under pds, govt. of madhya pradesh

RFP for appointment of System Integrator for Fair Price Shop Automation

under PDS, Govt. of Madhya Pradesh

79150edc2b38b4a7c88e90ac1466118104d35cc4d03d3e54ee2dda4c01ddcd8a Page 1 of 59

Department of Food, Civil Supplies and Consumer Protection

Government of Madhya Pradesh

Request for Proposal

for

Appointment of System Integrator for

Fair Price Shop Automation under PDS

(Supply, Install and Maintain PoS devices along-with

System Integration with Government Portals)

RFP Document No :

Director

Directorate of Food, Civil Supplies and Consumer Protection

D-Wing, 1st Floor, Vindhyachal Bhavan,

Bhopal – 462 002, Madhya Pradesh

Phone : 0755-2551479; E-Mail : [email protected]




Table of Contents

S.No. Description Page No

1.0 Executive Summary 7

2.0 Objectives of the RFP 8

3.0 Instructions to Bidders 9

3.1 Availability of RFP Document 9

3.2 Preparation and Submission of Proposal 9

3.3 Bid Data Sheet 11

3.4 Contract Period 12

3.5 Communication 12

3.6 Contract Agreement 12

4.0 Qualification, Criteria and Bid Evaluation 13

4.1 Evaluation Methodology 13

4.2 Pre-Qualification Criteria 14

4.3 Financial Bid Evaluation 15

4.4 Selection of the Bidder 15

4.5 Award of Contract 16

4.6 Confidentiality 16

5.0 Scope of Work 17

5.1 Supply, Installation and Maintenance of Devices 17

5.2 Implementation Schedule 20

5.3 Support 21

6.0 Payment Schedules and Penalties 22

6.1 Payments 22

6.2 Penalties 22

6.3 Summary of all Penalties 23

7.0 Terms and Conditions Governing the Contract 24

7.1 Signing of Contract 24

7.2 Performance Bank Guarantee (PBG)/ Security Deposit 24

7.3 Validity period/Duration of the engagement 24

7.4 Taxes and Duties 24




S.No. Description Page No

7.5 Reallocation of FPS 24

7.6 Completeness of Contract 24

7.7 Termination of Successful Bidder 25

7.8 Liquidated Damages 26

7.9 Limitation of Liability 26

7.10 Amendment 26

7.11 Corrupt / Fraudulent Practices 26

7.12 Resolution of Disputes 26

7.13 Legal Jurisdiction 27

7.14 Indemnity 27

7.15 Publicity 27

7.16 Performance Obligations 27

7.17 Force Majeure 27

7.18 Right to terminate the process 28

8.0 List of Tables 29

8.1 PoS Boot up and Login 29

8.2 Information on entitlement details-PoS with No active data connection 30

8.3 Transaction logging-PoS with No active data connection 30

8.4 PoS Reports and MIS 31

9.0 Annexures 34

9.1 Annexure I: Technical Specification of devices 34

9.2 Annexure II: Eligibility Criteria Formats 37

9.3 Annexure III: Financial Proposal Formats 50

9.4 Annexure IV: Format of PBG 52

9.5 Annexure V: Invoice Format 55

9.6 List of Project related Documents 56

10.0 Draft Contract Agreement Format 57

End of Document 59




LIST OF ABBREVIATIONS USED IN THIS DOCUMENT

Abbreviation Full Form of Abbreviation

AAY Antyodaya Anna Yojana

AePOS Aadhaar enabled Point of Sale (device)

AES Advanced Encryption Standard

AMC Annual Maintenance Contract

ANP Annapurna

AOA Article of Association

API Application Programming Interface

APL Above Poverty Line

ASA Adaptive Security Appliances

ATS Annual Technical Service

AUA Authentication User Agency

BC Business Correspondent

BCP Business Continuity Plan

BFD Best Finger Detection

BOO Build – Own– Operate

BPL Below Poverty Line

CBT Classroom Based Training

CE Common European

CERT-In Indian Computer Emergency Response Team

CIDR Classless Inter-Domain Routing

CSC Common Service Centre

CSV Comma Separated Values

DB Database

Deptt. Department

DES Data Encryption Standard

DFCSCP Directorate of Food, Civil Supplies and Consumer Protection

DR Disaster Recovery

DRP Disaster Recovery Plan

E2E End to End

EMC Electromagnetic Compatibility

EMD Earnest Money Deposit

EMI Electromagnetic Interference

EMV Europay, Mastercard and Visa

ePoS Electronic Point of Sale

F&CS Food and Civil Supplies

FDR Fixed Deposit Receipt

FPS Fair Price Shop (s)

FRS Functional Requirement Specification

FY Financial Year

GoMP Government of Madhya Pradesh

Govt. Government

GST Goods and Service Tax





H/W Hardware

HLD High Level Design

ID Identification

IS Information Security

ISO International Organization for Standardization

ISP Internet Service Provider

IT Information Technology

JV Joint Venture

LOI Letter of Intent

LOA Letter of Acceptance

MD5 Message-Digest algorithm 5

MGR Monthly Guaranteed Revenue

MIS Management Information System

MOA Memorandum of Association

MOU Memorandum of Understanding

MTBF Mean Time Between Failures

NIC National Informatics Center

NPR National Population Register

OEM Original Equipment Manufacturer

OTG Operational Testing Group

OTP One Time Pin

PAN Permanent Account Number

PBG Performance Bank Guarantee

PCI Payment Card Industry

PDF Portable Document Format

PDS Public Distribution System

PKI Public Key Infrastructure

PMIS Project Management Information System

PMU Project Management Unit

POC Proof of Concept

PoS Point of Sale (machine / device)

PSU Public Sector Undertaking

QoS Quality of Service

QR Quick Response

RC Ration Card

RCMS Ration Card Management System

RFP Request for Proposal

SAM Secure Access Module

SCMS Supply Chain Management System

SDA Software Defined Access

SDC State Data Centre

SDK Software Development Kit

SI System Integrator

SIM Subscriber Identification Module

SKO Superior Kerosene Oil




SLA Service Level Agreement


SMS Short Messaging Service

SOP Standard Operating Procedures

SRS Software Requirement Specification

STQC Standardization Testing and Quality Certification

SWAN State WideArea Network

TEC Tender Evaluation Committee

TPDS Targeted Public Distribution System

UAT User Acceptance Test

UID Unique Identification

UIDAI Unique Identification Authority of India

UPS Uninterrupted Power Supply




1.0 EXECUTIVE SUMMARY

Directorate of Food, Civil Supplies and Consumer Protection, GoMP (DFCSCP) seeks for an

end-to-end FPS automation solution on a Build-Own-Operate (BOO) mode which should be

much more comprehensive than the current process. By BOO, it is meant that the selected

Bidder shall:

Supply, deploy, install, implement and maintain Aadhaar enabled Point of Sale (AePoS)

device.

Develop, implement and maintain FPS automation.

Integrate FPS automation with Government Portals / Servers

Customize FPS automation and generate reports in formats and frequency as required by

the DFCSCP.

Provide training to FPS shop owners and Department officials on usage of installed

machines / automation and provide all SOP’s and Manuals.

Provide helpdesk support to resolve queries.

As on date, the State has 25,156 FPS spread across 52 Districts accumulated under 10

Divisions and aggregated in 7 Groups for ease of implementation and management as detailed

below:

Group

Number Divisions Districts FPS

Group 1 Bhopal Bhopal, Raisen, Rajgarh, Sehore and Vidisha 2460

Narmadapuram Betul, Harda and Hoshangabad 1343

Group 2

Chambal Bhind, Morena and Sheopur 1212

Gwalior Ashoknagar, Datia, Guna, Gwalior and

Shivpuri 2148

Group 3 Indore Alirajpur, Badwani, Burhanpur, Dhar,

Indore, Jhabua, Khandwa and Khargone 3639

Group 4 Ujjain Agar Malwa, Dewas, Mandsaur, Neemuch,

Ratlam, Shajapur and Ujjain 3099

Group 5 Sagar Chhatarpur, Damoh, Newadi, Panna, Sagar

and Tikamgarh 2970

Group 6 Rewa Rewa, Satna, Sidhi and Singrauli 2563

Shahdol Anuppur, Shahdol and Umaria 1022

Group 7 Jabalpur Balaghat, Chhindwara, Dindori, Jabalpur,

Katni, Mandla, Narsinghpur and Seoni 4700

It is fairly estimated that there might be an increase / decrease in number of FPS across the

districts and the contract between DFCSCP and System Integrator as a result of this RFP will

be deemed to extend and include / exclude them also with same terms and conditions.




2.0 OBJECTIVES OF THE RFP

The primary project objective is continuity to the implementation of TPDS through PoS

device. The project objectives are as given below:

1. Timely and need based commodities allocation.

2. Prevention of diversion of commodities.

3. Induction of transparency and accountability in operations.

4. Reduction of stakeholder’s grievances.

5. Dissemination of the information as per the public requirements.

6. Monitoring and quick decision making through MIS generated by the captured data of PoS

device.

7. Protecting the interest and empowering the end beneficiary.

a. To improve service delivery and create transparency.

b. To weed out the fake/duplicate/false beneficiary.

c. To ensure Government F&CS scheme benefits are delivered only to intended

beneficiaries using biometric authentication.

8. To record real time information related to the FPS transactions and make them readily

available for future planning and analysis.

With rapid technological advancements, DFCSCP expects the Bidder to not limit themselves to

the scope of work / equipment specifications / technology mentioned in this RFP document

but bring better ideas / innovation to existing process so as to exceed the expectations of the

Public Distribution System.




3.0 INSTRUCTIONS TO THE BIDDERS

While every effort has been made to provide comprehensive and accurate background

information, requirements and specifications, Bidders must form their own conclusions about

the solution needed to meet the requirements. Bidders and recipients of this RFP may wish to

consult their own legal advisers in relation to thisRFP.

All information supplied by bidders may be treated as contractually binding on the Bidders on

successful award of the assignment by Directorate of Food, Civil Supplies and Consumer

Protection, Government of Madhya Pradesh on the basis of this RFP.

No commitment of any kind, contractual or otherwise shall exist unless and until a formal

written contract has been executed by or on behalf of Directorate of Food, Civil Supplies and

Consumer Protection, Government of Madhya Pradesh. Any notification of preferred Bidder

status by Directorate of Food, Civil Supplies and Consumer Protection, Government of Madhya

Pradesh shall not give rise to any enforceable rights by the Bidder. The Directorate of Food,

Civil Supplies and Consumer Protection, Government of Madhya Pradesh may cancel this RFP

at any time prior to a formal written contract agreement being executed by or on behalf of

Directorate of Food, Civil Supplies and Consumer Protection, Government of Madhya Pradesh.

This RFP supersedes and replaces any previous public documentation & communications, and

Bidders should place no reliance on such communications.

This section specifies the procedures to be followed by bidders in the preparation and

submission of their bids. Information is also provided on the submission, opening, and

evaluation of bids and on the award of contract. It is important that the bidder carefully reads

and examines the RFP document.

3.1 Availability of RFP Document / Bid Management

Intimation of RFP / tender document will be available on the website of Directorate of

Food, Civil Supplies and Consumer Protection, GoMP(www.food.mp.gov.in) and

downloadable from e-procurement portal http://www.mptenders.gov.in

3.2 Preparation and Submission of Proposal

3.2.1 Completeness of Bids

Bidders are advised to study all instructions, forms, terms, requirements and other

Information in the RFP document carefully. Submission of bid shall be deemed to have been

done after careful study and examination of the RFP document with full understanding of its

implications. The response to this RFP should be full and complete in all respects. Failure to

furnish the information required by the RFP documents or submission of a proposal not

substantially responsive to the RFP documents in every aspect will be at the Bidder's risk and

may result in rejection of its proposal. The RFP document is not transferable to any other

Bidder.

