RFP - Jharkhand VTS

DEPARTMENT OF MINES AND GEOLOGY, JHARKHAND
Third Floor, Yojana Bhawan, Nepal House, Doranda, Ranchi,

Jharkhand- 834002, Tele-Fax. - 0651-2491607
Bid no: DMG/RFP/02/2018-19 Dated: 31.07.2018
Government of Jharkhand
Request for Proposal

For Selection of System Integrator for Design, Development,
Operation & Maintenance of
the Vehicle Tracking Solution for Mineral
Transporting Vehicles in the State of Jharkhand
Cost of document: INR Ten Thousand only (Rs. 10,000/- Non-Refundable) per Bid
towards the cost of Bid document.
Note: - The bidder shall deposit the tender document fee of Rs 10,000/- (Rupee Ten
Thousand) by making online payment at e-payment link on website of Department of
Mines and Geology, Jharkhand.
(http://portal.jharkhandminerals.gov.in/portal/pms/PMSPayMiningFeeOuter.aspx).
The receipt of online payment of tender document fee should be included in proposal.
SD/-
Director Mines
RFP for Vehicle Tracking System 1

July 2018
Contents
1 About Department of Mines and Geology 2
2 Definitions 3
3 Objective and Scope of Work 5
3.1 Project Description 5
3.2 Project Objective 5
3.3 Scope of project 5
3.3.1 Vehicle Tracking Application Software 6
3.3.2 IT Infrastructure Setup 7
3.3.3 Application Integration 7
3.3.4 Operations & Maintenance 7
3.3.5 Management Dashboard and Analytics 8
3.3.6 Training 8
3.3.7 Manpower Deployment 8
3.3.8 Pilot Demonstration 9
3.4 Functional Requirements for Vehicle Tracking Solution 10
3.5 Functional testing of VTS 23
3.6 Requirements for the GPS Kit before Go Live phase 24
3.7 Others 24
3.8 Roles and Responsibilities of key stakeholders 25
3.8.1 Role of DMG 25
3.8.2 Role of System Integrator 25
3.8.3 Role of Vehicle Owners 26
3.8.4 Role of Empanelled VTD Vendor 26
4 Response to Tender Document 28
4.1 Preparation of Tender Document 28
4.1.1 Cost Incurred for Tender Document Preparation 28
4.1.2 Language of Proposal 28
4.1.3 Proposal Validity 28
4.1.4 Lack of Information to Bidder 28
4.2 Clarifications & Amendments 28
4.2.1 Pre-Bid Conference 28
4.2.2 Amendment of RFP Document 29
4.3 Document Comprising the Bidder’s Proposal 29
4.3.1 Technical Proposal 30
4.3.2 Commercial Proposal 30
4.3.3 Cost of the RFP Document 31
4.3.4 Bid Security/EMD 32
4.3.5 Power Of Attorney 32
4.4 Bid Submission 32
4.4.1 Bid submission Date & Time 32
4.4.2 Address for Communication and Bid Submission 32
4.4.3 Late Bid 33
4.4.4 Right to Accept and Reject Any or All Bids 33
5 Bid Opening and Evaluation Process 34
5.1.1 Pre-Qualification (PQ) Criteria 34
5.1.2 Evaluation of Technical Proposals 35
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5.1.3 Evaluation of Commercial Proposals 37

5.2 Forfeiture of Bid Security 38
5.3 Disqualification 38
5.4 Award of Contract 39
6 Terms and conditions of engagement 41
6.1 Law governing contract 41
6.2 Project Schedule 41
6.3 Payment Terms and Schedule 42
6.3.1 Payment Milestone 42
6.3.2 Penalties 42
6.3.3 Taxes and Duties 42
6.4 Commencement, Completion, Modification and Termination of Contract 43
6.4.1 Award of Contract (Commencement of Contract) 43
6.4.2 Project Extension 43
6.4.3 Performance Bank Guarantee 43
6.4.4 Commencement of Services 44
6.4.5 Expiration of Contract 44
6.4.6 Modification or Variation 44
6.4.7 Termination 44
6.4.8 Conflict Of Interest 45
6.5 Obligations of the Bidder 45
6.5.1 Standard of Performance 45
6.5.2 Confidentiality 46
6.5.3 Bidder Actions Requiring Client’s Prior Approval 46
6.5.4 Deliverables Prepared By the bidder to be the Property of the
Client 46
6.5.5 Accounting, Inspection and Auditing 46
6.5.6 Removal and/or Replacement of Personnel 46
6.6 Confidentiality 47
6.7 Patents 47
6.8 Force Majeure 47
6.9 Resolution of Disputes and Arbitration 48
7 Schedule of bidding 49
Annexure 1: Format for Bidder’s Profile 50
Annexure 2: Format for Bidder’s Undertaking Statement 52
Annexure 3: Certificate of Compliance (No Conflict Of Interest) 53
Annexure 4: Format for Confidentiality/ Non-Disclosure Undertaking 54
Annexure 5: Format for Technical Bid Letter 58
Annexure 6: Format for Relevant Experience 59
Annexure 7: Format for Project Team Member’s CV 60
Annexure 8: Format for Commercial Bid 62
Annexure 9: Performance Requirements and Penalty 64
Annexure 10: Bid Security Form 66
Annexure 11: Format of Draft LoI 67
Annexure 12: Format of Draft Contract 69
Annexure 13: Format of Performance Guarantee 72
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Disclaimer
All information contained in this Request for Proposal (RFP) Document is in good interest
and faith. This is not an agreement and is not an offer or invitation to enter into an
agreement of any kind with any party.
Though adequate care has been taken in the preparation of this RFP Document, the
interested firms shall satisfy itself that the document is complete in all respects. The
information is not intended to be exhaustive. Interested Bidders are required to make
their own enquiries and assumptions wherever required.
Department of Mines and Geology (DMG) reserves the right to reject any or all of the
proposals submitted in response to this RFP Document at any stage without assigning
any reasons whatsoever. DMG also reserves the right to withhold or withdraw the
process at any stage with intimation to all who submitted the RFP Document response.
DMG reserves the right to change/ modify/amend any or all of the provisions of this RFP
Document. Such changes would be posted on DMG’s website.
Neither DMG nor its employees and associates will have any liability to any prospective
respondent interested to apply or any other person under the law of contract, to, the
principles of restitution or unjust enrichment or otherwise for any loss, expense or
damage which may arise from or be incurred or suffered in connection with anything
contained in this RFP Document, any matter deemed to form part of this RFP Document,
the award of the Assignment, the information and any other information supplied by or
on behalf of DMG or their employees and bidder or otherwise arising in any way from
the selection process for the Assignment.
Information provided in this document or imparted to any respondent as part of the RFP
Document process is confidential to DMG and shall not be used by the respondent for
any other purpose, distributed to, or shared with any other person or organization.
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1 About Department of Mines and Geology

Jharkhand is a blessed land with the natural gift of immense mineral potential and other
natural resources. The state stretches over 79,714 square kilometer geographical areas
with 29.61% forest area and owns about 40% of total mineral resources of India. The
State occupies 1st position in coal reserve, 2nd position in iron ore reserve, 3rd position in
Copper ore reserve, 7th position in Bauxite reserve and is the sole producer of prime
coking coal. Limestone, Dolomite, Manganese, Mica, China Clay, Graphite, Soapstone,
Fire Clay, Coal Bed Methane, Uranium, Apatite, Quartz, Feldspar, Gold and Pyroxenite
are other important minerals available in huge quantity in the state.
Department of Mines and Geology (DMG) is one of the important departments of the
Government of Jharkhand. It is the administrative department of the Directorate of Mines
and the Directorate of Geology. The main functions and activities of the Department are-
a) Systematic survey and assessment of the mineral deposits of the State
b) Exploitation, administration of mines and mineral concession
c) Enforcement measures for prevention of illegal mining and smuggling of minerals
d) Assessment and collection of mining revenue
The Department strives for sustainable development of mineral resources in a scientific
and eco- friendly manner in order to create a conducive environment for industrial growth
in the state.
JHARKHAND INTEGRATED MINES AND MINERALS MANAGEMENT SYSTEM

(JIMMS)
JIMMS is an Information Technology (IT) based system which enables DMG to facilitate
and regulate the mining activities in faster, transparent and digital mode. The solution
facilitates the end user to maintain mining clearance, online application and issue of
Mineral Transit Permit, Transit Challans, no dues clearance certificate, registration of
mineral carrier and validating from Transport department for issuance of mineral carrier
certificate. The consignor can only transport the permitted quantity of Mineral to the
destination. After loading, the mineral carrier at source, it will check at the Govt. weigh
bridge en route and at the railway siding to the destination point. Various Checks and
measures has taken into consideration for smooth operation of Mineral Transport.
The software application has capacity to complete the cycle of mineral production and
dispatch for all transactions along with facilitate for cancellation of any certificates issued
by the authority. The software application also provides for an online issue of Dealer
License in the State and registration of the Mineral Transporter.
The online challan system has capacity for auto capturing the gross weight of mineral
loaded truck at the mines weigh bridge as the Mines Weighbridges are the point of origin
for material dispatch, and at the time of loading of materials, system generates online
transit pass.
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2 Definitions
In this document, the following terms shall have following respective meanings-
2.1. “Authorized Representative” shall mean any person/agency authorized by
either of the parties.
2.2. “Acceptance” means the DMG’s Quality certification after verification of the
work done by the agency.
2.3. “Bidder” means any firm offering the service(s) and/ or materials asked for in
the RFP. The word Bidder, when used in the pre-award period shall be
synonymous with Bidder, and when used after intimation of successful bidder
shall mean the successful bidder, also called ‘Vendor or Bidder’, with whom
DMG signs the Contract.
2.4. “Contract” means the Agreement to be signed by the Successful Bidder and
DMG.
2.5. “Documentary evidence” means any matter expressed or described upon any
substance by means of letters, figures or marks intended to be used for the
recording of that matter and produced before a court.
2.6. “Gov. / GoJ/ Government/ Govt. of Jharkhand” shall mean Government of
Jharkhand.
2.7. “Go Live” means completion of work as per the RFP/ Work order issued to
selected bidder and successful completion of Preliminary Acceptance Testing
(PAT), Unit Acceptance Testing (UAT), Integration Testing, Final Acceptance
Testing (FAT) and deployment / delivery of the solution as per the requirement
of RFP/ Work Order issued.
2.8. “Incidental services” shall mean for the purpose of the project activities which
have dependencies on the activities mentioned in the scope of work for the
bidder, for example coordination with different stakeholders, logistic support as
required etc.
2.9. “IT Infrastructure” shall inter alia mean computer systems, computer hardware,
peripherals, servers, storage, local area network and software, data network
connectivity and such additional equipment or facilities or services as may be
provided for effective delivery of Project Services.
2.10. “Law” shall mean any Act, notification, byelaw, rules and regulations, directive,
ordinance, order or instruction having the force of law enacted or issued by the
Government of India or State Government or regulatory authority or political
subdivision of government agency.
2.11. “LoI” means Letter of Intent which shall constitute the intention of the Tenderer
to place the purchase order with the successful bidder.
2.12. “Party” shall mean DMG or Bidder individually and “Parties” shall mean DMG
and Bidder collectively.
2.13. “PBC” means Pre-Bid Conference.
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2.14. “Premises” means space/area to be provided by the DMG for Control Centre
for the purpose of hosting of IT Infrastructure.
2.15. “Project” shall mean Design, Development, Operation, and Maintenance of the
Vehicle Tracking Solution for mineral transport vehicle in State of Jharkhand and
delivery of Project Services in the respective areas.
2.16. “Rates/Prices” means prices of services and/or equipment quoted by the Bidder
in the Commercial Bid submitted by him and/or mentioned in the Contract.
2.17. “Rs.” or “Rupees” or “INR” means the lawful currency of the Republic of India.
2.18. “RFP” means this Request for Proposal
2.19. “Services” means the work as mentioned in this document and to be performed
pursuant to the Contract
2.20. “Site” shall mean the location(s) for which the Contract has been issued and
where the service shall be provided as per Agreement
2.21. “Tenderer” shall mean the authority issuing this Request for Proposal (RFP) and
this authority shall be the DMG.
2.22. “Taxes” means any Indian taxes including excise duties, customs duties, value
added tax, sales tax, local taxes, good and service tax (GST), cess and any
impost or surcharge of like nature (whether GoI, GoJ or local) on the goods,
materials, equipment and services incorporated in and forming part of the
Project charged, levied or imposed by any Government Instrumentality, but
excluding any interest penalties and other sums in relation thereto imposed on
any account whatsoever. For the avoidance of doubt, Taxes shall not include
taxes on corporate income.
2.23. “Vehicle Tracking Device (VTD)” means a GPS device to be installed on the
mining vehicles
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3 Objective and Scope of Work
3.1 Project Description

DMG wants to implement GPS based Vehicle Tracking Solution (VTS) for mineral
transporting vehicles in the state for bringing efficiency to logistics and to prevent illegal
mining. For this purpose, installation of GPS device in all vehicles registered for
transportation of minerals in the state will be made mandatory. All such vehicles will be
required to be suitably equipped with GPS devices procured by the vehicle owners from
the vendors that will be empaneled by DMG. The fitment of GPS device on mineral
transporting vehicles will enable online, real-time monitoring of their movement and
effective enforcement through a web based Vehicle Tracking Application Solution that is
also proposed to be developed and deployed. The application solution designed by the
selecting agency will also be integrated with Jharkhand Integrated Mines and Mineral
Management System (JIMMS) of DMG and will be accessible over web.
DMG now intends to select an agency to design, develop, customize, implement &
operate a real time vehicle tracking solution for mineral transport vehicles and also to
integrate the system with the existing software and maintenance of the same for a period
of 3 years, in terms of this RFP document (hereinafter referred to as the “Project”).
3.2 Project Objective

