POLICE TELECOMMUNICATION HEADQUARTERS, MADHYA PRADESH, Bhadbhada Road, BHOPAL Re-Tender Document. For

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1 POLICE TELECOMMUNICATION HEADQUARTERS, MADHYA PRADESH, Bhadbhada Road, BHOPAL Re-Tender Document For Procurement, Design, Supply, Testing, Installation, Commissioning & Maintenance of Digital Open Standard Radio Trunking System in 800 MHz with all accessories for Ujjain City, M.P. Police (Tender No. PDM/PUR/F-1089-A/2014 Bhopal, Date 28/11 /2014) DIRECTOR GENERAL OF POLICE Through, SSP (Radio) M.P. Bhopal Bhadbhada Road, Bhopal, M.P. Phone: Fax: Tender No. PDM/PUR/F A /2014 1

2 Table of Contents Disclaimer 4 Section I: Invitation for proposal 4 1. Executive Summary 4 2. Reference : Notice Inviting Tender (NIT) Tentative Bid Schedule 7 4. Definitions General conditions Compliant Tenders/Completeness of Response Pre-Bid Conference, Validity of Tender Bid Pre-Qualification (PQ)/Eligibility Criterion Consortium/Joint Ventures, Bank Solvency Certificate Section II: Instructions to Bidders Procedure for submission of proposals Language, Earnest Money Deposit Document comprising, Bid Packet Consist of, PQ Bid Docs Technical Bid Docs Financial Bid Docs Bid opening & Evaluation Procedure Security Deposit/PBG Agreement with successful bidder, Ethical conduct of the bidder Tendering process flow 26 Section III: Terms and conditions Use of RFP docs, Change in minimum specified work Condition of item supplied Acceptance test Inspection/tests of items/equipment Payment Terms & Schedule, General terms of payment Service level agreement (SLA) SLA, SFM monitoring, Liquidated damages Termination of the contract for default Suspension, Confidentiality, Arbitration Source Codes, Copy Rights, Design, Patents, Intellectual property rights and Indemnity Liability Warranty & Post warranty support, Limitation of Liability 37 Tender No. PDM/PUR/F A /2014 2

3 30. Bidder s Personnel Right to vary quantities 38 Section IV: Scope of work and detailed technical specifications Scope of Project Frequency Allotment, Capacity Building & Training, Scope of training Geographical coverage, Time schedule for various tasks, Capacity building/ Training- Deliverables and Timelines, CADS Integration Documentation Technical specifications of equipments Section V: BID Proposal FORMS 63 Envelope-I (Pre-Bid Qualification ) 37. Form- I: Bid Proposal sheet Form- II: Particulars and Eligibility of Bidder Form -III: Eligibility Condition Form- IV: Financial status of Sole Bidder Form -V: OEM Authorization Certificate Form- VI: Undertaking Form-VII: Declaration Form - VIII: Non-Malicious Code Certificate Form - IX: Undertaking on Exit Management and Transition 75 Envelope-II (Technical-Bid) 46. Form - X: Bill of Quantity Form -XI : Technical compliance statement Form- XII Performance Statement Form- XIII Technical Personnel Statement Form- XIV: Deviations from tender document conditions 81 Envelope-III (Commercial-Bid) 51. Form- XV: Financial Bid Form- XVI: Bill of Material (BOM) Form- XVII Additional Spare Parts List Form- XVIII Bank Solvency Certificate 87 Section VI: Agreement, Annexure & Bank Guarantee Draft of Agreement and Annexure A to B Bank Guarantee Extract of GOP ANNEXURE A (Coverage Area for site survey) ANNEXURE B (List of Places) NIT (Hindi version) 102 Tender No. PDM/PUR/F A /2014 3

4 Disclaimer This Tender Document (also referred as Request for Proposal or RFP ) is not an agreement and is not an offer or invitation by MP Police to any Bidder other than the one that qualifies based on evaluation of submitted bids. The purpose of this tender document is to provide information to the potential Bidders to assist them in responding to this tender document. Though this tender document is prepared with sufficient care to provide all required information to the potential bidders, they may need more information than what has been provided. In such cases, the potential bidder is solely responsible to seek the information required from MP Police, at his / her own cost. MP Police reserves the right to provide such additional information at its sole discretion. In order to respond to the tender document, if required, and with the prior permission of MP Police, the potential bidder may conduct his own study and analysis, as may be necessary. MP Police makes no representation or warranty and shall incur no liability under any law, statute, rules or regulations on any claim the potential bidder may make in case of failure to understand the requirement and respond to the tender document. MP Police may, in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information in this tender document. SECTION I. Invitation for proposals 1.1 Executive Summary MP police is currently operating APCO 25 based Radio Trunking System at 800Mhz + frequency in Ujjain city. In view of Sinhasth-2016, it desires to set up new Radio Trunking System based on open Trunking technology. System must cater up to 16 Channels per site and 2000 talk group and must be able to handle 5000 sets at a time at its peak load capacity without loss of signal quality. Tender No. PDM/PUR/F A /2014 4

5 1.2 REFERENCE :: NOTICE INVITING TENDER (NIT) NIT for Website uploading POLICE TELECOMMUNICATION HEAD QUARTERS, M.P., Bhadbhada Road, Bhopal Fax No , NIT No. PDM/ Purchase/F A /2014, Dtd. 28/ 11 /2014 //Open Tender Notice// Sealed tenders are invited by Senior Superintendent of Police (Radio) MP Bhopal on behalf of DGP MP Bhopal for the following items :- ITEM NO. 1 ITEM NAME Procurement, Design, Supply, Testing, Installation, Commissioning & Maintenance of Digital Open Standard Radio Trunking System (800 MHz Band) with complete accessories, for Ujjain city (As per detailed Technical Specifications given under Clause No. 4.8 of Section- IV ) QTY. Complete System with 500 Mobile, 100 Base/Static sets, 1500 Hand Held digital trunk Radios Required EMD Rs Lakhs in shape of BG for one year issued by any Indian Nationalized Bank 1. Cost of tender documents is Rs. 30,000/- [(Tender fee) (Rupees thirty thousand only)] which is non refundable and cannot be exempted in any condition. 2. This is a Turn Key Project 3. Tender form can be obtained up to 1200 hrs. on 12/01/2015 from the office of SSP(Radio) an any working day on payment of Rs. 30,000/- as tender fee by way of D.D. in favor of SSP(Radio) MP Bhopal or submission a copy of M.P. treasury challan of Rs. 30,000/- under the head 0055-Police Miscellaneous Receipt. Tender form can also be download from website of MP Police ( Bid on down loaded form will only be considered when submitted with demand draft/b.d/treasury challan of tender fee worth Rs. 30,000/- 4. Schedule : (i) Pre-Bid Meeting: - will be held on 12 /12/2014 at 1100 Hrs. at Police Telecom. HQ. Bhopal (ii) Last date of submission of Sealed Tender:- 12 /01/2015 at 1500 hours. (iii)pre-qualification Bid will be opened on:- 12 /01/2015 at 1600 hours. 5. Technical bid, financial Bid and EMD are to be submitted separately in sealed envelops. All the three envelops should then be packed in one larger envelop super scribed on the top left hand side as Tender for Digital Radio Trunking System for Ujjain City, year Sr. Superintendent of Police (Radio) Madhya Pradesh, Bhopal Tender No. PDM/PUR/F A /2014 5

6 1.2.2 NIT for News Publication POLICE TELECOMMUNICATION HEAD QUARTERS, M.P., Bhadbhada Road, Bhopal Fax No , NIT No. PDM/ Purchase/F A /2014, Dtd. 28/ 11/2014 //Open Tender Notice// Sealed tenders are invited by Senior Superintendent of Police (Radio) MP Bhopal on behalf of DGP MP Bhopal for the following items :- ITEM NO. 1 ITEM NAME Procurement, Design, Supply, Testing, Installation, Commissioning & Maintenance of Digital Open Standard Radio Trunking System (800 MHz Band) with complete accessories, for Ujjain city (As per detailed Technical Specifications given under Clause No. 4.8 of Section- IV ) QTY. Complete System with 500 Mobile, 100 Base/Static sets, 1500 Hand Held digital trunk Radios Required EMD Rs Lakhs in shape of BG for one year issued by any Indian Nationalized Bank 1. Cost of tender documents is Rs. 30,000/- [(Tender fee) (Rupees thirty thousand only)] which is non refundable and cannot be exempted in any condition. 2. This is a Turn Key Project 3. Tender form can be obtained up to 1200 hrs. 12/01/2015 from the office of SSP(Radio) M.P. Bhopal or can be download from website of MP Police ( & visit also for detail information about tender. 4. Schedule : (i) Pre-Bid Meeting :- will be held on 12/12/2014 at 1100 Hrs. at Police Telecom. HQ. Bhopal (ii) Last date of submission of Sealed Tender:- 12/01/2015 at 1500 hours. (iii)pre-qualification Bid will be opened on:- 12 /01/2015 at 1600 hours. Sr. Superintendent of Police (Radio) Madhya Pradesh, Bhopal Tender No. PDM/PUR/F A /2014 6

7 1.3 TENTATIVE BID SCHEDULE Tender Schedule is given below: # Work Item Tentative Dates 1. Publication of RFP for appointment of Bidder 2. Pre-bid queries 08/12/ Pre-bid meeting(s) 12/12/2014 at 1100 hrs. 4. Response to Pre bid queries Within one week /Corrigendum 5. Submission of Bids 12 /01/2015 at 1500 hours 6. Opening of bid envelope 12 /01/2015 at 1600 hours 7. Pre-qualification Assessment Within one week 8. Opening of Technical bid To be informed later 9. Technical Assessment Within one week 10. Financial Bid Opening To be informed later A Addressee and Address at which Tender document can be obtained/ are to be submitted: Note: Senior Supdt. of Police (Radio) Police Telecommunication Head Quarters, Bhadbhada Road, M. P. Bhopal The SSP (Radio) or M.P. Police shall not be responsible for any postal delay, nonreceipt or non-delivery of the Proposals. 2. The Committee(s) reserve all rights to open the envelopes and examine its contents or ask for clarifications or ask for revised proposals and the decision of the committee shall be final and binding. 3. The Competent Authority reserves all rights to reject any or all offers without assigning any reason whatsoever. 4. No bid shall be accepted through telegraphic means or over etc. 5. The representatives (Employee, Manager, Owner, Partner, and Director) of the bidders participating in the tender meetings including Technical Evaluation Committee meetings etc. must carry authorization letters from the bidder concerned. Tender No. PDM/PUR/F A /2014 7

8 1.4 DEFINITIONS: In this document, unless otherwise mentioned or expressed clearly, the terms mentioned below would have meaning as given below: 1. "Availability" shall mean the time for which the services and facilities are available for conducting operations from the equipment installed by vendor. 2. Bidder: The Firm/Company/entity that buys the tender document, signs and submits the Tender document and bids for the contract for Procurement, Design, Supply, Testing, Installation, Commissioning & Maintenance of Digital Open Standard Radio Trunking System (800 MHz Band) with complete accessories, for Ujjain city On Turn-Key Basis as the reference may indicate; it shall also include consortium, partners, JV partners, associates, licensee, collaborator, and agents. 3. Competent Authority: means Additional Director General of Police Telecom, Madhya Pradesh, Bhopal or any person notified by him. 4. Committee: Committee means committee(s) constituted by M.P. Police in relation to this process and includes Police Telecom Technical Committee and Central Purchase Committee as appointed by DGP MP, for the purpose of this Tender, and Supplies, Test & Acceptance Committee. 5. "Confidential Information" means any information disclosed to or by any Party to this Contract and includes any information in relation to the Parties, a third party or any information that may come to the knowledge of the Parties hereto / Bidder's Team by virtue of this Contract that: is by its nature confidential or by the circumstances in which it is disclosed confidential; or is designated by the disclosing Party as confidential or identified in terms connoting its confidentiality; but does not include information which is or becomes public knowledge other than by a breach of this Contract; 6. Consortium means and includes any type of legal arrangement among the persons entities, partners, presenting their offer as a single bid. Such an arrangement may be called consortium/association/joint venture or by any other name 7. "Contract" means the Agreement entered into between the M.P Police and the "Vendor" as recorded in the Contract form signed by the SSP(R) M.P and the " Vendor " including all attachments and Annexes thereto, the Tender and all Annexes thereto and the agreed terms as set out in the proposal, all documents incorporated by reference therein and amendments and modifications to the above from time to time; 8. "Effective Date" means the date on which the Contract is signed and executed by the M.P Police and successful bidder. 9. Final Acceptance Test/Acceptance Test: The test conducted by MP Police or its representatives for checking the availability of all the features/services/ functionalities in the system implemented by vendor as defined in the RFP. Tender No. PDM/PUR/F A /2014 8

9 10. Go-live: The date when the operation will start. 11. "Helpdesk Support" shall mean the 24 (Hr.) x 7 (days a week) round the Year center manned by staff provided by vendor which shall handle Fault reporting, Trouble maintenance and related enquiries during this contract. 12. "Intellectual Property Rights" means any patent, copyright, trademark, trade name, design, trade secret, permit, service marks, brands, propriety information, knowledge, technology, licenses, databases, computer programs, software, know how or other form of intellectual property right, title, benefits or interest whether arising before or after the execution of this Contract and the right to ownership and registration of these rights; 13. Lead Member of Consortium / Prime bidder: The Firm / Company that buys the tender, signs and submits the tender on behalf of consortium will be taken as the lead member of consortium and shall be taken as Bidder for the purpose of this tender document. Project implementation will be sole responsibility of prime bidder and thus liability of bidder would mean liability of prime bidder in case of consortium. 14. Party/Parties : Party/parties means the bidder and/or consortium partner 15. Penalty means the financial deduction imposed for non performing or delay performing or performing below the standards as required under this RFP, SLA or contract. 16. Purchaser: Purchaser means MP Police. Senior superintendent of police (Radio) [SSP(R)], Telecom Headquarters, Bhadbhada Road Bhopal shall be authorised person to act on behalf of M.P police in reference to this tender. 17. RTS (Radio Trunking System)- It includes all software and hardware as part of scope of work and technical specifications required ( As per Clause 4.8 of Section- IV) for satisfactory operation of system for Procurement, Design, Supply, Testing, Installation, Commissioning & Maintenance of Digital Open Standard Radio Trunking System (800 MHz Band) with complete accessories, for Ujjain city System Integrator: The System Integrator will be either the bidder or consortium which has the responsibility for complete scope of work i.e. Supply, Installation, Commissioning and Maintenance of Radio Trunking System for Ujjain city On Turn-Key Basis as per the scope of work and agreement with MP Police. 19. Tender Fee: Tender fee is the cost of a complete blank Tender Document with all detail Information about the tender like technical specifications of each items, all terms and conditions of tender, all Form/Forms, draft agreement & Bank guarantee format etc. 20. Training and capacity building : means and includes capacity building, sensitization and all tools and techniques to improve the productivity of police personnel. 21. Vendor / Supplier: means the Bidder (single bidder or the lead partner of the consortium) who has been declared the successful bidder and has been offered to enter into the agreement with the purchaser or who has entered into the agreement to execute the work/ provide goods and services within the scope of this tender. 22. WOL: means Wireless Operating License. Tender No. PDM/PUR/F A /2014 9

10 1.5 GENERAL CONDITIONS 1. While every effort has been made to provide comprehensive and accurate background information and requirements and specifications, Bidders must form their own conclusions about the SI support required. Bidders and recipients of this RFP may wish to consult their own technical and legal advisers in relation to this RFP; 2. Bidders are advised to study this RFP document carefully before participating. It shall be deemed that submission of Bid by the bidders has been done after their careful study and examination of the RFP document with full understanding to its implications. Any clarifications/resolutions of the doubts must be sought at or before the pre-bid conference. 3. All information submitted by Bidders may be treated as contractually binding on the Bidders, on successful award of the assignment by the MP Police on the basis of this RFP; 4. No commitment of any kind, contractual or otherwise shall exist unless and until a formal written contract has been executed by or on behalf of the MP Police. Any notification of bidder status by the MP Police shall not give rise to any enforceable rights by the Bidder. The MP Police may cancel this process at any time prior to a formal written contract being executed by or on behalf of the MP Police; and 5. This RFP supersedes and replaces any previous public documentation & communications, and Bidders should place no reliance on such communications. 6. All the required documents / certificates must be enclosed with concerning bids and duly filled up carefully after complete preparation of bid with showing the page no. correctly as required column. If the bidder, who wants to enclose some other additional relevant document, can add the list of such documents in a separate sheet. 7. The Competent Authority will be free to use the systems at any location in M.P. if required. The Bidder will provide implementation support on agreed terms and conditions. 8. If the Bidder / OEM introduce some updates on installed systems, the same will have to be offered to Competent Authority on mutually agreed rates. 9. Any call deposit pending with the Department in another connection cannot be adjusted for the present Tender. 10. The competent authority reserves the right to invite the fresh Tenders and to place orders against any quantity of any items in this Tender without specifying any reasons. 11. Director General of Police, MP may cancel the tender and all proceedings relating thereto without assigning any reason at any stage till the signing of the contract / agreement. Tender No. PDM/PUR/F A /

