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					RFP for police control room modernization - Haryana Police Page 1 of 109

Request for Proposal (RFP) FOR Modernization of Police Control Rooms at Panchkula, Panipat, Sonipat and Faridabad

No. Serial No. of Document Issued to

: HARTRON/Proj/Modernization/08-09 : _______________ : ___________________________________ ____________________________________

Issue Date

: ___________________________________

IMPLEMENTING AGENCY

Haryana State Electronics Development Corporation Limited
S.C.O. 111-113, Sector 17-B, Chandigarh – 160017 (India) Ph.-0172-2704922, 2710743, 2706105, 2722961-62, Fax-0172-2705529 e-mail: hartron.project@gmail.com, Website: www.hartron.org, www.haryana.gov.in

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IMPORTANT INFORMATION

Non-refundable RFP cost

Rs. 1000/- in cash or through demand draft/bankers pay order from a scheduled bank, drawn in favour of “M.D., HARTRON”, payable at Chandigarh.

Sale of RFP document

9.00 am to 5.00 pm on all working days starting from 14.07.08 till 05.08.08 or the RFP document can be downloaded from our website www.hartron.org. However, the bidder downloading the

document from the site is required to send an email to hartron.project@gmail.com for records. Also such bidders are required to deposit the non refundable RFP cost of Rs 1500/- in the form of draft drawn/bankers pay order from a scheduled bank in favour of “MD Hartron” payable at Chandigarh along with the bid. EMD Rs. 3,00,000/- in the form of Demand Draft in favour of HARTRON payable at Chandigarh from a scheduled bank. Pre bid conference At 3:30 P.M. on 22.07.08 Venue: Haryana State Electronics Development Corporation Limited. S.C.O. 111-113, Sector 17-B, Chandigarh Last date for submission of bids Up to 2:30 P.M. on 07.08.08 in Haryana State Electronics Development Corporation Limited. S.C.O. 111-113, Sector 17-B, Chandigarh Opening of PreQualification bids 3:00 P.M. on 07.08.08 in Haryana State Electronics Development Corporation Limited. S.C.O. 111-113, Sector 17-B, Chandigarh Language of the bid This bid should be filed in English language only. If any supporting documents submitted are in any language other than English, translation of the same in English language is to be duly attested by the bidder.

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INDEX
1. 2. 3. INTRODUCTION .................................................................................................................... 7 SCOPE OF WORK ................................................................................................................. 9 DETAILED MINIMUM SUGGESTIVE TECHNICAL SPECIFICATIONS .............................. 14 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 3.9 3.10 3.11 3.12 3.13 3.14 3.15 3.16 3.17 3.18 3.19 3.20 3.21 3.22 3.23 3.24 3.25 3.26 3.27 3.28 3.29 3.30 3.31 3.32 4. General .......................................................................................................................14 System Architecture and Process flow .......................................................................15 Communication Software ............................................................................................16 Central AVL Server Software ......................................................................................17 Advanced GIS Capability Software .............................................................................19 AVL (Automatic Vehicle Location – Client Software) ..................................................20 Messaging Capabilities ...............................................................................................22 Digitized Map of city for GIS/GPS system ..................................................................22 System Configuration of AVLS ...................................................................................24 Vehicle Sub-System ....................................................................................................25 Communication Sub-System ......................................................................................26 Control Room Sub-System .........................................................................................27 EPABX System with automatic call distribution system ..............................................29 Features for Call Centre (100) ....................................................................................31 Location Determination ...............................................................................................32 Features for Dispatch Wireless Operator ...................................................................33 Configuration: ..............................................................................................................39 LAN Connectivity & Networking ..................................................................................40 Automatic Call Distribution System .............................................................................40 Real Time Monitoring & System Reports ....................................................................42 Computer Telephone Integration (CTI) Applications ..................................................42 Suggestive specifications for servers .........................................................................43 Suggestive specifications for work stations/nodes .....................................................44 Suggestive specifications for wireless GPS modems .................................................44 Vehicle mounted units .................................................................................................46 Online UPS .................................................................................................................46 Laser Printer: ...............................................................................................................49 Router .........................................................................................................................49 Switch: .........................................................................................................................50 21 u Racks 600mm * 800mm ......................................................................................50 Phones: .......................................................................................................................51 Voice Logger ...............................................................................................................51

ELIGIBILITY CRITERIA FOR BIDDERS .............................................................................. 56 4.1 4.2 Bidders General qualification ......................................................................................56 Minimum eligibility criteria ...........................................................................................56

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5.

BIDDING PROCESS ............................................................................................................ 59 5.1 5.2 5.3 5.4 5.5 5.6 5.7 5.8 5.9 5.10 5.11 5.12 5.13 5.14 5.15 5.16 5.17 5.18 5.19 5.20 5.21 5.22 5.23 5.24 5.25 5.26 5.27 5.28 5.29 5.30 5.31 Advice to the bidders...................................................................................................59 Sale of bid document ..................................................................................................59 Validity of the bid .........................................................................................................59 Transferability of the RFP document ..........................................................................59 Misplacement of the RFP document ...........................................................................59 Pre bid discussions, place, time and date: .................................................................59 Address at which the bids are to be submitted: ..........................................................60 Last time and date for receipt of bid :..........................................................................60 Place, time and date of opening of pre-qualification bid: ............................................60 Earnest money deposit (EMD) ....................................................................................60 Pre-bid conference ......................................................................................................60 Procedure for Submission of the Bid ..........................................................................61 Documents comprising the bids ..................................................................................63 Opening of bids and Procedure of evaluation .............................................................66 Criteria for rejection of bids .........................................................................................69 Acceptance of the bid .................................................................................................70 Cross checking............................................................................................................70 Absence of specifications ...........................................................................................70 Cost involved in tendering ...........................................................................................71 Amendment in the RFP document ..............................................................................71 Withdrawal of bid proposal ..........................................................................................71 Right to negotiate ........................................................................................................71 Contract agreement ....................................................................................................71 Earnest money refund .................................................................................................71 Letter of intent and Performance Bank Guarantee .....................................................72 Right to vary quantities ...............................................................................................73 Right to accept any bid and to reject any or all bids ...................................................73 Changes in technical specifications and price bid ......................................................73 Proprietary rights .........................................................................................................74 Patent rights ................................................................................................................74 Additional information/clarification ..............................................................................74

6.

TERMS & CONDITIONS OF CONTRACT ........................................................................... 76 6.1 6.2 6.3 6.4 6.5 6.6 Use of RFP document and other Information .............................................................76 Change in the minimum specified work ......................................................................76 Changes in contract agreement ..................................................................................77 Project Milestones .......................................................................................................77 Responsibilities of Successful bidder..........................................................................78 Responsibilities of Tenderer .......................................................................................79

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6.7 6.8 6.9 6.10 6.11 6.12 6.13 6.14 6.15 6.16 6.17 6.18 6.19 6.20 6.21 6.22 6.23 6.24 6.25 6.26

Price fall ......................................................................................................................79 Inspection/tests of the items/equipments ....................................................................80 Site visit .......................................................................................................................80 Warranty......................................................................................................................80 Spares .........................................................................................................................81 Dispatch Documents ...................................................................................................81 Condition of items supplied .........................................................................................82 Acceptance tests .........................................................................................................82 Payment schedule.......................................................................................................84 Sub-contracting of the project .....................................................................................85 Change in company structure .....................................................................................85 Compliance with laws, permits ....................................................................................86 Liability insurance ........................................................................................................86 Forfeiture of earnest money ........................................................................................86 Force Majeure .............................................................................................................87 Termination of the contract .........................................................................................87 Consequences of termination .....................................................................................88 Insurance of items .......................................................................................................89 Arbitration ....................................................................................................................90 Acquaintance with all conditions .................................................................................90

Proforma-1 Bid Proposal Sheet .................................................................................................... 92 Proforma-2 Particulars of bidders and Manufacturers .................................................................. 94 Proforma-3 Manufacturer Warranty .............................................................................................. 95 Proforma-4 Undertaking....................................................................................................... 96 Proforma-5 Manufacturer‟s Authorization Certificate .............................................................. 97 Proforma-7 Indemnification from proprietary rights ................................................................. 98 Proforma-8 Indemnification from patent rights ....................................................................... 99 Proforma-9 Technical detail ............................................................................................... 100 Proforma-10 Technical Deviations ...................................................................................... 103 Proforma-11 Financial Deviations ............................................................................................... 104 Proforma-12 Breakup Cost .......................................................................................................... 105 Proforma-13 Declaration by the Bidder ....................................................................................... 109

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Section-1

INTRODUCTION

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1.

INTRODUCTION
Haryana Police has planned to modernization its Control Room at Panchkula, Panipat, Sonepat and Faridabad, by installing Dial-100 System for equal distribution of call on telephone No.100 (the unique number to contact police control rooms by any person/organisation at the time of distress or to seek assistance) and auto-logging of communication between Control Room and public, including installation of GPS (Global Positioning System) in all vehicles of Police Department operating in city area, so that position of the vehicles are known and displayed on screen at Police Control Room for effective deployment at the time of any incident. In first phase, this system is proposed to be installed at Panchkula, Panipat, Sonepat and Faridabad. Key Objectives o o o o o o o Online communication between the dial 100 and the police. Linking the mobile PCR vans to the dial 100 system through GPS/GPRS/GIS. Recording the complaints made on dial 100 Identifying the caller or area of crime through the Caller Line Identification (CLI). Maintaining a database of citizens for effective policing. Online communication with emergency services like fire services and hospitals and other related organisation. Help Desk.

Hartron on behalf of Haryana Police invites sealed bids from eligible bidders (reputed networking solution provider/IT/Telecom companies) for the Supply, installation and commissioning of state of the art Dial-100 System for equal distribution of call on telephone No.100 and auto-logging of communication between Control Room and public, including installation of GPS (Global Positioning System) in all vehicles of Police Department operating in city area of Panchkula, Panipat, Sonepat and Faridabad.

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Section-2

SCOPE OF WORK

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2.

SCOPE OF WORK
The system offered should be based on an open standard having proven interoperability between Systems from more multiple equipment

manufacturers. It is desired to design the system with a long-term vision using cotemporary technologies in the telecommunication field. The System should be a most modern, state of the art proven technology The minimum specified work mentioned below is to be performed as per the specifications and conditions mentioned in the different parts of this document. The broad items of minimum specified work include but not limited to:-

2.1

The scope of work shall include supply, installation and commissioning of all necessary hardware & software required at all the locations as well as in the vehicle as specified by the Haryana Police for the following systems:a. Dial 100 System. b. Police Information System c. PCR Dispatch system (i) Automatic Vehicle location system (AVLS) (ii) PCR Job Dispatch

2.2

It is intended to use Geographical Information System (GIS) and Global Positioning System (GPS) technologies fully integrated with dial 100 system to track the PCR Vans and graphically display its position on the digital map of Haryana City at the Police Control Room (PCR) through. Automatic Vehicle Tracking System. The number of police vehicles to be covered is 100 at each city.

2.3

The Dial-100 System includes the Dial 100, PC based operator console and the requisite call handling and integration software. The system shall have the facility to accept Public Calls and internet enquiries about crime happening in the area, information about passport/license applications, complainants and other information about Police

Department as well as the respective city i.e Panchkula, Panipat, Sonipat and Faridabad. The system shall be capable of integration with the existing and up-keeping crime, CCIS, CIPA, PIS and other software of Haryana Police.

2.4

The digital map of Haryana with live tracking of all the PCR Vans be

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made available on a Central Plazma/LCD Screen.The scope of work also include providing of the digital map software for the repective city.

2.5

The system must be capable to define various color and symbols according to the tasks defined to it. It must be possible to define vehicle symbol color and select the color of vehicles that are assigned any particular task, or it is enroute to take up the task or it has finished the task assigned to it and free to take up any new task. The system must be capable of identifying the nearest PCR Van from the point of distress call. It should also display the shortest possible route for the purpose.

2.6

The vehicle position in the offered Automatic Vehicle Location System System must have accuracy better than 10 (ten) meters and the PCR Van must be visible moving on the road on the GIS map.

2.7

If repeat call from the same originator is received, it must open with the earlier call Challan(s) and preferably land on the same Dial-100 position, if it is free.

2.8 2.9

The archiving facility must be available in the System. System must have the facility of recording all voice & data communication on the system. Bidder should offer the facility to record all the calls (a) involving the PC based dispatch controller and (b) any system user including PC based dispatcher, radio and telephone usersas on option

2.10

It is intended to carry out recording of al calls received on Dial -100 at two places simultaneously. One at DVLS (Digital Voice Logging System) for central recording of all calls, secondly on the LAN for individual recordings. Each individual call will be recorded and attached with the Challan form of that call and will be forwarded to the dispatch wireless operator on the LAN alongwith the Challan. Dispatch wireless operator should be able to listen to the call, if need be, and also should be able to forward it to the PCR Van(s) through the

GPRS/TDMA/CDMA channels.

2.11

The system must have the facility to give acknowledgment to the Call Taken when he transfers a Challan/call to the Dispatcher.

2.12

The system must be designed in a manner that operational data is not

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in case of any failure of equipment or communication network.

2.13

Correlation

with

Automatic

vehicle

location

System

(AVLS)

performance for capacity planning and maintaining SLA (Service Level Agreement). AVLS performance report per installation basis (vehicle wise) application wise and use wise will be generated.

2.14

The Supplier shall replace the application and equipment whenever they stop working or start mal-functioning with version/model or application/equipment during the warranty and AMC period as the case may be. They will update the application software with the latest versions as and when available during the warrranty period or the Amc as the case may be. Also they will continue to provide the support to haryana Police even after the warranty and AMC period is over.

2.15

Haryana Police will own the AVLS data and Application Software developed for Haryana Police under this project alongwith its source code including supporting classes, modules, etc. which shall be provided by the Supplier before final acceptance of the System.

2.16

The offered system should have proven interoperability with user equipment of other makes.

2.17

The system must integrate with IP Based State Wide Area Network (ADHAAR) & Police WAN.

2.18

The system must have the capability to fully integrate with the TETRA digital Trunking systems likely to be installed at all the location in future

2.19

The successful bidder has to implement the entire project on turnkey basis. It shall include design, development, supply, installation, integration with existing components, commissioning and providing the warranty and post warranty services for successful implementation.

2.20
(ii)

Reliability Requirements
System should exceed 99.5% reliability. This has to shown through availability calculations using MTBF figures only.

(iii)

The design must avoid any single point of failure whatsoever, which may shut down or severely reduce functionality of the system. at any

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of the Additional reliability is to be provided through redundancy of all critical modules,

2.21
a)

Scope of Training
The successful bidder shall provide, extensive training to the officials of Haryana Police as per the detail given below:-. (i) System Administration and Maintenance Training, at the user‟s location, will structured so as to train 05 (ten) of the Haryana Police personnel deputed for the purpose. (ii) User Operational Training, at the user‟s location, will be structured so as to train upto 10 (Ten) of the purchaser‟s supervisory and training personnel who will, in turn, train individual operators. (iii) Technical Maintenance Training, at the manufacturer‟s

location, will be structured to train up to 01 (one) engineers and 01 (one) experienced technicians in the complete trouble shooting and maintenance of the equipment to both the board replacement and board repair level.

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Section-3

Technical Specifications

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3. DETAILED MINIMUM SUGGESTIVE TECHNICAL SPECIFICATIONS 3.1 General
The technical specifications specified in this section are the minimum suggestive specifications 1. The vendor will offer design of the system as specified in various parts of the RFP, supply the equipment that will best accommodate and meet the present and future requirements of Haryana Police. Bids not meeting these minimum technical specifications are liable to be rejected. In case the equipment quoted exceeds/differ the tender technical specifications, the same should be clearly mentioned. The equipment supplied should tolerate Indian power and weather conditions Voltage : 180VAC to 240VAC 50Hz + 5% Temperature : 0o C to 40o C Humidity 3. : upto 95%

2.

Bidder to specify required line voltage, voltage tolerance, frequency tolerance, max. current consumption, max power consumption, maximum operating temperature, maximum operating humidity for each Equipment. Two sets of service and operation/instruction manuals are required to be supplied with each equipment. Original set should always be available at installation site. Local cabling - All cables if any should be laid down within the conduit pipes (of 1.5 inch diameter or more as required) and the same should be tightly clamped on the wall. Spares – The Bidder will undertake that supplies of necessary maintenance equipment and spare parts will be made available for the life of the machines or at least for 5 years on a continuing basis at a reasonable price and, in case of imported spares, at a price not in excess of the net landed costs plus a stated percentage differential. The bidder may indicate such differentials. However, this does not relieve the supplier of any warranty obligations under the Contract. All the equipments should be new and of the prevailing/current standard production of the manufacturer at the time of the proposal.

4.

5.

6.

7.

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8.

The principal vendor of products/equipments supplied under this project should have relevant quality certifications such as ISO 9001.

