Selection of System Integrator Intercom Cabling Infrastructure Implementation, Operations,

and Technical Support Services at Directorate General of Shipping with Head Office.

Section 5 – Terms of Reference

1. Organizational Background of DGS

The Directorate General of Shipping (hereinafter referred to as DGS), an attached office of the Ministry
of Ports, Shipping and Waterways, Govt. of India, deals in matters relating to merchant shipping. The
DGS deals with all matters concerning the Maritime Administration, Maritime Education and Training,
development of Shipping Industry and other related subjects.

This Directorate deals with implementation of shipping policy and legislation so as to ensure the safety
of life and ships at sea, prevention of marine pollution, promotion of maritime education and training
in co-ordination with the International Maritime Organization, regulation of employment and welfare
of seamen, development of coastal shipping, augmentation of shipping tonnage, examination and
certification of Merchant Navy Officers, Supervision and Control of the allied departments and officer
under its administrative jurisdiction.

The details about DGS and its functions are available at website https://www.dgshipping.gov.in

The Directorate General of Shipping (DGS), headquartered at 9th Floor, Beta Building, I-Think Techno
Campus, Kanjurmarg (East), Mumbai - 400 042 (India), invites reputable Bidders to submit proposals
for the selection of a System Integrator for Intercom Cable Removal and Replacement within its office
premises.

This project aims to enhance voice communication efficiency for a workforce utilizing approximately
170-190 traditional phones by resolving wiring issues and improving overall intercom connectivity.

DGS is a critical government agency responsible for ensuring maritime safety and the welfare of
seafarers. To effectively fulfil its mandate, DGS relies heavily on robust and reliable communication
infrastructure.

2. Objective

Selection of System Integrator for Intercom Cabling Infrastructure Implementation, Operations, and
Technical Support Services at Directorate General of Shipping with Head Office at 9th Floor Beta
Building, I-Think Techno Campus, Kanjurmarg (East), Mumbai - 400 042 (India)

The primary objective of this RFP is to procure, install, and maintain a intercom infrastructure for the
DGS-Mumbai office. This project will replace the existing intercom system with upgraded cabling and
modern telephony equipment to enhance internal communication efficiency and reliability within the
office premises.

 Remove and dispose of old intercom cabling and accessories.

 Supply and install new intercom cables and accessories.
 Ensure proper labeling and documentation of the new cable layout.
 Conduct testing and commissioning to ensure seamless communication.
 Maintain adherence to safety and quality standards.
 Ensure scalability and future expansion capabilities.

3. Scope of Work:

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3.1 Site Survey and Assessment
 Conduct a comprehensive site survey to assess the existing intercom cabling infrastructure
within the DGS-Mumbai office premises.
 Identify potential obstacles, required modifications, and best installation routes.
 Examine existing cable pathways for their suitability for reuse or necessary upgrades.
 Identify new or modified cable pathways required for optimal intercom connectivity.
 Prepare a detailed site survey report, including cable routes, joint box positions, and any
necessary upgrades.
 Submit the survey report to DGS for approval before initiating work.

3.2 Removal of Existing Intercom Cabling

 Carefully dismantle and remove outdated intercom cabling, telephone units, and related
accessories (if required).
 Ensure removal is conducted without damage to the existing infrastructure.
 Dispose of obsolete cables and accessories in accordance with environmental and safety
regulations.

3.3 Supply of New Cabling and Accessories

 Provide high-quality intercom cables, connectors, and accessories compliant with industry
standards.
 Use Category 6 (Cat6) or higher cabling to ensure optimal voice quality and reliability.
 Ensure cables are plenum-rated where necessary for fire safety compliance.
 Provide structured cabling components, including patch panels, racks, and termination units.

3.4 Installation of New Cabling and Accessories

 Install new intercom cabling through proper conduits, cable trays, or raceways.
 Follow structured cabling best practices, ensuring minimal interference and maximum
durability.
 Terminate cables properly and connect them to designated intercom units.
 Install cables neatly and inconspicuously to maintain office aesthetics.
 Where cabling is run through a false ceiling, use appropriate suspension techniques (flat cable
trays or catenary cables).
 Ensure compliance with manufacturer specifications, including bend radius, pulling tension,
and handling guidelines.
 Work closely with DGS representatives to approve design, scope, and installation schedule
before execution.
 Verify the adequacy of provided cable pathways before installation and report any issues to
DGS.
 Secure all exposed cabling within PVC ducting or conduits for protection.

3.5 Supply and Installation of Intercom Devices

 Procure and install modern intercom phone units at designated locations within the office
premises.
 Ensure compatibility with existing PBX systems or provide recommendations for necessary
upgrades.
 Install required power supply and auxiliary accessories for optimal functionality.
 Ensure proper integration of intercom units with the cabling infrastructure.