The basic objectives for development and implementation of GPS‐based Vehicle
Monitoring & Tracking System are:
3.2.1. Real time Tracking and navigating of mineral transporting vehicles from
Source to Destination using GPS technology as per challan issued.
3.2.2. Ensuring that the mineral is offloaded / delivered at the designated
purchaser’s location and as per the journey time given in challan.
3.2.3. Checking of variations in route and quantity of minerals during the transit of
mineral.
3.2.4. Increased transparency in mining and its logistics activities.
3.3 Scope of project

The indicative scope of work for the bidder is as follows:
S. Module Brief Summary of Scope
No.
1. VTS Application Design, Development/ Procurement/ Customization
Software & Installation, configuration and Documentation for
the system
2. IT Infrastructure Assessment ,procurement and establishment of IT
Setup infrastructure at Operations Control Centre (OCC) for
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the project
3. Application Integration with JIMMS and provide configurable alerts
Integration to the system seamlessly in real-time basis.
4. Operations & Operations & Maintenance of entire system

Maintenance environment after “Go Live” date till completion of the
contract (3 years from contract date). The O&M shall
include IT infrastructure maintenance support at the
OCC
5. Management • Development of management dashboard for easy
Dashboard and visualization of data showing key performance
Analytics indicators
• Application of analytics on transaction data to
provide insightful analysis such as trend or
pattern analysis, early warning, forecasting
6. Training Design & Execution of Training for successful
implementation and operation
7. Manpower Personnel Requirement for the operation and
Deployment management of the system from OCC and Helpdesk
8 Pilot Conduct a pilot of identified vehicles to showcase
Demonstration basic functionality of the VTS
3.3.1 Vehicle Tracking Application Software

Design, Development, Customization, Installation, Configuration and Documentation for
the application software.
The System Integrator (SI) shall perform the detailed assessment of the system and
gather project specific requirement from the DMG. Based on the requirement, basic trial
of application shall be started and customized as per the feedback provided by DMG.
The SI shall perform the following:
3.3.1.1. Application Requirement Study and Analysis: The SI shall perform the
detailed assessment of the functional requirements for the services listed.
3.3.1.2. Software Development/ Customization/ Configuration: The SI shall
perform the software development, configuration, customization, testing and
implementation of the end-to-end application. The SI shall setup and deploy
the application software as per the requirements of the RFP. The SI shall
transfer the source code and other applicable licenses to DMG for
maintenance and management of the application.
3.3.1.3. Software Testing: The SI shall design the testing strategy and plan including
traceability matrix, test cases and conduct testing of various components of
the software developed/customized duly incorporating scope for the VTS.
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3.3.1.4. Reporting: The SI shall ensure that the application system should have the
ability to generate periodic reports for parameters required from time to time
by DMG or any other stakeholder as decided by DMG.
3.3.1.5. Documentation: The SI shall prepare and provide to DMG all documentation
including source code of application along with SRS, FRS and all other
related documents as per latest industry standards and should incorporate
necessary version control mechanism. Whenever any major changes are
made in the solution during the life time of project, SI must provide all the
updated documents to DMG. All the updated documentation along with the
source for stable release of the project should be handed over to DMG at
least 3 months prior to contract expiry.
3.3.2 IT Infrastructure Setup

Design, procurement and establishment of IT infrastructure for the Operations Control
Center (OCC) at facility provided by DMG. The bidder will be responsible for providing
control center infrastructure at a premise provided by DMG, to monitor the movement of
mineral transporting vehicles.
The bidder shall also be responsible to provide the IT infrastructure up to Go Live phase
to meet the functional requirement mentioned in the document.
3.3.3 Application Integration

The bidder shall be responsible for the integration of application system with JIMMS and
provide configurable alerts to the system seamlessly in real-time basis. The bidder at his
own cost will have to study the process flow and has to do site survey for better
understanding of the JIMMS software. The bidder at his own cost will have to study the
facilities available at State Data Centre (SDC). A brief detail of JIMMS is available on its
website (https://portal.jharkhandminerals.gov.in/architectureJIMMS.aspx).
3.3.4 Operations & Maintenance

Bidder shall be responsible for Operations & Maintenance of entire system environment
(Software & Hardware warranty & maintenance support) from “Go Live” date. SI shall
adhere to Key Performance Indicators for service levels, as finalized by DMG.
The bidder shall be responsible to provide the details of the Database and plug‐ins
required to run the application. The required hardware/Computing infrastructure will be
provided at the SDC after Go Live phase. The specification of the required
hardware/computing infrastructure shall be provided by the SI in the format as under
which will be evaluated by competent technical team and provided at SDC.
S.No Item Make & Technical Quantity Remarks (If
Model Specification any)
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SI shall set-up an OCC at DMG premise for monitoring and all operations activities for
the VTS before Go Live phase. DMG will provide space for OCC to consultant for
conducting the project work. All other infrastructure like internet connection, computer,
printer, telephone etc. shall be arranged by the SI on its own costs. Minimum
requirements for setting up OCC should include Workstations/ Computers (6 Nos),
Printer (2 Nos), Video Wall, EPBX/ IVR, UPS and related accessories including network
equipment. However, SI shall provide higher number of infrastructure, if required to meet
its SLA requirements.
3.3.5 Management Dashboard and Analytics

Bidder shall be responsible for developing management dashboard with key
performance indicators in easy to view graphical and colorful format depending on user
credentials. The dashboard shall be supported with analytical reports in terms of trucks
performance levels, system failure trends etc. SI shall adhere to limited number of reports
and its continuous updating, as finalized by DMG.
3.3.6 Training
Design & Execution of Training to the stakeholders for successful implementation and
operation.
Indicative Schedule for Training
S. No. Training Timeline
1. Training to Staff at Head Quarter As per Project Milestone on the

completion of Inspection and
security audit
2. Training to Staff at the district offices Half-Yearly
3. Training to Vehicle Owners Once at the time of installation
• Training needs to be conducted based on a requisite mix of theory & practical

operational sessions. The trainings should be conducted in English and Hindi
• All logistic and infrastructure requirement for training including travel of trainer,
projector etc will be borne by the SI. DMG will only provide the training space for
conducting the training.
• Training shall be provided by the SI as per requirements of DMG.
3.3.7 Manpower Deployment

The bidder shall employ and provide such qualified and experienced personnel as
required to carry out the services. The details CVs of the following resources are to be
submitted as part of the Technical Proposal. The resource type, their minimum
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educational qualification and minimum years of relevant experience as required under

this project are provided below-
S. No Role Basic Qualification Nos. Required
1. Project Manager BE/ B. Tech or equivalent (MBA 1

Degree preferred) with at least 10
years of experience
2. System BE / B. Tech / MCA or equivalent 1
Administrator with minimum 5 years of systems
administration experience
3. Technical Graduate in any discipline with 2
Helpdesk minimum 2 years of work experience
4. Control Centre Graduate in any discipline with 2
Operators minimum 2 years of work experience
Note:
a) CVs of the resources are to be provided as per the format provided in Annexure
7.
b) The above mentioned list of resources is not an exhaustive list. The bidder needs
to deploy adequate number of resources meeting the assignment requirement to
ensure execution of the assignment in a time bound manner.
c) Bidder has to ensure to adhere to Service Level Agreement (SLA) defined and
shall increase the number of manpower to achieve it, if required. Bidders may
submit more profiles of personnel who would be deployed in the project.
d) Resources deployed shall be working on the VTS project only and no sharing of
resources with other projects will be allowed
e) The Business Hours for Technical Helpdesk and Control Centre Operators will
be 12 hours, for e.g. 8 AM to 8 PM. The Business Hours will include every day
including weekend.
f) Technical team shall be available onsite/ remote for support as and when
required as per operational requirement.
g) SI will have to arrange for a toll free number at its own cos. Infrastructure for
helpdesk including PC, phone along with call charges will be borne by SI.
h) Department will provide email ID for the helpdesk.
3.3.8 Pilot Demonstration

Bidder will conduct a pilot of identified vehicles within 2 weeks of the award of the
contract. Pilot shall include:
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• Design & Customization of the vehicle tracking software with basic features for the
pilot Vehicle tracking of up to 100 vehicles identified for the pilot
• The pilot will be conducted on the bidder’s own hardware infrastructure.
3.4 Functional Requirements for Vehicle Tracking Solution

a) General Requirement
Function Details
Requirement
No.
1 VTS will provide the following features:

• Ability to locate a mineral carrying vehicle at a given time
• Point of Origin and Destination based on transit pass/ challan
generated from JIMMS along with details of intermediate check
posts intermediate points of importance, including but not
limited to check posts, important landmarks on map
• Facility to auto generate routes for the vehicles based on origin
and destination point
• Facility to track defined vs. actual movement of vehicles,
capture deviations if any. (For vehicles where scheduled
movement can be defined on Map)
• Facility to view vehicle movements real-time on digital maps and
provide information on current location on demand
• Facility to view vehicle details wise details including navigation
map on roll over of mouse on a particular vehicle on interactive
GIS Map supporting latitude, longitude location records
generated by GPS device. This should include all possible types
of map view like roadmap, terrain, and other applicable views
• Facility for users to access and view position / location
information on GIS maps near real time through web interface
with historic data displayed on maps
• Facility for playing back the recorded details of the vehicle
movement along the authorized route
• It should enable operational managers to create/ modify
locations, routes, schedules Exception recording/ actions (off-
route detection, geo-fenced deviation).
• The system should have analytics features as per DMG
requirements.
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• VTS application shall have Calendar Control to allow the user

intuitively navigate through calendar fields, such as time, day,
month, and year as per the requirement.
• VTS shall provide controls to view the entire sequence of
reported locations from the beginning of the trip time period or
to step through the route sequence incrementally forwards or
backwards upto the destination.
2 The VTS application will be a web application and will have a public
website with look and feel consistent with Government of
Jharkhand’s other branding exercises. The website will be hosted
at State Data Centre and must be integrated with JIMMS application
software.
Capability to receive and process the data feeds from the on-
3
board devices transmitting data
Capability to create client specific and general business rules like
4
unauthorised stoppage, deviation from routes, speed etc.
5 Facility to provide for installation of devices for mines vehicle owner
6 Provide facility of alert generation in the backend

• Ability to define new alerts on specific events
• From the on-board devices in case of tampering
• Vehicle moves out of its designated route or area
• Data feed not received from the on-board device
7 Provide facility to define rules for alerts and their delivery mode like
SMS, email, pop-up etc.
8 Provide customized reports
9 Management of notifications to various stakeholders by way of

email or SMS
10 Capability to update the on-board devices’ firmware from the

backend
11 Capability to configure on-board device parameters from the

backend
12 VTS application shall provide a graphical interface to make quick

position related assessments. Application shall support dynamic
monitoring of vehicles moving out of their defined routes and be
able to raise alerts to control station.
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13 The VTS application should provide the location and history of the
vehicles in the GIS map. The tracking data will be kept live in the
system for at least 6 months. There will be provision to support
archive and restore functions for older data. Alerts/Reporting shall
be available for 1 year in the system
14 The system will store VTS time-related data at the same resolution
received in the live application. The archived data after 6 months
can also be restored using provisions provided in the system.
15 VTS shall display precise location of different vehicles in different

areas
16 Information elements that needs to be captured at the minimum

shall include longitude, latitude, physical location with date and time
stamps, and system shall overlay details on a map.
b) Graphics User Interface (GUI) Requirements
17 The GUI shall be based on standard windows controls or an

equivalent operating system. It shall have web and mobile based
interface
18 Functionality to create and manage vehicle and device master
19 To provide the facility to device vendors for maintaining and

managing the device inventory on vehicles and provide for
complete history of device management.
20 Provide real time tracking and monitoring of the vehicle movement

on the web and mobile interface
21 Provide capability to view a single vehicle or multiple vehicles on a

map in real time. The multiple vehicles may be viewed based on
category, type etc. (example given mines vehicle, make, city or user
selection) and user access rights.
22 All vehicles which are present in a particular defined geographic

area on demand/historical defined by the user.
23 Provide history tracking and trail of movement of a specific vehicle
24 Facility to create geo fences in the back end.
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c) User Management, Access Control & Identity Management

System has to be able to provide the following:
25 The module will help create different types of new Users.
26 Solution should allow users to request for registration.
27 Ability to define roles to users based on their access rights

locations, hierarchy etc.
28 To identify and control the state of users that will have the right to
log into the application and use it.
29 Provide feature of activating or deactivating any user.
30 Ability to query and filter users that are currently logged in network,
and control user login counts and login times.
31 Allow for robust password control and recycling of password

allotment to people.
32 Manage the user hierarchy, locations, Roles & Responsibilities

within the system.
33 Allow for creation of new roles.
34 Manage existing roles.
35 Allow creation of administrative users who can manage the system

as System Administrator (SA) & Database Administrator (DBA).
Changes done by administrative users have to be captured in an
audit trail.
36 Administrator should have full flexibility about where to store both

user and policy information.
37 Administrator should be able to specify that a certain directory be

used for user authentication, but a different directory be used for
user authorization. It should also allow multiple directories to be
configured. For example: Customers can be managed in one
directory, employees in another, partners in another, etc.
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d) Alert Management
Facility to define business rules and accordingly generate alerts

38
such as:
• Whenever a vehicle crosses or enters a specified geo-fence
area e.g. a vehicle has entered / exited a mine
• Route deviation alerts- if vehicle deviate from the route
assigned to the vehicle.
• System should have the capability to raise alerts for vehicle
movement based on various condition such as duration of stay
outside the geo-fence.
• Whenever a vehicle deviates from a defined geo fence, where
it is scheduled to operate such as a route based geo fence from
which vehicle stay out and then comes back
• Whenever a vehicle enters a prohibited geo fence
• To track a vehicle when it moves from one location to another.
Alerts may be also in terms of SMS / email as asked by DMG.
39 Whenever the vehicle moves out of its designated boundaries,

system should have capability to generate the alert
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There has to be adequate provisions of safeguarding the privacy of

vehicle movement and tracking data:
• Vehicle tracking module should be capable of creating and
assigning the dynamic route created between 2 points to a
vehicle and track the movement of vehicle against the route.
• Facility to add new vehicles and new On-board devices in the
system
• Vehicle tracking module should be integrated with map engine
to provide various features such as display of multiple layers of
GIS data, user selection for various data layers, zooming,
40
panning, selection, dynamic display, identify and other required
features.
• Management of geo-fences to map the permitted route/area for
the various vehicles
• The other requirements including business rules creation,
reporting, alert management, user administration, device
parameter configuration etc.
• System should be able to keep separate records of emergency
instances and integrate / correlate the tracking and emergency
instances together.
e) GIS System and Map Data

