RFP - Punjab E-Panchayat Society

Punjab ePanchayat Society (PePS)
Request for Proposal (RFP)

For
Selection of Hardware and Service Provider (HSP)
For
Supply of IT infrastructure & Manpower
For
Offices of Department of Rural Development & Panchayats (DoRDP)
Under
“ePanchayat- Punjab Phase I” Project
**************************************************

Vikas Bhawan, Sector 62, SAS Nagar, Punjab
Tel: 0172-5063522 Fax: 0172- 2231052

PePS- RFP for supply of IT Hardware & Manpower
IMPORTANT NOTICE
Bidders are advised to study the Request for Proposal (RFP) document carefully. Submission of financial
bid shall be deemed to have been done after careful study and examination of the RFP document with
full understanding of its implications.
The response to this RFP should be full and complete in all respects. Incomplete or partial bids shall be
rejected. The bidder must quote for all the items asked for in this RFP.
The bidder shall bear all costs associated with the preparation and submission of the bid, including cost
of benchmarking and presentation for the purposes of clarification of the bid, if so desired by the client
will in no case is responsible or liable for those costs, regardless of the conduct or outcome of the
bidding process.
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RFP No. Jan/2011 Dated 16th Jan 2011
Table of Contents
1 OVERVIEW.................................................................................................................................................. 5
1.1 INVITATION FOR BID ................................................................................................................................ 5
1.2 CRITICAL INFORMATION ........................................................................................................................... 6
2 PROJECT REQUIREMENTS ..................................................................................................................... 7
2.1 INTRODUCTION ........................................................................................................................................ 7
2.1.1 BACKGROUND ...................................................................................................................................... 7
2.2 PROJECT SCOPE ........................................................................................................................................ 8
2.3 BID CONDITIONS .................................................................................................................................... 11
3 INSTRUCTIONS TO BIDDERS ................................................................................................................ 13
3.1 INTRODUCTION ...................................................................................................................................... 13
3.1.1 PROCEDURE FOR SUBMISSION OF BIDS ................................................................................................. 13
3.1.2 COST OF BID DOCUMENT ..................................................................................................................... 14
3.1.3 CLARIFICATION REGARDING BID DOCUMENT ....................................................................................... 15
3.1.4 AMENDMENT OF BID DOCUMENT ......................................................................................................... 15
3.1.5 PREPARATION OF BIDS ........................................................................................................................ 15
3.1.6 PRE-BID CONFERENCE ........................................................................................................................ 20
4 TERMS AND CONDITIONS OF THE BID .............................................................................................. 21
4.1 GENERAL TERMS .............................................................................................................................. 21
4.2 STANDARDS ....................................................................................................................................... 21
4.3 DELIVERY PERIOD & INSTALLATION ............................................................................................ 21
4.4 BIDDER’S PERFORMANCE BANK GUARANTEE ............................................................................ 22
4.5 STANDARD OF PERFORMANCE ...................................................................................................... 22
4.6 USE OF CONTRACT DOCUMENTS AND INFORMATION ............................................................... 23
4.7 SCHEDULE OF PAYMENT ................................................................................................................. 23
4.8 WARRANTY........................................................................................................................................ 24
4.9 PRICE FALL ........................................................................................................................................ 25
4.10 TAXES AND DUTIES .......................................................................................................................... 25
4.11 INSURANCE ........................................................................................................................................ 25
4.12 LIQUIDATED DAMAGES ................................................................................................................... 26
4.13 SUSPENSION....................................................................................................................................... 26
4.14 TERMINATION FOR DEFAULT ......................................................................................................... 26
4.15 TERMINATION FOR INSOLVENCY .................................................................................................. 27
4.16 “NO CLAIM” CERTIFICATE............................................................................................................... 27
4.17 DOCUMENTS PREPARED BY THE BIDDER TO BE THE PROPERTY OF THE CLIENT ................. 27
4.18 CONFIDENTIALITY ........................................................................................................................... 27
4.19 PASSING OF PROPERTY .................................................................................................................... 27
4.20 FORCE MAJEURE ............................................................................................................................... 28
4.21 GOVERNING LANGUAGE ................................................................................................................. 28
4.22 OTHER CONDITIONS ......................................................................................................................... 28
4.23 CONDITION OF HARDWARE TO BE LEFT AFTER COMPLETION OF 5 YEAR CONTRACT....... 29
4.24 SERVICE LEVEL REQUIREMENTS ................................................................................................... 29
5 DETAILED TECHNICAL SPECIFICATIONS ........................................................................................ 30
5.1 INTRODUCTION ................................................................................................................................. 30
5.2 DETAILED TECHNICAL SPECIFICATIONS...................................................................................... 33
6 BID PROPOSAL PROFORMAE ............................................................................................................... 43
6.1 PROFORMA –I ..................................................................................................................................... 43
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6.2 PROFORMA -II .................................................................................................................................... 45

6.3 PROFORMA-III.................................................................................................................................... 50
6.4 PROFORMA-IV ................................................................................................................................... 51
6.5 PROFORMA-V ..................................................................................................................................... 52
6.6 PROFORMA-VI ................................................................................................................................... 53
6.7 PROFORMA-VII .................................................................................................................................. 54
6.8 ANNEXURE -1- SERVICE LEVEL REQUIREMENTS (SLR) ............................................................. 55
6.9 ANNEXURE -2- INDICATIVE LIST OF OFFICES............................................................................. 58
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1 OVERVIEW
1.1 INVITATION FOR BID
In Phase I of ePanchayat-Punjab project, PePS intends to outsource necessary ICT Infrastructure in 186
offices of Department of Rural Development & Panchayats, Punjab for five year on deferred payment
model. These offices would also be provided trained computer savvy manpower for three year under
this project. After five years, complete infrastructure shall be transferred in the name of the Department
of Rural Development & Panchayats, Punjab.
Accordingly, sealed bids are invited from bidders for supply, installation, operations & maintenance
(O&M) of I.T. Infrastructure (Hardware, Networking, Uninterrupted Power Supply and System Software
etc.) & provision of Manpower (for three year only) to run the computerized system under Phase I of
ePanchayat-Punjab project in 186 offices across the state of Punjab for the duration of 5 Years after the
“Go-live” stage.
The Hardware Service Provider (HSP) would have to install and maintain including system software
products during period of five years. Application softwares (PRIASoft, NREGASoft, Panchayat Portal,
PLANPLus, and Panchayat Directory etc.) provided by NIC, GoI are already functional. These softwares
would be hosted at NIC Data centre in New Delhi. However, the data entry operators for the Phase I
offices would be appointed/ provided by the HSP for a period of three year only. These data entry
operators would do the data entry into the application software and would provide handholding
support to the staff of the Department of Rural Development & Panchayats. Subsequently, the
Panchayat Secretaries would be responsible for the data entry of their own accounts.
The RFP document will be provided to qualified bidder(s). The complete RFP document has also been
published on the departmental website http://pbrdp.gov.in/ and on http:/doitpunjab.gov.in/ for the
purpose of downloading.
Sealed proposals prepared in accordance with the procedures enumerated in this Request for Proposal
(RFP) should be submitted to the Member Secretary, Punjab ePanchayat Society(PePS), not later than
14.02.2011 at 15:00 hrs.
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1.2 CRITICAL INFORMATION
The table below depicts key dates pertaining to the RFP:
Event Target Date

Date of Issue of Advertisement for Notice Inviting Tender 16.01.2011
Date of Pre-Bid Conference 25.01.2011
Last Date of Issue of Bid 28.02.2011
Last Date for submission of Bid 14.02.2011
Date of opening of Pre-Qualification Bid 14.02.2011
Date of opening of Commercial Bid Will be intimated
Date of Signing of Contract Will be intimated
The table below depicts the other critical information pertaining to the RFP:
S. No. Information Details

1. Name of the Assignment ePanchayat-Punjab Phase I
To supply, installation and maintenance of I.T.
Infrastructure (Hardware, Networking, Uninterrupted
Power Supply and System Software etc.) & provision
2. About the Assignment of Manpower(for three year only) to run the
computerized system under Phase I of “ePanchayat”
Project in 186 offices across Punjab for duration of 5
years from the “Go- Live” stage
3. Name of the Owner Punjab ePanchayat Society(PePS)
For a period of “SIX MONTHS” from the date for
4. Proposal Validity period
submission of the proposals
Directorate, Department of Rural Development &
Place, Date and Time of opening of
5. Panchayats, Vikas Bhawan, Sector 62, SAS Nagar
Pre-qualification Bids
on 14.02.2011 at 1500 Hrs
Mr. Jatinder Singh Brar, Project Director(ePanchayat-
6. Contact Person for queries Punjab), Department of Rural Development &
Panchayats, Punjab
Member Secretary, Punjab ePanchayat Society(PePS),
Addressee and Address at which Bid is
7. Vikas Bhawan, Sector 62, SAS Nagar , Tel: 0172-
to be submitted
5063522 Fax: 0172- 2231052
8. Client email ID it.rdp.pb@gmail.com
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2 PROJECT REQUIREMENTS
2.1 INTRODUCTION
2.1.1 Background
The Ministry of Panchayati Raj (MoPR), as part of its mandated responsibility to strengthen the
Panchayati Raj Institutions (PRIs) across the country, is keen to introduce e-Governance in all the PRIs of
the country. The ePanchayat Mission Mode project is a project of immense stature initiated by MoPR in
association with National Informatics Centre (NIC) under the National eGovernance Plan (NeGP).
The needs of PRIs and citizens vary from state to state, due to variations in level of governance in PRIs
and ICT readiness of states and PRIs. The ePanchayat MMP was therefore, preceded by a comprehensive
study to assess the current information and services needs of citizens, PRIs and other stakeholders
(ISNA), identify the scope for re-engineering various functions and services carried out by PRIs, (BPR)
culminating in the cost estimate for implementing the recommendations in a state wise Detailed Project
Report (DPR). In Punjab, the study was conducted in the Hoshiarpur district, Hoshiarpur I Block
Panchayat and Bassi Gulam Hussain Gram Panchayat.
Proposed Implementation Plan – Implementation of ePanchayat project in the state of Punjab would be
done in a phase wise manner. Phase I of this project is being undertaken whereby a Hardware Service
Provider (HSP) would be selected through a competitive and transparent bidding process. The HSP
would provide the required ICT Infrastructure as well as provide trained computer literate manpower
for three year. The implementation of Phase I would be spread over a period of 5 years and would
comprise of the following sub phases:
• RFP/Bid Management Phase – In this sub phase the RFP reflecting the State-specific requirements
has been prepared and bid management process would be conducted by the department with the
help of PMU consultant. The outcome of this sub phase would be the selection of the Hardware
Service Provider (HSP).
• Deployment Phase – This sub phase would comprise installation and commissioning of the
hardware and provision of Manpower at the specified offices.
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• Operations and Maintenance Phase – The manpower provisioned for data entry would continue
providing operational support for a period of three year, during which the Panchayat officials /
members are expected to enhance their skill sets and become sufficiently able to use computers
including the various software applications. The HSP would also be responsible for Maintenance of
ICT infrastructure for 5 years
To implement this project across the State in time-bound and effective manner, Punjab ePanchayat
Society(PePS) under the chairmanship of worthy Chief Secretary, Punjab has been formed. This State
level body would be supported by Department of Rural Development & Panchayats and Project
Management Unit (PMU) consultants (Wipro) for monitoring the implementation and operations of the
project.
2.2 PROJECT SCOPE
I. The Hardware & Service Provider (HSP) would be responsible for carrying out the following tasks
during the period of five years:
a) Supply, installation, repair and maintenance, trouble-shooting of following Information