3.6 Labelling and Documentation

 Clearly label all cables, connection points, and intercom devices for easy identification.
 Provide updated Intercom network diagrams and as-built drawings reflecting the new intercom
infrastructure.
 Generate detailed reports, including component specifications, connection details, and
maintenance guidelines.

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3.7 Testing and Commissioning
 Conduct end-to-end testing of the new intercom network to verify:
o Consistent voice quality across all designated locations.
o Proper connectivity and integration with the office communication system.
o Compliance with safety, regulatory, and operational standards.
 Perform User Acceptance Testing (UAT) with DGS personnel.
 Obtain formal acceptance from DGS after successful testing and commissioning.

3.8 Technical Specifications

 Use Category 6 (Cat6) or higher cabling for intercom connectivity.
 Ensure all cables are plenum-rated where fire safety requirements apply.
 Use high-quality connectors to minimize signal loss and interference.
 Ensure proper grounding and surge protection for reliability and safety.
 Adhere to international and national cabling standards (ANSI/TIA-568, ISO/IEC 11801).

3.9 Compliance and Safety

 The installation must comply with industry standards and safety regulations.
 Follow structured cabling best practices for long-term reliability.
 Ensure proper fire safety measures, including cable ratings and routing guidelines.
 Adhere to low electromagnetic emission standards to avoid interference.
 Maintain compliance with health and safety regulations (e.g., OSHA, local building codes).

3.10 Responsibilities of the Vendor

 Provide skilled labor, tools, and equipment necessary for execution.
 Maintain a clean and organized work environment throughout the project.
 Coordinate with DGS representatives for seamless execution and approvals.
 Ensure project completion within the agreed timeline.
 Conduct training sessions for DGS personnel on the operation and maintenance of the new
intercom system.

3.11 Acceptance Criteria

 Successful removal of old intercom cabling and devices without damage to the existing
infrastructure.
 Proper installation, termination, and labeling of new intercom cabling and devices.
 All installed components pass performance and quality tests.
 Formal sign-off from DGS upon satisfactory completion of work.

3.12 Deliverables
 Site survey report detailing the infrastructure assessment.
 Updated Intercom network diagram reflecting the installed intercom infrastructure.
 Testing and commissioning report with results and compliance verification.
 Warranty and support documentation for installed components.
 Training manuals and knowledge transfer sessions for DGS personnel.

3.13 Warranty and Support

 Provide a minimum one-year warranty on all installed materials and workmanship.
 Offer post-installation support to resolve any defects or operational issues.
 Conduct periodic preventive maintenance to ensure system efficiency.

3.14 Additional Requirements for Site Survey and Design

3.15 Site Survey Execution

Before commencing work, the bidder shall:
 Conduct a detailed survey of cabling routes within the DGS building at no extra cost.

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 Prepare a comprehensive survey report, including cable lengths, pathway details, and
modifications required.
 Identify existing and required pathways, particularly those for backbone connectivity.
 Examine suitability of existing backbone and distribution cabling for integration into the new
system.
 Submit survey documentation to DGS and relevant stakeholders for approval.

3.16 Technical Design Drawings

 The bidder shall provide detailed technical design drawings for the new intercom
infrastructure.
 Drawings shall include:
o Cabling layout and pathways
o Equipment placement and termination points
o Intercom device locations
 All drawings shall be produced using computer-aided design (CAD) software to ensure
accuracy and flexibility.

3.17 Cable Installation General Guidelines

 Intercom Cabling Systems shall only be installed by properly qualified and experienced
personnel in a professional and tradesman-like manner.
 All installation methods, standards of workmanship, and equipment supplied shall fully comply
with the technical procedures, practices, specifications, and standards published in conjunction
with the planning and installation guidelines established by the Intercom Systems equipment
manufacturers.
 The bidder shall consult with relevant parties, including (as a minimum) the relevant DGS
official responsible for approving the design, scope of works, and installation schedule prior to
any works commencing.
 Intercom cables, including twisted pair or optical fiber cables (where applicable), shall be
installed in designated cable pathways provided by DGS.
 It is the responsibility of the bidder to ensure that cable pathways provided by DGS are adequate
for the installation work.
 Prior to installation, the bidder shall inspect all cable pathways and notify DGS if they are not
free of burrs and sharp edges.
 At no time shall the cabling bidder penetrate walls, ceiling tiles, or other permanent
infrastructure without the written approval of DGS.
 Cables emanating from intercom distribution cabinets and/or equipment racks shall be neatly
loomed in the cabinet. All cable looms shall be installed towards the rear of the rack.
 All intercom cabling shall be installed in a neat and inconspicuous manner. Approved cable
fasteners shall be used at intervals for all intercom cabling.
 Where cabling is run through a false (suspended) ceiling, it shall be supported by means of
suspension from purpose-installed flat cable trays or by one or more catenary cables. Fixing of
the cable tray and/or catenary shall be directly to the walls and slab above. Under no
circumstances are cable tray and catenary to be secured to any other fittings.
 DGS must be consulted for any circumstance where intercom cabling cannot be located in
building spaces.
 All intercom cabling shall be adequately protected from damage and shall not be run through
hazardous environments, near hot water and heating pipes, flues, chimneys, or power sources.
 All cable runs shall be continuous between the termination points specified. No joints, splices,
junctions, or similar are permitted except for specific requirements identified within the detailed
design documentation.
 The installation of all intercom cables shall be in accordance with the installation requirements
of the cable manufacturer, with specific reference to cable bend radius, pulling tension, and
other handling specifications.

