Tenderer RajCOMP Info Services Ltd. (An undertaking of Government of Rajasthan)
Annexure G: Processing of photo or video shoots
The scope of work for processing/storage of photo or video shoots, during the entire project duration, includes, but is not limited to, the following activities or any combination of them (one or more times for a given shoot):
1. Fixing (Crop, Straighten, Red eye reduction, Correction of Contrast, Brightness, Sharpness, Saturation etc.)
2. Tuning (Fill light, Highlights, Shadows, White Balance etc.)
3. Application of effects (Sharpen, Sepia, B&W, Warmify, Tint, Glow etc.)
4. Overlay or adding of textual or clipart content
5. Conversion of raw/native shoot to desired format
6. Conversion to preferred encoding(s) or file format(s)
7. Backing up to storage devices and its retrieval on-demand
8. Writing a description for the shoot (in English language only)
9. High Dynamic Range (HDR) processing
10. Photo stitching to create panoramas
11. Merging multiple units into one (collage etc.)
12. Compilation into chapters/sections/tracks etc.
13. Adding background music
14. Application of enhancement/visual effects
15. Trimming and/or stitching of different video files
Furthermore, any software, services etc. required to process/store the photo or video shoots as stated above shall be completely solution provider’s responsibility.
The scope of work however excludes the following:
1. Delivery of hardcopy for the photographs. 2. Scanning of hardcopy of the photographs. 3. Adding voice-over to the video shoots.
Page 143 of 151 (Final RFP After Pre-Bid Meeting) Signature & Seal of the Tenderer RajCOMP Info Services Ltd. (An undertaking of Government of Rajasthan)
Tender Form
I. Addressed to:
a. Name of the tendering authority Managing Director b. Address RajCOMP Info Services Ltd. C-Block, Ist Floor, Yojna Bhawan, Tilak Marg, C- Scheme, Jaipur (Rajasthan) – 302005 c. Telephone 5103902, 2228701 Tele-Fax 141-2228701 E-Mail [email protected] II. NIT Reference: F1.9(33)/RISL/Misc/11/767-4, dated 27.09.2011
III. Whether bidding as a consortium (Yes/No)?
If yes, we are bidding as a consortium as follows:
Consortium Member Name of Tenderer Name & Designation of Authorized Signatory
Prime Bidder
Consortium Partner 1
Consortium Partner 2
Note: Please attach list of offices along with address and phone & Fax numbers for each consortium member.
IV. Bidder details:
1. Name of Tenderer
2. Name & Designation of
Authorized Signatory
3. Registered Office Address
4. Rajasthan Address Office Phone Fax:
Page 144 of 151 (Final RFP After Pre-Bid Meeting) Signature & Seal of the Tenderer RajCOMP Info Services Ltd. (An undertaking of Government of Rajasthan)
Contact Person
5. Jaipur Address Office Phone Fax:
Contact Person
6. Year of Establishment
7. Type of Firm Public Private Partnership Proprietary Limited Limited
Put Tick () mark
8. Telephone Number(s)/ Mobile
9. Website
10. Fax No.
11. Email Address
V. The Tender fee amounting to Rs. 1,000/- (Rupees One Thousand Only) has been deposited vide DD/ Banker’s cheque no.______dated ______in favour of the Managing Director, RajCOMP Info Services Ltd. payable at Jaipur.
(If bidding for both packages, then the Tender fees need to be deposited once.)
VI. I/ we are bidding for the following packages:
Package Whether bidding for stated package (Yes or No)
Package I: Portal Development and Mobile Solutions
Package II: Social Media Optimization, Photography & Videography and Virtual Tours VII. Following documents are attached towards the proof of earnest money deposited in favour of the Managing Director, RajCOMP Info Services Ltd. payable at Jaipur.
Earnest Money deposited S.no. Package Number Dated through
1. I DD/Banker’s Cheque (Local Only)
Page 145 of 151 (Final RFP After Pre-Bid Meeting) Signature & Seal of the Tenderer RajCOMP Info Services Ltd. (An undertaking of Government of Rajasthan)
2. II DD/Banker’s Cheque (Local Only)
(If bidding for both packages, then the EMD must be submitted package-wise and not combined.)
VIII. We agree to abide by all the terms & conditions mentioned in this Tender Document issued by the Tendering Authority and also the further conditions of the said Tender Notice given in the attached sheets (all the pages of which have been signed by us in token of acceptance of the terms mentioned therein).