Technology (IT) infrastructure and system software as per the detailed technical
specifications given in section 5.2 (The Bidder may please get the exact quantity per
location of items before the submission of bids.):
S. No Equipments Total Qty

1 Laptop 3
2 Desktop Computer with Antivirus 367
3 Laser Printer 212
4 Scanner 186
5 UPS 1 KVA Online 180
7 CAT 6 Patch Panel (16 port) 186
8 CAT 6 Cable roll 305 Mtr. 10
9 CAT 6 I/O with Face plate 367
10 CAT 6 7 feet Patch cord 367
12 9 U Wall Mountable Rack 186
13 Switch 16 port 186
14 IP Phone 186
15 Computer Tables 367
16 Chairs 367
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17 White Boards(2.5 feet * 4 feet) 186
o NIC, GoI is providing necessary software applications like (PRIASoft, NREGASoft,
Panchayat Portal, PLANPLus, and Panchayat Directory etc.).
b) Setting up Local Area Network (LAN) in every offices/locations of Zila Parishad, DDPO
and Block Panchayat including networking components as per requirements.
c) Supply, installation, operation, maintenance, running and updating of System Software

products

1. MS Office Professional(latest version) 367
2. Antivirus(5 yrs upgrades) 367
d) Keep the infrastructure including Hardware, software, networking up and running
condition as per the service level agreement by providing the Post Implementation
Support and Services including:
• Operations and Management (O & M) of all hardware and system software products.
• Deploying at least 20 support engineers at appropriate locations to ensure the service

level/ uptime agreed in the Service Level Agreement (SLA) at appropriate locations for
maintenance, trouble-shooting and repair purposes. These support engineers should
have minimum qualifications as indicated below:
1. B.E/B.Tech (Computer Science/IT/Electronics & Communications) in 1st

Division or M.Sc.(Computer Science/IT) in 1st Division or MCA in 1st Division
or ‘B’ Level course from DOEACC in 1st
2. 1 year experience in field of IT.
• Stocking of required spares of hardware items at appropriate locations in the State for
quick response time.
e) Provide support & services for all other components of the System (excluding nothing)
like Power Systems, Printers, Networking, System Software, Software Products &
Services etc. as defined in bid document
Note:
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Ø Ready sites in the shape of furnished lab room with electrical fittings, sufficient no.
of CFLs, fans in office would be provided by the department to the Hardware &
Service Provider (HSP) for setting up the IT Infrastructure and providing the services
mentioned above. No Air Conditioning (AC) would be provided. HSP would check
electrical points and earthing etc. before supply of the equipment.
Ø After five years the ownership of the complete hardware and software will be
transferred in the name of Department of Rural Development & Panchayats (DoRDP)
by the HSP in working condition as per above. In case any of the equipment to be
transferred after 5 years is not found in proper working condition, then these should
be required to be replaced suitably by equipment having minimum of same
specifications as prescribed in the RFP.
f) Provide 367 Date Entry Operators for three year for supporting data entry work for
software like PRIASoft, PLANPlus, NREGASoft, Panchayat Portal etc. The data entry
operators would be responsible entering data into the software and would provide
necessary handholding support to the staff of Department of Rural Development &
Panchayats. The number of data entry operators are as indicated in the table below:
Item Description Phase I

A Data Entry Operators 367
Note:
i. Four day extensive training would be provided to 20 DEOs by DoRDP/MoPR/NIC.
Training to other DEOs would be the responsibilities of the HSP. The DEOs are
required to be training before the decided “Go Live” date.
ii. The HSP should ensure that the behavior of manpower is decent.
iii. The manpower brought in by the HSP will not indulge in any such conduct or
behavior which may result in loss of revenue/data/record.
iv. The support staff of the HSP at different DoRDP offices will work under
immediate control of the officer in charge of that office. Any report by the
concerned officer in charge relating to the conduct, work or behavior of any
support staff shall be final Vis a Vis the HSP. HSP would be required to take
appropriate action as per the orders of Project Director, ePanchayat-Punjab.
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v. In case, the Project Director is not convinced with the performance of the
manpower provided by the HSP, the Project Director may direct the HSP to
change the sub contractor/company deployed for providing the manpower
with immediate effect.
vi. The HSP should ensure the minimum qualification standards expected from the
staffs to be deputed, the same are mentioned below:
• 10 +2 (with 50% marks) and one year course in Computer Application/NCVT
Certificate (with 50% marks) or Graduate, one Year Course in Computer
Applications/NCVT Certificate (with 50% marks).
• Should be expert in Data Entry of English and Punjabi (at least Unicode, &
Assess font). Should have a minimum typing speed of minimum 30 words
per minute in Punjabi & of minimum 40 words per minute in English.
• Should have a working knowledge of Printing, Scanning, internet, email and
other basic computer operations.
• Prior experience of working as Operator in DoRDP will be added advantage.
2.3 BID CONDITIONS
I. Hardware & Service Provider (HSP) can also be the consortium of two or more companies which
jointly fulfill the eligibility conditions subject to the following requirements:
a) The bid shall be signed by Lead partner and shall be legally binding on all partners;
b) One of the partners with not less than 51% stake in the consortium shall be nominated
as lead partner through a power of attorney signed by legally authorized signatories of
all the partners. The lead partner would be solely responsive for execution of project
jointly or severally. The partner responsible for installation and Post Implementation
Support and Services shall have not less than 10% stake in the consortium;
c) The lead partner shall submit the role, responsibilities & percentage of stake of each
consortium member.
d) The lead partner shall be authorized to incur liabilities and receive instructions for and
on behalf of any and all partners of the consortium and the entire execution of the
Contract, including payment, shall be done exclusively with the lead partner;
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e) All partners of the consortium shall be liable jointly and severally for the execution of
the Contract in accordance with the Contract terms, and a statement to this effect shall
be included in the power of attorney mentioned under clause 2.3 (I)(b) above as well as
in the bid and in the Contract;
f) The bidder or consortium of partners who are responsible for a specific component (s)
of the project must meet the relevant minimum qualification criteria for that particular
component individually;
g) The composition or constitution of the consortium shall not be altered during the term
of contract without the prior written approval of the client.
II. Bidders are advised to study the Bid Document carefully. Submission of Bids shall be deemed to
have been done after careful study and examination of the Bid Document with full
understanding of its implications.
III. Sealed offers prepared in accordance with the procedures enumerated in Clause 3.1.1 should be
submitted to the Punjab ePanchayat Society (PePS) not later than the date and time laid down,
at the address given in the section 1.2.
IV. Bids must be accompanied by an Earnest money amounting to Rs. 50 lacs (Fifty lacs) in the form
of a Bank demand Draft in favour of Member Secretary, Punjab ePanchayat Society(PePS),
“payable at SAS Nagar” and should be placed in the envelope containing the Pre-Qualification
bid. Failing which the bid will be rejected.
V. This Bid document is not transferable.
VI. The tenders of only those bidders, who have purchased the documents in their names, will be
considered.
VII. The Punjab ePanchayat Society(PePS) reserves the rights to reject any bid or all the bids without
assigning any reasons and revising quantity, fine-tuning specifications as per requirement of
Government of Punjab before opening the commercial bids.
VIII. The bidder will accept all conditions of the Bid Document unconditionally or depending upon
the decisions of the Tender Evaluation Committee.
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3 INSTRUCTIONS TO BIDDERS
3.1 INTRODUCTION
3.1.1 Procedure for submission of bids
I. The Bidders must place their pre-qualification, technical and commercial bids in two separate
envelopes, super-scribed with separate Bid titles as follows:
a) PRE-QUALIFICATION BID
b) TECHNICAL BID
c) COMMERCIAL BID
II. Bidder must follow a Three-Cover System for this bid. Bidders are required to provide following
copies:
a) Pre-qualification documents (2 copies) in one cover.
b) Technical Bid (2 copies) in one separate cover.
c) Commercial Bid (2 copies) in another separate cover.
III. The Bidders have to qualify the pre-qualification Bid.
IV. Pre-Qualification Bids will be opened on the prescribed date and time. If happens to be a
holiday, it will be opened on next working day with same place and time.
V. Technical Bids of only those Bidders will be opened who qualify the Pre-Qualification round after
the initial processing of pre-qualification bid on the same day or at a date and time to be
notified on the same day. The technical specifications may be fine tuned before calling for the
revised Commercial bids.
VI. A minimum time of 4 days would be allowed for the submission of the revised Commercial Bids,
if so required, based on the fine tuned specification as in Para V or otherwise by only those
Bidders who will qualify both the Pre-Qualification Bid and the Technical Bid and would be
opened immediately thereafter.
VII. Each copy of the Pre-qualification document should be covered in a separate sealed cover
super-scribing the wording ‘Pre-qualification document’. Both copies should be separately
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marked as “original copy” and “first copy” respectively. Thereafter, both the copies should be
put in a single sealed cover super-scribing the wording “Pre-qualification document”.
VIII. Each copy of Technical Bid of the Bid should be covered in a separate sealed cover super-
scribing the wording “Technical Bid”. Both copies should be separately marked as “original
copy” and “first copy” respectively. Thereafter, both the copies should be put in a single sealed
cover super-scribing the wording “Technical Bid”.
IX. Please note that commercial aspects (prices, cost, charges, payments etc.) should not be
indicated in the Pre-qualification Bid or the Technical Bid and should be quoted only in the
Commercial Bid.
X. Each copy of Commercial Bid of the Bid should be covered in a separate sealed cover super-
scribing the wording “Commercial Bid”. Both copies should be separately marked as “original
copy” and “first copy” respectively. Thereafter, both the copies should be put in a single sealed
cover super-scribing the wording “Commercial Bid”. Commercial Bid should only indicate prices
in the prescribed format.
XI. The cover thus prepared should also indicate clearly the name and address of the Bidder to
enable the Bid to be returned unopened in case it is received “Late”.
XII. The bids received late and declared late by the Bid Evaluation committee after the last date and
time for receipt of bids prescribed in the bid document or otherwise shall be rejected and/or
returned unopened to the Bidder.
XIII. Each copy of the bid should be a complete document with Index & page numbering and should
be bound as a volume. Different copies must be bound separately.
3.1.2 Cost of bid document
a) The Bidder shall bear all costs associated with the preparation and submission of its Bid,
including cost of presentation for the purposes of clarification of the bid, if so desired by
the Client and Client will in no case be responsible or liable for those costs, regardless of
the conduct or outcome of the Biding process.
b) The Bidder is expected to carefully examine all instructions, forms, terms and
specifications in the Bid Document. Failure to furnish all information required in the Bid
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Document or submission of a bid not substantially responsive to the Bid Document in