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 Any fiber optic cables used in the intercom infrastructure shall not be installed under residual
tension or pressure except as required to secure to cable trays or catenary cables.
 Inter-building pathways may be underground, buried, or aerial. Segregations must comply with
applicable international standards. Installation on cable pathways where segregation standards
cannot be achieved shall not be used.
 Where intercom cables are run in an exposed area, they shall be enclosed in PVC ducting or
conduit. External-grade cable must be used where appropriate in accordance with applicable
international standards.

3.18 Copper Cabling Guidelines:

 The cable used for permanent and overlay distribution cabling installation shall be UTP
Category 6 (CAT6) cable, suitable for intercom applications.
 To accommodate potential future re-termination, an additional 1 metre of cable shall be
looped at each end of every cable run. This spare cable shall be provided within the
communications cabinet and also at the outlet position, typically in the ceiling space or under
floors.
 The bidder shall provide a Fluke test report for all copper cable installations to verify
compliance with performance standards.

3.19 Labels and Marking:

 All intercom outlets, patch panels, and cables (including backbone copper and optical fiber
cable (OFC)) shall be systematically and permanently labelled. OFC shall be labelled in
accordance with relevant standards to indicate potential hazardous light sources.
 The labelling format must be uniform across all DGS locations and must be agreed upon in
writing by DGS before installation begins. Each intercom outlet shall be labelled with the
distribution point identifier, unique number, and usage signifier: 'IC' for intercom.
 A schematic diagram illustrating the arrangement of circuit groups for the distribution frames
shall be provided.
 Labels for cables and cable cores shall be computer-generated and appropriately sized for
legibility.
 Enclosures and outlets shall have machine-generated permanent labels indicating the service
contained within the enclosure. Hazard identification labels shall be affixed to relevant
enclosures.
 Intercom outlet labels shall be clearly visible and securely mounted on the outlet surface box
as applicable. A colour-coded bezel corresponding with the cabling colour shall be used for
easy identification.
 All labels must be clearly visible and durable to withstand operational conditions.

3.20 Installation Testing:

 The installation of all intercom cabling systems shall undergo thorough testing to ensure
compliance with the detailed design document and relevant industry specifications.
 Testing shall be conducted according to industry standards and best practices.
 The bidder shall provide all necessary labour, materials, and equipment required for the
complete testing and commissioning of the intercom infrastructure.
 All optical fiber links shall be tested using an approved Light Loss Power Meter. The
length/loss method shall be used to calculate total loss values in line with international
standards.
 Test reports (in original form, not modified in MS Word) must be submitted to DGS within
two days of test completion.
 The installation shall not be considered complete until all wiring and equipment supplied by
the bidder have been inspected and approved by DGS.

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3.21 General Requirements:

1. Any structure, permanent or temporary, dismantled or damaged during execution of the work
shall be restored to its original condition by the bidder at their own cost.
2. A detailed Bill of Material (BoM) is included in this tender. However, DGS reserves the
right to modify quantities based on requirements. The bidder shall also provide all necessary
equipment, even if not explicitly mentioned, to ensure the completeness, maintainability, and
reliability of the intercom system.
3. The bidder shall assess prevailing conditions (corrosion, power surges, rodent intrusion, etc.)
at DGS locations and guarantee that the intercom system remains operational. Any failure
occurring during the contract period shall be rectified promptly by the bidder to ensure
continuous system functionality.

4. Phase II: Operation & Maintenance (O&M)

4.1 24/7 System Monitoring & Support:

o Provide ongoing monitoring and proactive maintenance of the intercom cabling
infrastructure.
o Respond promptly to any service disruptions or performance issues.
o Ensure system uptime and optimal performance according to agreed-upon SLAs.
o Support expectations must include a 24/7 helpdesk, periodic maintenance (quarterly),
and a defined resolution time for issues (e.g., within 24 hours for critical failures).
4.2 Preventive Maintenance:
o Conduct regular preventive maintenance activities to ensure intercom system reliability
and longevity.
4.3 Troubleshooting & Support:
o Provide on-site or remote troubleshooting support for any intercom cabling-related
issues.
4.4 Refresher Training:
o Conduct periodic refresher training sessions for DGS-Mumbai personnel to maintain
their knowledge and skills related to intercom infrastructure.
4.5 Reporting:
o Generate regular reports on intercom system performance, including key metrics such
as signal quality, call clarity, and infrastructure integrity.

