RFP for Selection of System Integrator for

the Design, Development, Implementation,

and Maintenance of Scheme for
Modernization and Reforms through
Technology in Public Distribution System 2023
(SMART-PDS) for Department of Food &
Public Distribution (DoF&PD), GoI

Tender Issuing Authority:

<<Designation>>
National Informatics Centre
Services Incorporated (NICSI)
NBCC Tower,
15, Bhikaii Cama Place,
New Delhi, 110 066
Volume – II: General and Financial Phone: ________________
Specifications
Mobile: _______________
E-Mail: ________________
 RFP for Selection of System Integrator for the Design, Development, Implementation and Maintenance of
SMART-PDS for DoF&PD, GoI (Volume-II)

Table of Contents

DISCLAIMER ........................................................................................................................................................... 5

ABBREVIATIONS .................................................................................................................................................... 6

1. The RFP Process............................................................................................................................................. 8

1.1 Content of the RFP Document ......................................................................................................................8
1.2 Clarifications on RFP Documents ..................................................................................................................8
1.3 Pre-Bid Meeting ...........................................................................................................................................8
1.5 Proposal Preparation Cost ............................................................................................................................9
1.6 NICSI/DoF&PD Right to Terminate ...............................................................................................................9

2. Instructions to Bidders ................................................................................................................................ 10

2.1 Availability of RFP Document .....................................................................................................................10
2.2 Consortium of Firms ...................................................................................................................................10
2.3 Debarment .................................................................................................................................................11
2.4 Preparation and Submission of Bid ............................................................................................................12
2.5 Period of validity of e-Bid ...........................................................................................................................14
2.6 Correspondence with the Bidder ................................................................................................................14
2.7 Earnest Money Deposit (EMD) ...................................................................................................................14
2.8 Amendments in RFP Document ..................................................................................................................15
2.9 Compliance with Mandatory Requirements ...............................................................................................15
2.10 Technical Proposal .....................................................................................................................................16
2.11 Financial Proposal ......................................................................................................................................17
2.12 Terms & Conditions of Bidders ...................................................................................................................18
2.13 Deviations in Terms and Conditions of RFP ................................................................................................18
2.14 Right to Publish ..........................................................................................................................................19
2.15 Clarifications from Bidders .........................................................................................................................19
2.16 Due diligence by Bidders ............................................................................................................................19
2.17 Collusive Proposal ......................................................................................................................................20
2.18 Fraud and Corrupt Practices .......................................................................................................................20
2.19 Conflict of Interest ......................................................................................................................................21
2.20 Integrity Pact ..............................................................................................................................................22
2.21 Opening of e-Bids .......................................................................................................................................22
2.22 Confidentiality ............................................................................................................................................23

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2.23 Taxes & Duties ............................................................................................................................................24

2.24 Return of Information to NICSI ...................................................................................................................24
2.25 False or Misleading Claims .........................................................................................................................24
2.26 Assignment/ Sub-Contract .........................................................................................................................24
2.27 Intellectual Property Rights (IPR) Indemnity ..............................................................................................25
2.28 Criminal Charges and Conviction ...............................................................................................................26

3. Evaluation of Bids/Proposals ....................................................................................................................... 27

3.1 Opening of Bids ..........................................................................................................................................27
3.2 Initial Determination of Compliance with RFP Requirements ....................................................................27
3.3 Correction of Errors ....................................................................................................................................27
3.4 Bid Evaluation Procedure ...........................................................................................................................27
3.5 Site/ premise Visit by NICSI ........................................................................................................................29
3.6 Re-Tendering ..............................................................................................................................................29

4. Award of Contract ....................................................................................................................................... 30

4.1 NICSI’ s Right to Accept or Reject Any or All Proposals ..............................................................................30
4.2 Notification of Award .................................................................................................................................30
4.3 Contract Period ..........................................................................................................................................30
4.4 Performance Bank Guarantee ....................................................................................................................30
4.5 Appointment Tenure ..................................................................................................................................31
4.6 Exit/ Suspension/ Termination of Contract with Selected Bidder ...............................................................31
4.7 Transfer of assets in case of Expiry/ Suspension/ Termination of Contract ...............................................32

5. Other General Terms and Conditions .......................................................................................................... 33

5.1 Relationship between the Parties...............................................................................................................33
5.2 Standards of Performance..........................................................................................................................33
5.3 Delivery and Documents ............................................................................................................................33
5.4 Governing Language for Assignment .........................................................................................................33
5.5 Suspension..................................................................................................................................................33
5.6 Notice .........................................................................................................................................................34
5.7 Progress of the Project ...............................................................................................................................34
5.8 Forfeiture of Performance Bank Guarantee ...............................................................................................34
5.6 Probity & Publicity ......................................................................................................................................34
5.7 Reservation of Rights .................................................................................................................................35
5.8 Extension of Contract .................................................................................................................................35

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5.9 Breach of Statutes ......................................................................................................................................35

5.10 Waiver ........................................................................................................................................................35
5.11 Project Timelines ........................................................................................................................................36
5.12 Miscellaneous .............................................................................................................................................36

6. Payment Schedule ....................................................................................................................................... 37

Annexure-I: Cover Letter...................................................................................................................................... 45

Annexure-II: Particulars of Bidder ........................................................................................................................ 47

Annexure-III: Format for Request for Clarifications .............................................................................................. 48

Annexure-IV: Format for Submitting BOM ........................................................................................................... 49

Annexure-V: Profile Description of Key Personnel to be deployed on project ...................................................... 50

Annexure-VI: Format for Submitting Profiles of key resources ............................................................................ 51

Annexure-VII: Format for providing details of past projects of the bidder ........................................................... 53

Annexure-VIII: Pre-Qualification Criteria ............................................................................................................. 54

Annexure-IX: Technical Evaluation Parameters ................................................................................................... 59

Annexure-X: Financial Proposal Format ............................................................................................................... 63

Annexure-XI: Financial Bid Summary ................................................................................................................... 66

Annexure-XII: Format for Earnest Money Deposit (EMD) ..................................................................................... 73

Annexure-XIII: Format for Performance Bank Guarantee (PBG) ........................................................................... 75

Annexure-XIV: Format for Self-Declarations ........................................................................................................ 76

Annexure-XV: Integrity Pact ................................................................................................................................ 79

Annexure-XVI: Financial Capability Statement ..................................................................................................... 87

Annexure-XVII: Format for Providing Past Project Summary of Bidder ................................................................ 88

Annexure-XVIII: Format for Submission of Deviations ......................................................................................... 89

Annexure-XIX: Format for Consortium Agreement .............................................................................................. 90

Annexure-XX: Format for Office mapping with region and state .......................................................................... 94

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DISCLAIMER

This RFP is not an offer by National Informatics Centre Services Inc. (NICSI), but an invitation to
receive electronic proposals/e-bids from interested eligible bidders for selection of System
Integrator for the design, development, and maintenance of SMART-PDS for Department of
Food & Public Distribution (DoF&PD).
No contractual obligation whatsoever shall arise from the RFP process unless and until a formal
contract is signed and executed between NICSI and the successful bidder.
This RFP is being issued with no financial commitment and DoF&PD reserves the right to
withdraw the RFP and change or vary any part thereof or foreclose the same at any stage.

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ABBREVIATIONS
# Abbreviation Explanation
1. BG Bank Guarantee

2. BoM Bill of Material

3. CA Chartered Accountant

4. CMMI Capability Maturity Model Integration

5. CSP Cloud service provider

6. CV Curriculum Vitae

7. DD Demand Draft
8. DoF&PD Department of Food & Public Distribution

9. DSC Digital Signature Certificate

10. EMD Earnest Money Deposit

11. GoI Government of India

12. GST Goods and Services Tax

13. ICT Information and Communication Technology

14. INR Indian National Rupee

15. ISO International Organization for Standardization

16. IT Information Technology

17. ITeS Information Technology enabled Services

18. LLP Limited Liability Partnership

19. LoA Letter of Acceptance

20. LoI Letter of Intent

21. MeitY Ministry of Electronics and Information Technology

22. NIC National Informatics Centre

23. NICSI National Informatics Centre Services Inc.

24. OEM Original Equipment Manufacturer

25. O&M Operations and Maintenance

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# Abbreviation Explanation
26. PBG Performance Bank Guarantee

27. PSU Public Sector Undertaking

28. QCBS Quality cum Cost Based Selection

29. RFP Request for Proposal

30. SI System Integrator

31. SLA Service Level Agreement

32. UAT User Acceptance Testing

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1. The RFP Process

1.1 Content of the RFP Document

a) The RFP documents are those stated below and should be read in conjunction with any
Addenda issued in accordance with clause 2.8 (Amendment in RFP Documents) of this
Volume and proceedings of Pre-bid Meeting issued in accordance with clause 1.3 (Pre-Bid
Meeting):
RFP Volume I : Functional & Technical Specifications
RFP Volume II : General & Financial Specifications
RFP Volume III : Master Service Agreement
b) The bidder is expected to examine all instructions, forms, terms, DoF&PD/NIC requirements
and other information in the RFP documents. Failure to furnish all information required by
the RFP documents or submission of a proposal not substantially responsive to the RFP
documents in every aspect would be at the bidder’s risk and may result in rejection of the
proposal.
1.2 Clarifications on RFP Documents
a) A prospective bidder requiring any clarification on the RFP documents shall be raised on GeM
portal or raise in Pre-bid meeting.
b) NICSI/DoF&PD/NIC would try to give clarifications to the bidders in the pre–bid meeting.
However, the final responses to clarifications will be published on
GeM portal https://gem.gov.in.
c) The queries, suggestions and other observations will be examined and any amendments to
the RFP, if required, shall be done at the sole discretion of DoF&PD/NICSI/NIC.
d) Except for responses to request for any clarifications on the bid, the bidder shall not contact
DoF&PD/NICSI/NIC by any means for any matter related to this bid from the time of
submission of the bid until the issuance of LOI to the successful bidder. Such actions may lead
to disqualification as well as blacklisting of the bidder.
1.3 Pre-Bid Meeting
a) The Bidder(s) or his designated representative is invited to attend a "Pre-Bid Meeting" which
will be held at date, time & place indicated in Bid Document. It is expected that a bidder shall
not depute more than 02 representatives for the meeting.
b) Purpose of the meeting will be to clarify issues and to answer questions on any matter that
may be raised at that stage.

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c) A prospective Bidder requiring any clarification(s) of the bidding documents may notify on
GeM portal only.
d) NICSI reserves the right to ignore the bidders request for clarification if received after the
aforesaid period. NICSI's response including an explanation of the query, but without
identifying the source of the query will be uploaded on GeM portal. No other mode of
communication shall be adopted.
e) The clarifications/ Corrigendum/ Addendum etc., shall be published on GeM at least 07 days
before the bid end date & time.
f) Any modification of the Contents of Bidding Documents that may become necessary as a
result of the Pre-Bid Meeting shall be made by NICSI exclusively through the issue of a
Corrigendum on GeM.
1.5 Proposal Preparation Cost
a) The bidders shall bear all costs associated with the preparation and submission of their bids,
contract negotiation, signing and/or any activity related to this RFP like participation in the
bidding process/ meetings, conduct the study, analysis and diligence activities in order to
prepare respond, presentation(s).
b) National Informatics Centre Services Inc. (NICSI) in no case will be responsible or liable for
these costs. Through this RFP, DoF&PD/NICSI neither commits to award a contract nor to
engage in any negotiations regardless of the conduct or outcome of the bidding process.
1.6 NICSI/DoF&PD Right to Terminate
a) NICSI/DoF&PD may terminate the RFP process at any time and without assigning any reason.
NICSI/DoF&PD makes no commitment, express or implied, that this process will result in a
business transaction with anyone.
b) This RFP does not constitute an offer by the NICSI/DoF&PD. The bidder's participation in this
process may result in NICSI/DoF&PD selecting the bidder to engage in further discussions and
negotiations toward execution of a contract. The commencement of such negotiations does
not, however, signify a commitment by NICSI/DoF&PD to execute a contract or to continue
negotiations. The NICSI/DoF&PD may terminate negotiations at any time without assigning
any reason.

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2. Instructions to Bidders

2.1 Availability of RFP Document

a) This RFP document is available on the web site https://gem.gov.in and shall also be published
on https://eprocure.gov.in/cppp/ to enable the interested Bidders to view, download the RFP
document. However, the bids/proposals against the RFP need to be submitted online ONLY
on GeM portal as per the last date and time mentioned in RFP document.
b) The Lead Bidder shall also furnish, as part of its bid, an Earnest Money Deposit (EMD)/ Bid
Security of INR 3,00,00,000/- (INR Three crore only) by means of a Demand Draft/ Bank
Guarantee, from a scheduled bank, drawn in favor of <<RFP Issuing Authority/ National
Informatics Centre Services Inc.(NICSI) >> valid for 180 days from the bid submission end date,
payable at New Delhi or through Online Fund Transfer in the bank account mentioned in the
Notice Inviting E-Bid (NIB).
2.2 Consortium of Firms
Bids can be submitted by a consortium of firms. The total number of consortium members cannot
exceed TWO, including the lead bidder of the consortium. The consortium must provide the
details of formation of the consortium, percentage of stake of each consortium member and the
role of each member of the consortium with reference to this project.
Bids submitted by a consortium should comply with the following requirements also:
a) Any of the Lead Bidders cannot be a Consortium Member with another bidder in a separate
bid or a sole bidder in separate bid.
b) The list of Consortium Members needs to be declared in the bid which cannot be changed by
the bidder later on.
c) For Private Limited Company, the Board of Director(s) of Lead bidder and Consortium partner
should not be common whereas in case of LLP, Partner(s) of Lead bidder and Consortium
partner should not be common.
d) The lead bidder or any of the Consortium members should not have been blacklisted by any
Central / State Government or Public-Sector Undertakings.
e) Any change in the consortium member at a later date should not be allowed for cases where
the consortium has benefited from the non-lead bidders credentials/ experience
f) Lead Bidder shall be responsible and liable for the successful completion of the entire project.
Please note that the consortium together will be jointly and severally liable for the scope of
their activities.

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g) Lead Bidder shall be responsible and liable for the successful completion of the entire project.
Please note that the consortium together will be jointly and severally liable for all the
deliverables.
h) The Lead Bidder should confirm unconditional acceptance of full responsibility for executing
the ‘Scope of Work’ and meeting all obligations of this tender. This confirmation should be
furnished as part of the Technical Bid.
i) MoU/Agreement between consortium members as per Annexure-XIX should also be
addressed to the clearly stating the following at the minimum:
i. Names of Lead Bidder and Consortium members
ii. The MoU/Agreement is applicable to this tender and shall be binding on the Consortium
members for the contract period.
iii. Consortium members have read and examined in detail all the bidding documents in
respect of the above-mentioned tender, in respect to product(s)/services
offered/supplied.
iv. Roles and Responsibilities of the Consortium members shall be clearly defined.
v. Percentage (%) share of work to be carried out by consortium members.
vi. The Lead Bidder must be authorized to receive instruction/communications from NICSI,
authorized to incur liabilities and shall deliver all the provisions of the contract on behalf
of consortium members.
vii. In case of any dissatisfaction or default on part of the lead Bidder, Consortium members
would provide the level of support desired by DoF&PD/NICSI without any financial
liability.
viii. The Bidder and any of its consortium members should not be involved in any major
litigation that may have an impact of affecting or compromising the delivery of services
as required under this contract.
2.3 Debarment
The bidder must never had been debarred for fraudulent and corrupt practices by any
Government entity in India as on the date of bidding.

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2.4 Preparation and Submission of Bid

a) Language of Bid
The bid document prepared by the Bidder, as well as all correspondence and documents relating
to the e-Bid exchanged by the Bidder and NICSI shall be written in English.
b) Documents constituting the e-Bid
The e-Bid prepared by the Bidder shall comprise the following components:
i. Technical Bid – Technical Electronic Bid shall comprise of:
o Earnest Money Deposit (EMD) – Scanned copy/softcopy of EMD bank guarantee/DD.
o Eligibility Details – Includes copies of required documents in PDF format justifying
that the Bidder is qualified to perform the contract if his/her bid is accepted and the
Bidder has financial & technical capability necessary to perform the contract and
meets the criteria outlined in the Pre-Qualification and fulfill all the conditions of the
contract.
ii. Technical Evaluation – Include copies of required documents in PDF format along with
required information as outlined in Technical Evaluation Parameters in this RFP
(Annexures-I to IX and XII to XVIII) and fulfills all the technical conditions of the contract.
iii. Financial Bid – The Financial Electronic Bid shall include following:
o Cover Letter – Financial Proposal Format (Annexure-X) along with Financial Bid
Summary (Annexure-XI) in PDF format (include Annexure-XI as annexure of
Annexure-X at the time of upload at GeM portal https://gem.gov.in.
o Financial Bid Summary – in the prescribed BoQ (Annexure-XI in xls/xlsx/pdf file
format) available for download on GeM portal https://gem.gov.in.
c) Documents establishing Bidder's Qualification
i. The Bidder shall furnish, as part of its technical e-Bid, documents establishing the Bidder's
qualification to perform the contract if its e-Bid is accepted. The documentary evidence
should be submitted by the Bidder electronically in the PDF format.
ii. The documentary evidence of Bidder's qualification to perform the contract if its e-Bid is
accepted shall be as per qualification requirements specified in e-Bid document.
iii. All the documents submitted by the bidder shall be signed by authorized signatory and
shall also put company’s/authorized signatory’s seal.