GIS System consists of map related data and a rendering software, which would search
and pick the map data and presents in a viewable format, with sufficient informational
field. Following are the main requirements from the GIS System:
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July 2018
41 The bidder shall provide Map Data covering mine sites, check‐posts
and other Point‐of‐Interest locations as required by DMG at least on
1:50000 scale with the following details as selectable layers with
their names superimposed (on selection):
• Geographical Boundaries such as State, District, Block, Taluka
Mine Location / Sites, DMG Check‐posts, RTO Check‐posts
• Name as point data of the Administrative Office
• Routes and Roads including National Highway, State Highway,
Major District Roads, Village Roads etc
• Point data relevant to Origin and Destination as per Transit
pass/ challan
• Group tracking facility to track multiple vehicles simultaneously
on map
• Real time refreshing of data on map and journey replay
42 To develop, deploy a customized web based modular software
application, which would help to fetch the required landscape
information.
43 It should be able to show the tracking of vehicle on map while it is
moving (movement) from one city to another city. The VTS should
have mapping features to visualize the geo‐coordinates
information received from GPS‐device and display it in an
interactive GIS map supporting the latitude, longitude location
records generated by GPS devices. This should include all
possible types of map views like roadmap, satellite, terrain, other
applicable view types, possible hybrid combinations based on
tracing requirements
44 Map server should support rendering of data in multiple formats
such as shape layer, database or any other OGC (Open
Geospatial Consortium) compliant dataset.
45 Map server should support multiple user defined as selectable layer.
46 Map server should support tiling/caching to facilitate the fast

rendering of Map data corresponding to same locations.
47 It should be possible to dynamically create route and geo-fence
area on the Map. In fact Map server should provide a GUI to
facilitate the creation of route and transport of spatial data to
Database server.
48 Should have facility to import routes from shape files, data mines,
google KML etc.
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July 2018
49 In case of route violation, MAP server should be able to display

original reference route or geo-fence, along with the actual position
of data.
50 Jharkhand map with road data including the national highways,
state highways, district roads & rural road etc.
f) Route, geo-fence and MIS

51 The VTS application will provide maps to support the functionality,
comprised of a selection of individually selectable theme layers.
52 The mapping platform should allow different mapping profiles.
Different layers and details should be visible for different access
level. For example: General users will be able to view consumer
map. Internal users will be able to view other layers such as
stations, streets names, water features, parks, major buildings etc.
53 The map engine should support tiling catching to provide faster
response.
54 The VTS application software will allow users to view the map,
including a selectable combination of the source map layers and
new layers, at various user-defined zoom levels.
55 Geo-fencing capability such as polygon geo-fence, route geo-fence
etc.
56 VTS should have route deviation capability for vehicle and give
alerts when a route is deviated
57 The VTS should have a feature to search/ show a group of vehicles
on the map and also should allow searching/ showing of geo-
fences, landmarks, addresses on the map, allowing it to be
searched from a search bar on the map window
58 Creation of Geo Fences and landmarks should be very simple and
should be allowed to create from the map view page itself.
59 Mapping of route with origin destination pair
60 The vehicle will be tracked based on the route configured in the
system for the origin destination pair as per Transit pass/ challan of
that vehicle.
g) Device management
61 VTS should allow for empanelled VTD vendor/dealer to enroll them

and their enlisted VTDs in to the system
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July 2018
62 Integrate the new vehicle tracking device model by developing

the module for integrating the protocol of new device.
63 System should allow the device vendor to upload the master

data of their device such as:
• Device IMEI
• Model number
• Software version
• Device serial number (if available)
64 At the time of fitment of device into vehicle, device vendor user

should
• Map the device IMEI with the vehicle number
• SIM details
• Activate the device and start the tracking of the device
65 For integrating the new device vendor of vehicle tracking unit,

system must support the integration of data received from devices
66 VTS should be able to SET and CLEAR the configuration data

of on-board devices using SMS or GPRS. The device vendor will
support the configuration messages.
67 The system should have the functionality to replace/upgrade the on-

board device and maintain the audit trail of any changes
68 System should also facilitate the change of device firmware as

well as the change of configuration data of the device.
69 VTS should be able to send configurable e-mail alerts to the

device vendor regarding the health & performance of devices
belonging to each device vendor.
70 The vendor dashboard should have ability to show various detail at

pertaining to devices install.
h) Reporting Requirements
71 Facility to generate standard MIS reports based on the data feeds

and requirements finalized by DMG
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July 2018
72 Facility to generate pre-defined customized MIS reports

based on stakeholder requirements. The concerned department
shall have facility to create reports on their own for required
parameters based on the available
73 The MIS dashboard shall automatically update the parameters and
filters of the displayed data when the user drills down through
visual elements and update the other visual elements accordingly.
It shall also enable selection of filters through the visual elements
and propagate selection to all visual elements in the MIS
dashboard
74 Management of delivery of periodic reports including but not
limited to reports mentioned below to various stakeholders:
• Trip Report (Datewise and time wise): Report on the number of
trips completed successfully by the mineral carrying vehicle
from source to destination or to the delivery point ‐ for this each
registered vehicle would need to be mapped in the VTS
application; the destination and source points will have to be
defined in the system and the trip count would be the number
of times the vehicle enters the delivery point (Zone) after
leaving the supply point (usually check‐post at mine location).
• Vehicle Stoppage/ Stationary time report: There should be
facility in the report generating system to give reports on the
time and navigation route taken by vehicles during the trip
including stoppages and vehicle been stationary due to traffic
jams enroute
• Route monitoring and deviation report
• Email and SMS alerts for trip initiation and completion events
• Geo‐fencing violation report: The system should generate
email and SMS alerts for vehicles while crossing any DMG
check‐posts, RTO check‐posts or while entering / exiting any
prohibited or specific concern zones ear‐marked by DMG
during the trip through geofencing.
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July 2018
• Facility to notify vehicles for safe zones where the vehicles can
opt to stop for necessities like fuel pumps, breakdown service
points, nearby DMG offices / depots etc. according to
delineated plan through geo‐fencing.
• The MIS display dashboard shall have clickable contextual
information related to the metrics being viewed and allows the
user to drilldown on contextual information in form of various
chart types like Bar Charts, Histograms, Line Charts, Heat
Maps, Pie Charts, Grids, Area Charts, Timeline Charts, Bubble
Charts, Radar Charts, Scatter Plots, Doughnut Charts, Pyramid
Charts etc. as required by DMG.
75 The VTS system shall be able to generate MIS reports for

following parameters (not limited to) from the application as per the
requirement:
• Trip summary
• Origin – Destination
• Speed Logs
• Stoppage Logs
• Day‐wise summary report
• Vehicle‐wise summary report
• Kilometer report daily monthly vehicle wise etc
• Calculation of the actual distance (in Kilometers) travelled
by the vehicle using the digitized map.
• Fleet Summary
• Vehicle Status
• Speed Violation
• Tamper Alert including enroute offloading alert (unless
planned / intimated)
i) Mobile Application
76 Provision of Android and iOS mobile application for tracking of

mines vehicles.
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July 2018
j) System Administration Requirements

77 Capability to manage and monitor the access to the system and
its various modules
78 Facility to create user level/roles for access to data/modules
79 Automated event logging with time stamps (e.g. system logs, audit
trails, error logging etc.).
80 Facility for users to manage database masters covering various
entities such as states, cities, vehicle owners, users, stakeholders
etc.
k) Change Management and Communication Plan
81 The Change Management approach for the Project will ensure

that all proposed changes are defined, reviewed, and agreed upon
so they can be properly implemented and communicated to all
stakeholders.
82 The Change Management approach consists of three areas:

• Ensure changes are within scope and beneficial to the project
• Determine how the change will be implemented
• Manage the change as it is implemented
83 The Change Control Committee (CCC) shall be the approval

authority for all proposed change requests pertaining to the project.
The purpose of the CCC is to review all change requests, determine
their impacts on the project risk, scope, cost, and schedule, and to
approve or deny each change request.
l) Specific Audit Features
84 Auditing and reporting to meet internal security and compliance

requirements
85 Should provide auditing and reporting of profile data, change

history, and user permissions
86 Should provide a summary report on demand on critical

security risks exceptions and anomalies if any.
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July 2018
87 Facilitate automated detection of security risks and alerts and

monitoring for potential security risks and security policies, as and
when it happens as well as provide a report on demand.
88 Provides complete and current visibility into security and

compliance exposures
89 Automatically detects violations and notifies appropriate
personnel — either scheduled or ad hoc.
90 The Role Based Access Control (RBAC) must be based on a
centralized authorization policy for all subsystems
91 The system must provide graphical interface to edit the

authorization policy, such that new policy elements can be
seamlessly introduced
92 Logging of all aspects of user interaction with the system must be
maintained
93 All the logging needs to be carried out in remote mode
94 Separate email accounts must be provided to all concerned

personnel based on authorisation of DMG for communication &
system related alerts and messages.
m) Helpdesk Requirement
95 The help desk system must have a detailed administrative interface

through which the system could be effectively managed, in terms of
creation/deletion of users, specialized help desks, etc.
96 The help desk system must provide interfaces to other systems

to access their data for consolidated reporting for inward and
outward actions.
97 The helpdesk system must maintain all call & service/complaints

records for future retrieval as and when required.
98 The IVR facility must support English and Hindi.
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July 2018
• The help desk must have feature to log all calls & complaints.
99
• The proposed Helpdesk Management System must be sized to
handle load of minimum 10 concurrent web user sessions.
• The proposed helpdesk solution must have an updateable
knowledge base for technical analysis and further help end-users
to search solutions for previously solved issues.
• The proposed helpdesk solution must support tracking of SLA
(service level agreements) for call requests within the help desk
through service types.
• Helpdesk shall be operative as mentioned in the RFP document
• It should be able to do web based remote management for end-
user & allow analysts to do the desktop sharing for any system
located anywhere, just connected to internet.
• Remote desktop sharing in Help desk tool & all activity should
be automatically logged into the service desk ticket. Remote
desktop support solution must work over internet as well as
intranet.
• The helpdesk solution should have web based reporting to
facilitate ad- hoc reporting to view call request status, reporting
etc.
n) Integration Requirement
It is important that VTS should be able to integrate with JIMMS and other existing and
upcoming systems of other departments such as CM Dashboard, Transportation
Department in the State. The system should support following requirements:
100 System should be able to integrate the feed coming from the
existing JIMMS system. System should be also able to integrate
with other associated services such as SMS, email, CM dashboard
etc. as applicable.
101 System should be able to import the master data corresponding to

the vehicles which are tracked by any other system in the State
3.5 Functional testing of VTS

a) To demonstrate the actual functionality of the proposed VTS, the successful
bidder has to Supply, Install and Integrate 100 (+/‐10%) GPS Devices in
registered vehicles identified by DMG for the overall functional testing of the
solution.
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July 2018
b) To conduct the Functional Testing, the bidder shall have to arrange the required
IT Infrastructure including hardware, software, database or any other
components required for FAT of the developed VTS application.
c) The successful Bidder has to fit 100 GPS devices (in the vehicles identified by
DMG) to test its integration with the central server. As far the acceptability of the
VTS application is concerned, DMG will accept the VTS Application solution only
after the observing and approving demonstration and performance of the GPS
devices being able to communicate with the central Application
3.6 Requirements for the GPS Kit before Go Live phase