3.2

System Architecture and Process flow
a) The solution must incorporate current technologies and opensystems components that are commercially available for both software and hardware computing systems.. b) The Application & Database, AVTS application, ACD (Automatic Call Distribution) & CTI (Computer Telephone Integrity) should be rugged and of latest configuration c) Dial 100 Call Taken/Dispatch Wireless Operator/Supervisor/ GIS workstations should be rugged and of latest configuration: d) Receiving calls through EPABX system with Automatic Call Distribution (ACD), Computer Telephone integration (CTI) and Caller Line Identification (CLI) systems. e) Any additional item necessary to complete the functionality as specified in various clauses of this RFP should be clearly specified and offered by the bidder separately. f) The following is the Process Flow:(i) „100‟ no. is dialled by the public from anywhere in the City for registration of compliant with Police. (ii) The call is forwarded by the service provider network to the EPABX at the PCR along with Caller Line Identification (CLI) (iii) The ACD system of the exchange shall route the call

to the agent based on a pre-defined algorithm. If the call is received from a VIP, the ACD shall route the call directly to a particular agent (who is allotted to attend VIP calls) with an alert signal or flashing of screen. The directory of VIP telephone nos. shall be a part of the Database. The Vehicle registration database from

Road Transport Department shall also be part of the database. (iv) The agent on receipt of the Calls shall get a POP up menu in the monitor with the Call details such as address based on the incoming Telephone no. using

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the CLI.

The data base of the Telephones nos

pertaining to the service providers operating in the respective cities shall be the part of the Database of the proposed system. (v) The conversation of all the agents and VHF operators shall be recorded in the Voice logger. (vi) The Date and Time of the challan generated will be recorded automatically based on real time and shall be passed to the Wireless Operator over the LAN (vii) GPS receivers at the Patrol Vehicles will pass their location identity at regular intervals to the base station at the Control Room through the respective repeater. The AVL software will take these inputs and process the same and track the vehicles in the digitized City Map and the Wireless operator can locate the Vehicle roaming near the crime spot and the nearest Police Station and inform the Patrol Vehicle and the Police Station through the wireless equipment for further action. (viii) The Wireless Operator updates the challan with the information like the person to whom the information is passed, the Patrol Vehicle number and the name of the Police Station etc., The date and time of transmission will be recorded based on real time. (ix) The Wireless Operator should be able to update the challan after the receipt of the feedback from the respective PCR and closes the compliant. (x) Again if the Caller Dials the Call Center and asks for the Status of the compliant, the Call Center Agent should be in a position to give the status by seeing the updated database wireless operator

3.3

Communication Software
The software supplied must include the following features but not limited to.

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-

Communication software must provide and manage the data communication links among the PCR, vehicle Sub-System and communication service provider to ensure delivery of real time vehicle positioning information to the PCR and exchange of data messages between the PCR Vans and the PCR using hired data network (GPRS/TDMA/CDMA).

-

The software must be capable of managing all data message communication, including real-time vehicle positioning

information, between the Dispatch Consoles and the vehicles. The product must also maintain its own database of vehicle communication and have reporting capabilities. It must be able to send the appropriate configuration commands to each PCR Van to maximize the capabilities of the Vehicle Sub-System and also maintain the vehicle configuration database.

3.4

Central AVL Server Software
The software supplied must include the following features but not limited to: a) It must provide storage of all the data pertaining to the place of incident(s) as well as vehicle information. It must record all relevant data communication between the various users within the system and PCR Vans. b) The software should be capable to display, query the Base map data, location of incidents and PCR vans should be available on a separate layer residing at the HARYANA POLICE AVLS SERVER at the respective districts which would be updated dynamically. c) The database system must be open, be based on the relational data base model that provides for standard SQL, and not proprietary to a single Hardware platform or operating system. d) The system should be able to generate various reports in the formats desired by Haryana Police. This process should occur in parallel to the Call taking, dispatching, and supervisory functions. e) The system must be able to display the following;

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i. ii.

iii.

A “snapshot” summary event data by specifying criteria about the event, when the event number is unknown (such as time and date, type, reporting area, case number, common place name and/or location) a summary list of all events by dispatch group, active/pending, priority & event type.

f)

The system must be able to retrieve the history of an event, showing an audit trail of all entries with date and time stamps generated during event processing. Audit trial should not be editable.

g)

It must be able to give histograms, generate and publish the reports i. ii. iii. iv. v. for total number of calls per hour of the day or predetermined blocks of time. of number of events in the system by priority for the specified time period. of number of events by source, time to day, and day of week. Of the history of a Wireless operator‟s activity, showing time logged on and off and positions worked. Any other user defined criteria.

h)

The system must provide the capability for the operator to generate reports of database record associated with map features for the report is desired.

i)

The system must provide the following functions to be generally used by Communications Center Supervisory personnel. These functions can, however, be used by others, subject to appropriate security authorizations. i. Assign dispatch groups to workstations a needed; current dispatch group assignments must be displayed when requested. ii. The ability to monitor an event from another workstation of another dispatch group in case one or more workstations in a given dispatch group are non-functional.

j)

The system must permit message and commands to be scheduled for automatic execution on a particular day and time or to occur every day at a specified time.

k)

The capability for PCR Van and event information to be displayed on an interactive map for a visual summary of current activity throughout the agency must be provided.

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l)

To minimize transactions over the network and maximize the performance of the integrated map, the graphic map data may reside at the Call taker and Dispatcher workstations.

m)

Domain level authentication of user rights shall be incorporated in the system.

n)

The operator should be issued a list of pending challans/ jobs while signing off and new login so that the new operator is well aware of the job in hand.

o)

The Scrutiny Administrator must be able to add, change, and cancel user identifications and their initial passwords and permissions for the system. The same is to be performed for the software products, with specific classifications for

telephone operator (Call takers) and wireless operators (Dispatchers).

3.5

Advanced GIS Capability Software
a) The software should OGC complaint having basic functions for project management, data review and query. b) The solution must be able to integrate the CCE map which is projected on a local coordinate system. All vehicle positions and other graphical data must be displayed on the map correctly c) The software supplied must include the following features but not limited to: (i) Act as entry point for accessing data and various GIS software routines. (ii) (iii) (iv) Accurate geo-referencing of existing spatial data. GIS tools for data query and geographic orientation Creating schemes and defining map features, & attributes (v) (vi) Creating relational views in the GIS database Defining parameters for generating text labels for the GIS database. (vii) Interactive and batch tools for both data entry and manipulation (viii) Data editing and versioning

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(ix) (x)

Feature creation and re-symbolization Calculations (area, perimeter, length, coordinates) using graphics to load database.

(xi)

Provide for creation, query, analysis, and display of topologically structured geographic data.

(xii)

Generation of topologically structured files from existing multi-vector data with areas, line, and point features and/or existing topo files.

(xiii)

Saving of query/analysis results or color fill or highlight display, reporting, or graphic output Interface.

(xiv)

Generation of tabular reports based on results of query/analysis for screen display.

(xv)

Generation

of

new

graphics

file

based

on

query/analysis results or entire topo files. (xvi) The necessary mapping software must allow the System Administrator to maintain, update and post the versions of various data entry operators. (xvii) It should be capable of adding map features and associated geo-file data including i. Add, Delete, Edit street segments

ii. Edit street segments location information iii. Provide the capability to assign street aliases at the segment level, for example support the definition of aliases on a segment-by-segment basis. iv. Edit location information for a whole street (such as change street names or update street alias names). v. Edit traffic information for a whole street (such as speed limits, weight, height and width restrictions)

3.6

AVL (Automatic Vehicle Location – Client Software)
a) AVL Client should allow the operators to access dispatch information needed without having special software installed on their computer. b) Positions with AVL Client access are to be provided with the capability to display information of PCR VANS and their status, as well as pending and active events. PCR Van and event information

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may also be displayed on an interactive map for a visual summary of current activity. If the operator wants more detailed information about a specific PCR Van or an event, a simple mouse click should retrieve the additional data. AVL Client should have the capability to accomplish a number of other tasks. For example, the interface should be used to display historical information, such as a listing of a particular PCR Van‟s activity for the past week or the number of traffic accidents reported during a particular month. AVL Client also should permit the operator to search operational information such as the personnel who are on duty, what special equipment they may have in their vehicles and any specific skills they have. c) AVL Client should also enable the user to initiate limited activities in the AVL Server system. The user should be able to create a call for service, place a PCR Van in or out of service, update personnel lineups, and send a message to any user on the system. d) Capabilities to be provided by AVL client must include but not limited to the following: i. Monitor pending events and PCR Van status

ii. Display the map with windowing operations to view location of PCR Vans iii. Configurable monitor display and the map within a single browser page iv. Query PCR Van and event details, including supplemental event information v. Create a simple event and add comments vi. Place individual PCR Vans in and out of service vii. Display and edit PCR Van personnel, equipment, location, and mileage viii. Display, edit and receive message among Call-Takers, Dispatchers, other Clients. ix. Create, update, and view AVL lineups. x. Query PCR Van history, summary, equipment, and lineups xi. Search for events and/or supplemental information. xii. Query signed-on users and database status

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3.7

Messaging Capabilities
a) Messaging capabilities must be provided within the AVL environment. b) The Call takers and Dispatcher wireless operators must be able to send unlimited messages to workstations on the LAN and the PCR vans through the hired data network (GPRS/TDMA/CDMA). c) The messages can be addressed to individual(s) or to groups. d) A scrollable listing of valid destination may be available to help address the message. e) The messages that are sent and received on the system must be stored for later retrieval. f) Suitable search fields should be provided to support retrieving specific messages. The operator should be able to search on Message Number, Number Range, Subject, and Date/Time Range etc. g) The system should provide the capability to prioritize the AVL messages

3.8

Digitized Map of city for GIS/GPS system a) The minimum stipulations for map creation to be followed by the
bidder as required are as listed: i. The bidder shall furnish detailed methodology schedule plan, adapted for the map creation process. ii. Searches for various attributes such as “Nearest Hospital” etc. must be possible either singly or in combination of many attributes with the GIS. iii. The GIS must be capable of working with proposed 'Dial 100 application', so that the area of respective telephone exchange of the Telephone call is brought on the screen. iv. The GIS based AVLS and dispatching system must be compatible with GPS technology v. The features to be added to the maps will be decided at the time of finalizing system requirement stage. Following is the list of desired minimum features required to be captured in

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appropriate layers as per standard layering scheme. Attribute data collection from field for each and every major/minor feature required for the application falling within city limits. The following tabulated attribute collection with layers naming should be carried out for the city area:

Layer No. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17

Layer Name POLYGON FEATURES District Boundaries Boundary/Area of Police Station & outpost Jurisdiction limits Telephone Exchange Jurisdiction limits Places of usual public demonstration, public assembly Rivers, nallahs etc. Main Roads, Arterial Roads & Important Roads Industrial Area, commercial area Shopping area Parks and Gardens Railway Stations Water bodies /Lakes POINT FEATURES Police Stations and outposts Major Public Hospitals Fire stations Location of VIP Residence Hotels and Restaurants Cinemas, Public Library, Auditorium, Museums, Parks, Marriage gardens & other places of entertainment Banks Bus stations, Railway Station & Airport Historical Places - Landmarks Petrol Pump, gas station Overhead Tank Buildings Industrial Sheds Educational Institutions, schools, colleges Shopping Centers, Malls Water feature Blood Bank Place of worship Major graveyards Traffic Signals Courts, Vidhan Sabha, MLA rest house Clubs

Description Name coded to polygon Name coded to polygon Name coded to polygon Symbology Symbology Symbology Symbology Symbology Symbology Symbology Symbology Symbology Symbology & Name Symbology Symbology Symbology & Name Symbology & Name

18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33

Symbology Symbology & Name Symbology & Name Symbology Symbology & Name Symbology Symbology Symbology & Name Symbology Name Name Name Name Name Name Name

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34 35 36 37 38 39 40 41 42 43 44

All Govt. buildings Hostels LINE FEATURES Center Lines of Arterial, Main and Important Roads Flyovers and Over Bridges Rail Lines Other Roads Outlines TEXT FEATURES Arterial road label Main road label Important road label Other road label Annotation layer

Name Name One ways defined Symbology Symbology Symbology Labels of Arterial Roads Labels of Main Roads Labels of Important Roads Labels of Other Roads All annotations of the above mentioned features.

The GIS solution should have certain pre-defined operational solution guidelines build into it to enable operator the activate the security / operational plan on receiving the news of incident, without waiting for instruction from higher officials like: 1. Emergency medical relief in case of report of traffic accident or injury to person in any criminal incident or natural disaster. 2. To pickup vehicle fleeing after accident/ crime by activates "city cordon" scheme. 3. 4. Night patrolling scheme. Scheme to patrol banks, girl‟s schools, etc during the day.

3.9

System Configuration of AVLS:
The proposed Automatic Vehicle Location Systems may be divided into following three Sub-systems:i) Vehicle Sub-System a) b) c) ii) iii) GPS Receiver Mobile Data Terminal (MDT) GPRS/TDMA/CDMA Modem

Communication Sub-System (GPRS/TDMA/CDMA on Rental) Control Room Sub-System a) Call Center (100) b) Dispatch Wireless Operator c) Supervisor Position/Administrator

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3.10

Vehicle Sub-System
The vehicle sub-system may comprise of the GPS Receiver, Mobile Data Terminal (MDT), GPRS/TDMA/CDMA Modem and related accessories integrated together. Broad specifications and features of the three sub-units are given below:i) GPS Receiver: Broad specifications are listed below:

Tracking Channels Acquisition time:

12 Channels or higher

Typical Time to First Fix (TTFF) 60 seconds or better 40 seconds or better with current almanac position and time Cold start Warm start Hot TTFF with current almanac, position time and start Re-acquisition time Maximum blockage Position accuracy Satellite data collection ephermeri 10 seconds or better 0.1 sec or better Maximum upto 30 seconds <10 meters at all times 2 to 10 seconds for synchronization Continuous data collection and parity checking on all channels 1 second Embedded Passive, or External Active Magnetic base for external antenna

Position update rate Antenna Mounting

Environmental Operating -5 dg. To + 55 deg. temperature Storage temperature -30 dg. To + 70 deg. Humidity 10-100% condensing at temperature varying 500 to 00 Electrical Power Backup power Storage 12V DC (Internal Vehicle battery to be used) Lithium battery inside housing 20 hours of data on position, date and time

ii)

Mobile Data Terminal (MDT) & GPRS/TDMA/CDMA MODEM: The MDT is required to exchange messages between the

PCR and PCR Van via the GPRS/TDMA/CDMA data Modem with the following broad features: a) It shall ensure transmission of the vehicle position every 10 seconds when PCR Van is on Call, 15 sec

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when PCR Van is moving without assignment and 5 minutes when it is stationary. b) It shall have inbuilt capability of hopping the BTS towers to enable seamless roaming of the PCR Van throughout respective district. c) The MDT should have capability of receiving and displaying SMS of 160 characters. d) It should have auto fall-back mode to send the vehicle position information to CRCR through SMS as and when GPRS/TDMA/CDMA data connectivity is

unavailable and resume back the normal operation automatically. e) It should be possible Modem to for use the same service GPRS/TDMA/CDMA providers. f) MDT should have headphone capability to receive audio sent over GPRS/TDMA/CDMA data channel from Dispatch Wireless Operator and automatic recording facility for minimum 15 minutes so that MDT is capable for storing the data of 5 calls digitally at a time by following the pattern of first in first out. g) The terminal should be menu driven with features such as LCD display for characters (2X40), back light, characterise should be minimum 6.35mm X 3.45mm size, 8 keypad. The said MDT must have USB port for future use, 5pin keyboard connectors, RS232 DB9 female connectors, headset jack, scroll button for up and down. The said MDT should also have a feature/button to send panic call to the control room. different

3.11

Communication Sub-System
i) The data communication channels required to exchange data between the Police control room and the PCR Fleet shall be taken on Rental from the existing service provider. It could be based on the GPRS or CDMA or TDMA technologies. ii) Communication of data should be reliable without any loss of data.

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iii)

Each

BTS

of

offered

service

provider

should

have

configuration to ensure required 10 sec. update time for the vehicle position at all times in all BTS area. iv) Dedicated connectivity e.g. Leased line to be provided from Service provider Data Center to Haryana police control room at appropriate data rate for real time monitoring of PCR Vans. v) The GPRS/CDMA/TDMA data connectivity should be seamless while moving from one BTS site to other BTS site in Haryana. vi) Redundancy provided in Vehicle mobile unit to ensure if GPRS fails due to unforeseen reason and then SMS facility is activated as a fall back mode. vii) 24*7*365 system operation would require proactive monitoring, fault detection and management for reduced downtime and regular fine running of the communication links for best response time.

3.12

Control Room Sub-System 1. General Features:
a) The DIAL-100 operator and Dispatcher positions should be equipped with Electronic Scratch pad for manual entry of Text in Hindi/English to the Challans. b) The challans should be transferred electronically among different positions. c) The system shall be integrated with the Telephone databases to get the address of the caller on receipt of a call on DIAL-100. d) It shall also be integrated with the cellular database to get current cell area alongwith the CLI of the caller. e) The system must be integrated with GIS database to know the scene of incidence on digital map with utilization categories/ Features Layers. f) The GIS Database should be available to the DIAL-100 operators as well as Wireless Dispatcher in Police Control Room.

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g)

The system must be integrated with GPS based vehicle tracking system for automatic PCR Van tracking and fleet management.

h)

All possible online/offline reports should be available in tabular/ graphical form.

i)

Application should be web based solution.