3.2.2 Language

The bid as well as all correspondence and documents relating to the bid exchanged by the

bidder and DFCSCP, shall be in English language only.

3.2.3 Preparation and Submission of Bid

The bidder is responsible for registration on the e-procurement portal at their own cost. The




Bidders are advised to go through the e-procurement guidelines and instructions, as provided

on the e-procurement website, and in case of any difficulty related to e-procurement process,

may contact the helpline number mentioned on their website. The Bidder shall submit the

proposals online as described below-

a. Proposal that are incomplete or not in prescribed format may be rejected.

b. The Eligibility Criteria documents and Financial proposal should be submitted only

through the e- procurement Portal.

c. Eligibility Criteria - Scanned copy in PDF file format, Signed on each page, with file name

clearly mentioning: “Eligibility Criteria Documents for DFCSCP Tender No

_______________________. The proposal should be as per the formats provided in Section 9.2 -

Annexure II: Eligibility Criteria Formats

d. Financial Proposal – Financial proposals would be filled on e-procurement portal.

e. The Financial Bid would cover all that is required to meet and deliver successfully the

scope of work, project implementation plan and service level agreement as mentioned in

this RFP and should be inclusive of all related accessories, Driver Software, Operating

Manuals, SOP’s, Forwarding, Freight, and Installation charges at Sites and Warranty etc.

f. Conditional proposals shall not be accepted on any ground and shall be rejected

straightway. If any clarification is required, the same should be obtained before

submission of the bids.

g. Bidders are advised to upload the proposals well before time to avoid last minute issues.

h. The bid has to be submitted only online through www.mptenders.gov.inwebsite. No

physical submission of bids would be acceptable.

3.2.4 Late Bids

Proposal after due date and time shall not be accepted.

3.2.5 Bid Validity

The RFP offer must be valid for 180 days from the due date of submission of proposal as

mentioned in this RFP or the subsequent corrigendum (if any). However, DFCSCP may extend

this period, if the bidder accepts the same in writing.

3.2.6 Cost and Currency

The offer must be given in Indian Rupees only. The price will remain fixed for the period of

the contract and no changes for any reason what so ever will be allowed. The bidder shall

bear all the costs associated with the preparation and submission of its bid, and DFCSCP will

in no case be responsible or liable for these costs, regardless of conduct or outcome of bidding

process.

3.2.7 Interpretation of the clauses in the Bid Document

In case of any ambiguity in the interpretation of any of the clauses in the RFP, by signing this

RFP document, the Bidder agrees to abide by the interpretation of the clauses by Director,

Directorate of Food, Civil Supplies and Consumer Protection and which shall be final and

binding on the bidder. The decision taken by the DFCSCP in the process of bid evaluation will

be full and final.

3.2.8 Amendment of Bid Document

At any time prior to the deadline for submission of bids, DFCSCP for any reason, whether at its

own initiative or in response to a clarification requested by a prospective Bidder, may modify

/ amend the bid documents. Any such communication shall be posted on website and bidders

are requested to visit the e-procurement website for updates, modification and withdrawal of

Offers.




3.2.9 Deviations

The bidder shall not be allowed to make any deviation whatsoever from the terms and

condition and technical specifications specified in the RFP. All the bidders should submit “No

Deviation Form” as per the format given in Section 9.2.3 of Annexure II.

3.2.10 Earnest Money Deposit (EMD) / Bid Security

a) The Bidder shall furnish a bid security as detailed in Bid Data Sheet

b) No interest shall be payable on EMD under any circumstances.

c) Unsuccessful Bidder’s Bid security shall be discharged or returned within 60 (Sixty) days

of expiration of the period of proposal validity or after awarding tender to successful

Bidder.

d) In case of successful Bidder, the EMD shall be returned upon signing of agreement and

submission of performance bank guarantee. Please refer Section 9.4 - Annexure IV.

e) The EMD shall be forfeited by DFCSCP, on account of one or more the following reasons-

i. If a bidder withdraws its bid during the period of bid validity

ii. If the bidder fails to sign the agreement in accordance with terms and conditions

(Only in case of a successful bidder)

iii. Fails to furnish performance bank guarantee as specified in annexure.

iv. Information given in the proposal is found inaccurate/incomplete.

3.3 Bid Data Sheet

Particular Details

Tender Number

Client Directorate of Food, Civil Supplies and Consumer

Protection, Government of Madhya Pradesh

Address and Concerned Person

for Correspondence

Director,

Directorate of Food, Civil Supplies and Consumer

Protection,

D-Wing, 1st Floor, Vindhyachal Bhavan, Arera Hills,

Bhopal – 462004. Madhya Pradesh

Phone : 0755-2551479

Point of Contact related to this Bid

Document


Protection

Mr H.S.Parmar, Jt Director; +91-755-2551466;

Mr Bhanu Bitra, Consultant - PMU; +91-9713 003522;

Mr Anupam Shrivastava, Consultant – MAP_IT; +91-

7697702177;

Cost of Bid Document

Non refundable fee of Rs 10,000.00 &Processing Feealong-

with taxes to be paid online through the e- procurement

portal.

EMD / Bid Security Amount

Rs. 87.50 (Eighty Seven Lakhs and Fifty Thousand only) to

be paid online through e- procurement portal valid for a

minimum period of 210 days.

EMD Submission Date and Time As per NIT

Bid Submission Date and Time As per NIT

Pre-Bid Queries As per NIT

Date and time for opening of Bid

Documents As per NIT

Performance Bank Guarantee Amount equivalent to 10% of 12 months monthly

rental for the quantity of FPS allotted.




The PBG should be issued by a Scheduled /

Nationalized Bank in India, in favour of Director,


Protection at Bhopal

Method of submission of Proposal Only through e-Procurement portal

Bid Validity

Minimum 180 days from the due date of submission of

proposal as mentioned in this RFP or the subsequent

corrigendum (if any)

Technical Presentation If Required

Note: All further corrigendum/ addendum shall be uploaded on the e-procurement portal

3.4 Contract Period

a. The contract period will be for a period of 5 years from the Agreement date and

extendable up to a maximum of 02 (two) years at existing rates only based on

performance or exigency requirements of DFCSCP. The period of extension shall not be

more than 01 (one) year at a time.

b. In the event of contract extension beyond stipulated 5 years, the successful bidder will

also extend validity of PBG for extension period plus additional six months.

3.5 Communication

Only written communication with / from / between DFCSCP and Bidder prior or post award

of Contract will be valid. All oral / verbal instructions have to be recorded and approval taken

to be considered as a valid instruction.

3.6 Contract Agreement

This RFP, in totality will be constituted as part of the Contract Agreement between DFCSCP

and Successful Bidder.




4.0 QUALIFICATION CRITERIA AND BID EVALUATION

4.1 Evaluation Methodology

4.1.1 Tender Opening

a. Bid Opening shall take place through the e-Procurement Portal. Online Proposals submitted

along with the EMD/ Bid Security and Tender Fee (Payable Online through the portal) shall

be considered for Bid opening as per the timelines mentioned in the Bid Data Sheet.

b. In case of EMD/ Bid Security not received as per the timeline mentioned in Bid Data Sheet,

the bid submitted in e-Procurement Portal would be rejected.

c. A maximum of two representatives from each Participating Organization would be allowed

to attend the Tender Opening. The Bidder’s representatives, who may choose to attend the

session, should attend the Tender opening on the date and time mentioned in the Bid Data

Sheet or as per the Date and Time revised in the subsequent communication given through

the e-procurement portal.

d. During bid opening preliminary scrutiny of the bid documents will be made to determine

whether they are complete, whether required bid security has been furnished and whether

the bids are generally in order. Bids not conforming to such preliminary requirements will

be prima facie rejected.

e. To assist in the scrutiny, evaluation and comparison of offers, the Bidders may be asked for

clarification of their offers on any of the points mentioned therein and the same may be

sent through email. No change in the prices or substance of the bid shall be sought, offered,

or permitted, except to confirm the correction of arithmetic errors discovered in the

evaluation of the bids.

4.1.2 Bid Evaluation

Bids will be evaluated as per the following process:

a) Evaluate and compare the bids that have been determined to be substantially responsive.

b) Review the Eligibility Criteria documents. To assist in the examination, evaluation,

comparison of the bids and qualification of the Bidders, the Bidder maybe asked for a

clarification of its bid.

c) Bidders meeting the minimum eligibility criteria shall be shortlisted for opening of financial

bids.

d) The Financial Bids of only those Bidders who meet the minimum eligibility criteria norms

will be opened in the presence of their representatives (not more than 2), who may choose

to attend the session on the specified date, time and address mentioned in the Bid Data

Sheet or in the e-procurement portal.

4.1.3 Failure to Agree with the Terms and Conditions of the RFP

Failure of the successful bidder to agree with the Terms & Conditions of the RFP shall constitute

sufficient grounds for the annulment of the proposal or the award, in such event DFCSCP would

reject the proposal and forfeit the EMD as specified in the document.




4.2 Pre-Qualification Criteria

4.2.1 Eligibility Criteria

Bidderhas to meet the below given criteria to participate in this Bid:

Sr.

No. Qualification Criteria

Documents/Information to be provided in

the submitted proposal

1

Legal Entity:

Company should be registered under

the Companies Act 1956 / Companies

Act2013 / Partnership Firm and must

have been in operation for a period of

at least 3 (three) years as of March 31,

2021.

Registered with applicable Tax

Authorities

Certificate of Incorporation/MoA – AoA of

the Company

GST Registration certificate

PAN Card

IT return for the previous three financial

years

Other tax certificates (as applicable)

2 Joint Ventures (JV): Joint Ventures are not allowed to participate

in this Bid.

3

Annual Turnover:

Rs. 20 (Twenty) Cr average turnover

criteria of preceding 3 years as on 31-

March, 2021

Extracts from the audited Balance sheet and

Profit & Loss;

OR

Certificate from the statutory auditor

4

Bidder Profile:

Bidder should be either of the following:

a. Device Original Equipment

Manufacturer (OEM)

b. Authorized Distributor / Dealer of the

OEM

Self-certification as OEM in case of OEM,

or in case of Authorized Distributor /

Dealer of the OEM, a certificate from the

OEM to that effect.

OEM’s manufacturing certificate to be

submitted.

4

Blacklisting:

The Bidder shall not have been blacklisted

by Central Govt. / any State Govt. / any

Govt. Organization or Department in India

at the time of Bid submission

Court affidavit by the designated official as

per the format of the responding firm or as

per Annexure of Section 9.2.4

5

Performance:

The Bidder should not have been

terminated by Central Govt. / any State

Govt. / any Govt. Organization or

Department in India for breaching the

terms of contract / non-compliance of

terms of agreement at the time of Bid

submission. If this is later found to be false,

the application fees and any performance

guarantees would beforfeited.

Affidavit of declaration




6

Fees:

The Bidder should have made a payment of

Bid document fee and should have

submitted EMD as per Bid Data Sheet

As per Bid Data Sheet

7

Project Details:

No. of projects in developing/ handling/

installing biometric enabled devices/Smart

Card solutions /PoS device installation.

Number of projects in developing/

handling/installing biometric enabled

devices/PoS device installation in last 3

financial years as on March 31st, 2021.

3 projects (each of contract value

greater than Rs. 8 Crores above) or

2 Projects (each of contract value

greater than Rs.10 Crores above) or

1 Project (contract value above Rs.16

Crores)

8

Number of Devices Supply:

Number of ePoS/ mobile terminals / hand-

held / biometric devices supplied in last 3

financial years in any single project

Bidder shall have at-least one work order

for supply, installation and maintenance of

at-least 3,000 PoS / mobile terminals /

hand-held / biometric devices in last three

years as on March 31st, 2021

9 Device Specifications

Bidder to confirm meeting minimum device

specifications as listed in section 9.1 and

9.2.3

10 Local content in supplied devices

Bidder to refer Order No. P-45021/2/2017-

PP (BE-II) dt 04-Jun, 2020 and submit self-

declaration in format provided in section

9.2.11 for supplier classification as detailed

below for devices proposed to be supplied.