The GPS Device shall meet the terms and conditions mentioned in “Expression of
Interest for Empanelment of Vendors to Enlist Vehicle Tracking Devices”
3.7 Others
a) All licenses required for installation and operation of the system shall be procured in
the name of DMG by bidder.
b) The Bidder shall be responsible for updating and upgradation (if required) of all
Software for successful operation of the Project during the Contract Period.
Department would be eligible to demand free upgrades as and when they are launch
within the contract period.
c) To conduct the Functional Testing, the bidder shall have to arrange the required IT
Infrastructure including hardware, software, database or any other components
required up to FAT.
d) All the data generated during shall be the property of Department.
e) After the completion of the Contract, all Software and Hardware shall be handed over
to Department at no cost.
f) All the Software, supplied/installed should be IPV6 compatible. SI should be available
for IPV4 to IPV6 migration and initial support even after contract expires.
g) The vendor has in place underpinned License and AMC agreements with the OSDs
/ OEMs for the equipment and software supplied under this project.
h) The VTS application should support integration with different types of Maps, GIS
Maps and the required maps for route navigation (Google maps / Digital maps /
Customized maps licenses) have to be provided by the successful bidder at their
cost. License cost for using the map service of Google or any third party needs to be
provisioned by SI.
i) Developed VTS and web application shall comply with STQC norms and SI will have
2 months to complete the security audit for the same from empanelled agency
j) VTS shall have SSL Security Level (Global) and shall obtain the certificate for same
within 2 months of Go Live phase. In case of any modification or enhancement of
VTS and web application, SI shall ensure that all such changes conform to STQC
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July 2018
norms and are duly certified by the empanelled agency for security audit within one
month.
k) All audit compliances shall remain valid throughout the duration of the project.
l) All websites to be developed shall be compliant with GIGW, i.e. Guidelines for Indian
Government Websites.
3.8 Roles and Responsibilities of key stakeholders
3.8.1 Role of DMG

a) To finalize and notify the project for Design, Development, Operation &
Maintenance of the Vehicle Tracking Solution for Mineral Transporting Vehicles.
b) To provide facilities for implementation of the Vehicle Tracking Solution for
Mineral Transporting Vehicle.
c) To notify the minimum specifications of the on-board devices to be deployed in
the Mineral Transportation Vehicles.
d) To notify that government approved and enlisted VTD installed on mineral
transporting vehicles and the VTD remain operational all the time in service and
connected to the backend data center.
a) To enter all required details in the system related to specified vehicles,
transporter details, vehicle owner details, permitted area of operation, if any and
to map all the required data.
b) To ensure that the vehicle owners comply with the necessary conditions and
discharge all their obligations as per and in accordance with the permit conditions
c) To take prompt penal action against vehicle owners violating permit conditions
related to the requirement of installation and maintenance of the VTD.
d) To deploy department personnel at the Control Centre, as may be decided by the
Department.
e) Set up the Control Centre to ensure their continued operation, management and
maintenance of vehicle tracking solution.
f) To provide space and hosting facilities at State Data Centre.
3.8.2 Role of System Integrator

a) To implement the project for Design, Development, Operation, and Maintenance
of the Vehicle Tracking Solution for Mineral Transporting Vehicle in the State of
Jharkhand as per the Scope of Work as per Section 3.3 of this tender document.
b) To design, implement, operate and maintain the Backend System in collaboration
with SDC and in accordance with the agreement entered into with the DMG.
c) To integrate the application solution designed by it with JIMMS of DMG as well
as other applications as identified by DMG
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July 2018
d) To deploy manpower as required to install, maintain, and operate the VTS

solution.
e) To establish operations control center and helpdesk for monitoring, operations
and support activities pertaining to VTS
f) To ensure protocol integration support to DMG enlisted VTD units fulfilling the
pre-defined criteria, and in case DMG requires for any upgrades on firmware/
OTA changes, the same has to be provided without any charges.
g) To ensure that the enlisted VTDs are integrated with the VTS Application,
developed and maintained by SI
h) To produce reports as per the requirements of the DMG.
i) To establish a dispute redressal mechanism for the System Integrator,
empaneled vendors, and users of VTD. DMG may also take suo moto cognizance
of such disputes and its decision will be final for all concerned parties.
j) System integrator shall be responsible for arranging 100 GPS devices to be used
in the Pilot phase. DMG will not be liable to make any payments for arrangement
of the same.
3.8.3 Role of Vehicle Owners

a) To install the Government approved VTD on the mineral transporting vehicles.
b) To ensure that the devices remain operational during all the time when the vehicle
is deployed in service.
c) To ensure that the devices remain connected to the Backend Data Centre by way
of appropriate wireless connectivity and that they transmit data to the Backend
Data Centre during the times the vehicle is deployed in service.
d) To enter into commercial or other arrangements with the device suppliers as may
be mutually agreed between them.
3.8.4 Role of Empanelled VTD Vendor

a) The Empaneled Vendor shall ensure that such VTDs when sold are activated
through the central control system of DMG as per the process set out by DMG.
b) The Empaneled Vendor shall be responsible for providing all the necessary
support to System Integrator for ensuring that data feeds from VTD are received
on the developed system.
c) The Empaneled Vendor shall upload the master data of their device such as
Device IMEI, Model number, Software version, Device serial number on the
system developed
d) The Empaneled Vendor shall provide all necessary resources and infrastructure
for carrying out the device activation immediately upon sale and installation of the
VTD.
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July 2018
e) The SIM card charges and data charges are to be arranged by empaneled vendor
initially for one year and recovered from vehicle owner/ operator.
f) The Empaneled Vendor shall provide multiple pricing options based on AMC for
the device, duration (1, 2, 3 years) and recurring costs (SIM card charges, data
charges); and same is to be recovered from vehicle owner / operator for smooth
functioning of the project. DMG may issue a format for publication of prices to be
followed by the empanelled by the vendors.
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July 2018
4 Response to Tender Document
4.1 Preparation of Tender Document
4.1.1 Cost Incurred for Tender Document Preparation

Bidder shall bear all costs associated with the preparation and submission of the tender
including surveys (if required), and DMG will in no case be responsible or liable for those
costs, regardless of the conduct or outcome of the tender process.
4.1.2 Language of Proposal

The proposal prepared by the bidder, as well as all correspondence and documents
relating to the tender exchanged between the bidder and DMG shall be in English.
Information supplied in other language shall be rejected.
4.1.3 Proposal Validity

a) The bid shall remain valid for 180 days from the date of Bid submission. Bidder
should ensure that in all circumstances, that his bid fulfils the validity condition.
Any bid valid for a shorter period shall be rejected as non-responsive.
b) In exceptional circumstances, DMG may solicit bidder’s consent to an extension
of the period of validity. The request and the responses thereto shall be made in
writing or by Fax. Bid Security/ EMD shall also be suitably extended. A bidder
granting the request is neither required nor permitted to modify the bid.
4.1.4 Lack of Information to Bidder

The bidder shall be deemed to have carefully examined RFP document to his entire
satisfaction. Any lack of information shall not in any way relieve the bidder of his
responsibility to fulfill his obligation under the tender.
4.2 Clarifications & Amendments
4.2.1 Pre-Bid Conference

The bidders or their designated representatives are invited to attend the Pre–Bid
Conference (PBC) at their own cost. Time and venue to be informed separately.-
a) In this PBC, the Tenderer would address the clarifications sought by the bidders
with regard to the RFP document and the project. The bidders would be required
to submit their queries by E-mail to: jhr_mines@yahoo.in .doc/.docx format only,
to be received before the schedule date. Queries not submitted within the timeline
will not be taken up at the PBC.
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July 2018
b) Only two representatives from each bidder with necessary authorization letter are
allowed to attend the PBC.
c) Tenderer reserves the right not to respond to any/ all queries raised or
clarifications sought if, in their opinion and at their sole discretion, they consider
that it would be inappropriate to do so or do not find any merit in it.
4.2.2 Amendment of RFP Document

a) At any time prior to the deadline (or as extended by DMG) for submission of bids,
DMG, for any reason, whether at its own initiative or in response to clarifications
requested by prospective bidder may modify the RFP document by issuing
amendment(s)
b) The amendment(s) to the tender document if any will be published in the DMG
website. The bidders are requested to regularly visit the website for updates.
4.3 Document Comprising the Bidder’s Proposal

The proposal submitted by the bidder must comprise of the following, including any other
requisite as mentioned in this Tender Document –
A. Part-I: Pre-Qualification Bid
a) Demand Drafts for EMD/ Bank guarantee and cost of RFP document
b) Bidder’s Profile as per format provided in Annexure 1
c) Bidder’s undertaking statement as per format provided in Annexure 2.
d) Certificate of Compliance as per format provided in Annexure 3.
e) Confidentiality/ Non-Disclosure undertaking as per format provided in Annexure
4.
f) Power of Attorney in the name of Authorized signatory
g) All the relevant documents as mentioned in section 5.1.1 under preferable
documents column.
B. Part-II: Technical Bid
a) Technical Bid letter as per format provided in Annexure 5.
b) Details of Relevant Experience as per format provided in Annexure 6.
c) Proposed Project Team Members Resume as per format provided in Annexure
7.
d) Technical Proposal including Approach & Methodology, work plan, O&M plan etc.
complete in all aspects.
C. Part-III: Commercial Bid
a) Commercial Bid as per format provided in Annexure 8.
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July 2018
4.3.1 Technical Proposal

The technical proposal shall address all the Sections as specified in “Evaluation of
Technical Proposal” and contain a detailed description of how the bidder will provide
the required services and articulate as to how the technical solution meets the
requirements specified in the Tender Document. The Technical Proposal shall address
the following-
a) Technology Details
b) Project governance structure describing project management processes,
methodologies and procedures, risk and issue management, escalation
mechanism, including team structure, capability and resource deployment plan.
c) Detailed project plan, approach and methodology.
d) Detailed quality assurance processes, procedures, formal review to be adopted.
e) Bidder’s experience provided in the format provided
f) Profiles of resources proposed for the project. All the CVs of proposed team
should be given in the format provided
The original Technical Proposal and Pre-qualification Bid shall be placed in

separate sealed envelopes clearly marked "TECHNICAL PROPOSAL" and “PRE
QUALIFICATION BID”. Similarly, the Financial Proposal shall be placed in a
sealed envelope clearly marked "Financial Proposal" followed by the name of the
assignment, and with a warning "DO NOT OPEN WITH THE TECHNICAL
PROPOSAL OR PRE QUALIFICATION BID." The envelopes containing the
Technical Proposal, Pre-qualification Bid and Financial Proposal shall be placed
into an outer envelope and sealed.
If the Financial Proposal is not submitted in a separate sealed envelope duly
marked as indicated above, this will constitute grounds for declaring the Proposal
non-responsive.
4.3.2 Commercial Proposal

a) Unless expressly indicated, bidder shall not include any technical information
regarding the services in the commercial proposal. The rates quoted shall include
all cost/expense and statutory taxes excluding GST and associated cess and
surcharge (if any). DMG shall pay GST and associated cess and surcharge as
applicable. All cost shall be in INR.
b) The commercial Proposal shall include the total price for all services and/or
products. To be deemed responsive to this Tender Document, bidders must
complete in detail the provide Commercial Proposal Form.
Bid Prices
Following points need to be considered while indicating prices:
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July 2018
a) The prices quoted should also include, inland transportation, insurance and other
local costs incidental to delivery of the goods and services to their final destination
within the state of Jharkhand as indicated by DMG.
b) Sharing of responsibility (between DMG and the bidder) of procurement of
various types of software shall be as under:
i. The prices quoted shall be inclusive of license software required for actual
running of applications developed (i.e. User level Operating System and
database other software required). The prices shall be inclusive of
licensing cost during the maintenance period also.
ii. The price quoted shall be inclusive of design and development of GPS
based Vehicle Tracking Solution (VTS), Integration of Existing
Applications, Integrated Management Information System (MIS) and
Decision Support System (DSS), Training and operation & maintenance
support for the period of contract. This shall also include the cost of
integration with existing JIMMS and any other DMG or State Government
application modules as required.
iii. Deliverables created by Bidder specifically for DMG and identified as such
in the relevant Scope of Work, the Intellectual Property Right (IPR) of the
same shall be the Exclusive property of DMG, the ownership of the
Application solution and the source code will solely lie with DMG.
iv. While passing on the rights (license) of using any software/software tool,
the Bidder shall ensure that such rights are inclusive of the use of that
software for development in addition to deployment.
v. The software licenses supplied by Bidder shall be genuine, perpetual, full
use and should provide patches, fixes, security updates directly from the
OEM at no additional cost to DMG for the entire period of contract, in case
of product. All the licenses and support should be in the name of DMG
from the date of procurement.
vi. In the event of any claim asserted by a third party of infringement of
copyright, patent, trademark or industrial design rights arising from the
use of the Goods or any part thereof Request for Proposal (RFP), the
Bidder shall act expeditiously to extinguish such claim. If the Bidder fails
to comply and DMG is required to pay compensation to a third party
resulting from such infringement, the Bidder shall be responsible for the
compensation including all expenses, court costs and lawyer fees. DMG
will give notice to the Bidder of such claim, if it is made, without delay
where upon Bidder shall reimburse.
4.3.3 Cost of the RFP Document

RFP document can be downloaded from DMG’s website freely. However, the bidder shall
deposit the tender document fee of Rs. 10,000/- (Rupee Ten Thousands) by making
online payment at e-payment link on website of Department of Mines and Geology,
Jharkhand.
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July 2018
(http://portal.jharkhandminerals.gov.in/portal/pms/PMSPayMiningFeeOuter.aspx). The
receipt of online payment of tender document fee shall be included in proposal.
4.3.4 Bid Security/EMD

a) All proposals submitted in response to the RFP document must be accompanied
by an EMD of Rs. 5,00,000 only (Rupees Five Lakhs only). The Bid Security of
amount Rs 5,00,000/- (INR Five Lakhs only) in favour of “Director Mines,
Department of Mines and Geology, Jharkhand” payable at Ranchi and shall be
in the form of Demand Draft or in the form of Bank Guarantee from any of the
scheduled commercial bank or nationalized bank having its branch in Jharkhand.
b) Bank Guarantee should be in an acceptable form provided in Annexure 10. The
bid security should remain valid for a period of 45 (forty-five) days beyond the
final bid validity period.
c) The bid / proposal submitted without Bid Security/ EMD, mentioned above, will
be summarily rejected.
d) Bid Security/ EMD of all unsuccessful bidders would be refunded by DMG after
the bidder is notified as being unsuccessful.
e) The Bid Security/ EMD, for the amount mentioned above, of successful bidder
would be returned upon submission of Performance Bank Guarantee
f) The Bid Security/ EMD amount is interest free and will be refundable to the
bidders without any accrued interest on it.
4.3.5 Power Of Attorney

The bidder must submit a Board Resolution / notarized power of attorney authorizing the
authorized signatory to act in all matters concerning the RFP and the consequent offer,
if any.
4.4 Bid Submission
4.4.1 Bid submission Date & Time

The bidders can submit their bids up to the date as per the RFP or subsequent
corrigendum, notifications if any
4.4.2 Address for Communication and Bid Submission

The address for communication and for submission of bids with DMG for this project is
given below-
The Director Mines,
Department of Mines and Geology,
Third Floor, Yojana Bhawan,
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July 2018
Nepal House, Doranda, Ranchi, Jharkhand- 834002
4.4.3 Late Bid

a) Bids received after the due date and the specified time (including the extended
period, if any) for any reason whatsoever, shall not be entertained and shall be
returned unopened.
b) The bids submitted by telex/telegram/fax/e-mail etc. shall not be considered. No
correspondence will be entertained on this matter.
c) DMG shall not be responsible for any postal delay or non-receipt/ non- delivery
of the documents. No further correspondence on the subject will be entertained.
4.4.4 Right to Accept and Reject Any or All Bids