2. Workstation Requirements
a) Workstations are required for all Call Taker, Dispatcher, supervisor, enquiry, data entry, command, command room and administrator positions. b) Integrated workstation with call taking & audio recording capability is required for each Call Taken position. c) Login/Loginout: By selecting Login option from the menu the operator can login to the system. There should be Login screen mentioning the fields for user id, name, belt no., password & position number of the terminal on which the operator is sitting. The operator can exit the system by selecting the Logout menu option. d) There should be a validation for fields used while Login into the system. e) The Login/Logout of an Operator should be intimated to the Supervisor. f) Pause: If an operator wishes to take a short break from work, he/she can select this option. g) Resume: Operator can select this option to resume work after short break by entering the password again. h) Manual Entry: This menu option should only be used in case the information filled by the DIAL-100 operator is not sent to PCR Dispatcher. i) View: This menu option should have sub menu with the following options i) Crime, ii) Enquiry and iii) Blank, on clicking each option the no of calls saved under this category will be displayed.

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j)

A status bar should appear at the bottom of the workstation screen displaying the Operator Position, Name & No. of operator, User ID, Login duration and calls attended.

3.13
Sl.no. 1. 2. 3. 5. 6.

EPABX System with automatic call distribution system
Parameter PCM-TDM/Non-blocking Should support all telecom interfaces in Indian Telecom Service provider offerings ISDN interface for digital, basic interface for Analog lines Analog and Digital Multiples of 8/16 Analog Extensions 8/16/32 digital extensions (tenderer to specify the factor quoted) Not less than 800 mtrs. on 0.5mm dia.cable 2500 ohms including telephone 2000 ohms at –48 Volts DC

Description Technology Interface Type of Interface Type of Extension Support Expansion of Extensions

7. 8. 11 12 13

Run Distance Max. Loop resistance for analog extensions Max. loop resistance for analog trunk lines Support for digital trunk lines Standards which are to be supported

14. 15.

16. 17.

18.

To be provided a. CAS 2Mbps. as per CCITT G.703 & G 704 b. CAS R2 as per CCITT Q.421 to Q.424 c. ISDN interface as per CCITT I.430 (BRA), I.431 (PRA) I.440, I.450, I.441, I.451, G.703 (PRA), G.704(PRA), ETSI CTR3 (BA) CTR4 (PRA) & Austel Support for QSIG (Q interface) & T Interface (Switched Public ISDN line with DSS1) Support for E&M signaling a. E&M continuous (A and D format) b. E&M discontinuous c. CEPT L1 d. SSAC 15 e. Loop signaling (DC) ISDN supplementary services To be provided for Digital phone Support for ACD call center To be provided with CTI and advanced call routing Networking of multiple systems a. ETS 300011 through Digital Networking b. QSIG-ECMA 141 standards c. ETS 300172 d. QSIG-ECMA 143 e. ETS 300173 (CLIP, COLP, CLIR) h. ECMA 164 i. ETS 300238 (CNIP, CONP, CNIR) j. AOC ECMA 211/212

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Sl.no. 18 (a)

(b) 19 20 21 22 23 24 25

Description Built – in Battery chargers for 4 hours of Operation during power failure Sealed maintenance free battery for 4 Hours back up Design of EPABX System Built-in Remote maintenance modem Conferencing

Parameter To be provided

Specification sheets with details of the battery used to be provided Modular with universal slots, wall-mountable To be provided

6 party conferencing to be provided (to be configurable dynamically) Group conferencing To be provided Working on 230v AC mains and DC voltage Voice Messaging unit To be included in the price The system shall play announcement immediately on receiving a call from Public “ This is control room, All calls are recorded for investigation and future reference purpose” and place the call immediately to Agent (operator) using ACD algorithm. The announcement shall not be auto attendant/ Disa based and the system should not expect any digit from the caller. Further, it should not wait which will cause delay for call answer Call taker voice-System should automatically announce the greeting to the caller immediately after call is answered.The voice shall be the recorded voice of that particular call taker whose voice is already stored for greeting message.System must have capability to understand who has logged in as call taker in the telephone with his user id and passward and play the voice of the call taker.if another call taker logs in in the same telephone,voice greeting will automatically changed to new call taker voice. Que announcement: The system must have the capability to announce the caller with a “wait”message like “ALL CALL TAKERS ARE TALKING PRESENTLY,PLS STAY WITH US,THE ESTIMATED WAIT TIME IS …..SECONDS.MUSIC ON HOLD FOLLOW AFTER THIS ANNOUNCEMENT. REPEATED QUIE ANNOUNCEMENT: In case of the call is in QUE for more than 10 seconds,another announcement of”ALL CALL TAKERS are still talking ,pls wait,your call will be attended shortly” and music shall follow.The same announcement shall continue for every 10 seconds.Duration 10 sec. shall be selectable by the supervisor from time to time using windows based GUI configuration menu. Digital Extension telephone instrument with programmable one touch keys working on 2B+D format - Min 15 keys over and above alpha numeric key pad - Atleast 10 Keys should be integrated with LED - Atleast 4 programmable keys should be available - Atleast 9 keys of the total should be dual function keys. Digital Head set features: - Shall work on 2 wire - Shall provide Graphical display - Minimum 3 lines display - Shall be able to support pixels of size 240X 39 - Dictaphone facility- To record the dictation of atleast 4 minutes duration - Conversation recording should be possible (min 4 minutes) to record

26

27

28

29

30.

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Sl.no.

31.

32 34.

Description Parameter an incoming or outgoing call on demand (This additional facility is needed over and above the Voice logger) - Text messaging between It should be inbuilt feature Agents and Supervisor - Voice messaging between Agents and supervisor (should be able to send text and voice messages w/o calling the extension, by using soft keys and create/record messages and dispatch from phone itself) Wiring of MDF, 50 ports To be installed by the vendor ISDN PRI card for connecting one number of ISDN PRI line from BSNL or any other service provider.

3.14

Features for Call Centre (100)
All the dial -100 calls will be directed to the call center. The Call Center shall have minimum 10 Nos. Dial-100 operator positions, 02 Nos. Supervisor/ Administrator alongwith GIS display and headphone with boom microphone for hands free operations. a) Call originating location area should also be displayed on the GIS map automatically based on landline address or Cell site location etc. The operator should be able to change this displayed location manually to precisely pin point the scene based on the caller‟s feed back received on the phone. This incident location information will automatically go to the dispatcher along with the challan. b) On the screen of every position the system clock, name of the operator, operator ID, Login time, number of called attended (Major/Minor) etc should be displayed. c) If the Challan remains on the screen for more than a prescribed time, there should be audio alert and a visible light indication flashing on that position as well as the supervisor node. d) There should be a SOS button, with the press of which the Challan could be opened simultaneously on the concerned dispatcher screen in case of an emergency call. e) Ring of the distress caller‟s phone should ring on DIAL-100 Operator‟s head set and also flash on the screen.

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3.15

Location Determination
a) The location of an incident may be entered by address, common place name etc. b) The system should provide the option to display comments in the location string to make it easier for operators to find and retrieve commonplace events from event and PCR Van status dialogs. c) The location of an incident may be entered by pointing to a location on the map screen with the mouse. The location can be either a street segment or a map feature, such as a symbol representing a hospital. d) A location validation function must search the AVLS SYSTEM database for the location, as entered on the event entry dialog, to confirms its validity. The operator must be able to manually verify the location prior to an event. e) The operator will be able to override failed locations verification. Each time for override operation, an entry will be recorded in the database for administration reporting purpose as to which address failed to verify. f) The location verification process must perform the following functions: Attempt to find an exact match for the location as entered. Display a list of possible matches if an exact match is not found and follow the operator to select the correct choice from the list. Fill in the location field on the event entry dialog with the selected location. Allow for the display on a graphic map of an indicator pointing to the verified location. The map must be positioned to show the location. The field of view for the map shall be user-configurable by workstation (area and level of detail) and show all other events and active PCR Vans that fall within this field of view. Operators must be able to place event symbols on the map at non-verified locations.

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-

The location verification process should reinitiate upon the modification of location information.

-

During even creation, the operator may need to ascertain the existence of special situations regarding responding personnel safety before accepting call. The system must provide the option to automatically invoke a location search once the address is entered and the location verified.

g)

Bidder shall suggest Challan format most suitable for Haryana Police.

3.16

Features for Dispatch Wireless Operator
a) There will be 05 Dispatch Wireless Operators to maintain constant touch with the PCR vans in their respective divisions, through existing Radio System. On receipt of distress call, the Dispatch Officer has to direct the nearest available PCR van to the scene of crime/incident and simultaneously intimate the concerned Police Station for the local police action. b) The challans should appear on the concerned Dispatcher Screen on different colors for different categories of crime and the place of incident on the GIS/GPS display. Online position of the PCR vans should also be available on the same GIS/GPS display for the operator to know his resources. c) There should be facility to display the challans on the Dispatcher screen in various user friendly forms. The blow up view of the challan should be available on selection. d) The Dispatch Wireless Operator screen will have two windows. One window will display the Challan and other window will display the map having location of incident and live PCR Van positions. e) The Dispatch Wireless operator should be able to forward audio of emergency caller received from DIAL-100 workstation to the PCR Van(s). f) Basic Dispatch Capability Software will include the following but not limited to: i. With the dispatch position, the staff must be able to deliver services more effectively, monitor units and events, and control the operations of all PCR Vans. The visual information must be

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easily assimilated so that the “Dispatchers” can make their decisions in routine and emergency situations quickly, accurately, and with confidence knowing that they have the best information available. ii. Dispatcher screen shall display a window for entering call information and showing pending events PCR Van status etc. The second window shall display GIS map potion relating to the call. iii. The data on both the forms window and the map window is to be synchronized and kept up-to-date as new information is received from the Call taker and vehicles. Buttons on this screen must be able to control the appearance of the map display allowing control room operators to zoom-in on views, windows certain areas, attach related graphic files to extend informational base, turn on and off different map layers to control the amount of data shown, and query the database about map symbols. iv. The software will advise shortest path for the PCR van to reach the scene of incident. g) The Dispatcher must be able to select any event at any time by specifying the event or PCR Van assigned within the enhanced GUI or the command line. h) The system must recommended PCR Vans to be dispatched for selected events based on the following information: Location of event, Status of PCR Van, Type of event Priority of even, Type of agency, PCR Van‟s assigned areas. Type of PCR Van etc. i) The Supervisor shall be able to cancel events, with the reason for cancellation duly noted in the event history record. The making a comment mandatory should be optional. j) Closed events may be reopened and handled in the same manner as new events. k) The system should allow an operator to add comment text to a closed event by keying in the event number of the closed event. l) The system must allow the Dispatcher to enter a “situation found” code into the event record after being advised by the PCR Van that the event is not of the original type dispatched. The new

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“situation found” must be appended to the event record, but must not change the event type entered. m) The system must create an event history recorded each time the status of a PCR Van or an event is changed or a significant event transaction occurs. The information captured by this record must contain the type of transaction, necessary details of the transaction, time and date, workstation identification, and operator identification. The total record, including all significant data, for an event may be used, in chronological order, as an audit trial of all significant and PCR Van activity. n) All PCR Vans assigned to a dispatch group must be displayed within a status dialog for the workstation(s) assigned to that group. o) The system must provide a command that will display a chronological summary of all actions invoked against an event and display all comments associated with an event. The information displayed must include the date, time, workstation identification, operator identification, type of transaction, and necessary details of the transaction.

p) Related Location Information i. Each time an event address is accepted into the system, the presence of any data that my be associated with the address or within an area around the address must be retrieved and listed. This information may reference previous call history, special instructions, wanted parties know to frequent that address, or other special situations regarding that address and area. ii. The Dispatcher must be able to recall this related information with a single command. If an operator views this data, that action will be recorded in the chronology of the event. q) Event Creation and Editing
i. A command must be available to log on event into the system for historical purpose, even if the event requires neither a field response nor a written report.

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ii.

For events logged for historical purposes, the system should provide the capability for such event to remain in an open state after creation.

iii.

The operator should be provided with the capability to insert event comments.

r) Transferring Events
i. The user must be able to transfer an event to another dispatch group. The new Dispatcher must then have control of the event and all PCR Vans assigned to that event. ii. The system should support the capability to: lend” a PCR Van to another dispatch group. PCR Vans assigned to another Dispatcher must be returnable to the lender.

s) Pending Events
i. The system must give a visual and/or audible indication to the Dispatcher(s) each time a new event is routed to that workstation or group. ii. The Dispatcher‟s screens must display a list of pending events (events not yet dispatched) showing at a minimum, the event location, type, priority, event number, status, and number of minutes in its current status. A visual indicator must also be provided to indicate that an event has exceeded the predetermined time in its current status. An event will be removed from the pending list when it is dispatched, canceled, or transferred to another workstation. iii. When a Dispatcher select an event from either the pending display or the PCR Van/events display, the event data will be displayed in the Dispatcher‟s main form and will not require the use of a separate window for processing the event. iv. v. The order of pending events must be user-definable Events in the pending list must be color-coded based on status and have a pre established alphanumeric status code to indicate New event/not reviewed. Reviewed/still pending, Held for PCR Van, Events awaiting haalat report etc.

vi.

The color status used in the pending queue should be the same as the event icon colon on the interactive map display.

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t) Event Priorities
i. An emergency event function must be provided to automatically raise an event to the highest priority and place a pop-up dialog notifying the appropriate workstation(s) of the emergency. ii. The system must automatically assign a priority to each new event based on the event type. The current priority related to the selected incident must be displayed on the event entry dialog. The operator may elevate or lower the assigned priority of an event.

u) Event PCR Van Recommendations
i. The system must recommended PCR vans to be dispatched for selected events based on the Event Location, Event Type, PCR Van‟s status, PCR Van‟s Assigned Area, PCR Van‟s Already Assigned to Event and Response List. ii. The system must be user configurable to allow only available PCR Vans to be recommended or to allow all PCR Vans to be considered for recommendation. The system should be able to recommend based on status of PCR Vans. iii. The system must allow the operator to dispatch the total recommendation, accept only selected PCR Vans or override the entire recommendation. iv. The system must allow for recommendation of the PCR Van closed to the event by actual travel distance, not by calculating a straight line between PCR Van and the event. v. The system must be able to response properly based on event type and location. Event types must be definable to indicate that the event is at a high-priority location.

v) PCR Van Status, Monitoring and dispatch
i. All PCR Vans assigned to a dispatch group must be displayed within a status dialog for the workstation(s) assigned to that group. ii. The PCR Van status dialog must display, the PCR Van Call Sign, event number, PCR Van status, location of the PCR

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Van, type of event, if assigned, and time since the last change is status etc. The PCR Van‟s status must be indicated within the status form by appropriate color and text code. iii. Status dialog data elements, color code, and display orders must be user-definable. iv. The system must allow the operator to interactively sort the status dialog by items such as PCR Van identification, location or status. v. A PCR Van‟s status must be indicated on the associated map screen by the same color used on the PCR Van status dialog. The map screen must also display the PCR Van Call Sign and use an icon to indicate the type of PCR Van. vi. When PCR Vans are dispatched, the system must take the following actions: a) b) c) d) Remove the event from the pending list. Update the event history record. Update the appropriate PCR Van history record(s) Update the status of the dispatched PCR Vans on the PCR Van/event status dialog and in the map window (all maps windows if multiple are displayed) e) vii. Start the status timer for the associated PCR Van(s)

A command must be available to dispatch a predefined group of PCR Vans as a single entity if required. This command must display status, location, and information that may affect the decision to dispatch all PCR Vans assigned to the task.

viii.

The system must support the assignment of multiple events per PCR Van, particularly in cases where several events may overlap.

ix.

The AVL system should provide the capability for the Dispatcher to calculate way point distance for deciding shortest route of destination in case PCR van needs help.

w) PCR Van Control Functions:

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The system must provide commands to support the following PCR Van control functions and provide the command name and for brief description of how the function is provided. If any of the items are not provided, indicate so in the narrative response: Place a PCR Van enroute to the scene Pre-empt at a PCR Van from an assigned event. Place a PCR Van on the scene of an event Clear a single PCR Van from the scene Clear all PCR Vans from the same event Allow a PCR Van to be available on the scene Allow a PCR Van to be unassigned and unavailable for recommendation Place the PCR Van available on patrol duty Assign PCR Van(s) to back up or assist another PCR Van, enroute or on the scene Place a PCR Van out-of-service when it is unavailable for attending calls. Transfer the control of a PCR Van from one dispatch group to another Allow one PCR Van to cover the assigned area of another PCR Van Allow a PCR Van to report an event to the Dispatcher and assign itself to that event (PCR Van-initiated event) etc. x) Haryana Police shall suggest the challan forms and bidder will provide solution accordingly.

3.17

Configuration:
a) The System shall be configured for the following minimum requirement:b) Analog phones will be installed at different locations at Police Headquarters for which existing wiring will be used. However, defective wiring, if any, will have to be replaced under this contract. Bidders are advised to survey the existing.

