Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System

for Maha Kumbh 2025

E-bid document

Request for Proposal (RFP) for Selection of Implementation Agency

(IA) for Automation of Public Distribution System for Maha Kumbh
2025

Issued by:
Prayagraj Mela Pradhikaran,
Control Room, Triveni Bandh,
Daraganj, Prayagraj,
Uttar Pradesh - 211006

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

Disclaimer

This Request for Proposal (RFP) document for Request for Proposal (RFP) for Selection of
Implementation Agency (IA) for Automation of Public Distribution System for Maha Kumbh 2025
(hereinafter referred to as the “Project”) contains brief information about the scope of work and
qualification process for the selection of Bidder. The purpose of the RFP Document is to provide the
Bidders (hereinafter referred to as “Bidder/s or IA”) with information to assist the formulation of their
proposals (hereinafter referred to as the “Proposal/s”).

This RFP is not an agreement and is neither an offer by the Authority to the prospective Bidder or any
other person. The purpose of this RFP is to provide interested parties with information that may be
useful to them in making their Financial Bids pursuant to this RFP. While all efforts have been made to
ensure the accuracy of information contained in this RFP Document, this document does not purport to
contain all the information required by the Bidders. The Bidders should conduct their own independent
assessment, investigations and analysis and should check the reliability, accuracy and completeness
of the information at their end and obtain independent advice from relevant sources as required before
submission of their Proposal. Prayagraj Mela Pradhikaran (hereinafter referred to as “Client” or the
“Authority”) or any of its employees or existing advisors shall incur no liability under any law, statute,
rules or regulations as to the accuracy or completeness of the RFP Document. The Authority reserves
the right to change any or all conditions/ information set in this RFP Document by way of revision,
deletion, updating or annulment through issuance of appropriate addendum as the Authority may deem
fit without assigning any reason thereof.

The Authority reserves the right to accept or reject any or all Proposals without giving any reasons
thereof. The Authority will not entertain or be liable for any claim for costs and expenses in relation to
the preparation of the Proposals to be submitted in response to this RFP Document.

Information provided in this RFP to the Bidder (s) is on a wide range of matters, some of which may
depend upon interpretation of law. The information given is not intended to be an exhaustive account
of statutory requirements and should not be regarded as a complete or authoritative statement of law.
The Authority accepts no responsibility for the accuracy or otherwise for any interpretation or opinion
on law expressed herein.

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
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Table of Contents

1. Data Sheet 6
2. Terms of reference 8

2.1 Background of Public Distribution System 8

2.2 Scope of services 8
2.2.2.1 Data Entry and pasting of QR Codes 10
2.2.2.2 Supply and Installation of CCTV Cameras, Laptops, QR Code Scanners and QR Code Printers 10

2.3 Bill of Material 18

2.4 Team 18
2.5 Project Implementation Timelines, Deliverables and Payment Terms 18
2.6 Payment Schedule 19
2.7 Review and Monitoring of the IA’s work 20
2.8 Support from the Authority 20
2.9 Service Level Agreement 20
3. Eligibility and Evaluation criteria 27

3.1 Eligibility criteria 27

3.2 Technical evaluation criteria 29
3.3 Financial Evaluation 30
3.4 Final Bid evaluation 31
4. Instructions to Bidders 32

4.1 General instructions 32

4.2 Preparation and submission of Proposals 33
5. General Conditions (GC) of Contract 37

5.1 Definitions 37
5.2 Law Governing Contract 38
5.3 Language 38
5.4 Notices 38
5.5 Authorised Representatives 38
5.6 Taxes and Duties 38
5.7 Fraud and Corruption 38
5.8 Limitation of Liability 39
5.9 Insurance 40
5.10 Liquidated Damages 40
5.11 Commencement, Completion, Modification and Termination of Contract 40

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
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a) Effectiveness of Contract 40
b) Commencement of Services 40
c) Expiration of Contract 40
d) Modifications or Variations 40
e) Force Majeure 40
6. Risk and Cost 43
7. Obligations of the IA 43

7.1 Standard of Performance 43

7.2 Confidentiality 43
7.3 Documents Prepared by the IA to be the Property of the Client 44
7.4 Accounting 44
8. Obligations of the Client 44

8.1 Assistance 44
8.2 Change in the Applicable Law Related to Taxes and Duties 44
9. Payments to the IA 44

9.1 Payments 44
9.2 Terms and Conditions of Payment 44
10. Good Faith and Indemnity 44
11. Settlement of Disputes 45

11.1 Amicable Settlement 45

11.2 Arbitration 45
11.3 Jurisdiction 45
12. Annexure B – Standard Forms 46

12.1 Form 1: Technical Proposal Submission Form 46

12.2 Form 2: Financial Capacity of the IA 47
12.3 Form 3: Eligible assignments of the IA 48
12.4 Form 5: Description of Approach, Methodology and Work Plan for Performing the
Assignment 49
12.5 Form 6: Declaration 50
12.6 Form 7: Financial Proposal – Cover Letter 51
12.7 Form 8: Financial Proposal – Detailed breakup 52
12.8 Form 9: Curriculum Vitae (CV) for Technical Manager 53
12.9 Form 10: Format for Technical Presentation 54
12.10 Form 11: Self-Certification by Class I local supplier/Class- II local Supplier 55
12.11 Form 12: Applicant’s Organization and Experience 56

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12.12 Form 13: Format for Self-declaration for Rule 144 GFR reg 57
12.13 Form 14: No Deviation Certificate 58
12.14 Form 15: Total Responsibility Certificate 59
12.15 Form 16: Format for Self-declaration/ Sub-Contracting Reg 60
13. Pre-Qualification Bid Checklist (Indicative) 61
14. Technical Bid Checklist (Indicative) 62

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

1. Data Sheet

1 Name of the Bid Request for Proposal (RFP) for Selection of Implementation
Agency (IA) for Automation of Public Distribution System for
Maha Kumbh 2025
2 Time-period of contract 5 Months (150 days)

3 Method of selection Least Cost Based Selection (L1)

4 Bid Processing Fee Non-refundable fee of INR 5,900 /- inclusive of GST (through
RTGS only)

5 Earnest Money Deposit (EMD) Refundable amount of INR 1,50,000/- (through RTGS only)

6 Performance Guarantee 5% of the Contract Value valid for 2 months post expiry of the
Contract Period

7 Financial Bid to be submitted Yes

together with Technical Bid

Mela Adhikari
8 Name of the Client’s official for
addressing queries and Prayagraj Mela Pradhikaran, Control Room, Triveni Bandh,
clarifications
Daraganj, Prayagraj, Uttar Pradesh - 211006
Email: [email protected]
Telephone: +91532 2500775/ +91532 2504011

9 Proposal Validity Period 180 days from Proposal Due Date

10 Proposal Language English

11 Proposal Currency INR

12 Schedule of Bidding Process

13 Task Key Dates

14 Bid upload date/time 24-08-2024, 15.00 Hrs (IST)

15 Last date of receiving queries 27-08-2024, 12.00 Hrs (IST)

Bidders shall send their queries through Gmail to
[email protected] by 27th August 2024.

16 Pre-bid conference 27-08-2024, 15.00 Hrs (IST)

Topic: Pre bid conference for

Interested bidders may join online through the given zoom link
queries regarding RFP for
Selection of IA for Automation of on 27th August at 3:00 PM
Public Distribution System for
Maha Kumbh 2025 https://us06web.zoom.us/j/85931507682?pwd=MJ7Ygn
MiYl3abwupbwSpI8P3qkfMxQ.1

17 Proposal Due Date (PDD) 12-09-2024, 14.00 Hrs (IST)

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
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18 Bid Start Date 30-08-2024, 15.00 Hrs (IST)

19 Bid End Date 12-09-2024, 14.00 Hrs (IST)

20 Opening of Technical Bids 12-09-2024, 14.30 Hrs (IST)

21 Opening of Financial Bid To be Communicated

22 Technical presentation To be Communicated

22 Consortium to be allowed No

23 Sub-Contracting to be allowed No

For Bid Processing Fee & EMD

24 Account details
Bank Name: Indian Bank, Civil Lines, Prayagraj
Beneficiary Name: Prayagraj Mela Pradhikaran, Allahabad
A/c No - 50434426422
IFS code IDIB000C629

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
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2. Terms of reference
The Authority intends to engage an Implementation Agency (IA) to Design, Develop, Implement and
Operate Public Distribution System for Maha Kumbh 2025 efficiently and successfully. The Request for
Proposal (RFP) document for the selection of Implementation Agency (IA) can be downloaded from
procurement website http://gem.gov.in.

2.1 Background of Public Distribution System

2.1.1 The Prayagraj Mela Authority, in collaboration with the Department of Food and Civil Supplies,
is set to distribute subsidized food and essential commodities to around 1 million pilgrims
visiting the Maha Kumbh Mela scheduled for January 2025. Key commodities, including wheat
flour, rice, and sugar, will be distributed through a network of fair price shops established
across all sectors of the Mela area. For the upcoming Kumbh Mela, five Mela Godowns and
160 Fair Price Shops are planned to store and distribute these supplies to the pilgrims. The
main steps in the Public Distribution System include issuing ration cards or permits to the
pilgrims, receiving civil supplies at the Mela Godowns, distributing these supplies to Fair Price
Shops from the Godowns, and finally, distributing the supplies to the pilgrims from these
shops.

2.1.2 The proposed system is essential to ensure that the massive influx of pilgrims receives their
allotted rations efficiently and fairly. By automating and monitoring this distribution process,
the authorities can minimize manual errors, prevent fraud, and ensure that supplies reach
those in need promptly. This system not only enhances the management of resources but also
significantly improves the overall experience for the pilgrims attending the Maha Kumbh Mela.

2.2 Scope of services

The broad scope of work of the Implementation Agency (henceforth referred as IA), during the contract
period would be to Design, Develop, and Implement Public Distribution System for Maha Kumbh 2025,
for a period of three months from the date of Go-Live which shall include following two workstreams:

Work Streams Description Duration

Design and Development of Cloud based Kumbh Public
Work stream 1 8 weeks
Distribution System (Go-live)
12 weeks
Work stream 2 Operation & Maintenance of the Kumbh Public Distribution System
after Go-live
These work streams are further broken down into activities:

2.2.1 Work Stream 1: Design and Development of Cloud based Kumbh Public Distribution
System

a) The IA shall be responsible for design and development of Kumbh Public Distribution
System
b) The System shall be robust, user-friendly with simplified industry standard workflow.

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
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c) The System shall cover the life cycle of Public Distribution System including receiving of
food items from various Godowns at 5 Mela Godowns and distribution of food items to Fair
price shops till the pilgrims.
d) The IA shall be responsible for Mapping of data in between Mela Godowns, Fair Price
Shops and Pilgrims.

These modules are further broken down into components and functionalities, these functionalities are
not exhaustive and subject to change as per requirement of the Client.