Class I Local Supplier (Local content

equal to or more than 50%

Class II Local Supplier (Local content

more than 20% but less than 50%

Non Local Supplier (Local content less

than 20%

Please refer Annexure 9.2.12 for

procurement order.

Please Note:

DFCSCP reserves right to visit (or conduct telephonic verification) bidder’s customers

where such a similar project execution has taken place.

4.3 Financial Bid Evaluation

The financial bids of technically qualified bidders will be opened. Financial bids, not

substantially responsive or incomplete in any manner, are liable to be disqualified. The bidder

with lowest financial bid will be declared as Lowest Bidder (L1).

4.4 Selection of the Bidder

DFCSCP intends to allot this bid in Groups of Districts. The entire project has been divided in 7

groups (refer Section 1) and allocation of groups are detailed below. In order to promote

competitive bidding, the selection process is detailed below:




a. The technically qualified bidder with L1 rate shall be the successful bidder.

b. In an event wherein two or more Bidders have Bid at the same price, computer assisted

lottery system shall be utilised to determine the lowest bidder.

c. In the event the successful bidder (L1) withdraws or is not ready for engagement for any

reason after opening financial bids, their EMD will be forfeited and not allowed to

participate in any future tenders of the Department whether as a stand-alone entity or as a

consortium / JV partner.

d. DFCSCP reserves the right to annul the tender process at this stage or invite the bidder with

next lowest rate to match L1 price and engagement with same conditions as detailed above.

e. The L1 bidder shall be allotted 4 groups.

f. DFCSCP shall then invite balance bidders to revise their financial bid to match that of L1 for

allocation of balance 3 groups. A list of bidders agreeing to match L1 price shall be made

with original ranking of L2/L3...L(last). From this list, the 2 lowest bidders meeting all

terms and conditions of the RFP shall be allotted 2 groups and balance 1 group respectively.

g. The groups allotment would be as follows:

i. The lowest bidder L1 shall be allotted following 4 groups –Group 1, Group 2, Group

3 and Group 4

ii. The second lowest bidder agreeing to match the bid quoted by L1 shall be allotted

2 groups – Group 5 and Group 6

iii. The third lowest bidder agreeing to match the bid quoted by L1 shall be allotted

Group 7.

h. The clauses mentioned in section 3.2.10 shall be applicable on all bidders selected by the

methodology mentioned in this section.

i. In the event no bidder L3 onwards agree to match the rate quoted by L1 Bidder, Group 7

shall be allotted to successful L2 Bidder

j. In the event no bidder L2 onwards agree to match the rate quoted by L1 Bidder, those

groups shall be allotted to successful L1 Bidder.

4.5 Award ofcontract

4.5.1 Right to Accept Any Proposal and To Reject Any or AllProposal(s)

a. DFCSCP reserves the right to accept or reject any proposal, and to annul the tendering

process / public procurement process and reject all proposals at any time prior to award of

contract, without thereby incurring any liability to the affected bidder or bidders or any

obligation to inform the affected bidder or bidders of the grounds for DFCSCP action.

b. DFCSCP may also reduce or increase the quantity of any item in the Scope of Work defined

in the RFP. Accordingly, total contract value may be changed on the basis of the rates

defined in the financial proposal.

4.6 Confidentiality

a. Any attempt by a Bidder to influence DFCSCP in the evaluation of the bids or Contract

award decisions may result in the rejection of its bid.

b. If any Bidder wishes to contact DFCSCP during/after opening of the Bid to award of

contract. they may do so in writing.




5.0 SCOPE OF WORK

5.1 Supply, Installation and Maintenance of Devices (Build-Own-Operate Model) along-with

required integration with NIC / DFCSCP authorised servers.

Bidder will read the technical specifications of devices constituted as part of PoS device as

detailed in Section 9.1 – Annexure I in conjunction with the scope of work for successful bidder

as detailed below:

1. The bidder shall procure and deploy PoS devices that shall be CE/EMI/EMC/IP-54

compliant and STQC certified biometric features in compliance with UIDAI guidelines.

Bidder shall submit an affidavit to the effect that all devices and the device components are

brand new, unused and year of manufacture not earlier to 2020.

2. The bidder shall demonstrate all the features of proposed PoS device through a proof of

concept (POC) implementation at bidder’s own cost within 2 weeks of issue of LOI. POC

shall be addressed to Director, Directorate of Food, Civil Supplies and Consumer Protection,

GoMP, and ensure compliance as per requirements. If more than one type/make/model of

machine is to be deployed in field then demonstration of all types/makes/models of

machine will need to be provided.

3. The device shall have provision for switching to low power mode when battery level falls to

less than 20% and enable only those features that shall assist in continuation of PDS

function.

4. The bidder shall demonstrate the compliance of PoS devices, as per the RFP and also

register the biometric device with UIDAI. Cost of the same is deemed to be included in the

bid. The bidder will be responsible for upgradation of software and devices registered with

UIDAI from time to time as per UIDAI guidelines.

5. The bidder shall develop application in the PoS device that will store and retrieve relevant

transaction details in PoS device only till the time the information is transferred to the

central server or as per NIC specifications. Storage of data is applicable for offline shops

only but pull and push is controlled from server application. Client application needs to be

compatible with server application and should be able to take enhancement with little

modifications.

6. The bidder shall use PKI based encryption to store and retrieve all relevant transaction

details in the PoS device. No specific PKI based encryption is desired however the security

must be provided as per the best practices.

7. The bidder shall give training to all FPS owners / PoS operators in the use of devices as well

as in troubleshooting of simple/basic errors as per mutually agreed schedule, training

mode and locations approved by DFCSCP. All that is required for the training shall be

organized and provided by the Bidder. The venue of the training will be provided by the

Directorate of Food, Civil Supplies and Consumer Protection, GoMP. Beyond the minimum

requirement, the Bidder will have to assess the number of trainings depending on the Fair

Price Shops in each district.

8. The bidder shall also provide a demonstration / training video and SOP’s that the FPS




operators can view as per their convenience.

9. The bidder shall incorporate Back-up and Restore facility in the PoS devices as necessary,

till last committed transaction in case of power failure or in case of offline mode only at

time of hardware repair/replacement.

10. The bidder shall deploy sufficient resources to plan and manage the installation of PoS

devices at all FPSin the area of operations. The bidder shall ensure that the PoS devices are

delivered and installed in a safe and secure manner.

11. The central Helpdesk (Tier – 1) will be operated by an agency selected by DFCSCP.

Complaints from the field will be registered at this central helpdesk. Bidder will need to

nominate a nodal officer who will be communicated all complaints by this agency along

with an email that will be sent. The date and time of the email will be recorded and 48

hours will commence from the date and time of the email sent. This nodal officer will be

responsible for ensuring the complaint has been attended to and resolved as per the

satisfaction of the complainant within set time-frame.

12. The data from all PoS devices deployed at all FPS will be transferred to the central server

and any other server as directed by DFCSCP on real-time basis for all online transactions.

For all transactions done on offline mode, data will be synced as soon as the PoS device gets

internet connectivity.

13. The state currently has 25,156 FPS distributed fairly in 7 groups. This number is likely to

change over course of time and the contract will extend to include the same.

14. Server Side Application is already developed by NIC. Bidder shall integrate the PoS devices

with NIC server as per requirements of DFCSCP and if required, on a server directed by

DFCSCP. The bidder shall share all API’s with DFCSCP as and when required at no extra

cost. The Bidder shall also provide all documentation, SOP’s and API’s including operating

and trouble-shooting manual of the PoS device.

15. The device side application should have STQC security safe certification and OS hardening

certification.

16. To achieve operational efficiency, meet the vision and objectives set for PDS

implementation, the Successful Bidder shall be required to deploy manpower as specified in

Section 9.2.6. Before deployment of manpower, the Successful Bidder will take approval of

DFCSCP. The State level nodal officer shall play a vital role in successful implementation of

PDS scheme. As such, the Successful Bidder will follow the given below process for selection

of the right candidate:

a. Shortlist minimum 5 candidates for this position for interview with DFCSCP

b. DFCSCP will interview and further shortlist 3 best-fit candidates

c. The Successful Bidder will have right to appoint any of the 3 best-fit candidates.

17. The bidder may be required to plan and take up PoS device deployment in a phased manner

across FPS and geographical areas if and as may be decided at a later date by DFCSCP.

18. The bidder shall make available additional PoS devices at each district level of the state to

address any device break-downs. A stock of additional 3% devices of the total devices will

be available at each district.




19. The Bidder will be responsible for supply, installation, commissioning and maintenance of

PoS devices along-with Electronic Weighing Machine as per the minimum specifications

detailed in section 9.1 of the RFP. Bidder will get the quality of devices and conformity to

specifications of devices as mentioned in the RFP certified by a third party agency deputed

by DFCSCP.

20. The Bidder shall depute its technically qualified representative for

commissioning/installing the delivered quantity of PoS Devices. The designated officer

from DFCSCP will inspect the PoS Devices deployed and commissioned and fill up the post-

delivery inspection report. Rejected equipment shall be handed over to the authorized

representative of the Bidder. The numbers of such defective equipment shall be specified in

the post-delivery inspection report.

21. The Bidder is also required to provide support in reference to faulty PoS device. They

would be required to replace/ fix/provide resolution as per the Service levels mentioned in

this document. The entire cost of replacement including transportation from the

Manufacturing Plant or Port of Landing to the location shall be borne by the concerned

Bidder.

22. The Bidder should ensure that all device components offered are as per the approved

specification. No item with short supply or with different technical specifications shall be

accepted in any circumstances. The devices being supplied by the Bidder should be tested

and certified prior to delivery of the device to the Department.

23. The Bidder shall provide such packing as is required to prevent damage or deterioration of

the devices during transit to their final destination. The packing shall be sufficient to

withstand, without limitations, rough handling during transit and exposure to extreme

temperatures and precipitation during transit and open storage.

24. The Bidder needs to ensure that every device shall be provided with a carry case to protect

the device from regular wear and tear.

25. The Bidder has to ensure that the PoS devices, application software functionalities and any

other components, equipment, peripherals involved in implementation solution meet the

current STQC/UIDAI guidelines and any changes in future shall be addressed via formal

change request.

26. Bidder shall provide necessary software and technical document including drivers,

installable, manuals, to enable DFCSCP in using devices and also integrating these devices in

their existing/new business applications.

27. The Bidder shall provide Software Development Kit (SDK) support for all popular software

languages including Android/Java, .Net, C/C++ etc. The SDK should be compatible with all

versions of Windows, Linux and Android Operating System

28. The Bidder shall be responsible to provide training to the DFCSCP officials. The training

would include basics of the devices, key functionalities and features, usage guidelines,

safety measures, etc. The training locations shall be decided by the DFCSCP and shall be

informed to the Bidder at the time of signing of contract.

29. Bidder to ensure that the PoS device being supplied by them and system integration shall

include the following:

a. Ability to let the FPS to act as a Business Correspondent (BC) as per RBI guidelines and




enable them to provide all services as required as a BC.

b. Integration with any and all devices for all services as required by DFCSCP. c. Integration with all payment platforms and API based services.

d. Provision of independent payment wallet.

e. Provision to stop/cease ration distribution automatically if printer paper is not loaded onto the machine or ration distribution details are not getting printed through the device after a period of 24 hours.

30. Within 15 days of issue of LOI /notification of allotment of the contract, the Bidder shall

provide a detailed and acceptable project implementation schedule that shall conform to

Implementation Schedule mentioned in Section 5.2 and other requirements of DFCSCP.

31. Quality and Effectiveness of the training sessions (CBT based) conducted by selected bidder

for staff members & stakeholders are to be verified by third party to be engaged by the

DFCSCP. The third party will conduct a survey, collect feedbacks from the participants and

submit a report on quality and effectiveness of the training provided by the selected bidder.