4.6 Other expectations for Bidder

i. The technical specifications are the minimum requirements of the DGS. The Bidder is at liberty
to indicate higher specifications than the minimum level. The DGS reserves the right to place
order at the higher specifications offered by the Bidder. Similarly, the support & warranty
period is the minimum required. The Tenderer is at liberty to offer a higher support &warranty
period, and the Purchaser / Indenter reserves the right to avail of the longer support &warranty
period offered.
ii. This is purely work completion contract, it is not a labour contract, In case any mishaps to the
worker/s while on duty, DGS not responsible for his or their incident or accident or death or
any claim against us.
iii. The site should be completed cleaned of waste material, rubbish etc. and handed over on
completion of the site to the DGS.
iv. All the licenses and support should be in the name of DGS.
v. Validate / Assess the re-use of the existing infrastructure and inventory at DGS site.
vi. Bidder is expected to carry out an independent exercise to size the solution and accordingly
provision the requirements. Bidder should ensure that all the components are sized adequately,
and it should also be noted that Bidder would be responsible for meeting the performance

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requirements stipulated in the tender, contract and SLA for the entire solution at all times during
the currency of the contract.
vii. The work is to be carried out without any hindrance to the regular activities in that area.
viii. Bidder should arrange for desktops / workstations, printers and other peripherals and
consumables for its team members deployed.
ix. Considering the criticality of the infrastructure, Bidder is expected to design the solution
considering of no single point of failure (Critical Intercom network infrastructure) with high
level of redundancy and resilience to meet the uptime requirements.
x. During the Contract period, all project assets including data and intellectual property should be
in safe custody and due reasonable care should be taken on the behalf of the Purchaser to
prevent any unauthorized use.
xi. Bidder is expected to make necessary assumptions as per solution being proposed in order to
meet requirements of the project and make necessary upward revision in BoM if needed.

5. Indicative Bill of Materials (BoM):

The figures provided within the Bill of material are indicative for estimation purpose only. Bidder(s)
has to perform an independent assessment of the infrastructure requirements for the proposed system
and provide a detailed BOM for the proposed infrastructure in line with the requirements of the project
and performance on service level agreements. DGS / DGS designated authority shall review and
approve the BOM of the successful bidder at the time of implementation/deployment /commissioning.
BOM approved by DGS shall in no case be a lower version than the one proposed by the bidder in its
technical proposal submitted to DGS and the same shall be scaled up / upgraded by the Bidder as per
the requirement for performance on the service levels at no additional cost to the DGS. Intercom
Infrastructure hardware, and services will be billed on actuals, subject to the ceiling as per commercial
bid submitted by Bidder.

SI No. Particulars
1 Cat 6 Cable - 26,000 meters
2 Cat 6 IO
3 Cat 6 Dual Face Plate
4 Krone Disconnection with Copper Connectors
5 Jumper Wire 0.54 mm with Flexible PVC and Annealed Copper
6 Labour Charges for Old Cable Removing and Laying New Cable
7 Labour Charges for Cable Ferruling, IO Termination, and Testing
8 Labour Charges for Krone Termination and Extension Activation
9 IP/Analog Intercom Phones
10 Power Adapters (if required)
11 Network Switches for Intercom Integration
12 Patch Panels (if required)
13 Rack and Cable Management Accessories
14 UPS/Power Backup for Intercom System

Note: Bidders shall analyze the model and compatibility of existing phones, replacing only those
necessary while maximizing the utilization of phones in good condition. They must provide unit pricing
and total cost for each line item. Additionally, existing infrastructure should be utilized where feasible
to optimize costs.