Minimum Functionalities, but not limited to:

Web Based Application
General ● Registration & Profile creation of users, Login Pages.
functionalities of the ● Application shall be as simple as possible, one page application if no need
Application otherwise.
● Shall be able to store details of all the ration cards/permits issued to the
pilgrims.
● Pre-stored mapping of Fair Price Shops with respective Mela Godowns,
provided by the Client.
● Civil Supplies database, which gets updated in real time.
● Search option to find content, no matter on which Godown food items are
received/available
● Application should support English and Hindi languages.
User access and ● User registration can be created in the system for predefined users only.
registration ● Single login module for multiple roles for Manager, Godown Officer, Sector
Officer, Data entry Operator etc. as per predefined privilege
● Authorisation of Issue and receipt transaction shall be done by appointed
government officer user ID.
● User should be able to access the application through web interface.
● Guest users should also be able to access read only information
Dashboard, MIS ● The system developed by IA shall have ability to generate actionable
and Report insights based on the data available in the system in the form of Pie Chart,
generation Bar graph, time series analysis, Gantt chart etc on a dashboard with role-
based access.
● The system developed by IA shall have the ability to generate customized
reports, exception reports for automatic sharing with predefined group of
users.
Connectivity ● The IA shall make sure that all Mela Godowns are connected through
between the leased line (wired/ wireless).
centres ● All Mela Godowns shall have internet connectivity to access the application
over internet.
Internet ● The IA shall ensure the Electricity and Internet connectivity for the smooth
connectivity operation of the Kumbh public distribution system at Mela godowns and

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
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fair price shops. However, Client will provision for electricity permissions
at Mela Godowns.
● As and when network connectivity is unavailable, the system shall ensure
that transactions shall be uploaded without any need to trigger the sending
of the un-sent transactions
Availability ● System should be redundant to overcome any single point of failure.
● The system shall not have forced session logouts before end of the day
(00:00:00 Midnight)
● IA shall ensure backup methodology of application and data as per disaster
recovery plan.
Notifications and ● IA shall make provision in the system to send alert through SMS/email to
alerts the Department/admins/godowns officer if the stock available goes below
the minimum quantity or any change/updation is done in the system.
● Department/Client shall be able to monitor performance, availability and
Linkages with notification & alerts for intimation.
● Templates for the SMS and e-mail has to be designed by the IA and get
the approval for the same from the authority.

2.2.2 Work Stream 2: Operation & Maintenance of the Kumbh Public Distribution System of
the system

2.2.2.1 Data Entry and pasting of QR Codes

e) The IA shall be responsible for data entry in the system including receiving of food items in
the Mela Godown and dispatch of food items from Mela Godown.
f) The IA shall be responsible for printing and pasting the QR Codes on all the sacks received
in the Mela Godown.
g) The IA shall provide a solution for pasting/affixing QR Codes on the sacks without any
damage and should remain intact during whole lifecycle.
h) The IA shall be responsible for scanning the QR Codes of the sacks and entering it into the
system.
i) QR Code will primarily consists of below mentioned data:

Date & Time Vehicle No. Bilty No. Item and weight
Sack No. Batch Number Received by Quality Checked by

Total number of Sacks – 2,00,000* (*indicative figure)

2.2.2.2 Supply and Installation of CCTV Cameras, Laptops, QR Code Scanners and QR
Code Printers
2.2.2.2.1 CCTV Cameras
a) The IA shall be responsible for installation of CCTV Cameras at all 5 Mela Godowns
and other key locations including all accessories.
b) Recording Feeds of the Cameras shall be made available for minimum 60 days.

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
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c) Locations for installation of the CCTV Cameras to be provided by the Client. There will
be 2 outdoor cameras and 4 indoor cameras per godown and the same shall be verified
by the IA as per requirement during the requirement gathering stage.
d) The IA shall provide the provision to connect CCTV with commercial display for 24x7
monitoring.
e) The IA shall supply the CCTV Cameras with NVR as per technical requirements
specified as below.

Technical Requirements
Indoor HD Dome Camera (4MP) with night vision IR

Features Description
Camera Type Fixed Dome Camera
Image Sensor 1/2.8-inch CMOS or better
Resolution Min. 2560 x 1440 at 25 FPS or better
Video Compression H.264, H.265
Streaming Min. three compressed stream (Individually Configurable)
ID/Password Multi-level user ID/Password
Physical Layer 1 RJ45 10M/100M self-adaptive Ethernet port
Security Password protection, HTTPS encryption, IP address filter

TCP/IP, ICMP, HTTP, HTTPS, FTP, DHCP, DNS, DDNS, RTP, RTSP,
Protocol NTP, UPnP, SMTP, IGMP, 802.1X, QoS, IPv4, IPv6, UDP, Bonjour,
SSL/TLS

Lens Type varifocal 3-12 mm

Image Enhancement BLC, 3D DNR
Saturation, brightness, contrast, sharpness, gain, white balance
Image Settings
adjustable by client software or web browser
IR Range Inbuilt IR (Up to 30 mtrs. or better)
Electronic Shutter 1/3 s to 1/100,000 s
Wide Dynamic Range 120 dB
Day and Night Day, Night, Auto schedule
MicroSD/micro SDHC/ microSD slot supporting memory card for min.
Edge Storage
256 GB.

Operating Temperature Ass per Prayagraj Weather condition

Edge based video Line crossing detection, intrusion detection, Motion detection, video
content Analytics tampering alarm,
Power Source 12- 48 VDC

Outdoor Weatherproof HD Bullet Camera (4 MP) with night vision IR

Features Description
Camera Type Fixed Bullet Camera
Image Sensor 1/ 1.8-inch CMOS or better
Resolution 2560 x 1440 at 25 FPS or more

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

Video Compression H.264, H.265

Streaming Min. three compressed streams (Individually configurable)
ID/Password Multi-level user ID/Password
Simultaneous Live View Up to 6 channels
Physical Layer 1 RJ45 10M/100M self-adaptive Ethernet port
Security Password protection, HTTPS encryption, IP address filter
TCP/IP, ICMP, HTTP, HTTPS, FTP, DHCP, DNS, DDNS, RTP, RTSP,
Protocol NTP, UPnP, SMTP, IGMP, 802.1X, QoS, IPv4, IPv6, UDP, Bonjour,
SSL/TLS
Lens Type Varifocal 3 -12
Built-in Microphone Supported
Image Enhancement BLC, 3D DNR
IR Range Inbuilt IR (Up to 40 mtrs. or better)
Electronic Shutter 1/3 s to 1/100,000 s
Wide Dynamic Range 120 dB
Day and Night Day, Night, Auto schedule
MicroSD/micro SDHC/micro SDXC slot supporting memory card for min.
Edge Storage
256 GB.

Operating Temperature As per Prayagraj weather condition

Edge based video Line crossing detection, intrusion detection, Motion detection, video
content Analytics tampering alarm,
Power Source 12- 48 VDC

2.2.2.2.2 Laptops

a) The IA shall supply the laptops as per minimum technical requirements mentioned below.
b) The IA shall be responsible for installation of Laptops at all Mela Godowns including all
accessories such as mouse, charging adapter and power backup etc.
c) Locations for installation of the laptops to be provided by the Client.

Minimum Technical Requirements

Screen Size Min 14”
Processor Type Min Core i5
Processor Speed Min 2.6 GHz or higher
Memory Technology DDR4 or better
RAM Size 4 GB or higher
Hard Drive 1 TB
No. of USB Ports (2.0) Min 2
No. of USB Ports (3.0) Min 1
Availability of HDMI Port Yes
Availability of Audio Port Yes

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
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2.2.2.2.3 QR Code Scanners

The QR code scanners should be capable of scanning QR codes on all transponders, transponder
packaging, and any system-generated packaging and notifications.

a) The QR code scanners should be cordless/wireless with inbuilt storage capabilities, ensuring
flexibility and convenience during operation.
b) The QR code scanner must be able to read thermal, laser, and color QR codes and decode all
standard QR code formats.
c) The QR code scanner should be equipped with easily visible LEDs that clearly indicate the
scanner’s operational status and provide status feedback (e.g., "Good Read") during scanning.
d) The QR code scanner must have an audible beep that provides immediate feedback on the
scan status when the unit is in use.
e) The QR code scanner should support print contrast with a minimum of 35% reflective difference
to ensure accurate scanning in various conditions.
f) The QR code scanner must have a minimum of 20 scan lines in a 2D omnidirectional pattern,
allowing for versatile and efficient scanning from multiple angles.
g) The Mean Time to Replace (MTTR) for the QR code scanner should not exceed 60 minutes,
ensuring minimal downtime.
h) The software driver for the QR code scanner should be managed by the system's Integrated
Architecture (IA), ensuring seamless integration and operation within the existing infrastructure.

2.2.2.2.4 QR Code Printers

The QR code shall be generated using the printer with the technical specifications mentioned
below:

# Technical Specification

1 Technology Weatherproof Thermal Transfer Ink based

2 Print Specifications Width: 104 mm, Length: 1520 mm

3 Print Speed 40-150 mm/sec

4 Print Resolution 203 dpi X 8 dots

Width 25-104 mm. Thickness: 60-250 µ m Style : Roll Fed, Die-cut,
Continuous
5 Label / Ticket / Tag
Label Roll Core : 37.5 mm
Max. Length 300 m, Ribbon Roll Core Dia: 25.4 mm.
Ribbon Width: 30-110 mm
6 Ribbon
Winding Direction: Ink-in and Ink Out
Adjustable Gap, Out of Media Sensor
7 Sensors
Out of Ribbon Sensor, Label Taken Sensor
8 Memory RAM 8 MB Flash and 16 MB SD RAM

9 Label design software Should be Included a free software CD with printer

10 Power Supply 230 V AC, 50 Hz

Interface
11 Wired as well as wireless.
(Connectivity)
12 Accessories Auto Cutter, Peeler, External media holder (USB)

The printing material for the QR code shall be provided by the IA.

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
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2.2.2.3 Testing

Once the functional requirements are approved and design is started, IA shall prepare all necessary
Test Plans (including test cases), i.e., plans for Acceptance Testing. Test cases for User Acceptance
Testing shall be developed. The IA shall submit the test plans and test result reports to the Client for
comprehensive verification and approval.

A high-level analysis of testing requirements has been given below, the IA shall review the detailed
testing requirements and may suggest detailed testing requirements:

1) The testing should be comprehensive and should be done at each stage of development and
implementation.
2) The IA shall design the testing strategy, test cases, and conduct testing of various components of
the system for the Project.
3) The IA shall perform software testing including unit testing, system testing, integration testing and
performance / load testing etc.
4) The IA shall after development and customization/configuration of the system, conduct tests to
demonstrate that the system meets all the functional requirements and designs as approved by the
client.
5) The IA is required to carry out testing and user acceptance test before the system is made live for
departmental users. The parameters for carrying out but not limited to the testing is given below:
a) Functional testing
b) Usability testing which includes Test for navigation, Content checking, etc.
c) Compatibility testing which includes Devices mobile/tablet/laptop,OS windows/linux/ ios
/android Browser for attendance, uploading and scanning options
d) Integration testing
e) Performance testing
f) Security testing
6) The IA is required to perform test cases, rectify errors, bugs and incorporate changes suggested
during the testing phase.
7) Post internal testing, the IA shall submit the system for the testing for User Acceptance testing.

The IA shall fix the issues identified during User Acceptance testing and obtain UAT sign off. Third-
Party Audit may be conducted by Mela Authority through cert-in empaneled Third-Party Auditor (TPA).
The cost of the Third-Party Audit shall be borne by the Mela Authority.

2.2.2.4 Training and Capacity Building

a) The IA shall prepare and submit detailed Training plan and Training Manuals to Client for review
and approval.
b) Training manuals shall be prepared in Hindi & English.
c) IA shall conduct end user training and ensure that the training module holistically covers all the
details around hardware and system applications expected to be used on a daily basis to run the
system.

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d) IA shall impart operational and technical training to internal users on solutions being implemented
to allow them to use the system effectively and efficiently.
e) Types of Trainings: Following training needs are identified for all the project stakeholders:

# Description of Training
1. Basic IT Skills Training

2. Hands-on training

2.2.2.5 Go Live Requirements

For completion of Go-Live formalities, the IA must submit:

a) Final UAT and Compliance Certificates from end users / as designated by Prayagraj Mela
Authority.
b) Letter for completion of appropriate Training to identified stake holders and users on delivered
system.
c) All the necessary software documentation for delivered application.
d) Training manual and periodic training plan
e) Demonstration of the implementation of QR based Automated monitoring system for PDS (list
given in Annexures at the end of this Document).