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3.18

LAN Connectivity & Networking
a) The equipment shall have the capability to link with Local Area Networks (LAN) to access databases of host computers for Computer Telephone Integration (CTI) b) System Administration should be possible across the LAN/WAN connection. c) Feature Transparency: In case of a remote unit the system shall provide full feature transparency such as Transfer, Conference, Call back etc. to the extensions connected. The remote units shall be centrally manageable from the main console of the main unit. d) Media: The remote units should have the option of being configured to be survivable with minimum additional

hardware/software and minimum impact on overall network design. Extension at remote unit should be able to use the trunk facilities on the main unit. e) QSIG Compliance: The system shall support QSIG with all supplementary features international signaling standards

necessary for multi make/Vendor PABX networking. The OEM should be the member of ECMA for QSIG. Bidder to submit documents pertaining to inter-working with other exchanges. f) The equipment shall be capable to access existing infrastructure (ISDN) available with the public network service. g) The equipment shall support PRI and BRI as recommended by CCITT h) This shall be possible by adding an ISDN Trunk interface card directly to any universal port/slot of the system.

3.19

Automatic Call Distribution System
a) The bidder should provide ACD software for 5 users (upgradeable to 20 users) for DIAL-100 operation in call centre. b) ACD Software must supports the call routing based on caller ID, Called Number and skill based distribution. (ANI/DNIS, priority queuing, performance criteria and call volume). c) System should allow queuing the same call to a skill set as well as an agent. It should allow queuing the call to more than 40 Skill sets simultaneously. System should allow prioritizing of agents as well

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as calls in queue. Should allow up to 20 priorities for agents & 6 priorities for call. d) The system should support “True” Skills Based Routing (Skillsets mapped to agents rather than groups). System should allow more than 40 Skill sets per agent. Agent can be part of a local or network skillest or both. System should be capable of queuing a presented call to a local as well as network skill set. e) The system should support Open ODBC Database for enterprise application integration. f) The system should provide Customized Agent Phone sets display for effective handling. g) The system should have the capability to rout the calls based on the off-site telephone numbers. h) The system should provide the capability to audibly monitor agent and provide ACD state of the agent. i) If there is an available agent that matches the call type the call should immediately be sent to that agent. If there is no available agent the call is placed in queue with music should become active only in case of all the DIAL-100 agents are busy. j) The routing should be possible on the basis of type of helpline (DIAL-100 calls, women helpline, and student helpline/senior citizen helpline etc. k) The call transfer facility should be available from one position to another. l) If a repeat call from the same originator is received, it should land on the same DIAL-100 position if it is free. m) The CTI Interface should provide IP address and related Information for supporting IP Call recording in the Extension side Environment. n) The system should be capable of reserving agents for pure outbound Calls. o) System should have the capability of remote supervision of all Centre agents. The system should provide voice guidance to the Remote caller & allow supervision based on agent ID, skill set or Position ID etc.

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3.20

Real Time Monitoring & System Reports
a) The system should provide graphical real time display and historical reporting of the calls of Agent and Supervisors. b) The system should provide integrated music/informational

recording to callers waiting in queue. System should be capable of announcing position in queue & expected wait time. c) The system should be able to transfer attached data with call and screen pops from one agent to another. d) The system should provide TAPI 3.0 or better version complaint CTI interface with native integration adapter availability for popular CRAM Application. e) The system should support Flexible Reporting with open DB access for third party reporting tool access like Crystal Reports and other standard reporting tools. f) The system should provide a Call-by-Call Reporting in the Nodal and in future across the network call centre. g) The ACD system should be capable of providing event based Reporting for each and every call (Cradle to grace reporting) h) Call statistics reports, Call Status Report, Call Audit Report, Call Lost, Calls routed to DIAL-100. Off hook Delay Report, Call Audit Summary, Calls routed to Enquiry, Trunk Status Report, On Line Trunk Status Report etc. and other reports as required by the user from time to time should be available in the system (various formats such as Excel, Access, Word doc and text format etc)/ monitor as well as printouts. The formats of printouts should be programmable.

3.21

Computer Telephone Integration (CTI) Applications
a) The bidder must quote open standard CTI application and protocols for smooth integration with GIS/GPS based AVTS. b) The offered system should support CTI applications (Computer Telephone Integration) for features like Screen Popup through CLI for DNIS (dialed Number Identifications Service) c) All necessary strings/codes help is required, to be provided by the supplier for the integration of CTI application, supplied by the vendor of GIS/GPS based AVTS, if any.

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d) Caller Line Identification (CLI) of distress caller, Dialed Extension, Call routed extension etc. should be displayed alongwith the real time. e) Moving service – without any intervention by the maintenance people, subscriber should be able to move a new location and by dialing codes at the new locations, he should retain his existing number. f) Padlock with password protection on all telephone terminals.

3.22

Suggestive specifications for servers for AVL, application and data server and voice logger server
Description Parameters

CTI,

Servers
Sr. no. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24
Processor DDR RAM with ECC FSB Cache Memory Hard Disk Hot swappable Graphics Color Monitor Key board DVD Drive Ethernet Card OEM Mouse with pad SAS Interface PCI SLOTS IDE Serial port Parallel port USB port Cabinet Server Mother Board Dual SMPS Operating system Server management software CTI Software Suitable Anti virus for servers and for a minimum Dual Core Intel XEON @ 3.0 GHz 2 GB DDR2 SDRAM with ECC expandable to 8 GB 1066 MHz 4 MB L2 2X72 GB Hot swap SAS HDD @ 10000 rpm, specify make Video controller with 8MB VRAM on board 17" SVGA (non interlaced) MPR-II complaint (Specify make) 104 keys Key Board 16X or above Integrated 32 Bit Ethernet 10/100/1000 Mbps. 3 button optical PS2 Connector Integrated SAS controller to support Hot swappable Min. 5 Nos. of PCI slots with at least 2 Nos. of 64 bit slots 1 IDE channel for a total of 2 IDE Devices 1 no 1 no 3 nos. With ATX PSU Specify the chipset (Specify make and Model No Minimum 400 Watts hot swappable Latest version of suitable server operating system with a minimum of 15 users To include features for system health monitoring, server maintenance, chassis intrusion etc. CTI Software with 15 User license including Supervisor and standard service system (To be quoted separately) To be suggested as per the requirement of the system

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of 15 clients with regular updates during warranty/ maintenance period

3.23

Suggestive specifications for work stations/nodes

Workstations Sr. Description no.
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 Processor Cache Memory FSB CHIPSET DDR RAM Hard Disk Video Graphics Color Monitor Key board Optical drive Ethernet card Mouse with pad PCI Slots PCI Express x16 Slot Serial ports Parallel port USB port PS2 Port Cabinet Mother board SMPS capacity provided with the cabinet Operating system GIS based Dispatch Software GIS based Calltaker software OS Supported Preloaded software

Parameters Intel Core 2 Duo 3.0 GHz or higher 6 MB L2 Cache @ core speed of CPU 1333 MHZ FSB or higher Intel Q35 series chipset or better (Intel only). 1GB, DDR2 RAM (667 MHz) 250GB SATA (7200 RPM) Integrated graphics with free slot for additional graphics card 17” SVGA color monitor with .28mm Dot pitch, NI, nonglare, Eco-friendly MPR II complaint (1024X768) PS/2/USB 107 Keys standard Key Board DVD-CD Writer Combo drive 10/100/1000 Mbps Optical mouse with pad 3 Nos. 1 No 1 No 1 No 2 Nos. 2 Nos. Micro ATX cabinet original Intel or OEM manufactured Suitable power supply to meet the requirements of additional devices Suitable operating system with media for this project Suitable GIS & AVL based integrated Dispatch software Suitable GIS & CTI based integrated Calltaker software Window XP/MS Vista/Linux Window XP/Vista Business

3.24

Suggestive specifications for wireless GPS modems
The GPS receivers should be capable of tracking up to twelve satellites at a time while providing one-second navigation updates and low power consumption. It should capable to work on Differential GPS also. It must store data in offline mode at least up to 72 hours and

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be capable to download to server on coming into contact with server without human intervention automatically.

The GPS to be installed in the vehicle must be of following specifications: Sl. No. I 1 2 ii 1 2 3 iii 1 2 Description General Tracking channels L1 frequency Acquisition time Cold start Warm start Hot start Re-acquisition time General Maximum Blockage Position accuracy Velocity Satellite data collection Position solution Position update rate Output messages Antenna Maximum vehicle Dynamics Velocity Acceleration Environmental Operating temperature Storage temperature range Humidity Altitude Electrical Power Power consumption GPS SPECIFICATIONS

12 channels 1575.42 MHz C/A code 60 seconds (typical) Time To First Fix (TTFF) 40 seconds (typical) with current almanac, position and time 10 seconds TTFF with current almanac, position, time and ephemeris 1 second Up to 30 seconds Position horizontal 10 meters or better CEP without SA, DGPS accuracy position 1 to 5 meters typical. 0.1 meters/sec without S/A 2 to 12 seconds for synchronization Continuous data collection and parity checking on all twelve channels 2D position, velocity and 47 geodetic datum supported (Default WGS84) 1 second auto and programmable NMEA0183 Embedded passive antenna or External Active

iv. v vi vii viii ix x

500m/sec < 4g 0 degC to +55 degC -30degC to +70DegC

xi 1 2

3 4 xii 1 2

95% non condensing@40 deg C 18,000 Feet 12-36V DC 0.9 Watts or better

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3 4 5 xiii 1 2

Power connector Back up power Storage Mechanical Cable length

Any standard type connector Lithium battery inside housing 72 hours of data on position date & time.

Suitable interconnecting cable with connectors to be specified

3

Mounting: Magnetic base Antenna for external Antenna The GPS should be provided with low profile, circular 1565 to1585 MHZ, 40 db gain antenna. Housing Water resistant; Dust and shock proof, military grade casing

3.25
A B C D E F

Vehicle mounted units

GPRS communication equipment. 12-channel GPS receiver and GPRS GSM Modem DC-DC converter, to provide power. Ability to derive power from the vehicle battery and designed for low power consumption. Iconized membrane keypad with tactile feedback Ruggedized enclosure (Military standard of reliability MIL 810-F complied); waterproof, dust proof. Designed to withstand the harsh environment inside the vehicle. Capability of: Acquisition of vehicle position parameters like location, speed, latitude, longitude, altitude, direction, landmarks crossed, distance travelled etc. Computation of expected time of arrival of the vehicles at the spot of crime with real times corrections. Transmission of vehicle data to central command station (CCS) using secure and reliable packet based communication with error detection. Buzzer and LED indication should be provided for alerting driver in the event of message. Direct message should not be displayed but read indication should be provided for security and privacy reasons. Message read reminder should beep at every minute in the event of unread message.

G

H

3.26

Online UPS Specifications True ONLINE (Double Conversion) PWM technology using IGBTs for switching at high frequency (>15 KHz) 10 KVA rated at 0.8 p.f. or better)

Parameters TECHNOLOGY

POWER : Ratings

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ELECTRICAL INPUT: Rated voltage Voltage range Frequency range Rated frequency Efficiency (AC to AC) ELECTRICAL OUTPUT : Voltage Frequency Voltage regulation Voltage distortion Overload capacity Power factor Crest factor Waveform Transient response/recovery PROTECTION : Overload Other protections BATTERY: Type Backup time Battery capacity (Min) Battery brand DC Bus Voltage Battery charging Valve regulated sealed lead acid Minimum 2 hrs backup on rated load 10 KVA 33500 VAH Exide, Panasonic, Amar Raja MIN. : 180 V    Adjusted to about 10% of battery capacity for fast charging. Boost/trickle charging facility Uncontrolled rectifier with high efficiency and reliability. Electronic Overload Sensing, and circuit breaker protection. Over heating, Output short circuit, low battery, input over/under voltage etc. 230 V AC 50 Hz + 0.25Hz (free running); + 2Hz (sync mode) +1% on mains/batteries <3% THD (linear load); <5% (non-linear load) 125% for 1 min., 110% for 10 mins. 0.6 lag to unity 3 : 1 (minimum) Pure Sine wave Recovery to + 1% of nominal voltage within one cycle for step load change of 100%. Single Phase, 230 V AC 155 – 265 V 45 – 55 Hz 50 Hz + 0.25Hz (free running); + 2Hz (sync mode) > 85% (AC to AC)

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  CONTROL FEATURES: UPS Bypass User interface

Low battery protection to avoid deep discharging of batteries. Self test diagnostic feature

Automatic on Overload or UPS Failure

Monitoring panel with LCD display to provide following information: Input/output voltage  Input/output frequency  Load current  Charging current LED display for:UPS on, battery operation, bypass, alarm, battery charge level, etc. Alarms for :Mains failure, low battery, overload etc. Computer and Alarm Computer interface provided through RS 232 serial data interface. connections RS 232 Standard RS 232 interface in conjunction with UPS monitoring software provides information about UPS health, status, battery backup, etc. 1) SNMP/Web based monitoring & management over Network/Web available as an option. 2) Wide range (140-270V) Servo Voltage Stabilizer with inbuilt isolation transformer suitable to be deployed at input of UPS system (at least 1.5 rating of UPS). 3) Phase selector at input of UPS for selecting healthy phase. Temperature 0-400C operating, -15 to + 50 0C Storage 0 – 95% RH non-condensing < 50 dB (A)

Interface port OPTIONAL ITEMS

ENVIRONMENTAL: Ambient Humidity Audible noise Mandatory Standards Safety EMI Compliance ISO Certificate Dimensions & Weight Safety certified to IEC standards. EMC certified to IEC standards. ISO 9001:2000 certified, ETDC/ERTL test reports for above specifications. Light Weight/Smaller Footprint

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3.27
a) b) c) d) e) f) g) h) i) j)

Laser Printer:

Brands – HP, Epson or Samsung Heavy duty LaserJet technology printer Minimum speed of 14 ppm 1200 x 1200 dpi resolution 8 MB of 66 MHz RAM expandable upto 64 MB Supports paper size from 3 x 5 to 8.5 x 14 inches Supports both bi-directional parallel port (IEEE-1284) and USB (2.0 compliant) port. Data cable to connect with Computer. Supports Win 9x, 2000, NT, ME k) Support 10/100 Base-T Ethernet, TCP/IP, SPX and LocalTalk protocols

3.28

Router

a) General Architecture: (i) High speed CPU (ii) Rack mountable configuration (iii) Health LED for all modules to indicate status b) Router Port Requirements: (i) 10/100 Mbps Ethernet 2 Nos (ii) WAN Ports E1 2 Nos (iii) Packet Forwarding Speed Minimum 60 Kpps c) Router Features: (i) Support for router redundancy protocol (ii) Router software must have on line reconfiguration facilities (iii) High MTBF (iv) Capable of booting from a remote system where router image is present (v) Support for standard routing protocols like OSPF, RIP & BGP (vi) Flash min 128 MB (vii) Minimum of 256 MB RAM (viii) Configurational changes should be done without rebooting the router or modules (ix) Should have stateful firewall functionality and IDS. The offered router should have the following software features: At least the following standard IP routing protocols should be available: (i) Static (ii) RIP, OSPF (iii) OSPF Over Demand Circuits (iv) Policy Routing (v) IP Version 6 Support (vi) Support for IPSec & 3DES through a simple software upgrade as and when required. The following WAN protocols should be available: (i) PPP (ii) Multilink PPP (iii) Compression-Payload and TCP/IP Header The following Multicasting and Quality of Service (QoS) should

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be available: (i) Resource Reservation Protocol (RSVP) as per RFP 2205 and Internet Group Management Protocol Version 2 (IGMPv2) as per RFC 2236. (ii) Support for IP Precedence, Committed Access Rate (CAR), (iii) DiffServ QoS Request for Proposal – Haryana Police WAN Expansion RFP no. Hartron/Proj/HARPOLWAN/2007-08 Page 27 of 106 (iv) The router shall support Application recognition and it should be possible to frame policies based on the applications. d) Security Features: (i) Should support DES / 3 DES / AES (ii) PPP PAP or CHAP support. (iii) VPN support (iv) Time based Access Lists (v) Multiple Privilege Levels. (vi) Support for RADIUS or AAA. e) Power: 230 V AC, 50 Hz 3.29 Switch: (i) Layer 2 switch (ii) 24 No 10/100 ports (iii) 2 Nos. 10/100/1000 (iv) Nonblocking architecture (v) 8 Gbps switching fabric and 6 Mpps forwarding rate (vi) Support IGMP Snooping with Broadcast Control IGMP v3. (vii) Support for minimum 8000 MAC addresses. (viii) Ethernet, Fast Ethernet support (ix) Spanning tree/Rapid Spanning Tree support (x) Per VLAN Spanning Tree (xi) The switch must support dynamic VLAN Registration (xii) Dynamic Trunking Protocol or equivalent. (xiii) VLAN Trunking Protocol or equivalent (xiv) Traffic classification should be based on user-definable application types: TOS, DSCP, Port based, Mac address, IP address, TCP/UDP port number (xv) Multicast filtering per port should be supported (xvi) Must have support SNMP upto ver.3 (xvii) Prioritization support (xviii) Minimum 250 vlans (xix) SNMP and Telnet support (xx) Web-based and CLI management (xxi) Four RMON groups (1,2,3&9) (xxii) Additional features: Advanced QoS, Rate limiting (xxiii) L3 Features : Static routes & RIP (xxiv) Mounting: 19” Rack mountable (xxv) Source power supply: 230 V AC Single phase 50Hz 3.30 21 u Racks 600mm * 800mm (i) Racks Size: 21u (ii) Width * Depth: 600mm * 800mm

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(iii) Well painted steel Body (iv) Completely covered & have security locks (v) Uninhibited access to all mounting points inside the racks Request for Proposal – Haryana Police WAN Expansion RFP no. Hartron/Proj/HARPOLWAN/2007-08 Page 28 of 106 (vi) Proper ventilated with minimum two fans (vii) All covers can be removed & operatable from all sides (viii) Power cable management (ix) Two Power strips having Five 5A/15A sockets each (x) Adjustable shelf & accessories to accommodate equipment‟s

3.31

Phones:
Digital Phones with 145 characters 10 o. Local Call log with minimum 48 entries for missed, incoming answered and outgoing calls. Fixed feature button for hold, redial, conference, Mute, transfer, speaker ,headset and message retrieval. Should support Local directory with minimum 48 entries. Two way speake

3.32
General

Voice Logger

8Channel PC based Voice logger alongwith LAN software System should be expendable as per the user requirement in multiple of 8 channels. Provision of expended upto 32 channels. Technical Voice compression Recording period Input Sensitivity Bandwidth Input Impedance Power supply Software Hardware Support Interface Other features 1. 8.5 kbps or more At least 5,000 hrs of continuous recording on minimum 40 GB hard disk Analog -30 to 0 dbm or better 300 Hz to 3400 Hz 600 ohms 12 VDC +/- 10% and 230 VAC +/- 10%, 50 Hz Licensed Voice logging Software, Single Client software and user manual Refer specifications from workstations mentioned at Sr.No.3.22 of this section. Ethernet

Playback of any channel without interrupting the recording of any channel including the channel being played.