32. It is the responsibility of the service provider to make the application software audited by

CERT-In empanelled agency authorized for providing security and controls certificates.

Solution provider has to produce the certificate within 1 month from the date of UAT sign

off and this must be before going live. Costs for security audit and all certifications are to be

borne by the Solution provider.

33. Buffer Stock :In order to ensure that there is no disruption in services due to

malfunctioning of devices, the Successful Bidder would maintain a stock of additional 3%

devices with all accessories (rounded off to next higher whole number) at all times in each

District office of DFCSCP. Any deficiency in the 3% spare would be filled within 1 week, i.e.

the amount of spare kept at district headquarters cannot be less than 3% for more than a

week.

5.2 Implementation Schedule

Following are the timelines for the completion of various phases (for each Group as specified in

Section 1):

S. No. Activity Completion Schedule (in weeks)

1 Signing of contract agreement T + 0

2

Deployment, Installation of PoS devices

(along with customized application) and

start of provision of services

T + 6

3 Training of manpower completed T + 4

4 Establishment of State level and support

staff at district level T + 3

5 Setting up of district level nodal officers T + 6

6 Completion of Final Acceptance Test T + 6

7 Go-live 7th week onwards

8

Shifting from one mode to another at the

direction of DFCSCP officials. For example

shifting from offline to online mode.

Within 4 weeks from the date of

such direction or as mutually

agreed by DFCSCP and Bidder.




The Go-Live definition for a group will be: Commencement of the transactions on 95% of the

PoS devices in each and every district within that group. The definition of a completed

transaction will be completed communication with the central server for that

transaction. Further, the Go-Live for every group will be 1st of every month irrespective of the

completion date of installation of PoS devices. Similarly, shifting from one mode to another will

also be considered to be started from 1st of every month irrespective of the completion date for

all the technical requirements required to shift from one mode to another.

Please note:

1. Bidder will need to strictly adhere to the implementation schedule and obtain final

acceptance as per the implementation schedule. In case there is delay from bidder in

obtaining the final acceptance as per the implementation schedule, 1% of the total monthly

fee for the particular group will be levied as penalty (for every week of delay) on the

Bidder. In case of a continuous delay of 6 weeks the agreement is liable to be terminated at

the discretion of the DFCSCP.

5.3 Support

1. The Bidder shall cooperate with the third-party external auditors for conducting

certifications and audits and shall also assist in strengthening of processes by attending to

audit points. DFCSCP will appoint the third party auditor and will bear the cost for the

same.

2. DFCSCP will operate a centralized helpdesk (Tier – 1) with a telephone number for

technical/ operational support. Please note that a single number will be functional in the

State. The centralized helpdesk will forward the calls to the nodal officers appointed by the

Bidder responsible for one district. The nodal officers appointed by Bidder will register the

complaints about hardware and software issues and will also maintain a log of issues, time

and date of receipt of call, cause / nature of problem (network, hardware etc.), date & time

of resolution provided etc. The working hours for the district level nodal officers should be

from 8:00am to 8:00 pm on all days except Sundays & Govt. Holidays. Bidder will need to

bear all expenses of the nodal officers.

3. The Bidder needs to ensure to provide support for the device. In case any of the device

models becomes obsolete, the Bidder shall offer new item/model with the same make and

same or higher specification at no additional cost. The proposed device should comply with

the STQC/UIDAI Guidelines and shall be offered to DFCSCP for evaluation and acceptance.

The Bidder shall provide technical document and manpower support to enable DFCSCP in

evaluation process.

4. Bidder shall keep buffer stock of PoS devices at District level for business continuity in case

of any breakdown of the devices as detailed in Section 5.1, Clause 33. The repair /

replacement (as the case may be) would be the responsibility of the concerned Bidder. Also,

it would be the responsibility of Bidder to collect the faulty devices from the FPS.

5. Bidder is free to set up call centre anywhere in India beyond the scope of work to provide

remote/ telephonic support.

Contd..




6.0 PAYMENT SCHEDULES AND PENALTIES

On signing of the contract as Build-Own-Operate model, the Bidder, within the time defined in

the Service Level agreement, shall deliver the devices on the locations mentioned by the

Department. The Bidder shall be responsible for obtaining all the clearances/road permits/ etc.

to ensure delivery of the devices. After delivery of the device, the Bidder shall be required to

install, commission and train the Department officials.

6.1 Payments

1. The Bidder shall be paid fixed monthly fee per Fair Price Shop, as per agreement signed

between DFCSCP and the Bidder.

2. The Bidder shall submit their monthly invoice per Fair Price Shop serviced during the

month only after attaining 90% of unique transactions (based upon total number of ration

cards associated with the FPS) on that FPS during the month.

3. In the event of not attaining 90% of unique transactions, the Bidder shall submit proof of

minimum 20 days of PoS device availability on the FPS during the month as confirmed via

log files available on the central server and submit monthly invoice.

4. In case both the above conditions are not met, MGR for that particular FPS for that

particular month will not be paid and penalty will be levied as described under Section 6.2

below. Deductions if any due to SLAs deviations shall be determined and adjusted during

the monthly pay outs.

5. The Monthly Payment shall be made as per the monthly invoice format given in Section 9.5

- Annexure V.

6. First invoice will be generated after 1 month of Go-live date of the particular group as per

implementation schedule. The Bidder will be paid on monthly basis on satisfactory

performance as per the condition of the RFP. DFCSCP will be responsible for calculating the

monthly fee for that month as well as any deductions arising out of penalties being levied

on the Bidder as well as any incentives to be paid as mentioned in the implementation

schedule above.

7. All invoices shall enclose SLA adherence reports and any other reports sought by DFCSCP.

Template of monthly invoice shall be provided by DFCSCP.

8. Penalties shall be levied in the event the FPS owner has not been able to transact 90% of

unique transaction or the PoS are unavailable for minimum 20 days for reasons attributable

to Bidder.

9. Invoice shall be raised on Director, Directorate of Food, Civil Supplies and Consumer

Protection, GoMP.

10. All payments made will be made after deduction of TDS (Tax Deducted at Source) and any

other applicable taxes as per Central / State Government rules.

6.2 Penalties

The Bidder shall be paid MGR (Monthly Guaranteed revenue) as per the services (i.e. availability

and percentage of card holders) provided to the tendered. Following decision tree will be in

force to check if there are penalties to be levied on the bidder for a given month:

S.No. Description Service Level Penalty

1 Monthly online

Availability of the PoS

device as per the report

generated from the

Equal to or more than 90% of unique

transactions but less than 20 days. No Penalty

2 Less than 90% of unique transactions but

minimum 20 days of functioning full time No Penalty




server. in a month

3

Less than 90% of unique transactions

and less than 20 days of PoS functioning,

but no complaint lodged by FPS dealer

No Penalty

4

Less than 90% of unique transactions

and less than 20 days of PoS functioning;

complaint lodged by FPS dealer and not

redressed within 48 hours by System

Integrator

No payment to Bidder

for that month.

Please Note:

a) The penalty amount shall be recovered from the payment for that month being made to the

Bidder.

b) An investigation will be conducted by the department into the reason as to why the

machine was not available for at least 20 days in that month.

c) It will be investigated whether that machine was non-functional due to mishandling/

mismanagement or due to any other reason. The investigation will be completed within 7

working days of filing of complaint and based upon the results of the investigation further

action will be initiated by the department.

d) In case machine malfunctions due to any reason, bidder will need to repair/replace the

machine within 48 hours of the receiving the complaint from FPS dealer

e) In case 2 days are elapsed after the complaint made by the FPS dealer and no

repair/replacing of the machine is done on the shop by bidder, bidder will not receive

payment for that shop for that month.

f) The bidder timeline of 48 hours will start after the complaint is forwarded to nodal officer

of bidder from the DFCSCP appointed central helpdesk via email

6.3 Summary of all Penalties

All the penalties referred in this RFP document are summarized below:

S.No. Section Description Penalty Clause

1 5.1 Buffer Stock

If the amount of spare kept at District Headquarters is

less than 3% for more than a week in a month, then

the Penalty Amount to be deducted from the monthly

payment shall be calculated as Rate quoted by the

System Integrator multiplied by deficiency of the

devices multiplied by number of days of deficiency

above 7 days.

2 5.2 Implementation

Schedule

In case there is delay from bidder in obtaining the

final acceptance as per the implementation schedule,

1% of the total monthly fee for the particular group

will be levied as penalty (for every week of delay)

upto a maximum of 4 weeks, after which the contract

is liable to be terminated.

3 6.2 Monthly Payment

Penalties

No Payment per device for less than 90% of unique

transactions and less than 20 days of PoS

functioning; complaint lodged by FPS dealer and not

redressed within 48 hours




7.0 TERMS AND CONDITIONS GOVERNING THE CONTRACT

7.1 Signing of Contract

a. The successful Bidder shall execute an agreement within 15 days from award of contract

from DFCSCP. In exceptional circumstances, on request of the successful bidder in writing

for extension, DFCSCP reserves the right to grant an extension for appropriate period after

getting satisfied with the reasons given.

b. In addition to terms and conditions being mentioned here under, all terms and conditions

of the RFP and corrigenda issued will also be applicable for the contract.

c. There shall be agreement between DFCSCP and Successful bidder. On failure of execution of

the agreement by the successful bidder, the PBG furnished will be forfeited.

7.2 Performance Bank Guarantee (PBG)/ Security Deposit

a. The Bidder shall be required to submit PBG as specified in Bid Data Sheet within 7 days of

issue of LOI / LOA.

b. The Bidder shall have to submit the PBG as per the format given on Section 9.4 - Annexure

IV.

c. The PBG shall be denominated in the currency of the contract and will be for an amount as

mentioned in Bid Data Sheet. All charges with respect to the PBG shall be borne by the

bidder. The PBG shall be remaining valid six months beyond the life of the contract.

d. The PBG will be discharged / returned by DFCSCP upon being satisfied that there has been

due performance of the obligations of the bidder under the contract. However, no interest

shall be payable on the performance bank guarantee.

e. In the event of the bidder being unable to service the contract for whatever reason, DFCSCP

would invoke the PBG. DFCSCP shall notify the bidder in writing of the exercise of its right

to receive such compensation within 14 days, indicating the contractual obligation(s) for

which the bidder is in default.

7.3 Validity period/Duration of the engagement

a. The engagement shall remain in force as defined in Clause 3.4.

b. Upon expiry, this Agreement may be extended and/or renewed and/or taken over by

DFCSCP on behalf of GoMP subject to the terms of this Agreement.

7.4 Taxes and Duties

Rates should be exclusive of GST and inclusive of all other taxes, costs and expenses.

7.5 Reallocation of FPS

At any stage of project implementation, DFCSCP reserves the right to reallocate FPS among

other Bidder’s, should DFCSCP feels that particular bidder is not meeting performance criteria /

performing below expectation. In such event, the successful Bidder agrees to not contest the

decision of DFCSCP on reallocation of FPS among other Bidders in any court of law, appellate

tribunals or any other competent authority.

7.6 Completeness of Contract

The contract will be deemed as incomplete if any component of the hardware, software, hand-

holding, training, etc., or any documentation relating thereto is not delivered, or is delivered but

not installed and /or not operational or not acceptable to DFCSCP after acceptance testing

/examination. In such an event, the supply and installation of hardware, application software,

and other software will be termed as incomplete. The hardware & application software will be

accepted by concerned officer of the department after successful commissioning and




satisfactory functioning of equipment.