The IA has end to end responsibility to deploy complete system post User Acceptance Testing (UAT).
It will not only include Public Distribution System, but the amenities required to run the system. IA has
to assess all requirements and coordinate with authorities to get those done. However, responsibility
matrix for complete system deployment in the Mela will look like the following:

R (Responsible) Those who do work to achieve the task

A (Approver) The Stakeholder that ultimately approves the task
I (Informed) Those who are kept up to date on progress (1 way communication)

# Activity IA Prayagraj Mela Pradhikaran

Finalization of Amenities/ infrastructure required
1 within the warehouse in terms of furniture, electrical R A
points, etc.
2 Development of Application R A
3 Hardware provisioning for Mela Godown R A
4 Hardware Installation at Mela Godown R A
5 Integration of all hardware’s for operation R A
6 Network Interconnectivity for all the Mela Godowns R A
Manpower provisioning for all the centres and sector
7 R A
offices
8 Accommodation for the Manpower deployed by IA R A

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# Activity IA Prayagraj Mela Pradhikaran

Report generation for daily and weekly statistics and
9 share to all stakeholders through email and SMS as R I
required by Prayagraj Mela Pradhikaran

2.2.2.6 Operation & Maintenance

The IA shall provision end to end Kumbh Public Distribution System/Application on Cloud as per the
below mentioned service models:

o Infrastructure as a Service (IaaS) for hosting above mentioned Systems/Modules, which includes
server, storage, security components etc. as per the requirement of the project and SLA’s.
o The IA shall propose Cloud services only from the MeITY approved and empanelled Cloud Service
Provider (CSP’s).

All web portal applications, push notifications and API’s for mobile clients shall be over Secure HTTP
(HTTPS), Secure Web Socket (WSS) or similar secure protocols with TLS 1.2 security standard
compliance to access the web interface. For this purpose, secure client PKI X.509 certificates shall be
installed on servers and all machines.

The IA shall be responsible for obtaining installation completion and commissioning certificate (Sign-
Off) at project location from duly designated nodal officer of the Client. The IA shall be responsible
obtaining all the statutory and regulatory approvals, if required, for the project implementation. The IA
shall provide comprehensive onsite OEM warranty for all the supplied products/services for the entire
project period.

The IA shall provide following services for a period of three months from the date of Go-Live of the
system:

a) IA shall be responsible for maintenance of both hardware and software, up-gradations in the
system, expansion of the system, technical manpower, spares management and replenishment,
performance monitoring and shall maintain service levels as defined in the RFP. All equipment and
material supplied by the IA shall be provided with standard warranty against defects of design and
manufacturing and against faults and failures associated with workmanship of IA commencing from
operation acceptance of the system. All equipment found to be defective during maintenance shall
be repaired or replaced by the IA at no cost to the purchaser.
b) IA shall provide all the technical, managerial, and other staffing required to perform day-to-day
operations & management of the aforesaid solution during the Contract period. IA shall deploy
Technical Manager stationed at Project location, who shall be the single point of contact to the
purchaser and shall be responsible for operation and maintenance of the entire system.
c) All spares, including repairing, replacement of parts, modules, sub-modules, assemblies, sub-
assemblies, spares part, updating, and security alerts and patch uploading etc., to make the system
operational shall be maintained by the IA for the entire duration of the contract to meet SLA

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

requirements. The cost of the spares, repairs, and replacement shall all be deemed to be included
in the price quoted by the IA. IA shall also institutionalize structures, processes and reports for
management of SLA.
d) IA shall be responsible for updates/upgrades and implementation of new versions for software and
operating systems when released by the respective OEM at no extra cost to the Client during entire
duration of contract.
e) Software License management and control services shall also be conducted by the IA during this
phase. Any changes/upgrades to the software during maintenance shall be subjected to
comprehensive and integrated testing by IA to ensure that changes implemented in system meets
the specified requirements and doesn’t impact any other function of the system.
f) Preparation of requisite system configuration for disaster recovery management and fail over
system plan shall also be under the supervision of IA. The IA shall also maintain the following
minimum documents with respect to ICT components:
➢ High level design of system
➢ Module level design of system
➢ System Requirement Specifications (SRS)
➢ Any other explanatory notes about system
➢ Traceability matrix
➢ Compilation environment
Any planned and emergency changes to any component during maintenance period shall be through a
change management process. For any change, IA shall ensure:

➢ Detailed impact analysis

➢ Change plan with roll back plan
➢ Appropriate communication on change required has taken place
➢ Approvals on change
➢ Schedules have been adjusted to minimum impact on production environment
➢ All associated documentation is updated post stabilization of the change;
➢ Version control maintained for software.
Any software changes required due to problems/bugs in the developed application will not be
considered under change control. The IA will have to modify the software/application free of cost. This
may lead to enhancements/customizations and the same needs to be implemented by the IA at no extra
cost.

2.2.2.7 Exit Management

After submitting all Project Deliverables as mentioned in the RFP, written confirmation would be
required from the client. The IA shall ensure handover of the source code to the Authority and all the
data captured during the contract duration and ensure deletion of any data stored in the cloud database
or in the source code before final exit.

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

2.3 Bill of Material

S. No. Description of items Unit of Measurement Quantity

Kumbh Public Distribution system with hosting of
1. web application on cloud infra with email and SMS Lumpsum 1
provisioning
2. QR Code Printer Nos 10
3. QR Code Scanner Nos 30
4. Laptop Nos 30
CCTV Cameras with Accessories and NVR (both
5. Nos 30
indoor and outdoor)

6. 2,00,000
QR code generation, printing, and fixing on the sacks Nos
(approx)
Manpower Requirements
7. One Technical Manager for 5 months Person Month 5
25*60=
8. 25 Computer Operators for 2 months (60 days) Person Days
1500

Note: Please note that the quantities are subject to increase/decrease based on the actual requirement
as discovered by the Bidder during the requirement gathering stage and approved by the client.

2.4 Team

The IA shall deploy a qualified and experienced team which will be responsible for design, development,
implementation, operations and maintenance of the system and application. Minimum requirements for
the resources are mentioned as below:

• Technical Manager: At the overall level the project will be led by a Technical Manager for the
complete project duration, who should be a permanent employee of the IA’s firm, with over 10 years
of work experience, having led large scale e-governance projects. S/he should have demonstrable
experience of similar technical project / operations management in India and should be deployed
onsite in Prayagraj during the project duration.

• Computer operators: They should be at least graduate/Diploma holders with at least 2 years of
working experience in computer hardware and data entry on similar portals. They shall be present
at all times in the field, on-site during the term of the project execution and work in shifts (8 hours
per shift).

2.5 Project Implementation Timelines, Deliverables and Payment Terms

Project Deliverables, Milestones and Timelines

#
Milestone Deliverables Timeline

Agreement Signing and

1 Signed Contract Agreement T
Project kick-off

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

#
Milestone Deliverables Timeline

• High level design of system;

2 Requirement Gathering • Module level design of system; T + 1 Weeks
• System Requirement Specifications (SRS).

Supply, Design, Develop • Delivery Report, inspection reports

and Install all the IT and (component - wise)
3 non-IT Infrastructure and • Site Completion/ readiness Report T + 5 Weeks
System Applications • Licenses
• Cloud Commissioning Report

Testing, Commissioning • UAT Report

4 • Capacity Building and Training Report. T1 = T + 8
and System Go Live
• System Go-Live Report Weeks

Provide Operation & • SLA compliance report on weekly basis

5 Maintenance (O&M) • System Generated MIS Reports T1 + 12
services • Resource Deployment Report Weeks
• Project Handover/ Closure Report
* Where T = Date of signing contract and T1 = Go Live Date

2.6 Payment Schedule

Payments to IA, after successful completion of the target milestones (including specified project
deliverables), shall be made as under:

Percentage of
Installments Payment Schedule
Contract Value
1st Installment 30% On Go-live
2nd Installment 20% At the time of Mela Commencement
3rd Installment 20% After 25 days of Mela commencement
4th Installment 20% After 50 days of Mela commencement
At the completion of the project period and submission of
Project closure reports, MIS reports, and Compilation of all
5th Installment 10%
the daily and weekly alerts/notifications/SMS/emails in hard
and soft copies to the client.

The IA’s financial quote shall be inclusive of the following:

• All Out-of-Pocket Expenses (OPE)
• Travel, boarding and lodging at Prayagraj.
• Equipment to be used by the IA staff like laptop.
• Stationery
• Admin expenses

Payments will be made to the IA, after raising invoice post milestone achievement, in line with the table
mentioned above. Payment to the IA shall be made by the client within maximum 30 days from the
submission of invoice along with requisite supporting documents. The dedicated resources (Field
Team) will work full time at Prayagraj, and it is important that the named Technical Manager are
available for discussions/ meetings at a short notice.

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

2.7 Review and Monitoring of the IA’s work

The IA’s work will be monitored by a Steering Committee constituted by the Client. IA needs to create
credentials (Login id and password) of those officials in the system and all MIS reports, solid & waste
management statistics need to be shared with them frequently (as suggested by Client). IA need to
create provisions to monitor manpower presence, computers availability (through software utility
running on every machine) and system uptime consistency (through server logs and reports), while
Client’s random checks will also be planned to audit the availability.

2.8 Support from the Authority

During the Project, the IA shall work in close co-ordination with the Client and the Client shall provide
(or ask others to provide) the following support to the IA:
1. Regular review and approval of all the design and deployment documents submitted by the IA.
2. Co-ordination/ support from respective government agencies and other stakeholders if required
during system deployment and operation.
3. Any other Information, support if required to perform the Services.

2.9 Service Level Agreement

1. The purpose of this Clause is to define the levels of service provided by the IA to the Client for
the duration of the contract. The benefits of this are:
a. Start a process that applies to Client and IA’s management attention to some aspect of
performance, only when that aspect drops below the threshold defined by the Client.
b. Help the Client control the levels and performance of IA’s services.

2. The service levels agreements are between the Client and the IA
a. IA is expected to carry out “Design, Development, and Implementation of Automation of
Public Distribution System for Maha Kumbh 2025, followed by operations and maintenance
services”.

3. Service Level Agreement and Targets

a. This Clause is agreed to by Client and IA as the key performance indicator for this project.
This may be reviewed and revised mutually by the Client and IA based on the requirements
of the project.
b. The following Clause reflects the measurements to be used to track and report systems
performance on a regular basis. The targets shown in the following tables are for the period
of contract or its revision whichever is earlier.

4. Service level monitoring

a. The Service Level parameters defined below shall be monitored on a periodic basis, as per
the individual parameter requirements. The IA shall be responsible for providing
appropriate reports from tools and logs available. In case of severe performance
degradation of the system/ services during the contract period, the IA will be expected to
take immediate corrective action. In case issues are not rectified to the complete

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

satisfaction of Client within a reasonable period of time then the Client will have the right to
take appropriate penalizing actions, including termination of the contract.