11 12. It will be imperative on each Bidder to fully acquaint himself with all the local conditions and factors, which would have any effect on the performance of the contract and cost of the goods. No request for the change of price or time schedule of delivery of goods shall be entertained, on account of any local condition or factor once the offer is accepted by the M. P. Police. 13. Sealed offers prepared in accordance with the procedures enumerated in Section II should be submitted to SSP(Radio), not later than the date and time laid down, at the address given in Clause no. 1.3 (Tentative Bid Schedule). 14. The requirement is for items mentioned as per Clause 4.8, Section IV and Bill of Material (BOM) Form-XVI. Bidders are also advised to ascertain whether they meet the eligibility criteria for bidding for the same. Bidders must quote for items in group and individual as mentioned in the schedule of requirement. Bids for incomplete items will not be accepted. Bidders should quote for all the items mentioned as in Clause 4.8, Section IV and Bill of Material (BOM) Form-XVI on a single responsibility basis. Bids with partial response are liable to be rejected. 15. Bidder will specify the detail Bill of Material (BOM) FORM-X and Bill of Quantity (BOQ) FORM-XVI as per the offered Radio Trunking Technology in the Bid. 16. Tenders with price variation clauses or with vague terms are liable to be ignored and rejected. Counter offers shall not be considered. Incomplete tenders are liable to be rejected. 17. This Tender is non-transferable. Assignment and subletting is not permitted. 18. Tender will remain valid for the acceptance in the next six months from the date of closure of bid. Conditional bid will not be entertained. 19. The successful Bidder should set up a local support set up in Ujjain, M.P. till the expiry of warranty period, within two month after awarding the tender. 20. The Bid should be submitted in four separate sealed envelopes duly marked as Prequalification Bid, Technical bid, Financial Bid and EMD. All these four envelopes should then be packed in one larger envelop super scribed on the top left hand side as Tender for Digital Radio Trunking System for Ujjain City, year % material shall be preferred to Entrepreneurs/ Suppliers belonging to SC/ST category of the State, and also registered with District Trade and Industries Centre.(documents should be attached) 1.6 Compliant Tenders / Completeness of Response 1. Bidders are advised to study all instructions, forms, requirements, appendices and other information in the RFP documents carefully. Submission of the bid / proposal shall be deemed to have been done after careful study and examination of the RFP document with full understanding of its implications; Tender No. PDM/PUR/F A /

12 2. Failure to comply with the requirements may render the Proposal non-compliant and the proposal may be rejected. Bidders must comply with all requirements as set out within this RFP; 3. The bidder should submit the forms including all supporting documentations as specified in this RFP and respond to each element in the order as set out in this RFP. 1.7 Pre-Bid Conference A pre-bid meeting of prospective bidders shall be held at 1100 hrs On 12/12/2014 at Conference Hall, at Police Telecommunication, Headquarters, M.P., Bhadbhada Road, Bhopal. The bidders or their authorized representatives may remain present, if they so desire. The objective of this conference is to address queries of the prospective bidders related to the Project. Bidders may forward their queries to sspradiompbpl@gmail.com, which shall be addressed in pre bid conference. The subject line of the s to be sent as pre-bid queries shall be: Pre-bid query Installation, Commissioning and Maintenance of Digital Radio Trunking System. The queries have to be sent in as an excel attachment. The format of the queries has to be as specified below:- S. No Page# Section Sub Section Details Clarification required / Suggestions Only those who have purchased this RFP document would be eligible to participate in the pre-bid conference. 1.8 Validity of the Tender Bid Offer should be kept open for acceptance for a period of six months from the date of submission of Tender Bid. A bid valid for a shorter period may be rejected by the purchaser as non-responsive. Any increase in rates within this period will not be entertained and will result in forfeiture of EMD and / or Security Deposit. During the validity period the M. P. Police will have right to demand additional quantity. 1.9 Pre-Qualification (PQ) / ELIGIBILITY Criterion (Refer FORM - III) S. No. Basic Require Specific Requirements Documents Required Tender No. PDM/PUR/F A /

13 ment 1 Legal Entity 2 Tax registratio n & Returns The bidder/ members of consortium must be a company registered under Companies Act, 1956 or the partnership firm registered under the partnership act, or a society registered under relevant society act or any other legal entity with existence in business since 01 Apr 2011 or before in India The bidders and all its consortium partners etc. should have their firm/entity registered with the Service tax, Sales tax / VAT department, with respect to Service tax, Sales Tax/VAT whichever is applicable and shall furnish self-attested copies of the same and their latest Service tax, Sales tax/vat assessment order/ Tax filing return form of the concerned department. 3 Turnover Total Turnover of the lead bidder in India over the last three financial years, i.e., from FY to (as per the last published audited balance sheets), should be at least INR 5 crores. (Form-IV) 4 Single Bidder/Co nsortium/ Associatio n/joint Venture 5 Experienc e The bidder may be single entity or consortium or association or joint venture. But all such persons/entities must notify among themselves one entity as lead bidder. Consortium should not exceed three members including lead bidder. The proposed Trunking solution from same OEM should have been deployed in at least three cities and be operational and working satisfactorily. (FORM-XII) Copy of registration certificate (s) Copy of Tax registration and return(s) CA certificate with CA s registration number/ seal Signed copy of the arrangement/agreement among such partners etc. of the bidder. Attach work order/ client acceptance certificate and completion and in operation certificate for each project. 6 OEM (Original Equipmen t Manufact urer) Certificati ons The bidder should submit valid authorization letter from each of the OEMs of Hardware, Software, and Application Software confirming following: 1.Authorization for bidder for quoting products with specific model /part numbers while Confirming that the product meets the technical & functional requirements. 2. OEM should certify that Products quoted are latest version and not going to be end of life in 5 years 3.OEM should Undertake that the support including spares, updates, patches, security The authorization certificate of OEM/s, as per components with make and model number (as proposed by bidder in technical bid) As per FORM-V Tender No. PDM/PUR/F A /

14 patches, fixes, bug fixes, wireless sets batteries for the quoted products shall be available for minimum 10 years 4. The OEM will also provide necessary support to the prime bidder to establish service center at Ujjain, M.P. (India) if contract is awarded to the bidder. 7 Blacklist Bidder shall not be black listed by any State / Central Government Department, Ministry or Agency as on bid submission date 8 Local support The selected prime bidder or consortium partner should give an undertaking for setting up a local support centre at Ujjain if is not there at present, within two months of award of the contract. For the purpose the vendor is to submit Technical Personnel Statement as per FORM-XIII FORM-VII, Self-Declaration Certificate that the bidder is not black listed as on the bid submission date. Self-Declaration Certificate to be enclosed in the bid duly signed by the authorized signatory of the prime bidder on its letter head Letter of Undertaking Consortium/Joint Ventures 1. Consortium/ Joint Ventures are allowed as part of this bid. The ownership and accountability in all respect will be with the lead/ prime bidder. Similarly employees made available on the project have to be on payroll of Prime Bidder or its consortium partner, unless specifically disclosed in the bid, like maintenance personnel of OEM etc. 2. The scope of work under this RFP can be categorized into two categories: Core activities (installation Management & Operation of the Radio Trunking System, Training, maintenance), and non-core activities (Setting up the civil and electrical works etc.). 3. Bidders may choose to sub-contract non-core activities as part of their bid. 4. In case of a consortium/ JV, the MoU signed between the consortium/ JV members should be enclosed as part of the bid. The MoU, at the minimum, should specify the following: a) Lead bidder of the consortium/ JV/Association etc. b) Clearly defined set of roles and responsibilities and liabilities for the various scope of work components. Tender No. PDM/PUR/F A /

15 5. An organization/ firm part of any of the consortium/ JVs, should not be part of any other bid/ consortium/ JV participating in this tender. 6. The consortium should be limited to maximum three partners only including lead partner. 7. The lead bidder will continue to be responsible for completion of all activities mentioned in this RFP and compliance to SLAs, irrespective of the fact whether the task has been sub contracted or the set task was assigned among themselves to any other consortium partners. 8. Bidder s key personnel/full time personnel provided in this project will be available to Purchase on demand as and when required to maintain the system Bank Solvency Certificate 1. The committee(s) would be having the right to interview call further information, call for any undertaking to satisfy itself that the bidder has required capacity to fulfill its obligations arising out of the award of contract to such bidder. The only successful bidder will deposit the Bank Solvency Certificate (FORM- XVIII ) of Total estimated Project value for Radio Trunking Project Ujjain of M.P. Police. 2 Bidder must understand that after opening the financial bid, if the financial capacity not found up to satisfaction level the bid may liable to be rejected. Tender No. PDM/PUR/F A /

16 SECTION II. INSTRUCTIONS TO BIDDERS 2.1 PROCEDURE FOR SUBMISSION OF PROPOSALS Address at which the bids are to be submitted Last date and time for the receipt of the bids Senior Superintendent of Police (Radio), Office of the Police Telecom Organization, Madhya Pradesh, Bhadbhada Road, Bhopal Up to 1500 Hrs. on 12/01/ Sealed offers prepared in accordance with the procedures enumerated below should be submitted to SSP(R) M.P Bhopal on or before the last date and time mentioned above. The bidder should submit their bids in four Envelopes i.e. EMD, Pre-qualification Bid, Technical Bid and Financial Bid All bids sealed individually should be kept in a separate sealed cover Super scribed with separate titles as specified below:- EMD for Digital Radio Trunking System for Ujjain City, year Pre-qualification Bid for Digital Radio Trunking System for Ujjain City, year Technical Bid for Digital Radio Trunking System for Ujjain City, year Financial Bid for Digital Radio Trunking System for Ujjain City, year The bidders should submit two sets each of Pre-qualification, and technical bid, one in original and one in duplicate. The bidder shall submit ONLY ONE Financial Bid in original, with the title mentioned as "Original Financial Bid". Each part of the bids should be properly indexed and bound with all pages numbered. The language of the bid and all documents related to the bid must be written in English language. If any document is in language other than English, then the bidder is required to enclose a self-attested translated English version of such documents. The bidder shall also submit the soft copy of Pre-qualification and technical bids on separate CDs in Microsoft Office format duly packed in the respective envelopes. The separate sealed envelopes of EMD, Prequalification Bid, Technical Bid and Financial Bid so prepared as above are to be kept in a single sealed cover super scribed with RFP Number, Due Date, Item and the wording "Do not Open Before 1600 Hrs. on 12/01/ No bid will be considered unless and until each page of the bid documents is duly Tender No. PDM/PUR/F A /

17 signed in original by the authorized signatory. Prices should not be indicated in the Pre-qualification or Technical Bid. It may lead to rejection of bid. All the columns of the quotation form shall be duly, properly and exhaustively filled in. The rates and units shall not be overwritten. Rates shall be both in the figures and words. It is mandatory for all bidders to quote F.O.R. destination Ujjain ( prices inclusive of all taxes i.e. excise duty, freight, sales tax, octroi, insurance, customs, service tax, etc. No any change shall be entertained in duties including sales tax, custom duty etc. after bid submission Financial Bids determined to be substantially responsive will be checked by the evaluation committee for any errors. If there is a discrepancy between the quoted rate in figures and the quoted rate in words, the rate in words will take precedence. Arithmetic errors will be rectified on the following basis :- If there is a discrepancy between the unit rate and the total cost that is obtained by multiplying the unit rate and quantity, the unit rate multiplied by quantity shall prevail and the total cost will be corrected unless in the opinion of the evaluation committee there is an obvious misplacement of the decimal point in the unit rate, in which case the total cost as quoted will govern and the unit rate corrected. If there is a discrepancy between the total bid amount and the sum of various costs, the sum of the various costs shall prevail and the total bid amount will be corrected The amount stated in the Form of Financial Bid will be adjusted by the evaluation committee in accordance with the above-mentioned point for the correction of errors and, shall be considered as binding upon the bidder. If the bidder does not accept the corrected amount of bid, its bid will be rejected, and the EMD shall be forfeited. Any omission in filling the columns of "units" and "rate" or pertaining to the Taxes/levies, service tax as applicable etc., shall deemed to be treated as inclusive in the total project cost. All corrections must be duly signed by the Bidder All the bid papers must be signed. The information submitted must be definitive and specific. Vague terms, incomplete information, counter offers, and 'uncalled for' correspondence shall not be entertained. The authorised signatory of the Bidder must sign each page and at the last page it must be clearly indicated that all the terms and conditions mentioned herein are acceptable to the Bidder unconditionally Bidder is required to submit the complete proposal along with annexure & brochures etc. The proposal has to be signed in original by the authorised representative of the Bidder. The proposal shall be exactly according to the presented formats given in the TENDER documents. All columns of the prescribed formats should be filled, and all questions in the tender document must be answered. Any additional information should be enclosed separately and referred to in the relevant column in the proposal formats. Modifications / rewording of formats shall not be acceptable. No column should be Tender No. PDM/PUR/F A /

18 marked as NIL or Zero, 0 etc. Where no price is proposed to be charged for any item or its parts required to be supplied, it should be clearly mentioned in so many words The Bidder is expected to examine carefully all instructions, forms, terms and specifications in the Tender document. Failure to furnish all information required in the Tender Document or submission of a proposal not substantially responsive to the Tender Document in every respect will be at the Bidders risk and shall result in rejection of the proposal Bidders may be asked by Technical Committee to demonstrate/technical presentation of their product. The same shall be at the cost of Bidder. 2.2 LANGUAGE The proposals prepared by the Bidder and all correspondences, documents relating to the proposals exchanged by the Bidder and the Competent Authority, shall be written in English / Hindi language. Competent Authority may permit any Bidder any printed literature or any document in any other language accompanied by authenticated English translation. For the purpose of interpretation only English translation shall be acceptable. 2.3 EARNEST MONEY DEPOSIT a. A sum of fixed amount (i.e. Rupees fifty Lakhs Only) mentioned in the RFP against the items should be deposited as Earnest money in the shape of FDR / Bank Guarantee Issued by any Indian Nationalized Bank, having validity period of 1 Year, pledged in favour of Senior Superintendent of Police (Radio), Madhya Pradesh, Bhopal. b. The Earnest money will not be refunded on any account what so ever till the Bids are finalized or scrapped and in the event of any firm backing out from their offer, the Earnest money is liable to be forfeited. c. No interest shall be claimed on E. M. Ds. Bids received without or with inadequate EMD shall be liable to rejected. d. Those exempted for payment of EMD, must enclose necessary documents like SSI / NSIC / DGS&D / MPLUN Registration. e. E.M.D. should be submitted in separate envelope duly marked as EMD. This EMD envelope should be kept into the big envelop along with pre-qualification bid, technical bid and financial bid envelope. f. Only lead member shall be liable to deposit EMD and security deposit. g. It would be the responsibility of the bidder to collect back its EMD and samples if any, on being intimated by the Purchaser. Tender No. PDM/PUR/F A /

19 2.4 Documents comprising the bids The bids prepared by the bidders according to the procedure mentioned at clause no. 2.1 should comprise of the following: Bid Packet shall consist of the following:- i. Authorisation letter given to the bidder to its representative to sign and submit the bid document on his behalf. ii. Consortium MoU, if applicable iii. Sealed envelope containing the Earnest Money Deposit as mentioned at clause no. 2.3 iv. The RFP document in original duly signed on each page acknowledging the terms of RFP. v. Sealed envelope containing the original and duplicate Pre-qualification Bid. vi. Sealed envelope containing the original and duplicate Technical Bid. vii. Sealed envelope containing the original Financial Bid. viii. CD containing soft copy of pre-qualification and technical bid in pdf format Pre-Qualification Bid Documents S. No. Type of the documents Required Format 1 Bid proposal sheet duly filled in, signed and complete in all Form I respects. 2 Particulars and Eligibility of Bidder Form II 3 Eligibility Conditions Form III 4 Financial Status (Turnover) Form IV 5 Manufacturer authorization/oem certificate to be given by Form V the original equipment manufacturer on its letter head to be submitted in original with clear name, designation, id, phone no both landline and mobile no s of the signatory. Also the official web site of OEM should be provided 6 Undertaking Certificate for each member of consortium Form VI regarding deduction of taxes 7 Declaration by the bidder which includes the undertaking for Form VII management that the bidder/consortium/consortium members are not blacklisted by any government or semi government body in the country, IPR, Patent and design non violation certificate. 8 Non-Malicious Code Certificate Form VIII 9 Undertaking on exit management and transition Form IX Tender No. PDM/PUR/F A /