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d) e-Bid Currency
The prices quoted in the proposal shall be in Indian Rupees only. Proposal in any currency other
than Indian Rupee (INR) shall be treated as non-responsive and hence shall be rejected.
e) Formats and Signing of e-Bid
The Bidder shall prepare one electronic copy each of the technical bid and financial bid
separately.
i. The e-Bid document shall be digitally signed, at the time of uploading, by the Bidder or a
person or persons duly authorized to bind the Bidder to the contract.
ii. The bidder’s authorization shall be supported by attaching a scanned copy of valid proof
of authorization like Power of Attorney/Board Resolution etc.
f) Deadline for submission of e-Bid
i. E-Bid (Technical and Financial) must be submitted by the Bidder at GeM portal
https://gem.gov.in not later than the time specified on the prescribed date (as the server
time displayed on the GeM portal).
ii. The National Informatics Centre Services Inc. (NICSI). may, at its discretion, extend this
deadline for submission of e-Bid by issuing and publishing a corrigendum on GeM portal
https://gem.gov.in in such case all rights and obligations of the National Informatics
Centre Services Inc. (NICSI) and the Bidders previously subject to the deadline will
thereafter be subject to the deadline as extended.
g) Submission of e-Bid
i. The bid submission module of GeM portal https://gem.gov.in enables the Bidders to
submit the e-Bid online in response to the RFP published by the National Informatics
Centre Services Inc. (NICSI).
ii. Bid submission can be done only from the bid submission start date and time till the bid
submission end date and time given in the RFP. Bidders should start the bid submission
process well in advance so that they can submit their e-Bids in time.
Advisory for using Digital Signatures:
i. On GeM, Prospective bidders can upload their supporting documents against respective
fields/criteria.
ii. The Authorized Signatory can sign digitally on each PDF document (Preferably on last page
of each PDF). Signing Digitally on each page of a PDF document shall not be required.

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iii. However, Prospective bidders may ensure that once digitally signed, there must be no
editing on the signed PDF such as merging with other files/ de-merging etc.
2.5 Period of validity of e-Bid
a) e-Bid shall remain valid for 180 days (one hundred and eighty days) from the bid submission
date as prescribed by the NICSI. An e-Bid valid for a shorter period shall be rejected as non-
responsive
b) In exceptional circumstances, NICSI may solicit the Bidder's consent to an extension of the
period of e-Bid validity. The request and the response thereto shall be made in writing. A
Bidder may refuse the request without forfeiting its e-Bid security. A Bidder granting the
request will not be required nor permitted to modify its e-Bid.
c) During the bid validity period, the bidder is expected to keep available the personnel
proposed for the assignment.
d) NICSI will make its best effort to evaluate the bids and get the acceptance of GeM contract
from successful bidder.
2.6 Correspondence with the Bidder
a) No Bidders or its Technical Partners shall contact NICSI on any matter relating to his e-Bid
from the time of Bid opening to the time contract is awarded.
b) Any effort by the Bidder or by its Technical Partners to influence NICSI in the Bid evaluation,
bid comparison or contract award decisions, may result in the rejection of his Bid.
2.7 Earnest Money Deposit (EMD)
a) No bidder/consortium partner is exempted from furnishing the said EMD. The currency of
the EMD shall be Indian Rupees (INR) only.
b) The Lead Bidder shall furnish, as part of its bid, an Earnest Money Deposit (EMD) of INR
3,00,00,000/- (INR Three crore only) by means of a Demand Draft/ Bank Guarantee, from a
scheduled bank, drawn in favor of <<RFP Issuing Authority/ National Informatics Centre
Services Inc. (NICSI)>> valid for 180 days from the bid submission end date, payable at New
Delhi or through Fund Transfer in the bank account for which details are mentioned in the
Notice Inviting E-Bid (NIB).
c) Bids received without the EMD shall be rejected outright as non-responsive. No further
communication from the bidder, in this regard, shall be entertained by NICSI.
d) No interest shall be payable by NICSI for the sum deposited as EMD.
e) The EMD shall be forfeited in the following cases:

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i. Any information submitted by the bidder is found to be incorrect / forged.

ii. If bid is withdrawn during the validity period or any extension agreed by NICSI and bidder
thereof.
iii. If the bid is modified in a manner not acceptable to NICSI after opening of the bid.
iv. If the bidder tries to influence the evaluation process.
v. If the successful bidder fails to sign the contract in accordance with clause 4.2
“Notification of award”.
f) In case of unsuccessful bidder, earnest money/bid security will be released on request from
the bidder on a date subsequent to the signing of contract with the successful bidder.
g) The bid security of the successful bidder will be returned after the bidder has signed the
Contract Agreement pursuant to clause 4.2 (Notification of award of Contract) and has
furnished the required Performance Bank Guarantee pursuant to clause a).
h) NICSI reserves the right to forfeit the earnest money or part thereof, in circumstances which
according to it indicate that the bidder is not earnest in accepting/executing any order placed
under specification.
2.8 Amendments in RFP Document
a) NICSI may, in its absolute discretion, but without being under any obligation to do so, update,
amend or supplement the information in this RFP document.
b) At any time, NICSI may issue addendum/corrigendum to the RFP document as decided by the
RFP committee. Any addendum issued shall be part of the bidding document and shall be
communicated on GeM portal. In case of issuing addendum/ corrigendum, the last date of
bid submission may be extended by NICSI, if felt necessary.
c) The bidders are requested to refrain from requesting extension of time on any grounds since
NICSI reserves the right for extension of bid submission date.
d) No clarification obtained through verbal communication by the bidder with any employee of
NICSI will be deemed as addendum/corrigendum to this RFP document. The bidder acting on
such a verbal communication will do so at his own risk and NICSI shall bear no responsibility
for any outcome arising out of this.
2.9 Compliance with Mandatory Requirements
All proposals will be reviewed for compliance with the mandatory requirements as contained
within the RFP. Proposals deemed non-responsive will be eliminated from further consideration.

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2.10 Technical Proposal

a) For preparing the Technical Proposal, the bidders are advised to thoroughly examine this RFP
in detail. Any deficiencies in providing the information requested may result in rejection of
the Proposal/e-bid.
b) While preparing the Technical Proposal, the bidder must give particular attention to the
following:
i. Understanding of scope of work
ii. Features of the proposed IT system
iii. Architecture envisaged for the solution including Information security measures
iv. Approach and Methodology for implementation and roll-out
v. Project plan
vi. Data Security
vii. Training plan
viii. Hosting of SMART-PDS on cloud
ix. Number and suitability of personnel planned to be deployed for this project. It is desirable
that these personnel be permanent employees of the firm or have an extended and stable
working relation with it.
x. Maintenance and Support.
c) The Technical Proposal shall not include any financial information. Bid which encloses
financial bid information/ part of financial bid in the technical bid shall be rejected outright
by NICSI as being non-responsive.
d) The bidder shall submit the following documents with its technical proposal:
i. A forwarding letter on company letterhead of the bidder indicating the submission of the
bid signed by an authorised person holding the power of attorney (as per Annexure-I).
ii. Copy of demand draft of RFP Document Fee.
o Copy of Bank guarantee/ demand draft of Earnest Money Deposit (EMD) (as per the
format provided at Annexure – XII).
o Particulars of bidder as per Annexure-II.
o Bill of Material (BoM) (if any) as per Annexure – IV.
o Summary of Profile of Key Personnel as per Annexure-V.

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o CVs of the personnel planned to be deployed for this project as per Annexure-VI
(Format for Submitting Profiles of key resources).
o Details of past projects implemented by the bidder as per Annexure-VII (Details of
Past Projects Implemented by bidder).
o Response to the Pre-Qualification Criteria given in the Annexure-VIII (Pre-
Qualification Criteria for bidders) along with supporting documents.
o Response to the Technical Evaluation Parameter given in the Annexure-IX (Technical
Evaluation Criteria for bidders) along with supporting documents.
o Undertaking and Self-Declaration by the bidder (as per the formats provided at
Annexure – XIV (a), (b) & (c)).
o Signing of Integrity Pact (as per the format provided at Annexure – XV).
o Financial capability statement (as per the format provided at Annexure – XVI).
o Format for providing past project summary of bidders (as per the format provided at
Annexure – XVII).
o Project Approach & Methodology
o High level description of the proposed system
o Project Implementation Plan
o Training Schedule – including resources required for conducting the training
o Operations and Maintenance Plan
o Any other relevant form(s) and document(s) in compliance to the RFP requirements.
2.11 Financial Proposal
Financial e-bid shall include the following document:

Sr. No. Document Type Document Format

1 Cover Letter - Financial Proposal Format On bidder’s letter head duly signed by
(Annexure-X) in PDF format. authorized signatory
Note: Include Annexure-XI as annexure of
Annexure-X at the time of upload at GeM
portal https://gem.gov.in
2 Financial Bid Summary In the prescribed BoQ (Annexure X,
xls/xlsx/pdf file) provided at GeM
portal https://gem.gov.in
a) The bidder as part of its financial bid should account for all out of pocket and other expenses
including all permits, approvals, travel cost and licenses etc. that may be required for
completion of all items as mentioned in the scope of work of this RFP document.

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b) The Financial Proposal should include all the taxes, GST, duties, cess, etc.
c) The prices/rates quoted by the bidder shall remain firm (fixed) during the entire Contract
Period and shall not be subject to any variation on any account. A bid submitted with variable
price quotation will be treated as non-responsive and hence shall be liable to be rejected.
2.12 Terms & Conditions of Bidders
a) Any terms and conditions of the bidder will not be acceptable at any stage of bidding process.
b) Any terms and conditions of the bidders mentioned in the bid will not be considered as a part
of their bids and/or contract.
2.13 Deviations in Terms and Conditions of RFP
a) No deviations in the terms and conditions as laid out in the RFP will be accepted.
b) The evaluation committee overseeing the RFP reserves the right to waive minor mistakes.
The evaluation committee also reserves the right to waive mandatory requirements provided
that all of the otherwise responsive bids fail to meet the same mandatory requirements
and/or doing so does not otherwise materially affect the procurement. This right is at the sole
discretion of the evaluation committee.
c) Bidders are advised to exercise adequate care in quoting the prices. No
modification/correction in the bids will be entertained after the bid submission date.
d) Provided that a Technical Proposal is substantially responsive, RFP committee may waive any
non-conformity or omission in the bid that does not constitute a material deviation.
e) Further all non-material deviations included in the bid shall also be submitted in the format
prescribed in Annexure XVIII, no other non-material deviation apart from those mentioned
in Annexure XVIII shall be a part of this bid.
f) Provided that a Technical Proposal is substantially responsive, NICSI may, at its discretion,
request the bidder to submit the necessary information or documentation, within a
reasonable period of time, to rectify nonmaterial nonconformities or omissions in the
Technical Proposal related to documentation requirements. Such omission shall not be
related to any aspect of the Financial Proposal of the bid. Failure of the bidder to comply with
the request may result in the rejection of its bid.
g) Provided that the Financial Proposal is substantially responsive, NICSI will seek clarifications
in case of arithmetical errors during evaluation of Financial Proposals on the following basis:
i. If there is a discrepancy between the unit price and the total price that is obtained by
multiplying the unit price and quantity, the unit price shall prevail and the total price shall

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be corrected, unless in the opinion of NICSI there is an obvious misplacement of the

decimal point in the unit price, in which case the total price as quoted shall govern and
the unit price shall be corrected; or
ii. If there is an error in a total corresponding to the addition or subtraction of subtotals, the
subtotals shall prevail and the total shall be corrected; and
iii. If there is a discrepancy between words and figures, the amount in words shall prevail,
unless the amount expressed in words is related to an arithmetic error, in which case the
amount in figures shall prevail subject to (i) and (ii) above.
h) If the bidder does not accept the correction of errors, its bid shall be disqualified and its bid
security may be forfeited, or its bid securing declaration shall be executed.
2.14 Right to Publish
Throughout the duration of this bidding process and contract term, bidders must secure from
NICSI, written approval prior to the release of any information that pertains to the potential work
or activities covered by this procurement or the subsequent contract. Failure to adhere to this
requirement may result in disqualification of the bid or termination of the contract.
2.15 Clarifications from Bidders
a) NICSI may at its sole discretion contact the bidder for clarification of the response.
b) NICSI reserves the right to verify the credentials (including documents, declarations, self-
certifications) provided by the bidders by its own means and methods. In case NICSI receives
feedback contrary to the responses of the bidder or is not satisfied with compatibility of the
experience with the required standards/expectations, NICSI reserves the right to form its own
opinion and even reject the bids and forfeit the EMD.
c) Evaluation Committee may use other sources of information in proposal evaluation as
required.
2.16 Due diligence by Bidders
a) Each bidder should conduct its own study and analysis in order to respond to this RFP
document.
b) NICSI makes no representation and shall incur no liability under any law, statute, rules or
regulations on any claim the potential bidder may make in case of failure to understand the
requirement and respond to the RFP document.

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2.17 Collusive Proposal

a) Bidders and their employees, agents, advisors and any other person associated with the
bidder, must not engage in any collusive proposal, anti-competitive conduct or any other
similar conduct with any other bidder or any other person in relation to the preparation or
submission of bid.
b) In addition to any other remedies available under any law or any contract, NICSI reserves the
right, in its sole and absolute discretion, to reject any submission lodged by a bidder that
engaged in any collusive proposal, anti-competitive conduct or any other similar conduct with
any other bidder or any other person in relation to the preparation or lodgment of proposals,
and further the EMD/PBG may be invoked.
2.18 Fraud and Corrupt Practices
a) The bidders and their respective officers, employees, agents and advisers shall observe the
highest standard of ethics during the bidding Process. Notwithstanding anything to the
contrary contained herein, NICSI may reject any submitted bid without being liable in any
manner whatsoever to the bidder if it determines that the bidder has, directly or indirectly or
through an agent, engaged in corrupt practice, fraudulent practice, coercive practice,
undesirable practice or restrictive practice in the bidding Process.
b) NICSI may also initiate appropriate legal action under relevant Indian laws against the bidder
found indulging in fraud and corrupt practices.
c) Without prejudice to the rights of NICSI hereinabove, if an bidder is found by NICSI to have
directly or indirectly or through an agent, engaged or indulged in any corrupt practice,
fraudulent practice, coercive practice, undesirable practice or restrictive practice during the
bidding process, such bidder shall not be eligible to participate in any tender/RFP issued by
NICSI for a period of 2 (two) years from the date such bidder is found by NICSI to have directly
or indirectly or through an agent, engaged or indulged in any corrupt practice, fraudulent
practice, coercive practice, undesirable practice or restrictive practice, as the case may be.
d) Misrepresentation and/or improper response by any bidder may be lead to disqualification
of the bidder. If any such disqualification is detected at any stage of bidding
process/implementation, such bidders are liable to be blacklisted.
e) Bids, which in the opinion of NICSI, have been completed with the improper assistance of
employees of NICSI and ex-employees of NICSI, or with the utilization of information
unlawfully obtained from NICSI will be excluded from further consideration and shall be
rejected.