5. Penalties
a. Performance penalties shall be levied for not meeting each of the severity levels of
performance as per the following table:

SLA Severity Level Penalty as a percentage of applicable Milestone payment

9 Event of default and termination

8 9%

7 8%

6 7%

5 6%

4 5%

3 4%

2 3%

1 2%
The total penalty, due to any SLA breaches, cannot exceed 10% of the total contract value.

b. Without prejudice to any other right of the Client under this Contract, the Client reserves
the right to impose a Penalty for any breach of the terms of this Contract, the amount and
nature whereof shall be decided by the Client depending upon the quantum and/or severity
of the breach in each case, including but not limited to the following Penalties:

Breach Penalty

Breach of SLAs Penalty in terms of Sub-Clause 5 of Clause 2.8

of the RFP
Failure to address the Notice(s) given by • For first instance, to be kept on watchlist.
Prayagraj Mela Authority • For second instance, the concerned key
personnel and team leader to be removed
from the project.
• For third instance, contract shall be
terminated.
If any of the IA’s personnel, on duty or Penalty of INR 5000 per incidence
otherwise is found under the influence of any
drug or intoxicants
Any incidence of misbehaviour by the staff of Penalty of INR 5000 per incidence
the IA
If any of the IA’s personnel, on duty or Penalty of INR 5000 per incidence
otherwise is found guilty of conduct
unbecoming of such personnel

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

Breach Penalty

If any of the IA’s personnel, on duty or Penalty of INR 10000 per incidence
otherwise is found attempting to claim false
attendance
Any other Breach of contract Suitable Penalty as determined by the
Authority, including declaring the bidder
ineligible to be awarded a contract, for a stated
period of time.

c. Service levels

SLA Severity
Measurement Definition Target Level (for penalty
calculation)

Availability of application
Uptime = {1 - [(Application Minimum 99% up time of -
downtime) / (Total Time – system measured on a
Maintenance Downtime)]} weekly basis
Total Time shall be >= 99% to <98.0 % up time 3
measured on 24*7 basis for measured on a weekly
application. basis.
Application Downtime shall >= 98.0% to <97.0% up 4
be measured from the time time measured on a weekly
the solution becomes basis
unavailable (due to any <97.0% up time measured 9
1. Availability of reasons including network on a weekly basis
Automation infrastructure whatsoever
of Public attributable to the IA) for
Distribution Business processing either
System to the end user or for batch
job processing to the time it
becomes fully available for
the above stated business
processes.
Any downtime for
maintenance shall be with
prior written intimation to the
Client.
Measurement Tool: Script
based checking every 10

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

SLA Severity
Measurement Definition Target Level (for penalty
calculation)

minutes weekly (24*7)

average from the log.
Script based checking to be
facilitated by Implementation
Agency.
Example:
Application downtime = 5 Hrs
Total time (in a week) = 24*7
= 168 Hrs
Maintenance downtime = 2
Hr
Uptime = 1 – (5/(168-2)) =
0.97 or 97%
Incident Reporting
2. Incident Any events like >1 working hours of the 4
reporting complete/partial system incident.
down, computers Incident reporting
unavailability, peaking of measured on a weekly
resource utilization on any basis.
component and bottlenecks Please note that no
observed in the system and reporting for every 2 hours
possible workarounds: 100% would raise the severity by
of such incidents to be one level.
informed to Client within 1 The information to be given
working hours of the incident. to the office of Department
Measurement Tool: Script of Food and Civil Supplies
based checking every 10 Division via call/ message /
minutes weekly (24*7) email. Once the system is
average from the log. up post downtime, auto-
Script based checking to be notification to be sent to
facilitated by Implementation Department of Food and
Agency. Civil Supplies Division

Management of services
3. Availability of The bidder is required to Every instance of non-
4
manpower ensure that all the requite compliance reported will be
considered as severity 4

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

SLA Severity
Measurement Definition Target Level (for penalty
calculation)

manpower is available at the along with deduction of

godowns. renumeration for the
Physical attendance register respective number of man-
will be maintained by days. Manpower
designated officer as availability measured on a
assigned by the client. weekly basis, the severity
Designated Officer will level will increase by by 1
further monitor absenteeism with every additional week
of manpower in terms of man of absenteeism along with
hours. deduction of renumeration
The information to be given for the respective number
to Department of Food and of man-days.
Civil Supplies Division
present at stores/godowns
via call/ message / email on
weekly basis.
Measurement Tool:
Random audits would be
conducted by an authorised
team constituted by
Department of Food and Civil
Supplies Division which will
report any instances of non-
compliance/ absenteeism

6. Incident Reporting

The IA shall be responsible for monitoring the incidents on a 24x7 basis and also respond to the
incidents within the below mentioned schedules:

Incident Severity Target Time to Acknowledge Target time to close the incident and
# Level the incidents report to Client’s management
1. Severity 1 60 Minutes 4 Hours from acknowledgement
2. Severity 2 60 Minutes 3 Hours from acknowledgement
3. Severity 3 40 Minutes 3 Hours from acknowledgement
4. Severity 4 40 Minutes 2 Hours from acknowledgement
5. Severity 5 40 Minutes 2 Hours from acknowledgement
6. Severity 6 40 Minutes 2 Hours from acknowledgement
7. Severity 7 40 Minutes 2 Hours from acknowledgement

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

Incident Severity Target Time to Acknowledge Target time to close the incident and
# Level the incidents report to Client’s management
8. Severity 8 40 Minutes 2 Hours from acknowledgement
The incident severities are defined as:

Incident Severity 1 – Small numbers of system probes or scans detected on internal systems; isolated
instances of known computer viruses easily handled by antivirus software.

Incident Severity 2 – Small numbers of system probes or scans detected on external systems;
intelligence received concerning threats to which systems may be vulnerable.

Incident Severity 3 – Significant numbers of system probes or scans detected; penetration or denial
of service attacks attempted with no impact on operations; widespread instances of known computer
viruses easily handled by anti-virus software; isolated instances of a new computer virus not handled
by anti-virus software.

Incident Severity 4 – Penetration or denial of service attacks attempted with limited impact on
operations; widespread instances of a new computer virus not handled by anti-virus software; some
risk of negative financial or public relations impact.

Incident Severity 5 and onwards – Successful penetration or denial of service attacks detected with
significant impact on operations; significant risk of negative financial or public relations impact.

Footnotes

a) Days - All working, non-working, public holidays

b) Shift – each day will be from 10:00 AM to 6:00 PM of 8 hours each
c) 8 hours every day, for all seven days of the week
d) Bugs/ Defects: This would include application related problems/defects as analysed, forwarded and
reported by the users/ Client to the Implementation Agency over email.
e) Severity for Bugs/ Defects
f) The severity of a bugs / defects would be based on the business impact of the problem. Severity is
defined as below:

Severity of Bugs /
Definition
Defects

Showstoppers involving major functional failure in the application. There are no

Critical usable workarounds available to troubleshoot the problem. Affects majority of the
users (more than 25%).
Users face severe functional restrictions in the application irrespective of the cause.
High
Workarounds are time consuming. Affects majority of the users (more than 25%).
Moderate functional restrictions in the application irrespective of the cause. Has a
Medium
convenient and readily available workaround. Affects a few users.
Requiring cosmetic functional changes. Does not require any workaround. It may
Low
include user query / suggestions but has no business impact.

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

7. Reporting Procedures
a. The IA’s representative will prepare and distribute Service level performance reports in a
mutually agreed format on a weekly basis for normal days or on a daily basis for peak days.
The reports will include “actual versus target” Service Level Performance, a variance analysis
and discussion of appropriate issues or significant events.
b. The bidder should ensure that appropriate tools are provided by the cloud service provider to
independently log all outages and assist in measuring the SLAs. The IA is responsible for
ensuring the veracity and independence of all SLA reports.
c. Maximum Penalty applicable shall not exceed 10% of the total contract value

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

3. Eligibility and Evaluation criteria

3.1 Eligibility criteria

The Implementation Agency (IA) should meet all the criteria provided below:

Parameters Documentary proof to be

# Eligibility Conditions
submitted
• Duly Self-Attested Copy Of
1 Company • The IA should be a Company registered
Incorporation/Registration
Profile under the Indian Companies Act or
Certificate
Partnership firm registered under the
• Work Orders / Contracts /
Partnership Act of 1932 or Companies Act
Client Completion
2013, or registered (converted to) under
Certificates for
the Indian Limited Liability Partnership
demonstrating years of
Act, 2008.
operations.
• The Bidder must have an office in India
• Self-Attested copy of GST
registered with the competent authority
certificate
and should be operational in India for at
least 5 financial years as of 31st March
2024.
• The Bidder should be registered with
GSTN authority
• Form 2
2 Annual Financial Capacity:
• Certificate from Auditors/
Turnover • The Bidder should have Average Annual
CA firm/ Audited Financial
Turnover of at least INR 30 Lakhs in the
Statements (Profit & Loss
last three financial years (i.e., up to FY
Statement and Balance
2022-23) from India operations.
Sheet) for last 3 financial
years 2020-21, 2021-22,
2022-23

3 Experience The IA should have an experience of Form 3

implementing e-governance software
Copy of Contract/ Work Order
solutions/applications including operations
and
and maintenance for any Central Government
/State Government/PSUs/ or other local • In case of ongoing

bodies in last five years as on publication of projects: CA certificate;

RFP. The minimum project value should be: • In case of completed

projects: Completion
1 Project with minimum value of 60 Lacs
certificate from the Client;
OR

2 Projects with minimum value of 38 Lacs

each

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
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OR

3 Projects with minimum value of 30 Lacs

each

4 Non- The IA shall not be debarred/blacklisted by Undertaking as per Form 5

Blacklisting any Government / PSU in India as on date of
submission of bid.

5 Technical Bidder should have valid certification as Self-Attested copy of valid

follows:
Certifications Certificates
CMMI Level 3
or
ISO 9001:2008/ ISO 9001:2015
or
ISO 27001:2005/ ISO 27001:2013

6 Personnel The Bidder should have at least 20 full-time Declaration on Company’s

personnel/ resources including managers, Letter Head from Authorized
Strength
engineers, developers, testers, etc. on their Signatory
payroll.

7 Bid The Bidder should submit document fee and Copy of EMD and Tender fee
Document EMD as specified in the Data Sheet supporting Document
fee and EMD

The IA’s who qualify all eligibility criteria will be eligible for Technical Evaluation and Financial
Evaluation.

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
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3.2 Technical evaluation criteria

Only those Bidders who have met the Eligibility Conditions in Clause 3.1 shall be considered for
Technical Evaluation. It was agreed that a weighted technical evaluation of bidders shall be conducted
to identify technically qualified bidders, for opening of financial bids. The IA shall be selected under the
Least cost Based Selection (L1) and procedures described in this RFP. The scoring criteria to be used
for Technical Evaluation shall be as follows:

Maximum
# Criteria Documents Required
Marks
Financial Capability Annexure B: Form 2
Annual Average Turnover from India operations Certificate from Auditors/
for the last three (3) years ending 31st March CA firm/ Audited Financial
2023. Statements (Profit & Loss
A 15
Marks shall be allotted as per following: Statement and Balance
INR. 30 Lacs <= 60 L. - 5 marks Sheet) for financial years
INR 60 L <= 90 L - 10 marks i.e. 2020-21, 2021-22,
INR above 90 L - 15 marks 2022-23
B Technical Capability
The IA should have an experience of
implementing e-governance software Copy of Contract/ Work
solutions/applications including operations and Order and
maintenance for any Central Government /State
• In case of ongoing
Government/PSUs/ or other local bodies in last
projects: CA certificate;
B.1 five years as on publication of RFP with 20
minimum project value of INR 30 lakhs. • In case of completed

3 projects – 5 marks projects: Completion

4 projects – 10 marks certificate from the

5 Projects – 15 marks Client

6 or more Projects – 20 marks

The IA should have completed similar project/s of
providing Public Distribution Automation System/
Civil Supplies System/Warehouse Management/
Inventory management System for any
Government of India/State Government/PSUs/ or
B.2 10 Annexure B: Form 3
other local bodies in the last five years as on
publication of this RFP with a minimum project
value of INR 30 Lakhs.
2 Projects: 5 Marks
3 or more projects: 10 Marks

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
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Maximum
# Criteria Documents Required
Marks
Team
Technical Manager with experience – 10 marks CV to be attached in the
C Please note that CV shall be evaluated based on 10 format as per Annexure B:
Academic Qualification, Relevant Experience and Form 9
Overall Experience
Resource Strength
The Bidder should have at least 20 full-time
personnel/ resources including managers,
engineers, developers, testers, etc. on their
Certificate from Authorized
payroll.
D 10 signatory covering the
Marks breakup:
details of Employees
• 20-40 full-time personnel/ resources – 5 marks
• More than 40 full-time personnel/ resources –
10 marks

Technical Presentation on Approach &

Methodology
Annexure B: Form 5
Bidders’ Understanding of the Project – 5 Marks
A&M presentation required
E Proposed Solution – 5 marks 20
to be submitted with the
Approach & Methodology, Implementation plan,
proposal document.
Resource deployment & project plan – 5
Innovative Ideas and Value Proposition – 5 marks
Proof of Concept /Demonstration
At the time of the Technical Presentation, the IA
F is required to demonstrate proof of concept to 15 Annexure B: Form 10
showcase Public Distribution System functioning
based on the requirements of the Client.