every respect will be at the Bidder’s risk and may result in the rejection of the bid.
3.1.3 Clarification regarding bid document
a) A prospective Bidder requiring any clarification of the Bid Document may notify the
Client in writing at the Client’s mailing address indicated in Section I.2. The Client will
respond in writing to any request for clarification of the Bid Document, received, not
later than 7 days prior to the last date for the receipt of bids prescribed by the Client.
Written copies of the Client response (including an explanation of the query) but
without identifying the source of inquiry will be sent to all prospective Bidders who have
received the Bid Documents. Pre-bid conference shall also be convened on the date
indicated in the bid document.
3.1.4 Amendment of bid document
a) At any time upto the Prebid Conference, the Client, may, for any reason, whether at his
own initiative or in response to a clarification requested by a prospective Bidder, modify
the Bid Document by an amendment.
b) The amendment will be notified in writing or by telex or cable or e-mail to the

prospective Bidders who have received the Bid Documents and will be binding on them.
c) In order to afford prospective Bidders reasonable time or otherwise for any other
reason, in which to take the amendment into account in preparing their bids, the Client
may, at his discretion, extend the last date for the receipt of Bids.
3.1.5 Preparation of bids
I. LANGUAGE OF BIDS
a) The Bids prepared by the Bidder and all correspondence and documents relating to the
bids exchanged by the Bidder and the Client, shall be written in the English language,
provided that any printed literature furnished by the Bidder may be written in another
language so long as accompanied by an English translation in which case, for purposes
of interpretation of the bid, the English translation shall govern.
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II. DOCUMENTS COMPRISING THE BIDS
Ø Conditional bids shall not be entertained.

Ø The Bids prepared by the Bidders shall comprise of following components (Bid
documents are to be submitted in the order of pre-qualification clauses along index
page no., otherwise bid will be disqualified):
Pre-Qualifying Document shall consist of following: -
(a) Bid Proposal sheet duly filled in, signed and complete in all respects.
(PROFORMA -I)
(b) Qualifying data duly filled in as per relevant PROFORMA provided in the bid
proposal that the Bidder is eligible to bid and is qualified to perform the
contract, if its bid is accepted (PROFORMA -II)
(c) The Bidder must furnish Earnest Money Deposit (EMD) for Rs. 50,00,000/- (Rs.
Fifty lacs) in the form of Bank demand draft drawn in favour of Member
Secretary, Punjab ePanchayat Society(PePS), failing which the bid will be
rejected. This earnest money is to be submitted with the Pre qualification
documents.
(d) The Bidder is to submit the proof of turnover for respective items only as per
under:
Average Turnover of the Average turnover of

Principal hardware Post Implementation
Company during last 3 Support and Service
ITEMS
years of Indian Provider in last 3 years
Operations for respective
items
Rs.200 crore
Desktop Computers
Power Supplies (UPS) Rs. 25 crore

40 Crore
Printers Rs. 25 crore
Networking Components
Rs. 15 crore
including IP Phones
Attach Balance sheets for reference period.
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(e) The Lead Company in the Consortium must be in existence in Indian supplies of
computers & applied equipments for a period of last three years. Attach proof.
(f) The OEM Manufacturer must have hardware manufacturing facility in India with
ISO 9001:2000 for Personal Computers and ISO 14001 certifications for UPS.
(g) The OEM manufacturer must have the capacity of 50,000 Desktops per annum
in India. Attach proof thereof.
(h) The Bidder should attach proof of having executed at least 3 large deals as
System Integrator more than 10 crore to Government/ PSUs/ Corporate with
each deal involving installation of at least
350 desktops from Indian Market only. In UPS category, the Bidder must have
executed at least 2 projects worth Rs. 30 lacs/installed 350 UPS per project, out
of which at least one project should be in Government/ PSU sector.
(i) The Bidder/ one of the partners of the consortium must be Authorized Service
Provider (ASP) for the last 2 years of the manufacturer whose Desktop
Computers are being quoted. Attach proof.
(j) The Bidder/OEM should be an OEM partner for the product being quoted.
(k) The Bidder must have at least 100 permanent employees on its roles with valid
Provident Fund Numbers.
(l) The Bidder should have a centralized toll free call centre for after sales support.
If toll free number facility does not exist, the bidder will arrange the facility
before supply of equipment.
(m) Address, Contact Person, Phone, Mobile phone and Tele Fax/E-mail of Branch
Offices in Delhi, Chandigarh and Punjab with residential contact information
during holidays.
(n) Details & proof of Service facilities for Technical Support on Services,
Maintenance & Availability of Hardware components be attached.
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(o) The Bidder should have support centers in Punjab and Chandigarh (own or
through authorized service providers).
(p) The Bidder should have at least one logistic centers for spares replacement in
Chandigarh or Punjab.
(q) The Bidder must have valid PAN issued by Income Tax Authorities, India.
(r) The Bidder must have valid State Sales Tax and CST Number.
(s) The Bidder shall give a certificate regarding the use of quality components for IT
Resources as per PROFORMA VII.
(t) The bidder would indicate make & model of the equipment and the
components
Technical Bid shall consist of the following: -
(a) Technical Deviations, if any, from the terms and conditions and specifications as
specified in the Bidding Documents (PROFORMA-III). Failing which, it would be
assumed that there are no technical deviations and the full responsibility lies on
the Bidder.
(b) Technical Brochures of the product quoted and also current certifications asked
for in the detailed technical specifications should also be enclosed.
(c) Bidder must submit papers on detailed strategy, methodology and time
schedules for supply, installation and maintenance of hardware and software
products during the period of five years.
(d) The Technical specifications may be fine tuned on the basis of discussions with
various Bidders during Technical Bid evaluation process. The revised commercial
bids, if required, would then be called on the basis of fine tuned specifications.
Commercial Bid consisting of the following: -
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(a) Bid prices for the fine-tuned Technical Specifications duly filled, signed and
complete as per the Price Schedule on the prescribed Quotation PROFORMA
(PROFORMA-IV).
(b) The commercial bid consist of two parts.
• Price Schedule – Part I: The bidder is required to submit total charges in first
part, which will be used for evaluation purposes. (PROFORMA IV Part I) for
ePanchayat-Punjab Phase I Project
• Unit Price Schedule – Part II: The bidder is required to submit unit cost.
o Punjab ePanchayat Society (PePS) may issue order(s) for any quantity as
per its requirements within six months and the bidder shall be required
to supply and install the requisite units at the specified Offices/
locations.
o The bidder may please note that the accumulated cost of all items
(under Part-II of Price Bid) must match with total quoted charges (under
Part-I of Price Bid) as per given quantities.
o The payment conditions in this case would be same as given in Price

Schedule - Part I with One Fixed (30%) and remaining ten (10) equal half
yearly installments.
o First payment (30% of total contract value) will be released after

successful installation activity (“Go Live”).
o The remaining 70% payment will be released in ten equal installments

(7% each).
o The prices will be valid for a period of six months from the date of
signing the contract.
o Last installment and security would be released only after clearance of

handover and takeover, after the transfer of equipment in working
condition.
Page | 19
(c) Commercial Deviations, if any, from the terms and conditions and specifications
as specified in the Bidding Documents (PROFORMA-VI).
3.1.6 Pre-Bid Conference
The bidders designated representatives are invited to attend the Pre-Bid Conference at their own cost,
which will take place at the venue, time and date stipulated in the section 1.2 of this RFP.
The purpose of the meetings will be to clarify issues and to answer questions on any matter that may be
raised at that stage.
The bidder is requested, to submit any questions in writing to reach the Project Director, ePanchayat-
Punjab (mail id: it.rdp.pb@gmail.com), two days before the Pre-Bid Conference. It may not be
practicable at the Pre-Bid Conference to answer questions received late, but questions and responses
will be transmitted in accordance with the following sub-clause:
• Minutes of the meetings, including the text of the questions raised and the responses given,
together with any responses prepared after the meeting, will be transmitted to all recipients of the
RFP. Any modification to the RFP documents which may become necessary as a result of the Pre-Bid
Conference shall be made by the Member Secretary, Punjab ePanchayat Society(PePS) exclusively
through the issue of an addendum and not through the minutes of the pre-bid meeting.
Only qualified bidders, shall be permitted to take part in the deliberations during Pre Bid Meeting.
Based on the feedback/ suggestion from the qualified bidders and Member Secretary, Punjab
ePanchayat Society(PePS), modified RFP (including list of sections where corrections have been made)
will be hosted on the website i.e. at the departmental website http://pbrdp.gov.in/ and on
http:/doitpunjab.gov.in/. Therefore, Bidders are requested to visit the said website on regular basis for
checking necessary updates. These changes can be incorporated till about 3 days before the date of bid
opening.
Non-attendance at the Pre-Bid Conference will not be a cause for disqualification of a Bidder.
Page | 20
4 TERMS AND CONDITIONS OF THE BID
4.1 GENERAL TERMS
a) The client reserves the right to carry out the capability assessment of the Bidders and
the client’s decision shall be final in this regard.
b) The individual signing the bid or other document, in connection with the bid must
certify as to whether he or she has signed as:
v A “Sole proprietor” of the firm or constituted attorney of such sole proprietor.
v A partner of the firm, if it be partnership, in which case he must have authority

to refer to arbitration disputes concerning the business partnership either by
virtue of the partnership agreement or a power of attorney. In the alternative
all the partners should sign the bid.
v Constituted attorney of the firm, if it is a company
v Lead partner of the consortium.
c) The bidder shall not sub-contract any part of the contract without written permission of
the client.
4.2 STANDARDS
The Goods supplied under this contract shall conform to the standard mentioned in the fine tuned
Technical Specifications, and when no applicable standards are mentioned, to the authoritative
standards. Such Standard shall be the latest issued by the concerned institution governing that standard.
4.3 DELIVERY PERIOD & INSTALLATION
The Supply and Installation period would start from the date of signing the contract. The Supply and
installation period is 8 weeks from the date of signing the contract or 4 weeks from the date the site is
ready, whichever is later.
a) The delivery period should be adhered to as will be mentioned in the Award of Contract.
The supply shall actually be deemed to have been complete on the actual date of entire
installation of all components/ items.
Page | 21
b) The equipment including Desktop computers, Printers, networking components,