2. 3. 4. 5.

Separate indication for every channel recording in progress Playing of channel by password with date and time stamp Recording voice and data and store with date and time stamp Date detection record with password and date and time stamp

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6.

Compatible with HF/VHF/UHF Transreceivers, Telephone lines, 2-wire E&M, V-Sat, LAN support

7. 8. 9. 10. 11. 12.

Search criterion by date and time/caller ID by channel number Automatic detection of record when hard disk is full Channel assignment programmable FAX recording V-SAT recording Additional LAN software per client

The bidder is required to enclose the functional description of various components with technical bid so as to understand the method of working

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Suggestive Bill of material

S.no. 1 A

Description AVL, Application & Database, Computer telephone integration system Server for automatic vehicle location system AVL server software with 10 user license Win 2003 server with 10 user license Anti virus software with 10 user license Server for application and database Win 2003 server with 10 user license SQL 2000 DB server for 10 user license Anti virus software with 10 user license Server computer telephone integration system Win 2003 single user server Computer telephone integration software with 10 user license Anti virus software for 10 user license Bilingual software (Hindi/English) Advance GIS capability software EPABX System with automatic call distribution i. EPABX ii. Digital telephone instruments iii. Head sets Digital Map for the City (1:10000) Vehicle sub systems i GPS receivers ii Mobile data terminals iii GPS wireless modems with SIM Card Voice Logger with hardware & software Laser printers Work stations Layer two switch Router 10 KVA UPS on line with ½ hr. back up for Call Centre with electrical wiring from the floor to the furniture of the computers. CTI application development. Application customized for Automatic Call distribution, population of Screens from the Data base , hooking on to Database, add, edit, delete features, transfer of Voice data calls between Stations, on screen telephony features, various reports and statistics for 10 users

QTY per city

B

C

D E 2

01 01 01 01 01 01 01 01 01 01 01 01 01 01 01 12 12 01 100 100 100 01 10 10 01 01 01 01

3 4

5 6 7 8 9 10 11

12 13

SMS modem for fall back arrangement incase GPRS coverage is not available in vehicle locations 2 Mbps lease line connectivity

02 01

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14

A

LAN NETWORK for connecting servers, 10 nodes and Voice Logger System. a. CAT 6 Cable with installation in conduits ( as required) b. I/O outlet (15) c. 3‟Patch card (15) d. 7‟Patch card (15) e. e. Patch Panel 24P – 2 nos. f. 21U Rack with cable managers, Power distribution for servers glass door and lock to house passive components and servers g. With Key board tray h. UPS cabling ( 300 meter distance- 3 core with MCB and modular switches in work station) OPTIONAL ITEMS ISDN PRI MODEM

01

1 Pair

The qty, indicated above are indicative only are like to increase or decrease. The tenderer reserve the right to exclude any of the items mentioned in the bill of material during the tendering process or at the time of award of the contract/purchase order.

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Section 4

Eligibility criteria for Bidders

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4. ELIGIBILITY CRITERIA FOR BIDDERS
The Bidder should have the capability to implement projects in terms of industry experience, requisite manpower of required qualification and experience, project management skills and quality/level of work. The bidder should have reasonable long-standing relationship with technology suppliers as well as active and passive component manufacturers, which they are proposing.

4.1 Bidders General qualification
(i) This RFP is open to all firms/companies both from within and outside India, who are eligible to do business in India under relevant Indian laws as in force at the time of bidding. (ii) Firm/company declared by GoH to be ineligible to participate for corrupt, fraudulent or any other unethical business practices shall not be eligible during the period for which such ineligibility is declared. (iii) Breach of general or specific instructions for bidding, general and special conditions of contract with GoH may attract a proceeding to declare a firm/company ineligible for a certain period or certain number of consecutive tender calls.

4.2 Minimum eligibility criteria
(i) The bidding firm/company must be a registered company under companies Act, 1956 and having valid ISO 9001:2000 certification at the time of bidding. (ii) The bidding firm/company should either be a system

integrator/IT/Telecom Company and must be in existence for minimum three years in the IT/ Networking Telecom Business and in Project Management. (iii) The Turn over of the bidding firm/company must be minimum Rs. 8 crores (Rs. Eight Crores) in the last financial year with a consolidated Turn over of Rs. 20 Crores (Rs. Twenty crores) for the last three years from IT/Telecom related business. This must be bidding company‟s turn over and not that of any group of companies. A copy of last three financial years relevant Balance Sheets should be submitted with the offer.

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(iv)

The bidding firm/company must have made profits as per the balance sheets in the last financial year i.e. 2007-2008 and should be in sound financial position as judged by the Evaluation Committee for this purpose.

(v)

The bidding firm/company or its technology supplier must have successfully implemented/executed/deployed atleast one and

preferably two such projects in India preferably to central security agencies/ state Police. The minimum value of two such projects must be Rs 25 lacs each. The relevant documentary evidence establishing the same are to be enclosed. (vi) (vii) The bidding firm/company must comprise a single company. The bidding firm/company must be authorized to bid on behalf of the Manufacturer/Technology Supplier and should submit a specific authorization letter pertaining to this project and assuring all technical support to the bidder in order to satisfactorily execute the project as per the scope specified. (viii) The bidding firm/company should have support centres in Haryana / Chandigarh and Delhi/Gurgaon. (ix) In case bidding firm/company does not have support centre in Haryana / Chandigarh and Delhi/Gurgaon, bidder should set up the support centres within a month in case the contract is awarded to it and the same should be functional till the period of performance warranty/support of the system which ever is later. The bidder will submit an undertaking in this regard along with the Bid. (x) The bidding firm/company should have at least 10 nos. of qualified manpower on its roll for Networking/IT/Telecom related services. (xi) The bidding company/firm must certify that the Technology quoted is State–of–the–art and latest and the original vendor shall provide the technology support for at least five years. (xii) The design/solution provided by the bidder for the project must be in accordance to the policies/regulations applicable to such networks as laid by Govt. of India.

Documentary evidence in support of all the above eligibility criteria should be furnished with pre qualification bid.

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SECTION – 5

BIDDING PROCESS

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5. BIDDING PROCESS 5.1 Advice to the bidders
Bidders are advised to study this RFP document carefully before participating. It shall be deemed that submission of Bid by the bidder have been done after their careful study and examination of the RFP document with full understanding to its implications. Any

clarifications/resolutions of the doubts must be sought at or before the pre-bid conference.

5.2

Sale of bid document
A complete set of this RFP document can be purchased from Haryana State Electronics Development Corporation, S.C.O. 111-113, Sector 17B, Chandigarh – 160017 by the bidders in person against a nonrefundable amount of Rs. 1000/- through Demand Draft/Bankers Pay Order from a scheduled bank, drawn in favour of “Managing Director, HARTRON”, payable at Chandigarh - or -

The complete set of this RFP document can be downloaded from our website www.hartron.org. However, such bidders downloading the document from the site are required to send an email to

hartron.project@gmail.com for records. Also such bidders are required to deposit the non refundable RFP cost of Rs 1500/- in the form of draft drawn/bankers pay order from a scheduled bank in favour of “MD Hartron” payable at Chandigarh along with the bid. Bids not submitted in prescribed form will be rejected. RFP document will be sold from 9.00 am to 5.00 pm on all working days starting from 14.07.08 till 05.08.08.

5.3

Validity of the bid
The bid should be valid for 180 days from the opening of the Commercial bid OR 8 Months from the last date of submission of bid, whichever is later.

5.4 5.5

Transferability of the RFP document
This RFP document is non-transferable.

Misplacement of the RFP document
HARTRON shall not be responsible for any postal delay about nonreceipt / non-delivery of the documents.

5.6

Pre bid discussions, place, time and date:
Haryana State Electronics Development Corporation Limited,
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S.C.O. 111-113, Sector 17B, Chandigarh – 160017. At 3.30 pm on 22.07.08

5.7

Address at which the bids are to be submitted:
Haryana State Electronics Development Corporation Limited, S.C.O. 111-113, Sector 17B, Chandigarh – 160017 Phone - (0172) – 2704922, 2710743, 2706105 Fax - 2705529

5.8 5.9

Last time and date for receipt of bid :
Upto 2.30 pm on 07.08.08

Place, time and date of opening of pre-qualification bid:
Haryana State Electronics Development Corporation Limited, S.C.O. 111-113, Sector 17B, Chandigarh – 160017 At 3.00 on 07.08.08

5.10

Earnest money deposit (EMD)
All bids must be accompanied by an earnest money of Rs. 3,00,000/(Rs. Three Lacs only) in the form of Demand draft from a scheduled bank in India and shall be valid for at least six months, in favour of „HARTRON‟ payable at Chandigarh. No interest shall be paid on the earnest money under any circumstances. Bids without earnest money shall be summarily rejected.

5.11

Pre-bid conference
A pre-bid conference (PBC) shall be held as per clause no.5.6. In this PBC, 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 to the tenderer in writing at least 3 (three) days prior to the PBC. Queries not submitted within this deadline may not be taken up at the PBC. Bidders shall be allowed attend the PBC, even if they do not have any specific queries. These bidders would be required to register for the PBC at HARTRON. No clarifications to any querry after the PBC shall be entertained.

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
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consider that it would be inappropriate to do so or do not find any merit in it. The minutes of the PBC shall be circulated by tenderer to all those companies who have purchased this RFP document. Nothing in clause no. 5.11 above shall be taken or read as compelling or requiring tenderer to respond to any question or to provide any clarification. No extension to any deadline referred to in this document will be granted on the basis or grounds that tenderer should respond to any queries to provide any clarification.

5.12

Procedure for Submission of the Bid
Sealed offers prepared in accordance with the procedures enumerated below should be submitted to HARTRON, Chandigarh on or before the last date and time 07.08.08 upto 2.30 p.m. The bidder should submit their bids in three parts i.e. Pre-qualification Bid, Technical Bid and Commercial Bid. All bids sealed individually should be kept in a separate sealed cover super scribed with separate titles as specified below:a) “Pre-qualification Bid for Modernization of Police Control Rooms

b) “Technical Bid for Modernization of Police Control Rooms.” c) “Commercial Bid for Modernization of Police Control Rooms”
d) The bidders should submit one copy each of Pre-qualification, and technical bid. The bidder shall submit two copies of commercial bids, with the title mentioned as “Original commercial bid and Copy of the commercial bid”. The each bid should be in properly bound form with all pages numbered. The language of the bid and all documents related to the bid must be written in English language. If any document is in language other than English, then the bidder is required to enclose a self attested translated English version of such documents. e) The bidder shall also submit the soft copy of Pre-qualification, technical and commercial bids on separate CDs/pen drive in Microsoft Word or pdf format duly packed in the respective envelopes. f) All the documents viz. Pre-qualification Bid, Technical Bid and Commercial Bid prepared as above are to be kept in a single sealed cover super scribed with RFP Number, Due Date, Item and the wording “Do not Open Before 1500 hrs on 07.08.08” g) Late bids: The cover should also indicate the name and address of the bidder to enable the bid to be returned unopened in case it is
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h) No bid will be considered unless and until each page of the bid document is duly signed by the authorized signatory. i) Prices should not be indicated in the Pre-qualification or Technical Bid. j) All the columns of the quotation form (Proforma 11 to 12) shall be duly, properly and exhaustively filled in. The rates and units shall not be overwritten. Rates shall be both in the figures and words. k) It is mandatory for all bidders to quote F.O.R. destination prices inclusive of all taxes i.e. excise duty, freight, sales tax, octroi, insurance, customs, service tax, etc. Any change in excise duty, custom duty and service tax or any other levies/taxes announced by the Government of India during the currency of the contract, then the same shall be applicable on presentation of the proof during currency of the contract. No change in other duties including sales tax, custom duty effect due to devaluation of rupees shall be entertained. l) Price Bids determined to be substantially responsive will be checked by the evaluation committee for any errors. If there is a discrepancy between the quoted rate in figures and the quoted rate in words, the rate in words will take precedence. Arithmetic errors will be rectified on the following basis. If there is a discrepancy between the unit rate and the total cost that is obtained by multiplying the unit rate and quantity, the unit rate multiplied by quantity shall prevail and the total cost will be corrected unless in the opinion of the evaluation committee there is an obvious misplacement of the decimal point in the unit rate, in which case the total cost as quoted will govern and the unit rate corrected. If there is a discrepancy between the total bid amount and the sum of various costs, the sum of the various costs shall prevail and the total bid amount will be corrected. m) The amount stated in the Form of Financial Bid will be adjusted by the evaluation committee in accordance with the above-mentioned point for the correction of errors and, shall be considered as binding upon the bidder. If the bidder does not accept the corrected amount of bid, its bid will be rejected, and the EMD shall be forfeited. n) Any omission in filling the columns of “units” and “rate” or
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pertaining to the Taxes/levies, service tax as applicable etc., shall deemed to be treated as inclusive in the total project cost. o) All corrections must be duly signed by the Bidder.

5.13

Documents comprising the bids
The bids prepared by the bidders according to the procedure mentioned at clause no. 5.12 should comprise of the following:-

5.13.1

Original bid proposal shall consist of the following:
a. Sealed envelope containing the draft of Earnest Money as mentioned at clause no. 5.10. b. The RFP document in original duly signed by the authorized signatory on each page acknowledging the terms of RFP. c. Sealed envelope containing the Pre-qualification Bid. d. Sealed envelope containing the Technical Bid. e. Sealed envelope containing the Commercial Bid.

5.13.2

Copy of Commercial bid proposal shall consist of the following:
Sealed envelope containing the copy of the Commercial Bid.

5.13.3

Pre-qualification bid shall consist of following :(i) Bid proposal sheet duly filled in, signed and complete in all respects. (Proforma – 1). (ii) (iii) Particulars of the Bidder as per Proforma-2. Copy of audited balance sheets for the last three financial years. (iv) Copy of the valid ISO certificate of the bidder as well as OEMs. (v) (vi) List of 20 engineers on its roll at the time of bidding. Undertaking for the project management of the project (Proforma – 4). (vii) Undertaking with regard to the compliance of warranty for all the equipment and accessories as per the clause no.6.10. (viii) Undertaking to provide Warranty certificates of each and every equipment and its accessories effective from the date of successful completion and acceptance of final acceptance test as specified at clause no.6.16 and

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the period of warranty should be as per the clause no 6.10. (ix) Attested photocopies of documents to establish

eligibility in terms of each eligibility criteria as mentioned at Section-4 of this document. (x) Attested Photo copies of completion certificate and award of order of all the projects handled, along-with the contact details of the clients, which includes Name of concern, address, name of contact person,

designation, phone number(s), fax, mobile number, email address(s), etc. (xi) An affidavit from the original equipment manufacturer (OEM) with regard to the authorization for items like active components, passive components, etc. that the bidder is representing them, and that the bidder‟s commitment shall be met in totality by them. In case the the bidder is other than the manufacturer, an agreement between them and the OEMs shall also required to enclosed along with the proposal for all acyive and passive components. (xii) Copy of the agreement signed between the bidder and the original manufacturer for providing the technical support during the implementation, commissioning and project management period for such components and their accessories supplied under the project. (xiii) Bidder shall provide an undertaking for providing the warranty certification of all active and passive

components for 5 years and 20 years respectively as the case may be from the manufacturer of the equipment. (xiv) Complete details such as address, contact

person/phone, fax, e-mail of branch offices as well as support centers in Haryana/Chandigarh/Delhi along with proof of after sale service facilities at these centers, in case such facilities are not available, then an undertaking to this effect as specified in clause no.(xiii) of 4.2 of this document. (xv) Manufacturers warranty as per Proforma 3.
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(xvi)

Indemnification Proforma 7 & 8.

from

proprietary

&

patent

rights

5.13.4

Technical bid shall consist of following
(i) The bidder has to give comprehensive plan detailing project schedule, team structure, implementation

methodology, training details, project and management of the project, etc. in technical bid and shall give an undertaking that the proposed network to be installed and commission shall be complete in all respect adhering to the requirements of this RFP. (Proforma 5) (ii) The bidders are required to submit with their offers, detailed technical literature of the systems offered to enable a clear understanding of various technical aspects. (iii) Bidder shall specify the brand name, make and technical specification of all the equipment and accessories quoted for this project (Proforma 9). (iv) An undertaking from the bidder to ensure the compliance with existing applicable Govt. to of the India such

policies/regulations

network/connectivity. (Proforma 4). (v) Plans for User Training as per clause no.2.4 of this document. (vi) (vii) Acceptance test plans An undertaking train from the the bidder that of he shall

accordingly

manpower

respective

departments of Haryana Govt. as per the clause no. 2.4 of this document. (viii) Technical Deviation Proforma 10.