The minimum score for qualifying in the Technical Evaluation stage will be 70%. Additionally, the
Bidders would be required to secure minimum of 10 marks in the proof of concept/Demonstration to be
considered as the Shortlisted Bidder. The Financial bids of only the Shortlisted Bidder will be opened.
The Bidder would be technically evaluated out of 100 marks.

The (project) experiences that would be claimed by the Bidder against any criteria both for eligibility as
well as for technical evaluation must have been executed as the primary IA by the Bidder’s legal entity
submitting the bid for this RFP. Extension work orders on an existing project will not be counted as
separate projects. All experiences should be from India.

3.3 Financial Evaluation

Minimum score of 70 marks in the technical evaluation process is required by the bidders to be
considered eligible for financial opening. Additionally, the Bidders would be required to secure minimum

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
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of 10 marks in the proof of concept/Demonstration to be considered as the Shortlisted Bidder. Only

Technically Shortlisted bids (having the minimum required score in the POC/Demonstration and overall)
would be eligible for opening of financial bids. The financial proposals of only Technically Shortlisted
Bidders will be opened in the presence of the Bidders representatives who choose to attend.

3.4 Final Bid evaluation

The Applicant shall be selected under Least Cost Based Selection Method (L1).
The Client reserves the right to accept any proposal or reject any or all the proposals without assigning
any reasons and any liability whatsoever including financial liability. The Client also reserves the right
to close or cancel the entire process of selection at any point without assigning any reasons whatsoever
and without any liability whatsoever.

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
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4. Instructions to Bidders

4.1 General instructions

4.1.1 Number of Proposals and respondents

a) No IA shall submit more than one (1) Proposal, in response to this RFP.
b) The RFP is non-transferable, and Proposals shall be submitted only by the respective IAs to
whom the RFP has been issued by Client.
c) Consortium is not allowed under this RFP.
d) Sub-contracting is not allowed under this RFP.

4.1.2 Proposal preparation cost

a) The IAs shall bear all costs associated with the preparation and submission of the Proposal.
Client will not be responsible and liable for any costs, regardless of the conduct or outcome of
the Proposal/process.
b) All papers submitted with the Proposal are neither returnable nor claimable.

4.1.3 Right to accept and reject any or all the Proposals

a) Notwithstanding anything contained in this RFP, Client reserves the right to accept or reject any
Proposal and to annul the bidding process and reject all the Proposals, at any time without any
liability or any obligation for such acceptance, rejection or annulment, without assigning any
reason.

4.1.4 Clarifications

a) IAs are encouraged to inform themselves fully about the assignment and the local conditions
before submitting the Proposal by paying a visit to the Client and the Project site, sending
written queries to the Client, and attending a Pre-Proposal Conference
b) IAs requiring any clarification on the RFP may send their queries to the Client in writing before
the date mentioned in the schedule of bidding process. The queries will be sent only by email
at the mail id provided in communications details in the Data Sheet with subject clearly written
the following identification:

“Queries/Request for Additional Information concerning RFP on Selection of

Implementation Agency (IA) for Automation of Public Distribution System for Maha
Kumbh 2025.”

c) The Client shall endeavour to respond to the queries within the period specified therein but no
later than [7] [(seven) days] prior to the PDD. The responses will be sent by e-mail. The Client
will post the reply to all such queries on the Official Website and copies thereof will also be
circulated to all IAs who have purchased the RFP document without identifying the source of
queries.

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
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d) The Client reserves the right not to respond to any queries or provide any clarifications, in its
sole discretion, and nothing in this Clause shall be construed as obliging the Client to respond
to any question or to provide any clarification.

4.1.5 Amendment of the RFP

a) At any time prior to the Proposal Due Date (PDD), the Client, for any reason, whether at its own
initiative or in response to a clarification requested by eligible IA/s, may modify the RFP by issuance
of an addendum. Such amendments shall be uploaded on the procurement website
http://gem.gov.in through a corrigendum and form an integral part of the Proposal document. The
relevant clauses of the bid/Proposal document shall be treated as amended accordingly. It shall
be the sole responsibility of the prospective IA to check the above-mentioned websites from time
to time for any amendment in the RFP document/s. In case of failure to get the amendments, if
any, the Client shall not be responsible for it.
b) In order to provide the IAs a reasonable time to examine the addendum, or for any other reason,
Client may, at its own discretion, extend the Proposal Due Date.

4.1.6 Data identification and collection

a) It is desirable that the IAs submit their Proposal/s after verifying the availability of the data,
information and/or any other matter considered relevant.
b) It would be deemed that by submitting the Proposal, the IA has:

i) Made a complete and careful examination and accepted the RFP in totality;
ii) Received all relevant information requested from Client and:
iii) Made a complete and careful examination of the various aspects of the Scope of Work.
c) Client shall not be liable for any mistake or error on the part of the Applicant in respect of the above.

4.2 Preparation and submission of Proposals

4.2.1 Language and currency

a) The Proposal and all related correspondence and documents should be written in the English
language. Supporting documents and printed literature furnished by the IAs with the Proposal may
be in any other language provided that they are accompanied by appropriate translations of the
pertinent passages in the English language. Supporting materials, which are not translated into
English, may not be considered for evaluation. For interpretation and evaluation of the Proposal,
the English language translation shall prevail.
b) The currency for the purpose of the Proposal shall be the Indian National Rupee (INR).

4.2.2 Proposal validity period and extension

a) Proposals shall remain valid for a period of 180 days from the Proposal Due Date ("Proposal Validity
Period") and Client may solicit the IA’s consent for extension of the period of validity, if required.
Client reserves the right to reject any Proposal, which does not meet this requirement.

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b) In exceptional circumstances, prior to expiry of the original Proposal Validity Period, Client may
request IAs to extend the validity period for specified additional period. IAs, who may not extend
the validity period, will deem to have withdrawn their Proposal at the expiry of validity period.

4.2.3 Format and signing of Proposals

a) The IAs shall prepare electronic copies of the technical and financial bid/Proposals separately.
Refer Form1, Form 7 and Form 8 in Annexure B.
b) IAs should provide all the information as per the RFP and in the specified formats. Client
reserves the right to reject any Proposal that is not in the specified formats.
c) In case the IAs intends to provide additional information for which specified space in the given
format is not sufficient, it can be furnished in duly stamped and signed PDFs.

4.2.4 Submission of e-bid/Proposal

a) The bid submission module of procurement website http://gem.gov.in enables the IAs to
submit the Proposal online in response to this RFP published by the Client. Submission can
be done till the Proposal Due Date specified in the RFP. IAs should start the process well in
advance so that they can submit their Proposal in time. The IA should submit their Proposal
considering the server time displayed in the procurement website. This server time is the time
by which the submission activity will be allowed on the Proposal Due Date indicated in the
RFP schedule. Once the submission date and time has passed, the IAs cannot submit their
Proposals. For delay in submission of Proposal due to any reasons, the IAs shall only be held
responsible.

4.2.5 Deadline for submission

a) Bid/Proposal (technical and financial) must be submitted by the IA at procurement website

http://gem.gov.in no later than the time specified on the Proposal Due Date. The Client may, at
its discretion, extend this deadline for submission of Proposal by amending the RFP document,
in which case all rights and obligations of the Client and IAs previously subject to the deadline
will thereafter be subject to the deadline, as extended.

4.2.6 Late submission

a) The server time indicated in the bid management window on the procurement website
http://gem.gov.in will be the time by which the bid/Proposal submission activity will be allowed
till the permissible date and time scheduled in the gem portal. The IA will only be held
responsible if his/her bid/Proposal is not submitted in time due to any of his/her problems/faults,
for whatsoever reason, during the e-bid/Proposal submission process.

4.2.7 Withdrawal and resubmission of Proposal

a) The products/services offered in e-Bidding / RA cannot be withdrawn by the Sellers from GeM
during the bid validity period. The Buyer reserves the right to postpone/cancel the bidding and
intimation thereof will be sent by e-mail / GeM to the Bidders. Any amendment /corrigendum to
the bid invitation issued by the Buyer will be made online and shall be uploaded on the GeM.

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The participation by the Seller in bidding shall be construed as his / her acceptance for all the
Terms and Conditions as outlined in the bidding including GTC, STC and ATC.

4.2.8 Selection of the IA

a) From the time the Proposals are opened to the time the contract is awarded, if any IA wishes
to contact the Client, on any matter related to their Proposal it should do so in writing. Any
effort by the IAs to influence any officer or bearer of the Client in the Proposal evaluation or
contract award decisions may result in the rejection of the IA’s Proposal.

4.2.9 Proposal opening

a) IAs are advised that selection shall be entirely at the discretion of the Client. IAs shall be
deemed to have understood and agreed that the Client shall not be required to provide any
explanation or justification in respect of any aspect of the selection process.
b) Any information contained in the Proposal shall not in any way be construed as binding on the
Client, its agents, successors or assigns, but shall be binding against the IA if the service is
subsequently awarded to it.

4.2.10 Opening of Proposals

a) Mela Authority will open all technical bids/Proposals, in the presence of Bidder`s
representatives who choose to attend on the prescribed date of opening at the Client’s office.
b) The IA’s representatives who are present shall sign a register evidencing their attendance. In
the event of the specified date e-bid/Proposal opening being declared a holiday for the Client,
the e –bids shall be opened at the appointed time and place on the next working day.
c) The IAs names and the presence or absence of requisite e-bid/Proposal security and such other
details as the Client at its discretion may consider appropriate, will be announced at the
opening. The names of such IAs not meeting the technical specifications and qualification
requirement shall be notified subsequently.
d) The Client will prepare minutes of bid/Proposal opening.

4.2.11 Confidentiality

a) Information relating to the examination, clarification, evaluation and recommendation for the
Shortlisted IA shall not be disclosed to any person not officially concerned with the process.
b) After opening of the Proposals, no information relating to the examination, clarification,
evaluation and comparison of Proposals and recommendations concerning the award of
contract shall be disclosed to IAs or their representatives, if any. Any effort by an IA to exert
undue or unfair influence in the process of examination, clarification, evaluation and comparison
of Proposal/s shall result in outright rejection of the offer, made by the said IA.

4.2.12 Tests of responsiveness

4.2.12.1 Prior to evaluation of the Proposals, Client will determine whether each Proposal is responsive
to the requirements of the RFP. The Proposals shall be considered responsive if:

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a) It is received or deemed to be received by the due date and time including an extension thereof
pursuant to the Data Sheet.
b) It contains all information as desired in this RFP.
c) Information is provided as per the formats specified in the RFP.
d) It mentions the validity period as set out in the Data Sheet.
e) Bids are accompanied with Bid Processing Fee (non-refundable) and EMD as specified in the
Data Sheet of this RFP.
f) The selected Bidder shall submit a Performance Guarantee as outlined in the Data Sheet of
this document at the time of contract signing. The Performance Guarantee shall be returned or extended
after two months of the contract period as specified in the data sheet. The Bank Guarantee (submitted
as a Performance Guarantee) can be from any Nationalised or Scheduled bank.
g) Client reserves the right to reject any Proposal which is non-responsive and no request for
alteration, modification, substitution, or withdrawal shall be entertained by Client in respect of such
Proposal.