IX. The rates for the supply of services prescribed are given separately in the financial bid.
X. Reproduced / re-word-processed formats or tenderer’s own formats for the price quotations will disqualify the tender.
XI. The Bid, EMD and rates quoted are applicable up to 180 days from the date of submission of bid. The validity can be extended with mutual agreement.
XII. We accept Terms of Payment defined in the RFP.
XIII. Technical Bid from Page 1 up to Annexure G duly filled and signed is enclosed with this tender form in token of acceptance.
XIV. All supporting documents and evidence as required in this RFP, including those highlighted in Annexure 1 have been included with the technical bid.
XV. Financial Bids given in subsequent section this Tender Document are enclosed in a separate envelope duly signed and sealed as per mandatory condition of this tender document.
XVI. Financial Bid for Package I and Package II are enclosed in separate envelopes each, duly signed and sealed as per mandatory condition of this tender document; or I/We are bidding for one package only and its Financial Bid is enclosed in separate envelope duly signed and sealed as per mandatory condition of this tender document.
Date: ______
Place: ______
Signature (in the capacity of): ______
Authorized Signatory: ______
Seal of the Company/Firm: ______
Page 146 of 151 (Final RFP After Pre-Bid Meeting) Signature & Seal of the Tenderer RajCOMP Info Services Ltd. (An undertaking of Government of Rajasthan)
Financial Bid for Package I
To,
The Managing Director,
RajCOMP Info Services Limited (RISL),
Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur (Raj.)
Dear Sir,
Having examined the Bidding Document, the receipt of which is hereby duly acknowledged, I/ we, the undersigned, offer to work as solution provider as per the defined Scope of the work & in conformity with the said bidding document for the same.
I/ We accept the following conditions for the financial bid:
1. Either one or both packages must be quoted; partial or conditional bids may be rejected without further notice. All items in the selected package must be quoted; partial or conditional bids may be rejected without further notice. Item is as defined in this RFP.
2. Quarterly Stipulated Payment (QSP) is for the entire package and is subject to compliance to the defined Terms & Conditions.
3. Time period leading to Go-Live is 4 months as defined in the Time Schedule chapter of this RFP and hence it is accepted that the first QSP unit is applicable and all inclusive for the entire period leading to Go-Live.
4. All prices in Indian Rupees Only. All prices quoted shall be inclusive of any and all applicable Taxes, Duties & Levies.
5. Financial comparison would be done on the basis of price quoted for total items. In case of any discrepancies between rates in figures & in words or discrepancies in arithmetic when calculating the Total Cost (as Unit Price x Quantity etc.), the rules defined in “Correction of Arithmetic Errors” in Chapter 8 shall be applied.
6. Reproduced / re-word-processed formats or Tenderer own formats for the price quotations will disqualify the tender.
Page 147 of 151 (Final RFP After Pre-Bid Meeting) Signature & Seal of the Tenderer RajCOMP Info Services Ltd. (An undertaking of Government of Rajasthan)
Package I: Portal & Mobile Solutions
All prices in Indian Rupees Only.
Other Other Service Service Item taxes taxes Item Unit Price Tax Tax Quantity Total Cost No. rate amount (if any) (if any) rate amount Quantity x Unit A B C=A x B D E=A x D F Price inclusive of all taxes Quarterly 1 Stipulated 12 Payment
Total amount in figures (INR) =
Total amount in words: Rupees ______only
Finally, I / We agree to the following:
I. I/ We undertake that the prices are in conformity with the specifications/ requirements prescribed. I/ We undertake, if our bid is accepted, to deliver the services in accordance with the requirements of RISL and Department of Tourism. II. If our bid is accepted, we will give the Performance Security of Rs. ______for the due performance of the Contract, in the form prescribed by RISL. (If awarded both packages, the Performance Security must be submitted package-wise and not combined). III. I/ We agree to abide by this bid for a period of 180 (One Hundred Eighty only) days after the last date fixed for bid submission and it shall remain binding upon us and may be accepted at any time before the expiry of that period. IV. Until a formal contract is prepared and executed, this bid, together with your written acceptance thereof and your notification of award shall constitute a binding Contract between us. V. We understand that you are not bound to accept the lowest or any bid you may receive. VI. We agree to the terms & conditions mentioned in the Tender document.
Date: ______
Place: ______
Signature (in the capacity of): ______
Authorized Signatory: ______
Seal of the Company/Firm: ______
Page 148 of 151 (Final RFP After Pre-Bid Meeting) Signature & Seal of the Tenderer RajCOMP Info Services Ltd. (An undertaking of Government of Rajasthan)
Financial Bid for Package II
To,
The Managing Director,
RajCOMP Info Services Limited (RISL),
Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur (Raj.)