5.13.5

Commercial bid shall consist of the following
(i) Bid prices duly filled, signed and complete as per the price schedule on the prescribed quotation form (Proforma 11 to 12). (ii) The bidder can quote, separately, for any other item, which the bidder may think is essential or may be required while executing the project, which is not included in the Section-3.
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(iii)

Bidders shall quote year-wise annual maintenance contract (AMC) charges for three years with spares for taking up maintenance of all such equipments supplied under this project after the expiry of project

management period/warranty period (Proforma-12).

5.14

Opening of bids and Procedure of evaluation
(i) An evaluation committee will evaluate the bids i.e. Prequalification, technical and commercial. The Bids upon opening will be initially examined to determine whether they are complete, whether any computational errors have been made, and whether the bids are generally in order. (ii) The bidder shall designate minimum one person to represent the bidder in its dealing with tenderer in relation to the proposal submitted by the bidder. Tenderer will assume that the person(s) designated is authorized to perform all tasks, including, but not limited to, providing information and responding to enquiries on behalf of the company. (iii) Only Pre-qualification bid shall be opened on the day of opening of the bids at 3.30 p.m. on 28.04.08 (see clause no.5.9) in the presence of bidders‟ representatives. The bidders‟ representatives who are present shall sign a register evidencing their attendance. (iv) Technical bid will be opened for those bidders whose bids shall meet all the prequalification criteria unconditionally as specified in clause no.5.13.3. The Place, date and time of the opening of the technical bid shall be notified separately. (v) Technical bid document shall be evaluated as per the following steps: a)

Preliminary Examination of Technical Bids: The
technical bids will be examined to determine whether they are complete, whether the documents have been properly signed and whether the bids are generally in order. Any bids found to be non-responsive for any reason or not meeting the minimum levels of the performance or other criteria specified in the various sections of this RFP will be rejected and not included for further consideration.

b)

Evaluation of Technical Bids: A detailed evaluation of the bids shall be carried out in order to determine
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whether the bidders are qualified and whether the technical aspects are substantially responsive to the requirements set forth in this RFP. Further, the documentation furnished by the bidder will be examined to see whether the qualifications and specific requirements mentioned in this document are fulfilled. c) The tenderer may conduct clarification meetings with each or any Bidder to discuss any matters, technical or otherwise. d) Any effort by the bidder to influence the tenderer in the process of evaluation of technical Bids, bid comparison or the tenderer‟s decisions on acceptance or rejection of bids may result in rejection of the bidder‟s bid. e) The bidders will also be required to make a detailed presentation covering various aspects on technical parameters defined in this RFP for the said sites to be connected, services supports, maintainability, and its

implementation

schedule,

upgradability

integration with existing police WAN f) The tenderer may also ask the bidders to arrange visits of officers to the network sites already established and claimed in the bid. g) Further, the scope of the evaluation committee also covers taking of any decision with regard to this RFP, execution/ implementation of the project including management period. h) No further discussion/interface will be held with the bidder whose bid has been technically

disqualified/rejected. i) Financial bids of those bidders who satisfy the parameters laid out in the technical bid will only be

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opened. The place, date and time for the opening of the financial bids shall be announced separately. j) The bidder's names, the Bid Prices, the total amount of each bid, and such other details as the Tendering Authority may consider appropriate, will be announced and recorded by the Tenderer at the opening. k) Tenderer shall draw up a matrix covering the following before deciding the successful bidder: l) m) n) o) p) q) r) Financial status of the company Compliance to RFP requirements Experience in implementation of similar projects Experience in management of similar projects Project Implementation plan and schedule Integration plan Openness of the system for meeting future

requirements s) t) u) Local support infrastructure Management and maintenance plan including spares Bidder shall perform all the obligations specified in accordance with the terms and conditions laid down in this RFP. Though formats for Technical bid and Commercial bids are given separately, bidder shall add his remarks and comments under “any other relevant matter. Notwithstanding the fact that the RFP is descriptive, if the bidder feels that the RFP is deficient in anyway in defining scope of supply, scope of services etc for successful implementation and facility management of the project for five years, bidder should include the same under “any other” with explanation in Technical Bid and price under relevant head in commercial bid, if there is any price implication for the inclusion, found essential for successful project implementation. Thus, Proposals received will be considered as an offer to satisfy the
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requirements of tenderer as described in this Request for Proposal and bidder shall be obligated to implement the project as per scope of work finalized by tenderer. v) All details provided by the Bidder should be specific to the requirements specified in this RFP. Detailed clarification may be provided by Bidder, if so desired by tenderer. The Bidder shall specify the

responsibilities of tenderer, if any, other than already mentioned in the RFP, separately for the successful implementation of the project. 5.15 Criteria for rejection of bids
The bid(s) may be rejected if any one or more of the following conditions are not fulfilled:(i) Bids not made in compliance with the procedure mentioned at clause no. 5.12. (ii) Failure on part of the bidder to provide appropriate information as required in the bid proposal or any additional information as requested by the tenderer, including any supporting document. (iii) Incomplete or conditional bids - bids that do not fulfill all or any of the conditions as specified in this RFP. (iv) (v) Bids without earnest money deposit (refer Clause no.5.10). If found to have a record of poor performance such as abandoning works, not properly completing the contract, inordinately delaying completion, being involved in litigation or financial failures, etc. (vi) Failed to provide clarifications related thereto, when sought.

(vii) Applicants who are found to canvass, influence or attempt to influence in any manner the qualification or selection process, including without limitation, by offering bribes or other illegal gratification, shall be disqualified from the process at any stage. (viii) Validity of the bid not as per the clause No. 5.3 shall be considered as non-responsive and would be disqualified. (ix) The submission of more than one bid under different names by one bidder - If same is found at any stage, all the bids by that bidder will be rejected.
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(x) (xi)

Material inconsistencies in the information submitted. Misrepresentations in the bid proposal or any supporting documentation.

(xii) Bid proposal received after the last date and time specified at clause no.5.8. (xiii) Bids found in unsealed cover, unsigned bids, bids signed by unauthorized person and unsigned corrections in the bids. (xiv) The bid shall contain no erasures or overwriting except as necessary to correct errors made by the bidder, in which case such corrections shall be authenticated by the person or persons signing the bid. (xv) All pages of the bid must be signed and sequentially numbered by the bidder. (xvi) The decision of evaluation committee in this regard shall be final and binding on the bidders. (xvii) Bids not submitted on the prescribed Proformas enclosed with this RFP.

5.16

Acceptance of the bid
(i) The valid bids received will be evaluated by the tenderer to ascertain the best, technical superior, commercially optimal bid in the interest of Haryana Police. (ii) Tenderer do not bind itself to accept the lowest or any bid and reserves the right to: a) b) (iii) reject any or all bids with/without any reason; accept/prefer any bid without assigning any reason.

Tenderer reserves the right to appoint any consultant or consultants to help tenderer for evaluation of the bid.

5.17

Cross checking
Tenderer reserves the right to contact and verify bidder‟s information, references and data submitted in the bid proposal without further reference to the bidder.

5.18

Absence of specifications
The absence of specifications details regarding any equipment to be supplied under this RFP implies that best general practices will prevail and that first quality material and workmanship will be applied as per the discretion of tenderer. Certification standards, when available, for the tobe-installed equipments and materials, will prevail.
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5.19

Cost involved in tendering
The Bidder shall bear all costs associated with the preparation and submission of its bid, including the cost of presentation for the purposes of clarification of the bid, if so desired by the tenderer. The tenderer will in no case be responsible or liable for those costs.

5.20

Amendment in the RFP document
The amendments in any of the terms and conditions including technical specifications of this RFP document will be notified in writing either through post or by fax or by email to all prospective bidders who have purchased the RFP document and will be binding on them.

5.21

Withdrawal of bid proposal
No bid proposal will be withdrawn subsequent to the deadline for the submission of bids. However, the bidder is allowed to modify or withdraw its submitted bid any time prior to the last date & time prescribed for submission of the bids, by giving a written intimation to the Tenderer.

5.22

Right to negotiate
a. The Hartron and Haryana police jointly or the evaluation committee reserves the right for negotiation with the bidders. b. The negotiation shall be carried out with the three technically qualified lowest bidders by the HARTRON and Haryana police Jointly / any other competent authority / Special high power purchase committee of the Haryana Govt. as per the

procedures/policy of the Haryana Govt. from time to time. c. The tenderer also reserves the right to chose part or whole of the technically acceptably bids at individual costs quoted in the commercial bids.

5.23

Contract agreement
A contract agreement will be signed between the successful bidder and Haryana police directly.

5.24

Earnest money refund
The draft of earnest money to the bidder(s), who fail(s) to qualify for the technical bid, will be returned back by tenderer to the authorized representative of the bidder against a proper receipt or will be sent by the registered post at the mailing address of the bidder as specified in the bid within four weeks of opening of the pre-qualification bid. The draft of earnest money to the bidder(s), who fail(s) to qualify for the commercial bid, will be returned back by tenderer to the authorized
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representative of the bidder against a proper receipt or will be sent by the registered post at the mailing address of the bidder as specified in the bid within eight weeks after completion of technical bid evaluation. The draft of earnest money to the bidder(s), who qualify(s) for the commercial bid, but do not get the order for the project will be returned back by tenderer to the authorized representative of the bidder against a proper receipt or will be sent by the registered post at the mailing address of the bidder as specified in the bid within one month after signing of contract agreement between tenderer and the successful bidder.

5.25

Letter of intent and Performance Bank Guarantee
(i) After Acceptance of a Bid Proposal as mentioned at clause no. 5.22 of Section 5, a letter of intent will be issued by the tenderer to the successful Bidder. (ii)

Acceptance of the letter of intent: The successful bidder
shall accept the Letter of Intent within 7 (seven) days from the date of issue of the Letter of Intent by returning a duly signed copy to tenderer.

(iii)

Signing of contract : The successful Bidder shall enter into the
Contract Agreement with Haryana police within 10 (Ten) days of the acceptance of the Letter of Intent.

(iv)

Performance bank guarantee: While signing the Contract
Agreement with Haryana police, the successful bidder within 15 (fifteen) days of signing the Contract agreement shall furnish unconditional irrevocable Performance Bank Guarantee of 10% of the total value of the project cost from a Nationalized Bank in favour of "Managing Director, HARTRON" on the prescribed Format (as mentioned at Annexure 3), which will be renewed every year by the bidder till the currency of the contract. The said bank Guarantee shall be renewed by the bidder 30 days before the expiry date. However, the last renewal shall be for the period of one year and six months. The said Performance Bank

Guarantee be extendable by the HARTRON as per the requirement and shall be kept in full force and effect for the full term of the Contract Agreement including the project management period. Further, the decision of the tenderer with regard to the Performance Bank Guarantee shall be binding on the successful
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bidder. The tenderer may forfeit the Performance Bank Guarantee for any failure on part of successful bidder to complete its obligations under the Agreement. The Performance Guarantee shall be denominated in Indian Rupees and shall be in the form of a Bank Guarantee issued by a scheduled bank located in India.

(v)

Award of Contract: Tenderer shall formally award contract on
the successful bidder upon the receipt of the Performance Bank Guarantee as mentioned at (iv) above.

5.26

Right to vary quantities
Though the bidders shall submit their bid for turnkey implementation of the project, tenderer reserves the right to include only a part or whole or none (in the event of not getting a viable solution within the budget estimated) of the above as scope of the successful bidder. Tenderer shall also reserves the right vary the qty. of the equipment during the biding process or at the time of award of contract. The tenderer also reserve the right to split up the total scope among two or more bidders who agree to meet such a scope, if found beneficial in the long run for Haryana Police. Hence the bid be prepared carefully considering the scope of each item individually and computing the total.

5.27

Right to accept any bid and to reject any or all bids
The tenderer reserves the right to accept any bid, and to annul the tender process and reject all or any bids at any time without assigning reason 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 the tenderer‟s action.

5.28

Changes in technical specifications and price bid
(i) Tenderer reserves the right to effect changes in the Technical Specifications after the pre bid discussions with the bidders. Any such change will be notified in writing to all those who have purchased this document.

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(ii)

Once quoted, the bidder shall not make any subsequent price changes, whether resulting or arising out of any technical/ commercial clarifications sought regarding the bid, even if any deviation or exclusion may be specifically stated in the bid. It is expected that all clarifications are sought for earlier and the bid requirements understood clearly by the bidder before submitting the bid. Such price changes shall render the bid liable for rejection. However, the Tenderer reserves the right to request the bidder/s to give revised commercial offer after technical evaluation, if the situation so warrants.

5.29

Proprietary rights
The bidder/supplier shall indemnify the tenderer against all third party claims of infringement of patent, copyright, trademark and trade designs arising from use of the goods or any part thereof in India.

5.30

Patent rights
The Bidder shall indemnify the tenderer against all third-party claims of infringement of patent, trademark or industrial design and intellectual property rights arising from the use of the Goods or any part thereof.

5.31

Additional information/clarification
Tenderer reserves the right to ask for any additional information, as it may deem necessary to evaluate the bid proposal. Bidders that fail to submit additional information or clarification as sought by evaluation committee within 10 days of the receipt of tenderer‟s letter requesting for such additional information and/or clarification, their bids will be evaluated based on the information furnished along with the bid proposal.

******

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SECTION – 6

OTHER TERMS AND CONDITIONS OF BIDS

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6. TERMS & CONDITIONS OF CONTRACT 6.1 Use of RFP document and other Information
(i) Successful bidder shall not, without the tenderer‟s prior written consent, disclose the contract agreement, or any provision thereof, or any specification, pattern, sample or information furnished by or on behalf of tenderer in connection to any person other than a person employed by the tenderer in the performance of the contract agreement and the scope of work. Disclosure of document/information to any such employed person shall be made in confidence and shall extend only so far as may be necessary for such performance. (ii) Successful bidder shall not, without the tenderer‟s prior written consent make use of any document or any information specified in (i) above, except for the purpose of performing the contract agreement and the scope of work. (iii) Any document other than this contract agreement shall remain the property of the tenderer.

6.2 Change in the minimum specified work
(i) Tenderer may at any time by written intimation to the successful bidder, make changes in the minimum specified work. (ii) The successful bidder shall not perform changes in the minimum specified work, until tenderer gives permission for such change in writing on the basis of estimate provided by the successful bidder. (iii) Mutually agreed change in the minimum specified work shall constitute as a part of the contract agreement and all the provisions and contract agreement shall apply on the said change. (iv) Any change in the minimum specified work that may be required for the successful implementation of the project and not involving any significant additional costs shall be carried out by the successful Bidder at no additional cost or expense to the tenderer. (v) In the event of withdrawal or discontinuance of any item or items and consequent ceasing of or reduction in demand the successful bidder shall not be entitled to any compensation. Tenderer will, however, make all reasonable endeavors to give warning of any impending complete withdrawal or of any reduction seriously affecting quantities likely to be required under contract.
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(vi)

If during the currency of the contract, the specifications of any item or items to be supplied become obsolete, the successful bidder shall continue to comply with demands for the supply of the said item or items in accordance with the new specifications at rate not higher than already agreed rates at the time of contract, and the successful bidder will not be entitled for any compensation also.

6.3 Changes in contract agreement
Except the changes as mentioned in clause 6.2 above, no modification of the terms and conditions of the Contract Agreement shall be made except by written amendments signed by the both successful bidder and Haryana police.

6.4 Project Milestones
(i) The final acceptance of sites to be connected must be completed within four months from the date of award of contract. (ii) Sr.No. 1 The milestones of the project are mentioned below:To be achieved With in 3 month from the date of award of contract With in 3 months from the date of award of contract With in 3.5 months from the date of award of contract Within 4 months from the date of award of contract

2

Milestone Supply, delivery at site, installation & commissioning of all the required equipment and its Integration in the Police control rooms as well as police vehicles of the Panchkula, Panipat, Sonipat and Faridabad. Training of officials

3

First Acceptance test

4

Final Acceptance test

(iii)

If the successful bidder fails to deliver services prescribed at clause 6.4 above the same shall be subject to 0.5% penalty per week of the contract value subject to a maximum of 5% of the total value of the project.