DMG reserves the right to accept or reject any proposal, and to annul the tendering
process and reject all proposals at any time prior to award of contract, without thereby
incurring any liability to the affected bidder or bidders or any obligation to inform the
affected bidder or bidders of the grounds for DMG’s action.
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5 Bid Opening and Evaluation Process

The Proposals submitted as per the bid due date and time will be opened on the date as
mentioned in the RFP, in the presence of such Bidders or their representatives who may
be present at the time of opening.
The representatives of the bidders are advised to carry a letter of authority from the
tendering firms to identify their bonafides for attending the opening of the proposal.
5.1.1 Pre-Qualification (PQ) Criteria

S. No. Eligibility criteria to participate Documents to be submitted as proof
1. Bidder should make a payment of
i. Rs. 10,000 (Rupees Ten Online Receipt Document
Thousand only) for the tender
document fee
ii. Rs. 5,00,000 (Rupees five
Appropriate Demand Drafts / Bank
lakhs only) as Bid
Guarantee
Security/EMD
2. Bidder must be a Company i. Copy of Company Registration
registered under the Indian Certificate
Companies Act, 1956 or 2013 and ii. Certificate of Incorporation
have their registered offices with
iii. Copy of the work orders
legal presence in India and should
be in the field of GPS based vehicle
tracking for at least 3 (three) years
as on date of submission of the bid.
Any kind of consortium is not
permitted to participate in this
tender.
3. Bidder should be a profitable Audited Balance Sheets and Profit and
company and should have an Loss statement for last three financial
annual financial turnover of at least years
INR 25 Crore in each of the last
three fiscal years (FY15, FY16,
and FY17).
4. Bidder must have positive net Certificate duly signed by the
worth in the last 3 fiscal years Chartered Accountant of the company
(FY15, FY16, and FY17).
5. The Bidder shall have the following Copy of each certification
certifications-
i. ISO 9001
ii. (SEI) CMMI Level 3
certification
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July 2018
S. No. Eligibility criteria to participate Documents to be submitted as proof

6. The Bidder shall have at least 3 i. Copy of Work Order
projects (completed) with at least ii. Project Completion Certificate/
500 VTUs installed in vehicles for Customer satisfaction certificate/
each project as on Proposal Due certificate Go live for project
Date.
7. The Bidder shall have experience i. Copy of Work Order
of Vehicle Tracking Solution in last ii. Project Completion Certificate/
3 years which shall have at least Customer satisfaction certificate/
5000 vehicles in multiple projects certificate Go live for project
8. The bidder shall not be under a Self-declaration certificate signed by
declaration of ineligibility for the authorized signatory.
corrupt or fraudulent practices nor
should have been black listed by
any Govt. or Govt. undertaking
organization at the time of
submission of the bid.
9. The bidder shall have valid income i. Copy of PAN/ income tax
tax registration certificate and valid registration certificate
GST registration certificate. ii. Copy of GST registration certificate.
5.1.2 Evaluation of Technical Proposals

a) The Evaluation Committee would evaluate the technical bids of only those
bidders who qualify the Pre-qualification criteria. Bidders should be ready to give
the presentation on their proposed solution and demonstration of their past
solution for an assignment with similar scope of work in front of the Evaluation
Committee. They are expected to reply to all the queries from the Evaluation
Committee during the presentation. The presentation and demonstrations would
be part of technical evaluation process.
b) The Evaluation Committee will evaluate the technical proposals to satisfy itself
with respect to completeness of the solution, approach & methodology, O&M plan
etc.
c) DMG may also undertake written clarifications from the bidders. The primary
function of clarifications in the evaluation process is to clarify ambiguities and
uncertainties arising out of the evaluation of the bid documents.
d) In order to facilitate the Technical Bid evaluation, the technical criteria laid down
along with the assigned weights have been presented in Technical Evaluation
Criteria below.
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Technical Evaluation Criteria

S. Evaluation Criteria Scoring Parameter Maximum
No. Score
1. Experience of Vehicle Tracking • 5,000-7,500 vehicles= 30
Solution in Government / Public 20 marks
Sector Undertakings/ Private • 7,500-10,000 vehicles=
Sector Companies in India in last 3 25 marks
years (as of proposal due date)
which shall have at least 5000 • 10,000 or more= 30
vehicles in multiple projects marks
2. Past relevant experience in • Each project carries 5 25

Vehicles Tracking project in marks.
Government/ Public Sector • Maximum of 5 projects
Undertaking/ Private Sector will be counted.
Companies having work as
development and maintenance of
Vehicle Tracking application.
3. Past experience in integrating • 2 to 3 – 1 5
multiple type of GPS devices • 4 to 5 - 3
• More than 5 - 5
4. Proposed Team Strength Project Manager 8
• 2 Marks for MBA
• 2 Marks for PMP/
Prince2 Certification
• 2 Marks for each project
experience in
implementation of VTS
application and
maximum of 2 projects
will be counted.
5. Additional Certification: • 2 Mark for ISO 27001 6
• ISO 27001 • 4 Marks for (SEC) CMMI
• (SEI) CMMI Level 5 Level 5 Certification
Certification
6. Average annual turnover by Indian • <25 crores – 0 6
Entity in last 3 Financial Years (in • >25 to 50 crores - 2
INR)
• >50 to 75 crores - 4
(Standalone turnover of the bidder
from Indian entity would be • More than 75 crores -6
considered)
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S. Evaluation Criteria Scoring Parameter Maximum

No. Score
7. Technical Presentation and • Understanding scope of 20
Demonstration of similar work the project: 5 marks
• Approach, Methodology
for execution: 5 marks
• Demonstration of
concept through similar
work undertaken: 10
marks
TOTAL 100
e) If the term/contract period for a works / assignments is further extended by

issuing a separate work order then it is considered as separate
project/assignment. In case no separate work order issued for extension, it shall
be considered as same engagement.
f) In case work is done for more than one mine under same work order, it shall be
considered as one experience only.
g) The bidder has to score minimum 60 out of 100 in the Technical evaluation, failing
which it won’t qualify and its financial bid will not be opened.
h) Bidder must provide as supporting documentary proof in form of work orders
confirming year, value of services delivered in each of the projects, completion
certificate from client confirming year and value, scope of work along with
reference details of the client.
5.1.3 Evaluation of Commercial Proposals

a) After evaluating the Technical Bids, DMG shall notify the bidders who’s
Technical Proposals were considered acceptable to DMG, indicating the date,
time and place for opening of the Commercial Bids.
b) The selection of the bidders, who are technically qualified, will be based on the
Quality and Cost Based Selection (QCBS) method in a 70:30 ratio.
c) The least quoted Price Bid will be treated as 100 in calculation of Financial Score.
The following points may be noted for the evaluation of the Commercial Bid-
i. The Bidder who has quoted the least Price Proposal Value shall be given a
Financial Score of 100 marks. The Financial Scores of Bidders shall be computed
as follows:
Financial Score of a Bidder = 100 x [lowest Price Proposal Value quoted (in
INR) / Price Proposal Value quoted by the Bidder (in INR)]
ii. The marks secured based on evaluation of the Price Proposal as per the above
shall be the Financial Score of the Bidder (“Financial Score”)
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iii. Composite Score of the Bidders shall be worked out as under:

Composite Score of the Bidder = Technical Score x 70% + Financial Score
x 30%
iv. The Bidder with highest Composite Score will be declared as the Successful
Bidder subject to compliance with other requirements.
v. Prices shall be written in both words and figures. In the event of difference, the
price in words shall be valid and binding.
vi. Only prices quoted in the commercial bid in the prescribed format shall prevail.
vii. DMG reserves the right to negotiate with the successful bidder(s).
5.2 Forfeiture of Bid Security

The Bid Security may be forfeited either in full or in part, at the discretion of DMG, on
account of one or more of the following reasons:
a) The bidder withdraws his bid during the period of bid validity specified by him/her
on the Bid Letter Form.
b) The bidder fails to co-operate in the Bid evaluation process.
c) If the bid or its submission is not in conformity with the instruction mentioned
herein.
d) If the bidder violates any of the provisions of the terms and conditions of the
tender.
e) If the bidder is non-responsive or does not provide appropriate response to any
clarification sought by the client within the stipulated time during bid evaluation.
f) In case a successful bidder fails to (a) accept award of work, (b) sign the Contract
Agreement with DMG, after acceptance of communication on placement of
award, (c) furnish performance security.
g) The bidder violates any such important conditions of this tender document or
indulges in any such activities as would jeopardize the interest of DMG in timely
finalization of this tender.
h) The decision of DMG regarding forfeiture of bid security shall be final and shall
not be called upon question under any circumstances. Default in any such case
may involve black-listing of the bidder by DMG.
5.3 Disqualification
The proposal is liable to be disqualified in the following cases or in case bidder fails to
meet the bidding requirements as indicated in this Tender Document–
a) Proposal not submitted in accordance with the procedure and formats prescribed
in this document or treated as non-conforming proposal.
b) The bidder qualifies the proposal with his own conditions.
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c) Proposal received in incomplete form.

d) Proposal received after due date and time.
e) Proposal not accompanied by all the requisite documents.
f) Information submitted in technical proposal is found to be misrepresented,
incorrect or false, accidentally, unwittingly or otherwise, at any time during the
processing of the contract (no matter at what stage) or during the tenure of the
contract including the extension period, if any.
g) Bids not submitted with required certification.
h) Commercial proposal enclosed with the same envelope as technical proposal.
i) Bidder trying to influence the proposal evaluation process by unlawful, corrupt or
fraudulent means at any point of time during the bid process.
j) In case any one party submits multiple proposals the bids are likely to be
disqualified, unless additional bids are withdrawn upon notice immediately.
k) Any deviations between technical and commercial proposals shall make the
proposal as being unresponsive and may lead to disqualification of the proposal.
l) Bidders may specifically note that while evaluating the proposals, if it comes to
DMG’s knowledge expressly or implied, that some bidders may have colluded in
any manner whatsoever or otherwise joined to form an alliance resulting in
delaying the processing of proposal, then the bidders so involved are liable to be
disqualified for this contract as well as prohibited from participation in any of the
tenders floated by DMG in future.
5.4 Award of Contract

DMG will award the Contract to the successful bidder(s) having the best proposal with
respect to the above mentioned evaluation criteria.
DMG will notify the successful bidders in writing through LoI as per Annexure 11 for
finalizing the contract conditions. On issuance of the Letter of Intent (LoI) by DMG, the
bidder has to confirm its acceptance within three day of its issuance and signing of the
Contract Agreement as per Annexure 12 within 15 days of issue of the LoI, failing which
the DMG reserves the right to take appropriate disciplinary actions including forfeiture of
EMD.
Upon the successful bidder's furnishing of Performance Bank Guarantee, DMG will
promptly notify each unsuccessful bidder and return their Bid Security.
After signing of the Contract Agreement, no variation in or modification of the terms of
the Contract shall be made except by written amendment signed by the parties.
If DMG is unable to finalize the contract agreement with the bidder ranked first, it may
proceed to the next ranked bidder but it is the sole discretion of the DMG only.
However, DMG has no obligation under any circumstances to move to the next bidder.
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DMG may also like to reduce or increase the quantity of any item in the Scope of Work
defined in the RFP. Accordingly total contract value may change on the basis of the rates
defined in the financial proposal.
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6 Terms and conditions of engagement
6.1 Law governing contract

The Contract shall be interpreted in accordance with the laws of the Union of India and
the State of Jharkhand. The Courts at Ranchi, Jharkhand shall have exclusive jurisdiction
to adjudicate upon any/ all matters arising from this contract.
6.2 Project Schedule

The entire contract is awarded for 3 years where SI has to develop, deploy and integrate
with JIMMS and associated services such as email, SMS, payment gateway, CM
dashboard as applicable within 45 days from the date of award of the contract.
SI shall develop a project schedule for implementation of the project in consultation with
the DMG.
SI shall also provide training, hand-holding, operations and maintenance support after
that as per the details mentioned in this RFP document.
Project Activities:
The selected agency shall implement the project as the indicative project schedule given
below:
S. No. Activity Date
1 Signing of Agreement T1
2 Pilot implementation start at Bidder’s own infrastructure T1 + 7

To conduct requirement analysis – mapping stakeholders and
3 T1 + 10
submit functional/technical requirement specifications
4 Submission of Functional Requirement Specifications Document T1 + 15
5 Start to Application Development, Customization and Integration T1 + 16
6 Start of Vehicle Tracking Devices Rollout T1 + 21
7 Start to establish Control Centre T1 + 25
8 Complete Control Centre T1 + 40

Complete Application Development, Customization and
9 T1 + 42
Integration
10 Go Live T1 + 45
SI shall also provide training, hand-holding, operations and maintenance support after
that as per the details mentioned in this RFP document.
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6.3 Payment Terms and Schedule
6.3.1 Payment Milestone

Payment to the agency would be made on completion of work by the agency as per
milestones provided below-
 Go Live of the application (45 days)
 Quarterly Payments, post-Go Live of application
Payment on Go Live phase cannot be more than 10% of Total Project Value.
If Go Live phase for the project is achieved after 45 day of Signing of contract,
Department will not be liable to pay any additional payment for the delay,
If Go Live is achieved before time, Annual Maintenance Contract will start immediately
after that and quarterly payments will be made from the data
Quarterly Payments
Quarterly payments will start post implementation of Go Live phase.
Payment shall be made in Indian Rupee (INR) only.
6.3.2 Penalties
There shall be following two types of penalty:
i) Delay in Implementation
In the event the bidder is unable to complete the assignment in defined time period,
penalty of 0.5% will be charged for each week delay, with maximum limit being 10% of
total amount. If the delay continues beyond 6 weeks, DMG may terminate the Agreement
and may take action as appropriate as per law.
ii) Operational Penalty
The vendor shall adhere to the Service Level Agreement (SLA) parameters during the
project operations and in case of not meeting the SLAs, the corresponding penalties as
defined in Annexure 9 shall apply.
6.3.3 Taxes and Duties