6. Technical Specifications : CAT 6 UTP ECCS Cable:

Sr. No. Description of Requirement Compliance Reference

(Yes/No) Page No.
Component:
CAT 6 UTP

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Sr. No. Description of Requirement Compliance Reference
(Yes/No) Page No.
ECCS
1 Supply, Installation, Testing & Commissioning
(SITC) of Cat 6, 23 AWG Solid Bare Copper
Conductor U/UTP Unshielded, HDPE Insulation
with Diameter 1.0 ± 0.05mm, PE Cross (+) Filler
Between Pairs, Inner FR-PVC Jacket (IEC 60332-1
Rated), Outer HDPE Jacket, 500N Pulling Force, in
accordance with ANSI/TIA 568 C.2 / ISO/IEC
11801, 250 MHz Bandwidth, and Propagation
Velocity: 69% (nominal), Rodent Resistant
Outdoor Cable
2 Suitable for 1GBASE-T and 250 MHz Bandwidth
(minimum)
3 4 Twisted Pair alongside PE / PVC Cross
Separator for improved signal isolation
4 Conductor: 23 AWG Solid Annealed Bare Copper
for optimal conductivity
5 Insulation: High-Density Polyethylene, Diameter
1.0 ± 0.05mm
6 Inner Jacket: PVC (Flame Retardant) for fire
safety
7 Armor: ECCS Corrugated Tape, ≥ 0.125mm
thickness, for enhanced mechanical protection
8 Outer Jacket: UV-Resistant HDPE for outdoor
applications
9 Cable Outer Diameter: 10.7 ± 1.5 mm
10 Operating Temperature Range: -20°C to +70°C
11 Bend Radius: 20 × Cable Diameter (Minimum) or
better
12 Conductor Resistance: ≤ 9.38 Ω / 100m
13 Resistance Unbalance: 5% Max
14 Mutual Capacitance: ≤ 5.6 nF / 100m
15 Putup: 305m
16 RoHS Compliant
17 Shielding Type: U/UTP (Unshielded Twisted Pair)
18 Minimum Pulling Force: 500N
19 Fire Safety Standard: IEC 60332-1 (Flame
Retardant)
20 Compliance with Industry Standards: ANSI/TIA
568 C.2, ISO/IEC 11801
21 Electromagnetic Interference (EMI) Resistance:
Designed to minimize crosstalk and signal
interference

7. Annual Maintenance Contract (AMC)

After go-live and stabilization, the Bidder is expected to provide operations and maintenance services
for the entire intercom system for a defined period. The Bidder shall manage the Operations and
Maintenance (O&M) of the intercom network infrastructure and associated components.

 The Bidder shall enter into a comprehensive AMC for three (3) years after the one-year
warranty period (from the Final Acceptance Test date of the intercom infrastructure).

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 Provision, deployment, and supervision of personnel for operational support at DGS.
 Obtaining relevant certifications and ensuring adherence to industry standards.
 Maintaining intercom system uptime above 99% per quarter to avoid penalties.
 If uptime falls below 99% in a quarter, applicable penalties will be imposed.

7.1 Uptime Calculation:

 24 hours × 90 days (per quarter) = 2,160 hours

7.2 Responsibilities of the Bidder During AMC Period:

 All costs related to repair or replacement of faulty parts, components, or devices shall be
entirely borne by the Bidder.
 Any additional expenses, including specialized technical expertise if required, shall also be
borne by the Bidder.
 The Bidder shall arrange for alternate solutions in case of major system failures affecting
operations.
 Immediate resolution of hardware-related issues is mandatory. If a part or component needs
replacement, a similar or higher configuration component (at no extra cost) must be provided.
 The AMC shall be comprehensive, covering all repairs and replacements.

7.3 Intercom Network Backbone Infrastructure Management:

 The Bidder shall provide a Cable Route Plan in electronic format (preferably AutoCAD).
 Maintenance schedule for the intercom cabling system, including fiber optic and copper
cabling.
 Reports on maintenance schedule adherence shall be submitted as part of SLA compliance
along with quarterly invoices.

7.4 Maintenance Scope:

 Intercom Cabling Infrastructure
 Integrity of cable routes and proper labeling of intercom lines.
 Cable Route Markers for easy identification.

Additional AMC Responsibilities:

 Ensuring 24x7x365 availability of the intercom network as per SLAs.
 Managing network performance to maintain optimal voice clarity and minimal latency.
 Diagnosing and resolving Intercom network failures and system disruptions.
 Providing regular reports on intercom system performance, capacity utilization, and error
statistics.
 Serving as a single point of contact for service requests.
 Providing LAN/WAN support to assist in hardware and software issue resolution.
 Maintaining updated intercom network configuration data.

8. Knowledge Transfer Phase – Intercom Cabling Infrastructure

8.1 Technical Skills:

 Intercom System Fundamentals: Understanding intercom network components, wiring
architecture, and signal transmission.
 Cable Routing & Management: Best practices for organizing, labeling, and maintaining
intercom cabling infrastructure.
 Troubleshooting Intercom Connectivity Issues: Identifying common wiring faults, diagnosing
connectivity problems, and implementing quick fixes.
 Intercom Network Optimization: Methods to improve voice clarity, minimize interference, and
ensure stable communication.
 Remote Diagnostics & Maintenance: Understanding remote monitoring tools for diagnosing
and managing intercom network performance.

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8.2 Training Materials

8.2.1 Training Manuals:

 Detailed sections on intercom system components, cabling standards, and best practices for
maintenance.
 Step-by-step guides for troubleshooting common connectivity issues and ensuring proper cable
management.
8.2.2 Video Tutorials:
 Demonstrations on identifying and fixing wiring faults, checking signal quality, and replacing
damaged cables.
 Best practices for optimizing intercom network layouts to enhance communication efficiency.
8.2.3 Workshops:
 Hands-on exercises on proper cable routing, labeling, and fault detection.
 Practical demonstrations of diagnosing intercom connectivity issues and performing minor
repairs.
8.2.4 FAQs and Troubleshooting Guides:
 Common intercom network issues and step-by-step troubleshooting procedures.
 Contact details for IT support or Intercom network maintenance teams for assistance with
complex issues.