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f) For the purposes of this section, the following terms shall have the meaning hereinafter
respectively assigned to them:
i. “Corrupt practice” means the offering, giving, receiving, or soliciting, directly or indirectly,
of anything of value to influence the actions of any person connected with the bidding
Process
ii. “Fraudulent practice” means a misrepresentation or omission of facts or suppression of
facts or disclosure of incomplete facts, in order to influence the bidding Process;
iii. “Coercive practice” means impairing or harming or threatening to impair or harm, directly
or indirectly, any person or property to influence any person’s participation or action in
the bidding Process
iv. “Undesirable practice” means establishing contact with any person connected with or
employed or engaged by NICSI with the objective of canvassing, lobbying or in any manner
influencing or attempting to influence the bidding Process.
v. “Restrictive practice” means forming a cartel or arriving at any understanding or
arrangement among Applicants with the objective of restricting or manipulating a full and
fair competition in the bidding Process.
2.19 Conflict of Interest
a) NICSI requires the bidders to provide professional, objective, and impartial advice and at all
times hold Govt. of India's interest’s paramount.
b) The bidders should strictly avoid conflicts with other assignment or their own corporate
interests and act without any consideration for future work.
c) Neither the selected bidder nor any of its personnel shall engage in any personal, business or
professional activity which conflicts or could conflict with any of their obligations in relation
to this Project.
d) A bidder may be considered to be in a conflict of interest with one or more parties in this
bidding process if, including but not limited to:
i. have controlling shareholders in common; or
ii. receive or have received any direct or indirect subsidy from any of them; or
iii. have the same legal representative for purposes of this bid; or
iv. have a relationship with each other, directly or through common third parties, that puts
them in a position to have access to information about or influence on the bid of another
bidder, or influence the decisions of NICSI regarding this bidding process; or

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v. A bidder participates in more than one bid in this bidding process. Participation by a
bidder in more than one bid will result in the disqualification of all bids in which it is
involved.
vi. A bidder or any of its affiliates participated as a consultant in the preparation of the design
or technical specifications of the goods and services that are the subject of the bid.
2.20 Integrity Pact
The pact essentially envisages an agreement between the prospective vendors/ bidders and the
buyer, committing the persons/ officials of both sides, not to resort to any corrupt practices in
an aspect/ stage of the contract. Only those vendors/ bidders, who commit themselves to such a
Pact with the buyer, would be considered competent to participate in the bidding process. In
other words, entering into this Pact would be a preliminary qualification. The essential
ingredients of the Pact include:
a) Promise on the part of the NICSI not to seek or accept any benefit, which is not legally
available;
b) NICSI to treat all bidders with equity and reason;
c) Promise on the part of bidders not to offer any benefit to the employees of the NICSI not
available legally;
d) Bidders not to enter into any undisclosed agreement or understanding with other bidders
with respect to prices, specifications, certifications, subsidiary contracts, etc.
e) Bidders not to pass any information provided by NICSI as part of business relationship to
others and not to commit any offence under PC/ IPC Act,
f) Bidders to disclose the payments to be made by them to agents/ brokers or any other
intermediary,
g) Bidders to disclose any transgressions with any other company that may impinge on the anti-
corruption principle.
2.21 Opening of e-Bids
a) Opening of technical e-Bid
i. The NICSI will open all technical e-Bids as per GeM on the prescribed date and time of
opening.
b) Opening of financial e-Bid

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i. After evaluation of technical e-Bid, through the evaluation committee the NICSI shall
notify those Bidders through GeM whose technical e-Bids were considered.
ii. Non-responsive to the conditions of the contract and not meeting the technical
specifications and qualification requirements indicating that their financial e-Bids will not
be opened.
c) Correction of Errors
i. Financial Bids determined to be responsive will be checked by the NICSI for any arithmetic
errors. Where there is a discrepancy between the rate quoted in the Financial Bid, in
figures and in words, the amount in words will prevail over the amounts in figures, to the
extent of such discrepancy.
ii. The amount stated in the Financial Bid will be adjusted by the NICSI in accordance with
the above procedure for the correction of errors and shall be considered as binding upon
the Bidder.
iii. If the Bidder does not accept the corrected quoted rate of e-Bid, his e-Bid will be rejected,
and his Bid Security shall be liable for forfeiture in accordance with the RFP conditions.
d) Conditions of eligibility of Bidder
Bidders must carefully examine the eligibility criteria as provided in Annexure-VIII: Pre-
Qualification Criteria. The Bidder has to meet all the eligibility criteria set out to be eligible for
technical & financial evaluation.
2.22 Confidentiality
a) After the opening of bids, information relating to the examination, clarification, evaluation
and comparison of bids, and recommendations concerning the award of contract shall not be
disclosed to bidders or other persons not officially concerned with such process.
b) Any effort by a bidder to influence NICSI or others connected in the process of examination,
clarification, evaluation and comparison of bids, and in decisions concerning the award of
Contract, may result in the rejection of his bid.
c) No bidder shall contact NICSI on any matter relating to its bid, from the time of the opening
of bids to the time the contract is awarded. Any effort of the bidder to influence NICSI in its
decision in respect of bid evaluation, bid comparison or award of the contract shall result in
the rejection of the bid and forfeiture of the bid security.
d) Canvassing in connection with “Request for Proposal” is strictly prohibited. The submitted
bid of the applicant who resorts to canvassing is liable to be rejected. Bid containing uncalled
remarks or any additional conditions are liable to be rejected.

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2.23 Taxes & Duties

a) All Custom Duties, Excise Duties and any other Taxes, Duties, Cess and Levies payable by the
bidder in respect of any transaction for procuring any services or components shall be
included in the bid price and no separate claim on this behalf will be entertained by NICSI.
b) As regards the Income Tax, surcharge on Income Tax and other taxes including tax deduction
at source, the bidder shall be responsible for such payment to the concerned authorities
within the prescribed period.
c) Statutory variation in GST/Service Tax in India during the contractual period shall be to NICSI
account.
2.24 Return of Information to NICSI
NICSI reserves the right, in its sole and absolute discretion, to demand that at any stage all
information provided by NICSI (whether confidential or otherwise and without regard to the type
of media on which such information was provided to any bidder, including all copies of such
information) be:
a) Returned to NICSI, in which case the bidder must immediately return all such information to
the address identified by NICSI; or
b) Destroyed by the bidder, in which case the bidder must immediately destroy all such
information and provide NICSI with written certification that it has been destroyed.
2.25 False or Misleading Claims
NICSI may in its absolute discretion exclude or reject any proposal that contains any false or
misleading claims or statements. NICSI has no liability to any person or agency for excluding or
rejecting any such proposal.
2.26 Assignment/ Sub-Contract
a) In order to bring in Industry competencies, SI shall be allowed to sub-contract key obligation
to the reputed sub-contractors. The key services and applications which are allowed for sub-
contracting is as follows
i. Hosting Services on Cloud: SMART-PDS application hosting services on cloud provided by
MeitY empaneled CSPs.
ii. Call Centre/Helpdesk support
iii. Vehicle Tracking System for tracking the movement of vehicles from Mandi to Miller to
Warehouse and in the movement of commodity in Public Distribution system.

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b) Bidders shall, in their technical Bids, clearly mention areas where sub-contracting is planned.
c) In case Bidder wants to hire sub-contractor for any of the above services as mentioned above,
bidder shall share all the important details and credentials of the sub-contractors and take
prior written approval from DoF&PD before signing the contract with the sub-contractor.
d) DoF&PD reserves the right to ask the SI for the replacement of the sub-contractor or any of
its resources deployed onsite due to non-performance/ misconduct or any other reason
DoF&PD deemed fit to do so. Non-compliance of the same will be treated as breach of
contract.
e) In case of non-performance, replacement of sub-contractor and any of its resources deployed
onsite shall be done within 45 days and 7 days respectively.
2.27 Intellectual Property Rights (IPR) Indemnity
The bidder shall, indemnify and hold harmless the DoF&PD and its employees and officers from
and against any and all suits, actions or administrative proceedings, claims, demands, losses,
damages, costs, and expenses of any nature, including attorney’s fees and expenses, which the
DoF&PD may suffer as a result of any infringement or alleged infringement of any patent, utility
model, registered design, trademark, copyright, or other IPR registered or otherwise existing at
the date of the contract by reason of:
a) The installation of the Products/Services by the Bidder or the use of the Products/Services in
the country where the Site is located; and
b) The sale in any country of the products produced by using the Products/ materials purchased
under the contract.
i. Such indemnity shall not cover any use of the Products/Services or any part thereof other
than for the purpose indicated by or to be reasonably inferred from the Contract, neither
any infringement resulting from the use of the Products/Services or any part thereof, or
any Products/Services produced thereby in association or combination with any other
equipment, plant, or materials not supplied by the Bidder, pursuant to the Contract.
ii. If any proceedings are brought or any claim is made against the DoF&PD out of the
matters referred to above, the DoF&PD shall promptly give the Bidder a notice thereof,
and the bidder shall at its own expense and in the NICSI name conduct such proceedings
or claim and any negotiations for the settlement of any such proceedings or claim.
iii. If the Bidder fails to notify the DoF&PD within fifteen (15) days after receipt of such notice
that it intends to conduct any such proceedings or claim, then the DoF&PD shall be free
to conduct the same to the cost of Bidder.

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iv. The DoF&PD shall, at the Bidder’s request, afford all available assistance to the Bidder in
conducting such proceedings or claim, and shall be reimbursed by the Bidder for all
reasonable expenses incurred in so doing.
2.28 Criminal Charges and Conviction
The Bidder warrants that it has disclosed and will continue to disclose during the term of this
Contract full details of all criminal convictions and all pending criminal charges against it or any
of its personnel and associates that would reasonably be expected to adversely affect the Bidder
and the company who owns the patent of the technology being offered or the Bidder’s capacity
to fulfil its obligations under this contract.

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3. Evaluation of Bids/Proposals
Bids/Proposals will be reviewed by a committee constituted by the NICSI or its designated
representative(s). The NIC and DoF&PD representatives shall be member of such committee, is
also referred to herein as the Evaluation Committee (or “Committee”).
3.1 Opening of Bids
NICSI would open the proposal as specified in clause 2.21 and subsequently examine and
evaluate the e-bids in accordance with the provisions set out in clause 3.4.
3.2 Initial Determination of Compliance with RFP Requirements
a) The Committee will perform an initial review of all proposals that are submitted on time.
After initial review, the Committee may recommend discontinuing the evaluation of any
proposal which it considers unacceptable prima facie for any reason such as:
i. The proposal is not a reasonable effort to respond to the requirements of the RFP; or
ii. The proposal contains technical deficiencies, such as not all the requirements of the
solution are addressed, and proposed solution is not in accordance with the requirements
of the NIC.
iii. The bidder shall provide all supporting documents for all the information submitted as a
part of this RFPs response. Any claim without the required supporting document would
not be considered for the purpose of scoring. The supporting documents submitted must
be valid as on the date of submission of the bids.
3.3 Correction of Errors
a) Bidders are advised to exercise adequate care in quoting the prices. No
modification/correction in quotations will be entertained once the bids/proposals are
submitted. Even before submission of the proposal, care should be taken to ensure that any
corrections/overwriting in the proposal are initialed by the person signing the proposal form.
b) In case of discrepancy between the amounts mentioned in figures and in words, the amount
in words shall be considered final.
3.4 Bid Evaluation Procedure
To establish the bidder’s competency and capabilities, it is proposed that the evaluation of the
bids will be done in two stages as mentioned below:
Stage 1: Evaluation of Pre-Qualification and Technical Proposal
Stage 2: Evaluation of Financial Proposal
On each of these parameters, the bidders would be required to meet the qualification/
evaluation criteria as detailed in subsequent sections.

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• All those bids meeting the Pre-Qualification Criteria would progress to the next level of
evaluation i.e. Technical Bid Evaluation.
• Post technical evaluations, only the technically qualified bids would progress to next level
of evaluation i.e. Financial Bid Evaluation.
a) Stage 1: Evaluation of Pre-Qualification and Technical Proposal:
At this stage, only Pre-Qualification and Technical proposal would be considered. Financial
bids/proposals would not be opened at this stage.

• Evaluation of Pre-qualification Proposal: An “Evaluation Committee” would perform an

initial review of the pre-qualification proposals and they shall be scrutinized for the
responsiveness as set in the pre-qualification criteria, and for the completeness of
required supporting documents as required to establish the Eligibility Claim.
The pre-qualification criteria is listed out in Annexure-VIII.

• Evaluation of Technical Proposal: Technical Evaluation of only eligible bidders would be

carried out in the following manner:
a) The bidder’s technical solutions proposed in the bid document will be evaluated as
per the requirements specified in the RFP and bidder is required to provide details on
the proposed solution adopting the evaluation framework given in Annexure-IX.
b) Proposal Presentations: The Committee will invite each bidder to make a
presentation at a date, time and locations. The purpose of such presentations would
be to allow the bidders to present their understanding of scope of work, proposed
solution, approach & methodology, implementation timelines, delivery readiness
etc.to the committee.
c) Upon technical evaluation of each bid inline with a and b mentioned above and
Annexure IX a “Technical marks” out of a maximum of 100 marks will be assigned to
every bid.
d) The bidders who score 70 or more marks in technical bid, will qualify for the
evaluation of the financial bid.
e) The bidder with the highest marks in technical bid will be awarded 100 “Technical
Score” and subsequently others bidders will also be awarded “Technical Score”
relative to the highest technical marks for the final composite score calculation
purpose e.g. if the highest technical marks is 90 then “Technical Score” is (90/90) ×
100 = 100, hence the bidder with highest technical marks will score 100 “Technical
Score”. Similarly, another bidder who scored 80 marks, will get (80/90) x 100 = 88.88

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“Technical Score”. Following formula will be used for the “Technical Score” (TS)
calculation:
(𝑩𝒊𝒅𝒅𝒆𝒓′ 𝒔 𝑻𝒆𝒄𝒉𝒏𝒊𝒄𝒂𝒍 𝑴𝒂𝒓𝒌𝒔 (𝑩𝑻𝑴))
𝑻𝒆𝒄𝒉𝒏𝒊𝒄𝒂𝒍 𝑺𝒄𝒐𝒓𝒆 (𝑻𝑺) = × 𝟏𝟎𝟎
(𝑯𝒊𝒈𝒉𝒆𝒔𝒕 𝑻𝒆𝒄𝒉𝒏𝒊𝒄𝒂𝒍 𝑴𝒂𝒓𝒌𝒔 (𝑯𝑻𝑴))
f) The details of technical evaluation parameters are provided at Annexure-IX.
b) Stage 2: Evaluation of Financial Proposal
The evaluation will be carried out if financial bids are complete and computationally correct.
The lowest financial bid will be awarded “Financial Score” of 100. The “Financial Score” of
other bidder(s) will be computed by measuring the financial bids against the lowest financial
bid. Following formula will be used for calculating “Financial Score”:

(𝑳𝒐𝒘𝒆𝒔𝒕 𝑭𝒊𝒏𝒂𝒏𝒄𝒊𝒂𝒍 𝑩𝒊𝒅 (𝑳𝑭𝑩))

𝑭𝒊𝒏𝒂𝒏𝒄𝒊𝒂𝒍 𝑺𝒄𝒐𝒓𝒆 (𝑭𝑺) = × 𝟏𝟎𝟎
(𝑩𝒊𝒅𝒅𝒆𝒓′ 𝒔 𝑭𝒊𝒏𝒂𝒏𝒄𝒊𝒂𝒍 𝑩𝒊𝒅 (𝑩𝑭𝑩))

Financial bid evaluation will be done on total prices including GST/Service Tax.
c) Computation of Composite Bid Score:
The “Composite Bid Score” is a weighted average of the Technical and Financial Scores. The
ratio of Technical and Financial Scores is 80:20 respectively. The Composite Bid Score will be
derived using the following formula:
Composite Bid Score = ((TS × 0.80) + (FS × 0.20))
The responsive bidder(s) will be ranked in descending order according to the Composite Bid
Score, which is calculated based on the above formula. The highest-ranking bidder as per the
Composite Bid Score will be selected for award of contract.
d) Selection of Successful Bidder: The successful bidder shall be the bidder having the highest
score. In the event two or more bidder have same score in the final ranking, then NICSI may
place the contract by selection of a bidder amongst the L-1 bidders through Auto Run L1
functionality by GeM (if available).
3.5 Site/ premise Visit by NICSI
As part of the evaluation process, evaluation committee of NICSI shall be allowed to visit and
examine/verify the bidder’s system capabilities as defined in the Technical Proposal. The bidder,
if asked by NICSI, shall arrange, and facilitate such visit.
3.6 Re-Tendering
In Case of any default or unforeseen circumstances, NICSI reserves the right to cancel the current
RFP and go for re-tendering.

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4. Award of Contract
Evaluation Committee shall reserve the right to negotiate with the bidder whose proposal has
been ranked first by the committee on the basis of highest CBS. Following finalization of selected
bid, the contract shall be awarded in accordance with Master Service Agreement (Volume III of
the RFP document).
4.1 NICSI’ s Right to Accept or Reject Any or All Proposals
NICSI reserves the right to accept or reject any proposal, and to annul the RFP process and reject
all proposals at any time prior to award of contract, without incurring any liability to the affected
bidder or bidders or any obligation to inform the affected bidder or bidders of the grounds for
NICSI’s action.
4.2 Notification of Award
The successful bidder who will score highest composite bid score shall be notified by the GeM,
that its proposal has been accepted (hereinafter the “Letter of Intent - LoI”), prior to the
expiration of the period of validity of the proposals. The successful bidder shall accept Letter of
Intent/ GeM Contract on the GeM portal (hereinafter the “Letter of Acceptance”) along with the
required Performance Bank Guarantee to enter into the Contract within fifteen (15) days from
the receipt of the Letter of Intent. The performance bank guarantee would be submitted
physically to NICSI as well as to upload on the GeM portal by the successful bidder
4.3 Contract Period
a) The contract period shall be of 36 months from the date of Go-Live.
b) After the end of the contract period, DoF&PD reserves the right to either continue with the
existing bidder as per the rates quoted for the “Last year of annual maintenance support of
the SMART PDS application i.e. Base Rate” for a period of Three (3) years. The other terms
and conditions of the RPF document shall remain the same.
c) For extended period of three years, DoF&PD shall provide 5% increase year-on-year basis
cumulatively on last year of annual maintenance support of the SMART PDS application i.e.
Base Rate. Annual AMC cost quoted by bidder in the cost component of B, D, E and F (on pro
rata basis) mentioned in Annexure – X (Financial Proposal Format).
4.4 Performance Bank Guarantee
a) The successful bidder shall at its own expense deposit with NICSI, within fifteen (15) working
days of the date of receipt of Letter of Intent of the contract or prior to signing of the contract
whichever is earlier, an unconditional and irrevocable Performance Bank Guarantee (PBG)
from a scheduled bank acceptable to NICSI, payable on demand, for the due performance
and fulfillment of the contract by the bidder.