All the taxes, duties, levies and all other charges applicable and shall be valid for delivery
of required services. All payments will be subjected to tax deduction at source as
applicable/required at the prevailing tax rates.
DMG may pay any increase in duties, taxes and surcharges and other charges on
account of any revision, enactment by the Government during the period of validity of
the Bids and also during the contract period. The decision of DMG in this regard will be
final and binding and no disputes in this regard will be entertained.
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6.4 Commencement, Completion, Modification and Termination of

Contract
6.4.1 Award of Contract (Commencement of Contract)

DMG will notify the successful bidder in writing for finalizing the contract conditions. The
successful bidders will be asked to sign the Contract Agreement within 15 days of
notification. However the engagement of the bidder will start from the date of acceptance
of Letter of Intent by the bidder.
6.4.2 Project Extension

The duration of assignment is initially for three (03) years (Phase I). Upon satisfactory
performance in the Phase I, DMG may extend the duration for another 2 years (24
months) termed as Phase II.
However, DMG has the right to terminate the contract before the completion of the
duration of any phase subject to the performance of the SI. Further if the DMG feels that
the SI performance is satisfactory after completion of Phase II, and it still needs the
services of SI, DMG can extend the tenure of services by SI as per the terms of
agreement till they complete the Bid process and appoint new agency.
A 10% escalation, for Phase II (of 24 months) will be done on the Quarterly payment
made in Phase I.
6.4.3 Performance Bank Guarantee

Within 15 (fifteen) days of issue of the LoI, the selected bidder shall furnish Performance
Security, in a format as per Annexure 13 to DMG @ 10% of the total value of the awarded
contract by way of irrevocable and unconditional Bank Guarantee from a scheduled
Commercial Bank in favor of DMG for a period of 2 months over the duration of the
project. The proceeds of the Performance Security shall be payable to DMG as
compensation for any loss resulting from bidder’s failure to fulfil its obligations under the
terms and conditions of the Agreement.
All incidental charges whatsoever such as premium, commission etc. with respect to the
Performance Bank Guarantee (PBG) shall be borne by the bidder. The PBG shall be
valid for the entire tenure of the contract period. In case of extension or expiry of the PBG
prior to completion of contract period the same shall be extended to cover the remaining
contract period with no extra cost to DMG.
The Performance Security regarding commencement of job/ task will be discharged by
DMG and returned to the company following the date of completion of the company’s
performance, related obligations under the terms & conditions of the Work Order.
Failure of the successful bidder to comply with the requirements specified under Scope
of Work shall constitute sufficient ground for the annulment of the notification and
forfeiture of the bid security in which event, DMG may award the contract in accordance
with its prescribed rules.
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In the event of the bidder being unable to service the contract for whatever reason, DMG
would invoke the Performance Bank Guarantee (PBG). Notwithstanding and without
prejudice to any rights whatsoever of DMG under the contract in the matter, the proceeds
of the PBG shall be payable to DMG as compensation for the bidder’s failure to
perform/comply with its obligations under the contract. DMG shall notify the bidder in
writing of the exercise of its right to receive such compensation, indicating the contractual
obligation(s) for which the bidder is in default.
Before invoking the PBG, the bidder will be given an opportunity to represent before
DMG. The decision of DMG on the representation given by the bidder shall be final and
binding.
6.4.4 Commencement of Services

The bidder shall begin carrying out the Services not later than seven days from the date
of Awarding of Contract.
6.4.5 Expiration of Contract

Unless terminated earlier by DMG, this Contract shall expire at the end of such time
period after the Effective Date as specified in the Tender Documents or subsequently
amended in the Contract Document.
6.4.6 Modification or Variation

Any modification or variation of the terms and conditions of this Contract, including any
modification or variation of the scope of the Services, may only be made by written
agreement between the Parties. However, each Party shall give due consideration to
any proposals for modification or variation made by the other Party.
6.4.7 Termination
6.4.7.1 By the Client

The Client may terminate this Contract in case of the occurrence of any of the events
specified in this Clause as mentioned below. In such an occurrence, the Client shall give
a not less than fifteen (15) days written notice of termination to the bidder.
a) If the bidder does not remedy a failure in the performance of its obligations under
the Contract within fifteen (15) days after being notified or within any further
period as the Client may have subsequently approved in writing.
b) If the bidder becomes insolvent or bankrupt.
c) If the bidder, in the judgment of the Client has engaged in corrupt or fraudulent
practices in competing for or in executing the Contract.
d) If, as the result of Force Majeure, the bidder is unable to perform a material
portion of the Services for a period of not less than forty five (45) days.
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e) If the Client, in its sole discretion and for any reason whatsoever, decides to
terminate this Contract.
6.4.7.2 By the Bidder

The bidder may terminate this Contract, by not less than thirty (30) days written notice to
the Client, such notice to be given after the occurrence of any of the events in this Clause
as mentioned below.
a) If the Client fails to comply with any final decision reached as a result of arbitration
pursuant to DMG hereof.
6.4.8 Conflict Of Interest

The Bidder shall hold the Client’s interests paramount, without any consideration for
future work, and strictly avoid conflict with other assignments or their own corporate
interests.
6.4.8.1 Bidder not to Benefit from Commissions, Discounts

The payment of the bidder shall constitute the payment in connection with this Contract
or the Services, and the bidder shall not accept for their own benefit any trade
commission, discount, or similar payment in connection with activities pursuant to this
Contract or to the Services or in the discharge of their obligations under the Contract,
and the bidder shall use their best efforts to ensure that the Personnel and agents of
either of them similarly shall not receive any such additional payment.
6.4.8.2 Prohibition of Conflicting Activities

The bidder shall not engage and shall cause their Personnel, either directly or indirectly,
in any business or professional activities which would conflict with the activities assigned
to them under this Contract.
6.5 Obligations of the Bidder
6.5.1 Standard of Performance

The bidder shall perform the Services and carry out their obligations hereunder with all
due diligence, efficiency and economy, in accordance with generally accepted
professional standards and practices, and shall observe sound management practices,
and employ appropriate technology and safe and effective equipment, machinery,
materials and methods. The bidder shall always act, in respect of any matter relating to
this Contract or to the Services, as faithful advisers to the Client, and shall at all times
support and safeguard the Client’s legitimate interests in any dealings with third Parties
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6.5.2 Confidentiality
Except with the prior written consent of the Client, the bidder and the Personnel shall not
at any time communicate to any person or entity any confidential information acquired in
the course of the Services, nor shall the bidder and the Personnel make public the
recommendations formulated in the course of, or as a result of, the Services.
6.5.3 Bidder Actions Requiring Client’s Prior Approval

The bidder shall obtain DMG’s prior approval in writing before taking any of the following
actions:
a) Entering into a subcontract for the performance of any part of the Services,
b) Appointing such members of the Personnel not listed by name in the Contract,
and any other action that may be specified within the Letter of Intent/ Work Order/
Agreement
6.5.4 Deliverables Prepared By the bidder to be the Property of the Client

a) The Intellectual Property Rights of all the deliverables, survey reports, any other
documents etc. generated as a part of this project shall solely vest with the DMG.
b) The bidder shall not use the deliverables and documents for purposes unrelated
to this Contract without the prior written approval of DMG.
6.5.5 Accounting, Inspection and Auditing

The bidder shall-
a) Keep accurate and systematic accounts and records in respect of the Services
hereunder, in accordance with internationally accepted accounting principles and
in such form and detail as will clearly identify all relevant time changes and costs,
and the bases thereof.
b) Periodically permit the Client or its designated representative and/or the Bank,
and up to two years from the expiration or termination of this Contract, to inspect
the same and make copies thereof as well as to have them audited by auditors
appointed by the Client or the Bank, if so required by the Client or the Bank as
the case may be.
6.5.6 Removal and/or Replacement of Personnel

a) Except as the Client may otherwise agree, no changes shall be made in the
Personnel proposed in the bid for the project. If, for any reason beyond the
reasonable control of the bidder, such as retirement, death, medical incapacity,
among others, it becomes necessary to replace any of the proposed Personnel,
the bidder shall provide as a replacement a person of equivalent or better
qualifications prior to reliving the outgoing personnel.
b) If the Client finds that any of the Personnel have
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i. Committed serious misconduct or have been charged with having committed

a criminal action, or
ii. Have reasonable cause to be dissatisfied with the performance of any of the
Personnel, then the bidder shall, at the Client’s written request specifying the
grounds thereof, provide as a replacement a person with qualifications and
experience acceptable to the Client.
c) The bidder shall have no claim for additional costs arising out of or incidental to
any removal and/or replacement of Personnel.
6.6 Confidentiality
Information relating to the examination, clarification and comparison of the proposals
shall not be disclosed to any Bidder or any other persons not officially concerned with
such process until the selection process is over. The undue use by any Bidder of
confidential information related to the process may result in rejection of its Proposal.
During the execution of the project except with the prior written consent of DMG, or its
personnel shall not at any time communicate to any person or entity any confidential
information acquired in the course of the Contract.
6.7 Patents
The Bidder shall indemnify DMG against all third party claims of infringement of patent,
trademark or industrial design and intellectual property rights arising from the use of
equipment and services or any part thereof.
6.8 Force Majeure

For the purpose of this Article, “Force Majeure” means any cause, which is beyond the
control of the bidder or DMG as the case may be, which such party could not foresee or
with a reasonable amount of diligence could not have foreseen, and which substantially
affect the performance of the Contract, such as:-
a) War / hostilities
b) Riot or civil commotion
c) Earth Quake, Flood, Fire, Tempest, Epidemics, Lightning or other natural
physical Disaster, Quarantine restricts and Freight embargoes
d) Restrictions imposed by the Government or other statutory bodies, which is
beyond the control of the bidder, which prevent or delay the execution of the order
by the bidder.
If a Force Majeure situation arises, the bidder is required to promptly notify DMG in
writing of such condition and the cause thereof within a period of three (3) days from the
date of happening of such an event requiring invocation of this force majeure article.
Unless otherwise directed by DMG in writing, the bidder will continue to perform its
obligations under this supply order as far as is reasonably practical and shall seek all
reasonable alternative means for performances of this order.
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6.9 Resolution of Disputes and Arbitration

Disputes and arbitrations will be addressed in accordance with the Arbitration and
Conciliation Act, 1996.
DMG and the selected bidder shall make every effort to resolve amicably by direct
informal negotiation any disagreement or dispute arising between them under or in
connection with the Contract.
If, after thirty (30) days from the commencement of such informal negotiations, DMG and
the selected Bidder have been unable to amicably resolve dispute, either party may
require that the dispute be referred for resolution to the formal mechanisms, which may
include, but are not restricted to, conciliation mediated by a third party acceptable to both,
or in accordance with the Arbitration and Conciliation Act, 1996.
All Arbitration proceedings shall be held at Ranchi, Jharkhand, and the language of the
arbitration proceedings and that of all documents and communications between the
parties should be in English.
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7 Schedule of bidding
The bidding schedule will be as mentioned below-
Activity Description Date
Date of Issue and Sale of RFP T0
Last date for receiving queries T0 + 10
Pre-Bid Meeting T0 + 12
Proposal Due Date T0 + 20
Technical Presentation and Demo T0 + 21
Financial Proposal Opening T0 + 25
Issue of LoI T0 + 28
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Annexure 1: Format for Bidder’s Profile
RFP No. Dated:

Name of Project
S. Required Details of the Bidder Bidder’s

No. Response
1. Name of the company/Firm
2. Company/Firm registered office address:
Telephone number:
Fax number:
E-mail:
3. Correspondence/ contact address
4. Details of contact person:
(Name, designation, address etc.)
Telephone number:
Fax number:
E-mail:
5. Is the company/firm a registered company/firm? If yes, submit
documentary proof.
Year and place of the establishment of the company
6. Former name of the company/firm, if any.
*Provide corresponding certificate of incorporation.
7 GST Registration No.
8. Number of years in the field of Vehicle Tracking (not limited to

GPS devices only)
9. How many years has your organization been in business under
your present name?
What were your fields when you established your organization?
When did you add new fields (if any)?
10. Number of offices / project locations in
• India:
• Jharkhand:
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S. Required Details of the Bidder Bidder’s

No. Response
11. List the major clients with whom your organization has been/ is
currently associated.
12. Have you ever been denied tendering facilities by any
Government/ Department/ Public Sector Undertaking? (Give
details)
Signature:
Name of the Authorized signatory:
Company Seal:
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Annexure 2: Format for Bidder’s Undertaking Statement
Selection of bidder for the project titled “Design, Development, Operation,

and Maintenance of the Vehicle Tracking Solution (VTS) for Mineral
Transporting Vehicles in the State of Jharkhand”
(RFP No. _____ )
We, M/s ……………………………………………….……………………………………

hereby confirm that we have read and understood the entire Tender Document and
accordingly submitted our tender as follows:
a. Commercial Proposal in hard copy
b. Technical Proposal in hard copy and in digital pdf format
c. Pre-Qualification Bid
We understand that the entire tender document and the technical and commercial
proposal including tender circulars and addenda shall form part of the Contract
Document and we undertake to sign and stamp each and every page of these documents
if our offer is accepted.
Signed by duly authorized signatory: ……………………………………………

On behalf of M/s………………………………………………………………
Company Stamp
52
July 2018
Annexure 3: Certificate of Compliance (No Conflict Of

Interest)
Firm’s Name: …………………………………………………………

Address:
………………………………….
………………………………….
………………………………….
………………………………….
We hereby certify and confirm that the entity named above, including all members,
partners and persons associated with it shall not have any corporate, commercial or
other links, relationship or agreements with any of the entities who will be entrusted with
bidder for the project titled “Design, Development, Operation, and Maintenance of
the Vehicle Tracking Solution (VTS) for Mineral Transporting Vehicles in the State
of Jharkhand” under the scope of this RFP.
(Authorized signatory):
Name:
Designation:
Signed this …………………….day of ………………………………………… 20…..
For the entity:
Seal
53
July 2018
Annexure 4: Format for Confidentiality/ Non-Disclosure