20 2.4.3 Technical Bid Documents S.No. Contents Required Format 1 Bill of Quantity (BOQ) Form-X 2 Detailed Compliance Statement as per given Technical Specifications Form-XI 3 Performance Statement Form-XII 4 Technical Personal Statement Form-XIII 5 Deviations from tender document conditions Form-XIV 6 Comprehensive Project Plan including the implementation methodology, Plan for capacity building and training etc., Risk Management Plan, Solution design, detailed technical literature of the systems offered to enable a clear understanding of various technical aspects.. 7 An undertaking that the Radio Trunking System shall be complete in all respect adhering to the requirements of this RFP 8 Technical specification of all the equipment and accessories quoted for this project as per Clause 4.8 of Section IV along with BOQ as per Form X 9 Technical Deviations (As per the format given in Form XIV) 10 All other documents which are required to prove the bidder s compliance with respect to the technical evaluation criterion given in the RFP (As per the bidder s format on Bidder s letter head) 11 Any other information if required Tender No. PDM/PUR/F A /

21 2.4.4 Financial Bid Documents S. No. Type of the documents Required Format 1 Financial Bid with price in INR Form XV 2 Bill of Material with price in INR Form XVI 3 Price-List of additional spare parts which are mostly required to maintain the system Form XVII Note:- 1. Bid prices duly filled, signed and complete as per the price schedule on the prescribed formats as mentioned above. 2. Price-List of additional spare parts which are mostly required to maintain the system is required for future references and will not count in project cost to decide the qualifying bidder. 3. Comprehensive AMC cost after warranty period for next three years should be mentioned on Form-XVI at Sr. No Cost of extended three year warranty should also be mentioned in Form-XV at Sr. No. 9. It will not be added in current project cost (i.e. cost of project with 2 years standard warranty). 5. After standard warranty period, The Competent authority may take decision on these quoted prices to extend warranty or go for AMC. 2.5 Bid Opening and Evaluation Procedure The pre-qualification bid will be opened first. The authorized representatives may remain present at the time of opening of bid. The information submitted would be checked by the committee and those found not conforming to prequalification criteria shall be rejected. The person(s) present at the time of Prequalification examination must be well versed with the bid and must be in position to submit clarification and tender undertaking binding on the bidder Place, Time and date of opening of the bids Place Pre-qualification bid Technical bid Financial bid Office of Senior Superintendent of Police (Radio), Bhadbhada Road, Bhopal At 1600 hrs on 12/01/2015 To be notified later To be notified later Tender No. PDM/PUR/F A /

22 2.5.3 The technical bid of only bidders qualifying in pre-qualification stage shall be opened. The information submitted by the bidders shall be tabulated and compared with specifications given in the Tender Document. It will thus be ascertained whether the bidder solution / offerings qualify to the requirements and the product offered by the bidder matches with the specification of the Purchaser as given in the Technical Specifications in this Tender Document The Bidders shall arrange Technical presentation and demonstration regarding their quoted Equipment / Items within a period of 7 days from the opening of the technical bids to show that they fully conform to this tender. The bidders will be intimated the exact date and time slot for them. The Bidder must present detailed technical specifications (datasheets) in case of all equipment / Items which are quoted for technical evaluation. The bidder will have to give a power point presentation regarding the offered solution and is expected to be ready to give clarification to technical committee as and when required The bidders are advised to make all necessary arrangement for the presentation of items well in advance as they will be required to adhere to the time schedule given to them soon after bid opening / technical bid evaluation The absence of specifications details regarding any equipment to be supplied under this RFP implies that best general practices will prevail and that first quality material and workmanship will be applied. Certification standards, when available, for the proposed equipment and materials, will prevail. It is completely the prerogative of MP Police to accept/ disapprove a deviation, which may/ may not lead to disqualification of the bidder M.P Police reserves the right to ask for any additional information, as it may deem necessary to evaluate the bid proposal at any stage before execution of contract. Bidders that fail to submit additional information or clarification as sought within 10 days of the receipt of letter requesting for such additional information and/or clarification, their bids will be evaluated based on the information furnished along with the bid proposal The committee would be entitled to call for any further information, document, and undertaking and may also interview the authorized representative of the bidder in order to satisfy itself about the eligibility, capability and capacity of the bidder and technical specifications/trustworthiness of the product. The committee would be within its right to get any secret or open enquiry conducted for the purpose. M.P Police reserves the right to contact and verify bidder's information, references and data submitted in the bid proposal without further reference to the bidder The information, documents submitted and undertaking given by the bidder or its authorized representative to the committee should be deemed to be the Tender No. PDM/PUR/F A /

23 part of the technical bid of the bidder. The decision of the committee on technical suitability of the offer shall be final Criterion for opening of Financial Bid Financial bids of only technically acceptable bidders shall be opened. Rest bids shall not be considered. The short-listed bidders will be intimated about the date and time accordingly for opening of financial bid. At the time of the opening of Financial Bids, authorized representatives may remain present. No further discussion/interface will be held with the bidder whose bid has been technically disqualified / rejected Opening of Financial bids Once quoted, the bidder shall not make any subsequent price changes, whether resulting or arising out of any technical/ commercial clarifications sought regarding the bid and any deviation or exclusion should be specifically stated in the bid. It is expected that all clarifications are sought and the bid requirements understood clearly by the bidder before submitting the bid. Such price changes shall render the bid liable for rejection. Though formats for Technical bid and Financial Bids are given separately, bidder shall add his remarks and comments under "any other relevant matter. Notwithstanding the fact that the RFP is descriptive, if the bidder feels that the RFP is deficient in any way should include the same under "any other" with explanation in Technical Bid and Financial Bid. No additional marks would be given under technical evaluation and the proposals received will be considered as an offer to satisfy the requirements of M.P Police as described in this Request for Proposal and bidder shall be obligated to implement the project as per scope of work finalized by M.P Police It shall not be obligatory to accept only the lowest financial bid. All or any bid may be rejected. The essence is that only such bid that in the opinion of competent Authority is most suitable for MP Police shall be selected. 2.6 Security deposit/performance Bank Guarantee MP Police will require the selected Bidder to provide Performance Bank Guarantees, within 10 days from the Notification of award of tender, for a value of 10% of awarded value. The Performance Bank Guarantee shall be kept valid for Warranty period. The selected Bidder shall be responsible for extending the validity date and claim period of the Performance Guarantee as and when it is due on account of non-completion of the project and Warranty period. In case the selected Bidder fails to submit performance Guarantee Tender No. PDM/PUR/F A /

24 within the time stipulated, MP Police at its discretion may cancel the order placed on the selected Bidder after giving reasonable notice. MP Police shall invoke the performance guarantee in case the selected Bidder fails to discharge their contractual obligations during the period or MP Police incurs any loss due to selected Bidder s negligence in carrying out the project implementation as per the agreed terms & conditions. 2.7 Agreement with successful bidder The draft copy of the agreement shall be provided to the successful bidder. The successful Bidder will have to enter into an Agreement with the Police Telecom. HQ, MP Bhopal for the performance of the contract on Rs.1000/- non judicial stamped paper, within 10 days of the communication of the final order on bids, the cost of which has to be borne by the Bidder. The MP Police shall provide Performa for such an agreement Till such an agreement is signed and PBG is submitted, there is no liability for the purchaser and Competent authority or DGP may scrap the tender or any of it part without assigning any reason at any time before the signing of the agreement. In case of scrapping of tender or its part M.P. Police will not liable for any loss or cost to bidder. Till the signing of agreement the tender shall bear its own cost for all the activities relating to this tender No modification of the terms and conditions of the Contract Agreement shall be made except by written amendments signed by the both successful bidder and M.P police. Generally variation in the terms and conditions of the Agreement is not permitted. 2.8 Ethical conduct of the bidders The bidder or its representative shall not make any cartel or group to influence the bidding process or the price to the disadvantage of the Government The bidder or its representative shall not enter into uncalled for correspondence with competent Authority or any of his subordinate with respect to this tender Where the bidder requires any information with respect to this tender, it or its authorized representative shall interact with SSP (Radio) only during office hours either in person or on his official phones. Bidders or their staff/agents/employees are strictly prohibited to interact with any M.P. Police staff, subordinate in rank to SSP (Radio) on any matter what so ever. Such unethical behavior shall lead to automatic disqualification of bid Where the bidder is not satisfied with any decision of the SSP (Radio), or any of the committee, it has liberty of representing its case before competent Authority or his nominee. But indulging into anonymous or pseudonymous petitions etc. shall be taken to be unethical practice. Tender No. PDM/PUR/F A /

25 2.8.6 Bidders must appreciate that only most suitable tender can be accepted and hence all the tenders cannot be accepted, so losing out the bid is also one of the business proposition well known to the bidder well in advance. Therefore any indiscreet conduct post disqualification would amount to be an unethical behavior The bidder after being awarded the work, during / after its completion and during / after the warranty and maintenance period shall not indulge into monopolistic or restrictive trade practices and shall not take advantage of its position / being privy to the knowledge of the system while working out the costs of spares, maintenance, bug fixing, additional programming to increase marginal but additional functionalities in the software etc. Tender No. PDM/PUR/F A /

26 Tendering Process Flow Notice Inviting Tender Opening of Pre-Qualification Bid & it s Evaluation Opening of Technical Bid of Eligible bidder Technical Demonstration/Presentation/ Field trial etc. by bidder Evaluation of Technical proposal & short-listing of tender found to be having offered minimum required technically qualified bid Opening of Commercial bid of short listed Bidders Evaluation of offers and finalization of suitable bid Intimation to successful bidder & invitation to execute agreement, Purchase order to the successful bidder Receipt of supplies/execution of contract as per defined scope of work Final Acceptance and Test checks e-payment to supplier through bank account as per payment terms Tender No. PDM/PUR/F A /

27 SECTION-III TERM S AND CONDITIONS 3.1. Use of RFP document and other Information This RFP document is property of MP Police Department and shall be purchased by bidders who wish to respond to this RFP. For the scope of work please refer Clause 4.1 of section IV of this document. The decision of the competent authority on this scope of work, its interpretation and implications etc. shall be final. Where the vendor disagrees with the decision of competent authority, it may submit its averments, which shall be referred to appropriate committee and matter shall be referred to DGP MP where decision shall be final and binding on the parties Change in the minimum specified work The RFP document details the minimum scope of work to be undertaken by the bidder w.r.t. goods and services. Any change in the minimum specified work shall be governed by the following conditions: a) Competent authority may give written intimation to the successful bidder in case any changes are to be made in the minimum specified work b) The successful bidder shall not perform changes in the minimum specified work, until competent authority gives permission for such change in writing on the basis of estimate provided by the successful bidder. c) Mutually agreed change in the minimum specified work shall constitute as a part of the contract agreement and all the provisions and contract agreement shall apply on the said change. d) Any change in the minimum specified work that may be required for the successful implementation of the project and not involving any significant additional costs shall be carried out by the successful Bidder at no additional cost or expense to the M.P Police Condition of items to be supplied a) All the items proposed to be supplied must be brand new and unused before. Pre-used items must not be supplied. b) This is subject to the condition that the materials are securely packed by the successful bidder in sound containers and the consignment is accepted by the carriers without any adverse remarks as to the packing or the condition of the containers. In case of any adverse remarks, the responsibility for the losses in transit will rest with the successful bidder. Tender No. PDM/PUR/F A /

28 c) The successful bidder will not be entitled to charge or be paid for supplies broken, lost or damaged in transit. Such supplies shall be removed by the successful bidder at his own expense. The decision in this regard taken by M.P Police shall be binding and final. d) No product supplied under this RFP should be end of life or likely to go obsolete in next 5 years Acceptance test MP Police may have the acceptance test done by its representatives, prospective users, Testing Committee of the officials as nominated by M.P. Police at any time after site completion, at its own cost and convenience. The bidder would be required to cooperate with such representatives/third party and provide the required support for this activity The acceptance test shall involve successful supply, delivery, installation & commissioning of all hardware and related software in the Radio Trunking System. (a) All the required hardware and software must be installed and working properly. (b) The successful bidder can be asked to demonstrate all the features/facilities mentioned in the bid and product brochures attached along with the bid as well as technical requirement as laid down in various section of the RFP. (d) During this period, the installed systems must demonstrate its capability of providing the services enumerated in the contract, RFP document and claimed by the bidder in its bid and specified in the catalogues attached with the respective bid. Successful bidder will arrange the test equipment, if required for performance verification. Successful bidder will also provide documented test results On the successful completion of the acceptance test and after M.P Police is satisfied with the working of the entire systems at Radio Trunking System, the acceptance certificate will be given. The date on which such certificate is issued shall be deemed date of the successful commissioning of the system for the purpose of starting the warranty and project management period If the quality and the quantity of the items supplied by the vendor are found unacceptable, the successful bidder shall be held responsible for covering up the loss in terms of both quantity as well as quality wise. All the related payments to the successful bidder as per the payment schedule mentioned in the RFP would be made after the successful clearance of the following acceptance tests The successful bidder shall ensure that the cabling and crimping/termination is done in accordance with the industry standards and supported by the Original Tender No. PDM/PUR/F A /

29 Equipment Manufacturer (OEM) fully tested and certified for operations for a minimum period of 5 years All the functionality, features and configuration relevant to this project shall be documented and demonstrated by the successful bidder to the purchaser Inspection/tests of the items/equipment Inspection team deputed by M.P police shall have the power to inspect the items before, during or after installation and to reject the same or any part or portion, if they are not satisfied that the same is not at par or according to the specifications submitted by the successful bidder. The hardware equipment, if required, can be put to the operational test before the same are delivered to M.P police. The successful bidder shall not be paid for supplies rejected in such case Successful bidder shall neither claim nor be entitled to payment for any damage that rejected supplies may suffer from any harm whatsoever incidental to a full and proper examination and test of such supplies. M.P police shall be under no liability whatsoever for rejected items and the same will be at the successful bidder's risk. Rejected supplies shall be removed by the successful bidder at his own expense within 10 days after notice has been issued to him of such rejection and failing such removal of rejected goods, they will be at bidder s risk Super inspection of already inspected may be carried out at the discretion of the M.P Police after installation, by such officer or team of officers as may be authorized by competent authority The Competent Authority shall have the right to inspect the item/equipment /work or get it inspected by his agent or any authorized officer at any stage The bidder must have suitable facilities at his establishment/workshop /R&D center for carrying out various performance tests. A functional & reliability test may be carried out at the Bidders center or any other place decided by the competent authority. Reliability of the system shall be demonstrated to the satisfaction of the purchaser The Purchaser shall have the right at all reasonable terms to inspect, at the Bidder s premises all the drawings, manufacturing, testing procedure and any part or the works at any time after the submission of the tender. Tender No. PDM/PUR/F A /

30 3.6. Payment Terms for Installation, Commissioning and Maintenance of Radio Trunking System for MP Police All the hardware & software equipment required for the Radio Trunking System (RTS) according to the specifications in RFP, need to be provided by the Bidder & the same shall form the part of Financial Bid No payment shall be released in advance % of the total value of the entire project will be paid against commissioning and go-live of the project. The remaining 20% shall be paid in two equal quarterly installments after system go live Vendor shall provide warranty and handholding support for a period of 2 years after go live. Annual maintenance costs should be separately quoted by vendor for 3 subsequent years after expiry of warranty Taxes if any, will be deducted at source as per the relevant act/s. The Bidder's request(s) for payment shall be made to the Purchaser in writing accompanied by the details of work executed, supported with evidence of accomplishment of the item wise work. PAYMENT SCHEDULE S.N. Milestone Timeline Payment % Required Docs. 1 2 Radio Trunking System golive Successful Operation of Radio Trunking System and successful completion of training after 6 months of GO LIVE 18 weeks after signing of contract and handing over the WOL of RTS Ujjain whichever is later The payment will be made on quarterly basis in 2 installments after Go-Live of Radio Trunking System 80% of quoted price Rest amount i.e. 20% Payment in equal half yearly installments Bill in triplicate, Material Check-Test Report, Stock Verification Report, Installation & Commissioning Report, Final Acceptance Report Bill / Invoice in triplicate, Training performance Report, Quarterly System performance Report Tender No. PDM/PUR/F A /