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The Performance Bank Guarantee will be as follows:

Schedule to Provide PBG Performance Bank Guarantee

At the award of contract as described in 10% of the Total Contract Value (serial
clause 4.2 and a) of Volume-II of this RFP 3 of Annexure X)
b) All incidental charges whatsoever such as premium, commission etc. with respect to the
Performance Bank Guarantee shall be borne by the bidder. The successful bidder shall ensure
that the Performance Guarantee is valid at all times during the Term of the contract (including
any renewal) and for a period of 180 days beyond all the contractual obligations/ completion
of contract period/ tenure of the appointment.
c) In the event of the bidder being unable to service the contract for whatever reason, NICSI (on
behalf of DoF&PD) will encash the PBG. Notwithstanding and without prejudice to any rights
whatsoever of NICSI under the contract in the matter, the proceeds of the PBG shall be
payable to NICSI as compensation for the bidder’s failure to perform/comply with its
obligations under the contract. NICSI shall notify the bidder in writing of the exercise of its
right to receive such compensation within 30 days.
d) Before encashing the PBG, the vendor will be given an opportunity to represent before NICSI.
The decision of NICSI on the representation given by the vendor shall be final and binding. If
circumstances so warrant, the matter may be referred to an arbitrator(s) as appointed under
section on Arbitration and Legal Jurisdiction in Volume III of this RFP.
e) The PBG is required to protect NICSI against the risk of selected bidder's conduct, which
would warrant the PBGs forfeiture.
4.5 Appointment Tenure
a) The tenure of appointment shall be valid for a term of 36 months from Go-live date of SMART-
PDS.
b) The tenure of appointment of the selected bidder will end if:-
i. Bidder contravenes the conditions/clauses as specified in the contract; or
ii. At the end of the tenure as specified in the Letter of Appointment.
4.6 Exit/ Suspension/ Termination of Contract with Selected Bidder
No order of suspension or termination of contract with the selected bidder would be issued by
NICSI, except after conducting an enquiry by a designated officer of NICSI, authorized in this
regard.
The grounds for suspension/ termination of the selected bidder may include inter alia:
a) Contravention of the conditions/ clauses as would be specified in the Contract/ Letter of
Appointment/Work Order.

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b) Inability to perform the duties and requirements as would be specified in the contract.
4.7 Transfer of assets in case of Expiry/ Suspension/ Termination of Contract
a) In case of expiry or suspension or termination of contract, the selected bidder may be
directed by DoF&PD/NICSI/NIC to continue all services and also to maintain all project assets,
including documents or any other relevant material that may be in its custody or control,
relating to its activities as selected bidder as per the terms and condition mentioned in clause
14 and 15 of Vol III of this RFP.
b) Termination of the selected bidder shall be with immediate effect and would be subjected to
the directions of NICSI/DoF&PD. In such a situation, NICSI/DoF&PD may direct selected bidder
to continue discharging its role and responsibilities in the transition phase, and/or appoint an
administrator to take over the project assets and the management of selected bidder
functions and/or appoint any agency to take over the project assets and the management of
the selected bidder functions, and/or appoint a successor selected bidder and:
i. Transfer all or part of the project assets and the management of the selected bidder
functions to the new selected bidder, and/or
ii. Determine the residual value of the project assets based on guidelines or fair value as
determined by DoF&PD, or
iii. Ensure smooth transfer of project assets both tangible and intangible to the new Selected
Bidder.

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5. Other General Terms and Conditions

5.1 Relationship between the Parties

Nothing mentioned herein shall be constructed as relationship of master and servant or of
principal and agent as between ‘NICSI’ and the ‘Bidder’. The bidder, subject to this contract will
have complete charge of its personnel (and third parties, if any), performing the services under
this project from time to time. The bidder shall be fully responsible for the services performed by
them or on their behalf hereunder.
5.2 Standards of Performance
The bidder shall perform the services and carry out their obligations under the contract with due
diligence, efficiency and economy in accordance with generally accepted professional standards
and practices. The bidder shall always act in respect of any matter relating to this contract as
faithful advisor to NICSI. The bidder shall always support and safeguard the legitimate interests
of NICSI, in any dealings with the third party. The bidder shall abide by all the provisions/ Acts/
Rules etc. of Information Technology prevalent in the country and conform to the standards laid
down in this RFP document, in totality.
5.3 Delivery and Documents
a) The applicant shall submit all the deliverables on due date as per the delivery schedule. The
bidder shall not without DoF&PD/NIC’s prior written consent disclose the contract, drawings,
specifications, plans, patterns, samples to any person/ agency other than an entity employed
by NICSI for the performance of the contract. In case of termination of the contract, the entire
document(s) used by applicant in the execution of project shall become property of DoF&PD.
b) The bidder shall also provide all necessary documentation like user manuals, license
certificates, brochures etc. as mentioned in clause 2.21 of Vol. I of this RFP as part of the
deliverables.
c) The bidder shall provide all necessary support whenever requested by DoF&PD/NIC during
the period of pilot implementation.
5.4 Governing Language for Assignment
The contract shall be written in ‘English Language’. English version of the contract shall govern
its interpretation. All correspondences and other documents pertaining to the contract, which
are exchanged between the parties, shall be written in the English Language.
5.5 Suspension
NICSI with the direction of DoF&PD, may by written notice to bidder, suspend all payments under
dispute to the bidder hereunder if the bidder fails to perform any of its obligations under this
contract including the carrying out of the services, provided that such notice of suspension -

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a) Shall specify the nature of failure.

b) Shall request the bidder to remedy such failure within a period not exceeding thirty (30) days
after receipt by the bidder of such notice of failure.
5.6 Notice
Any notice, request or consent required or permitted to be given or made pursuant to this
contract shall be in writing. Any such notice, request or consent shall be deemed to have been
given or made when delivered in person to an authorized representative of the party to whom
the communication is addressed, or when sent to such party at the address mentioned in the
Contract Agreement.
5.7 Progress of the Project
The bidder would be required to intimate the progress of the project to DoF&PD/NIC in a
frequency and manner as may be prescribed post mutual consultation and agreement with the
bidder after the award of contract.
5.8 Forfeiture of Performance Bank Guarantee
a) In case of a successful bidder, the PBG submitted by the bidder shall be forfeited under the
following conditions:
i. If the bidder violates any such important conditions of this RFP.
ii. If the bidder indulges any such activities as would jeopardize the interest of NICSI in timely
finalization of this RFP document.
b) The decision of NICSI/DoF&PD regarding forfeiture of PBG shall be final and in case of dispute
this will be governed by the section on Arbitration and Legal Jurisdiction in Volume-III of this
RFP.
5.6 Probity & Publicity
NICSI shall require all the bidders to:
a) Declare any actual or potential conflict of interest.
b) Not collude with any other bidder or any other contractor who is a potential bidder.
c) Comply with all laws in force in India applicable to the bidding procedure.
d) Not attempt to influence the outcome of the bidding procedure by offering any employment,
payment or any other incentive to or in any way seek to improperly influence any person
employed/ engaged by NICSI.
e) Not make any press releases or responses to media enquiries and questions pertaining to this
process or the subsequent selection process without NICSI‘s written approval.

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f) If the bidders act contrary to these requirements, NICSI reserves the right to:
i) Terminate negotiations
ii) Terminate consideration of the bid and
iii) Terminate any contract that may have been executed by NICSI with such
bidder without any obligation on NICSI to make any payments to the bidder.
5.7 Reservation of Rights
NICSI reserves the right to:
a) Extend the Closing Date for submission of the bids.
b) Amend the bid requirements at any time, provided that the amendment is notified to
prospective bidders.
c) Seek information from or negotiate with one or more of the bidders on any issue at any time
and to continue to negotiate with one or more of the bidders.
d) Discontinue negotiations at any time with any bidder.
e) Terminate or abandon this procedure or the entire project before or after the receipt of bids.
f) Seek the advice of external consultants to assist NICSI in the evaluation or review of bids.
g) Make enquiries of any person, company or organization to ascertain information regarding
the bidder and their bid.
h) Reproduce for the purpose of this procedure the whole or any portion of the RFP document
despite any copyright or other intellectual property right that may subsist in the RFP
document.
5.8 Extension of Contract
NICSI reserves the right to extend the contract with the Terms & Conditions mutually agreed by
both the parties. The extension of the contract will be based on the performance of the bidder
during the contract period which will be reviewed by NICSI/DoF&PD/NIC on yearly basis.
5.9 Breach of Statutes
The successful bidder shall indemnify NICSI against all penalties and liabilities of every kind of
breach of any Statutes, Ordinance, Rules and Regulations or By-laws as may be applicable for and
in the execution of the contract.
5.10 Waiver
Any waiver by NICSI of any breach of the terms or conditions of the contract shall not constitute
waiver of any subsequent breach of the same.

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5.11 Project Timelines

Please refer Volume-I of this RFP document timelines for the execution of this project. Bidders
are required to submit a detailed Work Plan indicating phase wise activities and timelines to
complete each activity as listed. Bidders should also indicate any dependencies in any of these
activities which may result in any considerable delays/ deviations from the work plan.
5.12 Miscellaneous
a) The end product of the work assignment carried out by the bidder, in any form, will be the
sole property of DoF&PD.
b) In the event the applicant’s/ bidder’s company or the concerned division of the company is
taken over/ bought over by another company, all the obligations under the GeM contract,
should be passed on the compliance by the new company/ new division in the negotiation
for their transfer.

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6. Payment Schedule
A. The payment schedules for the Application Development Cost & Go live of Central
Components (Mentioned in Annexure XI -A) of SMART-PDS phase are as follows:
a) 55% of Total Cost of Design, Development, commission and Go-Live of SMART-PDS (as quoted
at serial no. 1 of Annexure X of Vol II) will be paid out to SI with the completion of milestone
as highlighted in table below.
b) 36% will be paid out in equal quarterly instalments over the period of 36 months from date
of commission of SMART PDS application for Centre and 3 States/UTs. The same shall be
based on the achievements of milestones and quality of services provided by selected
bidder.
c) Software development cost of will be inclusive of the cost of infrastructure for DEV and
staging environment.
d) Balance payment of 9% will be paid out at the time of successful completion of Exit
Management.

S. Time for Payment Deliverable

Activities List of Deliverables
No Completion % of Cost No.
A Design & Development Phase of SMART PDS Application (Centre & State)
1 Inception T+8 Weeks 5% D1 a. Project Implementation
Report Plan
b. Resource deployment Plan
c. Work Breakdown Structure
2 SRS sign-off T+ 16 Weeks 5% D2 a. SRS document as per IEEE
Standards
b. Screen Layouts/
Wireframes
c. Requirement Traceability
Matrix (RTM)
d. Security Framework
3 Completion of T+20 Weeks 5% D3 a. SDS document including
Design phase i. Application Architecture
ii. System Architecture
iii. Data-flow diagram
iv. Integration Architecture
b. Application Security Design
Framework
c. Privacy Design Framework
d. Risk Management
Framework

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S. Time for Payment Deliverable

Activities List of Deliverables
No Completion % of Cost No.
e. Secure Configuration and
Hardening Document

4 Integration T+36 Weeks 5% D5 a. Data Migration Report

Approach Note b. Data Migration Assessment
and Data c. Migration and Transition
Migration Approach
Strategy d. Detailed Data Migration
Plan
e. Scripts required for data
migration
f. Risk Assessment Report

5. Development T+84 Weeks 10% D4, D6 and a. UAT report on

and User D7 commissioning of Cloud
Acceptance Platform (DC and DR Site)
Testing of all consists of:
SMART PDS i. Screenshots of the
Modules communication between
DC and DR Site
ii. Access to User Interface
to view server utilization on
real-time basis etc.
b. Cloud Deployment
Architecture and cloud
hosting strategy document
c. Security Architecture and
Deployment document
d. Data Migration Completion
Report
i. Details of actual data that
has been migrated
ii. Certificate from NIC
officials confirming
successful completion of
data migration
e. Backup, Recovery and
Replication Policy and Plan
f. Test plan, cases and
scenarios, System Test.

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S. Time for Payment Deliverable

Activities List of Deliverables
No Completion % of Cost No.
g. Integration Test, Load Test,
Performance Test and VAPT
report
h. The test results along with
details.
i. User Acceptance Test plan,
cases and scenarios
j. Live application showing
data entry screens,
workflows and MIS report
k. UAT Report
l. Security Testing and VAPT
reports
6 Completion of T+ 84 Weeks 10% D8 a. Software Quality Audit
Security Audit Report (STQC)
b. Security Audit Completion
Certificate
c. OEMs and Third-Party
Licenses, Agreements, User
Manuals and any other
supporting document if
applicable
7 Go-Live of T+ 104 Weeks 15% D9 and D10 a. Training Plan
SMART PDS b. User Manual and Handouts
Application in c. Training Manual
Center and d. Operations and
identified 3 Maintenance Manual
States/UTs e. Administrator Manual
f. Self-running demos
g. Security Awareness
Training Calendar
h. Details of
patches/upgrades/changes
of all components
i. Details of
Issue/Problem/Bugs/Defect
(tracker) and solution
j. Fully tested, bug free, final
version of source code
B Operation & Maintenance Phase

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S. Time for Payment Deliverable

Activities List of Deliverables
No Completion % of Cost No.
1 12 (Twelve) T+60 Months 36% D11 a. Performance Monitoring
equal (Quarterly) reports for system
quarterly b. SLA Compliance Reports
instalments from EMS and HMS
over a period c. Details of Patches/
of 36 months Upgrades of all
from the date components
of d. Details of Incremental
Commissioning updates to solution
of SMART PDS e. Details of Change Requests
Application Managed
depending f. Details of Issue/Problem/
upon Bugs/Defect (tracker) and
performance solution
level assessed g. On-Going Project Updates
on the basis of and updated documents
SLAs defined in h. Fully tested, bug free, final
this RFP.* version of source code (for
all bespoke development)
i. Audit/Standard Compliance
Reports
j. Infrastructure Utilization
Reports
k. VAPT Report
l. SIEM Integration and Use
cases report
m. Security KPI Report
2 Successful T+60 Months 9% (End of
completion of the Project
Exit Duration)
Management
and handover
of application
to the
replacement
SI. (This shall
be applicable
only at the
time of
completion of
project
duration)

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B. The payment schedules for the Go- Live and operational cost for Central Component
(Mentioned in Annexure XI -B) of SMART-PDS phase are as follows:
a) O&M Cost for Infra/Security Configuration/Deployment Cost during O&M Phase will be paid
quarterly.
b) O&M Cost for Application O&M/Bug Fixing Cost/Infra/Security Configuration/Deployment
Cost during O&M Phase will be paid quarterly.
S. Payment not Before
Payments Milestone
No. (in Weeks)
1 Infra/Security Configuration/ Quarterly in equal T+108 Weeks
Deployment Cost during O&M Instalments
Phase after Go-Live of SMART
PDS Application
2 Application O&M/ Bug/Fixing Quarterly in equal T+108 Weeks
Cost after Go-Live of SMART PDS Instalments
Application
C. The payment schedules for the Knowledge Transfer and operational cost for State
(Mentioned in Annexure XI -C) of SMART-PDS phase are as follows:
a) Knowledge Transfer cost component Annexure XI-C Serial 1 will be paid after success full
completion of Handover Process and KT completion Certificate from existing IT Team.
b) O&M Cost for Infra/Security Configuration during O&M Phase will be borne by the
department.
c) O&M Cost for Application O&M/Bug Fixing during Operation & Maintenance of 21 Months
will be paid quarterly in equal instalments.
d) Last two quarter (6 Months) will be the period where both new and existing system will run
parallelly
S. Payment not Before
Payments Milestone
No. (in Weeks)
1 Cost towards Knowledge 100% on Successful Completion T + 36 Weeks
transfer of AePDS & IMPDS for KT of 6 month and after
System for First 6 Months successful completion of first
O&M quarter (Deliverable -D12)
2 Cost towards Application Quarterly in equal Instalments T + 36 Weeks
Annual maintenance after successful completion of
contract support for AePDS first O&M quarter (Deliverable -
& IMPDS System for 21 D12)
Months (inclusive of parallel
run period of six months)