Undertaking
(To be executed on non-judicial stamp paper and notarised)
This Confidentiality Undertaking (this “Undertaking”) is made by………………..a

corporate entity registered under the laws of………………….., whose address
is…………………… (hereinafter referred to as the “Recipient”).
WHEREAS, the Recipient is entrusted to bidder for the project titled “Design,
Development, Operation, and Maintenance of the Vehicle Tracking Solution (VTS)
for Mineral Transporting Vehicles in the State of Jharkhand” in Jharkhand.
WHEREAS, DMG has agreed to make available to the Recipient certain information to
enable the “Recipient” to carry out the required services-
NOW, THEREFORE, the Recipient undertakes the following:
1. The above preamble shall form an integral part of this Undertaking.
2. For the purpose of this Undertaking, the term “Confidential Information” shall
mean any and all information, data or records of DMG or entrusted to DMG by
any third party presented, given, sent or delivered to the Recipient whether in
print, text, writing, via computer diskettes, compact disks, computer files of all
kinds, or through any other audio-visual, tangible or intangible medium
whatsoever, and designated in writing by DMG or its affiliates or Employers or
which, under the circumstances surrounding disclosure, ought to be treated as
confidential and shall include but shall not be limited to, any and all information,
data, records, statements, processes, formulae, techniques, financial, technical,
operational, commercial, staff, management, sales strategies, desires, goals or
expansions and other information, data and expertise of whatever kind of DMG,
including all lists of potential or existing employers or customers, organizational
information, contracts or agreements, proprietary business or management
methods, marketing data, fee schedules, know-how, designs, concepts,
techniques, inventions and ideas, business plans, computer software and
programs, database technologies, systems, structures and architectures,
research projects or trade secrets of DMG or its affiliates or employers and shall
include all computer files, documents, data and analyses prepared by DMG or its
agents or its affiliates or Employers, which contain or are based upon Confidential
Information. Confidential Information shall also include any information which can
be obtained by examination testing or analysis of any such hardware, any
component or part thereof, and software or material samples, provided or given
access to the Recipient by DMG.
3. The obligation to maintain the confidentiality of Confidential Information shall
continue to apply for five years after signature of this Undertaking. However, the
said obligation does not apply to Confidential Information:
a. If the Confidential Information is generally available in the public domain
(unless available as a result of breach of this Undertaking);
54
July 2018
b. If the Confidential Information is lawfully in the Recipient’s possession (as

evidenced by the Recipient’s written records) and was not acquired
directly or indirectly from DMG;
c. If the disclosure of Confidential Information is required by any applicable
law or by any supervisory or regulatory body to whose rules the Recipient
is subject, or with whose rules it is necessary for the Recipient to comply.
4. If any proceedings are commenced or action taken which could result in it
becoming compelled to disclose Confidential Information, the Recipient will, to
the extent that it is lawfully able, immediately notify DMG of such proceedings or
action in writing and will take all available steps to resist or avoid such proceeding
or action, including all steps that may reasonably be requested by DMG and keep
DMG fully and promptly informed of all matters and developments relating
thereto. If the Recipient is obliged to disclose Confidential Information to any third
party, the Recipient will disclose only the minimum amount of information
consistent with satisfying its obligation. Furthermore, the Recipient will give prior
written notice of the information it proposes to disclose, the notice containing a
copy of the proposed disclosure, and will give DMG an opportunity to discuss the
relevant notice prior to any disclosure.
5. The Recipient hereby expressly, unconditionally and irrevocably agrees that it
shall:
a. Hold DMG’s Confidential Information in strict confidence to itself and
restrict access to such Confidential Information to only its employees who
need to know it and shall further ensure that any such employees are
bound by the obligations of confidentiality as stated in this Undertaking,
and to hold all Confidential Information of DMG in strict confidence
b. Treat such Confidential Information with at least the same care and
precaution that the Recipient affords to its most confidential, valuable, and
secret information
c. Not use, exploit, access or benefit from such Confidential Information for
any reason or purpose whatsoever
d. Not use such Confidential Information in any way detrimental to DMG (it
being acknowledged that any use or exploitation by the Recipient of the
Confidential Information for any purpose whatsoever other than its own
internal and noncommercial use, will be deemed detrimental to DMG)
e. Not to copy, keep, preserve, store or retain in any medium whatsoever
any Confidential Information of DMG for any reason whatsoever, to that
effect, the Recipient hereby expressly undertakes that it shall immediately
upon the request of DMG, destroy any and all of the Confidential
Information of DMG, which the Recipient has received from DMG.
f. Release such Confidential Information to a concerned “Recipient
Representative” requiring such information only after advance written
notification to DMG stating the name, address, telephone number and
relationship to the Recipient of such Recipient Representative, and
notifying such Recipient Representative to whom any disclosure of the
55
July 2018
Confidential Information is made that the disclosure is made in

confidence, that the Confidential Information must be kept in strict
confidence by the Recipient Representative and that the Confidential
Information as well as the Recipient. Representative is subject to the
terms of this Undertaking
g. Not to release, circulate, publish, expose, distribute, reveal, issue or
disclose such Confidential Information through any medium or means
whatsoever to any other person, persons, entity or entities without the
prior express and explicit written consent of DMG, in which event the
Recipient shall require such person or entity to enter into a confidentiality
agreement acceptable to DMG
h. Take all reasonable steps to protect the Confidential Information from
unauthorized access, production, publication, distribution, circulation,
exposure, copying or disclosure by any party, in any manner, any means
and any medium whatsoever
i. Comply with any and all instructions that DMG may issue in relation to the
manner through which the Recipient may utilize the Confidential
Information for the purposes of this article
j. Notify DMG immediately upon discovery of any unauthorized use or
disclosure of Confidential Information, or any other breach of this
Undertaking by the Recipient, and will cooperate with DMG in every way
to help in regain possession of the Confidential Information and prevent
any further unauthorized use of such.
6. The Recipient hereby expressly and unconditionally agrees that any and all of
the terms, conditions and provisions contained within this Undertaking relating to
the Confidential Information are of the essence, reasonable and necessary in
order to protect DMG's business, reputation, best interests and goodwill. To that
effect, the Recipient hereby expressly and unconditionally declares, understands
and accepts that should the Recipient breach any of the terms conditions and/or
provisions of this Undertaking, DMG shall suffer grave loss, damage and lost
profits to its businesses, reputation, best interests and goodwill.
7. The recipient acknowledges and agrees that damages would not be an adequate
remedy for any breach of this undertaking and that either party shall be entitled
to the remedies of injunction, specific performance and other equitable relief for
any threatened or actual breach of any such undertaking.
8. The Recipient hereby expressly and unconditionally understands and accepts
that nothing in this Undertaking is intended to grant the Recipient any form of
right, title or interest in or to any of the Confidential Information of DMG
whatsoever, or to any invention, trade secret or intellectual property based
thereon. By disclosing, presenting or providing Confidential Information to the
Recipient, the Recipient fully and unconditionally understands and accepts that
DMG does not grant any express or implied right interest or title to the Recipient
or the Recipient Representative to any Confidential Information.
56
July 2018
This Undertaking shall be governed by and construed in accordance with the laws of
Republic of India. Any dispute arising out of or in connection with this Undertaking shall
be referred to the Hon’ble High court of Jharkhand.
…………………………………………………….
Signed by authorized signatory of M/s
……………………………………………..
(The Bidder)
57
July 2018
Annexure 5: Format for Technical Bid Letter
To,
The Director Mines,
Reference. RFP No. ………………… Dated……………….
Sir,
We hereby offer to provide the Services at the prices and rates mentioned in our
Commercial Bid
We do hereby undertake, that, in the event of acceptance of our bid, the Services shall
be provided as stipulated in the schedule to the Bid document and that we shall perform
all the incidental services.
We enclose herewith the complete Technical Bid as required by you.
We agree to abide by our offer for a period of 180 days from the actual date of opening
of the Technical Bids and that we shall remain bound by a communication of acceptance
within that time.
We have carefully read and understood the terms and conditions of the tender and the
conditions of the Contract applicable to the tender and we do hereby undertake to
provide services as per these terms and conditions.
We do hereby undertake, that, until a formal contract is prepared and executed, this bid,
together with your letter of intent awarding the contract, shall constitute a binding contract
between us.
Dated this Day of YYYY

(Signature)
(In the capacity of)
Duly authorized to sign the Tender Response for and on behalf of: (Name and Address
of Company)
Seal/Stamp of bidder
58
July 2018
Annexure 6: Format for Relevant Experience
Sl. Item Details

No.
1. Name of Project
2. Customer Name
3. Name, address and contact details of

customer
4. Project Start Date
5. Project End Date
6. Current Status of Project
7. Value of Project (in Rs.)
8. Project Location
9. Type of Client (Govt. / Govt. undertaking,

PSU etc.)
10. Brief Description of the project
11. Scope of Work of the Agency
*Work Award and Completion Certificate for each to be enclosed
59
July 2018
Annexure 7: Format for Project Team Member’s CV
1. Position
applied for
2. Name of the
Resource
Designation in
3. Current
Organization
4. Date of Birth
(dd/mm/yy)
5. Nationality
Total Years of
6. relevant
Experience
No. of Years In
7. Current
Organization
Education Year Degree/Diploma Institution/
(Year in which University
various
8. qualifications
were obtained
must be stated)
9. Other Training
& Certification
Language & Languages Reading Writing Speaking
10. Degree of Known (Excellent/ (Excellent/ (Excellent/
Proficiency Good/ Fair) Good/Fair) Good/Fair)
English
Hindi
Any other
language
11. Country of
Work
Experience
60
July 2018
12. Summary of
Experience
13. Skill Sets
14. Employment Record
From
To
Employer
Position Held
15. Work undertaken that best illustrates capability to handle the tasks assigned
Name of the
Assignment
Year
Location
Client
Main Project
Features
Positions Held
Activities
Performed
61
July 2018
Annexure 8: Format for Commercial Bid
To,
The Director Mines,
Ref. RFP No.
Sir,
1. We hereby declare
a) that we have domain knowledge in the space of vehicle tracking and associated
works
b) We are equipped with adequate manpower & technology for providing the
Services as per the parameters laid down in the Tender Document
2. We hereby offer to provide the Services at the prices and rates as mentioned below
S. Particulars Price (in Rs)

No.
1 Application Development
1.1 Go Live of the Application (A)*
2 Quarterly Opex
2.1 Quarterly Opex (B)
2.2 Opex Total for Project Period ( C )

( C = B X 11.5)
3 Total Price ( in figures) (D = A +C)
4 Total Price (in words) (D = A +C)
* - A cannot be more than 10% of D, i.e. total payment at Go Live will be less than or
equal to 10% of the project value.
62
July 2018
3. We do hereby undertake, that, in the event of acceptance of our bid, the Services
shall be provided as stipulated in the schedule to the Bid document and that we shall
perform all the incidental services.
We agree to abide by our offer for a period of 180 days from the date of closing of
the Technical Bids and that we shall remain bound by a communication of
acceptance within that time.
We have carefully read and understood the terms and conditions of the tender and
the conditions of the Contract applicable to the tender and we do hereby undertake
to provide services as per these terms and conditions.
We do hereby undertake, that, until a formal contract is prepared and executed, this
bid, together with your letter of intent awarding the contract, shall constitute a binding
contract between us.
Dated this Day of YYYY
(Signature)
(In the capacity of)
Duly authorized to sign the Tender Response for and on behalf of: (Name and
Address of Company)
Seal/ Stamp of bidder
63
July 2018
Annexure 9: Performance Requirements and Penalty

The table below provides the Service Level Agreement (SLA) parameters to be adhered
to by the Vendor during the project operations, post Go Live of the application. The
preventive maintenance and the scheduled down time shall be carried out by the Vendor
during the non-operational hours of the project. In case of not meeting the SLAs, the
corresponding penalties as defined in the Table below shall apply.
S. No. Components Minimum Penalty
SLA/ Uptime
Required
1. Application, Within the For every single day over and above the
Customization, prescribed agreed timeline Rs. 5000/ day
implementation timeline.
on data center
2. Application 99.5% a. For first 5 hour 1 of extra downtime other
Availability than that allowed (more than 3 hours 36
minutes in month or 2 hours in a day), An
amount equal to 1 time of hourly cost
calculated from total price in commercial
bid/ hour lost will be deducted from the
payment of respective month. There after
every 1 hour’s penalty equal to 1.2 time of
hourly cost calculated from total price in
commercial bid/ hour lost will be deducted.
b. In addition to above,
i. If the Downtime on a single day

exceeds 8 Hours, between 8 am to 8
pm or 15 hours a month, over and
above the permissible limit, then equal
to 1.8 times of hourly cost calculated
from total quarterly opex price in
commercial bid for hour lost will be
applicable.
ii. If the Downtime on a single day
exceeds 8 Hours other than between 8
am to 8 pm, then a penalty equal to 1.5
time of hourly cost calculated from total
quarterly opex price in commercial bid
for hour lost will be applied.
1 Not including scheduled downtime per month
64
July 2018
S. No. Components Minimum Penalty

SLA/ Uptime
Required
3. Training (Non- Provide the training to department as per
completion of finalized schedules. Non-completion of
VTS trainings) training with in specified time frame will leads
to
penalty of 500/- (five hundred) per
location/Day
The total penalty per month will be capped at 15% of monthly charges for any month. If
the performance based penalty calculated as per above hits the 15% cap for 6
consecutive months, it will be treated as breach of contract and DMG may exercise its
right to terminate this Agreement.
65
July 2018
Annexure 10: Bid Security Form

BID SECURITY FORM-BANK GUARANTEE
(Bank’s Name, and Address of Issuing Branch or Office)
Beneficiary :____________________________( name and address of DMG)
Date: _______________________
Bid Security No.: ______________________________________
Whereas M/s _____________________________________ (insert the name of the
Bidder) (hereinafter called the “Bidder”) has submitted its technical & financial proposals
for the work of _______________________________ (insert the name of work for which
proposal is submitted) (hereinafter called the “Proposal”) dated _____________ against
the DMG’s Notice Inviting Tenders (NIT) Notice Inviting Proposal/Invitation for Bid (IFB)
No. ____________ (Insert NIT/NIP/IFB number as per publication in newspaper or
website).
Furthermore, we understand that, according to your conditions, proposals must be
supported by a Bid Security.
At the request of the Bidder, we _____________________________ (insert name of the
bank) hereby irrevocably undertake to pay you any sum or sums not exceeding in total
amount of_________________________ (insert bid security amount in figures)
_________________ (amount in words) upon receipt by us of your first demand in writing
accompanied by a written statement stating that the Bidder is in breach of its obligation(s)
under the RFP conditions, because the Bidder:
a) has withdrawn its Proposal during the period of Proposal validity specified by the
Bidder in the Technical Proposal Form; or
b) does not accept the correction of errors in accordance with the RFP Document; or
c) Having been notified of the acceptance of its Proposal by the DMG during the period
of proposal validity, (i) fails or refuses to execute the Contract Agreement, or (ii) fails
or refuses to furnish the Performance Security, in accordance with the RFP.
This guarantee will expire: (a) if the Bidder is the successful Bidder, upon our receipt of
copies of the Contract Agreement signed by the Bidder and the performance security
issued by the Bidder; and (b) if the Bidder is not the successful Bidder, upon the earlier
of (i) our receipt of a copy your notification to the Bidder of the name of the successful
Bidder; or (ii) forty-five days after the expiration of the Bidder’s proposal.
Consequently, any demand for payment under this guarantee must be received by us at
the office on or before that date.
________________ Bank’s seal and authorized signature(s) _______________
66
July 2018
Annexure 11: Format of Draft LoI
Ref No: Date:
Letter of Intent
To,
The Applicant
Sub: Services of System Integrator for Design, Development, Operation &

Maintenance of the Vehicle Tracking Solution for Mineral Transporting
Vehicles in the State of Jharkhand
Ref: 1) Request for Proposal (RfP) No. …………… dated ………….