8.2.5 Documentation

8.2.6 Operational Manuals:

 Guidelines for optimizing intercom connectivity within the workplace.
 Information on cabling infrastructure, wiring layouts, and maintenance best practices.

8.3 Standard Operating Procedures (SOPs):

 Procedures for troubleshooting intercom connectivity issues and ensuring seamless
communication.
 Contingency plans for addressing wiring failures, system disruptions, and hardware
malfunctions.

Empowerment:

Enable DGS staff to identify and resolve basic intercom connectivity issues independently through
structured training and documentation.

The System Integrator (SI) shall ensure that the knowledge transfer phase is well-defined and
comprehensive, equipping DGS staff with the necessary skills, training materials, and documentation
to effectively manage and maintain the intercom infrastructure.

This initiative aims to:

 Enhance system performance and ensure seamless communication within DGS.
 Provide staff with practical skills and technical knowledge to handle routine maintenance and
troubleshooting.
 Improve operational efficiency by reducing dependency on external support for minor
intercom issues.

The timeline for the entire work of Phase 1 and Phase 2, viz, Supply, Installation, Testing and
Commission (SITC) of all equipment and its operation and maintenance will be as mentioned in below
table from the date of issue of Letter of Intent (LoI)/ Work Order.

9. Project Phases and Key Deliverables – Intercom Infrastructure Replacement

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# Phase Key Deliverables Timelines
1 Phase I Project Kick-off: Stakeholder collaboration, requirement gathering T + 5 Days
for intercom infrastructure design
2 Phase I Approval of Design for Intercom Infrastructure Replacement T + 10 Days
3 Phase I Supply of BoQ equipment (Cabling, Intercom Units, Switches, T + 45 Days
Patch Panels, etc.)
4 Phase I Site Preparation (cabling, electrical work, wall-mounted units, T + 50 Days
patching, etc.)
5 Phase I Submission of supporting documents as per RFP (site layout, wiring T + 50 Days
diagrams, compliance reports)
6 Phase I Installation of Intercom Devices, Cabling, Network Switches, and T + 55 Days
Related Equipment
7 Phase I User Acceptance Testing (UAT) for Intercom System T + 60 Days
8 Phase I Go-Live (Operational Readiness & Start of O&M) G = T + 65
Days
9 Phase Operation & Maintenance as per RFP (12 quarters as per SLA) G + 12
II Quarters
10 Phase Knowledge Transfer & Exit Management G + 12th
II Quarter

Notes:
 T: The date of issuance of the Letter of Intent (LoI) / Work Order marks the official start of
the project timeline.
 Delay: Any delay in meeting the specified timelines by the System Integrator (SI) will result
in SLA non-compliance and may attract penalties as outlined in this RFP.
 Delivery: All hardware and software equipment must be delivered in the presence of the
designated nodal officer at the Directorate General of Shipping (DGS), Mumbai.
 Delivery Challan: The SI must obtain a signed delivery challan from the nodal officer at
DGS, Mumbai as proof of successful delivery.

10. Resource Requirements

The BIDDER shall be responsible for sourcing of the personnel and the management of all matters
relating to such personnel, to carry out the responsibilities assigned to the BIDDER under the agreement
with the BIDDER. In particular, these include:
i. Recruitment of the personnel possessing the qualifications prescribed in the RFP.
ii. Training of the personnel.
iii. Payment of salaries and benefits to the personnel on time
iv. Meeting all statutory obligations / payments arising out of engaging the personnel.
v. Meeting all the liabilities arising out of the acts of the personnel

Below table gives the indicative number of resources which need to be deployed across locations for
this project.
Non-Key No. of
# Essential Qualification
Resources Resources
1 To be proposed

During the course of the contract, if it becomes necessary to replace any of the Key Personnel, the
BIDDER shall forthwith with due approval from DGS, provide as a replacement, a person of equivalent
or better qualifications and experience than the resource being replaced / or proposed in the bid.
The team proposed in the proposal should be on the rolls of the bidder(s) at the time of submission of

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and Technical Support Services at Directorate General of Shipping with Head Office.
the proposal. For any change of the resource or any resource being proposed for operations, the bidder
should have to submit the CV of the resource, at least 2 weeks in advance for DGS to decide on the
replacement.