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D. The payment schedules for the Go- Live and operational cost for State specific component
(Mentioned in Annexure XI -D) of SMART-PDS phase are as follows:
a) Software Roll out/ Customization/Configuration/ Training/ Migration Cost/Security Audit
(component Annexure XI-D Column “A” will be paid after success full Go-Live, Training and
Data migration including document migration for state specific component/modules.
b) O&M Cost for Infra/Security Configuration/Deployment Cost during O&M Phase for
onboarded state(s) will be paid quarterly. If state is joined between a quarter than Cost will
be paid on pro data basis.
c) O&M Cost for Application O&M/Bug Fixing Cost/Infra/Security Configuration/Deployment
Cost during O&M Phase for onboarded state(s) will be paid quarterly. If state is joined
between a quarter than Cost will be paid on pro data basis.
d) Onboarding cost will be paid once when state will be onboarded.
e) O&M Cost will be paid for the states onboarded on to the new Smart PDS system.
S. Payment not Before
Payments Milestone
No. (in Weeks)
1 Software Roll out/Configuration/ 100% on Successful Go T + 108 Weeks
Training /Migration Cost/ Security live of State Specific
Audit including Staging/testing Component including
environment [A] trainings and Data
Migration
2 Infra/Security Configuration/ Quarterly in equal T + 108 Weeks
Deployment Cost after Go-Live of Instalments
State Specific Component for
State [B]
3 Application O&M/ Bug/Fixing Quarterly in equal T+108 weeks
Cost after Go-Live of State Instalments after
Specific Component for State [C] successful completion of
Go- Live & completion of
1st quarter of O&M
Support.
E. The payment schedules for the Go- Live and operational cost for MSP Procurement
component (Mentioned in Annexure XI -E) of SMART-PDS phase are as follows:
a) Software Roll out/ Customization/Configuration/ Training/ Migration Cost/Security Audit
(component Annexure XI ‘E’ - Column “A” will be paid after success full Go-Live, Training and
Data migration including document migration for MSP Procurement Module.
b) O&M Cost for Infra/Security Configuration/Deployment Cost during O&M Phase for
onboarded state(s) will be paid quarterly. If state is joined between a quarter than Cost will
be paid on pro data basis.

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c) O&M Cost for Application O&M/Bug Fixing Cost /Infra/Security Configuration/Deployment

Cost during O&M Phase for onboarded state(s) will be paid quarterly. If state is joined
between a quarter than Cost will be paid on pro rata basis.
d) Onboarding cost will be paid once when state will be onboarded.
e) O&M Cost will be paid for the states onboarded on to the new Smart PDS system.
S. Payment not Before
Payments Milestone
No. (in Weeks)
1 Software Roll out/Configuration/ 100% on Successful Go T + 108 Weeks
Training /Migration Cost/ Security live of MSP Procurement
Audit including Staging/testing Module including trainings
environment [A] and Data Migration
2 Infra/Security Configuration/ Quarterly in equal T + 108 Weeks
Deployment Cost after Go-Live of Instalments
MSP Procurement Module for
State [B]
3 Application O&M/Bug Fixing Cost Quarterly in equal T+108 weeks
after Go-Live of MSP Instalments after
Procurement Module for State [C] successful completion of
Go- Live & completion of
1st quarter of O&M
Support.
F. The payment schedules for HelpDesk Support for Center and State Component (Mentioned
in Annexure XI -F) of SMART-PDS phase are as follows:
Cost of providing helpdesk support (Minimum team size of 6 helpdesk executives) for central
and state components of 54 Months will be paid quarterly in equal instalments.
S. Payment not Before
Payments Milestone
No. (in Weeks)
1 Cost of providing helpdesk Quarterly in equal T + 36 Weeks
support (Minimum team size of 6 Instalments after
helpdesk executives) for central successful completion of
and state component for a period O&M quarter
of 4 years and 6 months.
G. The payment schedules for the Change Request only for major enhancements (Mentioned
in Annexure XI -G) of SMART-PDS phase are as follows:
o No additional payment shall be made in case of minor enhancement/corrective
maintenance. Cost of minor enhancement/corrective maintenance should be
factored in the development/AMC cost.
o Cost of change request shall only be applicable in case of major enhancements.

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o For change request, the decision of its nature whether major/minor in nature shall be
taken by the committee appointed by the DoF&PD and the decision shall be binding
on the SI.
o No Additional payment will be made till the efforts of 2000 Person Days is consumed
(applicable only in case of major enhancements).
o Payment will be made for the efforts approved by the committee appointed by
DoF&PD.

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Annexure-I: Cover Letter

[To be submitted on Bidder Company’s Letterhead]

Date:

To:
Managing Director,
National Informatics Centre Services Inc.
NBCC Tower, 15, Bhikaii Cama Place,
New Delhi, 110066
Sub: Proposal for Selection of System Integrator for the Design, Development,
Implementation and Maintenance of SMART-PDS for NICSI (GeM Bid No.: _________________
Dated: ___________)
Dear Sir,

With reference to your bid document dated <<dd/mmm/yyyy>>, we, having examined
the Bidding Documents and understood their contents, hereby submit our Proposal for the
aforesaid Project. The Proposal is unconditional and unqualified.

1 All information provided in the Proposal and in the Appendices to it is true and correct and
the documents accompanying such Proposal are in original or true copies of their respective
originals, as the case may be.
2 This statement is made for the express purpose of qualifying as a Selected Bidder for System
Implementation, Hosting and its Operation & Maintenance thereof for 36 months from Go-
Live date of SMART-PDS.
3 We shall make available to NICSI any additional information it may find necessary or require
supplementing or authenticate the Proposal.
4 We acknowledge the right of NICSI to reject our Proposal without assigning any reason or
otherwise and hereby waive our right to challenge the same on any account whatsoever.
5 We declare that we have examined and have no reservations to the RFP Documents, including
any Addendum issued by NICSI.
6 We understand that you may cancel the Bidding Process at any time and that you are neither
bound to accept any Proposal that you may receive nor to invite the Bidders to submit a
Proposal for the Project, without incurring any liability to the Bidders.
7 We believe that we satisfy the eligibility criteria and meet(s) the requirements as specified in
the RFP document.
8 We hereby irrevocably waive any right which we may have at any stage at law or howsoever

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otherwise arising to challenge or question any decision taken by NICSI in connection with the
selection of the Bidder, or in connection with the Bidding Process itself, in respect of the
above-mentioned Project and the terms and implementation thereof.
9 We agree to keep this offer valid for 180 days (one hundred eighty days) from the Proposal
Due Date specified in the RFP.
10 We agree and undertake to abide by all the terms and conditions of the RFP document.

We submit this Proposal under and in accordance with the terms of the RFP document.

Yours faithfully,

Date: (Signature of the Authorized signatory)

(Name and designation of the of the Authorized signatory)
Place: (Name and rubber seal of the Bidder)

CERTIFICATE AS TO AUTHORIZED SIGNATORIES

Hereby it is certified that I Mr./Ms. ……………………………………. Company Secretary of the

firm/corporation ………………………….…………………………………, and that Mr./Ms.
………………………………. who has signed the above bid are authorized to bind the firm/corporation
by authorities of its governing body.

(Company Secretary)
Date & Place:

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Annexure-II: Particulars of Bidder

Sr. No. Heads Particulars

1. Registered Name of the Firm
2. Type of Firm
(Proprietary/ Partnerships/ Private/Public)
Please enclose self-certified copy of certificate of
incorporation
3. Complete Address of Registered Office
4. Date and Country of Incorporation
5. Number of years of operations in India
6. Number and locations of offices in India
7. Contact person details (Name, Designation,
Mobile Number, Email)
8. Telephone Number (with ISD & STD Code)
9. Fax Number (with ISD & STD Code)
10. Brief description of the Firm including details of
its main lines of business along with the brief
profile of the organization
11. Annual turnover from IT and ITeS operations for
last 5 financial years i.e. 2017-18, 2018-19, 2019-
20, 2020-21, 2021-22 (Enclose Certificates duly
signed by Chartered Accountant along with seal
which should also clearly show the CA’s
membership number]
12. CMMI assessment level and date of assessment
13. Validity period of the CMMI assessment
14. Please attach copy of PAN Card/ GST Registration
15. Any other relevant information

Signature of Authorised Signatory

Name of Designation of Authorised Signatory
Telephone & Mobile Number (with ISD & STD Code)
Fax Number (with ISD & STD Code)
E-Mail Address
Official seal of the Company

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Annexure-III: Format for Request for Clarifications

As available on GeM portal

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Annexure-IV: Format for Submitting BOM

# Item Quantity Specifications Specific to DoFPD

(Y/N and clarifications)
Software Components (including COTS, Bespoke, Third-party software etc.)
1.
2.
3.
Cloud Platform Components
1.
2.
3.
Any Other Components
1.
2.
3.

Note:
1. Bidder is required to mention all the components that it proposes to be used for this
assignment. However, the successful bidder would be required to provide the actual BOM
after starting the UAT (User Acceptance Testing).
2. Bidder needs to specifically mention all components proposed to be used/procured and also
clarify the extent of the component’s use for the same.

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Annexure-V: Profile Description of Key Personnel to be deployed on project

# Role Minimum Experience and Qualification

1 Program • Total Experience > 15 years
Manager • Minimum 10 years of experience of leading projects in government
sector
• B. Tech/ BE/ MCA/ MBA
• PMP/ Prince 2 certification
2 Project • Total Experience > 12 years
Manager • Minimum 8 years of experience in managing projects in government
sector
• B. Tech/ BE/ MCA and MBA
• PMP/ Prince 2/ Scrum/ Agile certification
3 Solution • Experience > 15 years
Architect • Minimum 10 years of experience in relevant field
• Minimum 6 years of experience in Government Sector
• TOGAF certification
• B. Tech/ BE/ MCA
4 Cloud • Experience > 15 years
Architect • Minimum 10 years of experience in relevant field projects
• Minimum 8 years of experience in Government Sector
• B. Tech/ BE/ MCA
• Expert level Cloud Architect Certification from the vendor whose
solution is being proposed
5 IT Security • Experience > 12 years
Expert • Minimum 8 years of experience in relevant field
• Minimum 5 years of experience in Government Sector
• B. Tech/ BE/ MCA
• CCSP/CISA/CISSP/Expert level Cloud Security Certification from the
vendor whose solution is being proposed
6 Senior • Experience > 10 years
Business • B. Tech/ BE/ MCA and MBA
Analyst
7 Supply Chain • Experience > 12 years
Expert • Minimum 8 years of experience in Supply Chain field
• Minimum 5 years of experience in Government Sector
• B. Tech/ BE/ MCA
8 Database • Experience > 10 years
Administrator • B. Tech/ BE/ MCA

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Annexure-VI: Format for Submitting Profiles of key resources

A. Format for Summary of key profiles

# Role Qualification Years of Profile Summary

Experience

1. Program Manager

2. Project Manager

3. Solution Architect

4. Cloud Architect

5. IT Security Expert

6. Senior Business Analyst

7. Supply Chain Expert

8. Database Administrator

9. Any other

B. Format of submission of detail profile

# Items Guidelines

1. Name of the personnel: <Name of the personnel>

2. Designation <Designation in bidding firm>

3. Proposed position for the project: <Responsibility Area in the project >

4. Qualification: • <Degree-1>
o Academic institution graduated from
o Year of graduation
o Specialization (if any)
• <Degree-2>
o Academic institution graduated from
o Year of graduation

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o Specialization (if any)

5. Professional Certifications: <No. of years>

6. Total years of experience <No. of years>

7. Years of experience in present <No. of years>

company

8. Experience of working on <Yes/No>

Government Projects <No. of years>
<Project Reference – Names Only>

9. Experience of working on Turnkey <Yes/No>

System implementation Projects <No. of years>
<Project Reference – Names Only>

10. Project wise IT professional <Name of the project & client>

experience details:
• Key project features in brief
(Only relevant projects) • Relevance to NIC project in brief

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Annexure-VII: Format for providing details of past projects of the bidder

# Items Guidelines

1. Name of the project <Project Name>

2. Client Details <Client Name & Complete Address>

<Contact Person’s Name>
<Contact Number>
<Email ID>

3. Scope of the project <Provide short narrative description and details of the
overall project scope>

4. Scope of the work done <Provide details of scope of work under contract>;
<highlight key result areas expected and achieved>

5. Duration of the project <No. of Years/ Months>

<From: mmm/ yyyy> <To: mmm/ yyyy>

6. Relevant work area/domain <Specify the relevance of area of work/ domain relevant
to the requirements of this RFP>

7. Location of the project <Specify the location of the project implementation>

8. No. of locations <Specify the no. of locations for implementation>

9. Contract Value <Provide particulars on contract value assigned to each

major phase and milestone>

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Annexure-VIII: Pre-Qualification Criteria

Bidders should include this compliance checklist duly completed with their Pre-Qualification
Proposal.
A) Pre-Qualification Criteria for System Integrator

Basic
# Specific Requirements Documents Required
Requirement
1 Legal Entity The lead bidder in case of consortium / sole • Certificates of
bidder: Incorporation/
• A company incorporated in India under the Registration as
Companies Act, 1956 or Companies Act 2013 applicable
(as amended till date), and subsequent
amendments thereto • Memorandum of
OR Association or
• An entity registered under LLP Act 2008 and Articles of
subsequent amendments thereto. Association
OR
• Partnership firms registered under Indian
Partnership Act, 1932

For Private Limited Company, the Board of

Director(s) of Lead bidder and Consortium
partner should not be common whereas in
case of LLP, Partner(s) of Lead bidder and
Consortium partner should not be common.

The member firms in case of consortium / sole

bidder should have been operating for the last
5 years as on the date of publishing of tender
notice (including name change / impact of
mergers or acquisitions).
2 Sales Average turnover of the lead bidder in case of Financial Capability
Turnover of consortium / sole bidder from services related Statement as per
Sole/lead to Software Development, Implementation Annexure – XVI on
bidder in last and Maintenance in the last Five financial statutory auditor letter
5 financial years (i.e. 2017-18, 2018-19, 2019-20, 2020- head
years 21, 2021-22) should be at least INR 1000
Crores.

In case of consortium, consortium partner

should have an average turnover of the of INR
400 crore from services related to Software
Development, Implementation and

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Basic
# Specific Requirements Documents Required
Requirement
Maintenance in the last Five financial years
(i.e. 2017-18, 2018-19, 2019-20, 2020-21,
2021-22).
3 Technical The lead bidder in case of consortium / sole Annexure – VII along
Capability bidder should have experience in successfully with Work order +
design, development, implementation and Completion certificates
maintenance of software project(s) involving from the client.
complex business process, rule engines and OR
work flows including cloud hosting and Work order + phase
providing support services during last 10 years completion certificate
(as on the due date of submission of the bid) from the client
OR
Note: Work order & Form 26
- One project with project value not less than AS
INR 120 Crores;
OR Note: The documents
- Two projects with each project value not less supplied should clearly
than INR 80 Crores; mentioning the project
OR scope along with
- Three projects with each project value not modules, project
less than INR 50 Crores duration (phase wise if
any), project value,
The Project mentioned above must fulfil the project start date etc.
below criteria:

Project Category: Design, Development,

Implementation and Maintenance of IT
System which is being proposed by the Bidder
in its proposal to this RFP.

Project Stage: Project must have successfully

Full Go-Live/ received sign-off on User
Acceptance Testing (UAT) (for complete scope
of work) for project(s).

Project Geography: India only.

4 Supply Chain The lead bidder or consortium member / sole Annexure – VII along
Experience bidder must have experience of executing IT with Work order +
projects in Supply Chain Domain (including Completion certificates
Procurement, Demand and Supply Planning, from the client.
Inventory Management, Distribution and OR

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Basic
# Specific Requirements Documents Required
Requirement
Logistics) during the last 10 years (as on the Work order + phase
last date of bid submission). completion certificate
from the client
Note: OR
- One project with project value not less than Work order & Form 26
INR 15 Crores; AS
OR
- Two projects with each project value not less Note: The documents
than INR 10 Crores; supplied should clearly
OR mentioning the project
- Three projects with each project value not scope along with
less than INR 5 Crores modules, project
duration (phase wise if
any), project value,
Project Category: Design, Development,
project start date etc.
Implementation and Maintenance of IT
Systems in Supply Chain (including
Procurement, Demand and Supply Planning,
Inventory Management, Distribution and
Logistics) in any sector which is being
proposed by the Bidder in its proposal to this
RFP.