31 General Terms of Payment Based on the payment milestones against hardware delivery and inspection as mentioned in the RFP, the successful bidder will prepare Delivery Challan and invoice in triplicate. The original delivery challan should be sent by the successful bidder to the M.P Police The second copy of Delivery Challan will be returned to the successful bidder by the respective designated officer of M.P Police with the quantities or numbers received duly noted and signed thereon The successful bidder shall raise the invoice in the name of SSP (R) M.P, Bhopal and the said duly verified bills along with duly verified challans by the officials of M.P police shall be sent formally to SSP (R) M.P., Bhopal for release of the payment Eligible quarterly payments shall become due from the date of issuance of final Acceptance Certificate by M.P police. The successful vendor's request for payment shall be made at the end of each quarter by invoices along with supporting documents such as Performance statistics, Log of Service, Down time calculation and Uptime percentage as carried out by M.P Police and any other document necessary in support of the service performance acceptable to competent authority Payment will be made on receipt of such invoice with all acceptance reports & concerning documents after verification and after deducting suitable taxes and any Penalties as Per the SLA. The Police Dept. will release the payment within 30 days of submission of invoice subject to invoice and all supporting documents being in order. No any extra charges/interest will be payable to the bidder for any delay in payment due to govt. official process Performance Bank Guarantee will be released after the completion of warranty period The currency or currencies in which payments shall be made to the supplier/ selected bidder under this Contract shall be Indian Rupees (INR) only All remittance charges will be borne by the supplier/ selected bidder Advance payments will not be made. Any penalties and liquidated damages and/or penalties, as applicable (as per the SLA given in the RFP), for delay and nonperformance, as mentioned in this bidding document, will be deducted from the due payments or PBG or any other amount payable by MP Police Taxes (work contract tax, service tax, VAT/ST/CST, income tax, etc.), as applicable, will be deducted at source, from due payments, as per the prevalent rules and regulations Contract value is the sum total of capital expenditure and operational expenditure quoted by bidder The conditions of contract do not contemplate any consequential, indirect, lost profit, claim for tort or similar damages of any form to be paid by the selected implementing agency to Police dept. Tender No. PDM/PUR/F A /

32 3.7. Service Level Agreement (SLA) S. No. Measure ment 1 Uptime of main controllin g unit/s 2 Software update and customizat ion Definition It will be calculated based on formula Total hours Controlling units/ 24x30 hours. This will be calculated for service window for 24-hour, 7- days /week. Time taken by the vendor to update software modules created for various services. Calcula tion Period As per actual breakdown Need basis Measurement Interval Daily with help of system reports by NMS / other appropriate mechanism Time will be calculated from the time of notification of change in software module from MP Police by letter/ . Repo rting perio d Quart erly N/A Break-down period per month Penalty = < 6 Hours Nil Greater than 6 Rs. 500/- per hour to = < 48 Hours Greater than 48 Rs. 1000/- per hour to = < 144 Hrs Greater than 144 to = < 360 Hrs >360 Hrs As per timeline notified in change approval communication by MP Police to SI Rs. 2000/- per hour Rs. 5000/- per hour or to cancel the agreement and forfeited the PBG Rs. 500/- per week of delay per change request beyond agreed timeline 3 Mandator y Maintenan ce Time taken by vendor to maintain system mandatory maintenance every month In case delay of more than 72 hours Nil Rs. 500 per day Note :- 1. System breakdown duration should not be more than 2 hours at a stretch. 2. System breakdown frequency should not be more than 10 in a month. 3. Penalty will be calculated on quarterly basis and amount will be informed to the vendor. Vendor will have to deposit the amount by DD or Cheque in favor of Sr. Supdt. Of Police (Radio) M.P., Bhopal. If vendor fails to deposit the penalty same can be deducted from PBG or any other amount payable to vendor. 4. In case of default under any of the three above mentioned conditions competent authority will be free to terminate the contract. 5. Vendor would inform the purchaser about scheduled maintenance which will be done during non peak hours and such scheduled maintenance period will not be taken into account while calculating the break down time. Tender No. PDM/PUR/F A /

33 3.8. SLA / System Fault Monitoring(SFM) The vendor would be required to provide a fault monitoring system to generate fault report. The appropriate officers of MP Police or its representatives would be given access to this tool by the vendor Liquidated Damages Liquidated damages (LD) may be invoked in any of the following cases: a) Failure to comply with delivery timelines b) Failure to comply with performance standards/ SLAs c) Failure to provide adequately qualified resources d) Non-compliance with any terms of this RFP/ Contract e) Non-compliance with legal and regulatory requirements Any violation of delivery timelines would attract penalty as defined in GOP 126/07 (Copy of the relevant extract is attached with this document at annexure E). Above referred gazette order lays down penalty of 0.25% of order value per week Violation of any terms and conditions of this tender the Department shall reserve the right to terminate and/or Blacklist the Firm for any future contracts The final decision on levy and/or relaxation of penalties and LDs lies with competent authority of MP Police, including the quantum of penalty/ LD to be levied Bidder will not be liable for liquidated damages if the delay is caused due to delay in obtaining of licenses or related documents Termination of the contract for default a) M.P Police, without prejudice to any other remedy for breach of Contract or noncompliance with service levels, by written notice of default sent to the Bidder, may terminate the Contract fully or in part: i. If the successful bidder fails duly and properly to fulfill the contract or commits breach of any of the terms and conditions of this contract or repeatedly supplies goods liable to rejection hereunder or failing, declining, neglecting or delay to comply with any demand or requisition or otherwise not executing the same in accordance with terms of this contract or not achieving the milestones mentioned in the RFP. ii. If the successful Bidder fails to perform any other obligation(s) under the Contract as per the contract timeline and for the period of contract, or iii. If the successful bidder or his agent or servants are found being guilty of fraud in respect of this contract or any of his partners or representatives found Tender No. PDM/PUR/F A /

34 directing, giving, promising or offering any bribes, gratuity, gift loan, perquisite, reward or advantage pecuniary or otherwise to any person in the employment of Government in any way relating to official conduct of such officers or person or persons. b) In the event M.P Police terminates the Contract in whole or in part, Police may procure, upon such terms and in such manner as it deems appropriate, services similar to those undelivered, and the successful Bidder shall be liable to M.P Police for any excess costs for such similar services. However, the Bidder may continue performance of the Contract to the extent not terminated. MP Police would not be liable to pay any damages to the successful Bidder in cases comprising Termination for default. c) The termination of this contract in whole or part under any conditions shall not be affected by the acceptance, meanwhile or subsequently, of supplies accepted or made at any station. d) Termination for insolvency: M.P Police may at any time terminate the Contract by giving written notice to the successful Bidder if the selected Bidder becomes bankrupt or otherwise insolvent. In this event, termination will be without compensation to the successful Bidder, provided that such termination will not prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to the M.P Police and police shall be entitled to terminate this contract forth with and may claim back all or part of the money already paid to the successful bidder. e) Further the M.P Police shall also have the unfettered right to repudiate and rescind the Contract if there is any breach of the Contract by the Successful Bidder including but not limited to the occurrence of any of the following events or contingencies: I. Performance Bank Guarantee not submitted within the stipulated as mentioned in the RFP II. Bank guarantee not renewed as mentioned in the RFP III. Quality of the equipment supplied, installed and commissioned etc. not as per specifications/agreements f) Consequences of termination: i. Upon termination, the successful bidder shall deliver or cause to be delivered all works carried out for and on account of MP Police and all data and records required from or on account of the MP Police. ii. Termination of the contract agreement shall not affect any continuing obligations of the successful bidder under the contract agreement, which, either expressly or by necessary implication are to survive its expiry or termination such as confidentiality obligations of the successful bidder. Upon termination of the contract agreement for any reason whatsoever, the Tender No. PDM/PUR/F A /

35 successful bidder shall return to the M.P Police any and all confidential information and any other property. iii. M.P Police may procure services similar to those undelivered, upon such terms and in such manner, as it deems appropriate, at the risk and responsibility of the successful bidder and the successful bidder shall be liable for any additional costs for such services. iv. The successful bidder shall continue the performance of the contract agreement to the extent not terminated. v. Upon termination of the contract agreement for whatsoever, M.P Police shall have the right to impose the following penalties:- (a) (b) (c) Forfeiture of earnest money; Revoking of performance bank guarantee (s); Imposition of appropriate penalties including black listing Suspension The Competent Authority may suspend all payments to the Bidder by a written notice of suspension, if the Bidder fails to perform any of its obligations (including the carrying out of the tasks) provided that such notice of suspension: a) Shall specify the nature of the failure and b) Shall direct the Bidder to remedy such failure within a specified period from the date of receipt of such notice of suspension by the Bidder Confidentiality The bidder, their partners, suppliers, associates and their personnel shall not, at any time either during implementation or after completion of the project, disclose any proprietary or confidential information relating to the services, agreement, the M. P. Police s official data or information without the prior consent of the Competent Authority Arbitration In all matters and disputes arising there under, the Director General of M. P. Police shall be sole arbitrator to decide the claim and its decision shall be final and binding on both the parties. No suit or claim in respect of this tender can be filed in any court save at the court of competent jurisdiction at Bhopal. Tender No. PDM/PUR/F A /

36 3.14. Source Codes, Copy Rights, Design, Patents, Intellectual Property Rights And Indemnity Liability The documents created during the course of this project, source codes of the customized software, and IPR related to this project and its scope of work vests solely with the Purchaser. The software (except third party software), data, hardware, networking equipment, manual, CDs, Drivers, Training material etc. will be the exclusive property of the M. P. Police. The Intellectual Property Rights in all Standard Software and Standard Materials shall remain vested in the owner of such rights. IPR of the newly developed software, customized software will be with the purchaser. The supplier has to make sure that all the codes, documentation, design, licenses etc. has to be should be given to the purchaser, the IPR of which would be the purchaser. The Purchaser s contractual rights to use the Standard Software or elements of the Standard Software may not be assigned, licensed, or otherwise transferred voluntarily except in accordance with the relevant license agreement. The Purchaser may assign, license, or otherwise voluntarily transfer its contractual rights to use the Standard Software or elements of the Standard Software, without the Supplier s prior written consent. No goods or work covered by the contract shall be manufactured, sold, disposed, provided or done by Bidder in violation of any right whatsoever of third party, and in particular, but without prejudice to the generality of the foregoing of any patent right, design rights trademark or similar right, or of any charge, mortgage or lien. The vendor shall not provide or use the goods/services for the performance of work which would infringe any Indian or foreign patent, trademark, registered design or other intellectual property rights, whether or not similar to any of the said goods. Bidder should submit Certificate in Form VII and VIII regarding non-violation / infringement of any Indian or foreign patent, trademark, registered design or other intellectual property rights. The Bidder shall indemnify the MP Police for any third party liability arising out of patent or copyright or intellectual property or any other dispute. Bidder shall bear the cost of any dispute arising as of alleged violation of any law and policy applicable in India, with respect to this project. That Bidder shall indemnify the Competent Authority from all actions, costs, claims, demands, expenses & liabilities whatsoever resulting from any actual or alleged infringement as aforesaid and at the expenses of Bidder shall be defended in the defense of any proceedings which may be brought in that connection. Tender No. PDM/PUR/F A /

37 3.15. Two years Warranty and post warranty support for 3 years including recurring charges towards Network connectivity, updating, etc. Vendor should provide standard warranty for two years. The successful bidder will undertake to completely manage and maintain all system / equipment / infrastructure installed and commissioned as mentioned under this RFP for a minimum period of two years after declaration of go-live of the project by the M.P Police. During the said warranty period of project management, the successful bidder will be responsible for the smooth working of all the systems installed and commissioned under this project, for ensuring maximum uptime and shall be governed by the SLA signed by the successful bidder with M.P Police as per this RFP. Competent authority may extend the WARRANTY/AMC period for next three year on mutually agreed terms and conditions Limitation Of Liability Vendor s aggregate liability for actual direct damages shall be capped at 100% of the value of the Contract provided that this limit shall not apply to: a)-the bodily injury (including death) and damage to real property and tangible personal property caused by SI's negligence, and/or b)-the intellectual property infringement claims Neither this Contract nor the services delivered by vendor under this Contract grants or creates any rights, benefits, claims, obligations or causes of action in, to or on behalf of any person or entity (including any third party) other than between the respective Parties to this Contract, as the case may be Vendor shall bear the risk of loss on Project Assets up to the time they are transferred and handed over to the purchaser, after which it shall stand transferred to the purchaser. Vendor shall arrange and pay for insurance to cover such item until it is transferred and even after the transfer of the Project Assets till the insurance policies come up for a renewal Bidder's Personnel The Bidder shall employ and provide such qualified and experienced personal as are required to perform the services under the scope of this bid. Support engineer would have to be stationed in Ujjain so that faults are rectified promptly (as per SLA in 72 hours) and software is regularly updated / customized. Vendor should submit information in prescribed Form-XIII Tender No. PDM/PUR/F A /

38 SOLUTION ARCHITECTURE 3.18 RIGHT TO VARY QUANTITIES The Competent authority reserves the right to vary the quantity within the validity of the contract without any change in price or other items and conditions with commensurate increase or decrease in delivery period. The competent authority also reserves the right to place part order on the selected Bidder. The competent authority will be entitled to have protection of the price fall to be extended to it. The approximate requirements are given in the Tender Schedule. But it must be clearly understood that the demand may fluctuate and no definite quantity can be guaranteed. The essence of the contract is price per item for the contract period stipulated. The Police Telecom Head Quarters, MP Bhopal reserves to himself the right to invite the fresh Tenders and to place orders against any quantity of any items in this Tender without specifying any reasons. The quantity indicated in the Notice Inviting Tender may vary. Bidder shall be bound to supply the item(s) in such a quantity as required by M. P. Police. Tender No. PDM/PUR/F A /

39 SECTION IV. SCOPE OF WORK/MATERIAL AND TECHNICAL SPECIFICATIONS Madhya Pradesh Police has planned Procurement, Design, Supply, Testing, Installation, Commissioning & Maintenance of Digital Open Standard Radio Trunking System (800 MHz Band) with complete accessories, on Turn-key basis for Ujjain City. The scope of work includes as following :- 4.1 SCOPE OF WORK 1. Defining the function requirements, system design and presenting complete solution architecture to purchaser; 2. Testing of RF coverage in Ujjain city and all Sinhastha sites (as per Annexure- A). Vendor shall visit Police Locations, with prior permission, to acquaint themselves with the exact site requirement & site conditions and quote as per their site survey report. Bidder would be required to provide in building coverage in buildings like Mahakal temple and S.P office etc. apart from the mandatory open area wireless coverage at Sinhastha sites. 3. Supply, installation, commissioning, configuration and testing of all the hardware, software for Radio Trunking System. 4. Handholding support to police personnel by vendors technical staff placed by him in Ujjain during warranty period. 5. Integration with existing Radios Network should be possible. 6. Warranty for 2 year and post warranty support for further 3 years (including recurring charges towards maintenance and updating of hardware and software). 7. Bidder should provide supporting documents regarding OEM support for maintenance, training, warranty and spares for next 10 years. Software patches and upgrades must be free of cost during currency of contract. 8. All other jobs that may be incidental and accidental to all the above for successful completion of the project. 9. After proper completion of whole project work, all the concerning hardware, software, documents, codes and passwords etc. must be handover to the purchaser by the bidder and for the same the undertaking on exit management and transition should be submitted as per FORM-IX Tender No. PDM/PUR/F A /