(iv)

The above penalty, if any, shall be recovered from the payments to be made to the successful bidder under this project or recovery will be made from amount of Earnest Money or Bank Guarantee submitted by the successful bidder to tenderer provided that:  No recovery of penalty will be made, if tenderer accepts the delays by extending the milestones upto two week by
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recording in writing that the exceptional circumstances were beyond the control of the successful bidder and there was no loss to Haryana police.  Where the delay on the part of successful bidder is more than 2 weeks subject to maximum of 4 weeks, the matter of extension of Time frame for accomplishing the particular delayed activity will be referred to the Committee appointed by tenderer with related documents that there are genuine reasons for delay on the part of successful bidder and that no loss will result to Haryana police in case extension is allowed. In case the time frame for the activity as mentioned in the milestones above is extended, no penalty during the extended period shall be recovered from the successful bidder. (v) The unexcused delay in performing of any services as mentioned in the milestones by the successful bidder in the prescribed period may render him liable to any or all of the following penalties:  The penalty as mentioned at clause no. 6.4 (iii) above. Forfeiture of earnest money and revoking of Security (Performance Bank Guarantee).


(i)

Termination of the contract as default.

6.5 Responsibilities of Successful bidder
The successful bidder is responsible to execute all but not limited to the work specified under scope of work as specified in section-2 of this RFP. (ii) The successful bidder shall maintain the network infrastructure located at varius sites as mentioned in this RFP, for the implementation and operation of the project and allied services. (iii) The successful bidder shall handle all the technical and implementation matters. (iv) Responsibility of Electricity earthing and its testing according to the norms at each location while installation of equipments is of successful bidder. If at any location the earthing is not working properly or there is no-earthing, then the successful bidder will arrange/repair the same. If any equipment starts malfunctioning due to improper earthing during the currency of the contract, the

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same equipment will be replaced/repaired by the successful bidder at his own cost and the successful bidder will not be compensated for the same. (v) To lay down the whole cabling upto each point and the power cabling upto and from the electric supply source, near to each equipment supplied by the successful bidder under this RFP is the responsibility of the successful bidder. (vi) Inputs/guidelines for the preparation of site as per standard

norms shall be submitted by the successful bidder after site. (vii) Civil works, if any, required for passive-cabling systems will be the responsibility of the successful bidder

6.6 Responsibilities of Tenderer
(i) (ii) To provide the adequate electricity points/power at the site To provide appropriate environmental conditions, necessary power facilities for the system, access to the premises, a secure equipment storage area, and suitable conditions for the successful bidder's officials.

6.7 Price fall
(i) The prices charged for the Items/services supplied under the contract by the successful bidder shall in no event exceed the lowest price at which the successful bidder sells the goods or offers to sell Items of identical description to any

persons/organizations including the tenderer, Department of the Central or State Government or any Statutory undertaking of the central or State Government, as the case may be, till the signing of the contract. (ii) If, at any time during the said period the successful bidder reduces the sale price, sells, or offers to sell such goods to any person/organization including tenderer or any Department of State or Central Government or any statutory Undertaking of the Central or State Government as the case may be, at a price lower than the price chargeable under the contract, the successful bidder shall forthwith notify such reduction, or sale or offer to sell to the tenderer and the price payable under the contract for the supply of material after the date of coming into force of such reduction or sale or offer to sell shall stand correspondingly reduced.

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6.8 Inspection/tests of the items/equipments
(i) Inspection committee so constituted shall have the power to inspect the items before, during or after installation and to reject the same or any part or portion, if he or they be not satisfied that the same is not at par or according to the specifications submitted by the successful bidder. The hardware equipment i.e server, if required can be put to the operational as well as burning test for a minimum period of 72 hours. (ii) The successful bidder shall not be paid for supplies rejected as specified at (i) above. (iii) Successful bidder shall neither claim nor be entitled to payment for any damage that rejected supplies may suffer from any harm whatsoever incidental to a full and proper examination and test of such supplies. (iv) Tenderer shall be under no liability whatsoever for rejected items and the same will be at the successful bidder‟s risk. (v) Rejected supplies shall be removed by the successful bidder at his own expense within 10 days after notice has been issued to him of such rejection, and failing such removal of rejected goods will be at successful bidder‟s risk. (vi) Super inspection of already inspected may be carried out at the discretion of the tenderer after installation, by such officer or team of officers as may be authorized by tenderer. The provisions of conditions mentioned at (i) to (v) above will also apply to the Super Inspection.

6.9 Site visit
(i) The cost of the site visit in the Gurgaon city will be borne by bidder himself; tenderer is not liable to provide any facility to the bidder(s) for such visits. (ii) Tenderer on its own discretion can cancel such permissions at any moment without any notice to the bidder(s).

6.10 Warranty
(i) Successful bidder will also be responsible for providing comprehensive on site warranty of all active and passive components for 5 years and 20 years respectively as the case

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may be from the manufacturer of the equipment supplied under this RFP. (ii) Warranty shall be deemed to commence from the date of the successful completion and acceptance of the final acceptance test conducted by the technical committee constituted by Hartron and Haryana Police. (iii) During the warranty period, it will be the responsibility of the successful bidder to rectify any defect and update the System and the software by incorporating necessary patches, upgrades and updates as and when released by the original supplier or found necessary by tenderer so as to ensure that the Solution is functioning to provide the best performance. (iv) Successful bidder shall make available to tenderer the necessary manpower at all times to incorporate changes either in the reports or statements and changes in the business rules for the supplied modules. It is also his responsibility to install the software changes to all systems. (v) Successful bidder shall undertake the preventive maintenance of all supplied equipments including active and passive components supplied under this RFP once in every quarter during the currency of contract so as to ensure the smooth functioning of the system and he will have to strictly adhere to this Schedule.

6.11 Spares
The successful bidder will ensure that supplies of necessary maintenance equipment and spare parts including active and passive components be made available for the life of the machines or at least for contract duration on continuing basis. For active components especially routers, their OEM should have their spares depot in India and should be able to deliver the spares, the next business day. However, it has no bearing on the uptime and related clauses/sections as specified in this RFP.

6.12 Dispatch Documents
(i) With every dispatch of goods or materials under the contract, the successful bidder will prepare Delivery Challan in triplicate. The original delivery challan is to be sent by the successful bidder to the tenderer.

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(ii)

The second copy of Delivery Challan to be returned to the successful bidder by the respective designated officers at each site with the quantities or numbers received duly noted and signed thereon. The said duly signed Delivery Challan received by the successful bidder from the respective intending officers shall also be forwarded to tenderer for further necessary action.

(iii)

The third copy to be sent by the successful bidder to the user for record in its office.

(iv)

The successful bidder shall raise the invoice in the name of Director General of Police, Haryana and the said duly verified bills alongwith duly verified challans by the officials of Haryana police to Hartron for the release of the payment.

6.13 Condition of items supplied
(i) This is subject to the condition that the materials are securely packed by the successful bidder in sound containers and the consignment is accepted by the carriers without any adverse remarks as to the packing or the condition of the containers. In case of any adverse remarks, the responsibility for the losses in transit will rest with the successful bidder. (ii) The successful bidder will not be entitled to charge or be paid for supplies broken, lost or damaged in transit. Such supplies shall be removed by the successful bidder at his own expense. The decision in this regard taken by tenderer shall be binding and final.

6.14 Acceptance tests
Acceptance Test shall be conducted in two steps: A Testing Committee of the officials from HARTRON, Police Department, Head of the respective site or any officer or person as constituted and duly authorized by the Client will perform Acceptance Tests for Hardware at each site as the case may be. The said committee may also choose any three sites randomly to conduct the Acceptance Tests. In any case, if the quality and the quantity of the items supplied by the vendor at one or all the locations are found unacceptable, the vendor shall be held responsible for covering up the loss in terms of both quantity as well as quality wise. All the hardware related payments to the vendor as per the payment schedule mentioned at Section 6.17 would be made after the successful clearance of the following acceptance tests.

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i)

1st Acceptance test
(a) The first acceptance test shall involve successful supply, delivery at site, installation & commissioning of the required equipment in all the police control rooms and the police vehicles pertaining to the districts i.e Panchkula, Panipat, Soniat and Faridabad covered under this RFP . (b) The Brand, Model No., Specifications and quantity of all the supplied and installed hardware items must match with respect to the list and particulars of the items to be supplied for that unit. (c) All the required software must be installed and working properly. (d) The successful bidder can be asked to demonstrate all the features/facilities mentioned in the bid and product brochures attached along with the bid. (e) All of the equipments, which are to be installed at that unit, must be installed and communicating with control room with a 95 % uptime and 4 ranges for a period of 15 days. The successful bidder is required to provide the log files to prove their claim of 95% uptime for the said period.

ii)

Final Acceptance test
(a) All the required equipment must have been installed and functioning as per the 1st Acceptance Test for a period of another 15 days with an up time of 99% for the entire system in all the police control rooms and the police vehicles pertaining to the districts i.e Panchkula, Panipat, Soniat and Faridabad covered under this RFP. The successful bidder is required to provide documentary evidence in terms of log files to claim having achieved the 99% uptime. (b) The installed systems must demonstrate its capability of providing the services enumerated in the contract. Successful bidder will arrange the test equipment if required for performance verification. Successful bidder will also provide documented test results. (c) All of the required system software must be installed and implemented properly and should go through all of the required testing. (d) All the police control rooms must be communicating properly as per the requirement mentioned at Section-3. (e) Training part of the project should be completed.

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(f) On the successful completion of the acceptance test and after HARTRON and client are satisfied with the working of the system, the acceptance certificate signed by the authorised representative of HARTRON, authorised representative of Haryana Police and successful bidder will be issued by the HARTRON on behalf of and in consultation with Haryana Police to the successful bidder. The date on which such certificate is issued shall be deemed date of the successful commissioning of the system. (g) Any delay by the successful bidder in the performance of its contracted obligations shall render the successful bidder liable to the imposition of appropriate liquidated damages, unless agreed otherwise by HARTRON and Haryana Police. (h) In the event the successful bidder is not able to complete the installation to link all the sites on outdoor surveillance as defined by tenderer due to non availability of sites by Haryana police or any other reason beyond the control of the successful bidder, tenderer and Haryana Police, the successful bidder and Tenderer may mutually agree to redefine the milestones so that successful bidder can complete installation and conduct the Acceptance Tests within the redefined milestones for such sites..

6.15 Payment schedule
(i) No payment will be made in advance for any supplies/services under this project. (ii) 40% against delivery and inspection against the bank guarantee of equivalent amount in favour of Hartorn valid till the currency of the contract i.e. four months from the date of award of the contract, however, the said bank guarantee shall be renewable till the completion of the project. (iii) Balance 30% shall be paid after the successful installation and commissioning at respective sites and after the 1st acceptance is over. (iv) Balance 20% shall be paid after the successful completion of Final acceptance test is over. (v) Remaining 10% of the hardware cost will be released after the satisfactory completion of the three months after the clearance of Final Acceptance Test as specified at section-

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(i)

Other payments:- 50% payment for training will be released
after its completion and the remaining 50% after completion of the period of project management. (refer Clause No. 6.5 of Section 6)

(ii)

Earnest money of the vendor will be released after the
clearance of Final Acceptance Test of the project.

(iii)

Bank Guarantee will be released after the completion of two
years and six months of the signing of the contract agreement or the management period whichever is later.

(iv)

Any other payment, which is left to cover in the payment
schedules, mentioned above, will be made after the three months of the clearance of Final Acceptance Test of the project.

6.16 Sub-contracting of the project
In the event successful bidder intends to use Sub-contractor for any part of the Project, the following shall be adhered to: (i) The sub-contracting of the entire project shall not be allowed. Further, the successful bidder will be solely responsible for the whole project and all of the conditions of the project, even if he sub-contracts any part of the project to any other party. In other words sub-contracting would not absolve the successful bidder from the responsibility for the complete project and its conditions. However, sub-contracting of system integration would not be allowed under this RFP and shall be the sole responsibility of the successful bidder. (ii) The successful bidder may subcontract a part of project after informing the tenderer for the same. However, the successful bidder will be solely responsible for the implementation of any part of the project sub contracted to the satisfaction of tenderer.

(iii) Evidence that all obligations imposed by the RFP on the Bidder
have been fully understood and accepted where applicable by the Sub-contractors.

6.17 Change in company structure
The Membership/Board structure of the bidder, if changed after the bidder is selected, the successful bidder shall accordingly inform the tenderer of such changes.

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6.18 Compliance with laws, permits
The successful bidder shall comply with all local, state rules, regulations, ordinances, codes, and laws relating to the work or the conduct thereof and shall secure and pay for any permits and licenses necessary for the execution of the work and successful bidder shall be responsible for the same.

6.19 Liability insurance
Successful bidder shall agree to maintain General Liability Insurance, Worker's Compensation, and tenderer Liability Insurance to cover all its personnel engaged in the performance of the services herein described, as well as damages arising as a result of the performance of such services. Successful bidder further agrees to require his

subcontractor(s), if any, to maintain General Liability Insurance, Worker's Compensation, and Tenderer Liability Insurance. The successful bidder shall also be responsible for Employees Provident Fund (EPF) and other worker compensation issues, if any, applicable on his or his subcontractors‟ personnel.

6.20 Forfeiture of earnest money
(i) If the bidder withdraws his bid before the expiry of validity or after the acceptance of the bid, the earnest money deposited by the successful bidder will be forfeited. (ii) If the successful bidder fails to comply with any of the terms, conditions or requirement of this contract and the technical specifications for the equipment requirement as indicated in various sections of the RFP document, the earnest money deposited by the bidder will be forfeited. (iii) In case successful bidder fails to comply with the project milestones as specified at clause no.6.4, the earnest money deposit will be forfeited. (iv) In case of issue of the Letter of Intent, (Refer Clause no. 5.25) if the bidder fails to: (a) accept the Letter of Intent by returning a duly signed copy within the time limit specified; and / or (b) (c) execute the contract agreement; and / or furnish the performance bank guarantee as specified in this Document.

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The earnest money deposit will be forfeited

6.21 Force Majeure
Neither party shall be responsible to the other for any delay or failure in performance of its obligations due to any occurrence commonly known as Force Majeure which is beyond the control of any of the parties, including, but not limited to, fire, flood, explosion, acts of God or any Governmental body, public disorder, riots, embargoes, or strikes, acts of military authority, epidemics, strikes, lockouts or other labour disputes, insurrections, civil commotion, war, enemy actions. If a Force Majeure arises, the Bidder shall promptly notify Tenderer in writing of such condition and the cause thereof. Unless otherwise directed by Tenderer, the successful bidder shall continue to perform his obligations under the contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event. The successful bidder shall be excused from performance of his obligations in whole or part as long as such causes, circumstances or events shall continue to prevent or delay such performance.

6.22 Termination of the contract
(i) In the event of the bidder failing duly and properly to fulfill the contract or committing breach of any of the terms and conditions of this contract or repeatedly supplying goods liable to rejection hereunder or failing, declining, neglecting or delay to comply with any demand or requisition or otherwise not executing the same in accordance with terms of this contract or not achieving the milestones mentioned at clause no 6.4 or if the bidder or his agent or servants being guilty of fraud in respect of this contract or any of his partners or representatives found directing, giving, promising or offering any bribes, gratuity, gift loan, perquisite, reward or

advantage pecuniary or otherwise to any person in the employment of Government in any way relating to such officers or person or persons, officer or employment or if the bidder or any of his partners become insolvent or apply for relief as insolvent debtor or commence any insolvency proceedings or make any composition with his/their creditors or attempts to do so, then without prejudice to tenderer rights and remedies otherwise,

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tenderer shall be entitled to terminate this contract forth with and may claim back all or part of the money already paid to the bidder. (ii) The termination of this contract in whole or part under any conditions shall not be affected by the acceptance, meanwhile or subsequently, of supplies accepted or made at any station whether in ignorance of the termination or otherwise. (iii) If during the currency of the contract, the successful bidder becomes bankrupt or otherwise insolvent or is likely to become insolvent or bankrupt, tenderer may, at any time, terminate the contract agreement by giving written notice to the successful bidder. Notwithstanding the above, such termination will not prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to tenderer. (iv) Further the tenderer shall also have the unfettered right to repudiate and rescind the Contract if there is any breach of the Contract by the Successful Bidder including but not limited to the occurrence of any of the following events or contingencies: a) Minimum balance not maintained vide revolving guarantee. b) Default achieving milestones affecting the overall time schedule c) Quality of the network/servers/infrastructure facility/ software etc. not as per specifications/agreements.

6.23 Consequences of termination
(i) Upon termination, the successful bidder shall deliver or cause to be delivered all works carried out for and on account of the State Govt. and all data and records required from or on account of the State Govt. (ii) Termination of the contract agreement shall not affect any continuing obligations of the successful bidder under the contract agreement, which, either expressly or by necessary implication, are to survive its expiry or termination such as confidentiality obligations of the successful bidder. (iii) Upon termination of the contract agreement for any reason whatsoever, the successful bidder shall return to the tenderer, any and all confidential information and any other property of the tenderer.

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(iv)

Tenderer may procure services similar to those undelivered, upon such terms and in such manner, as it deems appropriate, at the risk and responsibility of the successful bidder and the successful bidder shall be liable for any additional costs for such services.

(v)

The successful bidder shall continue the performance of the contract agreement to the extent not terminated.