4.2.13 Clarifications sought by Client.

a) To assist in the process of evaluation of Proposals, Client may, at its sole discretion, ask any IA
for clarification on its Proposal. The request for clarification and the response shall be in writing.
No change in the substance of the Proposal would be permitted by way of such clarifications.

4.2.14 Proposal evaluation

a) Only Shortlisted IAs who have been found eligible under Clause 4.1 will be taken up for Financial
and Technical Evaluation.
b) Submissions from IAs would first be checked for responsiveness as set out in Clause 4.2.12.1.
All Proposals found to be substantially responsive shall be evaluated as per the
Technical/Evaluation Criteria set out in this RFP.
c) The Proposal containing the Technical Details of the IA/s who do not meet the Technical Criteria
shall not be considered for further process.

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5. General Conditions (GC) of Contract

5.1 Definitions

Unless the context otherwise requires, the following terms whenever used in the Contract have the
following meanings:
a) “Agreement” or “Contract” means the Agreement/Contract signed by the Parties and all the
attached documents, if any
b) “Applicable Law” means the laws and any other instruments having the force of law in India
as they may be issued and in force from time to time;
c) “Authorised Representative” shall have the meaning set forth in Clause 5.5
d) “Client” means the agency with which the IA signs the Contract for the Services i.e. Prayagraj
Mela Authority
e) “Bidder” or “Implementation Agency” or “IA” means any private or public entity that will provide
the Services to the Client
f) “Bid Processing Fee” as mentioned in the Data Sheet
g) “Confidentiality” shall have the meaning as set forth in Clause 4.2.11 and 7.2
h) “CV” Curriculum Vitae
i) “Dispute” shall have the meaning set forth in Clause 11
j) “Effective Date” means the date on which this Agreement comes into force and effect as set
forth under Clause a);
k) “Eligibility Criteria” shall have the meaning set forth in Clause 3.1
l) “EMD” Earnest Money Deposit
m) “Force Majeure” shall have the meaning set forth in Clause 5.11.(e);
n) “Government” means the Government of Uttar Pradesh
o) “GST” Goods and services tax
p) “INR, Re. or Rs.” means Indian Rupees
q) “Key Date” shall mean the dates mentioned in the Clause 1 and the Data Sheet
r) “LOA” Letter of Award
s) Party” means the Client or the IA, as the case may be, and “Parties” means both of them.
t) “Personnel” means professionals and support staff provided by the IA assigned to perform
the Services or any part thereof
u) “Project” shall have the meaning set forth in the Disclaimer.
v) “Project Period” shall have the meaning as entire duration of the project i.e. 5 months.
w) “Proposal” shall have the meaning set forth in the Disclaimer.
x) “Proposal Due Date” or “PDD” shall mean the date as mentioned in the Data Sheet;
y) “Proposal Validity Period” shall mean the date as mentioned in the Data Sheet;
z) “RFP” means the Request for Proposal document in response to which the IA’s proposal for
providing services was accepted.
aa) “Services” means the work to be performed by the IA pursuant to the Contract
bb) “Schedule of Bidding Process” means the schedule mentioned in the Data Sheet;

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5.2 Law Governing Contract

b) The Contract, its meaning and interpretation, and the relation between the Parties shall be
governed by the laws of India and the Courts in the State in which the Client has its headquarters.

5.3 Language
c) The Contract has been executed in English language, which shall be the binding and controlling
language for all matters relating to the meaning or interpretation of the Contract.

5.4 Notices
d) Any notice, request or consent required or permitted to be given or made pursuant to the 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 Authorised Representative of the Party to whom the
communication is addressed. A Party may change its address for notice hereunder by giving the
other Party notice in writing of such change to the address.

Performance Notice:

e) At any time during the subsistence of this Contract, the Bidder may be required by the Client to
perform any of its obligations under this Contract or to remedy any issues, defect, deficiency,
flaw or damage, etc. in its performance, by means of a written notice (also referred to as
‘Performance Notice’), within such time as may be stated therein and the Bidder shall, upon
receipt of such notice, comply with the same within this time stipulated therein.
f) Issuance of a Performance Notice shall not be construed to be an extension of time to the Bidder
for performing any of its obligations under this Contract or a waiver of Liquidated Damages or
Penalty or any other right of the Client, unless specifically stated in such notice. In case of failure
to perform the obligation required by the Performance Notice within the time stated therein, the
Client may, in its discretion and without prejudice to its right to charge Liquidated Damages,
impose a suitable Penalty for every such failure, as also to forfeit the Bank Guarantee so as to
materialize the covenant enumerated in Clause 5.12.6.

5.5 Authorised Representatives

• Any action required or permitted to be taken, and any document required or permitted to be
executed under the Contract by the Client or the IA may be taken or executed by the officials
specified in the Contract.

5.6 Taxes and Duties

• GST & all other taxes (if any) shall be inclusive of fee quoted by the Bidder.

5.7 Fraud and Corruption

5.7.1 Definitions

Defines, for the purpose of this provision, the terms set forth below as follows:

a) “corrupt practice” means the offering, receiving, or soliciting, directly or indirectly, of anything of
value to influence the action of a public official in the selection process or in contract execution;

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b) “fraudulent practice” means a misrepresentation or omission of facts in order to influence a selection

process or the execution of a contract;
c) “collusive practices” means a scheme or arrangement between two or more Bidders, with or without
the knowledge of the Client, designed to establish prices at artificial, non-competitive levels;
d) “Coercive practices” means harming or threatening to harm, directly or indirectly, persons or their
property to influence their participation in a procurement process or affect the execution of a
contract.

5.7.2 Measures to be taken

a) The Client will cancel the contract if IA is engaged in corrupt, fraudulent, collusive or coercive
practices during the selection process or the execution of the contract.
b) The Client will sanction the IA, including declaring the IA ineligible, either indefinitely or for this
contract only, to be awarded a contract if it at any time determines that the IA has, directly or through
an agent, engaged in corrupt, fraudulent, collusive or coercive practices in competing for, or in
executing, the said contract.
c) The IA and their respective officers, employees, agents and advisers shall observe the highest
standard of ethics during the bidding process during the subsistence of the Agreement.
Notwithstanding anything to the contrary contained herein, or in the Letter of Intent or the
Agreement, the Client shall reject a proposal, or terminate the Agreement as the case may be,
without being liable in any manner what so ever to the IA, as the case may be, if it determines that
the IA, as the case may be, 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. In such an event, the Client shall forfeit EMD, without prejudice to any other right
or remedy that may be available to the Client hereunder or otherwise.
d) Without prejudice to the rights of the Client under Clause 5.7.2 herein above and the rights and
remedies which the Client may have under the Agreement, if IA, as the case may be, is found by
the Client 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, or the execution of the Agreement, such IA shall not be eligible to participate
in any tender or RFP issued by the Client during a period of 2 (two) years from the date such Bidder,
as the case may be, is found by the Client to have directly or indirectly or through an agent, engaged
or indulged in any corrupt practice, fraudulent practice, coercive practice, undesirable practice or
restrictive practices, as the case may be.

5.8 Limitation of Liability

a) The liability of either Party (whether in contract, tort, negligence, strict liability in tort, by statute
or otherwise) for any claim in any manner related to this Agreement, including the work,
deliverables or Services covered by this Agreement, shall be the payment of direct damages
only which shall in no event exceed one time the total contract value payable under this
Agreement. The liability cap given under this Clause shall not be applicable to the
indemnification obligations set out in Clause 10 and breach of Clause e).

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b) In no event shall either party be liable for any consequential, incidental, indirect, special or
punitive damage, loss or expenses (including but not limited to business interruption, lost
business, lost profits, or lost savings) nor for any third-party claims, even if it has been advised
of their possible existence.

5.9 Insurance
The Bidder is expected to maintain insurance cover for the following events to insure Bidder’s risks
against:

a) loss of or damage to the Materials

b) loss of or damage to equipment, loss of or damage of property in connection with the Contract
c) Personal injury or death of the employees
d) Any other as applicable
The Client does not take any responsibility for insurance coverage in case of any mishap.

5.10 Liquidated Damages

a) In case of delay in completion of Services, liquidated damages not exceeding an amount equal to
0.1% (zero point one per cent) of the Agreement/contract Value per day, subject to a maximum of
10% (ten per cent) of the Agreement/contract Value shall be imposed and shall be recovered by
appropriation from the Performance Security.
b) The Mela Authority shall have the right to invoke and appropriate the proceeds of the Performance
Security, in whole or in part, without notice to the bidder in the event of breach of this Agreement
or for recovery of liquidated damages specified in this Clause.

5.11 Commencement, Completion, Modification and Termination of Contract

a) Effectiveness of Contract

The Contract shall come into effect from the date the Contract is signed by both Parties. The date
the Contract comes into effect is defined as the Effective Date.

b) Commencement of Services

The IA shall begin carrying out the Services not later than 15 days of the Effective Date specified
in the RFP or the Contract.

c) Expiration of Contract

Unless terminated earlier pursuant to Clause e) hereof, the Contract shall expire at the end of
such time period after the Effective Date as specified in the RFP or the Contract.

d) Modifications or Variations

Any modification or variation of the terms and conditions of the Contract, including any
modification or variation of the scope of the Services, may only be made by written Agreement
between the Parties.

e) Force Majeure
5.11.1.1 Definition

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For the purposes of the Contract, “Force Majeure” means an event which is beyond the reasonable
control of a Party, and which makes a Party’s performance of its obligations under the Contract
impossible or so impractical as to be considered impossible under the circumstances. Following shall
be the events and circumstances of Force Majeure:
a) Act of war (whether declared or undeclared), invasion, armed conflict or act of foreign enemy,
blockade, revolution, riots, insurrection, civil commotion, act of terrorism, or sabotage
b) The expropriation or compulsory acquisition or seizure of the assets of the Bidder by any
governmental instrumentality, provided that this clause shall not apply where such Act
constitutes a remedy or sanction lawfully exercised as a result of a breach by the Bidder of any
Indian Law but excluding any change in law.
c) Act of God epidemic, lightning earthquake, cyclone, whirlwind, flood, tempest, storm, drought,
lack of water or other unusual or extreme adverse weather or environmental conditions, action
of the elements, meteorites, fire or explosion to the Bidder’s infrastructure generated from any
source external to the Bidder due to reasons other than, those caused by negligence of the
Parties, chemical or radioactive contamination or ionizing radiation.
d) Procedure for Calling Force Majeure: The Bidder shall notify to the other party in writing of the
occurrence of the Force Majeure as soon as reasonably practicable, and in any event within 24
hours (Twenty-Four hours) after the Bidder knew, or ought reasonably to have known, of its
occurrence and that the Force Majeure would be likely to have a material impact on the
performance of its obligations under the Contract.
e) The notice shall include full particulars of the nature of Force Majeure event, the effect it is likely
to have on the Affected Party's performance of its obligations and the measures which the
Bidder is taking or proposes to alleviate the impact of the Force Majeure Event and restore the
performance of its obligations. When the affected Party is able to resume performance of its
obligations under this Contract, it shall promptly give the other party written notice to that effect
provided that in no event shall the suspension of performance be of greater scope and of longer
duration than is necessitated by Force Majeure.
f) The Client shall not be liable to make any payments to the Bidder for it being affected on
account of Force Majeure.
g) The Client reserves the right to terminate the contract if the Force Majeure continues for more
than 15 (Fifteen) days at a stretch.

5.11.1.2 No Breach of Contract

The failure of a Party to fulfil any of its obligations under the Contract shall not be considered to be a
breach of, or default, under the Contract insofar as such inability arises from an event of Force Majeure,
provided that the Party affected by such an event (a) has taken all reasonable precautions, due care
and reasonable alternative measures in order to carry out the terms and conditions of the Contract,
and (b) has informed the other Party as soon as possible about the occurrence of such an event.