40 Bidders must state in their offers the interoperability features of the proposed network infrastructure in terms of own and other manufacturer user terminals. It is required for the proposed system infrastructure to have passed at least three interoperability testing (IOP) session in accordance with the.association procedures and copies of the official certificates must be presented with the offer. 4.2 Frequency allotment- The desired frequency (800 MHz Band) is available with M.P. police. All other documents will provide in due course. All such information shall be confidential. 4.3 Capacity Building and Training- Training shall be provided as per training need analysis done by bidder and the purchaser s team jointly as per functional requirements of MP Police as decided by competent authority. Bidder should provide the document for detailed plan of training to competent authority for approval. Training will be based on different modules for operational awareness, trouble shooting, fault finding and maintenance. Scope of Training: A. Detailed training for operation and management of equipment/infrastructure to officials of M.P Police. B. The successful bidder shall impart hands on training with detailed course material on the installed equipment covering at least the following:- a. Configuration and Operation of entire system, servers, Radio Trunking equipment etc. b. All software supplied, installed and commissioned c. Introduction to Operator Workstation, Servers, Storage devices d. Troubleshooting and preventive maintenance. e. Fault finding and modular level repairing C. Bidder should prepare training plans for expert level, intermediate level and beginner level maintenance and should quote price for training of five personnel for intermediate and expert level training separately. Modalities for expert/intermediate level repairing training could be worked out on basis of mutual agreement. D. All the expenses towards travel, accommodation and other expenses of Police personnel shall be borne by MP Police including Facility/infrastructure for training. E. The training shall be role based and will be for different application modules of users or technicians. Bidder shall submit detailed course structure and content and duration for different courses and submit for approval by competent authority. F. The trainings shall be completed at least 15 days before go-live to enable TOTs to impart training to police field personnel. Tender No. PDM/PUR/F A /

41 G. All training facilities (except intermediate/expert level maintenance training) like lecture hall, overhead projector, computer etc. shall be provided by MP Police. Cost of training material and the consumables shall be borne by the vendor. The content of the training shall cover the following areas: 1. DIGITAL TRUNKED SYSTEM a. Overview of trunking technology b. Presentation of the proposed system c. Technical description of the proposed system d. Functionality of the proposed system 2. DIGITAL TRUNKED HANDHELD RADIO TERMINAL a. Technical description b.installation c. User training d.accessories and options e. Programming and configuration 3. DIGITAL TRUNKED STATIC / FIXED RADIO TERMINAL a. Technical description b.installation c. User training d.accessories and options e. Programming and configuration 4. DIGITAL TRUNKED SYSTEM AND RADIOS MAINTAINENCE a. Preventive maintenance b. Modular level repairing H. Bidders must include a specific training plan, describing the specific content and duration of the various training sessions in order to co-ordinate with Department the dates and times of the training to be confirmed. Police I. The bidder would be required to provide training to 20 technicians regarding fault finding and maintenance and about 100 personnel regarding operations. 4.4 Geographical coverage The project is to be implemented in such a way that it covers city of Ujjain and important points of Sinhastha fair. Bidder will be required to cover important locations related to Sinhastha fair as per ANNEXURE A. Bidder should also provide for in building coverage. List of important buildings as ANNEXURE B is also attached along with this document. Approximate coverage area is around 100 Sq. KM. Tender No. PDM/PUR/F A /

42 4.5 Time Schedules for Various Tasks S. No. Radio Trunking System Deliverables and Timelines Name of the deliverable/activity Timelines in weeks (M= Contract Signing Date) 1 Detailed Project Planned survey for required coverage M+2 2 Site Preparation M+5 3 Solution Implementation (Installation of all hardware, software, networking devices, other related components and its Integration) M User Acceptance Test M+16 5 Go-Live M The Timelines of S. No. 1 & 2 will starts w.e.f. date of signing of contract but in case of S. No. 3 timeline will starts from date of signing of contract or handing over the WOL of RTS Ujjain whichever is later. 1. There might be Delay in handing over of WOL, in such case the scheduled timeline / penalty will calculated from date of handing over the WOL to Vendor by purchaser. S. N. 1. Capacity Building /Training- Deliverables and Timelines Name of the deliverable Preparation of Training Material, Course etc. for IT awareness training and approval by competent authority Timelines in weeks (M= Contract Signing Date) M+5 2. Completion of Training M CADS Integration M.P. Police is very keen to integrate the communication system with Computer Aided Dispatch System and dial-100 system. All necessary interfaces information is to be provided by the successful bidder of this RFP to CAD integrator (successful bidder of the RFP relating to Dial 100 solution) as and when required. If there are any cost implications, the same should be mentioned in Form XVI. 4.7 DOCUMENTATION i) The Bidder shall provide documentation needed to implement and maintain Trunking system. This shall include the following; Tender No. PDM/PUR/F A /

43 - System architecture - System inter- connection and block diagram - Equipment maintenance manuals and data sheets The following quantities of user operational and technical manuals will be supplied by the successful bidder. User operational manuals in Hardcopy for - Static Radio - 1 for each unit - Mobile Radio - 1 for each unit - Portable Radio - 1 for each unit - Dispatch Console - 1 for each unit Technical Maintenance Manuals in Hardcopy and softcopy for - Mobile Radio Portable Radio Console Equipment Repeater Equipment Base Station Controller System Manager Switching Equipment Inter site link Other subsystems if any -04 sets. ii) The successful bidder shall submit the specifications of the offered equipments with the same terminology and units as indicated in the tender specifications for each equipment. iii) The documentation shall cover all subcontracted and bought-in-items as well as equipment of the Contractor's own manufacture. iv) All documentation shall be in ENGLISH language. v) Adequate illustrations or annotated photographs shall be provided to enable each unit and each component within a unit to be identified. vi) The Bidder shall, at his own expense, issue handbook amendments to make good any omissions and errors in the final documentation noticed during the warranty period. 4.8 Technical Specifications of Tendering Equipments are as under:- These sections of the Tender contain the detailed technical requirement for equipment desired by purchaser. In responding to the requirements regarding Tender No. PDM/PUR/F A /

44 functions, features, and reporting capabilities, the codes indicated below (C, PC, NC) shall be used in "Statement of Compliance" field in the table. "C" "PC" "NC" means complies fully with the specification means partially complies with the specification and explained deviations and differences from specifications. means does not comply with the specifications. TECHNICAL SPECIFICATIONS The scope of work includes complete work that is delivery, installation, testing, commissioning of equipment for Trunked Digital Radio System" in 800 MHz UHF band, Uninterrupted Power Supply, Battery System and its Boost cum Trickle Charger, technical and operational training of user staff as mentioned below. Para Description / Remarks 1. SYSTEM OVERVIEW 1.1 Introduction: It is intended to purchase a most modern, state of the art proven technology, Digital Trunked Radio System, in 800 MHz band, for M P. 1.2 Flexibility and Migration: Since the system is expected to serve the communication needs of the M P Police for the next 15 years, it must have the flexibility to change system requirements without replacing major equipment elements. Offered technology & protocol mentioned by the bidder 1.3 Modes of Operation The subscriber radios shall be digital. The infrastructure must fully support digital. 1.4 Digital Encrypted Voice/Data Transmission: The proposed system should have digitally encrypted voice/data transmission with the following features: (i) Radios equipped with secure capability can have the option to communicate in either the encrypted or clear mode without requiring the user to change mode in the radio. (ii) End to end Digital encrypted Radio Communication between two or more radios in multi site system. Tender No. PDM/PUR/F A /

45 Para Description / Remarks 1.5 Encryption Method: The encryption scheme shall be digital encryption. Bidder must specify the following: i) Type of encryption method, ii) Ruggedness of the encryption algorithm, and iii) The total number of possible security key codes supported along with details of encryption algorithms and key fill mechanism. 1.6 Key Management: The bidder shall specify the key management method in the proposed system/radios. 1.7 Secure Radio Operation (a) The proposed radios should support multiple encryption keys for the various talkgroups and individuals throughout the system. (b) The proposed radios may support multiple encryption algorithms, which should be externally programmable. The feature however, should be transparent to the end users. (c) The RF coverage range of the encrypted signal shall be preferably equal to that of a non-encrypted signal. However the coverage range should not reduce by more than 5% of the clear transmission range in case of secure transmission. (d) Bidder shall describe synchronisation scheme in detail and deviation if any. 1.8 Multi-Site Operation: The system must have the capability of integrating multiple sites together in future. 1.9 Multi Channel operation: The system shall be capable of supporting at least 16 (Sixteen) operational channels per site. The Bidder shall specify the maximum number of channels the proposed system can support per site. Tender No. PDM/PUR/F A /

46 Para Description / Remarks 1.10 Modular expansion: The system must also have the capability of modular expansion/reduction in channels by adding /reducing repeaters (up to the capacity) and minimum hardware on each site. This expansion/reduction should not require changing the Backbone System Equipments as well as the need of reprogramming the existing radios in use at the time of expansion / reduction Number of Talk groups (a) A talk group is defined as a group of members having the same functions or role and where there is a need to communicate to each other. Bidders should specify the maximum number of talkgroup that can be handled by the system. (b) Any subscriber radio can be programmed to be a member of any talk group either at initial implementation or at any time in the future. Bidders shall describe the number of talkgroup a radio can be assigned to and what restrictions there would be when adding subscriber radios to talk groups. (c) All subscriber radios shall be capable of being assigned with talk group address designators. All subscriber radios operating with the same talk group must receive both sides of every conversation addressed to or from the talk group Number of Unique Individual Radio ID: (a) The Signalling language will permit the system to assign not less than 5,000 unique individual radio IDs (Identification), with the capability to expand. The Bidder shall specify the maximum number of unique individual radio IDs the proposed system can support. (b) All subscriber radios must have the capability of being a member of any or all talk groups. Regardless of the talk group affiliation, the radio ID for a subscriber radio shall not change. Each subscriber radio will have its unique individual radio ID, independent of talk group and/or telephone interconnect capability. Tender No. PDM/PUR/F A /

47 Para Description / Remarks 1.13 Schemes of Modulation and Error Detection/Correction (a) The Bidder shall describe, in detail, the Digital Modulation Schemes used in the proposed System. (b) The proposed system should employ the automatic error detection and correction. Bidder shall describe the error detection/correction schemes used in the system Upgradation / Updation The System & subscriber radio features and facilities should preferably be software upgradable. 2. System Features 2.1 Signalling Channel Concept: This trunked radio system must operate using the dedicated signaling control channel protocol concept with four levels of redundency at a particular instant of time. If the active Signaling channel/slot fails, one of the other Signaling capable RF voice channels/slots will automatically take over as the Signalling/ controlchannel/slot and become fully operational. Bidder shall specify how many RF voice channels/slots can be programmed as the Signaling channel. The proposed system should support in band interleaved signaling, continuous PTT-ID and prevent Signaling induced voice truncation. Bidder should explain the signaling scheme, in the proposed the system. 2.2 Channel Assignment: (a) A trunked system controller shall automatically assign all RF voice channels via a system priority protocol as described in para below. (b) Channel access time, assuming a channel is available, shall be less than 0.5 second in wide area operation. 2.3 Priority Levels: (a) A minimum of 8(eight) levels of priority shall be incorporated in the system to ensure timely processing of calls, including group call, individual calls as well as telephone calls. A system manager terminal (refer to Tender No. PDM/PUR/F A /

48 Para Description / Remarks section: System Manager Terminal) shall assign individual and group priority levels to all subscriber radios. The levels of priority are classified as follows: i) Emergency priority (Optional) - This shall be the highest level of priority. Upon activation of the emergency button, the next available voice channel shall be immediately assigned regardless of system loading. ii) Operation priority - This shall be the next 7 levels of priorities (level 2 to level 8), to be assigned according to the requirements of the users. 2.4 Automatic Retry: (Optional) In an adverse Signalling condition, when a subscriber radio s request for voice channel is not properly acknowledged by the system on the first try, the subscriber radio shall automatically send the request again, until the request is acknowledged or the maximum allowed number of retries is reached. The Bidder shall specify the maximum number of retries for the system. 2.5 Out of Contact Indication: (a) Whenever a subscriber radio leaves the coverage of the Signalling channel, and attempts to access the system (via PTT), an audible alert shall be sounded. This alert shall have distinct tones other than any other audible tones generated by the subscriber radio. This will enable the end user to determine that the radio unit is out of contact with the system. (b) In addition to the audible alert, a visual indication of this condition is preferred to be displayed on the subscriber radios as LCD/LED display. 2.6 Queuing of Request for Voice Channel: If the system becomes fully loaded (all available RF voice channels are assigned) the second and lower precedence level requests for a voice channel will be placed in a queue. The queue will cause the system to assign voice channels (as they become available) according to the priority levels. Bidders shall specify the time and length of queue. Tender No. PDM/PUR/F A /

49 Para Description / Remarks 2.7 System Busy Tone: When the system is fully loaded and a subscriber radio requests for a voice channel by pressing the PTT, a distinct system busy tone shall sound on the radio, as long as the PTT button is depressed. 2.8 Busy Queuing Call-back: (a) The system shall provide a call-back feature when any subscriber radio is placed into a system busy queue. (b) The system will cause the subscriber radio to emit an audible alert, specific for call-back, and the subscriber radio shall automatically access the assigned channel. 2.9 Continuous Talkgroup Affiliation Notification: The system shall broadcast continuous updates of the channel assignments of talkgroups and all subscriber radios enabling the late entrant Radios to automatically join conversations in progress Individual Subscriber Radio Disable: (a) The system must allow the system manager terminal to disable any subscriber radio(s) currently operational on the system. The system manager terminal must indicate when it succeeds in disabling the subscriber radio. A disabled subscriber radio must not be able to join into any voice conversation on the system. (b) (c) (d) (e) If for any reason the trunked system is shutdown or disabled, any disabled subscriber radios must remain disabled. A disabled subscriber radio can only be re-enabled by the system manager terminal. Once this is accomplished, an indication will be sent to the system manager terminal. To preserve system throughput, the operation of enabling and disabling radios be done on the control channel. Bidders shall describe the above process in detail. 3. Site Assignment Tender No. PDM/PUR/F A /

50 Para Description / Remarks 3.1 System Database Updating: (a) When a radio user enters a site and changes the talkgroup selector on his radio or switches on the radio, the radio shall automatically transmit its unique ID and its talkgroup affiliation to the system controller. Upon the receipt of such information from the subscriber radio, the system controller shall determine the site affiliation of the radios, and update its database with all these new information pertaining to the radio. The whole process should be automatic. (b) To allow the system controller to maintain an accurate, up-to-date database on the location of each subscriber radio, the system must also be able to determine if a radio is out-of-range, switched off or re-affiliated with another site. Thus, calls shall not be assigned to users who are not active on the system. This should happen on real time basis. 4. CALL TYPES 4.1 Selective Call: The trunked system shall permit any properly equipped subscriber radios to selectively call another radio, regardless of their talkgroup affiliations or locations within the wide-area system. Without involving other subscriber radio users in the system, this shall provide privacy to the parties involved in the private conversation. The two radios communicating in the selective call mode shall be capable of displaying the other radio ID on the radio display. 4.2 Group Call: The system shall allow subscriber radios to be grouped into talkgroups. Under normal operation, group members will communicate with the Despatch Console operator as well as with other members in the same talkgroup. The subscriber radio user shall be able to talk to other talkgroups that are pre-programmed on the radio by manual selection on the radio. The proposed subscriber radios should receive and display the ID of the transmitting radio. Tender No. PDM/PUR/F A /

51 Para Description / Remarks 4.3 Emergency Call The proposed system shall immediately allocate a voice channel on priority to the authorized radio subscriber even when all the channels are busy, by pressing a single button on the subscriber s radio. The emergency channel assigned will remain with the radio subscriber for a preset period of time. 4.4 Telephone Interconnect Call (a) The system must be capable of supporting following three modes of telephone communication i) Subscriber Radio to Land Line ii) Land Line to Subscriber Radio iii) Land Line to TalkGroup (Optional) (b) The bidder shall describe the operation of above modes of telephone communication in detail and limitation if any. 5. SYSTEM REQUIREMENT 5.1 Introduction: The backbone system shall consist of one Main Control site and required repeater site, to provide reliable, secure, digital voice and data communication among the Central Police Control Room, mobiles and portable radios throughout the desired area of coverage. Repeater Stations Equipment (para 5.2 to 5.4) 5.2 Repeater Site Controller: Each repeater site shall be equipped with a site controller to provide the necessary control and signalling functions to interact with the main System controller in dynamic allocation of channels to the requesting subscriber radios. 5.5 Telephone Interconnect Interface (TII) (a) The proposed system shall include all necessary hardware, software and interconnections to allow subscriber radios equipped with telephone interconnect capability to access the public switched telephone network or Police EPABX through the TII. Site survey performed by the bidder and specify the number of repeater site. Tender No. PDM/PUR/F A /