7.7 Termination of Successful Bidder

a. If the successful bidder fails to carry out the award / work order in terms of this document

within the stipulated period or any extension thereof, as may be allowed by DFCSCP,

without any valid reasons acceptable to DFCSCP, DFCSCP may terminate the contract after

giving 1 months’ notice, and the decision of DFCSCP on the matter shall be final and binding

on the bidder and the bidder agrees to not challenge the decision of DFCSCP in any court of

law or appellate tribunals or any other competent authority. Upon termination of the

contract, DFCSCP shall be at liberty to get the work done at the risk and expense of the

bidder through any other agency, and to recover from the bidder compensation or

damages.

b. Subject to the provisions mentioned here-under the Agreement with the Successful Bidder

shall terminate at the expiry of the agreement term.

c. Either party may terminate the Agreement if the other party breaches the terms of the

Agreement and fails to rectify it within 30 days of receiving notice of breach.

d. Either party with the consent of the other party can terminate the Agreement by giving 30

days written notice.

e. DFCSCP reserves the right to terminate the contract in case Bidder is or gets blacklisted by

the Government of Madhya Pradesh, or any other Department / Ministry of Government of

India during the course of Project or if the Successful Bidder is convicted in a legal/tax

evasion case or on account of any other legal misconduct of the Bidder.

f. The DFCSCP may serve written notice on Successful Bidder at any time to terminate the

Agreement with immediate effect in the event of a reasonable apprehension of bankruptcy

of the Bidder.

g. In the event that DFCSCP terminates the Agreement due to the breach by the Successful

Bidder as per the conditions of this agreement, the DFCSCP shall be entitled to invoke the

Performance Bank Guarantee.

h. DFCSCP may, at any time, terminate the engagement by giving 30 days written notice to the

Successful Bidder without any compensation(if the Successful Bidder becomes bankrupt or

otherwise insolvent), provided that such termination will not prejudice or affect any right

of action or remedy which has accrued or will accrue thereafter to DFCSCP.

i. The engagement of the Successful Bidder shall be suspended, and the Bidder may be

blacklisted forthwith by the DFCSCP under following circumstances/reasons:

i. Violation of any condition of the tender/ contract or part of any condition of the tender

contract of engagement, or

ii. Deviation found in quality and quantity of the product supplied, or

iii. On finding software supplied with hardware is pirated, or

iv. If it is found that during the process of award of contract, fraudulence was made by the

Successful Bidder or the Successful Bidder if found to resort to the fraudulent practice

in getting supply order like offering incentive in terms of free product or money.

j. As stopping the supply of faulty/substandard product and taking appropriate action in this

regard is of an urgent and emergent nature required to protect the interest of the

Government, the engagement of the concerned can be suspended. However, before taking

the final decision on the matter, all concerned will be given reasonable opportunities to

explain their stand. After enquiry, if the Successful Bidder is found guilty, the engagement of

the concerned Successful Bidder for the product in question can be cancelled and other

appropriate legal action shall also be initiated against all concerned. In case of any dispute,

the decision of the Director, Directorate of Food, Civil Supplies and Consumer Protection,

GoMPshall be final and binding.




7.8 Liquidated Damages

In the event of delay or any gross negligence in implementation of the project, for causes solely

attributable to the Successful Bidder, in meeting the deliverables, DFCSCP shall be entitled at its

option to recover from the Successful Bidder as agreed, liquidated damages, a sum of 0.5% of

the value of the deliverable which suffered delay or gross negligence for each completed week

or part thereof, subject to a limit of 10% of the total contract value. This right to claim any

Liquidated Damages shall be without prejudice to other rights and remedies available to

DFCSCP under the contract and law.

7.9 Limitation of Liability

The maximum aggregate liability of Successful Bidder shall not exceed the total contract value

for the entire contract period of five (5) years.

7.10 Amendment

No provision of Contract shall be changed or modified in any way (including this provision)

either in whole or in part except by an instrument in writing made after the date of the Contract

and signed on behalf of all the parties and which expressly states to amend the present

Contract.

7.11 Corrupt / Fraudulent Practices

a. DFCSCP requires that the Bidders under this tender should observe the highest standards

of ethics during the procurement and execution of such contracts. In pursuance of this

policy, DFCSCP defines the terms set forth as follows:

b. “Corrupt Practice” means the offering, giving, receiving or soliciting of anything of value to

influence the action of the public official in the award of the contract, procurement process

or in contract execution;

c. In the event of corrupt practice and fraudulence in addition to penal action as per the terms

and conditions of the contract, legal action shall also be initiated against the concerned.

d. “Fraudulent practice” means a misrepresentation of facts in order to influence award of

contract or a procurement process or a execution of a contract to the detriment of DFCSCP,

and includes collusive practice among Bidders (prior to or after bid submission) designed

to establish bid prices at artificial non-competitive levels and to deprive DFCSCP of the

benefits of the free and open competition;

e. DFCSCP will suspend the award of contract if prima-facie it is established that the bidder

had engaged in corrupt or fraudulent practices in competing for the contract in question.

f. DFCSCP will declare a Bidder ineligible after giving opportunity of being heard, either

indefinitely or for a stated period of time, to be awarded a contract if at any time it is found

that the Bidder has engaged in corrupt and fraudulent practices in competing for, or in

executing, this contract.

7.12 Resolution of Disputes

a. DFCSCP and the successful bidders shall make every effort to resolve amicably by direct

informal negotiation, any disagreement or dispute, arising between them under or in

connection with the contract.

b. Any dispute or difference whatsoever arising between the parties to this Contract out of or

relating to the meaning, scope, operation or effect of this Contract or the validity of the

breach thereof, which cannot be resolved, shall be referred to Principal Secretary, GoMP,

Department of Food, Civil Supplies and Consumer Protection, who shall be the sole

Arbitrator and whose decision on the subject matter shall be final and binding upon the




parties. The Arbitration proceedings will be held at Bhopal, Madhya Pradesh, India and the

Successful Bidder unconditionally shall abide by this clause.

c. The System Integrator shall have to continue execution of the project with due diligence

notwithstanding pendency of a dispute before any authority or forum

7.13 Legal Jurisdiction

The contract that will be entered into the State of Madhya Pradesh and its validity, execution,

interpretation and legal effect shall be subjected to the exclusive jurisdiction of the courts in

Bhopal. No other jurisdiction shall be applicable

7.14 Indemnity

The successful bidders/Bidder shall indemnify, protect and save DFCSCP (including all its

employees and associated departments) against all claims, losses, costs, damages, expenses,

action suits and other proceeding, resulting from infringement of any patent, trademarks,

copyrights etc. or such other statutory infringements in respect of all components (like system

software, software tools, hardware etc.) and the services rendered under this tender.

7.15 Publicity

Any publicity by the bidder in which the name of DFCSCP is to be used should be done only with

the explicit written permission of DFCSCP.

7.16 Performance Obligations

While providing services as per Scope of Work, the successful bidder shall ensure that there is

no infringement of any patent or design rights or violate any intellectual property or other right

of any person or entity and shall comply with all applicable Laws, Statute, regulations and

Governmental requirements and he/she shall be solely and fully responsible for consequence /

any actions due to any such infringement.

7.17 Force Majeure

Force Majeure would include natural and unavoidable catastrophe that interrupts the expected

course of events.

a. For purposes of this clause, “Force Majeure” means an event beyond the control of both the

parties (Govt. &Bidder) and not involving the both the parties and not involving the fault of

both the parties or negligence and not foreseeable. Such events may include, but are not

restricted to, instances of, wars or revolutions, fires, floods, epidemics, quarantine

restrictions and freight embargoes which would have an impact on both the parties.

b. If a Force Majeure situation arises, the any of the parties shall promptly notify the other in

writing of such conditions and the cause thereof. Unless otherwise directed by, the bidder

shall seek all reasonable alternative means for performance not prevented by the Force

Majeure event.

c. The DFCSCP may also discuss the issue with the Bidder and revise the existing timelines for

the Project. If the Bidder does not complete the Project Implementation in accordance with

the revised timelines, the DFCSCP will have the option to invoke the Performance

Guarantee and/or terminate this Agreement.

d. If an event of Force Majeure continues for a period of sixty (60) days or more, the parties

may, by mutual agreement, terminate the Contract without either party incurring any

further liabilities towards the other with respect to the Contract, other than to effect

payment for services already delivered or performed.

e. The Force Majeure circumstances and events shall include the following events to the

extent that such events or their consequences (it being understood that if a causing event is




within the reasonable control of the affected party, the direct consequences shall also be

deemed to be within such party's reasonable control) satisfy the appropriate definition as

per this agreement. Without limitation to the generality of the foregoing, Force Majeure

Event shall include the following classes of events and circumstances and their effects:

i. Natural events (“Natural Events”) to the extent they satisfy the foregoing

requirements including:

Any material effect on the natural elements, including lightning, fire,

earthquake, cyclone, flood, storm, tornado, or typhoon;

Explosion or chemical contamination (other than resulting from an act of

war);

Pandemic / Epidemic such as plague;

Any event or circumstance of a nature analogous to any of the foregoing

ii. Other Events (Political Events) to the extent that they satisfy the foregoing

requirements including:

Act of war (whether declared or undeclared), invasion, armed conflict or

act of foreign enemy, blockade, embargo, revolution, riot, insurrection,

civil commotion, act of terrorism or sabotage;

An act of Government

Strikes, work to rules, go-slows which are either widespread, nation-wide,

or state-wide and are of political nature;

Any event or circumstance of a nature analogous to any of the foregoing

7.18 Right to terminate the process

a. DFCSCP, reserves the right to accept or reject any tender offer, and to annul the tendering

process and reject all tenders at any time prior to award of contract, without thereby

incurring any liability to the affected bidder(s) or any obligation to inform the affected

bidder(s) of the grounds for such action.

b. DFCSCP makes no commitments, explicit or implicit, that this process will result in a

business transaction with anyone. Further, this RFP does not constitute an offer by DFCSCP.




8.0 LIST OF TABLES

8.1 PoS Boot up andLogin

Module Activity

PoS Boot up

1. Perform health check of the PoS

2. Establish connectivity and perform diagnostics of the connectivity

e.g. signalstrength, battery, bandwidth, other QoS parameters,

connectivity status with external servers

3. Check memory status, if below threshold (80%) raise an alarm

4. Send PoS Id (configured id or Mac address) with geolocation to

central server with status-active, low battery, offline, etc.

5. Send Health Check status to MIS with time-stamp

6. Sync with RCMS and download all details of Ration Cards attached to

that particular FPS

Home Screen

Once the bootup is complete, the homescreen should show three icons.

1. Login

2. Reports

3. PoS Settings

Login

The login screen should display the below 4 fields:

1. Biometric Authentication (Aadhaar)

2. Username and Password

3. Select level of login(dropdown)-FPSowner-with 2-3Names, Official,

Social Audit

4. Select Scheme- PDS (with Feasibility to add more schemes)

5. The biometric authentication should be enabled only if online

connectivity is available. Otherwise this option should be displayed

but should be disabled. On the other hand in case connectivity is

available, then the username and password option should be

disabled.

6. Once biometric authentication fails for 2 times in online mode, then

the username and password option should been abled.

FPS owner Home

screen-FPS owner

login

Display the following options:

1. Billing/Sale of Commodity

2. Transaction Cancellation

3. Aadhaar/Mobile Number seeding

4. Stock Management

5. Reports

6. Add Proxy/Nominee

7. Best Finger Detection

8. User Management

9. System Settings




8.2 Information on entitlement details-PoS with No active data connection

Activity Functionality

Retrieve

entitlement

details –Offline

Mode

1. PoS to automatically switch over to Offline mode when connectivity is not

available.

2. The billing/sale process remains the same except for the following

differences:

3. Rather than retrieving details from the online server, the PoS shall get

details from the internal memory

4. Special flag to be marked to these transactions in both MIS/Dashboard and

PoS reports

5. Retrieve entitlement details from information stored locally in the PoS, by

matching RC number of beneficiary against the local FPS Automation

database stored in the PoS memory. The database on the PoS only contains

details of beneficiaries mapped to that particular FPS.

6. The entitlement details should be displayed within 5seconds

7. The transactions and authentication details shall be buffered and sent to

the respective servers as soon as connectivity is resumed.