Software and Power peripherals including batteries, & IP Phones etc. shall be installed in
the selected Government offices/ PRI Offices/locations in the State at the cost of the
bidder. The list of DoRDP offices and hardware & software distribution details which
would be provider later.
c) An unexcused delay by Hardware & Service Provider in the Performance of its

installation obligations shall render him liable to any or all of the following penalties:
i. Liquidated damages as per the clause 4.12.
ii. Forfeiture of earnest money/ Security.
d) Hiding of facts, misrepresentation, corrupt practices by the Bidder if revealed at any

stage, would amount to forfeiture of EMD and subsequently the firm may also be
blacklisted.
4.4 BIDDER’S PERFORMANCE BANK GUARANTEE
The bidder shall submit a Performance Bank Guarantee of Rs. 2 Crore in the prescribed PROFORMA
within 4 (four) weeks of the signing of the contract and would be valid for period for 5 years + 5 months.
In case of split of order to two or more companies, the client has the discretion to decide the
Performance Bank Guarantee amount at that stage.
4.5 STANDARD OF PERFORMANCE
Hardware & Service Provider (HSP) shall carry out the supply order and carry out its obligations under
the contract with due diligence, efficiency and economy in accordance with generally accepted norms
techniques and practices used in the industry. Hardware & Service Provider shall also adhere to
professional implementation and support services during the execution of the project. The client may
carry out benchmarking of sample equipments to be provided by the shortlisted HSP before and / or
immediately after delivery of equipment.
HSP shall employ appropriate advanced technology and safe and effective equipment, machinery,
material and methods. Hardware & Service Provider shall always act in respect of any matter relating to
this contract, as faithful advisors to the client and shall, at all times, support and safeguard the clients
legitimate interests in any dealings with the third party.
Page | 22
4.6 USE OF CONTRACT DOCUMENTS AND INFORMATION
a) Hardware & Service Provider shall not, without the client’s prior written consent,
disclose the contract or any provision thereof, or any specification, plan, drawing,
pattern, sample or information furnished by or on behalf of client in connection
therewith to any person other than a person employed by Hardware & Service Provider
in the Performance of the contract. Disclosure to any such employed person shall be
made in confidence and shall extend only as far as may be necessary for purposes of
such Performance.
b) Hardware & Service Provider shall not without the purchaser’s prior written consent,
make use of any document or information.
c) Any document other than the contract itself shall remain the property of the client and
shall be returned (in all copies) to the client on completion of the service provider’s
Performance under the contract if so required by the client.
4.7 SCHEDULE OF PAYMENT
The payment terms shall be as per follows:
I. 1st installment of payment
a) HSP would be paid 30% of the total contact amount on the completion of installation
activity.
b) Hardware & Service Provider shall inform in writing about complete installation and
commissioning. The payment shall be released after acceptance of equipment by the
client or its authorized representative.
c) Thereafter, HSP would be paid the remaining 70% in 10 equal six monthly installments.
The first six monthly installments would be due 6 months from the date of “Go-Live”.
Second installment would be due after one year from the date of “Go-Live”. Subsequent
installments will be released after 6 Months from the date previous installment was
due.
d) The office in charge of DoRDP office will give the completion certificate & this
certificates will be collected by the hardware vendor on his behalf which must be duly
Page | 23
signed, stamped by both the Project Director, ePanchayat specifying date of installation
& submit to the department as a proof of completion. For the purpose of acceptance of
equipment at a particular office, the office in-charge of that office/location shall be
treated as authorized representatives of Department/PePS unless communicated
otherwise.
II. Subsequent installments
a) For a particular year, an annual payment of the amount will be released in two equal
installments in reference to the first installment on the submissions of bills by the
Hardware & Service Provider.
III. Delayed payments
a) The client will pay interest @ 0.75% per two months on the delayed payments due for
more than a month subject to the approval of the competent authority. The payment
will be considered due after one month of submission of bills.
b) The fault logging system/ log registers maintained in the DoRDP office will determine
the level of services according to Service Level Agreement. Punjab e-Panchayat Society
(PePS) will process the submitted bills as per data available in the database of fault
logging system. The HSP would be responsible for development of Fault Logging System
for this project with full excess to the client.
4.8 WARRANTY
a) Hardware and system software products: The Hardware & Service Provider will be
responsible for a comprehensive warranty of five years for all hardware items including
batteries, printer heads, hard disk, operating system (excluding nothing) and for
operation & maintenance of all software products.
b) HSP will not remove the equipment without the written permission of Project Director,
ePanchayat-Punjab or office in charge who has to take permission from Project Director,
ePanchayat-Punjab project.
c) The Service Provider will do preventive maintenance (PM) once in three months for
hardware Systems running. Fault Logging System will have the provision of data of PM’s
Page | 24
record. The PM may generally be done on Non-working days/ Beyond General Shift
Hours with the prior permission of the office in charge.
d) In case of default, the client will have the right to arrange maintenance at the risk and
cost of Service Provider, from any other source and shall adjust the charges from the
payment due to HSP. Client decision shall be final in this regard and will be binding on
the HSP.
4.9 PRICE FALL
a) The prices charged for the Hardware items supplied under the contract by the bidder
shall in no event exceed the lowest price at which HSP sells the Hardware or offers to
sell Hardware of identical description to the Department of the Central or State
Government or any Statutory undertaking of the central or State Government, as the
case may be, before the supply of IT resources.
b) If, at any time during the said period the bidder reduces the sale price, sells, or offers to
sell such hardware items to any person/organization including the purchaser or any
Department of State or Central Government or any statutory Undertaking of the Central
or State Government as the case may be, at a price lower than the price chargeable
under the contract, the bidder shall forthwith notify such reduction, or sale or offer to
sell to the purchaser and the price payable under the contract for the supply of material
after the date of coming into force of such reduction or sale or offer to sell shall stand
correspondingly reduced.
4.10 TAXES AND DUTIES
The bidder shall be entirely responsible for all taxes, levies, cess, Octroi, duties, license fees, etc.
incurred until delivery of the contracted hardware to the purchaser at all specified locations. The
department will issue no C or D forms.
4.11 INSURANCE
a) The equipment supplied under the contract shall be fully/ comprehensively insured
throughout the contract period of five years by the bidder against loss, theft or damage.
Page | 25
b) In case of any loss, theft or damage, the HSP shall replace those items within 3 weeks
after the receipt of FIR copy. In case of any delay beyond 3 weeks, the permission from
Project Director Office shall be obtained by HSP for the same.
c) PePS /Department will not provide Non-Traceable Reports (NTR) to the HSP in case of
any theft. However, the required assistance would be provided to the HSP in this regard.
4.12 LIQUIDATED DAMAGES
In the event of delay in the supply and installation, specified above, the bidder shall be liable to
pay a penalty @ Rs. 5000/ per office for every week or part thereof for the delay in that office
subject to a maximum of 5% of the total contract value, after which Member Secretary, Punjab
ePanchayat Society(PePS), shall be at liberty to cancel the contract. For the purpose of this
clause, part of a week shall be considered to be a full week.
After a period of 15 weeks, liquidated damages will be charged as per the following formula:
• Delay in months * 0.05 * total contract value of hardware at delayed sites.
4.13 SUSPENSION
a) The client may by a written notice of suspension to the HSP, suspend all payments to
the HSP under the contract, if the HSP failed to perform any of its obligations under this
contract provided that such notice of suspension:
i. Shall specify the nature of the failure.
ii. Shall request the bidder to remedy such failure within a specified period from
the date of receipt of such notice of suspension by the bidder.
4.14 TERMINATION FOR DEFAULT
a) The client may, without prejudice, to any other remedy for breach of contract, by
written notice of default sent to the bidder, terminate the contract in whole or in part if:
• The bidder fails to deliver any or all of the obligations within the time period(s)
specified in the contract, or any extension thereof granted by the client.
• The bidder fails to perform any other obligation(s) under the contract.
Page | 26
• The HSP shall be given maximum of two opportunities of 30 days each to

improve his service level and meet the obligations as per the contract.
4.15 TERMINATION FOR INSOLVENCY
The client may at any time terminate the contract by giving written notice to the bidder without
compensation to the bidder, if the bidder becomes bankrupt or otherwise insolvent, provided
that such termination will not prejudice or affect any right of action or remedy which has accrued
thereafter to the client.
4.16 “NO CLAIM” CERTIFICATE
The bidder shall not be entitled to make any claim, whatsoever, against the client under or by
virtue of or arising out of this contract nor shall the client entertain or consider any such claim, if
made by the bidder after he shall have signed a “no claim” certificate in favor of the client in such
forms as shall be required by the client after the works are finally accepted.
4.17 DOCUMENTS PREPARED BY THE BIDDER TO BE THE PROPERTY OF THE CLIENT
All plans, drawings, specifications, designs and other documents prepared by the bidder in the
execution of the contract shall become and remain the property of the client, and before
termination or expiration of this contract, the bidder shall deliver all such documents to the client
under the contract along with the detailed inventory thereof.
4.18 CONFIDENTIALITY
The bidder and their personnel shall not, either during the term or after expiration of this
contract, disclose any proprietary or confidential information relating to the services, contract or
the client’s business or operations without the prior written consent of the client.
4.19 PASSING OF PROPERTY
Ownership shall not pass to the concerned department/ office unless and until the hardware and
documentation thereof have been installed, tested and accepted, in accordance with the
conditions of the contract to the entire satisfaction of the concerned department/ office after
period of five years.
Page | 27
4.20 FORCE MAJEURE
a) Notwithstanding the provisions of the bid, the bidder shall not be liable for forfeiture of
its Performance security, liquidated damages or termination for default, if and to the
extent that, its delay in Performance are other failure to perform its obligations under
the contract is the result of an event of Force Majeure.
b) For purposes of this Clause, “Force Majeure” means an event beyond the control of the
bidder and not involving the bidder and not involving the bidder’s fault or negligence
and not foreseeable. Such events may include, but are not restricted to, acts of the
client either in its sovereign or contractual capacity, wars or revolutions, fires, floods,
epidemics, quarantine restrictions and freight embargoes
c) If a Force Majeure situation arises, the bidder shall promptly notify the client in writing
of such conditions and the cause thereof. Unless otherwise directed by the client in
writing, the bidder shall continue to perform its obligations under the contract as far as
reasonably practical, and shall seek all reasonable alternative means for Performance
not prevented by the Force Majeure event. The client may terminate this contract, by
giving a written notice of minimum 30 days to the bidder, if as a result of Force Majeure,
the bidder being unable to perform a material portion of the services for a period of
more than 60 days.
4.21 GOVERNING LANGUAGE
The contract shall be written in the language of the bid, as specified by the client, in the
instructions to the bids. Subject to Section 3.1.5, that language version of the contract shall
govern its interpretation. All correspondence and other documents pertaining to the contract
which are exchanged by the parties shall be written in that same language.
4.22 OTHER CONDITIONS
a) The client reserves the right to offer the lowest total price (L1) to the other technically
qualified bidders and split the order. However, it is clarified that splitting of the order
would be done in very exceptional case when the lowest bidder is not in a position to
provide the support across the state.
Page | 28
b) Risk purchase at the cost of bidder will be made on the failure of the bidder to make
supply as per Terms and Conditions. The difference of excess in cost thus incurred will
be received from the bidder in a suitable manner and even from his pending bills,
earnest money or security whichever is available.
c) All disputes, differences, claims and demands arising under or pursuant to or touching
the contract shall be referred to the arbitrator(s) as per the provisions of the arbitration
Act. Such arbitration shall be held at SAS Nagar.
d) In all matters and disputes arising there under, the appropriate Courts at SAS
Nagar/Chandigarh alone shall have jurisdiction to entertain and try them.
e) Quote should be F.O.R destination. The list of 186 Government offices/ locations spread
across twenty districts of the state is as per Annexure B.
4.23 CONDITION OF HARDWARE TO BE LEFT AFTER COMPLETION OF 5 YEAR CONTRACT
It must be ensured that IT resources to be transferred to the department/society after 5 year

should be in the working order.
4.24 SERVICE LEVEL REQUIREMENTS
Hardware & Service Provider (HSP) has to adhere to the Service Level Requirements as per
Annexure A.
Page | 29
5 DETAILED TECHNICAL SPECIFICATIONS
5.1 INTRODUCTION
I. The Hardware & Service Provider (HSP) would be responsible for carrying out the following tasks
during the period of five years:
a) Supply, installation, repair and maintenance, trouble-shooting of following Information