5.11.1.3 Extension of Time

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Any period within which a Party shall, pursuant to this Contract, complete any action or task, shall be
extended for a period equal to the time during which such Party was unable to perform such action as
a result of Force Majeure, subject to the condition that no extension of time shall be granted during or
beyond the Mela period and any extension granted prior to the Mela Period shall not extend into the
Mela Period, provided that the Mela Authority may under exceptional circumstances extend any
reasonable period during the Mela Period.

5.11.1.4 Termination

Either Party may terminate the Agreement with immediate effect by serving prior written notice
to the other party if services are not possible to be rendered as per Applicable Laws or
professional obligations.

5.11.1.5 By the Client

The Client may terminate the Contract in case of the occurrence of any of the events specified in
paragraphs (a) through (f) of this Clause e) In such an occurrence the Client shall give a not less
than seven (7) days’ written notice of termination to the IA, and fifteen (15) days’ in the case of
the event referred to in (e).
a) If the IA does not remedy a failure in the performance of their obligations under the Contract,
within seven (7) days after being notified or within any further period as the Client may have
subsequently approved in writing.
b) If the IA becomes insolvent or bankrupt.
c) If the IA, in the judgment of the Client has engaged in corrupt or fraudulent practices in
competing for or in executing the Contract.
d) If, as the result of Force Majeure, the IA are unable to perform a material portion of the
Services for a period of not less than fifteen (15) days.
e) If the Client, in its sole discretion and for any reason whatsoever, decides to terminate the
Contract.
f) If the IA fails to comply with any final decision reached as a result of arbitration proceedings.

In the event of termination, the Client reserves the right to get all the jobs or the delayed job
completed through another IA of its choice. Any extra expenditure that the Client will have to
incur for completion of the balance job/s through another IA on account of higher rates quoted by
the IA will be recovered from the by appropriation from the Performance Security or otherwise.
Moreover, the Client shall be entitled to all other legal proceedings as may be required for
shortfalls in recovery.

5.11.1.6 Payment upon Termination

Upon termination of the Contract pursuant to Clauses e) or 5.11.3 the Client shall make the
following payments to the IA:
a) payment pursuant to Clause 9 for Services satisfactorily performed prior to the effective
date of termination;

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b) Except in the case of termination pursuant to paragraphs (a) through (c), and (f) of Clause
e), reimbursement of any reasonable cost incident to the prompt and orderly termination of
the Contract.

6. Risk and Cost

If the IA, (i) does not perform any of its obligations under this Contract or remedy any issues, defect,
deficiency, flaw or damage, etc. in its performance, upon service of a Performance Notice, within the
time stipulated therein; or (ii) terminates this Contract before or during the Mela Period, the Client may,
without prejudice to any other right or remedy under this Contract or any extant Law, by a notice in
writing, carry out the part work/ part incomplete work by any means at the risk and cost of the IA.
Provided also that if the expenses incurred by the Client are less than the amount payable to the IA,
the balance shall not be payable to the Bidder.

In such an event, the IA shall have no claim to compensation for any loss sustained by it by reason of
it having purchased or procured any materials or entered into any engagements or made any advance
on any account or with a view to the execution of the work or the performance of this Contract.

7. Obligations of the IA

7.1 Standard of Performance

The IA shall perform the Services and carry out their obligations hereunder with all due diligence,
efficiency and economy, in accordance with generally accepted professional standards and practices,
and shall observe sound management practices, and employ appropriate technology and safe and
effective equipment, machinery, materials and methods. The IA shall always act, in respect of any
matter relating to the Contract or to the Services, as faithful advisers to the Client, and shall at all times
support and safeguard the Client’s legitimate interests in any dealings with third Parties.

7.2 Confidentiality
Except with the prior written consent of the Client, the IA and the Personnel shall not at any time
communicate to any person or entity any confidential information acquired in the course of the
Services, nor shall the IA and the Personnel make public the recommendations formulated in the
course of, or as a result of, the Services. Except as otherwise permitted by the Agreement, neither of
the parties may disclose to third parties the contents of the Agreement or any information/report/advice
provided by or on behalf of the other that ought reasonably to be treated as confidential and/or
proprietary. Parties may, however, disclose such confidential information to the extent that it:

a) is or becomes public other than through a breach of the Agreement,

b) is subsequently received by the party from a third party who, to the party’s knowledge,
owes no obligation of confidentiality to the disclosing party with respect to that information,
c) was known to the party at the time of disclosure or is thereafter created independently,
d) is disclosed as necessary to enforce the party’s rights under the Agreement, or
e) must be disclosed under Applicable Law, legal process or professional regulations. These
obligations shall be valid for a period of 3 years from the date of termination of the
Agreement.

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7.3 Documents Prepared by the IA to be the Property of the Client

All deliverables in the form of data, software (including source code), designs, utilities, tools, models,
systems and other methodologies and know-how (“Materials”) submitted by the IA under the Contract
shall, not later than upon termination or expiration of the Contract, be delivered to the Client, together
with a detailed inventory thereof.

7.4 Accounting
The IA shall keep accurate and systematic accounts and records in respect of the Services hereunder,
in accordance with Indian accounting principles and in such form and detail as will clearly identify all
relevant time changes and costs, and the bases thereof.

8. Obligations of the Client

8.1 Assistance
The Client shall use its best efforts to ensure that the Government shall provide the assistance
required to IA as specified in Clause 6.4

8.2 Change in the Applicable Law Related to Taxes and Duties

If, after the date of the Contract, there is any change in the Applicable Law with respect to taxes
and duties, then the remuneration and reimbursable expenses payable to the IA under the
Contract shall be increased or decreased accordingly under the Contract.

9. Payments to the IA

9.1 Payments
The total payment due to the IA shall be governed by the Contract price (as determined by the
financial quote in the RFP stage).

9.2 Terms and Conditions of Payment

Payments will be made to the account of the IA and according to the payment schedule stated in
the RFP. The payment shall be inclusive of taxes or similar charges, as well as customs, duties
or tariffs imposed in respect of the Services. Unless otherwise set forth in the Contract, payment
is due within thirty days following receipt of each invoice.

10. Good Faith and Indemnity

a) The Parties undertake to act in good faith with respect to each other’s rights under the Contract
and to adopt all reasonable measures to ensure the realization of the objectives of the Contract.
b) To the fullest extent permitted by applicable law and professional regulations, both the parties
indemnify each other and their associates and employees against all claims by third parties
(including each other’s affiliates) and resulting liabilities, losses, damages, costs and expenses
(including reasonable external and internal legal costs) arising out of the third party’s use of or
reliance on any report, deliverable, etc. disclosed to it by or through the parties as part of the
regular interactions or for project/s purposes.

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11. Settlement of Disputes

The Contract shall be governed by, and construed in accordance with, the laws of India.

11.1 Amicable Settlement

The Parties agree that the avoidance or early resolution of Disputes is crucial for a smooth execution
of the Contract and the success of the assignment. The Parties shall use their best efforts to settle
amicably all Disputes arising out of or in connection with the Contract or its interpretation.
In the event of any dispute between the Parties arising out of or in connection with the Contract,
including the validity thereof, the Parties hereto shall endeavour to settle such dispute amicably, by
means of conciliation and/or negotiation, in the first instance. The attempt to bring about an amicable
settlement shall be treated as having failed as soon as one of the Parties hereto, after reasonable
attempts, which shall continue for not less than 30 (thirty) days, gives a notice to this effect, to the
other party in writing.
This Agreement and the rights and obligations of the Parties shall remain in full force and effect and
the Parties shall keep performing their obligations under this Contract, especially during the Mela
Period, notwithstanding any disputes, pending any attempts at amicable settlement.

11.2 Arbitration
In case of such failure, the dispute shall be referred to a sole Arbitrator, who shall be appointed by the
Client from the panel of arbitrators nominated by the parties to this agreement with mutual consent
and a list of the panel so decided shall form part of this agreement. The Arbitration proceedings shall
be governed by the (Indian) Arbitration and Conciliation Act, 1996 along with all the amendments and
shall be held at Prayagraj, India. The language of arbitration shall be English.
This Agreement and the rights and obligations of the Parties shall remain in full force and effect and
the Parties shall keep performing their obligations under this Contract, especially during the Mela
Period notwithstanding any disputes, pending the award in any arbitration proceedings hereunder.

11.3 Jurisdiction
a) In the event that Parties fail to settle the Dispute amicably, the same shall be settled by
binding Arbitration conducted by a sole arbitrator appointed jointly by both Parties and
governed by the Arbitration and Conciliation Act, 1996.
b) The venue of arbitration shall be in Prayagraj, Uttar Pradesh.
c) The language of arbitration proceedings shall be English.
d) Any Dispute arising in relation to this Contract shall be subjected to Jurisdiction of Courts
at Prayagraj, Uttar Pradesh.

Courts located in Prayagraj shall have exclusive jurisdiction to settle Dispute arising under this
Agreement.

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

12. Annexure B – Standard Forms

12.1 Form 1: Technical Proposal Submission Form

To,

[Name and address of Client]

Subject: Technical proposal in response to Request for Proposal for [Name of Assignment]

Reference: Tender No :< No> Dated<DD/MM/YYYY>

Dear Sir/Madam,

We, the undersigned, offer to provide the Implementation services for Automation of Public Distribution
System for Maha Kumbh 2025 in accordance in accordance with your Request for Proposal dated
[Insert Date] and our Proposal. We are hereby submitting our Proposal, which includes a Technical
Proposal, and a Financial Proposal.

We hereby declare that all the information and statements made in this Proposal are true and accept
that any misinterpretation contained in it may lead to our disqualification.
If negotiations are held during the Proposal Validity Period, we undertake to negotiate on the basis of
the proposed services. Our Proposal is binding upon us and subject to the modifications resulting from
Contract negotiations.
We undertake, if our Proposal is accepted, to initiate the consulting services related to the assignment
at a date mutually agreed between us.
We understand you are not bound to accept any Proposal you receive.

We remain,
Yours sincerely,

(Signature of Authorised Signatory)

Name of the Signatory:

Designation:

Company Seal with Date:

Place:

Business Address:

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

12.2 Form 2: Financial Capacity of the IA

# Financial Year Annual Turnover (in INR)

1.

2.

3.

Note: Attach audited financial statements as proof of the above figures.

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

12.3 Form 3: Eligible assignments of the IA

# Name of Project* Name of Client Professional fee received by the IA

(in INR)

1.

2.

3.

* The Bidder should provide details of only those assignments that have been undertaken by it under
its own name.

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

12.4 Form 5: Description of Approach, Methodology and Work Plan for Performing the
Assignment

Approach and Methodology are key components of the Technical Proposal. Bidders are suggested to
present your Technical Proposal (Maximum 12 Pages) divided into following chapters:

a) Technical Approach (including project lifecycle and process diagrams) - 5 Pages

• In this chapter, you should explain your understanding of the objectives of the assignment,
approach to the services, methodology for carrying out the activities and obtaining the expected
output, and the degree of detail of such output.
• You should highlight the problems being addressed and their importance and explain the
technical approach you would adopt to address them.
• You should also explain the methodologies you propose to adopt and highlight the compatibility
of those methodologies with the proposed approach.

b) Technology – 1 Page

• In this chapter, you should explain what technology you are going to use, how is it best suitable
for this solution.

c) Innovation – 1 Page

• In this chapter, you should suggest an innovation in the system proposed by the Client.
• This should be your unique proposition.

d) Implementation Plan – 3 Pages

• In this chapter you should propose the main activities of the assignment, duration, and
milestones schedule the proposed work plan should be consistent with the technical approach
and methodology, showing understanding of the Scope of Services and ability to translate them
into a feasible working plan.

e) Capacity building and manpower deployment plan, along with contingency plans – 2 Pages
In this chapter you should mention the detailed training and capacity building of the staff and
officers, which include contingency plans for non-availability of manpower and non-functioning of
hardware/software/infrastructure.