8. For beneficiaries with Aadhaar number, buffered authentication process is

initiated. Biometrics are captured and stored for authentication as per the

guidelines of UIDAI, once the connectivity is available Buffered

authentication API is triggered and results for authentication are stored

9. Transaction details along with the authentication status is updated

toMIS/Dashboard

8.3 Transaction logging-PoS with No active data connection

Activity Functionality

Transaction

Logging- Offline

Mode

1. Record transaction details in PoS internal memory

2. Encrypt and transfer details to the FPS Automation database server in

batches when data connectivity returns Transmission of details should

happen at the rate of one transaction per 5seconds

Manual

Transaction

Upload

1. There would be locations where data connectivity would not be consistent

or not available completely, for these FPS transaction data shall be

manually exported and shared with the bidder. e-PoS and FPS automation

central Application should be capable of performing below functionalities

2. Record transaction in PoS internal memory – Stock management,

Beneficiary management, Distribution, etc.

3. Manually export the transaction as Database files for all transactions

maintained on PoS

4. Manual upload of database files to FPS automation database, maintaining

the unique transactions

5. Update all relevant interfaces and MIS/Dashboard




8.4 PoS Reports and MIS

Process Data collected

FPS transaction

(MIS and PoS Report)

1. Ration card number

2. Beneficiary name

3. Date and time

4. Beneficiary authentication details

5. Overall Authentication status (yes or no)

6. Aadhaar authentication status (failed or successful)

7. Offline (Yes or No)

8. Buffered Aadhaar authentication (yes or no)

9. Offline Aadhaar authentication status (Failed or

successful)

10. Number of failed attempts

11. OTP based transaction (yes orno)

12. Commodity-wise quantity

13. Price of each commodity

14. FPS number at which transaction was done

15. Original FPS to which beneficiary is mapped

16. Proxy/Nominee transaction (Yes or No)

17. Portability (Yes or No)


19. Global Unique Transaction ID

20. Mobile number Used for OTP

21. Transaction ID

22. Aadhaar Authentication code received from UIDAI

Best finger detection (MIS and PoS

Report) No. of best finger detection processed at each site (FPS etc.)

Stock receiving transaction

(MIS and PoS Report)

1. E-acceptance number

2. Delivery number

3. FPS identification

4. Commodity-wise quantity received

5. Date and time

6. Allocation Month

7. Remarks

8. Commodity-wise Allocated quantity

9. Commodity-wise Lifted/Dispatched quantity

Mobile number updates (MIS)


2. Beneficiary name

3. FPS Name

4. Date and time

5. OTP authentication status (failed or successful)

6. Food official approval status (done or not done)

7. Mobile number old and new




Aadhaar number updates (MIS)


2. Beneficiary name

3. FPS Name

4. Date and time

5. Online Aadhaar authentication or buffered Authentication

6. Authentication status (failed or successful)

7. Food official authentication status (done or not done)

8. Aadhaar number old and new

9. Aadhaar Authentication code received from UIDAI

PoS Online/Offline (MIS and PoS

Report)

1. FPS number

2. Start date and time

3. End date and time

4. Current Status

5. Offline duration

6. Online duration

7. Last Transaction Time

Contingency Reports Beneficiary

Without Ration Card with Aadhaar

seeding

1. Ration Card number

2. FPS Number

3. Name of Beneficiary

4. Authentication Status

5. TransactionID

Available Stock (MIS and PoS)

1. Opening balance

2. Incoming Stock

3. Offtake

4. Closing balance

Allocation Report (MIS and PoS) Monthly allocations for each FPS

Device Status (MIS Report)

1. Current status of device(Offline/Online)

2. Last transaction on Device

3. Last Online duration




Cancel Transaction post

authentication

(MIS andPoS)


2. Beneficiary name

3. Date and time

4. Beneficiary authentication details

5. Overall Authentication (yes or no)

6. Aadhaar authentication status (failed or successful)

7. Offline Aadhaar authentication (yes or no)

8. Number of failed attempts

9. OTP based transaction (yes or no)

10. Commodity-wise quantity

11. Price of each commodity

12. FPS number at which transaction was done

13. Original FPS to which beneficiary is mapped

14. Proxy/Nominee transaction (Yes orNo)

15. Portability (Yes or No)


17. Global Unique Transaction ID

Ration card history (MIS Report)

1. Allocation/offtake/remaining entitlement details of

ongoing month

2. Record of all transactions for Rationcard

Used/Unused Ration cards on FPS

(MIS Report)

Summary of total cards attached to FPS, total unused card,

total used card for current distribution month

Distribution summary

Commodity/Distributed quantity (State wide / Vidhan-Sabha

Constituency / Division / District / Municipality / Block /

FPS)

Nominee/Proxy Transaction

Summary

Transactions done by Nominee member, with alldetails

oftransaction

Nominee/Proxy Update

1. Nominee/Proxy Name

2. Ration card Number

3. FPS Name

4. Updated Aadhaar Number

5. Updated Mobile Number

6. Date of Birth

7. Date and Time of Update

8. Authentication Type –Online/Buffered

9. Authentication Status

Stock Notifications for each FPS

1. Notifications/Alarms should be generated if the available

stock on FPS is reduced below configured value.

2. Notifications/Alarms should be based on the percentage

value of available stock for each commodity with respect

to allocated stock to the FPS




9.0 ANNEXURES

9.1 Annexure I: Technical Specification of devices

Point of Sale (PoS) Devices

S.N. Description Specifications

1 Processor

Arm Cortex A8 / x86 equivalent 1.5Ghz or higher Processor

(Processor should be capable enough of performing finger-print

authentication with AUA/ASA/UIDAI servers)

2 Operating System

Either of latest versions of Linux / Android / Windows. Device

operating system should support HTML5 based web browser,

CSS 3, Java Scripts

3 Memory 1GB or Higher RAM and 4GB Flash or higher memory

4 Expansion slot Micro SD Slot to support SD card with minimum 32 GB high

speed SD card.

5 Communication Should support GSM Network with GPRS, 3G, 4G, Wi-Fi, Ethernet

and also support GPS enablement

6 Interface 3 nos USB 2.0 or higher (full speed) and 1 no. OTG port.

7 Display

3.5 inches or higher colour TFT Display supporting QVGA

(1024x600) or better resolution and 64K or higher colours.

Display of 3.5 inches should be exclusive of key-pad

overlay.Bidder to provide external key-pad if in-built key-pad is

not able to provide 3.5 inches clear display.

8 Key Pad

Optional Hard QWERTY keypad (Minimum 16 alpha numeric

keypad with navigation keys, keys size to be large enough for

navigation)

9 Battery

Swappable & Dry/Rechargeable 4400mAH or higher, Li-ion or Li

Polymer battery capable of providing minimum 8-12 hours of

operation while all function of device active.

10 Power Adaptor Power Adaptor with surge protection and operating range 100to

240V, 50Hz. AC input.

11 SIM& SAM slot More than one GSM SIM and SAM slots for network connectivity

and software up-gradation in device respectively.

12 Printer Integrated 2” or higher Thermal Printer with support forEnglish

and Hindi language printing.

13 Audio Good quality Speaker with 1W or higher output for

announcements.

14

Finger Print, Iris,

Bar Code and QR

code scanner

a. Finger Print, Iris, Bar code and QR code scanner shall be STQC

certified.

b. Finger Print scanner shall be integrated with the device and

Iris scanner shall be externally attached.

c. For Mobile / Tablet terminals, camera bar code reader should

be capable of reading 1D line barcode and QR codes with

minimum 5MP auto-focus camera

15 Status Indications Status indicator provides ease of use, Indicators for connectivity

(presence/absence), signal strength, battery status etc.




16 Other Accessories

Durable Carry Case, with Multilingual (English, Hindi & one

regional language) user manual. The POS device, single finger

print scanner and Printer should be integrated in rugged casing.

The casing should be made of inflexible, solid material and can be

of polycarbonate/thick plastic / acrylic / other tough material.

17 SDK Appropriate SDK need to be provided along with the devices

18 Warranty Support Comprehensive Warranty support for the Contract duration and

any extensions thereon.

19 TerminalManageme

nt

Device should be remotely manageable in secured mode

forsoftware / patches updates through available communication

mode

20

a. Environment &

Durability,

b. Humidity,

c. Safety,

d. Environment,

Health and Safety

e. CE/EMI/EMC

Compliance

In addition to compliance to STQC guidelines applicable at the

time of Contract Agreement, following mandatory compliance

requirements are as under:

For PoS Terminals:

a. Dry heat test- Operating (50 ±2˚C for 2 hrs)

b. Cold test – Operating (0 ±3˚C for 2 hrs)

c. Dry heat test (55 ±2˚C for 2 hrs)

d. Damp heat Cyclic (40˚C for (12+12 hrs)),

e. No. of cycles : 2 Cold Test (-10 ±3˚C for 2 hrs)

f. Drop/Free Fall Test, in unpacked, switched off and normal

handling conditions (Height : 100mm, Total no. of falls : 2)

g. Vibration Test should be in packed condition, switched off

conditions (10- 150Hz, 0.15mm/2g, 10 sweep cycles/axes)

h. Bump test should be in packed condition, switched off

condition.(1000Bumps, 40g, in vertical position)

For Mobile / Tablet Terminals:

a. Dry heat test- Operating (50 ±2˚C for 2 hrs) -Storage-55 ±2˚C for

16hrs.in accordance with IS:9000/part3/section-5/1977.

b. Cold test – Operating (0 ±3˚C for 2 hrs) Storage-minus10degC For

4 hrs. at a temp. of 0 degree C in accordance with IS:9000/part-

2/section-4/1977.

c. Damp heat Cyclic --0perating-40˚C,95%RH for (12+12 hrs)), No.

of cycles : 2 in accordance with IS:9000/part-5/section-1/1981.

During last half an hour of each environmental conditioning as

above and after recovery period of two hours the product be

checked for 1:1 authentication

d. Drop/Free Fall Test, in unpacked, switched off and normal

handling conditions (Height : 100mm, Total no. of falls : 2)

e. Vibration Test should be in packed condition, switched off

conditions (10-150Hz, 0.15mm/2g, 10 sweep, cycles/axes)

f. Bump test should be in packed condition, switched off

condition.(1000Bumps, 40g, in vertical position)

21 Device

a. Each device should be IP-54, PCI and EMV compliant and have

a unique identity number.

b. Mobile / Tablet terminals should be RoHS (Restriction of

Hazardous substance) CE or UL certified.




22 Electronic Weighing

Device Integration

Device should be capable of integrating with Electronic Weighing

Device by means of USB connectivity

23 Add-OnAntenna

Maybe provisioned for the PoS devices which will be used in

remote locations, hilly areas or lower signal areas for better

signal reception and seamless transactions. If the built-in

antenna is able to communicate properly with server then no

additional antenna will be required.

24 Electronic Weighing

Device

a. Capable to weigh upto 60 kgs, with stainless steel platform of

minimum size 50 cm x 50 cm and electronic display that can

be connected externally with e-POS device.

b. Battery back-up of 8-12 hours

c. Device should be able to send a unique log to PoS machine /

server in the event of an attempt to tamper with it. The

device should have suitable features to prevent tampering.

d. Sealing provision as per model approval of GoI or State Govt

instructions

e. Scale design should be micro controller or processor based

and customer display should be supplied with bright LED or

VFD.

f. Scale should be rugged to use in noisy and dusty

environment.

g. Auto Calibration should be linked with jumper on the inside

PCB

h. Device should be supplied along-with requisite cable lengths

for connecting to PoS device and power source.




9.2 Annexure II: Eligibility Criteria Formats

9.2.1 Covering letter

To

Director,

Directorate of Food, Civil Supplies and Consumer Protection,


Arera Hills, Bhopal – 462004. Madhya Pradesh

Sub: Submission of Technical Proposal

Ref: RFP for Selection of System Integrator for Supply, Installation and Maintenance of PoS

Devices(Tender No: __________ Dated: __/__/____)

Dear Sir,

Having examined the RFP, the receipt of which is hereby duly acknowledged, we, the

undersigned, offer to supply brand new devices and thereafter install and maintain the same, as

required and outlined in the RFP.