Project Stage: Project must have successfully

Full Go-Live/ received sign-off on User
Acceptance Testing (UAT) (for complete scope
of work) for project(s).

Project Geography: India or overseas.

5 Net Worth The lead bidder in case of consortium / sole Certificate from the
bidder should have positive net worth during statutory auditor
for last 3 years (as on the last date of bid
submission).
Note: Net worth of any parent, subsidiary,
associated or other related entity will not be
considered
6 Power of The lead bidder in case of consortium / sole Board Resolution or
Attorney bidder should have a board resolution OR Power of Attorney
power of attorney in the name of the person
executing the bid, authorizing the signatory to
commit the Bidder.

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Basic
# Specific Requirements Documents Required
Requirement
7 Certifications The lead bidder in case of consortium / sole Copy of valid
bidder should have valid CMMi level 5, ISO certificates
20000 and ISO 27001 Certification at the time
of bidding
8 Blacklisting The lead bidder or consortium member / sole All consortium member
bidder shall not be declared ineligible for firms / sole bidder shall
corrupt & fraudulent practices either submit an undertaking
indefinitely or for a particular period of time by of the authorized
any State / Central Government / PSU / signatory as per
Autonomous Body (Under Any government Annexure – XIV (C)
law) in India as on last date of submission of the
Bid.
9 Manpower The lead bidder in case of consortium / sole Self-certification by the
Strength bidder should have at least 1000 plus full-time authorized signatory
technical manpower resources on their Declaration letter as
payroll. per Annexure XIV (A)
Consortium partner should have at least 400
plus full-time technical manpower resources
on their payroll.
10 Profiles of In case of consortium, the lead bidder or Summary of key
dedicated consortium member / sole bidder, should profiles Annexure-VI
technical declare dedicated technical resources for this (A) along with CVs of
resources for assignment as per the qualification and the team members
the experience listed in Annexure-V. Annexure-VI (B)
assignment Profiles of each of the proposed key resource
for the assignment should highlighted –
i. Experience in relevant assignments
ii. Years of experience
iii. Technology specific number of
certifications.
11 No Deviation The lead bidder in case of consortium / sole Self-certification by the
bidder is required to submit the certificate of authorized signatory
no deviation
12 Pre-contract Integrity pact in the prescribed format All consortium
Integrity Pact members to submit
Integrity pact in the
format prescribed in
Annexure – XV
13. Office The lead bidder or consortium member / sole Self-certification signed
Location bidder should have their Offices/development by authorized signatory
centers/support centers covering all five as per Annexure - XX
regions (East, West, North & South & North-

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Basic
# Specific Requirements Documents Required
Requirement
East). Bidder to provide office mapping
covering to these regions.

B) Pre-Qualification Criteria for Cloud Service Provider (CSP)

Basic
# Specific Requirements Documents Required
Requirement
1 MeitY Proposed Cloud (DC and DR) hosting Valid Empanelment
Empanelment facilities should be empaneled under certificate document and
MeitY and tier III or higher certified as on ISO Certificates
bid submission date. SI should have
certificates such as ISO 20000-1:2018, ISO
27017:2015, ISO 27018:2019
2 Experience The Cloud Service Provider should have Annexure – VII along with
experience of executing FIVE (5) projects Completion certificates
in line to scope and technical from the client.
specifications of this RFP comprising
operation and maintenance of Proposed
Cloud Services (IAAS, PAAS, SAAS, auto
scalable deployments) with any System
Integrator work

Note: all the submitted documents and annexures should have authorized signatory’s sign and
seal.

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Annexure-IX: Technical Evaluation Parameters

The technical proposal submitted by the implementation agency shall be evaluated as per the
technical evaluation parameters listed below. The bidder shall be required to make a technical
presentation of the proposed solution, project implementation plan and project maintenance
plan in front of the NIC officials. The date and time of the presentation will be communicated to
the bidders by NIC in due course of time.

Following table outlines the Technical Evaluation Parameters and Scoring Methodology based
on which evaluation of technical proposals of the bidders shall be carried out by NIC:

Min.
Max. Supporting
SN Criterion qualifying
Marks Document
Marks
1 The lead bidder or consortium member / sole 14 20 Completion
bidder should have experience in field of IT/ITES certificates
services and implementation of software from the client
project(s) involving As-Is, To-Be study, along with
implementation, cloud hosting, infrastructure and Annexure VII &
application security, complex business processes, XVII
rule engine & workflows and have worked for
application in supply chain (including
Procurement, Demand and Supply Planning,
Inventory Management, Distribution and
Logistics) in similar domain/sector/
department/organization within or outside India.

The work order should have been issued within

the last 10 years as on date of submission of bid:

a) Experience of executing 3 Projects – 14 Marks

b) Experience of executing 4 Projects – 15 Marks
c) Experience of executing 5 or more Projects –
16 Marks
d) Additional 1 mark (and maximum 4) for each
of the project submitted by bidder shall be
provided in case the project is with Central
Government/State Government/PSU clients in
India.
2 The lead bidder or consortium member / sole 14 20 Completion
bidder should have experience in field of IT/ITES certificates
services and implementation of software from the client
project(s) involving As-Is, To-Be study, along with

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Min.
Max. Supporting
SN Criterion qualifying
Marks Document
Marks
infrastructure & application security, complex Annexure VII &
business processes, designed rule engine & XVII
workflows, GIS, software development,
implementation, cloud hosting and maintenance
on turnkey basis. Bidder to provide 5 projects with
each INR 50 crore or more.

The work order should have been issued within

the last 10 years as on date of submission of bid:

a) Experience of executing 3 Projects – 14 Marks

b) Experience of executing 4 Projects – 15 Marks
c) Experience of executing 5 or more Projects –
16 Marks
d) Additional 1 mark (and maximum 4) for each
of the project submitted by bidder shall be
provided in case the project is with Central
Government/State Government/PSU clients in
India.
3. The lead bidder or consortium member / sole 14 20 Completion
bidder should have experience of hosting and certificates
maintaining application on cloud (including license from the client
cost) with overall value of each project to be more along with
than INR 20 crore. Annexure VII &
XVII
Note: project should have gone live and have
been in O&M phase

The work order should have been issued within

the last 10 years as on date of submission of bid:

a) Experience of executing 3 Projects – 14 Marks

b) Experience of executing 4 Projects – 15 Marks
c) Experience of executing 5 or more Projects –
16 Marks
d) Additional 1 mark (and maximum 4) for each
of the project submitted by bidder shall be
provided in case the project is with Central
Government/State Government/PSU clients in
India.

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Min.
Max. Supporting
SN Criterion qualifying
Marks Document
Marks
4. Technical Presentation: Bidders must 18 25 Technical
demonstrate their understanding of the Presentation at
requirements by providing: prescribed
a) Bidders understanding of Public Distribution date, time and
System and scope of work as per this RFP – 5 venue
Marks
b) Proposed Technical Architecture covering -
i. Application Architecture, Technology and
Software platform proposed – 5 marks
ii. Cloud Infrastructure design covering
aspects related to Scalability, redundancy,
performance, capacity planning etc. -2
marks
iii. Security Architecture and features -
Proposed Application-level security, data
security, network & server level security,
user activity monitoring plan, incident
response plan – 2 marks
c) Proposed application maintenance and exit
management plan – 2 marks
d) Overall project management approach
adopted by the bidder to implement the
project shall be assessed – 3 marks
e) The detailed project plan including detailed
work breakdown structure, timelines,
assignment of resource, dependencies, and
milestones/ deliverables - 6 marks
5. Financial Capability: Average turnover of the 10 15 Financial
Lead bidder in case of consortium/sole bidder Capability
from System Integration/ ICT Systems Statement as
Development, Implementation and Cloud Hosting per Annexure –
work in last 5 financial years (i.e. 2017-18, 2018- XVI on
19, 2019-20, 2020-21, 2021-22). statutory
auditor letter
Turnover in INR: head
a) Average Turnover ≥ 1800 crore: 15 marks
b) 1600 ≤ Average Turnover < 1800 crores: 14
marks
c) 1400≤ Average Turnover < 1600 crores: 12
marks

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Min.
Max. Supporting
SN Criterion qualifying
Marks Document
Marks
d) 1200 ≤ Average Turnover < 1400 crores: 11
marks
e) 1000 ≤ Average Turnover < 1200 crores: 10
marks
Total 70 100

Note: all the submitted documents and annexures should have authorized signatory’s sign and
seal.

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Annexure-X: Financial Proposal Format

[To be submitted on Bidder Company’s Letterhead]

To:
Managing Director,
National Informatics Centre Services Inc.
NBCC Tower, 15, Bhikaii Cama Place,
New Delhi, 110 066
Sub: Financial Proposal for Selection of System Integrator for the Design, Development,
Implementation and Maintenance of SMART-PDS for NICSI (GeM Bid No.:
_________________ Dated: ___________)
Dear Sir,
We are pleased to submit our Financial Proposal for the Design, Development, Implementation,
and Maintenance of SMART-PDS for NICSI for a period of 60 months from the date of contract
signing.
1. We hereby declare that our Financial Proposal is unqualified and unconditional in all respects.
2. The Financial Bid has been quoted without seeking any minimum guaranteed support from
NICSI.
3. Our attached Financial Proposal is as follows:
Total Total
S. Price in Price in
Particulars
No. INR (in INR (in
figure) words)
A Cost towards Design, Development, commission and Go-Live
of SMART-PDS application and all other ancillary applications,
portal development, mobile app, integrations with other
Centre & State applications and any other software license
Fees (Total Cost mentioned in Annexure XI - A)

B Cost Toward the Go-live of Central component including

Migration/Training of Central stakeholders, Data Migration,
Cost for Operations & Maintenance of Charges/ Annual
Maintenance Contract (AMC), training and capacity building of
users, Out of Pocket Expenses including all other items for 36
months as defined in the entire RFP (Cost Mentioned Total
Cost mentioned in Annexure XI - B)

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Total Total
S. Price in Price in
Particulars
No. INR (in INR (in
figure) words)
C Cost Toward the Knowledge Transfer Operations &
Maintenance / Annual Maintenance Contract (AMC) of Legacy
AePDS , Annavitran Portal and IMPDS System, Out of Pocket
Expenses, application maintenance support including all other
items of legacy application as defined in the RFP for 27 Months
(Cost Mentioned Total Cost mentioned in Annexure XI - C)

D Cost Toward the Go-live of All State specific component

including Migration/Training of State stakeholders,
customization, configuration, Data Migration, Cost for
Operations & Maintenance of Charges/ Annual Maintenance
Contract (AMC) of Cloud infra and Application, Out of Pocket
Expenses as defined in the entire RFP for 36 Months (Cost
Mentioned Total Cost mentioned in Annexure XI - D)

E Cost Toward the Go-live of Procurement Module including

Migration/Training of State stakeholders, customization,
configuration, Data Migration, Cost for Operations &
Maintenance of Charges/ Annual Maintenance Contract (AMC)
of Cloud infra and Application, Out of Pocket Expenses, etc.
for 36 months (Cost Mentioned Total Cost mentioned in
Annexure XI - E)

F Cost of providing helpdesk support (Minimum team size of 6

helpdesk executives) for central and state component for a
period of 4 years and 6 months.
(Cost Mentioned Total Cost mentioned in Annexure XI - F)

G Person-Days Bundle Cost for 2000 Person days of effort for

Change Requests for major enhancements (Cost Mentioned
Total Cost mentioned in Annexure XI - G)

Total Cost (A + B + C +D + E + F + G)
4. The price quoted above by the bidder is inclusive of GST/Service Tax and includes all other
applicable taxes.

Yours faithfully,

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Date: (Signature of the Authorized signatory)

(Name and Designation of the of the Authorized signatory)

Place: (Rubber seal of the Bidder)

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Annexure-XI: Financial Bid Summary

Financial Bid Summary will be submitted in six parts

A) Software Development Cost of SMART PDS Application
SMART PDS application comprises of 18 modules defined in Functional Requirement
Specification (FRS) Document (section 3) of RFP Volume – I.
B) Go- Live and operational cost for Central Component covering following modules
Master Data Management, Central Repository, Dashboards/Portals, Data Analytics, Direct
Benefit Transfer, Central Allocation, API Integration, Quality Inspection System, Finance
Management System, Configuration Management and Mobile Application
C) Handover and Operation & Maintenance, Helpdesk Support of existing AePDS & IMPDS
System
Taking over of the existing Central system developed under Integrated Management of
Public Distribution System (IMPDS), Annvitran Portal and FPS Automation Application
(AePDS) from existing System Integrator (i.e. NIC HQ Team) in six months and ensure
smooth O&M for 21 months including 3 months of parallel run of existing system and new
SMART PDS system.
D) Go- Live and operational cost for State specific Component for 3 years covering following
modules
Ration Card Management System, FPS Management & Licensing, Supply Chain
Management and Vehicle Tracking System, Storage Management, FPS Automation,
Dashboard/Portals, Data Analytics, Direct Benefit Transfer, State Allocation, Grievance
Redressal, Management System, Configuration Management, API Integration and Mobile
Application
E) Go- Live and operational cost for State Procurement Module/Component for 3 years
Presently, 21 States/ UTs are procuring foodgrains for Public Distribution System. State
Procurement Module/Component may be implemented in such States/UTs.
F) Helpdesk for Central and State Component for 54 months
G) Person-Days Bundle Cost for Change Request

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A) Software Development Cost of SMART PDS Application: This cost will be inclusive of all the
expense made toward the development of central and state components including dev
environment and staging environment. Name of State specific component, State Procurement
Module and Central specific component of SMART-PDS are also listed in the below table:
Sr. SMART PDS Cost in Numeric Cost in
Name of Module in INR Words in INR
No. Component Type
SMART PDS Application Module Development Cost (Including Central & State Components)
1 Master Data Management Central
2 Central Repository Central
3 Ration Card Management State Specific
System
4 Fair Price Shop Management State Specific
& Licensing
5 Procurement Management State Procurement
Module
6 Storage Management State Specific
7 Supply Chain Management & State Specific
Vehicle Tracking System
8 FPS Automation State Specific
9 Dashboards Central and State
Specific
10 Data Analytics Central and State
Specific
11 Direct Benefit Transfer Central and State
Specific
12 Central/State Allocation Central and State
Specific
13 Grievance Redressal State Specific
14 Configuration Management Central and State
Specific
15 API Integration Central and State
Specific
16 Quality Inspection System Central
17 Finance Management System Central
18 SMART-PDS Mobile Central and State
Application Specific
A. Total of development Cost of all modules
B) Go- Live and operational cost for Central Component: This cost includes roll out cost for
central component, data migration cost for central components, Training cost for central
component Stakeholders, on-boarding cost for cloud and security components, O&M cost
for Application, cloud infra structure and security components for central components

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Application Support and Cost in Numeric in INR Cost in Words in INR

S. Maintenance Cost for Central
No Application
Annual Three-year Annual Cost Three-year
Cost Cost Cost
1 Cost towards Application Annual
maintenance contract/Operation
& Maintenance support for SMART
PDS application for Central
Component for 36 months
2 Cost for complete cloud
infrastructure solutions support
during AMC/O&M phase for
SMART PDS application for Central
Component for 36 months
B. Total Three-year cost of Application
Support and Maintenance Cost for
Central Application
C) Handover and Operation & Maintenance of existing AePDS & IMPDS System: This cost
includes cost incurred against knowledge transfer and O&M of existing systems AePDS and
IMPDS systems/subsystems for 27 Months.
S. No Application Support and Maintenance Cost for Cost in Cost in Words in INR
AePDS & IMPDS System Numeric in INR
1 Cost towards Knowledge transfer and handover of
AePDS & IMPDS System for First 6 Months
2 Cost towards Application Annual maintenance
contract support for AePDS & IMPDS System for 21
Months
C. Total Cost of Knowledge Transfer (for 6 months) and
Operation & Maintenance of existing AePDS & IMPDS
System (for 21 months)
D) Go- Live and operational cost for State Specific SMART PDS Components: This cost
includes customization, configuration and roll out cost for state component, data migration
cost from existing system, Training cost for state component Stakeholders, on-boarding
cost for cloud and security audit, O&M cost for Application, cloud infra structure and
security components.