(vi)

Upon termination of the contract agreement for whatsoever, tenderer shall have the right to impose the following penalties:(a) (b) Forfeiture of earnest money Revoking of performance bank guarantee by tenderer on advice of State Govt. (c) Imposition of appropriate penalties.

6.24 Insurance of items
Successful bidder shall insure all the delivered items till acceptance and during the Project management period of two years from the date of issuance of acceptance certificate. (i) The successful bidder shall arrange for comprehensive Insurance of equipment and works covering transit, storage, erection, commissioning and maintenance as may be necessary and for all such amounts to protect the interest of the Tenderer against all risks. The scope of such Insurance shall cover the entire value of the equipment and Infrastructure being supplied for the entire Contract period. (ii) (iii) The Transit cover shall be on all risks for inland transit. The successful bidder shall arrange workmen compensation insurance, which shall be at the cost and responsibility of the successful bidder. (iv) Any loss or damage to the components during handling, transporting, storage and erection, till such time the complete setup is taken over by the Tenderer, shall be to the account of the successful bidder. (v) All costs on account of insurance liability and necessary premium will be on successful bidder‟s account and such Insurance charges shall be indicated as a fixed Lumpsum as in the Commercial Bid. (vi) Any no-claim bonus shall be to the account of the tenderer.

Tenderer on behalf of Haryana police, shall be the principal holder of the policy. Tenderer reserves the exclusive right to assign the Policy
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6.25 Arbitration
(i) In the event of any dispute or difference arising between the Successful Bidder and tenderer out of or in connection with the Contract or RFP or any of the terms and conditions contained therein or as to the interpretation or any other matter, both the parties shall resolve such dispute or difference first by mutual discussions. If any dispute or difference still persists, it shall be referred to Home Secretary to Govt. Haryana for Arbitration to be conducted in accordance with Arbitration and Conciliation Act 1996. The arbitration will be held in Chandigarh and the proceedings shall be conducted in English. The parties to the dispute will instruct the Arbitrator(s) to render a decision within 30 days of the date of their appointment and such a decision shall be binding on both the parties. (ii) This RFP and the Contract shall, in all respects, be governed by and construed in all respects in accordance with the laws of the Republic of India. (iii) In relation to any legal action or proceedings to enforce the Contract, the parties to the Contract irrevocably submit to the exclusive jurisdiction of the courts in Chandigarh to the exclusion of any other court or courts that may otherwise have had such jurisdiction and waive any objection to such proceedings on grounds of venue or on the grounds that the proceedings have been brought in an inconvenient forum.

6.26 Acquaintance with all conditions
The bidder acknowledges that he has made himself fully acquainted with all the conditions and circumstances under which the supplies required under the contract will have to be made or furnished and with all the terms, clauses, conditions, specifications and other details of the contract and the bidder shall not plead ignorance of any of those as excuse in case of complaint against or on rejection of supplies tendered by him or with a view either to ask for encashment of any rates agreed to in the contract or to evading any of his obligations under the contract.

*******

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PROFORMAS

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(To be enclosed with pre-qualification bid).

Proforma-1 Bid Proposal Sheet
Bidder‟s Proposal Reference No. and Date Bidder‟s Name and Address : :

Tel. No. Bidders Correspondence address Tel. No. Name of contact Person Designation Telephone No (s) Fax No (s) Mobile No Email ID To, Managing Director HARTRON SCO 111-113 Sector 17 B Chandigarh 160017 Subject : : : : : : :

Fax No.

Fax No

Supply, installation and commissioning of Modernization of

Police Control Rooms at Panchkula, Panipat, Sonipat and Faridabad Dear Sir,
We, M/s __________________, having read and examined in detail the specifications, requirements as mentioned in the RFP do hereby propose for Supply, installation and commissioning of Modernization of Police Control Rooms at Panchkula, Panipat, Sonipat and Faridabad

1.

PRICE AND VALIDITY
All the prices mentioned in our proposal are in accordance with the terms as specified in bidding documents. All the prices and other terms and conditions of this proposal are valid for a period of 120 days from the opening of the

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commercial bid or six months from the last date of submission of the RFP, which ever is later.

2.

EARNEST MONEY
We have enclosed the earnest money in the form of Bank Draft amounting to Rs. 3 Lakhs. It is liable to be forfeited in accordance with the provisions of RFP document.

3.

ASSURANCE
We declare that all the services shall be performed strictly in accordance with the technical specifications and other terms and conditions covered in RFP document.

4.

BID PRICING
We further declare that the prices stated in our proposal are in accordance with your terms & conditions in the bidding document.

5.

QUALIFYING DATA
We confirm having submitted the qualifying data as required by you in your RFP document. In case you require any further information/ documentary proof in this regard before evaluation of our bid, we agree to furnish the same, in time, to your satisfaction.

6.
7.

We hereby declare that in case the contract is awarded to us, we shall submit the Bank Guarantee as per terms of RFP document. We hereby declare that our proposal is made in good faith, without collusion or fraud and the information contained in the proposal is true and correct to the best of our knowledge & belief. We further declare that we have read the provisions of this RFP and confirmed that these are acceptable to us.

8.
9.

Bid submitted by us is properly prepared and sealed so as to prevent any subsequent alteration and replacement. We understand that you are not bound to accept the lowest or any bid by you. Thanking you, Yours faithfully,

(Authorised Signatory) Date: Place: Business Address: Name: Designation: Seal of the company:

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(To be enclosed with Pre Qualifying Bid)

Proforma-2 Particulars of bidders and Manufacturers

FOR RFP NO.________________________________ 1. Name of the Bidder

2. Address of the Bidder

Tel. 3. Year of establishment 4. Bidder‟s proposal number and date 5. Name, Designation and address of the officer to whom all references shall be made regarding this RFP

Fax

Tel: Fax:

Mobile: Email: Turn over Profit

6. Annual turnover of the firm for the last 3 successive years (in Rs.)

Year 2006-2007 2005-2006 2004-2005

7. Details of Draft for Earnest money deposited

Draft No. Bank Name:

Signature ______________________ Name ______________________ Designation ______________________ Date ______________________ Company seal

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(To be enclosed with Pre Qualifying Bid)

Proforma-3 Manufacturer Warranty

We, M/S ------------------------------- warrant that everything to be supplied by us hereunder shall be brand new, free from all encumbrances, defects and faults in material. Workmanship and manufacturing shall be of the highest grade and quality and consistent with the established and generally accepted standards. Materials of the type ordered shall be in full conformity with the specifications, drawings or samples, if any, and shall operate properly.

We, M/S------------------------------------- also undertake that in case any item supplied by us found to be defected, faulty, or used at any stage, it shall be replaced by us at our cost.

Signature of the Witness

Signature of the Tenderer Name Seal Date

Name

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(To be enclosed with Technical Bid on the official letter head of the bidding company)

Proforma-4 Undertaking for system installed in complete respect, training, etc.

We, M/S ------------------------------- undertake 1. That the of Modernization of Police Control Rooms at Panchkula, Panipat, Sonipat and Faridabad proposed to be installed and commissioned is complete in all respects adhering the requirements specified in the RFP.

2. that we will accordingly train the manpower of Haryana Police as per the scope of training under section II of RFP document, so that the concerned officers/officials of Haryana Police can handle the system, once the project management period is over.

Signature of the Witness Name Address

Signature of the Tenderer Name Address Seal

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(To be enclosed with Prequalification bid)

Proforma-5 Affidavit (Manufacturer’s Authorization Certificate)
From ________________________ ________________________ To Managing Director, HARTRON, SCO 111-113 Sector 17-B, Chandigarh

________________________________ do hereby solemnly affirm and declare as under:(i) That this is to certify that M/S ________________________ is our

authorized dealer/distributor/agent and he is authorized to submit tender/quote the rates in the State of Haryana against RFP enquiry No. ________ due on ______________ and to supply the material in original manufactured by us. (ii) That we shall have full responsibility of satisfactory supplies against the supply order/rate contract. (iii) That I am fully authorized to give this affidavit on behalf of M/s ___________and the power of attorney has been executed in my favour (Attested copy enclosed).

Deponent

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(To be enclosed with Prequalification bid on the official letter head of the bidding company)

Proforma-7 Indemnification from proprietary rights
From ________________________ ________________________ To Managing Director, HARTRON, SCO 111-113 Sector 17-B, Chandigarh

We M/s _______________ indemnify Hartron & Haryana Police against all third party claims of infringement of patent, copyright, trademark and trade designs arising from use of the goods or any part thereof in India.

Signature of the Witness Name Address

Signature of the Tenderer Name Address Seal

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(To be enclosed with Prequalification bid on the official letter head of the bidding company)

Proforma-8 Indemnification from patent rights

From ________________________ ________________________ To Managing Director, HARTRON, SCO 111-113 Sector 17-B, Chandigarh

We M/s _______________ indemnify Hartron & Haryana Police against all third-party claims of infringement of patent, trademark or industrial design and intellectual property rights arising from the use of the Goods or any part thereof.

Signature of the Witness Name Address

Signature of the Tenderer Name Address Seal

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(To be enclosed with Technical Bid)

Proforma-9 Technical detail
Equipment Name Qty. per Make/ End of End of Bundled Add on Certificati Compliance of the city Code sale support accessori accessories on included wherever Specs. date date es alongwith required Enclose Specs. equipmen Sheet t

1

A

B

C

D E 2

3 4

5

AVL, Application & Database, Computer telephone integration system Server for automatic vehicle 01 location system AVL server software with 10 user 01 license Win 2003 server with 10 user 01 license Anti virus software with 10 user 01 license Server for application and 01 database Win 2003 server with 10 user 01 license SQL 2000 DB server for 10 user 01 license Anti virus software with 10 user 01 license Server computer telephone 01 integration system Win 2003 single user server 01 Computer telephone integration 01 software with 10 user license Anti virus software for 10 user 01 license Bilingual software (Hindi/English) 01 Advance GIS capability software 01 EPABX System with automatic call distribution i. EPABX 01 ii. Digital telephone instruments 12 iii. Head sets 12 Digital Map for the City (1:10000) 01 Vehicle sub systems i GPS receivers 100 ii Mobile data terminals 100 iii GPS wireless modems with 100 SIM Card Voice Logger with hardware & 01 software
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Equipment Name

Qty. per Make/ End of End of Bundled Add on Certificati Compliance of the city Code sale support accessori accessories on included wherever Specs. date date es alongwith required Enclose Specs. equipmen Sheet t

6 7 8 9 10

Laser printers Work stations Layer two switch Router 10 KVA UPS on line with ½ hr. back up for Call Centre with electrical wiring from the floor to the furniture of the computers. 11 CTI application development. Application customized for Automatic Call distribution, population of Screens from the Data base , hooking on to Database, add, edit, delete features, transfer of Voice data calls between Stations, on screen telephony features, various reports and statistics for 10 users
12 SMS modem for fall back

10 10 01 01 01

01

02

arrangement incase GPRS coverage is not available in vehicle locations 13 2 Mbps lease line connectivity 14 LAN NETWORK for connecting servers, 10 nodes and Voice Logger System. a. CAT 6 Cable with installation in conduits ( as required) b. I/O outlet (15) c. 3‟Patch card (15) d. 7‟Patch card (15) e. e. Patch Panel 24P – 2 nos. f. 21U Rack with cable managers, Power distribution for servers glass door and lock to house passive components and servers g. With Key board tray h. UPS cabling ( 300 meter distance- 3 core with MCB and modular switches in work station) OPTIONAL /ANY OTHER ITEMS

01 01

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Equipment Name

Qty. per Make/ End of End of Bundled Add on Certificati Compliance of the city Code sale support accessori accessories on included wherever Specs. date date es alongwith required Enclose Specs. equipmen Sheet t

A ISDN PRI MODEM

1 Pair

SERVICES Installation & Commissioning of all the hardware including software integration as appropriate Training
Warranty Availability of Spares AMC after the expiry of period of facility management AMC For 6 Year (with spares) AMC For 7 Year(with spares) AMC For 8 Year (with spares) ANY OTHER ITEMS NEEDED FOR THE PROJECT
th th th

LOT

Signatures of authorized signatory Name:

Seal of the company

Date:

HARTRON/Proj/Modernization/08-09

RFP for police control room modernization - Haryana Police Page 103 of 109

(To be enclosed with technical bid)

Proforma-10 Technical Deviations
Technical Deviations for Supply, installation and commissioning of Modernization of Police Control Rooms at Panchkula, Panipat, Sonipat and Faridabad

Dear Sir, ______________________________________________________________ Sr. No. Clause No. Page No. Statement of deviations and variations

______________________________________________________________

______________________________________________________________

Date

Signature Name

Place

Seal

HARTRON/Proj/Modernization/08-09

RFP for police control room modernization - Haryana Police Page 104 of 109

(To be enclosed with commercial bid)

Proforma-11 Financial Deviations
Financial Deviations for carrying out various activities related to Supply, installation and commissioning of Modernization of Police Control Rooms at Panchkula, Panipat, Sonipat and Faridabad Dear Sir, ______________________________________________________________ Sr. No. Clause No. Page No. Statement of deviations and variations

______________________________________________________________

______________________________________________________________

Date

Signature Name

Place

Seal

HARTRON/Proj/Modernization/08-09

RFP for police control room modernization - Haryana Police Page 105 of 109

(To be enclosed with commercial bid)

Proforma-12 Breakup Cost
Sr. No. 1 Equipment Name AVL, Application & Database, Computer telephone integration system Server for automatic vehicle location system AVL server software with 10 user license Win 2003 server with 10 user license Anti virus software with 10 user license B Server for application and database Win 2003 server with 10 user license SQL 2000 DB server for 10 user license Anti virus software with 10 user license C Server computer telephone integration system Win 2003 single user server Computer telephone integration software with 10 user license Anti virus software for 10 user license D E 2 Bilingual software (Hindi/English) Advance GIS capability software EPABX System with automatic call distribution i. EPABX ii. Digital telephone instruments Qty. per city Make/ Code Unit Excise Duty Customs Price Sales Tax/VAT Packaging and Local Transportation Levies Insurance Warranty cost Total cost

A

01 01 01 01 01 01 01 01 01 01 01 01 01 01

01 12

HARTRON/Proj/Modernization/08-09

RFP for police control room modernization - Haryana Police Page 106 of 109

iii. Head sets 3 4 Digital Map for the City (1:10000) Vehicle sub systems i GPS receivers ii Mobile data terminals iii GPS wireless modems with SIM Card 5 6 7 8 9 10 Voice Logger with hardware & software Laser printers Work stations Layer two switch Router 10 KVA UPS on line with ½ hr. back up for Call Centre with electrical wiring from the floor to the furniture of the computers. CTI application development. Application customized for Automatic Call distribution, population of Screens from the Data base , hooking on to Database, add, edit, delete features, transfer of Voice data calls between Stations, on screen telephony features, various reports and statistics for 10 users 12 SMS modem for fall back arrangement incase GPRS coverage is not available in vehicle locations 2 Mbps lease line connectivity

12 01 100 100 100 01 10 10 01 01 01

11

01

02

13

01

HARTRON/Proj/Modernization/08-09

RFP for police control room modernization - Haryana Police Page 107 of 109

14

LAN NETWORK for connecting servers, 10 nodes and Voice Logger System. a. CAT 6 Cable with installation in conduits ( as required) b. I/O outlet (15) c. 3‟Patch card (15) d. 7‟Patch card (15) e. e. Patch Panel 24P – 2 nos. f. 21U Rack with cable managers, Power distribution for servers glass door and lock to house passive components and servers g. With Key board tray h. UPS cabling ( 300 meter distance3 core with MCB and modular switches in work station) Total A OPTIONAL/any other items ISDN PRI MODEM

01

15

1 Pair

TOTAL-B 16 SERVICES Installation & Commissioning of all the hardware including software integration as appropriate Training Warranty TOTAL-C G.TOTAL (A+B+C)

HARTRON/Proj/Modernization/08-09

RFP for police control room modernization - Haryana Police Page 108 of 109

AMC 6 year after five year warranty 7 year after five year warranty Total D
th th

Unit cost

Service Total tax

Signatures of authorized signatory/Date Seal of the company Name Address

HARTRON/Proj/Modernization/08-09

RFP for police control room modernization - Haryana Police Page 109 of 109

Proforma-13 Declaration by the Bidder
(To be enclosed with pre qualification Bid) NAME OF THE BIDDER: M/s___________________________________ The bidder is requested to sign and affix their seal on each page of this document and submit this duly signed original RFP document with prequalification bid in respective cover without fail. The bidder is also requested to give the following declaration as per the format. We M/s ____________________________________ have gone through the terms and conditions and will abide by them as laid down vide pages from 1 to ____ (RFP containing Pre-qualification, Technical, Commercial Bid and all relevant Annexures and formats enclosed) We M/s ____________________________________ hereby confirm that our firm has not been blacklisted by any State Government / Central Government. We M/s ____________________________________ further confirm that our firm has no legal case pending in any of the courts for winding up the company. We M/s ____________________________________ hereby declare that the particulars furnished by us in this offer are true to the best of our knowledge and we further understand and accept that, if at any stage the information furnished is found to be incorrect or false, we are liable for disqualification from this tender and also is liable for any penal action that may arise due to the above.

Date: Place: Seal of Bidder:

Signature : Name : Designation :

HARTRON/Proj/Modernization/08-09


				
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