Support Provided by Client

i. The client shall provide office space to the Bidder’s team. Laptops and peripherals are to be
provided to its team by the Bidder.
ii. The client shall provide access to relevant documentation, reports, budget documents, etc. to
enable Bidder’s team to prepare a comprehensive vision document.
iii. The client shall grant necessary access permissions to the Bidder’s team to visit DGS office
and other parts of the premises for carrying out field visits.
iv. The client shall make available its conference hall facility which is equipped with Cisco WebEx
hardware to carry out offline and online consultations with stakeholders.

11. Payment Schedule

11.1 Payment Milestones – Intercom Infrastructure Replacement

# Phase Key Deliverables Timelines Payment to the SI

1 I Project Kick-off: Stakeholder collaboration, T + 5 Days -
requirement gathering for intercom infrastructure
design
2 I Approval of Design for Intercom Infrastructure T + 10 Days 2.5% of contract
Replacement value
3 I Supply of BoQ equipment (Intercom Units, T + 45 Days 15% of contract
Cabling, Switches, Patch Panels, etc.) and value
successful inspection by the Nodal Officer of
DGS-Mumbai
4 I Site Preparation (cabling, electrical work, wall- T + 50 Days -
mounted units, patching, etc.)
5 I Submission of supporting documents as per RFP T + 50 Days -
(site layout, wiring diagrams, compliance reports)
6 I User Acceptance Testing (UAT) for Intercom T + 55 Days -
System
7 I Go-Live (Operational Readiness & Start of O&M) G = T + 60 20% of contract
Days value
8 II Operation & Maintenance for 12 quarters as per G + 12 5% of contract
SLA of Phase II and scope of RFP Quarters value per quarter
for 12 quarters
9 II Knowledge Transfer & Exit Management G + 12th 2.5% of contract
Quarter value

Notes – Intercom Infrastructure Replacement

 T: The date of issuance of the Letter of Intent (LoI) / Work Order marks the official start of
the project timeline.
 Delay: Any delay in meeting the specified timelines by the System Integrator (SI) will result
in SLA non-compliance and may attract penalties as outlined in this RFP.
 Delivery: All hardware and software equipment (e.g., intercom units, cabling, switches, patch
panels) must be delivered in the presence of the designated nodal officer at the Directorate
General of Shipping (DGS), Mumbai.
 Delivery Challan: The SI must obtain a signed delivery challan from the nodal officer at
DGS, Mumbai as proof of successful delivery.

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11.2 Performance Bank Guarantee
DGS requires the selected bidder to provide a Performance Bank Guarantee (PBG) within 15 days from
the Notification of Award, amounting to 3% of the total bid value. The guarantee must remain valid for
six months post the contract period and include a claim period of three months from the last date of
validity.

If the contract term is extended, the PBG must also be extended within 15 days of contract approval
and remain valid for six months post the extension period. The bidder is responsible for extending the
validity date and claim period as needed due to project delays or warranty period extensions.

Failure to submit the PBG within the stipulated time may result in cancellation of the order without
prior notice. DGS reserves the right to invoke the performance guarantee if the vendor fails to fulfill
contractual obligations or if any losses occur due to negligence in project execution under the agreed
terms and conditions.

11.3 Support Provided by Client

 Office Space: DGS will provide the necessary office space for setting up equipment to design,
install, test, commission, operate, and manage the Intercom Infrastructure Replacement at its
Mumbai headquarters.
 Site Access: DGS will grant necessary access permissions for the bidder’s team to conduct site
visits for assessment, installation, and testing of intercom cabling and hardware.
 Conference Hall Facility: DGS will provide access to its conference hall, equipped with Cisco
WebEx hardware, for conducting stakeholder consultations, both offline and online.

Acceptance Criteria:
This phase would have the complete rollout of the envisaged system and all its components across all
locations. It would end when all operations have stabilized for a period of one month.

11.4 Terms of payment

i. In consideration of the obligations undertaken by the bidder under this Agreement and subject
to the provisions of this Agreement, DGS shall pay the bidder for successful delivery of
Services / Deliverables / Goods and System in pursuance of this Agreement, in accordance with
the Terms of Payment Schedule set out in this clause.
ii. DGS shall not be required to make any payments in respect of the Services, Deliverables,
obligations and scope of work mentioned in the RFP and Agreement other than those covered
in the table as per Payment Schedule. For the avoidance of doubt, it is expressly clarified that
the payments shall be deemed to include all ancillary and incidental costs and charges arising
in the course of performance of obligations under the RFP and Agreement including
consultancy charges, infrastructure costs, project costs, implementation and management
charges and all other related costs including taxes which are addressed in this Clause.
iii. " In line with the Manual for Procurement of Consultancy & Other Services (Updated June,
2022), Chapter 6.8.6, this office have the right to evaluate the financial bids/proposals before
considering them as a valid financial bid/proposal. Financial weightage will be provided only
to the valid financial bids/proposals for further comparisons."
11.5 Invoicing and settlement
The bidder shall submit its invoices in accordance with the following principles:
i. Generally, and unless otherwise agreed in writing between the Parties, the bidder shall raise an
invoice as per scheduled payment milestones; and
ii. Any invoice presented in accordance with this Clause shall be in a form agreed with DGS.
 The bidder alone shall invoice all payments only after receiving due approval / acceptance of
Deliverables / Services / Goods from DGS or any nominated agency. Such invoices shall be
correct and accurate and shall be raised in a timely manner.
 Subject to accomplishment to obligations of bidder and delivery of Deliverables / Services /
Goods to the satisfaction of DGS, payment shall be made by DGS within 45 working days of
the receipt of invoice along with supporting documents.