We attach hereto our responses to Technical requirements.

We confirm that the information contained in these responses or any part thereof, including the

exhibits, and other documents and instruments delivered or to be delivered to DFCSCP is true,

accurate, verifiable and complete. This response includes all information necessary to ensure

that the statements therein do not in whole or in part mislead the department in its short-listing

process.

We fully understand and agree to comply that on verification, if any of the information provided

here is found to be misleading the selection process, we are liable to be dismissed from the

selection process or termination of the contract during the project, if selected to do so.

We agree for unconditional acceptance of all the terms and conditions set out in the RFP

document and also agree to abide by this tender response for a period of 180 days from the due

date of submission of proposal.

We hereby declare that in case we are chosen as a Bidder, we shall submit the PBG in the form

prescribed in the RFP.

We agree that you are not bound to accept any tender response you may receive. We also agree

that you reserve the right in absolute sense to reject all or any of the products/ services

specified in the tender response.

Following are the particulars of our organization:

S.No, Description Details (to be filled by the

bidder)

1 Name of the Company




2 Official Address with Phone No., Fax No., E-Mail id

3 Corporate Headquarters Address with Phone No., Fax

No., E-Mail id

4 Website Address

5 Details of Company’s Registration (Please enclose

copy of the company registration document)

6 Name of Registration Authority

7 Registration Number and Year of Registration

8 Quality Certificates (ISO 9001:2008) and its validity

9 GST registration No.

10 Service Tax Registration No.

11 Permanent Account Number (PAN)

12 STQC certification no.

Contact Details of officials for future correspondence regarding the bid process:

Details Authorised Signatory Secondary Contact

Name

Title

Company Address

Phone Number

Mobile Number

E-Mail id

Fax Number

It is hereby confirmed that I/We are entitled to act on behalf of our company and empowered to sign

this document as well as such other documents, which may be required in this connection.

Yours Faithfully

[Authorized signatory]

[Designation]

[Place]

[Date and Time]

[Seal &sign]

[Business Address]




9.2.2 Checklist for Proposal Submission.

(The technical proposal should comprise of the following basic requirements. The documents

mentioned in this compliance sheet along with this form, needs to be a part of the technical

proposal)

S.No. Documents to be submitted Submitted

(Yes/No)

Documentary

Proof (Page

No.)

1 Covering letter for Technical proposal, refer section 9.2.1

2 Statement of No Deviation, refer section 9.2.3

3 Declaration from bidder for not being blacklisted by any

Government Entity, refer section 9.2.4

4 Manufacturers Authorization letter , refer section 12.2.5

5 Details of Technical Manpower available with bidder as per

section 9.2.6 Certified by Auditor / Company Secretary/HR

6 Certificate of Incorporation / Registration Certificate /MOA

and AOA.

7 Copy of Audited Balance Sheet for last 3 Financial

Years(2017-18, 2018-19, 2019-20)

8

Order copy / installation /client certificate highlighting that

Bidder is in the business of supplying, installing and

maintaining of PoS devices / Handheld / Biometric devices in

India for last three years as on date of submission of bid.

9

Copy of work order and successful delivery certificate of

devices from client of PoS devices/ Handheld / Biometric

devices supplied in last three financial Years and Submission

of experience refer section 9.2.8

10 Technical Specification Compliance sheet, refer section 9.2.10

11 Copy of appropriate registrations such as GST, PAN, etc

12 Copy of certificate issued by STQC for suppliers andBio-

metric Devices (Authentication) latest version

13 Power of Attorney/ board resolution for the Authorized

personal signing the Bid




9.2.3 Statement of No Deviation from the RFP Requirements

(Letter on the bidder’s Letterhead)

To

Director,




Sub: Undertaking of No deviation from RFP terms and conditions



Dear Sir,

I would like to state that in the proposal submitted by us, there are no deviations from the RFP

Terms & Conditions and Technical Specification of PoS devices proposed for this engagement.

Thanking you,

Yours Faithfully

[Authorized Signatory]

[Designation]

[Place]

[Date and Time]

[Seal &sign]

[Business Address]




9.2.4 Self-declaration for not being blacklisted by any Government Entity

(Letter on the bidder’s Letterhead)

To

Director,




Sub: Declaration for not being blacklisted by any Government Entity



Dear Sir,

In response to the above mentioned RFP I/We, _______________, as ________

<Designation>______ of M/s_____________, hereby declare that our Company / Firm __________is

having unblemished past record and is not declared blacklisted or had our contract terminated

or ineligible to participate for bidding by any State/Central Govt., Semi-government or PSU due

to unsatisfactory performance, breach of general or specific instructions, corrupt / fraudulent

or any other unethical business practices..

Yours Faithfully


[Designation]

[Place]

[Date and Time]

[Seal &sign]

[Business Address]




9.2.5 Manufacturer Authorization letter

(Letter on the OEM Letterhead)

To

Director,




Sub: Authorization of <<company name >> to provide services based on our product(s)

Ref: RFP for selection of System Integrator for Supply, Installation and Maintenance of PoS


Dear Sir,

This is to certify that I/We am/are the Original Equipment Manufacturer in respect of the products

listed below. I/We confirm that

<Name of Bidder> have due authorization from us to provide product(s) listed below and related

services of warranty, licensing and maintenance on the products, to DFCSCP, GoMP, as per your

RFP for selection of System Integrator for Supply, Installation and Maintenance of PoS Devices.

We endorse the terms and condition specified in the RFP, contracting and licensing terms

provided by <Bidder> to DFCSCP, GoMP.

We endorse the warranty support for the products for the entire contract period commencing

from the date of acceptance sign-off. The warranty shall cover all the components and sub-

components of the supplied PoS Devices including battery, screen, patches and upgrades (free of

cost) of the device driver.

We also certify that the below mentioned product being supplied by the <Bidder> meets the

minimum specifications given in the RFP.

S.No. Product Name Remarks

1 <Fill Model number and Product name>

Thanking you,

Yours Faithfully

[Authorized signatory]

[Designation]

[Place]

[Date and Time]

[Seal &sign]

[Business Address]




9.2.6 Details of Technical Manpower available with bidder

(Letter on the Bidder’s letterhead)

To

Director,




Sub: Details of Technical Manpower with<<bidder’s name>> for support regarding supply,installation

and maintenance of PoS devices



Dear Sir,

We hereby declare we shall deploy staff as detailed below:

Manpower Quantity Suggested Minimum Qualifications

State Level

Nodal Officer 01 nos

1. Engineering Graduate (Electronics & Telecommunications,

Electrical, Mechanical, Computer Science, Information

Technology; or similar) with more than 15 years of experience

2. Project Management certification (PMP / Prince 2 /

equivalent) with more than 8 years of program / project

management experience;

OR,

MBA from premier institutes specializing in either of

Operations Management, Business Analytics, Banking &

Financial Services; IT & MIS Management with more than 8

years work experience.

District Nodal

Officers 53 nos

1. Engineering Graduate with more than 3 years work

experience or ITI with more than 8 years experience in the

domain of IT/ITES services with education qualification in

Electronics & Telecommunications, Electrical, Mechanical,

Computer Science, Information Technology or equivalent


[Designation]

[Place]

[Date and Time]

[Seal &sign]

[Business Address]




9.2.7 Relevant project experience

S.No. Relevant Project Experience Details

Page Number reference from

Technical Proposal

A General Information

1 Project Name

2 Client Details (Name, Address and Contact Details)

B Project Details

1 Project Description

2 Scope of Services

3 Technologies Used

4 Project Outcome

5 Any value addition to the Project

C Other Details

1 Total Project Cost

2 Project Duration (As Contracted and Actual Completion details)

3 Letter from Client to indicate successful completion of the Project

4 Copy of Work Order




9.2.8 Experience of supplying PoS /Handheld / Biometric devices for Government/ PSU/

Private Sector projects in India– Number of Devices Supply

General Information Details

Name of the project

Client for which the project was executed

Name and contact details of the client

Project Information Details

Description of the project

Scope of services

Make and Model of PoS/Handheld/Biometric

device supplied

Quantity Supplied

Value of the order (in INR)

Start Date

Completion Date

Duration of the project

Other Relevant Information

Supporting Documents enclosed (√):

Letter from the client to indicate the successful

completion of the projects Work Contract signed

between bidder and client)

Others (if any)




9.2.9 Compliance sheet for Technical Specification

Point of Sale (PoS) Devices


Devices (Tender No: __________ Dated: __/__/____)

Compliance to the Technical Specification

PoS device Specification

S.N. Description Specifications Compliant / Non

Compliant

1

Please refer section 9.1 for technical specifications and mark compliant / non-compliant for

each item.




9.2.10 Format for Queries

To

Director,




Sub: Submission of Queries



Dear Sir,

We have gone through the bid document and have following queries:-

S. No.

Clause No in RFP

Page Number

Query

Request your kind response of the same.

Yours Faithfully

(Authorized Signatory)

Designation

(Place)

(Date and Time)

(Seal and Sign)

(Business Address)




9.2.11 Local Manufacturing Content

To

Director,




Sub: Local Manufacturing Content in PoS devices that shall be supplied.



Dear Sir,

We have gone through the Public procurement Order No. P-45021/2/2017-PP (BE-II) dt 04-Jun,

2020 and hereby certify that we come in the category of:

Yours Faithfully


Designation

(Place)

(Date and Time)

(Seal and Sign)

(Business Address)




9.2.12 Public Procurement Order dt 04thJun, 2020 issued by GOI

Bidder are requested to download the Order No P-45021/2/2017-PP (BE-II) dated 04thJune,

2020 issued by Department for Promotion of Industry and Internal Trade (Public Procurement

Section), Ministry of Commerce and Industry, Govt of India for more information on

procurement policy and definitions of local supplier. For convenience and reference, a snapshot

of only 1st page is enclosed.




9.3 Annexure III: Financial Proposal Formats

9.3.1 Covering Letter for Financial Proposal

To

Director,




Sub: Submission of Financial Proposal


Devices(Tender No: __________ Dated: __/__/____).

Dear Sir,

Having examined the RFP, the receipt of which is hereby duly acknowledged, we, the

undersigned, offer to provide the professional services for scope of work as required and

outlined in the RFP for supply, installation and maintenance of PoS Devices along-with software

application with system integration.

We confirm that the information contained in these responses or any part thereof, including the

exhibits, and other documents and instruments delivered or to be delivered to DFCSCP is true,

accurate, verifiable and complete. This response includes all information necessary to ensure

that the statements therein do not in whole or in part mislead the department in its short-listing

process.

We fully understand and agree to comply that on verification, if any of the information provided

here is found to be misleading the selection process, we are liable to be dismissed from the

selection process or termination of the contract during the project, if selected to do so.

We agree for unconditional acceptance of all the terms and conditions set out in the RFP

document and also agree to abide by this tender response for a period of 180 days from the date

fixed for bid opening.

We agree that you are not bound to accept any tender response you may receive. We also agree

that you reserve the right in absolute sense to reject all or any of the products/ services

specified in the tender response.

It is hereby confirmed that I/We are entitled to act on behalf of our company/ corporation/

firm/organization and empowered to sign this document as well as such other documents,

which may berequired in this connection.

Thanking you,

Yours faithfully


Designation

(Place)

(Date and Time)

(Seal and sign)

(Business Address)




9.3.2 Financial Proposal

(to be submitted online only on e-procurement portal)

RFP for Selection of System Integrator for Supply, Installation and Maintenance of PoS Devices

(Tender No: __________ Dated: __/__/____)

Financial Proposal shall be submitted as per online format.