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Sr . Sta te Software Roll Monthly Infra/Security Monthly Total Total

No out/Customizatio Configuration/Deployme Application Cost (in Cost (in
n/ nt Cost after Go-Live of O&M/ Bug Numeric Words)
Configuration/Tra State Specific SMART PDS Fixing Cost for AMC for AMC
ining /Migration Components [B] in INR after Go-Live of phase phase
Cost/ Security SMART PDS A+B*36+ A+B*36+
Audit including Application for C*36) in C*36) in
Staging/testing State Specific INR INR
environment for SMART PDS
State Specific Components
SMART PDS [C] in INR
Components [A]
in INR
1 Andaman
and Nicobar
Islands
2 Andhra
Pradesh
3 Arunachal
Pradesh
4 Assam
5 Bihar
6 Chandigarh
7 Chhattisgarh
8 Dadra & NH
and Daman
Diu
9 Delhi
10 Goa
11 Gujarat
12 Haryana
13 Himachal
Pradesh
14 Jammu &
Kashmir
15 Jharkhand
16 Karnataka
17 Kerala
18 Ladakh
19 Lakshadweep
20 Madhya
Pradesh
21 Maharashtra
22 Manipur
23 Meghalaya
24 Mizoram
25 Nagaland
26 Odisha
27 Puducherry
28 Punjab
29 Rajasthan

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Sr . Sta te Software Roll Monthly Infra/Security Monthly Total Total

No out/Customizatio Configuration/Deployme Application Cost (in Cost (in
n/ nt Cost after Go-Live of O&M/ Bug Numeric Words)
Configuration/Tra State Specific SMART PDS Fixing Cost for AMC for AMC
ining /Migration Components [B] in INR after Go-Live of phase phase
Cost/ Security SMART PDS A+B*36+ A+B*36+
Audit including Application for C*36) in C*36) in
Staging/testing State Specific INR INR
environment for SMART PDS
State Specific Components
SMART PDS [C] in INR
Components [A]
in INR
30 Sikkim
31 Tamil Nadu
32 Telangana
33 Tripura
34 Uttarakhand
35 Uttar
Pradesh
36 West Bengal
D. Go- Live and operational cost for State Specific SMART PDS Components for three
years

E) MSP Procurement Module: This cost includes customization, configuration and roll out cost
for MSP Procurement Module, data migration cost from existing system, Training cost for state
component Stakeholders, on-boarding cost for cloud and security audit, O&M cost for
Application, cloud infra structure and security components for state components
Sr . Sta te Software Roll Monthly Infra/Security Monthly Total Total
No out/Customizatio Configuration/Deployme Application Cost (in Cost (in
n/ nt Cost after Go-Live of O&M/ Bug Numeric Words)
Configuration/Tra State Procurement Fixing Cost for AMC for AMC
ining /Migration Module [B] in INR after Go-Live of phase phase
Cost/ Security State A+B*36+ A+B*36+
Audit including Procurement C*36) in C*36) in
Staging/testing Module/ INR INR
environment for Components
State [C] in INR
Procurement
Module/
Components [A]
in INR
1 Andaman
and Nicobar
Islands
2 Andhra
Pradesh
3 Assam
4 Bihar
5 Chandigarh
6 Chhattisgarh

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Sr . Sta te Software Roll Monthly Infra/Security Monthly Total Total

No out/Customizatio Configuration/Deployme Application Cost (in Cost (in
n/ nt Cost after Go-Live of O&M/ Bug Numeric Words)
Configuration/Tra State Procurement Fixing Cost for AMC for AMC
ining /Migration Module [B] in INR after Go-Live of phase phase
Cost/ Security State A+B*36+ A+B*36+
Audit including Procurement C*36) in C*36) in
Staging/testing Module/ INR INR
environment for Components
State [C] in INR
Procurement
Module/
Components [A]
in INR
7 Gujarat
8 Haryana
9 Himachal
Pradesh
10 J&K
11 Jharkhand
12 Karnataka
13 Kerala
14 Madhya
Pradesh
15 Maharashtra
16 Odisha
17 Punjab
18 Rajasthan
19 Tamil Nadu
20 Telangana
21 Tripura
22 Uttarakhand
23 Uttar
Pradesh
24 West Bengal
E. Go- Live and operational cost for State Specific SMART PDS Components for three
years

F) Helpdesk Support for Central and State Component:

# Particular Unit Monthly Cost Total Cost of Total Cost of
Rates of Helpdesk Helpdesk Helpdesk
(A) (B) = A * 6 Support (in Support (in
figure) words)
C = B*54 C = B*54
Cost of providing helpdesk
support (Minimum team size of 6
helpdesk executives) for central
and state component for a period
of 4 years and 6 months.

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# Particular Unit Monthly Cost Total Cost of Total Cost of

Rates of Helpdesk Helpdesk Helpdesk
(A) (B) = A * 6 Support (in Support (in
figure) words)
C = B*54 C = B*54
DoFPD may increase the size of
helpdesk depending upon the
need during the currency of the
contract.
F. Helpdesk Support for Central and State Component for 4 years
and 6 months (54 months)
G) Person-Days Bundle Cost for Change Request (only for major enhancements)
Cost in Cost in
Change Request Cost Numeric in Words
INR in INR
Person-Days Bundle Cost for 2000 Man days of effort for Change Requests**

**Cost of 2000 Person-Days Bundle: These person-Days bundle shall be utilized for
implementing changes during the Operation & Maintenance phase. However, payment shall be
done only if the Person-Days Bundle Cost for 2000 person days of effort for Change Requests is
utilized for major enhancements.

Note:
i. The price quoted above by the Bidder is inclusive of all statutory taxes, GST, duties, cess,
surcharges, levies and expenses and any other financial cost or implication.
ii. The total fee mentioned above in Annexure XI – Financial Bid Summary must match the
Financial Quote provided by the Bidder in Annexure X – Financial Proposal Format.
iii. BoQ from CSP including unit price and total cost of each item shall also be provided to
support the price quote provided above in Annexure X – Financial Proposal Format.
iv. In case of any additional requirement of any of the in-scope services and/or any
requirement of additional resource(s), the rates will be mutually agreed by NICSI and SI.
v. NICSI may decide not to use any of the above-mentioned services, in such cases amount
mentioned in the above table for the corresponding services will not to be paid to the SI.

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Annexure-XII: Format for Earnest Money Deposit (EMD)

<Location, Date>
To,
<Name>
<Designation>
<Address>
<Phone Nos.>
<Fax Nos.>
<Email id>
Whereas <<name of the bidder>> (hereinafter called 'the Bidder') has submitted the bid for
Submission of RFP # <<GeM Bid Number>> dated <<insert date>> for RFP for Selection of System
Integrator for the Design, Development, Implementation and Maintenance of SMART-PDS for
DoF&PD (hereinafter called "the Bid") to National Informatics Centre Services Inc. (NICSI).
Know all Men by these presents that we <<name of the bank>> having our office at <<Address>>
(hereinafter called "the Bank") are bound unto the National Informatics Centre Services Inc.
(NICSI) (hereinafter called "the Purchaser") in the sum of Rs 30,000,000/- (INR Three crore only))
for which payment well and truly to be made to the said Purchaser, the Bank binds itself, its
successors and assigns by these presents. Sealed with the Common Seal of the said Bank this
<<insert date>>.
The conditions of this obligation are:
1. If the Bidder having its bid withdrawn during the period of bid validity specified by the Bidder
on the Bid Form; or
2. If the Bidder, having been notified of the acceptance of its bid by the Purchaser during the
period of validity of bid
(a) Withdraws his participation from the bid during the period of validity of bid document; or
(b) Fails or refuses to participate or failure to respond in the subsequent Tender process after
having been short listed;
We undertake to pay to the Purchaser up to the above amount upon receipt of its first written
demand, without the Purchaser having to substantiate its demand, provided that in its demand
the Purchaser will note that the amount claimed by it is due to it owing to the occurrence of one
or both of the two conditions, specifying the occurred condition or conditions.

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This guarantee will remain in force up to <<insert date>> and including <<extra time over and
above mandated in the RFP>> from the last date of submission and any demand in respect
thereof should reach the Bank not later than the above date.
NOTHWITHSTANDING ANYTHING CONTAINED HEREIN:
I. Our liability under this Bank Guarantee shall not exceed Rs. 30,000,000/- (INR Three crore only)
II. This Bank Guarantee shall be valid upto <<insert date>>).
III. It is condition of our liability for payment of the guaranteed amount or any part thereof arising
under this Bank Guarantee that we receive a valid written claim or demand for payment under
this Bank Guarantee on or before <<insert date>>) failing which our liability under the guarantee
will automatically cease.

(Authorized Signatory of the Bank)

Seal:
Date:

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Annexure-XIII: Format for Performance Bank Guarantee (PBG)

Performa of Bank Guarantee as per Bank’s format

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Annexure-XIV: Format for Self -Declarations

A) Undertaking for availability of Sufficient and Competent Manpower to support the

requirements in RFP

[To be submitted on Bidder Company’s Letterhead]

Date:

To:

Managing Director,
National Informatics Centre Services Inc.
NBCC Tower, 15, Bhikaii Cama Place,
New Delhi, 110 066
Sub: Undertaking for Sufficient IT Manpower

Dear Sir,

In accordance with eligibility requirements of this tender process, we _________<Name of the

bidding firm>__________________ wish to declare that, we have more than _______<number
of employees> full time employees on our own payroll, competent to support, execute and
deliver the services as per the envisaged scope of work.

Yours faithfully,

Date: (Signature of the Authorized signatory)

(Name and designation of the of the Authorized signatory)

Place: (Name and rubber seal of the Bidder)

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B) Format for self-declaration on “No Conflict of Interest”

[To be submitted on Bidder Company’s Letterhead]

Date:

To:

Managing Director,
National Informatics Centre Services Inc.
NBCC Tower, 15, Bhikaii Cama Place,
New Delhi, 110 066

Sub: Undertaking for No Conflict of Interest

Dear Sir,
In accordance with the clauses this RFP document, we _________<Name of the
firm>__________________ wish to declare that we do not have any conflict of interest that may
affect the current Bidding Process.
1
Yours faithfully,

Date: (Signature of the Authorized signatory)

(Name and designation of the of the Authorized signatory)
Place: (Name and rubber seal of the Bidder)

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C) Format for Undertaking on Clean Track Record – No Corrupt/Fraudulent Practices

[To be submitted on Bidder Company’s Letterhead]

Date:

To:

Managing Director,
National Informatics Centre Services Inc.
NBCC Tower, 15, Bhikaii Cama Place,
New Delhi, 110 066
Sub: Undertaking of Clean Track Record

Dear Sir,

With reference to the above subject, we hereby wish to inform that, <Name of the Firm>
isn’t debarred by any Central/ State Government Department/ Institution as on the date of
submission of the bid and there has been no litigation with any Department/ PSU/ Corporation
in Central/ State Government which may have any material impact on our ability to deliver the
project (if awarded) or under a declaration of ineligibility for corrupt or fraudulent practices as
on date_________.

We hope that this undertaking provided hereinabove shall suffice the purpose. In case you need
and further clarification, we would be glad to provide the same.

2 Yours faithfully,

Date: (Signature of the Authorized signatory)

(Name and designation of the of the Authorized signatory)
Place: (Name and rubber seal of the Bidder)

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Annexure-XV: Integrity Pact

(INTEGRITY PACT)
This pre-contract agreement (hereinafter called the “Integrity Pact” or “Pact”) is made on
<<day>> of <<month, year>>, between, on one hand, the President of India acting through
<<Designation of RFP Issuing Authority>>, Department of Food & Public Distribution (DoF&PD),
Government of India (hereinafter called the “BUYER”, which expression shall mean and include,
unless the context otherwise requires, his successors in office and assigns) of the First Part.
AND
M/s <<bidder’s legal entity >> represented by <<name and designation>> (hereinafter called the
“BIDDER/Seller”, which expression shall mean and include, unless the context otherwise
requires, his successors and permitted assigns) of the Second Part.
WHEREAS the BUYER proposes to engage the System Integrator (SI) for implementation and
operations management of the Project and the BIDDER is willing to offer/ has offered the services
and
WHEREAS the BIDDER is a private company/ public company/ Government undertaking/
partnership, constituted in accordance with the relevant law in the matter and the BUYER is a
Ministry/ Department of the Government of India performing its functions on behalf of the
President of India.
NOW, THEREFORE,
To avoid all forms of corruption by following a system that is fair, transparent and free from any
influence/ prejudiced dealings prior to, during and subsequent to the currency of the contract to
be entered into with a view to:-
Enabling the BUYER to obtain the desired services at a competitive price in conformity with the
defined specification by avoiding the high cost and the distortionary impact of corruption on
public procurement, and Enabling BIDDERs to abstain from bribing or indulging in any corrupt
practice in order to secure the contract by providing assurance to them that their competitors
will also abstain from bribing and other corrupt practices and the BUYER will commit to prevent
corruption, in any form, by its officials by following transparent procedures.
The parties hereto hereby agree to enter into this Integrity Pact and agree as follows:
Commitments of the BUYER
1.1. The BUYER undertakes that no official of the BUYER, connected directly or indirectly
with the contract, will demand, take a promise for or accept, directly or through
intermediaries, any bribe, consideration, gift, reward, favour or any material or
immaterial benefit or any other advantage from the BIDDER, either for themselves or
for any person, organisation or third party related to the contract in exchange for an

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advantage in the bidding process, bid evaluation, contracting or implementation

process related to the contract.
1.2. The BUYER will, during the pre-contract stage, treat all the BIDDERs alike, and will
provide to all BIDDERs the same information and will not provide any such information
to any particular BIDDER which could afford an advantage to that particular BIDDER in
comparison to other BIDDERs.
1.3. All the officials of the BUYER will report to the appropriate Government office any
attempted or completed breaches of the above commitments as well as any
substantial suspicion of such a breach.
2 In case any such preceding misconduct on the part of such official(s) is reported by the
BIDDER to the BUYER with full and verifiable facts and the same is prima facie found to be
correct by the BUYER, necessary disciplinary proceedings, or any other action as deemed
fit, including criminal proceedings may be initiated by the BUYER and such a person shall be
debarred from further dealings related to the contract process. In such a case while an
enquiry is being conducted by the BUYER the proceedings under the contract would not be
stalled.
Commitments of the Bidder
3 The BIDDER commits itself to take all the measures necessary to prevent corrupt practices,
unfair means and illegal activities during any stage of its bid or during any pre-contract or
post-contract stage in order to secure the contract or in furtherance to secure it and in
particular commit itself to the following:-
3.1 The BIDDER will not offer, directly or through intermediaries, any bribe, gift,
consideration, reward, favor or any material or immaterial benefit or other advantage,
commission, fees, brokerage or inducement to any official of the BUYER, connected
directly or indirectly with the bidding process, or to any person, organization or third
party related to the contract in exchange for any advantage in the bidding, evaluation,
contracting and implementation of the contract.
3.2 The BIDDER further undertakes that it has not given, offered or promised to give,
directly or indirectly any bribe, gift, consideration, reward, favor, any material or
immaterial benefit or other advantage, commission, fees, brokerage or inducement to
any official of the BUYER or otherwise in procuring the Contract or forbearing to do or
having done any act in relation to the obtaining or execution of the contract or any
other contract with the Government for showing or forbearing to show favor or dis-
favor to any person in relation to the contract or any other contract with the
Government.
3.3 BIDDER shall disclose the payments to be made by them to agents/brokers or any other
intermediary, in connection with this bid/contract.

