Request For Proposal (RFP) For Selection of Build, Own, Operate, and Transfer (BOOT) Operator to set-up and manage Information & Communication Technology System (ICTS) Infrastructure For Gujarat State Disaster Response RFP Notice no. 03 of 2011 Date: 15 June, 2011 Issued by Gujarat State Disaster Management Authority Block No. 11, 5th Floor, Udyog Bhavan, Gandhinagar- 382011, Gujarat, India Tel: +91-79-23259025 / Fax: +91-79-23259275 email: [email protected] www.gsdma.org RFP Notice No.03 of 2011 Table of Contents DISCLAIMER 6 SECTION A – DEFINITIONS, ACRONYMS AND INTERPRETATION 8 I. Definitions 8 II. Acronyms 10 III Interpretation 12 SECTION – 1: OVERVIEW 13 1.1 Introduction: 13 1.1.1 Gujarat State: 13 1.1.2 Vulnerability to Disasters 13 1.1.3 Need Assessment: 14 1.2 Emergency & Disaster Management (DM) 14 1.2.1 DM Organisation – Gujarat State 14 1.2.2 Framework of Disaster Management System Activities 15 1.2.3 Planned Network Infrastructure 16 1.2.4 Emergency Operation Centers (EOC) 16 1.2.5 Emergency Resource Centers (ERCs) 17 1.2.6 State EOC-Concept of Operation 17 1.2.7 Brief description of the project 18 1.2.8 Deliverables 20 1.2.9 Available resources 20 1.2.10 Scope of work 21 1.3 Request for Proposal 22 1.3.1 Due diligence by Bidder 23 1.3.2 RFP Document and Tender Fee 23 1.3.3 Validity of the Bid 23 1.3.4 Brief description of the Bidding Process 23 1.3.5 Currency conversion rate and payment 24 1.3.6 Key Events and Dates 24 1.3.7 Communications 24 SECTION – 2: INSTRUCTIONS TO BIDDERS 26 A. GENERAL 26 2.1 Scope of Proposal 26 2.2 Eligibility of Bidders 26 Page 2 of 211 RFP Notice No.03 of 2011 2.3 Number of Bids 30 2.4 Cost of Bids 30 2.5 Acknowledgement by the Bidder 30 2.6 Right to reject any or all Bids 31 2.7 Contents of the RFP 31 2.8 Clarifications by Bidders 32 2.9 Amendment of RFP 32 2.10 Language 33 2.11 Format and signing of Bid 33 2.12 Technical Bid 35 2.13 Commercial Bid 36 2.14 Bid Security 36 2.14.1 Amount of Bid Security and currency 36 2.14.2 Rejection of Bids and Validity of Bids 37 2.14.3 Discharge of Bid Security of Unsuccessful Bidder 37 2.14.4 Discharge of Bid Security of Selected Bidder 37 2.14.5 Forfeiture of Bid Security 37 2.15 Modification and Withdrawal of Bids 37 2.15.1 Written Notice 37 2.15.2 Signing and Marking of Notice 37 2.15.3 Last Date for Notice 38 B. EVALUATION PROCESS 39 2.16 Evaluation of Bids 39 2.17 Confidentiality 40 2.18 Clarifications by GSDMA 40 2.19 Award of Project 40 2.20 Execution of Service Agreement 40 SECTION – 3: CRITERIA FOR EVALUATION 41 3.1 Evaluation of Bids 41 3.2 Evaluation of Technical Bids 41 3.2.1 Pre Qualification Criteria 42 Page 3 of 211 RFP Notice No.03 of 2011 3.2.2 Detailed Technical Criteria 44 3.3 Evaluation of Commercial Bids 46 3.4 Evaluation of Bid - Final Evaluation 46 3.5 Deciding Award of Contract 46 3.6 Notification to award to Selected Bidder 46 3.7 Performance Guarantee 46 SECTION – 4: FRAUD AND CORRUPT PRACTICES 47 SECTION – 5: MISCELLANEOUS 49 APPENDICES AND ANNEXES 50 Appendix A – Technical Bid Letter 50 Annex I – General Information about the Bidder 53 Annex II – Technical Solution 54 Annex III – Specifications of the IT Components 55 Annex IV – Manpower Details 56 Annex V – Deviations from Bid Terms & Conditions 57 Annex VI – Proforma of Bank Guarantee towards Bid Security 58 Annex VII – Certificate for Turnover, Net Worth and Net Profit 60 Appendix B – Power of Attorney 62 Appendix C – Power of Attorney to be provided by each of the Members of the Consortium (other than the Lead Member) in favor of the Lead Member 64 Appendix D – Format for the Consortium Agreement 66 Appendix E – Commercial Bid Letter 71 Annex I – Commercial Bid Form 72 Appendix F – List of Villages and Sub Divisions 73 List of Villages for setting up Alert and Warning Towers 73 List of Sub-Divisions (Talukas) for Setting up EOC 74 SCHEDULES AND ANNEXES 75 Schedule I – Scope of Work 75 1.1 General Requirements 75 Schedule I A – Project Management 78 1.1 The Project Plan 78 1.2 Project Implementation 78 1.3 Quality of supplied equipment and material: 78 1.4 Installation 79 Page 4 of 211 RFP Notice No.03 of 2011 1.5 Testing 79 1.6 Integration and Commissioning 79 1.7 Documentation 79 1.8 Training 80 1.9 Roles and responsibilities 81 1.10 Operating Expenses (OPEX) of GSDR-ICTS Operator 84 1.11 Implementation Time Schedule for GSDR-ICTS 85 Schedule II - GSDR-ICTS Technical Requirements 86 2.1 Introduction 86 2.2 Connectivity and Internetworking requirements 86 2.3 Core Service Requirements 86 2.4 Existing Application List 87 2.5 Existing Physical