9.4 Annexure IV: Format of PBG

9.4.1 Format of Performance Bank Guarantee (PBG)

[Date]

To

Director,




Sub: Performance bank Guarantee for Selection of System Integrator for Supply,

Installation andMaintenance of PoS Devices

Ref: RFP for Selection of System Integrator for Supply, Installation and Maintenance of

PoS Devices(Tender No: __________ Dated: __/__/____)

Dear Sir,

WHEREAS

M/s. (name of successful bidder), a company registered under the Companies Act, 1956

/ 2013, having its registered office at (address of the successful bidder), (hereinafter

referred to as “our constituent”, which expression, unless excluded or repugnant to the

context or meaning thereof, includes its successors and assignees), agreed to enter into a

contract dated …….. (Herein after, referred to as “Contract”) with you (Directorate of

Food, Civil Supplies and Consumer Protection, GoMP (DFCSCP)) for Selection of System

Integrator for supply, installation and maintenance of PoS devices along-with system

integration with Government Portals and all others mentioned in scope of work.

We are aware of the fact that as per the terms of the contract, M/s. (name of successful

bidder) is required to furnish an unconditional and irrevocable bank guarantee of

amount 10% of (Fixed fee quoted by the successful bidder applicable per month

per FPS * Number of Fair Price Shops in the Group * 3 (months))in favour of DFCSCP

for an amount <<....>> and guarantee the due performance by our constituent as per the

contract and do hereby agree and undertake to pay the amount due and payable under

this bank guarantee, as security against breach/ default of the said contract by our

constituent.

In consideration of the fact that our constituent is our valued customer and the fact that

he has entered into the said contract with you, we, (name and address of the bank), have

agreed to issue this Performance Bank Guarantee. Therefore, we (name and address of

the bank) hereby unconditionally and irrevocably guarantee you as under:

In the event of our constituent committing any breach/default of the said contract, and

which has not been rectified by him, we hereby agree to pay you forthwith on demand

such sum/s not exceeding the sum of amount <<....>>), without any demur.

Notwithstanding anything to the contrary, as contained in the said contract, we agree




that your decision as to whether our constituent has made any such default(s) /

breach(es), as aforesaid and the amount or amounts to which you are entitled by

reasons thereof, subject to the terms and conditions of the said contract, will be binding

on us and we shall not be entitled to ask you to establish your claim or claims under this

Performance Bank Guarantee, but will pay the same forthwith on your demand without

any protest or demur.

We further agree that the termination of the said agreement, for reasons solely

attributable to our constituent, virtually empowers you to demand for the payment of

the above said amount under this guarantee and we would honour the same without

demur.

We hereby expressly waive all our rights to pursue legal remedies against DFCSCP and

other Concerned Government Departments of Madhya Pradesh.

We the guarantor, as primary obligor and not merely surety or guarantor of collection,

do hereby irrevocably and unconditionally give our guarantee and undertake to pay any

amount you may claim (by one or more claims) up to but not exceeding the amount

mentioned aforesaid during the period from and including the date of issue of this

guarantee through the period.

We specifically confirm that no proof of any amount due to you under the contract is

required to be provided to us in connection with any demand by you for payment under

this guarantee other than your written demand.

Any notice by way of demand or otherwise hereunder may be sent by special courier,

telex, fax, registered post or other electronic media to our address, as aforesaid and if

sent by post, it shall be deemed to have been provided to us after the expiry of 48 hours

from the time it is posted.

If it is necessary to extend this guarantee on account of any reason whatsoever, we

undertake to extend the period of this guarantee on the request of our constituent upon

intimation to you.

This Performance Bank Guarantee shall not be affected by any change in the constitution

of our constituent nor shall it be affected by any change in our constitution or by any

amalgamation or absorption thereof or therewith or reconstruction or winding up, but

will ensure to your benefit and be available to and be enforceable by you during the

period from and including the date of issue of this guarantee through the period.

Notwithstanding anything contained hereinabove, our liability under this Performance

Guarantee is restricted to amount <<....>>), and shall continue to exist, subject to the

terms and conditions contained herein, unless a written claim is lodged on us on or

before the aforesaid date of expiry of this guarantee.

We hereby confirm that we have the power/s to issue this Guarantee in your favour

under the Memorandum and Articles of Association/ Constitution of our bank and the

undersigned is/are the recipient of authority by express delegation of power/s and

has/have full power/s to execute this guarantee under the Power of Attorney issued by

the bank in your favour.




We further agree that the exercise of any of your rights against our constituent to

enforce or forbear to enforce or any other indulgence or facility, extended to our

constituent to carry out the contractual obligations as per the said Contract, would not

release our liability under this guarantee and that your right against us shall remain in

full force and effect, notwithstanding any arrangement that may be entered into

between you and our constituent, during the entire currency of this guarantee.

Notwithstanding anything contained herein, our liability under this Performance Bank

Guarantee shall not exceed amount INR <<....>>

The PBG shall be remain valid during the entire contract period (5 Years) and any

extensions thereon plus additional 6 Months; and We are liable to pay the guaranteed

amount or part thereof under this Performance Bank Guarantee only if we receive a

written claim or demand on or before …. (Date).

Any payment made hereunder shall be free and clear of and without deduction for or on

account of taxes, levies, imports, charges, duties, fees, deductions or withholding of any

nature imposts.

This Performance Bank Guarantee must be returned to the bank upon its expiry. If the

bank does not receive the Performance Bank Guarantee within the abovementioned

period, subject to the terms and conditions contained herein, it shall be deemed to be

automatically cancelled.

This guarantee shall be governed by and construed in accordance with the Indian Laws

and we hereby submit to the exclusive jurisdiction of courts of Justice in Bhopal (M.P)

for the purpose of any suit or action or other proceedings arising out of this guarantee or

the subject matter hereof brought by you may not be enforced in or by such count.

Dated ……………………. this ……….. Day …………. 2020

Yours faithfully,

For and on behalf of the ……………

Bank,

(Signature)

Designation

(Address of the Bank)

Note:

This guarantee will attract stamp duty as a security bond.

A duly certified copy of the requisite authority conferred on the official/s to execute the

guarantee on behalf of the bank should be annexed to this guarantee for verification and

retention thereof as documentary evidence



PoS RFP 3.5 inch display - Rev 15 Page 55 of 59

9.5 Annexure V: Invoice Format

Proposed Invoice Format for the Successful Bidder during contract period.

Invoice No Date

Month Start Date Month End Date

S.N

o.

District

Name

FPS

Code

No of

days

PoSavai

lable

online

Estimate

d number

of unique

transactio

ns

(Number

of ration

cards)

Actual

number

of unique

transactio

ns

Minimum

90%

unique

transactio

ns

OR

20 days

PoS

availability

on FPS

Penalty

Deducti

ons

Amount

(INR)

1

2

.

.

.

Monthly Release of Payment

Authorized by

Note: The above format is indicative only and DFCSCP reserves the right to modify above format

as per requirements.




9.6 List of Project related Documents

These documents have to be provided by the bidder in the due course of the project

implementation. These have to been signed and approved by the Steering committee before they

can be implemented.

a. Detailed Project Plan

b. Detailed System Study Report

c. HLD documents

d. Dependencies Document listing the dependencies (Hardware, Software, connectivity and

procedural) on external servers like RC DB server, SCMS, SMS Gateways, etc.)

e. List of services, Service Definitions, Service Levels

f. Updated/vetted SRS and FRS

g. Test Plans – Functional testing, System testing and Performance testing (Including load and

stress testing)

h. Test Cases corresponding to all test plans

i. Test execution reports for all test plans

j. Security Audit reports

k. UAT Test cases

l. Traceability matrix

m. Defect Status report

n. Application architecture documents

o. Logical and physical database design

p. Data dictionary and data definitions

q. User Manuals




10.0 DRAFT CONTRACT AGREEMENT FORMAT

Draft Agreement with System Integrator for Fair Price Shop Automation under PDS

(Supply, Install and Maintain PoS devices along-with System Integration with Government

Portals)

This agreement is made on the ---- day of ---------, 2020 between Directorate of Food, Civil Supplies

& Consumer Protection, GoMP having its office at D-Wing, 1st Floor, Vindhyachal Bhawan, Bhopal -

462004 (hereinafter referred to as DFCSCP which expression shall, unless precluded or repugnant

to the subject or context shall include its successors and / or its assigns) of the FIRST PART;

And

M/s XYZ having its registered office at ________________ (hereinafter referred to as XYZ) which

expression shall, unless precluded or repugnant to the subject or context shall include its

successors and / or its assigns) of the SECOND PART.

WHEREAS

DFCSCP issued a Tender for System Integrator for Fair Price Shop Automation under PDS (Supply,

Install and Maintain PoS devices along-with System Integration with Government Portals) (Tender

No. - ___ Dated: __/__/____) and certain response to pre-bid queries and corrigendum(s) (hereinafter

collectively referred as “Tender Document”).

In response to the Tender, XYZ submitted its proposal to DFCSCP on __/__/____ (hereinafter referred

to as the “Proposal”).

DFCSCP has accepted the aforesaid proposal of XYZ and has issued the Letter of Intent no. ___ Dated:

__/__/____ for services for the sum of `. /- (Rupees only) inclusive of all taxes and duties except GST,

which shall be payable extra at prevailing rates, as per the terms and conditions of the Tender

Document issued hereinafter call the “Contract Price”.

XYZ in pursuance of its proposal undertakes to provide services as mentioned in the Tender

Document.

XYZ undertakes to submit all the necessary information and documents, including in particular,

GSTIN of XYZ, billing location, scrutiny, audit, assessment or any other tax proceedings initiated

against XYZ and shall fully support and co-operate with DFCSCP by furnishing the relevant

information and documents related to the services provided by XYZ, on timely basis as may be

required by DFCSCP.

NOW THEREFORE, IN VIEW OF THE MUTUAL PROMISES AND CONSIDERATION SET OUT

HEREIN, THIS AGREEMENT WITHNESSETH AS FOLLOWS:

In this Agreement, capitalized words and expressions, unless otherwise defined in the agreement,

shall have same meanings as are respectively assigned to them in the conditions of the Tender

Document referred to.

The following documents shall be deemed to form and be read and construed as part of this




agreement, viz.:

S. No. Document

1 Tender Document No. Tender No. - ___ Dated: __

2 Corrigendum(s) and Clarification(s) issued by DFCSCP on the Tender

3 Responses to Pre-Bid Queries issued by DFCSCP on the Tender

4 Pre-Qualification Documents and Technical Bid submitted by XYZ

5 Financial Bid submitted by XYZ

6 Letter of Intent (Tender No. - ___ Dated: __) issued to XYZ by DFCSCP

7 Work Order (Tender No. - ___ Dated: __) issued to XYZ by DFCSCP

8 Acknowledgement of Work Order by XYZ

9 Performance Bank Guarantee for a sum of `. /- (Rupees only) submitted by XYZ in

fulfilment of the Terms and Conditions of the Tender Document.

In consideration of the Payments to be made by DFCSCP to XYZ as per the Terms and Conditions of

the Tender Document, XYZ hereby covenants with DFCSCP to provide the services and deliverables

to remedy defects therein in conformity in all respects as per the provisions of the Tender

Document.

DFCSCP hereby covenants to pay XYZ in consideration of the provisions of the services and

deliverables and the remedying of defects therein the Contract Price as may become payable under

the provisions of the Agreement at the times and in the manner prescribed in the Tender

Document.

IN WITNESS whereof the parties hereto have caused this Agreement to be executed in accordance

with their respective laws the day and year herein above written.

For and on behalf of

Directorate of Food, Civil Supplies & Consumer

Protection, GoMP.

D-Wing, 1st Floor, Vindhyachal Bhawan, Arera Hills,

Bhopal - 462004

For and on behalf of:

M/s XYZ

__________________________

Name :

Designation : Director

Name :

Designation :

Witnesses 1:

Witnesses 1:

Witnesses 2: Witnesses 2:




END OF DOCUMENT