2) Your bid submitted for the above tender and opened on …………………….
Dear Sir,
With reference to the above, it is hereby informed that the proposal submitted by your
company …………………………… for providing services of System Integrator for
Design, Development, Operation & Maintenance of the Vehicle Tracking Solution for
Mineral Transporting Vehicles in the State of Jharkhand has been accepted as per the
following details:
1. Price

No.
2 Quarterly Opex

( C = B X 11.5)
67
July 2018
* - A cannot be more than 10% of D, i.e. total payment at Go Live will be less than or
equal to 10% of the project value.
2. Terms & Conditions

The terms and conditions shall be as per the RfP (referred at Sl. No. 1) which have been
accepted by you.
3. Performance Security
Please furnish a Bank Guarantee (format provided ………………. of the RfP) within 15
days payable at Ranchi, from any Nationalized or scheduled commercial Bank in India
having its office at Jharkhand for an amount equivalent to 10% (ten percent) of the total
contract value towards Performance Security valid for a period of three (3) months over
the duration of the project.
4. Contract
The contract will be signed as per the terms and conditions mentioned in the above RFP.
The date of completion of the contract period i.e.3 Years (Phase I) shall be reckoned
from the date specified in the Contract. Upon satisfactory performance in the Phase I,
DMG may extend the duration for another 2 years termed as Phase II as per the terms
of the above RFP.
You are requested to submit your acceptance of this Letter of Intent over email within
three (03) days from the date of issue of the same.
Yours Faithfully,
Director Mines
Department of Mines and Geology
68
July 2018
Annexure 12: Format of Draft Contract
AGREEMENT
This Agreement (referred to as the “Contract”) entered into on this ……date………..
between the Department of Mines and Geology, Government of Jharkhand represented
by Mr. ……………………, Director Mines, Department of Mines and Geology duly
authorised hereinafter referred to as “DMG”/ Party of the First Part.
AND
……………………., a Company incorporated under the Companies Act 1956 having its
office at……………………………………………………………………. represented by
…………………………………………………………., (hereinafter referred to as the
“System Integrator” which expression shall mean and include its successors, legal heirs,
assigns and representatives etc.) of the Second Part;
WHEREAS
1. The Department invited open Public tender No……………… for “Selection of
System Integrator for Design, Development, Operation & Maintenance of the
Vehicle Tracking Solution for Mineral Transporting Vehicles in the State of
Jharkhand”.
2. The System Integrator participated in the tender and submitted its technical &
commercial proposal for the same.
3. The System Integrator emerged as …<Rank in technical evaluation along with
score>.......and <Rank in commercial evaluation along with score> ….., with
highest final score of …………….
4. According to comparative statement dated ……………. of Technical Score,
Commercial Score and final score of the RFP No. ………………; <Company
Name>……..was selected as successful bidder.
5. Now the System Integrator has come forward to enter into an agreement with the
DMG.
NOW IT IS MUTUALLY AGREED AND DECLARED BY AND BETWEEN PARTIES

HERETO AS FOLLOWS:
1. Contract shall be effective from …… day of …….. and shall comply with all the
terms and conditions from the effective day.
2. The scope of services, deliverables, duration, team composition, payment
schedule along with all other terms and conditions shall be as mentioned in the
RFP No.: ………dated………
3. The following documents shall be deemed to form and be read and construed as
part of this Agreement, viz.;
i. RFP No: ……………………………………….
69
July 2018
ii. …<List of Corrigendum>………...……………

4. The tenure of the contract will be 03 years termed as Phase-I. Upon satisfactory
performance in Phase-I, contract may be extended for duration of another 2 years
as Phase-II.
5. As per the Commercial proposal, the details of the fees for the engagement shall
be as follows:
TABLE – I: Price for providing services (Exclusive of Taxes & Duties as
applicable)

No.
2 Quarterly Opex

( C = B X 11.5)
*The price quoted above excludes statutory taxes (e.g. GST, Cess, etc.).
6. Payment terms shall be as follows:
i. Payment to the agency would be made on completion of work by the agency
as per milestones provided below-
 Go Live of the application (45 days)
 Quarterly Payments, post-Go Live of application
If Go Live phase for the project is achieved after 45 day of Signing of
contract, Department will not be liable to pay any additional payment for the
delay,
If Go Live is achieved before time, Annual Maintenance Contract will start
immediately after that and quarterly payments will be made from the data
Quarterly Payments
Quarterly payments will start post implementation of Go Live phase.
Payment shall be made in Indian Rupee (INR) only.
70
July 2018
ii. All payments shall be made in Indian Rupees through RTGS/NEFT/Cheque

and shall be subject to Indian withholding Taxes.
iii. The applicable GST shall be paid by Department of Mines & Geology as
per the bills submitted.
IN WITNESS WHEREOF the DMG and M/s _______have caused this

Agreement to be duly executed by their duly authorised representatives the day
and year first above written.
For ……………. For Department of Mines & Geology
Director Mines
Witnesses:
1) 1)
2) 2)
71
July 2018
Annexure 13: Format of Performance Guarantee
PERFORMANCE SECURITY
Bank Guarantee: _______________

Date:___________
To,
The Director Mines,

In consideration of Directorate of Mines and Geology, Department of Mines and Geology

(DMG), Jharkhand, (hereinafter referred as the “DMG”, which expression shall, unless
repugnant to the context or meaning thereof include it successors, administrators and
permitted assigns) having awarded to M/s <Name>____________, a company
incorporated under companies Act, 1956 having its registered office at <address>
(Hereinafter referred to as the “SI” which expression shall unless repugnant to the context or
meaning thereof, include its successors, administrators, executors and permitted assigns),
LoI. No.___________, dated _______ and the same having been unequivocally accepted
by the SI, resulting in a Contract valued at Rs. <contract value> (Rupees <contract value
in words>) for System Integrator for Design, Development, Operation & Maintenance
of the Vehicle Tracking Solution for Mineral Transporting Vehicles in the State of
Jharkhand (hereinafter called the “Contract”) and the SI having agreed to furnish a Bank
Guarantee to DMG against the release of retention money as stipulated by DMG in the said
contract for accuracy of the services performed amounting to Rs. < > (Rupees <in
words>).
We <name of the bank>, a company incorporated under _______, having its registered office
at _________ and acting through its branch _______. (hereinafter referred to as “the Bank”
which expression shall, unless repugnant to the context or meaning thereof, include all its
successors, administrators, executors and permitted assignees) do hereby guarantee and
undertake to pay DMG immediately on written demand any or, all amount payable by the SI
to the extent of as aforesaid i.e _________ (Rupees ______ Only) at any time up to <Date>
(“Expiry date”) without any demur, reservation, contest, recourse or protest and/or without
any reference to the SI. Provided however, the written demand must be accompanied by a
copy of the notice sent to the SI by the DMG to cure /rectify the default at least 30 (Thirty)
days prior to presentation of any demand of its intention to have recourse to the Guarantee,
setting out the act or omission of the SI, which it asserts constitutes the breach of terms and
conditions of the said contract or loss/damage suffered giving rise to the demand. Any such
demand made by DMG on the Bank shall be conclusive and binding notwithstanding any
difference between DMG and the SI or any dispute pending before any Court, Tribunal,
72
July 2018
Arbitrator or any other authority. We agree that the Guarantee herein contained shall be
irrevocable and shall continue to be enforceable either till DMG discharges this guarantee or
till its Expiry date i.e. <Expiry Date> (“Expiry date”), whichever is earlier.
DMG shall have the fullest liberty without affecting in any way the liability of the Bank under
this Guarantee, from time to time to vary it or to extend the time for performance of the
contract by the SI. DMG shall have the fullest liberty without affecting this guarantee, to
postpone from time to time the exercise of any powers vested in them or of any right which
they might have against DMG and to exercise the same at any time in any manner, and either
to enforce or to forebear to enforce any covenants, contained or implied, in the Contract
between DMG and the SI any other course or remedy or security available to DMG. The bank
shall not be relieved of its obligations under these presents by any exercise by DMG of its
liberty with reference to the matters aforesaid or any of them or by reason of any other act or
forbearance or other acts of omission or commission on the part of DMG or any other
indulgence shown by DMG or by any other matter or thing whatsoever which under law would
but for this provision have the effect of relieving the Bank.
Performance Security may be extended at our sole discretion from time to time for such
period (not exceeding one year), as may be desired in writing by <Name of SI> on whose
behalf this guarantee has been given.
This guarantee shall be governed by and construed in accordance with the Laws of India and
shall be subject to the exclusive jurisdiction of Indian Courts
Notwithstanding anything contained hereinabove,
a. Our liability under this guarantee is restricted to Rs. <Performance Security
Value> (Rupees <in words> Only)
b. This bank guarantee shall be valid up to <Expiry Date>(expiry date);
c. We are liable to pay the guaranteed amount or any part thereof under this Bank
Guarantee only and only if we receive a written demand made in the manner
prescribed in this Guarantee in original at <name of the bank and address>, and
by email to email Id <email id> on or before < claim date> (claim date), all your
right under this guarantee shall be forfeited and we shall be released and
discharged from all liabilities under this guarantee thereafter.
Dated this _____________ days of ________ 2018 at ________________________
WITNESS_________________________________________________________
1)
2)
73

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DEPARTMENT OF MINES AND GEOLOGY, JHARKHAND

Third Floor, Yojana Bhawan, Nepal House, Doranda, Ranchi,

Bid no: DMG/RFP/02/2018-19 Dated: 31.07.2018

Request for Proposal

RFP for Vehicle Tracking System 1

5.1.3 Evaluation of Commercial Proposals 37

1 About Department of Mines and Geology

JHARKHAND INTEGRATED MINES AND MINERALS MANAGEMENT SYSTEM

3 Objective and Scope of Work

3.1 Project Description

3.2 Project Objective

3.3 Scope of project

4. Operations & Operations & Maintenance of entire system

3.3.1 Vehicle Tracking Application Software

3.3.2 IT Infrastructure Setup

3.3.3 Application Integration

3.3.4 Operations & Maintenance

3.3.5 Management Dashboard and Analytics

S. No. Training Timeline

1. Training to Staff at Head Quarter As per Project Milestone on the

• Training needs to be conducted based on a requisite mix of theory & practical

• Training shall be provided by the SI as per requirements of DMG.

3.3.7 Manpower Deployment

educational qualification and minimum years of relevant experience as required under

S. No Role Basic Qualification Nos. Required

1. Project Manager BE/ B. Tech or equivalent (MBA 1

3.3.8 Pilot Demonstration

3.4 Functional Requirements for Vehicle Tracking Solution

1 VTS will provide the following features:

• VTS application shall have Calendar Control to allow the user

6 Provide facility of alert generation in the backend

8 Provide customized reports

9 Management of notifications to various stakeholders by way of

10 Capability to update the on-board devices’ firmware from the

11 Capability to configure on-board device parameters from the

12 VTS application shall provide a graphical interface to make quick

15 VTS shall display precise location of different vehicles in different

16 Information elements that needs to be captured at the minimum

b) Graphics User Interface (GUI) Requirements

17 The GUI shall be based on standard windows controls or an

18 Functionality to create and manage vehicle and device master

19 To provide the facility to device vendors for maintaining and

20 Provide real time tracking and monitoring of the vehicle movement

21 Provide capability to view a single vehicle or multiple vehicles on a

22 All vehicles which are present in a particular defined geographic

23 Provide history tracking and trail of movement of a specific vehicle

24 Facility to create geo fences in the back end.

c) User Management, Access Control & Identity Management

25 The module will help create different types of new Users.

26 Solution should allow users to request for registration.

27 Ability to define roles to users based on their access rights

29 Provide feature of activating or deactivating any user.

31 Allow for robust password control and recycling of password

32 Manage the user hierarchy, locations, Roles & Responsibilities

33 Allow for creation of new roles.

34 Manage existing roles.

35 Allow creation of administrative users who can manage the system

36 Administrator should have full flexibility about where to store both

37 Administrator should be able to specify that a certain directory be