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 Notwithstanding anything contained in clause (III) above, DGS shall be entitled to delay or
withhold payment of any invoice or part of it where DGS disputes such invoice or part of it
provided that such dispute is bona fide. The withheld amount shall be limited to that which is
in dispute. A notice of such withholding shall be provided within 10 days of receipt of the
applicable invoice.
 The bidder shall be solely responsible to make payment to its personnel, sub-contractors,
OEMs, third parties.
11.6 Taxes
i. DGS shall be responsible for withholding taxes from the amounts due and payable to
the bidder wherever applicable under extant law. The bidder shall pay for all taxes in
connection with this Agreement, SLAs, scope of work and any other engagement
required to be undertaken as a part of this Agreement, including, but not limited to,
property, sales, use, excise, value-added, goods and services, consumption and other
similar taxes or duties
ii. DGS shall provide the bidder with the original tax receipt of any withholding taxes paid
by DGS or its nominated agencies on payments under this Agreement within reasonable
time after payment. The bidder agrees to reimburse and hold DGS or its nominated
agencies harmless from and against any claims, losses, expenses (including attorney
fees, court fees) etc. arising out of deficiency (including penalties and interest) in
payment of taxes that is the responsibility of the bidder.
iii. If, after the date of this Agreement, there is any unforeseen change in the levies or rate
of levy under the applicable laws of India with respect to indirect taxes and duties, which
are directly payable by the bidder for providing the Deliverables/Services i.e. service
tax or any such other applicable tax from time to time, which increase or decreases the
cost incurred by the bidder in performing the Services, then the remuneration and
reimbursable expense otherwise payable by the DGS under this Agreement shall be
increased or decreased accordingly by correspondence between the Parties hereto, and
corresponding adjustments shall be made. However, in case of any new or fresh tax or
levy imposed after submission of the proposal the bidder shall be entitled to
reimbursement on submission of proof of payment of such tax or levy.

11.7 Adherence to Deliverables

i. The bidder has to deliver the deliverables mentioned in Deliverables Schedule to DGS as
part of an assurance to fulfil the obligations under the SLA. The table given in Project
Timeline & Deliverables Schedule may not be exhaustive and bidder is responsible to
provide all those deliverables which may be specified in this RFP but not listed here and
those agreed by bidder in response to any request from DGS. The timelines for producing
each of these deliverables will be in line and closely linked with the overall project
timelines.
ii. Any conflict with respect to project and/or deliverable timelines will have to be resolved
by bidder in consultation with DGS and / or its designated agencies and approved by DGS.
Thereafter the approved timelines will have to be adhered to by bidder, unless specified
otherwise. It is to be noted that upon completion of Go-live, bidder is required to submit
all the updated system design documents, specifications, source code, application
deployment files, user manuals, administration manuals and all other applicable
deliverables listed in Deliverables Schedule.
12. Special Conditions for RFP

1. Mandatory Site Visit Requirement (Prior to bid Submission)

Vendors must conduct a site visit to ensure adherence to the following criteria:
 Intercom Cabling Coverage:
o Clearly define the coverage area where intercom cabling infrastructure needs to be
replaced.
o Ensure proper routing of cables to avoid interference and performance degradation.
o Identify and address any existing weak points in connectivity and cable management.

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2. Technical Specifications
Cabling Standards & Integration:
 Ensure adherence to structured cabling standards (e.g., TIA/EIA-568, ISO/IEC 11801) for
seamless compatibility.
 Define integration points such as:
o Compatibility with existing intercom endpoints and networking equipment.
o Use of appropriate cable types (e.g., Cat6, fiber optic where required).
o Compliance with fire safety regulations for cable routing and insulation.

3. Compliance Requirements
Regulatory and Compliance Standards:
 Ensure compliance with applicable regulatory guidelines, including but not limited to:
o Local telecom and wiring regulations.
o Safety codes related to low-voltage cabling installations.
o Industry best practices for intercom cabling infrastructure.

Environmental and Safety Regulations:

 Adhere to energy efficiency standards where applicable.
 Ensure proper shielding and insulation of cables to minimize electromagnetic interference.
 Comply with workplace safety regulations during installation, including OSHA guidelines for
handling electrical and cabling work.

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