Technology (IT) infrastructure and system software as per the detailed technical
specifications given in section 5.2 (The Bidder may please get the exact quantity per
location of items before the submission of bids.):

1 Laptop 3
3 Laser Printer 212
4 Scanner 186
14 IP Phone 186
16 Chairs 367
Note:
i. The quantity mentioned above may vary for certain items at the time of
implementation, as per the requirement of the department. The decision of
competent authority in this behalf will be final. For any increase or decrease of
items, unit rate shall determine the actual payable amount.
ii. Bidder should quote only one option (specifying only one make and model) of
products and should not quote multiple options for ease of evaluation.
Page | 30
b) Setting up Local Area Network (LAN) in every offices/locations of Zila Parishad , DDPO
offices and Block Panchayat including networking components as per requirements.
c) Supply, Installation, operation, maintenance, running and updating of System Software

products

1. MS Office Professional(latest version) 367
2. Antivirus(5 yrs upgrades) 367
d) Keep the infrastructure including Hardware, software, networking up and running
condition as per the service level agreement by providing the Post Implementation
Support and Services including:
• Operations and Management (O & M) of all hardware and system software products.
• Deploying at least 20 support engineers at appropriate locations to ensure the service

level/ uptime agreed in the Service Level Agreement (SLA) at appropriate locations for
maintenance, trouble-shooting and repair purposes. These support engineers should
have minimum qualifications as indicated below:
1. B.E/B.Tech (Computer Science/IT/Electronics & Communications) in 1st

Division or M.Sc.(Computer Science/IT) in 1st Division or MCA in 1st Division
or ‘B’ Level course from DOEACC in 1st
2. 1 year experience in field of IT.
• Stocking of required spares of hardware items at appropriate locations in the State for
quick response time.
e) Provide support & services for all other components of the System (excluding nothing)
like Power Systems, Printers, Networking, System Software, Software Products &
Services etc. as defined in bid document
Note:
Ø Ready sites in the shape of furnished lab room with electrical fittings, sufficient no.
of CFLs, fans in office would be provided by the department to the Hardware &
Service Provider (HSP) for setting up the IT Infrastructure and providing the services
mentioned above. No Air Conditioning (AC) would be provided. HSP would check
electrical points and earthing etc. before supply of the equipment.
Page | 31
Ø After five years the ownership of the complete hardware and software will be
transferred in the name of Department of Rural Development & Panchayats (DoRDP)
by the HSP in working condition as per above. In case any of the equipment to be
transferred after 5 years is not found in proper working condition then these should
be required to be replaced suitably by equipment having minimum of same
specifications as prescribed in the RFP.
g) Provide 367 Date Entry Operators for three years for supporting data entry work for
software like PRIASoft, PLANPlus, NREGASoft, Panchayat Portal etc. The data entry
operators would be responsible entering data into the software and would provide
necessary handholding support to the staff of Department of Rural Development &
Panchayats. The number of data entry operators are as indicated in the table below:
Item Description Phase I

A Data Entry Operators 367
Note:
i. Four day extensive training would be provided to 20 DEOs by
DoRDP/MoPR/NIC.. Training to other DEOs would be the responsibilities of the
HSP. The DEOs are required to be training before the decided “Go Live” date.
ii. The HSP should ensure that the behavior of manpower is decent.
iii. The manpower brought in by the HSP will not indulge in any such conduct or
behavior which may result in loss of revenue/data/record.
iv. The support staff of the HSP at different DoRDP offices will work under
immediate control of the officer in charge of that office. Any report by the
concerned officer in charge relating to the conduct, work or behavior of any
support staff shall be final Vis a Vis the HSP. HSP would be required to take
appropriate action as per the orders of Project Director, ePanchayat-Punjab.
v. In case, the Project Director is not convinced with the performance of the
manpower provided by the HSP, the Project Director may direct the HSP to
change the sub contractor/company deployed for providing the manpower
with immediate effect.
Page | 32
vi. The HSP should ensure the minimum qualification standards expected from the
staffs to be deputed, the same are mentioned below:
• 10 +2 (with 50% marks) and one year course in Computer Application/NCVT
Certificate (with 50% marks) or Graduate, one Year Course in Computer
Applications/NCVT Certificate (with 50% marks).
• Should be expert in Data Entry of English and Punjabi (at least Unicode, &
Assees font). Should have a minimum typing speed of minimum 40 words
per minute in English & 30 in Punjabi.
• Should have a working knowledge of Printing, Scanning, internet, email and
other basic computer operations.
• Prior experience of working as Operator in DoRDP will be added advantage.
5.2 DETAILED TECHNICAL SPECIFICATIONS
I. Laptop
Item Description Complianc

e(Yes/No)
Processor Intel® Core™ i5-520M processor
2.40 GHz or better, 3 MB L2 Cache, 1066 MHz FSB or latest
Maximum Supports up to 8 GB DDR3 memory
memory
Internal drives 500 GB SATA Hard Disk Drive 7200 rpm
OS Genuine Windows 7 Professional 64-bit

Display 14” Display
Others DVD/RW, , Integrated camera and Bluetooth, Integrated
wireless lan 802.11 b/g/n, Lan card, 6 cell battery
II. Desktop Computer
Item Description Compliance

(Yes/No)
Processor Intel Core i5-650 or higher
Speed 3.20 GHz or Higher
Cache 4 MB L3 Cache
System Bus/QPI 2.5 GT/sec
Chipset Intel H55 Chipset or better (Intel only)
Page | 33
Memory 4 GB DDR-III @1066 MHz or higher RAM

Hard disk drive 500 GB SATA (7200 RPM)
Keyboard USB Standard keyboard
Mouse Optical mouse with Pad
Monitor 21 “ TFT (Wide Screen) TCO 05 Certified Same make of PC
Optical Drive 16X Internal DVD Writer
Ethernet Card 10/100/1000 MBPS
Expansion Slots Minimum 1 PCI & 1 PCI Express x16
Cabinet Micro ATX Cabinet
Graphics Integrated Graphics
Ports Minimum 6 USB Port at least 2 USB ports at front side
Audio Integrated Audio
Operating System Windows 7 Professional with Recovery CD Media
Antivirus MacAfee or Equivalent with Sixty Days Trial Version
Certification ISO 9001/9002 , Energy Star 5.0 Compliant, FCC and UL
Accessories Webcam 3.5 Pixel, mic, inbuilt speakers
III. Laser Printer
Make & Model Offered - (To be filled by the bidder) Compliance

(Yes/No)
Speed Minimum 18PPM (A3) and 30PPM (A4)
Processor 400 MHz or higher
Resolution Min. 1200 X 1200 dpi
Duty Cycle Min. 50,000 page / month
Memory 128MB or higher
Interface USB 2.0 (High Speed) with USB Cable, Parallel
Network Yes (10/100Mbps)
Duplex Yes
Paper support A3, Legal, A4
Drivers Yes (MS-Windows XP/ Vista/ 7)
IV. Scanner

(Yes/No)
Type Flatbed, ADF
Optical Min. 1000 dpi
Resolution
Bit Depth 24 bit
Duty Cycle Upto 1000 pages/ day
Page | 34

(Yes/No)
ADF Yes (Min. 50 sheets capacity)
ADF Speed Min. 25PPM
Transparency Yes
Adapter
Max Scan Size Min. 8.5X11.7" for A4, 8.5 X 14" for Legal (Flatbed & ADF)
Scan File BMP, JPEG, GIF, TIFF, TIFF compressed, PNG, PCX, Flashpix
Formats (FPX), PDF, PDF searchable, RTF, HTM, TXT
Duplex Scan Yes
Interface High speed USB 2.0 with Cable
Drivers/ Yes (MS-Windows XP/ Vista/ 7), OEM Scanning Software
Software
V. UPS 1 KVA & 2 KVA UPS Systems
Compliance
Make & Model Offered - (To be filled by the bidder)
(Yes / No)
TECHNOLOGY TRUE ON LINE (Double Conversion, Microprocessor Controlled
Design)
INPUT
Voltage range 1 Phase input 160-280V
Frequency range 50 Hz ± 10%
Phase Single Phase
Power Factor >0.9 (at rated O/P load)
Supply From Electrical Mains/DG set supply (Generator Compatible)
OUTPUT
Voltage 220/230 V
Voltage regulation ± 1%
Frequency (i) 50 Hz ±0.01% in free running mode

regulation (ii) When the input frequency is over ± 6% then the Inverter is
in free running mode. Within ± 6% it tracks the incoming
frequency and synchronizes with it. (The SBS can be disabled
and the system will run in the free running mode continuously
)
Waveform Pure Sinewave

Phase Single Phase
Output power 0.8 lag
factor
Page | 35
Total Harmonic <2% (on linear load) <5% (on

Distortion non-linear load)
Overall Efficiency >85% (on full rated load)
Inverter Efficiency >90%
Transfer Time NIL

Transient ±4% for 100% step load variation
Response
Response Time Recovery to ± 2% of output voltage within 20 millisecs
Rate of Frequency 1Hz/sec
change
Crest Factor Ratio 3:1
Cold start Without mains available

Galvanic Isolation Provided through inbuilt double wound transformer at output
INVERTER TYPE 20 KHz Pulse Width Modulation using IGBTs

STATIC By-Pass To be provided
Manual By-Pass To be provided (Optional)
PROTECTION
Over Load 110% for 15 min. 150% for 60 secs (MCBS at I/P and O/P)
Short circuit Current sensing limit which trips the UPS.
Over Heating Internal thermal switches on all heat sinks protect from
overheating and transfer the load to bypass line
Input Over /under To be provided both on UPS and bypass mode
voltage
DC under/ over Protection to be provided from deep discharge of the
Voltage Batteries & over charging
Output over/ To be provided
under Voltage
Protection
VISUAL
INDICATORS
AC Mains On To be provided
AC Mains To be provided
High/Low
Inverter ON To be provided
load on Batteries To be provided
Page | 36
Fault (Battery low To be provided

/ Over
temperature/
Over load / Short
circuit/ Inverter
under/ over
voltage
Load on bypass To be provided