Dear Sir,
Having examined the Bidding Document, the receipt of which is hereby duly acknowledged, I/ we, the undersigned, offer to work as solution provider as per the defined Scope of the work & in conformity with the said bidding document for the same.
I/ We accept the following conditions for the financial bid:
1. Either one or both packages must be quoted; partial or conditional bids may be rejected without further notice. All items in the selected package must be quoted; partial or conditional bids may be rejected without further notice. Item is as defined in this RFP.
2. Quarterly Stipulated Payment (QSP) is for the entire package and is subject to compliance to the defined Terms & Conditions.
3. Time period leading to Go-Live is 4 months as defined in the Time Schedule chapter of this RFP and hence it is accepted that the first QSP unit is applicable and all inclusive for the entire period leading to Go-Live.
4. All prices in Indian Rupees Only. All prices quoted shall be inclusive of any and all applicable Taxes, Duties & Levies.
5. Financial comparison would be done on the basis of price quoted for total items. In case of any discrepancies between rates in figures & in words or discrepancies in arithmetic when calculating the Total Cost (as Unit Price x Quantity etc.), the rules defined in “Correction of Arithmetic Errors” in Chapter 8 shall be applied.
6. Reproduced / re-word-processed formats or Tenderer own formats for the price quotations will disqualify the tender.
7. ‘Outside Jaipur district’ assumes within the State of Rajasthan.
Page 149 of 151 (Final RFP After Pre-Bid Meeting) Signature & Seal of the Tenderer RajCOMP Info Services Ltd. (An undertaking of Government of Rajasthan)
Package II: Social Media Optimization, Photography & Videography and Virtual Tours
All prices in Indian Rupees Only.
Other Other Service Service Item taxes taxes Item Unit Price Tax Tax Quantity Total Cost No. (if any) (if any) rate amount rate amount Quantity x Unit Price A B C=A x B D E=A x D F inclusive of all taxes
Quarterly 12 1 Stipulated Payment Estimated
Quantity Photograph 2 within Jaipur (540) district Photograph 3 outside Jaipur (1620) district Video shoot 4 within Jaipur (60) district Video shoot 5 outside Jaipur (180) district Virtual Tour for 6 subject within (50) Jaipur district Virtual Tour for 7 subject outside (100) Jaipur district
Total amount in figures (INR) =
Total amount in words: Rupees ______only
I/ We accept the following additional conditions:
1. Quantity specified in brackets for Items 2 to 7 is for purposes of bid evaluation and security deposit only; and not the quantity for the order. The quantity of the order shall be determined over a period of time by the department and is subject to approval & verification by the department. The department reserves the right to order up to an additional 50% of the estimated quantity.
Page 150 of 151 (Final RFP After Pre-Bid Meeting) Signature & Seal of the Tenderer RajCOMP Info Services Ltd. (An undertaking of Government of Rajasthan)
2. Unit Price for Items 2, 3, 4 & 5 (Photography & Videography) is per approved & verified shoot. Unit Price for Items 6 and 7 (Virtual Tours) is per point per site. For example, Jaigarh is a site and the department may order a virtual tour of the said site consisting of 10 points (i.e., 10 unique view-points of Jaigarh). The stated Unit Price shall be valid for 3 years and 1 month from the date of order.
3. Item 1 shall attract “Deduction of payment clauses due to non-adherence of SLA” if the defined SLA is not met for any item in the package, in addition to, any other item specific SLA clause that may be applicable.
Finally, I / We agree to the following:
I. I/ We undertake that the prices are in conformity with the specifications/ requirements prescribed. I/ We undertake, if our bid is accepted, to deliver the services in accordance with the requirements of RISL and Department of Tourism. II. If our bid is accepted, we will give the Performance Security of Rs. ______for the due performance of the Contract, in the form prescribed by RISL. (If awarded both packages, the Performance Security must be submitted package-wise and not combined). III. I/ We agree to abide by this bid for a period of 180 (One Hundred Eighty only) days after the last date fixed for bid submission and it shall remain binding upon us and may be accepted at any time before the expiry of that period. IV. Until a formal contract is prepared and executed, this bid, together with your written acceptance thereof and your notification of award shall constitute a binding Contract between us. V. We understand that you are not bound to accept the lowest or any bid you may receive. VI. We agree to the terms & conditions mentioned in the Tender document.
Date: ______
Place: ______
Signature (in the capacity of): ______
Authorized Signatory: ______
Seal of the Company/Firm: ______
Page 151 of 151 (Final RFP After Pre-Bid Meeting) Signature & Seal of the Tenderer