52 Para Description / Remarks (b) If the subscriber radio is monitoring the control channel and an incoming telephone interconnect call is detected, the system shall signal the radio. (c) The TII shall be upgradable to have the capacity to support simultaneously 15 (fifteen) conversations. (d) The TII must be capable of providing the following :- (i) Internally, the TII should process all audio for maximum audio quality performance (ii) Subscriber radio must be restricted from dialing specific area codes and exchanges The TII need not be power down to remove non-essential boards 5.6 Subscriber radios - General- The radios should be digital voice capable. (a) The subscriber radios shall be capable of operating on all the designated channel frequencies of the system within the MHz and MHz frequency bands. (b) The subscriber radios, when not engaged in a communication, shall continuously monitor the Signaling channel in accordance with the Signaling Channel Concept (c) To initiate a call when the radio is on the monitor mode, the activation of the transmit control (PTT) shall initiate a request for a channel via the Signalling channel. The request shall include the talkgroup ID to which the radio set is designated. (d) In the event that the request is not acknowledged by the Signalling channel, the unit shall automatically attempt reaccess until the access is accomplished; or if no RF voice channel is available, an indication of busy shall be presented, at the subscriber radio and automatic call back prompt when a RF voice channel is available deviation, if any, should be clarified. (e) The subscriber radios shall be microprocessor controlled, multi-channel synthesized type of radio. (f) The subscriber radios shall be able to perform the following tasks: i) Process call request in response to activation of the PTT Tender No. PDM/PUR/F A /

53 Para Description / Remarks switch ii) Encode and transmit inbound service requests to system. iii) Automatic switching of RF channel iv) Generate alarm alert tones (g) The subscriber radios shall include base stations, Static Radios, mobile radios and portable (hand-held) radios. (h) Subscriber radios shall support, but not limited to, the following features: i) To initiate a conversation with any subscriber radios operating in the same multiple-site system, on a one-toone basis (selective call), regardless of the current talkgroup affiliations and locations of both parties. ii) To selectively alert any subscriber radios operating in the same multi-site system, regardless of the current talkgroup affiliations and locations of both parties. iii)to initiate telephone interconnect call to any landline parties by keying in the landline telephone number via the radio s keypad. (i) All subscriber radios shall come with alphanumeric of 11 characters display. Following information shall be indicated on the display depending on the radio s mode of operation: i) The radio ID of the calling radio involved during a selective call/group call/ emergency call. ii) The number of landline subscriber during a telephone interconnect call initiated by the radio user. (j) All subscriber radios shall be capable of being software programmed, via a radio programming software at the site. (k) Buyer prefers that subscriber radios do not require reprogramming if additional RF voice channels (frequencies) are added to the system at a later time to accommodate system expansion. This is to eliminate the logistical problem of having all subscriber radios being brought to a service shop for this function. Tender No. PDM/PUR/F A /

54 Para Description / Remarks 5.7 Static Desk Top Digital Radio Stations (a) The static stations shall consist of a Desk Top digital transreceiver set, power supply, interconnect cables (30 Meter), static high gain antenna system and other items necessary for a complete installation. (b) The static stations shall be of solid state design with operation direct from a 220V, 50 Hz AC power source as well as from a 12V Nominal DC source. (c) All controls required for operation and a desk microphone comes complete with a coil cord and a connector shall be provided. The required controls are as follows: i) ON/OFF switch ii) Multi-group and talkgroup select switch iii) Volume control iv) LED indicator to show that transmission is activated v) LED/LCD alphanumeric display (11 characters at least) (d) The static station antenna provided by the Bidder shall meet the following minimum standards: i) Each static station shall be furnished with at least an omni-directional 3 db antenna and appropriate transmission line to make it operable in the proposed system. ii) The Static station antenna shall be capable of transmitting and receiving on the same antenna. iii) The VSWR measured at the input to the antenna over the specified bandwidth of the antenna shall be better than 1.5 Deviation, if any, to be specified. iv) The antenna should be able to withstand 160 Km / hr wind speed. Tender No. PDM/PUR/F A /

55 Para Description / Remarks 5.8 Mobile Radio (a) The mobile radios shall be of dash mount type consisting of a radio transceiver set, interconnect cables and other items necessary for a complete installation. All mounting hardware shall be furnished. (b) The mobile radios shall be of solid state design with operation direct from the vehicle battery of nominal 12.0 V DC negative ground. (c) All controls required for operation and a fist-type microphone shall be provided. The microphone shall have a high impact resistant plastic housing, a coil cord and a connector. (d) The required controls are as follows: i) ON/OFF switch ii) Multi-group and talkgroup select switch iii)volume Control iv) LED indicator to show that transmission is activated v) LED / LCD alphanumeric display (11 characters at least) (e) The mobile radio antenna provided by the Bidder shall meet the following minimum standards: i) An antenna shall be furnished with each mobile radio. The antenna shall have gain of 3 db with respect to quarter wave dipole and high quality rust and corrosion free finish. ii) The mobile antenna shall be capable of transmitting and receiving on the same antenna. iii) The VSWR measured at the input to the antenna over the specified bandwidth of the antenna shall be better than 1.5 Deviation, if any, shall be specified. (f) The antenna and its mounting should be rugged enough to withstand the necessary wind speed, shocks and vibrations for the vehicle speed of 100Km/hr. 6. Portable Radio (Hand-Held) (a) The hand-held radios shall be small, self-contained, twoway radio unit with a rechargeable battery. It should be light and small enough to fit in the palm of a person for easy operation. The dimensions & the weight should be Tender No. PDM/PUR/F A /

56 Para Description / Remarks mentioned by the bidder with high capacity battery. (b) The hand-held radios shall operate from a, self-contained, single rechargeable lithium ion battery. The battery shall be capable of providing an operational duty cycle of 5% transmit, 5% receive and 90% standby for 8 hours of continuous use. The recharge time for the battery shall not exceed 4 hour. (c) The PTT switch shall be provided on the side of the handheld radio. A separate control switch to the select talkgroup address, with all necessary indicators shall be provided as follows: i) ON/OFF switch ii) Multi-group and talkgroup select switch iii)volume Control iv) LED indicator to show that transmission is activated v) LED / LCD alphanumeric display (11 characters at least) (d) (e) All hand-held radios shall be furnished with a rubber coated flexible whip antenna. The antenna connector shall be easily attachable to one hand-held radio unit. Bidder shall supply battery chargers that meet the following requirements and specifications: i) The charger unit shall be compatible with the type of battery offered. ii) The charger unit shall have a maximum of 4 hour recharge cycle. iii) The charger shall operate from a 220V/50 Hz AC power source. iv) The Charging and Ready indicators must be provided for each charger. Preferably, a red indicator shall be used to indicate the charging state and green indicator when charging is completed. When the battery is fully charged, the charger will be automatically power-off. v) The charger shall be capable of charging the hand-held radio s battery alone or with the complete hand-held radio unit. The radio unit shall be capable of monitoring calls while being charged. 7. RADIO PROGRAMMING KIT (a) The Bidder shall include in his proposal all necessary radio programming software and hardware packages that are Tender No. PDM/PUR/F A /

57 Para Description / Remarks needed for the purpose of operationalising the trunked radio system offered including but not limited to the following: i) Programing kit for Repeater - Radio Programming Software - Radio Hardware Interface Unit - Power Supply for Radio Hardware Interface Unit - PC to Radio Hardware Interface Cable - Radio Hardware Interface to Radio Cable - Other accessories for complete programming ii) Programing kit for Static Radios - Radio Programming Software - Radio Hardware Interface Unit - Power Supply for Radio Hardware Interface Unit - PC to Hardware Interface Cable - Radio Hardware Interface to Radio Cable - Other accessories for complete programming iii) Programing kit for Mobile Radios - Radio Programming Software - PC to Radio Hardware Interface Unit - Power Supply for Radio Hardware Interface Unit - PC to Radio Hardware Interface Cable - Radio Hardware Interface to Radio Cable - Other accessories for complete programming iv) Programming kit for Portable ( Hand Held ) Radios - Radio Programming Software - Radio Hardware Interface Unit - Power Supply of Radio Hardware Interface. - PC to Radio Hardware Interface Cable - Hardware Interface to Radio Cable - Other accessories for complete programming (b) The successful Bidder shall work with the Buyer to set up the radio grouping programming. 8. SYSTEM RELIABILITY 8.1 System Redundancy Purchaser is very concerned about the reliability of such an extensive system. This Trunked Radio System will affect a large number of users and cover a very large Tender No. PDM/PUR/F A /

58 Para Description / Remarks geographic area. The Bidder must convince the Purchaser that their proposed system is very reliable or has adequate reliability mechanisms included in its architecture / design portfolio. No degradation in the System Trunking features is permissible in case of failure of controllers. 8.2 Backup Control Channel In the event that the active control channel fails, the site controller will automatically assign one of the other eligible repeater/slots as the control channel with out affecting the normal operation. 8.3 Multiple Voice Channels (a) RF voice channels shall be assigned as needed and no user is dependent on any given voice channel for communications, the failure of any one RF voice channel will not be apparent to the user. (b) In the event of a RF voice channel failure, the controller shall not assign that particular channel and will simply continue assigning the remaining voice channels. (c) Necessary reliability to be catered for by complete redundancy of the site Repeaters so that failure or damage will not result in loss of more than one traffic channel due to failure of one repeater at the proposed repeater site. 8.4 Receiver Interference Shutdown (a) There are situations other than complete channel failure that would warrant not using a particular channel, such as repeater receiver interference. This refers to a situation where some unauthorised signal is being received by a repeater and, in effect, jamming the repeater. (b) The controller shall shut down the repeater when it detects a carrier on a channel that has not been assigned to members of the system. The controller will not assign that frequency (repeater) until the unwanted carrier is moved. (c) As soon as the unwanted carrier disappears, the system controller should automatically put back the repeater in operation. Tender No. PDM/PUR/F A /

59 Para Description / Remarks 8.5 Transmitter Low Power Shutdown (a) In addition to the receiver interference condition, the site controller shall detect a loss, or decrease in repeater transmitter output power. If the output power of the transmitter falls below a certain threshold level, the site controller will know not to assign that channel. (b) This threshold shall be set such that a channel will automatically be taken out of service when its output power drops to a level where communications become degraded. 8.6 System Fallback Mode (a) Only when the above multiple points redundancy fail, the site shall have a last mode to provide conventional communications via repeaters. Bidders shall describe how their system fallback mode works. (b) In case of failure of site controller, the system shall provide conventional mode of operation. 9. RF Communication Coverage: 9.1 Coverage requirement and coverage reliability (a) The system shall provide radio coverage throughout the Ujjain Simhasth mela area, for handheld as well as mobile radios, that is radio coverage at all the locations in a circle of approximate 100sq. km radius having centre at transmitting tower. Transmitting antennas installed at 150 feet height. (b) The system shall provide at least a 90 % contour reliability. The contour coverage reliability refers to the reliability of communications in the fringes of the coverage area. The coverage prediction shall therefore be based on reliable communications in the fringes as well as in the total coverage area. 10. ONLINE UNINTERRUPTED POWER SUPPLIES ` (a) UPS and Battery System The bidder will carry out Delivery, installation, testing and commissioning of Uninterrupted Power Supply, its Battery system and Boost cum Trickle charger related rack and panels. The bidder should ensure that the UPS is of Tender No. PDM/PUR/F A /

60 Para Description / Remarks adequate capacity to provide at least 8 hrs of backup for the complete system. The bidder will submit detailed specifications and related engineering drawing and layout. Online Uninterrupted Power Supplies (UPS) shall be provided with the system, including all associated batteries (Maintenance Free), racks and all necessary equipment/ items. (b) The UPS systems, at the Repeater Sites, shall be able to provide a minimum of 8 hours of power backup to the system after the main AC power failure, so that the system can function as normal. (c) The UPS shall supply power to the system automatically and immediately upon sensing the loss of main AC power source. (Bidder will submit the exact rating /capacity of UPS in kva / kw, and also submit detailed list showing name, make and model of all Components, batteries, their rating / capacity, quantity, unit cost and total cost.) 11. SPARE PARTS The Bidder will submit a list of recommended spare parts. (Bidder will submit full detailed list showing name, make and model of all Components, their quantity.) 12. TEST EQUIPMENTS / TOOLS /SERVICE MANNUALS The bidder shall include in his proposal essential Test and Measuring Instruments, Service manuals, Repair / Rework Station necessary for proper upkeep, calibration and maintenance of the system. (Bidder will submit full details showing name, make and model of all TEST EQUIPMENTS / TOOLS, their quantity, unit cost and total cost.) 13. SERVICES The proposing Bidder shall design, supply, install, test and commission the proposed Trunked Radio System. All the radio, Electrical and Mechanical equipments will have two Years on site Comprehensive Warranty and three Tender No. PDM/PUR/F A /

61 Para Description / Remarks years extended on site Comprehensive Warranty Installation 13.2 All equipments shall be installed by the successful Bidder at the proposed sites at Ujjain. The installation work shall be carried out under joint supervision between the Purchaser and the Bidder. (a) Successful bidder will submit a preliminary installation work plan, installation test and procedures and installation schedule charts, immediately upon being informed. (b) The bidder will then work together with purchaser to finalise the plan Equipment Site Preparation The successful Bidder shall submit all equipment site information which should include but not limited to the following : i) Equipment room floor plan and equipment layout. ii) Equipment floor loading iii) Heat dissipation by equipment iv) Electrical Loading v) Antenna installation drawings vi) Tower and foundation drawings 13.4 System Acceptance Test (a) On completion of the installation, the Bidder shall conduct a system acceptance test. The Bidder shall propose a detail system acceptance test plan which shall be jointly reviewed by the Purchaser and the Bidder. (b) The Bidder shall provide the test equipment required during the system acceptance test period. The Bidder shall repair or replace at no additional cost to the Buyer should any of the proposed equipment are found faulty during the system acceptance test period The bidder shall specify the full name, address and telephone numbers of the persons/ company who would carry out testing and maintenance of expiry of warranty period and shall also specify their financial and technical competence. 14. TRAINING The Bidder shall impart TWO training programs as a part of package for the Buyer s engineers, technicians, and Tender No. PDM/PUR/F A /

62 Para Description / Remarks system users System Administration and Maintenance Training (a) This training program will be conducted at the user s location. (b) will be structured so as to train up to 10(Ten) of the MP POLICE RADIO supervisory and training personnel enabling THEM TO independently and successfully carry out the system operation, structuring, management and maintenance User Operational Training (a) This training program will be conducted at the user s location. (b) will be structured so as to train up to 10(Ten) of the purchaser s supervisory and training personnel who will, in turn, train individual operators. 15. Demonstration:- The bidder shall made a presentation and demonstrate capabilities of the offered system before opening of the technical bid. Tender No. PDM/PUR/F A /

63 Section V. BID Proposal FORMS FORM I Bid Proposal Sheet (This Form must be enclosed with the Pre-qualification bid ) Bidder s Proposal Reference Number and Date: Bidder s Name and Address: Person to be contacted: Designation: Telephone No.: Fax No.: Id: To, SSP (Radio) Police Telecom Head Quarters, M. P. Bhadbhada Road, Bhopal Fax No Subject: Proposal for execution of Tender for Procurement, Design, Supply, Testing, Installation, Commissioning & Maintenance of Digital Radio Trunking System complete with all accessories & other networking equipment as mentioned in the RFP for M.P. Police. Dear Sir, We, the undersigned, having read and examined in detail the specifications and all proposal documents in respect of " Procurement, Design, Supply, Testing, Installation, Commissioning & Maintenance of Digital Radio Trunking System complete with all accessories & other networking equipment as mentioned in the RFP for M.P. Police " and do hereby propose to make the supplies & Services mentioned in the Tender document. Price and Validity: All the prices mentioned in our proposal are in accordance with the terms as specified in the proposal documents. We do hereby confirm that our proposal includes all taxes, duties, charges FOR destination etc. We agree to abide by this bid for a period of 180 days from the date fixed for bid submission and it shall remain binding upon us and may be accepted at any time before the expiration of that period. This bid together with your written acceptance thereof and your notification of award shall constitute a binding Contract between us. The price offer is open for a period of further six months from the date of execution of agreement. Deviations: We declare that all the services shall be performed strictly in accordance with technical specifications and other conditions of the Tender documents except the deviations as mentioned in the Technical Compliance Statement (FORM-XI) and Deviations from Tender Document Conditions (FORM-XIV). Further we agree that additional conditions, if any, found in the proposal documents, shall not be given effect to. Tender No. PDM/PUR/F A /