Resources / Infrastructure 87 2.6 GSDR-ICTS Design Criteria 87 2.7 High levels of Availability 90 2.8 Survivability 92 2.9 Deployment & Response Times 92 2.10 Maintainability & Upgradeability 92 2.11 Open Standards 93 2.12 Cost 93 2.13 Scalability 93 2.14 Quality of Service 93 2.15 Compliance with Service Agreement 93 Annex I – Technical requirements at Emergency Operation Centers Facilities 95 1.1 Emergency Operation Centers (EOCs) 95 1.2 Infrastructure provided by GSDMA 95 1.3 SEOC Facility 95 1.4 District EOC 103 1.5 Emergency Resource Centre (ERC) 103 1.6 Taluka EOC 104 Annex II – Infrastructure and other facilities 105 1.1 Infrastructure services 105 1.2 Information Management Portal 105 1.3 Incident Management Application 107 1.4 Network Management System and Service Level Reporting 108 1.5 Portable VSAT system 108 1.6 Emergency Response Vehicle (ERV) 109 1.7 VSAT Network 109 1.8 VHF Radio systems 110 1.9 Alert and Warning System 111 1.10 Passive Networking 112 Annexure III - Detailed technical specifications of important sub-systems 113 1.1 Information Management System Portal (IMSP) 113 1.2 Technical Specifications for Incident Management Application 114 1.3 Technical Specifications for VSAT System 117 1.4 Components and capability requirements for ERV 126 1.5 Alert/ Warning Announcement System 129 Schedule III - Service Agreement 131 Page 5 of 211 RFP Notice No.03 of 2011 Disclaimer The information contained in this Request for Proposal document or subsequently provided to Bidders, whether verbally or in documentary or any other form by or on behalf of GSDMA (as defined in below) or any of its employees or advisers, is provided to Bidders on the terms and conditions set out in this RFP and such other terms and conditions subject to which such information is provided. This RFP is not an agreement and is neither an offer nor invitation by GSDMA to the prospective Bidders or any other person. The purpose of this RFP is to provide interested parties with information that may be useful to them in the formulation of their Bids pursuant to this RFP. This RFP includes statements, which reflect various assumptions and assessments arrived at by GSDMA in relation to the Project. Such assumptions, assessments and statements do not purport to contain all the information that each Bidder may require. This RFP may not be appropriate for all persons, and it is not possible for GSDMA, its employees or advisers to consider the objectives, technical expertise and particular needs of each party who reads or uses this RFP. The assumptions, assessments, statements and information contained in this RFP, may not be complete, accurate, adequate or correct. Each Bidder should, therefore, conduct its own investigations and analysis and should check the accuracy, adequacy, correctness, reliability and completeness of the assumptions, assessments and information contained in this RFP and obtain independent advice from appropriate sources. Information provided in this RFP to the Bidders is on a wide range of matters, some of which depends on the issue of interpretation of law. The information given is not an exhaustive account of statutory requirements and should not be regarded as a complete or authoritative statement of law. GSDMA accepts no responsibility for the accuracy or otherwise for any interpretation or opinion on the law expressed herein. GSDMA, its employees and advisers make no representation or warranty and shall have no liability to any person including any Bidder under any law, statute, rules or regulations or tort, principles of restitution or unjust enrichment or otherwise for any loss, damages, cost or expense which may arise from or be incurred or suffered on account of anything contained in this RFP or otherwise, including the accuracy, adequacy, correctness, reliability or completeness of the RFP and any assessment, assumption, statement or information contained therein or deemed to form part of this RFP or arising in any way in this Bidding Process. GSDMA also accepts no liability of any nature whether resulting from negligence or otherwise however caused arising from reliance of any Bidder upon the statements contained in this RFP. GSDMA may in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information, assessment or assumption contained in this RFP. The issue of this RFP does not imply that GSDMA is bound to select a Bidder or to appoint the Selected Bidder, as the case may be, for the Project and GSDMA reserves the right to reject all or any of the Bids without assigning any reasons whatsoever.