Over Load To be provided
Load level (on To be provided
select models)
Battery level Bar To be provided
Graph (on select
models)
ALARMS
AC Mains To be provided
High/Low
load on Batteries To be provided
Fault (Battery low To be provided
/ Over
temperature/
Over load / Short
circuit/ Inverter
under/ over
voltage
Load on bypass To be provided

Over Load To be provided
Digital Meter To display Input/ Output voltage/Output current/Output
frequency/ DC Voltage etc.
PHYSICAL
CHARACTERISTICS
Audible Noise <55 dB at 1 mtr distance

Temperature 0°C to 45°C
Range
Relative Humidity 10-95% RH non-condensing.
Communication DB9/ RS 232/

Port with RS485/SNMP Adaptor (Optional)
Software
Interface
Page | 37
Additional Orderly shutdown of OS/ display of UPS parameters &

Features operating condition/ broadcasting of UPS status /Network
connectivity of UPS/ UPS self test/ Scheduled shutdown/ re-
start of UPS/ web-based remote monitoring etc.
BATTERIES
Backup
DC Bus Voltage 36 volts to 240 Volts depending on ratings
External Batteries Available upto three hours Back-up time on full load
Battery recharge For full recharge within <12 hrs.

time
Battery Make Sealed Maintenance Free Lead Acid VRLA Type batteries of
CSB, Hitachi, Panasonic, Quanta, Luminous, Rocket, Yuasa or
Exide.
Certification Should have valid ISO-9001 and ISO-14001 and CE
Certification.
VI. 16/24 Port Managed Switch with Internal Power Supply

(Yes/No)
7.2 Gbps switching capacity
5 Mpps forwarding Performance
Technical
Min. 32MB RAM and 8 MB Flash memory
capability
Configurable up to 8000 MAC addresses,
355 VLAN, IPv6 Support
Management SNMP V2/V3 ,SSHv2, Telnet ,Radius, RSPAN,RMON,NTP
Port based ACL, IPv6 ACL ,DHCP snooping ,Port Security,
Security
spanning tree Root Guard, BPDU guard, IGMPv3 snooping ,
IEEE 802.1x with min 64 supplicants per port
IEEE 802.3x full duplex on 10BASE-T and
100BASE-TX ports
IEEE 802.1D Spanning-Tree Protocol
IEEE 802.1p class-of-service (CoS)
Standards Prioritization
IEEE 802.1Q VLAN , IEEE 802.1ad , GVRP
IEEE 802.1s
IEEE 802.1w
IEEE 802.3 10BASE-T specification
IEEE 802.3u 100BASE-TX specification
Page | 38

(Yes/No)
16/24 Ports 10/100 Mbps with active 2 uplink of
Interfaces
10/100/1000baseT or SFP
Power The internal power supply supporting 230 Volt 50Hz input
VII. IP Phone

(Yes/No)
Graphical Monochrome display with minimum resolution of 192
x 64 pixels or better
Four soft keys to access the configured feature.

Should have volume control toggle to provide decibel level
adjustment of handset, monitor speakerphone and ringer
volume
Should have Lighted hold and menu key
Should be a hearing-aid compatible headset
Should support more than 24 user selectable ring tones
Network
Should have lighted message waiting indicator
Features
Support text and audio based XML Applications
Support accessing of user option through web browser
Support of making calls on IP Phone by web browser
Should support comfort-noise generation and voice-activity
detection programming facility
Should support Secure Real time Transport Protocol with AES-
128 encryption
Support authentication and signaling encryption to validate the
identity of the IP phone & signaling integrity.
IP Phone should be from the same OEM as the IP Telephony Call
server
Single line
Call forward
Call transfer
Conference
Protocols Speed dialing
Supported Do not Disturb
Mobility – to allow user to login to an IP Phone and carry
individual user profile.
Abbreviated dialing
Redial
Call hold
Page | 39
Dialing from corporate directory

Dialing from personal directory
Auto Answer
IEEE 802.1p/q tagging and switching
G.711a, G.711u, G.729a, G.729b, G.729ab and iLBC
Integrated Ethernet switch
Software upgrade supported using a Trivial File Transfer Protocol
(TFTP) server
Power Supply Provisioning of network parameters through Dynamic Host
Configuration Protocol (DHCP)
SIP (RFC 2543)

IEEE POE (802.3af)
Power can also be supplied locally using an optional AC power
adapter
License and All the necessary license and accessories need to be provided by
accessories bidder to run this phone.
VIII. Anti Virus Solution for Desktop

(Yes/No)
The antivirus solution should provide enhanced antivirus protection for desktops
& servers due to virus and/or other malicious programming code.
The antivirus solution Should have a Centralized Management Console
The antivirus solution Should Support Multi -Platform operating system(Windows
, Mac, Linux ) and the same should be managed from a single Centralized
Management console
The antivirus solution Should have single, Configurable Installation with
centralized configuration & policy management.
Antivirus should support integration with Active directory for directory structure
of computers for better management
Automatic update of Antivirus Server from Vendor Site (Every 10 Min) & The
client should get update from the local Server If updating from the Primary Server
fails for any reason (such as the user being off the network) an attempt should be
made to contact the Secondary Server (I.e. Vendor site)
Centralized scanning of all network Machines
Antivirus Should be capable of pushing client installation from a centralized
location and it should also support manual installation of client Via network
share.
Administrator should have flexibility to schedule Scan and update at the
Page | 40
endpoints from central Server.
Antivirus should be able to capture Viruses, Trojans, Worms, Spyware and

Malware.
Anti Virus Should have Host Intrusion Prevention System (HIPS)technology which
works in 4 Layers to provide zero day protection without the need for updates
(Unknown Virus Detection & Repair),
Antivirus should have run time detection technology i.e. behavioral & Heuristic
scanning to protect from unknown viruses and buffer overflow protection
integrated with AV scan engine for protection from threats/exploits that uses
buffer overflow
Anti-Virus Software must have the capability to clean, Quarantine or delete
Viruses and should be able to detect new classes of viruses by normal virus
definition update mechanisms
Antivirus vendor should provide definitions with incremental updates. Should
support daily update for definition files. Size of daily update should be extremely
small in size (typically between 25 and 50kb in size)
Administrator Should be able to add files, folders or extensions to an exclude list
so that they are not scanned on access.
Should enable automatic submissions of unknown/suspected virus samples to
vendor and automatic response/delivery of the cure.
Administrator should be able to lock down all anti-virus configurations at the
desktop & User should be prevented from being able to uninstall the anti-virus
software.
Administrator must be able to distribute new and update anti-virus software,
virus definitions and Policies automatically to clients and servers from a central
location.
Administrator Should be able to initiate virus sweeps remotely in case of an
outbreak.
Antivirus should provide centralized event logging to locate and cure virus
problems.
Alerts on virus activity should be passed on to administrator
Antivirus solution should have the ability to remove third party security software
(Another vendor AV product) at the endpoints.
Antivirus Should have Personal Firewall (Client Firewall) with location awareness
feature and it should block unsolicited inbound traffic, control outbound traffic,
and apply policy rules based on traffic, ports, applications, and locations
Antivirus solution Should have APPLICATION Control module with the ability to
block or be alerted to the use of a long list of Unauthorized applications (E.g. File
Sharing, Games, etc.)
Antivirus solution should have integrated DLP module (For example a policy could
be created to monitor Personally Identifiable Information or Credit Card numbers
being copied to a USB stick or Email Client.)
Antivirus solution should have integrated DEVICE control module with a features
to set devices to " Read Only " , "Add Exceptions’" and " Block "
Page | 41
Antivirus solution should have integrated Network Access control module with
the ability of Quarantine feature that should block remote users that fail security
checks from accessing network resources
Antivirus solution should have a Live web protection module Integrated into
existing endpoint agent with no endpoint configuration required to Blocks URLs
that are hosting malware and Should Support all major browsers - IE, Firefox,
Safari, Opera, Chrome
Vendor Should have Threat analysis centers to provide proactive rapid protection
against known and unknown threats
Server Hardware for the Antivirus solution should be provided
Vendor Should have 24*7 Global Technical Support.
The client reserves the right to vary the quantity of the equipment at the time of awarding the
contract.
Page | 42
6 BID PROPOSAL PROFORMAE
6.1 PROFORMA –I
BID PROPOSAL SHEET

Bidder’s Proposal Reference No. & Date :
Bidder’s Name & Address :
Person to be contacted :
Designation :
Telephone No. Telex No.: Fax No:
To:

Vikas Bhawan, Sector 62,
SAS Nagar,
Punjab
Subject: For supply, installation and maintenance of Hardware items and supply of manpower for
data entry in Government offices in rural and urban areas in the State.
Dear Sir,
I. We, the undersigned Bidders, having read and examined in detail the specifications and all
bidding documents in respect of supply of hardware item do hereby propose to provide
hardware and manpower as specified in the bidding document.
II. PRICE AND VALIDITY
a) All the prices mentioned in our proposal are in accordance with the terms as specified in
bidding documents. All the prices and other terms and conditions of this proposal are
valid for a period of 120 calendar days from the last date of submission of bids.
b) We do hereby confirm that our bid prices include all taxes and cess including Income
Tax.
c) We have studied the Clauses relating to valid Indian Income Tax and hereby declare that
if any Income Tax, Surcharge on Income Tax and any other Corporate Tax is altered
under the law, we shall pay the same.
III. EARNEST MONEY
Page | 43
We have enclosed the required earnest money in the form of Bank Draft in the Pre
Qualification bid envelope. It is liable to be forfeited in accordance with the provisions of
bid document.
IV. DEVIATIONS
We declare that all the services shall be performed strictly in accordance with the fine
tuned Technical specifications and other bid document except the deviations as
mentioned in the Technical deviation PROFORMA (PROFORMA-III) Further we agree that
additional conditions, if any, found in the proposal documents, other than those stated in
deviations PROFORMA, shall not be given effect to.
V. BID PRICING
We further declare that the prices stated in our proposal are in accordance with your
terms & conditions in the bidding document.
VI. QUALIFYING DATA
We confirm having submitted in qualifying data as required by you in your bid document.
In case you require any further information/documentary proof in this regard before
evaluation of our bid, we agree to furnish the same in time to your satisfaction.
VII. CONTRACT PERFORMANCE SECURITY
We hereby declare that in case the contract is awarded to us, we shall submit the
Performance Guarantee Bond in the form of Bank Guarantee as per terms of bid
document.
VIII. We hereby declare that our proposal is made in good faith, without collusion or fraud and the
information contained in the proposal is true and correct to the best of our knowledge & belief.
IX. Bid submitted by us is properly sealed and prepared so as to prevent any subsequent alteration
and replacement.
X. We understand that you are not bound to accept the lowest or any bid you may receive.
Thanking you,
Yours faithfully,
(Signature)
Date: Name:
Place: Designation:
Business Address: Seal
Page | 44
6.2 PROFORMA -II
PARTICULARS OF BIDDER & MANUFACTURER
BIDDER’S PARTICULARS FOR BID NO. :________________________
1. Name of the Bidder :________________________
2. Address of the Bidder :________________________
________________________
________________________
3. Year of Establishment :________________________
4. Annual turnover of the firm for the :________________________
last 3 successive years.
5. Name of the Dept. /Institution where :________________________
The supply of hardware/Networking/
Manpower etc. has already been done :________________________
6. Name of the consortium firm (if any) :________________________
________________________
________________________
7. Address of each consortium firm :________________________
________________________
________________________
8. Service facilities available for maintenance:________________________
________________________
________________________
9. Availability of spare parts, components :________________________
________________________
10. Bidder’s proposal number & date :________________________
11. Name & address of the officer :_______________________
To whom all references shall ________________________
Page | 45
Be made regarding this bid ________________________
Telex
Telephone
Fax No.
As of this date the information furnished in all parts of this form is accurate and true to the best
of my knowledge.
Witness:
Signature ______________________ Signature _____________________
Name ______________________ Name _____________________
Designation ______________________ Designation _____________________
Address ______________________ Address _____________________
______________________ _____________________
Company ______________________ Company _____________________
Date ______________________ Date _____________________
Company Seal
(With name & designation
of the person signing the bid)
Page | 46
PRE-QUALIFICATION CHECKLIST & ORDER IN WHICH DOCUMENTS ARE SUBMITTED
Name of bidder: ________________________________________________________
S. Condition / Item Yes/ No/ Page S. Remarks

No. description No.(s)
1. Bid Proposal sheet duly filled in, signed and

complete in all respects. (PROFORMA -I)
2. Qualifying data duly filled in as per relevant

PROFORMA provided in the bid proposal that the
Bidder is eligible to bid and is qualified to perform
the contract, if its bid is accepted (PROFORMA -II)
3. Earnest Money Deposit (EMD) for Rs. 5000000/- (Rs.