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3.4 The BIDDER further confirms and declares to the BUYER that the BIDDER has not
engaged any individual or firm or company whether Indian or foreign to intercede,
facilitate or in any way to recommend to the BUYER or any of its functionaries, whether
officially or unofficially to the award of the contract to the BIDDER, nor has any amount
been paid, promised or intended to be paid to any such individual, firm or company in
respect of any such intercession, facilitation or recommendation.
3.5 The BIDDER, either while presenting the bid or during pre-contract negotiations or
before signing the contract, shall disclose any payments he has made, is committed to
or intends to make to officials of the BUYER or their family members, agents, brokers
or any other intermediaries in connection with the contract and the details of services
agreed upon for such payments.
3.6 The BIDDER will not collude with other parties interested in the contract to impair the
transparency, fairness and progress of the bidding process, bid evaluation, contracting
and implementation of the contract.
3.7 The BIDDER will not accept any advantage in exchange for any corrupt practice, unfair
means and illegal activities.
3.8 The BIDDER shall not use improperly, for purposes of competition or personal gain, or
pass on to others, any information provided by the BUYER as part of the business
relationship, regarding plans, technical proposals and business details, including
information contained in any electronic data carrier. The BIDDER also undertakes to
exercise due and adequate care lest any such information is divulged.
3.9 The BIDDER commits to refrain from giving any complaint directly or through any other
manner without supporting it with full and verifiable facts.
3.10 The BIDDER shall not instigate or cause to instigate any third person to commit any of
the actions mentioned above. Also,the BIDDER should comply with the Data Protection
Act, AADHAAR Act, NFSA Act and IT Act.
3.11 If the BIDDER who is involved in the bid process or any employee of such BIDDER or
any person acting on behalf of such BIDDER, either directly or indirectly, is a relative of
any of the officers of the BUYER, or alternatively, if any relative of an officer of BUYER
who is involved in the bid process has financial interest/stake in the BIDDER’s firm, the
same shall be disclosed by the BIDDER at the time of filing of tender.
3.12 The BIDDER shall not lend to or borrow any money from or enter into any monetary
dealings or transactions, directly or indirectly, with any employee of the BUYER.
For the purposes of clauses 3.11 & 3.12, the listed words shall have the ascribed meanings as
follows:

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i) “employee of such BIDDER or any person acting on behalf of such BIDDER” means only
those persons acting on behalf of such Bidder who are involved in the bid process/
Project.
ii) “officers/employee of the BUYER”, means only those persons who are involved in the
bid process/ Project.
iii) “financial interest/stake in the BIDDER’s firm” excludes investment in securities of
listed companies”.
4 Previous Transgression
4.1 BIDDER declares that no previous transgression occurred in the last three years
immediately before signing of this Integrity Pact, with any other company in any
country in respect of any corrupt practices envisaged hereunder or with any Public
Sector Enterprise in India or any Government Department in India that could justify
BIDDER’s exclusion from the tender process.
4.2 The BIDDER agrees that if it makes incorrect statement on this subject, BIDDER can be
disqualified from the tender process or the contract, if already awarded, can be
terminated for such reason.
5 Earnest Money (EMD)
5.1 The Bidder’s EMD of INR 3,00,00,000/- (INR Three Crores only) deposited along with
the bid shall remain valid till the submission of performance guarantee by the BIDDER.
5.2 In case of the successful BIDDER, a clause would also be incorporated in the
Performance Bank Guarantee that the provisions of Sanctions for Violation shall be
applicable for forfeiture of Performance Bond in case of a decision by the BUYER to
forfeit the same without assigning any reason for imposing sanction for violation of
this Pact.
5.3 Within 15 days of the receipt of notification of award from the employer, the
successful Bidder shall furnish the performance security equal to 10 per cent of the
value of contract from a commercial bank in accordance with the conditions of the
Agreement, in the proforma prescribed at Volume – III of this RFP.
5.4 Performance security should remain valid from date of execution of Contract to the
expiry of 180 days after the date of completion of all contractual obligation.
5.5 No interest shall be payable by the BUYER to the BIDDER on Earnest
Money/Performance Security for the period of its currency.
6 Sanctions for Violations

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6.1 Any breach of the aforesaid provisions by the BIDDER or any one employed by it or
acting on its behalf (whether with or without the knowledge of the BIDDER) shall
entitle the BUYER to take all or any one of the following actions, wherever required:
6.1.1 To immediately call off the pre contract negotiations without assigning any
reason or giving any compensation to the BIDDER. However, the proceedings
with the other BIDDER(s) would continue.
6.1.2 The Earnest Money Deposit (in pre-contract stage) and/or Performance Security
(after the contract is signed) shall stand forfeited either fully or partially, as
decided by the BUYER and the BUYER shall not be require to assign any reason
therefore.
6.1.3 To immediately cancel the contract, if already signed, without giving any
compensation to the BIDDER.
6.1.4 To recover all sums already paid by the BUYER, and in case of an Indian BIDDER
with interest thereon at 2% higher than the prevailing prime lending rate of State
Bank of India, while in case of a BIDDER from a country other than India with
interest thereon at 2% higher than the LIBOR. If any outstanding payment is due
to the BIDDER from the BUYER in connection with any other contract for any
other stores, such outstanding payment could also be utilised to recover the
aforesaid sum and interest.
6.1.5 To encash the advance bank guarantee and performance bond/warranty bond,
if furnished by the BIDDER, in order to recover the payments, already made by
the BUYER, along with interest.
6.1.6 To cancel all or any other Contracts with the BIDDER. The BIDDER shall be liable
to pay compensation for any loss or damage to the BUYER resulting from such
cancellation/rescission and the BUYER shall be entitled to deduct the amount so
payable from the money(s) due to the BIDDER
6.1.7 To debar the BIDDER from participating in future bidding processes of the
Government of India for a minimum period of five years, which may be further
extended at the discretion of the BUYER
6.1.8 To recover all sums paid in violation of this Pact by BIDDER(s) to any middleman
or agent or broker with a view to securing the contract.
6.1.9 In cases where irrevocable Letters of Credit have been received in respect of any
contract signed by the BUYER with the BIDDER, the same shall not be opened.
6.1.10 Forfeiture of Performance Bond in case of a decision by the BUYER to forfeit the
same without assigning any reason for imposing sanction for violation of this
Pact.

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6.2 The BUYER will be entitled to take all or any of the actions mentioned at para 6.1.1 to
6.1.10 of this Pact also on the Commission by the BIDDER or any one employed by it or
acting on its behalf (whether with or without the knowledge of the BIDDER), of an
offence as defined in Chapter IX of the Indian Penal code, 1860 or Prevention of
Corruption Act, 1988 or any other statute enacted for prevention of corruption.
6.3 The decision of the BUYER to the effect that a breach of the provisions of this Pact has
been committed by the BIDDER shall be final and conclusive on the BIDDER. However,
the BIDDER can approach the Independent Monitor(s) appointed for the purposes of
this Pact.
7 Fall Clause
The BIDDER undertakes that under similar buying conditions, it has not supplied/is not
supplying similar product/systems or subsystems at a price lower than that offered in the
present bid in respect of any other Ministry/Department of the Government of India or PSU
and if it is found at any stage that similar product/systems or subsystems was so supplied
by the BIDDER to any other Ministry/Department of the Government of India or a PSU at a
lower price, then that very price, with due allowance for elapsed time, will be applicable to
the present case and the difference in the cost would be refunded by the BIDDER to the
BUYER, if the contract has already been concluded.
8 Independent Monitors
8.1 Shri <Name> has been appointed as Independent External Monitor (hereinafter
referred to as Monitor) for overseeing and implementation of the Pre-Contract
Integrity Pact for procurement of services in the <Purchaser’s entity>. His contact
details are as under:
<Name>
<Address>
<Contact details>
8.2 The task of the Monitors shall be to review independently and objectively, whether
and to what extent the parties comply with the obligations under this Pact.
8.3 The Monitors shall not be subject to instructions by the representatives of the parties
and perform their functions neutrally and independently.
8.4 Both the parties accept that the Monitors have the right to access all the documents
relating to the project/procurement, including minutes of meetings.
8.5 As soon as the Monitor notices, or has reason to believe, a violation of this Pact, he will
so inform the Authority designated by the BUYER.

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8.6 The BIDDER(s) accepts that the Monitor has the right to access without restriction to
all Project documentation of the BUYER including that provided by the BIDDER. The
BIDDER will also grant the Monitor, upon his request and demonstration of a valid
interest, unrestricted and unconditional access to his project documentation. The
same is applicable to Subcontractors. The Monitor shall be under contractual
obligation to treat the information and documents of the BIDDER/Subcontractor(s)
with confidentiality.
8.7 The BUYER will provide to the Monitor sufficient information about all meetings among
the parties related to the Project provided such meetings could have an impact on the
contractual relations between the parties. The parties will offer to the Monitor the
option to participate in such meetings.
8.8 The Monitor will submit a written report to the designated Authority of BUYER/
Secretary in the Department/ within 8 to 10 weeks from the date of reference or
intimation to him by the BUYER/ BIDDER and, should the occasion arise, submit
proposals for correcting problematic situations.
9 Facilitation of Investigation
In case of any allegation of violation of any provisions of this Pact or payment of
commission, the BUYER or its agencies shall be entitled to examine all the documents
including the Books of Accounts of the BIDDER and the BIDDER shall provide necessary
information and documents in English and shall extend all possible help for the purpose of
such examination.
10 Law and Place of Jurisdiction
This Pact is subject to Indian Law. The place of performance and jurisdiction is New Delhi.
11 Other Legal Actions
The actions stipulated in this Integrity Pact are without prejudice to any other legal action
that may follow in accordance with the provisions of the extant law in force relating to any
civil or criminal proceedings.
12 Validity
12.1 The validity of this Integrity Pact shall be from date of its signing and extend upto the
complete execution of the contract to the satisfaction of both the BUYER and the
BIDDER. In case Bidder is unsuccessful, this Integrity Pact shall expire after six months
from the date of signing of the contract.
12.2 Should one or several provisions of this Pact turn out to be invalid, the remainder of
this Pact shall remain valid. In this case, the parties will strive to come to an agreement
to their original intentions.

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13 The parties hereby sign this Integrity Pact at _____________ on ________________.

Buyer Bidder

Name of Officer Chief Executive Officer/ Authorized

Representative of Bidder

Designation

Dept./Ministry/PSU

WITNESS WITNESS

1. 1.

2. 2.

* Provisions of these clauses would need to be amended/deleted in line with the policy of the
BUYER in regard to involvement of Indian agents for foreign suppliers.

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Annexure-XVI: Financial Capability Statement

[To be submitted separately on Statutory Auditor’s letterhead for the bidder firm]

I hereby declare that I have scrutinized and audited the financial statements of
M/s________________. Turnover* of the bidder (name of the Bidder) as on 31st March, 2023 as
per audited statement is as follows:

Financial year Turnover (INR Crore) Net Worth (INR Crore)

2017-18

2018-19

2019-20

2020-21

2021-22

*To be provided from latest available Audited statement

The organization is a profit making company with positive net worth for each of the last five (05)
financial years (FY 2017-18, 2018-19, 2019-20, 2020-21, 2021-22 as on 31st March 2023.

__________________
(Signed and Sealed by the statutory auditor)

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Annexure-XVII: Format for Providing Past Project Summary of Bidder

# Technical Project Client Project Project Start & Project

Evaluation Name Name Value Duration End Date Location
Criteria No.

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

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Annexure-XVIII: Format for Submission of Deviations

[To be submitted on Bidder Company’s Letterhead]
Date:
To:
Managing Director,
National Informatics Centre Services Inc.
NBCC Tower, 15, Bhikaji Cama Place,
New Delhi, 110 066

Sub: Undertaking for Submission of Deviations

Dear Sir,
In accordance with the RFP document, we <Name of the firm> wish to submit our deviations
along with the proposal and declare that:
a) Deviations don’t have any material impact on the project.
b) We have not submitted any deviation(s) anywhere else in this proposal.
c) The submission of deviations doesn’t mean acceptance of deviation by NICSI.
d) Even if deviations are not accepted by NICSI and we are selected under the RFP as SI then we
shall abide by all the terms and conditions of this RFP document.

RFP (Volume / Section / Page no. in Technical

# RFP Requirement Deviation
Page No.) Proposal
1
2
3

Yours faithfully,

Date:
(Signature of the Authorized signatory)
Place: (Name and designation of the of the Authorized signatory)
(Name and seal of the Bidder)

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Annexure-XIX: Format for Consortium Agreement

<<On non-judicial stamp paper of Rs.1000 value to be purchased in the name of executants
companies or as required by the jurisdiction in which executed duly notarized>>
This Consortium Agreement executed on this ................ day of........................... Two Thousand
………………. By:
M/s. .....................................a Company incorporated under the laws of........................and having
its registered office at............................. (Hereinafter called the “Lead Member /
First Member” which expression shall include its successors);
And
M/s. …....................... a Company incorporated under the laws of
....................................... and having its registered office at.......................... (Hereinafter called
the “Second Member” which expression shall include its successors)
The Lead Member/First Member and the Second Member shall collectively hereinafter be called
as the “Consortium Members” for the purpose of submitting a proposal (hereinafter called as
“Bid”) for the work of ………………………(Name of project) Department of Food and Public
Distribution. (DoF&PD) (hereinafter called the “Owner”) in response to Request for Proposal
Document (hereinafter called as ”tender” Document) Dated………….. for the purposes of
submitting the bid no. ………….. …………………………..and entering into a contract in case of award
for the work of …… (Name of work)………………………
WHEREAS, the Owner invited bids vide its tender document no. …………………for the work
of…………AND
WHEREAS as per document, Consortium bids will also be considered by the Owner provided they
meet the specific requirements in that regard.
AND WHEREAS the bid is being submitted to the Owner vide proposal dated ………… based on the
Consortium Agreement and the bid with its forms and submission documents, in accordance with
the requirement of tender conditions and requirements have been signed by all the partners and
submitted to the Owner.
AND WHEREAS Clause <> of tender document stipulates that a Consortium of maximum <2>
companies, meeting the requirements stipulated in the tender document may submit a Proposal
signed by Lead Member of the Consortium Members so as to legally bind all the Members of the
Consortium to the Owner and duly signed Consortium Agreement shall be attached to the
Proposal.
NOW THEREFORE, in consideration of the mutual covenants of the members of the Consortium,
the sufficiency whereof is hereby acknowledged and other good valuable consideration, we
agree as follows:

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1. We the members in the Consortium hereby confirm that the name and style of the Consortium
shall be…………….. Consortium.
2. M/s. ......................................shall act as Lead Member for self, and for and on behalf of M/s
…………………….. (Second Member) and further declare and confirm that we shall jointly and
severally be bound unto the Owner for the successful performance of the obligations under the
Request for Proposal (tender) and resulting Contact Agreement(s) submitted / executed by the
Lead Member in the event of the selection of Consortium. Further, the Lead member is
authorized to incur liabilities and receive instructions for and on behalf of any or all partners of
the consortium.
3. The composition or the constitution of the consortium shall not be altered without the prior
consent of the Owner.
4. The roles and responsibilities of the lead member and consortium member of the consortium
for execution of various components/activities as defined in the tender document shall be as
under:

S. Project Roles & responsibilities of Roles & responsibilities of

No. Component/Activity Lead Member Consortium Member

5. It is agreed that the lead member shall be liable for the entire scope of work and risks involved
thereof. It is also agreed that all non-lead members of the consortium shall be held equally
responsible along with the lead member for the obligations under the tender Document,
Contract and this Agreement, as per the scope of work, roles and responsibility agreed in this
agreement.
6. For the purpose of this Agreement, the tender document and the Contract, the Lead member
shall be the single point of contact for the Owner, shall have the overall responsibility of the
management of the Project and shall have single point responsibility for ensuring that all
members of the consortium are complying with the terms and conditions set out in the Contract
and the tender Document.
7. If Owner suffers any loss or damage on account of any breach in the stipulation of the
Agreements to be entered into by the Consortium Members, upon its selection pursuant to
tender (the "Agreements") or any shortfall in the performance of the Transaction or in
meeting the performances guaranteed as per the tender and the Agreements, the Consortium
Members hereby jointly and severally undertake to promptly make good such loss or damages
caused to Owner on its demand without any demur or contest. The Owner shall have the right to
proceed against anyone of the partners and it shall neither be necessary nor obligatory on the

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part of the Owner to proceed against the Lead bidder before proceeding against or dealing with
the other Member.
8. The financial liability of the Consortium Members to the Owner, with respect to any of the
claims arising out of the performance or non-performance of obligations under the tender and
the resulting Agreement(s) shall not be limited so as to restrict or limit the liabilities of any of the
Members.
9. It is expressly agreed by the Members that all the due payments shall be made by the Owner
to lead member only.
10. This Consortium agreement shall be construed and interpreted in accordance with the laws
of India and the Courts of New Delhi shall have the exclusive jurisdiction in all matters arising
there under.
11. It is also hereby agreed that Lead Member shall, on behalf of the Consortium shall submit
the Bid and performance Security as specified by owner in the tender document.
12. It is further agreed that this Consortium Agreement shall be irrevocable and shall continue
to be enforceable till the same is discharged by Owner.
13. This Agreement shall come into force as of the date of signing and shall continue in full force
and effect until the complete discharge of all obligations, concerning the carrying out of the
Project, which have been taken on by the Parties under the Contract, tender Document and
under this Agreement.
14. Any other terms and conditions not in contradiction to the tender and above-mentioned
terms and conditions.
IN WITNESS WHEREOF, the Members to the Consortium agreement have through
their authorised representatives executed these presents and affixed common seal of their
companies, on the day, month and year first mentioned above.

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Common Seal of ................ has been For and on behalf of M/s…………….. (Lead
affixed in my/our Lead Member presence Bidder)
pursuant to Board of Director’s resolution
(Signature of authorized representative)
dated ......................
Name:
1) Witness
Designation:
2) WitnessSeal of ................ has been
Common For and on behalf of M/s…………….. (Second
affixed in my/our Lead Member presence member)
pursuant to Board of Director’s resolution
(Signature of authorized representative)
dated .....................
Name :
1) Witness
Designation:
2) Witness

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Annexure-XX: Format for Office mapping with region and state

# Region State Office Location/address

1 East

2 West

3 North

4 South

5 North-East

Note : The bidder should have an office at a representative location serving the whole
region/zone as stated above. In case, the bidder doesn’t have an office at the required location,
then he shall be given time period of 45 working days from the date of award to setup the office
at the given location. In this case, the bidder must submit a self-declaration certificate at the time
of award to establish the office within 45 working days at the location where required.

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