64 Time Schedule: We further declare that we have the capacity and will start and complete various tasks as per time schedule given in Tender document except the as mentioned in the Deviations from Tender Document Conditions (FORM-XIV) Proposal Pricing: We further declare that the prices stated in our proposal are in accordance with your terms and conditions in the proposal document. Financial Viability: We hereby declare adequate financial soundness our balance sheet and sufficient financial liquidity to undertake the mentioned scope of work in the RFP, as per the timelines and service levels mentioned during the contract period. Qualifying Data: We confirm having submitted qualifying data as required by you in your Tender document. In case you require any further information/documentary proof in this regard before evaluation of our proposal, we agree to furnish the same. Agreement Performance Security: We hereby declare that in case the contract is awarded to us, we shall submit Bank Guarantee as per terms and conditions of the Tender document and agreement of contract. We hereby declare that our proposal is made in good faith, without collusion or fraud and the information contained in the proposal is true and correct to the best of our knowledge and belief and nothing is concealed. We also agree that terms under this bid have been drafted in good faith and do undertake to resort to the spirit of completion of the tasks under this bid as the faithful advisor of the purchaser. We have noted the contents of Agreement and Bank Guaranty Draft and agree to abide by terms and conditions in the same. The proposal submitted by us is properly sealed and prepared so as to prevent any subsequent alteration and replacement. We understand that you are not bound to accept the lowest or any proposal you may receive. The undersigned is competent and duly authorized by the bidder company/entity to sign this document. We further agree to adhere to ethical standard set by you in this document and all such other instructions on the issue by the Government of India and Government of M.P. Thanking You Yours faithfully (Signature) Name: Date: Designation & Authority: Place: Seal: Business Address: Tender No. PDM/PUR/F A /

65 FORM- II Particulars and Eligibility of The lead member of the consortium (This Form must be enclosed with the Pre-qualification Bid ) (To be filled up by the bidder regarding sole bidder or lead member of consortium partner) S. Particulars No. 1. Tender for the (Installation, Commissioning and Maintenance of Digital Radio Trunking System for Ujjain, MP Police) Project no. / Document no./ publication date 2. Name and full address of the Bidder / lead member of the consortium 3. Registered Office with full address, Telephone No(s), Fax no(s), address, Website URL. (applicable for all entities in case of a consortium) 4. Whether Proprietary firm / Public limited Company or private Ltd. Co. or Partnership firm or any other entity (Give details) (applicable for all entities in case of a consortium) 5. Self attested certificate of Registration with Registration No. of tendering firm under Company Act 1956/Indian Partnership Act/or any other law for the time being force.(attach copy) (applicable for all entities in case of a consortium) 6. Date of Establishment of tendering entity /firm. (applicable for all entities in case of a consortium) 7. If single proprietor, then give Name and address of the Proprietor liabilities. (applicable for all entities in case of a consortium) 8. If partnership firm, Name and address of the partners and their respective liabilities. (applicable for all entities in case of a consortium) 9. In case of a company, details of Managing Director, full time Directors etc. and their respective liabilities in carrying this tender and discharge of subsequent liabilities. (applicable for all entities in case of a consortium) 10. Income Tax Registration number. (PAN) (Attach self attested copy) (applicable for all entities in case of a consortium) Bidder Statement Page no. Tender No. PDM/PUR/F A /

66 11. Annual turnover of the tendering entity(applicable for all entities in case of a consortium)[form IV] 12. Annual income of the tendering entity (applicable for all entities in case of a consortium).attach self-attested photocopy Income Tax Return of FY ending on 31/03/2013 or latest submitted [FORM- IV] 13. Sales Tax (Commercial Tax), VAT Registration No (Central and State) /Service tax registration no. (Attach copy) 14. Latest sale Tax/VAT / service tax Return submitted for last FY. (Attach copy of last VAT /Service tax return) (applicable for all entities in case of a consortium) 16. Whether bidder has any office /other establishment is in M.P. If so detailed address of the same and the activity carried on there. Also provide role of the office in the present project and the name and contact number of person authorized to interact with purchaser. (applicable for all entities in case of a consortium) 17. Name and addresses and designation of the persons who will represent the Bidder while dealing with the Police Telecom. Headquarter, M.P., Bhopal (Attach letter of authority) 18. Consortium MoU, Proposed role of each member in the present scope of work, Sub-Contracting details if any. 19. Names and full addresses of consortium partners and their respective roles in the present bid s scope of work 20. Any other information Name of partne r Job to be handled Date: Place: Signed: Name: In the capacity of: For and on behalf of: Tender No. PDM/PUR/F A /

67 FORM - III Eligibility Conditions (This Form must be enclosed with the Pre-qualification Bid ) S. No. Basic Require ment 1 Legal Entity 2 Tax registratio n & Returns Specific Requirements Yes No Documents Required The bidder/ members of consortium must be a company registered under Companies Act, 1956 or the partnership firm registered under the partnership act, or a society registered under relevant society act or any other legal entity with existence in business since 01 Apr 2011 or before in India The bidders and all its consortium partners etc. should have their firm/entity registered with the Service tax, Sales tax / VAT department, with respect to Service tax, Sales Tax/VAT whichever is applicable and shall furnish self-attested copies of the same and their latest Service tax, Sales tax/vat assessment order/ Tax filing return form of the concerned department. 3 Turnover Total Turnover of the lead bidder in India over the last three financial years, i.e., from FY to (as per the last published audited balance sheets), should be at least INR 5 crores. (Form-IV) 4 Single Bidder/Co nsortium/ Associatio n/joint The bidder may be single entity or consortium or association or joint venture. But all such persons/entities must notify among themselves Copy of registration certificate (s) Copy of Tax registration and return(s) CA certificate with CA s registration number/ seal Signed copy of the arrangement/agreeme nt among such partners etc. of the bidder. Page No. Tender No. PDM/PUR/F A /

68 Venture 5 Experienc e 6 OEM (Original Equipmen t Manufact urer) Certificati ons one entity as lead bidder. Consortium should not exceed three members including lead bidder. The proposed Trunking solution from same OEM should have been deployed in at least three cities and be operational and working satisfactorily. (FORM-XII) The bidder should submit valid authorization letter from each of the OEMs of Hardware, Software, and Application Software confirming following: 1.Authorization for bidder for quoting products with specific model /part numbers while Confirming that the product meets the technical & functional requirements. 2. OEM should certify that Products quoted are latest version and not going to be end of life in 5 years 3.OEM should Undertake that the support including spares, updates, patches, security patches, fixes, bug fixes, wireless sets batteries for the quoted products shall be available for minimum 10 years 4. The OEM will also provide necessary support to the prime bidder to establish service center at Ujjain, M.P. (India) if contract is awarded to the bidder. Attach work order/ client acceptance certificate and completion and in operation certificate for each project. The authorization certificate of OEM/s, as per components with make and model number (as proposed by bidder in technical bid) As per FORM-V Tender No. PDM/PUR/F A /

69 7 Blacklist Bidder shall not be black listed by any State / Central Government Department, Ministry or Agency as on bid submission date 8 Local support The selected prime bidder or consortium partner should give an undertaking for setting up a local support centre at Ujjain if is not there at present, within two months of award of the contract. For the purpose the vendor is to submit Technical Personnel Statement as per FORM- XIII FORM-VII, Self- Declaration Certificate that the bidder is not black listed as on the bid submission date. Self-Declaration Certificate to be enclosed in the bid duly signed by the authorized signatory of the prime bidder on its letter head Letter of Undertaking Date: Place: Signed: Name: In the capacity of: For and on behalf of: Tender No. PDM/PUR/F A /

70 FORM IV Financial Status of Sole Bidder/ each member of consortium within last three years [On the letterhead of Bidder] (This Form must be enclosed with the Pre-qualification Bid ) Full Name of Bidder Firm: S.No. Financial Year Annual Turnover of Bidder /(Supplier)/ Firm in Indian Rupees Net profit after tax Note: Please attach Audited Balance sheets for the above period after pagination and mention total pages here. Attach copies of Income Tax returns. Attach copies of Sales tax / VAT / Service tax returns. Signature of Chartered Accountant of the bidder Signature. Full Name Name... & Seal of the Bidder (bidder) Address Contact numbers Registration number / membership number with ICAI Tender No. PDM/PUR/F A /

71 FORM V OEM / MANUFACTURERS AUTHORIZATION CERTIFI CATE (This Form must be enclosed with the Pre-qualification Bid ) (On the letterhead of OEM carrying address, contact numbers with sign and seal of authorized signatory) 1. It is certified that We have read this tender document and are fully acquainted with all technical and financial requirements. M/s. are our authorized distributors / resellers/ agents and they have been authorized to quote and sell.(name of equipment or part or hardware or COT software with full details ) and. (Accessories) Make/ Model No is manufactured / developed by us to MP Police. We will provide to them all necessary support for providing effective after sale services as per the terms and conditions of the RFP. 2. That in the event of bidder is awarded this tender, we will provide adequate quantity of quoted make, model of hardware/ quoted version of software and associated services within the given delivery period of this tender. 3. It is certified that the product proposed will not reach end of life for at least 5 years from the date of bid submission and we will provide 2 years warranty. 4. That we undertake to supply the spares, wireless sets, batteries and all the items required to smoothly operate the system for next 10 years. This undertaking will be carried out even if our arrangement with present vendor gets terminated for any reason whatsoever. 5. We will also provide necessary support to the prime bidder to establish service center at Ujjain, M.P. (India) if contract is awarded to the bidder. 6. That this assurance is being given after assessing the financial capability of the bidder and our contractual arrangements with the bidder. Authorized signatory Signature... Name Designation. Contact address and Telephone number.. Seal. Tender No. PDM/PUR/F A /

72 FORM VI UNDERTAKING (This Form must be enclosed with the Pre-qualification Bid ) ( On the Letterhead of the Participant bidder firm/ Company) I.. S/o Shri. Resident of.. Being Managing Director / Proprietor / Partner of M/S.. whose Sales Tax ( TIN) Registration No. is CST Registration No. is. Income Tax PAN No. is..... and Service Tax No. is.. Hereby give consent to The Sr. Supdt. of Police (Radio), Police Telecom Head Quarter, Bhadbhada Road Bhopal to deduct from our Bills whatever Amount is payable by us on account of the necessary Tax dues. Place :-. Date :-. Signature :-. Name :-... Post :-.. Seal :-.. Tender No. PDM/PUR/F A /

73 FORM VII :: DECLARATION:: (This Form must be enclosed with the Pre-qualification Bid ) [On the letterhead of Bidder] 1. (Name of M.D./ Proprietor of firm/ head of the entity submitting bid).son of..of M/s (Name of firm and full Address) have read all the Terms and Conditions of this tender. These are acceptable to me. 2. Earnest Money in the form of FDR/Bank Guarantee (Made with any Indian nationalized Bank) of Rs.(In words)..in favor of Sr. Superintendent Of Police (Radio), Madhya Pradesh, Bhopal payable at Bhopal, is enclosed herewith. 3. I certify that we are registered and well experienced firm for this work and truly trading / supplying/ providing requisite services since (date). 4. We also certify that we are not black listed by any State or central Govt. 5. Each page of tender documents is duly signed with seal by us. Each page of the tender document is duly signed by me. 6. I undertake to adhere to ethical commitment as required in this tender and mandated by law. 7. I, hereby further confirms that irrespective of any arrangement between the bidder of this bid and its upstream suppliers, the undersigned entity shall bear full and single point responsibility and answerability towards the this bid and the purchaser. Undersigned shall ensure that tasks under this bid do not suffer on any account including any probable dispute between it and its supplier and service personnel. 8. I further guarantee that this bid does not contain any offer making infringements on any Indian law relating to IPR, Copyrights, patents and designs. I also undertake to indemnify the purchaser in the event of purchaser suffering any loss/ incur any expenses due to violation of any law in this respect. 9. I am authorized as per law/ bye laws / resolution of the governing structure of the bidding entity, to bid the bidding entity into legal and financial obligations with the purchaser as per terms of this RFP. Place : Date :. (Name, Signature and Seal of Bidder) Tender No. PDM/PUR/F A /

74 FORM VIII Non- Malicious Code Certificate (This Form must be enclosed with the Pre-qualification Bid ) [On the letterhead of the Bidder] 1. I/We hereby certify that the hardware / software / networking / equipment being offered or developed or driver software being or to be provided to run the hardware, software or equipment as part of the contract does not and will not contain any kind of malicious code that would activate procedures to: a. Inhibit the desired and the designed function of the equipment / solution. b. Cause damage to the user or his equipment / solution during the operational exploitation of the equipment / solution. c. Tap information regarding network, network users and information stored on the network that is classified and / or relating to National Security, thereby contravening any Indian law. 2. There are / will be no Trojans, Viruses, Worms, Spy wares or any malicious software on the system and in the software offered or software that will be developed without prejudice to any other rights and remedies available to the Purchaser. We are liable under Information Technology Act, 2000, Indian Penal Code 1860 and all other Indian laws in case of physical damage, loss of information and those relating to copyright and Intellectual Property rights (IPRs), caused due to activation of any such malicious code in offered / developed software. Yours faithfully, Authorized Signatory Designation Tender No. PDM/PUR/F A /

75 FORM IX Undertaking on Exit Management and Transition (This Form must be enclosed with the Pre-qualification Bid ) [On the letterhead of Bidder] Sub: Undertaking on Exit Management and Transition Sir, 1. I/We hereby undertake that at the time of completion of the engagement, we shall successfully carry out the exit management and transition (to M P Police). 6. I/We further undertake to complete the following as part of the Exit Management and Transition: i. Capacity Building of Police personnel. a. We undertake to design team/organization structure at the purchaser s place to manage the system; b. We undertake to carry out an analysis of the skill set requirement at State to manage system and carry out the training & knowledge transfer required at purchaser s place to manage system ii. Transition of project artifacts and assets a. We undertake to complete the updating of all project documents and other artifacts and handover the same to the purchaser before transition; b. We undertake to design Standard Operating Procedures to manage system (Including application and IT systems), document the same and train purchaser s personnel on the same. 3. I/We also understand that the Exit Management and Transition will be considered complete on the basis of approval from Purchaser. Yours faithfully, Authorized Signatory Designation Tender No. PDM/PUR/F A /

76 FORM X Bill of Quantity (BOQ) (To be specified by the Bidder as per technology offered by bidder) (This Form must be enclosed with the Technical Bid ) Ite m Description Qty Quoted Make Model & Part No. 1 Digital Static / Fixed Trunked Radio with all accessories 2 Digital Mobile Trunked Radio with all accessories 3 Digital Portable Trunked Radio (Walkie Talkie) Full keypad, with complete accessories and one Spare Battery 4 Complete digital trunked Radio System : With 16 RF Channels of 800 MHz Band with complete accessories and all other components as required (To be specified by the bidder as below a, b, c and towards as required.) a b. c channel Voice Recorder 1 6 Site preparation including furnishing of 1 eqpt. room, earthing & air conditioning 7 Programming Accessories/Manual a Laptop for Programming Radios and 5 Maintenance b Portable, Mobile/Fixed, Base Station 5 c System Documents and User and 2 sets Service Manual 8 Test equipment a Digital Wattmeter with accessories 1 b Digital spectrum analyzer Mtr. Self Support Tower with advance active lightening arrester system 1 Tender No. PDM/PUR/F A /

77 10 6 way Multi Charger for charging 100 Portable Radio 11 Any other item, If required for successful installation & commissioning of System 12 SERVICES 1 a Training in India b Installation & commissioning 13 RF Survey 1 14 Onsite support during warranty period 1 for 2 years 15 Whether agree to provide Comprehensive AMC of the System after warranty period (for three Years) Note: The bidder needs to provide the itemized cost for hardware, software, and training (as per the BOQ and other RFP clauses) in Bill of Material (BOM) (FORM- XVI) of Financial Bid. Any additional components not part of the BOQ, but required by bidder to implement a satisfactory solution compliant to SLAs, may also be included and suitably highlighted. Tender No. PDM/PUR/F A /

78 FORM XI Detailed Technical Compliance Statement (This Form must be enclosed with the Technical Bid ) Detailed Compliance Statement is to be provided by all bidders against the specifications given in the RFP. Failure to provide compliance will lead bid being summarily rejected. Specifications include warranty, maintenance and service conditions, technical specifications specified in the RFP Sr. No. Specification stated in Section IV [each line item in Clause 4.8] Make Detail of Items offered by Bidder Model Specification Deviation No. / if any Part No. (*Attach Manufacturer's brochures / pamphlets) Date: Place: Signed: Name: Designation: For and on behalf of: Tender No. PDM/PUR/F A /