Fifty lacs) in the form of Bank demand draft in favor
of Member Secretary, Punjab ePanchayat
Society(PePS)
4. Proof of Rs. 200 crore annual turnover of the

Principal Service Provider, if any (Out Indian
operations), of Indian operations and Rs. 40 crore of
its own during last 3 years. 25 crores for UPS
Provider, 25 Crore for Printer provider, 15 crore for
Networking components provider. Attach Balance
sheets of reference period.
5. The Lead Company in the Consortium must be in

existence in India in supplies of computers & allied
equipments for a period of last three years. Attach
proof
6. The OEM Manufacturer must have hardware

manufacturing facility in India with ISO 9001:2000
for Personal Computers and ISO 14001 certifications
for UPS
7. The OEM manufacturer must have the capacity of

50,000 PCs per annum in India. Attach proof.
8. The Bidder should have executed at least 3 large

deals as System Integrator more than 10 crore to
Government/ PSUs/ Corporate with each deal
involving installation of at least
350 desktops from Indian Market only. In UPS
Page | 47
category, the Bidder must have executed projects

worth Rs. 30 lacs/installed 350 UPS per project, at
least one project in Government/ PSU sector
9. The Bidder/ One of the partners of the Consortium

must be Authorized service provider (ASP) for the
last 2 years of the manufacturer whose Personal
Computers are being quoted. Attach proof.
10. The Bidder/ OEM should be an OEM partner for the

processor/ equipment being quoted.
11. The Bidder should have a centralized toll free call

centre for after sales support. If toll free number
facility does not exist, the bidder will arrange the
facility before supply of equipment.
12. Address, Contact Person, Phone, Mobile phone and

Tele Fax/E-mail of Branch Offices in Delhi,
Chandigarh and Punjab with residential contact
information during holidays.
13. Details & proof of Service facilities for Technical

Support on Services, Maintenance & Availability of
Hardware components be attached.
14. The Bidder should have support centers in Punjab

and Chandigarh (own or through authorized service
providers).
15. The Bidder should have at least one logistics center

for spares in Chandigarh or Punjab
16. The Bidder must have valid PAN issued by Income

Tax Authorities, India
17. The Bidder must have at least 100 permanent

employees on its roles with valid Provident Fund
Numbers
18. The Bidder must have valid State Sales Tax and CST
Number
19. The Bidder shall give a certificate regarding the use

of quality components for IT Resources as per
PROFORMA VI
Page | 48
20. The bidder would indicate make & model of the

equipment and the components.
Page | 49
6.3 PROFORMA-III
TECHNICAL DEVIATIONS
Subject: For supply, installation and maintenance of Hardware items and provision of Manpower in
186 DoRDP offices in the State.
Dear Sir,
Following are the Technical deviations & variations from the exceptions to the specifications of
providing Hardware items & Manpower in Project locations. These deviations and variations
are exhaustive. Except these deviations and variations, the entire work shall be provided as per
your specifications and documents.
Sr. Clause Page Statement of deviations

No. No. No. and variations
Date Signature
Name
Place Seal
Page | 50
6.4 PROFORMA-IV
PRICE SCHEDULE (In Rs.) – Part I
SUPPLY OF ITEMS ON DEFERRED PAYMENT BASIS

(ePanchayat-Punjab Phase I)
A(B+C) B C
Total Project Cost (Rs. In First Remaining
crore) Payment Payment
(30%) (70%)
In figure:
In words:
Only
Amount to be paid per installment - To be

calculated from column C above
In figure:
In words:
Only
(Signature)/Seal
Page | 51
6.5 PROFORMA-V
PRICE SCHEDULE (In Rs.) – Part II
SUPPLY OF ITEMS ON UPRFONT COST

S. No Equipments Total Qty Unit Price
1 Laptop 3
3 Laser Printer 212
4 Scanner 186
14 IP Phone 186
16 Chairs 367
Manpower No Cost/Operator/Month Total Cost

for 3 years
1 Data Entry Operators 367
Note: Above prices are inclusive of all taxes, levies, cess, Octroi, duties, license fees, etc
(Signature)/Seal
Page | 52
6.6 PROFORMA-VI
COMMERCIAL DEVIATIONS
Subject: For supply, installation and maintenance of Hardware items in 186 DoRDP offices in rural
and urban areas in the State.
Dear Sir,
Following are the Commercial deviations & variations from the exceptions to the specifications
of providing hardware items and manpower in 186 DoRDP offices in the state. These deviations and
variations are exhaustive. Except these deviations and variations, the entire work shall be provided as
per your specifications and documents.
Sr. Clause Page Statement of deviations

No. No. No. and variations
Date Signature
Name
Place Seal
Page | 53
6.7 PROFORMA-VII
CERTIFICATE
Use of new, genuine and quality components for IT Resources
This has reference to IT Resources namely Servers, Desktop computers, UPS systems, Printers
and networking components being quoted / to be supplied by your company against the tender no.
_____________ dated ____________.
We hereby undertake that all the components / parts/ assembly/ softwares such as Hard disk,
CPU, Motherboard, Monitors, Memory, power components, networking components, printer head, IP
Phones etc. to be used in the above mentioned IT Resources shall be original, new, genuine and as per
the said technical specifications from respective OEM(s) of the quoted products. It is also certified that
no refurbished/ duplicate/ second-hand components/ parts/assembly/ software are being used or shall
be used. We also undertake that the manpower supplied to the DoRDP offices would have minimum
qualification & experience as per the requirements specified in this RFP document. We have checked the
background of the DEOs and other support engineers and found it to be satisfactory in all respects.
We also undertake that an authorized license certificate (e.g. Product Keys on Certification of
Authenticity) shall be supplied in case of Desktop Computers and further that it shall be sourced from its
Principal Company.
We shall also submit a certificate from the OEM supplier in support of above undertaking at the
time of delivery. It will be our responsibility to produce such letters from our OEM supplier’s within a
reasonable time.
In case we are found not complying with above indicated undertaking at the time of delivery or
during installation, we allow the Punjab ePanchayat Society (PePS) to take appropriate action (e.g.
Forfeiture of Bank Guarantee/ EMD / balance amount).
Authorized Signatory
Page | 54
6.8 ANNEXURE -1- SERVICE LEVEL REQUIREMENTS (SLR)
Service Level Requirements (SLR) mentioned here is binding for the selected vendor. Notwithstanding
the Technical Bid proposed by the bidders, these SLRs will be applicable to the selected vendor.
A. Working Time
Working time for the office users should be office timings (Monday to Saturday, except holidays in the
respective offices as declared from time to time)
B. Help Desk Response Time
Definition Time in which a complaint / query is responded to by the IT service management.
Service Level The Help Desk Response Time benchmarks provided here are guidelines for HSP to
Requiremen implement.
t
Measure of Any Help Desk query should be classified in following three categories:
Service Level
Ø Service Level 1 (S1): Problems affecting all users in an office. No Work Possible
Parameter
Ø Service Level 2 (S2): Problems affecting few users. Partial work possible.
Ø Service Level 3 (S3): Problems affecting no user. Minor issues. Work not affected.
The Selected vendor should provide service as per the following requirements:
Type of On-Site Response Helpdesk Report to Project Director,

Query Time (if required) Response Time ePanchayat
(via defined email / fax /
telephone / SMS)
S1 Next working day 30 minutes 5 minutes
S2 Two working days 1 hour 8 hours
S3 Three working days 2 hours Weekly as part of Help

Desk logs
C. Help Desk Requirements Time
Definition Time in which a complaint / query is resolved after it has been responded to by the IT
service management.
Page | 55
Service Level The Help Desk Response Time benchmarks provided here are guidelines for HSP to
Requirement implement.
Measure of Any Help Desk query should be classified in following three categories:
Service Level
Ø Resolution Level 1 (RL1): Queries whose resolution requires additional investment
Parameter
in components or time. For example, purchase of printer, software bug fixing etc.
Ø Resolution Level 2 (RL2): Queries whose resolution requires replacement of
hardware or software parts, which will require significant interruption in working
of that component. For example, installation of operating system, replacement of
switch etc.
Ø Resolution Level 3 (RL3): Queries whose resolution requires changes in
configuration of hardware or software, which will not significantly interrupt
working of that component. For example, installation of printer on a client,
replacement of LAN chord etc.
The Selected vendor should provide service as per the following requirements:
Type of Query On-Site Response Time (if required)
RL1 As mutually agreed by office and the selected vendor on case-

to-case basis subjected to 6-7 working days. If beyond 7 days,
permission of HQ, DSE is required to be obtained.
RL2 Three working days
RL3 One working day
D. Up-time
Definition Up-time is defined as the percentage of the total available time during which the
equipment is available / performing.
Service Level The up-time for each site measured on a six monthly basis (in tune with the payment
Requirement cycle) should be more than or equal to 97%.
Measure of For each office, the uptime in a 6 month period will be calculated as:
Service Level
Parameter
Total available = 9 working hours per day
Page | 56
hours * working days in the six month period

* { No. of PCs + No. of Switches
+ No. of IP Phones + No. of UPSs + No. of Printers} in a lab
Total downtime = downtime in hours for all PCs * 4

hours + downtime in hours for all Switches * 4
+ downtime in hours for all IP Phones * 3
+ downtime in hours for all UPSs * 5
+ downtime in hours for all Printers * 3
Total downtime hours