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

12.5 Form 6: Declaration

Declaration Form for not being barred by the Central Government, any State Government, a statutory
Client or a public sector.

Declaration
(To be printed on Letter Head of the Organisation)

Dear Sir/Madam,

This is to notify you that our Company / LLP / Partnership / Society / Proprietorship <Please delete
whichever is not applicable> intends to submit a proposal in response to Selection of Implementation
agency (IA) for Automation of Public Distribution System for Maha Kumbh 2025, we also declare that
our Company / LLP / Partnership / Society / Proprietorship <Please delete whichever is not applicable>
is not blacklisted by any Central / State Government Department / Public Sector Undertaking.

Sincerely,

(Signature of Authorised Signatory)

Name of the Signatory in full:

Designation:

Company Seal with Date:

Place:

Business Address:

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

12.6 Form 7: Financial Proposal – Cover Letter

To,

[Name and address of Client]

Subject: Financial proposal in response to Request for Proposal for [Name of Assignment]

Ref: Tender No :< No> Dated<DD/MM/YYYY>

Dear Sir/Madam,

We have read and examined the RFP document with the Scope of Work, Instructions to IA and
General Conditions of Contract.

We hereby quote for the Prayagraj Mela Authority of the services specified in the RFP at an overall
cost of INR____________________ (IN NUMBERS and WORDS) (to be derived from the detailed
breakup as mentioned in Clause 9) including all relevant taxes.
The financial proposal submitted is unconditional and fulfils all the requirements of the RFP
document. Provisions for the taxes (GST, etc.) and reimbursable expenses and annual escalation
shall be as per the terms stated in Clause 6.6 of the RFP document.
Our Financial Proposal shall be binding upon us up to expiration of the validity period of the
proposal. We understand the Client is not bound to accept any proposal that is received.

Sincerely,

(Signature of Authorised Signatory)

Name of the Signatory in full:

Designation:

Company Seal with Date:

Place:

Business Address:

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

12.7 Form 8: Financial Proposal – Detailed breakup

This format needs to be submitted along with the financial proposal cover letter.
Detailed breakup of financial proposal:

Unit of
S. Unit Total
Description of items Measurement Quantity
No. rate Amount
(UoM)
Kumbh Public Distribution system
1. with hosting of web application on Lumpsum 1
cloud infra with email and SMS
provisioning
2. QR Code Printer Nos 10
3. QR Code Scanner Nos 30
4. Laptop Nos 30
CCTV Cameras with Accessories and
5. Nos 30
NVR (both indoor and outdoor)

6. QR code generation, printing, and Nos 2,00,000

fixing on the sacks (approx)
Manpower Requirements
7. One Technical Manager for 5 months Person Month 5
25 Computer Operators for 2 months
8. Person Days 25*60= 1500
(60)

Note: Please refer Clause 2.3 – Bill of Material to input final cost in this format. Please note that the
quantities are subject to increase/decrease based on the actual requirement as discovered by the
Bidder during the requirement gathering stage and approved by the client.

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

12.8 Form 9: Curriculum Vitae (CV) for Technical Manager

1. Proposed Position [only one candidate shall be nominated for each position]:

2. Name of Firm [Insert name of firm proposing the staff]:

3. Name of Staff [Insert full name]:

4. Date of Birth: Nationality:

5. Education [Indicate college/university and other specialized education of staff member, giving
names of institutions, degrees obtained, and dates of obtainment]:

6. Membership of Professional Associations:

7. Other Training [Indicate significant training since degrees under 5 - Education were obtained]:

8. Countries of Work Experience: [List countries where staff has worked in the last ten years]:

9.Languages [For each language indicate proficiency: good, fair, or poor in speaking, reading, and
writing

10. Employment Record [Starting with present position, list in reverse order every employment held
by staff member since graduation, giving for each employment (see format here below): dates of
employment, name of employing organization, positions held.]:

From [Year]: To [Year]:

Employer:

Positions held:

11. Detailed Tasks Assigned

[List all tasks to be performed under this assignment]

12. Work Undertaken that Best Illustrates Capability to Handle the Tasks Assigned

[Among the assignments in which the staff has been involved, indicate the following information for
those assignments that best illustrate staff capability to handle the tasks listed under point 11.]

Name of assignment or project:

Year: Location:

Client:

Main project features:

Positions held:

Activities performed: _________________________

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

12.9 Form 10: Format for Technical Presentation

The Technical Presentation shall follow the below requirements:

About the organization (max 1 Slide)
Experience in Relevant Projects (max 2 Slides)
Approach and Methodology (max 5 Slides) – Content as per Form 4

• Technology
• Innovation
• Implementation Plan

Proof of Concept

• In this chapter, the bidder has to showcase Public Distribution System functioning based on the
requirements of the Client. (Proposed application with use cases and dashboard for reports)
• The bidder shall come prepared with all the required details including how to affix QR Code
tags/alternative, if any and demo QR Code Scanners.

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

12.10 Form 11: Self-Certification by Class I local supplier/Class- II local Supplier

(To be submitted on the letterhead of the Bidder)

To

[Name and address of Client]

Subject: Self-Certification by Class-I local Supplier/Class-II local Supplier in response to

Request for Proposal for [Name of Assignment]

Ref: Tender No :< No> Dated<DD/MM/YYYY>

Dear Sir/ Madam,

As per No. P-45021/2/2017-PP (BE-II) dated 4th June 2020 and subsequent orders, the class I/class II
local supplier has to provide the certificate giving the confirmation that the items offered meet the local
content requirement and also mention the details like detail of items, location of local value addition,
percentage of local content.
We hereby certify / provide the following details:
1. Details of items
2. Location of local value addition
3. Percentage of local content.

Sincerely,

(Signature of Authorised Signatory)

Name of the Signatory in full:

Designation:

Company Seal with Date:

Place:

Business Address:

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

12.11 Form 12: Applicant’s Organization and Experience

Applicant’s Organization

[Provide here a brief (two pages) description of the background and organization of your firm/entity]

Applicant’s Experience

[Using the format below, provide information on each assignment for which your firm, and each
associate for this assignment, was legally contracted either individually as a corporate entity or as one
of the major companies within an association, for carrying out consulting services similar to the ones
requested under this assignment]

• Assignment name:
• Country:
• Location within country:
• Duration of assignment (months):
• Name of Client:
• Total No of person-months of the assignment:
• Address:
• Amount of consulting fee received by your firm (INR)
• Start date (month/year):
• Completion date (month/year):
• Name of associated Agency, if any:
• No of professional person-months provided by associated Agency:
• Narrative description of Project:
• Description of actual services provided by your staff within the assignment:
• Firm’s Name:

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

12.12 Form 13: Format for Self-declaration for Rule 144 GFR reg
(To be submitted on the letterhead of the Bidder)

To,

[Name and address of Client]

Subject: Self Declaration for Rule 144 GFR reg in response to the Request for Proposal for [Name
of Assignment]

Ref: Tender No: < No> Dated<DD/MM/YYYY>

Dear Sir/ Madam,

I/We also represent that company is not a subsidiary/ affiliate/ attached office of any border Companies
as may be banned by Government of India for doing business in India as per revision of GFR Rules,
2020 or, if from such a country, has been statutorily registered with the competent authority as per the
procedure laid down in reference to Government Orders in this regard.
I/We hereby agree to provide copy of and/or produce original of all such documents as may be
necessarily required to be submitted for evidence in this regard.
I/We hereby certify that this bidder fulfils all requirements in this regard and is eligible to be considered.

Sincerely,

(Signature of Authorised Signatory)

Name of the Signatory in full:

Designation:

Company Seal with Date:

Place:

Business Address:

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

12.13 Form 14: No Deviation Certificate

(To be provided on the Company letter head)

To,

[Name and address of Client]

Subject: Self-Declaration for No Deviation in response to the Request for Proposal for [Name of
Assignment]

Ref: Tender No: < No> Dated<DD/MM/YYYY>

Dear Sir/Madam,

This is to certify that our offer is exactly in line with your tender enquiry/RFP (including amendments)
no. _________ dated __________. This is to expressly certify that our offer contains no deviation either
Technical (including but not limited to Scope of Work, Business Requirements Specification, Functional
Requirements Specification, Hardware Specification and Technical Requirements Specification) or
Commercial in either direct or indirect form.

Sincerely,

(Signature of Authorised Signatory)

Name of the Signatory in full:

Designation:

Company Seal with Date:

Place:

Business Address:

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

12.14 Form 15: Total Responsibility Certificate

(To be provided on the Company letter head)

To,

[Name and address of Client]

Subject: Self Declaration for Total Responsibility in response to the Request for Proposal for
[Name of Assignment]

Ref: Tender No: < No> Dated<DD/MM/YYYY>

Dear Sir/Madam,

This is to certify that we undertake the total responsibility for the defect free operation of the proposed
solutions as per the requirement of the RFP for the duration mentioned in the RFP.

Sincerely,

(Signature of Authorised Signatory)

Name of the Signatory in full:

Designation:

Company Seal with Date:

Place:

Business Address:

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

12.15 Form 16: Format for Self-declaration/ Sub-Contracting Reg

(To be provided on the Company letter head)

To,

[Name and address of Client]

Subject: Self Declaration for Sub-Contracting Reg in response to the Request for Proposal for
[Name of Assignment]

Ref: Tender No :< No> Dated<DD/MM/YYYY>

Dear Sir/ Madam,

I/we have read and understood the clause ___ regarding restrictions on procurement from the bidder
of a country which shares a land border with India and on sub-contracting to contractors from such
countries.

I/We certify that this bidder is not from such a country or, if from such a country, has been registered
with the competent authority as per the procedure laid down in reference to Government Orders in this
regard.

I/We hereby agree to provide copy of and/or produce original of all such documents as may be
necessarily required to be submitted for evidence in this regard.

I /We further undertake to not subcontract any work to a contractor from any prohibited countries. I/We
hereby certify that this bidder fulfils all requirements in this regard and is eligible to be considered.

Sincerely,

(Signature of Authorised Signatory)

Name of the Signatory in full:

Designation:

Company Seal with Date:

Place:

Business Address:

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

13. Pre-Qualification Bid Checklist (Indicative)

Submitted Documentary
# Description
(Y/N) Proof (Page No.)

1 Bid Cover Letter

2 Particulars of the bidders including

registration certificate

3 Financial Turnover with CA certificate

4 EMD document

5 Bid processing fee (Non-refundable)

6 Self-Certificate for Project Experience

7 Declaration of non-blacklisting

8 PAN documents

9 GST registration

10 Supporting documents in compliance to

the requirements of Pre-Qualification
Criterion
11 Board resolution / Power of Attorney
(PoA) for authorized signatory

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Request for Proposal (RFP) for Selection of Implementation Agency (IA) for Automation of Public Distribution System
for Maha Kumbh 2025

14. Technical Bid Checklist (Indicative)

Page No. and
Compliance
S. No. Checklist Item Section No. in the
(Yes/No)
Bid
Technical Proposal Submission
1.
Form
Applicant’s Organization and
2.
Experience

Curriculum Vitae (CV) for

3.
Proposed Professional Staff
Description of the Approach,
4. Methodology and Work Plan for
performing the assignment.
Format for Self-Declaration for Rule
5.
144 GFR

Self-Certification by Class 1 Local

6.
Supplier

7. No Deviation Certificate

8. Total Responsibility Certificate

Format for Self-declaration/ Sub-

9.
Contracting Reg

10. Financial Proposal

Supporting documents in
11. compliance to the requirements of
Technical Evaluation Criterion
Board Resolution/ Power of
12. Attorney (PoA) for authorized
signatory

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