79 FORM XII PERFORMANCE STATEMENT (This Form must be enclosed with the Technical Bid ) [On the letterhead of Prime Bidder/OEM] S. no Financi al Year Name & address, Telephone no and fax no of purchaser to whom similar service/ supplies were made Description of the work / supply order Whether Radio Trunking System was part of that? If yes what was its proportional value to total value of the order? Purchase Order No. & Date issued by Purchaser Value of contract/ Purchase Order Period of execution Performanc e certificate from customer (page numbers) Star ting End As of this date, the information furnished in all parts of this form is accurate and true to the best of my knowledge. I have no objection in getting this information verified by the SSP(Radio) M.P. in any covert or open manner, as the latter may deem fit. Date: Place: Signed: Name: In the capacity of: For and on behalf of: Tender No. PDM/PUR/F A /

80 FORM XIII Technical Personnel Statement (This Form must be enclosed with the Technical Bid ) Detailed information of proposed service centre within M.P. State & personnel deployed or to be deployed by the Bidder. S.No. Name Designation Qualification Contact No. Full address of Local service centre (if available) Date: Place: Signed: Name: Designation: For and on behalf of: Tender No. PDM/PUR/F A /

81 FORM - XIV Deviations from Tender Document Conditions (This Form must be enclosed with the Technical Bid ) Sl no Clause no Page no Deviations Reasons Date: Place: Signed: Name: Designation: For and on behalf of: Note :- One copy of this form must also be enclosed with Pre-Qualification Bid Tender No. PDM/PUR/F A /

82 FORM XV FINANCIAL BID (This Form must be enclosed with the Financial Bid ) Name of the Bidder.. S.No. PARTICULARS BIDDER S Amount (in INR) 1 Total Cost of Digital Radio Trunking System complete with all accessories. [ Total Value of system as shown in Form-XVI {Bill of Material}] (S.No.1 to 14) 2 Custom Duty (if applicable) 3 Excise Duty (if applicable) 4 5 VAT Tax / Sales Tax (As applicable) On S. No. 1 to 10 of BOM (S.No. 11 added only if applicable) Service Tax (As applicable) On S. No. 12 to 14 of BOM 6 Freight Charges (if applicable) 7 Other Charges (if any) 8 Total Cost of Project With standard warranty (for two years) Rs. 9 Comprehensive AMC Cost of the System after warranty period (for three Years) Grand total of the cost of the tender inclusive all taxes, duties, FOR destination: (In Indian Rupees) Rs/- in words (Rupees Only) Note: 1. The above price should be inclusive of all taxes, custom duty, excise duty, any other taxes, freight, insurance, warranty, F.O.R. destination, cost of packaging etc. 2. Cost of individual item should be quoted in FORM-XVI. Tender No. PDM/PUR/F A /

83 Date: Place: Signed: Name: Designation: For and on behalf of: Tender No. PDM/PUR/F A /

84 FORM XVI Bill of Material (BOM) (To be specified by the Bidder as per technology offered by bidder) (This Form must be enclosed with the Financial Bid ) Ite m Description Quoted Make/ Model Qty Unit Rate in INR Total Cost In INR 1 Digital Static / Fixed Trunked Radio with all accessories 2 Digital Mobile Trunked Radio with all accessories 3 Digital Portable Trunked Radio (Walkie Talkie) Full keypad, with complete accessories and one Spare Battery 4 Complete digital trunked Radio System : With 16 RF Channels of 800 MHz Band with complete accessories and all other components as required (To be specified by the bidder as below a, b, c and towards as required.) d e. f channel Voice Recorder 1 6 Site preparation including furnishing of 1 eqpt. room, earthing & air conditioning 7 Programming Accessories/Manual a Laptop for Programming Radios and 5 Maintenance b Portable, Mobile/Fixed, Base Station 5 c System Documents and User and 2 sets Service Manual 8 Test equipment a Digital Wattmeter with accessories 1 b Digital spectrum analyzer Mtr. Self Support Tower with advance active lightening arrester system 1 Tender No. PDM/PUR/F A /

85 10 6 way Multi Charger for charging 100 Portable Radio 11 Any other item, If required for successful installation & commissioning of System 12 SERVICES 1 a Training in India b Installation & commissioning 13 RF Survey 1 14 Onsite support during warranty period for 2 years 1 GRAND TOTAL Rs. 15 Comprehensive AMC Cost of the System after warranty period (for three Years) Grand total of the cost of the tender inclusive all taxes, duties, FOR destination: (In Indian Rupees) Rs/- in words (Rupees Only) Date: Place: Signed: Name: Designation: For and on behalf of: Tender No. PDM/PUR/F A /

86 FORM XVII List of Spare Parts required for maintenance of RTS (This Form must be enclosed with the Financial Bid ) S No Spare Parts Description Unit Price [Rs] Notes :- These prices are only for future reference and will not count in project cost. Date: Place: Signed: Name: Designation: For and on behalf of: Tender No. PDM/PUR/F A /

87 FORM XVIII FORM OF SOLVENCY CERTIFICATE FROM A NATIONALISED / SCHEDULED BANK (This Form is required from successful bidder only) To, Sr. Supdt. Of Police (Radio) Police Telecom. H.Q., Madhya Pradesh Bhadbhada Road, Bhopal Subject: Bank Solvency for the Radio Trunking Project of M.P. Police. This is to certify that to the best of our knowledge and information M/s/Sri having marginally noted address, a customer of our bank are / is respectable and can be treated as good for Radio Trunking Project of M.P. Police up to a limit of Rs.. (In words Rupees.. ) In favor of Sr. Supdt. Of Police (Radio) M.P., Bhopal. This certificate is issued without any guarantee or responsibility on the Bank or any of the officers. ( Signature) for the Bank Note: In case of partnership firm, certificate to include names of all partners as recorded with the Bank. Tender No. PDM/PUR/F A /

88 Section VI. Draft Agreement and Bank Guaranty AGREEMENT Draft copy of agreement Performa (to be entered between successful Bidder and M.P. Police) This agreement made this -- day of between M/s having their Registered office at (hereinafter called the Guarantor) and their partner having its office at hereinafter called the "Suppliers" which expression, where the context so admits includes his heirs executors successors and administrators etc. on the one part AND the Governor of Madhya Pradesh acting through Senior Superintendent of Police, Bhadbhada Road MP, Bhopal, Government of Madhya Pradesh (hereinafter called the "Purchaser" which expression shall where the context so admits includes his successors in office and assigns) on the other part. WHEREAS the supplier has agreed with the purchaser to supply all those articles and provide services set-forth in the scheduled here to at the rates set-forth in column 4 of the schedule (Annexure "A") of this agreement: - Now those present witnesses and it is hereby agreed as follows: - (1) In consideration of the payments to be made by the purchaser at the rates mentioned in columns 4 of the schedule hereto annexed as "A", the supplier undertakes to supply the articles as set-forth in columns 2 thereof in the manner laid down hereunder. (2) The supplier will supply Digital Radio Trunking System described in columns 2 of the Schedule hereto from time to time in such quantities as mentioned in column 5 of the Schedule hereto and of such standard as set forth in the tender document annexed herewith as annexure "B". The supplier agrees to supply such additional quantity as may be entered in the Indent at the rates set-forth in columns 4 of the schedule hereto as may be required by the Purchaser. (3) The Radio Trunking System to be supplied under this agreement are to be new, made of excellent quality or sort in every respect equal and answerable to the price patterns of samples sent with the tender such as the purchaser has approved. (4) The purchaser may by notice in writing, call upon the supplier to supply additional items of Digital Radio Trunking System to serve as samples, and upon such notice in writing the supplier shall be bound to supply additional samples of Digital Radio Trunking System, such additional samples being in all respects of the same quality or sort as the samples first supplied and also be in conformity with Para-3 above. Tender No. PDM/PUR/F A /

89 (5)(a) All rates are to be based on free delivery in good condition, securely packed and F.O.R. station as asked for in the supply order by the Purchaser. (b) When Digital Radio Trunking System ordered F.O.R. station of destination the supplier shall be required to bear all risk of loss, Leakage or damage, and shall deliver the good condition to the consignee at station of destination mentioned in the Indent in such quantities or number and within such time and in such manner as the Purchaser shall from time to time direct. The cost on insurance freight and loading, unloading, packaging and unpacking shall be borne by the supplier. (6) Unless when specially permitted otherwise in the order accompanying Indent, all item of Digital Radio Trunking System must be dispatched within prescribed delivery period, of the receipt of Indent by the supplier, No reminder will be given for despatch therefore. The purchaser reserves the right to refuse, to accept delivery of the Wireless Sets if not delivered within delivery period. (7) With despatch of complete Digital Radio Trunking System under this agreement invoices or bills in triplicate shall be sent by the supplier to the Purchaser, the duplicate to be returned by the Purchaser with quantities or number received duly noted thereon. (8) The supplier shall not sublet or assign this contract without the permission in writing of the purchaser. (9) Whenever necessary the purchaser will have right to call for adequate security as a safeguard for the satisfactory fulfilment of this agreement. (10) Digital Radio Trunking System fully/partially rejected or refused on the ground of being of inferior quality shall be removed by the supplier within 10 days at his own risk and expense or shall be despatched to the supplier at the supplier's risk and expense. (11) It will be open to the purchaser to call for income tax and clearance certificates. (12) After delivery and system go live the Purchaser shall make payment as per payment schedule given in RFP direct subject to deduction of any amount to which the supplier may render himself liable under the term of this agreement. (13) Packing case containers, gunny packing etc. which may be used for the purposes packing and which are delivered with stores will not be returned or paid for unless specially stipulated. (14) In case the supplier shall duly supply the said Digital Radio Trunking System at the rates and in the manner aforesaid the purchaser undertakes in his turn to pay or cause to be paid to the supplier in the manner set-forth in condition (12) above, the amount for each and every consignment calculated at the rates set-forth in col.4 of the Schedule hereto. Tender No. PDM/PUR/F A /

90 (15) In case of non-supply or partial supply of any of the covenant and conditions of the agreement within the period specified by the Purchaser. It shall be lawful for the purchaser to annul, rescind or cancel the agreement. It will be lawful thereafter for the purchaser to purchase the Digital Radio Trunking System from any other person and the supplier shall be responsible to make good any loss that may be incurred in such purchase. (16) Upon the breach of any of the terms or conditions of this agreement by the supplier it shall also be lawful for the purchaser to forfeit the security deposit if called for in accordance with condition (9) above, in whole or part or impose such penalty as he may deem fit and recover the same from the security deposit or from any other payment to be made to the supplier or in any other manner as purchaser may deem fit but without prejudice to the right of the purchaser to recover any further sum as damage from the supplier. (17) The purchaser will have powers to impose penalty up to 5% of balance undelivered / partially delivered Wireless Sets in cases of excessive late deliveries. Director General of Police M.P. will be final authority to decide the quantum of the penalty to be charged. (18) In case the supplier request for extension in the delivery period, he shall be liable for suitable penalty. (19) The tender document as submitted by the supplier at the time of submission of the bid shall be taken as the part of this agreement and conditions set forth therein shall be binding on the supplier. (20) All costs and expenses incidental to the preparation and execution of this agreement shall be paid by the supplier. (21) If any dispute shall arise between the parties hereto in respect of this agreement or any of the provisions herein contained except in respect of matter hereunder every such dispute shall be referred to the arbitration of the Director General of Police M.P. whose decision thereon shall be final and binding on the parties. (22) This agreement shall have effect from the date of its execution to subject to the above conditions. (23) The Director General of Police M.P. may cancel the Purchase order and all proceedings relating thereto without assigning any reason. (24) Any dispute in this agreement the court of competent jurisdiction at Bhopal. In witness of the parties hereto have signed this agreement on the date and year respectively mentioned against their signature. Tender No. PDM/PUR/F A /

91 Purchaser Supplier Senior Superintendent of Police (Radio) Police Telecommunication Head Quarter Bhadbhada Road, Bhopal, MP For and On behalf of the Governor of Madhya Pradesh Witnesses 1 1 Witnesses 2 2 (Annexure A to Agreement) Schedule of items to be supplied and Services to be rendered, with cost as accepted to be payable by purchaser S.No Description items / services of Quality or sort Rate or Price with all taxes, duties, charges, FOR destination Police Telecom Head Quarters, Bhopal Quantity Signature of the Authorised signatory of Purchaser Signature of the authorised signatory of Bidder (Supplier) Annexure B to Agreement The duly signed and authenticated original tender document is required to be attached to the "Agreement" as annexure B to the agreement. Tender No. PDM/PUR/F A /

92 Proforma of Bank guarantee / performance Bank guarantee Bank Guarantee To, Senior Superintendent of Police (Radio) Police Telecommunication Head Quarter Bhadbhada Road, Bhopal, MP Place Bank Guarantee No.: Amount of bank Guarantee No.: Rs (Rupees Only) Bank Guarantee valid from: Last Date for Lodgment of Claim: This Deed of Guarantee executed by the Bank having Registered Office at --and local office at ---(hereinafter called the Bank ) in favour of SSP (Radio), Police Telecom Head Quarters, M.P., Bhopal for and on behalf of Govt. of M.P. (hereinafter called M.P. Police ) for an amount not exceeding Rs /- (Rupees Only) at the request of M/s having their Registered/Head office at - and M/S -- having its office at (hereinafter called the Guarantor ) and M/s are partners in the Purchase order in respect of which this Bank guarantee is being submitted as security to complete material supplied within stipulated time. The bank do hereby undertake to pay to the M.P. Police an amount not exceeding Rs /- (Rupees Only) by reason of breach of Agreement, "Term and Conditions as stated in Tender Document, and commitment under the scope of Purchase Order. The Bank do hereby guarantee and undertake to pay to the M.P. Police immediately on demand, without any reservation(s), protest, demur and without reference to the guarantor the amount of Rs (Rupees Only). Any such demand made by the M.P. Police shall be conclusive and binding on the bank irrespective of any dispute(s) or difference(s) raised by the Guarantor. The bank undertake to pay to the M.P. Police any money so demanded not withstanding any dispute or disputes raised by the Guarantor and their partners in any suit or proceeding pending before any Court or Tribunal relating thereto, Banks liability under this guarantee being absolute and unequivocal. The payment so made by the bank under this bond shall be a valid discharge of liability for payment there under and the Guarantor and their partners shall have no claim against the bank making such payment. Tender No. PDM/PUR/F A /

93 This Guarantee will not be discharged due to the change in the constitution of the Bank or Guarantor and their partners. This guarantee shall be irrevocable and shall remain valid up to (date) The guarantee shall be extended further at the discretion of the Bank for such period as required under the instructions of the Guarantor i.e. ---, on whose behalf this guarantee is furnished. The bank agree that the amount hereby guaranteed shall be due and payable to the M.P. Police on the bank being served a notice requiring the payment of the amount and such notice shall be deemed to have been served on the Bank by actual delivery. In order to give full effect to the provisions of this guarantee the bank hereby waives all rights inconsistent with the above provisions and which the bank might otherwise as a guarantor be entitled to claim and enforce. We, Bank may renew the Bank Guarantee at our discretion provided the request for renewal is made by the Guarantor before the expiry of the Bank Guarantee with the mutual consent of the Bank or Guarantor. We, Bank, lastly undertake not to revoke this guarantee during its currency except with the previous consent of the M.P. Police in writing and the guarantee shall be continuous and irrevocable guarantee up to a sum of Rs /- (Rupees Only) (amount) Notwithstanding anything stated hereinbefore: Our liability under this guarantee is restricted to Rs /- (Rupees Only). The guarantee shall remain in force till (date) and The Bank is liable to pay the guarantee amount or any part thereof under this Bank Guarantee only if the M.P. Police serves upon the Bank a written claim or demand on or before --- (date)---. Please note that this Bank Guarantee automatically stand cancelled notwithstanding the fact that the original bank guarantee may not be returned to us by you. Witness: 1. Signature Manager/ Authorised Signatory 2. Full Name (in Block Letters) Designation & Signature I.D. No Bank & Branch Address with Branch No. Submitted by: 1. - (Signature) (Signature) Accepted by... For M.P. Police SSP (Radio), Police Telecommunication Head Quarter, M.P., Bhopal Tender No. PDM/PUR/F A /

94 iqfyl egkfuns'kd e/; izns'k Hkksiky fnukad Tender No. PDM/PUR/F A /