Average up-time = ( 1 - ) * 100%
Total Available hours
The Selected vendor should provide software / tools / mechanisms to measure the same.
Three tool / mechanism should be able to provide Project Director, ePanchayat / office
with historical information about the up-time & down-time of the equipment.
Penalty for non- For each lab, penalties will be levied as:
achievement of
Service Level
Up-time Penalty
Requirement
97% or more - Nil -
Less than 97% = 0.5% * { (Total Payment due) / (No. of Labs) }

* { 97 – (actual up-time in percentage) }
Page | 57
6.9 ANNEXURE -2- INDICATIVE LIST OF OFFICES
Sr. Office Location

No.
1 Project Director, SAS Nagar, Punjab
Directorate
Sr.
No. Divisional Dy. Directors
1 FEROZPUR
2 JALANDHAR
3 PATIALA
Sr. DISTRICT BLOCK OFFICE

No.
1 AMRITSAR AJNALA-1
2 AMRITSAR CHOGAWAN-2
3 AMRITSAR HARSHA CHHINA
4 AMRITSAR JANDIALA-4
5 AMRITSAR MAJITHA-3
6 AMRITSAR RAYYA-6
7 AMRITSAR TARSIKKA-7
8 AMRITSAR VERKA-5
9 AMRITSAR ATTARI
10 BARNALA BARNALA
11 BARNALA MEHAL KALAN
12 BARNALA SEHNA
13 BATHINDA BATHINDA
14 BATHINDA BHAGTA BHAIKA
15 BATHINDA MAUR
16 BATHINDA NATHANA
17 BATHINDA PHUL
18 BATHINDA RAMPURA
19 BATHINDA SANGAT
20 BATHINDA TALWANDI SABO
21 FARIDKOT FARIDKOT
22 FARIDKOT KOT KAPURA
23 FATEHGARH SAHIB AMLOH
Page | 58
24 FATEHGARH SAHIB BASSI PATHANA

25 FATEHGARH SAHIB KHAMANO
26 FATEHGARH SAHIB KHERA
27 FATEHGARH SAHIB SIRHIND
28 FIROZEPUR ABOHAR
29 FIROZEPUR FAZILKA
30 FIROZEPUR FIROZPUR
31 FIROZEPUR GHALL KHURD
32 FIROZEPUR GURU HAR SAHAI
33 FIROZEPUR JALALABAD
34 FIROZEPUR KHUIAN SARWAR
35 FIROZEPUR MAKHU
36 FIROZEPUR MAMDOT
37 FIROZEPUR ZIRA
38 GURDASPUR BAMIAL
39 GURDASPUR BATALA
40 GURDASPUR DERA BABA NANAK
41 GURDASPUR DHARIWAL
42 GURDASPUR DHARKALAN
43 GURDASPUR DINANAGAR
44 GURDASPUR DORANGLA
45 GURDASPUR FATEHGARH CHURIAN
46 GURDASPUR GURDASPUR
47 GURDASPUR KAHNUWAN
48 GURDASPUR KALANAUR
49 GURDASPUR NAROT JAIMAL SINGH
50 GURDASPUR PATHANKOT
51 GURDASPUR QADIAN
52 GURDASPUR SRIHARGOBIND PUR
53 GURDASPUR SUJANPUR
54 HOSHIARPUR BHUNGA
55 HOSHIARPUR DASUYA
56 HOSHIARPUR GARHSHANKAR
57 HOSHIARPUR HAJIPUR
58 HOSHIARPUR HOSHIARPUR-I
59 HOSHIARPUR HOSHIARPUR-II
60 HOSHIARPUR MAHILPUR
61 HOSHIARPUR MUKERIAN
62 HOSHIARPUR TALWARA
Page | 59
63 HOSHIARPUR TANDA
64 JALANDHAR ADAMPUR
65 JALANDHAR BHOGPUR
66 JALANDHAR JALANDHAR - WEST
67 JALANDHAR JALANDHAR-EAST
68 JALANDHAR LOHIAN
69 JALANDHAR NAKODAR
70 JALANDHAR NURMAHAL
71 JALANDHAR PHILLAUR
72 JALANDHAR RURKA KALAN
73 JALANDHAR SHAHKOT
74 KAPURTHALA DHILWAN
75 KAPURTHALA KAPURTHALA
76 KAPURTHALA NADALA
77 KAPURTHALA PHAGWARA
78 KAPURTHALA SULTANPUR LODHI
79 LUDHIANA DEHLON
80 LUDHIANA DORAHA
81 LUDHIANA JAGRAON
82 LUDHIANA KHANNA
83 LUDHIANA LUDHIANA-1
84 LUDHIANA LUDHIANA-2
85 LUDHIANA MACHHIWARA
86 LUDHIANA PAKHOWAL
87 LUDHIANA RAIKOT
88 LUDHIANA SAMRALA
89 LUDHIANA SIDHWAN BET
90 LUDHIANA SUDHAR
91 MANSA BHIKHI
92 MANSA BUDHLADA
93 MANSA JHUNIR
94 MANSA MANSA
95 MANSA SARDULGARH
96 MOGA BAGHAPURANA
97 MOGA KOT-ISE-KHAN
98 MOGA MOGA-I
99 MOGA MOGA-II
100 MOGA NIHAL SINGH WALA
101 MUKTSAR GIDDERBAHA
102 MUKTSAR LAMBI
Page | 60
103 MUKTSAR MALOUT

104 MUKTSAR MUKTSAR
105 NAWANSHAHR AUR
106 NAWANSHAHR BALACHAUR
107 NAWANSHAHR BANGA
108 NAWANSHAHR NAWANSHAHR
109 NAWANSHAHR SAROYA
110 PATIALA BHUNER HERI
111 PATIALA GHANAUR
112 PATIALA NABHA
113 PATIALA PATIALA
114 PATIALA PATRAN
115 PATIALA RAJPURA
116 PATIALA SAMANA
117 PATIALA SANOUR
118 RUPNAGAR ANANDPUR SAHIB
119 RUPNAGAR CHAMKAUR SAHIB
120 RUPNAGAR MORINDA
121 RUPNAGAR NURPUR BEDI
122 RUPNAGAR RUPNAGAR
123 S.A.S Nagar DERA BASSI
124 S.A.S Nagar KHARAR
125 S.A.S Nagar MAJRI
126 SANGRUR AHMEDGARH
127 SANGRUR ANDANA
128 SANGRUR BHAWANI GARH
129 SANGRUR DHURI
130 SANGRUR LEHRAGAGA
131 SANGRUR MALERKOTLA
132 SANGRUR SANGRUR
133 SANGRUR SHERPUR
134 SANGRUR SUNAM
135 Tarn Taran BHIKHI WIND-13
136 Tarn Taran CHOHLA SAHIB-8
137 Tarn Taran GANDIWIND-9
138 Tarn Taran KHADUR-SAHIB-10
139 Tarn Taran NAUSHEHRA PANNUAN-11
140 Tarn Taran PATTI-14

141 Tarn Taran TARN TARAN-12
142 Tarn Taran VALTOHA-15
Page | 61
Sr.
No. District Panchayats
1 AMRITSAR
2 BARNALA
3 BATHINDA
4 FARIDKOT
5 FATEHGARH SAHIB
6 FIROZEPUR
7 GURDASPUR
8 HOSHIARPUR
9 JALANDHAR
10 KAPURTHALA
11 LUDHIANA
12 MANSA
13 MOGA
14 MUKTSAR
15 NAWANSHAHR
16 PATIALA
17 RUPNAGAR
18 S.A.S Nagar
19 SANGRUR
20 Tarn Taran
Sr.
No. DDPO Offices
1 AMRITSAR
2 BARNALA
3 BATHINDA
4 FARIDKOT
5 FATEHGARH SAHIB
6 FIROZEPUR
7 GURDASPUR
8 HOSHIARPUR
9 JALANDHAR
10 KAPURTHALA
11 LUDHIANA
12 MANSA
13 MOGA
14 MUKTSAR
Page | 62
15 NAWANSHAHR
16 PATIALA
17 RUPNAGAR
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RFP - Punjab E-Panchayat Society

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RFP - Punjab E-Panchayat Society

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Punjab ePanchayat Society (PePS)

Request for Proposal (RFP)

Punjab ePanchayat Society (PePS)

Tel: 0172-5063522 Fax: 0172- 2231052

6.2 PROFORMA -II .................................................................................................................................... 45

1.1 INVITATION FOR BID

1.2 CRITICAL INFORMATION

The table below depicts key dates pertaining to the RFP:

Event Target Date

S. No. Information Details

2.2 PROJECT SCOPE

a) Supply, installation, repair and maintenance, trouble-shooting of following Information

S. No Equipments Total Qty

S. No Equipments Total Qty

c) Supply, installation, operation, maintenance, running and updating of System Software

S. No Equipments Total Qty

• Deploying at least 20 support engineers at appropriate locations to ensure the service

1. B.E/B.Tech (Computer Science/IT/Electronics & Communications) in 1st

2. 1 year experience in field of IT.

Item Description Phase I

2.3 BID CONDITIONS

V. This Bid document is not transferable.

3.1.1 Procedure for submission of bids

a) Pre-qualification documents (2 copies) in one cover.

b) Technical Bid (2 copies) in one separate cover.

c) Commercial Bid (2 copies) in another separate cover.

III. The Bidders have to qualify the pre-qualification Bid.

3.1.2 Cost of bid document

Document or submission of a bid not substantially responsive to the Bid Document in

3.1.3 Clarification regarding bid document

3.1.4 Amendment of bid document

b) The amendment will be notified in writing or by telex or cable or e-mail to the

3.1.5 Preparation of bids

II. DOCUMENTS COMPRISING THE BIDS

Ø Conditional bids shall not be entertained.

Pre-Qualifying Document shall consist of following: -

Average Turnover of the Average turnover of

Power Supplies (UPS) Rs. 25 crore

Attach Balance sheets for reference period.

Technical Bid shall consist of the following: -

Commercial Bid consisting of the following: -

(b) The commercial bid consist of two parts.

o The payment conditions in this case would be same as given in Price

o First payment (30% of total contract value) will be released after

o The remaining 70% payment will be released in ten equal installments

o Last installment and security would be released only after clearance of

3.1.6 Pre-Bid Conference

4 TERMS AND CONDITIONS OF THE BID

4.1 GENERAL TERMS

v A “Sole proprietor” of the firm or constituted attorney of such sole proprietor.

v A partner of the firm, if it be partnership, in which case he must have authority

v Constituted attorney of the firm, if it is a company

v Lead partner of the consortium.

4.3 DELIVERY PERIOD & INSTALLATION

b) The equipment including Desktop computers, Printers, networking components,

c) An unexcused delay by Hardware & Service Provider in the Performance of its

i. Liquidated damages as per the clause 4.12.

ii. Forfeiture of earnest money/ Security.

d) Hiding of facts, misrepresentation, corrupt practices by the Bidder if revealed at any

4.4 BIDDER’S PERFORMANCE BANK GUARANTEE

4.5 STANDARD OF PERFORMANCE

4.6 USE OF CONTRACT DOCUMENTS AND INFORMATION